2014 Emergency Measures and Fire Prevention Procedures
ADMINISTRATION
HOT WORK PROGRAM Hot Work Permit Instruction manual Your training requirements with instructions. Your new hot work permit and fire protection shutdown permit (FS‐002). Your procedures and responsibilities in this program. Modified on: August 2013
Emergency Measures and Fire Prevention Office McGill University 0
HotWorkProgram 2014
TableofContents
Part 1 Hot Work Program ................................................................................................................................ 3 1.1 Introduction ................................................................................................................................... 3 1.1.1 Alternatives to hot work ................................................................................................................ 3 1.1.2 Important components of this Hot Work Program ....................................................................... 4 Part 2 Hot Work Program Instructions ............................................................................................................ 5 2.1 Training session instructions ......................................................................................................... 5 2.2 Sample permit: Parts 1 and 2 ........................................................................................................ 6 2.3 Web Registration of the permit ..................................................................................................... 9 2.4 Roles and Hot Work Permit responsibilities ................................................................................ 10 2.4.1 Hot Work Permit Issuer ............................................................................................................... 10 2.4.2 Person Responsible for Site Safety.............................................................................................. 11 2.4.3 Fire surveillance for hot work / hot work Fire Watch ................................................................. 13 2.4.4 Occasional surveillance of hot work site/ Fire Monitor .............................................................. 14 2.4.5 Hot Work Permit process ............................................................................................................. 16 2.4.6 McGill tradesmen performing hot work ...................................................................................... 17 2.4.7 Contractor performing hot work ................................................................................................. 19 2.4.8 Contractor doing work for McGill community ‐ unrelated to Facilities Management ................ 21 2.5 Gas cylinders on hot work sites ................................................................................................... 22 Part 3 Administrative ..................................................................................................................................... 23 3.1 Hot Work Training Program ‐ Administrator ............................................................................... 23 3.1.1 Responsibilities of the Administrator .......................................................................................... 23 3.1.2 Participants training registration table ....................................................................................... 24 3.1.3 Hot Work training ‐ Administration work flow document .......................................................... 25 1 HotWorkProgram 2014
3.2 Sample report from the training session ..................................................................................... 26 3.3 Sample certificate from the on‐line training session ................................................................... 27 3.4 Hot Work Audits .......................................................................................................................... 28 3.4.1 Emergency Measures and Fire Prevention Procedure for Hot Work Audits ............................... 28 3.4.2 Hot Work Audit Form .................................................................................................................. 29 3.4.3 Audits by other University Safety units or Facilities Safety ........................................................ 30 Annexes ............................................................................................................................................................. 31 Annex A McGill Standards on hot work ..................................................................................................... 32 Annex B Hot work RFP insert or prequalification process insert for preferred contractors ..................... 34 Annex C Obtaining a Hot Work Permit ...................................................................................................... 36 Annex D Fire Protection Procedure for the Scheduled Interruption of Fire Protection Equipment ......... 40 Annex E Emergency Evacuation Procedure ............................................................................................... 44 Annex F Communication of fire incidents ................................................................................................. 46 Annex G How to use portable fire extinguishers ....................................................................................... 47 Annex H National Fire Code 1995 Hot Work Section 5.2 Hot Work ......................................................... 47 Annex I National Fire Code 1995 Section 3.1.4. and 3.1.2.4. on compressed gases .............................. 47 Annex J Sample: Hot Work Warning Sign ................................................................................................. 48 2 HotWorkProgram 2014
Part1 HotWorkProgram
1.1 Introduction
This Hot Work Permit Program was developed to decrease the risks associated with hot work at McGill and to ensure we trigger fewer unfounded fire alarms originating from construction and maintenance work. The program is supported by University Services and was designed to meet both legal and insurance requirements. The use of this program is mandatory for anyone performing hot work. When possible, alternative methods should be used. 1.1.1Alternativestohotwork
It is important that we establish safer cold methods for our trades. These work methods should be described in design and operations standards. They should be part of tender documents and contracts. Training on how and when to use these methods should be made available and the corresponding equipment should be provided for McGill staff maintenance teams. Examples of alternative methods: cold methods and/or less hazardous hot work: 








Roofing ‐ Cold roofing methods not requiring the use of a torch or standard mechanically attached/fully adhered, approved roof system vs. a torch applied roof system (McGill Roofing Standard 07 52 00). Approved self‐drilling or compressed air‐actuated steel roof deck fasteners vs. puddle welding. Mechanical removal and relocation of frozen piping to a heated area vs. thawing of piping in place with any form of hot work. Cutting ‐ Manual hydraulic shears vs. saw/torch cutting, reciprocating saw vs. radial saw. Pipe cutting ‐ Mechanical pipe cutter instead of a radial saw, screwed or flanged pipe vs. sweat soldering. Filling, polishing ‐ Manual file instead of a grinder. Assembling ‐ Using nuts and bolt methods or screwed in fittings instead of welding, threaded piping instead of welding where legally permissible. Application of floor tiles ‐ Heat gun instead of a propane torch for the heating of the adhesive (still hot work but less hazardous than the propane torch). Odd jobs such as loosening windows or doors ‐ Mechanical work should be done instead of using the propane torch. 3 HotWorkProgram 2014
1.1.2ImportantcomponentsofthisHotWorkProgram
