CORPORATE PROCUREMENT UNIT SITE & SECURITY PROCEDURES BOSTON SPA VERSION 9 SEPT12

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1 SITE PROCEDURES BSPA VERSION 9 PAGE 1 OF 9

2 CONTENTS PAGE 1. GENERAL INFORMATION 3 2. ACCESS 3 3. SECURITY 3 4. VEHICLE PARKING 4 5. PERMITS TO WORK 4 6. DELIVERY, UNLOADING AND STORAGE 4 7. HOURS OF WORK 5 8. RESTRICTIONS 5 9. EMERGENCY PROCEDURES RECORDS GENERAL 9 SITE PROCEDURES BSPA VERSION 9 PAGE 2 OF 9

3 1. GENERAL INFORMATION 1.1. THE SITE The Boston Spa Site is a 42 acre unit located at the entrance to the Thorp Arch Trading Estate. The official address is: The British Library Boston Spa Wetherby West Yorkshire LS23 7BQ There are 28 buildings on Site, the majority of which are book storage areas, but also including, a Reading Room, Visitors Centre, Staff Restaurant and general offices. Approximately 750 staff work on Site. There are a number of systems which protect the collections and control aspects such as security, environment, fire detection, lighting etc Total adherence to these procedures is mandatory THE BRITISH LIBRARY REPRESENTATIVE (BLR) For each contract, the British Library appoints a BLR. This person will be the Contractor s main point of contact for the execution of the Contract and will give such directives, rulings, clarification etc. as shall be needed for the Contract. 2. ACCESS 2.1. Vehicle and pedestrian access is through the main gate, which is staffed by 24 hour security Normal hours of access to the Site are 07:00 to 20:00 hours Monday to Friday Deliveries and out of hours access shall only be made by prior arrangement with the BLR Normal loading bay hours are 07:30 to 16:30 Monday to Friday. 3. SECURITY 3.1. Contractor personnel should be deemed to include any personnel, agent or Sub-contractor of the Contractor The Contractor and its personnel shall comply with all British Library security procedures, and must comply with all instructions issued by British Library security staff when working on Site At least 10 working days before commencing work, the Contractor must supply the names and addresses of all personnel to be employed on the Contract on Site in order to allow security procedures to be undertaken. SITE PROCEDURES BSPA VERSION 9 PAGE 3 OF 9

4 3.4. A security and criminal record clearance of all personnel working on Site will be made in accordance with Government security procedures via the Police National Computer. Personnel who fail clearance procedures will not be allowed on Site The Contractor must also submit for advance clearance, details of additional personnel for sickness and holiday cover All Contractors bags, personal effects and vehicles may be searched on entering and/or leaving the Site Contractor personnel must wear an appropriate British Library pass in a visible position at all times when working on Site For Contractors working on Site for less than 28 days, temporary day passes will be issued. Application for such passes must be made not later than 16:00 on the day before the pass is required. These passes must be surrendered when personnel leave the Site at the end of each day Long term Contractors (i.e. those working on Site for more than 28 days) will require a security pass with photograph. After the security/original vetting process all personnel must attend the Site to have their photographs taken. Appropriate identification (passport, driving licence, etc.) must be provided at the time a pass is issued Access to certain areas is restricted, and must be agreed with the BLR. 4. VEHICLE PARKING 4.1. Parking space is severely limited, and as a result no vehicle may be parked on the premises without the prior authorisation of the BLR. Vehicle registration numbers must be notified 24 hours in advance to the BLR. Only essential vehicles will be allocated parking space which will always be subject to availability Vehicles shall only be parked in their allocated locations, and in particular must not block access roads or the loading bay. 5. PERMITS TO WORK 5.1. Contractors must make themselves familiar with the British Library permit to work procedures prior to commencement on Site. They must not carry out any of the operations covered by the procedures without obtaining the appropriate documentation Arrangements for obtaining permits must be made with the BLR A copy of the permit to work documentation must be retained by the Contractor on Site at all times and shall be surrendered on request of the BLR. 6. DELIVERY, UNLOADING AND STORAGE 6.1. The Contractor must advise the BLR at least 24 hours in advance of proposed delivery times and of any special requirements. Registration numbers of appropriate vehicles must be given to the BLR. SITE PROCEDURES BSPA VERSION 9 PAGE 4 OF 9

