Asbestos Management Awareness Service Providers, Contractors and Project Managers

Version 6, 2015The Asbestos Management Awareness presentation is an educational tool to advise Service Providers, Contractors and Sub-contractors of the Department of Education and Training’s (DET’s) policy and procedures for the management of asbestos-containing material (ACM) in all schools and educational workplaces.

Access the vodcast from the Service Providers and Contractor’s – Working on department-owned facilities webpage located on DET’s Asbestos Management website.

SLIDE 1: Asbestos Management Awareness – Principal Contractors and Service Providers presentation

TRANSCRIPT:Welcome to this Asbestos Management Awareness Presentation for principal contractors and service providers who undertake work in facilities owned by the Department of Education and Training or DET as we shall refer to it throughout the presentation.

The presentation outlines the key responsibilities of service providers and contractors, including their employees or subcontractors, as well as project managers in the management of asbestos-containing material (ACM) in department-owned facilities.

It is designed to inform service providers or contractors of:• The department’s Asbestos Management Policy and Asbestos Management Plan (AMP);

• Key Responsibilities of Service Providers and Contractors working within department-owned facilities;

• DET’s safe business procedures and work practices including:

• Work Area Access Permits – what they are and how to implement them from start to finish for all facilities-related work;

• Strategies to prevent asbestos-related incidents from occurring;

• The roles and responsibilities of the service provider or contractor when an incident occurs;

• How to respond to situations to manage ACM effectively, safely and within departmental requirements.

It is your responsibility, to be aware of your role and the department’s processes in relation to the management of asbestos in schools and educational workplaces.

Transcript

SLIDE 2: Roles & Responsibilities

TRANSCRIPT:Different stakeholders have responsibilities around the management of asbestos within department-owned facilities.

The AMP for DET Facilities identifies these roles and their responsibilities.

Service providers and contractors will generally engage with the Building Manager at a school or educational workplace who may include:

• the Principal or Executive Principal at Schools

• the Centre Director at Early Childhood Education and Care Facilities and

• The Office Manager at Regional Offices.

Building Managers can also provide formal delegations to a Nominated Officer to undertake their roles in relation to asbestos management.

Within this presentation, we will focus on the responsibilities of principal contractors, service providers and their employees including Building & Asset Services (BAS).

SLIDE 3: Asbestos Management Policy & Procedures

TRANSCRIPT: This section is a general overview of the department’s:

• Policy for the Management of Asbestos-Containing Material in department-owned facilities , and

• The Asbestos Management Plan (AMP) for DET Facilities .The policy and procedures apply to all schools and educational workplaces including:

• Schools;

• Early Childhood Education & Care Centres;

• Environmental Education Centres; and

• All Regional and Central Offices.

They must be adhered to by:

• All departmental staff;

• Parents & Citizens Associations (P&C), volunteers; and

• All contractors and service providers engaged by the Department or BAS.

In addition to these specific asbestos management documents, contractors and service providers must be familiar with the Working on Department of Education and Training (DET) Facilities document which is issued with all contracts, terms of reference and purchase orders.

This document clearly identifies the responsibilities and obligations of service providers and contractors who undertake any work on department-owned facilities.

This ensures full accountability on the part of the contractor for work completed and any issues which may arise.

The Queensland Government has affected tough sanctions in relation to individuals or organisations found to have contravened regulations when working with asbestos.

Any infringements will be dealt with severely.

This includes the option of being indefinitely banned from performing future work on or in DET facilities.

Contract documentation is also being reviewed with the intent to include contractual implications to any company breaching asbestos management guidelines.

SLIDE 4: DET’s asbestos management policy & procedures

TRANSCRIPT: The Policy for the Management of Asbestos-Containing Material in department-owned facilities outlines key information relating to the management of ACM in all schools and educational workplaces.

The policy document contains: • Links to relevant legislation and policy dealing with asbestos management;

• The department’s Statement of Intent - identifying how they will measure and ensure that ACM is managed within the legislative guidelines; and

• An overview of the responsibilities of principal contractors and service providers in the management of ACM.

