1.0 Introduction

This document is intended to aid all contractors and contractors’ employees in maintaining CERT Property Ltd.'s  high standard of Health & Safety and operational efficiency.  Detailed below is the House Rules and Regulations which CERT Property Ltd.'s are to adhere to. If Occupiers are having works undertaken which require Landlord approval and or crosses over into the Landlord demise the following rules are to be adhered to. Any works undertaken within a Occupier demised area are under the responsibility of the Occupiers own house rules, however access to the premises for said Occupiers contractor will initially be through the Landlord area of the building and so Elevator recording Studios rules are to be adhered to at all times. 

2.0 Definitions

2.1 The following Definitions apply: -

‘Premises’

Any site or premises managed by CERT Property Ltd

‘Contractor’

Any person, firm or company, or any employee, agent and/or sub-contractor of or for such person firm or company, who or which enters into or upon Elevator Recording Studios premises’, for the purpose of performing any work or services for CERT Property Ltd, the landlord or the building / tenants / occupiers.

3.0 General

1. These rules do not exempt Contractors from their statutory duties concerning Health & Safety but are intended to assist them in attaining a high standard of compliance with those duties.

2. CERT Property Ltd will be pleased to assist Contractors in any practical way to facilitate safe working, and requests co-operation in observing these rules.

3. CERT Property Ltd reserves the right to see a copy of the Contractors Policy, Organization Chart and Arrangements under the Health & Safety at Work Act 1974.

4. The contractor is to provide Risk Assessments, Method Statements and (if required) a programme of works 48 hours prior to commencement on site.

4.0 Entry into Premises

1. Before work commences, the contractor will provide CERT Property Ltd with details of all personnel who will attend site including employees, agents and subcontractors.

2. On initial arrival contractors’ employees must report to CERT Property's management team in respect of works or services being undertaken within any of our sites

3. Vehicles owned by Contractors or their employees may be parked on our site, where parking is available, by prior arrangement with CERT Propertys management team

4. Contractors must allow CERT Property Ltd or its nominated inspection company access to the works at any stage of the operations, given the usual limitations regarding safety.

5.0 Pre-Agreement as to Safe Work Procedures including Risk Assessments, Method Statements and Programme of Works

1. Any operations likely to put persons detailed at risk must be brought to the attention of CERT Property's. Safe work procedures must be agreed, and Risk Assessments approved prior to commencement. Method Statements, a Programme of Works and any necessary warning notices must also be in place.  

2. All jobs undertaken by contractors will require a Method Statement. Should an appropriate Method Statement not be provided, contractors will not be permitted to undertake work.

3. Risk Assessments will be required as a precursor to Method Statements and CERT Property Ltd reserves the right to inspect any Risk Assessment documentation.

4. An example Risk Assessment, Method Statement and Programme of Works is attached at Appendix A.  

5. A Programme of Works shall be submitted if requested by the CERT Property Ltd.

6. An appropriate Permit issued by CERT Property Ltd must be obtained prior to commencement of works. 48 hours’ notice is required for issuing of permits and ALL  applications are to be supported by Risk Assessments and Method Statements. Applications submitted without the requisite information will not be processed. CERT Property Ltd accepts no liability for any consequential delays.

7. For confirmation, the Permit to Work System consists of five permits, namely:

• Access/General Works Permit

• Access to Confined Spaces Permit

• Hot Works Permit

• Electrical Works Permit

• Excavation works permit

6.0 Compliance with Statutory Regulations

1. All contractors on site are to comply with all statutory legislation.

7.0 Compliance with Site Safety & Security Regulations

1. Contractors must be familiar with and follow any site safety or security regulations specified by CERT Property Ltd including these House Rules and Regulations.

8.0 Scaffolding and Safe Means of Access / Work

1. Contractors will provide safe access, comply with all current legislation, and keep statutory inspection registers available for inspection by Health & Safety Executive Inspectors, Environmental Health Officers and CERT Property Ltd.

