Contents 1.0 Objective... 2 2.0 3.0 Scope... 2 Implementation... 3 3.1. Permit Application... 4 3.1.1. Risk Assessment... 5 3.2. Permit Administration... 6 3.2.1. RMIT Internal Consultation... 7 3.3. Permit Authorisation... 8 3.4. Working under Permit Conditions... 8 3.4.1. Permit Handover... 9 3.5. Monitoring Permit to Work Activities... 9 3.6. Permit Close Out... 10 3.7. Emergency Works... 10 3.8. Permits... 11 3.8.1. 3.8.2. 3.8.3. 3.8.4. 3.8.5. Hot Work Permit (PS-FORM-RC-2031)... 11 Work at Height Permit (PS-FORM-RC-2010)... 11 Hazardous Materials Permit (PS-FORM-RC-2037)... 12 Service & Fire Isolation Permit (PS-FORM-RC-2036)... 13 Excavation/Penetration Permit (PS-FORM-RC-2030)... 15 4.0 5.0 6.0 7.0 Responsibilities... 16 Definitions... 19 Supporting Documents... 20 Revision... 21 Page: Page 1 of 25
1.0 Objective The objective of this procedure is to explain the permit to work (PTW) process for the management of nominated high risk work activities, completed by Property Service engaged contractors. 2.0 Scope The scope of the permit to work process applies to the following nominated high risk work activities, completed by contractors engaged by : Hot works Service and fire isolations Work at heights Excavations/penetrations Hazardous materials This process is applicable to all works managed by. Works engaged or conducted by RMIT staff or students currently falls outside of the scope of this process, as such all works are to be safely managed by existing risk management processes and in consultation with relevant Senior Advisor Health, Safety & Wellbeing. Contractors within this process are deemed as any external parties performing works at RMIT. Page: Page 2 of 25
3.0 Implementation Appendix B & C graphically outlines the process flow for permit to work process, including application; review and approval; and close out. It includes roles for Contractor, Permit Office, FM, PM, Technical review and Third Party Service Provider e.g. Airmaster, Fire technician or Security services. The representative engaging the works is responsible to ensure that all relevant RMIT and requirements are met and works are performed safely, including adherence with the permit to work process. Safety Team and Permit Office will facilitate the administration of the permit to work process. The Contractor will be responsible for any additional costs associated with an OHS incident or building outage/damage caused by not isolating services. Additionally, It is encouraged that isolations which are being planned for projects that Airmaster is engaged as soon as practicable, this will allow a technical review and therefore ensure the review does not impact on the permit timeframe. Airmaster have provided a schedule of rates Appendix D, to assist in project budgeting. Certain tasks undertaken by have been identified as having an elevated risk to health, safety or property and require formal review and approval by appropriate nominated RMIT personnel before being undertaken. To achieve this, has developed a permit to work system that enables a controlled approach to effectively manage risk. It is the responsibility of the relevant representative (Facilities Manager/Coordinator or Project Manager/Officer) to ensure that contractors are: appropriately inducted into RMIT and ; aware of the permit to work system; comply with the permit to work; and Page: Page 3 of 25
comply with all other safety and requirements. All Contractors are directed to the Safety Management website at: http://www1.rmit.edu.au/propertyservices for most recent copy of Contractor Induction Booklet. The permit to work process is a mandatory requirement. Steps to be taken in the event of an emergency situation are referenced in Section 3.7 below. 3.1. Permit Application Appendix B & C graphically outlines the process flow for permit to work process for application, including roles for Contractor, Permit Office, PM, FM, Technical Review and Third Party Service Providers. All Contractors are directed to the Safety Management website at: http://www1.rmit.edu.au/propertyservices for most recent copy of permit to work forms. Questions should be directed to the representative engaging the works, or Permit Office via email to contractorsafety@rmit.edu.au. All permit applications are to be received by the Permit Office, at least five (5) business days prior to commencement of works. Contractors are to complete all white (no colour) sections of the permit form. Green/grey sections will be completed by authorised RMIT officers through the review and approval process. The permit applicant is the individual requesting the permit application and is to be listed on the front page of each permit application. The contractor is responsible for completing the relevant permit forms in consultation with the representative engaging the works. The representative is responsible for verifying the content, work description and timeline of the works nominated in the permit application. All applications and associated Page: Page 4 of 25
