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COVID-19 SAFE BUILDING USEAGE GUIDELINES
For
Guildford Business Park Guildford
Building 1A
Prepared By
Care Facilities Management Ltd
18th May 2020
INDEX 1. Responsibilities
2. Risk Assessments
3. Information & Reporting
4. Access/Egress
5. Ventilation
6. Reception
7. Cleaning
8. Toilets
9. Contractors
10. PPE
11. Emergency Plans
12. Information Sources
1. RESPONSIBILITIES The COVID-19 Action Team consists of the following: Eirik Robson CBGA Robson LLP Richard Turner CBGA Robson LLP Colin McPhee CBGA Robson LLP Rob Goodall CBGA Robson LLP Martin Oakes CBGA Robson LLP Tony Fogarty RM Risk Management Ltd Parys Hammond Care Facilities Management Ltd Steve Gill Care Facilities Management Ltd Niall Ingram Care Facilities Management Ltd Carl Creasey Care Facilities Management Ltd Jez Hammond Care Facilities Management Ltd Email: [email protected] Parys Hammond (Site Facilities Manager) is responsible for these guidelines being implemented in those parts of the premises under their control. Mobile: 07824 141367 Email: [email protected] Steve Gill will be responsible as his Deputy. Mobile: 07825 156 156 Email: [email protected] The following Managers of contracted service providers are responsible for assisting the FM team:
Manager Company Location Special Responsibility
Tony Fogarty RM Risk Management UK Health & Safety
Malcolm Hills Think FM London Cleaning Contract
Brian Sydney Voltix Services London M&E Contract HVAC, Water Treatment
All employees, tenants, contractors and visitors have the responsibility to co-operate with management to achieve a healthy place of work and to take care of themselves and others. If an employee, tenant, contractor, visitor, supervisor or manager notes a breach or problem with the guidelines they should report it to Email: [email protected]
2. RISK ASSESSMENTS The Landlord has instructed a specific COVID-19 Risk Assessment of the site to be carried out by an independent Health and Safety Consultant who was also tasked with applying social distancing information and signage.
The Risk Assessment will be shared with tenants and recommendations actioned by the Facilities Manager - APPENDIX A. Tenants are responsible for carrying out a COVID-19 Risk Assessment of their own demised space. A copy of this should be provided to the Landlord and their agents for review and inclusion in the building safety files. If you require assistance organising a site specific Risk Assessment, please contact Tom Linstead of RM Risk Management Ltd, Email: [email protected] In respect of water, the Approved Code of Practice now requires tenants to undertake their own Water Risk Assessment and to have their own management regime in place for services located on their floors and at the point of use. During this time of isolation and the buildings being unoccupied all outlets have become low use. As part of the building management regime all common area outlets have been flushed no less than weekly with shower heads and taps being descaled/cleaned. Tenants should also have been carrying out the same process for services located within their demise as part of their management regime. Sampling of water systems have been carried out with records available on request. 3. INFORMATION & REPORTING If you receive information that a member of staff, visitor or contractor has been in the building and has since been confirmed with COVID-19, it must be reported immediately to the building’s COVID-19 action team, Email: [email protected] All related information requests should also go via this email address.
4. ACCESS/EGRESS Social distancing as per Government guidelines is in operation within the building. Signs and floor stickers have been laid out to assist staff, visitors and contractors with this. Hand sanitiser stations are situated in the lobby for use on entry. Wash hands frequently while on site. Lifts have been reduced in capacity to 1 person at a time with priority going to the less abled. We advise all staff, visitors and contractors to use the stairs if able to do so. Stairwells have been marked ‘Keep to the Left’ to help keep social distancing in effect, however, we do ask that where possible secondary stairwells and fire exits be used to exit the building so as to help reduce numbers on the main stairwell and face coverings are used if safe distancing cannot be achieved. Tenants are requested to consider staggered start & finish times for staff and limit breaks where there is a need to leave the building – this will reduce the use of walkways and possible contact. 5. VENTILATION Following the recently revised guidance provided by both REHVA and the BESA concerning building ventilation systems - APPENDIX B, we have put in place a robust plan to modify BMS control strategy to bring the operation of the ventilation system in line. Specific details of action taken can be requested via the COVID-19 action team, Email: [email protected] 6. RECEPTION/ ENTRANCE LOBBY Communal seating areas have been rearranged to assist with the need for social distancing Signing in of visitors should be carried out with in office area Contactless deliveries are required and the tenant should arrange this directly with the shipper before arrival at the building. 7. CLEANING We have adjusted the cleaning specification to reduce the transmission risk of COVID-19 via surface contact. This will focus on three different categories – Cleaning/Sanitising and Misting/Fogging:
Cleaning/Sanitising Increased daily attention will be given to high use touchpoints within the workplace including door handles, lift buttons, flushes, taps and dispensers all agreed and outlined in a revised service schedule - APPENDIX C. Misting/Fogging A monthly fogging regime has been put in place along with simultaneous deep clean to uphold standards. The fogging process treats surfaces and materials with anti-microbial disinfectant to kill viruses and harmful bacteria. 8. TOILETS Where possible toilet facilities should be reduced to allow social distancing to be maintained. Enhanced cleaning regimes should also be in place for these areas. Toilet lids should be kept closed when flushing to prevent the spread of COVID-19 and windows should be kept shut if windows of main building are able to be opened. 9. CONTRACTORS Revised guidelines have been produced for all Landlord contractors to sign up to with additional requirements to supply full COVID-19 Risk Assessments and Method Statements before attendance will be agreed. All planned maintenance work which involves areas that staff or visitors use will be carried out of office hours where contact will be at a minimum. Emergency call outs will be prioritised by safety and security. If attendance during office hours is the only way to uphold these then it will be agreed with-in site specific RAMS and PPE if required. 10. PPE As per government guidelines PPE will be used only if social distancing cannot be maintained effectively. A limited stock of PPE is held on site for these situations and will be distributed to contractors following agreement of specific RAMS. 11. EMERGENCY EVACUATIONS AND PROCEDURES The emergency evacuation procedures during this period have not changed.
Fire Marshals
Due to reduced staffing levels of all occupying tenants we ask that you review your fire marshal
coverage and put in place personnel to cover business hours.
Assembly Points
Assembly points will remain in the same locations, however, we ask tenants to be mindful of social
distancing requirements during an evacuation.
12. INFORMATION SOURCES Government https://www.gov.uk/coronavirus World Health Organisation https://www.who.int/emergencies/diseases/novel-coronavirus-2019 Building Engineering Services Association https://www.thebesa.com/covid19/ Federation of European Heating, Ventilation and Air conditioning Associations https://www.rehva.eu/activities/covid-19-guidance
APPENDIX A
APPENDIX B
APPENDIX C
