Health, Safety and Environmental Guidelines for Contractors

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1 Health, Safety and Environmental Guidelines for Contractors

2 Document title Health, Safety and Environmental Guidelines for Contractors Document author and department Jonathan Latter Health & Safety Compliance Manager Approving body Jeremy Philpot Estates Operational Director Host Manager and department Jeremy Philpot Estates Operation Director Date of approval March 2014 Review date Edition no ID code March EITHER For public access online (internet)? Tick as appropriate OR For staff access only (intranet)? Tick as appropriate No N No N For public access on request copy to be mailed Password protected Tick as appropriate Tick as appropriate Yes No Yes No N Y External queries relating to the document to be referred in the first instance to the University Secretary: telephone or 2

3 Contents Page 1.0 Introduction Objectives Training and Competence of Contractors and Sub-Contractors Provision of Safety Information Estates Helpdesk Induction and Booking In and Out Health, Safety and Environment Inspection by UoP Improvement and Prohibition Notices HSE University Non-Compliance Notices Accident Reporting Project Supervision Site Safety Management Construction Sites CDM Co-ordinators Designers Health and Safety File Information Underground / Overhead Services Noise Asbestos Scaffolding Working on University Roofs Welfare Demolition Work Recycling and Waste Management Materials Storage Control of Pollution COSHH Flammable Materials Explosive or Radioactive Materials Compressed Gas Cylinders Fire Precautions for Contractors Working Alone Working Areas Site Order / Housekeeping Protective Equipment and Clothing

4 34.0 Vehicle Movement Parking on University Premises Mobile Plant Tools and Equipment Permit to Work (PTW) Mechanical / Electrical Plant Redundant Mechanical and Electrical Site Services Services Gas Danger / Warning Notices Drugs and Alcohol Appendices: Appendix A Health, Safety and Environmental Induction for Contractors Appendix B Application for Contractors Work Out of Hours Appendix C Contractors Recycling and Waste Management Procedure 4

5 1. Introduction 1.1 This document is issued as a safety and environment guide to Contractors / Subcontractors employed to work on University of Portsmouth (UoP) premises. It is designed to ensure a safe construction site for the contractor, University staff, students and visitors and must be adhered to at all times. To be accepted onto the register of approved contractors you will have to have a valid accreditation assessment carried out by any of the SSIP (Safety Schemes in Procurement) Forum member schemes. In addition you will have to show evidence of insurance cover as required by the University and complete a Contractors H&S questionnaire. A lapse in any of the above will necessitate removal from the register of approved contractors. 1.2 It is the duty of all Contractors to have knowledge of this guideline document and any relevant legislation and to take account of it in the pricing, planning and execution of all work for the University. 1.3 Should you be unsure of the legal requirements or of safe working methods, you have a duty to discuss this with the representative of the University responsible for the project / works (this may be the Estates Project Manager (PM) or Faculty / Department Host Manager). 1.4 As a Contractor to the UoP Estates Department you will be responsible for ensuring that these guidelines are brought to the attention of your employees / subcontractor(s) and that they are adhered to. You must also ensure you maintain safe working standards among your employees / sub-contractors as you will be penalised for any unsafe actions by them. Evidence that these guidelines have been brought to the attention of your employees and that of your contractors should be readily available for inspection. 2. Objectives To reduce the risk of injury or incident and to ensure that the standards for safety and health, as required by legislation, guidance and best practice, are achieved at all times and that all works are undertaken safely. To ensure contractors co-operate with the UoP on matters relating to Health & Safety, Welfare and Environmental management. For contractors to effectively manage safety on site, implement effective environmental management control and prevent pollution. 3. Training and Competence of Contractors and Sub-Contractors 3.1 The UoP have a responsibility under the Health and Safety at Work etc. Act 1974 to ensure that contractors working on behalf of the University are competent and work in accordance with health and safety legislation and current best practice. All Contractors must ensure that it s employees are adequately trained and experienced to carry out their work safely and hold a valid CSCS card or equivalent Certificate of Competence where appropriate (i.e. PASMA, IPAF, Gas Safe). Training should be to industry recognised standards. Evidence of training will be required before any authorisation to commence work on UoP property is granted. Details of available 5

