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Property Management Procedures

PROPERTY MANAGEMENT PROCEDURES

FOR THE MANAGEMENT OF CONTRACTORS, VISITORS

AND WEST YORKSHIRE FIRE and RESCUE PROPERTIES

ISSUED BY: PROPERTY MANAGEMENT UNIT WEST YORKSHIRE FIRE and RESCUE SERVICE OAKROYD HALL BIRKENSHAW BD11 2DY ISSUE DATE: November 2012 Rev: 7

MANAGEMENT OF CONTRACTORS, VISITORS AND WYFRS

PROPERTIES

APPLICATION FORM


MANAGEMENT OF CONTRACTORS, VISITORS AND WEST YORKSHIRE FIRE and RESCUE PROPERTIES

Purpose of Document To provide guidance with the purpose of ensuring a safe working environment for all personnel who enter the, properties of West Yorkshire Fire and Rescue Service (WYFRS). The document provides Health and Safety guidance for all contractors employed to work upon WYFRS property. It also provides guiding information to WYFRS building managers, users, stakeholders and visitors upon expected duties, responsibilities and procedures for the effective Health and Safety Management of WYFRS property. The principal factor to remember is “SAFETY IS PARAMOUNT”

CONTENTS.

1.) Glossary of Terms

2.) Statement of Intent

3.) Preamble

4.) Roles and Responsibilities. 1. Property Management Unit 2. Station Managers 3. Contractors 4. Visitors 5. Arrival Procedures

4.5.1 Security 4.5.2 Health and Safety 4.5.3 Work Completion 4.5.4 Induction

5.) Arrangements 1. Control of contractors Activity 2. Site Security 3. Demolition and Dismantling 4. Excavations 5. Reports 6. Energy distribution installations 7. Prevention of Drowning 8. Traffic Management 9. Prevention of risk from Fire

5.9.1 Emergency Procedures 5.9.2 Emergency Routes and Exits 5.9.3 Fire Detection and Fire Fighting

10. Management of Hot Works 11. Fresh Air 12. Temperature 13. Lighting


14. Welfare Facilities 5.14.1 Sanitary Conveniences 5.14.2 Washing Facilities 5.14.3 Drinking water 5.14.4 Changing rooms and Lockers 5.14.5 Facilities for Rest

15. Working at Height 5.15.1 Control Measures 5.15.2 Falling Materials 5.15.3 Working on or near Fragile Surfaces 5.15.4 Inspections

16. Asbestos 17. Legionella 18. Working with electricity 19. Portable Appliance Testing 20. Working with or near gas installations and appliances 21. Confined Spaces 22. Smoke Free Workplaces 23. First Aid 24. Accident and Incident Reporting

5.24.1 Minor Incidents/Accidents 5.24.2 Reportable Accidents 5.24.3 Notifiable Accidents / Dangerous Occurrences, RIDDOR 5.24.4 Accident Investigation 5.24.5 Accident Report

25. Competence 26. Training 27. Pre-Construction Information 28. Site Waste Management 29. Contractors Insurances

6.) Appendices. 1. Hot Works Permit/Works Permit (for high risk works) 2. Guidance for the person in charge of the hot work operations 3. Asbestos policy and procedures 4. Contractors Induction and Visitors Induction sheets. 5. Energy Conservation Statement 6. Site Rules 7. Procedures for reporting repairs and requesting adaptations/refurbishments 8. Project Management 9. Compatibility Assessment

10. Working at Height Procedures 11. Smoke Free Workplace Policy 12. Fire Safety and Emergency Policy 13. Control of Legionella and Water Treatment 14. Summary of Station/Building Manager Procedures

15. Contractors Declaration


1.0 GLOSSARY OF DEFINED TERMS AND ABBREVIATIONS

ACL Approved Contractor List

ACM Asbestos Containing Material

CFO Chief Fire Officer

AFO Area Fire Officer

Authority, WYFRA West Yorkshire Fire and Rescue Authority, which is responsible for providing the county’s fire fighting service.

Fire Service, WYFRS West Yorkshire Fire and Rescue Service consisting of all Authority employees and activities.

CDM Regulations Construction (Design and Management) Regulations 2007 and any revisions and re-enactments

Construction or works any work of any kind by a contractor on WYFRA property, including (but not limited to,) demolition, construction, installation, adaptation, maintenance, repair, servicing, testing and surveying.

Contractor Any contractor, sub-contractor or other trade operative person or organisation working on WYFRA property, including employees and suppliers, regardless of the nature of their contract or other arrangement with the Authority. This also includes any WYFRS maintenance staff or any other WYFRS employees carrying out building related work processes on WYFRS property unless specifically excluded.

PMU Property Management Unit of WYFRS

PPE Personal Protective Equipment

PTW Permit to Work

Safe/Safety Healthy and Safe/Health and Safety/Free from risk.

SM Fire Station Manager, Duty Watch Commander, Building Manager, delegated representative or any other person having responsibility for the relevant WYFRA property.

Visitor Any person entering WYFRS property other than an employee of the Authority and a contractor as defined above

WYFRA West Yorkshire Fire and Rescue Authority KMC Internal Audit Kirklees Metropolitan Council, Internal Audit, Finance Dept.

SERS WYFRS, Online, Safety Event Recording System Hierarchy Of Control Health and Safety Assessment from Elimination of Risk to

Provision of Appropriate PPE: Elimination of Hazard at source, Reduction of Hazard at source, Isolate Person from Hazard, Control Hazard by enclosure, Prevent or Limit exposure to Hazard, Deployment of appropriate PPE.


2.0 STATEMENT OF INTENT West Yorkshire Fire and Rescue Service (WYFRS) is fully committed to ensuring the safety and security of all persons who enter our sites whether employees, contractors or visitors. The following procedures have been developed in order to comply with our legal obligations as laid out in the Health and Safety at work act 1974 and subsequent regulations. The objective of this document is to provide the framework around which a safe and healthy working environment can be maintained. We trust you will give your full commitment to supporting the prescribed initiatives and look forward to sharing an effective, healthy and safe working environment with you. WYFRS places great importance on the health and safety of its employees and others and considers this to be a managerial function equal to that of any other responsibility. WYFRS will liaise and co-operate with its employees, contractors and visitors to ensure the provision of a safe and healthy working environment. The Authority recognises and accepts its obligations to ensure that other parties are not adversely affected by its activities. WYFRS will take steps, so far as is reasonably practicable, to meet all its health and safety responsibilities, in accordance with the Management of Health and Safety at Work Regulations 1999, by carrying out an assessment of all known risks, thus providing: -

the safe provision and maintenance of all plant, equipment and systems of work;

safe arrangements for the use, handling, storage and transporting of equipment and materials;

provision of suitable and sufficient information, instruction, training and supervision to enable its employees, contractors and visitors to identify hazards and avoid risks, therefore contributing to their own health and safety at work; and

A safe and healthy working environment, and safe access to, and egress from it. WYFRS will, therefore, ensure effective consultation and communication throughout all levels of management, employees, contractors, consultants and visitors. The document will be reviewed as appropriate and revisions will be brought to the attention of all persons who enter WYFRS sites. It is equally the duty of each employee, contractor’s employees and visitors to work in accordance with the objectives of this document. Each employee, contactor and visitor must accept and carry out their responsibilities to: -

act with due care to prevent injury to themselves and others;

report accidents, damage to equipment and potential hazards, to their employer; and

Follow the agreed safe working procedures, including the correct use of safety and protective equipment.

It is the responsibility of each employee, contractor or visitor requested to operate equipment or work to safe systems that they are unfamiliar with, to inform their employer immediately so that the correct information, training and supervision can be provided. It is essential that the principles set out in this safety policy be faithfully applied if accidents and the resultant suffering and loss are to be avoided.


Relevant parts of the procedures will be reviewed and, if necessary, revised whenever significant changes to legislation or to the conditions to which the procedures apply. Additionally all procedures will be reviewed at least once every five years.


3.0 PREAMBLE WYFRS undertakes a wide and varied range of work activities. This management guide explains responsibilities for health and safety when using contractors and describes good practice. The objective of the management guide is to help you illustrate required procedures in compliance with the law and good practice. It does not claim to be comprehensive but offers guidance and practical ways of managing jobs involving contractors (whether it is one individual or several contractors), building health and safety into every stage. Contractors and their operatives must prepare and conform to risk assessments and method statements for all activities prior to commencement of work. WYFRS or their representatives will occasion request that such information is provided for inspection. Failure to provide such information will not be tolerated and could lead to the contractor being removed from the Approved List of Contractors. In circumstances where the principal or main contractor’s requirements for Health and Safety exceed the requirements of this document, those requirements will take precedence. RESPONSIBILITIES It is the responsibility of all managers of applicable working activities to:

read, understand and implement the contents of this guide

prepare and implement local safe systems of work (i.e. written safety instructions and/or procedures) for the working practices of those for whom they have health and safety responsibilities;

ensure that the above-mentioned safe systems are to a standard similar (or better than) that established by this document;

Bring to the attention of those for whom they have health and safety responsibilities the contents of such systems (i.e. the provision of actual documentation). It is the responsibility of those employees involved in the working practice to which this guide relates:

read, understand and adhere to any safe systems prepared by their line managers; Managing Contractors WYFRS is actively involved in the management of contract work in relation to its operations. Works upon Buildings and their associated facilities are procured and managed by the Property Management Unit on behalf of WYFRS. System for Managing Contractors However contracts are organized and managed, the Health and Safety Control Systems are required in accordance with the Health and Safety Executives guidance document HSG65 Successful Health and Safety Management. Whilst this guidance relates to an overall management system for health and safety, a framework for the successful management of


contract work will normally contain similar elements. WYFRS will therefore focus on the aspects of the work in the following manner. Organisation WYFRS will continue to develop a culture involving and motivating everyone in the control of risk. Any structure or system adopted must secure control, encourage co-operation, permit effective communication and ensure competence. Planning WYFRS will establish, operate and maintain planning systems which:

Identify project objectives and targets, which are attainable and relevant

Identify acceptable performance standards (e.g. this document) to control the risks from contract work (based on hazard identification and risk assessment)

Implement risk control measures, which ensure health and safety of employees and others who may be affected by these activities

Monitoring WYFRS will determine the most cost effective means by which they may monitor the activities of the contractors they engage. This is an important element in managing health and safety during contract work. Review WYFRS will review contract work to determine the adequacy of management systems established for its control and this will allow an assessment of planning effectiveness, contractor selection, contractor performance and the adequacy of communications and information. Regulation 4 of the Management of Health and Safety at Work Regulations 1999 requires employers to make appropriate arrangements (depending on the nature and size of their operations) for the effective planning, organizing, controlling, monitoring and review of the preventive and protective measures put in place. The Need for Contracting WYFRS will continue the need for contracting works as a strategic business decision to minimize operating costs and overheads. This strategy therefore necessitates ongoing health and safety management requirements. Creating the Right Culture Ensuring that the contract work is completed without risk to health or safety will only be successfully achieved though correct management of Health and Safety processes beginning with an appropriate Health and Safety conscious culture.


Having decided to procure contracted works, WYFRS will manage procedures to ensure that effective health and safety performances are maintained. Planning Contract Work Thorough and detailed planning of the intended contract work initially by WYFRS and PMU and subsequently by the contractor in consultation with the PMU and WYFRS, is crucial for the safe completion of the contract on time and to budget. Risk Assessment in Contract Work The process of hazard identification and risk assessment is central to the successful planning of any contract work. Both WYFRS and contractors are required to consider these aspects thoroughly if planning of work are to be successful. Risk assessment is a statutory requirement for all employers under Regulation 3 of the Management of Health and Safety at Work Regulations 1999. This requires every employer, and self-employed person, to make a suitable and sufficient assessment of the health and safety risks to employees and non-employees created by the work activities in order to implement appropriate control measures. The integration of both general and specific risk assessments made in relation to contract work is particularly relevant. By doing this, one source of information can provide a detailed reference in relation to the hazards associated with a contract, the associated risk assessments and, more importantly, the required preventative measures (including responsibilities). For contract work, this is required to take the form of a method statement or health and safety plan and is required to be completed by the contractor and reviewed by the PMU at WYFRS, before work can begin. Planning For Safe Systems of Work It is the Contractors responsibility to prepare Job Specific Risk Assessments and Method Statements and any other planning and assessment as necessary, to plan and implement Safe Systems of Work. This is where works are more involved, riskier, invasive or prolonged than standard or repeated works, already covered by generic risk assessments. The Property Management Unit need to be assured and will ensure that these assessments are in place prior to commencement of works. They will also review the documents and advise if, from their understanding of the situation, they appear to contain any site specific condition omissions. The PMU cannot approve the documents however, which would be deemed to be taking responsibility for them. Responsibilities WYFRS are expected to identify the scope of the work, the required tasks and any foreseeable significant hazards associated with the work.


The Contractor The contractor would be expected to use the information to plan and cost the work, including the risk assessments he has undertaken himself in relation to the scope of the work, the proposed working environment, processes, plant and/or equipment to be used. From this, the contractor can identify the most appropriate control measures. Contractors will then be required to encapsulate such information in a formal method statement, documented safe systems of work or a specific health and safety plan. Generic Risk Assessments For certain types of contract work, the activities, their associated risks and preventative measures adopted are similar for each project, the exception being the physical layout of each workplace. Contractors may undertake generic risk assessments which cover the common features where work is repetitive or completed in an emergency. Where situations arise in which a generic assessment would not be sufficiently detailed and additional or different preventative measures are required, modifications to the generic risk assessment will be required or a task or project-specific assessment will need to be carried out. Risk Assessment Throughout the Life of the Contract In some cases, especially where the work is dynamic or the scope changes, risk assessments will need to be repeated by the contractor at regular intervals to ensure that the contract work remains safe. Monitoring the progress of the work is essential, even if most of the risks involved have been identified and assessed at the initial planning stage. Tender Evaluation In selecting a contractor, the evaluation of the various tenders is carried out carefully to ensure contracts will be appropriately resourced by competent staff and thus accordingly priced to avoid poor standards of safety, unreliable staff, cheap materials, and poor workmanship. In accordance with Authority Standing Orders, the lowest compliant tender is normally selected. Inspections Both formal and informal inspections of contract work will be undertaken in order to regularly check that work is going according to plan and is being carried out safely. The frequency of such inspections (whether formal or informal) depends on a number of criteria, which include the following;

the size of the contract (time or number of staff involved)

the level of risk of the contract work

the type of work that the client is involved in For example, the higher the risk involved in the work, the more it should be inspected.


Monitoring Health and Safety The Property Management Unit or a designated representative will carry out periodic work inspections to monitor the Health and Safety of contractor operations. Any deviations or failures to comply with the agreed guidance and procedures will be recorded and the responsible person will be informed and required to effect immediate rectification. Where such failings are considered significant or there is on-going recurrence of unsafe practices, consideration will be given to the removal of the contractor from the approved list and/or cancellation of any other or future work orders. Recording the Inspections Formal inspections will clearly and recorded and distributed, so that in the event of any subsequent dispute over the contract, the report can be used in evidence. The report, a statement of what was observed, will state only the facts, as seen or heard by the person carrying out the inspection. Review Contract work Once contracted work is completed, a review and evaluation of the project can greatly assist with future planning. Lessons learnt from the job and the experience of working with the contract organization can assist future work programmes. The review may not be specific to health and safety and can consider all aspects of the contract at one time. The necessity for reviews will be communicated by PMU (or designated representatives) and may also be requested by any project stakeholder.


4.0. ROLES AND RESPONSIBILITIES 4.1. PROPERTY MANAGEMENT UNIT (PMU)

PMU will notify all contractors of the requirement to receive a site induction prior to commencement of any work activity.

If specific access arrangements are required to be made, PMU will on occasion notify the SM of the proposed visit, providing as much information as possible, and shall notify the visitors that they must not proceed with their visit until they have received an induction from the SM. In most day to day situations, the contractors will advise the station of the proposed visit.

PMU will co-ordinate the content of site induction instructions to ensure consistency.

PMU will ensure that all contractors working for WYFRS are informed of policies and procedures developed by the Authority. The contractors shall comply with the attached documents.

PMU will retain editorship and ownership rights to this document which the Property Manager will periodically update.

