SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 1 OF 13
CONTENTS PAGE...1 2. GENERAL INFORMATION 3 3. ACCESS 4 4. SECURITY 4 5. VEHICLE PARKING 6 6. DELIVERY, UNLOADING AND STORAGE 6 7. HOURS OF WORK 6 8. RESTRICTIONS 7 9. EMERGENCY PROCEDURES 9 10. RECORDS 11 11. GENERAL 12 SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 2 OF 13
1. GENERAL INFORMATION 1.1. THE SITES These procedures apply to the following three London Sites on which there are buildings used by the British Library: 1.1.2. COLINDALE 1.1.2.1. The Newspaper Library, Colindale Avenue, London. NW9 5HE 1.1.2.2. Unit 3, 120 Colindale Avenue, London. NW9 5LF 1.1.3. MICAWBER ST 1.1.3.1. Micawber St, London. N1 7TB 1.1.4. WOOLWICH 1.1.4.1. Building 25, Royal Arsenal West, London. SE18 6SX 1.1. All of these buildings contain large storage areas housing parts of the British Library s collections. Woolwich and Micawber St have small office areas in addition. The Colindale Newspaper Library building includes a reading room where the Library s newspaper collections may be consulted, plus offices, reprographic and conservation studios. 1.2. Total adherence to these procedures is mandatory. 1.3. THE BRITISH LIBRARY REPRESENTATIVE (BLR) AND SITE ACCOMMODATION OFFICER (SAO) 1.1.5. For each contract, the British Library appoints a BLR. This person will be the Contractor s main point of contact for the execution of the Contract and will give such directives, rulings, clarification etc. as shall be needed for the Contract. 1.1.6. Each of the three Sites is looked after on a day to day basis by an SAO, whose key responsibilities include the co-ordination and SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 3 OF 13
2. ACCESS monitoring of the building facilities on the Site. The BLR may delegate day to day running of the Contract to the SAO. Access arrangements for each of the Sites are as follows: 1.1. COLINDALE 1.2.2. Vehicle and pedestrian access is through the main gate in Colindale Avenue, which is staffed by 24 hour security. 1.2.3. Normal loading bay hours are 08:30 to 16:30 Monday to Friday. 1.2.4. Normal hours of access to the Site are 07:00 to 20:00 hours Monday to Saturday. Deliveries and out of hours access shall only be made by prior arrangement with the BLR. 1.1. MICAWBER ST 1.2.5. Pedestrian access is via the front entrance which is open 08:30 19:00 Monday to Friday. 1.2.6. Vehicle access is via Loading Bay 1, which is open 08:30-18:30 Monday to Friday. 1.2.7. Normal hours of access to the Site are 08:30 to 19:00 hours Monday to Friday. Deliveries and out of hours access shall only be made by prior arrangement with the BLR. 1.1. WOOLWICH 1.2.8. Normal hours of access to Building 25 are 07:00 to 15:00 Monday to Friday. Deliveries and out of hours access shall only be made by prior arrangement with the BLR. 3. SECURITY 1.1. Contractor personnel should be deemed to include any personnel, agent or Sub-contractor of the Contractor. SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 4 OF 13
1.2. The Contractor and its personnel shall comply with all British Library security procedures, and must comply with all instructions issued by British Library security staff when working on Site. 1.3. At least 10 working days before commencing work, the Contractor must supply the names and addresses of all personnel to be employed on the Contract on Site in order to allow security procedures to be undertaken. 1.4. A security and criminal record clearance of all personnel working on Site will be made in accordance with Government security procedures via the Police National Computer. Personnel who fail clearance procedures will not be allowed on Site. 1.5. The Contractor must also submit for advance clearance, details of additional personnel for sickness and holiday cover. 1.6. All Contractors bags, personal effects and vehicles may be searched on entering and/or leaving the Site. 1.7. Contractor personnel must wear an appropriate British Library pass in a visible position at all times when working on Site. 1.8. For Contractors working on Site for less than 28 days, temporary day passes will be issued. Application for such passes must be made not later than 16:00 on the day before the pass is required. These passes must be surrendered when personnel leave the Site at the end of each day. 1.9. Long term Contractors (i.e. those working on Site for more than 28 days) will require a security pass with photograph. After the security/original vetting process all personnel must attend the British Library s St Pancras Site to have their photographs taken. Appropriate identification (passport, driving licence, etc.) must be provided at the time a pass is issued. 1.10. Access to certain areas including all Collection Storage areas is restricted, and procedures for access to these areas must be agreed with the BLR at a pre-contract meeting. SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 5 OF 13
