Code of Practice EST 01 Decommissioning arrangements prior to site hand over Oct 2004

Estates Division Imperial College London Room 503 Sherfield Building South Kensington Campus London SW7 2AZ, UK Tel: +44 (0)20 7594 9832 Fax: +44 (0)20 7594 9050 r.mayne@imperial.ac.uk www.imperial.ac.uk Code of Practice EST 01 Decommissioning arrangements prior to site hand over Oct 2004 This guidance note relates to: The decommissioning sequence of actions to be carried out by the College before the demolition of any building, structure or plant takes place. These actions include: Departmental Decants Identification of services Drawing up of isolations schedules Raising orders for isolations Isolations procedures Asbestos surveys & enabling works Arrangements for handover of site to Contractors Emergency arrangements Table of Contents 1.Introduction...1 2.Responsibilities 2 3.Application of this College Code of Practice 2 4.Procedures. 3 4.1 Departmental Decants 3 4.2 Services Isolations..4 4.3 Asbestos Surveys & Enabling Works 5 5.Emergency Arrangements 7 6.Summary of documentation Requirements 7 7.Summary of definitions used in Code of Practice....8 8.Bibliography.9 9.Legislative Requirements which underpin this Code of Practice 9 1. Introduction Many people assume that the high risk elements of refurbishment construction projects begin once the main contractor has arrived on site to start demolition activities. However, we recognise that the transitional phase between that of an occupied working area and that of one which is ready to hand over to a contractor also presents significant hazards. If these hazards and their related activities are not assessed, or are left uncontrolled or uncoordinated, serious harm to people, buildings, equipment and successful project delivery may occur. Hazardous aspects include such elements as clearing areas of waste products and materials First Prepared 1 st. Review 2 nd. Review 3 rd. Review 4 th. Review October 2004 R. Mayne October 2005 Page 1 of 10

after decants, asbestos removal works, service isolations, decommissioning of equipment, and the passing on of information about residual hazards to the main contractor. All of these activities take place whilst the College has overall responsibility for safety within the area. Additional risk factors arise because most refurbishment areas are situated within occupied buildings, many of which are of a complex and diverse nature. This Code of Practice attempts to offer a process by which these aspects can be considered and addressed in the right way and at the right time, so that the risks to people who enter the area during that time are reduced to a minimum. 2. Responsibilities The responsibilities set out in this Code of Practice involve College staff, and contractors working for the College, as all those who are involved or affected by the project work have a part to play in making things run smoothly. The Department has a duty to decant areas under its control in a thorough manner by following the decontamination of equipment and areas procedures. The department must also recognise that the agreed date for decanting completion is business critical in terms of the project. Delays caused by late decants cost the project time and money. The Building is responsible for assisting the to provide information about the project to the building users who will be affected by it. The Building has specific responsibility for undertaking a walk round with a departmental representative after the department has vacated, and for keeping building users informed about shut downs in good time. The Maintenance is responsible for cooperating fully with members of the Project Team, including identifying and communicating any concerns about the isolations schedule to the at the earliest opportunity. The Maintenance has specific responsibility for ensuring that operatives within the maintenance team are working in accordance with the College Procedures for isolations. The is responsible for drawing up a realistic project programme which takes account of the time requirements for decants, service isolations and asbestos enabling works. The has specific responsibility to monitor the exchange of information between relevant stakeholders and to take action to rectify any identified blockages in communication exchanges which are likely to have a detrimental affect to levels of safety on site. The Asbestos is responsible for cooperating fully with members of the project team, including identifying and communicating any concerns about asbestos issues relating to the project to the Project at the earliest opportunity. The Asbestos has specific responsibility for ensuring that the IC Asbestos Management Plan is being followed at all times. Designers, Planning Supervisors, Asbestos Removal Contractors, internal/external contractor carrying out service isolations and Principal Contractors are all responsible for ensuring that they cooperate with each other so far as is necessary for each party to comply with their responsibilities relating to safety on site. 3. Application of this College Code of Practice s must apply these procedures to all refurbishment or demolition projects regardless of scope or complexity. Page 2 of 10

