City University Department of Property and Facilities,

Northampton SquareLondon

EC1V 0BH

City University Property Department

STANDARD PRELIMS

Contents

1 Health and Safety 31.1 General H&S obligations of the Contractor: 31.2 Permits to Work 31.3 Contractors Method Statements 31.4 COSHH Assessments 31.5 City University Safety Rules for Contractors 3

1.5.1 Introduction 31.5.2 Starting Work 31.5.3 Restricted Areas 31.5.4 Services 31.5.5 Hot Working 31.5.6 Work Equipment (Puwer) 31.5.7 Barriers and Warning Notices 31.5.8 First Aid and Accidents 31.5.9 Fire risk and Fire alarm response 31.5.10 Personal Protective Equipment 31.5.11 Parking 31.5.12 Scaffolding 31.5.13 Ladders 3

2 Asbestos – University Management Plan 32.1 Introduction 32.2 The Risk 32.3 Typical Users and Locations 32.4 Legislation and Procedures 3

3 Contract Administration 33.1 Conditions of Contract and Precedence 33.2 Contract Administrator 33.3 Non Assignment 33.4 Supervision 33.5 Instruction 33.6 Corruption 33.7 Insurances 33.8 Contractors Obligations 33.9 Payment and Retention 3

4 Management and Administration 34.1 General Responsibilities on the Contractor: 34.2 The Design and Construction of the Works 34.3 Access to the site 34.4 University Security 34.5 Existing Services 34.6 Schedule of Dilapidations 34.7 Commencement of site operations 34.8 Working Hours 34.9 Out of hours Works 3

4.10 Overtime 34.11 Suitability of Personnel 34.12 Use of the Site 3

4.12.1 General 34.12.2 Access and Delivery 34.12.3 Protection of the Site 34.12.4 Nuisance 34.12.5 Cleanliness and removal of waste 34.12.6 Construction Materials 34.12.7 Site Accommodation 34.12.8 Overlap with the Clients Requirements 34.12.9 Use of Radios, mobile phones 34.12.10 Fire 34.12.11 Site Rules 34.12.12 Records 34.12.13 Temporary Works 34.12.14 Plant 34.12.15 Security of the Works 34.12.16 Disposal of waste 3

4.13 Approvals 34.14 Dayworks 34.15 Contractor Quality Control 34.16 General arrangements for liaison with the project team 3

4.16.1 Meetings 34.16.2 Reporting 34.16.3 Programme information and Progress Reporting 3

4.17 Subcontractor shop drawings 34.18 Completion of the works 3

4.18.1 Snagging, Incomplete works and Defects 34.18.2 Commissioning 34.18.3 Handover 3

APPENDIX A

Requirements for City University Project Handover Record Information

APPENDIX B

Format required for the reporting and analysis of site activities

1 Health and Safety

The University's Policy for Health Safety and Welfare at Work is available for inspection in the

Room E420. The Pre Tender Health & Safety Plan for this project has been included in Appendix C.

1.1 General H&S obligations of the Contractor:

Implement safe systems of work at all times;

Ensure all operatives are supplied with appropriate Personal Protective Equipment and work

equipment to enable them to work safely and without causing risk to other people; and

Provide instructions that operatives are to take in the event of fire or other emergency and

whom they are to inform;

Notify the Health & Safety Executive of events notifiable under RIDDOR and inform the

University accordingly.

Co-operate with the University in making and putting into effect requisite controls and

emergency plans, identified in the course of risk assessments.

1.2 Permits to Work

An access permit to work for is required from the maintenance and term Contractor, Cofathec for

any form of general works. Where a definitive site demise is put under the control of a Works or

Principal contractor, delegated authority and responsibility to manage access is assigned to that

contractor.

Additional permits to work are required for Hot Works, any works connected to the removal of

asbestos, works involving HV service and those in confined spaces will also require permits to

works, and these may be obtained through the P&F Responsible Manager.

1.3 Contractors Method Statements

Before commencing work, the contractor is to provide method statements describing how any

potential hazardous work is to be carried out. Activities covered should include at least the

following items:

o All work at heights or above water.

o All demolition work including the removal of partition walls.

o The transport of heavy or bulky materials and any details involving mechanical transporters.

o A list of all Method Statements requiring to be submitted must be agreed prior to works

commencing (as part of the Construction Stage H&S Plan) and a programme of issue/return

dates agreed and implemented.

Method statements should include the following:

o Identification of the nature and severity of any hazards.

o Suggestions for alternative design solutions which may eliminate the hazards.

o Where the hazards remain unavoidable, proposals for minimising the risk.

1.4 COSHH Assessments

The Contractor is to obtain Suppliers’ Safety Data Sheets and carry out a COSHH assessments for

all hazardous substances before they are brought to site. A copy of the relevant COSHH risk

assessment is to be submitted to the P&F Responsible Manager and a copy kept on site for the use

of operatives.

