NORTH HERTFORDSHIRE DISTRICT COUNCIL LOCAL … 16.pdf · (includes HVCA, BSRIA, British Standards and ASHRAE) , HSE and Building regulation’s documentation. ... - All plant rooms,

Letchworth Leisure Management Contract

IN 16 Contractor’s Proposals for Planned Preventative Maintenance of all items of Plant, Equipment, Machinery, Systems and Building Fabric detailed in this Contract Documentation as the Contractor’s responsibility.

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NORTH HERTFORDSHIRE DISTRICT COUNCIL LOCAL GOVERNMENT ACT 1988 LEISURE MANAGEMENT NAME OF SCHEDULE: IN 16 Contractor’s Proposals for Planned Preventative Maintenance of all items of Plant, Equipment, Machinery, Systems and Building Fabric detailed in this Contract Documentation as the Contractor’s responsibility.

TO BE COMPLETED BY TENDERER ADDITIONAL SHEETS WILL SHOW THE PAGE NUMBER AND BE AFFIXED TO THIS SCHEDULE. ALL ADDITIONAL SHEETS WILL BEAR THE NAME AND NUMBER OF THE SCHEDULE AS SHOWN ABOVE ********************************************* The Contractor shall detail the resource he intends to employ in the Planned Preventative Maintenance programme required by this Contract. The Programme shall include all plant, equipment, machinery, systems and building maintenance and decoration that are noted as the Contractors responsibility. The Contractor shall provide a written programme to cover the Contract Period detailing his proposals to achieve the standards required by the Contract Documentation. The Contractor shall note as part of the programme the number of days in each year that he intends to close any facility. Under this Contract The Construction (Design and Management) Regulations 2007 will comply and Contractors will have to supply all relevant details to comply with this Act e.g. Health and Safety Plan.



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SLL adopts a proactive approach with our maintenance partners. We believe in working in partnership with both our client partners and contractors, but as a quality driven company we expect a very high standard of work both within SLL and from our contractors. To achieve this we ensure, before appointing a contractor, they have the same ethos and qualified technicians who are competent to carry out the work. We do this by ensuring they are members of their respective recognised organisations i.e. Gas registered scheme, HVAC, NICEIC and with CHAS or similar. SLL will continue with the recommended PPM programme, as detailed in the Contract Documentation (OUT 16 & Appendix A) - a programme that it has developed in partnership with North Hertfordshire District Council. All items will be maintained to manufacturers recommendations, relevant British standards (or EC equivalents), relevant statutory legislation, and the requirements of the Council’s insurers. SLL uses CAFM Explorer software -a planned preventative maintenance package for all of our planned and reactive works. CAFM Explorer is essentially a powerful and total Facilities Management product within a single central database, which offers far reaching effects on facility costs and managing risk by maintaining the facilities more efficiently. The client officer for North Hertfordshire District Council will also have read-only access to relevant parts of the software, giving him real time and timely access over the internet. The system is administered centrally and work orders issued electronically to our selected contractors. The work order will include asset information, work required, service level, H&S or hazard information, permit to work and any other relevant information pertaining to the particular asset. The work order will remain active/overdue until logged as completed on the system to enable accurate monitoring of progress. Access to the software is given to each Centre and our client partners to monitor all contracts, asset registers, legal inspections and testing, planned works, work order status and completed works. All maintenance for M&E equipment, Sports equipment, Building Fabric and systems will be planned and monitored through the package. The planned preventative maintenance Gantt chart (as shown below) is automatically produced from the asset list based on BE&S SFG20 and special Council or manufacturer’s requirements. The resources that will be employed in the Planned Preventative Maintenance programme will be as follows: - Corporate and Contract management will be carried out by the Facilities Director - Administrative support for the inputting of data into software package. - Approved competent contractors - Centre Manager will have involvement in the day to day supervision and monitoring - Sports and fitness centre staff SLL will plan all maintenance activities to ensure that no facility will close unless under an emergency situation when SLL’s BCP and communication plan would be initiated. The basis of our PPM would be as per BE&S SFG20 which is an industry standard and covers all legal and best practice maintenance levels. Items subject to statutory maintenance regulations will be fully complied with An example of the areas covered would be:

