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The

Facilities
Manager’s
Guide To M&E
Compliance
CONTENTS

Introduction 1

Chapter 1: Oil and Gas Safety 2

Chapter 2: Fire Safety 5

Chapter 3: Water Safety 7

Chapter 4: Air and Ventilation Safety 10

Chapter 5: Electrical Safety 12

Chapter 6: Lifting Equipment and Working at Height 14

Chapter 7: Standards beyond statutory compliance 16

Conclusion 19

About the Authors 20


INTRODUCTION

This eBook has been researched and compiled to provide Facilities Managers with a single reference guide to
health and safety maintenance compliance. Health and Safety compliance is a complex area, so this document
should act as an aid to identifying areas of risk as well as flagging any gaps in knowledge.

Whatever the size or nature of each facility that you are responsible for, health and safety is a key consideration
to ensure the safety and comfort of the working environments you manage. This document will look at the
key areas of Gas, Fire, Water (including Legionnaire’s disease), Air and Ventilation and Electrical Safety. Each
chapter will include an overview of the law, your legal responsibilities and considerations to help mitigate
risk.

The risks of not performing your due diligence pertaining to M&E health and safety are significant: last year
alone, 28.2 million working days were lost due to work-related illness and workplace injury; 133 workers
were killed at work and 1.2 million working people were suffering from a work-related illness. Source: Health
and Safety Executive, 2013-14 stats.

Please note
This document is designed as a guide to the legislation surrounding health and safety and is not
a substitute for training or legal advice. Every effort has been made to ensure the accuracy of the
information presented is correct at the time of publishing, but this cannot be guaranteed.

1
CHAPTER 1:
OIL AND GAS SAFETY

The safety of gas maintenance is covered by the Gas The Health and Safety Executive recommends
Safety Installation and Use Regulations (Addition 6, that Carbon Monoxide alarms be installed and
April 2012) which covers the necessary qualifications maintained, which will help guard the occupants
and duties of the engineers involved in working with of a building from the risks of Carbon Monoxide
gas appliances. poisoning. Carbon Monoxide alarms should comply
with British Standard EN 50291 and carry a British or
There are currently no laws requiring landlords to European approval mark.
obtain certification guaranteeing the safety of oil-fired
equipment within a let property, however regulation The oil storage regulations have been designed to
BS5410 requires that oil-fired boilers are regularly prevent pollution and accidents from occurring and
serviced in line with manufacturer instructions. Oil cover fire protection, environmental protection,
storage regulations are set out by the Control of maintenance, installation, refilling and placement.
Pollution (Oil Storage) (England) Regulations 2001, Failing to meet the standards which results in
the Control of Pollution (Oil Storage) Regulations polluting surface water or ground water can result
(Northern Ireland) 2010 and the Water Environment in legal action being taken against the responsible
(Oil Storage) (Scotland) Regulations 2006. party. The regulations cover diesel, petrol, vegetable,
mineral, heating, lubricating and synthetic oils in
Your legal responsibilities containers over 200 litres (except in Scotland, where
all above ground oil storage and portable containers
Everyone employed to work on gas appliances must of less than 200 litres are covered). The exact legal
be registered with the Gas Safe Register and have regulations depend on your location in the UK -
relevant certification. England and Wales have different rules to both
The Gas Safety Regulations require annual renewal of Scotland and Northern Ireland.
the CP12 certificate, which certifies that the premises
concerned match the Health and Safety Executive’s How to mitigate oil and gas safety
criteria and that an engineer registered with the risks
Gas Safe Register has performed the installation
of hardware. All engineers registered with the Gas Perform regular gas safety risk assessments: these
Safe Register will have been issued with a Gas Safe should be conducted by a competent person on an
Registration ID card which should be checked before annual basis and recorded in writing.
any maintenance is performed. The gas appliances Regularly check isolation valves: ensure that all
installation will be checked for gas tightness, burner persons who work in close proximity to gas (i.e.
pressures, gas rate as well as standing and working kitchen staff) are trained in the use of the isolation
pressure. Your Gas Safe Registered engineer will also valve.
check ventilation, flue flow and flame failure devices.
Safety check records must be kept for at least two Arrange annual Gas Safety Checks: these should be
years. performed by a Gas Safe Registered engineer.

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Emissions testing: quarterly Carbon Dioxide and
Carbon Monoxide emission tests should be conducted
and recorded.

Ensure ventilation is kept free from blockages: flues


must be kept clear at all times to ensure that no
poisonous gases (combustion products) are able to
escape.

Ensure boiler and plant rooms are kept free of any


combustible materials.

Keep a record of when Carbon Monoxide alarms are


installed: they last, on average, from 5-7 years and
many do not have a warning system in place for when
they need replacing. Some alarms require annual
battery replacement.

Oil Appliances and oil storage


Conduct regular services of oil-fired equipment using
OFTEC-registered engineers. Check oil tanks and oil
feed pipework for condition and any damage that
may lead to leaks.

Ensure that oil-fired appliances are protected from


freezing and corrosion.
Ensure adequate support for above-ground pipework
Regularly check that there is sufficient air flow to and protection for underground pipework as well as
allow for combustion and ventilation for oil-fired leakage detection. Ensure it is easy to safely inspect
appliances. pipes with mechanical joints.

Ensure oil drums, tanks and other containers are Oil tanks connected to cookers and central heating
robust and will not leak or burst. boilers must comply with the building regulations of
the country they inhabit.
Where possible, position oil containers as far away
as possible from moving vehicles to prevent damage Where practical and possible, avoid storing oil where
from impacts. it is vulnerable to floods. If this is unavoidable, secure
your tank to avoid it lifting with the rise of water or
Provide a means of secondary containment for all raise it above potential flood water levels, where
oil containers to catch leaks. The containment must doing so will not compromise the safety or delivery
allow for at least 110% of the entire contents of the of oil to its intended appliance.
oil tank and have walls and a base impermeable to
water and oil. Oil storage tanks that are single and Sight gauges for measuring the contents of a tank
double skinned must have a secondary containment, and vent pipes must be located in the secondary
whereas integrally funded tanks that provide for containment, properly fitted with an automatically-
110% of the contents of the tank do not require this. closing valve.

3
Pipework should be made of a suitable material for
the oil type, well-supported, corrosion-proof and
insulated.
Did you know?
Carbon Monoxide poisoning
In an emergency Carbon Monoxide is impossible for humans to
detect as it is colourless, odourless and tasteless
Never use a gas appliance if you suspect it is unsafe: - the best way to prevent poisoning is to install an
turn it off and arrange for it to be checked by a Gas alarm.
Safe registered engineer.
Around 40 people a year are killed by Carbon
If you suspect a gas leak: open all doors and windows, Monoxide poisoning, according to Public Heath
shut off the gas supply using the meter control valve England (Nov 2014). Carbon Monoxide kills very
and call the National Grid’s Gas Emergency Freephone quickly by stopping the blood from bringing
number on 0800 111 999. oxygen to the cells, tissues and organs.

If your Carbon Monoxide alarm goes off, the entire Long-term Carbon Monoxide poisoning at a low
building should be evacuated, appliances should be level can cause long-term injury and harm to
turned off and a qualified technician should be called health.
before appliances are turned back on. You should not
return to the building until it has been adequately Blood or breath samples will confirm Carbon
ventilated and the leak has been repaired. Monoxide poisoning, but should be taken within
4 hours of exposure as tests after this time may
If you discover an oil spill or leaking tank, use a spill be inaccurate.
kit to prevent pollution if this can be done safely. Call
the Environment Agency on 0800 80 70 60 to report Carbon Monoxide poisoning can present as
the incident and receive guidance on how to reduce tiredness or be confused with flu-like symptoms.
the environmental impact of the spill. Look out for headaches, nausea, dizziness,
vomiting and breathlessness.

For more information, visit the Gas Safety Register


Website, the Gas Health and Safety pages on the HSE
website and the Oil Storage Regulations guidance or
the Environment Agency’s guidance on the Control
of Pollution (Oil Storage) Regulations.

4
CHAPTER 2:
FIRE SAFETY

The legislation concerning fire risks is the Regulatory Fire exits must be clearly marked, immediately above
Reform (Fire Safety) Order 2005, which covers the the exit opening, where possible, in a place where it
responsibilities of those managing non-domestic will be seen despite the obstruction of smoke.
premises with regards to fire risks. The Health
and Safety (Safety Signs and Signals) Regulations Where exits are obscured from sight or there could be
1996 also cover fire safety and risks regarding the doubt about the location of an emergency exit, signs
provision of safety signs at work. Unlike other health using a directional arrow to indicate the location of
and safety considerations, fire has the potential to the exit must be employed.
kill or injure large numbers of people very quickly, so
its importance should not be overlooked. ‘Fire Escape - Keep Clear’ signs should be used where
there is a risk that a door may become obstructed.
Your legal responsibilities
Firefighting equipment must be clearly marked,
As the manager of a non-domestic building, you must especially when it is in a position hidden from direct
constantly evaluate the risks associated with fire and view. The firefighting equipment sign, as well as
take general fire precautions. The majority of fires directional arrows should indicate the position of
are preventable and you should seek to identify and firefighting equipment.
rectify anything that is a fire hazard.
Signs requiring emergency lighting must be provided
Fire Safety risk assessments must be kept up to date with a guaranteed, emergency supply separate to
and reviewed regularly. Assessments should identify ensure functioning in the event of a power cut. Lit
fire hazards and any people at risk (for example signs should be tested regularly.
disabled people with limited mobility); and aim to
remove or reduce risks.