4.2. STATION MANAGER/BUILDING MANAGER PROCEDURES

This document has been developed by PMU to provide Station Managers (SM’s), Watch Managers, Officers in Charge and Building Managers with the information necessary to manage visitors and contractors (and WYFRS employees) carrying out minor works and maintenance at WYFRS properties, especially to assist in ensuring compliance with all statutory requirements for Health and Safety as far as is reasonably practicable.

This document does not apply to work extensive enough for contractors (within a larger contract) to take prolonged possession of an area and control the activities and visitors within that area.

SMs shall inform PMU of all hazards of any kind that exist within the properties under their control as soon as they are identified (and not wait until works are to take place before notifying). If they have any concerns about the safety of anyone as a result of works planned or being executed, these concerns are to be communicated to PMU immediately and they should stop the works until such a time as they have received directions from the PMU.

SMs shall ensure that all WYFRS personnel under their control receive appropriate information related to work to be undertaken by any contractor, to ensure the safety of all and to minimise disruption to Authority activities as far as is reasonably practicable.

SMs shall request sight of the appropriate works order to ensure its validity and for awareness of the scope of the works.

4.3. CONTRACTORS

Contractors must communicate to their workforce the need to attend an induction prior to commencement of any work activities.

Contractors must only send ASBESTOS AWARE CONTRACTORS and operative to carry out invasive works at WYFRS sites.

Contractors must ensure that they have the correct order and Health and Safety documentation before entering WYFRS property.


Provide at the time of the induction all documentation required by the PMU or SM to enable the induction to be completed.

Contractors must comply with all instructions communicated via the induction at all times whilst on WYFRS property.

All members of contractor’s staff are to individually sign the visitor’s book, which acts as a record to confirm having received understood and commitment to comply with the site induction guidance.

If contractors arrive at Authority sites and find them unmanned they are to telephone 01274 682311 and seek guidance.

Contractors should leave the site in a clean and tidy and secure condition on completion of works and leaving the site.

4.4. VISITORS

All visitors attending WYFRS properties shall report to the Station Manager/Building Manager on arrival and receive an appropriate visitor’s induction.

4.5. ARRIVAL PROCEDURES

PMU will select suitable contractors and arrange for them to carry out work from the pre-approved contractors list.

Contractors will be provided with a Form 855 (work order form) by PMU, detailing the works required with contact details. In the event that the work is of an emergency nature the relevant contractor will be instructed verbally and therefore may not be in possession of Form 855. When this occurs the SM is to confirm the details that would have been included on the form with PMU.

Prior to arrival at the property, contractors will contact the SM to arrange a suitable time for the work to be carried out or to advise upon attendance proposals.

Official Visitors or Contractors to WYFRS properties should receive an appropriate induction.

When visitors and contractors arrive at WYFRS properties, SM’s must ensure the following actions are carried out.

4.5.1 Security

Identification of visitors and contractors – check the Contractor’s identification and confirm they are employed by the contracted organisation detailed on the Form 855 prior to permitting access to the station or, in the case of visitors, check that they have formal approval for the visit, as provided by the person arranging the visit and evidence of identity.

Security responsibilities – inform the contractors or visitors of their security responsibilities whilst on station and ensure they are fully understood.

Contractors should be shown the normal route for leaving and securing the station should it become vacant due to an emergency turn out, prior to completion of the works.

Contractors should vacate the site through a self-securing door (or lock the door when leaving) if the building is or has become unattended during the works.

Temporary contractors Access Cards may be issued by PMU.


4.5.2 Health and Safety

Site inductions, contractors – ensure:

contractors are verbally briefed on generic and site/work specific issues particularly those affecting health and safety and the functioning of the establishment;

contractors are briefed on the fire and emergency arrangements for the establishment;

Contractors are aware of and adhere to the No Smoking Policy for external and internal areas.

This procedure has been developed by the Property Management Unit (PMU) of WYFRS to provide a clear system of induction that will ensure employees, contractors, subcontractors and visitors remain safe and healthy whilst contractors or visitors are on the Authority’s premises. The procedure is intended to assist in discharging the Authority’s duties under the Health and Safety at Work etc. Act, the Management of Health and Safety Regulations and other legislation. In addition to generic information given to all visitors and contractors, site specific property instruction is to be provided and communicated before they are allowed to enter Authority buildings. Provision is also made for the entry to property whilst there are no Authority personnel in attendance.

4.5.3 Work Completion Procedures

Following completion of works by the contractors, the SM’s shall review the Form 855 to ascertain the work to be executed by contractors. This shall be signed off by the SM to show that the works have been undertaken and that the areas have been left clean and tidy. Verification that the works have been completed shall be made as far as is reasonably practicable by the PMU. Any issues or concerns at the completion of the works by the SM shall be raised to the PMU to check that the works have been undertaken to the prescribed standard as detailed within the specification.

Upon completion of the works by the contractor the SM shall check the following:

That the contractor has completed the works detailed on Form 855;

Assure themselves that the work “appears” complete (e.g. a plumbing blockage has been cleared), although SM’s are not required to carry out a technical quality audit of work (as this remains the responsibility of PMU):

That the area where work has been carried out is left in a clean, tidy and safe state;

That any access panels, ceiling tiles, etc. are property replaced and plant room doors are secured;

The SM should then sign the contractor’s copy of the Form 855 to enable the contractor to invoice for the works carried out and PMU to process the invoice.


4.5.4 Induction Information

Outline of content Information will highlight the health and safety requirements of the site. Generic and site specific information to contractors includes but is not limited to:-

outlining of WYFRS property basic safety policy;

identifying all relevant WYFRS regulations for health, safety and environment WYFRA premises;

outlining the authority and contractors/visitors legal obligations to take reasonable care of the health and safety of themselves and others affected by their acts or omissions;

reminding visitors/contractors of their duty not to interfere with or misuse any equipment, plant or facilities belonging to WYFRS;

describing all necessary measures to fully protect and ensure the safety of all persons working on or near other contractors;

outlining any site specific risks and property specific rules;

identifying hours of work at the property;

car parking arrangements;

identification of emergency procedures (site specific) with details of evacuation and muster points;

identification of emergency contact numbers

description of lone worker and other procedures in the event that a station is left unmanned due to all Authority occupants attending an emergency call;

first aid arrangements, identifying first aid personnel and first aid equipment location, if the contractor is not responsible for its own first aid arrangements;

detail the accident and/or incident reporting procedure;

location of any contractor exclusion zones (if applicable);

Authority rules covering Alcohol and drug misuse;

details of the smoke free environmental policy;

use of facilities and housekeeping requirements where available.


5.0 ARRANGEMENTS 5.1 CONTROL OF CONSTRUCTION ACTIVITIES

Health and Safety on Construction Sites

Apart from the management of health and safety of construction activities, the Construction (Design and Management) Regulations 2007 contain specific requirements to ensure the health and safety of those involved in construction work.

It is a requirement that:

there should be enough suitable accesses to and egresses from any place of work and any places provided for use, such as canteens and toilets

places of work should be safe and free from health risks there should be no access to places which do not comply with the two points above there should be sufficient working space taking into account necessary work

equipment.

5.2 GOOD ORDER AND SITE SECURITY

All areas of sites must, so far as is reasonably practicable, be kept in good order, and all workplaces must be kept reasonably clean. So far as is reasonably practicable, site perimeters must be identified by suitable signs and the extent of the site must be easily identified.

Timber or other materials with projecting nails must not be used for any work where they could cause danger or be stored in any place where they could cause danger. 5.3 DEMOLITION AND DISMANTLING

Demolition and dismantling should be planned and carried out in such a manner as to prevent danger or, where not possible, to reduce that danger to as low a level as is reasonably practicable.

The arrangements for demolition and dismantling must be recorded in writing before any such work commences.

Steps should be taken to ensure that:

any structure, or part of a structure, that may become weak or unstable due to construction work does not collapse accidentally

there is no overloading of part of a structure when this could cause risk to persons Any measures used to support a permanent structure must be designed, installed

and maintained to withstand any foreseeable loads that may be imposed on it. The asbestos register shall be consulted prior to the dismantling, demolition or intrusion into any part of the WYFRS properties to determine if there is asbestos present. Where there are no records of asbestos within the buildings and major dismantling, demolition works are to be undertaken a type 3 intrusive survey is to be undertaken prior to the works being carried out.


5.4 EXCAVATIONS

Practicable steps must be taken to prevent danger from excavations (or parts of) including where necessary the provision of supports and battering to ensure that:

they do not collapse no material from the sides or roof or adjacent to an excavation can be dislodged or

fall.

Also, suitable and sufficient measures must be taken to prevent people material or work equipment from falling into any excavation and to ensure that any part of an excavation or adjacent ground does not becomes overloaded.

Inspections of excavations must be carried by a competent person before any work can commence and:

at the start of a shift after any event that may have affected the strength or stability of the excavation after any material may have fallen in the person who carried out the inspection is satisfied that work can be carried out

safely.

When the person who carried out the inspection (having informed the person on whose behalf the inspection was carried out) is not satisfied, then work cannot be carried out in the excavation until matters have been resolved.

5.5 REPORTS

Where a person carrying out an inspection is not satisfied work can be safely carried out safely, then they must inform the person on whose behalf the inspection is carried out outlining the matters about which they are not satisfied and prepare a written report.

This report must be made before the end of the shift when the inspection was carried out. It must be submitted the person on whose behalf the inspection is carried out within 24 hours.

The person on whose behalf the inspection was carried out must keep a copy of the report on site until work is completed and for three months after.

No more than one report is required within a seven-day period.

Reports must contain:

the name and address of the person on whose behalf the report is made the location a description (including any relevant plant, equipment and materials) the date and time a description of defects which could affect health and safety details of remedial action details of further action considered necessary the name and position of the person completing the report.


5.6 ENERGY DISTRIBUTION INSTALLATION

These should be suitably located, checked and clearly indicated.

In the case of electric power cables, these should be either:

directed away from area of risk the power should be cut off.

Where this is not reasonably practicable then suitable warning notices must be provided together with:

barriers to exclude unnecessary work equipment suspended protection where vehicles need to pass beneath cables provide an equivalent level of protection.

No construction should place until suitable and sufficient steps have been taken to prevent danger to or from underground services.

5.7 PREVENTION OF DROWNING

Where people could fall into water or other liquid with a consequent risk of drowning, measures and safe systems of work must be implemented to:

prevent such a fall, to minimise the risk of drowning in the event of such a fall, to ensure the provision, maintenance and, where necessary, use of suitable rescue

equipment.

Steps must be taken to ensure the safe transport of persons taken to work over water and that any vessels used for this purpose not to be overcrowded or overloaded.

Where work may need to be carried out in proximity to deep water, areas of flooding or training sumps (e.g. FSHQ RTA Training Area,) Risk Assessments and Safe Systems of work must be developed, recorded and implemented. Thus works or training ground operations should mitigate against the un-necessary risk of accidental drowning. 5.8 TRAFFIC MANAGEMENT

Access to contractors’ working areas is a critical element in the planning and implementation of works. Pedestrian and vehicular routes (including parking and any storage/cabin areas) should be arranged to minimise the risks to everyone involved.

Sites must be laid out so that:

pedestrians and vehicles can move safely and without risk to health traffic routes shall be suitable for the intended use of people and vehicles, sufficient

in size and number and be suitably placed. they allow ease of movement for all emergency vehicles and no entrance or exit

routes shall be blocked.

Steps must be taken to ensure that:

arrangements are made for the safe movement of pedestrians and/or vehicles, doors or gates leading onto traffic routes are far enough from the traffic routes to

allow any pedestrians to observe approaching traffic safely, pedestrians are adequately separated from vehicles to ensure safety or, where this is

not possible, pedestrians should have alternative protection and receive effective warning to prevent them from being crushed or trapped by any vehicle,


loading bays have at least one pedestrian only exit point.

Traffic routes should be:

indicated with suitable signage regularly checked properly maintained.

Vehicular traffic routes should be free from obstruction and permit sufficient clearance.

Vehicles Steps should be put into place to prevent the unintended movement of vehicles and

to ensure that people who have effective control of vehicles give warning to people who may be at risk from the movement of their vehicles.

Vehicles used for construction work must be driven, operated or towed in a safe manner and loaded so that they can be driven safely.

Passengers must only be allowed on vehicles where there is a safe place specifically provided.

Nobody must remain on a vehicle during loading or unloading of loose material unless a safe place of work is provided and maintained.

Vehicles must be prevented from falling into excavations, pits, water, or overrunning the edge of any embankment or earthwork.

5.9 PREVENTION OF RISK OF FIRE ETC

Steps should be taken to prevent risks to people from fire, explosion, flooding or any substance liable to cause asphyxiation. 5.9.1 EMERGENCY PROCEEDURES

Suitable and sufficient arrangements must be prepared and, when necessary, implemented for tackling foreseeable emergencies and carrying out evacuation of the whole or part of the site in the event of risk to health and safety.

The following factors must be taken into account when making these arrangements:

the nature of work activities the characteristics, size and geography of the site plant and equipment numbers of people likely to be on site physical and chemical properties of substances and materials likely to be on

site.

All people who are affected by the arrangements should be made aware of their existence. The arrangements should be tested by being put into effect at suitable intervals.

5.9.2 EMERGENCY ROUTES AND EXITS

A satisfactory number of emergency routes and exits should be provided to allow any person to reach a safe place as quickly as possible. The emergency routes and exits must lead as directly as possible to an identified safe area. Emergency routes, exits and routes and doors giving access to them must be clear and free from obstruction and, where necessary to ensure use at any time, be provided with emergency lighting.


Emergency routes and exits must be chosen after consideration of the emergency procedures.

Signs should indicate the presence of emergency routes or exits.

5.9.3 FIRE DETECTION AND FIRE FIGHTING

Suitable and sufficient fire-fighting equipment, fire detectors and alarm systems should be suitably located to ensure people’s health and safety. Any equipment must be easily assessable, maintained, examined and tested at intervals that ensure their effectiveness.

Any person on the site who may be required to operate fire fighting equipment must be suitably trained. Where work activities, such as hot work, give rise to a particular risk of fire, then no person should carry out such work until they are suitably trained.

Fire fighting equipment must be indicated by suitable signage.

5.10 MANAGEMENT OF HOT WORKS “Hot Work” (which requires a Permit To Work) means - any temporary or non-routine operations involving open flames or producing heat and/or sparks which are carried out within a building or outside if adjacent to buildings or flammable storage. This includes, but is not limited to, activities such as welding, brazing, soldering, grinding, cutting, and the general use of blowlamps, hot air guns, bitumen boilers etc. are also included.

“Responsible Person” means - a suitably qualified and trained person who is authorised by the Property Management Unit to sign Hot Work Permits or authorise such operations to commence. This may include a senior PMU manager or a designated/approved agent of the PMU.

“Person in Charge” means - a named person e.g. employee of West Yorkshire Fire and Rescue Service, an employee of a contractor or a self-employed person who will be in actual charge of the operation on site and who will be responsible for carrying out the operation in a safe and proper manner and following the precautions detailed in the Permit.

Current legislation places the primary responsibility for ensuring health and safety at work, including safety from fire, on employers. There are also stringent insurance requirements to be met when carrying out hot work operations on West Yorkshire Fire and Rescue Service premises and indeed the carrying out of hot work operations in some parts of the West Yorkshire Fire and Rescue Service may be strictly prohibited for a variety of reasons. In practice this means that West Yorkshire Fire and Rescue Service must assess the likelihood of fire and its consequences for those in the workplace and take appropriate measures to reduce or eliminate such risks. The carrying out of hot work is a well-recognised hazardous operation and involves some significant risks. This is particularly so if hot work is carried out by contractors who are unfamiliar with the premises, the risks involved, the necessary precautions to be taken and the correct action to take in the event of a fire. In such cases, the Responsible Person must fully brief the Person in Charge before issuing the Permit. Health and Safety Executive (HSE) and Fire Authority guidance indicates that hot work operations should be controlled through a Permit-to-Work system. The permit must be prepared and signed by the


Responsible Person who must be familiar with the work to be undertaken, the hazards involved and the precautions to be taken. Enforcement of the permit-to-work procedure lies with the Responsible Person who authorises the hot work. The Responsible Person issuing the Permit may stipulate additional precautions which the Person in Charge must follow. Before signing the Permit, the Responsible Person should satisfy him/herself that all practical alternatives to carrying out the hot work operation have been fully explored. In other words can the job be avoided? Are there suitable practical safer alternatives not requiring heat? An example of this may be cold cutting etc. Can the component requiring hot work be removed to a safer working environment e.g. workshop, separate working area etc? The Permit will only be valid for a limited period of time to be specified by the Responsible Person having taken into account all the relevant factors and the period detailed on the Permit. The Risks The most obvious significant risk when carrying out hot work operations on West Yorkshire Fire and Rescue Service premises is that of fire. This is particularly so in our historic buildings which may not conform to modern day fire standards. In addition, some of our buildings contain irreplaceable historical artefacts or valuable equipment or are used for hazardous operations or as sleeping accommodation. These premises require special considerations. Other significant risks are detailed below.

