When managing contracted services—from large-scale projects to routine maintenance—the contractual relationships between parties play a crucial role in maintaining quality, safety, and accountability. A concerning trend has emerged where clients obtain permits directly with sub-contractors, creating a significant gap in the chain of responsibility.
The Accountability Gap
In conventional service arrangements, the primary contractor holds overall responsibility for service delivery. However, when permits are secured directly between the Managing Agent (client) and sub-contractors, it creates what can be termed an ‘accountability bypass’. This arrangement removes the primary contractor’s contractual obligation to oversee and take accountability for the sub-contracted works.
Consider these common scenarios:
- A cleaning company sub-contracts high-risk window cleaning to specialists
- A facilities management company employs specialist water treatment sub-contractors
- A maintenance contractor brings in certified HV electricians for specific tasks
- A contractor works on behalf of a Tenant in the common parts
The consequences often include:
- Reduced oversight and quality control
- Fragmented service coordination
- Complex communication channels
- Clients inadvertently taking on additional risks
Innovative Solution: Dual-Approval Permits
TAP’s innovative permit-to-work system offers an elegant solution through its unique dual-approval functionality. This feature ensures accountability remains intact whilst maintaining operational efficiency:
How Dual Approval Works
- The permit requires two distinct authorisation signatures
- Primary contractor maintains overall accountability
- Sub-contractor acknowledges their specific responsibilities
- Both parties are formally bound into the permit process
Key Benefits
- Maintains clear lines of responsibility
- Ensures ongoing contractor oversight
- Creates documented accountability
- Allows efficient work progression
- Provides evidence of commitment from all parties
Best Practice Implementation
To maximise effectiveness:
- Clearly define roles for both signatories
- Maintain digital records of all dual-signed permits
- Regular review of the approval process
- Use the system to foster better communication
Conclusion
While direct sub-contractor permits might seem advantageous for immediate cost savings, they create significant risks in service quality and accountability. TAP’s dual-approval system offers a modern solution that maintains proper contractual hierarchies while streamlining the permit process, setting a new standard in permit-to-work management.
Delivering the perfect permit requires selecting the right software.