SUP 02 Avoiding danger from underground services during ground works Unified procedures for use within NHSScotland

Transcription

1 SUP 02 Avoiding danger from underground services during ground works Unified procedures for use within NHSScotland April 2015

2 Contents Page Acknowledgements Preface Introduction Management Guidance Procedures and precautions General Planning stage Pre-start procedures Works on site Prior to commencement Unplanned maintenance and emergencies Responsibilities Training, instruction and information Implementation of procedures Appendix 1: Underground services clearance Appendix 2: Acknowledgement Appendix 3: Authorisation to dig Appendix 4: Cancellation Appendix 5: Details of as-fitted works Draft Version 0.02: April 2015 Page 2 of 17

3 Disclaimer The contents of this document are provided by way of general guidance only at the time of its publication. Any party making any use thereof or placing any reliance thereon shall do so only upon exercise of that party s own judgement as to the adequacy of the contents in the particular circumstances of its use and application. No warranty is given as to the accuracy, relevance or completeness of the contents of this document and Health Facilities Scotland, a Division of NHS National Services Scotland, shall have no responsibility for any errors in or omissions therefrom, or any use made of, or reliance placed upon, any of the contents of this document. Draft Version 0.02: April 2015 Page 3 of 17

4 Acknowledgements This procedures document has been developed, updated and amended by Health Facilities Scotland based on procedures made available by the Estates Departments in NHS Forth Valley and NHS Ayrshire & Arran whose cooperation is gratefully acknowledged. Note: This unified procedures guidance has been produced for NHS Boards to adopt or adapt to suit individual circumstances. Draft Version 0.02: April 2015 Page 4 of 17

5 1. Preface Introduction 1.1 In order to protect existing services and to comply with Health and Safety legislation, requirements of statutory undertakers and others it is necessary for any person intending to carry out works below ground to obtain full Services Clearance and operate a permit system to dig, excavate, pile or drill. This instruction applies to NHS Project and Maintenance work, including Emergencies. 1.2 Underground services, particularly electricity and gas, can be easily damaged during excavating and digging works. If proper precautions are not taken it is too easy for workers to cut these services. Management Guidance 1.3 It is the responsibility of the owners and occupiers of properties, NHS Board Chief Executive Officers and Managers to ensure that their premises comply with all statutory requirements. 1.4 Employers have a duty under the Health & Safety at Work etc Act 1974, so far as is reasonably practicable, to ensure the health and safety of employees, residents and visitors to their premises. It is incumbent upon both owners and occupiers of premises to ensure that there is a management regime in place for the proper purchase, design, installation and operational management of buildings, plant, equipment and systems. 1.5 All personnel should be made fully aware of their safety responsibilities, as required by statute and they should be given the necessary information and training to understand and carry them out properly. This also applies to organisations and individuals to whom work has been contracted. 1.6 Management should make available guidance on the safe operation and practice of all activities undertaken by themselves or others under contract. 1.7 Contractors will need specific advice about special hazards within healthcare premises including excavations in the vicinity of buried services. Draft Version 0.02: April 2015 Page 5 of 17

6 2. Procedures and precautions Note: The procedures set out in this guidance apply to all persons, including contractors, intending to carry out works involving any excavation, drilling, piling or any other activity into the ground surface or floor slabs of buildings, including maintenance and emergency works. General 2.1 All NHS Board staff carrying out work in connection with this guidance shall assess the risks associated with their work activities related to the following: the health and safety of all staff and members of the public; implications to the NHS Board business and operations; requirements for Safe Systems of Work (SSOW) and method statements; ensuring that relevant Scottish Technical Memoranda design and maintenance standards guidance is adhered to. All NHS Board staff carrying out risk assessments shall have been appropriately trained in doing so and shall record all risk assessments undertaken. 2.2 The NHS Board s Control of Contractors procedures shall be applied and staff responsible for their adherence shall issue guidance to external third parties for Ground Service Clearance at the time of contractor registration, subsequently carrying out checks while specified NHS works are in progress to ensure compliance on site. Planning stage 2.3 At the planning stage, before work starts on site, the NHS Board s Authorised Person shall ensure that the locations of all known buried services are identified and produced on a drawing or site plan. Note: The NHS Board s Authorised Person must ensure that where the original drawings of statutory utilities authorities are available they are supplied to the contractor in addition to local NHS Board information held by Estates. This does not negate the contractor s responsibility to obtain such drawings directly from the relevant utility authorities. Where information is filed electronically, paper copies of drawings shall be supplied. 2.4 Once the required drawings have been obtained an application form for an underground service clearance is to be completed and areas of work identified prior to any work starting on site. The form should be sent to the Authorised Person or duty Estates officer. At least five working days notice should be given. Draft Version 0.02: April 2015 Page 6 of 17

7 2.5 The NHS Board s Authorised Person shall procure and issue the latest drawings from records showing all known existing services in the area of the work and complete Section 2 of the Underground Services Clearance form confirming the extent of buried services likely to be encountered. (See Appendix) Pre-start procedures 2.6 The Authorised Person shall carry out a comprehensive site visual inspection and desktop survey of the proposed work site. This will allow the brief to be prepared and issue of the record drawings to the contractor ensuring that the appointed contractor is made aware of all existing buried services within the worksite. This will assist in the contractor s completion of Section 1 comprising the Services Clearance Request. 2.7 Appropriate work methods must be adopted to protect the integrity of all existing known buried services in the area. The probability of unknown buried services existing within the area should be acknowledged with work procedures adapted as appropriate. A cable avoidance tool (CAT) should be used to check the area. Services should be traced out, routes marked with pain, chalk or wooden pegs and in confirming the position of buried services the contractor may be permitted to hand dig trial holes. 2.8 The NHS Board s Authorised Person and Contractor will agree the appropriate site survey requirements which will normally comprise a topographical survey, a full sub-surface survey which would include lifting of all manhole and inspection covers. 2.9 The Principal Contractor / Person in Charge of the digging and excavation will confirm in writing to the NHS Board s Authorised Person that the work site has been scanned, services marked and persons instructed, prior to the commencement of any works The possibility of damage to a service must always be recognised and appropriate emergency or contingency plans should be in place to deal safely and effectively with any eventuality recognising the possibility of damage to buried services. Wherever possible, services should be isolated before digging starts The NHS Board s Estates personnel will provide advice and assistance to ensure that all procedures are risk assessed, method statements and work practise are carried out safely without disruption. Advice is available from specialist advisors for the NHS Board (e.g. infection prevention and control, health & safety, fire safety, etc). Note: On discovery of any site discrepancy the Contractor will contact the NHS Board s Authorised Person who will then carry out a complete review of the service clearance procedures. Draft Version 0.02: April 2015 Page 7 of 17

8 3. Works on site Prior to commencement 3.1 Following receipt of all service clearance information and site layout drawing the Contractor will take possession of the site and be responsible from then on for operating safe systems to protect all existing buried services within the site during the works. 3.2 Before work starts the Contractor must verify the service information given and be satisfied as to its accuracy and completeness. This will involve a separate service location survey and any deviations or additions to the contract arising from this shall be reported to the NHS Board s Authorised Person for inclusion in site records. 3.3 The appointed Contractor is responsible for all ground marking and familiarisation with the work site. 3.4 Where the work is adjacent to existing services, detailed method statements must be given to the Authorised Person to state how these services are to be located and protected while maintained operational. 3.5 The Contractor shall be responsible for ensuring that prior to back-filling, all new and existing buried services are surveyed so that accurate as built records are maintained. This information requires to be recorded prior to back-filling and confirmed by the NHS Board Authorised Person on or before completion of the contract. The information is to be supplied electronically in a format compatible with the NHS Board s policy. The Authorised Person shall ensure that original drawings together with the Contractor s As Built drawings are passed to and held in the NHS Board s records. Note: If any Contractors default in the production of records which are deemed operationally necessary, the NHS Board may reserve the right to charge the Contractor or withhold final payment to cover the whole cost of obtaining the information by alternative means. Record drawings shall accurately dimension services locations including depth, proximity to buildings, etc. Draft Version 0.02: April 2015 Page 8 of 17

9 4. Unplanned maintenance and emergencies 4.1 For unplanned maintenance and emergency work an immediate service clearance procedure shall be implemented based on existing buried services drawings as set out in Section1 of the form in Appendix 1. A risk assessment and safe system of work will be produced in accordance with the NHS Board s procedures and held on record indicating the procedures to be employed during an emergency situation. 4.2 The drawings of the existing buried services shall be passed to the Contractor who will be responsible for carrying out a detection survey to locate precise service positions, marking them out on site and on the drawings. 4.3 The NHS Board s Authorised Person shall request and agree the Contractor s method statements. 4.4 Having agreed that it is safe to proceed the Authorised Person shall issue a Service Clearance as set out in Section 2 of the form in the Appendix. The Person in Charge of the digging and excavation works shall then ensure that all contractors operatives are fully briefed as to the correct methods of working. This should be in the form of a Toolbox Talk or similar. Draft Version 0.02: April 2015 Page 9 of 17

10 5. Responsibilities 5.1 It is the NHS Board s responsibility to ensure that all organisations and persons located within its boundaries who propose to carry out excavations on its premises are advised as to the known hazards which are likely to affect their works and to have taken the appropriate precautions to reduce the risk of damage, injury or disruption resulting from the ground works. 5.2 To exercise this responsibility, therefore, it is imperative that no ground excavation, digging, piling or similar activities are undertaken within the NHS Board s boundaries without prior formal written authorisation from the Board s Authorised Person. Draft Version 0.02: April 2015 Page 10 of 17