Fire exits and escape routes should be clear from


Did you know?
obstructions and be clearly marked. Fire detection Fire safety risks
and warning systems must be maintained and
checked annually. Smoke inhalation is the primary cause for fatalities
of indoor fires, at around 50%-80% of deaths.
Fire safety signs must conform to the requirements of
BS 5499 and be properly maintained. They should be Fire can spread in three ways: through radiation,
fixed securely and checked regularly to ensure they convection or conduction.
have not deteriorated, been removed or vandalised.
They must be large enough to be seen clearly in an The leading cause of accidental fires in dwellings
emergency and lit appropriately with emergency is the misuse of equipment or appliances, closely
lighting. Photoluminescence signs may be necessary followed by faulty appliances and leads.
in low-light areas.

5
Five steps to identify fire risks How to mitigate fire safety risks

1 Identify all fire hazards


Look for any sources of ignition as well as sources
Risk assessments: produce up to date risk assessments
on an annual basis, but perform checks on an ad hoc
of fuel and oxygen basis to ensure that hazards are removed or reduced.

2 Identify risk to life


Identify who will be affected if there is a fire and
Fire extinguisher servicing: perform in line with the
manufacturer’s guidelines, which is usually annually
pay specific attention to the young and disabled.
or every 5 years. Carbon Dioxide fire extinguishers
Create tailored evacuation procedures for
building occupants with limited mobility. should be refilled every 10 years.

3 Evaluate risks and remove or reduce them


Predict the risk of a fire happening, remove or
Fire Log Book: keep up to date with information
concerning the maintenance and upkeep of: Fire
reduce hazards, check lighting, escape routes and Alarm Systems, Fire Extinguishers, Fire Hose Reels,
detection and warning systems regularly. Ensure Emergency Lighting, Fire Safety Training and Fire
signs and notices concerning fire hazards and fire Alarm Tests.
evacuation procedures are displayed. Maintain
all electrical and gas-powered devices according Fire Alarm Systems: check daily to ensure that there
to legislation. Keep fire extinguishers in good are no obvious faults, as indicated by system warning
working condition and ensure they are clearly lights. Weekly fire alarm tests should be conducted
marked according to the type of fire for which and recorded in the Fire Log Book. Annual Fire Alarm
they can be used. tests should be conducted by a competent person to
4 Record and plan
Record all actions taken to reduce the risk of fire
BS 5839 standards and be recorded in the Fire Log
Book.
and all significant findings. Prepare a plan for if
an emergency occurs. Provide training to relevant Staff training: Staff who work normal office hours
people with relation to fire safety. should be trained on an annual basis. Staff who work

5 Review regularly
Keep your fire safety assessment under constant
at night should be trained quarterly. Training dates
and outcomes should be recorded in the Fire Log
review and update on a regular basis Book.
Fire Extinguishers Fire Suppression Systems: to comply with British
Institute standards (BS EN 12845; EN 15004; BS 5306-
As a general rule, you will need one water-based 4; DD 8489; DD 8458), a weekly fire suppression
extinguisher such as water, water additive (the best automatic suppression system fault check should be
option for most) or foam (3 litre or bigger) for every conducted and recorded in the Fire Log Book. Overall
2000 square foot or 200 square metres of floor space. Fire Suppression Systems should be tested quarterly
This is per floor. and recorded in the Fire Log Book.
The extinguisher must have a minimum fire rating of
Escape Lighting: to comply with BS 6266 and BS 5266-
13A and this will be near the top of the front label
7, indicator lights should be checked daily, where a
on any approved extinguisher - so 21A or 34A is
simulated mains failure test should be performed
preferable to 13A.
monthly and recorded in the Fire Log Book. A full
Electrical risks such as computers, lighting, fridges, duration test of approximately three hours should
servers and machinery will need a CO2 extinguisher, be conducted annually and recorded in the Fire Log
so ideally every fire point will have both a CO2 and Book.
water-based extinguisher. A 5kg CO2 extinguisher
Fire Doors: check escape routes are clear on a daily
would be the best size where you have machinery
basis and that doors are not propped open. Conduct
and server rooms to protect. In most circumstances,
a weekly inspection, which is recorded in the Fire Log
a 2kg CO2 extinguisher is the most popular.
Book.

