About Contractor Management

City FM is committed to the safety and well-being of our team members and those that may be affected by our activities; including contractors, partners, visitors and members of the public. Health and safety is a major business priority and must be considered during all work performed on our behalf.

To underscore this commitment,  we utilise an online pre-qualification system for New Zealand contractors.

The system allows contracting companies to have their business registered and upload documents (licences and insurances) relevant to their work. The system enables City FM and its contractors to manage a shared duty of care.

Click to follow the Registration Process


Pegasus connects a competent workforce. They manage the Contractor Management System on behalf of City FM. The complete Pegasus workforce management solution:

  • provides immediate access to data on the workforce
  • manages all training and inductions
  • administers compliance and pre-qualification documents
  • manages the qualifications and competency, including licences and medicals, of all workers on a project
  • awards accreditation upon successful completion of inductions and assessments
  • provides tools for audit, investigation and inspection of businesses and workers
  • offers online and call centre support
  • manages contractor performance over term of their contract

Visit pegasus.net.au

The Registration Process

The City FM Contractor Management System process allows a business to pre-qualify to work for City FM NZ:

  1. Register a user name and password
  2. Register your business
  3. Pay for your registration
  4. Upload your documents
  5. Complete Safety Management System (SMS) Review

Please visit the Help and Resources page for user guides and helpful information. This full process is outlined below.

Let’s get started!

Step 1 > Apply for registration

Click the button above to go to the system.

Select Create Account and:
> Register your name, preferred user name, email address and password, and submit
> You’ll be emailed confirmation of your login details

Step 2 > Register your business details

Using your new details, login to the City FM Contractor Management System >

Follow the process to register your business details, which includes entering and selecting:

  • NZBN
  • Business details
  • Contact details
  • Business address
  • Postal address
  • Phone, email, fax

Step 3 > Register your business

Next, you’ll step through business registration, which involves selecting the insurances, licences and certificates your company can supply to support your registration. Please ensure you review your selections carefully. Later in this process you’ll be prompted to upload evidence of your selections here, including the specific documents. More information about the required documents can be found on the Help and Resources page.

Step 4 > Pay for your registration

You will now pay for your registration. Company subscriptions are valid for two years and cost $200 + GST, with an annual $100 + GST renewal for the verification of documents, updating of profile, email reminders, and access to local support teams.

Step 5 > Upload insurances and licences

You’ll next be prompted to upload copies of the licences and insurances you selected in step 3 for verification.

The requirements may include:

  • Public and Product Liability Insurance
  • Workers Compensation Insurance
  • Professional Indemnity Insurance
  • Occupation Licenses (e.g. Electrical Contractors Licence)
  • AS4801/ISO18001 Certificate
  • ISO9001 Certificate
  • ISO14001 Certificate

Step 6 > Complete Safety Management System (SMS) review

The final step for contractor registration is to successfully complete a SMS review. A SMS review is an independent desktop review of your Work Health and Safety documents by a qualified WHS professional. The documents you’ll be asked to upload for your SMS review may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Training procedures including induction management
  • Subcontractor management (if applicable)
  • Continual improvement processes

Your SMS questions and submitted documents will be audited within five business days of submission and you’ll be emailed if corrective actions are required for you to meet compliance.

Step 7 > Submit your application

Once you have loaded your documents, submit your application for verification by Pegasus and City FM. Once your application has been verified, you are pre-qualified to work as a contractor for City FM.

Help and Resources

Safety Management Resources

System Documents

Contractor Documents

Business Rules

The Business Rules specify the requirements of the documents you upload in the system (licences, insurances, safety certifications). Ensuring your documents meet these requirements will save time and have you approved faster.

Frequently Asked Questions

Please click to expand the FAQ below.

Where do I register in the system?

Select the REGISTER button at the top of the page to find the City FM Contractor Management System where you will register your business.

How much does company registration in the system cost?

Company subscriptions are valid for two years and cost $200 + GST, with an annual $100 + GST renewal for the verification of documents, updating of profile, email reminders, and access to local support teams.

What company insurances and licences must I upload?

The documents you upload may include:

  • Public and Product Liability Insurance
  • Professional Indemnity Insurance
  • Asbestos Licence and Liability Insurance (if completing works involving Asbestos)
  • AS4801/ISO18001 Certificate
  • ISO45001 Certificate
  • ISO14001 Certificate
  • Employers Liability Insurance
  • Statutory Liability Insurance
  • Business Documentation

What benefit does the Contractor Management System have for contractors?

Registration ensures contracting companies are qualified to work for City FM. It allows them to keep company information up to date in one place online, and to ensure their company documents are always correct and current.

Who do I contact if I have questions about the system?

You can contact Pegasus, who manages the system on behalf of City FM. Visit Contact Us for details.

What is AS/NZS 4801?

AS/NZS 4801 is the Australian and New Zealand standard for safety management. Updated in 2001 – referred to as AS/NZS 4801:2001 – this standard is the benchmark in assessing Occupational Health and Safety across management systems.

It is regarded as a discipline which guides organisations in developing and implementing policies and objectives that demonstrate a company’s knowledge and control over hazards and risks present in its work environment. The internationally recognised standard is known as OHSAS 18001.

The responsibility of management in regards to the health and safety of their employees, business units, and output have increased due to changes with the introduction of the WHS Act in 2011. As a result, this has made it increasingly important for an organisation to implement a management system to comply with the necessary obligations.

Certified companies will have a certificate that bears one of the following 5 tick symbols.


