Annex O To Loughborough University Estates Services Health and Safety Policy

Annex O To Loughborough University Estates Services Health and Safety Policy Management Programme Of The Water Storage And Distribution Facilities Of Buildings And Cooling Towers On And Off Campus In Order To Effect Prevention And Control Of Legionnaires Disease Site Description And Technical Information 1. This Code of Practice covers the work undertaken by Loughborough University Estates Services, the Residential Organisation and contractors working on their behalf in order to effect compliance with the Health and Safety Commission document 'The Control of Legionella Bacteria in Water Systems, Approved Code of Practice and Guidance L8 (L8) and the Control of Substances Hazardous to Health (COSHH) Regulations. Water Storage Systems 2. One of the primary requirements from the Approved Code of Practice L8 document concerning the control of Legionella is the Identification and Assessment of the Risk. The University completed this Risk Assessment of its water storage systems during 2001. The following requirements are based on specialist contractors undertaking works on behalf of Loughborough University, based on the L8 document, with recommendations concerning inspection and cleaning of tanks following the original risk assessment. 3. The Mechanical Engineer maintenance shall be responsible for maintaining the cleaning, disinfection and conformity certification for water storage and distribution systems. 4. Currently, the Imago at Burleigh Court Short Course Centre is included in this Code of Practice. 5. This Management Programme for water storage and distribution systems includes regular pre-planned visits by specialised personnel to:- a. Annually Inspect or drain, inspect and clean domestic water storage tanks including disinfection of drained tanks on completion as itemised on the list of buildings given at Appendices 1, 2 and 3 as applicable. Any additional requirements found necessary on inspection are to be brought to the attention of the Contracts Engineer immediately for instructions. A photograph of all drained tanks is to be included as a record for the University. Draining calorifiers, and checking for debris, in the base of the vessel. The calorifier should then be cleaned if considered necessary (Approved Code of Practice L8, Items 182 paragraph C) August 2004 1

Within the list of calorifiers given below and at Appendix 1, there are many sizes and types ranging from High Temperature Hot Water Pressure Vessels supplied on the primary side from central boiler houses, to domestic cylinders used in small houses. Many of the calorifiers do not have access ports in the base of the vessel for inspection purposes. Estates Services will continuously reassess the methodology by which inaccessible calorifiers are treated based on the following guidelines. The large pressure vessel calorifiers are inspected every four years for insurance purposes and at that time are completely drained, covers removed and inspected. The specialist water treatment contractor will be required to carry out inspections/cleaning and chlorinating on the systems affected by the insurance inspections at the same time, finally inspecting and spray chlorinating the internal surfaces of the calorifier at a maximum level of 50ppm for 1 hour. The calorifier will finally be boxed up by others. The list for these Pressure Vessel Domestic Hot Water Services Calorifiers for year one of the cycle is as follows:- Chemical Engineering HWS BA10 Electrical Engineering workshops HWS BA13 Mechanical Engineering (Wolfson Original) HWS BA8 Electrical Eng basement Toilets HWS BA15 Chemistry HWS B19 Brockington Extension HWS B29 Brockington Plant room HWS B24 Haslegrave HWS B34 Haslegrave Changing Rooms HWS B60 HWS B61 Whitworth HWS B50 HWS B51 The list for the Pressure Vessel Domestic Hot Water Services Calorifiers for year two of the cycle is as follows:- Herbert Manzoni LUSAD Fine Arts James France Towers Accommodation Hazlerigg Edward Herbert LUFS (Old Telford) Dance Studio Towers Refectory HWS B38 HWS BA13 HWS B21 HWS B23 HWS BDL8 HWS BDL9 HWS B36 HWS B10 HWS B11 HWS B50 HWS B51 HWS BDL10 HWS BDL11 August 2004 2

The large pressure vessel calorifiers that are not being inspected for insurance purposes will annually have the secondary side (domestic hot water) drained, covers removed, inspected, cleaned as necessary, spray chlorinated and finally boxed up. The primary side of the calorifier, that does not require inspecting, will be isolated by Estates Services and a Permit to Work issued to the contractor. The non-statutory calorifiers are listed at Appendix 1 to this Annex and require secondary side (domestic hot water) draining, covers removing where fitted, inspecting, cleaning as necessary, spray chlorinating and finally boxing up. Where there are no inspection facilities, take TVC samples of calorifier drains or from the nearest domestic hot water sentinel outlet if no drain is available. The successful contractor is to compile a list of inspection covers and drain outlets that are not fitted for the University to consider a programme of installing these items where appropriate. It should be noted that anti-vacuum valves are incorporated in some of the hot water services systems. The Contractor shall be responsible for locating and opening these valves prior to draining down. At the same time as water tanks are being inspected, a Risk Assessment Review on tanks and plant rooms is to be carried out to highlight any hazards or potential hazards that may have developed since the last full Risk Assessment. b. Student Village The residential Village complex domestic hot and cold water is fed from the storage tanks in the Whitworth building. This system is continually dosed by an Envirox PWT chlorine dioxide generation unit and is monitored on a monthly basis by a specialist contractor, therefore the requirement for quarterly cleaning of shower heads is negated and an annual clean and sterilisation is undertaken. Buildings Number of Shower heads Whitworth 9 Cayley 135 Rutherford 118 Telford 108 Faraday 116 Royce 114 All the annual work is to take place over the summer vacation during July, August and September each year. c. Six Monthly All Academic and Residential domestic tanks temperature monitoring and recording as indicated in Appendices 2 and 3 to this Annex. August 2004 3

