London Metropolitan by iRuAOGV

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									Estates Department

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     London Metropolitan
         University
     Estates Department

 Maintenance & Small Works
  Management Handbook




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   INDEX                                                                                 Page
              TITLE PAGE
      1       Disclaimer                                                                    4
      2       Introduction                                                                4-5
      3       Site Management                                                             5-8
      4       Opening Hours & Access Arrangements                                         8-9
      5       Interface With Students & Staff                                             9-11
      6       Fire Safety Management                                                     11-12
      7       First Aid                                                                    12
      8       Accidents & Dangerous Occurrences                                            12
      9       Signage, Leaflets, Fly posters & Samples                                     12
     10       Animals on Site                                                              12
     11       Record Keeping                                                             12-13
     12       Admission to Site                                                            13
     13       Safety Condition of Equipment, Tools & Plant                                 13
     14       Housekeeping                                                                 14
     15       Personal Protective Equipment                                                14
     16       Security Regulations                                                         14
     17       Legal Responsibilities                                                       15
     18       Waste Management                                                             15
     19       Pest Control                                                               15-16
     20       Lifts                                                                        16
     21       Loading and Unloading area                                                   16
     22       Insurance                                                                  16-17
     23       Crime Prevention                                                             17
     24       Bomb Threats                                                                 17
     25       General Services                                                           17-18
     25.1         Electricity Supplies.                                                    18
     25.2     Gas Supplies:                                                              18-19
     25.3     Water Supplies & Drainage                                                    19
     26       Special Supplies                                                           19-20
     27       Contract Set-up                                                            20-21
     28       Limitation of Access Forms                                                 21-23
     29       Hot Works                                                                    23
     30       Site Health & Safety                                                         24
     31       Tar Boilers                                                                  24
     32       Paint Stripping                                                              24
     33       Explosives                                                                 24-25
     34       Temporary Heating Appliances                                                 25
     35       Drying Rooms                                                                 25
     36       Hazardous Materials                                                          25
     37       Drilling                                                                   25-26
     38       Lifting Appliances & Lifting Gear: Cranes & Hoists                           26
     39       Electrical Equipment                                                       26-27
     40       Working at Height                                                            27
     41       Roof Work                                                                  27-28
     42       Demolitions & Excavations                                                    28
     43       Floor Loading                                                                28

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   INDEX                                                                                 Page
     44       Asbestos                                                                   28-29
     45       Partition Walls                                                             29
     46       Maintenance & Small Works Management Handbook Updates                       29
     47       COSHH Register                                                              29

APPENDIX A APPENDIX A       Fire Evacuation Procedures                  31
                            Actions To Take During Evacuation           31
                            Responsibilities During Evacuation          31
                            Assembly Points                             31
                            Responsibilities of Contractors             31
APPENDIX B APPENDIX B       Limitation of Access Form Requirements      33
                            Contractor Contact Details Required         33
                            Signing in procedures                       33
                            Roof Working Procedures                     34
                            Parking/Deliveries                          34
                            Signing out Procedures                      34
APPENDIX C APPENDIX C       Limitation of Access Guidance Notes        36-37
                            Competent Person                            37
                            Authorised Person                           38
                            Emergencies                                 38
APPENDIX D APPENDIX D       Hot Works Permit Guidance Notes             40
                            Gas/electric welding and cutting apparatus  40
                            Precautions                                 40
                            Within 15 metres of work                    40
                            Work on Walls or Ceilings                   40
                            Work on enclosed equipment (Tanks, dust     40
                            collectors etc) containers, ducts
           The Contractor should provide a fire watch                   41
           APPENDIX E       Acceptance of Maintenance & Small Works 43
APPENDIX E
                            Handbook




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1.    Disclaimer

The Estate Department of the London Metropolitan University (the University) has
prepared this document in order to assist staff and contractors to work safely on
University sites and abide by University requirements.

Every effort has been made to explain local conditions, site rules and legal obligations,
however, responsibility to understand and observe relevant legislation remains with the
contractor at all times.

It is the duty of each contractor to check that references in this document are current, eg
Regulations, British Standards, etc, informing the University where this or any other is
inaccurate.

No work is to be enacted when there are any unresolved issues regarding information
contained within this document.

Implementation of, and compliance with, these requirements in no way reduces, limits,
lessens or restricts the contractors responsibilities and duties under the terms of any
contract or applicable legislation.

If there is any inconsistency between the provisions contained in this document and
contracts entered into with individual Contractors, those individual contract terms shall
prevail, but Estates staff must be advised before works take place.
This document shall be read together with all others, which form the contract, where
applicable.

2.    Introduction

This document is issued by the Estates Department on behalf of London Metropolitan
University (“the University”). The University has a statutory duty to ensure, so far as is
reasonably practicable; the health, safety and welfare of all its employees, students,
visitors and others who may be affected by works being undertaken across the estate.
This document has been produced in order to comply with the requirements of the Health
& Safety at Work Act, Etc 1974 and all subsequent regulations. This document defines
the procedures that must be followed by contractors before any works are commenced
on site, and the working practices, which must be followed whilst undertaking such
works.

Heads of University Departments, Managers and Contractors should ensure their staff
are familiar with this document, and with revisions, which will be issued from time to
time. A copy of the document should be kept by each Head of Department and in Site
Managers’ offices at all times for reference by their staff. It is suggested that as part of
any new staff induction processes, this document should be outlined. The latest
version of this document will be kept on the Estates web site. The requirements within this
document are not just for Contractors, but will cover certain University staff also.
No works shall be undertaken unless the Contractor has signed the Contractors
Acceptance Section in Appendix E of this booklet and returned to the Contract
Manager.

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3.   Site Management

Responsibility for management of the University’s Estate and therefore the integrity of
the structure rests with the Director of Estates and his/her team.
The University has two campuses, one based to the East of the City and one around
Holloway Road, North London. The buildings on the Estate vary in ownership status;
some are freehold and some long-term leasehold. The University is therefore a
tenant in some cases and landlord in others. This will mean that in some cases works
may need landlord permission/approval prior to work taking place. Also in some
cases Planning Permission could be necessary. If in doubt the Estates Department can
advise. Our working arrangements with Contractors’ may vary according to the
ownership status of the building in question.

Local Site Supervisors and Site Operations Managers are responsible for the day to day
running of each site including security, cleaning and reception duties. Full
contact details can be found on pgs 6-8.

There is a security control room at North Campus. This room can be contacted on 020
7133 2079.

All access and works must be advised to the Estates Help Desk to assist in the
co-ordination of activities.




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Key Estates and Health & Safety staff details are as follows:-

Caroline Jackson                              Bill Hunt
Director of Estates                           Head of Estates Development and
166-220 Holloway Road                         Facilities Management
London, N7 8DB                                166-220 Holloway Road
Telephone: 020 7133 3301                      London, N7 8DB
Email: c.jackson@londonmet.ac.uk              Telephone: 020 7133 3302
                                              Email: b.hunt@londonmet.ac.uk

Rod Ardé                                      Estates Help Desk
Head of Estates Planning                      166-220 Holloway Road
166-220 Holloway Road                         London, N7 8DB
London, N7 8DB                                Telephone: 020 7133 2751
Telephone: 020 7133 3312                      Email: ask@londonmet.ac.uk
Email: r.arde@londonmet.ac.uk

Jim Quinn                                     Ian Jerome
(Interim) Hard Services Manager               Fire Safety Adviser
166-220 Holloway Road                         Health & Safety Office
London, N7 8DB                                31 Jewry Street
Telephone: 020 7133 3311                      London EC3N 2EY
Email: ts001855@londonmet.ac.uk               Telephone :020 7320 1396
                                              Email :i.jerome@londonmet.ac.uk

Paul Lambert
Estates Health & Safety Manager
166-220 Holloway Road
London, N7 8DB
Telephone : 020 7133 3976
Email :paul.lambert@londonmet.ac.uk


4.    Opening Hours & Access Arrangements

The University’s buildings, both teaching and administration, are open to students and
staff at varying hours. Recess periods will be advised as appropriate and centre around
Christmas, Easter and Summer vacation periods.

Following is a list of site addresses and contact numbers with opening hours and access
arrangements.




