Estates and
Buildings
Title
1.0
2.0
3.0
4.0
5.0
6.0
Utility Services Shutdowns
Part 1
PURPOSE
0.1
The purpose of this Work Instruction is to define the necessary steps be taken prior to a utility
service shutdown.
DEFINITIONS
2.1
Utility Services: For the purpose of this Work Instruction, gas, water, high pressure water, steam,
compressed air, medical gases, electricity, telephones, data networks, alarm systems, heating,
cooling and air conditioning will be considered to be utility services.
2.2
Shutdown: The interruption of the provision of a utility service which may affect the normal use of a
building or department
2.3
Major Shutdowns: Shutdowns, which affect more than one building. In such cases, each should be
addressed in a project specific nature and all concerned parties notified with an aim of allowing full
and detailed discussion to be undertaken prior to the instruction of the works. The general principles
of this procedure should where possible be followed for such shutdowns.
ACTION
3.1
New Works/Refurbishment Projects
3.1.1 Utility service shutdowns may be required during the course of a project to enable modifications or
other operations to be carried out to one or more utility distribution system.
3.1.2 Requests for a utility service shutdown usually originate from a Project Officer managing a project,
from the Design Team, or Maintenance Department personnel. In all cases the request shall be
directed to the Assistant Director (Maintenance) who shall delegate responsibility to the appropriate
engineer (Designated Engineer) to supervise the shutdown work. In the case of a capital or
refurbishment project, the request for a shutdown shall be copied to the Services Consultant along
with the contractor’s comprehensive method statement, where relevant.
3.1.3 On receipt of a request for a shutdown, the Assistant Director (Maintenance) shall arrange a
preliminary assessment of the scope of the works by the Designated Engineer. An approach shall
then be made to the affected building or departmental users, by the Project Officer, to negotiate
dates to carry out the work and establish any user restrictions which require to be accommodated,
such as, supplies required for continuous processes, freezers and the like.
3.1.4 The date and user restrictions shall be confirmed in writing by the departmental user to Project
Officer. A notice of shutdown shall be issued once the requirement for a shutdown is known, further
more detailed notices to be issued when details are made available. Where possible, notice three
weeks in advance of shutdowns should be given, with a minimum of three working days. The
Project Officer shall issue the notices, a project specific “Notification of Services Shutdown” notice
should be issued on each occasion. The Building Contact is to advise of any difficulties that may
arise in the interim period.
3.1.5 The Designated Engineer shall notify the Contractor of locations from where temporary supplies can
be taken. It is the responsibility of the contractor to provide and monitor provision of temporary
services for the duration of the shutdown. In the case of a week-end shutdown temporary supplies
are to be provided and operational to all notified areas, no later than 2.30pm on the preceding
Friday and continue to the following Monday. If necessary, the issue of a permit to work shall be
arranged with the Designated Engineer or the University Radiation Protection Advisor.
3.1.6 On confirmation of a date for a shutdown, the Designated Engineer shall confirm in writing the
“Responsible Person from Estates & Buildings Maintenance” who shall be in overall control of the
shutdown. This individual shall be in attendance for the duration of the shutdown. In the case
where the shutdown is for an extended period (over 8 hours), a number of people must be “named”.
Following reconnection, contractor and Clerk of Works are to ensure that there are no ‘leaks’ to new
system, open valves etc. The result of this inspection is to be confirmed in writing to the
“Responsible Person” prior to the shutdown works being considered complete.
3.1.7 Shutting down and re energising of utility services shall be carried out by the “Responsible Person”
named by the Designated Engineer.
STANDARD FORMS
4.1
Notification of Service Shutdown
Form SD1
4.2
Operation of Service Shutdowns
Form SD2
REFERENCES
5.1
Nil.
APPENDICES
6.1
Appendix ‘A’: Permit to Work in Controlled Radiation Area.
J:\Standard Forms\notification of services shutdown
Estates and
Buildings
Notification of Services Shutdown
Form SD1
It is expected that there will be a requirement for shutdown of Services.
Presently this is programmed for:
Electrical:
Water:
Gas:
Other:
We expect that the shutdown will affect the following areas:
Please notify all relevant staff of these Shutdowns. Should you require assistance or further
information, please contact
on ext.
or by e-mail
During the shutdowns the following Estates and Buildings Operations Staff will be on hand,
should any problems arise –
To:
Andy Wishart
Help Desk (Timekeepers)
Cleaning Services
Building User Representative –
Assistant Director of Project Services
Assistant Director of Maintenance Services
Clerk of Works
Computing Services
Michael Turner
Iain Stoddart
Janetta White – Telephone Administrator
Nick Elliott, Craig Lowrie, Angharad Crockett
Central Room Bookings
Fire Officer
Project File
Copy
EDM/EDO/IS
Security (Central Services)
Jim Lappin/Stuart Munro
Alex McGregor
J:\Standard Forms\notification of services shutdown