Asset Information Requirements at Project Handover Estates · Fire Safety Officer. o facilitate production of the fileT , the project team needs to provide a new or updated Fire Plan

Asset Information Requirements at Project Handover Estates

Rev E Issue Date – 12th February 2019

Revision: E

Issue Date: 12th February 2019

Published by: Estates (Maintenance Services)

Author: Maintenance Services Director

Review Date: 1st December 2021

Location:

(http://www.reading.ac.uk/buildingmaintenance/OurPoliciesandProcedures/Asset_Information_Requirements.aspx)

Revision E Omission of BIM requirements (moved to EIR)

This document has been produced by the University of Reading’s Estates team.

All rights are reserved. No part of this document may be reproduced or distributed by any means without prior permission in writing from the University of Reading.

Table of Contents

1.0 INTRODUCTION 1

2.0 APPLICATION & USE 1

3.0 IP RIGHTS 2

4.0 GENERAL REQUIREMENTS

4.1 Core Information Requirements 2

4.2 Project Handover Control Schedule 2

4.3 Health & Safety Files 3

4.4 Operation and Maintenance (O&M) Manuals 4

4.5 Building Emergency Folder 4

5.0 BUILT ESTATE INFORMATION

5.1 Space Information 5

5.2 Asbestos Register 5

5.3 Property Terrier 6

5.4 Planning & Other Consents 6

5.5 Certification 7

5.6 Warranties 7

5.7 Commissioning Data 7

5.8 External Wayfinding Signage Asset Register 8

6.0 OPERATIONAL ESTATE INFORMATION

6.1 Maintained Assets & Planned Preventative Maintenance 8

62 Building Life Cycle Data 9

6.3 Maintenance Spares Schedule 10

6.4 Water Quality & Legionella Control 10

6.5 Cleaning Strategy 11

6.6 Security Systems (Intruder Alarms, CCTV, Access Control) 12

6.7 Key Schedule 12

6.8 Metering Information 13

6.9 Building Management System (BMS) Data 13

6.10 Energy Performance Data 13

6.11 Insurance Cover and Fixed Asset Valuation 14

6.12 Statutory Inspection/Written Scheme of Insurance Inspection 14

6.13 Operational Training & Instruction 15

7.0 CAD DRAWINGS and BUILDING INFORMATION MODELLING

7.1 AutoCAD ‘Design’ Drawings (2-D) 16

7.2 AutoCAD ‘As Built’ Drawings (2-D) 17

7.3 Master Plan AutoCAD Drawings (2-D) 18

7.4 Use of Building Information Modelling 18

Appendix List

Note: The documents listed below are available to download from the Estates (Maintenance Services) web pages:


A Project Handover Control Schedule (Section 4.2)

B Health & Safety File Contents (Section 4.3)

C Operation & Maintenance Manual Content (Section 4.4)

D Fire Safety Design Guide (Section 4.5)

E Space Management Information (5.1)

F Space Naming Convention (Section 5.1)

G Asbestos Management Plan (Section 5.2)

H Property Terrier Information Template (Section 5.3)

I Maintained Assets & System Hierarchy (Section 6.1)

J Building Life Cycle Data Return Template (Section 6.2)

K Spares Schedule (Section 6.3)

L Policy & Procedures for the Control of Legionella Bacteria within Water Systems (Section 6.4)

M Cleaning Information Template (Section 6.5)

N Security System Installation Record Template (Section 6.6)

O Key Schedule Template (Section 6.7)

P Electronic Metering Data Template (Section 6.8)

Q University Electronic Drawing Standards (Section 7.1)

D:\AIRs\1 AIR Specification Guidance Note_Rev E_19-02_Master.docx Page 1 of 44

1.0 INTRODUCTION

One of the key objectives for all University projects is the handover of a fully operational

and defect free building at practical completion. An essential element of a successful

handover is the provision of accurate project information, delivered in a timely manner at

the end of a project. This helps to support a seamless transfer of the facilities to the both

building users and the operational facilities teams.

The aim of this Asset Information Requirements (AIR) document is to define the

information required by the University at project handover stage; describing both our

content and format requirements.

The key objectives are:

• To ensure that all relevant documentation described in this specification is provided in

a timely manner at project handover, to allow the University to safely occupy and

operate the facilities from the date of occupation.

• To provide the required drawings, documents and data in the defined electronic

format. This will enable the information to be loaded onto the University’s CAFM

database, the electronic document management system and/or other appropriate

software.

• To deliver a Building Information Model (where specified) to a defined level of

information and detail.

2.0 APPLICATION & USE

The Asset Information Requirements apply to all University projects, including the

construction of new buildings, alteration works and maintenance projects. The

requirements described, however, are intended to be scalable dependent upon the size and

complexity of the project.

It will be the joint responsibility of the project team and operational facilities management

teams to establish which elements of the Asset Information Requirements apply to a

particular project. The information deliverables should be agreed at project inception.

The University will decide on a project by project basis which schemes will be developed

using Building Information Modelling (BIM). The Project Manager will inform the project

team at inception whether or not BIM is applicable.


3.0 IP RIGHTS

The University reserves the rights to use all manuals, drawings, models and any other

documents referred to in the AIR for other purposes. For the avoidance of doubt all such

documentation is ‘design information’ within the meaning of the contract, under which

the AIR obliges the provision of such documents.

4.0 GENERAL INFORMATION REQUIREMENTS

4.1 CORE INFORMATION REQUIREMENTS

The following core information is currently required by the University at handover stage:

• Completed Project Handover Control Schedule

• Health & Safety File

• Operation and Maintenance Manual

• Building Emergency Folder

• WREN (CAFM) Data

• 2-D AutoCAD Drawings (Design and as-built drawings)

• Building Information Model & COBie Data

For some documentation, the University may specify that a draft version is submitted for

review prior to handover. This is required to ensure that any issues relating to the content

or format are identified prior to handover.

The University requires the documents listed above to be submitted on duplicate DVDs.

Where a hard copy of documentation is required, two copies must be provided to the

University.

4.2 PROJECT HANDOVER CONTROL SCHEDULE

General Requirements: The project team should provide the University with a draft copy of

the Project Handover Control Schedule six weeks prior to handover, where practicable.

This should clearly identify what information will be provided at handover stage.

At handover the project team should provide a completed copy of the Control Schedule,

which will be used as a checklist to ensure that all deliverable information has been

provided.


Media & Format: An electronic copy of the Project Handover Control Schedule in MS Excel

format should be included with the O&M manuals.

Content/Notes: The template for the Project Handover Control Schedule is shown as

Appendix A and is available to download via the Estates website:


This document should be used by the project team as a checklist to establish what

information is relevant to the project and to summarise what information will be provided

to the University at handover stage. The information deliverables must be agreed with the

University’s Chief Engineer at least 4 weeks prior to handover.

4.3 HEALTH & SAFETY FILES

General Requirements: The Health & Safety (H&S) file should contain the information

needed to allow future construction work, cleaning, maintenance, demolition etc. to be

carried out safely. The H&S file should alert those carrying out such work to any associated

risks and should help them to decide how to work safely. An H&S file is required on all

projects that make a change to the structure of the building or the associated services,

regardless of whether a CDM-C is appointed or the project is notified to the HSE.

Media & Format: The University requires that an electronic copy is provided in bookmarked

.pdf format using Adobe Acrobat Professional. Each file size must not exceed 50Mbytes. If

the file size exceeds this limit the document should be split into volumes, with each not

exceeding 50Mbytes. Each volume should be numbered (e.g. volume 01, volume 02 etc.) and

bookmarks used to identify the contents.

The .pdf file(s) should be provided on DVD, which should be clearly labelled using the

following protocol: HS_Discipline (where relevant)_Project Description_Volume Number.

E.g. HS_Kitchen Refurbishment 2015_Volume 1. The document will be filed with

Site/Building Reference Number and WREN job number as meta-data.

Content/Notes: The H&S Files must include the sections and information listed in Appendix

B and is available to download via the Estates website:


Any section of the H&S File which is not relevant to a particular project should still be

included, but should be notated as “Not Applicable”, rather than left blank.


4.4 OPERATION AND MAINTENANCE (O&M) MANUALS

General Requirements: O&M manuals should be provided by the project team on all projects,

but should be scaled to suit the size and complexity of the scheme. The file should contain

sufficient information to allow the University to safely operate and maintain the facility.

Media & Format: The University requires that an electronic copy is provided in bookmarked

.pdf format using Adobe Acrobat Professional. Each file size must not exceed 50Mbytes. If

the file size exceeds this limit the document should be split into volumes, with each not

exceeding 50Mbytes. Each volume should be numbered (e.g. volume 01, volume 02 etc.) and

bookmarks used to identify its contents.

The .pdf file(s) should be provided on DVD, which should be clearly labelled using the

following protocol: OM_Discipline (where relevant)_Project Description_Volume Number.

E.g. OM_Kitchen Refurbishment 2015_Volume 1. The document will be filed with

Site/Building Reference Number and WREN job number as meta-data.

Content/Notes: The O&M manuals must include the sections and information listed in

Appendix C and is available to download via the Estates website:


Any section of the O&M File which is not relevant to a particular project should still be

included in the document, but should be notated as “Not Applicable”, rather than left blank.

4.5 BUILDING EMERGENCY FOLDER

General Requirements: A Building Emergency Folder is displayed in the foyer/main entrance

of most University buildings and provides information for emergency services on the layout

of the building, high risk areas, locations of gas cylinders, radioactive materials, hazardous

chemicals, evacuation routes etc.

The Building Emergency Folder will normally be compiled and updated by the University’s

Fire Safety Officer. To facilitate production of the file, the project team needs to provide a

new or updated Fire Plan Drawing and Fire Alarm Cause and Effect Drawing.

Media & Format: An electronic copy of the drawings should be provided at handover in .pdf

format as part of the H&S File.

Content/Notes: Copies of the drawings listed should be provided to the University as part of

the H&S file at handover. If this information is not provided, then the H&S File will be

deemed to be incomplete.


The Fire Plan Drawing must include the information listed in Section 16 of the University’s

Fire Safety Design Guide. This document is shown as Appendix D and is available to

download via the Estates website:


5.0 BUILT ESTATE RECORD INFORMATION

5.1 SPACE INFORMATION

General Requirements: The project team should provide full details of all new and altered

space in order that the University’s space management records can be updated.

Media & Format: Where necessary, at the start of a project, existing space information can

be provided to the design team in MS Excel format from the University’s FM database.

An electronic copy of the updated space management information should be included with

the O&M manuals in MS Excel format. The data input template is shown as Appendix E

and is available to download via the Estates website:


Mandatory fields are marked on the template.

Content/Notes: Space data should be provided to the University using the naming protocols

set out in Appendix F. This document is available to download via the Estates website:


5.2 ASBESTOS REGISTER

General Requirements and Information: The project team should provide the University with

details of all work undertaken to remove, modify or encapsulate asbestos-based materials

in accordance with the University’s Asbestos Management Plan. A copy of this document is

available as Appendix G and is available to download via the Estates website:


Media & Format: The asbestos register will be updated by the University’s Asbestos

Coordinator. It is important that the project team provide the Asbestos Coordinator with

details of any new or amended records in a timely manner as the work progresses. This

requirement is intended to ensure that the asbestos register always reflects the current

position.


Content/Notes: Updates should include details of all newly identified asbestos-based

materials and details of where any previously identified materials have been encapsulated,

modified or removed. All new and amended records must include a supporting material

risk assessment, as required by HSG264. Associated documents including bulk sample

analysis reports, four stage air clearance and waste transfer notes should be provided to the

Asbestos Coordinator to append to the appropriate record on the asbestos register.

5.3 PROPERTY TERRIER

General Requirements: The project team should provide the University with any

information required to update the Property Terrier. Where necessary at the start of a

project, existing property terrier information will be provided to the design team in MS

Excel format from the University’s FM database.

Media & Format: An electronic copy of the updated terrier information in MS Excel format

should be included within the relevant section of the O&M manuals.

Content/Notes: Property terrier information should be provided to the University in the

format shown in Appendix H and is available to download via the Estates website:


The University’s mandatory fields are marked on the template. If mandatory information

is not provided, then the O&M manuals will be deemed to be incomplete.

5.4 PLANNING & OTHER CONSENTS

General Requirements: The project team should provide the University with both electronic

and paper copies of all planning and listed building consents, building regulation approvals,

English Heritage consents etc.

Media & Format: An electronic copy of all consents and approvals in .pdf format should be

included with the Property Terrier information and included within the relevant section of

the O&M manuals.

Content/Notes: If this information is not provided, then the O&M manual will be deemed to

be incomplete.


5.5 CERTIFICATION

General Requirements: The project team should provide the University with electronic

copies of all testing certificates relating to the structure, fabric, mechanical plant, electrical

systems etc.

Media & Format: An electronic copy all testing certificates in .pdf format should be included

within the relevant section of the O&M manuals.

Content/Notes: If this information is not provided, then the O&M manuals will be deemed

to be incomplete.

5.6 WARRANTIES

General Requirements: The project team should provide the University with electronic

copies of all warranties relating to the building fabric, mechanical and electrical systems

and plant, fittings and equipment etc.

Media & Format: An electronic copy of all warranties in .pdf format should be included

within the relevant section of the O&M manuals.

Content/Notes: If this information is not provided, then the O&M manuals will be deemed

to be incomplete.

5.7 COMMISSIONING DATA

General Requirements: The project team should provide the University with copies of all

commissioning data.

Media & Format: An electronic copy of all commissioning data in .pdf format should be

included with the O&M manuals.

Content/Notes: The project team should provide the University with all commissioning data

sheets, together with the details of any rectification work required as part of the

commissioning process. If this information is not provided, then the O&M manuals will be

deemed to be incomplete.

5.8 EXTERNAL WAYFINDING SIGNAGE ASSET REGISTER

General Requirements: The project team should provide the University with details of any

new signage, removed signage and alterations to signage associated with the project. This

information will be used to populate the University’s External Wayfinding Signage Asset

Register.


Media & Format: Updates to the University’s External Wayfinding Signage Asset Register

should be provided electronically using the WREN Wayfinding Signage Module. A ‘zipped’

copy of this database module will be provided by the Estates Business Systems Manager (tel:

0118 378 7299 / email: [email protected]). Advice on the use of this module will be

provided when the zip-file is supplied.

Content/Notes: Entry of signage data into the WREN Wayfinding Signage Module enforces

completion of the mandatory fields and the University’s formatting requirements.

Incomplete records cannot be saved.

6.0 OPERATIONAL ESTATE INFORMATION

6.1 MAINTAINED ASSETS & PLANNED PREVENTATIVE MAINTENANCE

Background: The University aims to deliver a maintenance regime that ensures buildings

are safe, compliant and fit-for-purpose. In support of this aim we have developed an annual

planned preventative maintenance (PPM) programme which ensures that routine servicing,

statutory inspection and testing is carried out on maintained assets in a timely and

prescribed manner.

At the core of the PPM programme is the ‘maintenance asset register’, which records the

assets and systems that are subject to cyclical maintenance and inspection. Routine

maintenance ‘tasks’ are then allocated to the ‘assets’ in order to generate the PPM

programme. Full and timely provision of the asset register is a key element of a successful

project handover.

General Requirements: The project team should provide the University with an electronic

copy of the updated asset register. This should detail all building fabric, plant & equipment

requiring periodic maintenance/inspection and should include details of the maintenance

and inspection regime required.

Definitions: A maintenance ‘asset’ is defined as any item which requires periodic

maintenance, testing or inspection by Estates or their designated specialist contractors, for

example, a fire alarm smoke detector.

A maintenance ‘system’ is defined as a collection of assets which make up a technical

system requiring periodic maintenance, testing or inspection by Estates or their designated

specialist contractors, for example, a (whole) fire alarm system.

The full list of maintenance ‘assets’ and ‘systems’ are described in Appendix I and is

available download via the Estates website:



The University’s system and asset hierarchy has been mapped to the Uniclass 2015

classification system or product category to assist project teams with identification. It

should be noted that this information has been provided for guidance only. It is the project

team’s responsibility to ensure that details of all relevant systems and assets are provided

at handover.

Media & Format: Updates to the University’s asset register MUST be provided electronically

using the WREN Asset Data Input Module. Entry of data into this module enforces

completion of the mandatory fields and the University’s formatting requirements.

Incomplete records cannot be saved.

A ‘zipped’ copy of this module will be provided by the Estates, Business Systems Manager

(Tel: 0118 378 7299 / email: [email protected]). Advice on the use of this module will

be provided when the zip-file is supplied.

Content/Notes: The project team shall provide full details of changes to maintained assets

and systems. Where existing assets or systems have been removed or made inactive details

should also be provided.

Provision of this information helps the University to ensure that appropriate maintenance

regimes are in place at handover and manufacturer’s warranties are maintained. If this

information is not provided in a timely manner, then project handover will be deemed to

be incomplete.

6.2 BUILDING LIFE CYCLE DATA

General Requirements: The project team should provide the University with a schedule of

the expected life-cycles for major items of building fabric, services and plant & equipment

associated with the project. This information will be used to populate the WREN Building

Condition module which is used to drive the University’s planned maintenance programme.

Media & Format: An electronic copy of the life-cycle data in MS Excel format should be


Content/Notes: The project team should provide estimated life-cycle data for the elements

listed in Appendix J using the template provided. This document is available to download

via the Estates website:



The project team does not need to provide life-cycle data for elements of the building fabric,

services plant etc. which have not been altered as part of the project.

If this information is not provided, then the O&M Manual will be deemed to be incomplete.

Estimated life-cycles should only be provided for the building elements that have formed

part of the project.

6.3 MAINTENANCE SPARES SCHEDULE

General Requirements: The project team should provide the University with a Spares

Schedule at handover, so that these can be entered onto the WREN Inventory Control

Module, where necessary.

Media & Format: An electronic copy of the Spares Schedule in MS Excel format should be


Content/Notes: The project team should provide the Spare Schedule using the template

provided in Appendix K. This document is available to download via the Estates website:


The schedule should include the manufacturer’s details, reference numbers, information

on where the parts are stored, the approximate value of each part and the quantities

provided at handover.

6.4 WATER QUALITY AND LEGIONELLA CONTROL

General Requirements: The project team should provide the University with a legionella risk

assessment at handover. The relevant information from the risk assessment will be up-

loaded, by the Maintenance team, onto the University’s web-based legionella control

software, Opuz12.

The University’s Policy & Procedures for the Control of Legionella Bacteria within Water

Systems is provided as Appendix L. This document is available to download via the Estates

website:


Media & Format: An electronic copy of the legionella information in .pdf format should be

provided to the University at handover. In addition a hard copy should be provided within

the relevant section of the O&M file.


Content/Notes: The project team should provide a legionella risk assessment at handover,

which should include a water system schematic drawing, a list of the relevant assets and

details of any hazard controls to be implemented.

Legionella risk assessments MUST be submitted using the University’s standard template,

which is available to download via the Estates website:

The project team must provide details of chlorination/disinfection work on new/existing

water systems, together with a copy of the water regulation compliance certificate. The

project team should also supply flushing documents, if the water system went live more

than a week before occupancy. If this information is not provided, then the O&M Manual

will be deemed to be incomplete.

6.5 CLEANING INFORMATION/STRATEGY

General Requirements: The project team should provide the University with a

recommendation for the cleaning strategy to be adopted after handover.

Media & Format: An electronic copy of the Cleaning Strategy in MS Excel or Word format

should be included within the relevant section of the O&M manuals.

Content/Notes: The project team shall provide a cleaning strategy, which should include

details of all building finishings requiring periodic cleaning, together with information on

the routine and deep-cleaning requirements for each area. The strategy should also include

details of the recommended cleaning products and cleaning equipment required for each

surface finish.

The template for provision of cleaning information is shown as Appendix M. This

document is available to download via the Estates website:


6.6 SECURITY SYSTEMS (INTRUDER ALARMS, CCTV, ACCESS CONTROL)

General Requirements: The project team should provide the University with details of any

additions, alterations and omissions to/from security systems. Where new systems have

been installed the project team must arrange and pay for routine maintenance of the

equipment installed from the date of hand-over to the next contract renewal date (March).

Media & Format: An electronic copy of the Security System Installation Records and Interim

Maintenance Contract should be included in MS Word format within the relevant section

O&M manuals.


Content/Notes: Additions, alterations and omissions to/from security systems should

recorded on the Security System Installation Record Sheet, as shown in Appendix N. This

document is available to download via the Estates website:


The record sheet must include the relevant contract number(s) for the maintenance period

up to the contract renewal date. If this information is not provided, then the O&M Manual

will be deemed to be incomplete.

6.7 KEY SCHEDULE

General Requirements: The project team should provide the University with a key schedule

at handover stage.

Media & Format: An electronic copy of the key schedule should be included in MS Excel

format within the relevant section of the O&M manuals.

Content/Notes: The key schedule should include details of the keys provided to the

University, differentiating the number of master and sub-master keys provided. Suiting

details and key reference numbers should also be included with the schedule.

The template for provision of the Key Schedule is shown as Appendix O. This document is

available to download via the Estates website:


If the project includes electronic room access control then a schematic diagram and an

access card schedule should also be provided.

6.8 METERING INFORMATION

General Requirements: The project team should provide the University with full details of

all utility meters (fiscal meters and sub-meters) that have been added, altered or removed

as part of the work.

Media & Format: An electronic copy of the metering data must be provided in MS Excel

format within the relevant section of the O&M manuals.

Content/Notes: The project team should include details of the type of meter, the meter serial

number, the opening meter reading (or closing reading if being removed), the meter

reference (MPR, MPAN, MSN), details of the location of the meter, a photograph of the meter

and access details, including any access restrictions.


The template for provision of meter data is shown as Appendix P. This document is

available to download via the Estates website:


The project team should also provide a schematic drawing showing the configuration of

parent/child meters. An IP address linking the meter to the network data logger must be

established and included with the metering data.

6.9 BUILDING MANAGEMENT SYSTEM (BMS) DATA

General Requirements: The project team should provide the University with full details of

any additions, alterations or omissions to BMS systems at handover.

Media & Format: Electronic copies of relevant information should be included in .pdf format

within section 4.0 of the O&M manuals.

Content/Notes: The project team shall provide a full description of the BMS system and its

operation, details of any additions, alterations or omissions, a new or amended control

panel schematic drawing, a list of critical BMS alarms configured at handover and a list of

panel points.

6.10 ENERGY PERFORMANCE DATA

General Requirements: The project team should provide the University with details of the

listed energy performance data at handover.

Media & Format: Electronic copies of relevant energy performance data should be included

in .pdf format within the relevant section of the O&M manuals.

Content/Notes: The University should be provided with a copy of the Energy Performance

Certificate (EPC) (where relevant); details of any Low and Zero Carbon (LZC) technologies,

including details of any applicable subsidies to be claimed (e.g. Feed-in-Tariff); details of any

generating equipment installed, including design output; details of modelled energy

performance of the project, including contractual output and operating assumptions.

6.11 INSURANCE COVER AND FIXED ASSET VALUATION

General Requirements: The project team must ensure that the University’s Insurance

Department is notified prior to handover so that the University can make arrangements for

appropriate insurance cover.


The date for practical completion shall be advised in writing to the University’s Insurance

Officer at least 5 working days prior to handover. The project team should provide the

University’s Insurance Department with an estimate of the new or updated insurance

replacement value.

Media & Format: An electronic copy of the fixed asset valuation should be included in .pdf

format with the relevant section of the O&M manuals.

Fixed Asset Value Calculation: This should be calculated based upon the following:

Included Costs - All superstructure, finishings, mechanical and electrical

installations, fixed fittings and equipment.

Excluded Costs - Site clearance and demolition costs, substructure, external works

and paving, underground drainage, loose fittings and equipment, AV equipment,

VAT, professional fees, planning and building regulation fees, consequential loss

costs.

The base date should be included with the valuation.

6.12 STATUTORY INSPECTION / WRITTEN SCHEME OF INSURANCE INSPECTION

General Requirements: The project team should provide a Written Scheme of Examination

for all plant, equipment and fabric that will require a statutory inspection/written scheme

of insurance inspection.

Media & Format: An electronic copy of the Written Scheme of Examination in MS Word

format should be included within the relevant section of the O&M manuals.

Content/Notes: The Written Scheme of Examination should include the following:

• Identification of the item of fabric, plant or equipment within the system;

• The parts of the system which are to be examined;

• The nature of the examination required, including the inspection and testing to be

carried out on any protective devices;

• The preparatory work needed for the item to be examined safely;

• Where appropriate, the nature of any examination needed before the system is first

used;

• The maximum interval between examinations;

• The critical parts of the system which, if modified or repaired, should be examined

by a competent person before the system is used again;

• The name of the competent person certifying the written scheme of examination;


• The date of initial certification.

This will enable the University’s Insurance Inspector to implement monitoring regimes that

are compliant with the relevant legislation or regulation.

6.13 OPERATIONAL TRAINING & INSTRUCTION

General Requirements: The project team should provide written instructions for the training

of both operational users and those involved in routine maintenance and inspection.

Media & Format: An electronic copy of the written instructions in MS Word format should

be included within the Section 3 of the O&M manuals. In addition the University should be

provided with two paper copies on plasticised paper, bound into A4 4-hole binders.

Content/Notes: The project team should provide written instructions for the training of

University building users.

The project team should also provide separate written instructions for maintenance staff

and contractors involved in routine maintenance, which should include ‘cause and effect’

guidance.


7.0 CAD DRAWINGS and BUILDING INFORMATION MODELLING This section describes the standards that should be adopted when producing or updating

CAD drawings, BIM models and associated COBie for the University.

7.1 AUTOCAD 2-DIMENSIONAL ‘DESIGN’ DRAWINGS

CAD Drawing Standards: The requirements for the development of CAD drawings are set out

in University’s Electronic Drawing Standards. The current version of this document is

shown as Appendix Q. This document is available to download via the Estates website:


Drawing Disciplines: Drawings should be split into the following disciplines:

• Architectural

• Civil and Grounds

• Structural

• M.E.P. Services

Software Platforms: The project team should adopt a collaborative approach to design

development and construction. Wherever possible a common software platform and

version should be used by the project team. Where this is not the case, a common exchange

format should be identified.

Coordinates: The project team should ensure that drawings are set out using common

coordinates. Where applicable, northing and easting coordinates should be defined and

these coordinates, together with any origin rotation/datum, should be provided to the

project team.

Drawing Numbers: Drawing numbers are issued at the outset of the project by the

University’s CAD and Project Documentation Officer (Tel: 0118 378 6807 /

[email protected]).

Title Blocks: The standard University of Reading title block should be inserted in the bottom

right hand corner of all drawings and must be populated with the required reference

information. The title block is an AutoCAD attribute block and the standard template is

available from the University’s CAD and Project Documentation Officer (Tel: 0118 378 6807

/ [email protected]). The consultant’s title block should also be included on the

drawing and must be fully populated.

mailto:p.tsounou%40reading.ac.uk



General Requirements: The project team should provide the University with a full set of

CAD 2-dimensional ‘design’ drawings at RIBA stage 3.

Media & Format: An electronic copy of the drawings should be included within the relevant

section of the O&M manual CD(s). Drawings should be provided in both the following

formats:

• Autodesk 2-D AutoCAD copies of the final “design” drawings, which should be

supplied on DVD.

• Final design drawings converted to .pdf format, which should be included in the

electronic O&M manual.

AutoCAD drawings should be supplied on a separate DVD, accompanied by a drawing

schedule. The DVD must be labelled using the following protocol: Wren Job

Number/Building Number/Design Drawings/Volume number. E.g. 0235678_B001_Design

Drawings_01

7.2 AUTOCAD ‘AS BUILT’ DRAWINGS (2-D)

General Requirements: The project team should provide the University with a full set of 2-

D ‘as built’ drawings.

Media & Format: An electronic copy of the drawings should be included within the relevant

section of the O&M manuals. Drawings should be provided in both the following formats:

• Autodesk 2-D AutoCAD copies of the final “as built” drawings, which should be

supplied on DVD.

• As-built drawings converted to .pdf format, which should be included in the

electronic O&M manual.

AutoCAD drawings should be supplied on a separate DVD accompanied by a drawing

schedule. The DVD must be labelled using the following protocol: Wren Job

Number/Building Number/As Built Drawings/Volume number. E.g. 0235678_B001_Design

Drawings_01

Drawing numbers are issued at the outset of the project by the University’s CAD and Project

Documentation Officer (Tel: 0118 378 6807 / [email protected]).

7.3 MASTER PLAN AUTOCAD DRAWINGS (2-D)

Campus Master Plan: Where a scheme involves new build, demolition or alters the footprint

of an existing building the project team MUST ensure that the Campus Master Plan is

updated at handover.



The contractor should liaise with the Project Manager to obtain the latest version of Campus

Master Plan prior to handover.

Infrastructure Master Plan: Where campus infrastructure is changed (added, re-routed or

removed) the project team should arrange to update the Campus Infrastructure Master Plan.

Updates to the plan should reflect all changes to buried services (electricity, water, natural

gas, specialist gas, foul and surface water drainage, data cabling, site lighting wiring, CCTV

wiring etc.).

The contractor should liaise with the Project Manager to obtain the latest version of the

Infrastructure Master Plan. The plan differentiates between different services, with each

being recorded on different CAD ‘levels’. The project team should liaise with the project

manager to ensure alterations to infrastructure are recorded on the correct ‘level’ for the

service.

ESTATES Appendix AAIR: PROJECT HANDOVER CONTROL SCHEDULE Rev 6 (4 May 2018)

Project Name/Contract Ref:

WREN:

Required Responsible Person Agreed Date for Sign-off by Sign-off by CommentY/N for Sign-off Production of Information Responsible Person Project Manager

PART A Mandatory items to be signed-off and documentation to be provided TWO WEEKS PRIOR to Project Handover

A1 Insurancea Lift Installations - Witness Test E&F Project Manager to liaise with Duty Holder

b Insurance Office - Notification of handover & insurance valuation (>£0.1M)

A2 Manuals & Other Informationa Draft Health & Safety File See Asset Information Requirements, Appendix B for details

b Draft Operation & Maintenance Manuals See Asset Information Requirements, Appendix C for details

c Draft Building Emergency Folder

PART B Mandatory items to be signed-off and documentation to be provided AT Project Handover

B1 Consentsa Planning Consent

b Building Control Certificate

c English Heritage Approval

d Copy of Practical Completion Certificate

B2 Testing and Commissioning Certificatesa Electrical Test Certificates

b Fire Alarm Test Certificate / Installation Log Book / Manual (see note 1)

c Emergency Lighting Test Certificate

d Security Installations / Access Control

e Gas Suppression Installations

f Disabled Alarms

g Lightning Protection Commissioning Certificates

h Natural Gas Installation Certificates/Schematic Drawings

i HV Installations and Sub-stations Manual (see note 2)

j Chlorination Certificate(s) (dated <4 weeks from handover) See Asset Information Requirements, Appendix L for details

k Air Cooling and Refrigeration Plant

l Air Handling Units, Boilers and Plant Room Equipment

m Acoustic Test Certificate(s)

n Fume Cupboards and Extract Ventilation

o Building Management System

p Lift Commissioning Test Certificates & Manual (see note 3)

q Pressure Systems / Air Receivers

r Fire Door and Fire Stopping Certificates

D:\AIRs\2 AIR Specification_Appendix A_19-02


s Building Air Test Results

t Air Clearance Certificates for Asbestos Stripping

u Mansafe System Test Certificates

v Telephone Installations Commissioning

w Data Installation Test Certificates

x AV Installations Commissioning

y Energy Certificates - EPC

z Drainage System Camera Survey

B3 Drawingsa Draft Fire Strategy See Asset Information Requirements, Appendix D for details

b Disabled Access Strategy

c Draft As-Built Drawings - Architectural See Asset Information Requirements, Appendix Q for details d Draft As-Built Drawings - Structural See Asset Information Requirements, Appendix Q for details

e Draft As-Built Drawings - Engineering Services See Asset Information Requirements, Appendix Q for details

f Draft As-Built Drawings - Specialist Sub-Contractors See Asset Information Requirements, Appendix Q for details

B4 Manuals / Instructions & Other Informationa Health & Safety File (incl. Schedule of Outstanding Items) See Asset Information Requirements, Appendix B for details

b Operation & Maintenance Manuals (incl. Schedule of Outstanding Items) See Asset Information Requirements, Appendix C for details

c Snagging List (incl. Schedule of Outstanding Items/Remedial Programme)

d Access and Maintenance Strategy (See note 4 below)

e Cleaning Strategy and Recommendations See Asset Information Requirements, Appendix M for details

f Project Team Contact List

g Electricity Meter Reading(s) at Handover See Asset Information Requirements, Appendix P for details

h Gas Meter Reading(s) at Handover See Asset Information Requirements, Appendix P for details

i Water Meter Reading(s) at Handover See Asset Information Requirements, Appendix P for details

j Location Specific Risk Assessments: Plantrooms/Accessible Flat Roofs

k Building Emergency Folder See Asset Information Requirements, Section 4.5 for details

l Legionella Risk Assessment(s) with Schematic Drawings See Asset Information Requirements, Appendix L for details

B5 Maintenance Agreements and Warrantiesa Copies of all Maintenance Agreements effective during DLP

b Warranties Information - Design and Product To be included in Section 9 of O&M Files

c Security System Installation Record See Asset Information Requirements, Appendix N for details

B6 Keys, Spares and the Likea Keys and Suiting Schedule / Signed Schedule See Asset Information Requirements, Appendix O for details

b Spares - Parts and Materials / Signed Schedule See Asset Information Requirements, Appendix K for details

c Plant Keys, Tools, Floor Lifters etc. / Signed Schedule

d Loaned plantroom and other access keys returned to E&F

B7 Training and Demonstrationsa Fire Alarm Installation

b Gas Suppression Systems



c Disabled Alarm Installations

d Emergency Lighting

e Security and Access Control Installations

f Air Cooling Systems and Refrigeration Plant

g Air Handling Units, Boilers and Plant Room Equipment

h Fall Prevention and or Fall Arrest Systems (Mansafe or similar)

I Building Management System

j Fire and Emergency Evacuation Procedures

k Familiarisation of Drainage Routes, Guttering Systems, & Kitchens

l Lifts

m Specialist Systems

n Disabled refuge communications equipment under fire conditions

UoR Project Manager (On behalf of Project Team)

Chief Engineer (on behalf of Maintenance)

Sign

Off:

At P

roje

ct H

ando

ver (

Parts

A&B

)

I certify that the information required at project handover is complete

Name:

Signature:

Date:

Name:

Signature:

I certify that the information required at project handover is complete

Date:



PART C Mandatory items to be signed-off and documentation to WITHIN ONE MONTH of Project Handover

C1 Estates Recordsa Space Management Information See Asset Information Requirements, Appendix E & F for details

b Update Asbestos Register See Asset Information Requirements, Appendix G for details

c Estates Management Property Terrier Information See Asset Information Requirements, Appendix H for details

d Asset Register (to E&F approved format) See Asset Information Requirements, Appendix I for details

e Life Cycle Cost Data See Asset Information Requirements, Appendix J for details

f Wayfinding Asset Register (to E&F approved format) Information provided using WREN data module.

g Written Schemes of Inspection (for equipment requiring insurance insp.)

C2 Drawingsa As-Built Drawings - Architectural See Asset Information Requirements, Appendix Q for details

b As-Built Drawings - Structural See Asset Information Requirements, Appendix Q for details

c As-Built Drawings - Engineering Services See Asset Information Requirements, Appendix Q for details

d As-Built Drawings - Specialist Sub-Contractors See Asset Information Requirements, Appendix Q for details

C3 Building Information Model & COBie Dataa Building Information Model See Asset Information Requirements, Appendix R, S, T & U for details

b COBie Data See Asset Information Requirements, Appendix R, S, T & U for details

C4 System Configuration (Within Two Weeks of Project Handover)a Configuration of alarm system in Security Control Room

b Configuration of access control systems/doors Campus Card Manager to be informed of all new access controlled doors

PART D Mandatory items to be signed-off and documentation to WITHIN 18 MONTHS of Project Handover

D1 Environmental Performance Dataa BREEAM Report

UoR Project Manager (On behalf of Project Team)

Chief Engineer (on behalf of Maintenance)

Name:

Signature: Sign

Off:

One

Mon

th A

fter P

roje

ct H

ando

ver (

Part

C)

I certify that the information required 1 month after handover is complete

Date:

Name:

Signature:

I certify that the information required 1 month after handover is complete

Date:


D:\AIRs\3 AIR Specification_Appendix B_16-08.docx Page 26 of 44

APPENDIX B - Health & Safety File Contents

Health & Safety Files Template

Cover Project Title/Building Ref/Job Number/Issue Date/Version Control Data

Section 1 Introduction

1.1. Project title

1.2. Explanation of purpose of the file

1.3. Explanation of client’s statutory duties

Section 2 Document Control

2.1. Form to record future changes to the file

Section 3 Project Particulars

3.1. Brief History

3.1.1. Description of the Site at Time of Project

3.1.2. Historical Use of the Site

3.1.3. Previous known Projects on the Site

3.2. Location of the building

3.3. Description of the work carried out

3.4. Date of commencement and completion

Section 4 Project Directory

4.1. Client details

4.2. Designers details

4.3. CDMC details

4.4. Contractor and sub-contractor details

Section 5 Residual Hazards

5.1. Details of all residual hazards and how they have been dealt with

5.1.1. Hazards existing before the project and not removed

5.1.2. Hazards introduced by the project

5.1.3. Workplace “in use” hazards


5.1.4. Asbestos

Section 6 Key Structural Principles

6.1. Details of construction methods used

6.2. Overview of structural design principles

6.3. Safe working loads

6.4. Sources of substantial stored energy

Section 7 Hazardous Materials

7.1. Details of hazardous materials used or retained

7.1.1. Hazards arising during use

7.1.2. Hazards arising during maintenance or cleaning

7.1.3. Hazards arising during future alteration or demolition

Section 8 Building Strategies

8.1. Maintenance Strategy

Procedures for roof access, cleaning of windows etc.

8.2. Safe Access Routes for Maintenance

8.3. Access / Disabled Access Strategy

8.4. Cleaning Strategy

8.5. Fire Safety Strategy.

Full details of the fire risk strategy forming part of the submission to the Building Control or preliminary fire risk assessment are to be included as this will form the basis of the full fire risk assessment once the building is occupied.

8.5.1. Floor Plans Showing:

• Fire alarm positions

• Emergency lighting

• Fire extinguisher positions

• Fire separation and means of escape

8.6. Location plans for key services, means of isolation and controls


Section 9

9.1 Details of any special arrangements for the safe removal or dismantling of installed plant, equipment or building fabric. Primary method statements, which may assist in carrying out future alterations to the works, should also be included.

Section 10 Drawings and information

10.1 Copies of the ‘design’ drawings

10.2 Copies of ‘as built’ drawings to be referenced to the drawings contained Operational and Maintenance Manuals

10.3 Summary of essential as built information to include any unusual forms of construction

Section 11 Schedule of other information

(Available but not included in the file)

11.1 O&M manuals

11.2 Record drawings

11.3 Test certificates

11.4 Other relevant documents and information

D:\AIRs\4 AIR Specification_Appendix C_16-08.docx Page 29 of 44

APPENDIX C - Operation & Maintenance Manual Content

Operation & Maintenance File Template

Cover Project Title/Building Number/Job Number/Date/Version Control Data

Contents The manual will contain the following information, in order listed below

a) Project title

b) Construction and design team’s details (address, telephone, fax)

c) Details of specialist suppliers or sub-contractors (address, telephone, fax)

d) Emergency call-out details (Normal hours and out of normal hours).

e) Block plan of building indicating utility service entry points if applicable.

f) Sheet containing an Index of the Contents of the manual.

Section 1 Original specification and a summary of any changes to the specification

Section 2 Description of systems - Include principles of operation, design criteria, design temperatures and air changes.

Section 3 Plant & Equipment Inventory – This should include manufacturer’s address, telephone and email details.

This section should include the fixed asset insurance valuation.

Section 4 Maintenance & Operational Requirements – This section should include:

Details of planned preventative maintenance work with a full description of the preventative maintenance task and the recommended frequency in order to maintain all warranties.

This section should also include a description of maintenance agreements applicable during the defect liability period.

Schedule of plant that requires periodic statutory inspection.

Schedule of estimated life-cycle replacement for major items of fabric and plant.

Cleaning strategy for all floor and other surfaces that will require routine cleaning and periodic deep-cleaning.

Details of training and instruction for operational facities and maintenance staff.

Details of metering

Details of BMS

Section 5 Manufacturer’s literature (indexed) including electric supply, controls and ancillaries.

D:\AIRs\4 AIR Specification_Appendix C_16-08.docx Page 30 of 44

Section 6 As-built drawings (indexed and formatted as described in sections 4-6)

6.1. Architectural details (including fabrication details, specialist installations, lintel and ironmongery, key schedule and suiting details)

6.2. Structural details

6.3. Mechanical and electrical system details

6.4. Specialist systems (including fire alarm, emergency lighting, access control, intruder alarms, CCTV, lighting controls etc.)

6.5. External works details

6.6. Services details – Location of utilities and services, metering details, information from the statutory authorities, data/fibre optic cables, buried services, foul and surface water drainage, underground features etc.

Section 7 Commissioning results (indexed) relating to all items of mechanical and electrical plant and systems. This should include test results, certificates, witness testing etc.

Section 8 Other test sheets, including the results of statutory test and inspections, e.g. electrical test certificate, legionella test results, pressure test sheets and boiler test certificates, combustion test.

Section 9 Warranties and Spares. This section should include details and copies of warranties and spares provided for all elements of the building fabric, mechanical and electrical systems & plant, fittings & equipment etc.

Section 10 Health & safety and emergency procedures, including residual hazards and specific decommissioning procedure.

This section should also include location specific risk assessments for all plant rooms and roof areas that need to be accessed for maintenance procedures.

Section 11 Environmental Information:

This section should include designed environmental performance data, details of energy modelling undertaken at design stage, details of low and zero carbon technologies installed, full details of any technical energy saving systems.

Copy of EPC Certificate

Details of any environmental impact assessments, waste disposal records, including records for all hazardous waste disposed of by the project.

Health and Safety Services

Safety Guide 34 Part B

Fire Safety Design Guide

Safety Guide 34 Part B Fire Safety Design Guide

Health and Safety Services Oct 2008

ii

Fire Safety Design Guide

Contents Summary ............................................................................................................................................................................................. iii

1. Introduction ............................................................................................................................................................................... 1

2. National legislation and standards ..................................................................................................................................... 1

3. Fire engineering ........................................................................................................................................................................ 2

4. Means of escape doors ........................................................................................................................................................... 3

5. Means of escape stairs ............................................................................................................................................................ 4

6. Signs ............................................................................................................................................................................................. 4

7. Fire alarm systems .................................................................................................................................................................... 4

8. Housing Accommodation - flats, houses, Houses of Multiple Occupancy (HMOs) ........................................... 7

9. Design, commissioning, installation and service records ........................................................................................... 7

10. Secondary lighting .................................................................................................................................................................. 7

11. Means of escape for disabled persons .............................................................................................................................. 8

12. Fixtures ands fittings ............................................................................................................................................................ 10

13. Access for fire fighting purposes...................................................................................................................................... 10

14. Building emergency folders .............................................................................................................................................. 10

15. Fire hydrants ........................................................................................................................................................................... 10

16. Dry risers .................................................................................................................................................................................. 11

17. Fixed fire fighting installations ......................................................................................................................................... 11

18. Teaching rooms..................................................................................................................................................................... 12

19. Home Office licensing ......................................................................................................................................................... 13

20. Further information ............................................................................................................................................................. 13

References ........................................................................................................................................................................................ 14

Appendix 1 Access and facilities for the Fire Service (Royal Berkshire Fire and Rescue Service guidance) ...... 16

Peter Lawther Fire Safety Adviser Health and Safety Services Issue 1 October 2008



iii

Summary

This guide sets out the standards that apply to designing for fire safety for University of Reading premises (new buildings and refurbishment of existing premises). It is provided to assist Facilities Management Directorate (FMD) design and project management staff, engineering consultants, architects and all others working on behalf of the University who are responsible for specifying and designing University buildings (henceforth described as ‘designers’). It is provided to ensure consistency, flexibility of future use and a common high standard in all new and refurbished University premises. Building design aspects include:

Means of escape doors

Signage

Fire alarm systems

Secondary lighting

Means of escape facilities for disabled persons

Access for fire fighting purposes

Provision of building emergency folders

Provision of fire hydrants, fixed fire fighting installations, and portable fire fighting equipment

Fire safety implications for ducting and ventilation systems

Provision of lifts, refuges, and associated communication systems Designers working on behalf of the University must follow the standards set out in this guide. These refer to national regulations, government guidance and British Standards. The guide is not intended to be a comprehensive list of all relevant standards, but it identifies those elements of building design where the University has specific requirements. It is essential to note that for some aspects of building design the University requires a higher standard than that set out in legislation. FMD projects staff and the University Fire Safety Adviser must be consulted in good time at the planning stage of any project. This is particularly important if the building contains any novel features, or if it proposed to apply standards different to those identified in this guide. Safety Guide 34 Part A sets out the organisational responsibilities for fire safety within the University and provides practical guidance for building occupants. Designers may wish to refer to Part A to gain a full understanding of the day-to-day issues that occur in the management of University premises.



1

1. Introduction

This guide sets out the standards that apply to designing for fire safety for all University of Reading premises (new buildings and refurbishment of existing premises). It covers the following types of premises and accommodation:

Academic buildings, including lecture theatres, teaching areas and rooms, laboratories and offices

Directorate and service buildings

Catering facilities, places of assembly, sports and social facilities and workshops

Farm buildings

Halls of Residence

Houses of Multiple Occupancy (HMOs)

Other residential accommodation Designers must take into account the fact that all University premises will be used by a range of people, with differing physical and cognitive capacities. This may vary from young children under the age of 5 years to the elderly, and will include disabled people with a range of physical and cognitive impairments. This guide identifies those elements of building design where the University has specific requirements, which designers must follow.

2. National legislation and standards

The University will comply with all relevant legislation and regulations relating to the design and structure of the building. Academic, administrative buildings, Halls of Residence and all other residential property are subject to the requirements of the Regulatory Reform (Fire Safety) Order 2005 and the Building Regulations (the latter only for new build and refurbishment projects). In addition, residential accommodation, including Halls and Houses of Multiple Occupancy, are subject to the Housing Act 2004. Clubs and bars are subject to the conditions contained within the Licensing Act 2003. Where reasonably practicable, the University will comply with national Codes of Practice and guidance relating to building design and fire safety management. This includes Approved Documents in support of the Building Regulations for new build and refurbishment projects (mandatory unless acceptable alternative means of meeting the requirements of the Building Act are identified and agreed with Building Control); fire safety guidance produced by the Department for Communities and Local Government (see Table 1 below); and relevant British Standards.

Table 1 Department for Communities and Local Government Publications

Fire Safety Risk Assessment Guidance

Guide Applies to

Fire Safety Risk Assessment: Offices and Shops ISBN-13: 978 1 85112 815 0

University offices and catering outlets

Fire Safety Risk Assessment: Sleeping accommodation ISBN-13: 978 1 85112 817 4

University Halls and other hotel-style sleeping accommodation e.g. Black Horse House Common areas of flats and Houses of Multiple Occupancy

Fire Safety Risk Assessment: Educational premises ISBN-13: 978 1 85112 819 8

All teaching, research and administrative areas in academic and service buildings



2

Guide Applies to

Fire Safety Risk Assessment: Factories and Warehouses ISBN-13: 978 1 85112 816 7

Storage units and workshops

Fire Safety Risk Assessment: Small and medium places of assembly ISBN-13: 978 1 85112 820 4

Buildings containing lecture rooms and theatres, up to a maximum capacity of 60 people (small premises) and up to 300 people (medium premises)

Fire Safety Risk Assessment: Large places of assembly ISBN-13: 978 1 85112 821 1

Buildings containing lecture rooms and theatres, sports centres above 300 people capacity

Fire Safety Risk Assessment: Theatres, cinemas and similar premises ISBN-13: 978 1 85112 822 8

Theatres and cinema facilities, places of entertainment

Fire Safety Risk Assessment: Healthcare premises ISBN-13: 978 1 85112 824 2

Research units where medical procedures are performed University Medical Centre

Fire Safety Risk Assessment: Animal premises and stables ISBN-13: 978 1 85112 884 2

University of Reading Agricultural Establishments

Fire Safety Risk Assessment: Means of Escape for Disabled People (Supplementary Guide) ISBN-13: 978 1 85112 837 7

All buildings at the University of Reading

The standards that apply to any sleeping accommodation in academic and administrative buildings are the same as those used for residential halls. Designers must plan for the fact that there are many circumstances peculiar to the University environment that require variation from the national codes of practice or standards. This is often to take account of potential future changes of use, allow flexibility in the use of buildings, and provide premises suitable for a wide range of users. The University standards may include specific provisions to cater for non-fire safety aspects, in particular special needs requirements under the Disability Discrimination Act 1995 (DDA) etc, to cater for visiting children, or to ensure consistency of supply. In some circumstances the University may specify higher standards than those set out in legislation and regulations.

For these reasons it is a requirement that the University of Reading Fire Safety Adviser is invited to comment on the building fire safety strategy and design proposals at an early stage. The University of Reading Fire Safety Adviser or other competent person acting under his direction, and authorised to do so, must approve the building fire strategy at appropriate stages of the design and construction. If any building or part of a building undergoes a change of use that might affect the fire risk or fire strategy, the Fire Safety Adviser must be consulted to ensure that the building fire risk assessment is reviewed and to confirm that the fire precautions remain appropriate. The following sections must be applied and are regarded as minimum standards for the University of Reading.

3. Fire engineering

A fire safety engineering approach that takes into account the total fire safety package can provide an alternative approach to the fire safety strategy and design for a particular building. This is recognised in the Building Regulations Approved Document B, Volume 2, as providing an acceptable approach to fire safety and thereby provides an alternative means of satisfying the functional requirements of the Building Regulations.



3

Health and Safety Services and in particular the University of Reading Fire Safety Adviser must be consulted to provide advice on the appointment of a fire safety engineer to assist with the fire safety design of a project.

4. Means of escape doors

To allow flexibility in future usage all room door sets, corridor fire door sets and partitions adjoining circulation corridors must be of a ½-hour fire resisting standard and capable of being fitted with self-closing devices. Each door must be marked/labelled as being of fire resisting construction. Where the fire risk assessment indicates a need for room doors to be designated as fire doors e.g. in laboratory areas, then all doors on the circulation corridor must be marked ‘Fire Door – Keep Closed’ and be fitted with a self closer. In low risk areas such as offices where the fire risk assessment does not require room doors to be of a fire resisting construction, the fire door sign and self-closer may be removed to allow room occupants to leave the door open when the room is in use (the door set fitted should still be of a ½-hour fire resisting standard). However it is essential that if the room/area undergoes a change of use, the situation is reviewed and if necessary door signage and self-closers are fitted to ensure a higher standard of fire protection.

Guidance:

In addition to fire safety considerations, designers should consider the safety of young children when specifying the operation of self-closing doors in areas that young children are likely to use/visit. This includes residential accommodation, Halls of Residence, museums and support buildings used for public events.

4.1. Electromagnetic hold open devices

The provision of electromagnetic hold open devices linked to the fire alarm system is acceptable in certain circumstances, but the University Fire Safety Adviser must be consulted and approval obtained before installation. At this time the Local Fire Authority will not accept these devices on doors giving access to fire staircase enclosures unless situated on an accommodation staircase e.g. a staircase that accommodates reception area furniture. Doors held open with electromagnetic hold open devices should be closed outside normal working hours (see Safety Guide 7), so that a higher standard of fire separation is provided during the period when the building is most vulnerable. This also helps to minimise damage to doors that will warp over a period of time if held permanently open and then will not provide a tight seal against the doorframe. This is to be achieved by the programming of the building Fire Alarm Control Panel with timings set on the instructions of the University of Reading Fire Adviser.

Guidance:

In addition to fire safety considerations, designers should consider the safety of mobility impaired persons when specifying the operation of self-closing doors. Some people may have difficulty negotiating self-closing fire-resisting doors. It should be ensured, therefore, that all such doors and their self-closing devices (including those that are normally held open by electromagnets linked a fire alarm system) comply with the recommendations of the appropriate British Standard regarding opening and closing forces.

4.2. Vision panels

Vision panels should be provided in doors giving access to circulation corridors and passageway sub-divisions. The height of installation should take into account wheelchair users and general circulation of occupants, in accordance with Approved Documents M and N.



4

Rooms containing lasers (see Safety Guide 21) or specialist equipment and processes e.g. photographic darkrooms, that would be affected by light, should be discussed with the University Fire Safety Adviser. Vision panels are a requirement on all inner offices and workshops, unless approved Automatic Fire Detection (AFD) systems are used. Vision panels should also be fitted for general safety e.g. to permit safer movement around the premises and through doors, to permit vision into rooms during the course of an emergency evacuation, to facilitate the movement of disabled people etc. This requirement will not apply to a room used for residential accommodation except where there are working areas i.e. office workshops and kitchens.

5. Means of escape stairs

In addition to the requirements set out in legislation and Building Regulations Approved Documents (excluding domestic properties), all internal means of escape stairs that are used as accommodation stairs in academic buildings must have:

Guarding appropriate for young children

An effective slip-resistant surface

A continuous handrail on each side of the stair.

Risers that are safe for use by young children and visually and mobility impaired people

Contrasting nosings to identify the edge of the step External means of escape stairs must be protected from the effects of weather (algae, moss, water, ice, frost etc) in order to minimise any slip risk.

Guidance: 1. Because of the increased risk of slips and trips on spiral and helix stairs, these designs should be avoided unless space constraints dictate that there is no alternative. If they are specified, they should be designed in accordance with BS 5395-2: 1984 and should be a type E (public) stair. Helical and spiral stairs should not be used for means of escape in buildings where a high percentage of children or disabled people are likely to be in the building at any one time.

2. Stairs that are used for normal access as well as means of escape should not have open risers.

3. Some designs of metal external escape stairs are not considered by the University to provide an effective slip resistant surface.

6. Signs

Fire safety signage must comply with BS 5499-10:2006 Safety signs, including fire safety signs — Part 10: Code of practice for the use of safety signs, including fire safety signs.

Pictogram signs should be provided adjacent to each Manual Call Point (Fire Alarm) and each fire extinguisher. An A4 Frame should be provided adjacent to the Manual Call Point (Fire Alarm) for Fire Routine Notices.

7. Fire alarm systems

Confirmation of levels of cover must be obtained from the University Fire Safety Adviser through the FMD Project Manager.



5

The following standards have been agreed with this University’s Insurer. These standards will be reviewed every 2 years, or alternatively, when there are changes to the national standard for fire alarms. The FMD Project Manager is to be consulted with regard to which system manufacturer may be used on the University of Reading estate.

7.1. Academic and administrative buildings

Fire alarm installations in academic and administrative buildings that are not used for sleeping purposes must comply with BS 5839-1: 2002 Fire detection and alarm systems for buildings. Code of Practice for system design, installation, commissioning and maintenance. The category of installation will be determined on the basis of fire risk assessment (e.g. L5). The following general principles will normally be appropriate:

There must be Automatic Fire Detection (AFD) within rooms of high fire risk. The types of room to be considered as ‚high risk‛ will include:

Plant rooms Laboratories Lecture rooms with the potential for public use Rooms with high contents values or which are essential to business continuity e.g.

computer cluster rooms, special museum collections Licensed areas (e.g. theatres, cinemas) Workshops Libraries Store-rooms

Strategic installations, such as computer machine rooms, provided and maintained by IT Services, must be subjected to a risk assessment as detailed in British Standard BS 6266:2002 Code of practice for fire protection for electronic equipment installations. The fire risk assessment must be carried out by the University of Reading Fire Safety Adviser. Following the risk assessment appropriate fire protection measures will be recommended commensurate with the risk assessment findings.

Where buildings are multi-occupied or levels of management control are assessed as less than Level 1, in accordance with BS5588 Part 12 Fire precautions in the design, construction and use of buildings – Managing fire safety a higher level of detection and alarm must be provided than might otherwise be indicated by building design issues.

The system must take into account all users and activities in the building, including the need for maintenance staff/contractors to visit or work in areas that would normally be unoccupied. Therefore the fire alarm system must be audible in all areas of the building, internal and external, where staff and contractors may reasonably be expected to work and where early warning is required to enable a safe evacuation to be made. *

*Guidance:

i) Such areas would include roofs where plant is installed, plant rooms within buildings, storage areas etc. See also Section 7.6 re. visual alarms.

ii) Note: BS5588 Part 12 is being superseded by BS 9999.

7.2. Residential buildings and sleeping premises

Fire alarm installations in residential buildings which are used for sleeping accommodation must comply with BS 5839-1: 2002 EN-2 L2 standard. This provides for AFD in all sleeping accommodation.



6

7.3. Detector heads

Confirmation of the types of detector head to be installed must be obtained from the University Fire Safety Adviser through the FMD Project Manager. Within new buildings it is acceptable under Building Regulations to accept heat detectors within study bedrooms. It is the University’s policy to provide the enhanced standard of smoke detection in all study bedrooms and bedrooms within HMOs and hotel-type accommodation. Designers of sleeping accommodation must consult with the University FMD Project Manager and Fire Safety Adviser on the use of approved designs and installations. Detector heads must be appropriate for the conditions of use, to minimise the number of unwanted alarms. Therefore in dusty environments such as plant rooms, the University requires heat detectors to be installed, rather than smoke detectors.*

*Guidance:

In high risk academic areas such as laboratories, where smoke detectors may be triggered inadvertently by work activities, the University has adopted a policy of mixed detectors, operating on a timer system. During normal work hours, smoke detectors are isolated and reliance is placed on heat detectors. Outside normal work hours the smoke detectors are activated, in addition to the heat detectors.

Detectors used in void areas, in any area of the University premises, must be regularly calibrated so that the detector can continue to differentiate between the local environment and smoke, in order to reduce the possibility of false alarms. Some variation in the sensitivity of the detector heads may be considered in residential housing accommodation - flats, houses, Houses of Multiple Occupancy (HMOs) - in order to control the number of false alarms. Careful consideration should be given to the location of detector heads in bed-sit accommodation to avoid false activations from steam and aerosols etc.

7.4. Enunciator panels

Enunciator, repeat and mimic panels should be positioned where access by the emergency services is readily available i.e. main entrance lobby. Where possible the installation should be visible from outside the premises. On new installations the mimic panels should incorporate a zone indicator panel. Main panels will normally be sited in a secure, remote part, of the premises accessible to FMD engineers.

7.5. Alarm receiving centres

All fire alarm systems should be linked to a continuously manned receiving centre, remote from where the fire alarm system is fitted, where the information concerning that state of the fire alarm system is displayed and/or recorded, so that the fire service can be summoned. Typically this would mean the University Security Control Room or a remote call handling centre. The use of telephone auto diallers is not allowed.

Guidance:

The current system adopted within the university is Redcare.



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7.6. Visual alarms

Visual alarms must be provided in all areas where audible sounders would be unsuitable i.e. audio/visual laboratories or where there may be high background noise, such as plant rooms. Roof areas may be fitted with visual signals instead of, or in addition to, audible devices. Consultation with Health and Safety Services may be required in these situations so that noise levels can be assessed. Visual, pager or vibrator type alarms should be provided where persons with special needs i.e. hearing impaired, may be present on a regular working/accommodation basis.

8. Housing Accommodation - flats, houses, Houses of Multiple Occupancy (HMOs)

The following standards have been agreed with the University’s insurers:

A house with more than 5 residents (HMO) must be provided with a system complying with BS 5839-1: system category EN54-2 M/L2.

For property with up to 5 residents the standard to be applied is BS 5839-6:2004 Fire detection and fire alarm systems for buildings - Part 6: Code of practice for the design, installation and maintenance of fire detection and fire alarm systems in dwellings - system category LD1. This standard is also accepted within property used as family accommodation i.e. separate lets having an individual means of main access.

In HMOs there must be a fire alarm system that is linked to a continuously manned receiving centre, or an auto dialler system must be used. Single family accommodation located at remote sites should comply with an agreed fire routine that is prominently displayed within individual premises. The routine should be included within formal documentation (Tenants Handbook) issued to lessees and brought to their attention. This will obviate the need to provide systems that will automatically call for the emergency services, [currently ‚Red-Care‛].

9. Design, commissioning, installation and service records

Designers must consult with FMD engineers to confirm arrangements for system maintenance. FMD Maintenance Department are responsible for keeping centralised records for fire alarm system servicing. These are available to other authorised persons by accessing the FMD Web Portal.

10. Secondary lighting

Secondary lighting (emergency lighting) should be installed to comply with the current British and European Standards. The harmonised standard is BS EN 1838:1999 Lighting applications Emergency lighting. BSI have issued a dual numbered standard as BS 5266 Part 7 1999. The wide and varied use of every academic, administrative and residential University building necessitates the universal application of this standard. Premises are routinely used outside normal hours (see Safety Guide 7) and should be provided with systems having a standby time (i.e. period that the system can be powered by batteries in the event of mains power failure) of 3 hours. Maintained lighting systems with secondary lighting support should be provided in all licensed premises, ranging from purpose designed lecture theatres used as theatres or cinemas to bars and dining rooms that are occasionally used for social events. Public performances require maintained lighting as a full licensing condition.



8

There are certain circumstances e.g. where sudden loss of light would present a serious risk, where secondary lighting must be provided under the Workplace (Health, Safety and Welfare) Regulations 1992.

11. Means of escape for disabled persons

Means of escape facilities for disabled people should comply with BS 5588-8: Fire precautions in the design, construction and use of buildings. Code of practice for means of escape for disabled people and Building Regulations 2000 Approved Document ‚M‛. BS 8300: The design of buildings and their approaches to meet the needs of disabled people. Code of practice also provides useful criteria in building design when considering the needs of disabled persons.

11.1. Lifts

The University has adopted the following principles for the evacuation of disabled people. These principles are mandatory for all new build projects and for major refurbishment projects where reasonably practicable. In the context of fire safety and evacuation, the University deems a ‘safe place’ to be an assembly point outside the building (except where horizontal evacuation is deemed to be an acceptable interim measure, see below). It is the responsibility of the employer i.e. the University, where it controls the premises, to enable all persons to evacuate the premises as quickly and safely as possible. Priority must be given to providing means of evacuation that avoid the need for any disabled person to be physically carried out of the building. Therefore:

a) All new and where practicable refurbished buildings with accommodation likely to be accessible to, or used by, disabled people above (or below) the ground floor must be provided with ‘evacuation lift(s)’. An evacuation lift is a lift which is provided with a secondary power supply, a structurally protected shaft and lobby, and access to a stairway which could be used if conditions in the lift lobby become untenable. More detailed requirements for evacuation lifts, which must be adopted, are set out in BS EN 81-2:1998 Safety rules for the construction and installation of lifts - Part 2. All such buildings must have one or more such lifts installed (numbers to be determined by building design, layout and predicted usage). Building designers must liaise with Health and Safety Services and the relevant building duty holder. The services of dedicated lift consultants may be secured to act on behalf of the University of Reading.

b) Acceptable alternatives are:

i. The provision and use of a fire fighting lift (see BS 5588-8: Fire precautions in the design, construction and use of buildings. Code of practice for means of escape for disabled people).

ii. Horizontal evacuation to a place of safety provided this does not involve a change in level that necessitates the need to carry a disabled person. Horizontal evacuation would permit a disabled person to be moved to a place of relative safety elsewhere in the building on the same level, protected from potential fire or smoke. Horizontal evacuation must be in accordance with the standards for the type of occupancy in any relevant codes and standards (e.g. fire safety guides issued by the relevant government departments).

iii. Any other means that provides an equivalent and acceptable level of safety, meets regulatory requirements, and does not involve manual handling of disabled persons.

c) Where it is not reasonably practicable to provide an evacuation lift, the following alternative may be considered:



9

i. Use of existing passenger lifts, subject to: prior assessment of the fire and smoke protection that can be provided; the provision of secondary power; the provision of independent control systems and electrical circuits, protected from fire; means of control of the lift car that would enable a person in control of the evacuation to ‘manage’ the operation of the lift; and emergency communications with the lift car. Use of existing lifts in emergency situations may only be considered with the prior agreement of the University Fire Safety Adviser, the University Duty Holder for lifts, and the local Fire and Rescue Authority.

Power supply and communications equipment must be installed into a dedicated control room or space and must not be installed into other rooms such as storage or cleaners cupboards.

Lift installations should include Braille and voice guidance facilities to assist the visually impaired.

11.2. Refuge areas

In addition to the requirements set out in Section 3.10.1 above, multi-storey buildings must be provided with fire enclosures to enable refuge areas to be provided in approved staircase enclosures. Wherever practicable refuge areas these should be designed in accordance with BS 5588-8. Refuge areas in new and refurbished buildings must be equipped with a communications system approved by FMD that will enable any disabled person in the refuge to communicate with the Security Services control room. All refuges must be provided with appropriate signage. Designers should consult the Fire Safety Adviser about the numbers and locations of refuges to be provided. In some circumstances it may be appropriate to restrict refuges to one staircase, in order avoid confusion for building evacuation officers (see Safety Guides 5 and 6) and the emergency services attending an incident. Refuge areas must be provided in Halls where accommodation for disabled persons is provided above ground floor level. They must also be provided in Halls where disabled people can access the upper floors by means of a lift, unless another means of providing 30 minute protection from the effects of fire can be provided.

11.3. Visual and hearing impairment – visual and vibrating fire alarm systems

Fire alarm systems must incorporate a means of alerting deaf and blind persons to the alarm, where such people might be expected to be present and without the support of able-bodied persons who can alert them to the alarm. This will apply in buildings accessible to the general public, where the University has limited control over who may enter or use the building. In other buildings it may be sufficient for the system as built to be capable of a future upgrade, either across the system or in discrete areas such a single offices, if there is no immediate need for such a system at the time of construction/refurbishment.

Guidance:

The current system for use for the hearing impaired is ‚Deaf Alerter‛ which operates using radio signals.

11.4. Doors

Designers should consider the direction that doors open with respect to the direction of escape for disabled people. The use of electromagnetic hold open devices linked to the fire alarm system can assist disabled people in normal usage of the building, but their automatic release in a fire situation can form a barrier for disabled people who may be unable to open the door to evacuate. The Fire Safety Adviser must therefore be consulted on the use of such devices. Designers should also specify door furniture that will make it easier for disabled people to open doors without assistance.



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12. Fixtures ands fittings

The University has adopted a standard for all supplies of soft furnishings and drapes to comply with the following:

BS 7176 Specification for resistance to ignition of upholstered furniture for non-domestic seating by testing composites. Ignition source 5, medium hazard.

BS 7177 Specification for resistance to ignition of mattresses, divans and bed bases. Ignition source 5, medium hazard.

BS 5867-2 Specification for fabrics for curtains and drapes. Flammability requirements.

BS 5852 Methods of test for the assessment of the ignitability of upholstered seating by smouldering and flaming ignition. Section 4.

13. Access for fire fighting purposes

New buildings and extensions to existing buildings require the approval of the local planning authority and Building Control. These authorities currently work to ‚Building Regulations 2000 – Approved Document ‚B‛ Requirement B5 - Access and Facilities for the Fire Service‛. Variations in the type of fire appliance used by the fire service will require consideration by the FMD Project Engineer. These variations mainly affect weight capacities of roadways and height restrictions. Width of roadways and turning circles normally follow the national code of practice. A copy of the original guide issued by the Royal Berkshire Fire and Rescue Service is given in Appendix 1 – this provides a useful aide memoire to consider prior to making an application to the local planning authority.

14. Building emergency folders

Building Emergency Folders are co-ordinated by the Fire Safety Adviser. Building Emergency Folders are subsequently maintained by the building Fire Safety Co-ordinator. Consultants and/or project engineers who are responsible for refurbishment and new build projects must provide an (updated) Emergency Folder for the building to the Fire Safety Adviser. Where necessary this should take account of changes to the fire safety arrangements in adjoining buildings necessitated by the project work. Consultants and/or project engineers must ensure that essential information and instructions for all fire safety equipment installed in a building is provided to the University.

Guidance:

The emergency folders are kept readily available in the foyer/main entranceway of the main University buildings. They provide information for the emergency services (layout of the building, high risk areas, locations of gas cylinders, radioactive materials, hazardous chemicals, evacuation routes etc) and provide contact information for University staff who may need to be summoned to the scene of a fire. The University Fire Safety Adviser can provide a template for consultants/project engineers to follow.

15. Fire hydrants

The provision of fire hydrants throughout the University has been based upon the locations of original buildings and existing access roads. New development design teams will need to establish the locations of existing installations and provide additional cover where required. A hydrant should be available 30 metres from the main entrance or key access point to each main building. FMD Maintenance is responsible for the maintenance, marking, repair and annual testing of hydrants.



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16. Dry risers

Dry riser facilities should be provided in buildings where the floor level exceeds 18 metres in height, and the fire fighting staircase(s) would normally comply with BS5588 Part 5: Fire precautions in the design, construction and use of buildings. Access and facilities for firefighting. Special provisions are required for fire appliance access to dry riser installations i.e. fire brigade appliances must be able to park within 20 metres of the riser inlet. FMD Maintenance is responsible for the maintenance, marking, repair and annual testing of dry risers.

17. Fixed fire fighting installations

Fixed fire fighting installations should be in accordance with the various sections contained within BS 5306: Fire extinguishing installations and equipment on premises.

17.1. Extinguishing agents

There are various systems of fire suppression available - the following types of extinguishing agents are the most common:

Water sprinkler system;

Foam of various types including ‚light‛ water;

Carbon dioxide;

Dry powder;

Halogenated hydro-carbons (these systems have been under review and new environmentally friendly products are now available e.g. FM 200).

Proposals to use gas suppression systems must be discussed and agreed with Health and Safety Services so that the risk to health and safety of building occupants can be assessed and management procedures can be agreed.

17.2. Portable fire fighting equipment

New fire extinguishers should comply with BS EN 3-7: 2004 Portable fire extinguishers - Part 7: Characteristics, performance requirements and test methods. Selection and siting of fire extinguisher are based on BS 5306: Fire extinguishing installations and equipment on premises - Part 8 Selection and installation of portable fire extinguishers. Code of practice. For new projects the University Fire Safety Advisor must be consulted to advise on the numbers, type and siting of portable fire equipment, which should be ordered via the FMD Project Manager. Inspection and maintenance must be in accordance with BS 5306: Fire extinguishing installations and equipment on premises –Part 3 Code of practice for the inspection and maintenance of portable fire extinguishers. An approved contractor appointed by FMD Maintenance inspects equipment on an annual basis.

17.3. Fire safety implications for ducting and ventilation systems

The installation of ventilation ducting within fire compartments requires careful consideration at the design stage. It is necessary to identify whether the provision is for structural fire separation (i.e. to meet Building Regulations standards for fire compartmentation), or means of escape standards (i.e. to meet the fire authority requirements under fire safety guidance). Intumescent grills or dampers within ducting or compartment walls will achieve a building regulations standard. To achieve a means of escape standard in accordance with fire safety guidance, the sealing of any opening will need to be operated by some form of smoke detection. This will normally apply where



12

openings forming ventilation grills are set into doors or walls separating a room or occupancy from main circulation routes within a building. The interpretation of this standard can vary and the University Fire Safety Adviser should be consulted on these matters at the design stage.

17.4. Lift communications

All University passenger lifts must be fitted with an emergency communications system that permits contact with the University Security Services (extension 6300) for 24 hours a day for 365 days per annum. When activated from the alarm button or handset the system should automatically dial through to Security Services. Conversely, Security Services staff should be able to communicate with the lift to speak to any one who may be trapped, etc, so that two-way communication is maintained when needed.

Use and operation of these communication systems and lifts in the event of a fire or evacuation situation should be in accordance with a strict management action plan utilising suitably trained competent persons.

Guidance:

1. The preferred University of Reading lift communication system is the ‘Windcrest’ autodialler system complete with inductive loop system in the lift car. This should be fitted unless otherwise agreed with the FMD Duty Holder for lifts and the university Fire Safety Adviser.

2. Where communications systems are required for evacuation and fire fighting lifts these should also be of Windcrest manufacture.

3. The part numbers for these devices should be prefixed with the letters ‚REGU‛ on the end ie AD1000EN-4R-REGU when ordering to ensure software compliance with the University central receiving station.

4. In the event of a communications failure the lift duty holder (FMD) should be informed through the FMD Help desk Ext 7000 and the lift should be taken out of service. The duty holder will then inform the building users, Security and Health & Safety Services so that alternative evacuation methods will be required for that building during the failure period.

18. Teaching rooms

University teaching rooms must have the agreed maximum permissible occupancy figure, calculated by the University Fire Safety Adviser, posted in a conspicuous position on the wall of each lecture theatre. The main fire safety design features applicable to teaching rooms are summarised in Table 2 below:

Table 2

Requirements for teaching rooms

Seminar room Class room Lecture theatre

Capacity (persons - approx) Up to ~60 ~60 to ~200 ~60 to 410

Floor Level Level Raked

Minimum number of exits

(means of escape)

1 2 2

Fire extinguisher(s) Yes Yes Yes

Furniture as specified in Section 11 Yes Yes Yes

Foot way side lighting No No Yes



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19. Home Office licensing

Any building subject to Home Office, Ofsted or Local Authority licensing may require additional or different features to comply with the relevant Licensing Authorities’ conditions. Any such installations must be designed in liaison with the University Fire Safety Adviser.

20. Further information

Further information and guidance is available from the University of Reading Health and Safety Services, extn. 8888. The following University Safety Guides and Safety Notes are relevant:

i) Safety Guide 4 - Risk assessment – principles of risk assessment, hazard, risk, extent of risk, fire safety risk assessments.

ii) Safety Guide 5 - Fire drills – conducting fire drills, assembly points, evacuation officers and door wardens, building emergency folders, fire routine notices, fire safety induction training.

iii) Safety Guide 6 - Emergency evacuation procedures – assessment of fire situations, checking buildings in response to a fire alarm, evacuation procedures; response to bomb threats and suspect packages.

iv) Safety Guide 24 - Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) (Including Flammable Liquids) – storage and use of HFLs, dangerous substances and high stores, disposal, transportation, petrol and vehicles, print areas and studios, paint and adhesives.

v) Safety Guide 34 Part A - Fire safety guidance for building occupants – guidance for occupiers on responsibilities, fire safety management arrangements and fire prevention.

vi) Safety Note 20 – Fire Refuge Areas.

vii) Safety Note 39 – Fire Wardens and Evacuation Officers.