1.5 City University Safety Rules for Contractors

1.5.1 Introduction

These rules are intended to assist Contractors and their staff to work safely and enable the

University to meet its general duties under the Health and Safety at Work 1974. A copy of these

Rules will be appended to the Standard Conditions governing the activities of Contractors on

premises controlled by the City University.

1.5.2 Starting Work

Before any person enters the site an induction will take place by a member of the PAF team. A

form attached to the induction booklet will be signed to confirm that the contractor has read and

fully understands the document. Any person that has not been inducted should not be on site for

any reason.

Before any work commences a representative from the contracting company together with a

University representative and P&F Responsible Manager, shall each be satisfied that appropriate

Health and Safety measures have been taken.

Work shall only commence on receipt of written authorisation by City University. Advice from the

Planning Supervisor does not constitute the above.

Where work is to be carried out in any area where the activities of the University might create

special or hidden hazard the prior approval of the Health & Safety Manager must be obtained.

1.5.3 Restricted Areas

Contractors are not to enter any laboratory, workshop, store, plant room or office other than in

connection with their work.

Confined spaces: Entry to confined spaces and spaces where a COSHH or DSEA hazard or an

oxygen deficiency may occur are subject to "permit-to-work" control issued through the P&F

Responsible Manager.

1.5.4 Services

Contractors are to give prior notification to the University’s responsible person if any mains service

needs to be isolated; and

Inform the Property Services Department on ext 7777 immediately in the event of any inadvertent

interruption or accidental failure of building services or plant.

1.5.5 Hot Working

Welding equipment, blowlamps, etc. (excepting soldering irons) must not be used unless a Hot

Works Permit is obtained through the Property Department Ext 7777. Angle grinding likely to

produce sparking is to be regarded as "hot working" and controlled as noted above.

1.5.6 Work Equipment (Puwer)

Portable tools and equipment, including ladders, hoists and other lifting tackle must be suitable for

the work to be undertaken and be used in a safe manner.

Where equipment needs to be used with guards or other protective devices the Contractor must

provide these and ensure their use at all times. All tools and equipment provided by Contractors

should conform to any relevant British Standard Specification or other Health and Safety

requirements.

Percussion tools shall not be used on any University work.

Electrically powered tools and appliances must be P.A.T. tested and labelled to show when the test

period is due to expire. The Contractor shall check these tools before work commences and reject

any tools for which the test date has expired or testing is not recorded.

Electrically powered tools and appliances must be properly insulated, earthed (unless double

insulated) and free of defects and improvised repairs. Temporary wiring is to be tested IAW IEE

Wiring Regulations

The Contractor will also check Sub – Contractor’s tools and record all the tools and their status. A

regularly updated record of this will be passed to the Contract Administrator and a copy held on the

Health & Safety File.

HSE publication HS (G) 141 “Electrical safety on construction sites” applies

1.5.7 Barriers and Warning Notices

Where the work might present a risk to University staff, students or to members of the public the

Contractor will erect suitable barriers, enclosures, fans, or fences and provide warning notices, as

determined by a risk assessment.

The Contractor shall provide all necessary guarding and access equipment to execute all sections

of works correctly and to comply with all current relevant Health and Safety Regulations.

The Contractor shall provide all necessary protection at the end of each working day to secure the

working area from unauthorised or accidental entry and thoroughly clean all flooring surfaces from

debris to allow safe and clear access at all times.

The Contractor is to undertake all necessary precautions to protect those using the building from

any action resulting from the execution of the works.

Where Contractors require access to external sections of the building by means of ladders,

scaffolds, cherry pickers or lifting tackle the Contractor will obtain the necessary permissions and

agree the mode of access and associated safety measures with the P&F Responsible Manager.

Ensure that pedestrians or vehicles are kept clear via physical barriers of any work activity. No

lifting is to be carried out with people below UNDER ANY CIRCUMSTANCES.

A suitably competent banksman is to be provided for all lifting activities and movement of

plant/delivery vehicles into/around the site.

1.5.8 First Aid and Accidents

In addition to the first-aid arrangements specified below, injuries and near-miss events involving

other people, i.e. subcontractors, members of the public, students, visitors or children, must be

notified to the Property Services Ext. 7777 or 3333 out of normal working hours

First-aid arrangements: The Contractor is responsible for providing appropriate first-aid for his own

workforce and ensuring subcontractors also have first-aid provision.

When the emergency services are called to assist a person in distress on University premises, the

Reception Desk must be informed about the incident and of the closest room/door number.

In the event of injury or medical emergency occurring on site, the Contractor must report such

injuries to the P&F Responsible Manager, via property Services, Ext 7777.

The nearest hospital is:

University College Hospital

Hospital South Side

Gower Street,

London WC1

The closest Minor Accident Unit is University College Hospital.