1. The Hot Work Permit and Scheduled Interruption of Fire Protection Equipment are obtained through web registration. Scheduled interruptions approval of fire protection equipment and hot work notification to Emergency Measures and Fire Prevention, Security Services, Facilities Management and other partners will be done through this program. 2. McGill standards and General Conditions for tenders and for the prequalification process for preferred contractors are included. 3. Adequate hot work site fire watch followed by occasional monitoring are a required part of this program. 4. A Hot Work Training Program was adopted for McGill staff and external partners including preferred contractors and professionals. This web based training program can be taken on an individual basis, at one’s own pace. To register, you must make a request to fireprevention@mcgill.ca 5. Safety Audits: The program includes measures for auditing hot work sites for EMFP. The details of the McGill program are outlined in this document and include samples of the request pages for Hot Work and for Fire Protection‐Equipment Shutdown permits, the numbered permits it will print, a description of all responsibilities and a description of the administration and auditing process. EMFP staff are available to answer all inquiries with regards to hot work. Please do not hesitate to call us at (514) 398‐3473 email at fireprevention@mcgill.ca. You will find additional information on the Fire Prevention website: http://www.mcgill.ca/emo/fpo/ * Acronyms used within this manual: EMFP: Emergency Measures and Fire Prevention FPO: Fire Prevention Officer FM: Factory Mutual 4 HotWorkProgram 2014
Part2 HotWorkProgramInstructions
2.1 Trainingsessioninstructions
This training session is a requirement for anyone who wishes to issue a Hot Work Permit at McGill or be the Person Responsible for Site Safety. These rights are granted once EMFP has received your test results and certificate. In this session, you will receive the pertinent safety information needed to understand hot work safety, be tested during each session, and tested globally at the end. 1. Link for the training:  Use the link received by email from the EMFP office.  You are a registered user.  Enter the user name and the code provided in the email you received to access the training. 2. Find and click on the Hot Work Permit training session in the language of your choice. 3. Below is your lesson plan. Review each item including the testing (Mastery) at the end. The McGill Hot Work Permit is similar in theory to the FM Permit; the fire prevention principles are the same, however it has been adapted to the National Fire Code and our logistics are slightly different. Do not forget to print the report of your results, which you will find after leaving the hot work training session and the certificate. Send a copy to fireprevention.mcgill.ca For those experiencing technical difficulty, please consult Fire Prevention: (514‐398‐3473). 5 HotWorkProgram 2014
2.2 Samplepermit:Parts1and2
The following images are samples of the 2‐part permit: the first page is for the Permit Issuer and the second is for the hot work site. You will be filling them in partly from the website and the rest on the site of the hot work. Take note that the list of precautions is applicable to all hot work sites. A few items may be crossed out when they are not applicable. Make sure all conditions are met before signing your authorization to proceed with the work each day. 6 HotWorkProgram 2014
7 HotWorkProgram 2014
8 HotWorkProgram 2014
2.3
WebRegistrationofthepermit
1. The Hot Work Permit form can be found at http://www.mcgill.ca/emfp/fire‐prevention/hot‐work‐
procedure‐email Fill in all fields on the request form. 2. Click on the Process button on the form to register it and receive the numbered permit. Details of the automated web form process can be found in Annex C. Provisions have been made to allow changes after processing and to link the form with a Scheduled Interruption of Fire Protection Form (Annex D). 3. Return your permit to fireprevention@mcgill.ca when it has expired or when the hot work and the fire monitoring are completed. The Permit Issuer will receive the Hot Work Permit ready for the site evaluation, surveillance, and monitoring plan. Once the site has been adequately prepared and the fire watch is on site, the permit may be signed by the person responsible for site safety to authorize the work. 9 HotWorkProgram 2014
2.4 RolesandHotWorkPermitresponsibilities
2.4.1HotWorkPermitIssuer
A person representing McGill who is responsible for issuing Hot Work Permits and who has the knowledge/training of: 1. Basic construction material (combustibility) and building structures. 2. The dangers involved with hot work. The Permit Issuer has received McGill hot work training. 3. The fire alarm system operation (basic) and location of manual pull stations near the hot work site and adjoining at risk areas. 4. The Hot Work Permit Program and that a permit is issued for a specific location and for a specific period of time only. It cannot be applied to another location in the building or to a different time period. 5. How to use portable fire extinguishers. Responsibilities of the Permit Issuer *** Before opting to use hot work for a construction/renovation/maintenance operation, consider the use of cold methods to perform a task or less hazardous hot work. Do not hesitate to ask questions or to discuss any possible alternatives with EMFP (514‐398‐3473). 1. Request a Hot work Permit from the McGill auto registry website by filling in all the required fields on the form and submitting it. Print the resulting numbered permit. 2. Request a scheduled interruption of smoke detection 2 working days before the beginning of hot work. Weekends and holidays are not considered as notice for the Fire Protection – Equipment Shutdown FS‐
002 3. Discuss the work and risk assessment of the hot work location with the person responsible for site safety. Some risks in the work environment, may not be directly associated with the project so the person responsible for site safety must be informed of them to plan the site preparation (such as hazardous materials, vertical service shafts, combustible construction materials, etc.). For McGill Facilities Maintenance the Permit Issuer and the person responsible for site safety may be the same person. 10 HotWorkProgram 2014
2.4.2PersonResponsibleforSiteSafety
A person contractually responsible for the construction project including site safety may be the Person Responsible for Site Safety for hot work done on site and for its conformity to the McGill Hot Work Permit Program. This person may also be McGill staff responsible for staff safety for a maintenance work project or for a small project. This person has the knowledge/training of: 1. Basic construction material (combustibility) and building structures. 2. The danger involved with hot work and has received McGill hot work training. 3. The fire alarm system operation (basic) and location of manual pull stations near the hot work site and adjoining at risk areas. 4. The McGill Hot Work Permit Program and that a permit is issued for a specific location and for a specific period of time only. It cannot be applied to another location in the building or to a different time period. 5. How to use portable fire extinguishers. Responsibilities of the Person Responsible for Site Safety: 1. Discuss the work with the contractors, to verify his knowledge and comprehension of risks involved in the university setting. Verify the following points:  That the contractor physically doing the work understands the safety measures, the risks, and that the Hot Work Permit procedure must be adhered to.  That the contractor signs the terms set fourth in the permit with the knowledge that the work contract can be cancelled if the terms are not met.  That the contractor understands the sanctions for an unfounded alarm and for doing hot work without a Hot Work Permit.  That the contractor knows the location of the fire alarm pull station closest to the job (identify it on the permit).  That the contractor knows that smoking is not permitted in McGill buildings.  That the contractor knows that evacuation is obligatory for construction workers when fire alarms sound in the building and that all fire incidents, extinguished or not, must be reported to Security Services.  That the contractor knows how to reach this person at any time by cell phone. 11 HotWorkProgram 2014