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CHAPTER 3:
WATER SAFETY

Water safety is covered by the Workplace (Health, If there are staff working in remote areas, they
Safety and Welfare) Regulations 1992 as well as the must also be provided with sufficient drinking and
Water Supply (Water Quality) Regulations 2000, sanitation facilities.
which encompasses sanitation, hygiene, and water
for use in food preparation. Regulations 20 and 21 set down the rules regarding
the number of sanitary conveniences for the
Your legal responsibilities workforce. Exceptions are made where toilets are
for one person at a time and can be locked from the
Water must be provided for sanitation purposes inside.
- adequate washing and toilet facilities must be
provided for employees and must be clean, well-lit How many toilets are required?
and sufficiently ventilated to prevent bacteria and
germ growth. Drinking water should be clean, safe More facilities may be required if toilet breaks are only
for consumption and palatable. permitted at predefined times. If facilities will also be
used by members of the public then the number of
The number of toilets and washing facilities should be
facilities available must be adjusted where necessary
calculated to take account of the number of building
so workers will not experience unreasonable delay in
occupants - see the tables below for exact ratios.
available toilets.
Where necessary, showers should be provided (for
example if the work done requires physical effort that
leaves employees dirty or exposed to contaminants).
Showers supplied by both hot and cold water should
be fitted with a device to prevent users from being
burned by the hot water (e.g. a thermostatic mixer
valve).

The safe operation of sanitation appliances should


be ensured by regular checking of the water pressure
and flow rate.

To prevent the spread of harmful bacteria and germ


infestations, wall surfaces must be covered in a
material that is easily cleaned.

Both cold and hot water should be provided for


washing along with soap and materials to dry hands
(i.e. heated dryers or paper towels).

7
Toilets and basins for women only or for mixed use:

Number of people in the Number of toilets Number of washbasins


workplace

1-5 1 1
6-25 2 2
26-50 3 3
51-75 4 4
76-100 5 5
For each additional 25 +1 +1
employees

Male only facilities (an urinal may be defined as an individual unit or a portion of space no shorter than
600 mm).

Number of people in the Number of toilets Number of urinals Number of


workplace washbasins

1-15 1 1 1
16-30 2 1 2
31-45 2 2 2
46-60 3 2 3
61-75 3 3 3
76-90 4 3 4
91-100 4 4 4
For each additional 25 +1 +1 +1
employees

Legionnaire’s Disease blocks, are at particular risk from the disease due
to the complexity of their water supply systems,
The prevention of Legionnaire’s Disease is covered by allowing the bacteria to spread quickly. Impurities in
‘The control of Legionella bacteria in water systems the water such as limescale, rust and algae provide
(L8)’ and is specifically targeted at dutyholders: nutrition for the bacteria.
employers, those in control of premises and
people who have health and safety responsibilities. As Legionella bacteria thrive under a wide range of
Businesses and individuals who do not follow the environmental conditions, both hot and cold water
regulations can be held responsible and legally systems must be checked. Water can be treated to
accountable if key prevention steps are not taken and prevent Legionnaire’s disease and risk assessments
a person contracts this potentially life-threatening can help in the prevention and detection of the
illness. bacteria.

Legionnaire’s Disease is a form of pneumonia and


is able to survive at temperatures between 6-60
degrees centigrade. The Legionella bacteria can
also carry other diseases, such as Pontiac Fever and
Lochgoilhead fever. Large buildings, such as office

8
Your legal responsibilities Your legal responsibilities
As Legionella bacteria thrive under a wide range of You must ensure that appropriate information
environmental conditions, both hot and cold water regarding your pressure systems is available to those
systems must be checked. Water can be treated to who will need it. This will include information such
prevent Legionnaire’s disease. Risk assessments are as:
a legal requirement for all commercial and leased
residential buildings. --
the manufacturer
--
the serial number that identifies each vessel
--
the manufacturing date
How to mitigate water safety risks --
the standards to which the vessel was built
--
maximum allowable pressure of the vessel
Toilets and washrooms: ensure that you have (including where it is other than atmospheric)
the correct number of toilets installed which are -- the design temperature
maintained in a clean and useable condition.
You must ensure that installation of pressure
Drinking water: to be provided for all employees in systems adheres to any information specified by the
an area that is regularly cleaned and maintained. manufacturer.
Water must be clean and potable (drinkable).