documentation are to be submitted to the Permit Office for administration, via the following email address contractorsafety@rmit.edu.au. With the exception of the Hot Work Permit, the contractor must nominate on the permit, the individual (permit holder) who will be in direct control of the works for the duration outlined on the permit form. Where the permit holder changes, a separate permit applications is to be submitted, nominating relevant permit holder and duration. The Permit Holder will be responsible for ensuring that the work is undertaken in accordance with the permit conditions and must actively monitor the works performed under the permit. The contractor must include relevant supporting documentation in permit applications, along with completed permit form(s). This documentation may include: Safe Work Method Statement (SWMS) or risk assessment; Licenses and/or competencies for personnel undertaking the work; Emergency response procedures/plans; Relevant regulatory authority approvals or notifications; and Reports from other service providers, such as service location reports. The contractor and representative must consider all implications of the work/task to be performed e.g. hot works should consider fire isolations, excavation should consider service isolations. All relevant permit forms required to safely conduct the task, are to be registered in one application, if this does not occur permit applications will likely be delayed. Where third party service providers e.g. Airmaster, fire engineer or Security are required to assist with permitted works, the Property Service representative engaging the works is responsible to ensure the third party is scheduled and provided with adequate notice of the works. 3.1.1.Risk Assessment Where applicable, SWMS or risk assessment will be completed by the Contractor and provided to Permit Office for review prior to permit approval. Page: Page 5 of 25
The SWMS or risk assessment must be site/task specific and clearly identify the hazards associated with all activities associated with the work: including site set up, demobilisation and any potential impacts on the surrounding facilities or persons. The SWMS or risk assessment will follow a logical sequence for the work and will include provision of sign off by site personnel prior to commencement of approved works. Control measures will be specified in accordance with the hierarchy of control methodology. Note: A SWMS is a mandatory requirement for high risk construction work, as defined by health and safety regulations. 3.2. Permit Administration On receipt of the permit and associated information, the Permit Office shall review the documentation to ensure completeness. Where it is deemed that the information is incomplete, the Permit Office will return the application to the relevant Contractor and representative and indicate data gaps and request additional information. Where it is deemed that the permit application is complete, the Permit Office shall process the application, assign a unique application number and log into the permit register. The permit and associated documentation will be forwarded to the relevant Permit Authoriser or for Technical Review (Refer to Section 3.3). Upon approval of the permit, the Permit Office will consult with the relevant representative engaging the works and the relevant Facilities Asset Management representative and record on the permit application. The Permit Office is responsible to ensure the permit register is updated at appropriate stages of the permit to work process. Upon approval the permit will then be issued to the relevant stakeholders, so that works can commence. This may include Airmaster, Security or a third party service provider for completion of fire or service isolations. Where third parties involvement is Page: Page 6 of 25
required (as indicated on fire/service isolation permit e.g. sprinkler, mechanical, electrical etc.) the representative must raise a work order and liaise with the relevant third party to schedule isolations with advance notice. This work order number is to be provided on the isolations permit application. Once permit is approved Permit Office will advise relevant third party that permit is approved and isolations can be conducted. The Permit Office is responsible for ensuring that the Permit, and associated documentation, is maintained in accordance with this Procedure. 3.2.1.RMIT Internal Consultation Prior to issuing the permit to the contractor, the Permit Office will consult with: FM to confirm that the works do not impact or conflict with other works planned on the campus. This consultation will be indicated on the relevant permit. PS Representative to confirm that they are aware of planned works and have discussed with Contractor. In addition, confirmation will be sought to confirm that a Works Notification will be issued by the representative where there may be disruption to occupants. This consultation will be indicated on the relevant permit. Additionally, the PS Representative must communicate with ITS any permits that may impact them, particularly electrical isolations, the PS Representative will need to ensure there is an applicable IT Servicenow number for these isolations. 3.2.2.Technical Review Isolation permits will be sent to rmitisolations@airmaster.com.au for technical review. This will not include smoke and thermal isolations that are not all level/all building impacting Airmaster will confirm they have received the request for Technical Review and keep the Permit Office updated on any delays The Technical Review will be completed using the agreed template by Airmaster and RMIT. This is retained by the Project Team and Permit Office. Page: Page 7 of 25