2. Perform the hot work site verification, identify the required precautions for the work at hand, check the corresponding boxes off on the permit and show them to the hot work executants for compliance. Most items on the required precautions check list will be check marked at the end of this process. 3. Assign a fire surveillance person (Fire Watch) to the site for the duration of the work and the 60 minutes that follow during the planning phase. Surveillance must be continual. Make provisions for any type of work break (lunch, coffee) that would occur off site. They may assign more than one person if there are adjacent, vertical or horizontal areas at risk to be watched. 4. When the site is ready for work, with all precautions taken, and the designated, informed fire surveillance person is on site, sign the approval of the permit and post it on‐site with the Hot Work Warning Sign. 5. Verify the site monitoring plan on the permit and make sure that it will be in place after the fire watch. Any problems must be communicated to the Permit Issuer and FPO. 6. Ensure that the expired hot work permit is recuperated from the site. Send the expired permit to fireprevention@mcgill.ca . 7. If you need to revoke a permit for non compliance because the site conditions have changed unfavorably, do the following: 1. Get any interruption of fire protection equipment reinstated. 2. Continue with the 60 minute surveillance if hot work had begun. 3. Continue with the site monitoring once the surveillance period has elapsed. 4. Send a copy of the revoked permit to fireprevention@mcgill.ca and copy the Permit Issuer. 8. Site verifications will be done on hot work sites on an irregular basis by Emergency Measures and Fire Prevention and Security Services. Work may be interrupted for non‐conformity, due to safety concerns. In this case, follow Point 6 measure as a revoked permit. 12 HotWorkProgram 2014
2.4.3Firesurveillanceforhotwork/hotworkFireWatch
A person who is responsible for the surveillance of the hot work and has the following knowledge/training: 1. Construction materials (combustibility) and building structures. 2. The dangers involved with hot work. 3. The basic fire alarm system and location of manual pull stations near the hot work site and adjoining areas at risk. 4. The Hot Work Permit Program and that a permit is issued for a specific location and for a specific period of time only. It cannot be applied to another location in the building or to a different time period that has not been specified. 5. Training on the use of portable fire extinguishers. Responsibilities of the Fire Watch 1. Constant surveillance of the hot work site as requested by the Permit Issuer. This is to be done exclusively (no other tasks are permitted). 2. Surveillance of the immediate site or adjacent areas (more than one monitor may then be required). This includes any areas on floors above and/or below when you have openings to the hot work site. 3. In an emergency, pull the nearest manual station of the fire alarm system to evacuate the building and advise the fire department (911). The alarm station must be located before the project begins and be indicated on the permit. Call Security (numbers are on the permit) to advise of the situation at hand when it is safe to do so. Security must be advised of all fires, including those that were extinguished. 4. Use a portable fire extinguisher to extinguish the fire if it is safe to do so. 5. Advise the Permit Issuer of changing conditions on the hot work site such as excessive smoke, new combustibles on site, drying of the "wet" tarps or materials or any non‐respect of the hot work permit conditions. 6. Ensure the Hot Work Permit and warning sign remains posted on‐site during the operations. 7. Advise the Permit Issuer of the completion of the hot work; they will then call the electrician for reinstatement of any smoke detection bypassed for the work and to start the monitoring as planned. 8. Sign the permit after the site surveillance is completed, and the Permit Issuer may ask you to send it to Fire Prevention; fireprevention@mcgill.ca 13 HotWorkProgram 2014
2.4.4Occasionalsurveillanceofhotworksite/FireMonitor
A person who is responsible for monitoring hot work and has the following knowledge/training of: 1. The fire alarm system and location of manual pull stations near the hot work site and adjoining areas at risk. 2. The Hot Work Permit Program and the risks associated with hot work. 3. Training on the use of portable fire extinguishers. 4. Training on the use of a thermal imaging camera when needed. Responsibilities of the Fire Monitor The Fire Monitor will be called on‐site 60 minutes after the hot work has stopped and the constant fire surveillance of the site is terminated. Monitoring of the site can then begin. Monitoring consists of occasionally verifying the hot work site and any adjacent areas at risk, for latent fires that would have smoldered, undetected, for a period of time. In general, the monitoring is done for up to three hours but this will be specified by the Permit Issuer. A thermal imaging camera may be used to verify for hot spots. If there is a smell of smoke, the monitor will call Security 514‐389‐3000 (Downtown Campus) or 514‐398‐
7777 (Macdonald Campus) and investigate further. If there is any evidence of a fire, the fire alarm system will be triggered using a manual pull station and, if it is safe to do so, the Fire Monitor will use the closest portable fire extinguisher to extinguish the fire. Monitoring options to be considered by the Permit Issuer for a hot work site: 1. Circumstances: The site, and any adjacent areas at risk, is provided with smoke detection that has been reactivated at the end of the hot work. Monitoring may consist of a person touring the site and any adjacent areas at risk once. The smoke detection would be sufficient monitoring after that. 2. Circumstances: The site, and any adjacent areas at risk, will be occupied by informed staff continuously for the next three hours. Monitoring may consist of a person touring the site and any adjacent areas at risk once while advising the informed occupants to watch for fire over the next three hours and to pull a manual alarm located near the exit should there be any sign of fire. 14 HotWorkProgram 2014
3. Circumstances: The site, and any adjacent areas at risk, may not be occupied by staff continuously for the next three hours and/or it is not entirely equipped with functional smoke detection. Monitoring may consist of a person touring the site and any adjacent areas at risk once to verify for any trace of fire, then performing subsequent site rounds at a frequency no less than once per hour and as determined by the Permit Issuer. 4. Circumstances: The hot work site is on a roof and adjacent sites at risk may be in the roof space or areas below, regardless of the roof construction material, ventilation openings and/or other. Monitoring may consist of a person touring the site and any adjacent areas at risk using a portable thermal imaging camera to verify for hot spots. Afterwards, maintaining a constant fire watch on the roof for up to three hours except for the time needed to perform site rounds in the areas at risk below the hot work site at a frequency no less than once per hour. 5. Circumstances: The hot work site is inside a vertical technical shaft and adjacent areas at risk are any areas which have openings into this shaft, including areas above and/or below. Access into the space is difficult and the thermal imaging camera may not always be effective because of the shaft construction. Sparks can travel far into the shaft because of chimney effects and conditions could be appropriate for a smoldering fire. Monitoring may consist of a person frequently touring the hot work site and areas at risk adjacent to the shaft during the full three hours because of the risks associated with this type of circumstance. EMFP may be consulted to discuss any special cases during the planning stages of hot work: it may be difficult for an FPO to get to a site at the last minute. Contact information can be found on the Emergency Measures and Fire Prevention Website http://www.mcgill.ca/emo/contact/ 15 HotWorkProgram 2014
2.4.5HotWorkPermitprocess
16 HotWorkProgram 2014
2.4.6McGilltradesmenperforminghotwork
McGill trade employees are responsible for the safe execution of hot work under the responsibility of a Sector Supervisor. The person executing the hot work must have: 
A competency card for performing hot work such as welding and cutting (when applicable). 