4. VEHICLE PARKING 1.1. Parking space is severely limited, and as a result no vehicle may be parked on the premises without the prior authorisation of the BLR. Vehicle registration numbers must be notified 24 hours in advance to the BLR. Only essential vehicles will be allocated parking space which will always be subject to availability. 1.2. Vehicles shall only be parked in their allocated locations, and in particular must not block access roads or the loading bays. 1.3. Contractors at Colindale are normally expected to park in the West driveway. They must not use the readers /visitors car park during reading room opening hours (see Para. 1.2.). 5. DELIVERY, UNLOADING AND STORAGE 1.1. The Contractor must advise the SAO at least 24 hours in advance of proposed delivery times and of any special requirements. Registration numbers of appropriate vehicles must be given to the SAO. 1.2. The Contractor is responsible for transporting to Site, taking delivery of and unloading of equipment, plant and materials which shall take place during normal loading bay hours. 1.3. The permission of the SAO will be required for out of hours delivery and unloading. 1.4. Storage space is extremely limited, and as a result the Contractor may only store equipment, plant and material at the location(s) specified by the SAO. Equipment may only be stored on Site which is to be used on the Works. 6. HOURS OF WORK 1.1. Permission to work outside the normal hours for access will only be granted at the discretion of the BLR. Permission must be sought two days in advance from the BLR, giving details of times, format and location of the work to be done. The BLR will provide the Contractor with the appropriate form for out of SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 6 OF 13
hours working, which must be completed and returned to the BLR prior to such work commencing. 1.2. Under no circumstances will work be permitted in the Colindale Reading Room whilst it is open to the public. Opening hours are currently: 10:00 to 17:00 Monday to Saturday. 7. RESTRICTIONS 1.1. RESTRICTIONS ON USE OF SITE 1.7.2. The Contractor will have access only to those parts of the Site necessary for the performance of the Contract and shall not use the Site for any other purpose. 1.1. ADVERTISING 1.7.3. No advertisements, posters, placards or signs may be affixed to or displayed from any British Library building or the unit boundary without the prior permission of the BLR or the SAO. 1.7.4. Before taking any publicity photography, or obtaining or using publicity material, the Contractor must first seek permission from the BLR or the SAO. 1.1. NOISE CONTROL 1.7.5. Strict control of noise will be enforced during the hours when the Library is open to readers and the general public. In any event, the Contractor shall comply with all applicable noise control regulations and shall control noise at all times to the satisfaction of the SAO and/ or the BLR. In particular, the Contractor shall: fit all plant and equipment with effective silencers of a type recommended by manufacturers; not use noisy plant, equipment or appliances without the consent of the SAO; not use radios or other audio equipment nor permit the use of personal stereos by its employees. SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 7 OF 13
1.1. COMMUNICATIONS EQUIPMENT 1.7.6. Telephones (other than public payphones), fax machines or email facilities may only be used with the prior permission of, and in locations notified by, the SAO. 1.1. SMOKING 1.7.7. Smoking will not be permitted anywhere on any Site, other than in dedicated smoking rooms. Any breach of this requirement will result in the Contractor personnel being removed from Site. 1.1. FOOD AND DRINK 1.7.8. Food and drink may only be consumed in the designated refreshment areas. 1.1. WASTE 1.7.9. The Contractor shall: remove all redundant material from Site as it is generated; keep the Site and its accesses clean and tidy; operate at all times in accordance with all appropriate legislation relating to Health and Safety and/or the control of waste; ensure that surplus Library material and/or equipment are not removed from Site without the express permission of the BLR. 1.1. PROTECTION 1.7.10. The Contractor must: adequately protect all work and all accesses to the Site throughout the Contract wherever there is a possibility of damage by the Contractor s plant and equipment. Wherever work is of an especially vulnerable nature or is exposed to abnormal risks, the Contractor shall provide special protection to ensure that damage does not occur. All protection shall be removed upon completion and surfaces etc. made good to the satisfaction of the BLR; SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 8 OF 13
adequately maintain roads and footpaths within and adjacent to the Site, and keep them clear of mud and debris. Any damage to roads and footpaths caused by Site traffic or otherwise consequent upon the work must be reported to the BLR so that it can be made good to the satisfaction of the Local Authority or other owner. The Contractor shall bear all costs arising; prevent damage to existing buildings, fences, gates, walls, roads, paved areas and other features. Any damage so caused shall be immediately made good to the entire satisfaction of the BLR at the Contractor s own expense; prevent damage to any furniture, fittings or equipment. Any damage so caused shall be immediately made good to the entire satisfaction of the SAO at the Contractor s own expense; provide all temporary measures e.g. enclosures, lighting, fencing, alternative or temporary accesses etc. to the satisfaction of the BLR; ensure that the Contractor personnel are aware that moving or tampering with fire extinguishers and equipment is prohibited for any purposes other than fire fighting. 1.1. FIRST AID 1.7.11. The Contractor may use the first aid facilities on the Site. However, it shall be the Contractor s responsibility to ensure that his staff have adequate first aid training. 8. EMERGENCY PROCEDURES 1.1. Prior to work commencement, the Contractor personnel must be fully conversant with all British Library emergency procedures (fire, evacuation, etc.) in force at any time. In the event that these procedures are not complied with, the British Library reserves the right to remove Contractor personnel from Site. In brief, the procedures are as follows: SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 9 OF 13