6 competence cards can be found at Further information on the authorisation process may be requested via the Estates Helpdesk as detailed in the Estates Safe System of Work Policy. 3.2 Contractors will also need to produce evidence that their sub-contractors meet the same standards. The sub-contractors assessment should include checking the HSE enforcement website for prosecutions or notices. Evidence of contractor assessment will be required by the University when necessary to ensure systems are in place. 4. Provision of Safety Information 4.1 No work may commence before the Contractor / Sub-Contractor has liaised with the relevant UoP PM / Host Manager responsible for the works and a confirmed works order has been raised. 4.2 At the initial contact with the UoP PM / Host Manager, you will be advised of any special hazards in the area where you are carrying out the work and of the procedures and precautions to follow to ensure that you control the potential risks to you or your staff arising from these hazards. In such instances, the Contractor shall, before commencing any work, furnish the UoP PM with a detailed written task / site specific risk assessment on how he intends to control any hazards identified along with any other relevant safe systems of work documents and seek their agreement. 4.3 Within University departments you should seek written assurances from the UoP Host Manager of that department that the work area is clear of department hazards before you allow work to commence. However, should you be concerned about any hazards either at the beginning of the work, or about any hazard that develops or becomes apparent during the course of the work, then you should immediately get in touch with the PM or the Faculty / Department Host Manager or H&S Coordinator. The latter is often the Chief Technician in the department but you will be informed who the co-ordinator is at the beginning of the contract. 4.4 In addition, for the removal of laboratory fume cupboards, ducting, sinks, traps, pipe work, benching and cupboards, there may be some chemical contamination. Before any work can be started, information must be obtained from the department by the PM and provided to you to ensure appropriate safe systems are put in place. 4.5 There are areas within the University premises that are potentially very sensitive in terms of privacy requirements or operating critical services (e.g. Dental Academy, Occupational Health, The University Surgery, Faculties of Science and Technology). Contractors must always check in with the relevant building reception or contact the appropriate Host Manager before entering any potentially sensitive areas or interrupting any building services. 5. Estates Helpdesk Induction and Booking In and Out 5.1 All operatives must receive a UoP Estates Health, Safety and Environment induction (Appendix A) before being allowed to work on the University site for the first time. 6

7 5.2 In addition, all operatives must book in and out via the Estates Helpdesk (Unit 1, St Andrew s Court) every time they are required to carry out work on site. Helpdesk opening times are as follows: Monday to Thursday 07:00 19:00 Friday 07:00 18:00 Outside of these hours, Contractors must complete an Application for Contractors Work Out of Hours (Appendix B) and submit it to UoP PM for the project / works so the work can be authorised. Where possible 24 hours notice should be given. In these circumstances operatives must book in and out via the Security Lodge. Induction should still be arranged during normal working hours wherever possible 5.3 An exception to these arrangements may be allowed where the work site is fully controlled by a contractor. In these circumstances, booking in and out and site induction can be done at the site office but this must be agreed with the PM prior to the start of the work. 6. Health, Safety and Environment Inspections by UoP 6.1 The University s Estates Health and Safety Compliance Manager, Compliance Engineer, Energy & Environment Manager and PM shall be empowered to access at any reasonable time any site where the Contractor is undertaking any works for the purpose of carrying out an inspection of health and safety standards. The Contractor shall fully co-operate with the reasonable requests of these University representatives and shall provide access to all areas of the works, health, safety and environment documentation, welfare facilities, accident records, training records, equipment inspection records, statutory registers and notices, plant and equipment for the purposes of inspection. The University representatives shall be empowered to take any photographs, measurements, samples, copies of health and safety related documents etc. which they deem necessary to determine the Contractor s compliance with health and safety legislation and best practice and as evidence of any non-compliance. 7. Improvement and Prohibition Notices HSE 7.1 In the event of an Improvement or Prohibition Notice (in accordance with Section 21 and 22 of the Health and Safety at Work etc. Act 1974) being served by an HSE Inspector, the Contractor must immediately notify the University PM regarding the reason for the Notice and the action the Contractor intends to take as a result. The Contractor must comply with the terms of such Notice within the appropriate time period or appeal against the notice. 8. University Non Compliance Notices 8.1 In order to ensure continued adherence to health, safety and quality standards the University has in place a three strikes and out policy. These strikes are measured in terms of safety and health non-compliance and / or KPI s. The KPI s will be provided to you at the start of a project. On receiving three strikes the offending 7

