Site Specific Health and Safety Plan

Madrasaat Addeera Art School Phase 1 Early Work

ISSUE DATE : 06 Aug 24

CLIENT : The Royal Commission for Al Ula

CONSULTANT : AtkinsRéalis

PROJECT : Madrasaat Addeera Art School Phase 1 Early Work

CONTRACT : PR 15144 CW13214

Rev
Prepared By: :Approved By

Name: Name:

Signature: Signature:

Date: Date:

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Index:
Section 1.0 Cover letter

Section 2.0 Key Personnel and Contact Numbers

Section 3.0 Project HSE Policy Statement

Section 4.0 HSE Targets and Objectives

Section 5.0 Site Establishment

Section 6.0 Company commitment letter to Zero Harm

Section 7.0 HSE Key personnel Organisation Chart

Section 8.0 Roles and Responsibilities for Health, Safety and Welfare

Section 9.0 Construction Scope of Work

Section 10.0 Risk Assessments and Task Analysis

Section 11.0 Permit to Work System

Section 12.0 Health and Hygiene Plan

Section 13.0 Emergency response Plan

Section 14.0 Incident & Near Miss reporting and investigation

Section 15.0 Auditing (Monitoring and Measuring)

Section 16.0 Environment

a. Environmental and Social Management
b. Environmental and Social Follow-up
c. Water Management
d. Dust Management
e. Noise
f. Waste Management
g. Hazardous Materials Management
h. Contaminated Soils Management
i. Environmental Issues related to Maintenance, Fuelling and Cleaning of
Vehicles & Eqp.
j. Rehabilitation of Lay down Areas
k. Terrestrial Fauna and Flora Protection
l. Labour Camp Requirements

Section 17.0 Waste Management

Section 18.0 Hazardous Waste Management

Section 19.0 Traffic Management

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Section 20.0 Permits

Section 21.0 Training Matrix and certificates

a) First Aiders
b) Site Induction
c) Task specific Training

Section 22.0 Communication and Awareness

Section 23.0 Non-Compliance Management

Section 24.0 Reports

Section 25.0 Incentive Schemes / suggestions

Section 26.0 Sub-Contractor Management

Section 27.0 PPE Requirements

Section 28.0 Task Controls

Section 29.0 Site Rules

Section 30.0 Appendices

Appendix 1 Key personnel Project Organization Chart and Contact Numbers

Appendix 2 Visitors Site Safety Brief
Appendix 3 HSE Org Chart
Appendix 4 Improvement Notice
Appendix 5 Prohibition Notice
Appendix 6 Incident Report Template
Appendix 7 Waste management data Sheet
Appendix 8 Waste management check Sheet
Appendix 9 Lifting Plan
Appendix 10 Plant & Machinery Check List
Appendix 11 Template for Plant & Machinery Inspection Stickers
Appendix 12 Gate Pass Template for Vehicle
Appendix 13 Method Statement & Risk Assessment
Appendix 14 Minimum PPE Standards Established

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 Amendment Schedule

Section Amendment Prepared by Rev Date

Custodian of Document: Corporate HSE Manager CCS

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 Section 1
Cover letter
Quality, Health, Safety, Welfare, and Environmental Management are fundamental to our
company culture and central to achieving our business objectives.

The Madrasaat Addeera Art School Phase 1 Early Works Project is committed to the active
promotion and implementation of the highest standards appertaining to Quality, Health, Safety,
Welfare and the Environment.

This not only ensures that we fully comply with the requirements of Saudi Labor Law,
compliance to International Best Practices, National and Local statutory legislation, but also
reflects our commitment to the progressive improvement of the current Construction Industry
standards. This culture of improvement is applied to all of our business activities and / or
wherever we have a controlling influence.

We maintain a clear understanding of our social and moral responsibilities and accountability
towards our employees and the community at large. This ensures that we remain
organisationally focused in achieving our principal objectives of Zero harm.

Our Project Quality, Health, and Safety policies, along with all related standards and
procedures, demonstrate our dedication to safeguarding the welfare of our employees, Supply
Chain partners, third parties, and the general public who may be impacted by our operations.

Project Director

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 Section 2
List of Key Personnel and Contact details

See Appendix 1

Section 3
HSE Policy

Page 6 of 31
Page 7 of 31
 Section 4
HSE Objectives and Targets
The effective management of Occupational Health, Quality, Safety and Environmental (HSE)
issues at project-level will support the Project team in achieving its goal of zero accidents
(Target Zero). The process should adopt a structured, hierarchical approach that includes the
following steps:

