cbre health & safety risk assessment & audit report

CBRE

Health & Safety Risk Assessment & Audit Report

302 Bridgewater Place, Birchwood Park, Warrington, WA3 6XG

Prepared for: CBRE Limited

St Martin's Court 10 Paternoster Row

London

EC4M 7HP

Prepared by: Nicola Anderson BSc (Hons) MSc CMIOSH

PIEMA William Martin Compliance Solutions Limited

85 Gresham Street

London EC2V 7NQ

Date of Site Visit: 28/04/2020

Health & Safety Risk Assessment & Audit Report 302 Bridgewater Place

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CONTENTS

INTRODUCTION ................................................................................................................... 3

REPORT FORMAT .................................................................................................................. 3

DISCLAIMER/LIMIT OF RECOMMENDATIONS ..................................................................... 3

REVIEW ................................................................................................................................ 4

SITE REPORT DETAILS ......................................................................................................... 5

PRIORITY ACTION SUMMARY .............................................................................................. 6

ACTIONS ............................................................................................................................... 6

AUDIT QUESTIONS & OBSERVATIONS ................................................................................ 7

1 People ................................................................................................................................... 7

2 Procedures ............................................................................................................................. 8

3 Contractor Management ......................................................................................................... 9

4 Internal Areas ...................................................................................................................... 10

5 External Areas ...................................................................................................................... 10

6 Service Areas ....................................................................................................................... 10

7 Fire Safety ........................................................................................................................... 11

8 Electricity ............................................................................................................................. 13

9 Plant & Equipment ................................................................................................................ 14

10 Lifts & Escalators ................................................................................................................ 15

11 Work at Height ................................................................................................................... 16

12 Hazardous Substances ........................................................................................................ 18

13 Asbestos ............................................................................................................................ 18

14 Water Hygiene ................................................................................................................... 19

15 Void Units .......................................................................................................................... 19

16 Environmental .................................................................................................................... 20

17 Disabled Access .................................................................................................................. 21

18 Radiation ........................................................................................................................... 21

19 Suicide and Anti-Social Behaviour ........................................................................................ 22

20 Residential ......................................................................................................................... 22

21 Construction and Refurbishment .......................................................................................... 22

22 Meridian ............................................................................................................................. 23

SUPPORTING PHOTOGRAPHS ............................................................................................ 24

EVIDENCE REVIEWED DURING AUDIT .............................................................................. 26

APPENDIX: RISK ASSESSMENT CALCULATIONS ................................................................ 27


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INTRODUCTION

William Martin Compliance Solutions Ltd has been instructed by CBRE Limited, acting on behalf of the

property owners to carry out a Health & Safety inspection of the common parts of properties within

their managed portfolio.

The inspection process includes a review of documentation held by CBRE Limited followed by a

physical inspection of the property by a competent consultant and assessment of any identified health

and safety risks.

This report has been prepared following the inspection of the subject property and details any

identified deviation from statutory legislation, approved codes of practice, guidance or industry

standard practice. It also includes recommendations of action considered necessary in order to

control risk to an acceptable level, prevent accidents or ill health to any persons on or in the vicinity

of the site.

The process also includes an audit of the existing control measures, policies and procedures to ensure

that they are being effectively implemented, insofar as this can be checked during the time on site.

This report reflects the situation relating to health, safety and associated issues found at the property

at the time of the visit and are based upon the information made available to the consultant.

Wherever possible the consultant will require physical evidence, such as documented records, to

demonstrate that a control exists. If evidence is not available, the consultant will raise an action to

this effect. The accuracy of the report is therefore dependant on the quality of the information made

available to the consultant during the audit process.

The scope of the report is limited to the areas specified under the ‘Assessment Brief’ section below.

REPORT FORMAT

The property has audited using set of standard criteria as set out in the body of the report. Against

each item the observed condition is recorded and where this condition is thought to be unsatisfactory

appropriate recommendations are made and are allocated a priority in accordance with the protocol

shown below.

Where a report section or individual item is shown as N/A this means that the issue is not relevant to

the subject property and where appropriate for clarity this judgement has been provided with

supporting comments.

Disclaimer/Limit of Recommendations

Any remedial actions recommended in this report should only be implemented with due respect to

any relevant regulations or industry best practice including, but not limited to: Building Regulations;

relevant British Standards; Planning Consent; Structural, Electrical and Mechanical safety standards;

Traffic Management/Highways Guidance; Environmental Legislation etc.

Note that recommendations within this report set out what William Martin feel needs to be done but

not how it is to be done. That is William Martin do not provide a specification or methodology for the

necessary works as a part of this report. William Martin are Health and Safety Practitioners but they

are not Architects; Surveyors; Building Services Engineers; Highways Engineers etc.

Responsibility for safe, appropriate and legal implementation of any remedial action recommendations

rests with the client.


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REVIEW

This assessment should be reviewed whenever there are significant changes such as alterations,

change of activities or occupancy. A review should also be undertaken if any shortcomings are

identified, for example following an accident or near miss.

In any event an annual review should be carried out as recommended good practice.


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SITE REPORT DETAILS

Site Manager Sam Anderson.

Description of building The building comprises a modern 3-storey office building that is located within the larger Birchwood Park estate, with

No. 302 being one of 5 similar adjacent buildings. The building is steel framed with primarily glazing to the

elevations and flat roofing that extends over external

walkways to the ground level. The roofing has a central enclosure that holds air conditioning plant. The roofing has

no perimeter edge protection, however, there is no plant to the unprotected areas of the roof. Internally, the building

has a CBRE manned reception that leads to passenger lifts, stairways and a mezzanine level to the first floor. Welfare

facilities are located either side of the stairway and other

facilities include a, roof level plant room, small kitchenette and cleaners store.

