Permit to Work Request

West Orchards Coventry

Including HOT WORKS & CONFINED SPACES

If you are working in a tenant's unit and do not require access to the main shopping centre "common parts" or roof. A permit is not required unless it is HOT WORKS. You should follow the tenants H&S policy.

NO STRUCTURAL ALTERATIONS ARE PERMITTED WITHOUT FORMAL LANDLORD CONSENT AND CONSENT FOR THE CITY COUNCIL, OUR SUPERIOR LANDLORD

If you are working on aircon where the outdoor units are in the shopping centre or are working on the roof, a mall unit or signage outside the tenant unit; you will need a work permit from the centre.

YOU MUST GIVE 3 CLEAR BUSINESS DAYS FOR APPROVAL*

*Except in an emergency, when you should submit a request and then call the control room telephone number for advice. 024 7623 4517

APPLY FOR PERMIT TO WORK

Contractors can access the centre from 5am Monday to Saturday until 10pm. Sunday 7am until 8pm. Later access is by arrangement with 2 weeks notice and is £150 + VAT per hour, paid in advance. If you wish to arrange later access please email management@westorchards.co.uk

Upload RAMS & PLI

Within the Method statement, you must list the Names and Contact Phone number for all staff that will be on site to carry out the work.

The document must be specific for this job and signed and dated.

GENERAL CONDITIONS

This PERMIT TO WORK is issued on the following conditions:

1. Any change in the scope of work, or failure to follow the conditions attached to the permit, will automatically invalidate the permit. All proposed changes must be notified to the person who issued the permit.

2. The permit cannot be transferred between contractors or shifts. In such cases a new permit will need to be issued.

3. In emergency, the permit holder should follow the site’s emergency procedure. In such cases the permit will automatically become void and a new permit will need to be issued before work can start again.

4. Where work is suspended for any reason, the permit will automatically become void and a new permit will be needed before work can start again.

CONTRACTORS CONDITIONS

1. The holder of the permit is the employee of a Company that has been appointed in accordance with Contractor Management procedure and have received permission to work on site. In the instance that a permit is being issued to a tenant’s contractor, the completed permit issued by the tenant should be attached and will act as confirmation that the contractor has been deemed competent by the tenant.

2. The holder of the permit complies with the restrictions and conditions detailed in this permit and attached to it.

3. The holder of the permit complies fully with the requirements of the Contractor Management Procedure. In the instance that a permit is being issued to a tenant’s contractor, the completed permit issued by the tenant should be attached and will act as confirmation that the contractor has been deemed competent by the tenant.

4. The holder of the permit ensures that he (or his employees as appropriate) are provided with means of communication in the event of an emergency whilst on site.

5. The work to be undertaken has been accompanied by a site-specific risk assessment, the contents of which have been communicated to all relevant persons by the contractor.

6. Contractors’ employees are competent to carry out the task detailed within the permit and method statement.

7. Once access is granted, YOU MUST SIGN IN AND OUT AT THE CENTRE CONTROL ROOM on level 1. You will be asked to SIGN THE PERMIT. The control room door is to the right of Footasylum. 024 7623 4517.

ASBESTOS

The following areas have been highlighted as possibly containing asbestos. Gaskets to pipe flanges in the basement, ground floor, 4th floor and level 6 roof. Please do not enter these areas without permission from the management team. Full appropriate PPE will be required for any work within these areas. VIEW THE ASBESTOS LOCATIONS

HOTWORKS CONDITIONS

1. The above location has been examined

2. There are no combustible liquids, vapours or dusts.

3. All combustible material in the area and in voids below the work area has either been removed or suitably protected against heat and sparks.

4. Appropriate means of fighting fire and at least one person trained in its use will be in the immediate vicinity while work is in progress.

5. The general fire precautions on the reverse of this Hot Work Certificate are known to the contractor carrying out the Hot Work.

6. The work area and all adjacent areas to which sparks and heat might have spread are to be thoroughly inspected on completion of the work and then 30 minutes later to ensure there are no smouldering fires.