Accident Report Forms and statements should be prepared as soon as possible after the incident,

and copied to the P&F Responsible Manager.

Note: In terms of the Health and Safety First Aid Regulations of 1981 it is the responsibility of the

Contractor to ensure that his workmen have first aid facilities and training to cover any eventuality.

1.5.9 Fire risk and Fire alarm response

The fire alarm comprises a 2 phase warning;

a) Phase 1, Precautionary warning, intermittent sound repeated every 10 seconds. Personnel

are to prepare to evacuate the site. Occupants who wish to leave should do so;

b) Phase 2, Evacuate now: A continuous sound indicating a fire or other emergency. All

occupants are to stop what they are doing and leave the building by the nearest route or

as directed by fire marshals. Provided it is safe to do so. Power down and isolate work

equipment, close doors on the way out, the building may be re-entered only with the

permission of the Senior University Officer on site.

The contractor is to take all practicable precautions against the outbreak; HSE publication “Fire

safety in construction (HSG 168) applies; and

Carry out "end of day" fire checks of the site to confirm sources of ignition are extinguished and

good house keeping practices are being observed; and the site can be accessed safely out of

normal working hours in the case of fire.

Site keys: Duplicate keys are to be deposited with the Security Manager

The Contractor is to ensure their employees, visitors and those of subcontractors are informed of

what they are to do in an emergency.

Emergency controls: Contractor is to be acquainted with the means of isolation and other safety

critical controls.

Fire extinguishers; the Contractor is to provide fire fighting equipment within areas over which he

has operational control (which are to be defined within the H&S Plan).

In the event of a fire starting within the site: The Contractor is to activate the closest BGU and

inform Security of the cause and the location of the fire.

1.5.10 Personal Protective Equipment

The Contractor will provide his employees with such PPE as may be required for them to complete

the work in hand safely. Three (3) complete spare sets are to be provided for the use of visitors.

Site clothing shall be appropriate for the work being carried out and not interfere with the correct

wearing of PPE. Full length trousers are to be worn.

1.5.11 Parking

Contractors must not park or leave vehicles in any unauthorised position unless delivering materials

and equipment. Parking is limited and is usually let on an annual basis. The use of such parking

areas without prior permission is not permitted. The Contractors should make prior or alternative

arrangements.

Contractors may need to get special authority from Islington Council or the local Police Station to

off-load or park skips in restricted areas.

1.5.12 Scaffolding

The Contractor has responsibility for the selecting and employing of competent scaffolding

specialists to ensure that the scaffolding is erected, and struck safely, correctly tied back and

complies to current relevant BS/EN (BS 5973: 1993) and The Construction Health, Safety and

Welfare Regulations 1996.

Scaffolds and lifts are to be cordoned, where necessary to prevent trespass; and fitted with intruder

alarms linked to the Premises security system.

Hoists and Lifting operations will comply with The Construction Health, Safety and Welfare

Regulations 1996 and Lifting Operations and Lifting Equipment Regulations 1998 to the extent that

they apply to the work.

Scaffolding will require a Scaffold completion certificate of conformity before it is used. On public

highways permission must be gained from Islington Council, Department of Environment, Leisure

Services.

A risk control system is to be employed (eg weekly inspection / tagging regime) to prevent the use

of ill-constructed scaffolding. Only competent persons are to erect, modify or inspect scaffolding,

scaffold towers or any other apparatus used for working at height.

1.5.13 Ladders

Ladders must be the correct size, type and condition for the job. The head of the ladder should be

tied back and/or footed to ensure safety to the workman and pedestrians. Ladders should be

regularly inspected. The Work at Height Regulations (2005) are to be adhered to.

2 Asbestos – University Management Plan

Property Services maintains an "Asbestos Register" for the estate and leased premises within the

University's control. The register is to be consulted at the planning stage of before any including

investigative work commences.

While every effort is made to inform contractors of the location and type of asbestos, the Contractor

is to exercise diligence, stop work and inform the P&F Responsible Manager if they suspect

asbestos has or may be revealed.

2.1 Introduction

This guidance note contains general information on asbestos and advises on the procedures to be

followed by persons on the University premises.

Asbestos is a natural mineral with a fine glass fibre like structure.

It is usually crushed and either woven to make fire resisting textiles or added as aggregate to

bonding agents such as cement, plaster and bitumen.

Asbestos has been used extensively throughout this century in many forms. Typically as building

components in internal wall and ceiling panels and as insulation on gaskets in hot appliances.

2.2 The Risk

Asbestos is not hazardous until cut or disturbed in a way which releases fibres that can be inhaled.

The heath risk is attributable to inhaled fibres reaching the lung.

