health & safety risk assessment & audit report

Health & Safety Risk Assessment & Audit Report

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

Prepared for: CBRE St Martin's Court 10 Paternoster Row London EC4M 7HP

Prepared by: Nicola Anderson BSc (Hons) MSc CMIOSH PIEMA

William Martin Compliance Limited 85 Gresham Street

London EC2V 7NQ

Date of Site Visit: 09/03/2021

Health & Safety Risk Assessment & Audit Report 304 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 .............................................................................................. 5

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

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

SUPPORTING PHOTOGRAPHS ............................................................................................ 25

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

APPENDIX: RISK MATRIX .................................................................................................. 27


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INTRODUCTION

This health and safety risk assessment of the above property has been completed by William Martin

Compliance Limited. The aim of the assessment is to assist the client in meeting their duties under the Health

and Safety at Work etc. Act 1974 and associated legislation. This report represents a health and safety risk

assessment as required by the Management of Health and Safety at Work Regulations 1999.

Unless otherwise stated, this report is based on a review of documentation available and a physical inspection

of the property by a competent consultant.

Included within this report is an assessment of any health and safety risks and associated issues arising from

the property or its associated activities. It details any identified deviation from statutory legislation, approved

codes of practice, guidance or industry standard practice. It also includes recommended actions considered

necessary in order to control risk to an acceptable level and prevent incidents, accidents or ill health to any

persons on or in the vicinity of the property.

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 been inspected and audited using set of standard criteria as set out in the ‘Audit Questions &

Observations’ section 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 risk matrix, given in the appendix.

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

property and where appropriate for clarity this judgement has been provided with supporting comments

DISCLAIMER / LIMIT OF RECOMMENDATIONS

This risk assessment is based on a representative sample of documentation made available on site or in

electronic format. Where documents have been viewed, information will be provided to detail the date of the

document.

The risk assessment is also based on a non-intrusive visual inspection of areas identified as being the

responsibility of the client. A representative sample of riser cupboards will be completed. Our consultants will

make every effort to access a reasonable sample of areas under the client’s responsibility, however access may

not be possible due to safety reasons, unavailability of keys / access codes, if access requires excessive force

and may cause damage, etc. Areas not accessed are detailed in the limitations section of this report.

All documentation provided, and information regarding areas of responsibility are taken in good faith.


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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, they are not Architects; Surveyors;

Building Services Engineers; Highways Engineers etc.

Our consultants will complete a visual inspection for obvious defects or signs of deterioration, supplemented

by inspection of service and maintenance records. Our consultants do not check the structural, electrical or

mechanical worthiness of plant or equipment on site; specialist and competent persons should be appointed

to complete these activities.

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

with the client.

Finally, it should be noted that the risk assessment is one part of a successful safety management process, for

which the client has overall responsibility.

REVIEW

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

activities or occupancy (for example, changes that may impact on the means of escape, welfare facilities,

services on site, etc). A review should also be undertaken if any shortcomings are identified, following

accidents, incidents or near misses.

It is the responsibility of the Property Manager to notify William Martin Compliance in the event that a risk

assessment review is required before the risk assessment anniversary date.

In any event the risk assessment must remain up to date and suitable and sufficient with regular reviews; an

annual review is recommended as good practice.


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SITE REPORT DETAILS

Site Manager Samantha Anderson (Main Contact). Description of building A modern three storey, detached grade A office building within

the larger Birchwood Park Estate. 304 Bridgewater Place is one of five detached buildings to this 'Bridgewaters' part of the Estate with car parking to its rear and a shared pedestrianised area to the front. It has a single main entrance to the front with a staffed reception leading to two passenger lifts, a central internal stairway and mezzanine level to the 1st floor. Either side of the stairway are toilets (accessible, female, male and a unisex shower room) and accessible WC and shower room combined is located to the ground floor. To the ground floor there is also a small kitchenette (for building management staff only) and cleaners store. Each floor has a service riser cupboard to the stairway. From floor two is a locked/signed door leading up to the roof area plant room with electrical intake, disused water tanks and pump sets and then a door either side leading out to the outer roof with AH and AC units within a protected plant enclosure. There are also two external fire escape staircases accessible from within the tenants demises.

Manned /Unmanned Manned (CBRE staff). Use Category Offices. Other uses of building None. Common areas not inspected during the visit

As directed by client contact. Sample of WCs inspected.

Number of floors Three plus roof level plant room. Number of staircases Three (one internal). Number of lifts (passenger and goods) Two. Number of escalators None. Number of landlord's staff one. Approximate age c2008. Length of time site under CBRE control Since 2008. Number and location of void units Part of Ground Floor is currently void. 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 has no access to members of public.

Other information None. 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 Samantha Anderson (Main Contact) - Building Manager. Unaccompanied/partially accompanied visit details

N/A - visit accompanied by the Building Manager.

Site visit date 09/03/2021.

PRIORITY ACTION SUMMARY

Priority 1 Priority 2 Priority 3 Priority 4


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0 0 0 0

ACTIONS

There were no remedial actions identified as a consequence of this inspection.


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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 N/A - CBRE staffed reception are currently on Furlough due to Covid 19. The Building Manager is based near by at Chadwick House close to the property but visits frequently. 1.2) Are site staff trained and competent in line with CBRE's training matrix N/A - Please refer to 1.1. 1.3) Are manual handling risks adequately assessed and controlled N/A - The Building Manager confirmed that staff do not carry out any manual handling tasks. 1.4) Have young persons risk assessment been completed N/A - The Building Manager confirmed that there are no young people employed on site. 1.5) Have new and expectant mother risk assessments been completed N/A - The Building Manager confirmed that there are no new or expectant mothers on site. 1.6) Are DSE assessments in place where required for site staff N/A - CBRE staffed reception are currently on Furlough due to Covid 19. 1.7) Has the Lone and Field Working SOP been implemented N/A - The Building Manager confirmed that there are no lone working situations on site. 1.8) Have home working assessments been completed for home based staff N/A - The Building Manager confirmed that staff do not work from home. 1.9) Are site staff Personal Protective Equipment (PPE) supplied, stored and used properly Yes - No areas were identified at the time of the audit as requiring the use of PPE. Staff have high visibility clothing to be worn when inspecting the external areas of the park. 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.



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 - The need for additional site specific risk assessments was not identified during this audit. Site specific RAMS are provided by contractors as required. 2.4) Has the COVID-19 Risk Assessment Workbook been uploaded to Meridian (this should be site specific) and is the COVID-19 Secure Poster been displayed on site? Yes - The COVID-19 Risk Assessment Workbook has been uploaded to Meridian, 02/06/2020. 2.5) Has a Major Incident Plan (MIP) (required for all sites) been completed and uploaded to Meridian (this should be site specific with updated emergency information)? Yes - The Major Incident Plan (MIP) has been completed and uploaded to Meridian 03/07/2020. 2.6) Have tenant packs have been issued Yes - All tenants have been issued with information packs and records are kept. Evidence was seen during the audit. Last done 29/01/2021. 2.7) Is safety and environmental included as a topic at occupiers and contractors meetings. N/A - The Building Manager confirmed that occupier meetings are currently on hold due to Covid - 19. However, the Building Manager confirmed they have regular contact with the occupiers. 2.8) Are visitor signing in procedures being completed satisfactorily Yes - All visitors are signed in at reception on arrival. Contractors sign in Chadwick House and are accompanied as required. 2.9) Is signage and statutory notices displayed, where required, and completed correctly Yes - All appropriate signs and statutory notices were seen to be in place. 2.10) Have all incidents been recorded, reported and investigated in line with CBRE procedure N/A - The Building Manager confirmed that there have been no known incidents on site in the last 12 months. 2.11) Has the property been free of enforcement notices for the last 12 months Yes - The Building Manager has confirmed there has been no enforcement action in the past 12 months. 2.12) 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. A BS8210 is in place dated 28/03/2018. An AD/BUD is available dated 26/11/2020.


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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.



Death, injury or ill-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 - Permission to Work documentation was seen to be in place and loaded on to the Meridian system under the common grounds of Birchwood Park as all contractors for the site work across all buildings. 3.2) Are the sample contractor RAMS, reviewed as part of the audit of the permissions, suitable and sufficient Yes - Contractor RAMS are loaded on to the Meridian system under the common grounds of Birchwood Park. 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 - The Building Manager confirmed that no tenant contractor works have been carried out on site in last 12 months. 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 - The Building Manager confirmed that no emergency works carried out on site in last 12 months. 3.5) Have site specific Contractor Rules been uploaded to the document type ‘HSM-01 Contractor Site Rules & Regulations’ in Meridian N/A - HSM - 01 is uploaded to Meridian against Birchwood Park Common Grounds. 3.6) Have site specific Fit Out guides been uploaded to the document type ‘HSM-02 Fit Out Guide and Alteration Procedures’ in Meridian Yes - The fit-out guide and alterations procedures has been uploaded to Meridian dated 09/03/2021. 3.7) Are regular checks being carried out to ensure that contractors work safely on site Yes - The Building Manager was able to confirm that regular checks are made of contractors working on site. Documentation is stored against Common Grounds as contractors are used site wide. 3.8) Are contractor audits being completed for sites at least every 6 months Yes - Completed monthly and uploaded against the common grounds of Birchwood Park on Meridian. 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) Yes - A sample of permits were checked as part of the audit. 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 N/A - No other issues were identified at the time of the audit.


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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. Who might be harmed? CBRE employees,

tenants, contractors, members of the public, visitors – authorised & 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 - BS 6206 markings were observed on safety critical glazing to the balustrades and staircases. 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 during the audit. The automatic entrance doors were last inspected and maintained by Boundary Gate and Barrier (Contracts) Ltd 09/07/2020. Last monthly property inspection completed 01/03/2021.

5 External Areas This section is not applicable. See Risk Assessment Report for Birchwood Park Common Grounds.

6 Service Areas This section is not applicable. There are no loading bays or service areas in this building.


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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.



Death, injury or ill-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: Satisfactory 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 10/04/2019. 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 01/09/2017. A review is dated as upload to Meridian 11/11/2020. 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. Held on Reception. 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. 7.5) Are fire detection and alarm systems being serviced regularly and records uploaded to Meridian Yes - Fire alarm maintenance is completed and recorded. Last dated 24/11/2020 by Grainger Fire & Security. 7.6) Are functional tests of emergency lighting systems being completed monthly Yes - Emergency lighting checks are completed and recorded. Completed monthly by N G Bailey. 7.7) Is discharge testing of emergency lighting systems being carried out every 12 months Yes - Emergency lighting discharge testing is completed and recorded. Completed 01/02/2021. 7.8) Is fire fighting equipment in place, signed and serviced regularly with records available Yes - Fire fighting equipment checks are completed and recorded. Completed 19/08/2020 by Grainger Fire & Security. 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 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 - The private fire hydrants are covered as part of the external areas risk assessment. 7.13) Are fire drills carried out every 6 months Yes - Drills are carried out and recorded. The last drill record has been uploaded to Meridian. Last dated 20/01/2021. 7.14) Is there an up to date list of fire wardens Yes - Checked they are appointed as part of the 6 monthly and required to be identifiable. 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


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Yes - The assembly point, external car park, 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 15/01/2021. 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. Last dated 30/06/2020. 7.19) Are escape routes kept clear and regularly inspected Yes - 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. Smoking shelters are provided on site. 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 in the designated store. 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. 24/7 security to the Estate to provide assistance as required. 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 N/A - No other issues were identified at the time of the audit.


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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.



Death, injury or ill-health due to: electric shock, burns, fire ignition.

Observed condition: Satisfactory Audit Questions 8.1) Is there a current satisfactory NIC/EIC fixed wiring certificate available Yes - Fixed wiring inspection certificate is available dated 21/08/2018 by Taylored Facilities Management Ltd with evidence of remedials being completed on 01/05/2019. 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 16/10/2020 by PHS Compliance. 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 - There is only non-complex low voltage system on this site. 8.5) Are suitable inspection reports available for the lightning protection system Yes - Lightning inspection records are available. Completed 15/10/2020 with remedials completed 20/11/2020 by PTSG/Best. 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 N/A - No other issues were identified at the time of the audit.


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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.



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. N G Bailey are the M&E contractor for the site. 9.4) Is hazardous plant and equipment only used by competent, authorised people Yes - Access to plant and equipment is restricted to trained authorised people only. 9.5) Are hazardous parts of plant and equipment fitted with guards, protective devices and means of isolation which are checked regularly Yes - Appropriate guarding and protective measures were observed and there are systems in place to check them on a regular basis. 9.6) Is a written scheme of examination in place for all pressure systems N/A - There are no pressure vessels identified on site. Pressure systems have previously been decommissioned 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 identified on site. Pressure systems have previously been decommissioned 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 identified 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 was observed on site. 9.10) Are all other plant & 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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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.



Death or injury due to contact with mechanical/electrical hazards, failure of mechanical or electrical parts, fall from height, falling objects, entrapment.

Observed condition: Satisfactory 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. Completed 06/01/2021 by Zurich. 10.2) Have all lift or escalator recommendations been implemented N/A - Actions are currently being actioned are not overdue 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 - Lift and Plant Safety are in place. Last dated 11/12/2019 by Rubax. 10.4) Are service records for lifts and lifting equipment available Yes - Full lift maintenance records are available. Rubax complete the monthly servicing and records maintained on site. Last dated 04/03/2021. 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. Done by security/reception weekly. Records held on Reception. 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 Yes - 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.



Death or injury due to falling from height, being hit by a falling object.

Observed condition: Satisfactory Audit Questions 11.1) Is work at height carried out only where this cannot be avoided Yes - No known working at height activities carried out on site which are avoidable. 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 N/A - This site is a low risk site with limited or no routine working at height activities or where work is restricted to work exclusively completed within the confines of adequate physical roof edge protection as defined by the SOP and as such the risks are considered in this risk assessment. 11.4) Is there a safe system of work and process for the use of access equipment by the duty holder Yes - Access controlled and permit to work operated for all work at height. 11.5) Is there an effective permit to work system in place for work at height, where appropriate Yes - Permits to work are used where appropriate. Routine maintenance of plant and equipment is undertaken within the protected roof areas. Where access beyond this area is required permits to work are used. 11.6) Have all contractors provided site specific risk assessments and method statements for work at height activities Yes - Provided as part of Estate wide Permissions to Work. 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. Roof plant room access door kept locked at all times. 11.8) Where regular roof access is required are appropriate passive and collective controls in place to prevent people falling, e.g. guardrails Yes - Suitable edge protection is provided to all flat roof areas to which regular access is required for maintenance purposes. 11.9) Are roof safety systems, e.g. latchway, mansafe systems and eyebolts, being tested and maintained Yes - All eyebolts are regularly inspected and records held. Last dated 06/01/2021. 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 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 - No equipment that falls under LOLER installed to the roof areas of the site. 11.15) Is evidence of training and competence available for all people undertaking work at height


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Yes - Evidence of competence and training is held by the Building Manager. IPAF records held for all on site team members. 11.16) Are ladders suitable and sufficient for the work being carried out Yes - All ladders observed on site were either Class I or Class II. 11.17) Are ladders appropriately marked and regularly inspected Yes - Ladders located on site are included in the site wide ladder inspection. 11.18) Are fixed ladders secured to prevent unauthorised use N/A - There are no fixed ladders on site. Guardrails and gantries on site are inspected by Browns, last done March 2020. 11.19) Are fixed ladders used with fall restraint/arrest equipment, where appropriate N/A - There are no fixed ladders on site. External staircases are inspected annually, last done Browns March 2020. 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.


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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.



Death, injury or ill health due to explosion, fire, suffocation, CO2 poisoning, acute & chronic medical conditions due to exposure.

Observed condition: Satisfactory 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 within the OCS folder located to the cleaners store on the ground floor. 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 to the common areas. 12.8) Are substances properly stored and labelled Yes - All substances are well stored and labelled. 12.9) Are appropriate spill kits available Yes - 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.


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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.



Death or ill-health due to: Legionnaires disease or other water-borne infections. Scalding.