 Identifying HSE project hazards and associated risks as early as possible in the facility
development or project cycle by producing Work Method Statements and Risk
assessments.
 Involve HSE professionals who have the necessary experience, competence and
Training to assess and advise on HSE impacts and risks and to assist the line to carry
out specialized functions, including the preparation of project- or activity specific plans
and procedures
 Understanding the likelihood and magnitude of HSE risks, based on the nature of the
project activities, as to whether the project will generate significant quantities of
emissions or effluents, or will involve hazardous materials or processes; and the
potential consequences to employees, communities or the environment if hazards are
not adequately managed.
 Prioritizing risk management strategies to achieve an overall reduction of risk to human
health and safety and the environment, focusing on the prevention of irreversible and/or
significant impacts
 Favouring strategies that eliminate the cause of the hazard at its source, for example
by selecting less hazardous materials or processes that obviate the need for HSE
Controls
 When impact avoidance is not feasible, incorporating engineering and management
Controls to reduce or minimize the possibility and magnitude of undesired
consequences, for example with the application of pollution controls to reduce the levels
of emitted contaminants to employees or the environment.
 Preparing employees and nearby communities to respond to incidents, including
providing technical and financial resources to control such events effectively and safely,
and restoring workplace and community environments to a safe and healthy condition.
 Improving HSE performance through a combination of continual monitoring of facility
performance and demonstrable improvement.

Key Performance Targets for the project will be set by the Project Management team supported
by the Project Health and Safety Manager; these performance measurements will include a
specific Accident Frequency Rate, Incident Frequency Rate, Positive Performance Ratio and
the Hazard Awareness Ratio.

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 Section 5
Site Establishment Lay Down Plan

5.1 Project– Site Access Procedure & Induction

a. CCS will provide a workplace where “the risk of injury to employees and visitors is
minimised”. Therefore, all access to the Madrasaat Addeera Art School Phase 1
Early Works Project be strictly controlled, preventing unauthorised access by
subcontractors, visitors and members of the public.

The following procedures are to be followed by site visitors:

b. First time visitors (Induction)

All visitors will be permitted to access through the Site Main Gate and will be
permitted to the holding area upon validating the legitimacy of the business. Visitor
will park the vehicle at the holding area and obtain a Temporary access permit upon
submitting the below criteria. Further a photo ID will be retained for the duration of
the visit. The visitors will be required to read “Visitors safety brief” fill in the sheet
giving the following details:

 Date
 Time in
 Vehicle Registration
 Contact no
 Company

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  Whom Visiting
 Time Out
 Signature

Security will then issue a Visitor Car Pass, and a Visitors Personal Pass with
Emergency Procedures card attached.

Under no circumstances will visitors be allowed to have unescorted access to

Madrasaat Addeera Art School Phase 1 Early Works Project. All visitors will be
escorted by the project staff, Client representative or Consultant who have attended
a full induction by the HSE Department.

If visitors require access to the site they are to be in possession of and wearing
mandatory Personal Protective Equipment’s (PPE):

 Hard hat
 High visibility vest
 Safety shoes/boot
 Safety spectacles/over-glasses (If required)
 Gloves (If required)

c. Regular visitors (Induction)

Regular visitors will be defined as those personnel who visit the site weekly. They
are required to undergo a full Safety Induction and must book in at the security gate
as per procedure outlined above. They must be in possession of the mandatory
PPEs.

5.2 Madrasaat Addeera Art School Phase 1 Early Works Project Staff (Induction)

All project staff will undergo full Safety Induction after which a car passes
identification card will be issued by the office manager as directed by the safety staff.
They will also receive a site-specific induction. This will enable them to have
unhindered access to and between the project site and offices.

5.3 VIP Visitors induction

All VIP Visitors must be notified to the HSE Department no later than 24 hrs prior to
the visit giving the following details:

- Name
- Company
- Vehicle Registration
- PPE requirements (Size etc)
- Estimated time of arrival
- Estimated time of departure
- Who they are visiting
- Safety induction required or escorted visit

The HSE Department will endeavour to organise a smooth transition through the
security system, however, if this is not possible then the visitors will be required to
book in as normal.

5.4 Visitors Site Safety Brief (Escorted Visitors) Induction

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 All visitors to site must complete a visitors’ site safety brief and be escorted whilst on
site. They and their host must sign the visitor’s brief form and hand it in to security on
arrival.

5.5 Vehicle Passes for Site

There will be a limited number of car passes issued for the site. These passes will be
red coloured to differentiate them from the office area car pass. The issue of these
passes will be controlled by the Office Manager in conjunction with the HSE
Manager.

Section 6
Project commitment letter to Zero Harm

Letter of Commitment to Zero Harm

Effective Quality, Health, Safety, Welfare and Environmental Management is an integral part of
our company culture and represents a key element in all of business objectives

CCS is committed to the active promotion and implementation of the highest standards
appertaining to Quality, Health, Safety, Welfare and the Environment. This not only ensures that
we fully comply with the requirements of Saudi Labor Law, compliance to International Best
Practices, National and Local statutory legislation, but also reflects our commitment to the
progressive improvement of the current Construction Industry standards. This culture of
improvement is applied to all of our business activities and / or wherever we have a controlling
influence.

We maintain a clear understanding of our social and moral responsibilities and accountability
towards our employees and the community at large. This ensures that we remain
organisationally focused in achieving our principal objectives of Zero harm.

The Project Quality, Health and Safety policies, and all associated standards and procedures,
reflect our commitment to protecting the welfare of our employees, Supply Chain, 3 rd parties and
members of the general public, who may be affected by our business operations.