Practical knowledge of the dangers involved with hot work. 
Knowledge of the location of the closest fire alarm, manual pull stations to the hot work site and to adjoining areas (horizontal or vertical) at risk. 
Knowledge of the Hot Work Permit Program. The employee has received the McGill hot work training and knows that a permit is issued for a specific location and for a specific period of time only. The permit cannot be applied to another location in the building or to a different time period that is not specified. Training on the use of the portable fire extinguishers. An extinguisher must be brought on site. 
Responsibilities of the Tradesmen ***Before opting to use hot work for a construction/renovation/maintenance operation, use cold methods to perform your task or less hazardous hot work. Discuss any possible method changes with your supervisor for approval. 1. If no other alternatives to hot work can be found to complete the task, inform your Hot Work Permit Issuer of the required work at least 2 working days before it needs to be done. Weekends and holidays do not count as notice for the Scheduled Interruption of Fire Protection Equipment (48 hour notice required). 2. Maintaining the hot work equipment in good working order and taking all the necessary safety precautions in their use. 3. Cylinders in use must be secured and protected from physical damage. No storage of cylinders on site without specific authorization of the Permit Issuer or Fire Prevention Officer. Spare cylinders of combustible gases and oxygen would have to be stored as required in the National Fire Code. 4. After a comprehensive risk assessment of the environment in which the work will be performed is done, review the hot work permit precautions with the McGill Permit Issuer and make sure all the necessary precautions are followed during the course of the project. You must report any subsequent, significant changes to the site to the Permit Issuer. 5. All the protective equipment required by the Permit Issuer must be brought to the hot work site. This will always include a maintained and tagged portable fire extinguisher (Classification 2A10BC). Building fire extinguishers must not be moved to the site for hot work protection. 17 HotWorkProgram 2014
6. The following may be requested for the site: 




ULC or FM approved fire resistant tarps or pads (floor protection) Spark or radiation screens Metal sheets Pump tank (for water) and sand Smoke evacuator 7. A bilingual Hot Work Warning Sign with the following information must be provided for the site (see Annex J): Travail à chaud en cours / Hot Work in Progress Gare au feu Watch for Fire Pour toute urgence communiquer avec le 911 et les Services de la Sécurité 514‐398‐3000 (centre‐ville) et 514‐398‐7777 (Campus Macdonald) 8. Hot work site ventilation may not be done through staircases or by maintaining fire doors open. 9. Before the hot work can proceed, a designated fire watch must be on site and maintained through the whole process. 10. Once the hot work is completed or stopped for any reason; 

A 60 minute fire watch must be continued on site by the fire watch. If it is completed or stopped for the day, any fire detection must be immediately reactivated. You must inform the Permit issuer that the hot work has ceased on site so the electrician may be called in. 11. The worker must sign and date the hot work permit attesting that he has read, discussed the site safety and accepts to follow the conditions of the permit. 18 HotWorkProgram 2014
2.4.7Contractorperforminghotwork
A contractor is defined as an external company with an employee responsible for the safe execution of hot work on a McGill project, managed by a McGill Project Representative or a General Contractor on a construction site. The person executing the hot work must have: 
A competency card for performing hot work such as welding and cutting (when applicable). 
Practical knowledge of the dangers involved with hot work. 
Knowledge of the location of the closest fire alarm, manual pull stations to the hot work site and to adjoining areas (horizontal or vertical) at risk. To be located prior to work beginning. 
Knowledge of the Hot Work Permit Program. A permit will be issued for a specific location and for a specific period of time only. It cannot be applied to another location in the building or to a different time period. 
Training on the use of the portable fire extinguishers: an appropriately maintained extinguisher must be brought on site by the contractor as established in the work contract. Responsibilities of the contractor: ***Before opting to use hot work for a construction/renovation/maintenance operation, use cold methods to perform your task or less hazardous hot work. Discuss any possible method changes with the McGill Project Representative for approval. 1. If no other alternatives to hot work can be found to complete the task, inform your hot work Permit Issuer (McGill Project Representative) of the required work at least 2 working days before it needs to be done. Weekends and holidays do not count as notice for the Scheduled Interruption of Fire Protection Equipment (48 hour notice required). 2. The contractor has the responsibility of maintaining his equipment in good working order and of taking all necessary safety precautions in their use. 3. Cylinders in use must be secured and protected from physical damage. No storage of cylinders on site without specific authorization of the Permit Issuer or Fire Prevention Officer. Spare cylinders of combustible gases and oxygen would have to be stored as required in the National Fire Code. 4. After a comprehensive risk assessment of the environment in which the work will be performed, the person performing the hot work must go over the hot work permit with the person responsible for the hot work site safety and ensure that all necessary precautions are followed during the course of the project. Any subsequent changes to the site must be reported to that person. 19 HotWorkProgram 2014
5. The hot work contractor must always ensure the necessary safety equipment is available for the protection of the hot work site, as the person responsible for the site safety deems necessary. The hot work contractor may be requested to use and bring to the site: 




6.