Particular attention must be paid to the following: -

1. Strength and stability of both mobile and fixed scaffolding provision of guardrails and toe boards

2. Quality and proper support of timber.

8.2 All ladders provided by the Contractor must be:

1. Appropriate for the type of work

2. In sound condition

3. Unpainted

4. Marked with the contractor’s identification

5. Placed at the correct angle

6. Firmly secured when in use

7. Locked away or removed from premises when not in use

The CERT Property Ltd reserves the right to remove and destroy any unattended ladders or access equipment.

8.3 The contractor is to allow only trained and certificated operatives to erect, adapt, move or dismantle any scaffolding.

9.0 Housekeeping

1. Contractors must comply with all relevant legislation, codes of practice and working rules governing the work being undertaken 

2. Before commencement of works, contractors must ensure the area is suitably isolated. Coloured ‘bunting’ style tape will not be permitted.

3. It is the contractor’s responsibility to check with CERT Property Ltd whether barriers are available for the duration of the works.  If barriers are not available, it is the contractor’s responsibility to provide barriers complying with barrier specification above for the duration of the works.   Cones and other road work equipment will not be permitted. Barriers must always be linked and must be replaced if they become damaged or unsightly. Each group of Barriers must have at least one suitable ‘apologies for inconvenience sign’. (Contact the Elevator Recording Studios  Property Management for details).  

4. Steps, ladders, plant and other equipment must not be left between periods of work, where they could encourage unauthorised use.  The work area must be closed off when left unattended.  all equipment must display contractors’ identification markings.

5. Timber hoardings may only be erected with prior permission of  CERT Property Ltd and must conform to sizes, colourings, etc.

6. Always use correct and relevant warning notices. Hand painted pieces of wood are not acceptable.

7. Keep approaches to the work area and surrounding pavement areas clear of equipment and debris at all times. Trailing power leads must be taped down to avoid potential trip hazards.

8. All reasonable measures must be taken to prevent damage to adjacent property. Protective material must be approved by Elevator Recording Studios Property Management prior to installation.

9. The Contractor will be held responsible for the cost of any accidental damage to any part of the building structure or environment caused during the contract works. A copy of the contractor’s liability insurances must be provided for CERT Property Ltd prior to the commencement of work.

10. CERT Property Ltd must be informed in advance of all safety provisions and procedures requiring the compliance of the employer or his representatives when visiting the site.

11. The contractor must provide all plant, tools and access equipment for the safe and efficient execution of the works.

12. All plant, tools, access equipment and materials to be stored off site until required. On site tools must be contained within cordoned off areas approved by CERT Property Ltd.

13. All plant, tools, access equipment and materials must be removed from the work area at the end of each day. Any concession in this regard must be agreed with the CERT Property Ltd.

14. All plant, tools and equipment must be operated by trained and experienced personnel.

15. Contractors must take all reasonable precautions to prevent pollution of the surrounding environment. If pollution does occur CERT Property Ltd must be informed immediately. The contractor will be responsible for all costs involved with any removing pollution they cause.

16. All operatives must wear presentable overalls that are in a clean condition at the commencement of each shift.

17. The work area must be left in a clean and tidy condition at the end of each shift. All rubbish is to be removed from the site.

10.0 Fire Precautions

1. Before welding, flame or arc cutting of metals, burning of paint, or other processes involving heat, naked lights, dust or smoke are carried out, fire precautions must be agreed with CERT Property Ltd who will issue the appropriate Permit.

2. Contractors shall familiarise both themselves and their employees with local precautions, fire alarms, means of escape and emergency evacuation procedures.

3. Contractors shall ensure that naked lights and other ignition sources have been extinguished before leaving premises. Electrical apparatus, where practicable, must be switched off and, the Hot Works Permit completed and returned to CERT Property Ltd

4. Contractors shall comply with the appropriate legislation with particular reference to the storage of gas, petroleum-based products and other flammable liquids.