Majed S.Alharthi
CCS

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 Section 7
HSE Organisation Chart
See Appendix 3

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 Section 8
QHSE Roles and Responsibilities
8.1 Quality, Health, Safety and Environmental (QHSE) Manager

a) To ensure the QHSE advisors under his control are suitably trained and competent.

b) Advise and control the activities of company QHSE personnel.

c) Be involved in the recruitment of QHSE personnel.

d) Undertake the duties in inclusive as set out in 8.2 below.

e.) Liaise with Client on all HSE matters

8.2 Quality, Health, Safety and Environmental (QHSE) Advisors

 Be aware of the QHSE policy of the company being advised.

 Make sure monthly reports as are required of you by the company QHSE policy and by
your management or by the group or company safety and environmental controller.
 Advise management on:
 Preventing injury to personnel and damage of equipment
 Improvements in existing work methods
 Legal requirements affecting Quality, health, safety and welfare and the adequacy of
facilities provided
 Provision and use of protective clothing and equipment
 Suitability, from a QHSE viewpoint of equipment, articles and substances, and the
validity of all appropriate test certificates and safety information. Give advice on the
adequacy of the foregoing items, and whether they comply with all statutory
requirements
 Potential hazards arising from new contracts before work starts, and on the site QHSE
organisation, arrangements and fire precautions required.
 Methods of safe working especially those arising from new developments
 Changes in legislation
 Assist as necessary during tendering, planning and pre-contract stages to advise on all
safety, health and welfare matters and pre-contract training requirements
 Carry out safety inspections and where appropriate audits in conjunction with
appropriate management to see that statute, codes of practice, method statements, risk
assessments and company QHSE arrangements are complied with, and that only safe
equipment and methods of work are in operation.
 Advise appropriate management of the results of these inspections verbally and/or in
writing to include hazards seen, good/bad features and overall conclusions. As
appropriate monitor the action taken as a result and report to the appropriate level of
management.
 Advise project personnel and site management on the determination of safe methods of
working and systems to identify hazards and unsafe situations. Advise upon the written
method statements and site QHSE rules and on the arrangements to bring these to the
attention of the workforce.
 Investigate accidents and dangerous occurrences and recommend means of preventing
recurrence.
 Adherence to the Group and company QHSE reporting procedures.

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  Assist with the identification of training requirements and subsequent training for all
levels of employees. Monitor recording of such training.
 Suggest methods and aids to promote awareness of injury prevention and damage
control.
 Keep in contact with official professional bodies involved with safety at work.
 Keep up to date with QHSE legislation, codes of practice and new QHSE literature and
circulate information applicable to each level of employee.
 Liaise with group and company safety and environmental controllers with regards to
accidents, and precautionary measures implemented within the company/group.
 Foster within the company an understanding that injury prevention and damage control
are an integral part of business and operational efficiency.
 Functionally report and respond to the company safety and environmental controller.
 In conjunction with the company safety and environmental controller, up-date the
company QHSE policy when required and advice on its application and effectiveness.
 Immediately notify the group safety and environmental controller and the company
safety and environmental controller of any prosecution or incident likely to result in issue
of improvement or prohibition notices or prosecution.

8.3 Director/Project Director

 Ensure that the project Quality, health and safety plan is prepared, together with
appropriate health and safety arrangements, rules and procedures common to all
contractors involved in the project.
 Read, understand and implement the company QHSE policy, health and safety plan,
organisation and arrangements.
 Make himself aware of legislation, codes of practice, guidance notes and safe working
practices relevant to his work. To take advice from the QHSE manager/advisor in these
matters.
 Provide for his staff and implement, or where necessary agree or determine for others,
safe methods of working and systems which identify hazards at each place of work
within his responsibility.
 Ensure that written method statements, risk assessments and/or site QHSE rules are
brought to the attention of those affected and in addition and when appropriate, post
copies at relevant points at the workplace. Seek the advice of the QHSE
manager/advisor in these matters.
 Plan and organise work to be carried out to the required standard with minimum risk to
persons, plant, equipment and materials.
 Give staff and contractors under his control precise instructions as to their
responsibilities to ensure correct working methods where risk of physical harm or
damage exists.
 Establish prior to commencement of their contract works that all contractors, including
sub and work package contractors, and labour agency supplied personnel are aware of
the need for all their operations to be carried out in a safe manner and that all
subsequently comply with this requirement. To this end arrange for adequate discussion
of QHSE matters at meetings so that potential hazards/risks can be identified.
 Together with the QHSE manager/advisor identify any specific training requirements for
work activity and have this training arranged. When arranged, release those who
require training. Make arrangements for QHSE induction training for all new starters at
the workplaces under his control.
 Make provision for adequate welfare facilities, protective clothing and equipment and
first aid relevant to the workplaces under his control.
 Ensure that visitors are accompanied on site at all the time.
 Ensure that the QHSE manager/advisor is accompanied onsite inspections. Following
such inspections take action agreed as necessary. Thereafter report as requested on
the action taken.