Carrying out hot work operations close to compressed gases or flammable liquids could potentially result in an explosion.

Fumes produced as a by-product of the hot work operations could affect workers or other occupants of the building. This is particularly so when working on hazardous materials such as lead. (The requirements of the Control of Lead at Work Regulations 2002 should be observed in such cases).

Workers could suffer burns from either the heating appliance or from the work piece.

Employees and visitors to West Yorkshire Fire and Rescue Service may gain access to the area of hot work operations and could suffer burn injuries.

Some hot work operations may have to be done in enclosed and/or poorly ventilated environments. This could lead to heat stress of those doing the work.

Where it is intended to carry out hot work in a confined space, a tank, any plant or container which contains or previously contained flammable substances or in any other hazardous area, further precautions will be necessary. Such work must not proceed until a suitable and sufficient risk assessment has been undertaken and a more detailed Permit-to-Work issued coupled with a detailed method statement. The Safety and Environmental Protection Services must be consulted in such instances. The list of precautions detailed in below is by no means exhaustive but indicates good practice which should be followed where applicable. It is the responsibility of the Person in Charge to carry out a full risk assessment of the operation in hand and apply the necessary control measures appropriate to the identified risks. If any doubt exists about the carrying out of any risk assessments as required above, or following the precautions listed in below, the Responsible Person should contact Safety and Environmental Protection Services for further advice before works starts.


Safe System of Work Hot work should not be carried out on West Yorkshire Fire and Rescue Service premises unless a Responsible Person has issued a Hot Work Permit. Activities which involve hot work on the fabric of the building should only be carried out in consultation with the Property Management Unit. Hot work should only be carried out by competent persons under the direction of the Person in Charge of the operation who must be fully conversant with the precautions laid down in this permit and may need to remain present whilst work is in progress. Dependant on the type of work and the location, it may be necessary to have additional personnel available to fire watch and to monitor the adjoining areas. The risk assessment should identify any additional personnel required. All litter, rubbish, dust, lint, oily deposits, flammable liquids and loose combustible material must be removed from within a radius of 6 metres. If for any reason, this is not possible, an assessment of the potential risks involved must be carried out and a judgement made on the outcome of that assessment. It may be necessary to provide temporary protection with fire-resistant tarpaulins, blankets or metal shields etc. Ensure that the potential for explosive atmospheres in the area are eliminated. If necessary, floors should be swept clean. Combustible material must not be allowed to accumulate within the work area. Fixed or immovable combustibles such as timber floors, skirting boards, wood panels, combustible wall boards etc. shall be protected with non-combustible materials or fire resistant sheets, screens, damp sand, thoroughly wetting down etc. If the work is to take place on one side of a wall or partition, the opposite side must be examined to ensure that no combustible material will be ignited by direct or conducted heat. Such material must be removed to a safe distance. Extra care should be taken to ensure that ignition of combustible material within the cavity of a partition does not take place. Particular attention should also be paid to the location of services e.g. gas pipes, electricity cables etc. and suitable precautions taken to protect them from damage where necessary. The Person in Charge of the operation must check at regular intervals. Special care shall be taken to prevent flames, sparks or molten metal from reaching combustible material along or down ducts, channels, chases or open-ended pipework and through holes in walls or floors. Non-combustible material of adequate thickness must be used for temporary stopping or plugging of all holes, gaps or other openings through which sparks could pass. Where work is above floor level and danger of fire exists from falling sparks, fire-resistant tarpaulins must be suspended beneath the work to catch such sparks. Flame or spark producing equipment shall not be used in close proximity to containers of flammable liquids or compressed gases - even if the containers are empty. They must either be removed to a safe position or sufficiently protected with non-combustible material such as fire blankets etc. When working inside a building, the work area must be well ventilated to ensure adequate extraction of fumes and heat. It may be necessary in certain circumstances to provide temporary local exhaust ventilation to the outside air to prevent fumes etc. circulating to other parts of the building and affecting the other users of the building or causing inadvertent activation of the fire alarm system. Care should be taken with the positioning of the exhaust outlet. Where hot work operations are likely to affect fixed smoke or heat detectors through the creation of fumes, dust etc. it may be necessary to either isolate the fire alarm system or part of it e.g. the affected zone or the detector heads in the affected area must be temporarily covered. Contact must be made in the first instance with the designated SM/Building Manager who will advise accordingly. It is essential that the Person in Charge reports back to the SM/Building Manager when the work is complete so that the system can be re-activated. A West Yorkshire Fire and Rescue Service, Fire Safety Officer should be contacted in the event of any doubt.


Extra vigilance must be exercised by all concerned when fire alarm systems are isolated (or partially isolated) as this could result in a lack of “early warning” to building occupants. In situations where isolation (or partial isolation) of the fire alarm system has been carried out, the naked detector heads in the vicinity of the work should be temporarily covered to protect them from possible contamination through ingress of dust, fumes etc. It is essential that they are uncovered when the work is complete. Under no circumstances must any apparatus be left alight when unattended even for short periods of time such as tea breaks etc. All gas cylinders must be sited on a safe, firm and level surface at least 6 metres away from any combustible materials. The number of gas cylinders should be kept to the minimum necessary. In the case of Liquefied Petroleum Gas (LPG) cylinders, the individual capacity must not exceed 15 kg. unless approval has been obtained from the Responsible Person. All gas cylinders must be secured in the vertical position when in use and whenever possible mounted on a trolley (except LPG cylinders). Those cylinders in use must be fitted with an appropriate regulator and flashback arrestor downstream of the regulator. (Note: Flashback arrestors are sometimes known as flame traps.) All cutting and welding equipment shall be in good order and repair. All hoses and cables must be in good condition, not perished, damaged or cracked and all connections correctly secured and checked prior to use. All hoses must be fitted with a non-return valve at the blowpipe end. (Note: Non-return valves are sometimes known as check valves). The use of kerosene blowlamps is prohibited. No hot work is to be commenced within 2 hours of staff ceasing work unless specifically authorised in writing by the Responsible Person. Sufficient fire extinguishers of the appropriate type for the identified risks (normally dry powder type) must be available at all times with at least one kept not more than 2 metres away. Fire extinguishers shall be supplied by the contractor under the terms of the contract. All persons involved in the work must be trained and competent in the use of the fire-fighting equipment provided and in West Yorkshire Fire and Rescue Service’s procedures for sounding the alarm. (Evidence of this may be required prior to work starting.) All fire fighting appliances must be regularly serviced, in good working order and checked before use. Where a particular fire risk exists which cannot be removed or fully protected, an observer must stand by with a suitable portable fire-fighting appliance during hot work operations and for at least one hour afterwards. A sufficient fire watch must be maintained during lunch breaks or other temporary cessations of work. When welding, cutting or grinding the work area must be suitably screened using non-combustible material. Hot steel ends of welding rods and any other waste material must be disposed of in a safe manner. Ensure that all personnel who may be directly affected by the work are excluded from the area. All personnel involved in the operation should wear personal protective equipment as appropriate to the identified risks. Immediately after the work is complete, the area must be closely examined by the Person in Charge of the job to ensure that there is no smouldering or incipient fire. Particular attention should be paid to cavities, voids, cupboards, ducts, shafts or any other concealed space beyond the work point where despite precautions, flame, hot sparks or conducted heat may have penetrated. This thorough examination must be repeated one hour after the work has finished. Permit Completion It is a requirement that only the West Yorkshire Fire and Rescue Service approved HOT WORK PERMIT be used. (See Appendix ‘1’ for permit).The Responsible Person who instructed/authorised the work to be carried out must ensure that no hot work is allowed until


the Permit has been issued. The permit shall be completed in duplicate, signed by the Responsible Person and countersigned by the Person in Charge of the hot work operation and confirming that a risk assessment has been carried out and that all necessary precautions have been taken to control such risks. After signing, the original copy of the permit it is to be handed to the Person in Charge of the hot work operation as authorisation that work can commence. The second copy is to be retained by the Responsible Person who authorised the work until the original copy is returned. Upon completion of the work and the final fire check, the Person in Charge signs the bottom part of the permit to the effect that the operation has been completed and the area confirmed safe and returns it to the Responsible Person. The Responsible Person countersigns the Permit to effect closure of the permit. The Responsible Person retains the completed top copy on file for record purposes. Summary

Is Hot Work absolutely essential or can the job be carried out in a safer way?

No hot work allowed unless a Hot Work Permit has been issued.

Has a full risk assessment been carried out prior to work starting?

Has the area been made as safe as possible before work starts?

Has all combustible material been removed or protected?

Ensure that suitable and sensible precautions are taken to prevent fire.

Ensure adequate ventilation of all areas.

Ensure that sufficient and suitable fire extinguishers are provided and that all persons have been trained in their use.

In the event of fire, ensure that proper procedures are carried out. See Fire Precautions and Emergency Procedures.

Ensure that equipment is not left unattended for any reason.

Ensure that all “danger areas” are protected.

Ensure that any isolated fire alarm systems are re-activated and all detector heads uncovered following completion of the work.

Finally, ensure that the area is thoroughly checked for smouldering fires following completion of the work and for at least 1 hour afterwards. Sign the bottom part of the Permit and return it to the Responsible Person.

Standard Forms/ Documentation

Appendix ‘1’ Hot Works Permit/ Works Permit (for high risk works) Appendix ‘2” Guidance for the person in charge of the Hot Works Operation.

5.11 FRESH AIR

Every workplace or approach must have sufficient fresh or purified air. Ventilation or other equipment used to ensure compliance must have a visible or audible alarm that activates in the event of failure.

5.12 TEMPERATURE AND WEATHER PROTECTION

The temperature of indoor workplaces must be reasonable for the purpose for which that place is used. It is possible that the temperature may be too low or too high for work to be


conducted in comfort. The employer will therefore need to examine the work activity to decide if any measures are necessary for either raising or lowering the temperature.

Work taking place outdoors must, so far as is reasonably practicable, be arranged so that personnel are protected from adverse weather. The measures taken will be dependent on the nature of the work and the protective equipment and clothing.

5.13 LIGHTING

Lighting should be suitable and sufficient at workplaces, access and traffic routes. The colour of any artificial light must not affect the ability to recognise any safety signs or signals. Where there could be a risk of artificial lighting failing, secondary lighting must be provided.

The suitability of lighting should take account of the numbers of people or vehicles using access or traffic routes, obstacles and obstructions, nature of work, abilities of people employed, etc.

5.14 WELFARE FACILITIES 5.14.1 SANITARY FACILITIES

Suitable and sufficient sanitary conveniences must be provided. They must be adequately ventilated and lit, clean and orderly and separated for the use of men and women.

5.14.2 WASHING FACILITIES

Suitable and sufficient washing facilities including, where necessary, showers must be provided. Washing facilities (apart from showers) must be in the vicinity of sanitary conveniences and any changing rooms, whether or not washing facilities are also provided elsewhere. They must include:

hot and cold, or warm, water (preferably running) soap or other cleaning agents towels or other suitable drying agents.

Washing facilities must be sufficiently ventilated and lit, clean and orderly. Separate facilities, other than those provided for washing hands, forearms or faces, must be provided for men and women unless they are in a room which can be secured from inside and is intended for use by one person at a time.

5.14.3 DRINKING WATER

An adequate and readily accessible supply of drinking water must be provided, conspicuously marked with an appropriate sign. There must be a sufficient supply of cups unless a water jet is provided.

5.14.4 CHANGING ROOMS AND LOCKERS

Suitable and sufficient changing rooms shall be provided for changing clothes not worn during working hours and for special clothing used at work and not taken home. These facilities should be separate for, or used separately by, men and women.


Changing rooms shall include seating and the means for drying special clothing as well as their own clothing and personal effects.

Suitable and sufficient facilities shall be provided for persons to lock away any special clothing which is not taken home, their own clothing which is not worn at work and for their personal effects.

5.14.5 FACILITIES FOR REST

Rest rooms must be provided at readily accessible places, with facilities which include:

be equipped with tables and seating with backs facilities for pregnant women or nursing mothers to rest arrangements for preparing and eating meals means of boiling water.

Rest rooms must also be maintained at an appropriate temperature.

5.15 WORKING AT HEIGHT

The Work at Height Regulations 2005 brings together all the legal requirements for working at height. They apply to all work activities in all industries, particularly to the construction industry, and establish the key principles for working at height where there is a need to control a risk of falling a distance liable to cause personal injury.

The main requirements of the regulations are that the duty holder must ensure that:

all work at height is properly planned and organised those involved in planning and carrying out work at height are competent the risks from work at height are assessed appropriate work equipment is selected, used, maintained and inspected the risks from fragile surfaces are properly controlled the risks from falling objects are properly controlled emergencies and rescue are planned for.

Further guidance for working at height is provided in appendix 10. 5.15.1 CONTROL MEASURES

The fundamental principle is that work at height should be undertaken according to a strict "hierarchy" of control measures. Where it is not reasonably practicable to avoid working at height, safe systems of work must be established, proper planning and organisation must take place, competent staff must be engaged for the work and appropriate equipment must be chosen and used correctly. Duty holders must:

avoid work at height where they can use work equipment to prevent falls when work at height cannot be avoided when the risk of falls cannot be eliminated, use work equipment to minimise

the distance and consequences of any fall.

Collective measures (such as scaffolds) are given priority over personal protection measures as they protect more than one person and are usually passive. Personal control measures (such as fall-arrest equipment) are usually active in that they require the user to do something to make them work effectively.

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5.15.2 FALLING MATERIALS

Suitable and sufficient steps to prevent, so far as is reasonably practicable, the fall of any material or objects, must be taken. Where it is not reasonably practicable to do this, suitable and sufficient steps to prevent any person being struck by any falling material or object must be taken. Steps must also be taken to ensure that no material or object is thrown or tipped from height in circumstances where it is liable to cause injury to any person.

All materials and objects must be stored in such a way as to prevent risk to any person arising from the collapse, overturning or unintended movement of those materials or objects.

Where a workplace contains an area in which, owing to the nature of the work, there is a risk of any person falling a distance or being struck by a falling object, which is liable to cause personal injury, that workplace should (so far as is reasonably practicable) be equipped with devices preventing unauthorised entry. Dangerous areas should also be clearly indicated.

5.15.3 WORK ON OR NEAR FRAGILE SURFACES

Employers are required to ensure that no person at work passes across or near, or works on, from or near, a fragile surface where it is reasonably practicable to carry out work safely by other means.

Where this is not reasonably practicable, suitable and sufficient platforms, coverings, guard rails or similar means of support or protection must be provided. Where a risk of falling still remains, suitable and sufficient measures to minimise the distances and consequences of falling must be taken. In addition, prominent warning notices should be affixed at the approach to the place where the fragile surface is situated.

5.15.4 INSPECTIONS

All temporary working platforms and associated equipment including scaffolds, ladders, personal suspension equipment and nets etc. must be inspected and the inspection recorded by a trained and competent person:

before first use after substantial additions, dismantling or other alteration after any event liable to affect strength or stability.

All working platforms used for construction work, in addition to the inspection requirements above, must not be used in any position unless:

it has been inspected in that position within the previous seven days

in the case of a mobile working platform inspected on site within the previous seven days.

Reports must be made of these inspections and passed to the person on whose behalf they were carried out.