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  Site Supervisor                            Site Supervisor
  Calcutta House                             Central House
  Old Castle Street                          59-63 Whitechapel High Street
  London E1 7NT                              London E1 7PF
  Telephone: 0207 320 1262                   Telephone: 0207 320 1920
  Opening Times:                             Opening Times:
  Term:     Mon-Fri 08.00-21.00              Term:    Mon-Fri 08.00-21.00
  Term:     Sat 11.00-15.30                  Term:    Sat N/A
  Recess: Mon & Wed 08.00-19.00              Recess: Mon-Fri 08.00-18.00
  Recess: Tue/Thu/Fri 08.00-18.00            Recess: Sat N/A
  Recess: Sat N/A
  Site Supervisor                            Site Operations Manager
  Commercial Road                            Eden Grove
  41-71 Commercial Road                      2-16 Eden Grove
  London E1 1LA                              London N7 8EA
  Telephone: 0207 320 1920                   Telephone: 0207 133 4175
  Opening Times:                             Opening Times:
  Term:     Mon-Fri 08.00-21.00              Term:    Mon-Thu 08.00-21.45
  Term      Sat N/A                          Term:    Fri 08.00-21.00
  Recess: Mon-Fri 08.00-18.00                Term:    Sat 08.00-15.00
  Recess: Sat N/A                            Recess: Mon/Tue/Fri 08.00-18.00
                                             Recess: Wed & Thu 08.00-21.00
                                             Recess: Sat 08.00-15.00
  Site Operations Manager                    Site Supervisor
  Harglenis Building                         2 Goulston Street
  2 Hornsey Road                             London E1 7TP
  London N7 7BP                              Telephone: 0207 320 1262
  Telephone: 0207 133 2441                   Opening Times:
  Opening Times:                             Term:    Mon-Fri 08.00-19.00
  Term:    Mon-Fri 08.00-18.00               Term:    Sat N/A
  Term:    Sat N/A                           Recess: Mon-Fri N/A
  Recess: Mon-Fri N/A                        Recess: Sat N/A
  Recess: Sat N/A
  Site Supervisor                            Site Operations Manager
  31 Jewry Street                            Graduate Centre
  London EC3N 2EY                            166-220 Holloway Road
  Telephone: 0207 320 1920                   London N7 8DB
  Opening Times:                             Telephone: 0207 133 2441
  Term:    Mon-Fri 08.00-21.00               Opening Times:
  Term:    Sat N/A                           Term:    Mon-Fri 08.00-21.00
  Recess: Mon-Thu 08.00-19.00                Term:    Sat 08.00-15.00
  Recess: Fri 08.00-18.00                    Recess: Mon-Fri N/A
  Recess: Sat N/A                            Recess: Sat N/A




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  Site Supervisor                            Site Operations Manager
  16 Goulston Street                         Ladbroke House
  London E1 7TP                              62-66 Highbury Grove
  Telephone: 0207 320 1262                   London N5 2AD
  Opening Times:                             Telephone: 0207 133 2545
  Term:    Mon-Fri 08.00-21.00               Opening Times:
  Term:    Sat 11.00-15.30                   Term:    Mon-Thu 08.00-21.00
  Recess: Mon-Fri 08.00-18.00                         Fri 08.00-18.00
  Recess: Sat N/A                            Term:    Sat 11.00-16.00
                                             Recess: Mon-Fri 0800-1 8.00
                                             Recess: Sat N/A
  Site Supervisor                            Site Supervisor
  Shoreditch Building                        84 Moorgate
  35 Kingsland Road                          London EC2M 6SQ
  Shoreditch                                 Telephone: 0207 320 1411
  London E2 8AA                              Opening Times:
  Telephone: 0207 320 1411                   Term:    Mon-Fri 08.00-21.00
  Opening Times:                             Term:    Sat 09.00-16.00
  Term:     Mon-Fri 08.30-17.30              Recess: Mon/Wed/Fri 08.00-18.00
  Term:     Sat N/A                                   Tue/Thu 08.00-19.00
  Recess: Mon-Fri N/A                        Recess: Sat N/A
  Recess: Sat N/A
  Site Operations Manager                    Site Operations Manager
  The Learning Centre                        Spring House
  236-250 Holloway Road                      6-40 Holloway Road
  London N7 6PP                              London N7 7AJ
  Telephone: 0207 133 2545                   Telephone: 0207 133 2545
  Opening Times:                             Opening Times:
  Term:     Mon-Fri 08.00-21.00              Term:     Mon-Fri 08.00-21.00
  Term:     Sat 10.00-16.00                  Term:     Sat 08.00-15.00
  Term:     Sun 13.00-17.00                  Recess: Mon-Fri 08.00-20.00
  Recess: Mon-Fri 09.00-19.00                Recess: Sat 08.00-15.00
  Recess: Sat/Sun N/A
  Site Operations Manager                    Site Operations Manager
  Stapleton House                            Tower Building
  277-281 Holloway Road                      166-220 Holloway Road
  London N7 8HN                              London N7 8DB
  Telephone: 0207 133 2545                   Telephone: 0207 133 2441
  Opening Times:                             Opening Times:
  Term:     Mon-Thu 08.00-21.15              Term:    Mon-Fri 08.00-21.00
            Fri 08.00-18.00                  Term:    Sat 11.00-15.00
  Term:     Sat 08.00-15.00                  Recess: Mon-Fri 0800-21.00
  Recess: Mon-Fri 08.00-18.00                Recess: Sat 08.00-1 5.00
  Recess: Sat 08.00-15.00




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     Student Union & The Rocket                 The Women’s Library
     166-220 Holloway Road                      Old Castle Street
     London N7 8DB                              London E1 7NT
     Telephone: 0207 133 2291                   Telephone: 0207 320 1262
     Opening Times:                             Opening Times:
     Term:    Mon-Fri 08.00-19.30               Exhibition
     Term:    Sat 11.00-16.00                   Mon-Wed 09.30-17.30
     Recess: Mon-Fri 08.00-18.00                Thu       09.30-20.00
     Recess: Sat N/A                            Fri       09.30-17.30
                                                Sat       10.00-16.00

                                                Reading Room
                                                Tue-Wed 09.30-17.00
                                                Thu     09.30-20.00
                                                Fri     09.30-17.00
                                                Sat     10.00-16.00

                                                The Women’s Library is closed on
                                                Saturdays during August.

* Various events are organised by the Student Union with various finishing times. Details
can be obtained from the Contract Manager.

5.     Interface With Students & Staff

It is imperative as a University that the Estates Department and its Contractors provide
services and carry out works in a way that causes minimum disruption and inconvenience
to students and staff engaged in student facing activities.

No form of radio receiver or transmitter may be used on site other than approved paging
or mobile phone devices. The use of radios, tape recorders and the like is not permitted
without prior permission from the Project Manager.

The University campus is a no smoking area and as such no smoking is permitted in
any work areas, including construction sites. The University recognises the right of an
individual to work in a smoke-free environment. Full details of the University’s Smoking
Policy are available on the Health & Safety Office website.

Contractors should be appropriately dressed at all times, including any PPE required
for safety. The wearing of shorts is prohibited.

General noise, language and behaviour should be appropriate to an educational
environment and disturbance to University activities should be kept to a minimum.

Any noisy works requirements must not take place until the Contractor has discussed
them with the Contract Manager. Noisy works should be avoided at sensitive times
such as teaching, exams, induction or when special events etc., are taking place.

There are toilet facilities on all sites. For short periods of work, Contractors are
permitted to use the University’s toilets and washing facilities but must make sure
they are left in a satisfactory condition. Any additional cleaning may be charged back to
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the Contractor.

For larger scale works, particularly new builds and major renovations, the University
will advise if it provides separate facilities for Contractors, or whether these will be
provided by the Contractor.

It should be noted by the Contractor that the University sites are visited by large
numbers of staff, students and the general public. Contractors must therefore confine
their area and times of work strictly to those set out in the Limitation of Access form.

Estates staff must be notified of any drainage or water problems or other defects likely to
affect other University users.

All Contractors are to ensure that the safety rules and procedures for Contractors shall
be observed at all times by the Contractor and his employees and their sub Contractors
whilst on the University premises.

All Contractors’ employees must be adequately supervised, instructed and trained to
ensure that they are competent to carry out their duties in a safe manner.

The Contractor shall regard the Contractor Handbook and any contractual documents as
strictly confidential and protected by copyright.

6.    Fire Safety Management

Contractors must familiarise themselves and comply with the University fire safety
procedures.

The University carries out weekly fire alarm tests. These are to test the function and
audibility of the system in each building and do not require any action on the part of
Contractors. The times of the tests will be notified to Contractors by the local building
management. Contractors should ensure that their employees on site are aware of
the alarm test times.

All fire escapes MUST BE KEPT CLEAR and accessible at all times.

Contractors shall not misuse or interfere with fire fighting equipment supplied as
installed on University premises. Should it be found necessary to move any fire
fighting equipment or carry out such work that may interfere with alarm systems, prior
permission must be sought from the Contract Manager.

Any discharge of any fire fighting equipment must be brought to the attention of the
Contract Manager as soon as practicable after these events. If malicious intent is
established, then the guilty party will be removed from site and the Contractor will be
responsible for the costs incurred.

No part of any fire detection or alarm system or the sprinkler installation should be
tampered with. Any person found tampering with these systems will be removed from
site and may be subject to further legal action.