3.3. Permit Authorisation Appendix B &C graphically outlines the process flow for permit to work process for permit review and approval, including roles for Permit Office, FM, PM and Technical review. The Permit Authoriser is responsible for reviewing the permit and any attached information, such as SWMS or risk assessments. Where the Permit Authoriser is satisfied with the information presented, the permit may be authorised. This will include recording: Any additional permit conditions; and Permit validity period (noting a maximum 30 days only). Where the Permit Authoriser is not satisfied with the information presented, the Permit Authoriser will liaise directly with the relevant contractor representative to obtain the necessary additional information. The permit will not be authorised until the appropriate information has been made available and reviewed by the Permit Authoriser. The validity period of all permits will not exceed 30 days. Following expiry, the permit will be considered to be cancelled. Safety Team are available to assist Authorisers in the review and approval of any permit. 3.4. Working under Permit Conditions The person (Contractor representative) in direct control of the work and present on site (Permit Holder), will be indicated on the permit, there is to be only one Permit Holder per shift and no more than two Permit Holders for any permit. This person is responsible for ensuring that the work is being undertaken in accordance with the permit conditions. Where it is deemed that the permit does not adequately address Page: Page 8 of 25
the task risks, the contractor must cease work and notify the relevant Property Services representative. The work will not resume until the task has been reviewed and the permit revised, as necessary. Any amendments to an approved permit are to be recorded on the permit, initialled by the contractor and Permit Authoriser; or a new permit is applied for and issued. It is the responsibility of the Permit Holder to communicate any changes to the permit to all relevant team members, specifically all members of the permitted workforce. A copy of the permit must be readily available at the location of the works for review and sign on by those completing the works (Permit workforce) and representatives, during monitoring activities. All workers performing works under the permit (Permit workforce) must sign on to the permit prior to commencement of works. 3.4.1.Permit Handover Where the person controlling the work (Permit Holder) changes, the work will cease until such time as a permit handover is completed. A permit handover will require attendance of the new Permit Holder, Contractor representative (preferably Permit Requestor) and representative and/or Permit Authoriser, as a minimum. The handover process is to be completed and documented on the permit. 3.5. Monitoring Permit to Work Activities Permit Holder and Contractor are responsible for monitoring and ensuring compliance of the permit for duration of works. The Safety Team will conduct ad-hoc or scheduled contractor inspections. These inspections may include viewing of permits, where relevant. Any incidents or hazards observed will be recorded in RMITs incident and hazard Page: Page 9 of 25
reporting tool (PRIME) in accordance with Global Safety Management (GSM) requirements. Permit to Work activities may be informally monitored on an ad-hoc basis by the relevant representative or RMIT Security. Permits may be cancelled at any time where the permit conditions are not being adhered to or if it is deemed that the permit conditions do not adequately address the task hazards. 3.6. Permit Close Out Appendix B & C graphically outlines the process flow for permit to work process for close out, including roles for Contractor and Permit Office. At the completion of works or expiry of the permit duration, the contractor must review the work site/location and confirm: That all personnel, tools and equipment are accounted for; and The site has been made good and/or returned to a safe condition. Following satisfactory review of the work site/location the contractor must sign off on the permit as being closed out and return the permit to the Permit Office via contractorsafety@rmit.edu.au. It is expected that all permits will be closed out and returned to the Permit Office within 24 hours of expiry. 3.7. Emergency Works In the event that emergency works are required, these may be directed to proceed in a safe manner consistent with the intent of this process and with approval of the Page: Page 10 of 25
Executive Director (EDPS) or nominated delegate. Emergency service or fire isolations may be performed as required to make safe, and/or minimise damage to assets/property, or as directed by Emergency Services e.g. MFB. Note: Due to insurance notification requirements, a Fire Isolation Permit is a mandatory requirement. However, in the event of an emergency, this permit may be completed and issued to the Permit Office, immediately after the site has been made safe. 3.8. Permits 3.8.1.Hot Work Permit (PS-FORM-RC-2031) Contractors are expected to have their own hot work permit process in place, as a result, the RMIT Hot Work Permit is used to verify that the contractor s hot work permit process meets a number of minimum requirements. The Permit Approver will review the relevant contractor s hot work permit against the requirements of Section 2 of the RMIT Hot Work Permit and record outcomes accordingly. The hot work permit review process may be undertaken during periodic contractor management processes, such as quarterly contract meetings or capital works project meetings. 3.8.2.Work at Height Permit (PS-FORM-RC-2010) The Work at Height permit is applied where the relevant contractor intends to utilise RMIT maintained height access infrastructure, for example: Anchor points; Life lines; and Davit arms. Page: Page 11 of 25
