CORPORATE PROCUREMENT UNIT SITE & SECURITY ...

CORPORATE PROCUREMENT UNITSITE & SECURITY PROCEDURESST PANCRASVERSION 8 APR 09

SITE PROCEDURES ST PANCRAS VERSION 8 PAGE 1 OF 14


CONTENTS PAGE

2. GENERAL INFORMATION...........................................................................3

3. ACCESS....................................................................................................3

4. SECURITY.................................................................................................4

5. VEHICLE PARKING.....................................................................................5

6. PERMITS TO WORK...................................................................................5

7. DELIVERY, UNLOADING AND STORAGE......................................................5

8. HOURS OF WORK......................................................................................6

9. BASEMENT WORKING................................................................................7

10. RESTRICTIONS........................................................................................8

11. EMERGENCY PROCEDURES...................................................................10

12. RECORDS.............................................................................................12

13. GENERAL..............................................................................................13

14. DRAWINGS............................................................................................14



1. GENERAL INFORMATION

1.1. THE BUILDING

1.1.2. The St Pancras Site is located at 96 Euston Road, London, NW1 2DB,

adjacent to St Pancras Station. Approximately 1000 staff work in the

building, which attracts 3,000 to 5,000 visitors per day. The building houses

the major London based reference collections and many of the services of

the national library. In addition it includes eleven reading rooms, exhibition

galleries, a bookshop, a conference centre, restaurant facilities, extensive

basement book storage areas and plant rooms. The British Library Centre

for Conservation (BLCC) is housed in a separate building on the northern

part of the site, and is linked to the main building on three levels.

1.1.3. The St Pancras building is unique in combining extremely high-cost

traditional materials and finishes with a number of sophisticated and

sensitive computerised systems which control aspects such as security,

environment, fire detection, lighting etc. For these reasons total adherence

to these procedures is mandatory.

1.1. THE BRITISH LIBRARY REPRESENTATIVE (BLR)

1.1.4. For each contract, the British Library appoints a BLR. This person will be

the Contractor’s main point of contact for the execution of the Contract and

will give such directives, rulings, clarification etc. as shall be needed for the

Contract.

2. ACCESS

1.1. Pedestrian access for Contractors is via the staff entrance on Midland Road (Gate 8).

Vehicular access and delivery to the Site are to be made via Gate 10 in Midland

Road (see attached plan). From time to time, alternative access(es) may be

designated by the BLR.

1.2. Normal loading bay hours are 08:00 to 17:00 Monday to Friday.



1.3. Normal hours of access to the Site are 07:00 to 20:30 hours Monday to Friday.

1.4. Deliveries shall only be made by prior arrangement with the BLR.

3. SECURITY

1.1. Contractor personnel should be deemed to include any personnel, agent or

Sub-contractor of the Contractor.

1.2. The Contractor and its personnel shall comply with all British Library security

procedures, and must comply with all instructions issued by British Library security

staff when working on Site.

1.3. At least 12 working days before commencing work, the Contractor must supply the

names and addresses of all personnel to be employed on the Contract on Site in

order to allow security procedures to be undertaken.

1.4. A security and criminal record clearance of all personnel working on Site will be made

in accordance with Government security procedures via current British Library

procedures. Personnel who fail security clearance procedures will not be allowed on

Site.

1.5. The Contractor must also submit for advance clearance, details of additional

personnel for sickness and holiday cover.

1.6. All Contractors’ bags, personal effects and vehicles may be searched on entering

and/or leaving the Site.

1.7. Contractor personnel must wear an appropriate British Library pass in a visible

position at all times when working on Site.

1.8. For Contractors working on Site for less than 28 days, temporary day passes will be

issued. Application for such passes must be made not later than 16:00 on the day

before the pass is required.

1.9. For long term Contractors (i.e. those working on Site for more than 28 days) a

security pass with photograph will be issued. After the security clearance process all

personnel must attend the Site for safety/security induction and to have their

photographs taken. The Contractor will be required to confirm that it has carried out

appropriate checks on the identity of its personnel.



1.10. Unless otherwise determined by the BLR all passes must be surrendered to security

when personnel leave the Site at the end of each day.