11 6. Training, instruction and information 6.1 Training related to all underground service clearance procedures systems of work involving the use of cable detection tools will require to be to a recognised standard and require demonstration of competence to the satisfaction of the NHS Board Authorised Person. 6.2 The need for any additional instruction and information must be reviewed and provided when any changes are made to any systems or personnel. 6.3 NHS Board Estates staff require training in the use of cable detection equipment and underground service procedures. On successful completion of training they will be certificated by the Board s Head of Estates as an authorising authority. 6.4 Cable detection equipment will be used in accordance with the manufacturer s instructions and be regularly checked, calibrated and maintained in good working order. Draft Version 0.02: April 2015 Page 11 of 17

12 7. Implementation of procedures 7.1 Any NHS Board staff may challenge any person or organisations found carrying out excavation works so as to confirm that they possess the necessary authorisation. 7.2 Any unauthorised or unsafe excavation works must be immediately suspended and the persons or contractors responsible prevented from recommencing work until proper authorisation has been obtained. 7.3 All work adjacent to live existing buried services should be undertaken with particular caution. Hand digging is generally required in accordance with HSE guidance unless otherwise specified, within a 500mm zone (in all directions) of all live services except fuel mains where a 3m zone (in all directions) is required. Note: The type of equipment being used needs to be considered. For instance, piling and vibration cause damage to underground piped services and special protection may be required. Draft Version 0.02: April 2015 Page 12 of 17

13 Appendix 1: Underground services clearance Section1: Services Clearance Request (To be completed by the NHS Contractor) 1.1 Contractor undertaking works Name Company Tel No: 1.2 Details of location - Sketch/drawing to be included (Ref: ) 1.3 Brief description of works and equipment 1.4 Expected duration From (Date) To (Date) Section2: Services Clearance (To be completed by NHS Board Authorised Person) LV Electricity Gas MP/LP Water Telephone Fibre Optic incl data & comms HV Electricity Drainage Street lighting Other (oil, MGPS) See attached drawing(s) Name Signature Draft Version 0.02: April 2015 Page 13 of 17

14 Appendix 2: Acknowledgement Section 3: Acknowledgement (To be completed by the NHS Contractor) 3.1 The responsibility for locating all services lies with the NHS Contractors 3.2 Reference should be made to the NHS Board s estates policies of local NHS Board estates instructions. 3.3 Safety: reference should be made to HSE Guidance Not HSG 47 Avoiding danger from underground services. Please ensure that Contract site management and other personnel read a copy of this guidance note. 3.4 The Contractor should be aware of Scotland s utilities (gas, electricity, water and telecomm) free phone one-call centre Moleseye Ltd, ( which can also be contacted on The facility is designed to be used by those undertaking excavations prior to starting work on site. When contacted, Moleseye will notify all utilities of the proposed works. This will enable compliance with the New Roads and Street Works Act 1991 (assuming due notice has been given) and HS (G) 47. (NB There may be a charge for this service). 3.5 Services are accurate as far as records permit but are not warranted as being absolutely correct. 3.6 Excavations must not commence unless this Permit is acknowledged by the NHS Board s Contractor. 3.7 The NHS Contractor must provide a Risk Assessment and Method Statement. 3.8 The NHS Contractor must provide As fitted drawings on completion. 3.9 Trial holes MUST be excavated by hand to confirm the position and any buried services in the works area. Hand held power tools and mechanical excavators are the main sources of danger and they should not be used too close to underground services Acknowledgement: I have read this section, carried out a survey of the areas, understand the hazards of this work and the precautions to be taken. These have been fully explained to the operatives carrying out this work and I consider them to be competent to proceed safely. Name of Supervisor / Contractor Title Tel No: Signature Date: Time: Draft Version 0.02: April 2015 Page 14 of 17

15 Appendix 3: Authorisation to dig Section 4: Authorisation to dig (To be completed by the NHS Board s Authorised Person) 4.1 Approval: The above work is authorised to proceed in accordance with Safety Specifications included in Works Contracts and the requirements set out in the Method Statements. 4.2 This Permit is valid from (Date) to (Date) 4.3 Additional comments: Authorised by: Title: Tel No: Signature: Date: Time: Draft Version 0.02: April 2015 Page 15 of 17

16 Appendix 4: Cancellation Section 5: Cancellation (To be completed by the Contractor and the NHS Board Authorised Person) I have completed the work in this Permit, restored the location to a safe and orderly condition and passed the As Fitted drawings and information to the NHS Board s Estates Department. Signature: Date: (Supervisor/Contractor) I accept that the work has been completed. Signature: Date: (NHS Board Authorised Person) Draft Version 0.02: April 2015 Page 16 of 17

17 Appendix 5: Details of as-fitted works Details of as-fitted works carried out and services found during the works to be set out below. A sketch on a separate sheet should be provided if required. Draft Version 0.02: April 2015 Page 17 of 17