Observed condition: Satisfactory 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 risk assessment is in place which meets the requirements of the ACoP and held on site and on Meridian. A Legionella Risk Assessment dated 22/10/2019 and a Water Management Audit dated 27/10/2020. 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. 14.3) Does the risk assessment refer to or include a current schematic for the water system? Yes - An asset register and water schematic is in the Water Hygiene Risk assessment report. 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 - All actions from the current water hygiene risk assessment appear to have been completed and with evidence for each action provided on Meridian/on site. 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 - From sample records viewed including weekly flush 26/02/2021, monthly temperature check 12/02/2021, quarterly disinfection 14/01/2021, a water treatment and maintenance regime appears to be implemented in line with the water risk assessment findings. Only a sample of records on site were viewed as part of the audit. 14.7) Is an adequate supply of wholesome drinking water provided N/A - Mains fed - the water tanks have been decommissioned. 14.8) Are all other water 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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15 Void Units What is the hazard? Inadequate management of empty units. Utilities and equipment not safely

isolated. Uncontrolled access to hazardous areas. Arson, trespassers and unauthorised occupation.



Death, injury or ill-health due to: fire, explosion, electric shock, falls from height, slips and trips, mechanical injury from contact with dangerous plant or equipment, Legionnaires disease.

Observed condition: Satisfactory Audit Questions 15.1) Are void units secured and routinely checked Yes - Void units are routinely inspected and records of inspections are maintained. 15.2) Are utilities isolated where this is practical Yes - All utilities to the void have been isolated where practicable. 15.3) Have void units on site been subject to a fixed electrical inspection. N/A - A fixed electrical inspections certificate covering all void units are made available, before re-letting. 15.4) Are there sufficient fire precautions in place to protect people entering and working in void units Yes - Fire precautions for the void unit are covered by those in place for the main building. 15.5) Has an Energy Performance Certificate been carried out for the void unit N/A - An EPC will be provided before re-letting. 15.6) Is there an Air Conditioning Inspection certificate in place for the void unit Yes - There is a current air conditioning inspection certificate in place and loaded to Meridian. 15.7) Are all other issues relating to void units, 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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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,

tenants, contractors, members of the public, visitors – authorised & unauthorised.


Death, injury or ill-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 Yes - Evidence of contractor competence was available and F-Gas certificates held for each engineer. 16.2) Has a 5 yearly Air Conditioning Inspection been undertaken Yes - A current Air Conditioning Inspection certificate (TM44) is available. Completed 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. Completed as part of N G Bailey PPM on 06/01/2021. 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 identified 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 were no bulk fuels or diesel storage observed 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 management documentation is stored against Birchwood Park Common Grounds. 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 management documentation is stored against Birchwood Park Common Grounds. 16.9) Are annual Waste Transfer Notes completed and checked for accuracy for all waste streams managed by CBRE N/A - Waste management documentation is stored against Birchwood Park Common Grounds. 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 management documentation is stored against Birchwood Park Common Grounds. 16.11) Can the site demonstrate that, as a minimum, mixed recyclables are being segregated from the general waste stream N/A - Waste management documentation is stored against Birchwood Park Common Grounds. 16.12) Have any surface water drains or soakaways on site been identified and clearly marked? N/A - Externals are managed under Birchwood Park Common Grounds. 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. 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


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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 oil/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. Dated Feb 2019. 16.17) Are all other issues relating to Environment, not dealt with by other audit questions, satisfactory N/A - No other issues were identified at the time of the audit.

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.



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 has been completed by Blue Mouse Consultancy and the report has been uploaded to Meridian. Actions are noted in the report which are ongoing. 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. None reported to be employed on site at the time of the assessment.

18 Radiation This section is not applicable. The site is not located in a radon affected area or have any below ground workplaces. There are no transmitters installed.


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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.



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? N/A - No incidents have been recorded on Meridian. 19.2) Are sufficient controls in place for anti-social behaviour, such as drug use or drinking on site Yes - The site is managed to a high level with 24/7 security presence. Issues are dealt with quickly and no major issues are reported. 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? Yes - Procedures are in place for assistance and intervention to reduce risk of public suicides.

20 Residential This section is not applicable. There is no residential accommodation in this building.

21 Construction and Refurbishment This section is not applicable. There were no current projects of defined 'construction work' being carried out in the building for which the Landlord was responsible.


