Technical Services Department WORK PERMIT PROCEDURE. For LONDON LUTON AIRPORT OPERATIONS LTD

Transcription

1 Work Permit Procedure Document Owner Senior Manager Technical Services Department Document Ref No:- WPGen01 Version: 4 Issued: 01/05/2014 Technical Services Department WORK PERMIT PROCEDURE For LONDON LUTON AIRPORT OPERATIONS LTD London Luton Airport Operations Limited (TSD Document Ref No:- WPGEN01) Version: 04 Produced May 2014 Page 1 of 13

2 Correspondence concerning this Work Permit Procedure should be addressed to: Technical Services Department London Luton Airport Operations Limited Navigation House Airport Way Luton LU2 9LY This document remains the property of London Luton Airport Operations Limited (LLAOL). Version: 04 Produced May 2014 Page 2 of 13

3 Issue status VERSION STATUS BY WHOM DATE REASON 01 M.Graves Original 02 M.Graves Re-Issued 03 I.Green Re-issued to for the following amendments: Amended A21 Work Permit Form to include:-. Amendment of Electrical wording (Pg1) Addition of Working at Height PTW (Pg1) Returns procedure (Pg2) Addition of briefing section (Pg3) Addition of Definitions (Pg 4 & 5) Return of completed forms protocol (Pg7) Updates permit issuers responsibilities (Pg8) Updated A21 form example. Renamed as WP02 form (Pg9 & 10) 04 I.Green Re-issued to for the following amendments: Changes to the document heading. (all pages) Realignment of Gen 02 Document (Pages 10 & 11) Version: 04 Produced May 2014 Page 3 of 13

4 WORK PERMIT PROCEDURE PURPOSE The purpose of this notice is to detail how London Luton Airport Operations Ltd (LLAOL) operates and manages its Work Permit system. LLAOL is dedicated to running London Luton Airport in a safe and responsible manner. To achieve this, a proactive approach to safety must be taken by the effective management of any Contractor undertaking any work on site that LLAOL has any control over. This process will ensure that all works undertaken are performed by appropriate competent persons in a safe manner. SCOPE This process applies to all airport occupants operating in any area which LLAOL has any control over. PROCESS Concessionaires Concessionaires are required to undertake their own Contractor Approval process etc (as required by law) and appoint Contractors to undertake any works on their behalf. It is recommended that Concessionaires maintain an Approved Contractors List (further assistance, guidance and checklists can be found - HSG159). They must also ensure that they have relevant insurances Public / Aviation Liability On ramp in close proximity to aircraft - 50 million On ramp not in close proximity to aircraft - 30 million Airside (in terminal) limited ramp access only for deliveries etc - 20 million Landside and car parks - 10 million Employers Liability LLAOL ask for 10m legally all employers in the UK must have at least 5m. All works which may have an effect on LLAOL systems detailed below will require approval from LLAOL Technical Services Department. Fire systems this is inclusive of all fire alarm points and detectors and sprinkler heads Life safety systems emergency lighting, emergency signage Buildings and infrastructure Any works which will create a breaking of the floor, wall or ceiling of the unit (Wall fixing of small items is permitted if risk and method statement details this) Fixed electrical systems inclusive of all electrical systems, power and lighting. Where these systems are impacted, additional, specific Permit to Works permits will be issued by LLAOL s Technical Services Department. (See Permit to Work section:- Page 6) Prior to a Contractor commencing any works, a Work Permit must be completed for all the works to be carried out. All tasks will require a Permit and where emergency works are required a dynamic Risk Assessment / Method Statement (RAMS) shall be carried out. Version: 04 Produced May 2014 Page 4 of 13