It is important that you read this document in full.

The application of this policy is detailed in the AMP.

The AMP details the procedures for the management of ACM and includes:• Flow charts for the management of incidents involving assumed or confirmed ACM; as well as

• Procedures to ensure legislative compliance around the ongoing management of ACM.

Some of the critical sections covered in the AMP include:

• Responsibilities and roles, specific to the management of ACM;

• The Department of Housing and Public Works’ online Built Environment Materials Information Register or BEMIR as it’s known.

• Asbestos Registers;

• The Work Area Access Permit (WAAP) Process – detailing when they are required and how to manage a WAAP to closure; and

• Incident Management Reporting within required timelines.

Remember, the AMP must be used in conjunction with the policy.

SLIDE 5: Safe Business Procedures and Work Practices

TRANSCRIPT: Principal Contractors and Service Providers are reminded of their obligations to implement safe work procedures including:

• Proper planning for any building-related work or other activity with the potential to disturb ACM (either intentionally or accidentally).

• A site specific Safe Work method statement (SWMS) and/or an Asbestos Removal Control Plan (ARCP) is required for all maintenance, installation, refurbishment and construction related works involving or working on ACM or ACM removal.

• Asbestos removal work can only be undertaken outside of the facility operational hours.

• No-one, other than the service provider, is permitted on DET sites while asbestos is being removed.

• While work or maintenance is being undertaken on assumed or confirmed ACM, the area is to be cleared of students and staff, and access restricted whilst the service provider is working.

• Service providers must hold the required certification or licence.

• All service providers must have a current Work Area Access Permit (WAAP) before any building related work starts at a facility.

• Safe work practices must be employed for ANY building-related work that could disturb assumed or confirmed ACM including:

Workplace Safety – WH&S legislation prohibits the use of certain tools or work methods when working with ACM as they can generate airborne fibres. For example, the use of high speed power tools to cut , drill or sand ACM is prohibited

Additional requirements for Service Providers working with ACM are outlined in the Special Conditions of Access in the WAAP

Importation of material – NO fill material is to be imported onto DET facilities unless certified as clean from the supplier.

DO NOT encapsulate, enclose or seal ACM material during renovation, refurbishment, demolition or maintenance.

Accessibility – a start-up meeting must be conducted with key stakeholders prior to any work taking place.

Certification– provide proof of competence of all employees engaged to undertake the work

Clearance Inspections – Are to be undertaken with the Facility Building Manager or Nominated Officer to allow re-use of the area after project completion.

SLIDE 6: Responsibilities – Principal Contractors/Service Providers (Before work commences)

TRANSCRIPT: Principal Contractors or Service Providers need to complete the following prior to ANY work commencing on a DET facility:

• Provide a minimum of two-weeks’ notice, prior to the commencement of work (this excludes unplanned or emergent maintenance);

• Obtain a WAAP from the Building Manager or Nominated Officer. The contractor or service provider and all their employees & subcontractors are required to:

sight and review details in the asbestos register;

Take necessary precautions when BEMIR is not available;

Use the BEMIR asbestos register as a guide only.

• The asbestos registers should not be relied on solely as the completeness and accuracy cannot be guaranteed.

Remember, if you are unsure if a material contains asbestos then you should assume that ACM is present until sample testing is conducted.

Read and understand the “General Conditions of Access” and ‘Special Conditions of Access (Asbestos)’ or any other special conditions imposed by the Building Manager or Project Manager.

The Principal Contractor or Service Provider must sign page 1 of the WAAP in the “Before the Work Commences” section and all employees & subcontractors MUST sign the “List of Subcontractors” section or addendum.

• Be in receipt of Site Identification Badges for issuing to all employees and subcontractors.

• Ensure a site specific risk assessment has been completed prior to work starting.

• Obtain specific approvals from regulatory authorities prior to the commencement of work e.g. stamped building compliance drawings.

• Provide a site specific asbestos removal control plan and supporting documentation if undertaking asbestos removal work.