It is RMIT s responsibility to ensure that RMIT height access infrastructure is appropriately maintained, however maintenance details, e.g. inspection/test dates, must be recorded by the contractor on the Work at Height Permit. As part of the approval process, the Permit Authoriser must review the following attached permit documentation: Site and task specific SWMS or risk assessment; Work at height competencies; and Work at height rescue plan. The minimum competency requirement for work at height is the National recognised course RIIWHS204D Work safely at heights. Documented rescue plans must be established to enable the safe rescue of a suspended person within a reasonable timeframe, to reduce the risk of suspension trauma and to enable the application of first aid, should it be required. Contractors must have the capacity to safely rescue a worker from height without assistance from public emergency services. 3.8.3.Hazardous Materials Permit (PS-FORM-RC-2037) The Hazardous Materials Permit is applied where contractor works are being conducted in Building 108, Building 201, where works have the potential to disturb Asbestos/Lead Containing Materials and works that will disturb SMF within the ceiling void of Building 11 Level 3. The Hazardous Materials Permit may be valid for the duration of the specific work activity, however the validity period will not exceed 30 days. As part of the approval process, the Permit Authoriser must review the following attached permit documentation: Asbestos Management Plan/ Scope of Works (where applicable); Page: Page 12 of 25
Site and task specific SWMS or risk assessment; and Evidence of appropriate competency of workers. Where a hygienist has been engaged to facilitate the work, specific documentation must be obtained by the relevant representative on close out of the permit, including: Air monitoring certificates; Clearance certificates; Environmental waste transfer dockets; and Updated asbestos register. Note: The Hazardous Materials Permit is required to be completed for all works undertaken in Buildings 108 and 201 and all works that will disturb SMF within the ceiling void of Building 11 Level 3. 3.8.4.Service & Fire Isolation Permit (PS-FORM-RC-2036) The Service & Fire Isolation Permit is applied where a contractor is undertaking works that may impact on services, such as: Fire (includes work that may generate heat, smoke, dust or odours); Mechanical; Gas; Electrical; and Hydraulic/water. The contractor will record the specific dates and times the isolation is required in Section 3 of the Permit, however this will be reviewed and amended at the discretion of the Permit Authoriser. Service & Fire Isolations (not localised / smaller scale smoke and thermal isolations) will require a technical review, it is encouraged that Airmaster is engaged prior to the Permit Process so that this review does not impact the timeline of the Permit Application. The process for Service & Fire Isolations is shown in Appendix C. Page: Page 13 of 25
The contractor and representative are to be copied into emails where Service and Fire Isolation Permits are issued to a service provider for completion of isolations. It is the responsibility of the relevant representative to engage with and schedule third party service providers for completion of isolations and raise a purchase order. The service and fire isolation permits denotes services that may require third party isolation. Who can be engaged for these services are outlined in Figure 1 below - Figure 1 Service Provider for Service and Fire Isolations Page: Page 14 of 25
Additionally, please refer to Appendix D for schedule of rates to allow project budgeting. 3.8.5.Excavation/Penetration Permit (PS-FORM-RC-2030) The Excavation/Penetration Permit is applied where a contractor is required to break or penetrate the ground. The Excavation/Penetration Permit may be valid for the duration of the specific work activity, however the validity period will not exceed 30 days. Prior to authorisation of the permit, the Permit Authoriser must ensure that the contractor has made every reasonable attempt to identify services. This will include completion of service location activities, such as: Review of existing service maps or plans; Dial before you dig; Underground service location detection; and Slab/wall scanning. As part of the approval process, the Permit Authoriser must review the following attached permit documentation: Site and task specific SWMS or risk assessment; Evidence of appropriate competency of plant and equipment operators; and Emergency response plan. Page: Page 15 of 25
4.0 Responsibilities Position Responsibilities Executive Director Ensure stakeholders are provided adequate support and resource to allow for compliance with this procedure Senior Manager, Hazardous Materials and Safety Permit Office Confirm and document that Permit Authorisers have acquired through training, qualification or experience the knowledge and skills to carry out the task Ensure that the permit to work process is reviewed auditing and updated driving continuous improvement Provide information, instruction and/or training on the permit to work process to relevant stakeholders Provide resource, technical support and guidance to Permit Office as required Monitor the Permit Office email and process permits in accordance with agreed timeframes Review permits to ensure that information is complete Liaise with contractors, representatives, FM and Technical Services or other relevant stakeholder to facilitate the Permit to Work Process Maintain the Permit and Isolations Register Maintain the permit and associated documentation in accordance with this Procedure Escalate any Permit to Work procedural issues to the Senior Manager Hazardous Materials & Safety Participate in information, instruction and/or training with regard to the Permit to Work Process Page: Page 16 of 25