5 Please note that a separate Work Permit should be completed for each Contractor who will undertake works and for each job that will be undertaken. If a Contractor is, for example, installing new machinery and will also be undertaking Portable Appliance testing then 2 forms should be completed. It is important to note that a Contractor should have a Work Permit for each Concession they will be working for. The Permit Issuer must ensure that the Contractor obtains the necessary Pass/es to access the site. (Further information relating to Passes can be sought from the LLAOL s ID Centre.) A Work Permit can be raised by any Appointed Work Permit Issuer within your Organisation, who has received the appropriate training and instruction. Each Team or Concessionaire is able to use their own Work Permit numbering system eg IT002. For all works, other than emergencies (see definition below), the Work Permit should be completed 2 working days before the works are due to commence. All Work Permits (LLAOL & Concessionaires) will be issued via the Work Permit group account. Should any of LLAOL s systems as detailed above be affected, then specific Permits to Work 1 will be required (as outlined on the Work Permit Form). Only TSD can authorise the Permit to Work and therefore the Work Permit and request should be sent to workpermitrequest@ltn.aero. Please note that TSD hold no responsibility for the Contractors. A paper copy of the Work Permit, together with the associated Risk Assessments / Method Statements, MUST be kept with the Contractor at ALL times. These can be requested at any time by any LLAOL member of staff. Failure to produce the document/s at the time of request may result in the Contractor being required to immediately stop work, at their own cost, until the relevant documents are produced. All Contractor personnel must sign in at OOG/Goods In / Gatehouse 5. A flow chart giving an overview of the Work Permit process can be found on page WPGen04 of this document and guidance is given later in this Procedure. It is recommended that the Contractor undertaking the works completes Sections 1-5 and seeks the Permit Issuer s assistance with any areas about which they are uncertain. Prior to issuing a Work Permit, the Appointed Work Permit Issuer shall ensure that the Contractor has provided suitable and sufficient risk assessments / method statements, which include the risks inherent within the works to be undertaken. All new Contractors must provide evidence of competency for all operatives engaged in the works to be undertaken (eg copies of training certificates, CITB training cards etc should be available). The Contractor shall comply with all details, including precautions and controls, contained within the Work Permit. Emergency Work Permit A Work Permit required in an emergency i.e. breaching the 2 working day rule, should only be issued in emergency conditions i.e. it is business critical i.e. something that is necessary to be actioned to avoid serious consequences e.g. lift out of order, till system down and requires an IT Contractor. It should NOT be used for routine maintenance tasks. A Permit Issuer and an Authorised Person can refuse to issue / authorise an Emergency Work Permit if these conditions are breached. Therefore, in an emergency, the process for a standard Work Permit is followed. The only additional requirement is that TSD (or AM if out of hours) are contacted by telephone to inform them that the Work Permit raised relates to an emergency. In an emergency a dynamic risk assessment should be undertaken, but close supervision may also be required as a control measure. 1 See paragraph on Permit to Work Version: 04 Produced May 2014 Page 5 of 13

6 Permit to Work In circumstances where a hazardous situation cannot be otherwise controlled, a Permit to Work may be required. The following specific tasks will always require a Permit to Work Hot Works Service clearance Roof Access High Voltage Excavation Service isolation Electrical install works Working at heights with MEWPS & Access Towers. Definitions Hot Works: All works which involve the production of heat, dust, sparks or flames directly or indirectly, such as and not inclusive too:- welding grinding Soldering use of naked flames or heat guns High Voltage Work: - LLAOL operates a 11kv network and also an AGL system that has voltage above 1000V. Works on these systems are classed as High Voltage. Work in Confined Spaces: - A work area which is considered dangerous or potentially dangerous that has a restricted opening for entry and exit. Any place, including any chamber, tank, vat, silo, pit, pipe, sewer, flue, well or other similar space, in which, by virtue of its enclosed nature, there is a foreseeable risk of a specified occurrence Electrical Install works: - All works which involve the isolation off and modification of electrical systems from its original state. Such as additional lighting, power sockets or modification or new electrical circuit Life Safety Systems: - All systems which provide a means of notifying or protecting persons from harm. Such as and not inclusive to:- Fire alarm systems Safety detection systems Smoke extract systems LEV Emergency lighting systems Lightning protection Roof Access: - All works which involve standing on a fixed or portable platform above 6 feet in height. Service isolation: Any Kinetic systems which have the ability to cause harm if operational. Such as and not inclusive to:- High Pressure systems (Air,Hydraulic, Water, Steam) Gas systems Moving machinery Version: 04 Produced May 2014 Page 6 of 13