4. Procedures 4.1. Departmental Decants Procedure 1. The will contact the Department which will be decanting, and will formally request for an estimation of the time and resources which will be required to complete the decant. 2. to meet with Department and Building as project programme is being drawn up and finalise decant arrangements/sequence. 3. to plot sequence as critical path into project programme, allowing for contingency. 4. to arrange meeting with Department and Building 2 weeks before decant start date and confirm decant arrangements. 5. Department to decant following guidelines for decontamination of area/equipment. 6. Building and Departmental representative to walk round after decant and confirm that all materials, equipment, and waste have been removed prior to area and equipment decontamination certificates being signed off. Building to countersign both certificates. 7. Department to affix area and equipment decontamination certificates to entrance door into room/area and forward copies of both certificates to the relevant Maintenance. Responsibility Department Building, Department Department 8. Department to hand over keys for area to Building. Department 9. Building to secure entrance(s) into the area using lab locks or other devices. 10. Building to confirm access and security arrangements with Maintenance and Asbestos prior to isolations & enabling works being carried out. 11. Where applicable, to liaise with the Building and arrange for Security to undertake periodic inspections of mothballed areas/buildings. NB In some cases a risk assessment may be required to take account of any new hazards which may have been introduced after the decant/site clearance has taken place. to seek advice from Estates Safety Adviser if in doubt. Building Building Page 3 of 10

4.2. Service Isolations Procedure 1. to obtain copies of existing drawings of known services relating to site from Building s and the Estates Archive stores. 2. to arrange for Contractor or Consultant to complete a pre-start Services Survey to identify all points of disconnection and redundant pipework/wiring, with assistance from Maintenance (and operatives). 4. Maintenance to establish if Laboratory Permit is required for the area in question. If so, Lab to complete prior to site walkround taking place. 5. Maintenance to accompany Contractor or Consultant on Walk round of site area, and to assist with completion of the survey. All points of disconnection to marked up in fluorescent paint and identified on a drawing. 6. Maintenance (where applicable) to ensure that Lab completes cancellation section of Laboratory Permit pro forma. 7. Contractor or Consultant to agree schedule of disconnections, and programme of dates with, and forward schedule to. 8. to include critical path for decommissioning plan plotting anticipated isolations schedule within programme submission. 9. to issue a copy of completed isolations/disconnections schedule to Planning Supervisor for insertion into pre-tender plan. 10. to agree draft schedule of anticipated shutdown notifications for Building Users with Building and Principal Contractor based on isolations schedule. 11. Building to send out notification of impending shut downs to Building Users. 12. to finalise timescales for isolations & shut downs with Team Leader. Requirements for isolations to be submitted by to Help Desk by email and request for job ticket(s) to be raised for isolations. 13. to establish access arrangements for site area with Building prior to works commencing. 14. to arrange Pre-start meeting with Building and Maintenance to confirm: Known site information Location of known and suspected services Location of known and suspected asbestos Location of known and suspected connections to business critical plant Isolations sequence Responsibility Maintenance Maintenance, Contractor or Consultant Maintenance Contractor or Consultant Planning Supervisor Building Page 4 of 10

Site security to prevent unauthorised entry into site area Site Rules Emergency arrangements Any contingency issues 15. to ensure that isolations are carried out in accordance with isolations schedule, and using the Electrical LV Permit, and Pipework Isolations Permit form. 16. to arrange formal handover meeting involving and Site Agent from Principal Contractor to exchange information about isolations. 17. and Site Agent to complete Site Handover Form and attach copies of Decontamination Certificates & any Permits for isolations. 1x copy of Site Handover Form to be forwarded to, 1xcopy to be placed in construction phase health & safety plan. 18. to make contact with at regular intervals throughout the project to confirm status of isolations schedule and any changes to requirements. 4.3 Asbestos Surveys & Enabling Works Procedure 1. to submit Asbestos Information Request Form to Asbestos identifying potential areas which may be affected by project Responsibility Project. 2. Asbestos to interrogate Asbestos Register to establish if type and extent of available survey information. Asbestos 3. Asbestos to provide confirmation to of known data using CAD data drawing and/or other documentation. Asbestos to provide indication if further surveys will be required, either Type 2 whilst area is occupied and/or Type 3 invasive survey after the area has been decanted by building users. Where the requirement for further survey work has been identified, the Asbestos is to provide estimate to of survey requirements, for example Type 3 surveys, with timescales, isolations, and intrusive works. Asbestos Asbestos to provide with guidance on potential asbestos removal lead times, and anticipated isolation requirements for enabling works etc. 4. to include estimate of survey and removal programme within overall programme. to forward information about asbestos to Planning Supervisor for inclusion in the pre-construction health & safety plan. Planning Supervisor Page 5 of 10