Research indicated the risk to be occupation related. Workers exposed to high concentrations of in-

air fibres are at risk of contracting asbestosis. There are recorded incidents of secondary exposure,

such as handling contaminated overalls, giving rise to asbestosis. However, risk to the general

public and occupants of buildings containing asbestos components are considered negligible

(Royal Society Report 1983).

Asbestos is commonly referred to by colour i.e. white, brown and blue. However, all damaged

asbestos should be treated as equally hazardous.

If asbestos fibres enter the lungs they can cause cancer or incurable disease. Consequently the

University is committed to ensuring that all reasonably practicable steps are taken to prevent

exposure of staff, students, contractors or visitors, caused by inadvertent or inadequately controlled

disturbance of asbestos.

2.3 Typical Users and Locations

The most familiar use of asbestos is as “asbestos-cement” building materials. The category

includes asbestos cement sheets, slates, cold water tanks, flues, rain water goods and bench tops.

This can contain 10 to 12% asbestos.

A softer board variety known as “asbestos insulation board” (AIB) has good fire resisting and

insulating properties. It is used extensively for internal partitions, ceiling tiles and fire doors. The

unpainted finish is normally a grey to white matt surface. AIB is a very common component of

modern buildings including homes, offices and schools. Insulating board will contain in the order of

20 to 50% asbestos.

Asbestos rich materials include lagging on pipes and occasionally ceiling or wall surfaces where it

has a soft cotton wool like texture. It also appears as a cloth, fire curtains, heat resisting rope and

electrical insulation and even beverage and gas mask filters. It frequently consists of 90% asbestos,

is extremely soft and readily liberates fibres.

Examples of asbestos are as follows:

o Lagging

o Fire blankets

o Ceiling, acoustic tiles or linings, vinyl floor tiles and adhesive can have a very low level < 3%

o Linings to cold rooms or warm rooms

o Linings adjacent to radiators

o Linings of fume cupboards

o Ducting associated with fume cupboards

o Linings to doors

o Linings to panels/partitions which may act as fire protection

o Certain coatings

o Sealing material where pipes/cables pass through floors and walls.

o Roofing Sheets (flat or corrugated).

o Please note these are just a few examples of where asbestos can be found.

If left intact and undisturbed, asbestos presents no direct risk. However, any disturbance is liable to

release harmful dust unless carefully planned and controlled.

In principle, complete removal under safe precautions is the preferred option, and a steady

programme of removal is in progress. However there are likely to remain situations where removal

is very difficult or not reasonably practicable. It is therefore vital that, before work is done which will

disturb areas where asbestos might be present, careful checks are first made to establish whether

asbestos is in fact present.

2.4 Legislation and Procedures

The Control of Asbestos at Work Regulations 1987, including The Amendment Regulations 1992 &

1998. Together with the Approved Codes of Practice and Guidance Notes issued under these

regulations apply to all work situations including maintenance, teaching and research. Work with

asbestos must be risk assessed and a “Permit to Work” obtained from the University Safety Officer

by the sponsoring department before the work begins.

a) Do not work on any part of the building fabric without obtaining the approval of the Deputy

Director of Property & Facilities (Property). Work involving asbestos must be authorised on a

“Permit to Work”.

b) Do not dislodge, drill, cut or insert pins into any asbestos like material.

c) Do not remove or displace any ceiling panels, wall panels or panels on or over doors.

d) Never sweep or vacuum loose asbestos fragments or dust.

e) If you discover damage to asbestos or suspect material note the nearest door number and inform

the Property Services Office by ringing ext. 7777.

Make sure you know the composition of all materials you work with. If you suspect it contains

asbestos report the fact to you supervisor. A risk assessment must be made by the Supervisor in

consultation with the University Safety Officer; a Permit to Work is required.

Assume any suspected material is asbestos unless it is proved not to be, by someone competent

and authorised to make this judgement.

REMEMBER: Working carelessly or disturbing asbestos can harm your health and place others at risk.

3 Contract Administration

3.1 Conditions of Contract and Precedence

The ‘JCT Minor Works’ conditions of contract shall apply to this project. The Contract Documents

shall consist of:

o The Contract Conditions including Memorandum/Articles of Agreement;

o This document (City University Property Prelims);

o The Contract drawings, schedules and specifications as listed herein.

In the event of inconsistencies becoming apparent, the provisions of this document (City University

Property Prelims) shall take precedence over the Contract drawings, schedules and specifications.

The Contract Conditions shall take overall precedence.

3.2 Contract Administrator

The Contract Administrator shall be City University.

3.3 Non Assignment

No party shall assign the contract to another party without the written consent of the other party.

3.4 Supervision

The Contractor must at all times keep upon the site a representative, a competent person (being a

permanent employee of the contractor) in charge of the contract. Any instructions given to this

person will have been deemed as given to the Contractor.

