Customer and Contractor Responsibilities
This document outlines the procedures for gaining access to 2rn sites and structures.
As we are all aware, employers have a responsibility to their contractors and their contractor’s employees under the Safety, Health & Welfare at Work Act 1989. This duty-of-care has been expanded greatly by the new Safety, Health and Welfare at Work Act 2005, which came into law in June 2005.
2rn has put specific procedures and control measures into effect. These include the Accommodation Request Form (ARF), the Site Access Form (SAF) and the Network Monitoring Centre (NMC) function. These procedures are designed to facilitate confirmation to the customer as to whether we can accommodate them on our structures or not, and also highlight any Non-Ionising Radiation (NIR) hazards that they may encounter on each of our sites. Clients must pass this information to their contractors and their contractors’ employees. The Site Access Procedure document, explains in full the requirements of 2rn and the information required in the SAF. The document also outlines how the form should be completed and the process involved in approving the work. A copy of this document is attached for your consideration.
The following guidelines represent the basic requirements for use of 2rn sites:
- The Customer shall at all times arrange access with 2rn on behalf of their contractors/agents.
- For the installation of new equipment or planned maintenance works (further explanations are given in the attached SAF procedure document), the NMC will co-ordinate the issuing of approved planned works numbers on receipt of a completed Site Access Form (SAF). (Blank Copy of which is also attached).
- SAF must be submitted to the NMC at least seven days in advance of requested start date.
- NIR hazards that may exceed ICNIRP occupational levels will be notified by the NMC, and a unique Planned Works No. (SAF number) shall be issued to the Customer in respect of each request for contractors/agents site access. Also attached will be 2rn’s site specific risk assessment and details of broadcast NIR hazards on site.
- The Customer shall issue a copy of the completed site access form (SAF), along with the site-specific risk assessment to their contractor.
- The SAF, or a copy, along with the risk assessment must be included in their Safety & Health Plan, and all of which must be on site and available for inspection. If a copy of this is not presented when requested then the contractor will be asked to leave site immediately and the SAF process will have to be repeated
- For emergency access to a structure, an SAF must be submitted to the NMC as described above. In this instance, the SAF shall be processed in the shortest possible time in consideration of the emergency nature of the works and the requirement to ensure H&S concerns are addressed.
- For Customer maintenance i.e. field engineers carrying out planned or emergency maintenance works on ground based equipment only, the Customer may contact the NMC to arrange access without the requirement to submit an SAF and being given a planned works number. For the avoidance of doubt, all construction works at ground level or on 2rn structures requires the submission of an SAF.
- The unique Planned Works No. is used to track site works and avoid double booking of site access visits.
- The Planned works No. shall only be valid for the period and works specified on the completed SAF.
- Within 2 days of the “requested finish date” outlined on the site access form the Customer shall confirm completion or otherwise of the works outlined in the site access form to the NMC.
- 2rn shall not issue keys to contractors/agents. The process of obtaining key access has been addressed in a letter sent to 2rn customers, dated, 1st June 2005.
- It will be the responsibility of the Customer to co-ordinate contractor access and egress to each site through their own local maintenance engineers.
- On arrival to, and departure from, all 2rn sites, contractors/agents must contact the NMC and where construction work is taking place, quote the planned works number (SAF number) each day. Telephone Number: 01-2082259 or 01-2082685.
- Customers must accept responsibility for their contractors/agents as outlined on the attached document. Any contractor/agent found to be in breach of any of the conditions shall be instructed to leave site immediately and have the keys they used to gain access confiscated. It shall be the responsibility of the Customer to ensure that their contractors/agents are made aware of and understand the contents of this document, a copy of which has been sent to all contractors on the Approved List.
- The list of approved contractors, authorised to work on 2rn structures is also attached. Each approved contractor will be required to attend induction training. On completion of this training a photo ID badge will be issued and only those riggers trained will be permitted to work on RTÉ structures as of 3rd October 2005. 2rn will give sufficient opportunity to each contractor to attend training. Please note that 2rn customers may request the inclusion of additional contractors to the approved contractor list. Approval may be granted in exceptional circumstances, for example, where a specialised service is required by a particular 2rn customer and such a service is not available within the approved contractors list.
- No climbers/personnel other than those selected from the approved contractors list shall be permitted access to 2rn structures.