5. Asbestos to draw up remedial/removal specification for known asbestos items and issue to Licensed Contractors for quotation. 6. in conjunction with Building to establish access arrangements and requirements to enable adequate survey & related enabling works. 7. Following survey works Asbestos to draw up/confirm the remedial/removal specification for asbestos items and issue to Licensed Contractors for quotation. Asbestos to assess returns and recommend the appointment of most appropriate Contractor to. 8. Meeting to be arranged by with Asbestos, Asbestos Removal Contractor, Analytical Consultant, and Principal Contractor (as appropriate) to Confirm: Updated site information Location of asbestos which is to remain in-situ Sequencing of removal works Isolations required for works Building of enclosures etc Disposal arrangements Welfare arrangements Site security Site rules Asbestos Project, Building Asbestos Meeting to include formal walk round of site in which materials for removal and (where applicable) materials that are to remain in place are identified. 9. During site works Analytical Consultant to check arrangements, based on the IC Asbestos Permit to Work, prior to asbestos remedial works being started by the Asbestos Removal Contractor. 10. Asbestos to issue with Asbestos Works Completion Certificate (AWCC) on completion of enabling works. 11. to issue Principal Contractor with copy of AWCC, and to arrange for formal walk round with Site Agent to visually identify any asbestos which is to remain in-situ. 12. Principal Contractor to ensure that all site personnel, particularly those undertaking demolition activities receive adequate information during the site induction concerning: The location of any residual asbestos, and Instructions on what to do if accidental release of asbestos occurs, or on discovery of suspected asbestos. Analytical Consultant Asbestos Principal Contractor Page 6 of 10

5. Emergency Procedures 5.1 Emergency situations involving breaches of security ie theft, unauthorised access, suspicious behaviour or violent behaviour should be reported to Security (Ext 4444 or 020 7589 1000) 5.2 Emergency situations that need technical solutions in electrical, mechanical, plumbing or building fabric should be reported to Maintenance using the Help Desk (020 7594 8000) 5.3 Emergency arrangements in the event of an accident or a serious near miss incident: College Employees should report the incident to their Line and contact their Departmental Safety Officer and complete and accident report form. Contractors should contact Security, the, and, in the event of a very serious accident or serious dangerous occurrence, the Safety Unit should also be contacted on: (020 7594 9423) 5.4 Emergency arrangements in the event of an Asbestos Release, discovery of suspected Asbestos Containing Materials, or Damaged Asbestos should be reported to the Help Desk (020 7594 8000) 5.5 In the event of a fire or emergency evacuation, local departmental arrangements should be followed. 6. Summary of Documentation Requirements Document Area Authorisation Certificate When is document required? Area Clearance Certificate 1. Vacation of rooms or areas prior to refurbishment or demolition. 2. Vacation of rooms or areas prior to subsequent occupation by another Department. Section 4.1 Departmental Decant Procedure Department Asbestos Information Request Asbestos Works Completion Certificate When access is required into area after asbestos removal work have been carried out. Section 4.3 Asbestos Surveys & Enabling Works Asbestos Equipment Decontamination Certificate 1. Prior to disposal of unwanted equipment. 2. Prior to relocation of equipment beyond the area in which it currently resides. Prior to returning faulty or damaged equipment for repair or replacement. Page 7 of 10

Section 4.1 Departmental Decant Procedure Department Electrical (LV) Isolation Permit For Maintenance personnel carrying out isolations for projects Section 4.2 Service Isolations Authorised Person Laboratory Permit 1.Access is required into laboratory area for maintenance work/other. 2. Laboratory Permit (LP) communicates information regarding the hazards present and precautions required, from the occupants to those not normally working in that area. Section 4. 2 Service Isolations Lab Pipework Isolation Permit For Maintenance personnel carrying out isolations for projects Section 4.2 Service Isolations Request for Isolations Survey Form Site Handover Form* NB This is a revised version of the previous Site Familiarisation Form For Maintenance s who are undertaking a formal walkround with Site Agents prior to the handover and occupation of the site by the contractor. Section 4.2 Service Isolations, & Site Agent 7. Summary of Definitions used in Code of Practice Term Asbestos Definition of Maintenance Team who have been assigned to the building in which the project work is being undertaken. Representative from Adams Environmental, the asbestos consultants for the College. Adams Environmental advise the College in all aspects of asbestos management. Page 8 of 10