8 contractor / employee may be removed from the University register of approved contractors for a minimum period of six months. It should be noted that the contractor will be held responsible for the failures of their sub-contractors. 8.2 The Estates Department Health and Safety Compliance Manager, Compliance Engineer or PM shall be empowered to suspend the provision of the service, or part thereof, in the event of any non-compliance by the Contractor with his legal duties for health, safety, welfare and environmental matters, provided it is safe to do so. The Contractor shall not resume provision of the service until the PM is satisfied that the non-compliance has been rectified. The Contractor shall bear all costs associated with any suspension and resumption of the service. 8.3 Failure notices will be issued as follows: Warning Notice Issued to remedy short term deficiencies which can be dealt with immediately by the person on whom the notice has been issued (employee). More than one notice can be issued during one visit if there are significant differences in non-compliances (three Warning Notices will result in a noncompliance notice being issued). Non-Compliance Notice - Issued for cases of significant or repeated noncompliance with legal or in-house requirements (three Non-Compliance Notices will result in a review of the Contractor s position on the register of approved contractors). Suspension of Work Notice Issued where there is an immediate risk of personal injury, significant loss or damage due to dangerous acts or omissions by contractors (one Suspension of Work Notice will result in action being taken as per three Non-Compliance Notices). 8.4 Where an infringement has occurred, written assurances will be required from the Contractor regarding what actions have been taken to reduce the risk of recurrence in future works. Failure to provide written assurances in a timely manner may preclude the contractor from future work. 9. Accident Reporting 9.1 The Contractor shall record all accidents which arise out of the Contract Works in areas under his control. The Contractor shall keep these records for the minimum statutory time period and shall provide copies of accident forms and accident statistics to the PM / Estates H&S Compliance Manager on request. 9.2 The Contractor shall notify the relevant health and safety enforcing authority within the statutory time periods of any relevant injury, dangerous occurrence or disease which is reportable as required by the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations (RIDDOR) The PM and Estates H&S Compliance Manager are to be informed of any RIDDOR reports that are submitted arising from work on University premises. 8

9 10. Project Supervision 10.1 Contractors must ensure that a competent employee of suitable experience is always present on the project to supervise and control all work which is being conducted. 11. Site Safety Management Construction Sites 11.1 Contractors are to ensure that suitable site safety management systems are in place throughout the construction phase, these should include: Site inductions The induction must include reference to these guidelines. Anyone working on site must be made aware of the relevant areas affecting their work activities. A competent Site Manager / Foreman is in place at all times evidence of competency will be required at the tender stage, e.g. Site Managers Safety course (CITB) CSCS cards etc. At least one daily, recorded site walk round by the Site Manager checking health, safety and fire aspects. No work being undertaken until the PM gives authority for the works to commence (on non CDM notifiable projects) or, for CDM notifiable projects, until written confirmation is received from the CDM Co-ordinator (CDMC) that the construction phase plan is suitably developed to allow work to start. Ensuring suitable welfare facilities are available before work commences. Regular recorded health and safety inspections undertaken by a competent professional safety practitioner at no longer than 2 weekly intervals the first inspection should be carried out within the first 2 days of contract start. Reports should be available on site for inspection. Suitable Risk Assessments / Method Statements being on site and adhered to. Availability of evidence of competency for persons working on site e.g. (CSCS) construction trade skills, demolition operatives (CCDO), scaffolders (CISRS) and plant operators (CPCS). Card details can be found on Adequate site compound space. This should be agreed with the University PM. Consideration should be given to security, safe vehicle movement, storage and welfare cabins and the impact on the immediate surroundings. Compounds are not to be used for the parking of contractor vehicles. 12. CDM Co-ordinators 12.1 CDMC is to ensure that: Duties are carried out in accordance with the Construction (Design and Management) Regulations A project site visit is made prior to commenting on design and construction phase plan issues and attendance is made to pre-start meetings. Assist the PM to appoint suitable Designers and Contractors and ensure adequate arrangements are in place to manage the project. 9

10 Written confirmation is provided to the Principal Contractor and PM confirming that the construction phase plan is sufficiently developed to allow the project to start. They notify HSE about the project. 13. Designers 13.1 Designers are to ensure that: Potential hazards and welfare considerations created during installation / erection and for future maintenance of a structure or plant are designed out. Where hazards cannot be designed out then residual risks are highlighted in the Designer Risk Assessments (DRA) which will be required by the CDMC / PM for incorporation into the Information Pack. Particular attention is drawn to ensuring safe access, safe workplace and sufficient working space for maintenance activities. Consider the environmental impact of their design and of any materials specified. 14. Health and Safety File Information 14.1 CDMC is to ensure that a Health & Safety File with O&M manuals are compiled and handed over to the PM. One electronic copy and one hard copy file are required Contractors are to ensure that the file information is developed throughout the contract and promptly handed directly to the CDMC in accordance with the pretender requirements For small projects and maintenance work, where a project does not have a CDMC appointed, any appropriate updates or additional maintenance information must be submitted to the Estates PM for insertion into the relevant O&M manual. Providing essential key information is the main aim. 15. Underground / Overhead Services 15.1 Contractors engaged in operations where underground or overhead services may exist must take adequate steps to locate, identify and mark such services. Relevant precautions must then be taken to prevent injury or damage to persons, property or services All excavation works will require a Method Statement. Before work commences, the Contractor shall consult with the Estates PM who will advise, where possible, the potential for any electrical cables, drains, gas, water mains, etc. that could be affected. 16. Noise 16.1 Noise must be kept to a minimum at all times and must not exceed acceptable or locally specified rules and any conditions relating to noise imposed by the contract. Due regard must always be given to noise levels and permissible times for noisy work and other restrictions which may be imposed by Local Authority Environmental 10