Manned /Unmanned Manned (CBRE staff). Use Category Offices.

Other uses of building None.

Common areas not inspected during the visit

None.

Number of floors Three plus roof. Number of staircases One internal, two external.

Number of lifts (passenger and

goods)

Two.

Number of escalators None.

Number of landlord's staff One (Receptionist.), also the Regional Facilities Manager is based nearby.

Approximate age 2005. Length of time site under CBRE

control

2005.

Number and location of void units No vacant units at the time of the audit. Assessment carried out by Nicola Anderson BSc (Hons) MSc CMIOSH PIEMA

Does the property have an iconic status or present an increased

risk of public suicides

Building only open to invited visitors only.

Other information The externals and contractor management is covered in the Health and Safety report that covers the Common Grounds

at Birchwood Park. Specific Categories of Persons at

Risk on site

CBRE Employees, Pregnant/New Employees (CBRE Staff

only), Tenants, Contractors, Members of public, Visitors

(authorised & unauthorised), Children & Young Persons, Disabled Persons.

Visit attendance Accompanied by the managing agent Accompanied visit details Sam Anderson.

Unaccompanied/partially accompanied visit details

N/A.

Site visit date 28/04/2020.


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PRIORITY ACTION SUMMARY

Priority 1

0

Priority 2

1

Priority 3

0

Priority 4

0

ACTIONS

Fire Safety 7.24) Are all other fire safety issues satisfactory

Observed Condition: Unsatisfactory Risk Measurement Severity: 3 Likelihood: 2 Risk Rating: 6 Priority: 2

Location Fire panel zone plan. Recommended Action Fire panel zone plan to be replaced to reception.

Action Notes Fire zone panel was missing at the time of the audit. The Building Manager

confirmed a new one is to be ordered.


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AUDIT QUESTIONS & OBSERVATIONS

1 People What is the hazard? People are not aware of key hazards on site or are not competent to carry

out tasks in a safe manner. People do not have adequate information about

the controls in place or how to use them effectively.

Who might be harmed?

CBRE employees, tenants, contractors,

members of the public, visitors – authorised &

unauthorised.

How might they be harmed?

Death, injury or ill-health due to: people

not being aware of hazards or not being

competent to

undertake work in a safe manner.

Observed condition: Satisfactory

Audit Questions 1.1) Are site staff familiar with CBRE Health and Safety policies and procedures

Yes - Staff are familiar with the CBRE policies and procedures and this was demonstrated during the

visit. 1.2) Are site staff trained and competent in line with CBRE's training matrix

Yes - There was evidence available that staff were competent and trained to undertake their tasks safely and the competence of individuals is assessed, as appropriate.

1.3) Are manual handling risks adequately assessed and controlled

N/A - Site staff do not carry out any manual handling tasks. 1.4) Have young persons risk assessment been completed

N/A - There are no young people employed on site. 1.5) Have new and expectant mother risk assessments been completed

N/A - There are no new or expectant mothers on site.

1.6) Are DSE assessments in place where required for site staff Yes - DSE assessments are carried out for all DSE 'Users', assessments were seen during the

inspection. The DSE assessment for the Receptionist, dated March 2019, was seen on the day of the audit. The Building Manager confirmed that this will be reviewed when the reception staff return to

the building. 1.7) Has the Lone and Field Working SOP been implemented

N/A - There are no lone working situations on site.

1.8) Have home working assessments been completed for home based staff N/A - Staff do not work from home.

1.9) Are site staff Personal Protective Equipment (PPE) supplied, stored and used properly

Yes - Areas requiring the use of PPE have been identified and appropriate equipment is supplied,

maintained and used when required. 1.10) Are suitable first aid arrangements in place for site staff and up to date first aid

notices displayed in appropriate locations Yes - Arrangements are in place with tenants to provide an appointed person and first aid if required.

1.11) Are all other people issues, not dealt with by other audit questions, satisfactory

N/A - No other issues were identified at the time of the audit.


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2 Procedures What is the hazard? People are not aware of key health and safety policies and procedures.

Policies and procedures are not being effectively implemented on site. Existing policies and procedures do not effectively control activities being

undertaken on site. Who might be

harmed?

CBRE employees,

tenants, contractors, members of the public,

visitors – authorised &

unauthorised.

How might they be

harmed?

Death, injury or ill-

health due to policies and procedures not

being effectively

implemented. Observed condition: Satisfactory

Audit Questions

2.1) Were all areas of the property (for which the client is responsible) accessible during

this assessment? Yes - All known areas for which the client is responsible were accessed during the visit.

2.2) Where areas of the property are deemed inaccessible for safe inspection (at the time of the assessment), has appropriate alternative action been taken to gain access safely or

implement a safe working N/A - All areas are readily accessible across the site.

2.3) Are all necessary site specific risk assessments and safe systems of work in place,

are they current and communicated to the relevant people N/A - Site specific information is available and uploaded to Common Grounds at Birchwood Park.

2.4) Have tenant packs have been issued Yes - All tenants have been issued with information packs and records are kept. An email was seen

that indicated the tenant’s pack, and other information documents, were re-issued on 13/12/18. The

Building Manager confirmed that there have been no new tenants in the last 12 months but annual updates are emailed to current tenants.

2.5) Is safety and environmental included as a topic at occupiers and contractors meetings.