- Building & Engineering Service SFG20 (2012)

- CIBSE Guide M Maintenance engineering and management

- Inspection of Air Conditioning Systems TM44

- HVCA Guide to Internal Cleanliness of Ventilation Systems (2002)

- Building Regulations



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- COP L8 Legionnaires disease: The Control of legionella bacteria in Water systems 2013

- HGS 55 Health and Safety in Kitchen and food preparation areas

- Management of Health and Safety Regulations 1999

- Provision and use of work equipment PUWER 1998 (2008)

- Safe use of lifting operation and Lifting regulation’s LOLER (1998)

- Approved Code of Practice Safety in the installation and use of gas systems and appliance 1998 (2011)

- Safety of pressure systems 2000

- The Emergency lighting of premises BS5266 2011

- Construction Design and Management Regulation 1994 (2007

- Electrical Wiring Regulations BS7671 (2011)

- Fire Work place regulations 1997 (1999)

- CIBSE Guide D Transportable Systems in Buildings (2010)

- Personal Protective Equipment regulations. 1993 (2005)

The above list gives an indication to the documentation but, as can be appreciated, is not the extensive list of both legislation and guidance notes to be followed, the Facilities Director has access to all CIBSE (includes HVCA, BSRIA, British Standards and ASHRAE) , HSE and Building regulation’s documentation. All PPM contractors will complete a site induction form at the start of the contract and it is the contractor’s supervisor’s responsibility to ensure all his staff are instructed in the rules of the Centre. SLL’s Management will audit to ensure compliance. Any corrective actions will be taken through the contract process. The Centre Manager will ensure all required permits to work are in place before work commences and is signed off. To achieve the level of security required for plant, equipment and machinery, the following will be adopted as we do in other facilities:

- Restrict access to areas to only trained staff - All electrical panels, riser cupboards are kept locked - All plant rooms, roof access area are kept locked - Access to restricted areas is by contractor induction/sign in - Isolation of supplies either electrical or mechanical is by contractor induction/sign in

If an isolation of or final connections are required for a service then the contractor must operate under the electrical permit to work system, which is operated by a competent SLL person. Plant rooms of any nature carry with them inherent dangers and only trained personnel should enter these areas and must follow any procedures and work instructions in operation. Untrained staff can only enter plant rooms if a trained member of Staff accompanies them. It is the responsibility of the Centre Manager to ensure that all plant rooms and associated equipment is regularly maintained and is in a safe and satisfactory condition. It is the responsibility of the Centre Manager to ensure that all routine plant maintenance tasks and plant checks are carried out at the prescribed intervals to the standard required. All appropriate Personnel Protective Equipment (PPE) must be worn for the specific task you intend to engage in when entering a Plant Room. All routine plant maintenance must be carried out by a competent contractor or trained member of Staff.



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Portable Appliance Testing Stevenage Leisure understands the difference and possible misunderstanding relating to the testing of portable appliances and has therefore produced this document to clarify how testing will be carried out within its premises. The need to test portable and transportable appliances relates to the legal requirements on the use and maintenance of electrical equipment in the Electricity at Work Regulations 1989. It is not intended to cover the regulations in detail but in the Memorandum of Guidance to the Regulations 1989, Regulation 4(2) requires that: “As may be necessary to prevent danger, all systems shall be maintained so as to prevent so far as reasonably practicable such danger.” This section covers all items of electrical equipment including fixed, portable and transportable. Policy Therefore using HSE guidance HSG 107, which classifies the risk to portable and transportable equipment, we will adopt the following: Construction High risk every 3 months, Industrial Medium risk every 6 months, Transportable Low risk every 18 months. Transportable Equipment IT equipment leads, photocopiers, kitchen equipment, fax machines, desktop equipment, equipment used in a clean environment which is not moved regularly. Note: Depending on the equipment environment it may be necessary to carry out a visual inspection on some items every 6 months. Testing 1. Only competent persons can carry out the checking with the PAC 500-XP supplied to each area. 2. To gain the competency required the person must fully understand this policy, have read the instructions and watched the video for the checker. The Facilities Manager will check that the individual has understood information and is competent to carry out the programme. Programme a) The competent person must carry out the testing as per the above and record each test on the documents supplied with the checker. b) The inspection label also supplied must be placed over the plug screw or fuse, if connected to a fused spur unit over the fuse for spur. c) As the equipment supplied is a checker, then every 3rd year in the life of the equipment or if it has been seriously damaged it must be fully tested using a full PAT by a competent person. d) It is the responsibility of the site competent person to: i. Maintain the records for the checking and ensure program is completed to schedule. ii. All portable and transportable appliances are up to date in their area of control iii. Report to the Facilities Director on a monthly basis status of program.