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  Appoint personnel to undertake QHSE duties in accordance with company QHSE
arrangements.
 Ensure that equipment and materials supplied are adequate for the job in hand and that
sufficient information is provided with them to safely use that plant, equipment and
materials within their limits or specification and that supervisors check operator’s
competency.
 Where necessary and appropriate, in conjunction with those affected, be prepared to
amend or propose amendments to method statements, risk assessments and QHSE
rules and make known any alterations.
 To act immediately on any breach of QHSE rules or unsafe situation which comes to his
attention and report such breaches to appropriate management?
 Enforce the company disciplinary procedure in relation to breaches of QHSE procedure,
policy or practice.
 To be alert to any inadequacies of the effectiveness of the company QHSE policy, its
arrangements or rules and to bring such inadequacies to the attention of appropriate
management.
 Ensure that all personnel including sub-contractors are made aware of and comply with
the project health and safety plan.
 Set a good personal example and encourage safety behavioural programmes.

8.4 Construction Manager

Reporting to the Director/Project, his responsibilities are as follows;

Read, understand and implement the company QHSE policy, Quality, health and safety plan,
organisation and arrangements.

 Make himself aware of legislation, codes of practice, guidance notes and safe working
practices relevant to his work. To take advice from the QHSE manager/advisor in these
matters.
 Provide for his staff and implement, or where necessary agree or determine for others,
safe methods of working and systems which identify hazards at each place of work
within his responsibility.
 Ensure that written method statements, risk assessments and/or site QHSE rules are
brought to the attention of those affected and in addition and when appropriate, post
copies at relevant points at the workplace. Seek the advice of the QHSE
manager/advisor in these matters.
 Ensure that written method statements, risk assessments and/or site QHSE rules are
brought to the attention of those affected and in addition and when appropriate, post
copies at relevant points at the workplace. Seek the advice of the QHSE
manager/advisor in these matters.
 To act immediately on any breach of QHSE rules or unsafe situation which comes to his
attention and report such breaches to appropriate management.
 Enforce the company disciplinary procedure in relation to breaches of QHSE procedure,
policy or practice.
 To be alert to any inadequacies of the effectiveness of the company QHSE policy, its
arrangements or rules and to bring such inadequacies to the attention of appropriate
management.
 Ensure that all personnel including sub-contractors are made aware of and comply with
the project health and safety plan.
 Set a good personal example and encourage safety behavioural programmes.

8.5 HSE Inspector

Reporting to the HSE Manager/Project Director, his responsibilities are as follows;

 To oversee all aspects of the works on site with regard to Quality, Occupational H&S,
Environment, Quality and methodology
 To assist general and trades foremen in H&S matters.

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 To ensure the induction (Safety, Environment and Quality) process is completed before the
activity begins
 To co-ordinate the activities of the sub-contractors and their specific requirements in
compliance with H&S procedures.
8.6 QA Manager

Reporting to the IMS Manager, his responsibilities are as follows;

 To view the QA operations in accordance with the QHSE policies.

8.7 Office Manager

Reporting to the Senior Director, his responsibilities are as follows;

 To ensure all office operations are compliance with QHSE Policies.

8.8 Agent/Subcontractor

Reporting to the Director

 Ensure that the methodology, sequence and duration of construction activities is compatible
with the objectives described in this Project Management Plan
 Review risk assessments and method statements and ensure that they are appropriate for
the intended work
 Manage the works programme to minimise interface problems
 Ensure that emergency procedures are transmitted to and understood by all parties
associated with the work
 Actively promote and participate in the HSE programme and set personal example in
helping to develop a project safety and environmental culture

8.9 QA/QC Engineer

Reporting to the QA Manager

 Plan and carry out all Inspections and Testing related to the constructed product as per the
Inspection and Test Plans.
 Prepare and use of check sheets to provide evidence that the product characteristics have
been met.
 Liaise with the storekeeper and carry out receiving inspection.
 Verify and maintain all the material test data.
 Collate and maintain all product related documentation.

8.10 Foreman, Supervisor

Reporting to the Manager

 Foremen and Site Supervisors shall understand the line functions responsibility of HSE
enforcement at site
 Ensure that the safe work procedure is understood by the persons working under them
 Ensure that only approved, tested and certified equipment are used at site
 Ensure that all the tools and equipment are kept neat and tidy, and defective ones are
promptly removed from site
 Ensure that all required personal protective equipment are available prior to start of work
and all workers use them
 Constantly advise the work force about safe, environmentally friendly and efficient working
practices daily, prior to start of work
 Comply with the Company's Uniform, PPE and be an ideal HSE model

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8.11 All Employees (Electricians, Riggers, Scaffolders, Operators)

Individual responsibilities in health, safety and welfare matters (addition to any of the
foregoing responsibilities applicable to your post).