11 Health Officers under the Control of Pollution Act 1974 and Environmental Protection Act Any items of particularly anticipated noisy work shall be brought to the attention of the PM and any staff working within any adjoining areas who may also be affected. This should be discussed and addressed prior to the contract / works commencing where it is a foreseeable issue. If any complaints of noise issues are raised during the work, this must be notified to the PM or their nominated representative and action taken as soon as possible. 17. Asbestos 17.1 All building and maintenance personnel planning to work on University premises must have received Asbestos Awareness training from their employer before commencing works Prior to starting any work where there is likelihood asbestos may be disturbed the contractor must liaise with the PM / Host Manager and ensure they have written / electronic survey reports on site. Under no circumstances is verbal communication on asbestos findings acceptable, even if no asbestos is found on the survey proof of absence is required. The University has asbestos registers for all areas known to contain asbestos containing materials and these are reviewed at least annually. For all refurbishment and demolition work an appropriate asbestos survey will be undertaken before work is allowed to begin If accidental disturbance occurs or where a material suspected of being asbestos is found, the work activity should cease immediately and the PM and Asbestos Responsible Person (Estates Building Operations Manager) or Deputy Responsible Persons (Estates H&S Compliance Manager / Compliance Engineer) informed without delay. Asbestos works will only be carried out by suitably qualified contractors (with valid license for licensed asbestos work). 18. Scaffolding 18.1 All independent and tower scaffolds for access and material handling purposes shall be erected in accordance with BS EN : 2003 Temporary Works Equipment, Scaffolds Performance Requirements and General Design. Any scaffolding which does not conform to the basic scaffold design detail will require proving by design and calculation by a competent design engineer and built to the drawing specification All scaffolding shall be erected only by trained and authorised competent persons. Evidence of competency should be available for inspection 18.3 Any scaffold which remains erected for more than one week should be inspected at least once per week and after bad weather or any other event which may have an effect on strength and stability. The inspection is to be carried out by a Competent Person and a register of such inspection(s) to be retained on site for inspection by the PM. 11

12 19. Working on University Roofs 19.1 Almost all work carried out on roofs requires an Estates Permit to Work. Contractors requiring access to a roof for their staff or sub-contractors must gain authorisation from the PM before accessing any roof There may be exceptions to this where contractors control access to roofs under their own safe systems of work but this will depend on the type and scale of project and will only be authorised by the Estates PM where relevant and appropriate. 20. Welfare 20.1 In general terms, for short duration works e.g. routine maintenance and non-cdm projects, contractors will usually be able to use the welfare facilities within the University. For substantial projects (particularly CDM notifiable projects), suitable welfare facilities are likely to be provided by the contractor. However, the welfare arrangements must always be confirmed with the PM at the planning stage of the project. 21. Demolition Work 21.1 Demolition means the deliberate pulling down, destruction or taking apart of a building or other structure. This includes situations where only part of a structure is removed. Similarly, dismantling will be considered to be the taking down or taking apart of all, or a significant part of, a structure A plan detailing the arrangements for how demolition work will be carried out must be prepared before demolition or dismantling work begins. This applies to all demolition work. It should be ensured that as a minimum BS 6187:2011 Code of Practice for Full and Partial Demolition is complied with Evidence of competence to undertake demolition works will be required to be available on site, for example, CCDO (Certificate of Competence of Demolition Operatives). 22. Recycling and Waste Management 22.1 Under no circumstances are the University waste facilities to be used for the disposal of waste arising from contracted work. As a rule waste materials are to be removed from site each day. Skips will be the covered and lockable type and located in an area agreed by the PM. This may be amended by the PM to suit the required works. Any waste not cleared which causes a hazard will be cleared by the University staff and the cost charged to the Contractor Waste removed from site must be segregated, transported and disposed of in compliance with the Hazardous Waste Regulations (England and Wales) 2005,as amended, the Waste (England and Wales) Regulations 2011, as amended, and the principles of the waste hierarchy. The University requirements are detailed in the Contractors Recycling and Waste Management Procedure (Appendix C). 12

