Quarterly Inspection

Inspection detail

• Client:

  Phase 1 Co.

  Retail Co.

  BPSDC

  BPSE

• House Name / Location of Inspection

• Conducted on

  Date

• Inspection completed by

  Sign
• Confirmation of Location (GPS)
  Address

Signature

Internal common areas (Housekeeping, building fabric, signage, heating / cooling, security)

• Tick to add inspection record

• Entrance / Reception<br>

  1

  2

  3

  4

  N/A

• Ground floor

  1

  2

  3

  4

  N/A

• 1st floor

  1

  2

  3

  4

  N/A

• 2nd floor

  1

  2

  3

  4

  N/A

• 3rd floor

  1

  2

  3

  4

  N/A

• 4th floor

  1

  2

  3

  4

  N/A

• 5th Floor

  1

  2

  3

  4

  N/A

• 6th Floor

  1

  2

  3

  4

  N/A

• 7th Floor

  1

  2

  3

  4

  N/A

• 8th Floor

  1

  2

  3

  4

  N/A

• 9th Floor

  1

  2

  3

  4

  N/A

• 10th Floor

  1

  2

  3

  4

  N/A

• 11th Floor

  1

  2

  3

  4

  N/A

• 12th Floor

  1

  2

  3

  4

  N/A

• 13th Floor

  1

  2

  3

  4

  N/A

• 14th Floor

  1

  2

  3

  4

  N/A

• 15th Floor

  1

  2

  3

  4

  N/A

• 16th Floor

  1

  2

  3

  4

  N/A
Additional floors

• Floor

• Condition

  1

  2

  3

  4

  N/A

• Risers secure and free of waste material

  1

  2

  3

  4

  N/A

• Welfare facilities (common areas)

  1

  2

  3

  4

  N/A

• Lifts

  1

  2

  3

  4

  N/A

• Staircases

  1

  2

  3

  4

  N/A

• Escape routes (including final exits)

  Safe

  At Risk

  N/A

• Basement corridors

  1

  2

  3

  4

  N/A

• Plant areas

  1

  2

  3

  4

  N/A

• Bin / waste storage areas (internal - including compactors)

  1

  2

  3

  4

  N/A
Another Location

• Area / location

• Condition

  1

  2

  3

  4

  N/A

Unoccupied commercial / retail areas

• Tick to add area inspected

• Floor / location

• Condition

  1

  2

  3

  4

  N/A
Another location

• Area / location

• Condition

  1

  2

  3

  4

  N/A

Roof

• Tick to add detail of roof inspection

• Access secure with with warning / information signage in place

  1

  2

  3

  4

  N/A

• Strict operation of fall arrest system evident

  1

  2

  3

  4

  N/A

• 'Safe' walkways clearly demarcated

  1

  2

  3

  4

  N/A

• Edge protection in visibly good condition

  1

  2

  3

  4

  N/A

• Fragile surfaces clearly marked

  1

  2

  3

  4

  N/A

• Adequate lighting and wayfinding

  1

  2

  3

  4

  N/A

• Adequate emergency warning information ( signage, sounded, beacons etc.)

  1

  2

  3

  4

  N/A

• General condition

  1

  2

  3

  4

  N/A

Property exterior and structure

• Structural condition

  1

  2

  3

  4

  N/A

• Guttering and downpipes

  1

  2

  3

  4

  N/A

• Drainage

  1

  2

  3

  4

  N/A

• Lighting

  1

  2

  3

  4

  N/A

• Exits, entrances and emergency provisions clear

  1

  2

  3

  4

  N/A

• Paving / pathways

  1

  2

  3

  4

  N/A

• Staircases / steps

  1

  2

  3

  4

  N/A

• Bin / waste storage areas (external - including compactors)

