The purpose of this policy is to: Outline the considerations and controls to be taken prior to undertaking work that breaches the building fabric across the University of Wolverhampton’ s Estate.

Building fabric, consisting of the building's roof, floor slabs, walls, windows and doors is a critical component of any building, since it both protects the building occupants from the external elements and provides protection in the event of an emergency situation, such as a fire. During the construction of a building, specified material will have been identified and utilised to ensure that the building is fit for occupation and meets Building Control requirements. It is essential that this fabric is maintained in its specified state throughout the use of the building, the only changes that should be considered will be improvements to this as legislation changes/determines.

The building fabric and infrastructure may be made up of various hazards unknown at the time of construction but later identified for example: asbestos, hidden electrical and mechanical services, structural issues. These hazards will not be generally known to building occupants but MUST be properly considered and assessed at the point of any proposed works being discussed. The detail of what and where, and implications are now the responsibility of the Estates and Facilities Directorate. Ensuring the integrity of the Building Fabric is a critical to the safety of all using and visiting our buildings and as such no works should commence on any part of the building fabric no matter how small or inconsequential it is believed to be.

It has become apparent through recent events and the works now required to be undertaken that there are some gaps in procedure that have allowed works to be completed without the relevant Permits, requests, notices, checks and balances in place. This document, in conjunction with the Control Of Contractors Policy and Procedure, proposes and outlines the stages that are critical to ensuring the integrity of our physical assets is protected and maintained and as such are proposed as a mandatory requirement across both internal and external stakeholders moving forward.

The introduction of this Policy clearly prohibits any works being undertaken that have ANY impact on the physical asset (buildings), the associated systems or services therein and penetration of the building fabric, or of any material that has been installed as part of the passive fire arrangements, for example: fire barriers, doors and associated frames, walls, ceilings or floors, (this is not an exhaustive list), without the explicit authorisation of the Estates department. A permit for all works will need to be applied for which will require submission of all relevant information listed within accompanying procedures, permits etc.

This also means that things perceived as insignificant in most people’s eyes must not be undertaken without prior written authorisation by the estates department, these include (this is not an exhaustive list)

• Coat hooks discreetly screwed into walls/doors
• Pictures hung up on hooks

The integrity of our buildings is critical to the safety of all staff, students and visitors to ensure that it is maintained.

This proposed Policy is supported by the Control of Contractors Policy and Procedure which outlines how the Estates and Facilities Directorate will assess the applications, check all relevant details and ensure that any risk and Health and Safety issues have been mitigated as far as is possible. The process map is included in Procedure and details all eventualities.

In conjunction to the proposed Policy, we will also be ensuring that all contracts, frameworks documents and requirements for any works undertaken by third parties clearly identifies the inclusion of relevant requirements set out in clauses that define the responsibility and expectation. These will need to be issued as addendums to existing agreements/contracts detailing the process all contractors/third parties will be required to work to moving forward where any works have the potential to impact building fabric of any passive fire arrangements.

2.1 Application

This Policy applies to any work that will involve the penetration of any material that has been installed as part of the passive fire arrangements within University of Wolverhampton maintained buildings. This could include fire barriers, doors and associated frames, walls, ceilings, floors or the more insignificant works as described earlier that may be carried out by University staff. 

Passive fire protection (PFP) is the primary measure integrated within the constructional fabric of a building to provide inherent fire safety and protection by responding against flame, heat and smoke to maintain the fundamental requirements of building compartmentation, structural stability, fire separation and safe means of escape.

It is important to emphasise the role played by basic construction materials and systems in PFP. Maintenance of PFP cannot be achieved without the integrity of the building construction being included. Best practice in the construction, use and maintenance of walls, floors and the building envelope must be the goal to optimise the life cycle of the asset.

PFP measures can include the following building elements:

• Cavity Barriers
• Ceiling Systems
• Compartment walls
• Fire doors and furniture
• Dry risers and stairwells
• Fire-resisting air transfer grilles (mechanical or intumescent)
• Fire-resisting dampers (mechanical or intumescent)
• Fire resisting ductwork
• Fire resisting glazing
• Fire resisting walls and partitions
• Floors
• Linear gap seals
• Penetration seals for pipes, cables and other services
• Hinged or pivoted fire door sets (timber or steel)
• Industrial fire shutters (rolling or folding)
• Linear gap seals
• Penetration seals for pipes, cables and other services
• Structural frame fire protection
• Suspended ceilings
• Membrane ceilings (horizontal partitions)
• The building envelope, e.g. fire-resisting external walls, curtain walls etc.

It should be noted that this list is not exhaustive and other building elements may constitute passive fire protection measures.

Click on the link below to view figure 1 -  

Figure 1: Diagrammatic Representation of typical fire protection.

3.1 Maintenance Works and Modifications

When a building is constructed, it is issued with a Building Control completion certificate and the Fire Strategy and associated passive fire protection forms a key part of this certification. It is essential to ensure that future modifications to the building do not negate the effectiveness of the system to which the certificate applies. It is a requirement of Building Regulations and Building Insurance, as well as good practice, that breaches created by the penetration of fabric or services be made good to the extent that the fire-resisting performance of the penetrated element is fully restored in terms of their load-bearing capacity, integrity and insulation.

All materials used in the installation or repair must meet the requirements of BS476: Part 20 & 22: 1987 and BS EN 1366:2006 - parts 1-6 as appropriate.

3.2 Required Maintenance Standards

All work undertaken by both the University of Wolverhampton staff and appointed Contractors must comply with the Regulatory Reform (Fire Safety) Order 2005 and Building Regulations. Materials must provide suitable and effective fire stopping and passive fire protection measures to mitigate the spread of fire through buildings.

The fire strategy for the building should be understood as there may be maintenance and management procedures added if the building has been engineered to BS 9999. If this is the case the building should also be managed to this standard.

• All holes and spaces in building fabric must be protected with a material capable of maintaining the fire resistance and must be equivalent to the original installation.
• Sleeves, where required, shall be solidly set in the building fabric and the space between the items shall be filled with an approved material capable of maintaining the fire resistance.
• Insulation and conduit covering pipes, ducts and cables passing through the building fabric shall be capable of maintaining the fire resistance of the barrier.
• Where services are likely to degrade as a result of fire, appropriate consideration should be given to how the compartment will be maintained to allow safe egress along escape routes.
• Only products with fire test data should be used. If the intended use differs from the manufacturers test data a suitably qualified person should complete an engineering judgement for the application.

Click on the link below to view figure 2

Figure 2 – Technical Advice – Passive Fire Protection

3.3 Fire Stopping Product Options

Products shown are for illustration – products from any company may be used as long as the required testing standards are met and relevant test certificates are provided.

Expanding Fire Foams are not approved for general use on the University of Wolverhampton campus, where the options above cannot be used, the use of Fire Foam can be considered for use after discussion and approval from a Competent Person.

It is extremely important to understand what was installed previously if a repair is being made. For instance if Rockwool product is repaired with a Hilti product there may be a compatibility issue as the product has not been tested in this way. Reading the Operation and Maintenance (O & M) manuals will highlight the product used or if in any doubt consult Estates and Facilities.

We operate in a dynamic environment, in which building fabric and services are routinely altered or added to. Building services are the principal cause of breaches of building fabric and because of their frequency and obscure locations often give rise to the greatest uncontrolled risk of fire spread. Therefore, planning of breaches and their recovery are of prime importance in controlling the risk. 

The planned duration of new service installations or modifications should also be assessed for risk and consideration given to the deployment of temporary penetration seals. Care must be taken in selecting an appropriately rated penetration repair solution, compatible with the original installation and substrate and suited to the type, configuration and number of penetrating services. This care should be extended to the delivery and verification of the solution by an accredited specialist and certification provided (BM Trada, Firas or UKAS.

Prior to undertaking any work that has the potential to affect any passive fire protection measures, information should be accessed via the Operation & Maintenance files or Health & Safety files to gain an understanding of the Fire Strategy that was used during the design and construction process. Where this information is not available or there is not a clear understanding of what is required, those undertaking the work should consult Estates and Facilities, who will undertake the liaison with the relevant authorised persons.

3.5 Controls

When planning breaches in fire-resisting elements or changes to structural protection, proper consideration should be given to material and structural implications. ‘Ownership’ of the work is clearly established and completion/close-out cannot be achieved until verified. This will be achieved by the completion of a Permit to Work ‘Breach of Building Fabric’.

3.6 Sanction to breach the fabric of a building 

Any intended breach of building fabric, other than plugging and fixing must be referred to the Estates and Facilities Directorate before work commences and will be inspected by the local Compliance Team and the Bolster schedule updated. A recommendation will be made on the need for involvement of City of Wolverhampton Building Control and Planning Departments in any scheme.

Note:

• Building Control approval will take several weeks. Any work carried out at risk of an outstanding Planning
  Approval would require re-instatement in the event of a Planning, or Building Control refusal, or variation
• Major Works - Verification - Verification of passive fire requirements will be achieved through the completion of the Permit to Work,
  the issue of the Building Control certification if required and the closure of the HRAMs Works Order
• Minor Works and Improvements - Verification of passive fire requirements will be achieved through the completion and close out of the Permit to Work and the HRAMs Works Order.
• Small Works -  Verification of passive fire requirements will be achieved through the completion and close out of the Permit to Work and the HRAMs Works Order.