14

References

1. Regulatory Reform (Fire Safety) Order 2005, SI 2005/1541. The Stationery Office, 2005. ISBN 0 11 072945 5.

2. Housing Act 2004. The Stationery Office. ISBN 0 10 543404 3.

3. Licensing Act 2003. The Stationery Office.

4. Workplace (Health, Safety and Welfare) Regulations 1992.

5. Disability Discrimination Act 1995 (DDA).

6. Dangerous Substances and Explosive Atmospheres Regulations 2002, SI 2002/2776. The Stationery Office, 2002. ISBN 0 11 042957 5.

7. The Building Regulations 2000: Approved Document B Fire Safety. The Stationery Office. ISBN 0 11 753911 2.

8. The Building Regulations 2000: Approved Document M Access to and use of buildings, (2004 edition). The Stationery Office.

9. The Building Regulations 2000: Approved Document N Glazing – safety in relation to impact, opening and cleaning (2000 edition). The Stationery Office.

10. BS EN 3-7: 2004 Portable fire extinguishers - Part 7: Characteristics, performance requirements and test methods.

11. BS 476-7: Fire tests on building materials and structures. Method of test to determine the classification of the surface spread of flame of products. British Standards Institution.

12. BS EN 1838:1999 Lighting applications Emergency lighting. British Standards Institution.

13. BS 5266-8: Emergency lighting. Code of practice for Emergency Escape lighting systems. British Standards Institution.

14. BS 5306: Fire extinguishing installations and equipment on premises –Part 3 Code of practice for the inspection and maintenance of portable fire extinguishers. British Standards Institution.

15. BS 5306-8: Fire extinguishing installations and equipment on premises. Selection and installation of portable fire extinguishers. Code of practice. British Standards Institution. ISBN 0 580 33203 9.

16. BS 5395-2: 1984 Stairs, ladders and walkways Part 2. Code of practice for the design of helical and spiral stairs.

17. BS 5499-4:2000 Safety signs, including fire safety signs — Part 4: Code of practice for escape route signing. British Standards Institution.

18. BS 5499-5: Graphical symbols and signs. Safety signs, including fire safety signs. Signs with specific safety meanings. British Standards Institution.

19. BS 5588-5: Fire precautions in the design, construction and use of buildings. Access and facilities for firefighting. British Standards Institution.

20. BS 5588-6: Fire precautions in the design, construction and use of buildings. Code of practice for places of assembly. British Standards Institution.

21. BS 5588-8: Fire precautions in the design, construction and use of buildings. Code of practice for means of escape for disabled people. British Standards Institution.

22. BS 5588-9: Fire precautions in the design, construction and use of buildings. Code of practice for ventilation and air conditioning in buildings. British Standards Institution.

23. BS 5588-12: Fire precautions in the design, construction and use of buildings. Part 12: Managing fire safety. British Standards Institution.



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24. BS 5839-1: Fire detection and alarm systems for buildings. Code of practice for system design, installation, commissioning and maintenance. British Standards Institution. ISBN 0 580 40376 9

25. BS 5839-3: Fire detection and alarm systems for buildings. Specification for automatic release mechanisms for certain fire protection equipment. British Standards Institution. ISBN 0 580 15787 3.

26. BS 5839-6: Fire detection and alarm systems for buildings. Code of practice for the design, installation and maintenance of fire detection and fire alarm systems in dwellings. British Standards Institution.

27. BS 5867-2: Specification for fabrics for curtains and drapes. Flammability requirements. British Standards Institution.

28. BS 7176: Specification for resistance to ignition of upholstered furniture for non-domestic seating by testing composites. British Standards Institution.

29. BS 7177: Specification for resistance to ignition of mattresses, divans and bed bases. British Standards Institution.

30. BS 7974: Application of fire safety engineering principles to the design of buildings. British Standards Institution.

31. BS 8300: The design of buildings and their approaches to meet the needs of disabled people. Code of practice. British Standards Institution. ISBN 0 580 38438 1.

32. BS EN 81-2:1998 Safety rules for the construction and installation of lifts - Part 2: Hydraulic lifts. British Standards Institution.

33. Buildings for all to use 2 – improving the accessibility of public buildings and environments. CIRIA C610, London 2004.


SG34 Part B Appendix 1 Oct 2008

Appendix 1 Access and facilities for the Fire Service (Royal Berkshire Fire and Rescue Service guidance)

Part B5 of Approved Document ‚B‛ of Schedule 1 to the Building Regulations 2000 requires:

Access and facilities for the Fire Service:

Buildings shall be designed and constructed so as to provide facilities to assist fire fighters in the protection

of fire; and

Provision shall be made within the site of building to enable fire appliances to gain access to the building.

B5 (section 1) – Concerns Fire Mains (Wet/Dry Risers) B5 (section 2) – Concerns Vehicle Access:

The access route specification can be varied to take account of different Brigade requirements. The standard in Berkshire amends the specification as follows: A Table 20: Minimum access route specification: Minimum carrying capacity, high reach application 22 tonnes instead of 17 tonnes.

Carriageway route designed to 16 tonnes not 12.5 tonnes and bridges etc to 22 tonnes minimum.

B Table 19 and Diagram 43: Agreed with Building Control Authorities that an allowance of 2 metres from a building will be allowed to accommodate footpaths/planting areas etc, any greater distances to be agreed.

C Diagram 44: Will be adopted by Building Control Authorities for pumping appliances as well as high reach, due to access road widths and the need to gain access to vehicle lockers.

B5 (section 17) – Concerns Access to Buildings for:

Fire fighting personnel (fire fighting lifts, lobbies and stairs within a protected shaft). B5 (section 18) – Concerns the venting of Heat and Smoke:

From basements over 200 m2 and more than 3 metres below, adjacent ground level

Venting may be by natural openings or by a mechanical system provided the basement it fitted with sprinklers.

There is no requirement for sprinklers in basement car parks (see B3 Section 1).

Appendix E - Space Data Import Template

Building No. Level Room No. Space Name Room Area m2

User Dept User % User Area m2

% Teaching

% Research

EMS1 EMS2 EMS3 EMS Sub1

EMS Sub2

EMS Sub3

Class Sub Class

Use Suitability Comments

NOTES: 1 Complete white areas only.2 More rows may be added as appropriate.3 All columns should be included, even those to be completed by the University.4 If name of user is known, this may be added in Comments column5 Columns A to G must be completed6 Measurements of room area to internal face of external walls and centreline of internal walls

Data Sample:Building No. Level Room No. Space Name Room Area

sqmUser Dept User % User Area

sqm%

Teaching%

ResearchEMS1 EMS2 EMS3 EMS

Sub1EMS Sub2

EMS Sub3

Class Sub Class

Use Suitability Comments

W001 G G01 Office 15.00 Heraldry 50 7.50 100 1 Jo BrownW001 G G01 Office 15.00 Embroidery 50 7.50 100 TO BE COMPLETED BY THE UNIVERSITY OF READING 1 Emma SmithW001 G G02 Seminar Room 50.00 Central Bookings 100 50.00 100 1W001 G G03 Laboratory 150.00 Embroidery 100 150.00 100 1 Cross Stitch Techniques Lab.PLEASE NOTE BELOW ANY ROOM NUMBERS NO LONGER USED:W001 G G02a Now part of G02

04/01/2016

Shaded fields to be completed by University Estates & Facilities Staff

APPENDIX F – Space Naming Convention

All spaces within the 2-D and 3-D drawings, the BIM spatial models and the CAFM system shall adopt the following space naming conventions.

Space Naming Naming string: Building_Level_Room Number For example: W001_G_CRG01

In practice this string is broken down into components field on the data return template, as follows: Building / Level / Room Number

Drawings should show the room number as the name for each space – i.e. G01 or 101, rather than WNNN_1_101. The first room in a sequence should generally be N01 and not N00 – i.e. room 101 not 100. Where the room has a coded use, the code should precede the room number i.e. a ground floor female toilet would be coded TFG01.

The standard room abbreviations used by the university are shown in the table below. Where new codes might be required the project team should contact the University’s Space Manager to agree the naming convention.

Standard Room Naming Abbreviations

CD Cupboard

CR Corridor/entrance/lobby

LI Lift

PH Phone booth

PR Plant room

SD Duct/riser

SR Shower

ST Stair

TD Toilet disabled

TF Toilet female

TM Toilet male

TU Toilet unisex

UD Underground duct

VD Void

VG Viewing gallery

W1 Wall area (level 1)

WG Wall area (ground level)

WM Wall area (mezzanine level)

R00 Roof room

B00 Basement room

G00 Ground floor room

100 First floor room

200 Second floor room

Asbestos Management Plan

Policy, Organisation and Arrangements

Sean Callaghan

Issue number 5

October 2015

Issue Date Nature of revision Prepared by Approved by 2 April 2013 First issue Sean Callaghan Health & Safety

Committee

3 April 2014 Annual review –amended to reflect

Introduction of new HSE

guidance L143 Managing and

working with Asbestos

Clarification of work that may be

undertaken by non-framework

contractors

Updates to improvement plan

Sean Callaghan M Simpson, H&S

Services, Director

4 April 2015 Annual review amended to reflect updates

on improvement plan

Sean Callaghan M Simpson, Health

and Safety Services,

Director

5 October

2015

Amended to reflect duties of Principle

Designer under Construction (Design and

Management) Regulations 2015 (CDM

2015)

Sean Callaghan Moira Simpson,

Health and Safety

Services, Director


University of Reading Asbestos Management Plan Issue 5 October 2015

2

Contents

Contents 1.1. Introduction .............................................................................................................................................. 4

1.2. Policy Statement ...................................................................................................................................... 4

2 Asbestos Management Plan .......................................................................................................................... 6

2.1. Legal framework ...................................................................................................................................... 6

3 Asbestos Management Plan implementation chart .............................................................................. 8

3.1. Responsibilities ........................................................................................................................................ 8

4 Identification of asbestos containing materials .................................................................................... 13

4.1. Management Surveys ........................................................................................................................... 13

4.2. Intrusive works ....................................................................................................................................... 14

5 Management of Asbestos Containing Materials ................................................................................... 16

5.1. Asbestos Register .................................................................................................................................. 16

5.2. Management action ............................................................................................................................. 18

5.3. Authorisation to Work ......................................................................................................................... 19

5.4. Training ..................................................................................................................................................... 20

6 Work with asbestos containing materials ............................................................................................... 22

6.1. Asbestos remediation work ............................................................................................................... 22

7 Asbestos Management Plan for project work ........................................................................................ 25

7.1. Scope ......................................................................................................................................................... 25

8 Asbestos Management Plan for Maintenance Activities .................................................................... 26

8.1. Background and scope ........................................................................................................................ 26

8.2. Maintenance procedures .................................................................................................................... 26

9 Asbestos management plan for accidental disturbance of suspect materials ............................ 28

10 Asbestos Management Plan for Halls of Residence ......................................................................... 28

10.1. Background and scope .................................................................................................................... 28

10.2. Retained areas ................................................................................................................................... 28

10.3. Specialist Installations ..................................................................................................................... 28

12 Review and Audit ....................................................................................................................................... 29

12.1. Asbestos Working Group ............................................................................................................... 29

12.2. Review .................................................................................................................................................. 29

12.3. Audit ..................................................................................................................................................... 30

13 Asbestos Management Improvement Plan ........................................................................................ 31


3

References ................................................................................................................................................................. 32

Appendix 1 Authorisation to Work form ......................................................................................................... 33

Appendix 2 Labelling of Asbestos Containing Materials ............................................................................. 35

Appendix 3 Management of project work - Preconstruction phase (Figure 1) .................................... 36

Appendix 4 Management of construction work - where remediation is not anticipated (Figure 2)

....................................................................................................................................................................................... 38

Appendix 5 Management of construction work – where remediation work is required (Figure 3)

....................................................................................................................................................................................... 40

Appendix 6 Management of maintenance activities – Reactive and preventative maintenance by

Direct Labour – Figure 4......................................................................................................................................... 42

Appendix 7 Reactive and planned maintenance by Embedded Subcontractors (Figure 5) ............ 44

Appendix 8 Emergency callout for Reactive Maintenance – Figure 6..................................................... 46

Appendix 9 Asbestos Management Plan for accidental disturbance of ACMs – see Figure 7 .......... 48


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Asbestos Policy

1.1. Introduction

This document, the Asbestos Management Plan (AMP) sets out the University of Reading’s policy,

organisation and procedures for managing the risks from Asbestos Containing Materials (ACMs)

in all of its premises.

Some buildings owned or occupied by the University of Reading were built or refurbished at a

time when the use of ACMs in their construction was common. Therefore this Plan is designed to

effectively manage and minimise asbestos related health risks to staff and other persons working

or occupying University premises.

Guidance:

The presence of an ACM in itself does not constitute a danger. However, there is a potential risk to

health if such material is disturbed and damaged. An isolated accidental exposure to asbestos fibres

for a short duration is extremely unlikely to result in the development of asbestos related diseases.

However, regular exposure – even at relatively low levels – can present a risk. As well as people

employed in the building trades, inadvertent exposure (and consequent risk) can occur in other

groups of people e.g. installers of I.T. systems, burglar alarms, smoke detectors, etc.

Working with, and managing, ACMs is controlled by legislation, primarily the Control of Asbestos

Regulations 2012 (CAR 2012) (Ref. 1). Guidance is provided in the Approved Code of Practice L143

Managing and working with asbestos (Ref 2). Other relevant legislation includes the Health and Safety

at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999.

1.2. Policy Statement

This policy supplements the University of Reading’s Health and Safety Policy which states that:

The University of Reading recognises its duty to provide a safe place of work and a healthy working

environment. We understand how these are essential elements of a successful organisation. We believe

that excellence in the management of health and safety is a fundamental part of our strategic plan.

In compliance with this general principle the University is committed to meet all duties placed

upon it by the CAR 2012 and specifically will:

Protect, so far as reasonably practicable, staff, students, contractors and visitors to

University properties from any exposure to asbestos fibres.

Provide adequate resources in support of this Asbestos Management Plan.

Identify, so far as is reasonably practicable, all ACMs in University buildings.

Maintain an asbestos register of all ACMs identified and make it freely accessible to

those undertaking work on University properties.

Implement and maintain an effective Asbestos Management Plan (AMP) to ensure that

all ACMs are maintained in a safe condition or alternatively are isolated or removed.

Promote awareness of the risks from ACMs and the University AMP through training and

induction of relevant staff and contractors.


5

Appoint a competent and suitably qualified person to undertake the role of Appointed

Person as identified in HSE guidance HSG264 ‘Asbestos: The Survey Guide’ (Ref. 2). This

role will carry the title Asbestos Co-ordinator.

Only engage appropriately trained, qualified and competent persons to undertake any

work with ACMs (including management, surveying, abatement and removal).

Provide adequate and timely resources to enable effective implementation of the AMP.

Regularly review the AMP.


6

2 Asbestos Management Plan

This Plan sets out the mechanism, roles and responsibilities by which ACMs are to be managed. It

includes details on how the University intends to:

Protect staff and others working on the fabric of University properties

Protect staff and others working within or occupying University properties

Identify all ACMs and manage associated hazards based on assessment of the risk they

present and prioritisation of action

Effectively control any work likely to affect ACMs

Undertake maintenance work

Undertake project work

Monitor and maintain ACMs in good condition where it is assessed as being safe to

leave them in situ

Respond to and manage any emergencies involving ACMs.

2.1. Legal framework

Whilst the plan is intended to comply with all aspects of the requirements of CAR2012 and other

relevant legislation, the following duties within CAR 2012 are expressly highlighted as being

fundamental to the success of the University’s effective asbestos management system, and

underpin this Plan:

Regulation 4 requires Duty Holders to:

Find ACMs and check their condition

Presume that materials contain asbestos unless there is strong evidence to suppose

they do not

Keep an up-to-date written record of the location and condition of ACMs

Assess the risk of anyone being exposed to these materials

Prepare and put into effect a management plan to manage the risk and keep ACMs in a

good state of repair, or ensure that it is repaired or if necessary removed

Provide information on the location and condition of the material to anyone potentially

at risk.

Regulation 5 - Identification of the presence of asbestos states:

An employer shall not undertake work in demolition, maintenance, or any other work which

exposes or is liable to expose his employees to asbestos unless either:-

He has carried out a suitable and sufficient assessment as to whether asbestos is liable

to be present

If there is doubt, assumes that asbestos is present


7

Regulation 10 requires employers to:

Ensure that adequate information, instruction and training is given to employees who

are liable to disturb asbestos while carrying out their normal everyday work, or who may

influence how work is carried out.


8

3 Asbestos Management Plan implementation chart

Key roles within the AMP are represented as follows:

Figure 1 Key roles

3.1. Responsibilities

All persons employed by the University of Reading

Are required to:

Make every effort to avoid disturbing or damaging any ACMs

Report to the Building Manager and Estates and Facilities if they suspect that ACMs or

materials suspected of containing ACMs has become disturbed and/or damaged, or is

likely to become disturbed or damaged

Notify Estates and Facilities of any intended work which may interfere with the fabric of

any University premises by completing the ‘Authorisation to Work’ request form

Ensure that the proposed work does not start until an ‘Authorisation to Work’ request has

been received and approved by Estates and Facilities, in consultation with the Asbestos

Co-ordinator (see Appendix 1)

Comply with all aspects of this AMP.


9

Director of Estates & Facilities (Duty Holder)

Is responsible for:

Ensuring that adequate resources are provided and allocated to enable compliance with

this Plan

The safe management and operation of E&F activities, including consideration of

asbestos issues and compliance with the AMP, within the operational and investment

estate under E&F’s control

Devolving the principal functions of asbestos management to the E&F Heads of

Departments responsible for Maintenance, Projects, and Estates Management

Ensuring that E&F staff have suitable initial and refresher training with respect to

asbestos issues to comply with legislation and to ensure a high level of asbestos

awareness.

Asbestos Co-ordinator (AC) (Responsible Person)

Is responsible for:

General ACM Management

Maintaining an effective asbestos management strategy

Providing competent professional advice on ACMs and their treatment to those with

responsibilities under this Plan

Ensuring that regular inspections of ACMs are undertaken, and updating the Asbestos

Register to reflect the current condition

Programming surveys in University premises to identify any ACMs that may be present,

and updating the Asbestos Register

Maintaining the Asbestos Register for all University premises

Ensuring that all records of ACMs include a Material Risk Assessment in accordance with

HSG 227 ‘A Comprehensive Guide to Managing Asbestos in Premises’ (Ref 3)

Reviewing and updating (in conjunction with the Health & Safety Services Director) this

AMP

Ensuring that all asbestos identified as being safe to leave undisturbed is adequately

labelled where required in accordance with Appendix 2 of this document. NB This does

not mean that all ACMs will be labelled

Reporting any incident of alleged asbestos exposure to the Health and Safety Services

Director and assisting with any investigation

Assisting the Health and Safety Services Director in liaison with the HSE

Promoting awareness of the hazards of ACMs and the AMP by advising on, and

providing, appropriate training and induction, to University staff as required, and in

particular to those whose work might bring them into contact with ACMs

Monitoring to ensure that Project Managers, Building Managers and staff are aware of

their responsibilities under this AMP

Attending in accordance with the Emergency Action Plan: Accidental Release of

Asbestos (see Section 10) and taking such actions as are required to ensure safety


10

Maintaining his/her professional competence, including a thorough understanding of all

relevant legislation, codes of practice, guidance and good practice.

Reactive ACM management – Maintenance

Providing information on ACMs as required

Attending site and providing guidance to maintenance staff on remedial actions or

precautions to be taken in respect of ACMs

Where appropriate, taking samples of any suspected materials, in accordance with

prescribed procedures

Arranging for the analysis of the samples by a consultant with the appropriate UKAS

accreditation

Organising appropriate asbestos abatement action to facilitate maintenance tasks

Reactive ACM management – Project and Estates Management

Providing information on ACMs as required

Reviewing the project brief and providing guidance on abatement actions or

precautions to be taken in respect of ACMs

Where intrusive work is planned, identify and instigate actions required to undertake a

suitable and sufficient assessment to satisfy regulation 5 of CAR2012

Organising appropriate asbestos abatement action to facilitate project work

Ensuring that the asbestos register is updated following completion of any works on

ACMs including providing the relevant Project Manager with details of residual asbestos

hazards remaining in the vicinity of any proposed work

Financial administration

Assisting the Procurement Department to ensure that only competent and licensed

asbestos removal contractors are engaged to carry out work with ACMs

Assisting the Procurement Department to ensure that only competent and UKAS

accredited consultants are employed to provide services in conjunction with identifying

and working with ACMs

Managing the reactive asbestos management budget

Providing cost estimates for asbestos work

Tendering asbestos work and raising instructions in accordance with procurement

procedures

Authorising invoices for completed work

Management of asbestos abatement works

Providing advice to Project Managers on commissioning of asbestos surveys including

identifying the required scope of works and method statements

Ensuring that the asbestos register is updated following completion of any works on

ACMs including providing the relevant Project Manager with details of residual asbestos

hazards remaining in the vicinity of any proposed work

Preparing a specification for asbestos remedial works


11

Assessing the Asbestos Contractor’s Plan of Works

Assessing the appropriate level of analytical support and attendance required

Informing appropriate staff of asbestos related works in good time

Making local arrangements with building users and service providers to facilitate the

asbestos works

Organising where appropriate an asbestos contract pre-start meeting to agree the Plan

of Works, attended generally by the Asbestos Manager, Contractor and Analyst.

Reviewing method statement amendments with Contractor’s Site Supervisor and senior

Manager

Ensuring site works comply with relevant University requirements

Monitoring Asbestos Contractors to assess their compliance with statutory and

University requirements, and reporting and discussing deficiencies with the Head of

Procurement

Stopping work where an Asbestos Contractor does not perform to the required health

and safety standards, or where his actions appear likely to result in a breach of health

and safety or University requirements

Assessing, directing and assisting in air monitoring strategies.

University Supervising Officers (SO) (see Section 7.1 for definition)

Are responsible for:

Liaising with the AC on all projects in buildings constructed before 2000

Providing information on known ACMs to contractors undertaking work

Notifying the AC on any changes in project scope that may impact on asbestos

management

Maintenance personnel


Checking the asbestos register before undertaking any work in properties built before

2000

Notifying the AC immediately and stopping work if they encounter damaged or

disturbed known or suspected ACMs

Contractors


Ensuring that any employees undertaking work on University properties have received

asbestos awareness training in accordance with CAR2012

Ensuring that any employees undertaking work on University properties have been

made aware of the University’s Site Rules for Working on University Premises

http://www.reading.ac.uk/web/FILES/health-and-safety/CoP_51_Site_Rules.pdf

Disseminating information on known ACMs to those undertaking the work

Not undertaking any work which may disturb known or suspected ACMs


12

Notifying the AC immediately and stopping work if they encounter damaged or

disturbed known or suspected ACMs

Complying with all aspects of this AMP.

Health and Safety Services Director

Is responsible for:

Periodically auditing compliance with this AMP

In conjunction with the AC investigating and reporting to the University Health and

Safety Committee on any alleged incident of accidental asbestos exposure and for

ensuring reporting of incidents under RIDDOR, where appropriate

Notification to the Occupational Health Service should any member of staff be involved

in an incident of accidental asbestos exposure in order that occupational health advice

can be given if required.

Occupational Health


Providing occupational health advice to management and staff on issues relating to

asbestos

Ensuring that any exposure is recorded on the employee’s medical notes and retaining

the medical notes for a period of forty years after the date of final exposure.


13

4 Identification of asbestos containing materials

In order to manage the risk from asbestos the University will ensure that a suitable and sufficient

assessment is carried out as to whether asbestos is or is not likely to be present in University

buildings. This requirement is valid for any property built before 1999.

Guidance:

The use of asbestos in UK buildings has been progressively prohibited until a complete ban of all

use in construction in 1999. Some products containing chrysotile were still available after 1989

although generally in a form that would present a low risk of releasing fibres if damaged. It was

generally the University’s policy to specify the use of asbestos substitute materials where they

were available in properties built after1989.

In order to prioritise areas of higher risk the University has further split its portfolio as follows:

Properties constructed before 1989

Properties constructed 1989-1999

4.1. Management Surveys

CAR 2012 Regulation 4 The management of asbestos in non-domestic premises

A management survey is the standard survey required to enable the University to meet the Duty

to manage ACMs as required under the above regulation. Its purpose is to locate, as far as

reasonably practicable, the presence and extent of any suspect ACMs in a building which could

be damaged or disturbed during normal occupancy, including foreseeable maintenance and

installation, and to assess their condition.

The Asbestos Co-ordinator is responsible for commissioning all surveys. The standard to be

adopted is described in HSG 264 Asbestos – The Survey Guide (first published by the HSE in 2010).

Guidance:

Prior to the introduction of HSG264 Management Surveys were known as Type 2 Sampling

Surveys and were carried out by the University in accordance with MDHS100 Surveying, sampling

and assessment of asbestos-containing materials (first published by the HSE in 2001).

The survey will usually involve sampling and analysis to confirm the presence or absence of ACMs

but may also involve presuming the presence of ACMs, particularly where areas are inaccessible.

The survey will only involve minor intrusive work but this should include inspection of underfloor

coverings, above false ceilings and inside risers, service ducts, lift shafts etc.

The normal approach will be to commission Management (previously Type 2) surveys through

consultants accredited by the United Kingdom Accreditation Service (UKAS) as complying with

ISO17020 – for undertaking surveys for asbestos containing materials.


14

At the discretion of the Asbestos Co-ordinator he may choose to undertake new management

surveys himself. Where this option is chosen any samples taken will be forwarded for analysis to a

consultant accredited by the United Kingdom Accreditation Service (UKAS) as complying with

ISO17025 for the analysis of bulk samples to establish the presence and type of asbestos.

The information from all surveys is held on the asbestos register. Original and electronic copies of

the surveys are held by the Asbestos Co-ordinator. Any new information or updates to the

existing data will only be entered by the Asbestos Co-ordinator.

Guidance:

The University Asbestos Register is currently held as a module of Wren – see Section 5.1.

Properties constructed before 1989

In 2002, in response to the proposed introduction of Regulation 4, Duty to manage asbestos in

non-domestic premises in the Control of Asbestos Regulations 2006, the University progressively

commissioned asbestos management surveys (formerly known as Type 2 Surveys) on all

properties built before 1989. Where these do not exist due to transfer of ownership,

management surveys will be undertaken on any newly acquired properties which were built

before 1999.

Properties constructed 1989-1999

These properties are less likely to have ACMs used in their construction based both on their

availability and use at the time and the University’s procurement policy through the period.

Hence they may not have been surveyed. In the interim entries were made on the asbestos

register presuming the possible presence of ACMs. Current practice is now to undertake surveys

in these properties.

Guidance:

A programme of surveys in properties constructed between 1989 and 1999 has now been

completed and the information is held on the asbestos register.

4.2. Intrusive works

Regulation 5 – Identification of the presence of asbestos

Where the University is to undertake work in demolition, refurbishment or maintenance, it must

undertake a suitable and sufficient assessment as to whether asbestos is likely to be present. A

management survey is unlikely to provide sufficient information to satisfy this requirement,

particularly where intrusive works are planned.

Where any intrusive work is planned in a building constructed before 2000 the Asbestos Co-

ordinator must be consulted.


15

Intrusive work includes all demolition or breaking out, forming openings (of any size) in walls,

floors and ceilings, opening up of ducts, boxing or voids, lifting of coverings etc.

The Asbestos Co-ordinator will assess the quality and extent of existing information and decide

whether it is suitable and sufficient to permit the proposed work to proceed. Where it is not

sufficient, he will instigate further survey work.

Minor intrusive work

Where deemed appropriate by the Asbestos Co-ordinator he will undertake additional site

inspections to enable a suitable and sufficient assessment to be made. This may include taking

additional samples. Any such work will be undertaken in accordance with HSG264 and samples

submitted for analysis to a consultant accredited by the United Kingdom Accreditation Service

(UKAS) as complying with ISO17025 for the analysis of bulk samples to establish the presence

and type of asbestos.

The Asbestos Co-ordinator is the sole authority for undertaking such assessments. In his absence

a refurbishment survey must be commissioned from an approved framework consultant

accredited by the United Kingdom Accreditation Service (UKAS) as complying with ISO17020.

Refurbishment and demolition surveys

A refurbishment and demolition survey is needed before any refurbishment or demolition work

is carried out. This type of survey is used to locate and describe, as far as reasonably practicable,

all ACMs in the area where the refurbishment work will take place or in the whole building if

demolition is planned. The survey will be fully intrusive and involve destructive inspection, as

necessary, to gain access to all areas, including those that may be difficult to reach. A

refurbishment and demolition survey may also be required in other circumstances e.g. when

more intrusive maintenance and repair work will be carried out or for plant removal or

dismantling.

The standard to be adopted for refurbishment and demolition surveys is described in HSG 264

Asbestos – The Survey Guide (first published by the HSE in 2010).

Guidance:

Prior to the introduction of HSG264 Refurbishment and Demolition Surveys were known as Type

3 Intrusive surveys and were carried out in accordance with MDHS100 Surveying, sampling and

assessment of asbestos-containing materials (first published by the HSE in 2001).

Generally new surveys will be commissioned through approved framework consultants

accredited by the United Kingdom Accreditation Service (UKAS) as complying with ISO17020 –

for undertaking surveys for asbestos containing materials. At the discretion of the Asbestos Co-

ordinator he may choose to undertake new refurbishment and demolition surveys himself.

Where this option is chosen any samples taken will be forwarded for analysis to a consultant

accredited by the United Kingdom Accreditation Service (UKAS) as complying with ISO17025 for

the analysis of bulk samples to establish the presence and type of asbestos.


16

The information from all surveys or assessment is held on the asbestos register.

5 Management of Asbestos Containing Materials

5.1. Asbestos Register

Information recorded

The register records known and suspected ACMs in University of Reading. Where ACMs are

recorded as a minimum it will record information on their:

Location

Material type

Asbestos type

Extent of damage

Surface treatment

Management status

Date of inspection

Name of person inspecting

Date of next inspection

Where this information is completed the asbestos register will automatically generate a

“material risk assessment score” as identified within HSG264 Asbestos – The Survey Guide.

Additional information recorded

At the discretion of the Asbestos Co-ordinator additional information will be recorded including:

Normal occupant activity

Accessibility

Extent

Number of occupants

Frequency of use of area

Average time in use

Type of maintenance

Frequency of maintenance

Photographs

Where this information is completed the asbestos register will automatically generate a “priority

risk assessment score” as identified within HSG264 Asbestos – The Survey Guide.

In addition, relevant supporting documents will be stored against the appropriate record. These

may include:

Bulk sample analysis reports


17

Reassurance air tests

Four stage clearance certificates

Waste consignment notes

Photographs

Guidance:

Supporting documents have been stored on the asbestos register from 2010 onwards.

Information before that date, where available, is held by the Asbestos Co-ordinator.

The register will also record information non-ACMs where they have been sampled as part of the

survey process or where they may be confused with ACMs.

Updating the register

The register will only be updated by the Asbestos Co-ordinator. Updates will be required

following:

Re-inspection of the ACM

Removal, repair or encapsulation of the ACM

Identification of further ACMs or following sampling of non ACMs

New management surveys

New refurbishment and demolition surveys

Changes in building layout or area use

The record of the ACM will be archived each time an update is made.

Storage and availability

The register will be stored electronically on the University Wren system. Read-only access will be

available to all authorised University personnel through the Wren portal. Access will be available

to authorised external consultants, contractors and staff through the Estate and Facilities web

portal -

http://www.fmd.rdg.ac.uk/For_University_staff/Portals/E_and_F/sectionBuildings/asbestosGet.asp

A request for authorisation can be made via the E&F portal at

http://www.fmd.rdg.ac.uk/For_University_staff/Portal_Access/Request_portal_access.asp

http://www.fmd.rdg.ac.uk/For_University_staff/Portals/E_and_F/sectionBuildings/asbestosGet.asp

http://www.fmd.rdg.ac.uk/For_University_staff/Portal_Access/Request_portal_access.asp


18

Accessing the asbestos register

Users accessing the asbestos register must provide information on the reason for their enquiry

including order number or Wren number where appropriate.

Wren access Portal access

5.2. Management action

Strategy

Where ACMs are in a safe condition and are unlikely to be disturbed they will be left in situ. They

will be inspected regularly at intervals determined by the Asbestos Co-ordinator. This will

typically be every twelve months but may be less or more based upon risk assessment. Areas of

minor damage will be repaired and sealed. Where effective repair cannot be achieved ACMs will

be removed.

All work with ACMs will be undertaken by a licensed asbestos contractor from the

University’s framework irrespective of whether work actually requires a license.

Assessment of action priorities

All ACMs will be subject to a material risk assessment score in accordance with HSG264. This will

be the prime guide in assessing priority for action. This algorithm assesses the likelihood of an

ACM releasing fibres if it is disturbed and considers:

Product type

Extent of damage

Surface treatment

Asbestos type

Each of the parameters is scored and added to give a total score between 2 and 12:

Materials with scores of 10 or more should be regarded as high risk with a significant

potential to release fibres if disturbed


19

Those with a score between 7 and 9 are regarded as medium risk

Materials with a score between 5 and 6 are low risk

Scores of 4 or less are very low risk

The decision to instigate remedial action is at the direction of the Asbestos Co-ordinator.

However where an ACM has a recorded score of 8 or above action would normally be required.

Where no action is to be taken the AC will record the reasons on the asbestos register including

details of the other control measures that are being relied upon.

Guidance:

Full details of the algorithms used can be found in HSG227 ‘A Comprehensive Guide to Managing

Asbestos in Premises’ (Ref. 3).

Labelling

Warning labels or appropriate signage will be carried out to ACMs considered to

be a significant risk where this is deemed to:

Help prevent accidental damage, and

Not cause undue concern

Lower risk materials such as floor tiles, textured coatings, cement materials will not be routinely

labelled but adequate steps will be undertaken to raise site awareness of their presence e.g.

briefings to Building Managers/Area Health and Safety Co-ordinators. See Appendix 2 for more

information on labelling requirements.

Risk Assessment

At the discretion of the Asbestos Co-ordinator known or suspected ACMs may be the subject of a

Priority risk assessment as defined in HSG227 ‘A Comprehensive guide to managing asbestos in

premises’. The assessment will automatically be generated by the asbestos register software after

data entry and will be reviewed by the Asbestos Co-ordinator, who will decide on appropriate

action.

5.3. Authorisation to Work

When staff, students or other building occupants plan to carry out any work which might disturb

the fabric of the building an ‘Authorisation to Work’ request form must be completed and

submitted to E&F. The request form can be downloaded at:

http://www.reading.ac.uk/buildingmaintenance/OurPoliciesandProcedures/bmaint-policies-and-

procedures.aspx . This should be sent to the Estates and Facilities Help Desk.

E&F will review the proposed work to determine whether it can safely be carried out without E&F

supervision. As part of the review process, for buildings constructed before 2000 the request

form will be forwarded for review to the Asbestos Co-ordinator who will make a suitable and

sufficient assessment of asbestos risks in accordance with the AMP. Work cannot start until it has

been authorised, in writing, by E&F.

http://www.reading.ac.uk/buildingmaintenance/OurPoliciesandProcedures/bmaint-policies-and-procedures.aspx

http://www.reading.ac.uk/buildingmaintenance/OurPoliciesandProcedures/bmaint-policies-and-procedures.aspx


20

5.4. Training

University Staff

Regulation 10 of the CAR2012 places a duty on an employer to ensure that he provides

adequate, information, instruction and training to employees. The University will support this

AMP by providing asbestos training and refresher training at an appropriate level to all relevant

University staff.

Asbestos training is mandatory for all staff who may come into contact with asbestos in the

course of their work. In particular, it will be given to all workers involved in demolition,

refurbishment, maintenance and allied trades where it is foreseeable that their work will disturb

the fabric of the building because ACMs may become exposed during their work. Exemption

from this requirement will apply only where the University can demonstrate that work will only

be carried out in or on buildings free of ACMs.

Training will be delivered by the Asbestos Co-ordinator as the competent person described in

clause 258 of L143 Managing and working with asbestos. At the core of all training will be

asbestos awareness as specified in the ACOP. The scope of the training will include:

The properties of asbestos and its effects on health, including the increased risk of lung

cancer for asbestos workers who smoke

The types, uses and likely occurrence of asbestos and ACMs in buildings and plan

The general procedures to be followed to deal with an emergency, for example an

uncontrolled release of asbestos dust in the workplace

How to avoid the risks from asbestos, for example for building work, no employee

should carry out work which disturbs the fabric of the building

Specific information, instruction and training to reflect the requirements of this AMP

and the role being undertaken.

The schedule below (Table 1) specifies the training that will be provided to particular groups of

workers.

Refresher training will be delivered at intervals to be determined by the Asbestos Co-ordinator

but would not normally be more than 24 months and will be as required in response to changes

in legislation, serious incidents or significant changes in the AMP.

Consultants and Contractors

Any staff working for Contractors and Consultants in University properties built before 2000

must have received asbestos awareness training as specified in the CAR ACOP. Evidence of

compliance must be available on request from to their employer.