7. Area to be hoarded off and precautions taken to ensure sparks do not travel.

8. Fire extinguisher to be in place at all time – 1 hour cool down time must be supervised

SPECIAL PRECAUTIONS

Cutting and Welding

It shall be ensured that:

• the job cannot be done by some other means e.g. dismantling with spanners or cold cutting

• Two people are present throughout the work

• Equipment, especially flexible hose, is in good condition

• There are no combustible materials on which sparks may fall. All such materials, if they cannot be removed e.g. floors, voids, and nearby walls, should be covered with non-combustible materials e.g. metal sheeting or fire blankets

• No lagging or other combustible material is in contact with metal that might become heated by the cutting and/or welding process

• Portable extinguishers or hose reels are nearby and, if the risk is considered great, a person trained in their use is standing by with fire fighting equipment whilst the works in progress

• Gas cylinders are returned to store or an approved area after use.

Bitumen Heating, Soldering and other processes requiring heat

It shall be ensured that;

• equipment is not left unattended

• equipment is placed on non-combustible flooring or if this is not possible, an insulting and non-combustible base i.e. a concrete block should be placed underneath

• suitable extinguishers are nearby and operators are trained in their use e.g. a 9 litre foam extinguisher should be provided where bitumen heating is carried out

• soldering irons are used with metal stands designed to keep the bits away from combustible surfaces

• electric soldering irons and other electrical equipment are unplugged when not in use

• bitumen heaters are placed where an overflow can be easily controlled without risk of spread to other parts of the site/premises

Blow Lamps and Blow Torches

It shall be ensured that;

• kerosene blow lamps are only filled and lighted in the open air and not refilled when hot

• gas blow lamps are allowed to cool before changing cylinders

• blow lamps are not left burning unattended

• care is taken to avoid ignition of combustible materials in unseen cavities e.g. window frames

• portable extinguishers or hose reels are readily available and operatives trained in their use.

Highly Flammable Liquids

(Quantities over 500ml with flash points below 32°C e.g. mentholated spirits, acetone, ether and some adhesives, paints and cleaning agents.)

It shall be ensured that:

• non-flammable or less flammable alternatives are used wherever possible

• highly flammable liquids are not brought onto site/premises without consent

• not more than the amount required for one days work is kept in the work area

• dispensing of highly flammable liquids is carried out in the open air

• supply stocks are kept in a flammable liquid store or cabinet if one is available or in a locked, fenced compound in the open

• small quantities are kept in and used from safety containers

• smoking materials, portable electrical equipment (unless flame proof or intrinsically safe) and other ignition sources are prohibited in any area where highly flammable liquids are being  used and/or stored

• good ventilation is provided

• contaminated rags and/or other waste is disposed of in metal bins with lids and in compliance with the relevant Waste Regulations

foam and/or dry powder extinguishers are provided and operatives trained in their use.

CONFINED SPACE CONDITIONS/SPECIAL PRECAUTIONS

It is your responsibility to ensure the following are carried out

Isolation Measures:

• Electrical systems isolated

• Hydraulic systems isolated

• Gas supply isolated

Atmospheric Testing:

• Toxic gases

• Flammable gases

• Oxygen levels

Safety Controls:

• Restrict flow of hazardous substances

• Display danger notices

• Conduct explosimeter tests

• Special Precautions

Personal Protective Equipment (PPE):

• Protective clothing (specify type)

• Fresh air supply or breathing apparatus

Emergency Preparedness:

• Lifeline holder designated and instructed

• Third person designated to raise the alarm

• Alarm procedure clearly defined

• Maximum time allowed inside specified

• Immediate assistance available

Documentation:

• Detailed Risk Assessment attached

• Method Statement attached

• Emergency Plan included with RAMS

Other Precautions:

• Any additional site-specific safety measures

CONTRACTOR DETAILS

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THIS SECTION TO BE COMPLETED ON THE DAY OF THE WORKS IN OUR CONTROL ROOM

BEFORE THE WORKS BEGIN sign in with the control room on level one. (Door to the right of Footasylum - there is an intercom)

024 7623 4517

Name:

Position:

Company Name:

Date and time starting work:

Sign:

WHEN FINISHED sign out with the control room on level 1.

024 7623 4517

Name:

Date and time finishing work:

Sign: