Subcontractor Policy

DMT Facilities Limited

 

Subcontractor Policy

 

Policy Owner: DMT Facilities Limited

Effective Date: [Insert Date]

Review Frequency: Annually

 

⸻

 

 1.⁠ ⁠Purpose

 

This policy sets out the standards, expectations, and commercial terms that apply to all subcontractors engaged by DMT Facilities Limited.

 

DMT Facilities Limited operates in environments where professionalism, reliability, and quality workmanship are essential. Subcontractors represent DMT when carrying out works on client sites and must therefore uphold the same standards of conduct, service delivery, and accountability.

 

Failure to comply with this policy may result in removal from the DMT approved subcontractor supply chain and termination of future work opportunities.

 

DMT Facilities Limited provides outsourced facilities and building maintenance services across London, the South East, and throughout England.  

 

⸻

 

 2.⁠ ⁠Status of Subcontractors

 

All subcontractors engaged by DMT Facilities Limited operate as independent contractors.

 

Nothing in this policy creates:

•An employment relationship

•A partnership

•An agency relationship

 

between the subcontractor and DMT Facilities Limited.

 

Subcontractors are responsible for:

•Their own tax and national insurance obligations

•Their own insurances

•Their own tools, labour, and equipment

•Compliance with all relevant UK legislation and regulations

 

⸻

 

 3.⁠ ⁠Representation of DMT Facilities Limited

 

When working on behalf of DMT Facilities Limited, subcontractors are considered to be representing the company to our clients.

 

Subcontractors must therefore:

•Behave professionally at all times

•Treat clients, tenants, and site personnel respectfully

•Maintain appropriate standards of dress and conduct

•Follow all client site rules and procedures

•Comply with all health and safety requirements

 

Subcontractors must not:

•Present themselves as employees or directors of DMT Facilities Limited

•Provide quotations directly to clients unless authorised

•Enter into agreements directly with DMT clients

 

All commercial discussions must be referred to DMT Facilities Limited management.

 

⸻

 

 4.⁠ ⁠Standard of Work

 

All works undertaken must be completed:

•To a professional and competent standard

•In accordance with relevant UK regulations and legislation

•In line with manufacturer guidance and industry best practice

 

Subcontractors must ensure that all works are completed safely, properly, and with due care for the client environment.

 

Poor workmanship that damages the reputation of DMT Facilities Limited will not be tolerated.

 

⸻

 

 5.⁠ ⁠Defective Work and Remedial Visits

 

Where works are deemed defective, incomplete, or below the required standard, the subcontractor will be required to return to site and rectify the issue at their own cost.

 

This includes:

•Additional labour

•Return visits

•Replacement materials where required

 

No additional payment will be made for remedial work required due to subcontractor workmanship.

 

DMT Facilities Limited will not be liable for any return visits required as a result of defective installation, poor workmanship, or failed repairs carried out by the subcontractor.

 

Where a subcontractor fails to attend to rectify issues within a reasonable timeframe, DMT Facilities Limited reserves the right to appoint another contractor to complete the remedial works.

 

All associated costs may be deducted from outstanding invoices.

 

⸻

 

 6.⁠ ⁠Payment Terms

 

Payment terms for subcontractors are:

 

30 days from the end of the month of the dated invoice.

 

Payments will not be made earlier than this under any circumstances.

 

Invoices must include:

•Purchase order number (if provided)

•Site name and location

•Description of works completed

•Completion date

 

Invoices submitted without sufficient information may be rejected.

 

DMT Facilities Limited reserves the right to withhold payment where work is incomplete, defective, disputed, or where required documentation has not been provided.

 

⸻

 

 7.⁠ ⁠Health and Safety

 

Subcontractors must comply with all applicable UK health and safety legislation including, but not limited to:

•The Health and Safety at Work etc. Act 1974

•Site-specific health and safety procedures

•Appropriate use of PPE

•Risk assessments and method statements where required

 

DMT Facilities Limited reserves the right to stop works immediately if unsafe practices are observed.

 

⸻

 

 8.⁠ ⁠Insurance Requirements

 

Subcontractors must hold appropriate insurance cover for the works undertaken.

 

As a minimum, subcontractors must maintain:

•Public Liability Insurance

•Any specialist insurance required for their trade

 

Evidence of insurance must be provided upon request.

 

Failure to maintain appropriate insurance may result in immediate removal from site.

 

⸻

 

 9.⁠ ⁠Confidentiality

 

All information relating to DMT Facilities Limited clients, operations, pricing, or contracts must be treated as confidential.

 

Subcontractors must not:

•Share client information

•Use client information for marketing

•Approach DMT clients directly for work

•Share pricing structures or commercial details

 

This obligation continues after the subcontractor relationship ends.

 

⸻

 

10.⁠ ⁠Client Protection and Non-Circumvention

 

Subcontractors may be introduced to clients, sites, managing agents, tenants, or other business opportunities through work carried out on behalf of DMT Facilities Limited.

 

To protect the commercial relationships established by DMT Facilities Limited, subcontractors must not directly or indirectly provide services to any client introduced through DMT.

 

This includes work carried out:

•Directly for the client

•Through another contractor or intermediary

•Through a company associated with the subcontractor

•Through employees or operatives of the subcontractor

•As a result of relationships or introductions made while working for DMT

 

This restriction applies for a period of three (3) years from the date of the last instruction or works completed through DMT Facilities Limited at that site or client.

 

Subcontractors wishing to undertake work directly with a DMT client must first obtain written permission from DMT Facilities Limited.

 

DMT Facilities Limited reserves the right to approve or refuse such permission at its sole discretion.

 

Where a subcontractor is found to be in breach of this clause, DMT Facilities Limited reserves the right to:

•Remove the subcontractor from the approved supply chain

•Withhold outstanding payments

•Recover financial losses resulting from the breach

 

⸻

 

11.⁠ ⁠Removal from Approved Supply Chain

 

DMT Facilities Limited reserves the right to remove subcontractors from its approved supply chain at its discretion.

 

Reasons may include but are not limited to:

•Poor workmanship

•Client complaints

•Unprofessional behaviour

•Failure to attend scheduled works

•Breach of health and safety procedures

•Breach of this subcontractor policy

 

⸻

 

12.⁠ ⁠Acceptance of Terms

 

By undertaking work on behalf of or via DMT Facilities Limited, subcontractors confirm that they have read, understood, and agree to comply with the terms set out in this Subcontractor Policy.

 

Acceptance of work instructions from DMT Facilities Limited constitutes acceptance of these terms and conditions.

 

Failure to comply with this policy may result in removal from the DMT Facilities Limited approved subcontractor supply chain and termination of future work opportunities.