In addition, embedded contractors working on maintenance tasks must undertake an E&F

induction course which will include information on how to access the asbestos register.

Contractors personnel working on project work must receive a site specific induction* that may

include a tool box talk on local asbestos risks by the Asbestos Co-ordinator.


21

(*The site specific induction may be delivered by the Contractor or the SO but is subject to the

agreement of the SO at the pre-start meeting).

Consultants acting as Project Managers are required to attend the University in-house training

module as specified below.

Asbestos Co-ordinator

The Asbestos Co-ordinator will attend such courses as may be required to remain up to date with

current legislation, best practice and any other matter that will maintain his competence.

Table 1 Summary of asbestos awareness training provided

by the University of Reading

Attendees Course Content

Direct Labour

Maintenance Managers

Asbestos awareness in accordance with ACOP

Procedures for planned and reactive maintenance

Accessing and limitations of the asbestos register

Call out procedures

Emergency procedures

Refresher training as directed

Project Managers

Estates Surveyors

Maintenance Managers

Consultants acting as PMs


Procedures for project management




Embedded contractors

undertaking maintenance

E&F Site Induction

Procedures for planned and reactive maintenance


Call out procedures



Building Managers

Area Health and Safety Co-

ordinators

Technicians, IT Staff





Security Room Controllers Accessing and limitations of the asbestos register



Contractors undertaking

Project work

E&F Site Induction


Site specific tool box talk



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6 Work with asbestos containing materials

6.1. Asbestos remediation work

Work involving the repair, encapsulation or removal of ACMs may only be carried out by the

University’s approved framework HSE licensed asbestos contractors. Appointment of

contractors will generally be made directly but may be made through a principal contactor when

agreed by the Asbestos Co-ordinator.

Remedial action will be carried out where:

Remedial action was identified following inspection under the AMP

The work is required to facilitate a maintenance task

The work is required to facilitate a planned project

ACMs are to be removed prior to demolition

There is a strategic benefit

There are unplanned circumstances such as damage to ACMs, leaks or bursts in pipes

etc.

The scope and specification of such remedial action will be at the direction of the Asbestos Co-

ordinator.

Work with ACMs requires effective management which includes clear communication with and

consideration of building stakeholders. The timing of the work to be undertaken will be based on

an assessment of the inherent risks and may need to be undertaken out of normal working hours

as directed by the Asbestos Co-ordinator.

Work falls into three categories:

Licensed work

Notifiable non-licensed work

Non-licensed work

The contractor is responsible for making the correct notification in accordance with their license

conditions. A copy of the notification together with the plan of works must be provided to the

Asbestos Co-ordinator and the asbestos consultant (where appointed) before work commences.

Air monitoring and four stage clearance certification

Where air monitoring and four stage clearance certification is required, this may only be carried

out by one of the University’s approved framework asbestos consultants. The consultant must

accredited by the United Kingdom Accreditation Service to 17025. The consultant will be

appointed directly by the University without exception.

The Asbestos Co-ordinator will specify the extent of attendance that may be required by the

asbestos consultant after consideration of the inherent risks, timing of the work and the local

stakeholders. Analytical duties may include:

Examining the contractor’s daily log and documents


23

Reviewing the contractor’s performance against the specification, plan of work and

programme

Ensuring that asbestos materials are removed in a manner that prevents exposure, or if

this is not possible to minimise the exposure

Ensuring that general site safety is kept at an acceptable level and any permit to work

system is adhered to

Reporting progress to the Project Manager and Asbestos Co-ordinator

Witnessing of smoke test to confirm the integrity of the enclosure

Ensuring the enclosure is leak-proof (where there is one)

Providing background monitoring during the asbestos removal process to demonstrate

fibre levels are not elevated above normal,

Providing personal monitoring when required to assess the effectiveness of dust

suppression control measures and the suitability of respirator protection

Providing reassurance monitoring as required

Provide a certificate of reoccupation as part of a four stage Site Assessment for

Reoccupation as follows :

i. Preliminary check of site condition and completeness

ii. A thorough visual inspection inside the enclosure/work area

iii. Air monitoring to establish that the respirable airborne fibre concentration

within the enclosure is below the clearance indicator (0.01fibres/ml)

iv. Final assessment post-enclosure/work area dismantling

v. Certifying the decontamination unit is clean including clearance indicator

testing

Control of hazardous waste

ACMs shall be double bagged in clean sealed and labelled sacks (or wrapped) and be removed as

it is produced. Bags may only be carried on transit routes agreed by the Asbestos Co-ordinator

for immediate removal from site or to a lockable container in an agreed location on site.

All asbestos waste shall be disposed of to a site licensed to receive it in accordance with the

Hazardous Waste Regulations 2009. The contractor responsible for the waste consignment will

provide documentary evidence of the safe disposal to the Asbestos Co-ordinator.

Updating of asbestos register

Following any remedial work with ACMs the Asbestos Co-ordinator will update the asbestos

register. Copies of air test, four stage clearance certificates and waste consignment notes will be

scanned into the E&F suksuka directory and appended against the appropriate ACM record.

Where the work involved ACMs covered by several records the documents will be appended to

the first record in numerical order but all records will be updated.


24

Work with ACMs by non-framework contractors

In exceptional circumstances and at the sole discretion of the Asbestos Co-ordinator non-

framework contractors may be permitted to remove ACMs which fall into the Non-Licensed work

category. All work must be carried out in accordance with CAR2012 and this AMP.

Examples of such work where this waiver may be granted include:

Where non-licensed ACMs are integral to the construction of a building that is to be

demolished, providing that the demolition contractor or his subcontractor holds an

asbestos license issued by the HSE

Where the work to remove the ACM involves exposure to another more immediate

hazard. e.g. Removal of asbestos containing fuse carriers by a suitably trained electrician

Where the risk of release of asbestos fibre is negligible. e.g. removal of a toilet cistern

intact

In all cases a detailed project specific method statement and risk assessment must be approved

by the Asbestos Coordinator before any work proceeds.


25

7 Asbestos Management Plan for project work

7.1. Scope

The asbestos management plans for undertaking project work where ACMs are known to be,

or suspected of being present, are set out in Appendices 3 to 5. These procedures must be

followed by all departments in E&F which carry out project work.

The phases of project work break down into:

Preconstruction phase – Appendix 3

Construction phase – where remediation is not anticipated – Appendix 4

Construction phase – where remediation is required – Appendix 5

For the purpose of the AMP those responsible for supervision of project work will be referred to

as Supervising Officers (SO). Individual departments within E&F have differing designations for

those supervising project work, as follows:

Business and maintenance services – Maintenance Managers

Projects – Project Managers

Estates management – Estates surveyors

Where external consultants are employed to manage projects they must follow these

procedures, including those engaged as Principle Designers.

Guidance:

Project work is all potentially intrusive work not covered by the procedures for planned and

reactive maintenance work undertaken by the Building Maintenance team – see Section 8. It is

important to recognise that project work is not limited to work managed by the E&F Projects

team.


26

8 Asbestos Management Plan for maintenance activities

8.1. Background and scope

This plan is to be adopted for all maintenance activities undertaken on behalf of E&F in buildings

constructed before 2000.

Guidance:

The Building Maintenance team is directly responsible for maintenance of the University's built

estate, which comprises more than 400 buildings, including academic, residential and

administrative premises.

The department deals with over 30,000 repairs and inspections each year, ranging from minor

leaks to major fire improvement projects. The maintenance team employs labour directly in all

aspects of building trades undertaking routine and reactive maintenance including providing a

24 hour call out service 7 days a week. The direct labour team are supported by a number of

“embedded” contractors providing specialist services such as alarms, access control, Building

Management Systems, water quality etc. In most instances the personnel working for the

specialist companies are based permanently at the University.

The majority of work undertaken is not intrusive in nature and ACMs are unlikely to be disturbed.

Nevertheless the University has a duty to inform employees and others who may work in the

vicinity of ACMs of their presence. Therefore these procedures must be followed.

All such tasks are recorded through Wren, the University’s business management system.

It is important that all those undertaking maintenance activities recognise the limitations of the

asbestos register and also understand the impact of their activities on the fabric of the building.

Any staff or contractors undertaking maintenance work must therefore have received asbestos

awareness training as specified in CAR 2012.

Where any work is to be undertaken in a building constructed before 2000 that is likely to be

intrusive in nature the Asbestos Co-ordinator should be consulted.

Intrusive work includes all demolition or breaking out, forming openings, (of any size) in walls,

floors and ceilings, opening up of ducts, boxing or voids, lifting of coverings etc. IF IN DOUBTASK.

8.2. Maintenance procedures

Checking the Asbestos Register

All those undertaking maintenance work in buildings constructed before 2000 must check the

asbestos register before starting work.


27

Guidance:

Free access is available using the dedicated computer situated outside the maintenance stores in

the Estates and Facilities Building. Embedded subcontractors may use this facility but should also

have access to the register through the E&F web portal. A dedicated computer terminal is also

available at the Greenlands campus in building G007 East Lodge.

For emergency call out work access is available out of hours either by visiting the Security Office

in Whiteknights House(W027) or by calling 0118 378 7799.

All those checking the register must record the wren number or order number as part of the data

enquiry to enable an audit trail of the asbestos management procedures.

Reactive, planned and preventative maintenance asbestos management plans

The plans for managing maintenance activities are set out in the following appendices:

Reactive and planned preventative maintenance by Direct Labour – Appendix 6

Reactive and planned preventative maintenance by Embedded Subcontractors –

Appendix 7

Emergency callout for reactive maintenance – see Appendix 8


28

9 Asbestos management plan for accidental disturbance of

suspect materials

The procedure set out in Appendix 9 must be followed following the discovery of significantly

damaged suspected or known ACMs or where accidental damage to them has been caused in the

course of a work activity.

10 Asbestos Management Plan for Halls of Residence

10.1. Background and scope

The University transferred the management of Halls of Residences to UPP in January 2012. UPP

took on the responsibility for managing asbestos containing materials in the transferred

buildings and are required to develop an asbestos management policy and plan in accordance

with CAR 2012.

University Health and Safety Services (normally the Asbestos Co-ordinator) will periodically

review UPP’s performance and compliance with this plan, in accordance with the contract

between both parties. This review will be at least annually but may be more frequent as

considered necessary.

10.2. Retained areas

The University has retained the responsibility to staff and operate catering and bar facilities

within the transferred Halls. The Asbestos Co-ordinator will maintain an asbestos register for

these areas and any work undertaken, either maintenance or new installations, will be in

accordance with the details previously set out in this AMP.

10.3. Specialist Installations

The University remains responsible for the installation of data cabling and CCTV throughout the

transferred Halls. Any work undertaken will be in accordance with the procedures set out in this

AMP. The Asbestos Co-ordinator will be responsible for coordination with UPP where additional

survey inspection is required. The inspections, where required, will be undertaken on behalf of

the University in accordance with this AMP. Any relevant findings will be passed to UPP for

incorporation into their asbestos management plan.


29

12 Review and audit

12.1. Asbestos Working Group

Membership will comprise representatives from Estates Management, Maintenance Services,

Projects, Feasibility & Design, Campus Services and Health and Safety Services (the Asbestos Co-

ordinator).

The purpose of the Group is to provide a forum which will work together constructively to:

Provide an opportunity for those stakeholders to share information and exchange views

on asbestos issues

Cascade this information to the staff within the represented E&F sections

Review University AMP annually or sooner if appropriate

Consider the effectiveness of existing procedures

Discuss the level of internal compliance with asbestos related procedures

Discuss the mitigation of uncontrolled releases of asbestos fibres

Consider the performance of asbestos related contractors/consultants and the

numbers on the framework

Discuss training requirements across the University

Make recommendations in the light of new asbestos related legislation, guidance and

best practice.

The group will be chaired by the Asbestos Co-ordinator. Meetings will take place at an

appropriate frequency of twice a year.

12.2. Review

This AMP and associated policy will be reviewed regularly by the Asbestos Co-ordinator in

consultation with the Asbestos Working Group and the Health and Safety Services Director. The

intention of the review is to assess:

The effectiveness of the AMP

The impact of changes in asbestos and other health and safety legislation

Changes in the University’s property portfolio

Lessons to be learned from significant incidents

The impact of changes in personnel, introduction of new roles or corporate

restructuring

Changes in the University supplier chain

Progress against the action plan


30

A review will be carried out:

Annually

Following a significant incident involving an uncontrolled release of airborne asbestos

fibres

Following a change in the Control of Asbestos Regulations

If the AMP is no longer considered adequate

12.3. Audit

The Health and Safety Services Director will undertake an audit of the AMP. The purpose is to

review compliance with the AMP and the effectiveness of the measures being taken.

The audit will review the following key indicators:

Planning

Management of specific risks

Organisation and responsibilities

Cooperation and communication

Competence

Accidents and Incidents

Monitoring and corrective measures

Audit and review

Leadership and integration

An audit will be undertaken periodically but not less than every four years.


31

13 Asbestos Management Improvement Plan

The following Table (Table 2) outlines the proposed improvement plan over the next twelve

month cycle, commencing April 2014. This is a live document and updates on status can be

obtained from the Asbestos Co-ordinator.

Table 2 Asbestos management improvement plan

Action Estimated

completion

Status

Support for Whiteknights Infrastructure CHP

Project

September

2015

Second tranche of plant

rooms to commence May

2015

Carry out inspections within Residential

Lettings properties

Ongoing cycle Access arranged for vacant

possession periods

Re-inspection of known ACMs Ongoing cycle

Remedial action following identification of

areas of risk

Ongoing cycle

Support to Maintenance activities as defined

in AMP

Ongoing cycle

Support to project activities as defined in

AMP

Ongoing cycle

Support procurement for new asbestos

contractor framework

April2015 New framework awarded to

2019

Audit UPP asbestos management plan Ongoing cycle Annual audit with interim

inspections termly


32

References

1. Control of Asbestos Regulations 2012. HSE

2. L143 ‘Managing and Working with Asbestos’

3. HSG264 ‘Asbestos: The Survey Guide

4. HSG 227 ‘A Comprehensive Guide to Managing Asbestos in Premises’. HSE

University of Reading Asbestos Management Plan Appendix 1 Issue 4 April 2015

33

Appendix 1 Authorisation to Work form

Estates and Facilities

‘AUTHORISATION TO WORK’ REQUEST

CLIENT REQUEST FOR ‘AUTHORISATION TO WORK’

Person responsible for the work:

Name of School, Hall etc:

Tel. Number:

E-mail:

Building name / number:

Floor level:

Room number(s):

Date of application:

_______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

Description of the proposed work:

Elements of the building likely to be disturbed: (e.g. walls, doors, electrical systems etc.)

Who will undertake the proposed work?

Please forward to: -

Estates and Facilities Help Desk Tel: 0118 378 7000

Estates and Facilities Building Fax: 0118 975 3499

Whiteknights

PO Box 235

Reading RG6 6BW

ESTATES AND FACILITIES AUTHORISATION

(For Estates and Facilities Use)

Name: Signed: Date:

Work Authorised / Not Authorised to Proceed (delete as applicable)

Reason (if Not Authorised) :


34

E&F AUTHORISATION RECORD

(For E&F Use)

BUILDING & ENGINEERING

Asbestos identified in the working area?

Intrusive asbestos survey required?

Other hazards identified?

Structural implications?

Building fabric adversely affected?

Fire safety / means of escape affected?

Disability Discrimination Act non-compliance?

Electrical / IT systems affected?

Heating / ventilation affected?

Water / waste services affected?

Other piped services affected?

CONTRACT & FINANCIAL

Will contractors be used to carry out any part of works?

Will consultants or other specialist advice be used?

Will any materials be obtained from non-approved suppliers?

HEALTH & SAFETY

Will specialist risk assessment be required?

Will method statements be required?

E&F staff should note that if the answer to any of the above questions is ‘Yes’

then the project should not be authorised to proceed & should be

supervised by E&F .

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Authorisation Checks by:

Name : Signed: Date:


35

Appendix 2 Labelling of Asbestos Containing Materials

If an asbestos label is present, it must be assumed that ACMs are present. Conversely,

depending on location, the absence of a label does not mean that ACMs are not present. If in

doubt, ASK.

The core strategy of the Asbestos Management Plan is to provide an up-to-date Asbestos Register

supported by an effective authorisation to work procedure. This system can be supported by the

use of labelling of ACMs in some instances.

The use of local warning signs and labels is beneficial in decreasing the chance of inadvertent

damage and exposure. However labelling may not always be considered, particularly where they

may cause anxiety to the building occupants.

The labelling of ACMs is considered on a case by case basis by the Asbestos Co-ordinator. Areas

where ACMs will be labelled include:

Areas only likely to be accessed by maintenance operatives and contractors such as boiler

and plant rooms, loft spaces, ceiling voids and ducts

Areas where it is considered that there is a higher than usual risk of the ACM releasing

fibres if disturbed such as sprayed materials

Areas where it is considered that there is a higher than usual risk of ACMs being disturbed

such as lining to columns in a high traffic area

Historically, some ACMs falling outside the above descriptions have already been labelled within

University of Reading premises. It is recognised that to remove these labels whilst the ACMs

remain is likely to lead to confusion and to the potential accidental disturbance of the material.

These will be considered on a case by case basis by the Asbestos Co-ordinator and removed only

where the ACM in question is considered a low risk material.

The Asbestos Register must still be consulted on every occasion when intrusive work is proposed.


36

Appendix 3 Management of project work - Preconstruction phase

(Figure 1)

1. For all work in buildings constructed before 2000 SO to advise Asbestos Co-ordinator of

outline project brief.

2. SO/AC/Principle Designer (where appointed) jointly review known scope and known ACMs.

3. Asbestos Co-ordinator will instruct whether further surveys are required before a suitable

and sufficient assessment can be made.

4. Where required Asbestos Co-ordinator will undertake or commission asbestos surveys.

5. SO/AC/Principle Designer (where appointed) jointly review findings.

6. Asbestos Co-ordinator to advise on asbestos remediation action plan (where required)

including advising of expected legacies.

7. SO to provide asbestos information to contractor or Principle Designer to include asbestos

information in Pre-construction Health and Safety Plan.

8. Where asbestos remediation is not anticipated proceed to Step 10.

9. Where asbestos remediation is required proceed to Step 19.


37


38

Appendix 4 Management of construction work - where

remediation is not anticipated (Figure 2)

10. Pre-start meeting PM/AC/Principle Designer/Contractor/Designer.

11. Site induction for all operatives including briefing on known ACMs.

12. Confirmation that all site personnel have asbestos awareness training.

13. Work may proceed.

14. IF suspect material encountered.

15. Stop work and consult Asbestos Co-ordinator.

16. Impact review meeting where ACM confirmed.

17. Asbestos Co-ordinator to advise on asbestos remediation action plan (where required)

including advising of expected legacies.

18. Where asbestos remediation is not required work may continue.

19. Where asbestos remediation is required proceed to Step 19.


39


40

Appendix 5 Management of construction work – where

remediation work is required (Figure 3)

20. Asbestos Co-ordinator to specify remediation action plan including highlighting expected

legacies to remain following work. Action plan to include extent of analytical support to be

provided.

21. Procurement of asbestos contractor and analyst by AC/SO – AC & SO to agree who takes

the lead in this.

22. Liaise with local stakeholders to agree working times, site layout and transit routes.

23. Asbestos remediation undertaken by specialist framework contractor.

24. Air testing and four stage clearance (where required) by specialist framework asbestos

consultant.

25. Asbestos Co-ordinator to update the asbestos register and notify SO/PC/Principle Designer

of remaining asbestos legacies.

26. Project to proceed from step 10.

Note – Any change of project scope (at any time) must be reviewed and procedures from Step 2

onwards repeated as required.


41


42

Appendix 6 Management of maintenance activities – Reactive and

preventative maintenance by Direct Labour (Figure 4)

1. Wren raised by Help desk or PPM & Asset Manager.

2. If property built after 1999, work may proceed. This information will be on the Wren.

3. If it is built before 1999, are there any known ACMs in the building? This information will be

on the Wren.

4. Check the asbestos register.

5. Are there any known ACMs in the work location?

6. Is the work likely to lead to the ACMs being disturbed?

7. If yes, do not proceed, contact the Asbestos Co-ordinator who will specify a remediation

action plan.

8. Is the work intrusive?

9. If yes, do not proceed, contact the Asbestos Co-ordinator who will instigate further

inspections as necessary.

10. If you encounter a suspect material, stop work immediately, contact the Asbestos Co-

ordinator who will instigate further inspection and remedial action as necessary.


43


44

Appendix 7 Reactive and planned maintenance by embedded

subcontractors (Figure 5)

11. Work can be issued to subcontractors by various means:

By purchase order to head office

By Wren to on-site personnel

By telephone to head office or on-site personnel – caller will confirm if the building was

constructed before 2000 and also if there are known ACMs

12. Has operative attended asbestos awareness training and attended E&F Site induction?

13. If ‘yes’ work may proceed from step 4 above.


45

Figure 5 – Asbestos Management Plan for Reactive and Planned Maintenance by Embedded Subcontractors


46

Appendix 8 Emergency callout for reactive maintenance –

Figure 6

14. Security log emergency call out request.

15. Duty Engineer advised by telephone.

16. Duty Engineer chooses emergency response action:

No emergency action – Security to secure area

Direct labour instructed to attend and make safe

Contractor instructed to attend and make safe

17. Attending personnel undertake dynamic risk assessment.

18. Are ACMs suspected – check asbestos register in Security Office in Whiteknights House.

19. Have any known ACMs been disturbed by the incident – emergency call to Asbestos Co-

ordinator before proceeding further.

20. Can incident be made safe without disturbing known or suspected ACMs? If in doubt do

not proceed – emergency call to Asbestos Co-ordinator.


47


48

Appendix 9 Asbestos Management Plan for accidental disturbance

of ACMs (Figure 7)

1. The Site Manager (or other Senior Site Operative) should initially take control of the

situation. Work must cease immediately. No effort should be made to clean up.

2. The Site Manager should, as soon as practicable, inform the E&F Help Desk (0118 378 7000),

or the Security Control Room (0118 378 6300) if the incident is out of normal working

hours. They will immediately notify the AC and relevant SO.

3. The Site Manager should arrange to clear the immediate area of all personnel. Personnel

who may have been exposed to asbestos fibres on their clothing should be held at the

perimeter of the area to allow an assessment of the extent of potential contamination on

clothing in accordance with Figure 7.

4. The AC or SO will attend with a supply of disposable RPE/PPE to support this assessment.

These are available in an emergency from the E&F maintenance stores department in

building W050.

5. As soon as practicable the Site Manager must advise the Building Manager, or in their

absence the Departmental Secretary, Senior Technician, Area Health and Safety Co-

ordinator, and other key occupants where appropriate.

6. After potentially contaminated staff have been satisfactorily decontaminated and removed,

the AC or a designated Asbestos Consultant will access the affected area with appropriate

personal protective equipment and assess the situation. Where the AC is unable to confirm

or dismiss the presence of damaged ACMs samples will be taken for analysis.

7. The material shall be presumed to be an ACM and the area should be adequately sealed until

such time as results to the contrary are received.

8. At the direction of the AC the asbestos consultant will run air tests within the suspected area

of contamination and in strategic locations in surrounding areas.

9. If ACMs are confirmed the AC will develop and instigate remedial action plan in accordance

with this AMP. No access will be permitted into the area to non-specialist asbestos

personnel until all work is complete and confirmed by the AC.

10. The AC will investigate the incident and provide a report on his findings to the Health and

Safety Services Director. The report will include recommendations on whether the incident

should be classed as a “dangerous occurrence”. If it is, it should be notified by Health and

Safety Services to the Health and Safety Executive under the Reporting of Injuries, Disease

and Dangerous Occurrences Regulations 1995.

11. The AC must make arrangements to inform all persons who might have been exposed to the

uncontrolled release of asbestos of their potential exposure. Where these are University

staff, advice will be made available from Occupational Health.

Following any incident of uncontrolled release of asbestos fibres this AMP will be reviewed by the

AC.


49

D:\AIRs\9 AIR Specification_Appendix H_16-08.docx Page 32 of 44

APPENDIX H - Property Terrier Information Template

Estates Management Property Terrier

Primary Property Report Explanatory Comments

Property Name

Agresso Project Number (Pre-Handover)

This will be the capital project number

Agresso Project Number (Post-Handover)

Essential. This is the number against which all post project cost wit be charged to. It is obtained from FMD Accountant about 1 month before handover

Building Reference Number

Provided by EM

OS Grid Ref: PM to provide for new build - e.g. SU 472800 171930

Site Address Full postal address including post code

Description, Storeys, Construction, Age, etc

General description – desirable but not essential

Outbuildings Outbuilding that do not have their own Building Reference number

Freehold or Leasehold Mandatory data - without this EM cannot save the record

Date of Acquisition Handover date if new build. EM will complete for existing

Purchase Cost Total project cost if new build. EM to complete for purchases

From Whom Acquired Field will be populated by EM

Other Title Details Field will be populated by EM for new build, for refurb's the info will not change

Property Ownership Group

Mandatory data - without this EM cannot save the record

Gross Area of building (m2) [HEFCE]

Essential - This data is the total as taken from the Wren Space data record

Net Internal Area (m2) [HEFCE]

Essential - This data is the total taken from the Wren Space data record

Lettable Floor Area (m2) RICS Code of Measuring Practice, 6th Edition (for valuation purposes)

Insurance Valuation (IRV)


D:\AIRs\9 AIR Specification_Appendix H_16-08.docx Page 33 of 44

Insurance Valuation Date


Property Usage Mandatory data - without this EM cannot save the record

Planning Use Class Mandatory data - without this EM cannot save the record

Other Information (Property Details)

Unusual features or items of special note

Rateable Value Essential information required as part of handover – can be provided by EM but fee spend will need to be covered by the project

Council Tax Band Completed by EM once LA has assessed. Dwellings only

Disposal Value Provide by EM

Alterations, Improvements

Only applicable to existing buildings where major alterations are made.

Car Parking Provisions Only applicable if the project includes parking facilities or parking for the sole use of the building occupiers

Local Authority Local Planning Authority

Land Registry Title Number/ Title Root

Field will be populated by EM

Location of Deeds Field will be populated by EM

Clarks Deed No. Field will be populated by EM

Registered/ Unregistered Field will be populated by EM

Listed Building (Yes/No) Mandatory data - without this EM cannot save the record

Listed Building Grade Only applies if the building is listed

Comments Free field for comment

Location Plan PDF location plan of the building

Documents Relating to Property

Planning permission, Building Reg's approval, etc saved and linked to terrier.

Occupant Usually the directorate or faculty occupying the space

Letting Details Field will be populated by EM

Letting Agent Field will be populated by EM

RICS Condition Category Mandatory data - without this EM cannot save the record

UNIVERSITY OF READING Appendix I (pt 1)SYSTEM AND ASSET HIERACHY - WATER

W - WATER & WASTE Notes Uniclass 2015 Code

WSC Water System - L8 Assets SS_55_70_38_XXWSCER Showers Including emergency drench showers PR_40_20_87_XX

WSCEW Electric Water Heater (Point of use) Drinking Water Heater

Where regular maintenance has been identified PR_60_60_96_XX

WSCSC Mains Isoloation Valve / Stop Cock Mains Stop Cock PR_65_54_94_XX

WSCCT CWS Pump CWS Booster Pump, Primary pump, Secondary Pump

PR_65_53_96_XX

WSCPS CW Pressurisation Unit Cold Water Booster / Pressurisation PR_65_53_86_68

WSCWM Water Meter Water Meter PR_80_51_51_97

WSH Hot Water System SS_55_70_38_XX

WSHCI HWS Calorifier Hot Water Calorifier (No.)DHW Storage (with heating capability)

PR_60_60_38_XX

WSHCT HWS Pump HWS Booster Pump, Primary pump, Secondary Pump

PR_65_53_96_XX

WSHEW Electric Water Heater Unvented Water Heaters PR_60_60_96_28

WSHGH Gas Water Heater Gas Water Heaters PR_60_60_96_34

WSHHX HWS Plate Heat Exchanger HWS Plate Heat Exchanger PR_60_60_38_62

WSHIM HWS Calorifier Immersion Calorifier Immersion Heater PR_60_60_96_42

WSHPR Pressure Reducing Valve Pressure Reducing Valve PR_65_54_95_66

WSHPS DHW Pressurisation Unit Hot Water System Pressurisation Unit PR_65_53_86_68

WSHPT Control Panel Control Panel PR_75_50_18_51

WSHPV Expansion Vessel CWS Expansion VesselHWS Expansion Vessel

PR_60_50_20_28

WSHSR Hot Water Storage Vessel Hot Water Storage Buffer Vessel

PR_60_50_20_XX

WSHBF Oil Burner Oil Burner - Pressure Jet PR_60_60_08_XX

WSHGG Oil Boiler Oil Boiler PR_60_60_08_XX

WST Water Treatment System SS_55_15

WSTDE Water Treatment Pump DE-MIN Water Pump PR_65_53-96_XX

WSTFI Water Treatment Filter Water Filter (Non drinking water)Side stream filter

PR_65_57_95_XX

WSTPT Control Panel Control Panel PR_75_50_18_51

WSTPW Treatment Pump Treatment Pump PR_65_53_96_XX

WSTRO Water Reverse Osmosis R O UnitDE-MIN Unit

PR_60_55_97_72

WSTWS Water Softener Water Softener Ss_55_70_98_XX

WSTWM Water Meter Water Meter PR_80_51_51_97

WSTBZ Bag Filter Bag Filter PR_65_57_XX_XX

WSTUV UV Water Steriliser UV Water Steriliser PR_60_55_97_XX

WSTCT CWS Pump CWS Pump PR_63_53_96_XX

WSTTK Storage Tank Storage Tank PR_60_50_XX_XX

WSTBH Centrifugal Pump - Bore Hole Centrifugal Pump - Bore Hole PR_65_53_96_84

WSTWD Drinking Water Filter Drinking Water Filter PR_65_57_XX_XX

WSTWY Water Conditioner Non salt based water conditioner - other chemical or electromagnetic

PR_60_55_97_XX

WSW Waste Water System SS_50_75

D:\AIRs\10 Copy of AIR Specification_Appendix I_16-08 1 Feb 2016

W - WATER & WASTE Notes Uniclass 2015 Code

WSWCZ Cess Pit Cess Pit PR_70_55_76_XX

WSWGT Grease Traps Grease Trap PR_65_52_25_XX

WSWIT Interceptor Interceptor PR_65_52_25_XX

WSWPN Sewage Pump Station Sewage Pump Station (ITT Flyght) PR_65_53_24_XX

WSWPT Control Panel Control Panel PR_75_50_18_51

WSWSU Sump Pump Sump Pump PR_65_53_24_XX

WSWTS Septic Tank Septic Tank PR_70_55_76_XX

WSWWP Sewage Treatment Plant Sewage Treatment Plant PR_70_55_76_XX

Key System Type

Asset Type

D:\AIRs\10 Copy of AIR Specification_Appendix I_16-08 1 Feb 2016

D:\AIRs\11 AIR Specification_Appendix J_16-08.docx Page 34 of 44

APPENDIX J – Building Life-cycle: Data Return Template

Ref Element Description Element

Construction Details

Estimated Life-cycle

(Years)

Estimated Replacement Cost (@ project base date)

1.0 Superstructure

1.1 Roof

1.2 External cladding or finishings

1.3 Windows and external doors

2.0 Internal finishings

2.1 Floor & wall finishes

3.0 Services Installations

3.1 Sanitary appliances

3.2 Water heating plant

3.3 Heat source plant

3.4 Space heating and air treatment

3.5 Ventilation plant

3.6 Electrical plant

4.0 Specialist installations

4.1 Fire detection, alarm and suppression

4.2 Lift and conveyor installations

1

APPENDIX K - Spares Schedule

Part Ref Part Description Notes Location Quantity Supplied Item Cost Total Cost

Page 35 of 44

Page 1 of 103 February 2016 review – Legionella Control – University of Reading


THE UNIVERSITY OF READING

CONTROL OF LEGIONELLA BACTERIA WITHIN WATER

SYSTEMS

POLICY


This Document sets out the University of Reading Policy and Procedures for managing and dealing with Legionella in water systems. Approved by Facilities Management Committee and the Health and Safety Committee.

LEGIONELLA MANAGEMENT POLICY

Statement of Intent To define how the Duty Holder manages the potential risk from legionella contamination in accordance with current legislation and good practice.

The University of Reading Legionella Policy conforms to the Health and Safety at Work Act 1974 etc.; The Control of Substances Hazardous to Health (COSHH) Regulations 2002 (as amended); the H.S.E Approved Code of Practice L8, 4th edition, 2013: Legionnaires’ disease “The Control of Legionella Bacteria in Water Systems” (ACOP L8) and the guidance documents HSG274. This Policy and Procedures will apply to all buildings and all individuals employed and/or engaged by the University without exception.

The University of Reading Policy on Legionella:

To comply with its legal duties, the University will:

• Identify and assess sources of risk. • Prepare a scheme for preventing or controlling the risk. • Ensure suitable and sufficient resources are available. • Implement, manage and monitor all precautionary control measures

identified. • Keep records of all such measures. • Nominate employees and others with responsibility for implementing this

policy. • Review this Policy at least every 2 years.

Signed : ………………………..………….. Date …………………………………… Duty Holder Title …………………………………… Name: ……………………………………



THE UNIVERSITY OF READING

CONTROL OF LEGIONELLA BACTERIA WITHIN WATER

SYSTEMS

PROCEDURES


INDEX

Section Description Page No

1 Legionella background

7

2

Responsibilities and Duties

8

3

Procedures for risk assessment (Classification)

11

4

Areas of Risk Control 4.1 Cooling Towers/AC equipment 4.2 Showers and Spray taps 4.3 Hot Water System/s 4.4 Tank/s and Tank fed Cold water system 4.5 Infrequently used outlets 4.6 Drinking water distribution 4.7 Water Filters 4.8 Water Heaters 4.9 Vending Machines 4.10 Water Softeners 4.11 Fogging and Misting systems

4.12 Materials in Contact with water 4.13 Legionella Sampling 4.14 Fume cupboards with scrubber units 4.15 Thermostatic Mixing Valves 4.16 Sampling of Boosted/tank water for drinking

4.17 Expansion Vessels 4.18 Dental Equipment

12

12 13 14 15 16 17 17 18 18 19 19 19 20 20 20 20 21 23

5

Management Procedure

24

6

Specific Non-compliance procedure

25

7

Procedure for projects

26

8

Training

26


Appendix No Description Page No

Appendix 1 Relevant Legislation Guidance & Standards 27 Appendix 2 Key Contact Details 29 Appendix 3 Requirements Cold Water Tanks 30 Appendix 4 Flow Chart Responsibility 31 Appendix 5 Procedure Risk Assessment 32 Appendix 6 Procedure Temperature Monitoring 34 Appendix 7 Procedure Pasteurisation of hot water system 35 Appendix 8 Procedure Flushing infrequently used outlets 36 Appendix 9 Procedure (MSPT1) Complete Chlorination. (Hot & Cold) 38 Appendix 10 Procedure (MSPT1a) Complete Disinfection using Peroxide 40 Appendix 11 Procedure (MSPT 2) Full Risk Assessment and Schematic 41 Appendix 12 Procedure (MSPT3) Calorifier/Buffer vessel De-scale 43 Appendix 13 Procedure (MSPT4a) Tank Inspection Domestic 47 Appendix 14 Procedure (MSPT4b) Tank Inspection <1000ltrs 48 Appendix 15 Procedure (MSPT4c) Tank Inspection >1000ltrs 49 Appendix 16 Procedure (MSPT5) Tank Inspection and Sampling 50 Appendix 17 Procedure (MSPT6) TMV Failsafe 51 Appendix 18 Procedure (MSPT7) Showerhead cleaning 52 Appendix 19 Procedure (MSPT 8) Flushing unused outlets 53 Appendix 20 Procedure (MSPT 9) Water filter change 54 Appendix 21 Procedure (MSPT10a) Stored Water Heaters 55 Appendix 22 Procedure (MSPT10b) Instantaneous Water Heaters 56 Appendix 23 Procedure (MSPT11) Legionella Training 57 Appendix 24 Procedure (MSPT 12) Water Softener Disinfection 58 Appendix 25 Procedure (MSPT13) Fogging and Misting System Disinfection 59 Appendix 26 Procedure (MSPT14) Fogging and Misting systems 60 Appendix 27 Procedure (MSPT18) Emergency eyewash and emergency showers 61 Appendix 28 Procedure (MSPT 19) Legionella Sampling 62 Appendix 29 Procedure (MSPT20) Bacterial Sampling 63 Appendix 30 Procedure (MSPT21) Monitoring Temperatures from Taps 64 Appendix 31 Procedure (MSPT22) Calorifier Temp monitoring (Flow/Return) 66 Appendix 31A Appendix 32

Procedure (MSPT23) Procedure (MSRT1)

Expansion Vessel Inspection Complete Chlorination. (Hot & Cold)

67 68

Appendix 33 Procedure (MSRT1a) Complete Disinfection using Peroxide 70 Appendix 34 Procedure (MSRT2) Full Risk Assessment and Schematic 72 Appendix 35 Procedure (MSRT3) Calorifier/Buffer vessel De-scale 74 Appendix 36 Procedure (MSRT4) Replace CWST 78 Appendix 37 Procedure (MSRT4a) Chlorination of CWST 80

Appendix 38 Procedure (MSRT4b) Chlorination using Fogging equipment 82 Appendix 39 Procedure (MSRT5) TMV service and fail safe 83

Appendix 40 Procedure (MSRT6) Descaling taps 85 Appendix 41 Procedure (MSRT7) Water Filter Change 86 Appendix 42 Procedure (MSRT8) Legionella Re-sampling 87


Appendix No Description Page No

Appendix 43 Maintenance Periods 88 Appendix 44 Maintenance Different Property Type 90 Appendix 45 Non-Compliance Procedure 91 Appendix 46 Legionella – Action Level Guidance 92 Appendix 47 Safety Note 43 93 Appendix 48 Procedure (MSRT9) Water Softener Disinfection 99 Appendix 49 Safe Occupation of new/refurbished buildings

and safe shut down of water systems 100


PROCEDURES FOR LEGIONELLA MANAGEMENT 1.0 LEGIONELLA BACKGROUND

Legionnaires’ disease is a potentially fatal form of pneumonia which can affect anybody, but which principally affects those who are susceptible because of age, illness, immunosuppression, smoking etc. It is caused by the bacterium Legionella pneumophila, and related bacteria. Legionella bacteria can also cause less serious illnesses, which are not fatal or permanently debilitating. The collective term used to cover the group of diseases caused by Legionella bacteria is Legionellosis. Legionnaires’ disease is normally contracted by an individual inhaling Legionella bacteria either in tiny droplets of water or in droplet nuclei (particles left after the water has evaporated).