Penetrations through the building fabric have the potential to undermine the building structure if not properly designed or considered. As a minimum requirement Estates and Facilities should be consulted prior to works being undertaken. For more extensive works, input from a Structural Engineer may be required to ensure that all the relevant loadings have been considered.

Penetrations, intrusions, or modifications to the building fabric have the potential risk of asbestos fibre release within the building, If suitable precautions have not been taken to arrange an appropriate survey. In all instance of refurbishment or demolition works Estates and Facilities should be informed prior to works being undertaken. This will allow for the appropriate surveys to be arranged as per the Control Of Asbestos Regulations 2012 legislation.

For further guidance and support on Asbestos, please see our Asbestos policy which can be located here:

WLV Policies - University of Wolverhampton

Where works are undertaken in emergency situations, such as the removal of ceilings to locate a leak, the principles of this procedure should be applied. It will be the responsibility of Estates and Facilities to ensure that the subsequent repair meets the required standard and does not undermine the Passive Fire Protection arrangements within the building.

In the event of an emergency contact Security on 5555.

1. Obtain photographs to evidence the condition of the area/structure prior to works commencing.
2. Identify the location and size of the required hole
3. Liaise with Estates & Facilities to ensure that the proposed intrusion will not undermine the structure of the building
4. Liaise with Estates and Facilities to ensure that proposed intrusion will not contact any known or hidden asbestos containing materials
5. Select an appropriate product to repair the breach ensuring it is compatible with the surface it is being applied to and can be installed as per the manufacturer’s instructions
6. Competent person to consider the desired location and size of proposed hole in terms of existing services that may be in the vicinity e.g. source of power below the location with associated hidden cables. Carefully measure out and consider both sides of the surface
7. Using a professional standard service scanning device (equal or better to, in quality to the BOSCH Wallscanner D- Tect 150) scan for hidden services, columns and other hidden risks. Note: Person using the scanner must be trained and competent to operate the device. A detailed scan of the surface should be completed and not limited to the location of the proposed intrusion
8. If hidden cables likely or the scan detects hidden services – find a suitable alternative location. If a suitable alternative location is not available then contact Estates and Facilities for further instruction. No work is to be undertaken until approved
9. Once the proposed intrusion is agreed obtain a ‘Permit to Work Breach of Building Fabric’ from Estates and Facilities
10. Consider whether the fire detection heads require isolation prior to commencing works
11. If the wall has multiple layers, prepare drill and set depth gauge to carefully cut into but not through second layer. Use hand tool to carefully cut remaining layer so that second disc can be removed but taking care that there may still be hidden services
12. Confirm no hidden services. If obstructing services found then consideration should be given to whether or not the service can be moved out of the way or not. Contact Estates and Facilities for further instruction if unable to avoid any found service
13. Once the intrusion has been made ensure that it is appropriately sealed with regards to the Passive Fire Precautions requirements, inspected by the local Compliance Team
14. Upon completion of the repair and the permit has been signed off, the following documents should be provided to the compliance team (F.Compliance@wlv.ac.uk):

a. Certification of the fire stopping works completed (BM Trada, FIRAS or UKAS equivalent).

b. Pre and post repair photographs.

c. Details of the method and materials used.

d. Any relevant data sheets for the materials used.

e. Location of the repair identified on a drawing.

   15.All information provided will be uploaded onto the Bolster system by the              Compliance team.

This Permit to Work is required for Contractors working on the University’s premises in areas where students, staff or members of the public have access. Section 1 of this form must be completed by the University Representative to illustrate they have taken all relevant matters into consideration.

Before the University’s Representative makes this decision they should be satisfied that all of the following have been considered and apply to the work being proposed:- work in confined spaces, breaching building fabric, hot works, work on roofs, high or low voltage electrical work, work with asbestos, excavations of any sort, work in laboratories.

It is the University Representative’s responsibility to make an assessment of risk and they are accountable for their decision on whether a ‘Permit to Work’ is required. If the University Representative decides that the ‘Permit to Work’ is not required based on the above criteria they should note this decision in writing on their copy of the Contractor’s Risk Assessment, which must be kept with the relevant paperwork for the works.

Section 1 to be completed by the University Representative

Permit to work form

This Policy was approved by the University’s Executive Board on 21.02.2022. The University may change this Policy at any time, and where appropriate. Where a policy is not due for review, but is found to require updating, it will remain published, unless the reasons for review render it obsolete.

Business Support and Quality Assurance Manager – Bec Woolley

University of Wolverhampton | Housman Building (MX) | Camp Street | Wolverhampton | WV1 1AD

becwoolley@wlv.ac.uk

Head of Capital - Rob Gilbert

University of Wolverhampton | Housman Building (MX) | Camp Street | Wolverhampton | WV1 1AD

R.Gilbert5@wlv.ac.uk

 For general enquiries about this policy please contact compliance@wlv.ac.uk