If the existing fire detection or alarm system or automatic sprinkler installation is to be
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disconnected, covered or otherwise taken out of operation during the works, the
Contractor must provide a 24 hour fire watch, provide suitable means of fire fighting and an
alternative means of raising an alarm and remove combustible materials.

The University Fire Safety Advisor and the London Fire & Emergency Planning Authority
must be consulted if such disconnection is to be made and written permission must be
obtained from the Estates department. This may be in the form of a Hot Work Permit,
Limitation of Access or other Permit to Work.

Hose reels must not be used for the filling of water systems such as tanks, heating pipe
work, chilled water pipe work etc., unless previously agreed with the Contract Manager.
No flammable or highly flammable liquids should be brought on site without the agreement
of the University Fire Safety Advisor and the Contract Manager.

The Contractor and his sub-Contractor must adhere to any requests made by the
University Fire Safety Advisor.

Any request for access by Fire Authority Officers for the purpose of inspecting the works
will be granted. The Contractor should provide information about fire hazards and fire
fighting facilities as requested.
Any suggestions from Fire Authority Officers for additional fire precautions should be
forwarded to the Contract Manager.

To prevent the rapid spread of fire, combustible materials should be stored off site
wherever possible. Any location of storage on site shall require the express written
authority of the Contract Manager after consultation with the University Fire Safety
Advisor.

Access to the site shall be kept free for Fire Service use at all times.

Fire hydrants, hose reels and other fire fighting apparatus shall be kept clear and readily
accessible. No fire safety equipment, or signs indicating their positions, should be removed
or obscured without the express written permission of the Contract Manager in conjunction
with the University Fire Safety Advisor.

All fire barriers and firewalls must be kept in good order. Any services that pass through
such barriers must be resealed with a system as approved by the Contract Manager or
their Advisors or the University Fire Safety Advisor.

Foam sealant is not to be used within any of the buildings unless agreed by the University
Fire Safety Advisor.

All fires shall be reported immediately to the Estates staff whether or not damage has been
caused. Any possible evidence as to the cause of the fire must be preserved.

Any employee, or the employee of any Sub-Contractor, who may have relevant
knowledge of any incident, shall be made available to be interviewed by the Contract
Manager and the Fire Safety Advisor.

If the Fire Brigade has been called, Estates staff and the Contract Manager must be
advised, to enable the standard procedures to be put in place.
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Appropriate means of fighting fire must be provided by the Contractor and maintained in a
state of readiness.

The Contractor shall ensure that portable fire fighting appliances provided by the
Contractor are the correct type for the use, i.e., not to provide water extinguishers where
there is a risk of contact with electricity or flammable liquids. Arrangements shall be made
for maintaining such appliance in good condition, including recharging after discharge;
also for ensuring that foremen, charge hands and key workers know the purpose of, and
how to use, the fire appliances and their location.

The Contractor shall provide adequate and safe means of escape in case of fire from all
parts of the working area.

The Contractor shall ensure, by all reasonable means, that no process undertaken by him
or by any sub Contractor shall have the effect of compromising any means of escape from
other parts of the University.
Appointment of a Fire Warden: The Contractor shall appoint a Fire Warden, or Wardens,
who shall be responsible for ensuring that all the fire precautions specified for the contract
are observed at all times during the execution of the works. All Operatives must be made
aware of the important character of the site and the existence of any high fire risks.

The University buildings are equipped with comprehensive fire detection and fire alarm
systems. Anyone discovering a fire should raise the alarm by activating the nearest break
glass call point. All University buildings have also automatic fire detectors in most areas.
The Commercial Road site is also protected by an automatic sprinkler system.

The University carries out regular drills. Contractors are required to comply with these
under the direction of the Estates staff.

Electric kettles shall be of a type incorporating a safety cut-out which will operate if they
boil dry. They shall stand on non-combustible bases when in use. They shall not exceed
2.5kw rating.

Appendix A of this document details fire procedures and includes advice and procedures
for the evacuation of all building users. Contractors should ensure that all their employees
are fully briefed, trained and familiar with the University’s evacuation procedures and the
designated assembly points.

7.    First Aid

There are designated first aiders on all University sites. The site reception staff will have
contact details. If Contractors have a reason to call for an ambulance to attend the
University’s premises, site reception staff must be advised at the same time in order that
every assistance can be offered to the emergency service to reach the location of the
incident by way of the most suitable entrance and route.
Where appropriate, first aid facilities must be provided by each Contractor for use by
their own personnel. The identity of the Contractor’s trained first aid staff must be
provided to the Contract Manager.

8.    Accidents & Dangerous Occurrences
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All accidents and near-misses on University premises (regardless of severity) must be
reported to the Contract Manager using the University’s Accident/Incident Form Accident
form.doc.


Any incident which is notifiable under the Reporting Injuries, Disease and Dangerous
Occurrences Regulations (RIDDOR) 1995 must be reported to the relevant enforcing
authority and to the Contract Manager.

9.    Signage, Leaflets, Fly posters & Samples

The distribution of leaflets, trade samples or the display of fly posters will not be permitted
within the University’s Estate. Standard company signs and their location must be
agreed before works commence. Material that could be deemed as offensive to
students, staff or visitors must not be displayed.

10.   Animals on Site

Animals are not permitted on the University’s premises with the exception of dogs used
by disabled people or as agreed by the Contract Manager.

11.   Record Keeping

The Contractor must provide records and keep details of all statutory inspections, tests,
and examinations as required under legislation e.g. records of scaffolding inspections,
tests and examination certificates of lifting appliances and equipment, accidents etc.

All certificates must be completed in full, signed and dated.

All commissioning details are to be documented in an agreed manner.

All operating and maintenance manuals; and associated drawings must be
presented in the manner agreed with the Contract Manager.

12.   Admission to Site

If required by the Contract Manager, the Contractor will provide a list of names and
addresses of all persons who are concerned with the works specifying the capacities in
which they are concerned and giving such other particulars as the Contract Manager
may require. The Data Protection Act will prevail in this instance.

The decision of the Contract Manager as to whether any person is to be admitted to the
site shall be final and conclusive; and no reason for such decision need be given. The
Contractor shall not, in any circumstances, be relieved of any obligations under the
contract by reason other than by agreement of the Contract Manager.

The Contractor will ensure that all of his representatives employed on the site are issued
with adequate proof of identity in relation to their business on the site which should be
produced on arrival at the site, carried at all times and produced on demand.

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The Contractor must not offer to provide any favour or gift or attempt to bribe the Contract
Manager or any other University staff member to deviate from the University’s rules.

13.   Safety Condition of Equipment, Tools & Plant

The contractor will ensure that all plant and equipment is in good condition and complies
with the Provision and Use of Work Equipment Regulations 1998 and the Electricity at
Work Regulations 1989 as appropriate. A current certificate of test will be maintained on
site for each item of equipment.

In addition the legislative requirements identified within The Control of Noise at Work
Regulations 2005 and The Control of Vibration Regulations 2005 should be adhered to
on all items subject to these regulations.

It is the responsibility of the contractor to ensure that all equipment/plant/tools brought
on to site are isolated and secured when not in use. The University accepts no liability or
responsibility for loss or damage to any items brought on to site by contractors.

All dangerous parts of contractor’s machinery must be securely guarded, in accordance
with statutory requirements, before being activated.

All large items of plant and machinery must be left in an isolated condition and
protected from unauthorized access.

14.   Housekeeping

It is the Contractor’s responsibility to ensure that:
       A high standard of housekeeping is maintained at all times
       University furniture, equipment, floor coverings etc are protected during all works.
       The work area is kept tidy
       Materials in use are stored securely and do not obstruct gangways, fire escapes or
        access points. In particular stairs and stairwell enclosures must be kept completely
        clear at all times.
       No combustible materials are stored or left on an active escape route
       Waste material and rubbish must not be allowed to accumulate and should be
        disposed of by the Contractor as soon as practicable and always at the end of the
        working day.
       All Contractors’ materials must be removed from site on completion of the contract.
        The University and its agents reserve the right to dispose of any materials, tools or
        equipment remaining after contract completion and counter-charge as
        appropriate
       When the Contractor is conducting substantive works in an occupied building, the
        work area should be segregated to provide a fire break of at least half an hour.




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15.   Personal Protective Equipment

Contractors must ensure that their employees are supplied with, and use, any form of
personal protective equipment specified by risk assessment or legislation; this includes
safety helmets, eye protection, safety footwear, gloves etc.

16.   Security Regulations

The Contractor must give the Contract Manager not less than 48 hours’ notice of his
intention to commence work on site (unless the works are deemed an emergency) to
enable the access permits to be prepared.