13 22.3 A Recycling and Waste Management Plan (Table 1 to Appendix C) is required by the University for all building maintenance and construction projects. You will also be asked to provide a copy of waste carriers license, copy of disposal site license or exemption as well as completing and providing the PM / Host Manager with Waste Transfer Notes or Consignment Notes for any waste removed from the University premises. Copies of all waste documentation should be kept in an environment file for inspection. Under NO circumstances is waste or materials to be left or stored in any UoP plant room or unauthorised area. 23. Materials Storage 23.1 All items of equipment and materials are to be stored safely on site and under cover to prevent deterioration. The area in which items are to be stored will be designated by the PM / Host Manager for the scheme. The Contractor shall be responsible for the security and loss of any materials All materials whether permanent or temporary used on the works are to be safe and properly used and any manufacturers instruction or known hazard relating to use, handling or storage, is to be made known to the University PM / Host Manager as well as their own and any other Sub-Contractors Workforce Hazardous materials such as, diesel, oils and hydraulic fluids must be stored appropriately and dispensed following good practices to prevent spills and pollution incidents in compliance with the Control of Pollution (Oil Storage) (England) Regulations (2001). It is strongly recommended that spill kits are located on site to contain any spills of hazardous liquid or material that could enter the ground or water systems. 24. Control of Pollution 24.1 Contractors MUST NOT deposit any waste, chemical or any other substances into the drains or refuse disposal containers belonging to the University. Any hazardous / toxic substances shall be collected and stored separately whilst on site in an appropriate storage container and the disposal arranged in accordance with the appropriate regulations and with Appendix C. 25. COSHH 25.1 Where harmful substances are used, Material Safety Data Sheets (MSDS) and COSHH assessments must be on site and adhered to. Copies are to be provided to the PM along with any other relevant safe systems of work documents Consideration of the building occupiers must be made regarding any fumes that may affect them during the work. If you are responsible for work undertaken in occupied buildings you must ensure a safe system of work is implemented to safeguard all occupiers who could be affected. This must be discussed with the PM / Host Manager to ensure full communication and co-operation can be arranged with the occupiers. 13

14 26. Flammable Materials 26.1 Approval for storage must be obtained from the PM / Host Manager before flammable material is stored on University sites Suitable precautions need to be taken when the Contractor is working with flammable materials including the potential for the build up of flammable dusts. The PM and / or Estates H&S Compliance Manager must be consulted before works commence. 27. Explosive or Radioactive Materials 27.1 Under no circumstances will explosives, explosive devices or sources of ionising radiation be allowed on University Property without written consent (minimum 7 day notice) of the University. Any Contractor using such materials will be required to prove their competence in the use of such material and notify the University of their Competent Person on the project. Storage will not be allowed under any circumstance on University property. No radioactive sources must be brought onto University property without PRIOR APPROVAL of the University Radiation Protection Advisor The removal of any radioactive smoke detectors shall be brought to the attention of the PM who shall arrange an area for temporary storage and inform the University Radiation Protection Advisor, who will arrange for satisfactory and safe disposal of the redundant equipment. 28. Compressed Gas Cylinders 28.1 Contractors shall make adequate arrangements for the safe storage, control and custody of any cylinders they use whilst working on University premises. No compressed gas cylinders may be stored in University buildings outside of normal working hours. If storage of cylinders is necessary on the University site this must be discussed and agreed with the PM before work commences Acetylene may not be used on University premises without prior agreement from the PM. A strict safe system of work must be implemented in order to fully control the use of acetylene. 29. Fire Precautions for Contractors 29.1 Emergency Actions: If you discover or suspect a fire, then you should raise the alarm by operating the nearest fire alarm point and then ring Security on extension 3333 ( ). If safe and trained to do so tackle the fire with appropriate equipment. If you hear the alarm, or after actuating a fire alarm call point, you should evacuate the building by the nearest exit. Even if the alarm has been activated as a result of your activities, for example, by sparks, fumes, or accidental cutting of alarm cables, you must still evacuate the building. Contractors staff shall not re-enter the building until told it is safe to do so. 14

15 29.2 Before Commencing Work: Ensure you are familiar with the route of escape (including the alternative routes) from the area you are working in, bearing in mind you may be working in basements / roof voids and similar areas where the route is confined and plant or machinery has to be negotiated. Locate the nearest break glass alarm point, if this cannot be found contact the PM / Host Manager who will give detailed instruction of the method to be used in raising the alarm, should the need arise. Locate the nearest source of any fire fighting equipment within buildings General Precautions: Works carrying a high fire risk shall not be commenced without the prior written approval of the University. If work is to be carried out in areas which necessitate the temporary closure of, or restrict the use of designated exits or alarm systems, for however short a time, this must be brought to the attention of the PM / Host Manager / H&S Compliance Manager and all necessary safety precautions implemented before the work commences. Security, Caretakers and all persons working in or using these areas will need to be informed of any changes to their escape route or working area before the work can start. The alternative route must be agreed, clearly marked and communicated to all affected parties before the work commences. Escape routes and exits must be kept clear and passable at all times. All hot works will be strictly controlled. Before any hot works can be started the PM must be informed and a hot work permit must be written and authorised by a Competent Person. The Estates hot work permit system will be used for many small works but for substantial projects, the contractor may be authorised to issue their own hot works permits upon production of evidence of satisfactory competence, safe systems and with the agreement of the PM. 30. Working Alone 30.1 Contractors should ensure that if working alone on University premises they have suitable controls in place for the safety of the lone worker. Employers are responsible for their employee s safety. If you are a sole trader you should make arrangements with the PM / Host Manager for any support you may require. 31. Working Areas 31.1 Apart from access, Contractor's employees are forbidden from going outside their working boundaries Work areas must be clearly demarcated with appropriate barriers and signage. Construction work must be physically separated from any occupiers as agreed by the 15

16 PM / Host Manager. Working in and around occupiers is not permitted without physical barriers being in place which prevent hazards from debris, material, plant, tools or equipment. 32. Site Order / Housekeeping 32.1 Contractors should consider how they will manage the site to ensure that it is kept in good order: The procurement of materials should be managed to ensure that only the minimum amount of materials are stored on site at any time. Everyone working on the site should be aware of the site policy for managing the movement and storage of materials around the site, and the removal of waste from work areas. Gulleys and drains must be kept clear of waste materials and day to day operations of the University not adversely impacted upon. Corridors, stairs, pathways and egress routes should be kept clear and free from obstructions wherever possible. Footpaths should be firm and level, stoned up if necessary, gritted if icy. Work areas should be kept as clear as possible of unnecessary materials and waste. Materials should be stored safely, whether in the site compound or around the site. 33. Protective Equipment and Clothing 33.1 The Contractor shall provide all necessary Personal Protective Equipment (PPE) for their workforce as required Contractors must ensure their operatives are dressed appropriately - tops must be worn at all times and shorts are not permitted. 34. Vehicle Movement 34.1 Where construction / delivery vehicles are used, the Contractor should ensure that there is a suitable transport management system in place to reduce the risk of vehicle / pedestrian collision. Where reversing cannot be avoided, a competent banksman should be in place. Vehicle warning lights and alarms should be fitted and in good working order. 35. Parking on University Premises 35.1 Parking facilities around the University are limited and are therefore strictly controlled. Contractors may only park in University car parks if they have been 16

17 issued with a Contractors Parking Permit. This permit enables a contractor to park in spaces marked white (standard bays) or red (maintenance bays) only Without a parking permit, contractors may only unload / load equipment in yellow unloading bays, but must then find alternative parking arrangements for the duration of the working day Unauthorised / illegal parking is enforced by Portsmouth City Councils Civil Enforcement Officers. 36. Mobile Plant 36.1 All mobile plant used by Contractors including cranes, lifting machines and lifting gear must be guarded and equipped with safety devices wherever required, tested and examined in accordance with regulations and when required, marked as to the noise level that is likely to be generated by the plant. It is essential that plant noise is effectively controlled Lifting equipment must be inspected and maintained in accordance with Lifting Operations and Lifting Equipment Regulations Periodic maintenance must be carried out in accordance with the manufacturer s instructions. Statutory registers, certificates and notices when appropriate are to be displayed or readily available for inspection. Evidence of maintenance and testing should be available on site for inspection Plant vehicles must only be used by persons who are competent and hold valid license / training qualifications. Evidence of competence will be required and suitable controls must be implemented by the owner / hirer to prevent unauthorised use. 37. Tools and Equipment 37.1 All equipment brought to the UoP must be provided in a safe to use condition and the operator properly trained and competent in its use. Tools must be subject to regular maintenance / inspection as per manufacturer s recommendations All electrical work and work involving the use of electrical tools and equipment shall be carried out in accordance with the Electricity at Work Regulations Where power tools are required, battery powered tools are preferable. If not possible 110v power tools should be considered All practical steps are to be taken to prevent circuit conductors and electrical equipment being made live whilst work is in progress. Caution notices are to be displayed incorporating date, name and contact details High risk power tools such as chainsaws, cartridge fixing tools, abrasive wheels and fixed saws are not to be used on University premises without the prior permission of the PM. Risk Assessments / Method Statements will be required to demonstrate a robust safe system of work for the use of such tools. 17