Under no circumstances, shall PPE (Personal Protective Equipment) devices alone be relied upon to protect

against hazards; but will be used as part of a centre’s risk reduction and normal operating plans in

conjunction with any necessary equipment guards, engineering controls, and sound work practices and

methods of working

Legionella SLL uses the services of a specialist external contractor (Kingfisher Environmental Services Ltd) to deliver the highest standards of water hygiene and quality. Kingfisher Environmental Services specialises in the management of water quality in commercial and industrial buildings throughout the UK. Approved by the Legionella Control Association and to the ISO 9001 quality standard KES advises and assists customers on all types of water management issues whether it is on an individual project basis or as part of a continual management programme. In the last 5 years KES has also become one of the UK’s leading testers of swimming pools and spas helping both private and public swimming pool operators achieve good water quality within their sites.



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The strength and depth of technical expertise within the company is a reflection of the emphasis on staff training and as such our customers have access to advice whenever they need it whether we are on site or in the office. Wherever there are regulations or guidelines KES will advise on how best to achieve compliance whilst bearing in mind commercial issues.

Kingfisher Environmental Services Ltd is the market leader in the testing of commercial swimming pools and spas, visiting over 1000 pool sites every month UK wide.to help achieve compliance with the national guidelines set out by BSI & The Pool Water Treatment Advisory Group (PWTAG). These guidelines recommend that pools and spas used by the public be tested for bacteria on a monthly basis.

The services provide includes:

Taking water samples for bacterial analysis - general bacteria, E. coli , coliforms and Pseudomonas aeruginosa from pools and spas and Legionella from spas

Detailed chemical analysis of the water - water balance, total dissolved solids, alkalinity, pH, disinfectant residuals (typically free chlorine, combined chlorine and total chlorine)

Transportation of the sample within 24 hours to a UKAS accredited laboratory under refrigerated conditions

Notification to site of results that are outside the recommended specification Comprehensive advice on remedial action A certificate of results for each sample Monthly management report from all of your sites (group customers) Secure web access to results

Engineers are all trained to at least Pool Plant Operator level and use high quality, calibrated testing kits. A range of additional tests are carried to allow investigation of specific problems with pool water quality.

Some of Kingfisher’s areas of expertise include the following: Legionella risk assessment and Preventative maintenance programmes Water sampling and analysis Disinfection of domestic water systems Cooling tower management Swimming pool and spa sampling

The contract with SLL provides the following services.

Completion of the L8 COP risk assessment and annual review Domestic water two visits per annum for closed systems analysis and bacteriological sampling Annual clean / chlorination of cold water storage tanks including associated hot / cold down

services Bi monthly legionella screens per annum to be sampled six-monthly from domestic hot / cold water

services TVC / Coliform ten screens per annum to be sampled six-monthly from domestic hot / cold water

services. Microbiological testing once per month Monitoring of the sealed Water systems

PPM Maintenance Standard BE&S SF20 is an acknowledged industry standard which clearly defines the schedule and actions to be carried out for each item of equipment. Full details of SFG20 can be found on http://www.sfg20.com, extract as follows



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Standard Maintenance Specification for Building Services - SFG20 SFG20 is recognised as the industry standard for businesses and individuals responsible for maintaining, managing or specifying the maintenance of building services. Adopted as indispensable and often-mandatory instruments for tendering, planning, audit and in carrying out work, the maintenance schedules contained in this dynamic web-service covers more than 60 equipment chapters and 500 schedules giving detailed maintenance information for all principal types of heating, cooling and ventilation, installation and plant, and electrical services in buildings commonly in use within Europe.