The Contractor must ensure that all site operatives wear any identification badge
issued by Estates staff prominently on their outer clothing; carry at all times any pass
issued by the Estates staff and display the said pass; surrender any badge, pass or keys
issued whenever leaving the site; will not copy any keys or hand them to a third party;
report immediately the loss of any badge, pass or keys to the Contract Manager. Any
loss of keys or passes will be charged to the Contractor.

Security is provided by Campus Services for the benefit of the University’s students,
staff and visitors generally. Security is provided during opening hours, either by direct
employees or at certain sites by a Contractor. Building users and Contractors are
responsible for their own equipment and personal effects and any materials stored at
the place of work or any other area.

Contractors are obliged to provide out of hours contact information where substantial
works are being undertaken and where separate facilities have been allocated to the
Contractor by the University. Also where systems have been isolated.

Access to the University’s sites may be refused to any person who in the opinion of
Campus Services staff is likely to cause a nuisance to the University’s population, or
whose presence is considered to be detrimental to the general interest and reputation of
the University.

The University retains the right at all times to close part or all areas where it is
considered necessary so as to be able to carry out works of repair or emergency work
of whatever nature. The University will advise its Contractors of this required partial or
total closure at least seven days in advance except in the case of an emergency.

These conditions may be varied or added to at any time by the Contract Manager
or senior Estates staff.

17.   Legal Responsibilities

The Contractor must ensure that all work is carried out in accordance with Section 2 &
3 of the 1974 Health & Safety at Work Etc Act all supporting regulations; safety
directives and any contractual obligations as stipulated.

It is the responsibility of each Contractor to ensure that their staff are aware of the
requirements of all relevant legislation.

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18.   Waste Management

The University is committed to sustainable development and minimising the impact of
activities on the environment. Contractors are encouraged to recycle where possible
and dispose of waste products in a way that supports these aims. Where possible
products should be sourced locally to reduce the effects on the environment caused by
transportation.

Combustible refuse, eg shavings, packing materials etc., shall be collected and bagged
up at least every three working hours and shall be removed to a safe place at the end of
each working day.
No burning of refuse on the site will be permitted under any circumstances.
All waste must be disposed of safely and in compliance with all current legal
requirements. Where appropriate, a Disposal Plan must be agreed with the Contract
Manager.

Combustible materials (or packed with easily ignitable packing materials) shall be kept
where possible in locked stores or rooms secure against intrusion. Such materials must
be clearly marked.

A system of general refuse collection and disposal is operated by Cleaning Contractors
and overseen by Campus Services staff. However, Contractors are responsible for
removing and disposing of their own refuse. The University’s waste system must not be
used for the Contractor’s waste.

No refuse or other material must be placed in or otherwise obstruct the services and
escape corridors, lobbies, Loading areas or service roads, all of which are designated
means of escape. Contractors must therefore make suitable arrangements for temporary
refuse storage.

Contractors must at all times abide by prevailing environmental protection legislation and
issue the Estates department with any such disposal certificates. No unauthorised
disposal of waste products must be disposed of via the University drainage systems, or
any ground drains in, or around, the University properties.
See also General Services – Water Supplies.

19.   Pest Control

The University seeks to maintain high standards of pest control, appropriate to its
environment. Contractors are required to perform their duties in a way that does not
encourage pestilence and must inform the Contract Manager of any abnormal increased
pest activity as soon as possible.

20.   Lifts

The University has a contract for provision of lift maintenance and control. Any use of any
of the lifts by the Contractor must have the written approval of the Estates department.
Please refer to the Estates Help Desk or the Contract Manager for further information.

If used, The Contractor must make allowances for the protection of the internal surfaces of
the lift car and the cleaning of the door runners and pit, as appropriate. If used, temporary
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covering should comply with LPS 1207-2 Fire Requirements for Protective Covering
Materials.

21.   Loading and Unloading area

There are loading bays at the following sites: Tower Complex, Commercial Road, Central
House and the Science Centre

Contractors must ensure that site reception staff are aware of any unloading; and
unloading and collection on arrival and that goods are delivered to pre-specified locations.
Contractors are requested to minimise the amount of time that vehicles are causing
obstruction to other users of the loading areas, and that deliveries and collections are not
left in these areas for longer than necessary. Obstruction of the loading and unloading
areas must be kept to a minimum but fire exits and disabled access areas must be kept
clear at all times. This includes the positions of waste skips, etc. which must be agreed with
the Contract Manager.

Contractors must ensure that goods and equipment are not deposited outside of the
University’s demise and particularly ensure that no obstructions are caused on public
pathways and roads.

22.   Insurance

The University carries insurance appropriate to its assets, public and employer’s liability
and in line with present legislation.

Contractors are expected to carry their own appropriate insurance cover and are
responsible for their own equipment whilst on the University’s premises and for any losses
incurred by themselves and/or the University as a result of their actions. This must also
include £10,000,000 public liability cover. The Estates department requires a copy of this
cover for its records and works will not be allowed to commence before receipt of
insurance certificates.

London Metropolitan University and its agents accept no responsibility or liability for loss
or damage to plant, tools, machinery or equipment belonging to Contractors whilst on
site.

In the event of damage giving rise to a claim, the Contractor must inform the Contract
Manager responsible for overseeing their contract, giving full details of the incident in order
that the insurers can begin to investigate the loss without delay.

The Loss Adjuster’s adjudication will be the final word on which party’s insurance shall
cover such an event.

23.   Crime Prevention

All Contractors are requested to advise Campus Services immediately if they observe any
persons vandalising the University’s premises or acting in a suspicious manner. This will
enable the necessary action to be taken by staff who will, if necessary, request the police
to attend.

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Contractors should secure tools, plant and materials when unattended to assist the
avoidance of losses.

Contractors will be solely responsible for their tools, equipment and materials at all times
whilst working on University property.

The Contractor is responsible for ensuring that no criminal activity takes place within the
areas allocated to it by the University.

The Contractor must ensure that any area under his control must be secure at the end of
the shift or when his operatives are not in attendance.

24.     Bomb Threats

It is unlikely that the University’s campuses would be a direct terrorist target but given the
University’s proximity to central London all Contractors should alert their staff to the
potential of a bomb threat. A threat can take the form of a package or bag placed within the
vicinity of a building or a vehicle parked in the surrounding area. Security staff will advise
the Contractor what to do in the event of a bomb threat.

Contractors are requested to secure areas as appropriate and not leave packages around
that can cause suspicion. Reception staff should always be alerted to any suspicious item
or occurrence.

The university has a fully functional Business Continuity Plan which provides a framework
to respond to a major incident, which may threaten the Health and Safety of the university's
community or disrupt its programs and operations. Contractors must make themselves
fully aware of the plan and support the university in its three overriding emergency goals of:
      Protecting Life.
      Securing the critical infrastructure and facilities.
      Resuming the teaching and research program.

25.     General Services

Connections to Services and Isolation of Plant:
The connection of equipment to any service or power supply must be discussed and
agreed with the Contract Manager or representative prior to commencement of work.
The use of any services without permission is strictly forbidden.

It is the Contractor’s responsibility to ensure that the services on which they are working
have been completely isolated and made safe before they commence work. The system
of safe isolation must be agreed with the Contract Manager.

Under normal circumstances, the University’s electricity, gas and water supplies can be
used by Contractors undertaking works on its behalf, and no charge will be made for this
supply, providing permission has been obtained from the Contract Manager.

25.1.     Electricity Supplies and Installation.

The University maintains a supply for each of its buildings.
All work on the University’s electrical installation must be undertaken in accordance
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with the standards laid down in the Electricity at Work Regulations 1989 and the current
edition of the Institute of Electrical Engineers Standards (and the University’s electrical
safety policy).

For new developments and large projects the source of the electricity supply will be
discussed as part of the contractual arrangements.

All altered and new services must be fully tested and checked as necessary prior to
re-instatement and appropriate certificates issued to the Contract Manager.

25.2.     Gas Supplies

The University maintains a supply for some of its buildings.

Contractors must ensure that equipment introduced to the University’s supply is compliant
with Health & Safety legislation and good practice (and the University’s Gas Safety
Policy).

Contractors may only make connections or alterations to the gas service (or gas
appliances) if they are a Gas Safe approved contractor. A copy of the current Gas Safe
Registration certificate must be provided to the Contract Manager.

For new developments and large projects the source of the gas supply will be discussed
as part of the contractual arrangements.

Connections or alterations to the gas service are only to be undertaken if the express
permission of the contract has been obtained.

25.3.     Water Supplies & Drainage:

The University maintains a supply for each of its buildings.

Contractors must ensure that any work undertaken and/or equipment introduced to the
University’s water supply is compliant with all current health and safety legislation,
good practice, water by-laws (and the University’s Water Management Plan).