ULC or FM approved Fire resistant tarps or pads (floor protection) Spark or radiation screens Metal sheets Pump tank (for water) and sand Smoke evacuator A 2A 10BC rated, ULC listed portable fire extinguisher must always be brought to the hot work site and it must have been properly maintained by the contractor (with maintenance tag). Building fire extinguishers may not be moved to the site for hot work protection. 7. A bilingual Hot Work Warning Sign with the following information must be provided for the site (see Annex J): Travail à chaud en cours / Hot Work in Progress Gare au feu Watch for Fire Pour toute urgence communiquer avec le 911 et les Services de la Sécurité 514‐398‐3000 (centre‐ville) et 514‐398‐7777 (Campus Macdonald) For emergencies communicate with 911 and Security Services 514‐398‐3000 (Downtown) or Campus Security at 514‐398‐7777 (Macdonald Campus) 8. Hot work site ventilation may not be done through staircases or by maintaining fire doors open. 9. Before the hot work can proceed, a designated fire watch must be on site and it must be maintained through the entire process. 10. Once the hot work is completed or stopped for any reason: 

A 60 minute fire watch must be continued on site by the fire watch. If it is completed or stopped for the day, any fire detection must be immediately reactivated. The contractor must inform the Permit Issuer that the hot work has ceased on site so the electrician may be called in. 11. The worker must sign and date the hot work permit attesting that he has read, discussed the site safety and accepts to follow the conditions of the permit. 20 HotWorkProgram 2014
2.4.8McGillcommunityrequestingHotWork‐unrelatedtoFacilitiesManagement
The member of the community may issue a hot work permit for his project as long as he has followed the McGill hot work training and sent us his results, participated in the program information session and is ready to be responsible for the site safety. The person will have to provide a fire watch and see to site monitoring afterwards. If there is fire detection on site, a request will have to be made to deactivate it. The fire department issues a fine for unfounded alarms caused by this type of work: FPO will bill the responsible party $3000.00 Fines may also be issued by the city for negligent Hot Work Safety. Note: If this is not possible, contact FCC at 514‐398‐4555 to have Facilities Operations fully manage the hot work project, including the choice of contractor for the hot work, at your expense. The contractor executing the hot work must follow: section 2.4.7. Responsibilities of the member of the community: See sections 2.4.1 to 2.4.4 ***Before opting to use hot work for a construction/renovation/maintenance operation, use cold methods to perform your task or less hazardous hot work. Discuss any possible method changes with the McGill Fire Prevention Officer as described in the previous sections. 1. If no other alternatives to hot work can be found to complete the task, and you accept the responsibility for the hot work as described in previous sections, inform your McGill Fire Prevention Officer of the required work at least 3 working days before it needs to be done. Weekends and holidays do not count as notice for hot work or for the Fire Protection ‐ Equipment shutdown (48 hour notice required). You will also need to fill in a web request for the equipment shutdown. 2. Request a Hot Work Permit from the McGill Hot Work website and call FPO (514‐398‐3473). For this type of small project, obtain guidance from FPO for your site surveillance for the hot work and monitoring. Any costs associated with the work, such as the electrician to deactivate the smoke detection, fire watch and fire monitor, equipment rental, etc. must be covered by the person responsible for the project. 3. Ensure the contractor knows his responsibilities in the hot work program and follows them. Section 2.4.7. of this instruction manual. 21 HotWorkProgram 2014
2.5 Gascylindersonhotworksites
Regulations applicable* at McGill regarding the gas cylinders are the 2010 National Fire Code and CSA W117.2‐06. However, this basic safety precaution must be adhered to: 1. Only the cylinders currently required for the hot work are permitted to be kept on site. This applies to full or empty cylinders; storage of spares is generally not permitted on site at McGill. If storage is needed, the Permit Issuer, person responsible for site safety and/or FPO must be consulted about the arrangements. Notes: 
Single cylinders of oxygen and fuel gas that are mounted on an appropriate cylinder cart or that are attached securely against a wall at a workstation are not considered to be in storage. 
Cylinder valves must be closed and equipped with protection caps when the cylinders are not in use. 
When individual cylinders are to be moved manually, the cylinders should be moved using a suitable cylinder cart with the cylinders properly secured. Dragging, sliding, and rolling cylinders on their sides are prohibited. (CSA W117.2‐06 9.9.3.7). *References cited are available in our office for consultation. 22 HotWorkProgram 2014
Part3 Administrative
3.1HotWorkTrainingProgram‐Administrator
3.1.1ResponsibilitiesoftheAdministrator
1. Maintain the list (name and email) of individuals who need to be trained in hot work. Supervisors will need to request training for their new staff, preferred contractors, professionals or contractors from the administrator. A permit may not be issued by someone without the hot work training. 2. The training should be repeated every three years at the discretion of the supervisor. 3. The community and personnel will contact fireprevention@mcgill.ca for the training access code for each participant. FM Global will provide the codes for their training session to the administrator within approximately two weeks. 4. Register the Affiliated FM access codes supplied and provide the access code to each individual required to do the training in the control form. 5. Request a copy of the training results report from each participant. Available from the websites’ progress report of each individual. 6. Ensure each trainee follows the hot work procedure information session with FPO and provide the Hot Work Program Instruction Manual (this document) to each participant when they follow the session. The power point presentation is not included in this manual. 23 HotWorkProgram 2014
3.1.2Participantstrainingregistrationtable
24 HotWorkProgram 2014
3.1.3HotWorktraining‐Administrationworkflowdocument
25 HotWorkProgram 2014
3.2 Samplereportfromthetrainingsession
26 HotWorkProgram 2014
3.3 Samplecertificatefromtheon‐linetrainingsession
(Name of participant)
(Training date)
27 HotWorkProgram 2014
3.4 HotWorkAudits
3.4.1EmergencyMeasuresandFirePreventionProcedureforHotWorkAudits
Purpose: To verify that the hot work procedure is being adequately followed. The procedure for the Hot Work Permit is in place to ensure the safety of the community and to prevent unfounded fire alarms in McGill buildings.
