Understanding Building Compliance in Commercial Facilities

Building compliance in commercial facilities involves adhering to regulations and conducting inspections to ensure the safety and welfare of employees, visitors, and the public. Critical areas like fire safety, lifts, electrical systems, gas, water, asbestos, and more must be managed effectively. Detailed requirements for fire safety, lift maintenance, and electrical equipment regulations are outlined to help businesses stay compliant and maintain a safe working environment.

• Building compliance
• Commercial facilities
• Safety regulations
• Fire safety
• Maintenance

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1. Compliance in Commercial Facilities 28THOCTOBER 2019

2. What is building compliance: Statutory building compliance and commercial property compliance is a complex set of regulations, assessments and inspections that all businesses need to undertake to comply with current government legislation. Health and Safety legislation requires employers to carry out servicing, maintenance, testing and statutory inspections, referred to as maintenance or statutory inspection herein on its properties to ensure the health, safety and welfare of its employees, visitors, contractors and members of the public.

3. Critical Compliance Areas: Fire Lifts Electrical Gas Water Asbestos Air Conditioning Other Compliance / Insurance / Best Practice

4. Fire The Regulatory Reform Order 2005 requires that all aspects of fire safety are managed by a responsible person i.e. business owner, manager or employer. This individual needs to ensure that all fire systems are inspected and checked regularly in order to comply with relevant British Standards, fire risk assessments are carried out, staff are trained and fire emergency evacuation routes planned. What do you need: An appointed responsible person Fire Risk Assessment Completed remedial and recommendations following the Risk Assessment Passive and active fire maintenance Maintenance Record in a Fire Log Book Weekly Fire Alarm test (documented) Fire Evacuation plan & a yearly fire evacuation test (documented) Fire Damper test and inspection Fire Wardens A maintenance schedule for the inspection of fire appliances e.g. Portable Fire Extinguishers, Hose Reels and Fire Blankets Emergency Light Testing Weekly Fire Signage / Escape route / External Staircase / Fore stopping checks (documented)

5. Lifts The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) introduced new requirements for the safe provision and use of lifting equipment. Regulation 9 of LOLER requires that all lifts provided for use in work activities are thoroughly examined by a competent person at regular intervals. If you are a lift owner or someone responsible for the safe operation of a lift used at work, such as a facilities manager or supervisor, you are a duty holder under LOLER. This means that you have a legal responsibility to ensure that the lift is thoroughly examined and that it is safe to use. What do you need: Check the Lift phone / alarm works weekly and document it Service the lift at least every 12 months and keep the records Inform your insurer there is a lift at the property (they may request you get it inspected)

6. Electrical The Electricity at Work Regulations (EAWR) 1989 (1991 in Northern Ireland) are made under the Health and Safety at Work Act 1974 Employers as duty holders must provide a safe working environment with regard to all electrical equipment and systems, regardless of when they were manufactured, installed or brought into use All electrical systems must be maintained in a safe condition and an important aspect of such maintenance is periodic inspection and testing What do you need: Portable appliance testing including a leak test of microwaves 5Y Fixed wired test certificate Completed remedial and recommendations following the 5Y Test Generation / UPS / CHP test and inspection ( if applicable ) RCD Testing of sockets

7. Gas Gas regulations (The Gas Safety Regulations 1998) states that all gas systems must be checked regularly (at least annually) to ensure they are safe. This includes safe installation, servicing, inspection and certification for all types of gas equipment. These must be carried out by registered gas-safe engineers. What do you need: A gas service every 12 months that results in an issued gas safe certificate (CP12) Completed remedial and recommendations following the service This applies to all gas equipment Kitchens / Boilers etc

8. Water All water systems must have a valid Legionella Risk Assessment (these stay valid for 2 years), to ensure that the risk of legionella is reduced. Many businesses are also required to carry out monthly testing of water temperatures to check that water is kept at an optimum temperature to avoid any water borne diseases. The Control of Substances Hazardous to Health Regulations 1988 requires that employers reduce workers exposure to any hazardous substances, including those borne in water. Employers are responsible for determining what health hazards there are in the workplace, carrying out risk assessments and providing information, instruction and training for employees. REF: ACOPL8 - Legionnaires disease Part 2: The control of legionella bacteria in hot and cold water systems An appointed responsible person Legionella Risk Assessment An up to date schematic diagram of your water system Completed remedial and recommendations following the risk assessment Water log book containing the results of monitoring, inspection and any checks carried out; this include monthly temperature testing and the flushing of any outlets not regularly used ie Sinks / Showers etc. Tank cleaning ( if applicable) Calorifier / Expansion vessel test and inspection ( if applicable) Thermostatic Mixing Valves test and inspection ( if applicable)

9. Asbestos This guidance is for, anyone who is responsible for maintenance and repairs in a building, which may contain asbestos. The duty to manage asbestos is included in the Control of Asbestos Regulations 2012. Was the building built or refurbished before 2000? No, asbestos is unlikely to be present no action required. If the answer is YES, an asbestos survey detailing if asbestos is present is required If asbestos is present you will need: Appointed a duty holder Asbestos risk assessment & survey Signage showing where the asbestos is Implement an Asbestos register Keep records of regular checks Note: Anyone who may work on asbestos must be trained and use safe working methods. Most work with asbestos needs to be done by a licensed contractor and all contractors must be made aware asbestos is present.