The Service

The BE&S Association is the developer of the maintenance schedules the core of which includes:

Heating and pipework systems Ventilating and air conditioning Controls including building and energy management systems Ancillaries plumbing and sewerage systems Electrical services in buildings including power supplies and associated electrical equipment up

to 415V 'road map' of planned product updates.

The Solution

SFG20 provides definitive maintenance standards for buildings services within the HVACR industry."

Below are sample pages from SFG20 for the maintenance of air handling units:



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SLL will plan all maintenance activities to ensure that no facility will close unless under an emergency situation when SLL’s BCP and communication plan would be initiated. Construction (Design and Management) Regulations 2007 SLL will fully comply with the above Approved Code of Practice (ACOP), and with all relevant legislation and ACOP’s. We will, as normal procedure, follow CDM regulations for all projects both reportable and non-reportable, including maintenance The Health and Safety files are attached below and are produced in line with CDM 2007 showing SLL’s plan.



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Appendix A.

PPM Gantt Charts



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Asset List for North Herts Leisure Centre



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PPM Schedules for North Herts Leisure Centre



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Asset List for Letchworth Outdoor Pool



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PPM Schedules for Letchworth Outdoor Pool



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Contractors List for both North Herts Leisure Centre and Letchworth Outdoor Pool



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Contract H&S File

North Herts Leisure Centre



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Contents

1. Relevant Site information 2. Management – Corporate

3. Management – Centre

4. Site rules

5. Accident and Incident process

6. Welfare facilities

7. Competency

8. Permit to Work

9. Planned Preventative Maintenance

10. Reactive Maintenance

11. Risk Assessments

12. H&S Procedures

13. Fire and Emergency procedures

Appendix A SLL Contractor Induction form B SLL CDM briefing note C Accident and incident procedure D Blank permit to work forms



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Relevant Site information This document covers the planned and reactive maintenance for the North Herts Leisure Centre under the Letchworth Leisure Management Contract for North Hertfordshire District Council's Leisure Facilities. The Centre is located at: Baldock Road, Letchworth Hertfordshire SG6 2ER and consists of a Tropical Wave and 25 metre lane pool Sports Hall Squash Courts Dance Studio Health fitness with Sauna and Spa area Members changing area

Cafeteria Wet and Dry changing rooms Crèche Fitness Suite with 60 Stations for cardiovascular and resistance The responsibility under this plan is for the full extent of the site to the fence boundaries and covers grounds maintenance. The site has two plant areas, which are the Main plant area in basement and roof areas. Contractors entering the site must have completed the site induction as Appendix A and sign into the register on the reception desk and wear the badge at all times. No work can proceed until the relevant permit to work has been completed and authorised by a competent person. The permit will be issued with all work or purchase orders. Appendix B attached shows a briefing note given to SLL for the update of CDM in 2007. Management – Corporate The Corporate management team will set the direction and standards required for the Centre and its operation. The H&S advisor is part of the Corporate Team. Corporate contracts will be negotiated at this level to achieve compliance with SLL procedures and the most cost effective contracts for the company. The Corporate team will monitor and audit at times, using outside contractor at times, to ensure that sites are operating to the high standards SLL require. Contract review meetings will be held, chaired by the Facilities Director, with the contractor and the Centre Manager schedules dependent on the level of contract. The Facilities Director controls the maintenance software package, which is the cornerstone of SLL’s planned and reactive maintenance strategy. Weekly meetings are held to ensure the two-way communication process between Corporate and Centres is maintained and is effective. Management – Centre The Centre management team is responsible for the non-strategic operation and maintenance of the Centre, this includes Health and Safety.