Responsibility: The Fire Prevention Office has the responsibility of performing procedural audits. Procedure: A work procedure was established for the FPO to perform hot work audits at varying intervals with a standard audit form. If deficiencies are found on site the FPO will immediately: 1. Interrupt the work until the deficiencies can be corrected (rapid adjustment). 2. Revoke the permit because site practices are unsafe and important and cannot be corrected within a reasonable amount of time. The Fire Prevention Officer will advise the Permit Issuer immediately. If the permit is revoked by the Permit Issuer, by Security, by Facilities or by FPO, the details will be added in the hot work database of registered permits for statistics and accountability. The Fire Prevention Officer responsible for hot work will take note of any negative trends with contractors, Permit Issuers, Surveillance or Monitoring, such as unfounded alarms, revoked permits, and hot work brought to our attention because of the lack of a permit or an actual fire. This will be brought to the attention of Facilities Management for redress when it is detected. 28 3.4.2HotWorkAuditForm
Note: This form is an internal use document for FPO Audit ‐ Permis de travail à chaud Date de la visite du site de travail à chaud : ___________ Heure : ______________ No du permis vérifié sur les lieux : ___________________ Travail exécuté par : Employé de l’Université McGill :  Entrepreneur externe :  Lieux des travaux, date et heure, tel qu’indiqué au permis : Oui  Non  ______________________________________________________________________ Notes sur le travail à chaud (s’il y a lieu) : ______________________________________________________________________ ______________________________________________________________________ Permis signé : Oui  Non  Permis affiché : Oui  Non  Coordonnées du délivreur du permis : Formation reçue sur le travail à chaud : Oui  Non  Nom : ___________________________ Tél : ____________________ Personne responsable pour la sûreté des lieux: Formation reçue sur le travail à chaud : Oui  Non  Nom : ___________________________ Tél : ____________________ Surveillant d’incendie sur les lieux : Oui  Non  Tous les espaces à risque sont surveillés: Oui  Non  Remplaçant prévu pour les pauses : Oui  Non  ____________________________________ Dernier contrôle prévu adéquat (veille 3 h ou autres): Oui  Non  ____________________________________ Système d’alarme désactivé : S/O  Oui  Non  Localisation de déclencheur manuel d’alarme à proximité : S/O  Oui  Non  Gicleurs automatiques en service : S/O  Oui  Non  Extincteur portatif dédié : Oui  Non  __________________________ Protection adéquate du site dans un rayon de 15 m (50 pi)? Oui  Non  (recommandations ci‐dessous) ____________________________________________________________________________________ ____________________________________________________________________________________ Entreposage de bouteilles de gaz : Oui  Non  Changement demandé au site : Oui  Non  ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Permis révoqué: Oui  Non  ________________________________________________________________________ ________________________________________________________________________ Délivreur du permis informé : Oui  Non  Service de sécurité informé : Oui  Non  Suivi requis de Gestion des installations pour de la formation supplémentaire : Oui  Non  Signature : _____________________________________ Date : _______________________ Inspecteur en prévention des incendies 29 HotWorkProgram 2014
3.4.3SiteverificationsbyotherUniversitySafetyunitsorFacilitiesSafety
These units may develop their own safety audit procedures. 30 Annexes
31 AnnexA McGillStandardsonhotwork
McGill Standards Division 01 ‐ General Requirements Hot Work Operations Part 1 General 1.1 Summary In general, follow the standards below when specifying the methods of assembly, installation, construction or demolition on a project, on McGill property. Unless otherwise indicated, these standards are not intended to restrict or replace professional judgment. 1.2 Design requirements In order to protect workers, the public, and the property, specify to the General Contractor safe alternatives to using hot work in the project whenever it is possible and can produce the desired result. Examples of alternative methods: cold methods or less hazardous hot work: 








Roofing ‐ Cold roofing methods not requiring the use of a torch or standard mechanically attached/fully adhered, approved roof system vs. a torch applied roof system. Approved self‐drilling or compressed air‐actuated steel roof deck fasteners vs. puddle welding. Mechanical removal and relocation of frozen piping to a heated area vs. thawing of piping in place with any form of hot work. Cutting ‐ Manual hydraulic shears vs. saw/torch cutting, reciprocating saw vs. radial saw. Pipe cutting ‐ Mechanical pipe cutter instead of a radial saw, screwed or flanged pipe vs. sweat soldering. Filling, polishing ‐ Manual file instead of a grinder. Assembling ‐ Using nuts and bolt methods or screwed in fittings instead of welding, threaded piping instead of welding where legally permissible. Application of floor tiles ‐ Heat gun instead of a propane torch for the heating of the adhesive (still hot work but less hazardous than the propane torch). Odd jobs such as loosening windows or doors ‐ mechanical work instead of using a propane torch. Part 2 Hot Work Procedure 1. McGill will not tolerate fires and/or explosions caused by hot work or allow conditions that may lead to these hazardous events. Hot work may only be conducted on the premises outside of designated hot work areas if authorized by designated facility personnel and the following conditions are verified: 1.1 No other suitable non‐hot work means can be found to produce the desired result. 1.2 No other safe location can be found to do the hot work. 32 1.3 The designated/trained person(s) involved with authorizing and conducting the hot work have complied with all hot work permitting process requirements, including all precautions and required follow‐up actions. This includes: constant site surveillance during and for 60 minutes when the work is interrupted plus subsequent monitoring for maximum of 3 hours = total of 4 hour fire watch. Contractors hired to do work potentially involving hot work must comply with all requirements of the hot work permitting process and will be overseen by a designated University employee. 2. Only standard McGill contracts will be issued and clearly marked. Safety/procedural compliance and named insured clauses are non‐negotiable. 3. All employees and other persons doing hot work on these premises must have received the necessary education to be able to accept responsibility for safe, loss‐free hot work operations. The executer of hot work on‐site must have practical knowledge of the dangers involved with hot work operations and must have knowledge of the McGill Hot Work Permit requirements. Hot work will be coordinated with the Project Manager or McGill Facilities Supervisor. 4. Failure to comply with this procedure will be cause for disciplinary action whether the failure lies with the worker doing the work or the person supervising the work being done. 33 AnnexB HotworkRFPinsertorprequalificationprocessinsertfor