10. Air Conditioning Under The Energy Performance of Buildings Regulations 2007, air conditioning systems must undertake regular energy inspections. The regularity of these depends on the weight and number of units, so: Every 12 months buildings over 3kg refrigerant, usually 1 15 air conditioning units Every 6 months buildings over 30kg refrigerant, usually 15 75 air conditioning units Every 3 months buildings over 300kg refrigerant, usually more than 75 air conditioning units The inspections must be carried out by an approved inspector, and should take into account design, installation and operation of the system. Records must be stored and up to date

11. Other Compliance Considerations (if applicable): Man safe / Fall arrest roof systems PUWER Folding Door Maintenance PUWER Lighting Protections system - BS EN 62305-3 / BS EN 62305-4 Petrol Interceptors - PPG3, BSEN 858 Oil/ Diesel Tank Inspections - DSEAR Display Energy Certificate & Energy Performance Report - England and Wales of the European Directives 2002/91/EC and 2010/31/EU on the Energy performance of buildings Kitchen and Ventilation Duct clean and inspection TR19 Auto door - ACOP L24 Regulation 5, Regulation 18. Supply of Machinery (Safety) Regulations 2008. BS 7036-0: 2014. BS EN 16005:2012 Legal or Insurance Compliance: CCTV servicing GDPR Access Control & Intruder system maintenance Insurance Requirement Disabled pull cord testing / Hearing Loop induction Servicing Equality Act 2010

12. What to do next : Name of Auditor Site : 1. Carry out an audit using the template provided Item Category File Description Applicable Legislation Compliance Evidence Required Frequency Regulatory Reform (Fire Safety) Order 2005. Approved Document B Volume 2 - Fire Safety: Building other than Dwelling Houses. BS1635:1990 To define - Annual, Bi Annual or Tri Annual Has the most recent fire risk assessment been completed and all actions completed 1 F 2 Risk Assessment Document Regulatory Reform (Fire Safety) Order 2005. Approved Document B Volume 2 - Fire Safety: Building other than Dwelling Houses. BS1635:1990 2. Establish gaps Have all the high and medium risk recommendations from the FRA been completed and signed off by appropriate parties? As per FRA timescale 2 F 2 Record Sheet Regulatory Reform (Fire Safety) Order 2005. BS9999. BS5839-1 Are there records to confirm that the fire alarm and detection system been subject to a maintenance regime 3 F 2 Certificate Annually 3. Understand the regulation Regulatory Reform (Fire Safety) Order 2005. BS9999 Log Book (Electronic Records are also acceptable) 4 F 2 Is there an up to date fire log book in place Annually Have any remedial actions detailed within the log book been completed and signed off by appropriate parties. Regulatory Reform (Fire Safety) Order 2005. BS9999 4a F 2 Record Sheet Annually 4. Understand your duty and responsibility Regulatory Reform (Fire Safety) Order 2005. BS9999. BS5839-1 Is there a testing regime to ensure weekly fire tests to ensure all fire alarm call points are tested over 12 months 5 F 2 Record Sheet Weekly Regulatory Reform (Fire Safety) Order 2005. BS9999 6 F 2 Is there an up to date written suitable fire evacuation procedure ? Procedure Annually Is there an up-to-date record of periodic fire evacuation exercises (including false alarms) Regulatory Reform (Fire Safety) Order 2005. BS9999 7 F 2 Log Annually 3. Put together a compliance plan Regulatory Reform (Fire Safety) Order 2005. BS9999 7a F 2 Have any outstanding actions from evacuations exercises been rectified Record Sheet Not applicable Is there an up to date list of appointed fire wardens with names/contact details on display? Regulatory Reform (Fire Safety) Order 2005. BS9999 4. Order the required services 8 F 2 Log Not applicable Regulatory Reform (Fire Safety) Order 2005. BS9999, BS9990:2008 Regulatory Reform (Fire Safety) Order 2005. BS5306 Part 3, BS5306 Part 8, BSEN671- 3, BS9999 Is there a record to confirm that the wet/dry risers tests have been conducted within the last 12 months? 9 F 2 Record Sheet Annually Is there a maintenance schedule in place for the inspection of fire appliances e.g. Portable Fire Extinguishers, Hose Reels and Fire Blankets 10 F 2 Record Sheet Annually SELF TEST Units only. Is there recorded evidence of a maintenance schedule for emergency lighting testing to include Monthly Flick test Annual 3 hr discharge BS EN 50172:2004, BS5266- 8:2004; BS5266-1: 2016, BS9999:2008 11 F 2 Certificate Monthly Please click the icon

13. Reference guides: Fire - http://www.legislation.gov.uk/uksi/2005/1541/contents/made Lifts - http://www.hse.gov.uk/pUbns/priced/loler.pdf Electrical - http://www.hse.gov.uk/pUbns/priced/hsr25.pdf Gas - http://www.hse.gov.uk/pubns/books/l56.htm and http://www.hse.gov.uk/pUbns/priced/l56.pdf Water - http://www.hse.gov.uk/pubns/priced/hsg274part2.pdf Asbestos - http://www.hse.gov.uk/asbestos/enforcement.htm Air Conditioning - https://www.gov.uk/government/publications/air-conditioning- inspections-for-buildings Equipment (Moving doors / walls)- http://www.hse.gov.uk/work-equipment- machinery/puwer.htm Lightning Protection - http://www- public.tnb.com/eel/docs/furse/BS_EN_IEC_62305_standard_series.pdf Dangerous Substances - http://www.hse.gov.uk/fireandexplosion/dsear.htm Energy - https://eur- lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2010:153:0013:0035:EN:PDF & https://eur- lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2003:001:0065:0071:EN:PDF

14. Reference guides: Ventilation - https://www.thebesa.com/knowledge/shop/products/tr19-grease- specification-for-fire-risk-management-of-grease-accumulation-within-kitchen- extraction-systems/ Auto doors - http://www.hse.gov.uk/pubns/priced/l24.pdf Regulation 5 GDPR - https://www.gov.uk/government/publications/guide-to-the-general-data- protection-regulation Equality Act - https://www.gov.uk/guidance/equality-act-2010-guidance