3.5 Instruction

Instructions for variations, additions, omissions must be issued in writing by the P&F Responsible

Manager as Contract Administrator. The City University Property Dept Change Control process will

be adhered to.

3.6 Corruption

Evidence of corruption or criminal acts will allow for the termination of the contract and proceedings

may continue under criminal law.

3.7 Insurances

Insurances must include cover to indemnify the Employer against any expense, liability, loss or

claim arising from the injury or death of any person arising out of or during the course of the works.

Any Sub-Contractors must take out and maintain similar insurance.

Adequate insurance cover must be held to cover damage to the works, as well as to property of the

Employee and neighbouring properties.

3.8 Contractors Obligations

The Contractor shall proceed to carry out the work in a diligent and workmanlike manner and

complete the works in accordance with the contract documents.

3.9 Payment and Retention

Payment for the works will be carried out after completion, unless the contract period exceeds four

weeks in which case the contractor will be entitled to an interim payment.

Payment will be made for all works and goods used in accordance with the works and agreed with

the P&F Responsible Manager. Retention of five percent will be held until the certificate of practical

completion. After practical completion two and a half percent will be released, the remaining two

and a half percent will be retained until the issue of the final certificate.

These works will come under the provisions of the Construction industry Scheme, Contractors will

be required to provide details of their tax certification as part of the tender return.

4 Management and Administration

4.1 General Responsibilities on the Contractor:

o Restricting access to the site of the work to authorised people and ensuring they in turn

observe the site rules.

o Complying with the requirements of the tender and contract documentation.

o Co-operating with the University's corporate policy and site wide arrangements for securing

health, safety and welfare of employees and other persons who might be affected by the work.

o TO COMPLY WITH CITY UNIVERSITY PROPERTY STANDARDS WHICH ARE

CURRENTLY IN FORCE – further details of these may be obtained by contacting the City

University Responsible Manager.

4.2 The Design and Construction of the Works

The work is to be carried out in the safest possible manner and in accordance with all the relevant

requirements and regulations to ensure the Health & Safety of construction staff, visitors, university

staff and the general public.

Workmanship and materials is to be in accordance with the scope and specification. The

contractor must make any substitutions in writing to the Contract Administrator.

4.3 Access to the site

Access to the site for materials and staff is to be agreed with the Department of Property and

Facilities and all visitors including workmen are to report to the main reception desk daily.

The method of access should be available for the Contract Administrator to safely inspect the

works.

4.4 University Security

The Contractor and Sub-Contractors are to be confined to the area of the works. All personnel on

site must be issued with security passes. The University staff should be allowed to examine these

passes at any time. This contract will include working in occupied rooms which house personal

belongings. The Contractor must ensure that members of his staff do not interfere with these items.

4.5 Existing Services

Care must be taken to ascertain the run of all live and redundant services before the

commencement of works. Where the run of the services are indistinct C.A.T surveys should be

carried out. City University Properties and Facilities Department will arrange for the isolation of all

services to the area.

4.6 Schedule of Dilapidations

Before commencement of any works a full defects/dilapidations schedule shall be drawn up based

on a site survey involving the CU Responsible Manager. An annotated photographic record is to be

kept on site and a further copy issued to CU for record purposes. The survey shall establish the

existing condition of the site and adjacent areas beyond doubt.

4.7 Commencement of site operations

The contractor shall not commence any work on CU premises without the express written consent of City University.

4.8 Working Hours

General working hours are limited to the following times:

8.00 am to 5.00 pm on Mondays to Fridays, excluding Bank Holidays.

If further out of hours working is required, it will be agreed and approved with the P&F Responsible

Manager prior to the work taking place.

4.9 Out of hours Works

Out of hours working and quiet times are to be agreed with the CU responsible manager.

4.10 Overtime

Give adequate notice, three working days minimum to be negotiated through the P&F Responsible

Manager.

4.11 Suitability of Personnel

The contractor must be satisfied with the suitability of all persons engaged to work on the site.

Personnel should be asked to disclose the following details:

o Any accidents or serious incidents during the last two years.

o Any convictions for infringements of Health & Safety legislation.

o Details of any prohibition notices served by the Health & Safety Executive.

Any such details received should be reported to the P&F Responsible Manager. Any person who

has an unsatisfactory record in Health & Safety matters will not be permitted to continue working on

site without evidence that they have undergone suitable training.

City University reserves the right to reasonably request that any operative or agent of the

Contractor is removed from the site and project, for reasons of non-performance or acts of

misconduct.

4.12 Use of the Site

4.12.1 General

The site should be used only for the purpose of carrying out the works.

Special note should be taken that the building will remain in use and the works must not interrupt

the Universities work or cause injury and undue disturbance.

4.12.2 Access and Delivery

The Contractor should obtain necessary approvals for parking and unloading delivery vehicles and

for the siting of skips or containers through the P&F Responsible Manager. If possible avoid

deliveries at peak traffic times.