preferredcontractors
Hot Work Procedure 1. McGill will not tolerate fires and/or explosions caused by hot work or allow conditions that may lead to these hazardous events. Hot work may only be conducted on the premises outside of designated hot work areas if authorized by designated facility personnel and the following conditions are verified: 1.1 No other suitable non‐hot work means can be found to produce the desired result. 1.2 No other safe location can be found to do the hot work. 1.3 The designated/trained person(s) involved with authorizing and conducting the hot work have complied with all hot work permitting process requirements, including all precautions and required follow‐up actions. This includes: constant site surveillance during and for 60 minutes when the work is interrupted plus subsequent monitoring for maximum of 3 hours = total of 4 hour fire watch. Contractors hired to do work potentially involving hot work must comply with all requirements of the hot work permitting process and will be overseen by a designated University employee. 2. Only standard McGill contracts will be issued and clearly marked. Safety/procedural compliance and named insured clauses are non‐negotiable. 3. All employees and other persons doing hot work on these premises must have received the necessary education to be able to accept responsibility for safe, loss‐free hot work operations. The executer of hot work on site must have practical knowledge of the dangers involved with hot work operations and must have knowledge of the McGill Hot Work Permit requirements. Hot work will be coordinated with the Project Manager or McGill Facilities Supervisor. 4. Failure to comply with this procedure will be cause for disciplinary action whether the failure lies with the worker doing the work or the person supervising the work being done. Sanctions 1. A Hot Work Permit is required for all hot work performed on McGill property. The line of conduct dictated by the Hot Work Permit Program must be strictly adhered to. Failure to abide with the McGill Hot Work Policy may result in the termination of the contract. 2. Contractors have the responsibility of advising the McGill Project Manager at least 2 working days in advance of any operations they need to perform that may produce smoke or significant dust. Weekends and holidays do not count as notice for hot work or for the scheduled interruption of fire protection equipment FS‐002. Failure to advise the Project Manager of these operations, which inadvertently result in an unfounded fire alarm in the building, will be sanctioned. A fine will be charged to the negligent party should an investigation by McGill find the party responsible. 34 Priority to alternative means In order to protect workers, the public, and the property, safe alternatives to using hot work in McGill projects must be given priority whenever it is possible and can produce the desired result. Examples of alternative methods: cold methods or less hazardous hot work: 








Roofing ‐ Cold roofing methods not requiring the use of a torch or standard mechanically attached/fully adhered, approved roof system vs. a torch applied roof system. Approved self‐drilling or compressed air‐actuated steel roof deck fasteners vs. puddle welding. Mechanical removal and relocation of frozen piping to a heated area vs. thawing of piping in place with any form of hot work. Cutting ‐ Manual hydraulic shears vs. saw/torch cutting, reciprocating saw vs. radial saw. Pipe cutting ‐ Mechanical pipe cutter instead of a radial saw, screwed or flanged pipe vs. sweat soldering. Filling, polishing ‐ Manual file instead of a grinder. Assembling ‐ Using nuts and bolt methods or screwed in fittings instead of welding, threaded piping instead of welding where legally permissible. Application of floor tiles ‐ Heat gun instead of a propane torch for the heating of the adhesive (still hot work but less hazardous than the propane torch). Odd jobs such as loosening windows or doors ‐ mechanical work instead of using a propane torch. Safety Equipment to bring on site The hot work contractor must always ensure the necessary safety equipment is available for the protection of the hot work site, as the Permit Issuer deems necessary. He may be requested to use and bring to the site: 




ULC or FM approved Fire resistant tarps or pads (floor protection) Spark or radiation screens Metal sheets Pump tank (for water) and sand Smoke evacuator A 2A 10BC rated, ULC listed portable fire extinguisher must always be brought to the hot work site and it must have been properly maintained by the contractor (with maintenance tag). Building fire extinguishers may not be moved to the site for hot work protection. A bilingual Hot Work Warning Sign with the following information must be provided for the site: Travail à chaud en cours / Hot Work in Progress Gare au feu Watch for Fire Pour toute urgence communiquer avec le 911 et les Services de la Sécurité 514‐398‐3000 (centre‐ville) et 514‐398‐7777 (Campus Macdonald) For emergencies communicate with 911 and Security Services 514‐398‐3000 (Downtown) or Campus Security at 514‐398‐7777 (Macdonald Campus) 35 AnnexC Obtainingahotworkpermit
Request to be made from EMFP website with at least 2 day notice to obtain the permit and plan the work, in case an equipment shutdown is required. We detail the process here but if you have any questions do not hesitate to contact us (514‐398‐3473 or fireprevention@mcgill.ca) Click on the link on our website and enter your special user name and password to begin the process. 1. Request: Most information is required data on each form. An error message will appear if you omit details. 36 2. Pop up after submitting your form : After processing your request, a pop‐up will give you the possibility of making a request for a Scheduled Interruption of fire protection equipment with part of the information you just provided for the hot work. From this pop‐up you will have immediate access to your Hot Work permit since you are not waiting for an approval. 37 3. Editing your request You will receive an email with the hot work permit that will give you the possibility of modifying your request. Corrections are possible until the permit is locked in by FPO. 38 When your permit has been locked in, modifications will be denied and a clone of your request form will be offered to submit a new request. Processing at this stage will create a new permit so please advise FPO if the old permit is no longer valid. 39 AnnexD‐FireProtection–Equipmentshutdown