Yes - Regular meetings that include safety and environmental issues are undertaken on a regular

basis. 2.6) Are visitor signing in procedures being completed satisfactorily

N/A - Visitors entering the building report to reception, however, the visitors are then sent to the appropriate tenant area where they are signed in.

2.7) Is signage and statutory notices displayed, where required, and completed correctly Yes - All appropriate signs and statutory notices were seen to be in place.

2.8) Have all incidents been recorded, reported and investigated in line with CBRE

procedure Yes - All incidents and accidents are recorded and reported on Meridian in line with CBRE SOP 05 15.

2.9) Has the property been free of enforcement notices for the last 12 months Yes - The Building Manager confirmed that there has been no enforcement action in the past 12

months.

2.10) Are all other procedure issues, not dealt with by other audit questions, satisfactory N/A - No other issues were identified at the time of the audit.


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3 Contractor Management What is the hazard? Contractors not appointed and managed in accordance with relevant health

and safety policies and procedures. Policies and procedures are not being effectively implemented on site. Existing policies and procedures do not

effectively control activities being undertaken on site. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?


health due to contractor

management policies

and procedures not being effectively

implemented. Observed condition: Satisfactory

Audit Questions 3.1) Do all contractors working on site have the relevant 'Permission to Work' issued by a

competent Authorised person N/A - Permissions are in place and uploaded to Meridian against Common Grounds at Birchwood Park.

3.2) Are the sample contractor RAMS, reviewed as part of the audit of the permissions, suitable and sufficient

Yes - A permit and RAMS for PTSG inspection of D Rings/Anchor Points was viewed at the time of the

audit. 3.3) Have all tenant contractors been issued with a Permit (including access only / low

risk works) through the permit system on Meridian N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park.

3.4) Where emergency contracted works have been commissioned, has an ‘Emergency

Permission to Work Form’ been issued together with RAMS or Dynamic Risk Assessment Forms

N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park. 3.5) Have site specific Contractor Rules been uploaded to the document type ‘HSM-01

Contractor Site Rules & Regulations’ in Meridian

N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park. 3.6) Have site specific Fit Out guides been uploaded to the document type ‘HSM-02 Fit

Out Guide and Alteration Procedures’ in Meridian N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park.

3.7) Are regular checks being carried out to ensure that contractors work safely on site N/A - Regular checks are made of contractors working on site and records maintained on Meridian

against Common Grounds at Birchwood park.

3.8) Are contractor audits being completed for sites at least every 6 months N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park.

3.9) Are Permits to Work being correctly issued for ad-hoc or high risk activities using the permit system in Meridian or an equivalent (which includes exchange of property

information e.g. site hazard and asbestos surveys, contractor rules and electronic sign

off) N/A - Documentation is uploaded to Meridian against Common Grounds at Birchwood Park.

3.10) Are suitable controls in place for contractors when using CBRE work equipment N/A - Contractors provide their own equipment for all work undertaken on site.

3.11) Are all other contractor issues, not dealt with by other audit questions, satisfactory



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4 Internal Areas What is the hazard? Internal areas of the site not of a sufficient standard to prevent accidents

or ill health, or are inadequately maintained. Insufficient welfare facilities available.




unauthorised.


Death, injury or ill health due to: slips,

trips and falls, falls from height, falling

objects/materials,

contact with obstructions, sharp or

damaged surfaces, poor hygiene, welfare

arrangements and

sanitation. Observed condition: Satisfactory

Audit Questions

4.1) Are the internal floors and stairs in satisfactory condition Yes - All floor and stair surfaces were in good condition, unobstructed, and with no slip or trip

hazards evident.

4.2) Are stairs fitted with suitable handrails and balustrading Yes - Handrails are all in good order.

4.3) Is there a contract in place to monitor all overhead glazing N/A - There is no overhead glazing on site.

4.4) Are all the critical glazed areas of suitable standard

Yes - All critical glazing is of safety material and apparent. 4.5) Are windows suitably restricted where there is a risk of falling out

N/A - There are no opening windows in the common areas. 4.6) Is lighting suitable and sufficient

Yes - Lighting levels appear sufficient to enable people to work and move about safely.

4.7) Is ventilation suitable and sufficient Yes - Sufficient mechanical ventilation is provided on site.

4.8) Have internal car parks been fitted with extraction to vent exhaust fumes N/A - The car park is external and requires no extraction.

4.9) Have internal confined spaces been identified and risk assessed N/A - There are no internal confined spaces identified.

4.10) Is there a suitable cleaning and spillage regime in place.

Yes - A suitable cleaning and spillage regime is in place. 4.11) Are all other internal premises issues, not dealt with by other audit questions,

satisfactory Yes - No other issues were identified at the time of the audit. A building condition survey (10year

PPM) is in place dated 23/10/2018 by Patrizia. A BS8210 has also been completed by a Building

Manager dated 09/07/2015.

5 External Areas This section is not applicable. See audit report for Common Grounds at Birchwood Park.

6 Service Areas This section is not applicable.

There are no loading bays or service areas on this site.


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7 Fire Safety What is the hazard? Inadequate control of sources of ignition, oxygen and fuel leading to an

increased risk of fire. Fire precautions that have not been maintained, are defective or inadequate. Lack of information, instruction and training on

what to do in the event of a fire. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?


health from smoke inhalation, burns

and/or explosion due

to: uncontrolled fire spreading quickly

through building, occupants being unable

to escape quickly

enough in the event of a fire.