5.16 CONTROL OF ASBESTOS Asbestos has been described as a silent killer i.e. it can take up to 15 years for the symptoms to be recognised. Any building built before 1999 may have asbestos hidden within the structure and thus the age and construction type of most WYFRS fire station buildings is such that asbestos would have been utilised in some form or another. ANY contractors working upon Fire Service buildings to undertake work of an invasive nature must be ASBESTOS AWARE CONTRACTORS. The PMU wherever practicable shall provide a type 2 asbestos management report for each property. This shall form part of the asbestos management plan for WYFRS and each site shall have a copy of the up to date asbestos register. The contractors shall view the register prior to undertaking works and where they have any concerns these should be raised with the PMU immediately and works shall not commence until such time it has been determined that no asbestos is present or the removal/ encapsulation of the material. As such contract operatives must have received (and recorded as having received) current, competent, awareness training in the presence, effects and care whilst working within possible locations of Asbestos Containing Materials. Contractors must pre-plan works for their safe implementation by assuming asbestos is present until checked/determined otherwise and referring to asbestos survey records available on Station, on request from PMU and upon the Fire Authority Intranet Site. If the contractor has any doubts or concerns before carrying out any invasive work on buildings, he must contact the Property Management Unit. Equally, if any material suspected of being an Asbestos Containing Material is uncovered or disturbed by the works, the work operations must cease, the locality must be sealed and vacated and PMU and the SM informed immediately. If asbestos fibre disturbance is caused, works and occupation of the area/location/building will not be permitted until specialist cleaning and air clearance certification has been provided. Such an occurrence will necessitate a WYFRS Health and Safety near miss report and recording on the online SERS, Safety Event Recording System. However, procedures has been formulated to reduce as far is reasonably practical the risks presented by asbestos, by ensuring that its presence is identified and that it is removed or encapsulated before work can disturb it. This involves surveys and the compilation of asbestos management plans and registers. The Appendix 3 describes the procedures in more detail for dealing with the discovery of possible asbestos containing material whilst works are underway. Reference is also made to use of specialised licensed contractors to work with asbestos. 5.17 CONTROL OF LEGIONELLA AND WATER TREATMENT Legionnaires Disease is a potentially fatal form of pneumonia that can affect anybody, but principally affects those who are susceptible due to age, illness, immune suppression and smoking etc. If conditions are ‘favourable’ the bacterium may grow, creating conditions in which the risk from Legionnaires disease is increased.


Appendix 13 identifies the high risk areas, where water is used or stored and where droplets can be formed. Requirements are set out for adherence to the Approved Code of Practice (ACOP) and Guidance for The Control of Legionella Bacteria. The periodic and any additional cleaning, chlorination and testing of water storage systems for Legionella at WYFRS properties are conducted by approved contractors who are competent to carry out this activity. 5.18 WORKING WITH ELECTRICITY The PMU, on behalf of WYFRS is responsible for ensuring all electrical infrastructure/systems and fixed equipment are installed, tested and maintained to ensure their safe use. Electricity can be lethal, but its presence may not be obvious. No contractor should work on or near electrical installations, apparatus or equipment unless they have the competency for the task. To satisfy PMU requirements, contractors must only employ qualified, competent electricians to undertake works upon electrical installations. All contracting companies shall be registered with the NICEIC (National Inspection Council for Electrical Installation Contractors.) All electrical works will necessitate Permits To Work unless the scope of the works is routine and covered by generic risk assessments. Permits To Work are therefore necessary upon complex electrical works or where multiple risks are identified.

All electrical infrastructure/systems shall be installed to meet with B.S. 7671 and the current I.E.E. Regulations, European and British Standards, the Electricity at Work Regulations and any appropriate Health and Safety Executive Guidance. All portable and fixed electrical equipment shall be suitable for the purposes intended for use, must meet current European and British Standards and the Provision and Use of Work Equipment regulations 1998. All hand tools used by contractors shall be controlled via a RCD and be 110v. There must be good controls for working with portable electrical appliances, electrical infrastructure/systems and hard wired electrical equipment and the relevant regulations must be adhered to. No hard wired electrical equipment is to be installed without prior approval of PMU. If installations stop functioning, PMU are to be advised and appropriate checking and remedial works implemented. Where equipment becomes unsafe or is suspected of being unsafe, it is to be isolated, taken out of use and appropriately labelled until it can be competently dealt with. No live, exposed electrical cables or switchboards are to be left unattended or in unsecured work or plant rooms.


5.19 PORTABLE APPLIANCE AND FIXED WIRING MAINTENANCE AND TESTING The testing of appliances and fixed wiring should be undertaken only by an approved contractor that has demonstrated competency for the activity. The maintenance, testing and repair of all electrical infrastructure/systems and equipment is carried out by PMU approved contractors with appropriate competencies. The detailed inspection and testing regime includes:

Fixed wire electrical infrastructure/systems: tested five yearly,

Portable Appliance Testing (PAT) e.g. office environment: annually (or as otherwise determined.)

There is no requirement to carry out tests on new items of portable electrical equipment prior to their first use, however a user check should be carried out to identify any obvious visual evidence of damage or other hazards. Electrical appliances should be subject to regular user inspections to ensure no defects have arisen including:

there are no damaged or frayed cables;

the plug is firmly secured with no signs of overheating;

the equipment is not damaged and shows no signs of overheating;

the equipment is complete in all respects;

any protection devices can operate without interference;

the authorised test label is clearly visible and within date.

In the event that an item of equipment fails a user check, the equipment is to be removed from use by the person identifying a fault, clearly marked to indicate its removal from use and reported to PMU for further testing or repair as appropriate. Defective portable appliances should also be reported to the responsible department as appropriate e.g. Supplies or the IT Department.

Where electrical appliances are to be used in an external working environment, they must be connected to the electric supply via a protective Residual Current Device (RCD). 5.20 WORKING WITH OR NEAR GAS INSTALLATIONS AND APPLIANCES Most of the WYFRS properties have gas cookers and boilers installed for space heating, the provision of domestic hot water and for food preparation. Any works upon these systems should be by appropriately trained and certified operatives (Gas Safe standard) following safe procedures to guarantee the effective working and operation of gas installations by the contractor. Identified within this procedure is an emergency plan in the event of a gas leak suspected gas supply failure, along with the regulations that need to be followed at WYFRS properties when working on or near gas installations or appliances.


5.21 CONFINED SPACES Entry and working in confined spaces is controlled by the PMU Building Contracts Manager, who is responsible for identification and management of works within confined spaces and those areas that may become designated as confined spaces. The Building Contracts Manager is to maintain a current risk assessment for each confined space identified, covering the hazards created because it is a confined space. This is to be based upon a Generic Risk Assessment with any specific peculiarities for each location. Contractors are to use these when preparing their own risk assessments, method statements and safe systems of work, which shall also consider the task specific aspects of their work. Work within Confined Spaces will only be permissible with a Permit To Work with appropriate Safe Systems of Work and will only be allowed if suitable provision of emergencies is made and operatives have received appropriate training and information. The contractor or operative should contact the Building Contracts Manager should they become aware that confined space working is required to implement the required tasks. 5.22 SMOKE FREE WORKPLACE With the introduction of the Health Act 2006, which introduced the Smoke-Free regulations, West Yorkshire Fire and Rescue Authority have prohibited smoking whilst at work both on and off all Authority property. This includes external areas. The Authority requires all contractors and workforce to observe the ban which also applies, with no exemptions, to private functions held on Authority property. The prohibition of smoking Includes not only building and premises, but extends to all grounds and vehicles where the Authority has control or ownership. All contractors engaged in tasks on behalf of the Authority shall ensure that this policy is upheld and communicated to their workforce. 5.23 FIRST AID The Health and Safety (First Aid) Regulations require:

The provision of adequate first aid equipment

The provision of adequately trained personnel

Giving of information on first aid provision to employees

The regulations provide a flexible framework within which employers can develop effective first aid arrangements appropriate to the workforce, and the size of the workforce. Construction is considered to be a high-risk injury, often involving sites where access to medical treatment is difficult and may take time. Under these circumstances, a more extensive first aid facility would be called for, staffed by appropriately qualified personnel. All necessary first aid equipment must be arranged before work commences and, if necessary, advice should be sought from the Manager/Supervisor. The First Aid equipment will be supplied by the contractors for working on WYFS sites and it shall be the


responsibility of each contractor to ensure that all vehicles and welfare facilities contain the suitable and sufficient first aid resource. Workers on site will be informed of the first aider's name and location of equipment and personnel by way of induction and highlighted where necessary by notices. The Contractor will ensure that all planned welfare and first aid facilities are provided and that they are maintained to the required standards. It is essential that all employees should have quick and easy access to first aid facilities on site. Where employees are working in large numbers and in fairly close proximity, facilities should be centralised in that area. When employees are spread over a wider area, it will be necessary to distribute first aiders and equipment accordingly. All employees must be aware of the location of first aid facilities and the arrangements for providing treatment. First aid Emergency eyewash

Every Contractor must provide one or more first aid boxes. They should be strategically placed and must be readily accessible and clearly marked with a white cross on a green background, in accordance with The Safety Signs Regulations, 1980. The contractor is to:

Provide adequate first aid equipment and facilities appropriate to the type of work or operations undertaken

Appoint a sufficient number of suitable and trained people to render first aid to employees injured or who become ill at work

Appoint a sufficient number of suitable people who, in the temporary absence of the first aider, will be capable of dealing with an injured or ill employee needing help from a medical practitioner or nurse, and taking charge of first aid equipment and facilities.

Inform employees of the first aid arrangements, including the location of equipment and personnel. This will require that notices be posted and signs displayed.

When it is desirable that a first aid personnel should be appointed from those who have already received training, on most sites it is unlikely that they will be available, and it will be necessary to recruit from existing staff.

In selecting persons for this role, the following factors should be considered; Friendly, reassuring disposition Acceptable to male and female staff Motivated by a desire to assist others Able to remain calm in an emergency


Employed on a task, which they can leave immediately in order to go to the scene of an emergency

Capable of acquiring the knowledge and qualifications required

5.24 ACCIDENT INVESTIGATION AND REPORTING

5.24.1 MINOR ACCIDENTS /INCIDENTS

All injuries, however minor, must be recorded in the West Yorkshire Fire and Rescue Service, Health and Safety online Safety Event Recording System. The system on WY Firespace should be completed by the Station/Building Manager or designated representative on Stations etc. or PMU or otherwise determined at FSHQ. Incidents involving Property Damage must also be reported to the PMU.

5.24.2 REPORTABLE ACCIDENTS

Should a person be absent from work or be incapacitated from their normal duties for seven days following an accident, or require attendance at a hospital for more than 24 hours then the PMU must be informed and arrangements put in hand to fill out the RIDDOR Notification to the Health and Safety Executive. This shall be carried out by the contractor and a copy of the report issued to the PMU. It is a requirement under the RIDDOR regulations that all reportable accidents are investigated. The contractor shall instigate a full investigation of all reportable accidents and provide copies of the report together with any recommendations to improve the Health Safety and welfare of all persons on site.

5.24.3 NOTIFIABLE ACCIDENTS/DANGEROUS OCCURANCES

The RIDDOR Booklet (HSE 11) defines Dangerous Occurrences and accidents that are immediately notifiable. In the event of either, other than those covered by Fatal and Serious Incident section, the following procedure must be instigated:

i) Health and Safety Executive must be informed by telephone immediately (record date and time).

ii) Inform the Station/Building Manager and the PMU immediately. iii) Record the Incident on the online WYFRS Health and Safety, Safety Event

Recording System. iv) Begin investigation procedure.

5.24.4 ACCIDENT INVESTIGATION

The Health and Safety Executive, WYFRS representative and Contractors Investigation team will be required to investigate serious accidents. Initial investigations by the site team can be invaluable when establishing cause. Following a reportable, fatal or serious accident and in case of a dangerous occurrence a nominated person will be required to begin an investigation.


DO NOT ALTER OR CHANGE ANYTHING UNLESS IT IS A RISK TO LIFE OR UNTIL INSTRUCTED TO BY THE HEALTH and SAFETY EXECUTIVE.

Take Photographs

Hold damaged plant or equipment on site.

Take Statements from witnesses; get their names and addresses.

Interview the injured person if possible.

Take a Statement from the Supervisor.

Make any notes or sketches that may help to establish cause.

Do not speculate as to who is to blame.

5.24.5 ACCIDENT REPORT

Following a reportable, fatal or serious accident, an Accident Investigation should be instigated as soon as possible and should include the following items:

1. Name of site, location, responsible persons. 2. Investigator’s Report. 3. Copies of completed insurance forms. 4. Witness Statements. 5. Record of Training for parties involved. 6. Supervisor’s Instructions and/or written Method Statements Risk

Assessments. 7. Photographs. 8. Weather conditions. 9. Conclusions 10. Recommendations.

5.25 COMPETENCE Duty holders under the regulations need to demonstrate their competence to carry out their roles. When making appointments, clients i.e. PMU or other designated parties should assess this competence based on the needs of a particular project and be proportionate to the particular risks involved. For most projects, duty holders will need experience in the type of work being undertaken as well as, in most cases, possessing formal professional qualifications.

The Approved Code of Practice (ACOP) for the regulations outlines core criteria for demonstration of competence for companies, contractors (including principal contractors), CDM co-ordinators and designers. The PMU holds an Approved List database of contractors and consultants who have undergone pre-qualification assessment to undertake works. This list is maintained and the PMU shall select contractors from the list for works which they have adequately shown competence with respect to the pre-qualification process.

5.26 TRAINING

The contractor, as an employer, has a clear and well-established duty to train his own employees. The contractor must also ensure, so far as is reasonably practicable, that contractors are fulfilling their responsibilities to train their own employees.


5.27 PRE-CONSTRUCTION INFORMATION (REQUIRED FOR ALL PROJECTS)

Pre-construction information contains relevant health and safety information which all those involved in the project including designers and contractors will need to satisfactorily plan the work. Once a contractor is appointed, he will use this information to develop his construction safe systems of work.

For non-notifiable projects, it is the responsibility of the PMU to provide this information directly to the contractor.

The contents of the pre-construction information pack will therefore be the result of co-operation between the client, designers and others who may have any necessary information.

Such information should generally include:

a description of the project, which must include key dates and the minimum time allowed between the appointment of a principal contractor and the instruction to commence work on site

the client’s considerations and management requirements such as welfare provisions, security, permit to work systems required and fire precautions

environmental restrictions and existing on-site risks including safety and health hazards, asbestos records, hidden or underground services etc.

significant design and construction hazards (including design assumptions, significant risks identified during design and materials requiring particular precautions)

(Safety hazards will include such things as existing storage of hazardous materials, location of existing services, ground conditions and information regarding the stability etc. of existing structures. Health hazards will include asbestos surveys, contaminated land and health risks arising from the client’s activities.)

This is a non-exhaustive list and the actual contents will depend on the type and complexity of the project.

5.28 SITE WASTE MANAGEMENT WYFRS are responsible for their own waste from their own activities and are aware of their responsibilities with respect to the recycling and reuse of waste materials from their activities. WYFRS does not however dispose of contractors waste materials and thus all contractors are responsible for the disposal of material generated from their activities on the WYFRS sites. Where a management plan is required to be provided, the contractor will ensure that the site waste is safely and suitably disposed of in licensed and appropriate disposal sites. Where requested, contractors will be required to provide copies of waste transfer notes and copies of the waste carriers licence to the PMU for verification and audit purposes. Where contracts are likely to exceed £300 000, contractors are responsible for developing a Site Waste Management Plan (SWMP) as appropriate for the size of the contract and in accordance with the Site Waste Management Plans Regulations 2008.


5.29 CONTRACTOR INSURANCES WYFRS require the following insurance levels to be maintained by all main building contractors and sub-contractors on the WYFRS, PMU Approved List, from which selection for work orders is made. These are currently:

Employers Liability £10 Million Public Liability £5 Million.


APPENDIX 1 HOT WORKS PERMIT/ WORKS PERMIT (FOR HIGH RISK WORKS) THIS PERMIT APPLIES ONLY TO THE AREA SPECIFIED BELOW

AND IS VALID FOR PERIOD OF ISSUE ONLY

1. AUTHORISATION Permit No: ________________ Permission is granted to: (Name) of (Department/Company):_______________________________________________________________ To use (describe equipment):______________________ in the:__________________________(Building) Exact Location:___________________________________________________________________________ Period valid (state Dates/Times):_______________________________________________________________________ Nature of Operation:__________________________________________________________________________ Signature of Responsible Person:__________________________________________ Date:__________________________ As the Person in Charge of the operation, I confirm that I am aware of the content (or have received a copy) of the West Yorkshire Fire and Rescue Service Guidance Notes on (Hot Work Procedures/High Risk Work Permit Procedures). I also confirm the above location has been examined by me and all the necessary precautions have been/will be taken to control all the identified risks. NOTE – If work is carried out by a contractor, the main contractor is responsible for ensuring compliance by all sub-contractors. Signature of Person in Charge:____________________ Print Name:___________________________ After signing, the top copy of the permit is to be handed to the Person in Charge and the duplicate retained by the Responsible Person.

