A BSRIA Guide www.bsria.co.uk Guide to Legionellosis Operation and maintenance By Reginald Brown and Mark Roper AG 19/2000
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise without prior written permission of the publishers. ISBN 0 86022 547 X Printed by The Chameleon Press Ltd. BSRIA 13280 October 2000
ACKNOWLEDGEMENTS ACKNOWLEDGEMENTS BSRIA would like to thank Defence Estates for their support of this publication. BSRIA would also like to thank Paul Appleby of Thornburn Colqhoun for the original drafts and the following for commenting on the publication: Mike Bealing Chris Dobson Stephen Hartley Brian Loader John Wilson Chris Brown Thorburn Colqhoun Welsh Health Estates Hertel (UK) Ltd Aquazur WaterTech Ltd Brocol Consultants Ltd Contributing from BSRIA were: Reginald Brown and Mark Roper Acknowledgement is also given to John Newbold and Ken Ashley of HSE who were responsible for revising the Approved Code of Practice. Every opportunity has been taken to incorporate the views and comments of those mentioned but final editorial control of this document rests with BSRIA. BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance
PREFACE PREFACE Ever since the recognition of legionellosis and its causes in the early 1970s, the UK has been at the forefront of those countries offering practical advice for industry on risk control measures. As a result of the guidance provided by HSE, CIBSE, BSRIA and others and regulatory initiatives such as the 1995 Approved Code of Practice for the prevention or control of legionellosis (ACOP) and the registration of cooling towers, the levels of awareness amongst the building services community are high and cases are much less frequent than they might otherwise be. In fact, of the 200-250 cases of Legionnaires disease reported each year, approximately half are contracted abroad. During 1998 several organisations, including HSE, CIBSE, WMS and BSRIA, independently decided to review their published advice in the light of 20 years operational experience, new legionellosis control options and new research findings. This guide was written to offer technical guidance to facilities managers and maintenance personnel on the operation and maintenance of water related services in buildings to minimise the risk of legionellosis. It should be read and used in conjunction with the new HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems which details the requirements for risk assessment and risk management of water related systems 1. 1 This document replaces the previous Approved Code of Practice for the Prevention or Control of Legionellosis (ACOP L8) and HS(G)70 guidance. BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance
EXECUTIVE SUMMARY EXECUTIVE SUMMARY This guide briefly summarises the regulatory situation and risk assessment process for the control of legionellosis, but concentrates on the management and technical issues of the operation and maintenance of water systems to minimise and control the risk. It discusses management procedures and the technical issues surrounding disinfection, routine monitoring, operation and maintenance tasks. It does not cover the design of systems, though the underlying principles will be evident 2. The guidance is consistent with the new HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems, which details the requirements for risk assessment and risk management of water related systems. That document should be available to all those involved in the management, operation and maintenance of water systems. The appendices contain advice on tendering for water treatment, detailed recommendations for the monitoring frequency for different types of water systems and a summary of technical risk control and prevention options. The guide is supported by a Legionellosis control logbook (available separately) and a number of other BSRIA documents, including: Guide to legionellosis: Temperature measurements for hot and cold water services Guide to legionellosis risk assessment Standard specification for water hygiene risk assessment. 2 Design is expected to be covered by a forthcoming CIBSE publication which will replace TM13. Some design guidance is also available from Part 2 of the Approved Code of Practice. BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance
CONTENTS CONTENTS GLOSSARY... i 1 INTRODUCTION... 1 1.1 Purpose of this guide... 1 1.2 What is legionellosis?... 1 1.3 Why are legionellae a problem in buildings?... 1 1.4 Controlling the risk of legionellosis... 2 1.5 Duties imposed by regulations... 2 1.6 Operation and maintenance contracts... 2 2 POLICY... 3 2.1 Summary of legislation... 3 2.2 Management systems... 5 2.3 Risk assessments... 5 2.4 Record keeping... 5 3 LEGIONELLOSIS RISK ASSESSMENT... 7 3.1 Introduction... 7 3.2 Identification of risk systems... 7 3.3 Risk assessment... 7 3.4 Periodic risk reviews... 9 4 OPERATION AND MAINTENANCE OF WATER SYSTEMS... 10 4.1 General... 10 4.2 Management responsibilities... 10 4.3 Operating and maintenance manual... 11 4.4 Training... 12 4.5 Log book... 12 4.6 Interpretation of test results... 13 4.7 Water quality... 15 4.8 Water treatment... 18 4.9 Temperature measurements... 19 4.10 Water treatment contractor... 20 4.11 General maintenance... 21 4.12 Cleaning and disinfection... 21 4.13 Pasteurisation and calorifiers... 24 4.14 Regular flushing of hot and cold water services... 25 4.15 Periodic inspections... 25 4.16 Domestic water systems temporarily out of use... 25 4.17 Other water systems temporarily out of use... 26 4.18 Monitoring the effectiveness of control... 26 INDEX... 39 BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance
CONTENTS APPENDICES Appendix A Risk control and prevention options... 28 Appendix B Suggested monitoring tasks... 30 Appendix C Cooling tower operations... 33 Appendix D Tendering for water treatment... 36 TABLES Table 1 Action levels for cooling water systems... 14 Table 2 Action levels for hot & cold water systems... 15 Table 3 Water treatment options for the control of legionella in water systems... 18 Guide to legionellosis - Operation & maintenance BSRIA AG 19/2000
GLOSSARY OF TERMS GLOSSARY OF TERMS PONTIAC FEVER SENTINEL TAPS SEROGROUP STAGNATION STERILISE STRAINER STRATIFICATION SUB-TYPE SUSCEPTIBLE POPULATION THERMOSTATIC MIXING VALVE WATER FITTINGS An acute, fever-producing, non-pneumonic illness caused by Legionella pneumophila and certain other species of legionella. Taps at the beginning and end of hot water distribution circuits and at the end of cold water distribution pipes which can be regularly monitored for temperature to assess adherence to a temperature regime. An antigenically distinct strain within a bacterial species (eg Legionella pneumophila serogroup 6). The condition where water ceases to flow and is liable to deteriorate in quality and potability. To make free from living organisms. A coarse filter, usually positioned upstream of a sensitive component such as a control valve or heat exchanger, to protect it from debris. Used to describe the layering effect in hot water cylinders where the upper layer of hot water does not mix with the lower layer of cold water. A further subdivision of a serogroup. People who are more likely to contract a disease than the average healthy person. Mixing valve in which the temperature of the water at the outlet is preselected and automatically controlled by the valve. Includes pipes (other than mains), taps, cocks, valves, ferrules, meters, cisterns, baths, water closets, soil pans and other similar apparatus used in connection with the supply and use of water. BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance i
INTRODUCTION SECTION 1 1 INTRODUCTION 1.1 PURPOSE OF THIS GUIDE This guide is one of a series of publications prepared by BSRIA to assist building managers, maintenance personnel and contractors to control the risk of legionellosis from building services. In particular it deals with the operation and maintenance of building services and the practical application of the Health & Safety Commission Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems 3 (ACOP). Apart from providing guidance in a relatively digestible form, the Approved Code of Practice part of the ACOP document has special legal status. If you are prosecuted for breach of health and safety law, and it is proved that you have not followed the relevant provisions of the Code, a court will find you at fault, unless you can prove that you have complied with the law in some other way. All persons responsible for water systems are strongly advised to hold a copy of the ACOP for reference. This guide does not specifically address the issues of the selection of services or plant design in new and refurbished buildings, though these are evidently major determinants of risk. General guidance for reducing the risk of legionellosis during system design and specification is included in the ACOP and publications such as CIBSE TM13 (currently under revision). The legionellosis risk assessment is briefly outlined but for detailed information readers should refer directly to the ACOP and other BSRIA publications such as the Guide to legionellosis risk assessment and Standard specification for water services risk assessment. 