For new developments and large projects, the source of the water supply will be discussed
as part of the contractual arrangements.

Contractors must ensure that water is used appropriately and drainage systems are not
used for disposal of toxic or hazardous materials, including flammable liquids such as
white spirit, and that facilities are left as found. The Contractor will be responsible for
indemnifying the University for any actions brought against them that arise out of any
breach of the above requirements.
Contractors may only make alterations or connections to the water supply or drainage
system with the express permission of the Contract Manager.
Any alterations necessary to any domestic water supply must be cleaned, flushed
and a sterilisation certificate issued to the Estates department. The Contractor must
agree with the Contract Manager as to the best way to achieve this requirement.

Where water supplies are used by the contractor, the contractor must ensure that they
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are not left running while unsupervised, and plugs are not left in sinks.

In the case where closed water circuits are drained to carry out works, it will be the
responsibility of the Contractor to flush the systems and refill using an approved inhibitor,
anti-corrosion or anti-oxidant chemical. Such chemicals must be added at the correct
concentration, as stated by the manufacturer.

26.   Special Supplies

The University maintains certain special supplies to some of the teaching and
support areas. This could be in the form of special gases, compressed air etc. The
Contractor is to make himself aware of such supplies before the risk assessment, scope
of works and method statements are finalised.

Alterations to such special supplies must be in full compliance with all current safety
legislation and appropriate British Standards.

27.   Contract Set-up

A pre-contract meeting, appropriate to the works, should be held at which the Contractor
should provide to the Contract Manager the following:
     Documentary evidence that all the Contractor’s staff are competent, and eligible to
      work in the United Kingdom
     Documentary evidence that all necessary checks are undertaken to ensure that
      the Contractor’s staff are of suitable background and character to work for the
      University, including Criminal Record Bureau (CRB) checks. (this will not be
      required for all works and will be confirmed by the Contract Manager).
     Full details of proposed works including drawings and specifications.
     Copies of the Contractors Safety Policy and Insurance Certification
     Method statement and safety plan for the works and fire risk assessment (if
      appropriate)
     Name and contact details of the CDM Co-Ordinator and F10 notification (if
      applicable)
     Name and contact details of nominated person(s) responsible for safety during
      works
     Details of the workforce and competence records (note: additional information
      may be required to allow issue of site passes)
     Details of any hazards anticipated which may arise out of the work activities that
      are likely to affect others
     Details of facilities and amenities required for the Contractor’s staff
     Details of deliveries, removal and storage of materials
     Contact details for the contractor team & key sub-contractors
Work will not be allowed to commence on site until appropriate contracts and instructions
have been issued. Works may only commence when designated staff have received a
copy of the Contractor’s public liability insurance, any formal approval that may be
required and the Contractor’s health and safety policy document.

In some cases Landlord permission is required and tenants made aware of works,
noise and potential disruption of services as necessary.
Estates staff must be contacted to discuss details of connections to building systems or
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services including the fire alarm and sprinkler installations. The Contract Manager must
be issued with any relevant drawings and method statements, etc., prior to any permits
being issued (see guidance note appendix C)
Contractors are not to enter any part of the site other than areas where the work is being
carried out, apart from the sanitary accommodation and storage places (if any) allocated
and the approaches thereto.

Contractors must comply with any direction given by Estates staff.

Local building control notification should also be in place for significant alterations to
layouts and systems.

Note – The above list is not exhaustive and there may be times depending on the
nature and size of the works when not all documents will be required, however the
volume of supporting documentation required must always be as requested by the
Contract Manager.

28.   Limitation of Access Forms

No Contractor will be permitted to start ANY works without the authority of the
appropriate SIGNED AND DATED Limitation of Access (LOA) form. The form MUST be
arranged with the Contract Manager 48 HOURS prior to work commencing AND shown
to the Building Manager or at the Reception Desk to gain access to the specified area
of work.

To apply for a LOA form Contractors should complete a separate application form (?) in
respect of each activity. The forms are available from the Contract Manager or the
Estates Help Desk. In support of each application the Contractor must provide a clear
written description of the work (method statement) that they propose to undertake and
include access and egress procedures. All associated risks must be noted and controls
identified through the standard risk assessment process.

LOA forms can be issued only by the University or its agents. LOA forms are NOT
valid unless signed by the Contract Manager or an authorised person.

Copies of the LOA form will be issued to reception staff in advance of works commencing
to allow access.

The LOA form must be carried by the Contractor whenever on site or displayed in a
prominent position. On completion of the work the Contractor must return his copy to the
Contract Manager or the Estates Help Desk, duly completed and signed as closed.

Temporary security passes (?) will be issued to all Contractors and their staff who are
identified on the LOA form. These passes will allow the Contractor access to the
appropriate site and freedom to work within the conditions of the LOA form. Any breach
will result in immediate expulsion from site of the offender, and the University will not be
liable for any costs or expenses incurred.

LOA forms are valid only for the period stated within the form and must be re-issued if
work is required for more than the period initially stated.

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The information required to accompany an application for a Limitation of Access
form is set out in Appendices B & C.

In some cases where the Contractor has to work within an area controlled by the
University maintenance Contractor a further Permit to Work will be required from the
University’s maintenance Contractor prior to works commencing. This is required for
work where systems are to be disconnected, isolated, drained down etc. or access into
restricted areas such as plant rooms, switch rooms, risers, etc.

The LOA Guidance Document.doc can be downloaded from the Estates web pages.

A PERMIT TO ACCESS IS NOT A PERMIT TO WORK

29.   Hot Works

Hot work means any operation in an existing building or a building that has reached
completion that uses a source of heat which is likely significantly to increase the risk of
fire. The sources of heat most commonly involved in hot work processes include:-
      Gas/electric welding and cutting apparatus
      Blow lamps/blow torches
      Bitumen/tar boilers
      Grinding wheels and cutting discs
      Brazing and soldering

Permission must be obtained in the form of a “Hot Work Permit” prior to commencement
of any work involving hot work. The hot work application must also be made 48 hours prior
to work commencing on site. This will be obtained from the Service Co-ordination Help
Desk. To obtain a Hot Work Permit the Contractor must satisfy the following conditions:
     Only qualified operators shall be allowed to use hot work equipment.
     Unlike mains gas, liquefied gases such as butane and propane are heavier than
      air and may accumulate at low levels. Therefore such equipment should not be
      used in or near entrances to basements and similar low lying areas. When used
      in other areas the area should be well ventilated.
     All equipment being used must be in a safe working order. All valves, regulators
      and hoses/cabled must be in a good condition with secure connections.
      Cylinders must have shut off valves. Flashback arrestors shall be fitted to
      equipment when flammable gases are used with compressed oxygen.
     All equipment being used must be secure. Gas cylinders must be chained to
      either a wall, bench or transporting trolley and welding cable must be secured in a
      safe manner.
     Any combustible materials must be removed from the vicinity of the work prior to
      commencement. Where this is not practicable, non-combustible screens or
      covers must be used, such as a welding blanket.

When using electric arc or gas welding, flame cutting or metal cutting equipment the
Contractor must provide non-reflective screens around the areas where such work is
being carried out to protect University staff, students and visitors as well as their own
personnel.
    The Contractor must provide notices warning of arc flashes, light flashes, hot
     metal etc.

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    Suitable eye protection must be provided to all personnel entering a welding,
     flame cutting etc. area.
    Full and empty cylinders not in use must be kept in a safe, well ventilated storage
     area designated by the Contract Manager and agreed by the Fire Safety Advisor.
    Where storage facilities are required by Contractors, they shall be provided
     following discussion with the Estates department prior to work commencing. The
     storage and use area must be secure and well ventilated at all times.
    The Contractor must provide signage at the entrance to the area used for
     storage, clearly indicating the cylinder contents.
    The Contractor must provide additional protection to floors, walls, painted and
     finished surfaces. Floors which may otherwise be damaged must be protected
     from heat, flames, hot slag and sparks.
    Only sufficient numbers of cylinders required for operating an appliance must be
     brought into the building. In the case of liquefied petroleum gas cylinders, the
     capacity must not be greater than 15kg.
    Flammable and highly flammable substances: Where the University Fire Safety
     Advisor has agreed to the storage and use of flammable and highly flammable
     substances on site, they must be handled and used with care and in accordance
     with procedures agreed by the Fire Safety Advisor. Such procedures will always
     include a strict limit on the volumes kept, a strict no smoking rule in the vicinity
     and the provision of suitable storage. Storage will normally be required to be a
     secure, external, well ventilated area such as a locked cage.
    All gas supplies must be effectively isolated at the cylinders, when equipment is
     not in use.
    The Contractor must provide mechanical means of ventilation to remove smoke
     or fumes.
    Contractors are expected to comply with the standards laid down by the British
     Oxygen Company and other accredited suppliers. Compressed Gas Cylinders:
     Whether or not the gas is flammable, cylinders must be kept away from sources
     of heat and any means of escape.
    Automatic fire detectors and sprinkler heads within the vicinity of the work may
     require isolating. The Contractor must provide exact details of the areas involved
     and request isolation from the Estates department prior to works commencing.
    When handling cylinders, care must be taken not to damage valves, or drop the
     cylinder.
    Special care must be taken to prevent flame, sparks or molten metal reaching
     combustible material along or down ducts, channels, chases or open ended
     pipes or through holes in walls and floors. Similar precautions are required to
     prevent any spread of smoke or fumes by such means to areas outside the
     contract area. Suitable non-combustible material only must be used for
     temporary plugging of holes.
    The possibility of damage by heat that may be conducted by metalwork, eg
     through partitions, must be investigated and any combustible material in contact
     with such metal carefully removed.
    Flame or spark producing apparatus must not be used on or near containers of
     flammable liquids or compressed gasses.
    Apparatus must not be left alight when unattended.
    The Contractor must provide a responsible employee, trained in basic fire fighting
     techniques, to stand by with such appropriate equipment for the duration of the
     works.
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     Fire fighting equipment (e.g., fire extinguishers) must be readily available
      throughout the duration of hot work. (The Contractor must determine the size and
      type of fire fighting equipment for the task in hand.) The operator must be aware
      of the fire procedures for the site, how to operate fire fighting equipment,
      evacuation procedures, all combustible materials in the area and adjacent areas.