SEE ATTACHED FOR GUIDANCE ON FIRE PRECAUTIONS AND EMERGENCY PROCEDURES 2. FINAL CHECK UP The work area and all adjacent areas to which sparks and heat might have spread (e.g. floors below, opposite side of walls etc.) were thoroughly inspected on completion of the operation and for at least one hour after the work was completed and were found to be fire safe. Signature of Person in Charge:______________________ Date:_____________ Time:__________

AFTER SIGNING, RETURN THE PERMIT TO THE RESPONSIBLE PERSON 3. PERMIT CLOSURE Permit closed. Signature of Responsible Person:__________________________ Date:__________ Time:__________


APPENDIX 2

GUIDANCE FOR THE PERSON IN CHARGE OF THE HOT WORK OPERATION WHAT YOU SHOULD DO BEFOREHAND: • Ensure you have a sufficient number of suitable fire extinguishers available, • Ensure that you are aware of the safety precautions contained within the Hot Work

Guidance Notes. WHAT YOU SHOULD DO WHEN YOU ARRIVE ON SITE (CONTRACTOR ONLY):

• Report your presence to the Station Commander, Reception or other responsible

member of staff. Make sure that someone in Authority knows you are there, what you are doing and how long you are likely to be there. Arrange to report back when you leave.

BEFORE YOU START WORK, FIND OUT THE FOLLOWING:

• Where the escape routes and fire exits are for the building, particularly if you are working

in an isolated area, • The location of the nearest fire fighting appliances, (in case they are needed as back up), • The location of the nearest fire alarm call point (break glass call point), • The location of the nearest available telephone, • What the Fire Action Notices for the building say (read these notices, they will tell you

what to do in the event of a fire or on hearing the alarm of fire), • Who to contact to isolate the fire alarm system. (Note: normally a period of notice is

required for this to be done). WHAT YOU SHOULD DO WHEN WORK IS COMPLETE:

• Check the area to ensure that there are no smouldering fires. • Ensure that the fire alarm system has been re-activated and all detector heads

uncovered. • Sign off the bottom part of the Permit and return it to the person who issued it. WHAT YOU SHOULD DO SHOULD A FIRE BREAK OUT:

It is essential to remember that in the event of a fire, the first few moments are the most critical and the actions taken during this period will probably influence the outcome of the incident. • Immediately, if working within a building, raise the alarm by operating the nearest break

glass fire alarm call point and contact the fire brigade through the normal 999 emergency systems.

• Outside working: contact the fire brigade through the normal 999 emergency systems.


• If possible, tackle the fire with the appropriate fire extinguisher - but only if safe to do so.

• If in doubt, evacuate the premises by way of the nearest fire exit. • If you do decide to tackle the fire, ensure that you have an escape route - do not let the

fire get behind you. • Report to the person in charge at the assembly point as directed on the Fire Action

Notice and await further instructions. • Provide information to the fire brigade when they arrive. • Inform the Responsible Person of what has happened when safe to do so.

IN ALL CASES OF FIRE THE FIRE BRIGADE MUST BE CALLED IMMEDIATELY AND PROPERTY MANAGEMENT UNIT TO BE INFORMED OF THE SITUATION


APPENDIX 3 ASBESTOS POLICY AND PROCEDURES

Asbestos Policy and Procedures

ASBESTOS MANAGEMENT PLAN

Issue date : May 2012

ISSUE: Original PREPARED FOR: WYFRS by Andrew Jackson – Acorn Analytical Services

Approved √

Authorisation and Amendment Record

Authorship: Andrew Jackson – Acorn Analytical Services

This Policy was formally Adopted by the Brigade on Date:

Insert Date May 2012

Review Period: Every Two Years or on a significant change in legislation

Review date: May 2014

Review Managers: Property Management Unit, WYFRS

Distribution: WYFRS Online. Appended to Contractors and Visitors Guide

Amendment Record Original Issue


West Yorkshire Fire and Rescue Service Asbestos Management Plan

Contents

1. General Statement

2. Responsibilities

2.1 Chief Fire Officer 2.2 Property Management Unit Responsibilities 2.3 Station Officer and WYFRS maintenance Staff Responsibilities

3. Identification of Asbestos Containing Materials

4. Asbestos Register and Re-inspections 4.1 Contents 4.2 Audit Process 5. Management of ACM’s 5.1 Notifiable Asbestos Products 5.2 Non-notifiable Asbestos Products 5.3 Testing Laboratory 6. External Contractors on WYFRS Properties. 7. Emergency procedures 8. Review of Management Plan

Addendum 1 PROCEDURE FOR THE COMMUNICATIONS DEPARTMENT WORKING IN PROPERTIES CONSTRUCTED PRIOR TO 1999.

Addendum 2 PROCEDURE FOR EXTERNAL CONTRACTORS WORKING IN

PROPERTIES CONTAINING ASBESTOS MATERIALS CONSTRUCTED PRIOR TO 1999.

Addendum 3 SURVEY ASSESSMENT DOCUMENT


West Yorkshire Fire and Rescue Service Asbestos Management Plan

1. General Statement West Yorkshire Fire and Rescue Service (WYFRS) recognises its responsibilities and duties under the Health and Safety at Work Act 1974 and the Control of Asbestos Regulations 2012. The document is designed to protect employees, visitors and contractors from hazards associated with asbestos and provides information on roles and responsibilities for the management of asbestos containing materials (ACMs).

This Asbestos Management Plan relates solely to the management of ACM’s and aims to ensure that all ACM’s are effectively managed and resultant risks are reduced by inspections, monitoring, re-inspections, removal and remedial work as well as restricting access to those localised areas where ACM’s have been identified or are strongly suspected of being present. WYFRS is responsible for 47 fire stations and FSHQ. It has Management Surveys for all buildings which were constructed prior to 1999.

2. Responsibilities WYFRS has an explicit duty to assess and manage the risks from ACM’s. The Chief Fire Officer is the WYFRS Duty Holder. 2.1 Chief Fire Officer is responsible for:

I. The implementation of the Company’s Asbestos Policy.

II. Ensuring adequate resources are made available for the implementation of the plan.

III. Ensuring WYFRS is fully compliant with the Control of Asbestos

Regulations 2012.

2.2 The Property Management Unit are responsible for:

i. Ensuring that the Asbestos Management is compliant with the current legislation and WYFRS Asbestos Policy.

ii. Ensuring the registers are kept up to date recording the location and

condition, maintenance and removal of all ACM’s

iii. Assessing and recording the risk of exposure and document actions necessary to manage the asbestos.

iv. Sealing, repairing, labelling or removing asbestos if there is a risk of

exposure.

v. Ensuring Asbestos Management control measures such as the designation of a “Restricted area” are initiated, due to the poor


condition of ACM’s and are maintained until circumstances change through remedial or removal works.

vi. Making current information available to those who may come into

contact or may disturb ACM’s prior to the commencement of any works which may have the potential to bring staff, contractors etc. into contact with any ACM’s. Also, consulting with and enabling contractors to reference the Asbestos Register information.

2.3 Station Officers and WYFRS Maintenance Staff are responsible for:

i. Ensuring they comply with their obligations under WYFRS Health and Safety policy and procedures.

ii. Ensuring they and any persons under their control avoid any activity

that may damage or disturb ACM’s.

iii. Following all control measures implemented by WYFRS to manage ACM’s.

3. Identification of Asbestos Containing Materials A full management Survey has been undertaken at all WYFRS sites that were constructed before 1999. The surveys were undertaken by a UKAS Accredited Testing Laboratory and Inspection Body. A copy of the report is held by the Property Management Unit and issued to all sites, under the control of the Station Officer. The Property Management Unit has issued written instruction to the Station Officer regarding the Asbestos Survey Report

All external Contractors who work at WYFRS sites must as a minimum have Asbestos Awareness Training which has been undertaken by WYFRS authorised Supplier. The Awareness training gives instruction to the external contractors on the WYFRS procedures on:

Signing in and Induction procedures at Fire Stations Locations of WYFRS Survey Reports Understanding WYFRS Survey Reports. When Asbestos Refurbishment Surveys are required.

Prior to any major refurbishment or demolition works all sites will be subject to a Refurbishment / Demolition survey this will be undertaken by a UKAS Accredited testing and inspection laboratory

4. Asbestos Register and Re-inspections

4.1 The Current asbestos register was updated in 2010. It contains information for identified and suspected ACMs on their:

o Location o Product Type o Quantity o Analysis Result o Condition o Recommendations


The Reports also generate a register of Risk for the ACM’S. The register of risk algorithm shows the materials in risk order. A full key to the scoring for each factor is contained in the survey report.

a. WYFRS will undertake re-inspections of the known asbestos bearing materials on a bi-yearly basis to ensure the Asbestos Register has been kept up to date. The audit process shall involve a visual inspection of all ACM’s listed in the asbestos register. Each material will be re-assessed on its condition and likelihood of disturbance by WYFRS nominated Asbestos Consultant. Results from the audit will be incorporated into the asbestos register. Where changes are identified, risk assessments will be revised and recommendations adjusted and appropriate management controls put into place.

5 Management of ACM’s. Identified ACM’s have been assessed for Risk and categorised in priority order for the purposes of implementing Control Measures. WYFRS is committed to minimising the risks from asbestos.

5.1 For Notifiable Licensed Asbestos removal works, WYFRS have an approved

contractor list. For a Licensed Contractor to be considered for the list, they must meet the following criteria:

Members of ARCA CHAS Membership Production of 3 Years accounts 2 Year asbestos licence £1 million PI Insurance £10 million PL Insurance

5.2 Non Licensed Asbestos Removal Works now fall into two categories, 1)

Notifiable Non Licensed work and 2) Non Notifiable Non Licensed work. It is the policy of West Yorkshire Fire and Rescue Service to employ a Licensed Asbestos Removal contractor to undertake the safe removal of any Asbestos Containing Material.

5.3 Any asbestos removal works will require the works to be inspected by a UKAS Accredited Testing Laboratory. The Brigade will employ the testing laboratory for any such works this will ensure impartiality between the removal contractor and the Testing Laboratory. Any Laboratory that is to undertake the works must meet the following criteria:

UKAS Accredited to ISO 17025 and ISO17020 ATAC Membership CHAS Membership Production of three years accounts £10million Public Liability insurance £1million Professional Indemnity Insurance And show independence from any asbestos removal

contractors on approved list


6 External Contractors on WYFRS properties. The external contractor will have been given training on the use of WYFRS Asbestos survey reports and where they are located on site. They will have to sign to say they have inspected the report prior to the commencement of any works. The Property Management Department will check for the presence of ACM’s by referring to the Asbestos Management Survey Reports. The Property Management Department will assess the reports and

1. Decide if a refurbishment is required, 2. The ACM’s Locations within the building, 3. The limitations during the survey report.

The Property Management Department will liaise with the approved UKAS Testing Laboratory for advice on the needs of each individual project. The Refurbishment Surveys will be specific to the task involved.

The Management Surveys WYFRS holds are detailed reports. Every effort has been made to identify locations; it cannot be assumed that all incidents of ACM’s have been identified.

All external contractors are required to have current Asbestos Awareness Training, and are instructed to stop works immediately should they identify any suspect materials and contact the Property Management Unit. 7 Emergency Procedures and Reporting of Suspected ACM’S The following procedure must be followed whenever suspected ACM’s are discovered or accidentally released or disturbed.

Stop Work Immediately Isolate the Area i.e. close windows and doors and ensure it is evacuated Post Warning Notices and inform people in the immediate area and request

everyone keep away Inform the Station/Building Manager and WYFRS Property Management Unit

of the occurrence. Appropriate risk assessments and control measures shall be agreed following consultation with WYFRS Asbestos consultant and implemented to avoid exposure of ACM’s to building users. Encapsulation, treatment or removal of disturbed ACM’s shall be carried out in accordance with current legislation before areas are re-occupied. PMU are to report any such eventualities on the WYFRS online, Health and Safety, Safety Event Recording System. 8 Review of Asbestos Plan The Asbestos Management Plan shall be reviewed Bi-Annually by the Property Management Department, in respect of changes made to the relevant legislation and any other material changes which need to be reflected therein. The plan will then be authorised by WYFRS Health and Safety department


LIST OF ADDENDUMS

Addendum 1 PROCEDURE FOR THE COMMUNICATIONS DEPARTMENT WORKING IN PROPERTIES CONSTRUCTED PRIOR TO 1999. This document is a procedure for the communication department. It is a flow chart that they must follow when undertaking any works on site.

Addendum 2 PROCEDURE FOR EXTERNAL CONTRACTORS WORKING IN PROPERTIES CONTAINING ASBESTOS MATERIALS PRIOR TO 1999. This document is a procedure for External Contractors. It is a flow chart that they must follow when undertaking any works on site.

Addendum 3 SURVEY ASSESSMENT DOCUMENT To be completed by the Property Management Unit when assessing if a Refurbishment survey is required. This document is a formal check that an assessment has been made. ** Please Note, there is a standard WYFRS “Contractors Induction” signing in procedure which is shown as Appendix 4 of the “Management of Contractors, Visitors and WYFRS Properties” document.


ADDENDUM 1 - PROPERTY MANAGEMENT UNIT

PROCEDURE FOR COMMUNICATIONS DEPARTMENT WORKING IN PROPERTIES CONSTRUCTED PRIOR TO 1999

`

ARE YOUR PROPOSED WORKS INVASIVE/ DESTRUCTIVE? IE:

DRILLING HOLES REMOVING PANELS REMOVING SUSPENDED CEILINGS REMOVING FLOOR TILES ETC

NO

SUPPLY PMU WITH DETAILED

BRIEF/QUOTATION AND COST CODE. PMU

WILL THEN ORDER AND MANAGE THE

WORKS.

YES

CONTACT PMU WITH DETAILED BRIEF/QUOTATION AND DRAWINGS

CAN INVASIVE WORKS BE AVOIDED, LIAISE WITH PMU AND CONTRACTOR TO SEE IF

THERE IS AN ALTERNATIVE ROUTE. HAS THE BRIEF CHANGED YES

SUPPLY PMU WITH ALTERNATIVE BRIEF, QUOTE DRAWINGS

AND COST CODE. PMU WILL THEN ORDER AND MANAGE THE

WORKS

PMU WILL REVIEW THE MANAGEMENT SURVEY AND IF NECESSARY ARRANGE FOR AN

ASSESSMENT OR REFURBISHMENT SURVEY TO BE CARRIED OUT

AREAS IDENTIFIED IN BRIEF ARE CLEAR OF ANY

ASBESTOS

SUPPLY PMU WITH COST CODE. PMU WILL

THEN ORDER AND MANAGE THE WORKS.