1.2 WHAT IS LEGIONELLOSIS? Legionellosis is the term used for infections caused by Legionella pneumophila and other bacteria from the family Legionellaceae. Legionnaires disease is a pneumonia that principally affects those who are susceptible due to age, illness, immuno-suppression, smoking etc. and may be fatal. Legionellae can also cause less serious illnesses such as Pontiac and Lochgoilhead fevers which can affect all people. Infection is attributed to inhaling legionella bacteria, in water droplets which are small enough (<5 µm) to penetrate deeply into the lung. 1.3 WHY ARE LEGIONELLAE A PROBLEM IN BUILDINGS? Legionella bacteria are widespread in natural sources of water. They may enter man-made systems where, under favourable conditions, they can multiply. If water droplets are created and dispersed into the atmosphere from those systems then people in the vicinity may be at risk. 3 This document came into effect on 1 January 2000 and replaces both the 1995 ACOP and HS(G)70. BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance 1
SECTION 1 INTRODUCTION Most cases and outbreaks of legionellosis have been attributed to water services in buildings, cooling towers and whirlpool spas. Other sources have been identified in foreign outbreaks including a humidification system, industrial coolants and respiratory therapy equipment. 1.4 CONTROLLING THE RISK OF LEGIONELLOSIS A number of factors are required to create a risk of legionellosis: the presence of legionella bacteria conditions suitable for the proliferation of those bacteria a means of creating and disseminating an aerosol the presence of individuals who may be exposed. The conditions favouring the proliferation of legionella are: Moisture Temperature between 20 C and 50 C Availability of nutrients, for example from sediment, sludge, organic material, scale, rust, compatible organisms and materials used in construction of water systems Presence of biofilm 4 (bacterial slime) on surfaces in contact with water. The elimination of as many of these conditions as possible forms the basis for control of the risk. Treatment regimes to eradicate or reduce the proliferation of legionella (based on physical or chemical disinfection of water systems) also help to control the risk but do not prevent it. The prevention of risk requires the elimination of the possibility of exposure to water spray or aerosol, eg. by replacing wet systems with dry ones. 1.5 DUTIES IMPOSED BY REGULATIONS Building managers may be criminally responsible under the Health and Safety at Work etc Act 1974 and subsidiary regulations, not only for their employees but for all those who are at risk including visitors and members of the public. That risk, particularly in the case of poorly maintained cooling towers, may extend well beyond the boundaries of the building or site. 1.6 OPERATION AND MAINTENANCE CONTRACTS The operation and maintenance of water systems to control the risk of legionellosis may be wholly undertaken using suitably trained in-house personnel or contractors, but it is likely that a specialist contractor will be employed to undertake or advise on water treatment. Where contractors are intended to be used it is essential to validate their qualifications and experience during the tender process. 4 Biofilm may not be visible to the naked eye. 2 Guide to legionellosis - Operation & maintenance BSRIA AG 19/2000
A BSRIA Guide www.bsria.co.uk Guide to Legionellosis Risk assessment By Reginald Brown and Mark Roper AG 20/2000 AG19-2000 (Legionellosis Risk cover).p65 3 06/12/2007, 15:41
ACKNOWLEDGEMENTS ACKNOWLEDGEMENTS BSRIA would like to thank the Defence Estates for their support of this publication. BSRIA would also like to thank Paul Appleby of Thornburn Colqhoun for the original drafts and the following for commenting on the publication: Mike Bealing Chris Dobson Stephen Hartley Brian Loader John Wilson Chris Brown Thorburn Colqhoun Welsh Health Estates Hertel (UK) Ltd Aquazur WaterTech Ltd Brocol Consultants Ltd Contributing from BSRIA was: Reginald Brown and Mark Roper Acknowledgement is also given to John Newbold and Ken Ashley of HSE who were responsible for revising the Approved Code of Practice. Every opportunity has been taken to incorporate the views and comments of those mentioned but final editorial control of this document rests with BSRIA. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise without prior written permission of the publishers. ISBN 0 86022 561 5 Printed by The Chameleon Press Ltd. BSRIA 13280 October 2000 BSRIA AG 20/2000 Guide to legionellosis - Risk assessment