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Responsibility to ensure that any contractor entering the site has the correct approval, work order, site induction and permit to work to carry out the work activity. The competency of the contractor will have been established at the time a contract or work order was issued. On completion the Centre Manager must ensure that the work is up to SLL standard, if there are any doubts the Centre Manager will then contact the Facilities Director, all the pertinent documents are to be signed off, permit by competent person and the work order logged as completed on the CAFM Explorer with any related comments or work required. The Manager must also ensure that the contractor signs out as they leave the site. Site rules The site rules are laid out in the induction form attached in Appendix A and this will be completed for every contractor entering the building, which they must sign to ensure they have read and understood the requirements. The Centre team must ensure that the contractor is fully aware of all emergency procedures in the event of them being separated. A permit to work must be issued relating to the work the contractor will be carrying out. The General form will give them access to the site and plant rooms. Asbestos is present in the following areas and the register must be checked before any work proceeds, hard copy in Centre Managers Office. NOTE: Contractor induction form attached relates to North Herts Leisure Centre and is for reference only. Accident and Incident process The SLL process is clearly identified in the procedure in the attached Appendix C. This document can be found on the Corporate Documents folder for staff and is instructed to staff during the H&S communication process. The flow diagram below is from this procedure. In the attached process contractors would be included under the staff procedure.



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Reporting and Investigation The reporting and investigation will be as the attached flow diagram using the Right Directions form in the procedures manual, a hard copy is held in every site and can be found on Corporate Documents folder. The depth of the investigation will depend on the serious nature of the incident or near miss. Facilities Director may request further reports or investigation when the documentation is reviewed. Reporting of Injuries, Diseases and Dangerous Occurrences Regulation (RIDDOR) 1995 (2012) The process for RIDDOR is instructed to SLL Management and follows the HSE instructions all incidents must be reported to the Facilities Director , decision to reports will be based on the COP and HSE Website http://www.hse.gov.uk/riddor/index.htm. The time limit of 5 days for the documentation to be sent to the Facilities Director is to ensure SLL do not miss reporting and incident and any follow up investigations. Welfare facilities SLL staff will only use their assigned welfare facilities. The Centre Manager will assign the contractor welfare facilities during the induction process. Competency The level of competency will be clearly identified for the SLL staff involved in the contract and centre both by experience and continuous training. No member of SLL will be requested or expected to carry out any task they are not competent to complete. Planned maintenance contractors will be assessed at the time of tender for a contract, this will be dependent on the type and requirements but they must be registered with the relevant recognised industry body. Reactive contractors must be approved and fully comply with the requirements for a planned maintenance contractor.



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Permit to Work Stevenage Leisure operates a permit to work procedure for all locations covering the following areas:

Hot works Working at heights Confined Spaces Electrical General – access to premises and special areas Breaking Lines COSHH/Hazardous Substances Asbestos Lifting Equipment

The required forms are attached to this plan in Appendix D and are available on SLLNET. Only a competent member of SLL staff is approved to authorise a permit to work, levels of authority to be established at commencement of contract. Planned Preventative Maintenance (PPM) As previously mentioned above under the competency section all contractors under this section will be assessed during the tender period. The contractor’s staff training programme and records are checked and SLL will verify that the company is registered with the appropriate industry body or bodies. Method statements and risk assessments for the standard maintenance tasks are produced and held in the site file. Any unusual or irregular task will be assessed before work proceeds. All PPM contractors will complete a site induction form at the start of the contract and it is the contractor’s supervisor’s responsibility to ensure all his staff are instructed in the rules of the Centre, SLL Management will audit to ensure compliance. Any corrective actions will be taken through the contract process. Centre Manager will ensure all required permit to works are in place before work commences and are signed off. Reactive Maintenance The process is the same as the PPM when adding a contractor to the SLL list, the only difference lies in the nature of reactive works, the method statement and risk assessment will in most cases be carried out at the time of the incident and the Centre Manager will ensure this happens before work commences along with any permits. Risk Assessments Risk assessments must be completed for all tasks carried out irrespective of how minor. The purpose is the elimination of any risk for customers, staff and contractors. An assessment must be completed whoever is carrying out the task, SLL staff or contractor. The Centre Management must check all risk assessments to ensure all possible actions have been evaluated, any doubt review with the Facilities Director. A fire risk assessment will be completed to comply with “The Regulatory Reform (Fire Safety) Act 2005” A noise risk assessment and record will be completed to comply with the “Control of Noise Regulations 2005”