AREAS IDENTIFIED IN BRIEF CONTAIN ASBESTOS CONTAINING MATERIALS

PMU WILL ARRANGE FOR THE ASBESTOS TO BE

REMOVED

ASBESTOS CLEARANCE CERTIFICATES MUST BE PROVIDED BY THE SPECIALIST ANALYST

PRIOR TO COMMENCEMENT OF WORKS

NO

PMU TO UPDATE THE MANAGEMENT SURVEY

NO

SUPPLY PMU WITH COST CODE WHO WILL THEN ORDER AND MANAGE THE WORKS


ADDENDUM 2 - PROPERTY MANAGEMENT UNIT

PROCEDURE FOR EXTERNAL CONTRACTORS WORKING IN PROPERTIES CONSTRUCTED PRIOR TO 1999

ARE THE WORKS INVASIVE/DESTRUCTIVE? IE:

DRILLING HOLES REMOVING PANELS REMOVING SUSPENDED CEILINGS REMOVING FLOOR TILES ETC

NO

CONTINUE WITH WORK YES

CONTACT PMU WITH DETAILED BRIEF AND DRAWINGS

CAN INVASIVE WORKS BE AVOIDED, IS THERE AN ALTERNATIVE ROUTE YES CONTINUE

WITH WORK

PMU WILL REVIEW THE MANAGEMENT SURVEY AND IF NECESSARY ARRANGE FOR A

REFURBISHMENT SURVEY TO BE CARRIED OUT AREAS IDENTIFIED IN

BRIEF ARE CLEAR OF ANY ASBESTOS

CONTINUE WITH WORK

AREAS IDENTIFIED IN BRIEF CONTAIN ASBESTOS CONTAINING MATERIALS

PMU TO ARRANGE FOR THE ASBESTOS TO BE REMOVED

ASBESTOS CLEARANCE CERTIFICATES MUST BE PROVIDED BY THE SPECIALIST ANALYST PRIOR TO COMMENCEMENT OF

WORKS

HAS THE BRIEF CHANGED

NO YES

PMU TO UPDATE THE MANAGEMENT SURVEY

NO


ADDENDUM 3 – ASBESTOS MANAGEMENT

GUIDANCE ON THE DECISION TO SURVEY FOR ASBESTOS PRESENCE

a) BACKGROUND This guidance has been created to help managers of maintenance / construction projects at WYFRA (the Authority) premises to decide whether they have enough information to enable effective control over damage to any asbestos containing materials (ACMs) that maybe present. b) LEGISLATION Under Control of Asbestos Regulations 2012 the Authority has a duty to manage asbestos exposure. The Authority has completed a second round of Management Surveys of all Authority premises. Consequently there is a very good knowledge of ACMs on the surface fabric of all WYFRS premises and within easily accessible voids such as suspended ceiling voids, lofts, cellars etc. This arrangement allows effective management to be implemented for most routine maintenance tasks and even low level refurbishment activities. However there will be occasions when maintenance or construction work will cause some damage to the fabric of the building and it is at this time that managers must ask themselves the question:

Will this work damage any hidden, unknown ACMs and cause someone to be exposed to airbourne asbestos fibres?

The following is an extract from the HSE publication HSG 264 – Asbestos Survey Guide: Management surveys should cover routine and simple maintenance work. However it has to be recognised that where ‘more extensive’ maintenance or repair work is involved, there may not be sufficient information in the management survey and a localised refurbishment survey will be needed. A refurbishment survey will be required for all work which disturbs the fabric of the building in areas where the management survey has not been intrusive. The decision on the need for a refurbishment survey should be made by the duty holder ( probably with help from others). This advice may help in many cases but there are many simpler jobs (e.g. fitting a shelf) where the above guidance does not help and responsibility has been shifted back to project managers to make judgements on possible asbestos exposure from those borderline activities. c) PRACTICAL GUIDANCE AT WYFRS If a building has been built after 1999 then no consideration needs to be given to the presence of asbestos during any fabric disturbance works. Otherwise for all buildings built before 1999 the following guidance must be applied: Any work that involves dismantling of significant parts of a buildings fabric and or entering areas (voids, external wall cavities etc.) of unknown content must have a Refurbishment Survey completed before that work commences. The refurbishment survey should be specific


to the works that are to be undertaken. The survey may require an external consultant to visit the site and undertake the survey or on some smaller projects the Property manager involved in the scheme may undertake the assessment. Guidance is as follows to help judgement with borderline cases: Some examples of when the Property Manager can carry out the assessment are as follows:

A contractor is fixing an external light to a solid brick wall. He needs to drill a hole through the brick wall to take the electrical cable. The internal wall is also block wall.

Asbestos bearing materials are unlikely to be used in an external wall cavity between two solid building components, and as such the Property Manager can complete the Section 2 of this report and give the contractor the go ahead to carry out the project.

A contractor wants to attach a notice board to an internal wall.

Due to the wall being a solid construction the attachment of the notice board will not penetrate through the structure of the wall and should not disturb asbestos bearing material.

Some examples where the Property Manager should not carry out the assessment include:

A contractor wants to install some new alarm sensors within the building. The sensors are to be hard wired in and cables will link all the sensors together.

The installation of any cabling will involve the removal or breaching of fire stopping material in the ceiling void. A Management Survey may identify a double skinned plasterboard firebreak within the ceiling void. The Refurbishment Survey will tell us what’s inside the double skinned firebreak.

A contractor wants to re-insulate a boiler room. The survey report has been inspected and no suspect materials have been identified. The contractor wants to remove all fibreglass insulation.

It is possible the asbestos containing residues are present below the fibreglass insulation. These would not have been identified on the original survey as it would involve the removal of the fibreglass insulation.

Generally

1. Avoid invasive fixing of items onto plaster board walls / panels wherever possible. 2. It is acceptable to drill or channel into solid brick / breeze block walls if the cavity

beyond the surface material will not be breached e.g. fittings raw plugs into brick. 3. It is also acceptable to screw directly into solid wood or other non-asbestos materials

(e.g. plastic) where you will be plugging any damage to the material as you are making the hole.

4. Speak to WYFRS external asbestos consultant and get their advice with a view to having a local Refurbishment Survey carried out before work commences.

5. If contractors, whilst carrying out their duties, find any hidden materials which could contain asbestos containing materials that have not been identified on the management survey, should cease work immediately, make the area safe and contact the project manager who will then ask a specialist to carry out a refurbishment survey.


REQUEST FORM FOR REFURBISHMENT SURVEY

1 Station the works are required

2 Date works are planned be undertaken

3

Details of works to be undertaken

4 Does the work require an assessment by external asbestos consultant

5 Does the work require an assessment by WYFS

Details of the assessment. (if

external consultant have undertaken the

assessment then attach

refurbishment survey to this

report)

If the assessment is undertaken by WYFS then please sign and date below to confirm the works have been assessed.

Assessment Undertaken By

Signed

Date


APPENDIX 4 Contractors Induction Signing In / Identification / Hazard Advice

All contractors must sign in and out of the visitors 856 form/book before commencing and after completing work.

Prolonged contracts will require a daily sign in unless otherwise arranged.

All contractors must produce acceptable identification.

All contractors or supervisors must have the Official 855 Works Order with them.

All contractors must obey any reasonable safety or guidance instructions of Fire Service personnel. Any requests for additional work are to come via PMU.

Specialist information for contractors is available in the Property Management Unit file, (including the Asbestos Register) usually located in the watch room or near the building entrance.

Advise upon any special mobility or disability requirements you may have.

Ensure that you have parked in an appropriate location.

Advise the Officer in Charge if your work may create any hazards.

Request guidance so as to be aware of any hazardous situations, conditions or activities within the building which may affect your work.

If working alone, advise where the work is planned and the type of work.

Ensure you are familiar with the layout of the building to safely carry out the work and the position of the First Aid Kit, Fire Alarm call points and extinguishers.

Do not leave any exposed or unprotected hazards unattended or when leaving.

Secure the outer door if the building is otherwise unattended, when leaving.

Smoking Policy

West Yorkshire operates a total smoking ban throughout each workplace. Fire Alarm and Emergency Turn Out Alarm Procedures

Fire Alarm call points are situated at strategic points throughout the property.

On hearing the fire alarm, please leave the building by the nearest fire exit and assemble at the designated point in a safe position away from the building.

Do not re-enter the building until informed or guided by Fire Service staff.

Suspicious packages must not be moved in any circumstances and the officer in charge of the duty shift is to be informed.

Be aware of Fire Service Emergency Turn out signal arrangements, a demonstration can be provided on request.

If a Turn Out activation occurs, stand clear to let Fire Fighters pass through corridors, doorways and stand away from pole drops.

Accidents

Accidents however minor must be notified to the on duty officer in charge.

The location of the first aid kit should normally be in the duty Watch Room.

Qualified first aiders are available when manned appliances are on station.

The near miss reporting procedure is to be adhered to.

In the event of an emergency, dial 9 on station telephones for an outside line.


Welfare Arrangements

Both male and female toilets/washing facilities are located within the building.

Drinks/meals can be taken in the station dining room. No industrial clothing is to be worn with the exception of footwear.

Please see the Station Commander or officer in charge if you have any personal items which require temporarily securing.

Any welfare facilities used are to be treated with respect and left clean and tidy.

Carrying Out the Work

Ensure you are only carrying out the work as instructed by the works order.

Ensure you have appropriate access arrangements, tools and work materials.

Ensure all appropriate Risk Assessments and Method Statements for the work are in place. If the scope of the task changes, the Risk Assessments and Method Statements should be updated accordingly.

Ensure you are familiar with and can refer to and follow the requirements of the Property Management procedures for the management of Contractors and visitors to WYFRS Properties.

Ensure you have and correctly use all necessary Personal Protective Equipment.

Ensure only Asbestos Aware Contractors or operatives are carrying out invasive works on WYFRS properties.

Ensure that the Asbestos Register has been checked if you are carrying out any invasive work to determine the area is free from known asbestos products.

If there are any doubts, contact the Property Management Unit before commencing works.

Leave the site in a clean, tidy and safe condition. Enquiries / Complaints

Please contact the officer in charge with any further health and safety queries.

Any formal complaints are to be made to the officer in charge in the first instance.

Finally, and most importantly, please carefully plan and safely implement the required works !!!

Many Thanks Property Management Unit

Contractors Declaration

By signing the visitors book, I confirm my understanding of the requirements of this Contractors Induction and fully agree to comply with the conditions therein.


Visitors Induction Signing In / Identification / Hazard Advice

Visitors must sign in and out of the visitors 856 form/book when arriving/leaving.

Visitors must obey reasonable safety or guidance instructions of WYFRS Staff.

Please advise upon any special mobility or disability requirements.

Ensure that you have parked in an appropriate location.

Ensure you are familiar with the layout of the building to safely vacate the building in a Fire Alarm activation or emergency.

Secure the outer door if the building is otherwise unattended, when leaving.

Do not create any hazards or obstructions.

Please note, WYFRS operate a total smoking ban throughout each workplace. Fire Alarm and Emergency Turn Out Alarm Procedures

Fire Alarm call points are situated at strategic points throughout the property.

On hearing the fire alarm, please leave the building by the nearest fire exit and assemble at the designated point in a safe position away from the building.

Do not re-enter the building until informed or guided by Fire Service staff.

Suspicious packages must not be moved in any circumstances and the officer in charge of the duty shift is to be informed of any.

Be aware of Fire Service Emergency Turn out signal arrangements, a demonstration can be provided on request.

If a Turn Out activation occurs, stand clear to let Fire Fighters pass.

Accidents

Accidents however minor must be notified to the on duty officer in charge.

The location of the first aid kit should normally be in the duty Watch Room.

Qualified first aiders are available when manned appliances are on station.

In the event of an emergency, dial 9 on station telephones for an outside line. Welfare Arrangements

Both male and female toilets/washing facilities are located within the building.

Where appropriate, accessible facilities may also be available.

Drinks/meals may be provided, subject to local management discretion.

Any welfare facilities used are to be treated with respect and left clean and tidy. Enquiries / Complaints

Please contact the officer in charge with any further health and safety queries.

Any formal complaints are to be made to the Officer in Charge.

Visitors Declaration

By signing the visitors’ book, I confirm my understanding of the requirements of this Visitors Induction and fully agree to comply with the conditions therein.


APPENDIX 5

ENERGY CONSERVATION STATEMENT Where possible, the Authority continually tries to reduce its consumption of energy. This is with a view to Government recommendations and worldwide initiatives to minimise the depletion of the Worlds natural and energy resources and reduce emissions of Carbon Di-Oxide and other contaminants into the atmosphere. The Authority's concern about the cost of energy waste and inefficiency forms an incentive to carefully manage and incrementally reduce its considerable energy consumption budget. From a practical viewpoint, all personnel should try to ensure that energy is properly utilised and waste minimised by good site management and the turning off of equipment and services when not in use. Also equipment which is inefficient in operation should be repaired or replaced. Wherever possible, the Property Management Unit incorporates energy efficiency measures within building refurbishment and repair schemes. For example thermal insulation is introduced during re-roofing schemes and building fabric improvements and defective heating and electrical installations are replaced with more efficient systems and controls. For environmental protection purposes, contractors should carry out their tasks in a manner which prevents unnecessary or wasted consumption or usage of electricity, other energy sources, water, or materials. The commitment of WYFRS to safeguarding the environment is detailed in the WYFRS Environmental Policy Document and supported by other associated guides and initiatives available for further reading on the WYFRS Website, www.westyorksfire.gov.uk Robert Davison Property Manager WYFRS


APPENDIX 6 SITE RULES Rule 1 Site Induction You are not permitted onto site unless you have received an induction and signed the visitor’s book confirming you are aware of the hazards within the building. Rule 2 Safe Working Carry out the works in accordance with the Method Statements and Risk Assessments. Rule 3 Safety Equipment (PPE) Where required, must be worn, example: eye protection when chipping, grinding using cartridge tools etc. – you only have one pair of eyes, and yes they are irreplaceable. Where risks to the respiratory system cannot be removed, then respiratory protection must be worn, e.g. for dust, fumes and gases. When in doubt, ask! Wear hearing protection when working in noisy locations or with noisy equipment. These will be signed with warning signs – obey them! Rule 4 Head Protection It is policy of WYFRS, that when working in any areas which may have a risk of falling materials or areas as highlighted within your companies specific risk assessments that head protection must be worn. Rule 5 Safety Barriers/Devices No unauthorised person must remove protective devices, i.e. machine guards, guard-rails, toe-boards, hop-ups, ladders, etc. Rule 6 Hazardous Substances (COSHH) Make sure you have the health and safety information, on the substances you are using. If the substances are a hazardous substance under the COSHH Regulations, you will be required to provide an assessment of the risks and the control required to work safely with the substance. Rule 7 Safety Signs Obey Safety Signs. These signs are displayed, for yours and everyone’s health and safety on the premises. You have a responsibility to co-operate in maintaining safety measures on the premises, and a responsibility to ensure you do not place anyone else at risk from your activities.


Rule 8 Electrical Only electrical equipment that is 110v, correctly maintained and PAT tested is allowed on WYFRS sites. Rule 9 Access and Egress Keep accesses and entrances/exits clear of obstructions; do not store equipment or materials in front of fire exits, fire equipment and other safety facilities. Rule 10 Safe Access and Egress In every instance the buildings must be kept tidy and safe, rubbish must be removed on a regular basis. Equipment and materials should not be left in a dangerous or inconvenient position. Rule 11 Waste Material Ensure skips and materials are located in the agreed designated locations and that skips are promptly removed when full. Damp down or cover skips as necessary to prevent excess dust and debris contaminating the area. Rule 12 Mobile Plant, Machinery and Lifting Equipment Only competent persons authorised by site management will be allowed to drive and operate site plant, for example cranes, dumpers, hoists, folk-lift trucks, excavators, abrasive wheels, bench saws, etc. Before any contractors’ major plant or machinery is introduced onto WYFRS property, PMU must be advised in order to ensure its appropriateness and authorise its provision and use. If previous agreement has been determined at project planning meetings with the PMU, PMU are to be advised as a matter of courtesy, prior to its application. Rule 13 Access Equipment The provision of all necessary Access Equipment is the responsibility of the contractor who should verify that it is appropriately tested and certified as being in a sound and acceptable working condition, before its use. Ladders are not to be used as working platforms unless there is no suitable alternative and risk assessments justify their use and methods of control. Station Pole Drops are not to be used other than by trained WYFRS staff. Rule 14 Parking Site persons must park their personal transport in a safe location so as not to cause visibility problems or inconvenience or restricts access to emergency vehicles.


Rule 15 Duty of Care If you discover a dangerous situation, report it to someone in authority immediately. Rule 16 Occupied Buildings If you are working within an occupied building treat the occupants with courtesy and respect. Rule 17 Un-Occupied Buildings If you identify you are working within an Un-occupied building, ensure that the tasks being carried out do not place you in un-necessary potential risk. Ensure the site is safe and secure when leaving the building. Rule 18 Drugs or alcohol Drugs or alcohol will not be allowed on the WYFRS premises, nor will any person deemed to be under the influence of drugs or alcohol. Rule 19 Nuisance Noise Transistor radios, c.d. players, cassette or walkmans are not permitted on WYFR premises. Rule 20 Noise and Vibration Regulations set out allowable levels of noise and vibration from machinery/equipment to which contractors and others may be subjected. The regulations require risk assessments to identify situations where measures need to be taken to keep within permissible limits and durations. Contractors are therefore to prepare such assessments including reference to manufacturer’s data as applicable and incorporate these in method statements, to ensure no harm comes to anyone on WYFRS property. Rule 21 Control of Substances Hazardous to Health (COSHH) Using chemicals or other hazardous substances at work can put people’s health at risk. Therefore the law requires employers to control exposure to hazardous substances to prevent ill health. They have to protect both employees and others who may be exposed by complying with the Control of Substances Hazardous to Health Regulations (COSHH).