7 Service clearance: Any works which involve the penetration of any surface e.g. floor/ground walls or ceilings. This covers all works external or internal across the site. Working at heights Any works which involves the use of MEWPS or scaffold access tower. Guidance for Completion of the Work Permit The Work Permit must be completed in FULL; there should be NO blank fields - a dash can be used in fields that are not applicable etc. If the Work Permit is being completed electronically then typing your name in the signature box instead of signing is acceptable, as receipt of the will be used as the acceptance. Question 1 Mark YES if it is an Emergency Work Permit. (An Emergency is defined above.) Otherwise mark NO. Question 2 Mark YES if the works are to be undertaken directly for LLAOL, otherwise mark NO. Section 1 This should contain all of the Concessionaire s details. This will ensure that should LLAOL have any questions or queries it is clear who the work is being undertaken for. Section 2 - This section is the Contractor s details and the last row should include the local representative and their contact telephone number. This will either be the person who has procured the works i.e. either a LLAOL Company Representative or a Concessionaire Representative. Section 3 This should detail all works to be undertaken. Please write as much detail as possible, as this will ensure that all parties are clear on what the Work Permit includes. This section asks specific questions which the LLAOL Company Representative or Concessionaire Representative may not be able to answer but the Contractor undertaking the works will be able to answer. If there is a positive answer to any of the questions within this section, then the partially completed Form should be immediately sent through to TSD or Veolia Water (as appropriate) for further assistance. If any additional Permits to Work are required, please obtain assistance from TSD (workpermitrequest@ltn.aero) and, once the relevant Permits have been obtained, complete the Permit Number in the relevant boxes and the remainder of the Work Permit. Section 4 The Contractor should detail any specific hazards that will be created by the works they are undertaking e.g. noise. Section 5 The Contractor should detail the control measures that they have / will take whilst they undertake these tasks and for the duration of the works in process. Section 6 A Work Permit must have a specific validity ie specific start / end date / time. Obviously caution must be employed here, to ensure LLAOL (and Concessionaire) are seen to maintain adequate control. It is important to note that if reactive works are being undertaken it is acceptable to raise a quarterly Work Permit for these works. No Work Permit may have a validity period of longer than 3 months, without written permission / authorisation by TSD (which will be in exceptional circumstances). If Airside work is required, please bring relevant photo ID / Tools of the Trade Passes. Section 7 This Section is to be completed by the Permit Issuer or an Authorised Person. A copy of the Permit should be sent to workpermits@ltn.aero Section 8 This can ONLY be completed by LLAOL Authorised Person eg TSD / TDM / SDM / Airport Manager or an Authorised Person of the Concessionaire at the location of the works. Any works on the Apron MUST be communicated through AOCC. Section 9 This should be completed by the Permit Receiver / Competent Person in charge of works ie Contractor. Failure to complete Sections 8 & 9 may result in the works being stopped. Version: 04 Produced May 2014 Page 7 of 13

8 Section 10 If a time extension to the Work Permit is required, this section should be completed (by the Permit Issuer / Authorised Person and the Permit Receiver / Competent Person in charge of the works) otherwise the section is to be struck through. The extension is not valid until both parties have signed this section of the form. If an extension is granted TSD should be informed for each extension granted. This should be undertaken by the named person at the end of Section 2. It should be ensured that the Work Permit is not left until it has expired! A Work Permit can only be extended once. After this point a Work Permit should be closed off and a new one issued. Section 11 This is completed by the Permit Receiver/Competent Person in charge of the works. This is signed off, once the work has been completed or if the works need to be stopped. Once completed, the Form should be returned to the Person detailed under section 2 LLAOL / Concessionaire Company Representative/Nominee. Section 12 This section should be completed by the Permit Issuer or an Authorised Person if the Permit is no longer required, ie the works have been altered / cancelled or completed. Once completed, the Form should be returned to the Person detailed under section 2 LLAOL / Concessionaire Company Representative / Nominee. Completed forms MUST be returned to the person issuing the work permit within 24 hours of the works being completed. ANY alterations made to the Work Permit MUST be copied to workpermits@ltn.aero. Retention All Work Permits and associated documentation should be kept available at a local level and this should be retained for at least 12 months. Overleaf you will find a completed Work Permit Example form. Technical Services Department (TSD) Contact Details workpermitrequest@ltn.aero TSD Administrator TDM Airport Manager Work Permit Documentation All documents relating to the work permit process can be found on the London Luton Airport Web site Version: 04 Produced May 2014 Page 8 of 13

9 RESPONSIBILITIES Senior Manager Health, Safety & Environment Providing guidance as required Oversee assurance checks on system Senior Manager TSD Ensure Work Permit system is rigidly enforced at LLAOL Ensure suitable competent personnel are available to review relevant documents as part of the Permit process Maintain and improve Work Permit system as required Concessionaires Follow all requirements as per Work Permit process Permit Issuer/Authorised Person Contractor ASSURANCE Follow all requirements as per Work Permit Process Ensure that the Contractor has provided suitable and sufficient Risk Assessments/Method Statements, which include the risks inherent within the works to be undertaken. Ensure that the Contractor provides evidence of competency for all operatives engaged in the works to be undertaken. Ensure all permits are returned upon completion of the works to the TSD Administrator Shall comply with all details, including precautions and controls contained within the Work Permit. The Health, Safety& Environmental Team along with TSD will periodically review Work Permit records to ensure that all arrangements comply with this process. Questions All questions concerning any part of this process should be directed to the, Technical Services Department on or Kevin Cundrick Version: 04 Produced May 2014 Page 9 of 13

10 Health, Safety & Environment Procedures WPGen02 WORK PERMIT No: ABC 0123 To be used for all work performed by Contractors. All items must be completed in clear print and/or marked Yes/No (circle as applicable). All Permits and the associated Risk Assessments/Method Statements must be retained on site at ALL times by the Contractor. No works may commence on any LLAOL systems or infrastructure as detailed by the works specific permits as detailed below without TSD/LLAOL approval Is this is an emergency Work Permit? Yes No Are works to be undertaken directly for LLAOL? If yes, omit Section 1. Yes No LLAOL/Concessionaire Company Representative/Nominee 2 : Tel No: ABC Co Ltd Jane Smithson 1. CONCESSIONAIRE DETAILS (ie the Company that have appointed you to undertake works) Company: ABC Co Ltd Address: Trading Estate Swillington, Townshire, B1 12B Tel No : Emergency Tel No: Are the Commercial Team are aware and have approved the works? Yes No n/a 2. CONTRACTOR DETAILS (A separate form is to be completed for each job and each Contractor) Company: Four Seasons Maintenance Address: 123 Street Close Any Town, Any County, A1 12C Tel No: Emergency Tel No: Name & Title of Primary Contact: Simon Smith Tel No: SCOPE OF WORKS (A separate form is to be completed for each job and each Contractor). Please include details of the equipment/ vehicles required for the task/s. Replace PCB in air conditioning unit (Van & Hand Power Tools) Location/s of Works~: Airside ABC Co Ltd Name/s of Persons Undertaking Works: Simon Smith or Bob Rogers Total Number of Staff: 2 STOP - If you answer Yes to any of the following you will require a Permit to Work. Please contact TSD to obtain additional specific Permits Will proposed works affect/ may affect any LLAOL life safety systems or infrastructure, Yes No ie- fire protection equipment e.g. smoke/heat detection/break glass units, electrical systems? Is a supply of water (other than standard domestic use) required or, may a discharge Yes No into surface foul drainage be involved? If yes, PRIOR consent must be obtained from Veolia Water ( ). Is location of proposed works known to have asbestos containing material (ACMs)? Yes No Will proposed works require access to Plant Rooms/Decks or Communications Rooms Yes No Access into Electrical Distribution Centres & LV Substations. Confined Space Entry No Permit No: Notes: Electrical Works No Permit No: Notes: HV authorisation No Permit No: Notes: Hot Work No Permit No: Notes: Life Safety systems No Permit No: Notes: Roof Access No Permit No: Notes: Service Clearance No Permit No: Notes: Service isolation No Permit No: Notes: Working at height (MEWPS or access towers) No Permit No: Notes: 2 The Company Representative/Nominee is responsible for managing ALL matters associated with these works Version: 04 Produced May 2014 Page 10 of 13

11 4. SPECIFIC HAZARDS (Please list all of the specific hazards introduced by the works) Working at Height & Electrical 5. PRECAUTIONS REQUIRED/TAKEN (Please list these and note that by signing this Permit you are agreeing to undertake these actions) Use of Suitable Steps & Own Lock-off Procedure 6. PERMIT VALIDITY Date/Time Works to Commence: 19/09/12 23:00 Date/Time Works to End: 20/09/12 01:30 Are Proposed Works to be : Landside - Airside~ 3 Both - 7. AUTHORISATION - 1(Permit Issuer/Authorised Person) I certify that I have reviewed all associated paperwork (incl assessments, method statements and additional Permits to Work) and the information contained within this Work Permit. Name: Jane Smithson Signature #: Jane Smithson Date: 13/09/12 Time:10:00 8. AUTHORISATION 2 (to commence work - Permit Issuer/Authorised Person in location of works) I certify that I have informed all necessary personnel in the vicinity of the works information contained within this Permit, which may impact them/their works. Local Safety Briefing has also been provided to Contractor. Section 2 has to be signed by the TDO & Briefing Confirmation form has to be signed by the TDO & Contractor who has had the briefing located on page 3 of the Work permit Name: A Person Signature #: A Person Date: 14/09/12 Time 12:00 9. RECEIPT (Permit Receiver/Competent Person in charge of works ie Contractor) I certify that all personnel will/have been briefed on/will adhere to this Work Permit and work in accordance with the associated Risk Assessments and Method Statements (and any additional Permits). I hereby declare that I accept responsibility for carrying out the activities in the area/s detailed above and that no attempt will be made by me or persons under my control to work in any other areas. Appropriate safety precautions will be taken at all times. I have also received the local Safety Briefing by the Authorised Person. Name: Signature #: Date: Time: 10. EXTENSION OF WORK PERMIT Reason for Extension: Name of Permit Issuer/Authorised Person: Signature #: Date: Time: Name of Permit Receiver/Competent Person in Charge of Works: Signature #: Date: Time: 11. CLEARANCE (Permit Receiver/Competent Person in charge of works ie Contractor) This is to certify that the work detailed above has been stopped/completed. Personnel, equipment and tools have been withdrawn. All personnel under my control have now left this area. Name: Signature #: Date: Time: 12. CANCELLATION (Permit Issuer/Authorised Person) I declare this Work Permit cancelled. No work is now to be undertaken and the area has been made operational. All notices, signs, barriers, equipment etc have been removed. Name: Signature #: Date: Time: This Permit authorises the Company and Personnel listed above to undertake works as described. It is neither negotiable nor transferable. Distribution: LLAOL Permit - workpermits@ltn.aero Concessionaires: Commercial Team Once sections 11 & 12 have been completed, the Form is to be returned to the Person detailed at the top of the form LLAOL / Concessionaire Company Representative / Nominee. Version: 04 Produced May 2014 Page 11 of 13