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H&S Procedures SLL and Right Directions have produced detailed H&S procedures and can be found on Corporate Documents Central folder and a hard copy held in each Centre. The folders held in each facility: H&S file (part of QMS) – all site general procedures Fire Directions file – file procedures and log sheets for testing. Fire and Emergency procedures SLL staff will be regularly instructed on the fire and emergency procedures through the fire, Business Continuity Planning (BCP) and QMS exercises and training. New staff will cover this during the staff induction process. Fire - weekly bell tests 6 monthly evacuations BCP - 6 monthly exercises Special training (e.g. swine flu) The fire and emergency procedures are given to contractors as part of the induction procedure and the form which they keep a copy. Visitors will be accompanied at all times and are therefore the responsibility of the member of staff they are with. Building evacuation processes are tested with the 6 monthly fire evacuation and fire marshals under go annual training. The BCP document covers bomb threats and evacuation. Fire exits and equipment is checked daily by Centre staff before opening to the public.



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Appendix A

Contractor Induction Form



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Appendix B

CDM Briefing Note



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Appendix C

Accident and Incident Procedure



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Accident and Incident reporting process

1.0 Purpose

The following process is intended to ensure all SLL sites are reporting their accident and incident for the following: To ensure consistency of reporting for all SLL sites To ensure RIDDOR is completed when required To ensure any investigations needed are completed To ensure Near misses are investigated to reduce or eliminate possible hazards To ensure we can supply to the Insurance company accurate information for any possible future

claims or liabilities.

2.0 Process

The process to be used is as the attached flow diagram and must be followed in all SLL centres using the: a) HSE Staff Accident (Yellow) Book BI 510 b) SLL Accident and incident duplicate reporting forms for all accidents, incidents and near misses. James Barker (JB) must receive the forms no later than the 5th day after the occurrence or in JB absence to Ian Morton (IM) Please note that due to the Data Protection Act 1998 all personal and sensitive information must be stored securely, therefore any staff or customer information must be locked away in a secure cabinet. The duplicate forms to be used will have this information blanked out for the copy to JB. A competent person must complete an investigation i.e. 1. H&S trained competent person or 2. Centre Manager or 3. Area Manager If the accident, incident or near miss is a) Reportable to HSE b) Major incident c) The potential to cause major incident or injury d) Repeat incident, accident or near miss however minor after 3 occurrences e) Involving member of the public/customer Note: Please ensure that the forms are completed accurately, ensuring that any liability is admitted. The Centre manage must check and sign all forms. If under pressure by customer to state something on the form contact your Centre Manager or Area Manager for guidance. If the situation warrants it the Centre or Area Manager must seek legal advice from the Support Services Director.



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Appendix D

Permit to Work Forms



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Contract H&S File

Letchworth Outdoor Pool



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Contents

1. Relevant Site information 2. Management – Corporate

3. Management – Centre

4. Site rules

5. Accident and Incident process

6. Welfare facilities

7. Competency

8. Permit to Work

9. Planned Preventative Maintenance

10. Reactive Maintenance

11. Risk Assessments

12. H&S Procedures

13. Fire and Emergency procedures

Appendix A SLL Contractor Induction form B SLL CDM briefing note C Accident and incident procedure D Blank permit to work forms



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Relevant Site information This document covers the planned and reactive maintenance for the Letchworth Outdoor Pool under the Letchworth Leisure Management Contract for North Hertfordshire District Council's Leisure Facilities. The Centre is located at: Norton Common, Icknield Way Letchworth, Herts SG6 4UF and consists of a:

Main Pool - 50.3m x 18.3 m 0.75m x 2.75m deep Learner Pool - 18.3m x 9m 0.75m deep Entrance Area and Cash Desk Separate Male and Female changing/lockers and toilet facilities Cafeteria 10.5m x 13.5m One Staff Room - 3.9m x 3.3m Toilet facilities Office and First Aid accommodation New Plant Room Sports Development storage areas (Client use only) 1,500m2 Grassed Area