SLIDE 7: Responsibilities – Principal Contractors/Service Providers (Undertaking all facilities-related works)

TRANSCRIPT: Contractors and service providers need to complete the following while undertaking all facilities-related work in DET facilities:

• Ensure all work is conducted in a safe and competent manner and any ACM work is carried out in accordance with the requirements of the WH&S legislation;

• Comply with DET asbestos management policies and procedures;

• Not conduct any asbestos-related work in the presence or vicinity of staff, students or visitors, whether inside classrooms and buildings or external works.

• All asbestos removal work must be conducted outside the operational hours of the facility;

• Provide to the DET Officer managing the works:

the ACM Survey & Sampling Data using the standard templates available from the Department of Housing & Public Works (DHPW) website, if asbestos sample testing has been undertaken; and

Also provide the ACM Disposal Form if asbestos removal has occurred.

Technical specifications, guidelines and standard templates can be found at the Department of Housing and Public Works website - http://hpw.govnet.qld.gov.au/asbestos/

• Ensure no DET equipment is used during the works;

• Conduct the re-occupancy inspection with the Building Manager or Nominated Officer prior to clearance for re-use. Then complete and sign page 2 of the WAAP. Ensure the WAAP and all supporting documentation associated with the work has been provided to the Building Manager or Nominated Officer before leaving the facility;

• If an asbestos-related incident occurs, respond as per DET incident management procedures restricting access to the area & informing the Building Manager or Nominated Officer.

SLIDE 8: Required Documentation

TRANSCRIPT: Safe Work Method Statements & Asbestos Removal Control Plans are written evidence that a process has been developed to make sure the work will be conducted in a safe manner and within regulatory requirements.

Prior to undertaking any work that involves the removal, repair or disturbance of ACM, the required documentation will be prepared by the Principal Contractor or Service Provider, to define safe procedures to protect the health and safety of personnel including workers, staff, students and visitors.

Safe Work Method Statements must include: • The identification of the hazard, the assessment of risks that may result from the hazard and the

control measures outlined to prevent or minimise the identified risks.

• They also need to demonstrate the implementation of the control measures.

• The Principal Contractor or Service Provider must also have a review process in place to assess and adjust their safe work practices to make sure they are current and effective.

The Asbestos Removal Control Plan must include:• The asbestos removal method – including tools, equipment & PPE; and

• The asbestos type, location & condition.

The Asbestos Removal Control Plan needs to remain on site until the completion of the project.

SLIDE 9: Asbestos Register

TRANSCRIPT:• The central asbestos register is maintained by BAS and identifies the assumed, confirmed, and

removed or not present (tested or not tested) status of ACM within department-owned sites.

• Details include:

the location and type of ACM;

The physical state based on the level of its encapsulation, its condition and its stability; and

A BEMIR score (between 1-100) which can be used to help prioritise any remedial actions by ranking the items of ACM from highest to lowest risk.

• Following the 16 May 2014 amendments to Queensland’s Work Health and Safety legislation, only buildings constructed up to 31 December 1989 are assumed to have asbestos containing material used in their construction, unless proven otherwise.

• Asbestos registers are currently required for all buildings classified as workplaces constructed up to 31 December 2003.

• Schools constructed post-2003, will have registers created for the purpose of creating & issuing WAAPs.

• DET has adopted the following strategies.

If the building was constructed up to 31 December 1989 and the room or specific area is not listed in BEMIR, then it should be treated as assumed ACM until proven otherwise.

For buildings constructed post-1989 up to 31 December 2003, assume ACM for plant and equipment only.

• The asbestos registers should not be relied on solely as the completeness and accuracy cannot be guaranteed.

• If you are unsure that a material contains asbestos then you should assume that ACM is present until sample testing is conducted.

• If ACM has been identified at the workplace, then legislation requires asbestos warning signage to be installed and maintained to indicate its presence. DET practice is for signage to be displayed on the front counter at the reception.