The incubation period is 2-10 days (usually 3-6 days). General It is possible that occupants of the University of Reading may be exposed to Legionella

bacteria, which may be present in the water system.

The presence of Legionella bacteria in water does not itself constitute a danger. However, the mode of contracting the disease is by inhalation of water in an aerosol. An aerosol may be caused by spraying, showering, running taps etc. Factors to be considered in the risk assessments

• contamination • amplification • transmission • exposure • host susceptibility

Potential areas of contamination

Risk assessments have identified a number of groups that are potentially at risk;

• Staff • Students • Visitors • General public


Areas of risk, where control is necessary

• 4.1 Cooling towers/Air Conditioning (AC) equipment • 4.2 Showers and spray taps • 4.3 Domestic hot water system • 4.4 Tank/s and tank fed cold water systems • 4.5 Infrequently used outlets • 4.6 Drinking water distribution • 4.7 Water filters • 4.8 Water heaters • 4.9 Vending machines requiring a supply of mains water • 4.10 Water softeners • 4.11 Fogging and misting systems • 4.12 Materials in contact with water • 4.13 Borehole supply • 4.14 Legionella sampling • 4.15 Fume Cupboards with Scrubber Units • 4.16 Thermostatic Mixing Valves (TMV) • 4.17 Sampling of Boosted/tanked water for drinking purposes. • 4.18 Expansion Vessels • 4.19 Dental Equipment

2.0 RESPONSIBILITIES AND DUTIES

General

The University of Reading has responsibility for compliance with The Health and Safety at Work etc. Act. (1974) and all associated legislation. This includes specific legislation relating to Legionella, as set out in Appendix 1. This document should be read in conjunction with University of Reading Health and Safety Policy.

The management of Legionella in water is now controlled by a variety of different legislation (see Appendix 1). Responsibility for ensuring compliance with this legislation within the University of Reading for fixed water systems has been delegated to the Estates and Facilities (E&F). Schools/Directorates are responsible for any non-fixed equipment that they own. “Safety Note 43 – Control of Legionella in Departmental Equipment” provides guidance on this aspect of Legionella control. Appendix 47

Responsibility for the implementation of the Control of Legionella bacteria within water systems (Policy and Procedures), along with the management of Legionella rests with the Duty Holder. The Duty Holder will appoint other ‘duty holders’ who will be responsible for management of the control of Legionella.

The Duty Holder will ensure that all appropriate personnel are familiar with the contents of the Control of Legionella bacteria within water systems (Policy and Procedures), insofar as it is relevant to their roles and responsibilities.


Legionella Duty Holder & Responsible Person

Ensure compliance with L8 policy. Ensure the monitoring regime is adhered to. Ensure the Inspection regime is adhered to. Order works from providers as necessary. Update records as appropriate. Maintain Web based data (Electronic & Web Portal). Ensure compliance with policy and specification. Facilitate any monitoring or inspection work. Facilitate and ensure completion of any remedial work identified. Ensure all necessary documentation is completed. Responsible for the day to day operation of Legionella management programme.

Water Quality Consultant (Deputy Responsible Person) Advise on all university water quality matters in order with the ACOP L8 document. Audit performance of MTC contract (Using audit check list to review Risk Assessment, Schematic, Chlorination and other activities by MTC contactor, reporting to Duty Holder). Ensure compliance with policy and specification. Provide cover for Duty Holder when not available.

Specialist Water Treatment MTC Ensure compliance with L8 policy. Carry out Risk Assessments, Chlorination & Schematics. Carry out tests, as required, on water systems. Carry out investigations and remedial works as instructed. Carry out all weekly/monthly inspection/monitoring/maintenance tasks as instructed. Ensure all necessary documentation is completed Provide documentation in electronic format as directed by Duty Holder.

Head of Projects & Design Ensure systems are designed to ensure compliance with the L8 document. Ensure systems are installed to ensure compliance with the L8 document. Ensure compliance with policy and specification. Direct Labour Manager Ensure compliance with L8 policy. Facilitate any monitoring or inspection work. Ensure appropriately trained personnel available for L8 compliance works.


Heads of Department: Ensure compliance with L8 policy. Ensure departmental equipment is maintained in house or by contractors to standard necessary for control of Legionella. Keep records of departmental equipment servicing and maintenance. Facilitate any monitoring or inspection work. Ensure that NO modifications/alterations or additions to water systems are carried out, unless written approval is obtained from Legionella Duty Holder.

University Health & Safety Committee Review Policy every 2 years.

Head of Health & Safety Services Ensure compliance with L8 policy. Where required, investigate and report to the University Health and Safety Committee on any alleged incident of accidental Legionella exposure, and also for ensuring correct reporting of incidents under RIDDOR, where appropriate. To notify the Occupational Health Service should any member of staff be involved in an incident of accidental Legionella exposure in order that medical advice can be given. Ensure that any accidental exposure is recorded in the employee’s medical notes. Project Managers / Consultants Ensure compliance with L8 policy. Employ current MTC Water Contractor to carry out Risk Assessment, schematic and chlorination prior to handover.

see Appendices 2 and 4


3.0 PROCEDURES FOR RISK ASSESSMENT Classification

University of Reading buildings and equipment may fall into one of four categories, which are:

Class A - High Risk

Cooling towers associated with air conditioning systems. Currently there are no cooling tower installations within the University.

Class B - Medium Risk Large residential or academic premises, with cold water system fed via stored water and hot water supplied via calorifier/s with a pumped distribution or mains water system. Generally on these systems 2 yearly risk assessments, chlorination and schematic will be conducted but also additionally weekly flushing (where identified), monthly temperature monitoring, 3 monthly shower cleaning, 6 monthly tank inspections, annual calorifier cleaning and other works recommended in their individual risk assessment.

Class C - Low risk Small residential and domestic premises, including large complexes

with self-contained living units. Typically the water systems are of the "domestic" type, with high turnover, i.e. with a cold water gravity-feed tank to a conventional copper storage cylinder. Generally on these systems 2 yearly risk assessments/chlorination/schematic will be conducted. Any additional work required will be presented to the Fund Holder for completion. It is not envisaged that monthly temperature testing, 3 monthly shower cleaning, 6 monthly tank inspection etc.. will be carried out as access to these sites is occupier driven.

Class D - Very Low risk

Small residential and domestic premises, including large complexes with self-contained living units. Typically the water systems are of the "domestic" type, with high turnover, i.e. mains water system with a combination boiler, having no tank or cylinder. Generally these systems can be desk risk assessed but a small percentage may be fully risk assessed every 2 years.


Risk Assessment The University of Reading shall conduct risk assessments with schematics with respect to Legionella bacteria. These will be updated every two years or more frequently as determined by the risk assessment on:

• Existing buildings. • New buildings. • Building where major refurbishment has been undertaken. • Change of use of a building.

The University of Reading will employ qualified and competent persons to carry out the risk assessment on its behalf. The risk assessments are held centrally by Estates and Facilities (E&F).

The Responsible Person will instigate a review as required or on a 2 yearly cycle.

A risk assessment of fixed water systems will be conducted culminating in a risk assessment report with a schematic drawing and electronic logbook for each system. see Appendices 11 & 5 ~ for risk assessment procedure and example (MSPT2) and flow diagram

4.0 AREAS OF RISK AND CONTROL 4.1 Cooling Towers associated with Air Conditioning Equipment

There are currently NO COOLING TOWERS in the University of Reading. Cooling towers may only be installed under exceptional circumstances which prevent the use of an alternative plant. Dispensation for their use can only be granted by the Responsible Person.


4.2 Showers and Spray Taps Risk A high level of spray and therefore aerosol will result with shower and spray tap

operation. The risk of Legionellosis is higher, as infection can only occur if infected aerosols are inhaled. Risk can be reduced by cleaning and disinfecting shower or spray head/s.

Control: Clean, descale and disinfect shower and spray tap heads 3 monthly. see Appendix 18– Procedure for Shower Head Cleaning (MSPT 7)

Each showerhead to be cleaned and descaled by one of: 1. Water Quality – Measured Term Contractor (WQ-MTC) 2. E&F, DLO (Direct Labour Operative) Recorded information must be returned to E&F for on-going management. Emergency / showers, eye wash and spray taps Should be subject to a 3 monthly flushing and disinfection maintenance regime. To be conducted by: 1 Water Quality – Measured Term Contractor (WQ-MTC) 2 E&F, DLO (Direct Labour Operative) see Appendix 27 – Procedure (MSPT 18)

It is the policy of University of Reading to remove any existing spray emission type taps and prohibit the installation of any new units. Taps that produce spray emission as a result of lime scale should be notified by WQ-MTC to E&F for replacement.


4.3 Hot Water System/s

Risk The ideal growth temperature range for Legionella bacteria is 20-45°C. Temperatures between 20-45°C are not unusual in poorly managed or poorly specified water systems. The combination of the above temperature range with the presence of scale, debris and stagnation within a hot water system will result in Legionella growth. Control The University of Reading adopts a temperature regime for the control of Legionella in domestic hot water systems by maintaining stored water at 60ºC, with a minimum return temperature of 50°C. Experimental data has shown at 50°C Legionella bacteria die within 2 hours, at 60°C death should occur within 2 minutes and at 70°C (pasteurisation temperature) instant death occurs. Water should leave the calorifier/s at 60°C and should return at min 50°C. Monthly, temperatures are recorded from sentinel taps (additional sentinels will be selected in complex buildings) and flow/return on calorifiers (see Appendices 30 & 31) (MSPT21 & MSPT22) by the WQ-MTC Contractor. All data to be provided electronically to E&F for further management. Large or Commercial Systems In large or commercial systems, due to high storage levels, stratification may occur in calorifiers. Therefore where possible a shunt pump should be fitted and set to operate via a time switch, which will heat the entire contents of the calorifier to 60ºC for one hour per day. During low use period (01:00 – 06:00) Where practicable, each system should be fitted with a circulation pump on the return leg. Where practicable, each system should have sensors attached to the Building Management Systems (BMS) fitted to the flow and return legs. A daily log will be taken to confirm the correct operating temperatures. Non-compliances must be reported immediately to the Legionella Duty Holder. Each calorifier must be subject to an annual maintenance inspection. The calorifier is isolated from the building circuit, the shell is drained down, internal surfaces are inspected and cleaned (see Appendix 12 ( MSPT 3 ). Steam heated calorifier/s are descaled by E&F. Immediately prior to a calorifier being returned to service a full pasteurisation process (see Appendix 7) must be carried out. All data to be provided electronically to E&F for further management.


Small Water Systems These are typically domestic residential premises. For such systems, the entire hot water system must be subject to disinfection using chlorine every 2 years. The procedure is shown in (Appendix 9 MSPT1).

4.4 Tank/s and Tank Fed Cold Water Systems Risk

The ideal growth temperature range for Legionella bacteria is 20-45°C. Cold water temperatures of 20-25°C can be found in some domestic systems. Presence of debris, stagnation and non-approved materials will contribute to legionella growth. The aim is to maintain the water condition as is found in mains water. The maintenance regime is designed to keep temperatures below 20°C, and to keep debris and stagnation at a low level. Control The University of Reading adopts a temperature regime for the control of Legionella at the majority of the sites. Water temperature must not exceed 20°C. Monthly temperatures are to be recorded from sentinel taps. More if within a complex system. (see appendix 6 & 30 MSPT 21) by the WQ-MTC Contractor. Records are to be returned electronically to E&F. Monitoring and maintenance of cold water tanks is described in (Appendix 3). To include cold water storage tanks fitted to water heaters.

Recorded information must be returned electronically to E&F for on-going management. The entire cold water system must be subject to chlorination every 2 years. The procedure is shown in (Appendix 9 MSPT1 and Appendix 10 MSPT1a). Where temperature control is identified as poor, alternative means of control will be undertaken. Tank turnover Use flow meter to determine actual usage over 12 hours, and adjust tank capacity to suit recommendation storage capacity.


4.5 Infrequently Used Outlets

Risk A disused or low use of an outlet, will allow localised stagnation of water within the pipework. Stagnation results in higher cold water temperature due to warming, and lower hot water temperature due to cooling, resulting in water temperatures which are ideal for legionella growth. Control Water outlets that are unused for 7 days or more, must be flushed for 5 minutes on a weekly basis (see Appendices 8 and 19 MSPT 8). Identification of such low use outlets can be during risk assessment, routine monitoring or by information provided by site. This is particularly applicable to areas such as disabled toilets. The flushing can be undertaken by staff from one of:

• WQ-MTC Contractor. • E&F (Estates and Facilities)

Emergency showers and eyewash sprays, which are low use, will be subject to 3 monthly flushing or as recommended by risk assessment. Records will be returned electronically to E&F. Areas which are disused, but still hold water within the system are considered as a deadleg. Such unused or redundant pipework will be removed as soon as is practicable or drained down and clearly identified. The following vacation arrangements have been made for some Academic Buildings, which will be unoccupied during holiday periods. L8 recommends that low use outlets are flushed weekly. Due to the high numbers of rooms in these building, the University of Reading will carry out the following procedures during holiday periods and other low use periods to ensure L8 compliance:

• Flush the far ends of each floor on a weekly basis • Increase sampling for Legionella • Report to E&F if there is a change of use. • Recording will be conducted electronically.

Recorded information must be returned to Legionella Duty Holder for on-going management.


4.6 Drinking Water Distribution

Risk Generally, the risk of Legionellosis is low, but can become significant in large water systems where, due to low use, stagnation can occur with warming because of poor lagging/location of pipework. This results in water temperatures in the 20-45°C range, control is required to ensure good through flow. Control Drinking water and drink dispensers should only be attached to the rising main, where possible. Supply from tank/s should be avoided but where not possible potable water must be appropriately labelled. Tank supplied water (deemed drinking water quality by E&F, i.e. boosted) shall be monitored and tested 6 monthly. (amplified in 4.17)

Drinking water outlets are to be located in designated areas and must be suitably

labelled “Drinking Water”.

The drinking water main, where reasonably practicable, is to supply at its extremity a urinal-flushing cistern, (or similar) programmed for 7-day operation in order to prevent water stagnation.

No alterations or additions to the drinking water supply can be made without written agreement from the E&F Legionella Duty Holder. E&F must be notified by schools/department of any equipment that requires permanent fixture to the water supply.

4.7 Water Filters

Risk Resin beds in water filters can act as a reservoir for bacteria and if breakthrough occurs, the supply system downstream may be contaminated with Legionella and other bacteria. Control For water filters, the regeneration period must be known and the service visits must be within a set period or as specified by the manufacturer (the usual period of change for domestic units is 6 monthly). If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.


4.8 Stored Water Heaters:

Risk Generally the risk is low but growth of legionella bacteria can occur where the temperatures are constantly maintained at 20-45°C. Control Heaters with no storage: check for operation during risk assessment and bi yearly. Heaters with up to 15 litres storage but with no header: Operate and maintain heater at 50-60°C. Temperature monitoring of these units will be conducted 3 monthly and adjusted to supply water at 50-60°C where appropriate. Heaters with more than 15 litres and header tank: If holding tanks are fitted then the tank lid must be secured and the overflow screened. Temperature monitoring of these units will be conducted monthly and adjusted to supply water at 50-60°C where appropriate. Combination Heaters with header tank: Tank lid must be secured and the overflow screened. Check internal condition, and temperature monitoring of these units will be conducted monthly and adjusted to supply water at 50-60°C where appropriate. (Appendix 21 MSPT10a) If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.

4.9 Vending Machines:

Risk Generally the risk from Legionella is low, but other bacteria must be kept from proliferating by maintaining suitable temperatures within the units. Control The hot water supply temperature must be >70°C and the cold <10°C to meet the recommendations in the Automatic Vending Association (GB) Code of Practice. If filters are fitted to the cold water supply to the unit, these should be changed in accordance with manufacturer’s recommended frequency. Vending machines must be supplied via a suitable potable source ensuring the length of pipework from the source (tee off point) for supply is as small as possible. If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.


4.10 Water Softeners:

Risk Resin beds in softeners can act as a reservoir for bacteria and if breakthrough occurs, the supply system, downstream, may be contaminated with Legionella and other bacteria.

Control Hard/soft water checks should be carried out as required (normally at least weekly by the DLO) and recorded. The maintenance contract details should be available, which must include a periodic service/clean as indicated by the manufacturer of the unit or disinfection if necessary. The brine tank should be kept in clean condition and the softener back washed regularly preferably one backwash cycle in a day. If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.

4.11 Fogging and Misting Systems (including horticultural misting systems)

Risk A high level of spray/misting occurs when such systems are operated resulting in aerosol formation. There will also be periods of low use and therefore stagnation. The aim of the maintenance is to prevent stagnation. Control Glass houses around the University premises are fitted with fogging and misting systems.

a) Where UV lamps are fitted for bacterial control, the systems must be checked and serviced according to manufacturers’ instructions (usually 6 monthly)

b) The water from the units must be automatically purged as part of shut down c) All wetted areas must be subject to disinfection as per risk assessment d) Legionella sampling must be conducted as indicated by risk assessment

If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.

4.12 Materials in contact with water Risk Materials not approved by a Water Research Advisory Centre (WRAS) testing laboratory

may provide nutrients to support microbiological growth. Control

The best method to ensure compliance is to select products from the WRAS (Water Fittings and Materials Directory). Jointing materials such as natural rubber, hemp and linseed oil-based jointing compounds and fibre washers must not be used.

(see Appendix 1)


4.13 Legionella Sampling

Risk assessment at all sites will determine if Legionella testing is required. Generally, sampling may be conducted at larger Academic sites. Where sampling is undertaken, single samples will be collected from each hot and cold water system. Guidance is given in the appendix on interpretation of results. (see Appendix 28 MSPT19)

4.14 Fume Cupboards with Scrubber Units

Quarterly measure tank temperature and note tank condition. Quarterly collect legionella sample. For each bank of fume cupboards only one tank should be left operational. Other units must be drained down. If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.

4.15 Thermostatic Mixing Valves (TMV’s)

Conduct annual service if directed by Legionella Duty Holder. Open and clean, replace defective parts and descale filter. Conduct fail safe test (type dependent) If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.

4.16 Sampling of boosted/tanked water for drinking purposes

Risk assessment at all sites will determine if boosted/tanks water feed all outlets including drinking water outlets for a site. Where tank water is found to be the supply of drinking water the following minimum sampling will be undertaken. Sample should be collected from the source tank and a furthest outlet. The samples will be subject to the following analysis: TVC, Coliforms and E.Coli. If installed by Department, then departmental responsibility, otherwise the responsibility of E&F. Recorded information must be returned electronically to Legionella Duty Holder for on-going management.


4.17 Expansion Vessels Risk

Water stagnation within the expansion vessel at constant pressure. Lining may not be WRAS approved material. In recognition that water stagnation and particulate accumulation can have detrimental effects upon water quality it is recommended that any fitting on a wholesome water system which accommodates expansion or pressure surges, such as expansion vessels, pressure accumulators and surge arrestors, be installed so as to avoid localised low turnover (stagnation) leading to the formation of biofilms and/or the accumulation of particulates. That is to say be installed in the vertical so that the fitting accommodating thermal expansion or a pressure surge is Control Where practical, flush through and purge to drain, as indicated by the risk assessment. Where new expansion vessels are installed, ensure stop and drain off valves are fitted. <10 litre expansion vessels: Fit drain cock and stop valve, if not fitted, but flushing to be conducted only if poor microbiological results are recorded >10 litre expansion vessels: Fit drain cock and stop valve, if not fitted, conduct annual flush through and purge through drain. Installation 1. Bottom fed and upright. 2. That the connecting pipework to the fitting :- - rises continuously - is kept to a minimum Sized 3. Sized correctly for the system System design 4. Designed to ensure an adequate turnover of water within the fitting.


Examples of good practice for the installation of fittings accommodating thermal expansion or pressure surges

Installation: Orientation: Bottom fed and upright √ Connecting pipework:

- Rises continuously √ - Is kept to a minimum √

Fitting: Sized correctly for the system √

System: Designed to ensure adequate turnover

of water within the fitting. √ Examples where the installation of fittings to accommodating thermal expansion or pressure surges may have detrimental effects upon water quality, either because of the orientation of the fitting or design of the connecting pipework, and should be avoided.

Orientation: Bottom fed and upright √ Connecting pipework: - Rises continuously x - Is kept to a minimum x

Indicates those areas where there is the potential for low turnover which could result in the formation of biofilms and accumulation of particulates.

Orientation: Bottom fed and upright x Connecting pipework: - Rises continuously x - Is kept to a minimum √


Orientation: Bottom fed and upright x

Connecting pipework

- Rises continuously x - Is kept to a minimum x


Connecting pipework

- Rises continuously x - Is kept to a minimum √


Connecting pipework

- Rises continuously x - Is kept to a minimum x

Indicates those areas where there is the potential for low turnover which could result in the formation of biofilms and accumulation of particulates. (see Appendix 31a MSPT23)

4.19 Dental Equipment Risk

High level of spray/aerosol near nose and mouth, which could cause legionellosis. Control Normal Dentistry practice to conform to Decontamination (Health Technical Memorandum 01-05, Decontamination in primary care dental practices) Check at 6 monthly intervals and record.


5.0 MANAGEMENT PROCEDURE General

E&F will store water records electronically for each building. Records for all control measures implemented, will be stored. These will be held in the E&F building and will contain the following: - Risk assessment for the system - Schematic diagrams of the system - Records of control checks taken - Disinfection record certificates - Records of any remedial work carried out Audit procedures will be applied using in-house and/or external auditors. The Responsible Person will oversee the audit.

Water Quality Measured Term Contract (WQ-MTC) Contractor WQ-MTC water quality contractor will carry out disinfections/s, risk assessment/s, schematic/s, sampling, monitoring, shower cleaning and other legislative works ensuring L8 compliance for the University.

Reporting

All reports will be sent electronically to Legionella Duty Holder from the WQ-MTC contractor. The actions will be checked and authorised. Remedial works will be authorised and WRENs (Internal Work Orders) will be produced, where required.

Monthly Management Meeting The outcome of defects, non-compliance and any other issues relating to water systems within the University of Reading will be reviewed at the monthly WQ-MTC Legionella meeting. Actions undertaken will be recorded where necessary and minutes will be taken at the meeting. Records


Records for legionella management are stored in the following manner a) THE UNIVERSITY’S ELECTRONIC SYSTEM

This is an electronic system of data storage which allows data entry at the time of inspection. It is the system operated by the MTC contractor. The data is stored electronically (requires password entry for authorised personnel). All records are stored within this system.

b) WEB PORTAL All risk assessments, schematics and disinfection certificates and any other record provided will be stored as PDF files and are available for inspection through a web portal to authorised staff.


Individual University of Reading Schools/Departments/Directorates

Will ensure departmental equipment is serviced (including inspection, cleaning and disinfecting) and maintained to the standard required to control legionella bacteria. (see Appendix 47) Individual Schools/Departments/Directorates will ensure records of servicing and maintenance are kept for at least 5 years. Records to be available for audit when requested.

6.0 SPECIFIC NON-COMPLIANCE PROCEDURE Water Temperature

Non compliances are assessed and prioritised by the Legionella Duty Holder, on a day to day basis and action is taken accordingly. (see Appendix 45)

Tanks and Calorifiers

Non compliances are assessed and prioritised by the Legionella Duty Holder, on a day to day basis and actions are taken accordingly.

(see Appendix 45) Legionella – Action Level Guidance

Legionella testing will be conducted as and when necessary or if indicated by risk assessment. Typically, one hot water and one cold water sample will be collected from a single building. Action on the Legionella results should be considered in relation to the numbers of samples collected, the locations and the system particulars at the time of the results. (see Appendix 46)

Action in the Event of Adverse Media Reports Regarding Legionella

If Legionella or other microbiological testing results are reported in the local or national media, then the following procedure must be followed:

1. Inform the University Communications Manager as soon as possible with as much

information as possible, so they can prepare a statement for the press. 2. Do not speak to the press but guide them to the Communications Manager.


7.0 PROCEDURES FOR PROJECTS

All new water systems or modifications will be designed, constructed and installed in accordance with current legislation (see Appendix 1). In order to ensure a consistent and compliant standard of delivery for all University of Reading projects, all final disinfection, risk assessment and sampling to project related works must be undertaken by the WQ-MTC Contractor. It will be the responsibility of the Principal or Main Contractors to facilitate all the necessary arrangements with the WQ-MTC Contractor, in accordance with the current agreed schedule of rates (available from E&F Legionella Duty Holder). Project Managers to liaise with E&F Legionella Duty Holder when unusual or minor domestic alterations are carried out. At a minimum compliance with BS EN 806-5:2012 Specifications for installations inside buildings conveying water for human consumption.

8.0 TRAINING

Staff involved in the management of water systems will be trained by a competent person to carry out their responsibilities. The following training modules will be available for staff:

• Training on all aspects of Legionella control. • Training for specific monitoring i.e. temperature testing, shower cleaning and

flushing low use outlets. • Legionella Duty Holder will arrange training for E&F. • Health and Safety Services will arrange training for Schools and other Directorate

staff.


APPENDIX 1

RELEVANT LEGISLATION, GUIDANCE AND STANDARDS Health and Safety at Work etc. Act 1974 places general duties on employers and self-employed persons to ensure, so far as is reasonably practicable, the health, safety and welfare of all their employees, and persons other than their employees who may be affected by any of their undertakings. Employers must also ensure that the premises, and any plant or substance therein, are safe and present no risks. Relevant legislation, guidance and standards to manage Legionella are set out below. HSE Approved Code of Practice ACOP L8 2013 ~ The control of legionella bacteria in water systems. Provides technical guidance on the management of water systems for Legionella control.

Legionnaires' disease - Technical guidance - HSG274 The guidance is in three parts: Part 1: The Control of Legionella Bacteria in Evaporative Cooling Systems. Part 2: The Control of Legionella Bacteria in Hot and Cold Water Systems. Part 3: The Control of Legionella Bacteria in Other Risk Systems. BS EN 806-5:2012~ has been written in the form of a practice specification. It is the fifth part of BS EN 806 "Specifications for installations inside buildings concerning water for human consumption" which consists of five parts:

• Part 1: General • Part 2: Design • Part 3: Pipe sizing — Simplified method • Part 4: Installation • Part 5: Operation and maintenance.

Control of Substances Hazardous to Health Regulations 2002 (as amended) Apply to substances that are hazardous to health, including asbestos, and place specific responsibilities on employers, self-employed persons and employees. The regulations require a ‘suitable and sufficient’ assessment to be made of the risks and measures necessary to control substances hazardous to health arising from work. Employers are also required to maintain the control measures to provide information, instruction and training in relation to the risks and control measures; to monitor exposure of the employees to the substances and (where relevant) organise a health surveillance programme.

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/Legionella%20L8%20ACOP.pdf

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/HSG%20274part1.pdf



https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/BS%20EN%20806-5-2012.pdf



http://shop.bsigroup.com/en/ProductDetail/?pid=000000000030064693






APPENDIX 1 (Cont’d)

Water Supply (Water Fittings) Regulations 1999 With guidance from Water Regulations Advisory Scheme (WRAS) – provides an explanation of the water fittings regulations. Part of the WRAS guidance is provided in the Water Fittings and Material Directory which has information on materials which have been tested microbiologically and chemically and have been found to be appropriate for use with water systems. Water Supply (Water Quality) Regulations 2010 Provides water suppliers with statutory limits on water quality with information on sampling, testing and monitoring frequency. Private Water Supplies Regulations 2009 (with amendments) Provides private water suppliers with statutory limits on water quality with information on sampling, testing and monitoring frequency. Private Water Supplies Regulations 2009 Memo Changes to Private Water Regulations 2009 BS8580 2010 Water Quality – risk assessment for Legionella control – Code of Practice Provides recommendations for risk assessment for legionella control in artificial water systems, covering the preparations, desktop appraisal, site visit/survey, reporting and review.

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/Water%20Supply%20(Water%20Fittings)%20Regulations%201999.pdf

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/Drinking%20Water%20Regs%202010.pdf

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/Private%20Water%20Regulations%202009.pdf

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/Private%20Water%20Regulations%20Memo.pdf

https://edms.reading.ac.uk/sites/EF/Maintenance/Contracts/LEGIONELLA/GUIDANCE%20DOCUMENTS/BS%208580-2010.pdf


APPENDIX 2

KEY CONTACT DETAILS

Title Key Contact Contact numbers Duty Holder

Colin Robbins Tel : 0118 378 8277 Fax: 0118 378 6928 Email: [email protected]

Legionella Duty Holder/ Responsible Person

Shane Benson Assistant Contracts Manager

Tel : 0118 378 8274 Fax: 0118 378 6928 Mob: 07540803142 Email: [email protected]

Water Quality Consultant/s (Deputy Responsible Person)

Girish Mistry Water Scientific Ltd 9 Trafford Road, Reading RG1 8JP

Tel: 0118 9453078 Fax: 0118 9428897 Mobile: 07973 254578 Email: [email protected]

WQ-MTC Contractor

SMS Environmental Tel: 01189 306348 Fax:01189 306349

WQ-MTC Contractor On Site Supervisor

Paul Dickinson Tel:07739 084890 Email [email protected]

mailto:[email protected]




APPENDIX 3

REQUIREMENTS - COLD WATER TANKS

Area Action Tanks <1000 litres Storage Tanks are to be inspected annually by WQ-MTC

contractor with consideration to thermal insulation, lid condition, cleanliness, ball valve operation, overflow condition and general condition. Water temperature from the ball valve and tank must be tested.

Tanks >1000 litres Storage Tanks are to be inspected 6 monthly by WQ-MTC contractor with consideration to thermal insulation, lid condition, cleanliness, ball valve operation, overflow condition and general condition. Water temperature from the ball valve and tank must be tested.

Tanks in Domestic Houses

Storage tanks in Houses to be inspected 2 yearly during risk assessment by WQ-MTC contractor with consideration to thermal insulation, lid condition, cleanliness, ball valve operation, overflow condition and general condition. Water temperature from the ball valve and tank must be conducted

Delay valves Where possible tanks are filled with delayed action float valves or in the case of pumped services conductivity rod operated switches to allow for positive water displacement in the tank.

New tanks New tanks to be partitioned or bypass installed to allow for the chlorination and cleaning of the tanks without interrupting the cold water/hot water service to the building. Where partitioned tanks are present, the procedure is to operate both tanks together except during chlorination and maintenance. The incoming feed to the tank is at the opposite end to the outgoing connections. New tank should be GRP sectional tanks externally flanged with integral insulation, and ditched bottom drain with a suitably sized drain for ease of cleaning.


APPENDIX 4

RESPONSIBILITY FLOW CHART

DUTY HOLDER Director of Estates

• Provide suitable and sufficient resources

• Appoint through employment the Legionella Duty Holder

LEGIONELLA DUTY HOLDER Assistant Contracts Manager

• Ensure compliance with L8 • Appoint nominated consultants • Appoint through tender

nominated WQ-MTC contractor

• Oversee WQ-MTC contract output

• Liaison with all Stakeholders

WATER QUALITY CONSULTANT

• Provide advice on current legal requirements

• Measure WQ-MTC contract output

• Liaison with all Stakeholders

WQ-MTC CONTRACTOR

• Conduct risk assessments • Conduct routine monitoring • Conduct chlorination and

pasteurisation • Conduct testing for water

quality • Liaison with all Stakeholders • Ensure L8 compliance


APPENDIX 5

PROCEDURE AND FORMAT FOR RISK ASSESSMENT The risk assessment should be conducted as and when required, but UoR Policy requires it is conducted at least 2 yearly. Review previous risk assessment (if conducted) for any potential for exposure to legionella The risk assessment must consider the following to identify if the water system is likely to create risk

• Water is stored or recirculated in the system • The water temperatures in all or some of the parts of the system may be between 20-

45˚C • There are deposits that support bacterial growth, including legionella, such as rust,

sludge, scale, organic matter and biofilms • Is it possible for water droplets to be produced and if so whether they can be dispersed • Is it likely that any employees, contractors, visitors, the public etc.. could be exposed to

contaminated water droplets The practical risk assessment must consider other Health and Safety risks. The following type of reporting is required for all sites. Each risk assessment must of a similar or equivalent format. Section 1: Front page with dated photograph of site. Indicating risk level and general description of site services Section 2: Asset Register Listing of all assets Section 3: Schematic

To show the face view of building (or best angle) Assets to be shown in locality of view or angle Schematics to include 1. Staircases 2. Lift shafts 3. Any features which may identify location of plant 4. Entrance to building 5. Valves to be shown, on all water plant, attached to system where seen. (including water meters, Non return valves, zonal valves etc.) 6. Sentinels and other key outlets as specified to be identified on schematic with bar code in legend. 7. Location of incoming mains and isolation valve. 8. Generally all items concerned with the water system must be included in the

schematic (e.g. softeners, filters, expansion vessels, tmv etc..) 9. Schematics to be in unlocked pdf and skf format. Example schematic has been provided. 10. Tank access location.


APPENDIX 5 (Cont’d) Section 4: Cold Water storage details Description and detail of cold water storage including photographs Section 5: Hot water storage details Description and detail of hot water storage including photographs Section 6: Temperatures All sentinel taps to be measured for temperature. Additionally, in a large building water temperature to be taken from hot and cold water services from 20% of the site water outlets. Section 7: Hazard & Controls.

Location, description and actual amounts required e.g. remove deadleg (how long, size of pipework, type of pipework, access, etc.) Include dated pictures of each hazard with reference number

Section 8: Operating and Maintenance Procedures To be retained, but for each building only retain those services required. Section 9: Water Regulations

To be the same format as hazards and controls, but to include if wastage, misuse, contamination, L8 non-conformance. Include pictures of each hazard with reference number.

Priority Description

1 Serious non-compliance Immediate rectification 2 Significant non-compliance Urgent rectification 3 General non-compliance Planned rectification

Section 10: Photographs Ensure all other photos taken have date, location and description labelled correctly.