The responsibility under this plan is for the full extent of the site to the fence boundaries and covers grounds maintenance. The site has one plant room which contains the Pool plant i.e. pumps and filters, sand filters, chemical treatment and boilers. Contractors entering the site must have completed the site induction as Appendix A and sign into the register on the reception desk and wear the badge at all times. No work can proceed until the relevant permit to work has been completed and authorised by a competent person. The permit will be issued with all work or purchase orders. Appendix B attached shows a briefing note given to SLL for the update of CDM in 2007. Management – Corporate The Corporate management team will set the direction and standards required for the Centre and its operation. The H&S advisor is part of the Corporate Team. Corporate contracts will be negotiated at this level to achieve compliance with SLL procedures and the most cost effective contracts for the company. The Corporate team will monitor and audit at times, using outside contractor at times, to ensure that sites are operating to the high standards SLL require. Contract review meetings will be held, chaired by the Facilities Director, with the contractor and the Centre Manager schedules dependent on the level of contract. The Facilities Director controls the maintenance software package, which is the cornerstone of SLL’s planned and reactive maintenance strategy.



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Weekly meetings are held to ensure the two-way communication process between Corporate and Centres is maintained and is effective. Management – Centre The Centre management team is responsible for the non-strategic operation and maintenance of the Centre, this includes Health and Safety. Responsibility to ensure that any contractor entering the site has the correct approval, work order, site induction and permit to work to carry out the work activity. The competency of the contractor will have been established at the time a contract or work order was issued. On completion the Centre Manager must ensure that the work is up to SLL standard, if there are any doubts the Centre Manager will then contact the Facilities Director, all the pertinent documents are to be signed off, permit by competent person and the work order logged as completed on the CAFM Explorer with any related comments or work required. The Manager must also ensure that the contractor signs out as they leave the site. Site rules The site rules are laid out in the induction form attached in Appendix A and this will be completed for every contractor entering the building, which they must sign to ensure they have read and understood the requirements. The Centre team must ensure that the contractor is fully aware of all emergency procedures in the event of them being separated. A permit to work must be issued relating to the work the contractor will be carrying out. The General form will give them access to the site and plant rooms. Asbestos is present in the following areas and the register must be checked before any work proceeds, hard copy in Centre Managers Office. NOTE: Contractor induction form attached relates to Letchworth Outdoor Pool and is for reference only. Accident and Incident process The SLL process is clearly identified in the procedure in the attached Appendix C. This document can be found on the Corporate Documents folder for staff and is instructed to staff during the H&S communication process. The flow diagram below is from this procedure. In the attached process contractors would be included under the staff procedure.



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Reporting and Investigation The reporting and investigation will be as the attached flow diagram using the Right Directions form in the procedures manual, a hard copy is held in every site and can be found on Corporate Documents folder. The depth of the investigation will depend on the serious nature of the incident or near miss. Facilities Director may request further reports or investigation when the documentation is reviewed. Reporting of Injuries, Diseases and Dangerous Occurrences Regulation (RIDDOR) 1995 (2012) The process for RIDDOR is instructed to SLL Management and follows the HSE instructions all incidents must be reported to the Facilities Director , decision to reports will be based on the COP and HSE Website http://www.hse.gov.uk/riddor/index.htm. The time limit of 5 days for the documentation to be sent to the Facilities Director is to ensure SLL do not miss reporting and incident and any follow up investigations. Welfare facilities SLL staff will only use their assigned welfare facilities. The Centre Manager will assign the contractor welfare facilities during the induction process. Competency The level of competency will be clearly identified for the SLL staff involved in the contract and centre both by experience and continuous training. No member of SLL will be requested or expected to carry out any task they are not competent to complete. Planned maintenance contractors will be assessed at the time of tender for a contract, this will be dependent on the type and requirements but they must be registered with the relevant recognised industry body. Reactive contractors must be approved and fully comply with the requirements for a planned maintenance contractor.