Benefits of AS/NZS 4801 Certification:

  • Encourages a culture of safety in the workplace
  • Proves the effective implementation of an OH&S management system
  • Reduces the onset of workplace injuries, illness and incidents due to increased control
  • Enhances your company’s reputation as a safe and reliable partner, contractor or supplier
  • Demonstrates strong commitment to ongoing improvement of safety performance

What is ISO/OHSAS 18001?

OHSAS 1800:2007 Occupational Health and Safety Management Certification is an international standard which provides a framework to identify, control and decrease the risks associated with health and safety within the workplace. Implementing the standard will send a clear signal to your stakeholders that you view employee’s health and safety as a priority within your organisation.

An increasing number of organisations are completing OHSAS 18001 certification as employers are under increasing pressure to ensure that a rigorous health and safety policy is in place which protects employees against possible occupational risks and reduces the likelihood of accidents in the workplace. By planning ahead an organisation can also identify health and safety risks and conform to health and safety legislation.

Certified companies will have a certificate that bears a stamp similar to the one below. The stamp can vary in size, colour and shape, it can even be embedded within the companies logo, but the key identifier is the words ISO 18001 or OHSAS 18001.


Benefits of 18001 Certification:

  • Improves corporate image and credibility among stakeholders, regulators, customers, prospective clients and the public
  • Adoption of international best practice in relation to risk management
  • Ensures health and well-being of employees, sub-contractors and the public
  • Minimisation of liability of employers through adoption of proactive rather than reactive controls
  • Ensures legislative awareness and compliance
  • Reduces accident and incident rates by reducing or eliminating workplace hazards
  • Improves the incident investigation process
  • Increases employee motivation through the provision of a safer workplace and participation process

What is ISO 45001?

ISO 45001 is an International Standard that specifies requirements for an occupational health and safety (OH&S) management system, with guidance for its use, to enable an organization to proactively improve its OH&S performance in preventing injury and ill-health.

ISO 45001 is intended to be applicable to any organisation regardless of its size, type and nature. All of its requirements are intended to be integrated into an organisation’s own management processes.

ISO 45001 enables an organisation, through its OH&S management system, to integrate other aspects of health and safety, such as worker wellness/wellbeing; however, it should be noted that an organisation can be required by applicable legal requirements to also address such issues.

Certified companies will have a certificate that bears a stamp similar to the one below. The stamp can vary in size, colour and shape, it can even be embedded within the companies logo, but the key identifier is the words ISO 45001 Certified or ISO 45001 Registered.

Benefits of using ISO 45001:

An ISO 45001 based OH&S management system will enable an organization to improve its OH&S performance by:

  • developing and implementing an OH&S policy and OH&S objectives
  • establishing systematic processes which consider its “context” and which take into account its risks and opportunities, and its legal and other requirements
  • determining the hazards and OH&S risks associated with its activities; seeking to eliminate them, or putting in controls to minimize their potential effects
  • establishing operational controls to manage its OH&S risks and its legal and other requirements
  • increasing awareness of its OH&S risks
  • evaluating its OH&S performance and seeking to improve it, through taking appropriate actions
  • ensuring workers take an active role in OH&S matters

In combination these measures will ensure that an organization’s reputation as a safe place to work will be promoted, and can have more direct benefits, such as:

  • improving its ability to respond to regulatory compliance issues
  • reducing the overall costs of incidents
  • reducing downtime and the costs of disruption to operations
  • reducing the cost of insurance premiums
  • reducing absenteeism and employee turnover rates
  • recognition for having achieved an international benchmark (which may in turn influence customers who are concerned about their social responsibilities

What is ISO 14001?

ISO 1400 is known as a generic management system standard, meaning that it is relevant to any organisation seeking to improve and manage resources more effectively.

ISO 14001 sets out the criteria for an Environment Management System (EMS). It does not state requirements for environmental performance, but maps out a framework that a company or organisation can follow to set up an effective EMS. Using ISO 1400 can provide assurance to company management and employees as well as external stakeholders that environmental impact is being measured and improved.

The ISO 14001 standard is based on the Plan-Check-Do-Review-Improve cycle. The Plan cycle deals with the beginning stages of an organization becoming ISO 14001-compliant. The Check cycle deals with checking and correcting errors. The Do cycle is the implementation and operation of the ISO 14001 standard within an organization. The Review cycle is a review of the entire process by the organization’s top management. And the Improve cycle is a cycle that never ends as an organization continually finds ways to improve their EMS.

Certified companies will have a certificate that bears a stamp similar to the one below. The stamp can vary in size, colour and shape, it can even be embedded within the companies logo, but the key identifier is the words ISO 14001 Certified or ISO 14001 Registered.

Benefits of ISO 14001 Certification:

By completing ISO 14001 certification your organisation can assure stakeholders that your environmental management system (EMS) meets international industry specific environmental standards. Every company large and small; industrial, manufacturing, services, or trade related had an impact on the environment and can therefore benefit from ISO 14001 certification.

  • Identify cost savings with greater emphasis on resource, waste and energy management
  • Develop the corporate image and credibility
  • Quantify, monitor and control the impact of operations on the environment, now and in the future
  • Ensure legislative awareness and compliance
  • Improve environmental performance of supply chain
  • Protect the company, assets, shareholders and directors
  • Potentially decrease public liability insurance costs for your organisation
  • Grow your access to business partners and potential customers

What if I’m already registered in another Pegasus system?

You must still complete the registration process for City FM even if you’ve previously registered in a different Pegasus system.

City FM has specific compliance requirements that must be reached, and City FM contract managers can only view the data you supply in this system. For privacy reasons, Pegasus does not share data about your business and workers across different systems.

It is important that you follow all the steps in the City FM Contractor Management System to reach compliance. Find the Registration Process here.