Parking and deliveries must be arranged through the P&F Responsible Manager in advance and

access to the site will be via the Student Union car park in Spencer Street.

Access for road users, employees and any other individual requiring the use of the road must be

maintained at all times. Proper guards and signs should be erected to inform and protect members

of the public, residents and visitors.

The Tenderer will be allowed to use only such of the University roads and paved areas as may be

directed by the P&F Responsible Manager and must allow for maintaining such roads or paved

areas in a clean state at all times throughout the contract. All roads must be kept clear for the

ordinary traffic of the University and no vehicles are to stand on them for a longer period than is

absolutely necessary.

No parking of private vehicles belonging to the Contractor, his sub-contractor or workmen will be

allowed on any of the University roads without the prior approval of the appropriate University

authorities.

4.12.3 Protection of the Site

Any storage will be within a separated area in negotiation with the P&F Responsible Manager.

Where work is carried out in the occupied parts of the building, the following precautions should be

taken.

o Adequate advance notice of the work to be undertaken shall be given.

o As far as practically possible work should be started and completed within one working period.

o Hazards should not be left exposed and any works should be made safe either by physical

barriers or by a competent person until completed.

Provide all necessary protection to internal and external fixtures, fittings, finishes and floor

coverings during the works and make good any damaged surfaces at completion.

4.12.4 Nuisance

The Contractor must ensure as far as is reasonably possible that noise, vibration, dust, smoke and

other nuisances are kept to a minimum throughout the contract. Special arrangements may be

made for particularly noisy or hazardous operations. The contractor shall generally discharge all

responsibilities with regard for the University occupants and nearby properties.

4.12.5 Cleanliness and removal of waste

The Contractor will clean each area as it is completed, materials will only be stored in agreed areas

and circulation areas will be kept clean and tidy.

Provide adequate skips to remove debris from the works. Positioning to be verified with the

Contract Administrator and all necessary licences and permissions obtained from the Local

Authority, Police etc. Skips are to be covered or left secure at the end of each working day and

remain on site for a minimum time period.

4.12.6 Construction Materials

The contractor is to ensure that all materials used on the site are suitable for their purpose and are

used in accordance with manufacturer’s instructions.

4.12.7 Site Accommodation

Welfare facilities are available near the site (refer to the H&S Plan).

The Contractor will be required to store materials and tools in the rooms where work is carried out.

The Contractor is to ensure the following procedures and equipment is known by all workers on the

site:

o Details of emergency procedures.

o Location of first aid equipment.

o The names of trained personnel.

4.12.8 Overlap with the Clients Requirements

o Occupied Premises

o Health & Safety Checklist

The building will be occupied whilst the work is carried out and the Contractor must ensure that

these processes are not disturbed or disrupted. Processes causing disruption in this area should be

related to the P&F Responsible Manager before work is carried out.

The P&F Responsible Manager should be advised in advance of any inevitable disruption or

disturbance.

The contractor must ensure as far as is reasonably practicable that all services to the building are

kept in operation throughout the contract, including water, electricity, gas and also drainage, alarms

and telecommunications.

4.12.9 Use of Radios, mobile phones

Radios and other electronic entertainment devices are not to be used on site. The use of mobile

phones is to be restricted to emergency use only. Use of 2 way radio sets is to be discussed and

agreed with the CU Responsible Manager and must not interfere with CU, neighbouring or

emergency operations.

4.12.10 Fire

The contractor is to take all possible precautions against the outbreak of fire and should be

acquainted with:

o Fire drill details including assembly points.

o The location of fire fighting equipment.

o Other emergency equipment.

The lighting of fires will not be permitted within the grounds or environs of the building.

4.12.11 Site Rules

Site rules must be prominently displayed and proactively conveyed to all persons having business

on/near to the site.

4.12.12 Records

The contractor shall keep records as appropriate of the activities on site and in particular shall

record and report to the P&F Responsible Manager any incidents which have or might occur, which

could have resulted in injury to persons on the site.

The contractor shall keep a record of operatives and visitors on site and not admit unauthorised

persons.

The Contractor shall allow for the taking of weekly site progress photographs submitted to CU

in .JPG format and adequately labelled so that the locations (which are to include those agreed with

the CU Responsible Manager) can be readily identified. The photographs shall record all work

activities and be digitally dated. Particular attention is required for any areas to be subsequently

covered over.

4.12.13 Temporary Works

The Contractor shall be responsible for the design, implementation and maintenance of all required

temporary works; and shall liaise with the design team as necessary to ensure a coordinated

approach.

4.12.14 Plant

Immobilise all accessible plant out of hours.

4.12.15 Security of the Works

The Contractor shall be confined to the area of the works for site facilities and storage of materials.

The Contractor shall provide security for his accommodation and equipment at his own expense.