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Permit to Work Stevenage Leisure operates a permit to work procedure for all locations covering the following areas:

Hot works Working at heights Confined Spaces Electrical General – access to premises and special areas Breaking Lines COSHH/Hazardous Substances Asbestos Lifting Equipment

The required forms are attached to this plan in Appendix D and are available on SLLNET. Only a competent member of SLL staff is approved to authorise a permit to work, levels of authority to be established at commencement of contract. Planned Preventative Maintenance (PPM) As previously mentioned above under the competency section all contractors under this section will be assessed during the tender period. The contractor’s staff training programme and records are checked and SLL will verify that the company is registered with the appropriate industry body or bodies. Method statements and risk assessments for the standard maintenance tasks are produced and held in the site file. Any unusual or irregular task will be assessed before work proceeds. All PPM contractors will complete a site induction form at the start of the contract and it is the contractor’s supervisor’s responsibility to ensure all his staff are instructed in the rules of the Centre, SLL Management will audit to ensure compliance. Any corrective actions will be taken through the contract process. Centre Manager will ensure all required permit to works are in place before work commences and are signed off. Reactive Maintenance The process is the same as the PPM when adding a contractor to the SLL list, the only difference lies in the nature of reactive works, the method statement and risk assessment will in most cases be carried out at the time of the incident and the Centre Manager will ensure this happens before work commences along with any permits. Risk Assessments Risk assessments must be completed for all tasks carried out irrespective of how minor. The purpose is the elimination of any risk for customers, staff and contractors. An assessment must be completed whoever is carrying out the task, SLL staff or contractor. The Centre Management must check all risk assessments to ensure all possible actions have been evaluated, any doubt review with the Facilities Director. A fire risk assessment will be completed to comply with “The Regulatory Reform (Fire Safety) Act 2005” A noise risk assessment and record will be completed to comply with the “Control of Noise Regulations 2005”



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H&S Procedures SLL and Right Directions have produced detailed H&S procedures and can be found on Corporate Documents Central folder and a hard copy held in each Centre. The folders held in each facility: H&S file (part of QMS) – all site general procedures Fire Directions file – file procedures and log sheets for testing. Fire and Emergency procedures SLL staff will be regularly instructed on the fire and emergency procedures through the fire, Business Continuity Planning (BCP) and QMS exercises and training. New staff will cover this during the staff induction process. Fire - weekly bell tests 6 monthly evacuations BCP - 6 monthly exercises Special training (e.g. swine flu) The fire and emergency procedures are given to contractors as part of the induction procedure and the form which they keep a copy. Visitors will be accompanied at all times and are therefore the responsibility of the member of staff they are with. Building evacuation processes are tested with the 6 monthly fire evacuation and fire marshals undergo annual training. The BCP document covers bomb threats and evacuation. Fire exits and equipment is checked daily by Centre staff before opening to the public.



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Appendix A

Contractor Induction Form



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Appendix B

CDM Briefing Note



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Appendix C

Accident and Incident Procedure



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Accident and Incident reporting process

1.0 Purpose

The following process is intended to ensure all SLL sites are reporting their accident and incident for the following: To ensure consistency of reporting for all SLL sites To ensure RIDDOR is completed when required To ensure any investigations needed are completed To ensure Near misses are investigated to reduce or eliminate possible hazards To ensure we can supply to the Insurance company accurate information for any possible future claims or liabilities.

2.0 Process

The process to be used is as the attached flow diagram and must be followed in all SLL centres using the:

a) HSE Staff Accident (Yellow) Book BI 510 b) SLL Accident and incident duplicate reporting forms for all accidents, incidents and near misses.

James Barker (JB) must receive the forms no later than the 5th day after the occurrence or in JB absence to Ian Morton (IM) Please note that due to the Data Protection Act 1998 all personal and sensitive information must be stored securely, therefore any staff or customer information must be locked away in a secure cabinet. The duplicate forms to be used will have this information blanked out for the copy to JB. A competent person must complete an investigation i.e. 1. H&S trained competent person or 2. Centre Manager or 3. Area Manager If the accident, incident or near miss is

c) Reportable to HSE d) Major incident e) The potential to cause major incident or injury f) Repeat incident, accident or near miss however minor after 3 occurrences

Involving member of the public/customer Note: Please ensure that the forms are completed accurately, ensuring that any liability is admitted. The Centre manage must check and sign all forms. If under pressure by customer to state something on the form contact your Centre Manager or Area Manager for guidance. If the situation warrants it the Centre or Area Manager must seek legal advice from the Support Services Director.



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Appendix D

Permit to Work Forms



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