d. Quarterly All Academic and Residential as indicated in Appendices 2 and 3 to this Annex (apart from Village Envirox chlorine dioxide systems) dismantle, de-scale and flush showerheads. A review meeting between the University Estates Services and the Contractor. e. Monthly Calorifiers flow and return temperatures. Sentinel tap hot water outlet temperatures after approx 1 minute. Sentinel tap cold water outlet temperatures after approx 2 minutes. Monitor and record above in the files supplied to the University. Residential Organisation operatives will run showers and taps as prescribed in the planned maintenance system initiated by Estates Services. f. Weekly Out Of Term Time Residential Organisation operatives will run showers and taps within any empty buildings as prescribed by the Estates Services planned maintenance system. Records of such work shall be maintained by Estates Services. 6. General Requirements The chosen specialist contractor is to supply and maintain works and test records throughout the contract period, up-dating monthly. The contractor must provide a clearly defined management Structure with contact telephone numbers both for routine and Emergency situations. The contractor must appoint a qualified and responsible person to manage their staff working on the campus and must be available on site personally. This duty may be undertaken, by a working supervisor. The contract for specialist services shall be reviewed every 3 years and shall consist of annual, 6 monthly, quarterly and monthly visits by specialised personnel who are competent and trained to the requirements of the above mentioned documents. The Maintenance Contracts Engineer shall maintain the schematic drawings of all water storage tanks and systems and shall ensure their availability at all times for use by direct labour and contractors as necessary. Any of the above listed buildings may in the future have their water storage tanks and systems altered or modernised and at that time a pro rata price adjustment is to be agreed. August 2004 4

The Contractor is to supply all labour, tools, equipment (including access equipment) and transport to carry out the work. All labour must be competent and trained in matters of safety and procedures both for themselves and members of the public as per the 'Health and Safety at Work etc Act 1974'. Data sheets for all chemicals intended for use are to be issued prior to work and suitable and sufficient Control of Substances Hazardous to Health assessments are to be carried out in compliance with Control of Substances Hazardous to Health Regulations. Protective clothing and respiratory protection equipment with conforms to the appropriate statutory requirements are to be used where necessary. The Contractor is to be fully responsible for the disposal of effluent, which is to be fully in accordance with the requirements of the Water Act. 7. Extent Of Work At every visit the Contractor is to report to the Maintenance Contracts Engineer (or his representative) for instruction, to sign in the register and to obtain any necessary keys. The keys have to be signed for in the key register and returned each day. The hours of reporting and key availability are 0830 hours to 1230 hours and 1330 hours to 1700 hours Monday to Thursday and 0830 hours to 1230 hours and 1330 hours to 1630 hours on Friday. The visits will take place within these times. Any request for attendance outside these times, for whatever reason, will have to be specially arranged. All contractors staff shall undergo an Estates Services specific Health and Safety Induction before commencement of any work on site. This is an absolute requirement and under no circumstances shall any non-inducted staff be allowed to work on any system. The annual drain, inspect, clean and chlorination to tanks as per the itemised list to comply with Health and Safety document L8 shall be as follows:- a. Any water treatment equipment is to be disconnected from the system. b. The ph of the system is to tested and should fall between 5.5 and 9.0. If below 5.5 the system is to be drained, flushed and refilled with mains water. If the ph of the mains water falls outside the range of 5.5 and 9.0, the disinfection is Not to Proceed and both the University and Severn Trent Water Authority, (via the Maintenance Contracts Engineer), are to be notified. c. If the water ph is within the limits, the water storage tanks are to be isolated including inlets and outlets. The water is to be discharged in accordance with Severn Trent Water regulations. Attach suitable hazard warning notices to ALL inlets and outlets, e.g.; 'DANGER - Do Not Use'. Please note:- The positions of the outlet valves are to be recorded before isolation to enable the identical water flow rates to be achieved when the tanks are returned to service. August 2004 5

d. The water storage tank and associated fittings shall be cleaned using high pressure water jetting or manual methods. The ball float is to be thoroughly cleaned and the tank rinsed down. Suitable personal protective equipment (PPE) shall be worn by all personnel, during the cleaning and sterilisation processes. e. Residue is to be removed by the use of wet and dry vacuum cleaning and disposal down a foul drain. The tank is then to be rinsed with fresh water. f. The tank is to be refilled with fresh make up water and isolated from the mains supply. The tank is then to be chlorinated to a level of 50ppm for 1 hour topping up the tank as necessary. g. The chlorine will then be neutralised using Sodium Thiosulphate to ensure the chlorine level in the tank is no higher than that of the incoming mains supply. h. The tank will then be flushed and refilled, and then further PH of the tank water taken to ensure it falls between 5.5 and 9.0. The tank is to be de-isolated from the system, with valves being returned to their as found position. i. Where internal conditions of the tank is such that painting or other refurbishment is required, or the tank does not comply in any way with Water Regulations 1999, the contractor is to report this to the Maintenance Contracts Engineer on a written report. Any remedial work instructed by the Maintenance Contracts Engineer would be subject to an additional order. j. Residential Organisation operatives will run showers and taps within any empty buildings as prescribed by the Estates Services planned maintenance system. Records of such work shall be maintained by Estates Services. 8. Cooling Towers This section covers the approach adopted by Estates Services for the total management of the Pilkington Library Cooling Tower. Works Instruction H050, which was re-assessed following the audit in October 2003, is reproduced hereunder in order to effect compliance with L8. The Cooling Tower is stripped and cleaned twice a year either by specialist contractors or utilising suitably trained and competent in house labour, with weekly tasks undertaken by in house staff supplemented by specialist chemical contractor s monthly visits. The routine tasks are incorporated in the Estates Services planned maintenance system. The Cooling Tower system Log Book is maintained by the Mechanical Services Supervisor and routinely audited by Estates Services Health and Safety Officer. August 2004 6

9. Planned preventative maintenance instructions for evaporative cooling towers (H050). Safety in all its aspects concerns everyone and Safety Rules and Regulations must be observed. It is essential that all Plant and Equipment is rendered and kept safe whilst it is being worked on. Also, that suitable protective clothing and other safeguards are worn and used at all times. Only suitably trained and authorised personnel shall carry out work on the cooling tower or any of its component parts. Reference is to be made to the individual chemical product data sheets that are located at each water treatment/injection point before any work whatsoever takes place or treatment chemicals are handled. Before work or checks are carried out on any item of plant or machinery which is of the moving type, whether automatically controlled or not, such plant is to be isolated, both electrically and hydraulically from ALL sources of supply, and caution notices are to be fitted at points of isolation. 10. Pre-Cleaning Operations Thursday a. Water treatment dosage equipment turned off / isolated, and tower manual bleed valve opened up to the maximum sustainable rate to reduce the ph value in the system and to minimise chlorine demand. Friday b. Post warning notices around Cooling Tower indicating that chlorination is in progress. c. Add bio-dispersant 2504 to achieve a concentration of 10ppm direct to tower sump and disinfectant to achieve a free chlorine reserve of 5ppm. This chlorinated water shall be circulated throughout the whole of the system for five hours, with the fans off. During circulation, hourly tests are to be carried out to determine the levels of free available chlorine and ph. If necessary more chemical will be added to maintain the required 5ppm of free chlorine. If ph levels increase above a value of 8.0 then a level of 15-20ppm of free chlorine should be achieved. d. The system should then be de-chlorinated using sodium thiosulphate (if system capacity is greater than 5000 litres). e. Isolate plant and commence slowly draining the tower in order to ensure acceptable dilution rates for Water Authority. August 2004 7

Cleaning Saturday and Sunday f. Drain out any residual water, and dry tower pond. g. Strip the tower and its components including louvres, baffles, drift eliminators and the filling sections. h. Clean and de-scale all items in 8 above. Report any damaged items. i. Clean all debris and scale from the pond, including build up on immersion heaters, ball valves etc. j. Inspect pond and re-treat metallic areas as necessary with approved sealer or cold galvanising compound as applicable. k. Remove and clean screens/strainers, including sheet surfaces, both sides. Retreat with cold galvanising compound, as required. Report condition on job card. l. Check, clean and treat any associated holding tanks. m. Reassemble cooling tower and all associated equipment once all treated surfaces are dry/cured. Post cleaning disinfection Monday n. Refill system with fresh water and repeat steps 3 to 6. o. Refill with fresh water via the automatic make up and dosing system to achieve 1.0-2.0 ppm residual bromine. p. Bring system back onto line and check residual values of bromine and record. q. Notify department that maintenance is completed and that tower is running normally. r. Remove warning signs and notices. 11. Notes a. Normal protective clothing is suitable for all inspections and cleaning operations. Care should be taken to ensure adequate ventilation when applying surface coatings, even on external surfaces. August 2004 8

b. Where balance tanks require total repainting, specific risk assessments are to be carried out. c. In order to prevent exposure to atomised water sprays that may contain biocides, high-pressure cleaning jetters are not to be used unless positive displacement facemasks are worn with suitable filters. d. All recordings and findings are to be entered in the relevant Cooling Tower logbook together with the competent supervisors name and signature. e. Where the above tasks are modified to suit departmental or other requirements, such modifications to procedure are to be entered on the written report. 12. Review The managerial approach to the prevention of Legionella shall be reviewed by an agency or department external to Estates Services Maintenance following the discovery of legionella bacteria within any system or at a maximum of every three years. August 2004 9