SLIDE 10: Work Area Access Permit (WAAP)

TRANSCRIPT: • A Work Area Access Permit, or WAAP, is a permit to work.

It is a written and signed authorisation, granting conditional access to a specific work area within a facility, for the purposes of carrying out building-related work.

A WAAP must be authorised by the Building Manager or Nominated Officer before it can be issued to a service provider.

• The Building Manager or Nominated Officer is required to use the Department of Housing and Public Works’ BEMIR to:

create and generate WAAPs; and

Close each WAAP at the completion of the work ensuring that all supporting documentation including asbestos survey sampling data or ACM disposal information has been attached to the WAAP so that BEMIR can be updated.

The Contractor or Service Provider must be in receipt of an authorised WAAP and a copy of the current asbestos register before undertaking any building-related work.

SLIDE 11: BEMIR – WAAP page 1

TRANSCRIPT: • Every time a service provider comes on site an authorised WAAP is to be issued.

• The principal contractor or service provider who is completing or coordinating the work at the facility will be issued with a copy of the WAAP which they and their employees or subcontractors must sign.

You can see:

Star 1 highlights the “Before The Work Commences” section which is to be completed and signed by the Principal Contractor or Service Provider; and

Star 2 highlights the “List of Subcontractors” section which captures the details of all employees or subcontractors authorised to be on the work site.

• The WAAP provides the Principal Contractor or Service Provider with:

the timeframes, conditions and work to be undertaken within guidelines and using safe work practices; and

An asbestos register for viewing by all employees and subcontractors.

• Work Area Access Permits serve many purposes.

They grant permission of access, to a work area during certain timeframes.

They become a “hold point” or a safety measure that provides time for the Service Provider to check and investigate the presence of ACM.

They formalise the clearance and inspection process.

WAAPs assist in maintaining the upkeep of the BEMIR asbestos register following completion of work.

They also provide a record of work that has been completed for future reference.

• WAAPs do not;

signify the approval of the scope of work; nor

Do they alter any contractual or statutory obligations for the work; nor

Do they provide approval for any variation to the contract for the work approved.

SLIDE 12: WAAP page 2

TRANSCRIPT: • Once the work is completed, the Principal Contractor or Service Provider completes and signs the

WAAP in the “After The Work Is Completed” section on page 2:

Detailing Asbestos information and clearance details if applicable;

Confirming that the work in the WAAP has been completed;

Confirming that the work met statutory requirements and the work method statement intent; and

Confirming that the work area is cleaned and inspected and is available for normal use.

• It is important that the signed WAAP and all supporting documentation is then returned to the Building Manager or Nominated Officer before the Principal Contractor or Service Provider leaves the facility.

SLIDE 13: WAAPs - Conditions of Access

TRANSCRIPT: • General and Special Conditions of Access are attached to the WAAP. They are a standardised

control measure used to minimise & control health and safety risks associated with the work.

• Service Providers and workers performing the work outlined in the WAAP must comply with the minimum requirement of the Conditions of Access provided.

• Page 3 of the WAAP identifies the required General Conditions of Access that Principal Contractors and Service Providers must comply with including:

Following local instructions at the facility including permissible hours of work and evacuation procedures.

Providing warning signs and barriers.

Following safe work practices including checking the asbestos register and taking necessary precautions not to disturb potentially hazardous building products or materials.

• Page 4 of the WAAP outlines the special conditions for building-related work involving asbestos including licencing requirements. Principal Contractors and Service Providers must undertake the following steps in addition to complying with the general conditions at the school or educational workplace.

Prepare the work area providing all necessary safety measures.

Work safely complying with relevant Codes of Practice.

Clean up the work area upon completion.

Confirm the work area is clear to return to normal use.

• Under no circumstances are Principal Contractors, Service Providers or their employees permitted to use DET equipment when undertaking building-related works or cleaning the work area.

