Helping you plan your hot works

Here are some simple actions you can undertake to reduce some of the most common hot works risks.

Now that we’ve recapped hot works and the risks involved, we’re going to look at how you can plan for the successful completion of works on your property.

It is often possible to mitigate the dangers associated with hot works by putting the correct practices and processes in place. It’s important to:

• Understand the nature of the works and the specific risks they pose – you can recap on article 1 in our hot works series here 
• Select the right contractor to carry out and monitor the completion of the works
• Remove or protect all combustible materials from the work area vicinity
• Maintain site security
• Establish proper procedures for dealing with an emergency

Before you initiate hot works

Here are some simple actions you can undertake to reduce some of the most common hot works risks. It’s important to ensure that:

1. Less hazardous work methods have been considered
2. Project specific work and method statements have been compiled
3. Worker qualifications have been checked
4. A work area risk assessment has been conducted
5. Those carrying out the works have signed an authorisation to work as per the agreed method
6. Periodic inspections are carried out
7. Ensure that a permanently manned fire watch takes place for 60 minutes after the completion of the work and consider the use of a thermal camera if available to assist the process
8. Know that hot works can be ceased immediately for further discussions, if they appear unsafe to you, however, a manned fire watch must still take place whenever work stoppages occur 

Choosing a contractor

It’s important to check potential contractors out carefully before employing one. You can reduce the potential for problems with a reputable and reliable contractor.

Before you choose a contractor it’s essential to check:

• Does the contractor have adequate public liability insurance?
• Does the contractor have up-to-date insurance certificates and test certificates for their equipment?
• Have you received examples or references of previous work?
• Will they use subcontractors?
• How subcontractors will be approved and managed?

Other considerations include:

• Is their price the best value?
• Does the contractor have a qualification in hot works?
• Has the contractor worked with you or someone you know?
• Or are they accredited by a reputable trade association?
• Does the contractor’s website indicate good experience?

After choosing a contractor it’s important to check the following:

• Have the name and contact details of the individual who will be responsible for safety been logged?
• Has a risk assessment been completed?
• Have procedures for regular monitoring of work been established?

Other considerations:

• Have the contractors been shown the facilities they can use? (kitchen, toilets, parking, etc)?
• Is their guarantee backed up by a trade association guarantee, which will cover you should they cease trading?

Insurance considerations

The way a hot works project is managed could have important insurance implications in the event of a loss.

In many projects involving hot works, it is common for contracts to stipulate that insurance is taken out jointly in the name of the employer and the contractor. This has important implications for how potential negligence claims are handled. For example:

• Losses are a result of the contractor’s negligence, but we may be precluded from pursuing a claim against the contractor
• When the contractor’s insurer won’t pay up, you will have to claim on your insurance – affecting your claims history

Your insurance policy and the right to recover

Fires on construction sites are known risks, but are you aware the property owner (commonly called the employer) gives up any right to recover his losses from the contractor, even when they are at fault?

Hot works permit

A hot works permit system is the best way to minimise the associated risks of works. The appointed Responsible Person should implement procedures to ensure the work is managed safely. Careful management of contractors is key to ensuring the permit system functions as it is supposed to. A hot work permit must not be issued for longer than a day.

A hot works permit should provide details of:

• Who will be carrying out the work (staff or contractors)
• What the work will involve
• Hazards identified and actions taken to remove them (e.g. flammable liquids, combustible materials)
• Fire watch procedures
• Site inspection procedures
• Emergency procedures

You can start with a general site risk assessment, which will help ensure hot works are only carried out in safe and appropriate locations. Each part of the site should be categorised as follows:

1. Designated area
2. Non-designated area where a hot works permit is required
3. Prohibited area

Site security is also key and you should consider what measures are in place to protect the premises from unwanted intrusion.

Why is a hot works permit essential?

• It is required in most property insurance policies
• It helps organisations meet legal and regulatory requirements
• It ensures organisations and contractors understand exactly what the work will involve, and when and where hot works can take place
• It ensures that organisations/contractors are aware of the full range of risks, e.g. presence of flammable materials in surrounding buildings
• It ensures essential safety procedures are observed, e.g. provision of firefighting equipment to meet legal and regulatory requirements

Contractors and hot works

It’s worth covering the following with your contractor(s):

• Will they be bringing Hot works equipment with them?
• The requirement for all contractors to comply with the site hot works permit programme

This permit programme is a five-step process which should include:

Part 1: Risk assessment and authorisation

Part 2: Worker acknowledgement

Part 3: Periodic work area inspections

Part 4: Final work area inspection

Part 5: Permit close out

Now that you know how to set yourself and your organisation up for a successful implementation of  hot works we’re going to cover how you can ensure the execution of hot works can run smoothly.

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