Making your request on line Request to be made on our website with at least 48 hour notice to obtain the authorization and safety instructions for the shutdown of electricity, of the fire prevention water supply, of components of the fire alarm system or of fire protection equipment (sprinkler protection, fire pump or standpipe). We detail the process here but if you have any questions do not hesitate to contact us (514‐398‐3473 or Fireprevention@mcgill.ca) 1. Request: ** Most information and the notice are required data on each form. An error message will appear if you omit details. 40 2. Pop up after submitting your form : After processing your request, a pop‐up will give you the possibility of making a request for a Hot Work Permit with the information you just provided for the Fire protection equipment shut‐down. 3. Confirmation email You will receive an email with a link to edit your request for a quick fix, a link to extend this job (new request with same basic information) and a link to submit a hot work request if you haven’t done so. 41 4. Editing denied You will only be able to edit it until FPO locks it in for processing. You will need to contact FPO if you need to modify your request. In the interest of saving time, a link is offered on this message to a request form with the same basic information as in your previous request. Processing of this new form is unrelated to any other request. 5. Approval After the review by the Fire Prevention Officer, you will receive an email with the approval or denial to your request. With the approval comes the ES permit with the instruction that must be followed. On this email you will again have a link to requesting a hot work permit if it is needed and has not already been done. The ES permit will have this appearance. 42 With denials or with equipment shutdowns that are not required, an email will be sent to inform the requestor of the situation. Forms, permits and emails are all bilingual or provided in French and English. Instructions will be in one language, as circumstances dictate. 43 AnnexE EmergencyEvacuationProcedure
The purpose of this document is to establish McGill’s responsibilities and procedures to be followed in the event of an emergency. Emergency evacuation procedures are designated to ensure the safety of people in buildings during emergencies by coordinating and controlling building evacuations until the appropriate emergency services arrive. An emergency can be defined as any event, natural or man‐made, which endangers the lives of the community and their visitors within the building requiring an immediate response. All McGill University Faculties, staff, and students are responsible for knowing appropriate emergency information for their work areas, classrooms, and/or living areas. This includes: emergency plans, exits, alternate routes of egress, and the location of pull alarm stations, portable fire extinguishers and meeting points. Emergency evacuation plans are located in strategic locations on each floor of all campus buildings. Members of the McGill community should become familiar with these plans as well as the location of pull alarm stations, emergency exits, and portable fire extinguishers in their area. In the event of an emergency with the necessity of evacuation, a pull alarm station must be activated. In case of fire: Anyone discovering a fire, smoke, strong smell of burning or of an unusual nature, should immediately: 




Pull the fire alarm station. If it is safe and you are trained to do so, use the correct fire extinguisher to put out the fire. Begin evacuation procedures as describe below. Once evacuated, inform the authorities of the location and nature of the fire, the unsafe exits, persons requiring assistance, and other pertinent details. Remain available to Security to fill in incident reports. In case of a fire alarm in your building: Always begin evacuation procedures, as follows: 








Secure any hazardous materials before leaving and quickly perform any “Equipment Shutdown Procedures”, if applicable. Evacuate the premises in a swift, orderly fashion using the nearest safe exit. Do NOT use the elevators. Follow the instructions of Evacuation Team. Provide assistance to persons with disabilities or with special needs. Move completely away from the building. Go to the meeting point*, as directed by the evacuation team, or at a distance of at least 100 m from the building. When you are away from any danger, call 911 and McGill Security: for Downtown Campus call (514) 398‐3000 and for MacDonald Campus call (514) 398‐7777. If you have special knowledge about the evacuation or incident remain available to Security and the authorities. Inform them of the location and nature of the fire, injuries, persons requiring assistance and other pertinent details. Remain available to Security to fill in incident reports. You may only re‐enter the premises when it is officially authorized. 44 Simply use your common sense. Be prepared by knowing your work area, the equipment you work with, and the fire protection equipment, such as portable fire extinguisher, manual pull station, etc. Have in mind that your personal safety comes first. * Building specific meeting points have been identified to provide a location for evacuees to gather upon exiting their building. Evacuees should follow the direction of the emergency evacuation personnel to their appropriate meeting point. 45 AnnexF Communicationoffireincidents
Procedure for the Communication of fire incidents on Campus
Purpose: To have all fire incidents investigated by the Fire Prevention Office and/or Security Services and/or the Montreal Fire Department to prevent the loss of property. To review incidents and investigation reports to improve Fire Prevention on Campus. Responsibility: It is primarily the responsibility of the client, the Fire Prevention office and Security Services to maintain consistent communication. Procedure: McGill Managers: Advise all McGill Staff and Contractors working on McGill property that they have a duty to report all incidental fires to Security Services (Downtown Security 514‐398‐3000 – Macdonald Campus Security 514‐398‐7777) regardless of the size, cause or location (McGill Facilities or McGill properties). Fires that have been extinguished without triggering an alarm must also be reported. 1. Activate the fire alarm pull station. 2. Evacuate. 3. Call 911 from a hard line or cell phone then call Security at (514) 398‐3000 (Downtown) or (514) 398‐7777 (Macdonald). Advising Contractors: Distribution of this directive when a contract is awarded constitutes proper advising. The manager of the contracting firm will then be responsible to advise all workers of this directive. Advising Staff: A reminder during staff meetings and the posting of these instructions on staff bulletin boards constitutes proper advising. Staff can then advise technicians, students or guests. Incident Report must be completed for each event. 


Send a copy to FPO, Send a copy to Security Send a copy to Project Manager, if required. 46 AnnexG Howtouseportablefireextinguishers
Please consult our webpage: http://www.mcgill.ca/emo/fpo/protectionequipment/extinguishers AnnexH NationalFireCode1995HotWorkSection5.2HotWork
Available at our offices at 3610 McTavish, 3rd floor for consultation purposes AnnexI NationalFireCode1995Section3.1.4.and3.1.2.4.on
compressedgases
Available at our offices at 3610 McTavish, 3rd floor for consultation purposes 47 AnnexJSampleWarningSign
Suggested format for signage on hot work sites: free standing with a hot work specific message on both sides. 48