Authorised Person in context of H&S Guidance Note Guidance Note 040: Access for Non-authorised Personnel into Laboratory Areas Laboratory or other personnel (e.g. routine cleaners) who are authorised, by the Principal Investigator or Head of Department in charge of the particular facility, to enter the area to conduct their work. Authorised Person in context of Isolations Procedure 4.2 (ref Electrical LV Permit) Competent Person Competent Person (in context of Electrical LV Permit) Lab in the context of the Laboratory Permit Site Agent A person who has been appointed in writing by Imperial College Estates Department or EDF Networks to carry out specified duties including the issue and cancellation of Safety Documents. A person who has sufficient training and experience, or knowledge to undertake duties in a way that complies with necessary safety legislation and company safety procedures. A person who is over 18 years of age, and who has been appointed in writing by Imperial College Estates Department or EDF Networks to carry out specified duties and to avoid danger. These duties may include authority to issue and cancel Limitations-of-access and/or receive Sanctions-for -Test. For details refer to Imperial College Estates Procedures Electrical Safety Rules. The may be an internal representative of the College (Building, Engineer, Maintenance Personnel etc) or an individual from an external organisation (eg Framework partner) who acts on behalf of the College. Anyone in a position of authority within the department e.g. Laboratory, Safety Adviser, or Senior Scientist who is familiar with the area and the work which is carried out there and is able to recognise local hazards and advise on precautionary measures. The site manager who has overall responsibility for supervising construction work on behalf of the main contractor. 8. Bibliography College Policy & Procedure Documents which are related to this Code of Practice: Access for non-authorised personnel into laboratories, 2003 Guidance note on the Decontamination of Areas & Equipment, 2003 The Removal and Disposal of Local Exhaust Ventilation Ducting and Laboratory Waste Pipes During Renovation, September 2000 Fires, Accidents, Emergencies and Contingencies Clinical Waste Update, 2000 Chemical Waste Disposal, 2003 Asbestos Management Plan 2004 Estates Project Procedures 2003 College Electrical Safety Rules 2004 Page 9 of 10

Summary of College Forms referred to in this document: Area Clearance and Decontamination Certificate Equipment Decontamination Certificate Asbestos Information Request Asbestos Completion of Works Certificate Request for Isolations Survey Form Laboratory Permit Electrical LV Certificate Pipework Isolations Certificate Site Handover Form Area Authorisation Certificate 8 Legislative Requirements which underpin this Code of Practice The following legislative requirements provide a summary of the underpinning legal framework which supports this Code of Practice: The Health and Safety at Work Act, etc requires an employer to ensure the health, safety and welfare of his employees and those people not in his employment who may be affected by his activities. Duties also extend to those who are carrying out work on behalf of the College The Control of Substances Hazardous to Health Regulations places a duty upon employers to assess and eliminate or control the risks arising from the use of chemicals and biological agents. The Management of Health and Safety at Work Regulations require employers to assess and control risks arising from all activities, to co-operate with other employers and to consider the safety of persons working in the host employer s undertakings. The Electricity at Work Regulations require that all individuals who work on electrical systems should be competent to do so, and should ensure that action is taken to prevent injury from electricity in all its forms. The Gas Safety (Installation& Use) Regulations require that all individuals who work on gas systems should be Corgi registered, and that gas fittings or appliances should be protected against damage and clearly marked as containing gas. The Control of Asbestos at Work Regulations requires the College to identify and manage the Asbestos within the Estate, so that staff, visitors and contractors are not exposed to asbestos on College sites. The Construction (Design & Management Regulations) requires that the Client (ie the College) to pass on information about the state or condition of any premises to the Principal Contractor before works begin. In addition, that sufficient allocation of resources is set aside to manage the health & safety risks associated with the project. Page 10 of 10