     Areas containing easily ignitable material and places where flame or spark
      producing apparatus has been used shall be inspected at meal breaks, and at the
      cessation of work by a foreman or other responsible employee to ensure that no
      conditions exist which might lead to any outbreak of fire. A fire watch should be
      kept on the area for at least 60 minutes after hot work has finished. The “Risk
      Area” may extend to cavities, voids, rooms, cupboards, ducts or other concealed
      spaces where despite precautions, flames, hot sparks or conducted heat may
      have penetrated.

The Hot Works guidance can be downloaded here.

The information required to accompany an application for a Hot Works Permit is
set out in Appendices B&D.

30.   Site Health & Safety

Copies of the University Health & Safety Policy document are available from the Estates
department. This document details the University’s health and safety organization and
management arrangements for the site and provides information relating to fire and
other emergencies.

This Handbook has been produced in order to comply with the duties under the
Health & Safety at Work Etc Act 1974 and all subsequent regulations. The rules
define the procedures that must be carried out before any works are commenced on site
and the working practices which must be followed when carrying out the works.
Copies of Contractors Health and Safety Policy documents must be provided to the
Contract Manager and before undertaking work at the University the Contractor must
establish the proposed safe system of work.

The Contractor must carry out a risk assessment for the proposed work, including
workplace access to establish and quantify special precautions necessary to ensure
the safety of their own employees and others. This should include a fire risk
assessment in line with the requirements of the Regulatory Reform (Fire Safety) Order
2005 .The risk assessment should be recorded and a copy passed to the Contract
Manager and University Fire Safety Advisor prior to any works taking place.

The risk assessment, method statement and fire risk assessment must be subject to
continuous review, and updated accordingly.

Copies of the Contractors Health & Safety Policy must be issued to the Contract Manager.
Site specific risk assessments must be drawn up and approved by the Contracts Manager
before works commence.

In the event of a Contractor or his employee committing an unsafe act or creating an
unsafe condition they shall be liable. If any Contractor is found liable they will be
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banned from site forthwith by the Contract Manager and/or the University Health &
Safety Advisor.




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31.   Tar Boilers

The connection between the gas cylinder and the boiler will be protected tubing 3m in
length and correctly connected at both ends. The gas bottle will be located the full extent
of the tubing away from the tar boiler.

Fully charged, and recently inspected, fire extinguishers are to be located in a safe and
easily accessible location adjacent to the boiler.

Boilers for tar or other bituminous materials shall be sited in a safe place, at least six
meters clear of structures or combustible material and on a firm, level standing.
Boilers should preferably be sited in the open and at ground level, in a metal tray of
suitable capacity to contain any spillage.

The Contractor must have a Hot Work Permit for use of a tar boiler.

The use of tar boilers must be agreed with the Contract Manager and Fire Safety
Advisor prior to any works commencing. The boiler must be so positioned to not cause
the fire detection equipment to operate due to the smoke production in normal use.

32.   Paint Stripping

Prior to any removal of paint the Contractor must satisfy himself that lead based paint is
not present. Where lead is identified a risk assessment must be produced and
approved by the Contract Manager, explaining the work method for safe removal of the
paint.

Wherever possible blowlamps must not be used. Where blowlamps are used they must
be subject to the provisions of this document including the Hot Work Permit scheme.

Electrical element paint strippers should be used in preference to any other type. They
should not be left unsupervised when in contact with any combustible material. The
plug must be removed from the socket during meal breaks, when work ceases for the
day and any other time when the working area is to be left unattended. They must also
be regularly tested and certified.

Liquids for the removal of paint must conform to Statutory Regulations.

Deposits of all stripped material must be collected frequently and at the end of each day
and be disposed of in a safe and suitable manner.

33.   Explosives

Explosives or cartridge operated fixing tools, must not be used, or brought to the site,
without the express prior, written permission of the Contract Manager in conjunction with
the Fire Safety Advisor. A detailed risk assessment will be necessary for such
appliances.

34.   Temporary Heating Appliances

Temporary gas heating appliances, including appliances using liquid petroleum gases,
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shall not be used on site.

Any temporary heating appliances shall be electric and shall be of enclosed type, securely
fixed and guarded and shall not exceed 2.5kw rating.

All temporary heating appliances must be tested in accordance with the Electricity at
Work Regulations 1989, and be subject to regular inspection.

35.   Drying Rooms

Drying Rooms must contain a heat source which cannot come into direct contact with
clothing and must be inspected at appropriate intervals throughout the day.

36.   Hazardous Materials

The Contractor will provide an accurate listing, on a weekly basis, for the Contract
Manager stating location, weight, quantity, etc., of all hazardous materials, including
flammable liquids, stored on site.

Hazardous materials must be managed in accordance with the Control of Substances
Hazardous to Health Regulations 2002 (as amended).

37.   Drilling

The Contractor must produce a detailed risk assessment of the works involved, and
inspect the asbestos register for the area(s) where the work is planned.

Any drilling must not produce noise that could cause disruption to the University’s
activities. Failure to control noise could result in the drilling being stopped. Noise
control measures must be discussed with and agreed by the Contract Manager.

Any potential dust generation must be controlled in a suitable manner and agreed with
the Contract Manager. Such control measures must include actions to avoid any
unwanted fire alarm activations.

Where water is introduced into the drilling process, procedures must be in place to
ensure that the water is contained at all times.

Suitable protection must be taken into consideration for existing surfaces, finishes etc
within the working area. Temporary covering should comply with LPS 1207-2 Fire
Requirements for Protective Covering Materials.

38.   Lifting Appliances & Lifting Gear: Cranes & Hoists

Lifting equipment for use by the Contractor at the site shall be provided by the Contractor.
All items of lifting equipment shall be marked with the maximum safe working loading
which should, on no account, be exceeded.

All items of lifting equipment brought onto site for use by Contractors shall be
accompanied by the appropriate certificates of test and/or examination which should be
available for inspection.
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Any lifting equipment brought to site must be erected and used by competent persons
only.

All items of lifting equipment used by the Contractor must be inspected and maintained
in accordance with the Lifting Operations and Lifting Equipment Regulations 1998.

Scaffolding erected to support lifting equipment must be separately certificated, together
with a structural engineer’s calculations if necessary.

39.   Electrical Equipment

All electrical equipment and leads must be fully inspected and tested in accordance with
the Electricity at Work regulations 1989 before use, and subject to regular inspection
when in use. All equipment must be PAT tested.

Portable electric tools shall be double insulated. Power supply for portable tools,
lights etc used by Contractors must not exceed 1 10v CTE (50 volts). All 240 volt
supplies shall be wall mounted not less that 1.5 metres above floor level and shall be
fitted with ELCB units. The Contractor is responsible for supplying and providing
necessary transformers. For confined work space, only low voltage equipment must be
used and be provided by the Contractor.

All electrical work must be carried out in accordance with the standards laid down in the
Electricity (Factories Act) Special Regulations 1908 and 1944 and the Electricity At
Work Regulations 1989 and the 17th Edition of the Institute of Electrical Engineers
Standards.

All leads and power cables must be protected and supported in a satisfactory manner.
Prior to use all 240v equipment must be tested and certificated. Documentary evidence of
such certification will be required by the Contract Manager before works commence.