APPENDIX 6

PROCEDURE FOR TEMPERATURE MONITORING Ensure all equipment used for temperature monitoring is calibrated appropriately and calibration certificates are current Expectations The hot water should be greater than 50 ˚C and less than 60˚C The cold water should be less than 20˚C Hot water Run water from tap for 1 minute (at the fastest flow possible without causing high level of splashing or aerosols) Record water temperature The hot temperature should be between 50-60˚C Cold water Run water from tap for 2 minutes (at the fastest flow possible without causing high level of splashing or aerosols) Record water temperature The cold temperature should be below 20˚C Flow and return from calorifiers Where fitted with gauges on the flow and return Record the temperature indicated on the gauge Periodically check gauge reading by testing with a contact thermometer If the gauge reading is +/-3˚C, report to Duty Holder Where no gauges are fitted, test using a contact thermometer Record flow and return temperatures when the temperature has stabilised. The hot water temperature at the flow should be 50-60˚C The hot water temperature at the return should be +/-10˚C of the flow temperature TMV supplied taps and outlets Run water from outlet to be tested (at the hottest setting) until the water temperature stabilises Record water temperature Pipe temperature may be required if the TMV tap is a sentinel. Select pipework to be measured. Ensure the surfaces are bare metal. Contact temperature probe to pipework (hot or cold) and hold until steady temperature is noted, while flushing the tap continuously The blended water temperature should be in the range 38-44˚C Temperature monitoring from outlets is conducted monthly (sentinels) and Annually (representative) from each system. In large water systems, numerous sentinels may be tested. Where temperatures are below expectations (non-compliance), then a report should be submitted to the Duty holder


APPENDIX 7

PROCEDURE FOR PASTEURISATION Complete H&S Risk assessment – implement appropriate safe systems of work. WQ-MTC to liaise with Legionella Duty Holder detailing the impact on site of procedure to be carried out Warning notices to be placed in all appropriate places before work commences Adjust temperature control of the hot water vessel to achieve a homogeneous temperature throughout the vessel of >70°C Complete temperature profile of vessel – record results If it is not possible to maintain a homogenous temperature of >70°C for a period of 1 hour and sequentially pasteurise all outlets, then report as non-compliance and complete a chemical disinfection of the vessel in accordance with BS6700: 1997 subject to customer approval Where it is possible to maintain a homogenous temperature of >70°C for a period of 1 hour and sequentially pasteurise all outlets, then maintain temperature at >70°C for a period of one hour, ensure all anti-stratification and secondary return pumps are operational throughout the process After the calorifier has been disinfected for an hour, sequentially run each hot water outlet fed from the calorifier for 5 minutes: ensuring the temperature recorded does not fall below 60°C After all outlets have been pasteurised, reduce the temperature of the vessel and outlets by flushing water to waste – ensure temperatures are just <60°C before running to service Remove all warning notices and return system to service Supply details to Legionella Duty Holder and record any non-compliance for monthly report


APPENDIX 8 PROCEDURE FOR FLUSHING AND PURGING INFREQUENTLY USED OUTLETS The water systems at the University are regularly maintained by Estates, and are operated at temperatures to provide conditions that prevent the growth of the bacteria that cause legionnaires disease. However, there is a possibility that the bacteria might start to grow in parts of the water system when not in regular use. L8 indicates that any outlet not used for 1 week (7 days) must be flushed. The flushing should be conducted weekly. When flushing a low use point bear in mind that the first quantity of water might be contaminated. Once this water has run through the risk is minimized. Therefore it is the first 30 seconds to 1 minute when the risk is greatest and it is essential that staff avoid contact with spray from outlets during this first flush through. Avoid contact with spray during other times where possible Flushing When flushing showerheads and taps that have not been used for 7 days or more it is the first quantity of water that might be contaminated. Once this water has run through the risk is minimized. Therefore it is the first 30 seconds to 1 minute when the risk is greatest and it is essential that staff avoid contact with spray from outlets during this first flush through. Avoid contact with spray during other times where possible. Showers Run water from both hot and cold supplies, or warm if on a single mixer tap, through the showerhead for 5 minutes if not in use for a period of 7 days. Showerheads are designed to produce spray, which is why they should be run through a bucket of water so that no spray escapes into the atmosphere. In the absence of a bucket of water take showerhead off the bracket, and if possible lay it in the bath or shower tray before turning the taps on very low so that water flows gently out of it. If this is not possible point it into the base of the shower tray or bath. After 1 minute, the flow rate can be increased. If the showerhead is fixed, run the shower head very slowly for 1 minute then increase the flow for a further 4 minutes. Taps Run water from both hot and cold supplies, or warm if on a single mixer tap, through tap(s) for 5 minutes, if not in use for a period of 7 days. The water should be run slowly to avoid spray for 1 minute and can then run faster for a further 4 minutes.



Purging Where it is difficult to carry out weekly flushing, the outlet concerned needs to be purged to drain before the outlet is used normally. Therefore the following procedure should be utilised: Open the outlet slowly at first. It is important that this is done with the minimum production of spray. it may be necessary to use additional piping to purge to drain if it is envisaged that spray may be produced. Run the outlet for 5 minutes before using the outlet. Records should be kept detailing the time, date, location and name of the person who carried out the purging procedure. It is envisaged that this procedure will only apply to outlets that are in areas difficult to access regularly and that all of the accessible outlets will be flushed weekly. Difficulties When flushing or purging outlets, any difficulties or problems encountered should be noted in the comments section of the ‘infrequently used outlet’ log sheet and a remedial job raised via the Maintenance Services helpdesk for the outlet concerned. Recording Records should be kept detailing the time, date, location and name of the person who carried out the purging procedure either manually or electronically


APPENDIX 9

PROCEDURE ~ CHLORINATION (TANKS, CALORIFIERS and DOWN SERVICES) (MSPT1)

The procedure for cleaning and disinfecting, complete hot and cold water system within the building.

1. WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary

permits to work documentation.

2. Complete health and safety risk assessment and confirm if Confined Space Regulations 1997 apply – implement appropriate safe systems of work from WQ-MTC health and safety manual. Works Supervisor to inform relevant personnel that down water facilities may be interrupted.

3. Boilers to be turned off/isolated and calorifier temperature suitable to chlorinate.

4. Warning notices and ‘DO NOT USE’ tape must be in place on all water outlets before work commences.

5. Identify foul drainage and mark up, surface water drainage must not be used for flushing of tank.

6. Close down service and make-up valves to the CWS tank.

7. Take dated photographs of tank internal condition before and after chlorination.

8. Drain the tank(s) using appropriate valve(s), (check oxygen levels of water within tank if necessary).

9. Mechanically clean out the tanks as thoroughly as possible (use extraction as required) swabbing sides (non-abrasive material) to remove any biofilm.

10. When cleaning complete, refill the tank with water and add dose sodium hypochlorite to achieve a free chlorine reserve of 50 mg/l. When chlorine is used as the disinfection agent, measure pH of the treated water to ensure it does not exceed 8.0 (refer to attached chart for the effect of pH on the efficacy of the chlorine). Chlorine concentration and pH to be measured in the stored water and sentinel outlets using a calibrated photometer, a comparator or an appropriate drop test kit to ensure exact measurement of chlorine concentration is achieved.

11. All outlets should be opened and run to ensure chlorine is distributed throughout the system (hot and cold water systems). Outlets other than sentinel outlets are to be tested on the high range potassium iodide paper until a dark blue colouration is achieved on the test paper.

12. When appropriate chlorine concentration is achieved at all terminal fittings, the outlets should be closed ensuring warning label or tape still in place clearly indicating that the facility is not to be used.

13. Do not allow the storage tank to empty during step 8 (or draw air into system).


APPENDIX 9 (cont’d)

14. The entire system must be left to soak as stipulated by BS6700: 1997 and the HSC’s Approved Code of Practice L8 – A minimum 1 hour contact period is to be achieved whilst ensuring the free chlorine concentration does not fall below 50 mg/l either at the CWS tanks, calorifiers or outlets. Record level of free chlorine after the 1hr period. Repeat disinfection will be required if the free chlorine level drops below 30mg/l. Inform Duty Holder if this occurs.

15. After the contact period of 1 hour is achieved, neutralise the disinfectant with Sodium Thiosulphate, drain the tank to foul sewer, then thoroughly flush tank and refill with fresh water.

16. Open the outlets, and flush system until chlorine concentration equals that of the incoming mains water, taking care not to empty the tank or draw air into the system. Remove warning labels.

17. Clean top of CWST/s and ensure all bolts have been fastened and lid/s sealed.

18. If required take water samples as detailed in work instruction and submit to approved UKAS laboratory.

19. Leave working area clean and tidy.

EFFECT OF pH WATER STORAGE TANK CLEANING AND DISINFECTION INCLUDING DOWN WATER SERVICES

HOCI H* OCI-

Hypochlorous Acid

Killing Agent

Active, but unstable form

Hydrogen Ion Hypochlorite Ion

Inactive, but stable form

% Chlorine as HOCI pH % Chlorine as OCI-

90 6.5 10

73 7.0 27

66 7.2 34

45 7.6 55

21 8.0 79

10 8.5 90


APPENDIX 10

PROCEDURE ~ DISINFECTION USING PEROXIDE (TANKS, CALORIFIERS and DOWN SERVICES) (MSPT1A)

The procedure for cleaning and disinfecting a water storage tank will vary from one installation to another. The details outlined below are specific and apply to the majority of systems. Supplementary detail would be included in the Work Instruction, which would accompany this document. 1 WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary

permits to work documentation. 2 Complete health and safety risk assessment and confirm if Confined Space Regulations

1997 apply – implement appropriate safe systems of work from WQ-MTC health and safety manual. Works Supervisor to inform relevant personnel that down water facilities may be interrupted.

3 Warning notices and ‘DO NOT USE’ tape must be in place on all water outlets before work commences.

4 Close down service and make-up valves, to the CWS tank. 5 Drain the tank(s) using appropriate valve(s), (check oxygen levels of water within tank if

necessary). 6 Take dated photographs of tank internal condition before and after chlorination. 7 Mechanically clean out the tanks as thoroughly as possible (use extraction as required)

swabbing sides (non-abrasive) to remove any biofilm. 8 When cleaning is complete, refill the tank with water and add dose Peroxide to achieve a

reserve of 50 mg/l. 9 All outlets should be opened and run to ensure peroxide is distributed throughout the

system (hot and cold water system). All outlets are to be tested and verified. 10 When appropriate peroxide concentration is achieved at all terminal fittings, the outlets

should be closed ensuring warning label’s or tape are still in place clearly indicating that the facility is not to be used.

11 Do not allow the storage tank to empty, or draw air into system. 12 The entire system must be left to soak as stipulated by BS6700: 1997 and the HSC’s

Approved Code of Practice L8 – A minimum 1 hour contact period is to be achieved whilst ensuring the disinfectant level does not fall below 50 mg/l either at the CWS tanks, calorifiers or outlets. Repeat disinfection may be required if the disinfectant drops significantly. Consultation with Legionella Duty Holder will be required.

13 After the contact period of 1 hour is achieved, drain the tank to foul sewer, then thoroughly flush tank and refill with fresh water.

14 Open the outlets, and flush system until peroxide level drops to near zero. Remove warning labels and tape.

15 Clean top of CWST/s and ensure all bolts have been fastened and lid is sealed. 16 If required take water samples as detailed in work instruction and submit to approved

UKAS laboratory. 17 Leave working area clean and tidy.


APPENDIX 11

PROCEDURE ~ FULL RISK ASSESSMENT AND SCHEMATICS (MSPT2)

The following type of reporting is required for all sites. Each risk assessment must be of a similar or equivalent format.

Section 1: Front page with dated photograph of site. Indicating risk level and general

description of site services. Section 2: Asset Register List all assets. (And must be all shown on schematic) Section 3: Schematic

To show the face view of building (or best angle) Assets to be shown in locality of view or angle Schematics to include:- 1. Staircases. 2. Lift shafts. 3. Any features which may identify location of plant. 4. Entrance to building. 5. Valves to be shown, on all water plant, attached to system where seen.

(including water meters, Non return valves, zonal valves etc.) 6. Sentinels and other key outlets as specified to be identified on schematic

with bar code in legend. 7. Location of incoming mains and isolation valves. 8. Generally all items concerned with the water system must be included in

the schematic (e.g. softeners, filters, expansion vessels, TMV’s, dead legs, showers etc.)

9. Schematics to be in unlocked pdf and original CAD format. Example schematic has been provided.

10. Tank access location. Section 4: Cold Water storage details Description and detail of cold water storage, including photographs. Section 5: Hot water storage details Description and detail of hot water storage, including photographs. Section 6: Temperatures and Site inspection

All sentinel taps to be measured for temperature. Additionally, in a large building water temperature to be taken from hot and cold water services from 20% of the site water outlets. Record all other areas of concern.


APPENDIX 11(cont’d) Section 7: Hazard & Controls

Location, description and actual amounts required e.g. remove deadleg (how long, size of pipework, type of pipework, access, etc.) Include dated pictures of each hazard with reference number and budget costs for remedial works.

Section 8: Operating and Maintenance Procedures To be retained, but for each building only retain those services required. Section 9: Water Regulations

Same format as hazards and controls. To include if wastage, misuse, contamination, L8 non-conformance. Include pictures of each hazard with reference number and budget costs for remedial works.

Priority Description Action


Section 10: Photographs Ensure all other photos taken have date, location and description labelled.


APPENDIX 12 PROCEDURE ~ DESCALE CALORIFIER/BUFFER VESSEL

AND INSPECTION (MSPT3)

1. Attend site and complete any signing in of permit to works procedure.

2. Complete a site risk assessment in the area of works and ensure all the requirements under the COSHH 2002 regulations are applied and implement all necessary safe systems of work.

3. Ensure that all operatives are wearing the PPE, appropriate for working with acidic chemicals and that all equipment complies with the requirements of the Personal Protective Equipment Regulations 2002.

4. Post any necessary warning signs and labels – including ‘no smoking’ signs.

5. Identify and mark foul sewer to which effluent is to be discharged – reference to site drawings should be made – NEVER DISCHARGE TO A SURFACE WATER DRAIN.

6. Ensure all permissions have been obtained from the water undertaker in order that discharge of effluent can be made to the sewerage system.

7. Inspect vessel to be de-scaled and ascertain material of manufacture so that the appropriate descaling agent can be chosen:

a. For mild steel, welded steel, or copper calorifiers, Hydrochloric acid should be used (32% v/v) – dosage rate 10% of system volume.

b. For galvanised steel calorifiers use sulphamic acid (Ca 98%) inhibited with ethoxylated amine for corrosion inhibition – dosage rate 10% of system volume.

c. For stainless steel vessels use Phosphoric acid (32%) – dosage rate 10% of system volume - DO NOT USE HYDROCHLORIC ACID WITH STAINLESS STEEL.

When descaling with any acid, some hydrogen gas may be evolved. Hydrogen is a flammable gas, and the working area should be well ventilated. Do not allow smoking or any other means of ignition in the area of work.

8. Disconnect or isolate cold water feed pipe – ensure all valves are holding.

9. Disconnect or isolate flow pipe and seal off any secondary hot water return pipe – ensure all valves are holding.

10. Remove any sacrificial corrosion anodes, and blank off apertures.

11. Electrically isolate vessel and implement lock off/ tag system to ensure electrical safety (This may be fully disconnected by site depending on site policy).

12. If there is a drain valve on calorifier, use this as pump connection point, in preference to the water feed inlet. Check that valve is clear and will pass water through at a reasonable rate. If necessary clear a passage through any blockage - there may be several inches of scale accumulation on the base of a calorifier.

13. Connect one de-scaled pump hose to the flow connection and one to the drain outlet (or alternative).



14. The pump connection to the lower point of the calorifier should always be through a valve. Power failure to the de-scale pump would result in the head-of-water in the calorifier over-flowing the de-scale pump tank; this can be prevented by closing the valve.

15. Hose connections should be made so that there is a closed circuit between the pump flow hose, through the calorifier, to the return hose. Venting of the carbon dioxide gas evolved is achieved through the pump tank filler cap aperture. The filler cap should be screwed on by no more than one quarter of a turn. This is sufficient to vent the gas, but at the same time reduces fumes and prevents splashes.

16. Connect the pump to a suitable earthed power supply - 110 Volt via a transformer. As the pump will be used in a damp location, a residual current circuit breaker plug top should be used.

Figure 1: Typical installation of descaling pump and tank.

CALORIFIER

hot water outlet

secondaryreturn

heating coil

cold feeddrain point

or valve

cap

flow and return tubing


flow reverser

DESCALING PUMP


APPENDIX 12 (cont’d) 17. The flow reverser handle should point in the direction of flow of the liquid. Operate the

handle so that it initially points towards the hose connected to the base/drain valve of the calorifier. The hose from the top of the calorifier will then be the return to the pump tank.

18. Prior to adding descaling chemical to pump tank, first 'prove' the circuit with fresh water alone. Add water to pump tank to approx. 8 cm above minimum liquid level, switch on pump, and immediately open the calorifier drain valve to allow circulation to commence. If water level drops initially, add more water to pump tank and check that all connections are tight.

19. To commence descaling, slowly add chosen descaling chemical into pump tank, waiting until liquid is returning into the descaling pump tank from the water heater and check to see if there is a rapid build-up of foam on top of the liquid in the pump. This may happen when there is a large build-up of reactive limescale in the base of the calorifier. If this is excessive, add a little anti-foam carefully to the pump tank to reduce the foam production.

20. As the pumping commences, bubbles will be seen in the return hose to the pump, indicating that limescale is being dissolved. Allow circulation through the calorifier and descaling pump to continue, briefly reversing the direction of flow periodically.

21. Check all connections regularly for tightness, and absence of leaks, and if foaming is excessive, carefully remove descaling pump tank cap and add more anti-foam to the descaling pump tank.

22. A pH meter or pH indicator paper should be used to check the pH of the descaling effluent. Once the pH has risen from 3.5 to 4, its ability to dissolve limescale is effectively spent and more descaling chemical or a fresh solution will be required.

23. The descaling procedure can be considered complete once the pH of the treated effluent stabilises at a pH of <3, as the neutralising effect of the hardness salt deposits within the vessel have all been used up and the effluent remains acidic.

24. If, after descaling has ceased the pH of the descaling solution is still < 5, then the remaining solution must be neutralised to bring the pH level above 5, and as close to 7 as practicable. This may be done by slowly adding sodium carbonate crystals to the tank of the descaling pump until there is no more effervescence as the crystals are added. If foaming is a problem during this operation, add a few millilitres of antifoam.

25. Check the pH of the descaling effluent once it has reached pH > 6.5 discharge to the agreed foul sewer, flush the calorifier with fresh water. Many natural waters are slightly alkaline, and therefore all that is needed is dilution to achieve a neutral pH within the vessel. Alternatively, circulate a 1% solution of sodium carbonate through the calorifier/Vessel for 15 minutes, drain, record time, and then flush with clean water once more.



26. At this stage any accessible calorifiers/vessels can be opened and internally inspected and any sediment and solids that are not acid soluble can be removed by vacuuming from the base of the vessel. Take dated photographs of the internal conditions of the vessel. Insert new gasket material and reseal vessel checking all connections.

27. Complete a thermal disinfection of the vessel in accordance with the requirements of the HSC Code of Conduct L8. On completion go to representative outlets on the system and test the pH for comparison with the pH of the incoming mains water supply to site. Flush all outlets if necessary.

29. Remove any warning signs and labels.

29. Reinstate or replace as necessary any sacrificial anodes.

30. Re-instate pipe work and any electrically isolated switches and controls.

31. Sign off any permits to works and record any discharge consent requirements.

32. Liaise with the point of contact on site and sign off all work sheets.

33. Provide all results in form of inspection report complete with dated photographs and certification.



APPENDIX 13

PROCEDURE ~ TANK INSPECTION

DOMESTIC SYSTEM (MSPT4a) 1 Take temperature at the ball valve and from the body of the water within the tank.

2 Internal inspection is carried out to determine the condition of the tank. 3 Internal condition, such as corrosion, sediment, slime must be reported. 4 Assess if complete turnover of water is occurring within 12 hours. 5 External inspection is carried out to confirm that the tank overflow is screened as is the

warning pipe (if fitted), the lagging is well fitted and generally the tank is compliant with WRAS requirements.

6 Report is provided of the condition and with recommendations for improvement where

required. Urgent recommendations are conveyed verbally and confirmed by email immediately.

7 Provide within report dated photographs of internal and external condition of CWST. 8 Clean top of CWST/s and ensure all bolts have been fastened and lid sealed. 9 Leave working area clean and tidy.


APPENDIX 14

PROCEDURE ~ TANK INSPECTION TANKS <1000 litres (MSPT4b)

1 Take temperature at the ball valve and from the body of the water within the tank. 2 Internal inspection is carried out to determine the condition of the tank. 3 Internal condition, such as corrosion, sediment, slime must be reported. 4 Assess if complete turnover of water is occurring within 12 hours. 5 External inspection is carried out to confirm that the tank overflow is screened as is the




7 Clean top of CWST/s and ensure all bolts have been fastened and lid sealed. 8 Provide within report dated photographs of internal and external condition of CWST. 9 Leave working area clean and tidy.


APPENDIX 15

PROCEDURE ~ TANK INSPECTION TANKS >1000 litres (MSPT4c)

1 Take temperature at the ball valve and from the body of the water within the tank.





7 Clean top of CWST/s and ensure all bolts have been fastened and lid sealed. 8 Provide within report dated photographs of internal and external condition of CWST. 9 Leave working area clean and tidy.


APPENDIX 16

PROCEDURE ~ TANK INSPECTION AND SAMPLING (MSPT5)

TANK INSPECTION 1 Take temperature at the ball valve and from the body of the water within the tank.





7 Clean top of CWST/s and ensure all bolts have been fastened and lid sealed. 8 Provide within report dated photographs of internal and external condition of CWST. 9 Leave working area clean and tidy. TANK SAMPLING The analysis conducted is Total Viable Count at 22°C and 37°C, Coliforms and E.Coli. The analysis is a general suite used for drinking water and provides suitable information of water condition. Sample is collected in the following manner:- 1 Remove or open tank lid. 2 Take the lid of a sterile sample bottle and place carefully to prevent contamination. 3 Hold the body of the bottle and tip forward – dip into water within the tank. 4 Move forwards with the bottle opening leading – fill entire bottle. 5 Tip out water within the neck and replace cap. 6 Keep bottle cool (4°C) and return to laboratory within 24 hours for analysis. E.Coli and Coliforms are reported the next day and Total Viable Counts within 3 days. Urgent recommendations are conveyed verbally and confirmed by email immediately.


APPENDIX 17

PROCEDURE ~ CHECKING TMV FAIL SAFE (MSPT6)

Thermostatic mixing valves must be tested to determine if very hot water can be supplied to the outlet.

The following should be conducted:-

1. Turn off the cold supply to the TMV. 2. Wait a few seconds and check if there is flow at the outlet. 3. If the hot water is above 50˚C, then there should be no flow. 4. Fail safe check is considered satisfactory. 5. If the hot water is below 47˚C then there will be a flow and the fail safe check is

considered complete, a repeat test will be required. 6. Repeat test should be conducted when the supply temperature is above 50˚C, when

during cold shut off no water should be flowing from the outlet. 7. If hot water flows from the outlet during cold shut off above. 8. Report any non-conformances on TMV to Legionella Duty Holder. 9. Leave all working area clean and tidy.


APPENDIX 18

PROCEDURE ~ SHOWER HEAD CLEANING (MSPT7) 1. Remove and dismantle shower head. Clean off any large particles and deposits. 2. Wear gloves, goggles and other appropriate PPE.

3. Soak showerhead and hose (if fitted) in Sulphamic acid solution (A) until scale deposits

removed. 4. Rinse in clean water and brush off any remaining deposits. 5. Soak in chlorinated water solution (B) for 5 minutes. 6. Rinse in clean water. 7. Reassemble shower head and reconnect to hose. 8. Turn on shower and run for 2 minutes at maximum temperature. 9. Following flushing complete a test of the water from the shower. pH should be equal to

that of the incoming main. Free chlorine concentration should be <1.0 mg.L-1prior to returning the shower to service.


NOTES a) Solution (A) = Dissolve approximately 50g full Sulphamic Acid Powder to 1 litre hot water.

Allow to cool and store in sealed labelled* plastic container. Depending on shower contamination the solution may be reused several times. (*Labelled “Sulphamic Acid solution -ACID/CORROSIVE”).

b) Solution (B) = Dilute 10 ml Sodium Hypochlorite [stock solution?] in 1 litre cold water. (14% strength will produce approx. 1400 mg.L-1 free chlorine.) Depending on contamination this solution may be reused several times. Store in sealed plastic container (preferably black, and labelled STRONG OXIDISING AGENT”: Do not mix with acid).

c) The shower hose fitting may also benefit from cleaning in the same way. d) It is essential to rinse the shower head and container following the acid stage BEFORE

immersing. Failure to do so will result in DANGEROUS GASES being given off. e) Take care to avoid splashes of both solutions. Care should be taken with metal finished components as prolonged contact with either solution may tarnish them.


APPENDIX 19

PROCEDURE ~ FLUSHING INFREQUENTLY USED OUTLETS (MSPT8) When flushing showerheads, spray taps and taps that have not been used for 2 weeks or more first quantity of water might be contaminated. Once this water has run through the risk is minimal. Therefore it is the first 30 seconds to 1 minute when the risk is greatest and it is essential to avoid contact with spray from outlets during this first flush through. Showers Run water from both hot and cold supplies, or warm if on a single mixer tap, through the showerhead for 5 minutes. Showerheads are designed to produce spray, which is why they should be run through a bucket of water so that no spray escapes into the atmosphere. In the absence of a bucket of water take showerhead off the bracket, and if possible lay it in the bath or shower tray before turning the taps on very low so that water flows gently out of it. If this is not possible point it into the base of the shower tray or bath. After 1 minute, the flow rate can be increased. If the showerhead is fixed, run the shower head very slowly for 1 minute then increase the flow for a further 4 minutes. Taps Run water from water supplies (both hot and/or cold supplies), or warm if on a single mixer tap, through tap(s) for 5 minutes. The water should be run slowly to avoid spray for 1 minute and can then run faster for a further 4 minutes. Record temperature at first instance and again after 5 mins and record. Regular flushing through on a weekly basis should ensure that any contamination that might occur is kept at a low level. Where it is difficult to carry out weekly flushing, that the outlet concerned needs to be purged to drain before the outlet is used normally. Therefore the following procedure should be utilised:

1. Identify little used outlets as specified and verified from risk assessment.

2. Open the outlet slowly at first. It is important that this is done with the minimum production of spray. It may be necessary to use additional piping to purge to drain if it is envisaged that spray may be produced.

3. Run the outlet for 5 minutes before using the outlet.

4. It is envisaged that this procedure will only apply to outlets that are in areas difficult to access regularly and that all of the accessible outlets will be flushed weekly.

5. Records should be kept detailing the time, date, location and name of the person who carried out the purging/flushing procedure.

6. Leave working area clean and tidy. When flushing the outlets, any difficulties or problems encountered (low flow, low pressure, intermittent flow etc.) should be noted and brought to the attention of the Legionella Duty Holder.


APPENDIX 20

PROCEDURE ~ WATER FILTER CHANGE (MSPT9)

1. Works Supervisor to report to Site Manager and to complete any necessary permits to work documentation.

2. Complete health and safety risk assessment and confirm if Confined Space Regulations 1997 apply.

3. Isolate electrical supply to unit via fused spur.

4. Isolate mains water supply to unit via isolation valve.

5. Locally isolate filter and remove.

6. Install new filter. For inline filter assemblies a directional arrow on the body of the filter denotes the flow of supply water.

7. For inline filter assemblies connect the supply side pipe work only and direct the open end of the filter into an appropriate receptacle.

8. Reinstate water supply and flush filter until discharge water is clear in appearance.

9. Isolate mains water supply and connect post filter pipe work.

10. Reinstate mains water supply.

Cartridge Type Assemblies

1 Once new filter is installed, reinstate mains water supply and flush through cold outlet tap until discharge water is clear in appearance.

2 Label new filter with current date and date of next replacement using permanent marker pen.

3 Reinstate mains water supply to unit and check integrity of isolation valves. 4 Reinstate electrical supply to unit. 5 Apply maintenance label to unit denoting:

a) Job number b) Current Date c) Date of next service

6 Leave working area clean and tidy. 7 Dispose of spent filter/s in line with Environmental Policy disposal recommendations.


APPENDIX 21

PROCEDURE ~ STORAGE WATER HEATERS (MSPT10a)

1. Up to 15 litres (changed from 20 litres) storage but with no header. 2. Check for operation between 50oc -60oc. 3. Temperature monitoring of these units will be every 3 months. 4. Notify Legionella Duty Holder of non-compliance. 5. Leave working area clean and tidy. 1. More than 15 litres. 2. Check for operation between 50oc -60oc. 3. Temperature monitoring of these units will be monthly. 4. Notify Legionella Duty Holder of non-compliance. 5. Leave working area clean and tidy.

1. Combination water heaters with header tank. 2. Check for operation between 50oc -60oc. 3. Temperature monitoring of these units will be monthly. 4. Annually check lid is secure and overflow screened, check internal condition of tank. Check

for evidence of hot water flow back into tank 5. Notify Legionella Duty Holder of non-compliance. 6. Leave working area clean and tidy.


APPENDIX 22

PROCEDURE ~ INSTANTANEOUS WATER HEATERS (MSPT10b)

1. With no storage. 2. Check for operation. 3. Temperature monitoring of these units will be bi annual. These will be checked during the

two yearly risk assessment and alternate years. 4. Notify Legionella Duty Holder of non-compliance. 5. Leave working area clean and tidy.


APPENDIX 23

PROCEDURE ~ LEGIONELLA TRAINING (MSPT11) 1 Assist the University in assessing the training requirements for the University’s employees.

To be used at the University’s discretion. 2 Provide the required expertise for the necessary Legionella awareness training for the

University’s staff. 3 Design to help raise awareness of Legionnaires disease by explaining how outbreaks might

occur, and highlighting water systems that have a potentially high risk of developing the Legionella bacterium.

4 Provide information on the relevant legislation and requirements for compliance, and

suitable for all staff :- (a) Project staff (b) Direct Employed Labour (c) Building Managers (d) Cleaning staff (e) Other relevant groups 5 On successful completion, learners will have an increased understanding of Legionnaires'

disease, including the potential consequences of an outbreak and the symptoms associated with the disease.

6 Employees should have an understanding of the importance in their roles within the

University.


APPENDIX 24

PROCEDURE ~ WATER SOFTENER (DISINFECTION) (MSPT12) 1 Ensure compliance with COSHH assessment.

2 Agree the method of works with the client or client’s representative and complete any

required permits prior to any work being commenced.

3 Isolate/Close outlet valves from softener.

4 If necessary by-pass the equipment to sustain services. Ensure that hand isolating valves are fully closed for the duration of the disinfection process.

5 Backwash the equipment thoroughly for 15 minutes.

6 Introduce a solution of NaOCL (Chlorine) at 0.3% - 0.5% with respect to available

chlorine, educted through the injection system.

Note! The quantity required will be approximately 2% by volume of available resin.

7 Monitor the effluent from the system at the drain point and record the level of chlorine. 8 Isolate the equipment and shut down for a period of 60 minutes.

9 Thoroughly flush the system to remove excess chlorine and test at the drain to less than

1.0 p.p.m or the equivalent level provided by the water supplier.

1 0 Fully regenerate the system prior to reinstatement to service.

1 1 Certification is issued following disinfection, detailing the time and date of these works, and identifying the specification used.

12 Leave working area clean and tidy.


APPENDIX 25

PROCEDURE ~ FOGGING AND MISTING SYSTEMS (DISINFECTION) (MSPT13) 1. WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary

permits to work documentation. 2. Complete health and safety risk assessment and confirm if Confined Space Regulations


3. Warning notices and ‘DO NOT USE’ tape must be in place on all water outlets before work

commences. 4. Close down service and make-up valves. 5. Locate the injection point for chlorinated solution. Pump into system using appropriate

equipment. 6. All outlets should be opened and run to ensure chlorine is distributed throughout the

system (cold water system). 7. When appropriate chlorine concentration is achieved at all terminal fittings, the outlets

should be closed ensuring warning label’s or tape are still in place, clearly indicating that the facility is not to be used.

8. The entire system must be left to soak as stipulated by BS6700: 1997 and the HSC’s

Approved Code of Practice L8 – A minimum 1 hour contact period is to be achieved whilst ensuring the free chlorine concentration does not fall below 50 mg/l either at the CWS tanks, calorifiers or outlets. Repeat disinfection may be required if the free chlorine level drops significantly. Consultation with Duty Holder will be required.

9. After the contact period of 1 hour is achieved, neutralise the disinfectant with Sodium

Thiosulphate, drain the tank to foul sewer, then thoroughly flush tank and refill with fresh water.

10. Open the outlets and flush system until chlorine concentration equals that of the incoming

mains water. Remove warning labels. 11. If required take water samples as detailed in work instruction and submit to approved

UKAS laboratory.

For more information on chlorination see MSPT1


APPENDIX 26

PROCEDURE ~ FOGGING AND MISTING SYSTEMS (SERVICE) (MSPT14) Glass houses with fogging and misting systems. 1. Where UV lamps are fitted for bacterial control, the systems must be checked and serviced

according to manufacturers’ instructions (usually 6 monthly). The service may involve the changing of the UV lamp and changing of filters.

2. The water from the units must be automatically purged as part of shut down. 3. Operate system; ensuring sufficient flow through is occurring. Check the UV Lamp is

operational and adequate flow-through is occurring through the filter. 4. Legionella sampling must be as required as indicated by risk assessment. See MSPT19. 5. Leave working area clean and tidy.


APPENDIX 27

PROCEDURE ~ EMERGENCY EYEWASH AND EMERGENCY SHOWERS (MSPT18)

1. Remove and dismantle eyewash or emergency shower. Clean off any large particles and

deposits. 2. Soak eyewash or emergency shower and hose (if fitted) in Sulphamic acid solution (A) until

scale deposits removed. 3. Wear gloves and goggles. 4. Rinse in clean water and brush off any remaining deposits. 5. Soak in chlorinated water solution (B) for 5 minutes.

6. Rinse in clean water.

7. Reassemble shower head and reconnect to hose.

8. Turn on eyewash or emergency shower and run for 2 minutes and record water

temperature.

9. Following flushing, complete a test of the water from the eyewash or emergency shower. pH should be equal to that of the incoming main. Free chlorine concentration should be <1.0 mg.L-1prior to returning the shower to service.

10. Leave working area clean and tidy. NOTES

Solution (A) = Dissolve approximately 50g full Sulphamic Acid Powder to 1 litre hot water. Allow to cool and store in sealed labelled* plastic container. Depending on shower contamination the solution may be reused several times. (*Labelled “Sulphamic Acid solution -ACID/CORROSIVE”).

Solution (B) = Dilute 10 ml Sodium Hypochlorite [stock solution] in 1 litre cold water. (14% strength will produce approx. 1400 mg/l -1 free chlorine.) Depending on contamination this solution may be reused several times. Store in sealed plastic container (preferably black, and labelled STRONG OXIDISING AGENT”: Do not mix with acid).

The shower hose fitting may also benefit from cleaning in the same way. It is essential to rinse the shower head and container following the acid stage BEFORE immersing. Failure to do so will result in DANGEROUS GASES being given off. Take care to avoid splashes of both solutions.

Care should be taken with metal finished components as prolonged contact with either solution may tarnish them.


APPENDIX 28

PROCEDURE ~ LEGIONELLA SAMPLING (MSPT19) Sampling to be conducted from sites as required or notified by Legionella Duty Holder. Each individual system is to be sampled. Usually 1 sample is collected from each system. 1 sample from cold water 1 sample from hot water Sample collection Cold water

1. Flush tap to be sampled for 2 minutes. 2. Record water temperature. 3. Take the lid off a sterile sample bottle and place carefully to prevent

contamination. 4. Fill bottle to the neck and replace lid. 5. Keep bottle at room temperature and supply to the laboratory within 24 hours of

taking sample. Hot water

1. Flush tap to be sampled for 1 minute. 2. Record water temperature. 3. Take the lid off a sterile sample bottle and place carefully to prevent


taking sample. Reporting Legionella analysis takes up to 10 days for completion. However laboratories regularly inspect the plates and interim reports are issued. Where interim reports are issued it means there is Legionella present in the sample. The receipt of such as result is forwarded immediately to the Legionella Duty Holder. Report to show the following information:- a) Location b) Date of test c) Time of test d) System (Hot or Cold) e) Name of Operative f) Recommendations The action required is determined by the Duty Holder, dependant on system operating information, temperature at the time of testing and on the type of Legionella Species present.


APPENDIX 29

PROCEDURE ~ BACTERIAL SAMPLING (MSPT20) The analysis conducted is Total Viable Count at 22°C and 37°C, Coliforms and E.Coli. The analysis is a general suite used for drinking water and provides suitable information of water condition. Varying numbers of samples are collected depending on the size and systems within the University. Samples are collected as below.


contamination. 4. Fill bottle to the neck and replace lid. 5. Keep bottle at chilled or at 4°C and supply to the laboratory within 24 hours of

time of sample. Reporting The laboratory provides results as soon as they are available. E.Coli and Coliforms are reported the next day and Total Viable Counts within 3 days. Poor results must be reported to the Legionella Duty Holder. Urgent recommendations are conveyed verbally and confirmed by email immediately. Report to show the following information:- a) Location b) Date of test c) Time of test d) System e) Name of Operative f) Recommendations The action required is determined by the Legionella Duty Holder.


APPENDIX 30

PROCEDURE ~ MONITORING OF TEMPERATURE FROM TAPS (MSPT21) Select tap to be monitored (from risk assessment recommendations and schematic) Ensure all equipment used for temperature monitoring is calibrated appropriately and calibration certificates are current Expectations The hot water should be greater than 50 ˚C and less than 60˚C The cold water should be less than 20˚C Hot water Run water from tap for 1 minute (at the fastest flow possible without causing high level of splashing or aerosols) Record water temperature The hot temperature should be between 50-60˚C Cold water Run water from tap for 2 minutes (at the fastest flow possible without causing high level of splashing or aerosols) Record water temperature The cold temperature should be below 20˚C Flow and return from calorifiers Where fitted with gauges on the flow and return Record the temperature indicated on the gauge Periodically check gauge reading by testing with a contact thermometer If the gauge reading is +/-3˚C, report to Duty Holder Where no gauges are fitted, test using a contact thermometer Record flow and return temperatures when the temperature has stabilized. The hot water temperature at the flow should be 50-60˚C The hot water temperature at the return should be +/-10˚C of the flow temperature



TMV supplied taps and outlets Run water from outlet to be tested (at the hottest setting) until the water temperature stabilizes Record water temperature Pipe temperature may be required if the TMV tap is a sentinel. Select pipework to be measured. Ensure the surfaces are bare metal. Contact temperature probe to pipework (hot or cold) and hold until steady temperature is noted, while flushing the tap continuously The blended water temperature should be in the range 38-44˚C Temperature monitoring from outlets is conducted monthly (sentinels) and Annually (representative) from each system. In large water systems, numerous sentinels may be tested. Where temperatures are below expectations (non-compliance), then a report should be submitted to the Duty holder


APPENDIX 31

PROCEDURE ~ CALORIFIER TEMPERATURE MONITORING (FLOW AND RETURN) (MSPT22)

1 Care should be taken when gaining access to the unit.

2 Record the ‘Set’ temperature setting of the thermostat. The temperature should be >60°C. 3 Measure the ‘Flow’ temperature using a calibrated contact thermometer or fitted gauge.

