Subcontractor Agreement for G.R. Westbuild Ltd.
This Agreement is entered into between G.R. Westbuild Ltd (“the Company”), with registered offices at Westbuild House, 2 Midland Road, Bournemouth Dorset, BH9 1PA and the Subcontractor stated above (“the Subcontractor”). This agreement establishes the terms governing the work relationship, including rates, health and safety compliance, invoicing, warranties, and other conditions. Both parties agree to the following terms:
1. Rate Agreement
1.1. Agreement on Rates
All rates must be agreed upon and documented with either the Contracts Manager or Supervisor before work commences on any job. The rates will remain fixed unless otherwise renegotiated in writing.
1.2. Inclusive Scope of Rates
The agreed rates will cover all costs associated with travel within a 30-mile radius of Bournemouth, including:
Labour time.
Transport costs.
Standard tools and equipment required for the job.
2. Mileage and Travel Expenses
2.1. Mileage Outside 30 Miles
Travel beyond a 30-mile radius from Bournemouth may be eligible for reimbursement at a rate of £0.45 per mile (each way). Mileage should be measured based on the most direct route from Bournemouth to the worksite and back.
Note: This mileage reimbursement does not apply to subcontractors working under price work or pre-agreed fixed rates, where travel costs are included within the agreed pricing.
2.2. Approval of Additional Travel
Any significant travel exceeding the 30-mile radius should be pre-approved in writing by the Contracts Manager or Supervisor to ensure eligibility for reimbursement.
3. Work Orders (WO)
3.1. Work Order Issuance
A Work Order (WO) will be issued by the Company before the start of any job. The WO will include:
Site location.
Job description and scope.
Job reference number.
WO number for invoicing purposes.
Agreed total price for the job.
3.2. Work Order Amendments
Any changes to the job scope or price must be documented and authorised by the Contracts Manager or Supervisor, with an updated WO issued.
4. Invoice Layout and Payment Terms
4.1. Invoice Presentation
Invoices must be presented on a per-job basis. Each invoice must include:
The total amount, including all labour, materials, and any travel beyond the 30-mile radius.
Reference to the relevant WO number (e.g., WO1234) and the worksite address.
4.2. Format of Invoice
Invoices are preferred to be submitted in a digital format (PDF preferred) and include an itemised breakdown for easy verification. Failure to provide an itemised invoice may delay payment.
4.3. Payment Terms
4.3.1. Standard Payment Terms
The Company will aim to process payments within 30 days of receiving a valid invoice, provided that all required documentation, such as job sheets, has been correctly submitted.
4.3.2. Weekly Payment Terms for Lower-Value Invoices
For lower-value invoices, weekly payments may be offered if pre-approved by management. These invoices must be submitted to repairs@grwestbuild.co.uk by Monday to be processed for payment on the following Wednesday (7 working days).
Please note, weekly payment is an exception and must be pre-agreed in writing with Company management; otherwise, the general 30-day payment terms apply.
5. Materials and Plant Hire
5.1. Pre-Approval for Additional Costs
All materials and plant hire costs must be pre-approved by the Project Manager or Supervisor. These costs should be itemised separately on the WO before invoicing.
5.2. Invoice Requirements for Materials
Approved materials or plant hire should be itemised and priced separately from labour on the invoice, including receipts where applicable.
6. Training Requirements
6.1. Site-Specific Training
Certain sites may require specific courses or certifications for access. The Subcontractor is responsible for ensuring they meet these training requirements. G.R. Westbuild Ltd is not obligated to cover these costs but may do so at its discretion.
All glazing works carried out for G.R. Westbuild Limited must be undertaken by contractors who hold a valid MTC or NVQ qualification for the entire duration of this agreement.
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6.2. Training Cost Policy
Any training costs covered by the Company must be pre-approved in writing, and the Subcontractor agrees to meet and comply with all site training requirements.
7. Health and Safety Compliance
7.1. Standards and Compliance
G.R. Westbuild Ltd upholds strict health and safety standards. The Subcontractor is expected to follow all health and safety procedures as outlined by the Company and UK legislation, including the Health and Safety at Work Act 1974.
7.2. Personal Protective Equipment (PPE)
The Company will supply all necessary PPE free of charge. The Subcontractor is responsible for maintaining and returning the PPE when no longer working with the Company.