Cold water system: every 6 months, check outlet How to mitigate pressure systems
temperature from storage tanks is below 20 degrees safety risks
centigrade. The water temperature of the running
taps should also be below 20 degrees centigrade Ensure that a competent person carries out
after two minutes. installation and regular maintenance.

Hot water system: complete a monthly check that The site of installation must be cool, clean and well-
the water temperature in the hot water cylinder is ventilated with clean inlet air supplied from an area
at least 60 degrees centigrade. After running the hot that has no flammable fumes or corrosive vapours.
water for one minute from sentinel outlets, ensure
that the water is at least 50 degrees centigrade. Cold Before using a pressure system, a written scheme
water must also be checked to ensure that it remains of examination must be prepared by a competent
at a temperature of less than 20 degrees centigrade. person. Examination schemes must ensure that
examinations are carried out in a timely fashion to
More information on Legionnaire’s Disease is minimise the risk of deterioration or malfunction.
available from NHS Choices and the Health and Safety
Executive’s Approved Code of Practice. Never operate a pressure system beyond the expiry
date of examination.
Pressure Systems Safety
Your written scheme of examination and records of
The laws governing the safety of pressure systems the examinations should be kept and provided to
are the Pressure Systems Safety Regulations 2000 enforcing authority inspectors when requested.
and aim to reduce the likelihood of injury or damage
caused by stored energy (pressure) directly caused For full details of the regulations governing pressure
by failure of pressurised systems. The regulations systems, please see the Safety of Pressure Systems
cover steam, gases and fluids. guidance from the Health and Safety Executive.

9
CHAPTER 4:
AIR AND VENTILATION SAFETY

The laws concerning air and ventilation safety are temperature and readings should be taken away
defined by the HSWA 1974 and the Workplace from windows and near workstations. In extremely
(Health, Safety and Welfare) Regulations 1992. hot weather, fans and increased ventilation should
Air conditioning systems that contain fluorinated be employed to ensure worker comfort.
greenhouse gases (F gas) are covered by the Ozone-
Depleting Substances Regulations 2015. Heating, ventilation and air conditioning (HVAC)
systems must be serviced and cleaned regularly to
Your legal responsibilities prevent health and safety risks to building occupants.

All workplaces must have an adequate supply of fresh Enclosed workplaces must be adequately ventilated
air which can be either natural ventilation, through so that stale and hot or humid air is replaced at a
the use of doors and windows, or controlled via the reasonable rate.
use of a fan-powered extraction unit. Air introduced to the working environment should
be free of impurities which could prove harmful to
The temperature for work areas should not drop below health or offensive.
16 degrees centigrade in normal working conditions,
whereas the temperature of 13 degrees centigrade Air inlets should not be sited near to sources of
is adequate for workplaces where strenuous activity contaminated air. If necessary, a filter should be
is required. Thermometers should be used to gauge fitted to inlets to remove particulates.
If windows or other openings are not sufficient to
provide adequate ventilation, mechanical ventilation
systems should be employed.

Uncomfortable draughts must not be allowed to


affect workers and workers should be relocated or
protected from uncomfortable working conditions
by screens where necessary.

Ventilation systems that recirculate air should be


filtered and designed to include fresh air inlets.

Water-based ventilation systems should be checked


regularly to prevent against the risk of legionella.