1.8.2. FIRE POINTS 1.8.2.1. These are located in key positions around the buildings on each Site and consist of a break glass alarm and a fire action notice which Contractor personnel should read. Contractor personnel are also advised to note the positions of the Fire Points nearest to the area of work. If personnel see smoke or become aware of a fire, they should sound the alarm by operating the nearest call point. 1.8.3. FIRE FIGHTING 1.8.3.1. Contractor personnel may attack the fire with an extinguisher or hose only if they are confident that it is safe to do so, and that there is an unimpeded escape route. In line with EU Directives, all fire extinguishers are now coloured red with colour band or label denoting the type of extinguisher. If Contractor personnel intend to fight a fire, they must read the label carefully to ensure that the correct extinguisher has been selected. 1.8.4. FIRE ALARMS 1.8.4.1. There are two distinct audible alarms: bells or klaxon. 1.8.5. BOMB ALERT AND EVACUATION PROCEDURES 1.8.5.1. If Contractor personnel receive a bomb threat, they must alert Security on ext. 3333 as a matter of urgency. (Do not activate Fire Alarms.) 1.8.5.2. The caller should be kept on the line as long as possible and as much information obtained relating to the type of device, location and packaging as possible. If the caller hangs up, do not replace your receiver. Give the information to Security as soon as possible. 1.8.5.3. Security will decide what action needs to be taken. SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 10 OF 13
1.8.6. ACCIDENT PROCEDURES 1.8.6.1. In the case of a serious accident personnel should contact Security on ext. 3333, giving the location of the accident. Appropriate emergency services will then be called. 1.8.6.2. All accidents or near misses must be reported to the BLR and must be recorded in the Site accident book. 1.8.7. ESCAPE ROUTES 1.8.7.1. The Contractor must maintain escape routes throughout the course of the Works, including providing all temporary enclosures, lighting and additional security measures, etc. to the satisfaction of the BLR. 1.8.8. COMPLIANCE WITH INSTRUCTIONS 1.8.8.1. The Contractor personnel shall comply with all instructions given by British Library emergency managers and/or security staff in relation to the emergency procedures above. Failure to comply with such instructions will result in removal of personnel from Site. 9. RECORDS 1.1. The Library is obliged, as a public sector body, to ensure that from 2004 its business records are created and maintained electronically. The Library s records will also become subject to the provisions of the Freedom of Information Act, and thus subject to disclosure to the public (with limited exemptions). These requirements both apply equally to the records of transactions carried out by its agents under this contract. The Contractor will therefore co-operate with these requirements by: ensuring that business decisions and activities carried out are recorded comprehensively, accurately and contemporaneously, using electronic system and/or paper filing systems laid down by the Library; SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 11 OF 13
ensuring that records are kept in good order within the structures, systems and formats determined by the Library; and agreeing schedules for the disposal of records in line with British Library records management policies, and co-operating in ensuring complete destruction of records due for disposal. 1.2. The Contractor will have responsibility for ensuring that records of the tasks carried out are complete and maintained in good order, and specifically: will ensure that progress on work orders is punctually and accurately recorded on the Library s CAFM according to procedures agreed with the Library; will ensure that information on new Library assets, or corrections to information regarding existing assets, is passed to the Library; will ensure that any service reports, Operations & Maintenance Manuals, drawings and other documentation relevant to installations, changes to, and maintenance of the Library s assets are passed to the Library in a suitable format for inclusion in the Library s asset lists. Wherever possible this information will be passed in electronic format (if necessary by scanning), by email, CD-RW or 3.5 floppy disk. 1.3. Training in the use of specific Library systems will be made available through the British Library, at cost price where applicable. 10. GENERAL 1.1. ACCOMMODATION 1.10.2. Limited use of staff rest facilities on the Site, sanitary, washing facilities and storage space for work clothing will be available as designated by the BLR. 1.1. SERVICES AND FACILITIES 1.10.3. Limited use of electrical outlets, water supplies etc. may be made available for the use by the Contractor. Charges may be made for their use SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 12 OF 13
1.1. OFFICE SPACE 1.10.4. Office space will not generally be made available unless this is set out in the Specification. 1.1. MEETING ROOMS 1.10.5. Rooms for meetings will not be provided by the British Library except insofar as these meetings are a direct requirement of the Contract. SITE PROCEDURES LONDON OTHER SITES VERSION 9 PAGE 13 OF 13