Temperature to be taken from ‘Flow’ pipework as close to the Calorifier as possible. The temperature should be >60°C.

4 Measure the ‘Return’ temperature using a calibrated contact thermometer or fitted gauge. Temperature to be taken from ‘Return’ pipework as close to the Calorifier as possible. The temperature should be >50°C.

5 Ensuring safe and suitable drainage facilities are present, close the cold feed and open the

drain of the calorifier and flush until clear. Take the temperature of the drain water (closing the cold feed will ensure that the temperature is taken from the base of the unit and not from the higher pressure cold feed). Note the condition of the initial drain flush and subsequent flush water.

6 Re-instate the cold feed to the system without delay. 7 Note base temperature.

8 Check the temperature to the cold feed to the calorifier using a calibrated contact

thermometer, noting if there is a non-return valve fitted. The temperature of the cold feed should be <20°C at 1 meter from the unit.

Note: If contact probe is to be used for temperature monitoring through copper pipework, a +2oC temperature adjustment must be added to the recorded temperature before reporting temperature on the Log-sheet.

Note: The temperature measurements shall be carried out at different times during the

day in order to allow indicative temperature monitoring of the vessel during a typical daily usage profile.


APPENDIX 31A

PROCEDURE ~ EXPANSION VESSEL INSPECTION (MSPT23) 1 Check condition of vessel

(Check for damage, dents, rusting, water marks from diaphragm entrance if possible) 2 Turn off pump set if applicable 3 Check vessel pressure (raise hazard if water emits) 4 Isolate and drain vessel as much as possible (if no drain or isolation valve raise hazard for

fitting) 5 Check air pressure with drain open to atmosphere 6 Recharge with nitrogen (OFN) to correct pressure 7 Record

Serial number Dimensions (Length, breadth and max/min dia) Capacity (estimated if not known) Make and Model Location Pressure reading on vessel Photograph of vessel Photograph pressure gauge

8 Record all issues as hazards low, medium or high 9 Fitted correctly YES/ NO


APPENDIX 32

PROCEDURE ~ CHLORINATION (TANKS, CALORIFIERS and DOWN SERVICES) (MSRT1)

The procedure for cleaning and disinfecting, complete hot and cold water system within the building.

1. WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary


2. Complete health and safety risk assessment and confirm if Confined Space Regulations 1997 apply – implement appropriate safe systems of work from WQ-MTC health and safety manual. Works Supervisor to inform relevant personnel that down water facilities may be interrupted.

3. Boilers to be turned off/isolated and calorifier temperature suitable to chlorinate. 4. Warning notices and ‘DO NOT USE’ tape must be in place on all water outlets before work

commences.

5. Identify foul drainage and mark up, surface water drainage must not be used for flushing of tank.

6. Close down service and make-up valves, to the CWS tank.

7. Take dated photographs of tank internal condition before and after chlorination.

8. Drain the tank(s) using appropriate valve(s), (check oxygen levels of water within tank if necessary).

9. Mechanically clean out the tanks as thoroughly as possible (use extraction as required) swabbing sides (non-abrasive) to remove any biofilm.

10. When cleaning complete, refill the tank with water and add dose sodium hypochlorite to achieve a free chlorine reserve of 50 mg/l. When chlorine is used as the disinfection agent, measure pH of the treated water to ensure it does not exceed 8.0 (refer to attached chart for the effect of pH on the efficacy of the chlorine). Chlorine concentration and pH to be measured in the stored water and sentinel outlets using a calibrated photometer, a comparator or an appropriate drop test kit to ensure exact measurement of chlorine concentration is achieved.

11. All outlets should be opened and run to ensure chlorine is distributed throughout the system (hot and cold water system). Outlets other than sentinel outlets are to be tested on the high range potassium iodide papers until a dark blue colouration is achieved on the test paper.

12. When appropriate chlorine concentration is achieved at all terminal fittings, the outlets should be closed ensuring warning label or tape still in place clearly indicating that the facility is not to be used.

13. Do not allow the storage tank to empty during step 8 (or draw air into system).


APPENDIX 32(cont’d)

14. The entire system must be left to soak as stipulated by BS6700: 1997 and the HSC’s Approved Code of Practice L8 – A minimum 1 hour contact period is to be achieved whilst ensuring the free chlorine concentration does not fall below 50 mg/l either at the CWS tanks, calorifiers or outlets. Record level of free chlorine after the hour period. Repeat disinfection will be required if the free chlorine level drops below 30mg/l. Inform Duty Holder if this occurs.

15. After the contact period of 1 hour is achieved, neutralise the disinfectant with Sodium Thiosulphate, drain the tank to foul sewer, then thoroughly flush tank and refill with fresh water.

16. Clean top of CWST/s and ensure all bolts have been fastened and lid sealed.

17. Open the outlets, and flush system until chlorine concentration equals that of the incoming mains water, taking care not to empty the tank or draw air into the system. Remove warning labels and tape.

18. If required take water samples as detailed in work instruction and submit to approved UKAS laboratory.

19. Leave working area clean and tidy

EFFECT OF pH WATER STORAGE TANK CLEANING AND DISINFECTION INCLUDING DOWN WATER SERVICES

HOCI H* OCI-

Hypochlorous Acid

Killing Agent





90 6.5 10

73 7.0 27

66 7.2 34

45 7.6 55

21 8.0 79

10 8.5 90


APPENDIX 33

PROCEDURE ~ DISINFECTION USING PEROXIDE (TANKS, CALORIFIERS and DOWN SERVICES) (MSRT1a)

The procedure for cleaning and disinfecting a water storage tank will vary from one installation to another. The details outlined below are specific and apply to the majority of systems. Supplementary detail would be included in the Work Instruction, which would accompany this document. 1. WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary



3. Warning notices and ‘DO NOT USE’ tape must be in place on all water outlets before work

commences. 4. Close down service and make-up valves, to the CWS tank.

5. Take dated photographs of tank internal condition before and after chlorination. 6. Drain the tank(s) using appropriate valve(s), (check oxygen levels of water within tank if

necessary). 7. Mechanically clean out the tanks as thoroughly as possible (use extraction as required)

swabbing sides (non-abrasive) to remove any biofilm. 8. When cleaning complete, refill the tank with water and add dose Peroxide to achieve a

reserve of 50 mg/l. 9. All outlets should be opened and run to ensure peroxide is distributed throughout the

system (hot and cold water system). All outlets are to be tested and verified. 10. When appropriate peroxide concentration is achieved at all terminal fittings, the outlets

should be closed ensuring warning label or tape still in place clearly indicating that the facility is not to be used.

11. Do not allow the storage tank to empty, or draw air into system. 12. The entire system must be left to soak as stipulated by BS6700: 1997 and the HSC’s

Approved Code of Practice L8 – A minimum 1 hour contact period is to be achieved whilst ensuring the disinfectant level does not fall below 50 mg/l either at the CWS tanks, calorifiers or outlets. Repeat disinfection may be required if the disinfectant drops significantly. Consultation with Legionella Duty Holder will be required.


APPENDIX 33 (cont’d) 13. After the contact period of 1 hour is achieved, drain the tank to foul sewer, then thoroughly

flush tank and refill with fresh water. 14. Clean top of CWST/s and ensure all bolts have been fastened and lid sealed. 15. Open the outlets, and flush system until peroxide level drops to near zero. Remove

warning labels and tape. 16. If required take water samples as detailed in work instruction and submit to approved

UKAS laboratory. 17. Leave working area clean and tidy.


APPENDIX 34

PROCEDURE ~ FULL RISK ASSESSMENT AND SCHEMATICS (MSRT2) The following type of reporting is required for all sites. Each risk assessment must be of a similar or equivalent format. Section 1: Front page with dated photograph of site. Indicating risk level and general

description of site services. Section 2: Asset Register List all assets. (And must be all shown on schematic) Section 3: Schematic

To show the face view of building (or best angle). Assets to be shown in locality of view or angle Schematics to include:- 1. Staircases. 2. Lift shafts. 3. Any features which may identify location of plant. 4. Entrance to building. 5. Valves to be shown, on all water plant, attached to system where seen.

(including water meters, Non return valves, zonal valves etc.) 6. Sentinels and other key outlets as specified to be identified on schematic

with bar code in legend. 7. Location of incoming mains and isolation valve. 8. Generally all items concerned with the water system must be included in

the schematic (e.g. softeners, filters, expansion vessels, TMV’s dead legs, showers etc).

9. Schematics to be in unlocked pdf and original CAD format. Example schematic has been provided.

10. Tank access location. Section 4: Cold Water storage details Description and detail of cold water storage including photographs. Section 5: Hot water storage details Description and detail of hot water storage including photographs. Section 6: Temperatures and Site Inspection

All sentinel taps to be measured for temperature. Additionally, in a large building water temperature to be taken from hot and cold water services from 20% of the site water outlets. Record all areas of concern.

Section 7: Hazard & Controls.

Location, description and actual amounts required e.g remove deadleg (how long, size of pipework, type of pipework, access, etc) Include dated pictures of each hazard with reference number, and budget costs for remedial works.


APPENDIX 34 (cont’d) Section 8: Operating and Maintenance Procedures To be retained, but for each building only retain those services required. Section 9: Water Regulations

Same format as hazards and controls. To include if wastage, misuse, contamination, L8 non-conformance. Include pictures of each hazard with reference number, and budget costs for remedial works.

Priority Description Action


Section 10: Photographs

Ensure all other photos taken have date, location and description labelled correctly.


APPENDIX 35

PROCEDURE ~ CALORIFIER/BUFFER VESSEL DESCALE AND INSPECTION (MSRT3)

1. Attend site and complete any signing in a permit to works procedure.

2. Complete a site risk assessment in the area of works ensure all the requirements under the COSHH 2002 regulations are applied and implement all necessary safe systems of work.

3. Ensure that all operatives are wearing the PPE appropriate for working with acidic chemicals, and that all equipment complies with the requirements of the Personal Protective Equipment Regulations 2002.

4. Post any necessary warning signs and labels – including ‘no smoking’ signs.

5. Identify and mark foul sewer to which effluent is to be discharged – reference to site drawings should be made – NEVER DISCHARGE TO A SURFACE WATER DRAIN.

6. Ensure all permissions have been obtained from the water undertaker in order that discharge of effluent can be made to the sewerage system.

7. Inspect vessel to be de-scaled and ascertain material of manufacture so that the appropriate descaling agent can be chosen:

a. For mild steel, welded steel, or copper calorifiers Hydrochloric acid should be used (32% v/v) – dosage rate 10% of system volume.

b. For galvanised steel calorifiers use sulphamic acid (Ca 98%) inhibited with ethoxylated amine for corrosion inhibition – dosage rate 10% of system volume.

c. For stainless steel vessels use Phosphoric acid (32%) – dosage rate 10% of system volume - DO NOT USE HYDROCHLORIC ACID WITH STAINLESS STEEL.

When descaling with any acid, some hydrogen gas may be evolved. Hydrogen is a flammable gas, and the working area should be well ventilated. Do not allow smoking or any other means of ignition in the area of work.

8. Disconnect or isolate cold water feed pipe – ensure all valves are holding.

9. Disconnect or isolate flow pipe, and seal off any secondary hot water return pipe – ensure all valves are holding.

10. Remove any sacrificial corrosion anodes, and blank off apertures.

11. Electrically isolate vessel and implement lock off/ tag system to ensure electrical safety (This may be fully disconnected by site depending on site policy).

12. If there is a drain valve on calorifier, use this as pump connection point, in preference to the water feed inlet. Check that valve is clear and will pass water through at a reasonable rate. If necessary clear a passage through any blockage - there may be several inches of scale accumulation on the base of a calorifier.



13. Connect one de-scaled pump hose to the flow connection, and one to the drain outlet (or alternative).

14. The pump connection to the lower point of the calorifier should always be through a valve. Power failure to the de-scale pump would result in the head-of-water in the calorifier over-flowing the de-scale pump tank, this can be prevented by closing the valve.

15. Hose connections should be made so that there is a closed circuit between the pump flow hose, through the calorifier, to the return hose. Venting of the carbon dioxide gas evolved is achieved through the pump tank filler cap aperture. The filler cap should be screwed on by no more than one quarter of a turn. This is sufficient to vent the gas, but at the same time reduces fumes and prevents splashes.

16. Connect the pump to a suitable earthed power supply - 110 Volt via a transformer. As the pump will be used in a damp location, a residual current circuit breaker plug top should be used.

Figure 1: Typical installation of descaling pump and tank.

CALORIFIER

hot water outlet

secondaryreturn

heating coil

cold feeddrain point

or valve

cap



flow reverser

DESCALING PUMP


APPENDIX 35 (cont’d) 17. The flow reverser handle should point in the direction of flow of the liquid. Operate the

handle so that it initially points towards the hose connected to the base/drain valve of the calorifier. The hose from the top of the calorifier will then be the return to the pump tank.

18. Prior to adding descaling chemical to pump tank, first 'prove' the circuit with fresh water alone. Add water to pump tank to approx. 8 cm above minimum liquid level, switch on pump, and immediately open the calorifier drain valve to allow circulation to commence. If water level drops initially, add more water to pump tank, and check that all connections are tight.

19. To commence descaling, slowly add chosen descaling chemical into pump tank, waiting until liquid is returning into the descaling pump tank from the water heater, and check to see if there is a rapid build up of foam on top of the liquid in the pump. This may happen when there is a large build up of reactive limescale in the base of the calorifier. If this is excessive, add a little anti-foam carefully to the pump tank to reduce the foam production.

20. As the pumping commences, bubbles will be seen in the return hose to the pump, indicating that limescale is being dissolved. Allow circulation through the calorifier and descaling pump to continue, briefly reversing the direction of flow periodically.

21. Check all connections regularly for tightness, and absence of leaks, and if foaming is excessive, carefully remove descaling pump tank cap and add more anti-foam to the descaling pump tank.

22. A pH meter, or pH indicator paper, should be used to check the pH of the descaling effluent. Once the pH has risen to 3.5 to 4, its ability to dissolve limescale is effectively spent, and more descaling chemical or a fresh solution will be required.

23. The descaling procedure can be considered complete once the pH of the treated effluent stabilises at a pH of <3, as the neutralising effect of the hardness salt deposits within the vessel have all been used up and the effluent remains acidic.

24. If, after descaling has ceased, the pH of the descaling solution is still < 5, then the remaining solution must be neutralised to bring the pH level above 5, and as close to 7 as practicable. This may be done by slowly adding sodium carbonate crystals to the tank of the descaling pump until there is no more effervescence as the crystals are added. If foaming is a problem during this operation, add a few millilitres of antifoam.

25. Check the pH of the descaling effluent once it has reached pH > 6.5 discharge to the agreed foul sewer, flush the calorifier with fresh water. Many natural waters are slightly alkaline, and therefore all that is needed is dilution to achieve a neutral pH within the vessel. Alternatively, circulate a 1% solution of sodium carbonate through the calorifier/Vessel for 15 minutes, drain, record time, and then flush with clean water once more.



26. At this stage any accessible calorifiers/vessels can be opened and internally inspected and any sediment and solids that are not acid soluble can be removed by vacuuming from the base of the vessel. Take dated photographs of the internal conditions of the vessel. Insert new gasket material and reseal vessel checking all connections.

27. Complete a thermal disinfection of the vessel in accordance with the requirements of the HSC Code of Conduct L8. On completion go to representative outlets on the system and test the pH for comparison with the pH of the incoming mains water supply to site. Flush all outlets if necessary.

29. Remove any warning signs and labels.

29. Reinstate or replace as necessary any sacrificial anodes.

30. Re-instate pipe work and any electrically isolated switches and controls.

31. Sign off any permits to works and record any discharge consent requirements.

32. Liaise with the point of contact on site and sign off all work sheets.

33. Provide all results and certification.



APPENDIX 36

PROCEDURE ~ REMOVE CWS TANK(s), REPLACE WITH GRP or PLASTIC TANK to the Water Supply (Water Fittings) Regulations, 1999 Standard (MSRT4)

The University is committed to replace domestic cold water storage tanks to the standard required by the Water Supply (Water Fittings) Regulations, 1999. The preferred tank design is pre-insulated GRP fibre-glass. The domestic cold water storage tanks must: 1. WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary


1997 apply – implement appropriate safe systems of work from WQ-MTC health and safety manual. Works Supervisor to inform relevant personnel that down water facilities will be interrupted.

3. Isolate, drain down and disconnect existing cwst/s and remove from site. 4. Supply and fit complete new cwst/s to be:- 5. Appropriately sized for the demand. 6. Shall be of the pre-insulated GRP / fibre-glass type. 7. Have a tight fitting cover, with an access hatch if greater than 1000 litres. Again the hatch

should be secure and tight fitting, but either that hatch or cover should be easy to open for inspection / cleaning etc (i.e. thumb screws or similar.

8. There shall be a screened air inlet in the cover. The screen is to be corrosion resistant

and the mesh size should be smaller than 0.65mm mesh. 9. It is recommended that ( if present) the domestic hot water vent should be to an open

tundish to drain and not into the tank. 10. The tank should be fitted with a lowest point drain / washout pipe (especially if greater

than 1000 litres in capacity). 11. The tank should be mounted on a flat surface that is suitable to carry the total weight

without deflection. 12. There are to be service valves fitted on the incoming mains supply and all outgoing down-

service / flow pipes. 13. Where practicable single tanks only shall be fitted. If absolutely necessary multiple tanks

shall be fitted in parallel. Tanks shall NOT be fitted in series.


APPENDIX 36 (cont’d) 14. An insect screen is to be fitted on the overflow. The screen is to be corrosion resistant

and the mesh size should be smaller than 0.65mm mesh. Allowance must be made in sizing to ensure that the screen will pass the same amount of water as the warning and / or overflow pipe.

15. Float operated valves and other fittings for controlling flow of mains water make-up into

cold water tanks will comply with the requirements of Schedule 2, section 16 of the ‘Water Supply (Water Fittings) Regulations, 1999’. They shall also comply with the relevant British Standards (e.g. BS 1212, BS 1968, BS 2456

16. Clean and Chlorinate tank as MSRT4a. 17. Leave working area clean and tidy.


APPENDIX 37

PROCEDURE ~ CHLORINATION FOR CWS TANK/s (MSRT4a) The procedure for cleaning and disinfecting a water storage tank will vary from one installation to another. The details outlined below are specific and apply to the majority of systems. Supplementary detail would be included in the Work Instruction, which would accompany this document. 1 WQ-MTC contractor to report to Legionella Duty Holder and to complete any necessary


2 Complete health and safety risk assessment and confirm if Confined Space Regulations 1997 apply – implement appropriate safe systems of work from WQ-MTC health and safety manual. Works Supervisor to inform relevant personnel that down water facilities may be interrupted.

3 Identify foul drainage and mark up, surface water drainage must not be used for flushing of tank.

4 Close down service and make-up valves, to the CWS tank.

5 Drain the tank(s) using appropriate valve(s), (check oxygen levels of water within tank if necessary).

6 Mechanically clean out the tanks as thoroughly as possible (use extraction as required) swabbing sides (non-abrasive)to remove any biofilm.

7 When cleaning complete, refill the tank with water and add dose sodium hypochlorite to achieve a free chlorine reserve of 50 mg/l. When chlorine is used as the disinfection agent, measure pH of the treated water to ensure it does not exceed 8.0 (refer to attached chart for the effect of pH on the efficacy of the chlorine). Chlorine concentration and pH to be measured in the stored water, a comparator or an appropriate drop test kit to ensure exact measurement of chlorine concentration is achieved.

8 After the contact period of 1 hour is achieved, neutralise the disinfectant with Sodium Thiosulphate, drain the tank to foul sewer, then thoroughly flush tank and refill with fresh water.

9 Clean top of CWST/s and ensure all bolts have been fastened and lid sealed.

10 If required take water samples as detailed in work instruction and submit to approved UKAS laboratory.




EFFECT OF pH

HOCI H* OCI-

Hypochlorous Acid

Killing Agent





90 6.5 10

73 7.0 27

66 7.2 34

45 7.6 55

21 8.0 79

10 8.5 90


APPENDIX 38

PROCEDURE ~ CHLORINATION USING FOGGING EQUIPMENT (MSRT4b)

The disinfection of vessels using the fogger is acceptable where constraints dictated by environmental or site condition or available time renders traditional methods impractical.

To disinfect the internal surfaces using a fine mist droplet. The vessel interior is filled with a fine mist of disinfectant solution; tiny droplets wet the internal surfaces, providing a disinfectant film which, after a suitable contact time effects the disinfection.

1 All preparatory work should be complete, i.e. draining, swabbing, and hosing down etc in order to provide “clean” surfaces to all parts of the tank.

2 Position the fogger, and connect up to electrical supply using circuit breaker/transformer/leads without causing a trip hazard.

3 Fill the fogger tank with the required disinfectant solution.

4 Place the fogger hose into the vessel and switch the fogger on (do not put fogger into vessel).

5 Confirm correct operation, and adjust the output nozzle to desired setting.

6 Close the vessel access, and allow the mist to fill the vessel completely. If possible carry out visual checks on progress of mist formation.

7 When production of mist complete, switch the fogger off. Allow the vessel to stand for one hour minimum contact time.

8 On completion of contact time remove equipment, open lids and depending on site conditions either hose down the internals, or fill the vessel with fresh water, and return to service.



APPENDIX 39

PROCEDURE ~ TMV SERVICE AND FAILSAFE (MSRT5)

1. Mark the site address, the Job number, the date, the location and the type of TMV.

2. Wear gloves, goggles and other appropriate PPE.

3. Remove and dismantle TMV including Valve mechanism, strainers, Non-return valves and isolation valves (If practicable). Clean off any large particles and deposits.

4. Soak in Sulphamic acid solution (A) until scale deposits removed. 5. Rinse in clean water and brush off any remaining deposits. 6. Soak in chlorinated water solution (B) for 5 minutes. 7. Rinse in clean water. 8. Reassemble TMV and replace ‘O’ ring gasket if required. 9. Turn on isolation valves and open outlet and run for 2 minutes then record mixed water

temperature.

10. Isolate cold water supply to test the cold water failsafe. If hot water continues to flow to the outlet, then TMV has failed and will require a replacement. If the hot water has stopped, the TMV has passed the failsafe check, and may now resume normal service.

11. Record Temperature from incoming hot water. 12. Following flushing complete a test of water from the TMV. pH should be equal to that of the

incoming main. Free chlorine concentration should be <1.0 mg.L-1prior to the outlet.

13. Check fail safe as MSPT6.




NOTES

a) Solution (A) = Dissolve ca 50g full Sulphamic Acid Powder to 1 litre hot water. Allow to cool and store in sealed plastic container. Depending on TMV contamination the solution may be reused several times. (Labelled “ACID/CORROSIVE”).

b) Solution (B) = Dilute 10 mls Sodium Hypochlorite in 1 litre cold water. (14% strength will

produce approx. 1400 mg/l-1 free chlorine.) Depending on contamination this solution may be reused several times. Store in sealed plastic container (preferably black, and labelled “STRONG OXIDISING AGENT”).

c) It is essential to rinse TMV and container following the acid stage BEFORE immersing.

Failure to comply will result in DANGEROUS GASES being given off. d) Take care to avoid splashes of both solutions. e) Care should be taken with metal finished components as prolonged contact with either

solution may tarnish them.


APPENDIX 40

PROCEDURE ~ DESCALE TAP/s (MSRT6)

1. Arrange/Notify appropriate Building manager of works to be carried out. 2. Use approved descaler/Gel and allow full hour contact time. 3. Ensure inside of tap head is fully immersed/coated. 4. Lightly abrade with plastic scourer/wipe clean scale sediment, ensuring no damage is

caused to tap. 5. Stubborn scaling repeat above process. 6. Rinse and wipe clean. 7. Leave working area clean and tidy.


APPENDIX 41 PROCEDURE ~ WATER FILTER CHANGE (MSRT7)

1. Works Supervisor to report to Site Manager and to complete any necessary permits to

work documentation.

2. Complete health and safety risk assessment and confirm if Confined Space Regulations 1997 apply.

3. Isolate electrical supply to unit via fused spur. 4. Isolate mains water supply to unit via isolation valve. 5. Locally isolate filter and remove. 6. Install new filter. For inline filter assemblies a directional arrow on the body of the filter

denotes the flow of supply water. 7. For inline filter assemblies connect the supply side pipe work only and direct the open end

of the filter into an appropriate receptacle. 8. Reinstate water supply and flush filter until discharge water is clear in appearance. 9. Isolate mains water supply and connect post filter pipe work. 10. Reinstate mains water supply. Cartridge Type Assemblies 1. Once new filter is installed, reinstate mains water supply and flush through cold outlet tap

until discharge water is clear in appearance. 2. Label new filter with current date and date of next replacement using permanent marker

pen. 3. Reinstate mains water supply to unit and check integrity of isolation valves. 4. Reinstate electrical supply to unit. 5. Apply maintenance label to unit denoting:

a. Job number. b. Current Date. c. Date of next service.

6. Leave working area clean and tidy. 7. Dispose of spent filter/s in line with Environmental Policy disposal recommendations.


APPENDIX 42

PROCEDURE ~ LEGIONELLA RE-SAMPLING (MSRT8) Sampling to be conducted from sites as required or notified by Legionella Duty Holder. Sample collection Cold water



taking sample. Hot water

1. Flush tap to be sampled for 1 minute. 2. Record water temperature. 3. Take the lid off a sterile sample bottle and place carefully to prevent


taking sample. Reporting Legionella analysis takes up to 10 days for completion. However laboratories regularly inspect the plates and interim reports are issued. Where interim reports are issued it means there is Legionella present in the sample. The receipt of such as result is forwarded immediately to the Legionella Duty Holder. Report to show the following information:- a) Location b) Date of test c) Time of test d) System (Hot or Cold) e) Name of Operative f) Recommendations The action required is determined by the Duty Holder, dependant on system operating information, temperature at the time of testing and on the type of Legionella Species present.


APPENDIX 43

MAINTENANCE PERIODS FOR THE UNIVERSITY OF READING

Area Description

Frequency

Risk assessment Risk assessment of all sites for water features likely to cause Legionellosis to be conducted every 2 years or less depending on the finding of the risk assessment

2 years or as required

Schematics Usually conducted during disinfection of water system. Review to be carried out during disinfection

2 years or as required

Chemical Disinfection 2 yearly disinfection of all water systems with gravity feed cold water tank with calorifier. Domestic systems fed directly from mains with small heaters will be chlorinated by consultation with the risk assessment

2 yearly or dependant on risk assessment

Tanks Tanks (Drinking Quality)

>1000 litre internal inspection and temperature check <1000 litre internal inspection and temperature check Inspection and sample for TVC, Coliform, and E.Coli

6 month Annual 6 month

Calorifiers Visual internal check with descaling as necessary

Annual

Showers Cleaned and disinfected

3 month

Little used outlets Flush outlet for 5 minutes (single point) Record temperature at start and finish

Every Week

Water Filters Change as per manufacturers recommendations – usually 6 monthly

6 month



Area Description

Frequency

POU Water heaters

Test 3 monthly – check correct operation temperature, adjust if required to maintain at 50-60°C

3 monthly

Combination Water Heaters

Inspect as CWST regime – Clean and disinfect as necessary. Temperature monitor at one outlet

Annually Monthly

Water Softeners To ensure unit is operating satisfactorily conduct hard/soft test weekly Disinfect unit as per manufacturers recommendations

Weekly Annually

Fogging and Misting systems

If UV system fitted check for operation and clean filters as per manufacturer’s instructions Automatically purge system when not operational Chlorination and sampling as per risk assessment

6 months Per risk assessment

Emergency showers and eye wash stations

Flush for >5 minutes, with minimum of spray on a periodic basis

3 months

Legionella sampling

As considered necessary or where indicated by risk assessment , a single sample to be collected from each hot and cold water system

As necessary or as indicated by risk assessment

Bacterial quality sampling

Sample to be collected from cold water tank/s or drinking water outlets. Other systems as required.

As necessary or as indicated by risk assessment


APPENDIX 44

GENERAL GUIDANCE - MAINTENANCE OF DIFFERENT PROPERTY TYPE

Area Responsibilities Tasks to be carried out by Tenanted domestic residences

Water system controlled by tenant

WQ-MTC Contractor Minimum 2 yearly disinfection and risk assessment review

Multi occupancy residences

Water system controlled by tenant Water system controlled by E& F

WQ-MTC Contractor Minimum 2 yearly disinfection and 2 yearly risk assessment review WQ-MTC Contractor Apply policy as all responsibility with University of Reading

Academic Water system controlled by E&F and all areas accessible Water systems controlled by E&F but local non fixed systems by Departments

WQ-MTC Contractor Apply policy as all responsibility with University of Reading Departments Ensure risk assessments carried out in local area and follow University of Reading Policy WQ-MTC Contractor Apply policy as overall responsibility with University of Reading

All other areas Water system controlled by E&F

WQ-MTC Contractor Apply policy as overall responsibility with University of Reading


APPENDIX 45

SPECIFIC NON COMPLIANCE PROCEDURE Water temperature Non-compliance is assessed by the Legionella Duty Holder on a day to day basis and prioritised and actioned accordingly.

Defect Action Period allowed Hot water temperature above 70°C

Raise Wren to reduce temperature (Priority 1)

Immediate 1 Day

Hot water temperature above 60°C

Raise Wren to reduce temperature (Priority 2)

1 week

Hot water below 50°C

Raise Wren to increase temperature (Priority 2)

1 week

Cold water constantly >20°C

Determine reason for high temperature Action such as weekly flushing, tank lagging, tank volume reduction, pipework lagging etc.. may be required

2 months

Tanks and Calorifiers

Defect Action Period allowed Cold water tank below current guidance requirements

replace or refurbish (WQ-MTC contract)

6 months

Calorifier drain not operational for desludging or sampling

Raise Wren to repair or replace drain unit (Priority 3)

1 month

Calorifier below current guidance requirements

replace or refurbish (WQ-MTC contract)

6 months


APPENDIX 46

LEGIONELLA – ACTION LEVEL GUIDANCE The notes below are just for guidance; interpretation of the results should be conducted by a competent person or independent consultant. Legionella testing is conducted on a regular basis around the site. Typically from a single building one hot water and one cold water samples are collected as required. The guidance on Legionella results should be considered with numbers of samples collected, locations and system particulars at the time of the results.

Type of bacteria Number of bacteria

Action No of days for action to be completed

Legionella pneumophila serogroup 1

>1000 cfu/l (Hot or Cold)

System shut down Disinfect Immediately

1 day or 24 hours

Up to 1000 cfu/l

Hot Water Keep hot water at pasteurisation temperature Cold Water Chemical disinfection of water system Shut down shower systems.

3 days or 72 hours

Any Legionella Species other than L. pneumophila serogroup 1

>7,000 cfu/l Hot Water Keep hot water at pasteurisation temperature Cold Water Chemical disinfection of water system Shut down shower systems.

3 days or 72 hours

>1000 cfu/l Hot Water Keep hot water at pasteurisation temperature Cold Water Chemical disinfection of water system Shut down shower systems.

7 days or 168 hours

Up to 1000 cfu/l

Pasteurise hot water system and flush cold water to full system turnover

14 days or 336 hours

After completion of actions as indicated above, the system must be tested by sampling to ensure that, the actions taken have resulted in a significant reduction of legionella levels.


APPENDIX 47


Safety Note 43

The control of Legionella in departmental equipment

Scope This Safety Note applies to the control of Legionella in items of equipment that are not considered to be part of the building fabric and which are susceptible to colonisation by Legionella. Such equipment would contain water which is held or recirculated at a temperature between 20 – 45oC, and would not be maintained by Estates and Facilities (E &F). In this context, the term “departmental” applies equally to Schools, Departments or Units.

The control of Legionella in most areas of the University is described in the Control of Legionella Bacteria Within Water Systems Policy and Procedures document (Ref. 1), which has been produced by the Maintenance Services department of E&F. This policy applies to the water systems which are considered to be part of the fabric of each building, and is designed to ensure compliance with the Health and Safety Commission (HSC) Approved Code of Practice for the control of Legionella bacteria in water systems, L8 (Ref. 2). The policy sets out the responsibility for preventing or controlling the risks arising from systems that may be contaminated or colonised by Legionella bacteria. The associated procedures do not refer in detail to items of equipment which are owned, operated and maintained by Schools, Units or Departments. In such cases, the responsibility for ensuring control of any risks that may arise from Legionella is devolved to the relevant Heads of School or Unit Managers.

Responsibilities and Duties (See section 2 of the Control of Legionella Procedures document.) Heads of Schools, Directorates, Departments and Units that possess equipment to which this Safety Note applies are regarded as duty holders within the meaning of the Control of Legionella Bacteria within Water Systems Policy & Procedures document. Their prime responsibilities are to:

1. Ensure compliance with the requirements of the Approved Code of Practice, L8;

2. Ensure that departmental equipment is maintained to the standard necessary for the control of Legionella.

3. Provide suitable and sufficient resources to enable compliance with the Policy

document in so far as it affects equipment under their control; 4. Keep records of departmental equipment servicing and maintenance;

5. Facilitate any monitoring or inspection work;



6. Ensure that no modifications/alterations or additions to water systems are carried out, unless written approval is obtained from the E&F duty holder.

Where a School or Unit is responsible for the maintenance of individual items of equipment at risk of colonisation, the School/ Unit is also responsible for minimising the likelihood that the equipment may be colonised by Legionella, and ensuring that it does not present a risk of infection when the equipment is used, maintained or repaired.

Hazard identification, risk assessment and control The first priority is to identify all departmental equipment at risk of colonisation, and then to assess the magnitude of the risk. The risk assessment must also identify those persons at risk, for example because of their duties in respect of use, cleaning, adjustment or maintenance of relevant items of equipment. Sampling for Legionella is not normally required or recommended, unless the need is identified by the risk assessment.

Anyone who is allocated duties under this requirement must be given suitable information, instruction and training to enable them to understand the nature of the risks, and to undertake their duties in a safe manner. Following the risk assessment, appropriate control measures must be put in place. In most cases, this would be by the establishment of a suitable cleaning and/or maintenance schedule, which may also involve the use of suitable biocides. The equipment manufacturer should be consulted regarding “suitability” of any biocide being considered for use. Note that the use of biocides will require a COSHH assessment before being undertaken. The prevention and maintenance schedule must be operated in such a way that exposure to any contaminated aerosols is either prevented, or (if prevention is not possible), minimised. Note that exposure minimisation must not rely on the routine use of respiratory protective equipment (R.P.E.): there are no items of R.P.E. that are certified to provide protection against infection by airborne biological agents, as only one viable organism/ contaminated droplet of water may be sufficient to cause infection. The highest risk of colonisation or contamination of equipment will arise where water is stored or recirculated in the critical temperature range of 20o – 45oC (peaking at 37oC), but temperatures outside this range may also present a risk. Equipment producing sprays of fine droplets of water will create the greatest risk of exposure.



Guidance: Examples of such items of equipment include: • Laboratory water baths; • Water-jacketed incubators; • Humidification equipment (however, most examples are covered under the

Legionella policy document); • Items of equipment containing an integral water cooler or water purifier; • Vending machines that are not permanently plumbed into the building water system, and • Other equipment where stored water could be recirculated at room temperature and

where there is a potential for the dissemination of water droplets containing viable Legionella bacteria.

Note that some equipment such as vending machines dispensing drinks may well be under a maintenance contract from the manufacturer/ supplier. The terms of the contract should be carefully studied to examine whether (for example) routine cleaning is included. See also the E&F “Policies and Procedures” document, section 4.9.

Control procedures Recommendations for specific items of departmental equipment are:

1. Laboratory water baths recirculating or storing water between 20 – 45oC If possible, the water bath should be thermally disinfected on a monthly basis, by increasing the temperature to >60o and maintaining the increased temperature for 30 minutes. After treatment, the water should be disposed of to drain without splashing, and the bath thoroughly cleaned and descaled before being refilled with deionised or distilled water. Using deionised or distilled water will reduce the accumulation of limescale, which can harbour biofilms / Legionella organisms. If thermal disinfection is not possible and the volume of water contained is large, it may be impracticable to regularly drain the water. In such cases, the use of a chemical biocide may be necessary – the manufacturer of the water bath should be consulted to identify suitable chemicals that are compatible with the equipment. In all cases, measures must be taken to prevent splashing both during use and cleaning/ maintenance.



Case study: Laboratory water baths operating in the critical temperature zone are liable to support a thriving population of Legionella, and even baths operating at a lower temperature (<20oC) may become contaminated, but the growth rate of the organisms is reduced. Baths regularly operated at temperatures > 55oC are normally free of Legionella. Normally, the risk of dissemination of contaminated water droplets is low, but if a stirrer or recirculation Pump is fitted to the waterbath and the water level is allowed to drop to expose the top of the stirrer paddles, then there is an increased risk of splashing and aerosol generation. Older-style shaking waterbaths also present a risk of aerosol generation.