 Read, understand and obey the company’s QHSE policy arrangements/ procedures and
rules as issued.
 Always work in accordance with method statements and risk assessments as provided.
 Take care of your own health and safety whilst working for the company; ensure your
activities do not adversely affect the health and safety of others.
 Co-operate with the company in all matters of health, safety and welfare and make your
contribution to reducing accidents.
 Never undertake hazardous operations nor operate any items of plant or equipment
unless trained and authorised to do so.
 Develop a concern for QHSE personally and for others, particularly new employees and
young persons.
 Set a good personal example.
 Suggest ways of eliminating hazards.
 Report to your immediate supervisor all incidents which could result in personal injury or
property damage.
 Report to your immediate supervisor any defects in equipment or unsafe methods of
work and ensure that plant, equipment and premises are left in a safe and secure state
and where appropriate safe and secure place when unattended. Do not operate any
item of equipment which has become defective.
 Avoid improvisation.
 Use the correct tools and equipment for the job; use HSE equipment and personal
protective equipment which are made available and issued when required and return to
store following use as required.
 Keep tools and equipment in good condition.
 Take care of company property entrusted to you. Refrain from ‘horseplay’ and the
abuse of welfare facilities.
 Co-operate with the supervisors in implementing the identified risk assessments
associated with their individual tasks and suggest ways of making improvements to
same.

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 Section 9
HSE Scope of Work

9.1 Title of Project: Madrasaat Addeera Art School Phase 1 Early Works

The Madrasat Addeera Building, originally known as the Old Girls School is the first secondary
school in AlUla., Established in 1392 Hijri (1969 G).

Description of the Project:

The project comprises of renovation of Madrasat Addeera, the site area is approximately 90m
long and up to 66.5m wide, covering an approximate area of 5,794.03m2.

Aims to restore the building structure and the mechanical, electrical, and plumbing systems will
be redesigned to accommodate the new building function.

The priority is safeguarding the existing cultural and architectural features.

Preserve and refurbish the building into a contemporary facility while maintaining its historical
character.

MAINTENANCE OF EXISTING CONDITIONS

Protection of external Existing Utilities

DEMOLITION AND STRUCTURE MOVING

Demolition and structure Moving-Utility Disconnection
Demolition and structure Moving -Removal of MEP fitting
Demolition and structure Moving -Removal of Floor Finishes
Demolition and structure Moving -Removal of Ceiling Finishes
Demolition and structure Moving -Removal of Wall Finishes
Demolition and structure Moving -Removal of MEP & ELV fitting
Demolition and structure Moving -Removal of Architectural Finishes
Demolition and structure Moving -Demolition of Light Weight Structure
Demolition and structure Moving -Demolition of Masonry Wall
Demolition and structure Moving -Demolition of Existing Slab
Earthwork-Grading
Demolition and structure Moving -Demolition of Steps
Demolition and structure Moving -Demolition of RC Tank
Demolition and structure Moving -Demolition of Perimeter Wall
Demolition and structure Moving -Removal Of Shades

EARTHWORK
Site clearance for bulk excavation
Earthwork -Excavation & Disposal
Earthwork -Filling
Shoring

SOIL TREATMENT
Anti Termite
EXISTING MATERIAL ASSESSMENT
Existing Material Assessment

MAINTENANCE OF CONCRETE
Maintenance Of Concrete-Chipping

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Maintenance Of Concrete-Additional Pouring Concrete
Steel Plate Strengthening

Supply & Pouring Concrete ,Formwork, Reinforcement

FormWork
Reinforcement
Concrete Works
Water Stop

Thermal & Moisture Proofing

GRP Lining
Waterproofing

Operation & Maintenance of Furnishing

O & M of Furnishing-Removal of Blackboard
O & M of Furnishing-Removal of FF&E
O & M of Furnishing-Removal of Café Station
O & M of Furnishing-Removal of Café Station type-1
O & M of Furnishing-Removal of Café Station type-14
O & M of Furnishing-Removal of Admin Office /Corridor

Section 10
Risk Assessment and Task Hazard Analysis
Risk Management and Risk Assessments

The Management of Health and Safety at Work Regulations 1999 (Regulation 3) requires
employers to undertake a statutory risk assessment to assess the risk to workers and any
others who may be affected by their undertaking.

10.1 The Risk Management and Risk Assessment requirements are clearly set out in the Risk
Assessment document and shall be followed by CCS during the execution of the works
at project site. The procedure follows a systematic approach to identifying the controls
needed to ensure that risk is mitigated or reduced to As low As Reasonably Practicable
(ALARP) prior to the commencement of the work.

10.2 The Risk Assessments shall be conducted by the operations person nominated to
conduct that activity and assisted by the safety staff.

10.3 All Risk Assessments and Work method Statements shall be captured electronically and
copies kept by the Safety department and Document Control.

10.4 All Risk Assessments and Work Method Statements shall be approved _____________
prior to the commencement of the work.

10.5 Under no circumstances will any be started without these documents.

 See Appendix 4

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 Section 11
Permit to Work System
11.1 Permits to Work (PTW)

All work undertaken at the Madrasaat Addeera Art School Phase 1 Early Works shall be
controlled by a relevant PTW. The project will comply with the PTW system subscribed to by our
clients and in the case of no permit existing will revert to the Project PTW system.

All PTW’s must be reviewed and signed off by those persons identified by the system, i.e.
Permit Issuer, Permit Receiver, and Permit Holder.

Disciplinary action will be taken against any project supervisor or manager that allows work
governed by a PTW to be executed without the PTW.

Persons involved in the PTW system shall be trained and competent to carry out the duties
required of them by the PTW system.