4. VEHICLE PARKING

1.1. Parking space is severely limited, and as a result no vehicle may be parked on the

premises without the prior authorisation of the BLR. Vehicle registration numbers

must be notified 24 hours in advance to the BLR. Only essential vehicles will be

allocated parking space which will always be subject to availability.

1.2. Vehicles shall only be parked in their allocated locations, and in particular must not

block access roads or the loading bays.

5. PERMITS TO WORK

1.1. Contractors must make themselves familiar with the British Library permit to work

procedures prior to commencement on Site. They must not carry out any of the

operations covered by the procedures without obtaining the appropriate

documentation.

1.2. Arrangements for obtaining permits must be made with the BLR.

1.3. A copy of the permit to work documentation must be retained by the Contractor on

Site at all times and shall be surrendered on request of the BLR.

6. DELIVERY, UNLOADING AND STORAGE

1.1. The Contractor must advise the BLR at least 24 hours in advance of proposed

delivery times and of any special requirements. Registration numbers of appropriate

vehicles must be given to the BLR.

1.2. The Contractor is responsible for transporting to Site, taking delivery of and unloading

of equipment, plant and materials which shall take place during normal loading bay

hours.

1.3. The permission of the BLR will be required for out of hours delivery and unloading.



1.4. Storage space is extremely limited, and as a result the Contractor may only store

equipment, plant and material at the location(s) specified by the BLR. Equipment

may only be stored on Site which is to be used on the Works.

7. HOURS OF WORK

1.1. Permission to work outside the normal hours of access will only be granted at the

discretion of the BLR. Permission must be sought two days in advance from the

BLR, giving details of times, format and location of the work to be done. The BLR will

provide the Contractor with the appropriate form for out of hours working, which must

be completed and returned to the BLR prior to such work commencing.

1.2. Under no circumstances will work be permitted in the Reading Room and public

areas whilst these are open to the public. Opening hours are currently:

READING ROOMS

Rare Books & Music

Humanities

Business & IP Centre

Science

Social Sciences

Monday

Tuesday, Wednesday and Thursday

Friday and Saturday

Sunday

10:00 to 20:00 hours

09:30 to 20:00 hours

09:30 to 17:00 hours

Closed

Manuscripts

Maps

Asian and African Studies

Monday

Tuesday to Saturday

Sunday

10:00 to 17:00 hours

09:30 to 17:00 hours

Closed



PUBLIC AREAS

Public Areas including Exhibition Galleries*

Monday, Wednesday, Thursday, Friday

Tuesday

Saturday

Sunday

*public circulation areas open from 9:15

Monday to Saturday.

09:30 to 18:00 hours

09:30 to 20:00 hours

09:30 to 17:00 hours

11:00 to 17:00 hours

Bookshop and Information Desk

Monday, Wednesday, Thursday, Friday

Tuesday

Saturday

Sunday

09:30 to 18:00 hours

09:30 to 20:00 hours

09:30 to 17:00 hours

11:00 to 17:00 hours

Staff Entrance

Monday to Friday

Saturday

Sunday

07:00 to 24:00 hours

07:00 to 17:30 hours

Closed

At times, the building is used for public events outside these hours; the

Contractor will be notified of these events, and must follow the BLR’s

instructions with regard to work, noise restrictions, access etc.

8. BASEMENT WORKING

1.1. The British Library building includes a number of deep basements. In the event of a

fire alarm or other emergency situation, the basements areas will always be

evacuated as a precaution. In these circumstances, the use of lifts is prohibited and

the evacuation will involve leaving the building on foot via a significant number of

stairs. It is the Contractor’s responsibility to ensure that all personnel offered for work

on the Site have a level of health and fitness appropriate to both the task that they will

be undertaking and the environment in which they will be operating.



9. RESTRICTIONS

1.1. RESTRICTIONS ON USE OF SITE

1.9.2. The Contractor will have access only to those parts of the Site necessary for

the performance of the Contract and shall not use the Site for any other

purpose.

1.1. ADVERTISING

1.9.3. No advertisements, posters, placards or signs may be affixed to or displayed

from the British Library building or the unit boundary without the prior

permission of the BLR.

1.9.4. Before taking any photographs, video or other images, or obtaining or using

publicity material, the Contractor must first seek permission from the BLR.

1.1. NOISE CONTROL

1.9.5. Strict control of noise will be enforced during the hours when the Library is

open to readers and the general public. In any event, the Contractor shall

comply with all applicable noise control regulations and shall control noise at

all times to the satisfaction of the BLR. In particular, the Contractor shall:

• fit all plant and equipment with effective silencers of a type

recommended by manufacturers;

• not use noisy plant, equipment or appliances without the consent of the

BLR;

• not use radios or other audio equipment nor permit the use of personal

stereos by its employees.

1.1. COMMUNICATIONS EQUIPMENT

1.9.6. Use of the British Library’s own telephone system will only be allowed by

prior arrangement, with the BLR. The use of any other temporary

communication systems must be agreed with the BLR.



1.1. SMOKING

1.9.7. Smoking will not be permitted anywhere in the building; designated external

areas are provided. Any breach of this requirement will result in the

Contractor personnel being removed from Site.

1.1. FOOD AND DRINK

1.9.8. Food and drink may only be consumed in the designated refreshment areas.

1.1. WASTE

1.9.9. The Contractor shall:

• remove all redundant material from Site as it is generated;

• keep the Site and its accesses clean and tidy;

• operate at all times in accordance with all appropriate legislation relating

to Health and Safety and/or the control of waste;

• ensure that surplus Library material and/or equipment are not removed

from Site without the express permission of the BLR.

1.1. PROTECTION

1.9.10. The Contractor is reminded of the extremely high specification of the building

and must therefore:

• adequately protect all work and all accesses to the Site throughout the

Contract wherever there is a possibility of damage by the Contractor’s

plant and equipment. Wherever work is of an especially vulnerable

nature or is exposed to abnormal risks, the Contractor shall provide

special protection to ensure that damage does not occur. All protection

shall be removed upon completion and surfaces etc. made good to the

satisfaction of the BLR;

• adequately maintain roads and footpaths within and adjacent to the Site,

and keep them clear of mud and debris. Any damage to roads and

footpaths caused by Site traffic or otherwise consequent upon the work

must be reported to the BLR so that it can be made good to the

satisfaction of the Local Authority or other owner. The Contractor shall

bear all costs arising;



• prevent damage to existing buildings, fences, gates, walls, roads, paved

areas and all other features. Any damage so caused shall be

immediately made good to the entire satisfaction of the BLR at the

Contractor’s own expense;

• prevent damage to any furniture, fittings or equipment. Any damage so

caused shall be immediately made good to the entire satisfaction of the

BLR at the Contractor’s own expense;

• provide all temporary measures e.g. enclosures, lighting, fencing,

alternative or temporary accesses etc. to the satisfaction of the BLR;

• ensure that Contractor personnel are aware that moving or tampering

with fire extinguishers and equipment is prohibited for any purposes

other than fire fighting.

1.1. FIRST AID

1.9.11. The Contractor may use the British Library First Aid Room. However, it shall

be the Contractor’s responsibility to ensure that his staff have adequate first

aid training.

10. EMERGENCY PROCEDURES

1.1. Prior to work commencement, the Contractor personnel must be fully conversant with

all British Library emergency procedures (fire, evacuation, etc.) in force at any time.

In the event that these procedures are not complied with, the British Library reserves

the right to remove Contractor personnel from Site.

In brief, the procedures are as follows:

1.10.2. FIRE POINTS

1.10.2.1. These are located in key positions around the building and consist

of a ‘break glass’ alarm or ‘manual call point’ and a fire action

notice which Contractor personnel should read. Contractor

personnel are also advised to note the positions of the Fire Points

nearest to the area of work. If personnel see smoke or become



aware of a fire, they should sound the alarm by operating the

nearest call point.

1.10.3. FIRE FIGHTING

1.10.3.1. Contractor personnel may attack the fire with an extinguisher or

hose only if they are confident that it is safe to do so, and that there

is an unimpeded escape route. In line with EU Directives, all fire

extinguishers are now coloured red with colour band or label

denoting the type of extinguisher. If Contractor personnel intend to

fight a fire, they must read the label carefully to ensure the correct

extinguisher has been selected.

1.10.4. FIRE ALARMS

1.10.4.1. There are two distinct audible alarms:

1.10.4.2. Intermittent Pulse signifies ALERT. Take no immediate action, but

prepare to evacuate if the signal changes to EVACUATE.