Observed condition: Unsatisfactory Total number of

actions identified:

1 Highest risk rating

for section:

Priority 2 - Substantial

Risk

Audit Questions

7.1) Is there a Fire Risk Assessment in place, not more than three years old Yes - A FRA is in place and has been reviewed as part of this visit - see separate report. Dated April

2019 by CS Todd. 7.2) Is the CBRE Building Fire Manual, and where appropriate, an emergency plan

available and has it been communicated to all relevant people

Yes - The CBRE Fire Manual is in place. Dated August 2012. A new document is currently being compiled for all CBRE sites.

7.3) Is there an up to date fire log book containing all relevant fire related information held in an accessible location

Yes - There is a centrally held accessible fire log-book which is maintained up to date.

7.4) Are fire alarm checks being completed weekly from different call points (in rotation) and recorded in the fire log book

Yes - Fire alarm checks are completed and recorded. Last dated 24/04/2020. 7.5) Are fire detection and alarm systems being serviced regularly and records uploaded

to Meridian Yes - Fire alarm maintenance is completed and recorded, with the last service completed on

06/11/2019. The Building Manager confirmed that the next service was due and awaiting

confirmation of the date where access could be gained due to Covid-19. 7.6) Are functional tests of emergency lighting systems being completed monthly

Yes - Emergency lighting checks are completed and recorded. 7.7) Is discharge testing of emergency lighting systems being carried out every 12

months

Yes - Emergency lighting checks are completed and recorded, with the last 3 hour discharge on 17/01/2020.

7.8) Is fire fighting equipment in place, signed and serviced regularly with records available

Yes - Fire-fighting equipment checks are completed and recorded, with the last inspection on

12/03/2020. 7.9) Is the sprinkler system checked, serviced and maintained in accordance with

BS12845/LPC Rules on quarterly basis N/A - There are no sprinkler systems on site.

7.10) Are fire/smoke shutters and /or smoke vents tested and serviced at least annually N/A - No fire equipment of this type on site.

7.11) Are dry/wet risers visually inspected six monthly and pressure tested 12 monthly in

accordance with BS9990:2015


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N/A - There are no dry or wet risers on site.

7.12) Are fire hydrants clearly signed and have these been examined within the last 12 months

N/A - No private fire hydrants identified at this property. 7.13) Are fire drills carried out every 6 months

Yes - Drills are carried out and recorded. A latest drill was postponed due to Covid-19 and the

reduced occupancy of the building. 7.14) Is there an up to date list of fire wardens

N/A - Tenants are responsible for the evacuation of staff and visitors. 7.15) Are suitable fire action notices displayed and completed correctly

Yes - Fire action notices are displayed throughout.

7.16) Has a suitable fire assembly point been identified Yes - The assembly point is shown on the Fire Action Notices.

7.17) Are regular fire inspections of tenant demised areas carried out Yes - Tenanted areas are inspected, records are kept and uploaded to Meridian. Last dated

20/01/2020. 7.18) Are fire doors in good condition and kept shut or locked, where appropriate

Yes - All fire doors were seen to be in good condition and closed/locked as appropriate.

7.19) Are escape routes kept clear and regularly inspected Yes - All escape routes were clear and there was evidence available to confirm that routes are

regularly inspected. 7.20) Is smoking restricted to suitable designated areas

Yes - Smoking appeared to be controlled.

7.21) Are waste skips/bins and other items stored at least 2 metres away from the building(s) and exits

Yes - All waste storage was well away from the building. 7.22) Can the Fire Service approach the premises and gain access in the event of an

emergency

Yes - Access is from the public highway. 7.23) Is there absence of evidence of arson on site

Yes - No obvious signs of arson were observed. 7.24) Are all other fire safety issues satisfactory

No


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8 Electricity What is the hazard? Fixed electrical installations and portable electrical equipment that has not

been maintained, is defective or is unfit for purpose. Inadequate precautions against electric shock in high risk areas.




unauthorised.


Death, injury or ill-health due to: electric

shock, burns, fire ignition.


Audit Questions 8.1) Is there a current satisfactory NIC/EIC fixed wiring certificate available

Yes - Fixed wiring inspection certificate is available, dated 24-09-2015, marked Satisfactory.

8.2) Is there a current PAT certificate available and does a sample audit indicate that PAT testing is current

Yes - The PAT inspection record is available, dated 04/10/2019. 8.3) Where the site has high voltage electrical systems (over 3.3KV), have the

requirements of Electrical Safety and Fixed Electrical Systems SOP been implemented and letters retained from the contractors Authorising Engineer in the last 3 years

N/A - There are no High Voltage Electrical Systems on this site.

8.4) Have the requirements of Electrical Safety and Fixed Electrical Systems SOP for the safe operation of 'complex' Low Voltage Electrical systems (e.g. battery systems / UPS /

dual feed) been implemented and letters retained from the contractors Authorising Engineer in the last 3 years

N/A - No letters required.

8.5) Are suitable inspection reports available for the lightning protection system Yes - Lightning inspection records are available, with the last inspection on 17/12/2019.

8.6) Are electrical switch cupboards secured shut to prevent unauthorised access Yes - Access to electrical equipment is controlled.

8.7) Is rubber matting provided at each high voltage control cabinet

Yes - Rubber mats are in place. 8.8) Have risks from overhead services been identified and adequately managed

N/A - There are no overhead power lines on site. 8.9) Is an electric shock poster displayed in areas where there is a danger of

electrocution Yes - Electric shock posters are displayed in relevant areas.

8.10) Are all other electrical issues, not dealt with by other audit questions, satisfactory



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9 Plant & Equipment What is the hazard? Plant and equipment that has not been maintained, is defective or is unfit

for purpose. Poor control of access to hazardous equipment. Lack of information, instruction and training on how to use equipment safely.




unauthorised.


Death, injury or ill-health due to: contact

with mechanical hazards e.g.

entanglement, failure

of mechanical parts, electric shock, hearing

damage, fire ignition. Observed condition: Satisfactory

Audit Questions 9.1) Are all plant room doors and risers secure

Yes - All risers and plant rooms were secure. 9.2) Are noise levels satisfactorily controlled in all areas under CBRE control.

N/A - There are no excessively noisy areas on site. 9.3) Is all other plant and equipment not previously mentioned, subject to satisfactory

maintenance programme

Yes - Maintenance procedures are in place for all plant and equipment. Maintenance records were available and in good order.

9.4) Is hazardous plant and equipment only used by competent, authorised people N/A - There is no hazardous plant or equipment on site.

9.5) Are hazardous parts of plant and equipment fitted with guards, protective devices

and means of isolation which are checked regularly N/A - There is no hazardous plant or equipment on site.

9.6) Is a written scheme of examination in place for all pressure systems N/A - No relevant pressure systems were seen on site.

9.7) Are pressure systems maintained in accordance with the manufacturer's instructions

and records maintained N/A - There are no pressure vessels on site.

9.8) Are compactors/balers located in a suitable position and secured/locked out when not in use

N/A - There are no compactors or balers on site. 9.9) Are there safe working procedures in place for battery charging and topping up

N/A - No battery charging or topping up carried out on site.

9.10) Are all other plant & equipment issues, not dealt with by other audit questions, satisfactory



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10 Lifts & Escalators What is the hazard? Lifts that have not been maintained, are defective or unfit for purpose. Poor

control of access to hazardous equipment and/or lift shaft. Lack of information, instruction and training on how to use equipment safely.

Inadequate safety procedures for equipment failure. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?

Death or injury due to

contact with mechanical/electrical

hazards, failure of

mechanical or electrical parts, fall from height,

falling objects, entrapment.


Audit Questions

10.1) Are suitable inspection reports available for lifts and escalators Yes - Insurance inspection reports are available for all equipment seen at the time of the audit, with

the last inspection on 08/01/2020. 10.2) Have all lift or escalator recommendations been implemented

Yes - All recommendations have been completed as detailed on Meridian.

10.3) Does the site have suitable procedures in place in the event of a lift break down or power failure

Yes - Appropriate procedures based on CBRE SOP 05 04 - Lift and Plant Safety are in place. Document by Rubax dated 11/12/2019.

10.4) Are service records for lifts and lifting equipment available

Yes - Full lift maintenance records are available. 10.5) Is access to lift motor rooms/lifting equipment restricted to authorised persons

N/A - The lift motors are integral to the lift car. 10.6) Are all moving parts adequately guarded.

N/A - The lift motors are integral to the lift car.

10.7) Do lifts ground in the event of an alarm activation or are 'Do not use in the event of a fire' signs clearly displayed outside passenger lifts

Yes - The Building Manager advised that lifts go to ground in the event of an alarm activation. 10.8) Are lift alarms and intercoms regularly checked

Yes - Alarms are checked regularly and records kept. 10.9) Are escalators inspected daily to ensure that they are running safely and the stop

button is working

N/A - There are no escalators on this site. 10.10) Is there a written re-start procedure for escalators which has been communicated

to all relevant people N/A - There are no escalators on this site.

10.11) Are all other lifting equipment issues, not dealt with by other audit questions,

satisfactory N/A - No other issues were identified at the time of the audit.


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11 Work at Height What is the hazard? Work being undertaken at height unnecessarily. Inadequate or poorly

maintained guards and barriers to prevent falls or falling objects. Poor control of access to hazardous areas. Inadequate risk assessments and

precautions in place for work at height. Work at height equipment not maintained, defective or unfit for purpose. Lack of information, instruction

and training on how to work at height safely. Who might be

harmed?

CBRE employees,

tenants, contractors,


unauthorised.

How might they be

harmed?

Death or injury due to

falling from height,

being hit by a falling object.


Audit Questions 11.1) Is work at height carried out only where this cannot be avoided

Yes - Working at height is avoided wherever possible. 11.2) Is the hierarchy of risk controls for work at height being appropriately applied for

equipment selection and work methods Yes - The hierarchy of control for work at height is applied on site.

11.3) If higher risk work at height activities are undertaken has a site specific work at

height risk assessment been completed Yes - Time Consultancy Work at Height Risk Assessment 12/03/2018.

11.4) Is there a safe system of work and process for the use of access equipment by the duty holder

Yes - There is no landlord's access equipment on site.

11.5) Is there an effective permit to work system in place for work at height, where appropriate

Yes - A permit and RAMS for PTSG inspection of D Rings/Anchor Points was viewed at the time of the audit.

11.6) Have all contractors provided site specific risk assessments and method statements

for work at height activities Yes - A permit and RAMS for PTSG inspection of D Rings/Anchor Points was viewed at the time of the

audit. 11.7) Is access to the roof controlled and hazards communicated by signage or roof

induction Yes - Signage is in place to each roof access point.

11.8) Where regular roof access is required are appropriate passive and collective

controls in place to prevent people falling, e.g. guardrails N/A - Regular access is not required to non enclosed roof areas.