All control measures identified in the permit will be followed and communicated to the task team
through TBTs from the team supervisor.

11.2 Introduction

This guidance identifies what the Madrasaat Addeera Art School Phase 1 Early Works
project PTW System is, it also explains why permits are important and how and when a PTW is
needed.
The project PTW is a formal documented system that is used to provide additional safe guards
to help the management and control of specific work that has been identified as considerable
higher risk than normal work.
PTW is the document which is used under controlled circumstances and allows an operative to
start an operation. The permit should specify the work that to be done and identify the control
measures to be taken. It should also specify for how long it is valid, usually one shift, and the
close out procedure.
The permit determines a safe procedure which is a clear record that all foreseeable hazards
have been considered in advance and that all appropriate precautions are defined and taken in
correct sequence. It does not in itself make the job safe, but is dependent for its effectiveness
on all of the people involved being aware of their responsibilities and carrying them
conscientiously.
The use of permit system should be seen as the Project taking its responsibility for safety
seriously and not as questioning the ability, or the competence of the people working under the
system.
All activities identified in this guidance require PTW. The permit issuer/producer will evaluate the
risk associated with activity in respect of the activity itself, adjacent work etc. the issuer/producer
must inspect the task area as a mean of verification that a site specific risk assessment has
been made and that all risks has been accounted for prior to issuing the permit.

11.3 Roles & Responsibilities

In addition to the responsibilities identified for the project team and nominations in the PMP, a
number of persons also have specific responsibilities within the PTW System. These people,
together with their responsibilities are:

11.4 Director

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The Director is responsible & Accountable for:

Assessing and identifying those activities which are likely to be taking place and for which a
PTW System will be necessary to control certain high risks. This review should take place
during the pre-start stage of the project, and carried out with the assistance of others within the
project team and the Safety/Environmental Advisor as considered appropriate.

1. Ensuring that all the people who are involved in the permit system are effectively
informed and fully aware of the system as it affects them and of their responsibilities

2. Ensuring that the permit to work procedure, as it is to be used on the project, is fully
developed

3. Appointing a Permit Manager who is competent and appropriately trained

4. Appointing a Permit coordinator who is competent and appropriately trained

5. Ensuring the appointment of persons to act as permit issuer(s) who is/are competent,
appropriately trained and have an understanding of the scope and limitations of the
specific permits being used

6. Ensuring that all activities affected (1 above), the procedure to be adopted (2 & 3
above), and the staff with particular responsibilities (4, 5, & 6 above) are recorded.

7. Ensuring that all persons who are appointed to supervise any “Permit to Work” activity,
(the Permit Holder) are competent, and have an understanding of the scope and
limitation of the specific permits being used, in addition that they have being issued with
a “Permit Vest” and will be in attendance throughout the permit works activities.

8. Ensuring that there are procedures in place to identify and record, ideally on a single
drawing, both existing and newly installed underground services. The procedure must
include for the rapid updating of records as new services are installed. (As built
drawings)

11.5 Permit Manager

The Permit Manager will be a senior member of the project management team, and will be
identified in the PMP.

He is responsible for:

1. Ensuring that the permit system is both appropriate and working effectively

2. Ensuring that the activities identified in the PMP as requiring permits are being controlled
by effective Permit to Work Systems

3. Ensuring that where there is more than a single Permit Issuer, there are procedures to
ensure that there can be no adverse consequences arising between activities covered
by permits issued by different people

4. Ensuring the competence of all Permit Holders is assessed and that register of
Authorised Permit Holders is maintained

5. Ensuring that the Permit Issuer is fully aware of the presence of any combustible
materials at the site where hot works are to take place. Where there is a high risk, this
will include visual inspection and investigation of detailed drawings to ensure
combustible materials are not within the temporary or permanent works adjacent to the
site. This would include, as an example, materials such as unfinished cladding with

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 exposed insulation materials, or any flexible joint fillers, which are susceptible to
smouldering for long period of time

6. Determining how Permit Registers will be maintained, where there is more than a single
permit issuer

7. Carrying out regular reviews on the effectiveness and thoroughness of the

implementation of the permit procedures

11.6 Permit Coordinator

The Permit Coordinator will be either an office clerk, or from the HSE team, who will be based in
the site Safety Office. They will be identified in the PMP. The Permit Coordinator will be
responsible for:

 Maintaining the up to date registers of all permit issued

 Maintaining and update the Permit to Work map/drawing

 Issuing the permit to the registered authorised Permit Holder

 Issuing the numbered permit vest to the authorised holder and entering the number on
the permit

 Ensuring all permits are closed out in the permit register at the end of each shift

 Ensuring all permit vest are returned

 Informing Permit Issuer/Producer of any permits or permit vests have not been returned

11.7 Permit to Work Area Board/Plan

The Coordinator will maintain the permit to work area board by using coloured pins to identify
where different types of permits are being used on site. This plan will have both elevation and
plane views so the exact location of the permit can be plotted on both elevation view and plan
view.

