Services policy

SJA Civils Management LTD - Services Policy

Policy Number: SJA–Services Policy-01
Effective Date: 18/03/2025
Approved by: Simon Ablitt - Director

1. Purpose

This policy outlines the standards and expectations for all personnel engaged in civil engineering management support services. It ensures that the services provided adhere to industry best practices, regulatory requirements, and company values, fostering an environment of quality, safety, and sustainability.

2. Scope

This policy applies to all employees, contractors, and third-party collaborators working on civil engineering management projects within SJA Civils Management LTD. It covers all aspects of project management, site engineering, site supervision and utilities surveying and mapping.

3. Professional Conduct

All employees and contractors are expected to maintain the highest standards of professionalism. This includes:

• Adhering to ethical guidelines and the code of conduct as established by the company and relevant professional bodies.
• Treating clients, colleagues, and stakeholders with respect and integrity.
• Demonstrating accountability and transparency in all decision-making processes.
• Ensuring confidentiality of sensitive project information and client data.
• Uphold and represent the company values of SJA Civils Management LTD.

4. Safety and Risk Management

The safety of our employees, contractors, and the public is of paramount importance. The following principles must be upheld:

• Compliance with Health & Safety regulations, project standards and guidance.
• Regular risk assessments must be conducted at each stage of the project lifecycle.
• All projects must have a comprehensive health and safety plan in place before work begins.
• All personnel must receive appropriate safety training, including emergency response procedures. Minimum requirements for all staff and contractors:
  • CSCS
  • SSSTS
  • Safety Critical Medicals
  • Be competent for the applicable role.
• Hazards and risks must be clearly communicated, and mitigation strategies must be developed.

5. Quality Assurance and Control

SJA Civils Management LTD is committed to delivering high-quality civil engineering support services. To achieve this, we implement the following quality assurance and control measures:

• Adherence to relevant standards and specifications for design, materials, and construction.
• Conducting regular inspections and audits during the design and construction phases following an approved inspection test plan (ITP)
• Engaging in continuous improvement through feedback and lessons learned from each project.
• Ensuring all project deliverables meet or exceed client expectations and comply with regulatory requirements.

6. Environmental Sustainability

We are committed to minimizing the environmental impacts of our services. To support sustainable practices:

• Environmental considerations should be incorporated into the planning and design stages of every project.
• Projects should aim to reduce energy consumption, minimize waste, and use sustainable materials whenever possible. Our services will help support this.
• Adherence to environmental regulations and obtaining necessary environmental permits is mandatory.
• Encourage innovation and the adoption of green technologies and sustainable solutions in civil engineering practices.

7. Compliance and Regulatory Requirements

All civil engineering services must comply with applicable laws and regulations.

• Health and Safety at Work Act 1974
• Construction (Design and Management) Regulations (CDM) 2015
• The Control of Pollution (Amendment) Act 1989
• Environmental Protection Act 1990
• Industry standards set by regulatory bodies and profressional institutions
  • The institution of Civil Engineers (ICE)
  • The Health and Safety Executive (HSE)
  • Environment Agency
  • Other regulatory local authorities.
• Specific contractual requirements as outlined in client agreements.

8. Client Communication and Relations

Effective communication with clients is essential to the success of our support services and project involvement. The company must:

• Provide regular updates to clients regarding project status, budget, and schedule.
• Address client concerns promptly and professionally.
• Ensure that all project changes, delays, or issues are communicated transparently.
• Maintain a collaborative approach to ensure the client’s needs are met throughout the project lifecycle.

9. Project Management

The project management team is responsible for overseeing all aspects of the project, ensuring it meets the established goals and timelines. Key responsibilities include:

• Developing and maintaining a detailed project plan, including timelines, budget, and resource allocation.
• Monitoring project progress and adjusting plans as necessary to stay within scope, schedule, and budget.
• Managing subcontractors and third-party suppliers to ensure quality and performance standards are met.
• Conducting regular meetings with stakeholders to track progress and resolve issues.

10. Conflicts of Interest

Employees must disclose any potential conflicts of interest that may arise during the course of their work. This includes:

• Personal, financial, or professional interests that may influence decision-making.
• Any relationships that may create a bias or appearance of bias in the performance of duties.

11. Training and Development

To maintain excellence in civil engineering management, employees are encouraged to pursue professional development opportunities. The company will:

• Assist in seeking access to training programs, certifications, and courses relevant to civil engineering and project management.
• Foster a culture of continuous learning and support employees in developing their skills.
• Encourage participation in industry events, conferences, and workshops.

12. Document Control and Record Keeping

Accurate and up-to-date records must be maintained for each project. This includes:

• Contractual agreements, design documents, permits, and approvals.
• Project timelines, budgets, and change orders.
• Inspection and testing records.
• Communication with clients, contractors, and stakeholders.

These documents must be stored securely and made available for review as needed for compliance, audits, or project evaluations.

13. Policy Review and Updates

This policy will be reviewed annually or as needed to ensure its relevance and compliance with industry standards, legal requirements, and company practices. Updates will be communicated to all employees and contractors.

End of Policy