4.12.16 Disposal of waste

All waste shall be segregated and disposed of in a way that minimises damage to the environment.

Full records of the amounts, type and location of disposal site shall be kept for all waste and kept

available for review by CU auditors.

4.13 Approvals

The Contractor shall liaise with Statutory and other external authorities in the discharge of any

conditions/approvals. Communications with the LA Planning Authority are to be agreed with the CU

Responsible Manager in advance.

4.14 Dayworks

Rates for Dayworks are to be agreed prior to works commencing. Notice shall be given to the CA

48 hours before it is intended to carry out Dayworks and full records kept of all such work and

submitted in support of any claim for additional costs.

4.15 Contractor Quality Control

The Contractor shall implement a Quality Control system on site, the details of which are to be

provided to the CU Responsible Manager before works proceed.

It is a requirement that the Contractor own, maintain and regularly issue a central register of all

quality issues raised by the project. This shall be updated weekly and indicate the following: ID,

date raised, issue, whether this is considered by the contractor to be covered by the contract,

originator, status (open, closed), action date and date of closure. The originator must be involved in

the decision to close an item.

4.16 General arrangements for liaison with the project team

The contractor shall throughout the duration of the works maintain communication with the P&F

Responsible Manager and notify him/her of any changes in the design or construction proposals, or

any newly discovered hazards which may arise and any changes in circumstances which may have

an impact on health and safety.

Provide for all on and offsite management and administration include for establishment charges,

overhead charges and profit.

4.16.1 Meetings

The contractor shall allow for regular [fortnightly/weekly] site meetings to be held on site or another

agreed location, plus weekly site progress walkrounds. A site foreman or agent is to be made

available to accompany the City University Responsible Manager when on site.

Allowance should also be made to attend additional meetings with the design team for purposes of

planning and coordination.

4.16.2 Reporting

The contractor shall allow for the following regular reports:

Daily: Site resources and labour record sheet – a diary of site events (weather, disruptions, major deliveries, work covered up, numbers on site for each trade etc).

Weekly: A two week rolling look ahead report indicating site works to be carried out, including any decisions/info required, updated and issued weekly.

Fortnightly: A progress update of the main programme as detailed elsewhere in this document.

Monthly report: A comprehensive report on site activities covering the following:

o Description of work activities carried out during the periodo Health & Safety statistics (period + cumulative) and commentaryo Progress review – indicating any impacts or threats to the critical path/end dateo Information required schedule – updatedo Schedule of Method Statements to be issued/review statuso Record of site labour by trade per weeko Procurement – contracts let during the period plus commentaryo Contractor Design elements – updateo Subcontractor shop drawing review schedule and status updateo Off site manufacture/inspections/progresso Schedule of Architect’s/Project Manager’s/CA’s Instructionso Status of any contractual claims or other issueso Financial issueso Direct supply items/work and Nominated Subcontractorso Commissioning of engineering systemso Inspections and Handoverso Any other issues affecting or threatening the contract

4.16.3 Programme information and Progress Reporting

Prior to works commencing the Contractor shall submit a detailed programme in gantt form showing

all activities required to complete the job. Information for each activity shall include: original start

and finish dates, durations and float.

Critical path(s) shall be clearly indicated.

The programme shall be baseline and updated fortnightly to show progress. The following

information shall be included: Forecast start and finish dates, remaining durations and remaining

float. Percentage work completion shall be reported for each task.

In addition to the gantt chart the Contractor shall prepare and maintain a tabulated analysis of

progress for each activity to the format shown in Appendix B.

4.17 Subcontractor shop drawings

The Contractor shall instigate and maintain a system for the management of shop drawing

production, review and issue for construction. A schedule indicating the drawings to be produced,

periods for review and lead-in time for the associated works/manufacture is to be drawn up by the

contractor in good time to support the main construction programme. A record of all document

submissions (date of issue/return) and their review status is to be kept by the Contractor. Review

status shall be marked on the return documents and have a meaning as follows:

Status A: no comments, use for construction

Status B: comments as indicated, may be used for construction subject to comments being

incorporated. Document to be corrected and resubmitted.

Status C: comments as indicated, do not use for construction

4.18 Completion of the works

4.18.1 Snagging, Incomplete works and Defects

Snagging: The Contractor shall instigate and maintain a system for recording all items of non-

compliant work, indicating date raised, originator, date for resolution and status (open/closed) plus

initials of the originator to confirm that the item has been satisfactorily dealt with. The Contractor

shall carry out snagging of the works before offering them to the design team for review; however

any items raised by any party must be entered onto the Contractor’s register for action.

Incomplete works: are those that are not finished by the time of Practical Completion. These are

not snags and must be listed as part of the Handover process.