Below is the legend of the plan:

Red – Hot Work
Yellow – Openings Horizontal & Vertical
Black – Confined Space, Dig/Disturb Ground
Blue – Electrical, & Isolation, & Near Live Services
White – Working at Height, & Temporary Works
Green – COSHH, Use of Step Ladder, & Discharge, or Pump

11.8 Permit Issuer/Producer

The Permit Issuer/Producer will be a project employee or a specialist contractor’s Manager. The
Permit Producer will be a minimum position of Site Engineer and will be identified in the PMP &
HSE Plan.

He is responsible for:

1. Ensuring that the Permit Holder is competent both to supervise and explain to those
under his control the scope and limitations of the specific permit in use.

2. Preventing people under his control from starting any work requiring permits, until these
have been issued.

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 3. Identifying to the Permit Holder all the hazards associated with the activity and making
sure that they are understood. In particular where there are hot works involved, the steps
taken to identify whether any adjacent materials incorporated into the works are
combustible in their current state, and if so, define the suitable damping down and
shielding measures to be employed during and until sign off the permit.

4. Ensuring all necessary conditions and precautions are specified in the permits and
understood.

5. Ensuring that the Permit to Work procedure, as it applies to the activity is understood

6. Ensuring that there is a process in place that when the work has been completed the
work area is checked and the permit is signed off to confirm that the area or item of plant
is now safe. Particular attention must be given in the case of hot works, sufficient time
must be allowed to for further follow on checks made, where combustible materials were
present at the work place. This will entail much more stringent checks being made as
determined by risk assessment, up to several hours after the cessation of the hot work
activities.

7. Visiting the permit location during work to ensure that all safety precautions mentioned in
the permit are met to the full

11.9 Individuals carrying out the work, Permit Holder

All individuals working under the control of permit system should meet the following
requirements, it must be clearly understood that it is the responsibility of the permit holder to
ensure that these requirements are met.

a) Have an understanding of Permit to Work procedures operated at any location at which they
work

b) Be competent, trained, and have an understanding of the scope and limitations of the
particular permit being used

B) Be present in the permit controlled work place for the duration of the identified work, if he
departs the work area, the work must be suspended

C) Ensure the permit holder is clearly identifiable by means of “Permit Holder” hi visibility vest

D) Have a detailed working knowledge of any permit to work procedure as it applies to their own
jobs

e) Ensure that they do not start any work requiring a permit until one has been authorised

f) Ensure that the conditions and precautions specified in the permits issued to them or for work
in which they are involved are understood and strictly followed

g) If in doubt seek further advice

11.10 Permit Holder (Supervisor) Vests

All persons appointed to supervise any “Permit to Work” activity (the Permit Holder), must be
issued with Vest and wear at all times a clearly identifiable (Numbered Permit Vest)

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The (Permit Vest) must be in different colour from those on general issue and thus will allow
project management to immediately identify those persons in control.

Where the permit activity is “Hot Works” the “Permit Vest” will be of a flame retardant material.

Once an activity is completed the “Permit Holder” will hand back the closed out permit, and the
high visibility vest, this will allow our project management to close out the activity.

Section 12
Health and Welfare Plan
Health and Welfare

The site shall provide adequate welfare facilities to accommodate the needs of the workforce.
The facilities shall be of an appropriate size to support the number of workers on site at all
times.

12.1 Washing Facilities

a) Washing stations will all have running water and be of a suitable size to enable
effective washing of hands, face and forearms, as well as suitable provision to be
made for washing feet.

b) To ensure an adequate standard of hygiene, the wash stations will be provided

with a cleaner to ensure that the facilities are kept clean and not abused.

12.2 Sanitary Conveniences

a) Water closets and urinals will be provided with a suitable drainage system and
connected to a water main with an effective means of flushing with water.

b) The water closets and urinals will be maintained by a dedicated cleaning crew.

Number of men at work Number of water closets Number of urinals

1 to 15 1 1
16 to 30 2 1
31 to 45 2 2
46 to 60 3 2
61 to 75 3 3
76 to 90 4 3
91 to 100 4 4

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12.3 Provision of Drinking Water

a) An appropriate number of drinking stations (water chillers) will be provided to

ensure that workers have access to cold water during the summer months.

b) During the summer months a Re-hydrate supplement will be provided to workers

c) Heat stress stations will be set up close to the site to allow any workers suffering
from dehydration to rest and recover in a cold room.

12.4 Ventilation, Cleanliness and Lighting

a) All sanitary accommodation rooms will be provided with good ventilation and
lighting.

b) Steps into the site offices and other temporary buildings will be properly
constructed and fitted to provide good access without risk to personnel.

c) A cleaner will be responsible to ensure the facilities are kept clean and the
consumable items are replenished at least daily or when required.

12.5 Facilities for Rest and to Eat Meals – Shaded Areas

a) Food MUST be consumed within the shaded area provided. The workforce will NOT
be permitted to take or consume food on the site.

b) The site will provide adequate number of tables and chairs for sitting and eating food,
where necessary meal breaks will be staggered to avoid overcrowding.

c) These facilities must include tables with an impervious surface

d) In order to maintain a good standard of hygiene a cleaning crew will be assigned to

ensure all areas are kept clean and tidy.