18 38. Permit to Work (PTW) 38.1 Some hazardous work activities will require additional controls where higher levels of risk are identified and can only be carried out under a PTW system. These include: Hot works Heating / Ventilation (Pressure) systems High & low voltage systems Work at height / roof work Faculty / Department controlled areas (incl. LEV s) Asbestos 38.2 It is imperative that in such circumstances all affected parties are informed and agree to the PTW to be adopted. Authority to proceed will not be granted until the PTW is agreed and prepared. Such work will then be carried out strictly within the limitations of the PTW. For certain PTW, guidance will need to be sought from a subject matter expert outside of the Estates Department (e.g. Faculty of Science) In Contractor self contained sites under the full control of the Contractor, not embedded in or adjoining to University occupied areas the Contractor can usually issue / manage their own PTW systems. Where contractors are working within or adjoining to University occupied areas then the PTW will often be issued and managed by the University PM. In all cases, the system must be agreed before work commences. 39. Mechanical / Electrical Plant 39.1 The Contractor or his employees shall not enter any substation, switch / plant room or similar area without permission from the University's Electrical / Mechanical Operations Managers, PM or designated Competent Person, who will specify the nature and extent of the work and issue any necessary PTW. On completion of the work, any PTW will need to be closed by the person who issued it The Contractors should note that some of the University s plant and equipment is remotely and automatically controlled through a computerised Building Management System. Accordingly, Contractors should, before commencing work, receive appropriate authorisation from the Administrator that any equipment they have been instructed to work on has been isolated from the control system. 40. Redundant Mechanical and Electrical Site Services 40.1 The Estates Department will provide known service information to contractors prior to the start of any work on mechanical / electrical services To reduce the risk of injury / incident during maintenance / repair of services, contractors should identify all services and determine whether they are redundant or live. Where reasonably practicable redundant services should be removed but this should always be discussed with the PM prior to removal. 18

19 40.3 For refurbishment works, the Contractor should ensure that prior to any works commencing, a detailed survey of the work area is carried out to ensure that all services have been correctly identified and marked. Services that cannot be clearly identified and their source of supply confirmed should be brought to the attention of the PM and further investigation will be arranged The University shall, on receipt of the survey information either, instruct the Contractor tasked with carrying out the scheme to undertake the removal of the redundant services or, where appropriate, appoint and brief another Contractor / in house maintenance team to carry out this work. 41. Services 41.1 No connections may be made to UoP electricity, mains gas, compressed air, steam, water or compressed gas cylinders without the authorisation of the PM or, where appropriate, the Host Manager of the Faculty / Department concerned. 42. Gas 42.1 Anyone undertaking work or design duties on gas systems or building works that may affect gas ventilation systems must be competent to do so. Those working on gas systems must be approved by the HSE. This currently means they must be members of Gas Safe. 43. Danger / Warning Notices 43.1 The Contractor shall not touch any equipment if a University danger board or notice is attached / displayed to any electrical / mechanical equipment. If the Contractor is expected to work on the equipment then he must seek out the person whose name is shown on the danger board or notice and contact the PM before work commences. 44. Drugs and Alcohol 44.1 The University policy on drugs and alcohol is clear that working while under the influence of drugs or alcohol will not be tolerated and disciplinary procedures will proceed where this occurs Any contractors operative that is or appears to be under the influence of alcohol or drugs will be denied access to site and their employer will be informed and requested to carry out an investigation before that operative is allowed to work on the University site again. If an operative is found to be adversely affected by non-prescription drugs the same rules will apply. If an operative is using prescribed drugs that can affect their performance at work and therefore potentially endanger others, they must declare this and appropriate action taken to prevent any potential harm. 19

20 Contractors Declaration I certify that I have received a copy of the Health, Safety and Environmental Guidelines for Contractors, that I have read and understood its contents, and that I agree to do everything possible to protect myself and others from danger when working at the University of Portsmouth. Contractors must ensure that all of their staff, and sub contractors are made aware of the content of these guidelines during their recorded induction to site when working on the University of Portsmouth premises. COMPANY: ADDRESS: TELEPHONE No: POSITION: NAME: SIGNATURE: DATE: Please return to: Miss J Knight - 20

21 Date: Appendix A Control of Contractors Health, Safety & Environment Induction Name of contractor employee: Trade / Position: Direct contact number: Company name: Contact number for company: Emergency contact number for company: address for company: University host manager / contact: ID Badge Number: Vehicle Permit Number: Vehicle Registration: Competency Card Title / Number: Expiry Date: Health, Safety and Environment Delete as appropriate Have you read the University of Portsmouth H&S and Environmental Guidelines? Has proof of trade membership / competency card (e.g. CSCS) been shown and recorded? Are you aware you must sign in / out at the Estates Helpdesk (during normal working hours) or Security Lodge (out of working hours) on a Yes / No Yes / No Yes / No 21

