Guide to completing the Business Management Review (BMR)

A1

This section is pre-populated with your company details.

Guidance:

You will be asked to check the details are correct, make any changes and specify a client and site details of an installation against which we will carry out your technical evaluation against.

For FM companies, your evaluation will be relevant to your Maintenance & Inspection works and will be completed via a desk-based evaluation.

• CHAS Elite
• Construction Line Gold/Platinum 
• Achilles Building Confidence

• CQMS Safety-Scheme Premium/Elite
• SCCS Build Assured CAS

IF NO: Continue with audit question A3

IF YES: 

1. Upload your in-date certificate
2. Enter the expiry date

The remainder of the BMR is now exempt.

IF NO: Continue with audit question A4

IF YES: 

1. Upload your in-date certificate
2. Enter the expiry date

By uploading your certificate, the Quality Management questions in Section D will be exempt.

IF NO: Carry on with audit questions

IF YES: 

1. Upload your in-date certificate
2. Enter the expiry date

By uploading your certificate, the Environmental Management questions in Section F will be exempt.

IF NO: Carry on with audit questions

IF YES: 

1. Upload your in-date certificate
2. Enter the expiry date

By uploading your certificate, the Health & Safety Management questions in Section E will be exempt.

B1

Financial Information about your company.

We are looking for evidence of your accounts, this could be financial information e.g. forecasts for a start-up business, copy of most recent accounts that contain turnover, balance sheet etc for a sole trader or partnerships or a financial statement from Companies House for incorporated businesses.

In the BMR portal follow the guidance and select from Type 1-5 the accounts evidence that you will upload on behalf of the business.

If you are a company based outside the UK and registered with Companies House, please ensure that your registration number includes the prefix FC.

B2

Please provide a copy of your Employers Liability Insurance.

This question is not applicable when you’re the sole director of your limited company, own 50% or more of the shares, and have no employees – in which case Employers’ Liability Insurance isn’t required. In this case select N/A.

Upload a copy of your policy certificate.

Insert your policy expiry date.

B3

Please provide a copy of your Public Liability Insurance. (Minimum £2m required)

This is a mandatory question and evidence requirement for all businesses.

Upload a copy of your policy certificate.

You must be able to evidence at least £2m of insurance cover. Insert your policy expiry date.

B4

Please provide a copy of your Professional Indemnity Insurance if your business is involved in any of the following categories:

- design work; or
- acting as a consultant; or
- providing professional services; or
- providing professional advice and/or assessments.

Select N/A if your business does not require PI insurance.

If Yes: Upload a copy of your policy certificate.

Insert your policy expiry date.

B5

Please provide a copy of your Product Liability Insurance cover.

This question is only applicable where products are being supplied if not please select N/A.

Select N/A if your business does not require PL insurance.

If Yes: Upload a copy of your policy certificate.

Insert your policy expiry date.

B6

If you use sub-contractors, do you check whether your sub-contractors are financially stable and have met all their obligations to HMRC?

This is a Yes or N/A answer and may be followed up as part of the technical evaluation of your audit. We are looking for a statement/policy/document that provides details on your sub-contractor selection, suitability and financial checks. For example, this could be a pre-qualification questionnaire.

Select N/A if your business does not use contractors.

Select Yes: Upload a copy of your subcontractor checks.

Select No: if the question is not relevant.

Select Yes: Provide details of any investigations/ enquiries/fines or penalties.

Select No: Explain reasons why in further details.

Select Yes: Upload a copy of your policy.

BESA Bribery policy guidance: CLICK HERE

BESA Anti-Corruption and Bribery compliance: CLICK HERE

Your policy should include:

• your approach to reducing and controlling the risks of bribery
• rules about accepting gifts, hospitality or donations
• guidance on how to conduct your business, eg negotiating contracts
• rules on avoiding or stopping conflicts of interest.

C2

Do you have a drug and alcohol policy?

We are looking for a copy of your policy. The Health and Safety Executive (HSE) advises that employers should have a clear policy on misuse of drugs or alcohol. This could be included in your H&S Policy or a stand-alone document if your business is under 5 employees.

Select No: Explain reasons why in further details.

Select Yes: Upload a copy of your policy.

Select Yes: please upload copies of relevant documents -this could be either a single corporate social responsibility policy or multiple codes of practice. The documents could include examples of your company’s approach to: compliance; protecting people and the environment; volunteering; learning; supporting the community; business ethics; treatment of workers etc.

If you are a micro-business, you may answer N/A.

Considerate Constructors Scheme CSR Policy Template:

CLICK HERE

Select N/A if turnover less than £36m.

Select No: Explain why in further details.

Select Yes: Upload a copy of your policy.

Insert your policy expiry date.

Guidance can be found here

If your annual turnover is more than £36million, you are legally required to have an anti-slavery and human trafficking statement and this question is mandatory. Please provide a copy of your statement which must define the steps the organisation has taken during the financial year to ensure that slavery and human trafficking is not taking place in any of its supply chains and in any part of its own business.

C5

Are any Directors or Executive Officers the subject of criminal or civil court action for bankruptcy, insolvency, etc?

We are seeking a declaration from the company that its senior officers have not been subject to court action or, in the case of action being applied, the details of the event(s).

Select No: if no action has been served.

Select Yes: provide details of circumstances and actions.

C6

Are there any unsatisfied County or High Court judgements or any enforcements and/or remedial orders (HSE, EA, HMRI, etc.) in the last three years?

Like the previous question, we require information on any court actions within the past 3-years

Select No: if no action has been served.

Select Yes: provide details of circumstances and actions.

D1

Please provide evidence of processes that meet the business needs and enables the effective planning and delivery of business operations.

We are looking for evidence on how your business operations are managed. Typical examples include functional processes and procedures e.g. organisational chart, quality manuals.

Upload examples of business management documentation – you can upload multiple files.

D2

Please provide evidence of your company’s Customer Complaints procedure?

It is important that the company has a clear and visible complaints policy. It should contain clear guidance on how to complain and response times. We may also check your complaints record by sampling during the conference call.

Upload Complaints Procedure.

Provide further detail on staff awareness of complaints procedure and record keeping.

BESA Guide to Customer Complaints handling: CLICK HERE

D3

Do you have processes in place for the selection and control of sub-contractors?

We are looking for evidence on your selection and control procedures/documents when you engage a sub-contractor to carry out work for your business. It is important robust subcontractor competency check(s) takes place.

Upload Documents and provide further written details as appropriate.

Select N/A if you do not use sub-contractors.

Document pack D3 Contractor questionare less than 5 Contractor questionnarie more than 5 Proceedure for the hire of contractors: Download the full BESA BMR Document Pack HERE

Upload your sub-contractor monitoring document if you have one.

Or, describe the process in which sub-contractors are supervised and how their performance is reported on.

Select N/A if you do not use sub-contractors.

Document pack D4 Site safety audit Contractor induction Contractor H&S Checklist: Download the full BESA BMR Document Pack HERE

D5

Please provide supporting evidence which demonstrates you have risk management policies, procedures and systems.

We require evidence of reference documents either hard-copy or electronic relating to your scope of work. These include as examples Approved Documents, Specifications and British Standards.

Upload Document and provide further written D5 details if appropriate.

Document pack D5 Risk assessment policy arrangement & procedure: Download the full BESA BMR Document Pack HERE

D6

Are records of business activities kept and retained for at least six years?

We are looking for evidence of record keeping for six years in line with Government guidance if you run a Limited company. Sole Traders must keep records for at least 5 years.

Upload evidence of retention.

Self-employed Limited Business

D7

Does the company have access to National Specifications, Standards and/or Regulations that apply to their scope of work?

You don’t need to upload all documents, evidence that you or your employees have access will suffice e.g. screenshot of online access or photograph of hard copies.

Upload evidence. Provide details in text box.

D8

All ‘in scope’ notifiable works registered with local authorities within 30 days and certified to customer?

All controlled services work is required to be notified to LABC. There are various methods this can be done either through Local Authorities Building Control, Competent Person Schemes, Full Plans, Principal Contractor etc.

Select No: Provide detail in box provided.

Select N/A: Move on to next question.

Select Yes: Upload evidence.

To access TB053: Notification of Works under Building Regulations for England: click HERE.

D9

Please provide evidence of written quotations, showing breakdown of elements involved for works carried out.

The quotation submitted should be in relation to the completed works submitted for technical review and detailed in section A.

Upload quotation document.

D10

Are written terms of contract in place for the completed works being reviewed in the technical audit?

Please provide evidence of conditions under which the quotation is accepted, and subsequent work is managed and delivered. This should be specific to the works being reviewed as part of your technical audit.

Upload contract document or section of.

HSE Policy Template Click here

BESA has produced a policy template to help you. Below are a selection of useful documents accesible in the template pack that accompanies this guide.

Document pack E1
Policy template for over 5 employees. Policy statement for under 5 employees.

Download the full BESA BMR Document Pack Here

E2

Please provide evidence of how your organisation provides it employees/other workforce with health E2 and safety training

Upload training evidence

Evidence of H&S culture including records, Mental Health at Work Programme, certificates of attendance and adequate H&S induction training. Example of ‘Toolbox Talk’, type training. Evidence of relevant training as required by H&S legislation or approved code of practice e.g. Asbestos Awareness Training

L74 First Aid at Work (Approved Code of Practice) Click here

IND (G) 347 Basic Advice on First Aid at Work Click here

Document Pack E3
First aid needs assessment template. Accident investigation template. Riddor and first aid policy and arrangements.

Download the full BESA BMR Document Pack Here

E4

Please provide evidence of arrangements for cooperating and co-ordinating your work with others (including other suppliers, notably contractors).

Upload details of arrangements

Please provide supporting evidence which could include:

• Sample risk assessments
• Procedural arrangements
• How the organisation coordinates its work with other interested parties
• Project team meeting notes

Download HSE Risk Assessments HERE
BESA has a number of templates to help you complete a risk assessment. Below is a selection of risk assessments accessible in the template pack that accompanies this guide.

Document pack E5
Risk assessment Templates Download the full BESA BMR Document Pack Here

Although there is no legal requirement or standard structure for an environmental policy there are key areas that such a policy should contain. It should say what the key objectives that the company is following, who is accountable and how these are going to be achieved and by whom.

• Areas to look at could include:
• Transportation
• Stationery and supplies
• Improved efficiency
• Improve recycling/ minimise waste
• Dealing with other like-minded companies
• Continuous improvement

Document pack F1
Environmental Policy template
Download the full BESA BMR Document Pack Here

F2

How does your organisation effectively deal with waste disposal, pollution control and recycling, and how the business works within resource limits?

Upload documents and provide details:

Document pack F2
Environmental Impact assessment example
Download the full BESA BMR Document Pack HERE

Upload documents and provide details:

Please see document pack D3, D4, Environmental Policy template & environmental toolbox talk.

Staff environmental training should be completed in relation to the responsibilities held. For small companies, simple online training on environmental awareness, together with in-house training such as toolbox talks, to explain company procedures is sufficient.

Download the full BESA BMR Document Pack HERE

Select N/A: If this is not relevant to your F4 business.

• England Template Example Click HERE
• Northern Ireland Template Example Click HERE
• Wales Template Example Click HERE
• Scotland Template Example Click HERE
  
  

Select N/A: If you are a sole trader.

Template Form A (hourly paid, site-based Operatives) and Form B (Student Engineers & Salaried Staff) available on request from BESA Employment Affairs for those Employers that engage employees under the terms of one of BESA’s National Working Rule Agreements.

Available on request from BESA Employment Affairs.
Tel: 020 7313 4915
Email: employment.affairs@thebesa.com

Other Employers – see Written Statement of Employment Particulars template produced by ACAS – access ACAS template

Upload evidence:

Evidence could include:
• Staff training matrix
• CSCS Card or Partner Card Scheme
• Site SSSTS training course
• Certificates of training attendance
• Adequate health & safety induction training
• Competencies data base
• Continuing Professional Development (CPD)
• Commitment to health and safety training in the health and safety policy
• Staff CV

Uplaod evidence:

Template Form A (hourly paid, site-based Operatives) and Form B (Student Engineers & Salaried Staff) available on request from BESA Employment Affairs.

Note: If your workforce is engaged under the terms of either the HVAC Operative National Working Rule Agreement or Staff Salary Agreement, these provide the qualification frameworks that support the grading definitions.

Other Employers - see Written Statement of Employment Particulars template produced by ACAS (section 12 entitled ‘Training’ – access ACAS template HERE 

Tel: 020 7313 4915 Email: employment.affairs@thebesa.com

Upload policy:

Enter your policy expiry date

• Equality Act 2010: Guidance
• Guidance for employers about their responsibilities under the Equality Act 2010
• Equality Act Guidance