Contractors must carry out COSHH assessments for the use of hazardous substances based upon information from applicable material safety data sheets. The resulting method statements must be followed.


Rule 22 Manual Handling In accordance with the Manual Handling Operations Regulations (which apply to a wide range of manual handling activities, including lifting, lowering, pushing, pulling and carrying,) risk assessments are necessary when there is a risk arising from the activity. WYFRS requires the production of method statements to reflect the findings of risk assessments, as a method of clearly informing operatives of safe methods of working. Rule 23 Young Persons at Work WYFRS encourages young people to enter the construction industry and thus requires all contractors working at WYFRS properties to have a clear understanding of their responsibilities to developing young people within a safe working environment. Job specific risk assessments and method statements must be generated for works they will undertake.

No children are to enter Authority property in connection with construction works unless within an organised and approved awareness function.

Rule 24 Violence at Work People who deal directly with the public or come in contact with other workers may face aggressive or violent behaviour. This may be in the form of verbal abuse, threatening behaviour or physical attack.

The Health and Safety Executive’s definition of work-related violence is as follows:

‘Any incident, in which a person is abused, threatened or assaulted in circumstances relating to their work’.

Verbal abuse and threats are the most common types of incident whilst physical attacks are comparatively rare. Employers and employees have an interest in reducing violence at work. Poor morale, a poor image for the organisation (making it difficult to recruit and keep staff) and extra cost (due to absenteeism, higher insurance premiums and compensation payments) can all have an adverse effect on an organisation’s performance. For employees, violence can cause pain, distress and even disability or death. Physical attacks are obviously dangerous but serious or persistent verbal abuse or threats can also damage employees’ health through anxiety or stress.

For these reasons WYFRS employs a zero tolerance policy in relation to violence at work. Anyone suspected of acting violently whilst working on WYFRS property will be removed from the site until a full investigation has been conducted and appropriate action implemented by the PMU. The building manager is therefore entitled to ask the individual/s to calm down and quietly leave and may also call the Police to en-force a removal if necessary.


Rule 25 Transmission Masts Management control of any work near radio or telephone masts is required due to the scientific uncertainty and concerns surrounding electromagnetic fields (EMF) emissions and discharge associated with transmission mast installations. There are a number of sites where transmission mast equipment is mounted upon WYFRS Fire Station Training Towers. As such, PMU require any contractor working in the proximity of transmission equipment to develop and adopt a safe method of working when undertaking such tasks. Tasks which potentially may result in working within a vertical height of one metre below such equipment may only be carried out with prior management control of the transmission company, including cessation of transmissions during the works as necessary. Contractors must obtain a Permit to Work from PMU before carrying out such work. Rule 26 Security Doors and windows should not be left open unnecessarily. Rule 27 No Burning The burning of rubbish or other materials will NOT be permitted on site. Rule 28 Dress Code Contractors working at WRFRS must ensure compliance with the PPE dress code as stipulated by the site or task requirements. However, as a minimum, all visitors must wear:

High Visibility vest/jackets

Appropriate footwear with mid sole and toe protection

The signing in identification badge, clearly displayed NOTE: Shirtless working is not permitted. Neither is the wearing of work shorts (unless previously approved with PMU for low risk tasks).

Rule 29 Welfare Facilities WYFRS will generally permit the use of toilet facilities by contract operatives implementing works at its buildings. However, this permission is to be respected and the facilities must be left in a clean and tidy condition. The use of the pay canteen at FSHQ Birkenshaw is also permitted during normal meal and break times. Any contractors using this canteen facility must pay for any refreshments to be consumed, must have their identification badge on display and must not wear dirty boots or overalls.


Rule 30 Good Housekeeping The general areas where contractors are undertaking works are to be kept in a reasonable state of cleanliness and tidiness, as far as practical, to prevent slips, trips and fire hazards. Similarly, surplus or waste materials and debris arising from works are to be regularly cleared to prevent obstructions. No projecting nails are to be left lying around. Work upon open excavations or around appliance bay pits are to be highlighted by warning barriers and temporary handrails etc.

No unmarked hazards are to be left unattended or unprotected.


APPENDIX 7

PROPERTY MANAGEMENT UNIT

PROCEDURES FOR REPORTING REPAIRS AND REQUESTING ADAPTATIONS/REFURBISHMENTS

ISSUED BY: PROPERTY MANAGEMENT UNIT WEST YORKSHIRE FIRE AND RESCUE SERVICE OAKROYD HALL BIRKENSHAW WEST YORKSHIRE BD11 2DY ISSUE DATE: NOVEMBER 2012

REQUESTING REPAIRS AND ADAPTATIONS

APPLICATION FORM


PROCEDURES FOR REPORTING REPAIRS AND REQUESTING ADAPTATIONS/REFURBISHMENTS Purpose of Document This guide is to provide advice upon the procedures to be followed by occupiers of Fire Stations and other WYFRS properties for reporting repairs and requesting adaptations and refurbishments to buildings. The guidance illustrates the general principles to be followed although these may vary in some circumstances. The procedures are to assist in prioritising any identified works into priorities of urgent, non-urgent, or improvement, adaptation or refurbishment work. The Property Management Unit contact list is also provided.


1. URGENT REPAIRS Urgent Repairs are usually considered necessary where a situation is unsustainable because it is adversely affecting the building from meeting its required purpose, presents a serious Health and Safety hazard and/or is preventing the occupiers from effectively fulfilling their required duties or welfare functions. Typical examples may include:

leaking or in-operable utility services (gas, water, electric or oil, heating,) blocked toilet facilities or significant water leaks, weather penetration into the building, malfunctioning appliance bay doors, apparently unstable masonry.

Generally, factors may be present in one or more form to create a situation which requires resolving to prevent such an unacceptable situation from continuing. When determining what is urgent or not, consideration should be upon:

Is the situation providing an immediate, direct risk to health and safety, Is there potential for the situation to create an indirect risk to health and safety, Could the situation escalate if not resolved promptly, Is the situation indicating some instability of a part of the building, Is the security of the building or facilities being undermined? Is the situation preventing effective Operational duties?

Circumstances requiring Urgent Repair can be reported by contacting the Property Management Unit by phone and/or email to “property faults” during office hours (normally from 09:00 hrs. to 17:00 hrs. Monday to Friday) or by telephoning MACC outside these times. Emails should identify the type of problem, location and reason for requiring an Urgent Repair. If there is any uncertainty as to whether the required repair should be classed as an “Urgent Repair” under Health and Safety grounds, a risk assessment should be carried out and submitted. PMU or MACC will contact the relevant contractors and ask them to attend as soon as they are practically able. A confirmatory 851 request form (currently paper based but being reviewed for possible electronic issue) must also be sent to PMU detailing the urgent repair, confirming it has been reported by email (or telephone if applicable) and date sent. The 851 request form must be signed by the Station Manager. On completion of the Urgent Repair, the Officer in Charge must confirm by Email that the contractor has attended site and that the work is completed. The Email should be sent immediately to the Finance Department on [email protected] to allow payment certification to the contractor. The email should be copied to “property faults.” If the work does not appear to have been carried out satisfactorily, PMU must be contacted as soon as is possible.

mailto:[email protected]


2. TEMPORARY MITIGATION OF RISKS ARISING FROM BUILDING DEFECTS

For practical reasons, the response time may vary for remedial action to be resolved. Until such time, there is a Health and Safety responsibility upon the building manager to carry out any possible reasonable action to temporarily alleviate or minimise the immediate Health and Safety risks arising from the damage to the building or equipment. Potential examples of such temporary action would vary depending upon circumstances but could include:

o Placing a warning sign (or cones) around the problem, o Communicating awareness of the problem to others likely to be affected, o Placing a temporary or makeshift barrier around the problem, o Placing a bucket under a leak and ensuring its periodic check and emptying, o Setting and communicating temporary workplace arrangements in motion, o Placing a facility out of bounds or use until resolution of the problem.

3. NON URGENT REPAIRS OR ADAPTATIONS If a non-urgent repair or adaptation is required at a fire station or WYFRS property, an 851 request form must be submitted and signed by the Station Manager. This can include repair items not falling into the urgent category and requiring prioritisation for attention when financial and time resources allow, e.g. dripping taps, faulty door handle, worn carpet tiles, broken window blind, broken door closer etc. Where Health and Safety is being stated as a reason to justify prioritisation of a non-urgent request, the 851 should be accompanied by a risk assessment. The Station Manager should complete the duplicated 851 form and send to PMU the top (blue) copy and the middle pink copy. The 3rd sheet should be retained by station as a record. PMU will then assess if, how or when the repair should be carried out. This will be identified on the 851 top copy which will be returned to station. Any 851 forms sent to PMU which are not signed and authorised by the Station Manager will be returned.

When contractors complete the requested works, they will ask the Officer in Charge to sign a yellow copy of the 855 Works Order (Part B) to verify and confirm the works have been completed. This will allow payment certification to the contractor. If no personnel are on station when the works are completed, the contractor will leave the yellow copy (Part B) on station. The Officer in Charge is requested to inspect the works and sign the sheet to confirm completion as soon as possible. The form should be returned to the Finance Department FSHQ to allow payment certification to the contractor.


If the work does not appear to have been carried out satisfactorily, PMU must be contacted as soon as is possible.

4. REQUESTS FOR REFURBISHMENT WORK If a fire station or WYFRS building manager requires any adaptation or refurbishment works due to operational changes, quality upgrades, compliance to new policies, general standards or other reasons, the station or building manager should initially write to the Property Management Unit by email. If the request is likely to result in a substantial project, it should include a business case (Note for Case) to justify the requirement which should in turn be verified and approved by the respective District Manager prior to being forwarded. It should also include an initial Equalities Impact Assessment. The PMU will arrange a meeting with the station or building manager to discuss the project details, potential options and to identify a possible implementation strategy. To progress future refurbishment or adaptation schemes, PMU submit capital bids for consideration by the Fire Authority in the annual Capital Bid process. Depending upon available funding and prioritisation of all schemes, the annual Fire Authority Capital Bid process may result in the funding being approved in full, part, phased, delayed or even totally rejected. Consequently, a scheme cannot be planned, designed and implemented until appropriate funding has been allocated and approved within the Capital Expenditure budget of West Yorkshire Fire and Rescue Authority.

5. PROPERTY MANAGEMENT UNIT CONTACTS For assistance and repair reporting purposes, the first point of contact should be with Susan Tattersfield or Ann Arckless as below. For reference purposes, the list of Property Management Unit staff is shown below.


POST POST HOLDER TELEPHONE EXTENSION

PROPERTY MANAGER ROBERT DAVISON 5728

DEPUTY PROPERTY MANAGER

DARREN TODD 5786

BUILDING CONTRACTS MANAGER

TONY GARNETT 5866

PROJECTS ASSISTANT

SUSAN TATTERSFIELD 5792

ADMINISTRATION ASSISTANT

ANN ARCKLESS 5793


APPENDIX 8


PROJECT MANAGEMENT CHECKLIST

The following is a checklist for all planned projects involving invasive work upon buildings and services. The list is not fully inclusive but is provided as a guide for PMU staff and those involved in the management of Property related projects. The procedural checklist indicates key courses of action normally required at each stage of the project from planning to completion.

Scheme Conceptualisation Occupiers initial Briefing Incorporation of observations or background record information. Feasibility study Initial Design Timescale Costing Communication any specialists/users Detailed Feasibility Study The compilation of detailed user and organisation requirements and interpretation within a set of proposals including drawings, outline specifications and supporting research and documentation which can be used to provide a more accurate, budget cost and programme assessment for the agreed project proposals. Design Fee tender letter: including ACOP guide on responsibilities of all parties Ensuring all parties fully experienced, qualified and resourced All parties required to be present at design meetings Clarification of Clerk of Work requirements Compliance with requirements by accepted consultants. Is Clerk of Works appointment included? Compliance with CDM Designers appropriate resources and experience Specialisms covered. Briefing ongoing users and other appropriate key staff/users Equality Impact Assessment Health and Safety concerns assessed, addressed Plans and other historic records provided Asbestos Type II assessment records provided. Consideration of dealing with appropriate Asbestos removal Consideration of Type III Demolition and Refurbishment Survey


Asbestos removal prior to main contract for enabling purposes if appropriate and temporary sealing up/making good/making safe works implemented. Asbestos removal recorded as per PMU Asbestos Management Procedures. Check on adaptability, Compatibility of any specialist or operational equipment to be used in new facility. Final design sign off by key stakeholders. Pre Tender Health and Safety Package produced. Pre tender cost estimate produced Tender documents provided on CD format 6 Suitable Contractors selected to tender (as appropriate) Adequate time span for tender returns. Standard letter to finance to invite tenders used. Approval Ensure either budget estimates or tendered project fully resourced financially Ensure overall cost of project approved at FandR Committee (above £100k) or Management Board. Ensure project can be run in timescale agreed with key stakeholders Ensure Planning and Building Regulation approvals obtained Implementation Checks upon lowest tender compliance or most economically advantageous tender accepted. Tender report provided by consultants recommending acceptance of most economically advantageous tender. Pre commencement meeting If complex project or new contractor, Informal Pre-Pre Commencement meeting held. Occupier invited to Pre-Commencement meeting. Occupier made aware of effect of works on their building Communication regime with occupier and contractors agent established. Contract Value Established Contract form established Priced Specification/Bill of Quantities (2 Sets), Contract drawings (2 Sets), original Form of Tender and Summary of Tenders Received forwarded to Legal and Administrative Officer to prepare Contract Documents. Contractor issued with adequate information, drawings, specification etc. CDM Issues Resolved, Contractors Health and Safety Plan initiated and pre commencement issues documented and approved by CDM Co-ordinator. CDM Co-ordinator advised Client, Contract can commence. F10 Form signed by client and Issued to HSE. Type II Asbestos survey handed over Type III Demolition and Refurbishment Survey handed over


Or certificates of clearance handed over if previous asbestos removal carried out. If asbestos removal in main contract, removal to be recorded as per PMU Asbestos Management Procedures. Contractors pre-commencement Health and Safety Guide handed over. Contractors timescale and programme achievable Contractor informed at Pre Commencement Meeting and recorded in Minutes that they are: not to accept any instructions from other than the designated Project Contract Administrator (i.e. not other consultants or Fire Service staff) Exception to above if contractors actions causing apparent Health and Safety Concerns. Clerk of Works appointment and inspection/recording regime agreed. Communication of project progress to appropriate channels, stakeholders. Any delays, required changes, communicated. Completion Works adequately completed to allow occupation as required. Building/area of work clean of debris, dirt and dust. Snagging items identified. Management regime for on-going snagging, monitoring and rectification and responsible people identified. Practical Completion agreed upon. Snagging diligently attended to. Services Commissioned to ensure proper and efficient and effective operation. Defects Liability Period known. User Training guides given or created of features/facilities. A4 Simpler User Guides handed over, laminated and displayed/made available. Final Account Agreed between consultants QS and Contractors QS Final Account submitted to Kirklees Metropolitan Councils Internal Audit department for verification and confirmation of such prior to release of final retention. (Contracts above £1 000 000 value only) Post Project Review General review of overall project tasks and actions. Review of effectiveness of various parties including Client, Consultants, Contractor. Identification of any shortcomings. Recommendations for any improvements.


PROJECT MANAGEMENT CHECKLIST (Continued)

ADDENDUM 1 SUMMARY OF MANAGEMENT PROCEDURES FOR PROJECTS INVOLVING ASBESTOS CONTAINING MATERIALS.