12.6 First Aid and Medical Provisions

a. First Aiders:
Less than 5: At least one appointed person 5-100: At least one first aider or emergency
first aider per 50 employees or part thereof

More than 100: At least one first aider per 50 employees or part thereof

12.5 The project management team will maintain records of any proven or suspected cases
of ill health caused by the work, i.e. respiratory conditions, dermatitis etc. These cases
will be reported via the monthly HSE reporting system.

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 Section 13
Emergency Response Plan

Section 14
Incident / Near Miss Reporting and Investigation
14.0 Incident / Near Miss Reporting and Investigation

All accidents / incidents occurring on site shall be reported immediately in accordance with
_______procedures and project incident investigating and reporting procedure.

The Director will also: -

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 Section 15
Auditing (monitor and measurement)
15.0 Auditing, monitoring and measuring

To ensure that a continuing high standard of health and safety is maintained throughout the
project, it is essential that a program of monitoring and inspections are implemented.
In addition to the daily walk-through reviews the following shall be part of that program.

a) Formal documented Inspection – Director and Site Safety Advisors

b) Audits – Site management team

d) Unsafe Act, unsafe conditions reporting.

Section 16
Environment
16.0 Environment and Social Management

All Contractors engaged in carrying out work at the project shall comply with the criteria stated
in the Project Environmental and Social Management procedures and shall ensure their
subcontractors’ compliance.

16.1 Environmental and Social Follow up.

16.2 Water Management

16.3 Dust Management

16.4 Noise
Noise is not only a hazard if not controlled but also a nuisance to everyone and can
cause distractions that can lead to accidents. It is imperative that noise levels are
controlled and managed correctly.

 Reduction of Noise levels

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 In the first instance the noise should be addressed at source with engineering controls.
Engineering controls have to do with limiting the sound output of equipment used. This
may be accomplished in the initial ordering of the equipment or by noise reducing
enclosures. There are 5 types of Engineering Control which can be considered;

 Absorption – is the reduction of reflected sound energy by the use of porous

materials such as foam, mineral wool and curtains such as in wall linings, and
acoustic screens in open plan offices.

 Insulation – is the use of absorbent materials inside the piece of equipment to

prevent the noise actually emerging from the machine, an example would be the
lagging used on the inside of a car engine compartment.

 Isolation – separation of the person from the noise source by a physical

enclosure such as an acoustic booth, putting the compressor in a separate room
or by putting the operator in an acoustic haven depending upon what is
considered to be most reasonably practicable.

 Damping – the use of rubber, cork, stiffening ribs and springs to reduce the
structural; borne noise e.g. by stiffening panels and using rubber grommets in
fixings.

 Silencing – these are used to suppress the noise generated when energy (air,
gas or steam) flows in pipes or ducts and is exhausted to atmosphere, and work
by using baffles to absorb the energy on its pathway.

 Administrative control limits the time an employee may be exposed to certain

noise levels. This may be accomplished by job rotation between hazardous and
non-hazardous atmospheres.

The use of Ear Protection is always the last option not the first.
Reference Documentation
Control of Noise at Work Regulations 2005

16.6 Waste

All waste arising from the works will be placed in appropriate bins/skips and will be
suitable labelled. Records of all transactions will be retained using a waste log (Site
Waste Management Plan data Sheet) and shall also be provided to concerned
department.
The licences of licensed carriers will be inspected and the site HSE advisor will keep
records of the licenses. A copy shall be provided to concerned authority.

Under the Control of Pollution Act 1974 and subsequent Statutory Instruments all waste
occurring during the project is defined as ‘Controlled Waste’. It must only be disposed of
from sites in accordance with the requirements of the local Municipality procedures. It is
the responsibility of all personnel to ensure that waste collected on site is collected in the
correct bin or skip. Segregated facilities are provided where applicable.

a) Hazardous waste
Waste that is contaminated with oil, asbestos, chemicals or other poisonous,
noxious or polluting substances.

b) Construction Waste
Concrete, aggregate and general waste

a) Domestic site Waste

Paper and Cardboard waste will be segregated for recycling

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 b) Food waste
Waste from the food served at meal times to site workers.

e) Scrap metal Waste

Off cuts of rebar, etc.

The effectiveness of the project’s waste management plan can be checked against the
Waste Management checklist.

16.7 Hazardous Material Management

Section 17
Waste Management
Refer section 16.6

Section 18
Traffic Management
18.1 Traffic Management

18.1 Barrier tape is not acceptable

18.2 Vehicle Inspections:

 All vehicles, Project team and Sub Contractor’s shall be inspected for road
worthiness and legal requirements before entering site.
 This includes mobile cranes and plant such as loadable and JCBs.

Section 19
Permits
Refer section 11.0

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 Section 20
Training Matrix and Certificates

Section 21 & 22
Communication and Awareness

Section 23
Non Compliance Management

Section 24
Reports

Section 25
Incentive Schemes/ Suggestions
25.
Section 26
Sub-Contractor Management

Section 27
PPE Requirements

Section 28
Task Controls
Section 29
Site Rules

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 Section 30
APPENDIXES

APPENDIX 1
Contact Numbers of Key personnel:
Designation Name Contact No Remarks

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