5 6.2. The Contractor is responsible for transporting to Site, taking delivery of and unloading of equipment, plant and materials which shall take place during normal loading bay hours The permission of the BLR will be required for out of hours delivery and unloading Storage space is extremely limited, and as a result the Contractor may only store equipment, plant and material at the location(s) specified by the BLR. Equipment may only be stored on Site which is to be used on the Works. 7. HOURS OF WORK 7.1. Permission to work outside the normal hours of access will only be granted at the discretion of the BLR. Permission must be sought two days in advance from the BLR, giving details of times, format and location of the work to be done. The BLR will provide the Contractor with the appropriate form for out of hours working, which must be completed and returned to the BLR prior to such work commencing Under no circumstances will work be permitted in the Reading Room whilst it is open to the public. Opening hours are currently: 09:30 to 16:30 hours Monday to Friday. 8. RESTRICTIONS 8.1. RESTRICTIONS ON USE OF SITE The Contractor will have access only to those parts of the Site necessary for the performance of the Contract and shall not use the Site for any other purpose ADVERTISING No advertisement, posters, placards or signs may be affixed to or displayed from any British Library building or the unit boundary without the prior permission of the BLR Before taking any publicity photography, or obtaining or using publicity material, the Contractor must first seek permission from the BLR NOISE CONTROL Strict control of noise will be enforced during the hours when the Library is open to readers and the general public. In any event, the Contractor shall comply with all applicable noise control regulations and shall control noise at all times to the satisfaction of the BLR. In particular, the Contractor shall: fit all plant and equipment with effective silencers of a type recommended by manufacturers; not use noisy plant, equipment or appliances without the consent of the BLR; not use radios or other audio equipment nor permit the use of personal stereos by its employees. SITE PROCEDURES BSPA VERSION 9 PAGE 5 OF 9

6 8.4. COMMUNICATIONS EQUIPMENT Telephones or similar communication equipment may only be used with the prior permission of and in locations notified by the BLR. Public pay phones are available. Use of the British Library s own telephone system will only be allowed by prior arrangement, with the BLR SMOKING Smoking will not be permitted anywhere on Site, other than in designated areas. Any breach of this requirement will result in the Contractor personnel being removed from Site FOOD AND DRINK Food and drink may only be consumed in designated areas WASTE The Contractor shall: remove all redundant material from Site as it is generated; keep the Site and its accesses clean and tidy; operate at all times in accordance with all appropriate legislation relating to Health and Safety and/or the control of waste; ensure that surplus Library material and/or equipment are not removed from Site without the express permission of the BLR PROTECTION The Contractor must: adequately protect all work and all accesses to the Site throughout the Contract wherever there is a possibility of damage by the Contractor s plant and equipment. Wherever work is of an especially vulnerable nature or is exposed to abnormal risks, the Contractor shall provide special protection to ensure that damage does not occur. All protection shall be removed upon completion and surfaces etc. made good to the satisfaction of the BLR; adequately maintain roads and footpaths within and adjacent to the Site, and keep them clear of mud and debris Any damage to roads and footpaths caused by Site traffic or otherwise consequent upon the work must be reported to the BLR so that it can be made good to the satisfaction of the Local Authority or other owner. The Contractor shall bear all costs arising; prevent damage to existing buildings, fences, gates, walls, roads, paved areas and all other features.. Any damage so caused shall be immediately made good to the entire satisfaction of the BLR at the Contractor s own expense; prevent damage to any furniture, fittings or equipment. Any damage so caused shall be immediately made good to the entire satisfaction of the BLR at the Contractor s own expense; SITE PROCEDURES BSPA VERSION 9 PAGE 6 OF 9