11.9) Are roof safety systems, e.g. latchway, mansafe systems and eyebolts, being tested and maintained

Yes - All eyebolts and fall arrest systems are regularly inspected and records held, with the last

inspection dated 08/01/2020. 11.10) Is there an adequate emergency rescue plan in place, where falls cannot be

prevented, and has it been adequately communicated Yes - An emergency rescue plan is in place as part of safe system of work.

11.11) Is access to fragile surfaces properly controlled and signage displayed in the

prescribed format Yes - Non-load bearing surface to the plant room is clearly signed, and were clear at the time of

inspection. 11.12) Is all equipment regularly inspected, serviced and maintained and are records

kept e.g. MEWPs, Cradles/BMU’s/Travelling Gantries N/A - There are no MEWPs, Cradles/BMU's /travelling gantries on this site.

11.13) Is all equipment securely stored to prevent unauthorised access? e.g. MEWPs,

Cradles/BMU’s/Travelling Gantries


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N/A - There are no MEWPs, Cradles/BMU's /travelling gantries on this site.

11.14) Is equipment that falls within LOLER thoroughly examined by a competent person every six months and any remedial work actioned within time specified e.g. MEWPs,

Cradles/BMU’s/Travelling Gantries N/A - There are no MEWPs, Cradles/BMU's /travelling gantries on this site.

11.15) Is evidence of training and competence available for all people undertaking work

at height N/A - Documentation is held against Common Grounds at Birchwood Park.

11.16) Are ladders suitable and sufficient for the work being carried out Yes - Suitable ladders were available for the work undertaken.

11.17) Are ladders appropriately marked and regularly inspected

Yes - A ladder register is maintained, and a safety checking procedure is in place and stored against Common Grounds at Birchwood Park.

11.18) Are fixed ladders secured to prevent unauthorised use N/A - There are no fixed ladders on site.

11.19) Are fixed ladders used with fall restraint/arrest equipment, where appropriate N/A - There are no fixed ladders on site.

11.20) Are the hazards identified involving work at height contained in the ‘Site Hazard

Form’ for the property and communicated to relevant persons Yes - Working at height hazards are identified in the site hazard form which has been reviewed and

updated separately. 11.21) Are all other work at height issues satisfactory

Yes - No other issues were identified at the time of the audit. External staircases are inspected

annually, last done Browns March 2019.


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12 Hazardous Substances What is the hazard? Uncontrolled storage and use of hazardous substances. Gas supply and

appliances that have not been maintained, are defective or unfit for purpose. Inadequate emergency procedures to deal with uncontrolled

releases of hazardous substances. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?

Death, injury or ill

health due to explosion, fire,

suffocation, CO2

poisoning, acute & chronic medical

conditions due to exposure.


Audit Questions

12.1) Are all gas installations and appliances maintained by Gas Safe engineers N/A - There is no gas in Landlord's areas.

12.2) Are gas fittings and pipe work protected from damage and suitably identified N/A - There is no gas in Landlord's areas.

12.3) Is a copy of the gas schematic for pipe work over 50 mm displayed

N/A - There is no gas in Landlord's areas. 12.4) Are the gas emergency procedures displayed on site

N/A - There is no gas in Landlord's areas. 12.5) Are LPG cylinders managed safely

N/A - There is no LPG in Landlord's areas.

12.6) Is there an up to date inventory, safety data sheets and COSHH assessments in place for all hazardous substances stored and used on site

Yes - Full COSHH documentation is available on site. 12.7) Are there any substances that are considered under DSEAR and suitable

assessments and controls in place including signage for any zoning required

N/A - There are no substances that are considered under DSEAR. 12.8) Are substances properly stored and labelled

Yes - All substances are well stored and labelled. 12.9) Are appropriate spill kits available

N/A - Contractors clean the common areas and have procedures for dealing with spillages, tenants have the help desk contact details in case of a major spillage when the cleaners are not on site.

12.10) Are all other hazardous substance issues, not dealt with by other audit questions,

satisfactory N/A - No other issues were identified at the time of the audit.

13 Asbestos This section is not applicable.

Evidence was available to show that the site was constructed post 2000.


Page | 19

14 Water Hygiene What is the hazard? Hot and cold water systems, cooling towers and other water ‘features’ that

have been poorly designed, installed or maintained. Inadequate water hygiene management systems, including temperature monitoring.

Inadequate flushing of infrequently used outlets/systems. Non-drinking water supplies not clearly identified.



members of the public,

visitors – authorised & unauthorised.


Death or ill-health due to: Legionnaires

disease or other water-

borne infections. Scalding.


Audit Questions

14.1) Is there a current water hygiene risk assessment in place, which meets the requirements of the Approved Code of Practice for the Control of Legionella Bacteria in

Water Systems (L8), which includes an asset register? Yes - A water hygiene risk assessment is in place and held on site and on Meridian. Last dated

13/12/2019. 14.2) Have tenants been advised to their responsibilities for Legionella control in

accordance with Legionella Control & Water Hygiene SOP?

Yes - Tenants letter 'legionella control' has been issued to all current tenants on site. Records were seen during the audit.

14.3) Does the risk assessment refer to or include a current schematic for the water system?

Yes - Within the legionella risk assessment.

14.4) Have cooling towers been subject to a water hygiene risk assessment? N/A - There are no cooling towers on site.

14.5) Have all completed actions from the current water hygiene risk assessment been satisfactorily implemented as far as can be ascertained?

Yes - The water treatment regime is in place, with records seen to be in date.

14.6) Does a representative sample of documentation indicate there is a water treatment and maintenance regime which takes account of the risk assessment findings?