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Fluorinated greenhouses gases How to mitigate air and ventilation
regulation (F gas) safety risks
Servicing of appliances and systems containing F Carbon Dioxide emission tests: record the results
gas (including installation, repair, leak checking, of the Carbon Dioxide emission test on a quarterly
maintenance and decommissioning) must only basis.
be completed by companies certified to handle
fluorinated greenhouse gases. This includes Carbon Monoxide emission tests: results of the
stationary refrigeration systems, stationary air Carbon Monoxide emission test should be recorded
condition and heat pump systems and stationary fire on a quarterly basis.
protection systems that contain F gas. Employees
of the servicing company must have individual Temperature: ensure that workers are not too cold by
qualifications to handle F gas. Certification is provided keeping the working environment at a temperature
by Bureau Veritas, Quidos or Refcom and companies that exceeds 16 degrees centigrade for normal
must have their certifications renewed every 3 years. working conditions and 13 degrees centigrade for
Individuals’ certification numbers must be recorded those who are doing strenuous labour.
and have a written procedure for the handling of F
gases. Ventilation: regularly service all mechanical
ventilation systems according to manufacturer
To prevent leakage of HCFCs, equipment must be guidelines and ensure that water-based ventilation
regularly maintained. Equipment that contains 3kgs systems are managed to prevent the possibility of
or more of HCFCs and is not hermetically sealed must exposure to legionella.
be checked every 12 months. Equipment with 6kgs
or more of HCFCs and is hermetically sealed must Pressure vessels and Air Receivers: perform regular
also be checked every 12 months. risk assessments and ensure that test certificates are
completed in line with manufacturer guidelines.
Equipment containing 30kgs or more of HCFCs
must be checked every 6 months and equipment
containing 300kg or more of HCFCs must be checked
every 3 months.

Leaks must be repaired within 14 days and re-


checked within 1 month to ensure the repair has
worked effectively.

If F gas is added to equipment at the time of


installation, a label must be added that states that
the equipment has F gas in it and the chemical or
industry name for the specific F gas. From 2017
the label must also contain information regarding
the the mass of F gas contained (in kilograms), the
global warming potential of the F gas and the Carbon
Dioxide equivalent mass of F gas contained in the
equipment.

Full guidance on the rules and regulations covering


F gas is available online.

11
CHAPTER 5:
ELECTRICAL SAFETY

The laws pertaining to electrical safety are detailed


in the Electricity at Work Regulations 1989 and
Electrical Equipment (Safety) Regulations 1994 which
require assessment of risks related to electricity.

Your legal responsibilities


Systems that are installed in buildings must be safe
and regularly maintained.

A qualified electrician must perform electrical


installations and repairs to electrical equipment. How to mitigate electrical safety risks
People working with electrical systems and equipment Electrical installation, distribution, cables and circuits:
should be competent for the task, meaning that they perform and record tests every 5 years.
have suitable training and knowledge to ensure that
injuries to themselves and others are prevented. High Voltage Power Equipment: perform risk
assessments on an annual basis.
Regular testing of electrical equipment must be
undertaken to prevent the risk of electrocution or Portable Appliance Testing (PAT): conduct every 1 to
fire. 3 years.

Ensure that adaptors do not overload socket outlets.


PAT and Fixed Wire Testing
Those who work in the space that you are managing
Under the Electricity at Work Regulations 1989,
must be educated about the proper use of electrical
electrical fixed installations must be tested and
appliances and be made aware of the dangers and
inspected regularly. PAT stands for Portable Appliance
risks of unsafe operation of appliances.
Testing and is designed to test the safety of electrical
equipment using a special device. However, PAT
To promote safer working conditions and more
includes visual inspection to flag up any issues that
responsible use of electrical equipment, documented
might not be detected by the PAT device.
procedures are a necessity.
The frequency of tests should be determined by the
Regularly check electrical equipment for signs of
frequency of use and the environment for use. There
wear and tear, damage and faults.
is no legal requirement to do so, but recording the
PAT times and dates as well as labelling items that
have passed is best practice.

12
Fixed Wire testing involves checking the electrical maintained annually by competent contractors
systems that are designed to conduct electricity to ensure there is no corrosion and that the
around a building, which includes hard wiring, main mechanical condition is in good working order.
panels, distribution boards, lighting, air conditioning, Earthing electrodes, the earth termination system
fixed plant and socket outlets. This is required by and electrical continuity of conductors should be
the Electricity at Work Act, 1989. Tests should be regularly inspected, at 12-month intervals.
conducted at least every 5 years.

Lightning protection
Lightning strikes can reach over 200,000 amps,
damaging buildings, electronics and injuring or killing
people. A very real cause of destruction, protecting
your buildings from the risk of lightning is an important
consideration. There is no law which requires you
to protect your facilities from lightning, but it is
something that should be considered in great depth,
in conjunction with your insurers and professionals
involved in lightning protection systems. Lighting
protection should take account of both the internal
electrical systems and the structural integrity of a
building, which will ensure everyone’s safety as well
as protecting the fabric of the establishment.

External lightning protection systems conduct and


then disperse the charge of the lightning safely to the
earth. Without this protection, lightning strikes can
lead to explosions, fire, mechanical breakdowns and
serious damage to electrical equipment.