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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.



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.

Observed condition: Satisfactory 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 at the time of the audit.


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SUPPORTING PHOTOGRAPHS

The automatic entrance doors were last inspected

and maintained by Boundary Gate and Barrier (Contracts) Ltd 09/07/2020

Internal roof plant room.

External roof plant area.

Signage in place to risers.

Signage in place to roof plant access point.


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EVIDENCE REVIEWED DURING AUDIT

Item Document Date

Location/supporting comments

AD/BUD Annual Property Inspection - (AI03) 31/12/2020 Uploaded to Meridian. COVID-19 Risk Assessment / Workbook (HSF-10) 10/06/2020 Uploaded to Meridian. Asbestos - Document Proof (No Asbestos)- (AS01) 17/11/2016 Uploaded to Meridian. Lifts and Escalator Emergency Procedures, Risk Assessment & Method Statements - (LE02)

11/12/2019 Uploaded to Meridian.

Lift Thorough Examination - (STAT04) 06/01/2021 Uploaded to Meridian. Legionella RA Audit - (WT01) 17/09/2019 Uploaded to Meridian. Water Management Audit (WT01) 05/10/2020 Uploaded to Meridian. Eye Bolts Thorough Examination - (STAT02) 06/01/2021 Uploaded to Meridian. Lightning Protection - (HS02) 15/10/2020 Uploaded to Meridian. Fixed Electrical Inspection - (EL01) 01/05/2019 Uploaded to Meridian. PAT Testing - (EL02) 16/10/2020 Uploaded to Meridian. Fire and Emergency Evacuation Drill - (F14) 20/01/2021 Uploaded to Meridian. Fire Extinguisher Maintenance - (F01) 19/05/2020 Uploaded to Meridian. Fire Risk Assessment - (F02) 22/02/2021 Uploaded to Meridian. Emergency Lighting Annual Discharge Test (3 hours) - (F08) 01/02/2021 Uploaded to Meridian. Fire Inspection of Office Tenant Demise - (F16) 30/06/2021 Uploaded to Meridian. Fire Manual and Emergency Plan - (F18) 11/11/2020 Uploaded to Meridian. Fire Alarm System Maintenance - (F04) 24/11/2020 Uploaded to Meridian. Fire Alarm System Annual Cause and Effect Test - (F05) 01/05/2020 Uploaded to Meridian. Fire Access Control Doors, Barriers and Bollards & Shutters - (F07)

09/07/2020 Uploaded to Meridian.

Fire Doors Maintenance - (F12) 12/11/2020 Uploaded to Meridian. Register of Tenant Fire Risk Assessment - (F19) 02/04/2020 Uploaded to Meridian. Fire Extinguisher Asset Register - (F01) 26/02/2020 Uploaded to Meridian. Property Health and Safety Inspection - (AI04) 28/02/2021 Uploaded to Meridian. Building condition survey 28/03/2018 Uploaded to Meridian. Major Incident Plan 03/07/2020 Uploaded to Meridian. HSM-02 Contractors fit out guide 09/03/2021 Uploaded to Meridian. Access Audit (Equality/DDA) - (AC01) 14/03/2019 Uploaded to Meridian. Air Conditioning Inspection TM 44 13/08/2019 Uploaded to Meridian.


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APPENDIX: RISK MATRIX

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 Likely Occurrence Where harm will occur or occasionally

2 Possible 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 (H)

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 – Unlikely 2 – Possible 3 – Likely 4 - Common

Likelihood (M)

RISK CLASSIFICATION (R)

Priority 1 A high priority action requiring resolution in no more than one month (immediate action or much shorter timescales may be necessary in some cases based on severity). A temporary change in procedures may be required to reduce the risk to an acceptable level until the action can be fully resolved.

Priority 2 A priority action that should be resolved promptly within no longer than three months. A temporary change in procedures may be required to reduce the risk to an acceptable level until the action can be fully resolved.

Priority 3 An action which requires the implementation of the recommended remedial measures within six months.

Priority 4 A lower priority issue reserved for good practice or issues requiring longer term investment. Recommended item should be considered within the next 13 months.

health & safety risk assessment & audit report

Documents