Yes - Temperature test records dated March 2020, Flushing dated 18/04/2020 and disinfection records dated 29/01/2020 were available and seen to be within the required range.

14.7) Is an adequate supply of wholesome drinking water provided Yes - Drinking water is labelled as such.

14.8) Are all other water issues, not dealt with by other audit questions, satisfactory


15 Void Units This section is not applicable. No vacant units identified in the building.


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16 Environmental What is the hazard? Environmental damage to due to poor management of environment

hazards. Uncontrolled storage or disposal of waste materials. Who might be

harmed?

CBRE employees,


visitors – authorised & unauthorised.

How might they be

harmed?


health due to fire; explosion; contact with

hazardous substances leading to acute or

chronic medical

conditions. Environmental pollution

and damage. Observed condition: Satisfactory

Audit Questions 16.1) Is evidence of air conditioning contractors competence held

N/A - Contractor documentation is stored against Common Grounds at Birchwood Park. 16.2) Has a 5 yearly Air Conditioning Inspection been undertaken

Yes - A current Air Conditioning Inspection certificate (TM44) is available. Last dated 13/08/2019. 16.3) Are refrigerant gas containing systems subject to leak testing at the appropriate

frequency (see EP-16 Air Conditioning, Refrigeration and Fire Suppression Systems

Procedure) Yes - There were records to show that leak testing is carried at the appropriate frequency. Last dated

03/03/2020. 16.4) Does the site emergency procedure contain environmental considerations as

detailed in EP-12 Environmental Incidents and Pollution Control Procedure, and if the

Site Is ISO14001 has it developed an EF-12a Spillage Plan? Yes - The Emergency Plan for the site contains environmental protection considerations.

16.5) Are records of dark smoke from back-up generator firing maintained to demonstrate that these are not prolonged emissions

N/A - There are no generators on site.

16.6) Have landlord storage arrangements for polluting substances been reviewed against EP-13 Drainage and Effluent Control Procedure, and are occupiers aware of their

obligations regarding site storage and above ground oil storage tanks? N/A - There are no bulk fuels or diesel stored on site.

16.7) Has the validity of Waste Carrier's Licences been checked within the last 12 months with evidence of this held

N/A - Waste documentation is stored against Common Grounds at Birchwood Park.

16.8) Have checks been made to confirm the validity of the environmental permits held by sites which undertake the final treatment of waste transferred off site by CBRE

N/A - Waste documentation is stored against Common Grounds at Birchwood Park. 16.9) Are annual Waste Transfer Notes completed and checked for accuracy for all waste

streams managed by CBRE

N/A - Waste documentation is stored against Common Grounds at Birchwood Park. 16.10) Are correctly completed consignment notes in place for every movement of

hazardous waste from the site, including completed Section E "Consignee Returns" N/A - Waste documentation is stored against Common Grounds at Birchwood Park.

16.11) Can the site demonstrate that, as a minimum, mixed recyclables are being

segregated from the general waste stream N/A - Waste documentation is stored against Common Grounds at Birchwood Park.

16.12) Have any surface water drains or soakaways on site been identified and clearly marked?

N/A - Externals are managed under Common Grounds at Birchwood Park. 16.13) Where the site has processes that may require a consent to discharge, has

consent from the associated authority been provided?

N/A - There are no discharge activities on site which require a consent.


Page | 21

16.14) Are sewage pumps regularly maintained and fitted with automatic alarms and

subject to suitable back-up arrangements in the event of a failure N/A - There are no sewage pumps on site.

16.15) Are oil/petrol interceptor on site inspected six monthly and emptied as required N/A - There are no petrol interceptors on site.

16.16) If the site is an ISO14001 registered site, has it developed an EF-07 Sustainability

Asset Plan? Yes - The site is certified to ISO14001 and has developed an EF-07 Sustainability Asset Plan.

16.17) Are all other issues relating to Environment, not dealt with by other audit questions, satisfactory


17 Disabled Access What is the hazard? Aspects of the site may prevent access and ease of use of the site by a

wide range of potential users, including people with physical, mobility and sensory impairments.




unauthorised.


Death, injury or ill-health through: slips &

trips, falls from height, contact with stationary

and moving objects,

being unable to escape safely in the event of

an emergency, being unable to access

services provided on

site and other facilities. Observed condition: Satisfactory

Audit Questions

17.1) Is there a satisfactory access audit in place.

Yes - An Accessibility Audit is in place dated 26/11/2019 by Blue Mouse. 17.2) Is the property free of obvious site specific accessibility issues

N/A - Please refer to 17.1. 17.3) Are there reasonable disabled evacuation procedures in place

N/A - Tenants are responsible for the evacuation of disabled staff and visitors.

18 Radiation This section is not applicable. No basement areas where radon could build-up and no transmitters to the site.


Page | 22

19 Suicide and Anti-Social Behaviour What is the hazard? Site is not adequately secured to prevent access to anti-social behaviour

including any drug or alcohol use. Site has areas that could be used for suicide attempts. Risk of violence or psychological consequences for

involved persons. Damage to property. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?

Death or injury

through: slips & trips, falls from height

including deliberate or

accidental, falling objects, contact with

sharps. Observed condition: Satisfactory

Audit Questions 19.1) Where there have been incidents involving suicides or suicide attempts, is a

suitable risk assessment in place? Yes - There has been no known incidents.

19.2) Are sufficient controls in place for anti-social behaviour, such as drug use or drinking on site

Yes - There has been no known incidents.

19.3) Are suitable controls in place to prevent members of the public accessing areas where they could potentially fall from a height by choosing to overcome barriers or other

protective measures Yes - Access to areas where public could fall from height are suitably restricted.