12 ~ If airside work is required please bring relevant photo ID/Tools of the Trade Passes. ~If the Work Permit is being completed electronically then typing your name in the signature box instead of signing is acceptable, as receipt of the will be used as the acceptance. AUTHORISATION 2 Site safety, Security and Environmental Briefing Procedure PURPOSE As required as part of the Work Permit process all contractors must receive a site safety, security and environmental briefing from LLAOL Personnel or TDM. The concessionaire must also undertake their own local briefing before the contractor starts work. The briefing is a key tool in ensuring safe working on site. COMMUNICATION 1. Who? LLAOL Personnel / TDM or Concessionaire must conduct the briefing to whoever the senior person (Team Leader, Supervisor) is for the contractor on site. It is the senior person s duty to then relay the briefing to all other staff working on the contract including sub-contractors. 2. Briefing contents The following should be included in the briefing: Safe Access and Egress Accident and emergency procedures, including First Aiders Fire Alarm System (audible and voice) Nearest Escape Route Welfare arrangements (Toilets) Environmental protection and waste disposal Spillages and who to contact They must protect the public at all times (noise, dust, hot works) If the scope of work changes who to contact Vehicle parking after unloading Smoking Policy Their obligation to brief all staff working on the contract COMPLIANCE After completion of the briefing the Work Permit should be signed by LLAOL Personnel / TDM or Concessionaire and the Contractor and a copy kept on site at all times. No work should commence prior to the briefing or without a signed permit. Briefing Confirmation to be signed by the contractor and kept on file by TDM, Work Permit must be signed for by both TDM and Contractor and be retained on site at all times. Name (Print): Signature: Date: Company Name: Client: Version: 04 Produced May 2014 Page 12 of 13

13 Work Permit Procedure Document Ref No:- WPGen04 Document Owner Senior Manager Technical Services Department Version 4 Issued: 01/05/14 Is the work content for LLAOL or 3 rd party concessionaire? Concessionaires LLAOL Do not proceed and contact LLAOL TSD YES Permit to be issued by Concessionaire Notify Commercial of proposed works Contact LLAOL project owner 5 days prior to works commencing Do not proceed and contact LLAOL TSD Fire systems Life safety systems LLAOL buildings infrastructure Fixed Electrical wiring Specific Permits as detailed within the Work Permit document NO Review Method Statement and Risk Assessment and insurance details Does the work impact any of the systems on the left (ie a Permit to Work is required)? Complete Permit documentation, sign and issue Permit Issuer does the work impact any of the systems on the right (ie a Permit to Work is required)? NO Review Method Statement and Risk Assessment YES Fire systems Life safety systems LLAOL buildings infrastructure Fixed electrical wiring Specific Permits as detailed within the Work Permit document Works to be managed and overseen by Permit Issuer. On completion of works, review work area and cancel Permit if work content is completed to a satisfactory conclusion Contractor must be signed in at the appropriate area Issue Permit at point of work Provide a Safety Brief, detailing all local requirements and evacuation procedure Authorise and sign (together with Contractor) LLAOL Permit issuers TSD IT TDO Team AM Team Planning Team Return completed Work Permit to the Permit Issuer (outlined in Section 2 of Form) Version 4 Produced May 2014 Page 13 of 13