5. Contractors must familiarise themselves with the following: -

• Fire Call points

• Fire Extinguisher Locations

• Fire Exit Locations

• Fire Evacuation Assembly Points

• Fire Evacuation Procedures

6. Protective materials must comply with appropriate legislation.

7. Any firefighting equipment provided by the Contractor is to be tested and certificated and in good working order. Additionally, operatives must be familiar with its use.

11.0 Fencing of Machinery

1. All prime movers, transmission machinery, and dangerous parts of machinery will be securely fenced or guarded in accordance with statutory requirements.  It is the Contractor’s duty to ensure this before any plant or machinery is brought on to site by him.

12.0 Electrical Work

1. Contractors shall comply with appropriate electrical safety legislation. Safety procedures and permits to work must be agreed with CERT Property Ltd before work commences. Any work to the electrical systems of the premises will be strictly governed by the Elevator Recording Studios Property Management and will almost certainly involve precautions such as opening circuit breakers at the source of supply, removing fuses, locking isolators and adding signage to indicate ‘Caution: System Under Test’ etc.   

2. All Portable electrical appliances / equipment used by contractors must be tested annually in accordance with appropriate legislation and certificates made available. 

13.0 Services and Operating Processes

1. If work done by Contractors is likely to affect any operating process, machinery or service, this must be brought to the attention of the Elevator Recording Studios Property Management  and permission obtained before work commences.  This also applies to coupling into any compressed air line, steam line, oxygen line, vacuum fuel line or any other existing service.

14.0 Personal Protective Equipment

1. Contractors must ensure that their employees make full use of such equipment as the circumstances demand. This includes, but is not limited to:

• Safety helmets 

• Eyes / face protection

• Safety footwear

• Gloves appropriate to the work being carried out / substances used

• Ear defenders

• Safety harnesses

2. CERT Property Ltd  reserves the right to remove from site any contractor not wearing appropriate PPE.

15.0 Lone Working

1. Should any contractor need to work alone; the following must be strictly adhered to:

• A Specific Risk Assessment must be undertaken prior to the individual commencing working alone

• The individual must be in possession of the appropriate Permit to Work (See Section 5, above)

• The contractor's mobile number must be supplied to CERT Property Ltd and the contractor's own company to ensure a process is in place for lone working. The responsibility for this lies with the contracted company. 

16.0 Reporting of Accidents, Dangerous Occurrences, Fires, Occupational Illness, Property Loss / Damage

1. Notwithstanding the contractor’s own procedures and appropriate legislation, contractors shall report to CERT Property LTd any accident to an employee occurring on Elevator Recording Studios  premises which causes absence from work beyond their normal working shift. This must be done verbally, as soon as is practicable, and in writing not more than 72 hours from the time of the incident.

2. In circumstances under their control contractors shall inform CERT Property Ltd , in writing, in respect of any dangerous occurrence, fire or occupational illness notifiable under the appropriate legislation.  A copy of the report to the Enforcing Authority must be attached.

3. The Accident, Incident, Near Miss Form held by CERT Property Ltd must be completed.

4. Contractors must report damage done to the premises to CERT Property Ltd 

17.0 Safety Training, Instruction and Supervision

1. Where particularly severe or unusual hazards may arise, CERT Property Ltd  reserves the right to require Contractor’s employees to attend special safety training and instruction sessions, whether carried out on Site or externally.  CERT Property Ltd may also require Contractor’s employees to undergo specific induction safety training.  These aspects should be checked with CERT Property Ltd at the Tender stage.

2. Adequate supervision must always be provided by the contractor to his staff, agents or subcontractors 

3. CERT Property Ltd  will not supervise contractor’s operatives. However, from time to time activities may be monitored to check compliance to the submitted statement.