To determine the level of lightning protection


required for your establishment, you should conduct
a risk assessment which considers the four types of
potential loss: (1) loss of human life; (2) loss of service
to the public; (3) loss of cultural heritage and (4) loss
of economic value (resulting from system downtime).
Risk assessments should also consider the height
and area of the building, use of the structure, fabric
of construction and the building contents. Using a
competent Lightning Protection Engineer can be the
best way to determine whether a lightning protection
installation is necessary.

Lightning protection installations (such as Surge


Protection Devices and Lightning Protection Zones)
should comply with BS EN 62305 and lightning
protection equipment should be inspected and

13
CHAPTER 6:
LIFTING EQUIPMENT AND WORKING
AT HEIGHT
The safety of lifting equipment is regulated by the Your legal responsibilities
Lifting Operations and Lifting Equipment Regulations
(LOLER) 1998 as well as the Provision and Use of LOLER has four major protocols that must be adhered
Work Equipment Regulations (PUWER) 1998. LOLER to:
deals specifically with lifting risks, whereas PUWER
applies to all work equipment which includes lifting -- Equipment must be safe and suitable for intended
equipment. use
-- Personnel using and maintaining lifting equipment
Lifting equipment is defined by the regulations as: must be suitably trained
“work equipment for lifting or lowering loads and -- Equipment must be maintained in a safe condition
includes its attachments used for anchoring, fixing or -- Records must be kept for all equipment
supporting it”. This applies to anything involving the
lifting of items or people in the workplace.
How to mitigate lifting equipment
risks
Lifting equipment must be serviced at regular
intervals - lifting accessories every 6 months, lifting
appliances every 12 months. Service records must be
kept and maintenance should only be performed by
a qualified, competent person.

Lift servicing should be performed every 6 months (or


every year if the lift never carries people). Servicing
must be recorded.

Working at height
The laws covering fall prevention are the Work at
Height Regulations 2005 (WAHR) and rule on the
minimum health and safety requirements pertaining
to using equipment while working at height where
there is a risk of falling.

14
Your legal responsibilities
The legally responsible party (which includes health
and safety managers, facilities managers, building
owners and other dutyholders) must ensure:

-- The proper planning and organisation of working


at height
-- Only persons who are competent are permitted
to work at height
-- Risk assessments are regularly conducted
-- Only appropriate work equipment is used when
working at height
-- All equipment used when working at height is
regularly maintained
-- Records on the maintenance and inspection of
equipment used at height are kept

How to mitigate the risk of working at


height
Where practical, avoid working at height. Where
working at height is unavoidable, prevent falls by
using appropriate fall prevention equipment. Ensure
the equipment used to prevent falls (e.g. scaffolding
or harnesses) is strong, robust, stable and suitable for
purpose and maintain records of regular inspections.

Ensure that workers who will be performing their


duties at height understand the use of falling
prevention measures and wear personal protective
equipment where necessary.

Take note of weather conditions and ensure workers


are only working in environmental conditions that
pose no risk.

Check places where workers will be working at height


every time, before work starts.

Agree a set procedure for emergencies and make sure


workers working at height are not left unsupervised.

15
CHAPTER 7:
STANDARDS BEYOND STATUTORY
COMPLIANCE
Statutory regulations will keep your premises compliant and help prevent health and safety problems.
However, standards will help your building’s occupants build a culture that encourages and promotes
workplace safety as a key goal, leading to improvements above and beyond standard legislation.

Oil and Gas Safety British Standards


Installation and Maintenance Flueing and ventilation Piping systems and fittings
BS 5546:2010 BS 5440-2:2009 BS ISO 17484-1:2006
BS 5864:2010 BS EN 1057:2006+A1:2010
BS: 5871-4:2007 BS 8537:2010

Air and Ventilation Safety British Standards


Ventilation Air conditioning
BS EN 1751:2014 BS EN 12599:2012
BS EN 14825:2013
BS EN 13141-6:2014
BS EN 15218:2013
BS EN 13142:2013
BS EN 16445:2013
BS EN 15780:2011
BS EN 13141-7:2010
BS EN 15665:2009

Water Safety British Standards


Drinking water Hot water safety Legionella control Water Conditioning
BS ISO 24510:2007 BS 6283-4:1991 BS 8580:2010 BS 8542:2011
BS EN 13443- BS 6759-1:1984 BS EN ISO 11731-2:2008, BS EN 15848:2010
2:2005+A1:2007 BS 6068-4.18:2004
BS EN 15848:2010 BS 6068-4.12:1998, ISO BS EN 13443-
11731:1998 2:2005+A1:2007
BS EN 15975-2:2013 BS EN 14095:2003
BS EN 13077:2008 BS EN 13443-1:2002
BS EN 15975-1:2011
BS ISO 24510:2007