  1

  2

  3

  4

  N/A

• Gates / barriers

  1

  2

  3

  4

  N/A

• Boundary walls and fences

  1

  2

  3

  4

  N/A

• Roadways and traffic routes

  1

  2

  3

  4

  N/A

• Signage and road markings

  1

  2

  3

  4

  N/A

• Car parking facilities

  1

  2

  3

  4

  N/A

• General cleanliness / litter

  1

  2

  3

  4

  N/A

• Trees and landscaping

  1

  2

  3

  4

  N/A
Another Location

• Area / location

• Condition

  1

  2

  3

  4

  N/A

Hazards noted in tenant demise

• Tick to add hazard

• Area / location

• Condition

  1

  2

  3

  4

  N/A
Another Location

• Area / location

• Condition

  1

  2

  3

  4

  N/A

Hazards relating to Neighbouring property / shared areas

• Tick to add area inspected

• Area / location

• Condition

  1

  2

  3

  4

  N/A
Another Location

• Area / location

• Condition

  1

  2

  3

  4

  N/A

Exterior inspection

Interior inspection

Daily / weekly / monthly checks

• Daily task - security / property check

  1

  2

  3

  4

  N/A

• Daily task - fire suppression system operation check

  1

  2

  3

  4

  N/A

• Weekly task - fire alarm test

  1

  2

  3

  4

  N/A

• Weekly task - lift alarm / phone check

  1

  2

  3

  4

  N/A

• Weekly task - sprinkler flow valve test

  1

  2

  3

  4

  N/A

• Weekly task - water outlet flushing regime

  1

  2

  3

  4

  N/A

• Monthly task - emergency lighting test

  1

  2

  3

  4

  N/A

• Monthly task - final exit door check

  1

  2

  3

  4

  N/A

• Monthly task - water temperature checks ( domestic system)

  1

  2

  3

  4

  N/A

• Weekly task - water outlet flushing regime

  1

  2

  3

  4

  N/A

Site documentation / procedure

• Current insurance certificate in place

  Yes

  No

  N/A

• Fire emergency information available and up to date

  Yes

  No

  N/A

• Disaster recovery procedures in place and up to date (Must be available at manned sites)

  Yes

  No

  N/A

• Asbestos register available and up to date

  Yes

  No

  N/A

• Sign in / out register in use for visitors and contractors

  Yes

  No

  N/A

• Visitor h&s information displayed

  Yes

  No

  N/A

• Property hazard form available and up to date

  Yes

  No

  N/A

• Risk assessments for all on site staff activity sufficient and in place

  Yes

  No

  N/A

• Risk register in place and includes all significant hazards

  Yes

  No

  N/A

• First aid kit readily available and fully stocked

  Yes

  No

  N/A

• All site accidents reported on central online portal

  Yes

  No

  N/A

• Quarter 1: Jan -Mar

Contractor audit - Engineering / Maintenance

• Main contractor reviewed

• Participants (contractor)

• Are routine checks being carried out in plant areas

  1

  2

  3

  4

  N/A

• Are PPMs up to date

  1

  2

  3

  4

  N/A

• Are risk assessments available for all maintenance activities

  1

  2

  3

  4

  N/A

• Is there sufficient evidence that risk assessments / method statements are being followed

  1

  2

  3

  4

  N/A

• Are training records up to date for all maintenance personnel

  1

  2

  3

  4

  N/A

• Is there adequate evidence of control of subcontractors

  1

  2

  3

  4

  N/A

• Are sign in / out and permit to work processes being followed

  1

  2

  3

  4

  N/A

• Are sufficient critical spares available on site

  1

  2

  3

  4

  N/A

Topic focus - PPE

• Is there a PPE register and is it up to date

  1

  2

  3

  4

  N/A

• Is there an adequate documented inspection regime in place

  1

  2

  3

  4

  N/A

• Is there sufficient evidence that PPE is being used correctly and is effective

  1

  2

  3

  4

  N/A

• Has appropriate training /information about the use of PPE been made available.

  1

  2

  3

  4

  N/A

Topic focus - Electrical safety

• Is a suitable fixed wiring test program in place and up to date

  1

  2

  3

  4

  N/A

• Have all P1 and P2 recommendations been completed or instructed

  1

  2

  3

  4

  N/A

• Is proof of competency (NECEIC or equivalent) available for all electrical contractors

  1

  2

  3

  4

  N/A

• Is access to electrical risers and switch rooms adequately secure?

  1

  2

  3

  4

  N/A

• I'd there adequate evidence of control of electrical works (PTW / isolation procedures etc.)

  1

  2

  3

  4

  N/A

• Is a suitable PAT and labelling program in place

  1

  2

  3

  4

  N/A

• Are all on site staff aware of the checks that should be carried out before using portable electrical equipment

  1

  2

  3

  4

  N/A

Topic focus - mobile / Portable work equipment (towers, lifting equipment etc)

• Is there an adequate inspection and maintenance program in place

  1

  2

  3

  4

  N/A

• Is there sufficient evidence that the maintenance inspection regime is effective

  1

  2

  3

  4

  N/A

• Are risk assessments and method statements available for the use of all equipment

  1

  2

  3

  4

  N/A

• Are operating instructions / procedures available for all equipment

  1

  2

  3

  4

  N/A

• Are the storage arrangements for equipment and accessories acceptable

  1

  2

  3

  4

  N/A

• Have PPE requirements been identified and implemented

  1

  2

  3

  4

  N/A

• Quarter 2: Apr - Jun

Contractor audit - Security

• Main contractor reviewed

• Participants (contractor)

• Are site instructions in place and up to date

  1

  2

  3

  4

  N/A

• Is an activity log maintained and up to date

  1

  2

  3

  4

  N/A

• Can on site-staff demonstrate sufficient awareness of sign in / out procedures

  1

  2

  3

  4

  N/A

• Can on site-staff demonstrate sufficient awareness of contractor control and permit to work procedures

  1

  2

  3

  4

  N/A

• Can on-site staff demonstrate sufficient awareness of emergency procedures

  1

  2

  3

  4

  N/A

• Are all officers displaying their SIA licence

  1

  2

  3

  4

  N/A

• Are daily walk rounds being completed and logged

  1

  2

  3

  4

  N/A

Topic focus - Fire

• Are all maintenance records up to date

  1

  2

  3

  4

  N/A

• Is the operations manual and emergency information up to date

  1

  2

  3

  4

  N/A

• Are there any unauthorised system isolations or excessive isolations

  1

  2

  3

  4

  N/A

• Are any current system faults known and being addressed

  1

  2

  3

  4

  N/A

• Is there a currently fire risk assessment with all actions addressed or in progress

  1

  2

  3

  4

  N/A

• Have any significant changes occurred which may require a revision to the fire risk assessment

  1

  2

  3

  4

  N/A

• Have copies of tenant fire risk assessments been provided and are they up to date

  1

  2

  3

  4

  N/A

Topic focus - Training

• Have the training requirements for all site activities been identified

  1

  2

  3

  4

  N/A

• Are records for all Client / BPSEM site staff available and up to date (inc. FM / EM)

  1

  2

  3

  4

  N/A

• Are records of contractor training available and up to date

  1

  2

  3

  4

  N/A

• Quarter 3: Jul - Sep

Topic Focus - Water hygiene

• Is there a current legionella risk assessment and are all actions complete or in progress

  1

  2

  3

  4

  N/A

• Are all daily / weekly checks giving results within acceptable parameters

  1

  2

  3

  4

  N/A

• Have monthly / quarterly water samples been taken and results acted upon

  1

  2

  3

  4

  N/A

• If results are unsatisfactory, has action been taken to resolve this

  1

  2

  3

  4

  N/A

• If results have been unsatisfactory have trends been examined for underlying problems

  1

  2

  3

  4

  N/A

• Are cooling towers in good visible condition

  1

  2

  3

  4

  N/A

• Are water features in good visible condition

  1

  2

  3

  4

  N/A

• Is the management responsibilities information up to date

  1

  2

  3

  4

  N/A

• Are all training records on file and up to date

  1

  2

  3

  4

  N/A

• Has the annual management review been completed

  1

  2

  3

  4

  N/A

Topic focus - COSHH

• Are there adequate storage arrangements for all chemicals

  1

  2

  3

  4

  N/A

• Are spill kits provided at suitable locations and all full / in date

  1

  2

  3

  4

  N/A

• Is appropriate PPE available

  1

  2

  3

  4

  N/A

• Are safety data sheets readily accessible for all chemicals present

  1

  2

  3

  4

  N/A

• Is there sufficient evidence that COSHH assessments are being followed

  1

  2

  3

  4

  N/A

• Are training records available for all relevant staff

  1

  2

  3

  4

  N/A

Topic focus - Asbestos

• Has the potential or presence of asbestos been confirmed (minimum management survey of common areas in property built pre 2000)

  1

  2

  3

  4

  N/A

• Are responsibilities for managing ACMs defined (BPSEM and tenant)

  1

  2

  3

  4

  N/A

• Is an asbestos register available and communicated to contractors

  1

  2

  3

  4

  N/A

• Is an annual re-inspection carried out (If required)

  1

  2

  3

  4

  N/A

• Are any ACMs currently showing signs of damage / lack or repair

  1

  2

  3

  4

  N/A

• Quarter 4: Oct - Dec

Contractor Audit - Cleaning

• Main contractor reviewed

• Participants (contractor)

• Are risk assessments for all activities in place

  1

  2

  3

  4

  N/A

• Have emergency procedures been communicated to all cleaning staff

  1

  2

  3

  4

  N/A

• Are storage areas tidy and secure

  1

  2

  3

  4

  N/A

• Are chemical storage arrangements acceptable and data sheets available on site

  1

  2

  3

  4

  N/A

• Is there adequate control of cleaning chemicals on site

  1

  2

  3

  4

  N/A

• Is there evidence of control of slip / trip risks

  1

  2

  3

  4

  N/A

• Are standards of cleaning generally acceptable

  1

  2

  3

  4

  N/A

• Are catering facilities adequately cleaned ( inc. extract ducts and deep cleans)

  1

  2

  3

  4

  N/A

Contractor audit - Window cleaning

• Main contractor reviewed

• Participants (contractor)

• Are suitable risk assessments and method statements available on site

  1

  2

  3

  4

  N/A

• Is there sufficient evidence that risk assessments and method statements are being followed

  1

  2

  3

  4

  N/A

• Are emergency rescue plans available on site for all work at height

  1

  2

  3

  4

  N/A

• Are training records up to date for use of work equipment (cradles etc.)

  1

  2

  3

  4

  N/A

• Is the general standard of cleaning acceptable

  1

  2

  3

  4

  N/A

Topic focus - Work at height

• Is there an adequate maintenance and inspection regime for all work at height equipment and accessories (cradles, fall arrest, eye bolts etc)

  1

  2

  3

  4

  N/A

• Does all equipment have a current valid thorough examination certificate

  1

  2

  3

  4

  N/A

• Are training records for operatives available, and up to date

  1

  2

  3

  4

  N/A

• Are suitable risk assessments and method statements available for all associated works

  1

  2

  3

  4

  N/A

• Is there a suitable maintenance and inspection regime for all site ladders ( fixed and portable)

  1

  2

  3

  4

  N/A

• Are storage arrangements for ladders adequate Inc. security to prevent unauthorised use

  1

  2

  3

  4

  N/A

Topic focus - Waste

• Are carriers licences available and up to date

  1

  2

  3

  4

  N/A

• Are all waste transfer notes retained and available

  1

  2

  3

  4

  N/A

• Is there adequate segregation of hazardous waste

  1

  2

  3

  4

  N/A

• Is there an adequate maintenance and inspection regime for compactors / nailers

  1

  2

  3

  4

  N/A

• Are operating instructions for any compactors / bailers clearly displayed

  1

  2

  3

  4

  N/A

• Are there adequate arrangements to prevent misuse of compactors / bailers

  1

  2

  3

  4

  N/A

• Is waste adequately stored and controlled to prevent fire risks or vermin

  1

  2

  3

  4

  N/A

• Guidance about fire door checks

• Tick to add door inspection

• Door location

• Door in good condition with no visible holes / damage?

  1

  2

  3

  4

  N/A

• Frame in good condition with no visible holes / damage?

  1

  2

  3

  4

  N/A

• Intumescent and smoke seals in good condition?

  1

  2

  3

  4

  N/A

• Door closes completely and unaided?

  1

  2

  3

  4

  N/A

• Gaps between door and frame ( or between double doors) is acceptable?

  1

  2

  3

  4

  N/A

• Add a photograph of door assessed (photographs of damage / faults should be added against the relevant question)

  Media
Additional door

• Door location

• Door in good condition with no visible holes / damage?

  1

  2

  3

  4

  N/A

• Frame in good condition with no visible holes / damage?

  1

  2

  3

  4

  N/A

• Intumescent and smoke seals in good condition?

  1

  2

  3

  4

  N/A

• Door closes completely and unaided?

  1

  2

  3

  4

  N/A

• Gaps between door and frame ( or between double doors) is acceptable?

  1

  2

  3

  4

  N/A

• Add media

  Media

Electricity meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

Gas meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

Water meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

Observation of contractor activity

• Tick to add observation

• Contractor

• Location

• Works observed

• Comment

• Risk assessment and method statement available

  1

  2

  3

  4

  N/A

• Adherence to Permit to work

  1

  2

  3

  4

  N/A

• Work method and risk control

  1

  2

  3

  4

  N/A
Another observation record

• Contractor

• Location

• Works observed

• Comment

• Risk assessment and method statement available

  1

  2

  3

  4

  N/A

• Adherence to Permit to work

  1

  2

  3

  4

  N/A

• Work method and risk control

  1

  2

  3

  4

  N/A

Additional findings / hazards

Add additional findings / actions

• Area / location

• Description of hazard

• Action required and priority

  1

  2

  3

  4

  N/A

Comments

• General comments

• Onsite staff comments