Position Permit Authoriser Representative Responsibilities Authorise permits relevant to their area of competency and where authorised to do so Review the completed permit and associated documentation prior to permit authorisation Liaise with contractors or PS representatives or other relevant stakeholder to facilitate the Permit to Work Process Authorise permits by signing the relevant section of the permit Escalate any Permit to Work procedural issues to the Senior Manager Hazardous Materials & Safety Participate in information, instruction and/or training with regard to the Permit to Work Process Communicate Permit to Work requirements to contractors Liaise with the contractor, Permit Office, Technical Team and Permit Authoriser for the facilitation of the Permit to Work Process Monitor the work site/location to verify that the permit conditions are being complied with and that the permit is relevant for the works Report any Permit to Work related issues to the Manager Hazardous Materials & Safety Participate in information, instruction and/or training with regard to the Permit to Work Process Page: Page 17 of 25
Position Contractor (including Permit Requester, Holder and workforce) Responsibilities Completing the permit application in consultation with the relevant representative Providing the appropriate risk management documentation with the relevant Permit application Working in accordance with permit conditions and ensuring all associated employees, contractors and subcontractors comply with permit conditions Scheduling and completing permit handovers as required Closing out permits and returning the completed permit to the Permit Office Reporting permit to work issues to the relevant Property Services representative Participating in information, instruction and/or training on the permit to work process Page: Page 18 of 25
5.0 Definitions Defines any key terms and acronyms relating to the process where they apply. Term Asbestos Asbestos Containing Materials Emergency Works Excavation Contractor Hot Work Lead Penetration Permit Authoriser Permit Handover Definition Varieties of mineral silicates belonging to the serpentine or amphibole groups of rock-forming minerals, including actinolite asbestos, grunerite (or amosite) asbestos (brown), anthophyllite asbestos, chrysotile asbestos (white), crocidolite asbestos (blue) and tremolite asbestos. Any material that, as part of its design, contains asbestos. Work where if not completed immediately, may result in unacceptable harm to people, property or the environment. Any work that involves the digging of holes, pits or trenches in the ground. Contractor Controlling the works, if not Principal Work that has the potential to create a source of ignition. This may include, but is not limited to, grinding, welding, thermal or oxygen cutting or heating and other related heat or spark producing operations. Lead is a naturally occurring metal. Pure lead can combine with other substances to form various lead compounds. The breaking or penetration of the ground where there is a risk of impacting services. For the purpose of this procedure, penetration does not include routine screwing or driving of fixing items, such as nails or screws. The RMIT nominated approver who has appropriate skills, training and competence to approve works. Requires attendance of the new Permit Holder, Contractor representative and representative and/or Permit Authoriser (as a minimum) Page: Page 19 of 25
Term Permit Holder Permit Applicant /Requester Permit Workforce Principal Contractor Safe Work Method Statement (SWMS) SMF Suspension Trauma Definition The person (Contractor representative) in direct control of the work, this may be Principal Contractor or subcontractor. There is to be only one Permit Holder per shift and no more than two Permit Holders for any permit. The individual requesting the permit application, usually the Site Manager or Project Manager. The permit applicant will be the primary contact should RMIT have any questions with regard to the application. All workers performing works under the conditions of the permit. Individual person or Company in charge of the work area A document that sets out the work activities to be carried out, the hazards arising from these activities and the measures to be put in place to control the risks. Synthetic Mineral Fibres Can occur with a fall arrest system when a person has an arrested fall and is suspended in an upright, vertical position with the harness straps causing pressure on the leg veins. 6.0 Supporting Documents Document Number PS-FORM-RC-2031 PS-FORM-RC-2010 PS-FORM-RC-2037 PS-FORM-RC-2030 PS-FORM-RC-2036 PS/WI/RC/2044 Document Name Hot Work Permit Work at Height Permit Hazardous Materials Permit Excavations/Penetrations Permit Fire & Service Isolations Permit SMF Contractor Minimum Requirements Page: Page 20 of 25
7.0 Revision Rev No. Issue Date Nature of Amendment Page No(s) Author Department 8.0 April 2018 Holistic review of process and permit forms - TW Property Services / Safety 9.0 July 2018 Holistic review of process and permit forms - BM Property Services / Safety Page: Page 21 of 25
Appendix A: Permit Authorisers Permit Type Work at heights Service & Fire Isolation Hazmat Not disturbing hazmat Risk of disturbing hazmat Hot works Permit Authoriser Authorised RMIT Representative engaging works (or Line Manager) Senior Facilities Co-ordinator Senior Facilities Co-ordinator Safety Team Safety Team Excavation/Penetration Authorised RMIT Representative engaging works (or Line Manager) *FM includes: Senior Facilities Co-ordinators, Facilities Co-ordinators and Technical Services Page: Page 22 of 25
Appendix B: Permit to Work Process Flow Page: Page 23 of 25
Appendix C: Isolation Permit Request Work Flow Page: Page 24 of 25
Appendix D Schedule of Rates Internal Link to Schedule of Rates Page: Page 25 of 25