7 provide all temporary measures e.g. enclosures, lighting, fencing, alternative or temporary accesses etc to the satisfaction of the BLR; ensure that Contractor personnel are aware that moving or tampering with fire extinguishers and equipment is prohibited for any purposes other than fire fighting FIRST AID The Contractor may use the British Library First Aid Room. However, it shall be the Contractor s responsibility to ensure that his staff have adequate first aid training. 9. EMERGENCY PROCEDURES 9.1. Prior to work commencement, the Contractor personnel must be fully conversant with all British Library emergency procedures (fire, evacuation, etc.) in force at any time. In the event that these procedures are not complied with, the British Library reserves the right to remove Contractor personnel from site. In brief, the procedures are as follows: FIRE POINTS These are located in key positions around the Site and consist of a break glass alarm and a fire action notice which Contractor personnel should read. Contractor personnel are also advised to note the positions of the Fire Points nearest to the area of work. If personnel see smoke or become aware of a fire, they should sound the alarm by operating the nearest call point FIRE FIGHTING Contractor personnel may attack the fire with an extinguisher or hose only if they are confident that it is safe to do so, and that there is an unimpeded escape route. In line with EU Directives, all fire extinguishers are now coloured red with colour band or label denoting the type of extinguisher. If Contractor personnel intend to fight a fire, they must read the label carefully to ensure that the correct extinguisher has been selected FIRE ALARMS Evacuation is by means of a continuous two tone alarm. Evacuation procedures shall apply to all Contractor personnel BOMB ALERT AND EVACUATION PROCEDURES If Contractor personnel receive a bomb threat, they must alert Security on ext as a matter of urgency. (Do not activate Fire Alarms.) The caller should be kept on the line as long as possible and as much information obtained relating to the type of device, location and packaging as possible. If the caller hangs up, do SITE PROCEDURES BSPA VERSION 9 PAGE 7 OF 9

8 not replace your receiver. Give the information to Security as soon as possible Security will decide what action needs to be taken ACCIDENT PROCEDURES In the case of a serious accident, personnel must contact ext between 08:30 to 17:00 hours or Security on ext after 17:00, giving the location of the accident. Appropriate emergency services should be called from the scene All accidents or near misses must be recorded i using the Online Health and Safety reporting system as soon as possible. If you have your own form then we require a copy for our records ESCAPE ROUTES The Contractor must maintain escape routes throughout the course of the Works, including providing all temporary enclosures, lighting and additional security measures, etc. to the satisfaction of the BLR. 10. RECORDS The Library is obliged, as a public sector body, to ensure that from 2004 its business records are created and maintained electronically. The Library s records will also become subject to the provisions of the Freedom of Information Act, and thus subject to disclosure to the public (with limited exemptions). These requirements both apply equally to the records of transactions carried out by its agents under this contract. The Contractor will therefore co-operate with these requirements by: ensuring that business decisions and activities carried out are recorded comprehensively, accurately and contemporaneously, using electronic system and/or paper filing systems laid down by the Library; ensuring that records are kept in good order within the structures, systems and formats determined by the Library; and agreeing schedules for the disposal of records in line with British Library records management policies, and co-operating in ensuring complete destruction of records due for disposal The Contractor will have responsibility for ensuring that records of the tasks carried out are complete and maintained in good order, and specifically: will ensure that progress on work orders is punctually and accurately recorded on the Library s CAFM according to procedures agreed with the Library; will ensure that information on new Library assets, or corrections to information regarding existing assets, is passed to the Library; SITE PROCEDURES BSPA VERSION 9 PAGE 8 OF 9

9 will ensure that any service reports, Operations & Maintenance Manuals, drawings and other documentation relevant to installations, changes to, and maintenance of the Library s assets are passed to the Library in a suitable format for inclusion in the Library s asset lists. Wherever possible this information will be passed in electronic format (if necessary by scanning), by , CD-RW or 3.5 floppy disk Training in the use of specific Library systems will be made available through the British Library, at cost price where applicable. 11. GENERAL ACCOMMODATION Limited use of the restaurant, sanitary, washing facilities and storage space for work clothing will be available as designated by the BLR SERVICES AND FACILITIES Limited use of electrical outlets, water supplies, etc. may be made available to the Contractor. Charges may be made for their use OFFICE SPACE Office space will not generally be available unless this is set out in the Specification MEETING ROOMS Rooms for meetings will not be provided by the British Library except insofar as these meetings are a direct requirement of the Contract. SITE PROCEDURES BSPA VERSION 9 PAGE 9 OF 9