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Fire Safety British Standards
Fire doors, fire Portable fire Fire extinguishing Emergency lighting Fire detection
resistance and smoke extinguishers installations and and alarm systems
control equipment
BS EN 1634-1:2008 BS EN 3-10:2009 BS 5306-0:1986 BS 5266-1- 2011 BS 5839-
1:2002+A2:2008
BS 8214:2008 BS EN 3-7 2004 BS 5306-1:2006 BS EN 1838:1999/BS BS EN 54-11:2001
5266-7:1999
BS EN 3-8:2006 BS 5306-2:1990 BS EN 50172:2004/ BS 5839-3:1988
BS 5266-8:2004
BS 7863:2009 BS 5306-3:2009 BS EN 60598-1: 2008 BS EN 54-4:1998
BS5306-4:2001 BS EN 62034:2006 BS 5839-6:2004
BS 5306-5.1:1992 BS EN 50171:2001 BS 5839-8:2008
BS 5306-5.2:1984 BS 5839-9:2003
BS EN 13565-2:2009
BS 5306-8:2000

Electrical Safety British Standards


General Safety Electrical installation Accident prevention Electrical testing
BS EN 60335-2-95:2015 PD CLC/TR 50479:2007 12/30275022 DC PD CLC/TR 50417:2014
PD IEC/TS 61496-4-2:2014 BS 7430:2011
BS EN 61496-2:2013
BS EN 50495:2010
BS EN
61140:2002+A1:2006, IEC
61140:2001
BS EN 60335-2-17:2013
BS EN 60204-
1:2006+A1:2009
BS EN 60073:2002

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Building maintenance and engineering standards are provided by the
standard maintenance specifications, known as SFG20 (Service and
Facilities Group, part of the Building and Engineering Services Association)
and are recognised as the industry standard for best practice planned
maintenance. SFG20 contains over 400 industry maintenance task
schedules pertaining to HVAC, installation, plant and electrical services.
Updated by a specialist technical committee, who review all relevant
legislation and best practice, the SFG20 is a definitive tool for planned
maintenance.

Another valuable source of information and support is the British Institute


of Facilities Management (BIFM), the professional body for FM, which
was founded in 1993. Aiming to promote excellence and professional

MIDLANDS standards in FM, they support and represent over 15,000 global members
and provide qualifications and training to support the ongoing drive to
REGION improve professional standards.

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CONCLUSION

Health and Safety law is there to protect you, your building and the building’s occupants and should be
taken very seriously. Understanding your legal obligations and following the laws and regulations that are
applicable to your building will mean that your compliance duties are met.

This guide has been produced to help arm facilities managers with the information required to prevent
accidents and injuries to occupants, reduce the risk of damage to your managed sites and to draw attention
to key considerations for maximising occupant comfort.

Next steps
For more guidance and further information about your legal duties with respect to the safety of Oil and Gas,
Fire, Water, Air and Ventilation and Electricity, please refer to the Health and Safety Executive website.

Further information from the British Standards Institute. The British Standards Institute also offers a number
of training courses to help bolster your existing knowledge and provide certification.

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ABOUT THE AUTHORS

About INTEGRAL
INTEGRAL UK Ltd is the largest independently owned Mechanical, Electrical and Fabric property maintenance
business in the UK, providing both Planned Preventative and Reactive Maintenance to over 1,600 clients in
40,000 locations.

From a reputation of delivering engineering excellence and a strong partnership culture, we provide a range
of maintenance solutions individually tailored to suit our client’s needs. Our one-team approach ensures we
always strive to identify opportunities for improved efficiency that provide our clients with cost effective,
sustainable solutions.

With 19 offices our regional infrastructure allows us to maintain control of the business and ensure quality of
service. Unlike many of our competitors we are national specialists in planned and responsive maintenance
and all our services are based on `self delivery`, which means that we employ only the best, fully qualified in-
house technicians and engineers to maintain quality standards. With nearly 2,000 technicians and engineers,
we operate one of the largest national mobile maintenance fleet - an engineer in every postcode – enabling
us to focus on first time fix and a quick and efficient response.

Contact details
If you want to find out more about how Integral can help you, Contact Mark Evans on
mark.evans@integral.co.uk or call on 0121 553 5511

www.integral.co.uk

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