corporate procurement unit site & security
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CORPORATE PROCUREMENT UNITSITE & SECURITY PROCEDURESST PANCRASVERSION 8 APR 09
SITE PROCEDURES ST PANCRAS VERSION 8 PAGE 1 OF 14
CORPORATE PROCUREMENT UNITSITE & SECURITY PROCEDURESST PANCRASVERSION 8 APR 09
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
SITE PROCEDURES ST PANCRAS VERSION 8 PAGE 2 OF 14
CORPORATE PROCUREMENT UNITSITE & SECURITY PROCEDURESST PANCRASVERSION 8 APR 09
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.
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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.
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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.
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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
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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.
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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.
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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;
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• 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
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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
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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
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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.
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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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