Defects: items coming to attention after Practical Completion are defects and a schedule will be

maintained by the CU Responsible Manager. H&S, legal compliance items and those that affect

the occupation of premises will be deemed urgent and require immediate attention from the

Contractor. Other items may be grouped and a schedule of works agreed with the CU Responsible

Manager. At all times during the Defects Liability Period the Contractor shall take a proactive, lead

role in resolving defects, and assign a dedicated Manager to carry out this task.

The Contractor is obliged to make good entirely at his own cost any defects, excessive shrinkages

or other faults, to the works or materials which appear within twelve months. A final certificate will

be issued after any defects have been made good and the remaining retention will be repaid at the

end of the Defects Liability Period.

4.18.2 Commissioning

The Electrical and Mechanical Contractor shall fully commission all items of plant, machinery,

equipment and distribution systems.

Building services will be commissioned in accordance with the manufacturer’s requirements and the

codes of practice of the Chartered Institute of Building Services. Commissioning equipment will be

properly calibrated in accordance with the relevant British Standard and have a current certificate of

conformity.

The Contractor will allow 12 months defects liability for electrical and mechanical items. This will run

alongside any manufacturer’s warranties and will not restrict them to a 12 month period.

4.18.3 Handover

On completion of the works at stage completion the Contractor shall have pre-arranged a meeting

with the P&F Responsible Manager for the purposes of inspecting and approving the works.

The requirement for Handover information is contained in the CU Property Standard: “Project

Technical Handover Information” and must be fully complied with (see Appendices).

It is acknowledged that in certain circumstances the collation of project handover information may

go beyond the date of Practical Completion. In this situation and generally, the minimum

requirement for handover will be as follows:

a) The handover of test and other certification to demonstrate legal compliance, eg: Building

Control completion certificate

b) Electrical test certification

c) Fire Alarm and Emergency Lighting certification

d) Certificates of Conformity for lifts etc

e) Any other certification required by Statutory Authorities or CU Insurers

f) O&M, as-built and other information sufficient to allow the safe operation and maintenance of

the installation. City University term maintenance contractor will be required to sign a

statement to this effect before PC can be realised.

g) Training and familiarisation on plant and equipment for relevant CU employees and the CU

term maintenance contractor, to allow the safe operation and maintenance of the installation.

Evidence of this will be required at handover.

h) Handover of all keys correctly labelled and organised into a key cabinet. All temporary locks to

be removed.

i) Removal of all temporary installations, site accommodation etc in so far as it is safe to do so.

j) A list of all spares, tools etc that are to be handed over to CU and written confirmation of re-

lamping, replacement of filters etc that has taken place prior to PC. The Plant

running/maintenance log made up to date as of PC is to be handed over.

k) A list of all current isolations to be handed over to the CU Responsible Manager and the CU

term maintenance contractor.

l) A list stating any part of the CU Property Standard: “Project Technical Handover Information”

that has not been completed and handed over, together with deadlines for closing out each

item.

m) A list of works acknowledged by the Contractor to be non-compliant or not finished at time of

Practical Completion. If none then a written statement to that effect is required.

n) A full snagging list including input from all parties to the project to be handed over at PC

together with target dates for resolution of all items.

o) A statement of draft Final Account to be submitted at handover.

p) A list of all Contractor and CU contacts to be handed over, to assist communications during the

Defects Liability Period.

On the day of handover a formal meeting is to be convened by the CU Responsible Manager to

include all relevant parties to the contract. A formal record of the meeting is to be made and the

agenda is to cover the items above, plus:

o Security arrangements post handover

o Confirmation of Defects Liability Period and arrangements for access etc

o Arrangements for closing out the Final Account.

o Arrangements for closing out any Project Handover Record Information issues.

APPENDIX ARequirements for City University Project Handover Record Information

GATEWAY #5COMPLETION OF CONTRACT WORKSrev 1: 22nd SEPT 05Completion of Contract Works IntroductionGateway #5 requires that the following are in place at Practical Completion/Handover of works from the contractor to CU:

Contract deliverables including certification;

Health & Safety File information (sufficiently developed and in place to safely operate and maintain);

Adequate management arrangements for the Defects Liability Period and through to full operation.

APPENDIX BFormat required for the reporting and analysis of site activities

Format for the reporting of site progress.

Insert details of all activities planned to have started at the report date BUT NOT YET COMPLETE

ID Activity description % work complete Programme status

Remaining Float

Comment/effect on overall programme mitigation

Plan Actual

23 1st fix mechanical works 35% 25% + 1 week 3 days Substrate fixing issues – now resolved with no effect on overall prog

No overall effect

32 Structural steelwork 40% 45% - 2 days 18 days Ahead of programme

44 Cast concrete lift base 15% 0% - 5 days - 2 days Obstacles found during excavation – now cleared – currently 2 days potential delay to end date.

SE consulted regarding possibility of larger pours to regain lost time.

Etc etc