SLIDE 14: The WAAP Process

TRANSCRIPT: This diagram outlines the responsibilities of the principal contractor or service provider once the WAAP is provided until the final point where the WAAP is returned with any supporting documentation to signify the completion of the work. Remember, a WAAP is required for ALL maintenance, installation, refurbishment and construction related works that has the potential to disturb ACM or NOT.

Let’s review the responsibilities of Principal Contractors or Service Providers.

BEFORE THE WORK COMMENCES:• The principal contractor or service provider responsible for the project obtains the WAAP from the

Building Manager or Nominated Officer.

• The principal contractor or service provider and their employees or subcontractors must sight and review the WAAP and the asbestos register for the work area specified in the WAAP.

• The principal contractor or service provider and their employees or subcontractors must read and understand the General Conditions and Special Conditions of access.

• The principal contractor or service provider must complete and sign the ‘Before the Work Commences’ section.

• The principal contractor or service provider must ensure that all employees and subcontractors complete and sign the List of Subcontractors or addendum before commencing the work.

DURING THE WORK:• The principal contractor or service provider must ensure that all employees and subcontractors are

wearing site identification badges. This indicates they are authorised to be on site, conducting the work. These badges are developed and issued locally by the facility at the time the WAAP is issued. The Principal Contractor or Service Provider is responsible for advising the facility of the number of badges required.

• All employees and subcontractors must not conduct work in the presence or vicinity of students or staff and are expected to follow safe work method procedures and comply with DET asbestos management policies and procedures.

AFTER THE WORK IS COMPLETED:• The Service Provider and Building Manager or Nominated Officer must inspect the work site with

the Building Manager or Nominated Officer to confirm that the work is complete and that the area is clean and available for normal use.

• The Principal Contractor or Service Provider completes and signs the WAAP in the “After the Work Is Completed” section.

• The signed copy of the WAAP, any supporting documentation and all site identification badges must be returned to the Building Manager before the Principal Contractor or Service Provider leaves the facility.

• Building Manager or Nominated Officer will then sign the WAAP to allow closure of the permit electronically in BEMIR.

SLIDE 15: Managing an asbestos-related incident

TRANSCRIPT: In this section, we will review the procedures for managing an asbestos-related incident.

SLIDE 16: What is an asbestos-related incident?

TRANSCRIPT: An asbestos-related incident is an event involving assumed or confirmed ACM being disturbed in a method not consistent with legislative requirements.

The definition of disturbed in this case means any direct action that exposes ACM and has the potential to release fibres e.g. damaging, abrading, breaking, scratching, abrasive cleaning, sanding, scraping, sampling, cutting, drilling, penetrating or removing.

An Incident Management Report (IMR) is required for ALL assumed or confirmed ACM related incidents resulting from:

• Accidental damage

• Potential work method issue

• Policy or AMP not followed

• Deterioration

• Vandalism/Fire

• Weather event

• Undetermined cause (i.e. damaged material, discovery or exposed in soil).

SLIDE 17: Incident Management overview

TRANSCRIPT: Any work being undertaken by the Principal Contractor, Service Provider, their employees, or subcontractors must be completed safely and carefully as to minimise risk of damage to the facility.To minimise the risk of disturbance or damage to the facility, by a Principal Contractor, Service Provider or their employees, it is critical to:

• use safe work methods in accordance with legislative requirements; and

• Abide by the general and special conditions outlined in the Work Area Access Permit.

In the event of an asbestos-related incident, the incident must be managed in accordance with the department’s policy and required procedures.

• If a Service Provider discovers damaged assumed or confirmed ACM prior to commencing the work, or disturbs assumed or confirmed ACM including in a method not consistent with legislative requirements then, the Service Provider is required to:

cease work immediately and restrict access to the site; before

Informing the Building Manager or Nominated Officer of the incident.

• The Building Manager or Nominated Officer will then;

notify Building and Asset Services to commence rectification and reinstatement of the area for normal use;

Inform the Infrastructure Manager;

Inform the Project Coordinator if appointed; and

Issue & authorise a WAAP for BAS to undertake the rectification work.

An Incident Management Report (IMR) must be created in BEMIR within 1 hour.