2. Water jacketed incubators

Water-jacketed incubators contain water which is normally held at the operating temperature of the incubator. This is normally only ever drained if the incubator is moved to a new position, or repair is required. The water contained within the jacket may be in place for years, and may become heavily contaminated by biofilms and Legionella, as the water within the jacket is normally static. During normal operation, topping-up of the water jacket may be the only routine operation that is undertaken. This operation presents a minimal risk of exposure to contaminated aerosols, for example, when the filling-port is opened. By contrast, if the incubator has to be moved, or the water-jacket drained down for repair, then there is a greater potential for exposure to contaminated aerosols. This operation must be done in such a way that splashing and generation of aerosols is minimised. A flexible hose should be attached to the drain port, and the drainage water directed into the waste pipe of a sink. Flushing deionised water through the water jacket should minimise recolonisation. When the jacket is refilled to bring the equipment back into use, deionised or distilled water should be used. Many such incubators have a copper water jacket, which may in itself have an initial biocidal action against Legionella and so minimise recolonisation.



3. Departmental water purification equipment Most Departmental water purification equipment (such as water softeners - see Section 4.10 of the Control of Legionella policy document) are permanently plumbed into the water supply for the building. Such systems would normally be the responsibility of E&F Maintenance, as they are considered to be part of the building fabric. Departmental staff may however be involved in the routine regeneration of resins in the equipment, and they must be made aware of the possibility that the waste water arising during regeneration may be contaminated by Legionella. Disposal of the waste water must be effected without splashing or aerosol generation.

Servicing or maintenance of such units is frequently under a maintenance contract with the manufacturer of the equipment: the manufacturer’s recommendations should be followed. The results of any water quality control checks required by the equipment manufacturer must be recorded and returned to E&F Maintenance.

In some cases, specific items of equipment may be purchased with their own integral water purification systems. Such systems must not be plumbed into the building water supply without prior approval from E&F.

The manufacturer’s recommendations and instructions should be followed if cleaning and routine maintenance is undertaken by Departmental staff. The results of any quality checks must be recorded and returned to the E&F Legionella Duty Holder.

Guidance: Examples include units to provide ultra-pure water for analytical instruments in laboratories, reverse osmosis units; hollow-fibre cartridge water purifiers etc.

However, note that biocidal action requires the presence of free Copper ions, usually at a pH of 5.5 or less. Once water in the jacket has been in place for several weeks, the copper will be covered in a thin oxide film, which will prevent any further dissociation of copper ions into the water.

Normally, the ultra-pure or High Quality (HQ) water produced by the unit is not liable to be contaminated: it is the “feed” side of the unit which may become contaminated by the growth of a biofilm, especially if the water velocity through the unit is low. In a cartridge unit for example, development of a biofilm would be evident from the reduction in flow and increase in pressure required to generate a given volume of ultra-pure water. The manufacturer’s instructions should be followed for cartridge / membrane regeneration, but operators must be made aware of the probability of Legionella contamination in the flush water. Splashing and aerosol generation must be avoided when disposing of the effluent.



4. Items of susceptible equipment in University-owned buildings

There may be several types of equipment to which this description applies, and where the equipment is the property of the building occupant (tenant). Unless the tenant has an arrangement with E&F to undertake maintenance of the equipment, the responsibility for ensuring that the equipment remains free from risk of colonisation by or dissemination of Legionella remains with the building tenant.

5. Items of susceptible equipment that are the responsibility of E&F Maintenance and the

Water Quality Measured Term Contractors [WQ-MTC] Equipment such as emergency drench showers and emergency spray heads in laboratories are the responsibility of E& F Maintenance, who will arrange for risk assessment and any associated control measures such as regular flushing (normally undertaken by E&F Maintenance or by the WQ-MTC). IF Departmental staff are involved in flushing of emergency showers/spray heads, the flushing operation must be undertaken in such a way that creation of aerosols is avoided, and any potentially contaminated water discharged to drain without splashing. A suitable system of work should be identified by the risk assessment.

References 1 Control of Legionella Bacteria Within Water Systems – Policy and procedures document

issued by E&F

2 Legionnaires’ disease: The control of Legionella bacteria in water systems. Approved Code of Practice and Guidance. Health and Safety Commission, ref. L8. HSE Books, 2000, ISBN 0-7176-1772-6


APPENDIX 48

PROCEDURE ~ WATER SOFTNER (DISINFECTION) (MSRT9) 1 Ensure compliance with COSHH assessment. 2 Agree the method of works with the client or client’s representative and complete any

required permits prior to any work being commenced. 3 Isolate/Close outlet valves from softener. 4 If necessary by-pass the equipment to sustain services. Ensure that hand isolating valves

are fully closed for the duration of the disinfection process. 5 Backwash the equipment thoroughly for 15 minutes. 6 Introduce a solution of NaOCL (Chlorine) at 0.3% - 0.5% with respect to available

chlorine, educted through the injection system.

Note! The quantity required will be approximately 2% by volume of available resin. 7 Monitor the effluent from the system at the drain point and record the level of chlorine. 8 Isolate the equipment and shut down for a period of 60 minutes 9 Thoroughly flush the system to remove excess chlorine and test at the drain to less than

0.5 p.p.m or the equivalent level provided by the water supplier. 1 0 Fully regenerate the system prior to reinstatement to service. 1 1 Certification is issued following disinfection, detailing the time and date of these works,

and identifying the specification used.


APPENDIX 49

SAFE OCCUPATION OF NEW/REFURBISHED BUILDINGS AND SAFE SHUT DOWN OF WATER SYSTEMS

This section identifies the control measures in place to mitigate against the risk from legionella bacteria within the risk systems identified in the policy and where appropriate, design and operational guidance for those undertaking new installations or refurbishment projects. Operation of Systems - General Occupation of New/Refurbished Buildings Where new or refurbished buildings or parts of buildings are occupied, there is a risk of legionella bacteria growing to high numbers within the water systems, particularly if there is a delay between completion/handover of an area and its’ occupation. Project managers and others responsible for the delivery of capital or refurbishment works shall ensure that any water systems are cleaned and disinfected immediately before occupation & suitable precautions measures to protect against contamination, e.g. regular recorded flushing, is implemented during any commissioning or pre-occupancy period. Where it is anticipated that there will be a delay in occupation of greater than one week, the project manager or other responsible person shall notify the Legionella Duty Holder. Arrangements should take into account the complexity of the system(s) concerned, any activity or partial occupation of the area and any requirement for operation of the systems during the delay period. Depending on the outcome of these discussions, options may include:

• Implementation of the procedure for “Temporary Closure” • Implementation of the procedure for “Indefinite Closure” • A combination of the above, or other arrangements deemed appropriate to the risk. • Any arrangements implemented should be documented

Closure or vacation of buildings or parts of buildings Where a building or part of a building is to be closed or vacated for a period of greater than one week, the relevant Project Manager (Building Manager) must notify the Legionella Duty Holder to discuss appropriate management arrangements to reduce the risk of legionella contamination. In general, if the unoccupied period is anticipated to be less than 60 days, then the procedure for “Temporary Closure” should be implemented. If the closure is anticipated to be in excess of 60 days or is indeterminate, then the procedure for “Indefinite Closure” should be implemented. Project managers should note that, where works are involved in implementation, a recharge for these will be made. Where the procedure for “Indefinite Closure” has been implemented, the following information should be supplied at least one month to any re-occupation:


• Intended date of occupation • Any change in use of the building or area • Any areas which will not be used. • Any works undertaken on any of the risk systems within the building or area.

Note that before any water systems are returned to service following an “Indefinite Closure”, modifications and/or maintenance will be required and the system will be chlorinated in accordance with “Procedure MSPT1” Complete chlorination (Hot and Cold) Safe Shutdown of Water Systems (Temporary Closure) This procedure may only be used where systems, or parts of systems, are to be placed out of use for a period of less than 60 days and MUST be used in conjunction with Procedure MSPT8 Flushing unused outlets Domestic Hot Water Systems Pasteurise Calorifiers and the Hot Water Systems in full. Switch off secondary circulating pumps, de-stratification pump (if fitted) and close calorifier feed valve. Isolate primary heat source(s) to calorifier(s) including immersion heater(s) if fitted Identify suitable flushing points and set up a flushing regime. Initiate flushing regime until site is to be reopened.

Cold Water Systems Inspect CWS Storage tank, ensuring lids, screens, etc. are in place, overflow arrangements are operational and clear of any obstruction and ball valve is operating correctly. Record tank temperature. Inspect any water pressure boosting system, ensuring that pressure switches are operating correctly and auto pump changeover arrangements (if fitted) are operational. Identify suitable flushing points and set up a flushing regime. Initiate flushing regime until site is to be reopened.


Safe Start Up of Water Systems (Temporary Closure) Note: This procedure may only be used where a system, or part of a system, has been out of use for maintenance purposes for less than 7 days, OR where a system, or part of a system, has been out of use for up to 60 days AND a record of flushing of outlets is available for inspection. If a record of flushing is NOT available, then Safe Start Up of Systems (Indefinite Closure) MUST be followed. Inspect system(s) and confirm operational status. Domestic Hot Water Systems Carry out Pasteurisation of Calorifiers/Hot Water Systems in full. (Switch on secondary circulating pumps, de-stratification pump (if fitted) and open calorifier feed valve. Initiate primary heat source(s) to calorifier(s) including immersion heater(s) if fitted) Cold Water Systems Inspect CWS Storage tank, ensuring lids, screens, etc. are in place, overflow arrangements are operational and clear and ball valve (fitted) is operating correctly. Record tank temperature. Inspect any water pressure boosting system, ensuring that pressure switches are operating correctly and auto pump changeover arrangements (if fitted) are operational. Purge and flush water from all outlets on site. Record in logbook system. System is ready for reoccupation Safe Shutdown of Water Systems (Indefinite Closure) Domestic Hot Water Systems only Carry out Pasteurisation of Calorifiers/Hot Water Systems in full. Switch off secondary circulating pumps, de-stratification pump (if fitted) and close calorifier feed valve. Isolate primary heat source(s) to calorifier(s) including immersion heater(s) if fitted) Desludge calorifier via drain and allow system to cool. System will remain charged and therefore ensure the Building is kept cold

Domestic Cold Water Systems Clean and disinfect cold water tanks. Isolate & label incoming water supply & water booster equipment (if fitted). System will remain charged and therefore ensure the Building is kept cold


Page 11 of 13 01/11

Safe Start Up of Water Systems (Indefinite Closure) Inspect system(s) and confirm operational status. If necessary refer to Facilities Team to confirm procedure or for further advice. Inspect CWS storage tank, ensuring lids, screens, etc.. are in place, overflow arrangements are operational and clear and ball valve (if fitted) is operating correctly. Carry out Chlorination of Water System including the mains water system. Chlorination should be conducted with a 4 hour contact time. Ensure that all parts of the system are filled and free of airlocks. Inspect any water pressure boosting system, ensuring that pressure switches are operating correctly and auto pump changeover arrangements (if fitted) are operational. Reinstate secondary DHW circulation & de-stratification pumps (if fitted). Reinstate primary heat source to calorifier including immersion heaters (if fitted). Ensure DHW temperature control(s) are operational and set at 60 deg.C. . When DHW calorifier temperature has reached 60 deg. C, allow one hour for temperatures to stabilise and undertake standard monthly temperature checks.

APPENDIX M - Cleaning Information

Specification Materials & Equipment

Specification Materials & Equipment

Deep Cleaning RoutineBuilding ref Floor Ref Space Ref Finish Manufacturer Regular Cleaning Routine

Page 36 of 44

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APPENDIX N - Security System Installation Record Template

Security System Installation Record

Project Title: WREN Project Number:

Site / Building Number: ADT Contracts Manager: UoR Project Manager:

System type System Component

Component Quantities Installed / Added

ADT Contract Number(s)

Hand-over Date

Asset References / Numbers

CCTV SYSTEMS

FIXED CAMERA

PTZ CAMERA

DIGITAL RECORDER

DIGITAL RECORDER MEMORY EXPANSION MODULE

MATRIX

MONITOR

FIBRE OPTIC TX/RX EQUIPMENT

INTRUDER ALARM SYSTEMS

AUDIBLE SYSTEM

DIGI SYSTEM

REDCARE SYSTEM

FIRE ALARM SYSTEMS

FIRE REDCARE CIRCUIT ONLY (EQUIPMENT BY OTHERS)

DDA DOOR SYSTEMS

COMPRESSOR

AUTO EQUALISER DOOR OPERATOR

PROXIMITY READER/CONTROLLER

D:\AIRs\15 AIR Specification_Appendix N_16-08.docx Page 38 of 44

TRAFFIC CONTROL SYSTEMS

LIFTING ARM BARRIER

SLIDING GATE

SWING GATE

COMMUNICATIONS SYSTEMS

HELP POINT

INTERCOM

DISABLED REFUGE

DISABLED WC ALARM UNIT

COMMUNICATIONS SERVER

ACCESS CONTROL (MAIN)

PC AND SOFTWARE

READERS, DOOR CONTROLLERS 4ND LOCKS

ACCESS CONTROL (3RD PARTY)

CONTROLLER

READERS AND LOCKS

ACCESS CONTROL (SALTO HOTEL STYLE)

PC AND SOFTWARE

READER / SEPARATE LOCK

READER / LOCK COMBINATION UNIT

APPENDIX O - Key Schedule

Grand Master

Master Sub-MasterNotesSuiting ReferencesDoor Ref. Door

LocationKey Ref Number of

Keys IssuedIssued toKey

MarkingCylinder Marking

Page 39 of 44

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APPENDIX P – Electronic Metering Data Template

Metering Data Template

Utility type (Gas, Elec etc.) Meter 1 Meter 2

Meter type

Meter ref (MPR, MPAN, MSN)

Meter serial number

Opening/closing reading

Location details

Link to meter photograph

Description of the meter

function & what it records

Access details

Access restrictions

Details of telemetry

Fiscal supplier

IP address - data network

D:\AIRs\17 AIR Specification_Appendix P_16-08.docx Page 41 of 44

©University of Reading 2016 Page 1 of 25

2D CAD Protocol

This document identifies the minimum requirements for the production and formatting of electronic drawings, their control and electronic filing for the University of Reading Estates and Facilities.


BIM AIR - Appendix Q


Document Approval

Originator Approved for Issue Authorised for Issue Next review date

Signature Signature Signature Signature Name: Penelope Tsounou

Name: Doug Janes

Name: Doug Janes

Name:

Date 26 May 2016

Date 26 May 2016

26 May 2016

Document Issue Record

Previous issues of this document are to be destroyed or marked SUPERSEDED

ISSUE DATE DESCRIPTION OF AMENDMENT B 23 April 2012 Inclusion of Service Drawing Information C 27 June 2014 Amend all text referring to FMD to E&F D 26 May 2016 Updated layering, CAD folders and file conventions E (1.4) 14 October 2016 Clarify File Saving Name


Contents

2D CAD Standards

Contents

1 Introduction 5

2 Definitions 5 2.1 Architect, Consultant or Contractor 5 2.2 Master Building Drawings 5 2.3 “As Fitted” /“As Laid” / “As Built” Drawings 5 2.4 Non “as fitted” Drawings 6 2.5 Attribute Box 6 2.6 External Reference for As Built Drawings 7

3 Drawing Production 8 3.1 Drawing Units 8 3.2 Drawing Revisions 8 3.3 Text Styles 8 3.4 Line Types 8 3.5 Hatch: 9 3.6 Blocks: 9 3.7 Layer and Pen Selection 9 3.8 Basic Layer Convention 9 3.9 Model Space and Paper Space 10 3.10 Standard Notes 10 3.11 Drawing frame set-up (Consultant’s title block) 10

4 Drawing numbering and file naming 11 4.1 Folders and files naming (based on BS1192:2007+A1:2015) 11 4.2 AutoCAD Drawing .dwg version 11 4.3 Adobe drawing .pdf version 11

5 Master Drawings 12 5.1 Attachment 12 5.2 Master site plan building, road and footpath Outline base X-Ref update 12 5.3 External services & University Infrastructure plan updates 13 5.4 Building master plans: 13

6 Submission of Record Drawings 14 6.1 Two Weeks Prior to Completion 14


6.2 Final Handover 14 6.3 Submission of Files 14 6.4 CAD Standards Checklist 15

Appendix A 16

Appendix B 17

Appendix C 18

Appendix D 19

Appendix E 20

Appendix F 24

Appendix G: 25


2D CAD Standards

1 Introduction

This document describes the University of Readings requirements with respect to the production, format, structure and generation of electronic drawings to ensure that electronic drawings are produced in a uniform manner and conform to industry standard conventions.

This document has been produced for the benefit of the Universities framework partners including any third party specialist supplier or sub-contractor that may be employed.

2 Definitions

2.1 Architect, Consultant or Contractor

Framework partners may mean any Architects, Consultants, Main Contractors or sub-contractors that are required to make any changes to the University of Readings electronic drawings or produce their own drawings for The University of Reading. Herein called ‘Design’, ‘Working’ or ‘Record Drawings.’

2.2 Master Building Drawings

Master Building Drawings are a set of Adobe pdf drawings of a building footprint showing the windows, doors, interior wall details and room numbers of each floor of each building on all campuses. Master Building drawings are controlled and maintained by Estates and Facilities.

2.3 “As Fitted” /“As Laid” / “As Built” Drawings

Drawings are required as AutoCAD .dwg and PDF versions. As Fitted, as laid and as built drawings are any AutoCAD drawings that are to be edited for works such as remodelling, extending, partially demolishing, or removing any part of the building or its associated services. Underground utility services and supplies shall also be in AutoCAD format and be called ‘As Laid’.

Where required, a Project shall produce the following (minimum) as fitted, as laid and as built drawings:


Floor and roof plans (GA) Elevations Fire plans Structural layouts M&E schematics M&E layouts Public health schematics and GA Above & below ground drainage Hard & soft landscaping Site services

The Project shall deliver those drawings appropriate to the scale and complexity of the work involved sufficient to adequately describe and detail the construction works and enable the safe and efficient operation and maintenance of the building.

The Project team shall be responsible for ensuring the adequacy and accuracy of the as fitted, as laid and as built record drawings in accordance with the Universities hand over requirements.

2.4 Non “as fitted” Drawings

Non “as fitted” drawings may be required to produce the Operation and Maintenance Manual (O&M.) There is no requirement to provide those drawings as a separate AutoCAD drawing or Adobe format. It is not necessary to provide manufacturing drawings and standard details for fixings, brackets and BWIC etc.; these should be included as PDF drawings within the O&M and do not need registering on the E&F portal.

2.5 Attribute Box

Room data is required for all new rooms created as part of a new construction or building alteration project. A room attribute box is available which enables the room space data to be extracted from the AutoCAD drawing into a spread sheet for use by the Space Manager. The area is to be calculated using poly lines, central to the inner walls and inside of the outer walls. This information is to be provided in conjunction with the space data revision form.

The attribute box can be down loaded from EDMS.

Each new room or altered room will have an attribute box referencing:

Building Number

Room Number

Room Area (m²). The appropriate layers for space attribute and polyline must be used.

The University has established Room Numbering and Naming Policy which can be found here:

Standard room numbering system

Standard room descriptions


The dedicated layers must be used for:

Space Polyline: Z-Space polyline

Space Attribute: Z-Space Attribute

Room Description: Z-Room Description-T

Room Number: Z-Room numbers-T

The University measures the room areas according to RICS Code of measuring.

Note that room areas should be measured to the inside of external walls and the centre of internal walls, and W* numbers no longer used.

2.6 External Reference for As Built Drawings

An external reference (Xref) is a drawing which is imported and attached into a host drawing. The Individual elements of this drawing cannot be altered within the host drawing, however layers applying to the Xref may be turned ON/OFF as required.

1. Xref’s must be inserted into files as an attachment, using the relative path as the path

type. By setting the xref to relative path, drawings can be moved as needed and still maintain their links eliminating any further maintenance to re-link the Xref’s. Xref’s must be inserted using the 0,0,0 reference point and in any case should not be moved, scaled, stretched or rotated.

2. Xref’s should not be bound. The E-transmit command should be used to enable the X-Ref to be transmitted along with the drawing.

3. The dedicated layer must be used for the Xref’s – Z-XREF (Colour 8)


3 Drawing Production

To enable the University of Reading to operate and maintain buildings and assets, it is essential that drawings are produced in a consistent and disciplined manner across all construction disciplines.

It is recommended that projects should initiate a meeting with the CAD Manager as early as possible with the programme to ensure that UoR requirements regarding the implementation of CAD standards are clear and will be followed.

3.1 Drawing Units

All drawings shall be drawn in Model Space at a scale of 1:1 where one drawing unit = 1mm. Angles shall be shown in decimal degrees and measured anti-clockwise with 0 measured as a horizontal line drawn to the right.

The preferred scales for use are: 1:1, 1:10, 1:20, 1:50, 1:100, 1:200, 1:250, 1:500 and 1:2000.

3.2 Drawing Revisions

Drawing revisions shall be given according to 4.2. Revisions to drawings shall be clouded to outline clearly the changes and this shall be placed on its own layer called Z-RevCloud-G which is not plotted. Revisions shall be described in sufficient detail to enable the nature of the revision to be identified and shall be located above the title block.

3.3 Text Styles

The text shall be standardised to Arial. All drawings are to have standard text heights of 2.5mm, 3.5mm, 5.0mm and 7.0mm and a width no greater than 1 at a scale of 1:1. For example a drawing drawn at 1:100 would have a text height (in Model Space) of 250mm, and the height of the text in Paper Space would be 2.5mm. Blocks and title blocks should be left in the text style they were made in and not changed to Standard Arial. Place text on a separate layer following UoR Layering Convention. (Discipline-Layer Name-T (Text)).

3.4 Line Types

Standard AutoCAD line types must be used. Site survey drawings showing main service supply routes may use special line types such as:

GAS___GAS

CCTV___CCTV

These special line types must be supplied with the drawing files. All objects in the drawings must keep their 'by layer' properties.


3.5 Hatch:

1. Do not explode hatches

2. Only standard Autocad hatch patterns must be used.

3. Do not associate hatch patterns to entities that are part of an Xref.

4. Place hatch on a separate layer following UoR layering convention. (Discipline-Layer Name-H (Hatch)).

3.6 Blocks:

1. Wherever applicable, use the provided blocks from UoR blocks library.

2. If a new block needs to be used, it should be created in layer '0'.

3. The new block must be sent to CAD team, informing them of its usage.

4. All symbols inserted into model space will need to be scaled in at the scale of the drawing and be inserted on the right layer.

3.7 Layer and Pen Selection

Basic Pen and colour convention as in Appendix A.

3.8 Basic Layer Convention Consistency in layers and pen weights allows opening and printing drawings from multiple consultants with the same result and quality. The University has adopted a simplified version of British Standards Layer Control System for layer naming. A list of typical layers can be found below and are provided also with the drawing template file. The following list is an example of typical layers used by the CAD team. If there is a need to create a new layer, UoR layering convention must be followed. The CAD office must be informed to include the new layer in the template file. Layer Convention System can be found in Appendix B. All layers included in UoR Template file which can be found here:


3.9 Model Space and Paper Space

Model/paper space must be utilized in every drawing. All entities, text, symbols etc will be added to model space. All title blocks, legends, revision notes, overall general notes etc must be added in paper space.

Paper space must be set up to:

Right paper size

Plot area-Layout

Scale 1:1 (Right scale to viewport)

UoR Plot Styles

3.10 Standard Notes

Further information to be included in the standard drawing format, or an inclusion into a contract, is as follows:

“No information on this drawing will be shared with a third party without the written authority of the University of Reading Estates and Facilities Department”.

A standard Disclaimer note will be included on all Master Drawings (Appendix C)

3.11 Drawing frame set-up (Consultant’s title block)

All drawings shall be drawn within the bounds of the University of Readings drawing title block available from the ‘EDMS’ web page.

Please see Appendix D


4 Drawing numbering and file naming

To enable efficient management of drawings all “As Built” drawings are to be produced in both AutoCAD and PDF versions.

4.1 Folders and files naming (based on BS1192:2007+A1:2015)

Please see Appendix E

4.2 AutoCAD Drawing .dwg version

All As Built drawings produced on behalf of the University of Reading must strictly comply with UoR File naming convention.

The AutoCAD file name shall be identical to the AutoCAD drawing number using the building number as prefix :

Building Number-Project-Originator-Volumes-Levels-Type-Role-Classification-Number

4.3 Adobe drawing .pdf version

A further adobe.pdf version of each “As Built” drawing is to be produced,

The Adobe.pdf drawing file names shall be identical to the AutoCAD drawing number


5 Master Drawings

5.1 Attachment

Master Drawings including campus plans and maps will be attached to “As Laid / As Built” drawings as XRefs. All XRefs will be placed into the drawing in a view which will allow the drawing to stay at its original scale by zooming to its scale within the view. Under no circumstances should the Master Drawing (XRefs) scale be increased or decreased by the Architect, Consultant or Contractor, other than by zooming. Model space/paper space should be used on every drawing. All master drawings, text, symbols, charts, diagrams etc. will be added to a drawing in MS (Model Space.) All title blocks, legends, revision notes, overall general notes etc. will be added to a drawing in PS (Paper Space.)

Note

1. Attach any XRefs on to the appropriate layer(Z-XRef). Future alterations to an XRef will alter any other drawings with the same XRef attached.

2. Project Managers/Leaders can request existing AutoCAD format master building floor plans from the master drawing files. THEY MUST HOWEVER rename and copy the drawing to his/her desk top or to the current project folder.

3. Project Managers/Leaders may ‘forward’ a copy of the AutoCAD master building floor plans to appropriate design team/Project team member.

4. Design Teams/Project teams may use the copied AutoCAD master building floor plans as basis for their new drawing.

5. An amended general arrangement or master building floor plan drawing shall be returned to the CAD office to allow the University’s Project department’s drawings database to be updated.

5.2 Master site plan building, road and footpath Outline base X-Ref update

The Project Architect shall provide the university with sufficient information for the site master plan.

(W998-Whiteknight Campus Plan) is to be updated to show changes in buildings, roads, footpaths and other essential detail. This drawing set will have the old pre‐existing services included on each which will need extending, modifying, or removing by the contractor.

Master plan MUST NOT in any case be moved, scaled, stretched or rotated.


5.3 External services & University Infrastructure plan updates

When section 5.2 is complete the contractor shall then update all the University’s services master drawings and return them to E&F. These will then be verified for correctness and any errors and omissions will be referred back to the contractor for correction. When all the contractor’s drawings have been signed off, E&F will save the CAD & PDF copies in the correct folders on the E&F network and upload further PDF copies to be viewed on the E&F drawings’ database.

The O&M and H&S File documents shall contain signed off copies of these drawings in both AutoCAD & PDF formats, as described in section 6.2. Where further clarification is necessary, it should be sought from the University’s Project Manager.

5.4 Building master plans: When a project involves changes to a small area in a building then the whole building plan/model should be updated. The contractor should liaise with the project manager to obtain the relevant Building master plan/model per discipline and update it following the guidelines given in the CAD Standards document.


6 Submission of Record Drawings

6.1 Two Weeks Prior to Completion

1 CD containing a preliminary set of AutoCAD as installed / “As Built” drawings shall be submitted 2 weeks prior to completion of the project in accordance with the “Capital Projects Manual".

Binding X-Ref’s should be avoided.

eTransmit should be used to submit the Autocad files to the University. This enables all the relevant files (xrefs, ctb, text) to be transferred with the drawing.

All drawings for the project including GA's, sections, elevations, details, schematics and services.

Drawings should be in AutoCAD .dwg format electronically on the CD and in accordance with the “Capital Projects Manual.”

AutoCAD Files are named as per section 4.

6.2 Final Handover

In order for the University’s drawing database to accurately reflect all building changes, the following is required:

1 CD of the final “As Built" drawings in AutoCAD format including room numbers and space polyline/attributes sent to The University of Reading Projects administration staff for updating the database.

1 CD of the final set of Adobe format drawings shall be required.

Please ensure that the GA floor plans within the set are clearly marked as GAs and all drawings are to an appropriate scale.

It is the Project Manager’s responsibility to co-ordinate this process and to ensure that the finalised GA drawings and As Built drawings are delivered to the Project at or before Practical Completion.

It is the Design Team's duty and all Consultants and/or Contractors involved to comply with The University of Reading numbering and layout system and in the preparation of GAs and as built drawings.

6.3 Submission of Files

The Architect, Consultant or contractor shall provide all drawing files in standard AutoCAD file format (.dwg) and as Adobe format (pdf.) File transfers shall be by CD as well as ‘drop box’ as agreed with the Project Manager. All CD’s should be clearly named and labelled with the campus name, building name, project name and University of Reading project number. The Project number (Wren Number) can be obtained from Project Leader. A relevant index/issue


sheet should be submitted along with the CD’s. The UoR drawing Issue register can be found here.

6.4 CAD Standards Checklist All consultants must provide the following checklist with all CAD drawings delivered to the University. The signed and submitted checklist ensures that all materials adhere to the standards and guidelines set in the ‘CAD Standards’ document. Appendix F


Appendix A

Pen settings

Colour

Pen Thickness

Red 1.3 Green 0.25 White 0.7

Colour Pen Thickness

Yellow 1.8 Cyan (light blue) 0.35

Dark Red (border) 1.0

Colour Pen

Thickness Blue 0.25

Magenta (purple) 0.5


Appendix B

Layering standard

Layer naming:

The layer name will consist of three fields: DISCIPLINE-DESCRIPTION-CODE A-WALL-G Architect-Wall-Graphical A-WALL-T Architect-Wall-Text A-WALL-H Architect-Wall-Hatch A-WALL-D Architect-Wall-Dimension An indicative list of disciplines includes: A Architect AL Landscape Architects B Building Surveyors C Civil Engineers E Electrical Engineers F Facilities Managers G GIS Engineers & Land Surveyors GA Aerial Surveyors H Heating and Ventilation Engineers I Interior Designers J Telecommunications K Client L Lift Engineers M Mechanical Engineers ME Combined Services P Public Health Engineers Q Quantity Surveyors S Structural Engineers SF Façade Engineers SR Reinforcement Detailers W Contractors X Sub-Contractors Y Specialist Designers YF Fire Engineers YL Lighting Engineers (Non-Building Services) Z General (Non-Disciplinary) The full list of layers can be found in UoR Template file.


Appendix C

Standard Disclaimer


The information shown on this drawing is given without obligation or warranty. The accuracy therefore cannot be guaranteed and it must never be used for calculation or setting out of works. General Changes The accuracy of these drawings relies on feedback from the users. If any anomalies are discovered, please immediately inform the Project Manager.


Appendix D

University title block Figure 1 - Example of a Consultants Title Block

Sized to suit the scale shown on the

drawing.

University of Reading Title block is scaled at 1:1 and comprise of:

o Building name block,

o Project name block,

o Title block,

o Drawn by and Date,

o Scale,

o Revisions block

All shall have the University of Readings logo.

Consultants/Contractors Logo should be replaced by ‘AS BUILT/AS LAID’ text for as built drawings.

All drawings will have a title block, which will be inserted into a drawing in Paper Space at an origin of 0, 0 in Z-Titleblock-G layer

While in paper space a view must be made up under a layer called Z-Viewports so that any XREFS or drawings will be in Model Space to scale.

All title blocks will be in an attribute format allowing all information to stay the same, but with editing facility.


Appendix E Naming convention

Project

Originator

Volumes or System

Levels

Type

Role

Classification

Number

XXXXXX XXX XX XX XX X XXXX XXXXX

Project: 7digit WREN Project Number

Originator: 3 digit File Originators’ Initials

Volume or System: As defined in BS1192:2007+A1

Levels:

Type Standard:

Code Description ZZ Multiple Levels XX No level applicable GF Ground floor 00 Base level of building (where GF is not appropriate) 01 First floor 02 Second floor, etc. M1 Mezzanine above level 01 M2 Mezzanine above level 02,etc B1 First level below ground,etc. RF Roof Level

Code Description DR 2D Drawing


Roles Standards:

Classification:

Each drawing should be classified by a code, taken from Uniclass 2015 TABLE Ee (elements), to accurately describe the construction assets represented. The latest version of the tables may obtain here. The code should be exactly four characters. Models predominately consist of Multiple Classification Elements and therefore would be represented by the Classification code ‘ZZZZ’. A single code from the following table should be used.

For example:

Code Description XXXX not implemented on current project ZZZZ Multiple Classification Elements 20XX Structural elements 2005 Substructure 2010 Frames 2020 Beams 2030 Columns 2050 Bridge abutments and piers 25XX Wall and barrier elements etc.

Numbers: The drawing number it is compiled by five digits and should always be unique.

Code Description A Architect B Building Surveyor C Civil Engineer D Drainage,Highways Engineer E Electrical Engineer F Facilities Manager G Geographical and Land Surveyor H Heating and Ventilation Designer I Interior Designer K Client L Landscape Architect M Mechanical Engineer P Public Health Engineer Q Quality Surveyor S Structural Engineer T Town and Country Planner W Contractor X Subcontractor Y Specialist Designer Z General(non-disciplinary)


XX XXX

Drawing Code -Sequential Number

The first two digits indicate the Drawing Code and should be defined by the following table for

the as built drawings:

Code Description 10 Plans (General) 11 Setting out 12 Details Plans 13 Reflected Ceiling Plans 14 Fire Strategy 15 Acoustic Strategy 16 Area Plans 17 Substructure 18 Site Plans 19 Location Plans 20 Elevations (General) 21 External elevations 22 Internal Elevations 23 Door Elevations 24 Window elevations 25 Louvre elevations 26 Curtain wall elevations 27 Glazing/Screen elevations 28 Framing Elevations 30 Sections (General) 31 Strip Sections 32 Detail Sections 35 Circulation (General) 36 Staircases 37 Lifts 38 Escalators 40 Detailing (General) 41 Plan Details 42 Section Details 43 Assembly Details 45 Finishes (General) 46 Floor Finishes 47 Wall Finishes 48 Ceiling Finishes 50 Schedule (General)


51 Door Schedules 52 Window Schedules 53 Finishes/ Material Schedules 54 COBie Schedules 55 BREEAM Schedules 60 Furniture, Fittings, Equipment (General) 61 FFE Kitchen 62 FFE Bedroom 63 FFE Office 64 FFE Sanitary 65 FFE Loose 66 FFE Fixed 67 FFE Speciality 70 Services Mechanical/Non Electrical (General) 71 Heating Services Layout 72 Domestic services Layout 73 Ventilation Services Layout 74 Cooling Services Layout 75 Plant room Layout 76 Above Ground Drainage 77 Below Ground Drainage 78 Schematics 80 Services Electrical (General) 81 Containment Layout 82 Lighting 83 Small Power & Data 84 Fire Alarm 85 Security 88 Schematics 90 External Works (General) 91 External Works Plans 92 External Works Elevations 93 External Works Sections 94 External Works Details (General) 95 External Works Plan Details 96 External Works Section Details

The three last digits are sequential starting from 01 for each category defined by the first two digits. Example: 21001-External elevation-sheet 01 78002-Mechanical Schematic-sheet 02


Appendix F

CAD Standards Checklist

File format and setup Electronic File is in correct Format Layout /Plotting Settings and pen assignments are correct Scale and Drawing Units are correct Block are inserted on the right layer Border/Title Blocks comply with UoR standards Policy on Model Space and Paper Space is adhere to Policy on Xrefs is adhere to

Layering Layers comply with UoR standards Attributes (Colours, Pens and Line types) are correct

Drawing file and sequence number Drawing Files are named correctly Drawing File Name is the same with Drawing Number Drawing Files indicate building name and number Drawing set indicates release status (i.e. As Built) WREN Number is correct Fire symbols from UoR Library have been used

Space policy

Room number complies with UoR standards Room names/numbers adhere to UoR Policy Space attribute has been used Area polyline according to UoR Policy

Name: ………………………………………………….. Signature: ……………………………………………… Contact details: ……………………………………….. Date:……………………………………………………….


Appendix G:

Declaration of Compliance with

2D CAD Protocol,Guidelines for producing drawings for Estates & Facilities , The University of Reading.

Name of Contractor: ...................................................... Address: ........................................................ ........................................................ ........................................................ Tel No: ........................................................ Designated Senior Manager: ........................................................ I hereby confirm that this guide has been brought to the attention of, read and understood by all staff, including sub-contractors, working on behalf of our company on University projects and will be adhered to. Signed on behalf of the Contractor: ....................................................... Position ............................................. Print Name: ....................................................... Dated: ............................................. This form is to be completed and forwarded to Penelope Tsounou,CAD & Project documentation Officer at [email protected] ,before any work is carried out as part of the preferred contractors’ list application.

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Asset Information Requirements

Declaration of Compliance

The Asset Information Requirements define the information required at project handover stage to enable the University to safely and effectively operate new or refurbished facilities from the date of occupation.

I hereby confirm that this guide has been brought to the attention of, read and understood by all staff, including sub-contractors, working on behalf of our company on University projects and will be adhered to.

Name of Contractor: ……………………………………………………………..

Address: ……………………………………………………………..

……………………………………………………………..

……………………………………………………………..

Tel No: ……………………………………………………………..

Signed on behalf of the Contractor: ……………………………………………………………..

Position: ……………………………………………………………..

Print Name: ……………………………………………………………..

Dated: ……………………………………………………………..

This form is to be completed and forwarded to the University of Reading’s Project Manager before any work is carried out.