19.4) Are on site monitoring and opportunities for assistance and intervention considered

adequate to reduce the risk of public suicide? N/A - There are no known issues in relation to public suicides.

20 Residential This section is not applicable.

There are no residential tenants at this site.

21 Construction and Refurbishment This section is not applicable. There were no construction projects taking place at this site at the time of the audit.


Page | 23

22 Meridian What is the hazard? People do not have access to current, up to date information. People do not

know how to report or escalate health and safety concerns, accidents or incidents. Compliancy reporting and document reminders may be

inaccurate. Who might be

harmed?

CBRE employees,



unauthorised.

How might they be

harmed?

Death, injury or ill

health due to: maintenance and or

statutory items being

overdue, hazards, accidents or incidents

not being reported, remedial works not

being implemented.


Audit Questions 22.1) Did the evidence seen during the pre-audit preparation, on site document review

and assessment suggest that Meridian was being used correctly Yes - All Records on Meridian were correctly uploaded.

22.2) Were records uploaded to Meridian, filed with correct date

Yes - All documents uploaded to Meridian that were viewed were seen to have the correct file date. 22.3) Were documents uploaded to Meridian, against correct document type

Yes - All documents held on Meridian were correctly uploaded. 22.4) Was information held on Meridian for the property correct

Yes - The Property details are correct.

22.5) Are all other issues relating to Meridian, not dealt with by other audit questions, satisfactory

Yes - No other issues were identified during the audit.


Page | 24

SUPPORTING PHOTOGRAPHS

Stairwell to roof area good level of leading edge

demarcation.

Good level of housekeeping to roof area.

Good level; of demarcation to roof access.

Good level of signage to external roof area.

Good level of signage to external roof area.

Step over inspection marked.


Page | 25

Access to roof area well signed and secure.


Page | 26

EVIDENCE REVIEWED DURING AUDIT

Item Document

Date

Location/supporting

comments Asbestos - Document Proof (No Asbestos)- (AS01) 17/11/2016

Lift Thorough Examination - (STAT04) 08/01/2020 Lifts and Escalator Emergency Procedures, Risk

Assessment & Method Statements - (LE02)

11/12/2019

Legionella Risk Assessment & Water Management Audit - (WT01)

18/11/2019

Water Management Audit (WT01) 19/11/2019 Eye Bolts Thorough Examination - (STAT02) 08/01/2020

Fixed Electrical Inspection - (EL01) 22/09/2015

Lightning Protection - (HS02) 17/12/2019 PAT Testing - (EL02) 04/10/2019

Emergency Lighting Annual Discharge Test (3 hours) - (F08)

17/01/2020

Fire and Emergency Evacuation Drill - (F14) 24/03/2020 Fire Extinguisher Maintenance - (F01) 12/03/2020

Fire Risk Assessment - (F02) 27/03/2019

Fire Inspection of Office Tenant Demise - (F16) 30/06/2020 Fire Manual and Emergency Plan - (F18) 01/10/2015

Fire Alarm System Maintenance - (F04) 15/11/2019 Fire Doors Maintenance - (F12)

Register of Tenant Fire Risk Assessment - (F19) 02/04/2020

Fire Extinguisher Asset Register - (F01) 26/02/2020 Property Health and Safety Inspection - (AI04) 30/04/2020

Building condition survey 09/07/2015 Access Audit (Equality/DDA) - (AC01) 26/11/2019

Air Conditioning Inspection TM 44 13/08/2019


Page | 27

APPENDIX: RISK ASSESSMENT CALCULATIONS

RISK RATING MATRIX

HAZARD

SEVERITY

(H)

The potential of a hazard to cause harm. This will vary in severity and the ratings are applied as follows:

Rating Classification

4 Death(s) Multiple or single fatalities

3 Major Injury(s)

Multiple or single significant injuries (as defined in RIDDOR)

2 Minor Injury(s) Injuries involving loss of up to 7 days work

1 Trivial Injury(s) Other injuries involving loss of one work day or less

LIKELIHOOD (M)

The probability that the HAZARD SEVERITY will be realised. The ratings are applied as follows:

Rating Classification

4 Common Occurrence Certain or near certain harm will occur

3 Frequent Occurrence Where harm will occur or occasionally

2 Likely Occurrence Where harm may occur at some point

1 Unlikely Occurrence Where harm will seldom occur

RISK RATING

(R)

The risk rating is the combination of the HAZARD SEVERITY rating multiplied by the LIKELIHOOD rating, which may be applied using the following calculation:

ASSESSMENT CALCULATION : Likelihood x Hazard Severity = Risk

Severity

4 – Death 4 8 12 16

3 – Major 3 6 9 12

2 – Minor 2 4 6 8

1 – Trivial 1 2 3 4

1 2 3 4

Likelihood

RISK CLASSIFICATION

Priority 1 Requires immediate remedial action to ensure this is made safe or risk has been

reduced. If it is not possible to reduce the risk, then work must be prohibited until item has been rectified. All works should be completed within one month.

Priority 2 Remedial action should be taken to reduce the risk to be able to continue. Short-term temporary measures may also be required. Item should be resolved within three

months.

Priority 3 Risk control measures should be implemented in suitable time frame to reduce the risk identified to an acceptable standard. Items should be resolved within six months

Priority 4 Improvements should be carried out as advised. These may be best practise or industry

standard and may require longer term investment. Recommend action should be considered within 13 months

cbre health & safety risk assessment & audit report

Documents