- A Safety and Health Plan must be completed by the customer for all site works and have attached, 2rn’s site-specific risk assessment, which includes details of our NIR hazards for each specific structure. This document must be passed to the contractor and available on site for inspection if requested.
- Where a customer develops a fault on an antenna or other equipment, the NMC may be contacted at 01 2082259 in order to check activity on-site as a means of eliminating inadvertent disruption caused by another customers contractor.
2rn has a contractual relationship with each of its customers. It does not, however, have such a relationship with contractors. The following outlines contractor obligations to their clients within the framework of their client’s obligations under the terms of their licence agreements with 2rn.
- Contractors/agents shall consider each site to be a construction site at all times and shall therefore operate under normal construction site regulations. The following minimum requirements shall apply at all times:
- All site operatives must have valid Safe-Pass, CSCS, and 2rn photo ID etc. cards with them for inspection by 2rn staff.
- Construction site signage must be deployed. All operatives must be supplied with and wear appropriate PPE.
- Fall zones must be clearly marked and taped off to prevent inappropriate access.
- All personnel climbing on 2rn structures must be attached at all times.
- All works must be carried out in accordance the contractors/agents Safety Statement. An up-to-date copy of the safety statement must be registered with the Customer and available on request to 2rn.
- All operatives climbing 2rn structures must have valid climbing certificates and must have copies of their certificates with them on-site for inspection.
- Where work on-site involves climbing an 2rn structure, a minimum of two certified climbers must be on-site at all times.
- The Safety and Health Plan provided by the customer must be completed for each job and have attached, 2rn’s site-specific risk assessment, which includes our NIR hazards for each specific structure. This document must be available on site for inspection if requested. For jobs with a short duration ie. less than 2 days the contractors/agents may use a generic Safety Statement, which shall be available for inspection on site but must include 2rn’s risk assessment and a copy of the SAF (Site Access Form).
- For works forecast to last longer than three days, a more detailed site-specific method statement, including risk assessment shall be prepared and included with the safety & health plan and be available for inspection on site.
- A copy of the completed 2rn ‘Site Access Form’ (SAF) as obtained by the Customer must be available on-site for inspection.
- There can be two named site supervisors nominated on the SAF one of whom must be present on-site at all times.
- All contractors/agents must have registered confirmation of both Public and Employer Liability insurances with the client/customer companies. 2rn reserves the right to request proof of such insurances from the Customer at any time.
- Under no circumstances shall a contractor/agent or any of its employees operate at a height above that detailed on their insurance certificate or that stipulated on the approved SAF.
- 2rn, from its existing records, shall endeavour to identify all non-ionising radiation hazards via the approved SAF. Due to the complex combination of antenna types on structures, this information should not be relied upon as definitive. Therefore every crew accessing an 2rn structure must use personal NIR monitors to identify potential RF hazards. The risk associated with any identified hazard must be assessed using a properly calibrated RF hazard meter and suitable control procedures, which may involve power reductions, activated immediately and in accordance with ICNIRP guidelines. All power reductions will be co-ordinated through the NMC.
- Any such hazards will require onsite attendance by 2rn personnel and planned outages to equipment may result in delays in approving the SAF.
- It is 2rn’s intention to carryout unannounced site inspections to ensure that safety standards are being maintained at all times.
- Where a contractor has caused or believes he may cause inadvertent disruption to another operators equipment in the course of his actions on-site there is an obligation to contact the NMC at 01 2082259 and inform them of the specifics of this disruption.
- With the exception of delivery personnel, only the direct employees of the named contractors/agents on the site access form will be allowed on site. Any subcontractors to be used to carry out any part of the works must be named on the site access form and will be subject to the same conditions as the main contractor. Note: Any works, which involve accessing the structure, cannot be sub-contracted outside direct full time employees on the 2rn approved contractors list.
Where a contractor/agent is found to be in breach of any of the above conditions, as a minimum, their personnel shall be obliged to leave site immediately and any 2rn keys that may have been issued to them by the Customer will be confiscated. Depending on the seriousness of the breach of procedures, contractors may be removed from the list of approved contractors.
Contractors’ equipment must be certified and compliant with Irish safety standards. Where employee-training certification is required, it must be maintained in date. Riggers shall require climbing certification every two years. Employees must be trained in all equipment intended for use as part of the works.