1.10.4.3. Continuous two tone warble signifies EVACUATE. Evacuate the

building immediately via the nearest fire exit and report to the

designated assembly point.

1.10.5. BOMB ALERT AND EVACUATION PROCEDURES

1.10.5.1. If Contractor personnel receive a bomb threat, they must alert

Security on ext. 3333 as a matter of urgency. (Do not activate Fire

Alarms.)

1.10.5.2. The caller should be kept on the line as long as possible and as

much information obtained relating to the type of device, location

and packaging as possible. If the caller hangs up, do not replace

your receiver. Give the information to Security as soon as

possible.

1.10.5.3. Security will decide what action needs to be taken.

1.10.6. ACCIDENT PROCEDURES



1.10.6.1. In the case of a serious accident personnel should contact Security

on ext. 3333, giving the location of the accident. Appropriate

emergency services will then be called.

1.10.6.2. All accidents or ‘near misses’ must be reported to the Safety

Office, and all accidents recorded in the Accident Book in the

Safety Office, Lower Ground Floor, Zone 9.

1.10.7. ESCAPE ROUTES

1.10.7.1. The Contractor must maintain escape routes throughout the course

of the Works, including providing all temporary enclosures, lighting

and additional security measures, etc. to the satisfaction of the

BLR and the Fire Officer.

1.10.8. COMPLIANCE WITH INSTRUCTIONS

1.10.8.1. The Contractor personnel shall comply with all instructions given

by British Library Emergency Managers (who shall be the

Emergency Co-Ordination Officer or his/her nominated deputy)

and/or security staff in relation to the emergency procedures

above. Failure to comply with such instructions will result in

removal of personnel from Site.

1.10.9. INDUCTION TRAINING

1.10.9.1. The British Library will provide induction training for a restricted

number of Contractor personnel prior to work commencement. It

shall be the Contractor’s responsibility to ensure that this training is

cascaded to all other personnel who will attend Site.

11. RECORDS

1.1. The Library is obliged, as a public sector body, to ensure that from 2004 its business

records are created and maintained electronically. The Library’s records will also

become subject to the provisions of the Freedom of Information Act, and thus subject

to disclosure to the public (with limited exemptions). These requirements both apply



equally to the records of transactions carried out by its agents under this contract.

The Contractor will therefore co-operate with these requirements by:

• ensuring that business decisions and activities carried out are recorded

comprehensively, accurately and contemporaneously, using electronic system

and/or paper filing systems laid down by the Library;

• ensuring that records are kept in good order within the structures, systems and

formats determined by the Library; and

• agreeing schedules for the disposal of records in line with British Library records

management policies, and co-operating in ensuring complete destruction of

records due for disposal.

1.2. The Contractor will have responsibility for ensuring that records of the tasks carried

out are complete and maintained in good order, and specifically:

• will ensure that progress on work orders is punctually and accurately recorded on

the Library’s CAFM according to procedures agreed with the Library;

• will ensure that information on new Library assets, or corrections to information

regarding existing assets, is passed to the Library;

• will ensure that any service reports, Operations & Maintenance Manuals,

drawings and other documentation relevant to installations, changes to, and

maintenance of the Library’s assets are passed to the Library in a suitable format

for inclusion in the Library’s asset lists. Wherever possible this information will be

passed in electronic format (if necessary by scanning), by email, CD-RW or 3.5”

floppy disk.

1.3. Training in the use of specific Library systems will be made available through the

British Library, at cost price where applicable.

12. GENERAL

1.1. ACCOMMODATION

1.12.2. Limited use of the Staff Restaurant, sanitary, washing facilities and storage

space for work clothing will be available as designated by the BLR.



1.1. SERVICES AND FACILITIES

1.12.3. Limited use of electrical outlets, water supplies etc. may be made available

for the use by the Contractor. Charges may be made for their use.

1.1. OFFICE SPACE

1.12.4. Office space will not generally be available unless this is set out in the

Specification.

1.1. MEETING ROOMS

1.12.5. Rooms for meetings will not be provided by the British Library except insofar

as these meeting are a direct requirement of the Contract.

13. DRAWINGS

1.1. The following drawings are appended to and form part of these Site Procedures. The

British Library St Pancras Site Plan Version 3 (2008).


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