22 daily basis? Are you aware you must have appropriate risk assessment / method statements for the works you carry out and must be familiar with them? Are you aware you must obtain any appropriate information on local hazards (e.g. asbestos) from the University Project Manager and building managers / co-ordinators before starting any work? Before commencing any building or maintenance work you must have received asbestos awareness training from your employer? Are you aware you must not start work until any Permit to Work (where required) has been issued, agreed and implemented? Are you aware you must ensure you remove your own waste and dispose of it appropriately? Copies of site waste management plans and waste documentation are to be kept in a project environment file in accordance with UoP Contractors Recycling & Waste Management Procedure. Yes / No Yes / No Yes / No Yes / No Yes / No Fire, First Aid and Welfare Delete as appropriate In the event of an emergency call University Security will confirm the situation and call the emergency services as necessary. As a contractor, are you aware you must provide adequate first aid cover and be aware of how to call for first aid assistance? Are you aware that welfare arrangements (toilets, washing, etc.) must be discussed and confirmed with your Project Manager prior to starting each job? Yes / No Yes / No Yes / No Accident Reporting Delete as appropriate 1 In the event of an accident involving you or linked to the work you are doing, you must report this to the University via your Project Manager or Estates Helpdesk ( ) as soon as possible. If it is an emergency dial and ask for an ambulance. Yes / No Declaration: I declare that I have read and understood the guidance: Signature: Contractor/Manager/Supervisor/Operative Date: 22

23 CONTRACTOR HEALTH, SAFETY & ENVIRONMENT INDUCTION GUIDANCE 1 Signing In Procedures and ID Badges You must sign in /out at the Estates Helpdesk /Security Lodge on a daily basis. You must have display your ID badge at all times when on University premises. Contact numbers: Helpdesk Significant Hazards Security Lodge Emergency Report significant hazards to your Project Manager, line manager / supervisor or Estates Helpdesk immediately. The Asbestos Register must be checked prior to carrying out works on the fabric of any building. 3 Liaison With Building Occupiers Always ensure you check in at building reception and / or liaise with technical managers / co-ordinators to get all relevant information before disrupting any building services or entering potentially sensitive areas. In halls of residence, always check in with Halls management staff and ensure you leave a calling card as instructed by them. 4 Accident / Incident Reporting 5 Fire and Emergency Contractor must report all accidents, incidents and near misses on University of Portsmouth premises to the University Project Manager. If the fire alarm sounds, leave by the nearest available exit. If you discover a fire, raise the alarm and leave the building. Call the emergency number or inform a University staff member. 6 Recycling and Waste Management You are responsible for removing all rubbish created by your company. You must keep a site waste management plan and copies of all waste documentation in an environmental file. Submit this to the PM on project completion. Exits and emergency escape routes are to be kept clear of waste materials at all times. 7 Parking on UoP Premises You may only park in University car park bays (white standard or red maintenance bays) if you have a contractors parking permit. Unauthorised parking may result in parking fines being issued. 23

24 APPLICATION FOR CONTRACTORS WORK OUT OF HOURS Personal details Appendix B Name:-... Company: Contractors Card Number:... Building to which ACCESS is required:.. Rooms to be ACCESSED:..... Reason for ACCESS:.... I require ACCESS between (times):... Date... The applicant(s) attention is drawn to the following points on Health & Safety: 1. On arrival at the University, you must book in at the Security Lodge before attempting to enter any building or starting any work. 2. Security may need to deactivate intruder alarms first. 3. All lights are switched off before leaving the building. 4. You must inform Security before leaving so they can reset any alarms and secure the building. 5. You must book out at the Security Lodge before leaving the University. 6. Any suspicious activity or incidents should be reported to Campus Security immediately. Contact Campus Security Lodge on ext on internal telephone ( on mobile phone) In case of EMERGENCY dial ext from any internal telephone ( on mobile phone) DECLARATION I declare that: I will ensure that I hold a valid Contractors Campus Card at all times that access is required and will immediately report its loss or use by others to Campus Security and will return the card to the Security Lodge on completion of works. I am familiar with the location of emergency exits in that building. I understand the procedures to be adopted in the case of fire, flood or other emergency. I will adopt reasonable security precautions and I understand that failure to leave the building in a safe and secure condition could lead to the withdrawal of the special access facility. Signature: Date:. Estates Authorisation Name:... Approved / Not Approved (delete as applicable) For Security Use only Card Issued No:... Time:.. Date:... Card Returned No:... Time:.. Date:... Security Officer Issuing Name:... Signature: Security Officer Return Name:... Signature:

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