In response to the IMR alert notification, DET will notify the Division of Workplace Health and Safety Queensland (WHSQ) of the incident or dangerous event. This is a legislative requirement.

• BAS is responsible for managing the rectification works including a professional clean of the affected area/s and the disposal of any goods and/or equipment to make the area available for normal use.

• An investigation into the incident could also occur depending on the circumstances of the event. The investigation will focus on contributing factors including whether policy or procedures were not adhered to, the initial response following the incident and recommendations for DET to enact to assist in minimising the recurrence of this type of incident.

• Costs resulting from asbestos incidents may be recovered from the Principal Contractor or Service Provider. A recommendation to not use that particular Principal Contractor or Service Provider for other works in DET facilities may be enforced. A Breach Notice may be issued depending on the investigation findings.

SLIDE 18: Corrective Actions Undertaken by BAS

TRANSCRIPT: • When an incident occurs involving ACM being disturbed, or concerns are raised regarding the

physical state of materials, only Building and Asset Services (BAS) can be engaged to undertake:

any rectification work;

The professional clean including the removal and disposal of any ACM material.

The disposal of DET resources or personal items. (This will not occur unless instruction is received from the hygienist).

BAS provide advice & support to the DET Building Manager (BM) or Nominated Officer (NO) including:

• Inspecting the facility and advising on an appropriate course of action in consultation with specialist hygienists;

• Restricting access to the site to ensure safety of all persons;

• Arranging samples of dust, debris or materials for testing and specialist technical advice as required;

• Ensuring that the rectification works and professional clean of the site is undertaken in accordance with DET policies and guidelines;

• Notifying the Building Manager or Nominated Officer within the facility when the professional clean has been completed.

• Conduct the re-occupancy inspection with the facility’s Building Manager or Nominated Officer prior to clearance for reuse; and

• Complete and sign page 2 of the WAAP to state that the work is completed and area available for normal use;

• Provide the Building Manager/Nominated Officer with all documentation relevant to the work undertaken.

SLIDE 19: Website

TRANSCRIPT: To locate the documents and other relevant resources, use your internet search engine to locate the ‘Asbestos management in DET’ website.

Relevant pages for principal contractors and service providers include:• The Asbestos Management – policy, plan and guidelines page to locate:

The Policy for the management of asbestos-containing material in department-owned facilities; and

The Asbestos Management Plan (AMP) for DET FacilitiesView the Service providers and contractors – working on department-owned facilities webpage to locate:

The Working on Department of Education and Training (DET) Facilities document; and The Asbestos Management Awareness – Service Providers’ and Contractors’ vodcast.

Asbestos Management is an important issue that requires Service Providers, Contractors and Project Managers to accept specific responsibilities.

SLIDE 20: Asbestos Management – your role!

TRANSCRIPT: The following 4 key messages clearly summarise the responsibilities of all Contractors and Service Providers and the required procedures to support effective asbestos management in department-owned facilities.

Asbestos Management – your role!No WAAP, no work, no way!

• Remember - BEMIR Work Area Access Permits (WAAPs) are a "permit to work".

• Service providers must have a current WAAP before any building related work starts at the facility.

Clear out before building related work begins• No students or staff are to be in the area or room while building related work is underway.

• Asbestos removal work must take place outside of operational hours.

• Ensure that at all times, barriers and signage must be in place.

Be asbestos aware, act with care• Only external service providers are to undertake building related work with assumed or confirmed

asbestos-containing material. 

Let the professionals take care of the clean• External service providers are responsible for cleaning up after their own building related work.

• Where an asbestos incident (including accidental damage) has occurred, BAS or their nominated contractor must undertake the repairs and clean.

• Principal Contractors and Service Providers are reminded that under no circumstances can DET equipment be used for any building-related work or clean-up of the work site area.

By keeping in mind the key messages from this presentation, you will be supporting the effective management of asbestos-related matters at DET facilities.

Thank you for being involved in DET’s asbestos management awareness presentation.