In most cases portable equipment and temporary lighting should be no more than 110v
and used in accordance with Electricity At Work Regulations 1989. 110v equipment
must be fed from a suitable isolating transformer.

40.   Working at Height

All scaffolding contractors working on the University estate must be members of the
National Access and Scaffolding Confederation. All scaffolds should be subject to
regular recorded inspections.

The requirements of the Working at Height Regulations 2005 must be strictly complied
with.

All contractors are expected to comply with the working at height advisory note How to
Work at Height Safely.doc. Copies of the guidance note can be obtained from the
Estates Health & Safety Manager.

Where the project falls within the Construction (Design & Management) Regulations 2007,
these requirements must be strictly complied with and the various parties, as listed within
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the Regulations, must be introduced to the Contract Manager.

External scaffolding superstructures must be licensed where they interfere with public
areas, illuminated and conform with local authority bye laws.

Ladders should normally only be used as a means of access and egress. When access
or location determines alternative access equipment is not practical, a specific risk
assessment must be carried out identifying the control measures in place.

41.   Roof Work

Prior to any roof works, the Contractor must conduct a detailed risk assessment and
method statement for the works concerned.

Contractors’ personnel are not permitted to go onto any part of the roof of any of the
buildings without the express permission of the Contract Manager or representative who
may, at his discretion, issue Contractors with a Limitation of Access form.

Contractors’ personnel shall not be permitted access to any part of a roof unless they
have the knowledge, experience and resources necessary for the work to be completed
safely. Before commencement of work the Contractor shall consider the hazards involved
and the precautions necessary to overcome them and consult with the Contract Manager
where it is necessary.

The Contractor will ensure that all roof edges are protected to prevent the falls of persons
or materials and safe access to the roof is provided. Roof works must be covered by a risk
assessment and permit to work. No work on or near to a fragile roof will be permitted
without the use of crawling boards, roof ladders or other suitable work platforms identified
within the safe system of work.

Materials and plant shall not be deposited on a roof unless properly supported/secured.
Waste materials must be removed from the roof area at the end of each shift.

Precautions must be taken to ensure that any roof work does not obstruct or interfere with
any fire escape.

Contractors shall ensure that valleys, gutters and downpipes are not obstructed by
rubbish or materials.

The Contractor’s attention is drawn to the various HSE documents relating to roof work
and they are expected to comply with the content of these documents.
The Contractor may also be required to erect special signage to alert others of their
works.

42.   Demolitions & Excavations

Before any excavation or demolition work is commenced, the Contract Manager must be
consulted and the presence of any underground (or concealed) services ascertained.
The requirements of the Construction (General Provisions) Regulations 1961 shall be
observed in relation to shoring etc.
All excavations shall be properly fenced or provided with an effective barrier by the
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Contractor. Notices warning of the hazards must be displayed. Lighting must be provided
around any obstructions including plant or equipment during the hours of darkness.

The Contractor must ensure that all such works are carried out in accordance with all the
requirements identified within current legislation and guidance, most notably the
Construction (Design & Management) Regulations 2007.

Commencement of any such works will only be permitted following approval of the risk
assessment and method statement by the University’s Contract Manager and/or its
appointed agent.

The University operates a ‘Limitation of Access’ scheme and the contractor must ensure
compliance with the requirements of the scheme.

43.   Floor Loading

No part of the floor, walls or the ceiling or structure of the premises is to be loaded or
used in any manner which will cause strain or damage to the main members of the
structural parts of the demised premises. Where appropriate the Contractor must
issue loading calculations to the Consulting Engineer appointed by the University.

44.   Asbestos

The University has conducted Management Surveys at all of its buildings, in addition
Refurbishment/Demolition Surveys have been undertaken on a number of projects. All
survey information can be obtained from the Estates Health & Safety Manager. The
University has an Asbestos Management Plan that must be made available to all
contractors and the requirements adhered to in their entirety.

All contractors working on either structures or fittings must be asbestos aware and ideally
have attended an asbestos awareness course (an absolute requirement for building or
maintenance contractors).

Note - Any asbestos related issues should be brought to the attention of the Estates H
& S manager immediately; asbestos should always be assumed to be present unless
there is supporting evidence to determine otherwise.

45.   Partition Walls

Fibre insulating board or similar easily ignitable materials shall not be used for lining
temporary offices and stores, or for temporary partitions or protective screens.
Temporary protective coverings shall comply with LPS 1207-2 Fire Requirements for
Protective Covering Materials.

Temporary partitions shall be non-combustible or of materials not readily ignitable e.g.,
plasterboard and shall be to a minimum of half hour fire resistance.
Areas protecting a means of escape or a high risk area may require a higher
separation. The University Fire Safety Adviser can assist.

46.   Maintenance & Small Works Management Handbook Updates

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Contractors’ will be responsible for ensuring that they have the current edition of the
Maintenance & Small Works Management Handbook which will be available from the
Contract Manager. If in doubt ask.

47.   COSHH Register

Any substance which falls under the description of substances hazardous to health
must be recorded in the COSHH register, drawn up by the Contractor, and stored
and used in accordance with the manufacturer’s data sheets. All such substances can
only be brought to, used and kept on site with the Contract Managers permission.

48.   Disclaimer




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                     APPENDIX A




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APPENDIX A

FIRE EVACUATION PROCEDURES (Awaiting response from Ian Jerome)

Fire Alarm Activation Instructions For University Staff and Contractors

Actions To Take During Evacuation
In the case of an evacuation, please ensure that you leave your place of work in a safe
and secure state. However, do not delay the evacuation process, and do not stop to
collect your personal belongings. At no time attempt to re-enter your place of work or the
building until you are told to do so. Do not use the lifts.

Responsibilities During Evacuation
All Contractors are responsible for their own evacuation. Please advise the location of
all your staff to the Estates representative once at the assembly point.

Assembly Points
When an evacuation is ordered all staff & Contractors must go directly to the correct
assembly point and report their presence to Estates staff.
An appropriate member of the Estates staff should account that all staff and visiting
Contractors are present. When all have been accounted for and the incident is over
re-admittance procedures can begin.
Buildings may not be re-entered until authority has been given by the evacuation controller
who will only permit re-entry on the advice of the Fire Brigade or other Emergency
Controller.

Responsibilities of Contractors
Contractors must be familiar with University evacuation procedures and assembly
points. Contractors should ensure that they sign in and out daily with facilities staff to
enable them to be aware of who is in each building.
All Contractors must ensure that they have been made aware of the nearest fire
points, break glass call points and emergency exits around the area in which they are
working.




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                     APPENDIX B




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APPENDIX B
Limitation of Access – Requirements.

No works can be carried out on the premises without a completed Limitation of
Access / Hot Works Permit signed by Contract Manager. To obtain a Limitation of
Access form the following guidelines must be followed:-
 1 48 hours notice     Permit must be requested at least 48 hrs in advance
 2 Health & Safety     A copy of this document is required
   Policy
 3 Risk Assessment A detailed Risk Assessment, including a fire risk assessment,
                       must be completed to the Contract Manager’s satisfaction.
 4 Scope of Work       A full description of works to be carried out and where and to what
                       services.
 5
   Method Statement A method statement detailing works from start to finish is required
 6 Public Liability
                         A copy of certificate to the value of ₤10 million must be supplied
   Insurance
 7 Drawings              For installation works drawings will be required for approval

Contractor Contact Details Required:
Name of Contractor
Address of Contractor
Person in charge of Contractor (Name
and telephone number)
Emergency contact number/s
Name of department requesting work
Names of operatives attending site to
conduct work
Vehicle registration/type/colour
Start Date
Completion Date
Time works due to start
Time works due to finish
Hot Work Permit required*                                YES                              NO
* Please delete as applicable

Signing in procedures

Before starting work, all Contractors/visitors must report to Reception and sign in
(one pass per person – not transferable). Sites will be manned at all times when works
are to be undertaken.

Any Contractor found working without a pass may be removed from site. Any
Contractor working without a Limitation of Access Form will be escorted off the premises.




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Roof Working Procedures

As a general rule, the University does not permit access to its roof areas unless there are
two or more operatives present and following acceptance of the Contractor’s method
statement for such works.

Where lone working is unavoidable (eg, lift maintenance), access will only be
permitted on acceptance of the Contractor’s risk assessment and method statement for
such works, which must include justification in the Contractor’s view why lone working is
unavoidable.

The Contractor must inform Reception staff the exact time they are accessing the roof
area.

The Operatives must be in possession of a mobile phone whilst carrying out the work
and MUST lodge the number of the phone with the Reception staff.

Parking/Deliveries

Very limited parking is available at the University Buildings, the Contract Manager will
advise. Deliveries and the removal of materials must be discussed and agreed in
advance with the Contract Manager and details of arrangements circulated to Estates
Buildings staff.