Procedures to be planned in accordance with the Control of Asbestos Regulations 2012, the H&SAW Act 1974 and as described in Section 4 of this Management Procedures document. In planning any invasive project, the investigation Asbestos Survey (Type II) records should be referred to ascertain the potential presence and location of any ACM. Unless there is evidence to the contrary (by survey documentation, clearance notes or records or construction detail knowledge) it must be assumed that ACM’s are present. Demolition and Refurbishment Surveys (Type III) involving invasive opening up by a Specialist Asbestos Advisers (e.g. Acorn) must be undertaken to verify ACM presence. Removal procedures shall be planned in accordance with the guidance, management and monitoring by the Specialist Asbestos Advisers. Removal shall be by WYFRS Approved ACM specialist licensed removal companies and vetted with assistance from the Specialist Asbestos Advisers. ACM Removal shall be planned and implemented prior to project commencement. Project Commencement cannot occur until ACM Clearance certificates are provided. If the Project includes an initial ACM removal enabling contract, (in accordance with the above procedures) no invasive works are to be carried out until ACM clearance in the relevant area is confirmed and documented. Temporary arrangements or sealing up of the building may be required in some projects in accordance with any requirements of the Specialist Asbestos Advisers. Due to the age and nature of WYFRS buildings, only Asbestos Aware contractors are to be employed for invasive work processes. Contractors are not to be issued instructions from other than the Contract Administrator. No work procedure variations are to be initiated until relevant revisions to Risk Assessments, Method Statements and ACM management processes have been completed. If a suspected ACM is inadvertently uncovered or disturbed, works must cease, the locality sealed and vacated and PMU (and the SM or building manager) immediately advised. In such occurrences, building occupation cannot resume until specialist cleaning or removal has been implemented (including any temporary sealing) and air clearance re-assurance test certificates have been issued. Also, the occurrence must be recorded on the WYFRS online, Health and Safety, Safety Event Recording System on WY Firespace.


APPENDIX 9


COMPATIBILITY ASSESSMENT Assessment to review whether the project being designed will satisfy the operating parameters of the equipment to be deployed upon or within the new facility being created.

Project Parameters Description Assessment/Comments

Purpose of Project

Constraints of Project

Funding

Timescale

Governing Factors

Equipment to operate

Key operating requirements

Key operating limits

Assessment of whether operating requirements can be met and limits not exceeded

Evidence Log

Assessment Process Decision

Any Remedial Measures Required

Final Conclusion/Outcome

Assessor

Date


APPENDIX 10

WEST YORKSHIRE FIRE AND RESCUE SERVICE

WORK AT HEIGHT PROCEDURES

CONTENTS

1.0 INTRODUCTION 2.0 IDENETIFICATION OF AREAS WHERE WORK AT HEIGHT MAY TAKE PLACE 3.0 ROLES AND RESPONSIBILITIES

3.1 PMU

3.2 SM

3.3 Contractors


1.0 INTRODUCTION 1.1 The Work at Height Regulations control working at height and define the activity as

working in any place where, were it not for measures put in place to prevent injury, a person could fall a distance that could cause an injury. This therefore covers not only work at a significant distance above ground level but also, for instance, work at the edge of a trench or work on a raised platform say 200 mm high where reinforcement bars are projecting up from the surface of the surrounding area, providing a hazardous landing area if anyone went off the edge of the platform.

1.2 The Regulations, and this procedure, cover work from some permanent areas in

WYFRS property such as roofs without adequate parapets and the tops of large plant, and also work from temporary structures and plant such as scaffolding, as well as areas adjacent to trenches and the like.

1.3 Tasks executed at Height will usually be covered by several pieces of legislation.

Those particularly relevant to this procedure are: The Work at Height Regulations, which can be accessed at: http://www.legislation.gov.uk/uksi/2005/735/made The Personal Protective Equipment at Work Regulations, which can be accessed at: http://www.legislation.gov.uk/uksi/1992/2966/contents/made 1.4 In summary the main provisions of the Work at Height Regulations require contractors

to:

properly plan and supervise work at height and carry it out in a safe manner (including taking account of the weather);

only use competent persons or persons under training in connection with work at height;

not work at height if there is a reasonably practicable safe alternative;

take measures to prevent persons working at height from falling;

use existing places of work in preference to temporary places of work;

if falls from height cannot entirely be prevented, put in place measures to minimise fall distances and reduce the consequences of a fall;

use collective protection in preference to PPE;

take measures to prevent falls through fragile surfaces;

reduce the risks from falling objects;

carry out inspections of equipment.

http://www.legislation.gov.uk/uksi/2005/735/made

http://www.legislation.gov.uk/uksi/1992/2966/contents/made


2.0 IDENTIFICATION OF AREAS WHERE WORK AT HEIGHT MAY TAKE PLACE

2.1 All WYFRS properties contain areas where working at height may take place. However each location will vary depending upon the nature and condition of potential working surfaces, any hazards (such as fragile roof lights and unprotected openings), any existing provision for work at height (such as “man safe” installations), the condition of such provision including details of any testing/certification and any shortcomings in testing/certification and the means of access.

2.2 Contractors, as part of their risk and method assessment process, are to identify

circumstances when working at height is necessary and how safe access can effectively be achieved.

3.0 ROLES AND RESPONSIBILITIES

3.1 Property Management Unit (PMU)

PMU will:

consider imposing Permit to Work Systems on each area where safe access for work cannot easily and effectively be provided,

consider permanently modifying areas identified as possible sites for work at height by providing safe working access systems e.g. by providing railings to the edge of an unprotected roofs and covering fragile roof lights; This would not take them outside the scope of the regulations as they are still working at height, however, it would reduce the risk, which is a legal requirement anyway.

initiate schemes for routine maintenance and testing of all equipment and installations used for working at height;

consider alternatives to designs and specified methods of working that require working at height and ensure practicable alternatives are adopted;

ensure appropriate and relevant information is provided to contactors before they plan their work at height;

ensure contractors risk assessments and methods of working cover all the risks associated with every activity involving work at height, including hierarchy of controls to minimise risks;

when work at height is to take place in an area or on a process designated as requiring a Permit To Work, operate the Authority’s permit to work system. [See Appendix 1]


3.0 ROLES AND RESPONSIBILITIES (Continued)

3.2 Station/Building Manager (SM)

SMs will:

prevent access for working at height unless satisfied that the work is covered by a risk assessment and method statement that reflect all available information (usually confirmed by PMU acceptance of documents and where appropriate by a PMU issued Permit To Work);

as part of their duty to monitor contractors operations, confirm that contractors are complying with permits to work conditions and agreed method statements.

3.3 Contractors

Contractors will:

identify all activities they are to undertake which will constitute work at height and prepare risk assessments and method statements which incorporate any relevant information;

consider employing alternative ways of working which do not involve work at height where possible;

present the risk assessments and method statements to PMU sufficiently well before work is to commence, to allow time for comment;

employ supervision with adequate experience of working at height under the conditions to be expected;

when commencing work at height present to the SM documents accepted by PMU, including permits to work if required;

follow the provisions of the accepted method statements when working;

comply with all requirements of the Work at Height Regulations,

consider the hierarch of control to minimise unnecessary risk.


APPENDIX 11


SMOKE FREE WORKPLACE POLICY

West Yorkshire Fire and Rescue Service operates a Smoke Free Workplace policy.

Therefore smoking, whilst at work, both on and off Authority property is prohibited. Thus

since 1st July 2008, smoking has not been permitted (by any person be it staff, contractors

or visitors) within the curtilage or perimeter of any WYFRS site (i.e. not just within the

building but within all sites.)

For any further details, please review the following:

http://wyfirespace/teams/ohs/Health and Safety Policy1/OHS-POL-13.doc

APPENDIX 12


FIRE SAFETY AND EMERGENCY POLICY

The West Yorkshire Fire Safety and Emergency Procedures Policy identifies particular roles in connection with fire safety, emergency fire procedures and proposals for improving the fire precautions. This WYFRS document managed by the Occupational Health Unit and Fire Safety and can be viewed on the following link: http://wyfirespace/teams/ohs/Health and Safety Policy1/OHS-POL-09.doc

http://wyfirespace/teams/ohs/Health%20and%20Safety%20Policy1/OHS-POL-13.doc

http://wyfirespace/teams/ohs/Health%20and%20Safety%20Policy1/OHS-POL-09.doc


APPENDIX 13


CONTROL OF LEGIONELLA AND WATER TREATMENT

PROCEDURES

CONTENTS

1.0 INTRODUCTION 2.0 HIGH RISK AREAS 3.0 ROLES AND RESPONSIBILITIES 4.0 RECORD KEEPING


1.0 INTRODUCTION

1.1 This procedure has been developed by Property Management Unit (PMU) to fulfil its legal duty to manage all building portfolio in line with the Approved Code of Practice (ACOP L8) and Guidance for The Control of Legionella Bacteria in Water Systems.

1.2 The ACOP L8 gives practical guidance with respect to section 2, 3, 4, and 6 of the Health and Safety at Work etc. Act 1974 and regulations 6, 7, 8, 9, and 12 of the Control of Substances Hazardous to Health Regulations 2002, and addresses legal obligations under the Management of Health and Safety Regulations 1999.

1.3 Legionnaires Disease is a potentially fatal form of pneumonia which can affect

anybody, but which principally affects those who are susceptible because of age, illness, immunosuppressant, smoking etc. If conditions are ‘favourable’ the bacterium may grow creating conditions in which the risk from Legionnaires disease is increased.

2.0 HIGH RISK AREAS 2.1 Where water is used or stored and where there is a means of creating and transmitting

water droplets which may be inhaled. These could be:

Water systems incorporating a cooling tower.

Water systems incorporating an evaporative condenser.

Hot and cold water systems.

Other plant and systems containing water which is likely to exceed 20°C and which may release a spray or aerosol. (i.e. a cloud of droplets and/or droplet nuclei) during operation or when being maintained)

3.0 ROLES AND RESPONSIBILITIES 3.1 Station/Building Manager (SM)

The SM is to assist the PMU by facilitating access for any checks or monitoring of systems in their building.

Is to inspect all work order documentation (Form 855) from PMU and the contractor to ensure completeness, before any work activities is commenced.

If the documentation for the work activity is incorrect the SM is not to allow work to commence and report their concerns immediately to PMU.


3.2 Property Management Unit (PMU)

3.2.1 PMU has nominated a Competent Person and Responsible Person (Building Contracts Manager) (as defined under the legislation noted in 1.2) to assess the risks of exposure to Legionella bacteria in the water systems present in the properties and the necessary control measures.

3.2.2 PMU responsibilities include:

ensuring adequate resources are available to carry out their responsibilities under the ACOP L8;

ensuring that the Competent and Responsible Person and any supporting staff are suitably trained and undergo regular refresher training to maintain their current competence;

maintaining a record of all training undertaken by the Competent and Responsible Person and supporting staff;

ensuring that those who are appointed to carry out control measures and strategies are suitably informed, instructed and trained and their suitability assessed;

ensuring that all buildings are assessed and mapped to identify areas of water usage;

holding an up-to-date plan showing layout of plant or systems, including parts temporarily out of use;

arranging and conducting risk assessments, which includes a suitable and sufficient assessment to identify and assess the risk of exposure to Legionella bacteria from work activities, water systems on the premises and any necessary precautionary measures;

once the risk has been identified and assessed, a written scheme should be prepared for preventing or controlling it, including: ensuring checks, monitoring, inspection and tests are carried out and the

frequency of such checks recorded, documenting and recording all findings and maintaining all records for inspection

when required, keeping documents/records up to date and reviewing at recommended intervals

to ensure compliance with ACOP L8, Retaining documents/records for at least five years.

ensuring that any contractor who is engaged to work in any areas of concern shall be competent for that activity;

ensuring that the contractors documentation is suitable and sufficient (i.e. method statement and risk assessment).

3.3 Contractors

3.3.1 Contractors shall provide appropriate documentation in connection with work on installations in high risk areas as required by PMU in a timely manner, prior to any approval of work activity.

3.3.2 No work activity shall commence without authorisation from PMU (this would be

by issuing of a work order Form 855).


3.3.3 On arrival at the property contractors shall report to the SM and present their

documentation for the work activity. 3.3.4 Contractors shall ensure all works in relation to the WYFRS water based

systems are maintained and serviced in full and complete compliance with the Health and Safety at Work Act 1974 and with the Approved Code of Practice and Guidance ‘Legionnaires disease, The Control of Legionella bacteria in water systems’ L8 (Third Edition 2000) (ACOP L8) as amended.

3.3.5 Contractors working on water installations in high risk areas as part of their

service provision to PMU shall provide competent help and advice as required by ACOP L8.

4.0 RECORD KEEPING

4.1 It shall be the responsibility of PMU to ensure safe keeping of any records or documentation relating to any of the work activities highlighted above. (These will be kept at the offices of PMU or at another designated point) and wherever possible, kept electronically. PMU shall make the records available for viewing by appointment.


APPENDIX 14 SUMMARY OF STATION/BUILDING MANAGER PROCEDURES GENERAL

This document, developed by the Property Management Unit, provides guidance to Station/Building Managers (SMs) upon procedures for the Health and Safety management of contractors and visitors at WYFRS properties.

The document does not apply to work extensive enough for contractors (within a larger contract) to take prolonged, controlled possession of an area.

SMs shall ensure compliance with the implementation of Contractors and Visitors Induction processes.

SMs shall inform PMU of all hazards of any kind that exist within the properties under their control as soon as they are identified. If they have any concerns about the safety of anyone as a result of works planned or being executed, these concerns are to be communicated to PMU immediately and they should stop the works until such a time as they have received directions from the PMU.

SMs shall ensure that all WYFRS personnel under their control receive appropriate information related to work intended by any contractor, to ensure the safety of all and to minimise disruption to Authority activities as far as is reasonably practicable.

SMs shall request sight of the appropriate contractors works order to ensure its validity and for awareness of the scope of the works.

ASBESTOS MANAGEMENT To comply with their Health and Safety obligations under WYFRS policy, SMs should:

Ensure they and any persons under their control avoid any activity that may damage or disturb ACM’s.

Follow all control measures implemented by WYFRS to manage ACM’s.

Inform PMU immediately of any suspected disturbance to Asbestos Containing Materials and vacating and isolating the area.

WORKING AT HEIGHT

SMs shall prevent access for working at height unless satisfied that the work is covered by a risk assessment and method statement that reflect all available information (usually confirmed by PMU acceptance of documents and where appropriate by a PMU issued Permit To Work):

as part of their duty to monitor contractors operations, confirm that contractors are complying with permits to work conditions and agreed method statements.

LEGIONELLA

The SM is to assist the PMU by facilitating access for any checks or monitoring of systems in their building.

Is to inspect all work order documentation (Form 855) from PMU and the contractor to ensure completeness, before any work activities is commenced.

If the documentation for the work activity is incorrect the SM is not to allow work to commence and report their concerns immediately to PMU.


APPENDIX 15

Contractors Declaration Contractor’s Declaration of Understanding and Compliance

Signing of this document is a pre-requisite to any contractor or supplier appointment made by the PMU of WYFRS and will be subject to regular review and appraisal. PLEASE COMPLETE THIS DECLARATION AND KEEP A COPY WITH THE GUIDE DOCUMENT FOR YOUR FILES. I confirm:

That I have read and have understood all the above,

That my company will comply with all the requirements of the Property Management Procedures for the Management of Contractors, Visitors and West Yorkshire Fire and Rescue Properties, dated May 2012 and associated documents, when working at WYFRS property.

That I have brought the requirements of the above policy to the attention of my staff.

That I will endeavour to ensure all works at WYFRS property will be planned and implemented in accordance with the Procedures and good practice.

That by signing the visitors book on each visit to WYFRS property, that I confirm my understanding and agreement to comply with the requirements of the Contractors Induction.

That I will be responsible for ensuring my employees understanding and compliance with the procedures and requirements of the Contractors Induction, when they sign in the visitors book on each visit, to carry out works at WYFRS property.

(The Director responsible for Health and Safety) Signed: ……………………………………………. Name: …………………………………… Company: …...……………………………………. Date: …………………………………….. Contact Telephone Number: ………………………………………………………

Emergency Contact Telephone Number: ………………………………………………………

e-mail: ………………………………………………………

Issue Date: Nov 2012 Revision: 7


Health and Safety Advisor Signed: ……………………………………………. Name: …………………………………… Company: …...……………………………………. Date: …………………………………….. Contact Telephone Number: ……………………………………………………… Emergency Contact Telephone Number: ……………………………………………………… e-mail: ………………………………………………………

Once completed, copies of this declaration must be sent to:

The Property Manager Property Management Unit West Yorkshire Fire and Rescue Service Oakroyd Hall Bradford Road Birkenshaw West Yorkshire BD11 2DY

Issue Date: Nov 2012 Revision: 7