7.3. Breach of Health and Safety
Any serious or repeated breach of health and safety regulations may result in immediate termination of this agreement, in addition to potential legal consequences under UK law.
8. Warranties and Indemnities
8.1. Quality Assurance and Warranty
The Subcontractor guarantees a 12-month warranty on workmanship for all completed tasks. The Company expects a high standard of quality for all work performed.
8.2. Material Quality Warranty
If the Subcontractor provides materials, they are responsible for ensuring these materials meet a minimum standard of quality, with a 12-month warranty on materials used.
9. Data Protection and GDPR Compliance
9.1. Company Compliance with GDPR
G.R. Westbuild Ltd. is committed to protecting the privacy and security of personal data and adheres to the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. The Company implements strict policies and procedures to ensure data is handled lawfully, fairly, and transparently.
9.2. Subcontractor Obligations
As a subcontractor, you are required to follow GDPR principles and comply with all relevant data protection regulations when handling any personal data provided by G.R. Westbuild Ltd., its clients, or other parties connected with contracted projects.
You must take appropriate technical and organisational measures to protect any personal data against unauthorised access, loss, or misuse, and you are responsible for maintaining confidentiality in line with GDPR standards.
9.3. Breach of Data Protection
Any failure to comply with GDPR or breach of data protection policies may lead to termination of this Agreement and potential legal consequences. You are expected to report any data breaches immediately to the Company in line with GDPR’s mandatory reporting requirements.
10. Termination of Agreement
10.1. Termination with Notice
Either party may terminate this Agreement with a written notice period of 5 days. This Agreement may be terminated without notice in cases of gross misconduct or significant breaches of contract terms.
10.2. Immediate Termination
The Company reserves the right to terminate this Agreement immediately in cases of health and safety violations, unauthorised costs, or failure to comply with Company policies.
11. Procedures and Policies
11.1. Familiarisation with Policies
The Subcontractor must familiarise themselves with G.R. Westbuild procedures and policies, including documentation requirements, site rules, and any client-specific protocols.
11.2. Responsibility for Documentation
The Subcontractor is responsible for ensuring that all job sheets, paperwork, and other required documents are accurately completed and returned promptly. Failure to follow these processes may lead to delays in payment.
12. Duration and Review
12.1. Annual Review and Amendments
This Agreement is subject to annual review by G.R. Westbuild Ltd., during which terms and conditions may be evaluated for renewal or modification.
G.R. Westbuild Ltd. also reserves the right to amend this Agreement at any time, provided that any amendments are communicated to the Subcontractor in writing with reasonable notice.
In the event of any significant change, the Subcontractor will be given the opportunity to discuss and confirm their acceptance of the revised terms. Continued work following such notification will constitute acceptance of the amended Agreement
13. Site Conduct and Representation
13.1. Professional Behaviour
When working on-site, subcontractors and their employees are expected to represent G.R. Westbuild Ltd. with the highest standards of professionalism. All personnel must:
Maintain respectful and courteous behaviour at all times.
Avoid the use of inappropriate language, including swearing or offensive remarks.
Refrain from playing loud music or engaging in other disruptive activities.
Follow all designated non-smoking policies on site premises.
Dress appropriately for the construction environment, maintaining a clean and presentable appearance within reasonable standards.
13.2. Compliance with Site Rules
All subcontractors are expected to adhere strictly to site rules, including those set by G.R. Westbuild Ltd.’s clients. Any violation of these standards may result in removal from the site and could impact future working arrangements with the Company.
13.3. Whistleblowing
G.R. Westbuild Ltd. is committed to upholding high standards of integrity. If a subcontractor or employee observes unsafe practices, unethical behaviour, or any conduct that could harm the Company’s reputation, they are encouraged to report this confidentially to management. All
whistleblowing reports will be taken seriously and investigated in line with Company policies, with assurance that there will be no retaliation against individuals who report concerns in good faith.
13.4. Employee Identification for Site Access
For security and compliance purposes, G.R. Westbuild Ltd. may request a list of all employees assigned to a project, along with digital photos of each individual. This information will be used to produce photographic identification required for site access on specific projects. Subcontractors agree to supply accurate and up-to-date information upon request to facilitate this process.