Signing out Procedures

Before leaving site all Contractors must sign out with the Contract Manager, hand
back their passes, Limitation of Access forms and any keys they have signed out.
Hot Work Permits must be signed off, and the area checked by the Contract
Manager.




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                     APPENDIX C




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APPENDIX C

LIMITATION of ACCESS Guidance Notes:

The Limitation of Access system (LoA) has been introduced to support the
University’s obligation to comply with the requirement to manage Health and Safety in
all of its properties. Its purpose is to manage and track the activities of contractors and
other workers, and to capture the activities and the areas in which work is being carried
out. Because there is mainly one route for contractors, and workers, to obtain permission
to have access to work, this will enable the Estates Department to make workers aware
of such risks as asbestos and procedures such as the requirements for access
through fire compartmental barriers, etc. This information is available within the Site
Safety Rules

The LoA is to be used for works that do not require the shutting off of electrical power
supplies, electrical testing, work on lighting circuits, etc. It also does not include works
involving the draining down and opening up of heating and cooling circuits and domestic
hot and cold water systems. Such works will require a ‘Permit to Work’ form to be
completed. It also does not cover works that involve any form of Hot Works, which
include welding and Oxy/Acetylene cutting (also including angle grinding), soldering
using a blowlamp, bitumen burners for roofing repairs, etc. Hot works, as described
above, will require a Hot Works Permit. Hot Works Permits and Ordinary Works Permits
will be available from the Infrastructure Section within Estates.

The LoA application should be made initially to the Estates Help Desk who may in turn
require input from the Infrastructure Section, or other Estates and/or University
Departments. A list of University staff who are authorised to sign off a LoA form are listed
at the back of this notice.

The contractor also must produce the following information before a LoA, or Permit, can
be issued (M = Mandatory):

1.    (M) Site and Work specific Risk Assessments
2.    (M) Site and Work specific Method Statements
3.    Drawings and Schematics as necessary
4.    (M) Details of site access and exit points for materials in and waste out
5.    (M) Details of work commencement and completion each day
6.    (M) Details of any ‘out of hours’ working
7.    Details of any requirements of ‘Hot Works’ (This will require a separate permit)
8.    Details of any Electrical or Mechanical system/s down time or interruption
      of service (This will require a separate permit)
9.    (M) Copies of Insurance cover relating to Public Liability (Photo copies
      acceptable)
10.   Details of any special waste removals
11.   Details of any storage and welfare requirements
12.   (M) Details of any potential noisy works and an assessment of the impact
      to the University function
13.   (M) A copy of the company Health & Safety Policy and Statement
14.   Any other specific requirements to complete the works
15.   (M) Details of areas where access is required including restricted areas requiring
      keys, passes, etc.
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The Limitation of Access and the other Permits must be applied for 48 hours
before works commence on site.

A LoA will last for a maximum of seven (7) days only. For works lasting longer than
seven days, a further application will be necessary to cover the next seven day
period.

The LoA will not be necessary for works covered by a term contract where the
contract programmes regular works and site visits. However, where works are
required which are not of a regular planned nature within a term contract, then a LoA or
Permit will be required. For example, Lift Maintenance and Call outs will not require
a LoA, but refurbishment and modernisation works will.

The LoA will initially be completed by a competent person (definition below) and
presented to the Estates Help Desk to complete and log. The Estates Help Desk will
then assess if other Estates sections should be consulted as part of the works approval,
or other University Departments if works are to take place in their areas or on their
systems.

Once the works are agreed and the form counter-signed, the White copy is given,
posted or faxed to the Contractor, or worker, to commence work after the 48 hours
period. The Yellow copy is passed to the Site / Building Supervisor for information and
to enable them to arrange keys, passes, etc. The Pink copy goes into the LoA file,
which is held by the Estates Help Desk.

Once the works have been satisfactorily completed, the White copy is returned to the
Estates Help Desk for completion. This requires the form to be signed off, which may
involve confirmation from others that the works are complete and the area is clear.
Once completed, the signed White copy is put in the file and replaces the Pink copy,
which is disposed of.

This procedure means that at any one time the file will indicate, at a glance, what LoAs
are still outstanding or not returned and will form part of the Estates audit
procedure. If contractors, or workers, do not return the White form upon completion of
the works, the Estates Department will remind the responsible persons of the
requirements. Continual flouting of this requirement could lead to the exclusion of
this contractor for other works, or in the case of a member of staff, disciplinary action
being considered.

Competent Person:

A Competent Person is someone who is suitably knowledgeable and trained in the
requirements to complete, or oversee, the works as described on the form, this can be
evidenced by a supporting statement by their employer in the case of a contractor. This
person also takes responsibility to ensure the works are executed in a
professional manner, to the highest possible standard and that the area is cleared,
cleaned and made safe at the completion of the works, or at the end of each shift.
This person will have the responsibility to sanction these works on behalf of the
company he/she represents.


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Authorised Person:

The Authorised person is a named member of the University staff who has been given
authority to agree that the stated works can proceed. The Authorised Person must also
have knowledge of the works and be aware of the risks involved. Risk examples include:
the possible presence of Asbestos or fire a compartmentation which could be breached
due to the works, etc.

Emergencies:

In some cases it will be necessary to commence works, due to the nature of the
circumstances, immediately and the luxury of the 48 hour notice period will not be
available. In such cases the Authorised Person will take the decision to instruct and
complete the LoA form at that time or retrospectively.




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                     APPENDIX D




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APPENDIX D

Hot Works Permit Guidance Note

The Hot Works Permit is to be used for all Hot Works. Hot work means any
operation in an existing building or building nearing completion that uses a source
of heat likely to significantly increase the risk of fire. The sources of heat most
commonly involved in hot work processes include:

Gas/electric welding and cutting apparatus
‰    blowlamps/blowtorches
‰    bitumen/tar boilers
‰    grinding wheels and cutting discs
‰    brazing and soldering

A Hot Works Permit will last for a maximum of one shift (12 hours) only. For works
lasting longer than one shift (12 hours), a further application will be necessary to cover
the next shift period.

Prior to approving any hot work the fire safety adviser or authorised person shall
inspect the work area and confirm that precautions as listed below have been taken
to prevent fire.

Precautions:
‰    Only fire safety systems, such as sprinklers and automatic fire detectors, likely to
     be affected by the hot work should be taken out of service
‰    Hot Work Equipment should be in good condition
‰    Any gas containers/flammable liquid containers must only be changed/filled in
     the open

Within 15 metres of work:
‰    Floors must be swept clean of combustibles and wetted down or covered with
     non combustible material where necessary
‰    Combustible materials, hazardous or flammable liquids must have been removed
     or protected with non combustible curtains or sheets
‰    Non combustible covers must suspended beneath work to collect sparks

Work on Walls or Ceilings:
‰   Any combustible material must be protected against sparks or heat
‰   Combustibles must be moved away from the opposite side of walls and away
    from any metal structures through which heat can be transferred

Work on enclosed equipment (Tanks, containers, ducts, dust collectors etc.)
Where possible this type of equipment should be removed (without resource to
cutting) and worked on in a safe area such as a workshop. If this is not practical
work should not be carried out without agreement from the fire safety adviser.
(Any tanks or containers that previously contained flammable liquids or gases must
not be worked on without cleaning and purging to remove any residual flammable
material.)

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The Contractor should provide a fire watch:
‰    A trained person not directly involved with the work will provide a continuous
     fire watch during the period of hot work. Following completion of each period of
     the work, the fire watch will continue for at least 30 minutes, with further checks
     at regular intervals, up to 60 minutes after completion, to ensure that the
     working area and all adjacent areas, including the floors below and above, and
     areas on the other sides of walls, screens, partitions and above false ceilings are
     free of smouldering materials and flames.
‰    The fire watch must be supplied with extinguishers.
‰    The fire watch must be trained in use of fire fighting equipment and in operating
     the fire alarm. This should take into account any localised isolation of the fire
     alarm system due to the hot work.

The Hot Works Permit will initially be completed by a competent person and
presented to the Estates Help Desk to log. The permit must be approved and signed by
an Authorised Person prior to work beginning.




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                     APPENDIX E




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APPENDIX E

LONDON METROPOLITAN UNIVERSITY

Acceptance of Maintenance & Small Works Handbook

I/We agree to observe all safety requirements identified within this handbook
and the further requirements as detailed within the University’s Health & Safety
Policy.

I/We will take all necessary precautions to preserve the safety of my/our
employees, University staff, students and the general public while working on
University premises.

Signed_______________________________________________________

Name (Print)__________________________________________________

Company/Department____________________________________________

Date__________________________________________________________


Comments-




  Completed acceptance form to be returned to Paul Lambert, Estates
     Health and Safety Manager – paul.lambert@londonmet.ac.uk




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