When contractors enter any council office, they become the responsibility of the relevant named project officer. This person has to manage the contactors throughout, from initial survey to signing off the work as complete. (This does not apply to agency staff.)

Permit for authorised access

A contractor cannot access a council office unless a permit for authorised access form has been completed. This form must be submitted to facilities management at least five working days in advance so arrangements can be made with security staff to grant access. You can download the form below, as well as guidance notes on completing the permit, and an explanation of the procedure.

If the contractor works are likely to generate significant heat, sparks etc, a separate hot work permit needs to be completed and can also be downloaded below.

Arrangements on the day

Contractors need to know in advance all the essential information about working in the Civic Offices, such as the council’s Contractor Health and Safety booklet. The council project officer must also complete the Contractor Induction sheet. Both these documents are available to download below.

Contractors working at the Civic Offices for whom permission to work has been agreed, book in through Security's contractor booking system. During working hours the security office is on the lower ground floor, core 2; out of hours they are based on the ground floor in core 3.

Contractor parking is not guaranteed, although they can access to load and unload. If parking is available, only one vehicle per contractor is allowed. No provision for parking is available on the Podium car park without a permit.

Email facilitiesmanagement@portsmouthcc.gov.uk for all queries about arranging for contractors at the Civic Offices.

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