18.0 Security

1. Any surplus free issue materials shall remain the property of CERT Property Ltd unless the contractor provides to the contrary.

2. Contractors will ensure that CERT Property LTd items of their plant and equipment are properly marked and identified and are securely kept when not in use. 

3. CERT Property Ltd may prescribe site personnel identification schemes involving use of identity cards with or without a photograph.  If so, contractors must comply with it, and CERT Property Ltd reserves the right to refuse access to a site to any employee not wearing, or not able to produce an identity card.

4. No plant, equipment, or materials belonging to, owned by or controlled by CERT Property Ltd may leave a site controlled by CERT Property Ltd without their permission. All such plant, equipment and materials leaving the site will be listed on the relevant release document which will be signed where necessary by Elevator Recording Studios Property Management

5. Contractors wishing to work outside of the normal operating hours of the building will only be permitted if the necessary permit is in place and at least 48 hours’ notice is given to CERT Property Ltd  along with a list of operatives attending. Failure to provide these details will result in access being denied.

19.0 First Aid Posts

1. Where CERT Property Ltd  provides a trained first aider / appointed person, the contractor should not rely on the presence of these individuals and should consider their own first aid requirements as part of their Risk Assessments including the provision of first-aid boxes as necessary.  

20.0 Smoking

1. CERT Property Ltd has a no smoking policy in all  buildings that it is responsible for. Plant Rooms and service roadways are also included in this.  This must always be adhered to.  

21.0 Removal of Refuse

1. Refuse for removal must be kept in a tidy and safe condition. Spot checks may be made in this regard. Any costs related to ensuring that protection is maintained will be passed to the contractor. 

2. Refuse is not to be stored in the following areas:

• Loading bay

• Goods lifts and their lobbies

• Fireman’s lifts and their lobbies

• Riser cupboards

• Fire escape routes/corridors

2. Two options exist for removal of contractors refuse:

• A vehicle to make periodic collections. The refuse will be loaded directly onto the vehicle and is not to be stored in any landlord’s area. 

• A skip may be sited for short periods. This must be agreed with CERT Property Ltd prior to work commencing. 

22.0 Lifts

1. Passenger lifts may only be used with the prior written consent of CERT Property Ltd.

2. Restrictions may be imposed on the use of the Lift at any time. Deliveries / removals must be programmed in accordance with such restrictions.

3. Prior to commencement of works, the contractor must carry out a condition survey of the Lift and route through to their proposed work area and advise CERT Property Ltd for agreement. The route through the entrance should be in the same condition at the end of the works as at the start. Any resulting repair works will be chargeable.

4. Lifts may also need to be protected, at the discretion of CERT Property Ltd , if so suitable lift curtains should be used. Protective sheeting such as corex does not offer adequate protection.

5. Following major project works the contractor is to instruct the Landlord’s lift maintenance contractor to carry out a deep clean of the lift shaft.

23.0 Roof Working

1. Works carried out to the roof or from the roof of any building must be carried out by a minimum of two persons, one of whom will be the named foreman. The foreman will be responsible for ensuring safe working practices.

2. All personnel working (within 2 metres of an open edge on the roof outside the cradle rails) must use appropriate safety harnesses and lanyards.  These must be secured to the cradle rails or roof latch way system.      

3. Contractors who employ abseiling techniques to access the outside of buildings will ensure that operatives are trained and certificated and that they attach to both safety and working lines before they are in a position of danger i.e. within 2 metres of the edge of the roof.

24.0 Acknowledgement of Rules

1. Each and every person working at premises on behalf of CERT Property Ltd, the landlord or undertaking work for an Occupier which affect either the appearance, structure or technical apparatus are required to sign the acknowledgement at the rear of this booklet in duplicate. One copy is to be retained by the individual; the other is to be retained by CERT Property Ltd . CERT Property Ltd  must have signed copies of the agreement and return to them a minimum of 48 hours in advance of works commencing.