PREFACE PREFACE Ever since the recognition of legionellosis and its causes in the early late 1970s the UK has been at the forefront of those countries offering practical advice for industry on risk control measures. As a result of the guidance provided by HSE, CIBSE, BSRIA and others and regulatory initiatives such as the 1995 Approved Code of Practice for the prevention or control of legionellosis (ACOP) and the registration of cooling towers, the levels of awareness amongst the building services community are high and cases are much less frequent than they might otherwise be. In fact, of the 200-250 cases of legionnaires disease which are reported each year, approximately half are contracted abroad. During 1998 several organisations including HSE, CIBSE, WMS and BSRIA independently decided to review their published advice in the light of 20 years operational experience, new legionellosis control options and new research findings. The aim of this guide is to provide a structured framework for legionellosis risk assessment which may be carried out in house by suitably experienced staff or by specialist consultants. It must be read and acted upon in conjunction with the new HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems, which details the overall requirements for risk assessment and risk management of water related systems. BSRIA AG 20/2000 Guide to legionellosis - Risk assessment
EXECUTIVE SUMMARY EXECUTIVE SUMMARY The guide briefly summarises the regulatory situation with respect to legionellosis and then describes the practical application of the risk assessment process as outlined in the new HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems (ACOP). The guide is intended to be read in conjunction with the ACOP which should be readily available to all those involved in the management, operation and maintenance of water systems. The ACOP states that persons who carry out the assessment and who draw up and implement precautionary measures should have such ability, experience, instruction, information, training and resources as to allow them to carry out their tasks competently and safely. For many buildings the risk assessment will require the services of an experienced specialist contractor. This guide is definitely not a DIY manual but it is a standardised approach to carrying out legionellosis risk assessments including standard survey protocols and record keeping systems. It is also an information resource for risk assessors and the building managers who may employ them The guide is supported by a number of other BSRIA documents relating to the management and control of the risk of legionellosis in buildings including: Guide to legionellosis - Operation & maintenance Legionellosis control logbook Guide to legionellosis: Temperature measurements for hot and cold water services Standard specification for water hygiene risk assessment. BSRIA AG 20/2000 Guide to legionellosis - Risk assessment
CONTENTS CONTENTS GLOSSARY... i 1 INTRODUCTION... 1 1.1 Purpose... 1 1.2 Background... 1 1.3 Legislation... 2 1.4 Management responsibilities... 2 1.5 Competence of risk assessors... 3 2 PLANNING A LEGIONELLOSIS RISK ASSESSMENT... 4 2.1 Methodology... 4 2.2 Preparatory activity... 6 2.3 Identification of risk... 7 2.4 Drawings... 8 3 ASSESSMENT OF MANAGEMENT PROCEDURES... 9 3.1 Analysis of documentation... 9 3.2 Assessment of written scheme... 9 3.3 Reviewing maintenance history... 10 3.4 Reviewing monitoring records... 10 3.5 Assessing risk management system... 10 3.6 Assessing staff competence... 10 4 ASSESSMENT OF PLANT... 11 4.1 Temperature measurement... 11 4.2 Micro-biological sampling and analysis... 11 4.2.1 General bacteria... 12 4.2.2 Legionellae... 12 4.2.3 Sampling procedures... 14 4.3 Procedures for condition surveys.... 15 4.3.1 Cooling towers and evaporative condensers... 15 4.3.2 Cooling water systems... 16 4.3.3 Cooling water treatment... 16 4.3.4 Spray humidifiers... 17 4.3.5 Nebulisers and portable humidifiers... 17 4.3.6 Hot and cold water systems... 18 4.3.7 Water softeners... 19 4.3.8 Spa baths... 20 4.3.9 Fire suppression systems... 20 4.3.10 Car wash - drive-through and lance type... 21 4.3.11 Horticultural misting systems... 21 4.3.12 Lawn sprinklers and hose pipes... 21 4.3.13 Fountains and water features... 22 4.3.14 Lathe and machine tool cooling systems... 22 4.3.15 Other systems... 22 5 ANALYSIS AND REPORTING... 23 5.1 Analysis and evaluation of risk... 23 5.2 Periodic risk reviews... 24 6 REFERENCES... 25 6.1 Legislation... 25 6.2 Standards... 25 6.3 Publications... 25 BSRIA AG 20/2000 Guide to legionellosis - Risk assessment
CONTENTS APPENDICES Appendix A Risk control and prevention options... 27 Appendix B Checklist or planning a legionellosis risk assessment... 31 Appendix C Risk assessment pro-forma... 35 Appendix D Assessment of the written scheme... 47 Appendix E Condition survey checklists... 55 Appendix F Survey equipment... 71 Appendix G Requirements for maintenance and monitoring of risk systems... 73 FIGURES Figure 1 Risk Assessment... 5 Figure 2 Condition Survey tasks... 6 TABLES Table 1 Action levels for cooling water systems... 13 Table 2 Action levels for hot & cold water systems... 14 Table 3 Overall evaluation of risk... 23
GLOSSARY OF TERMS GLOSSARY OF TERMS ACOP AEROSOL ALGAE AMOEBA ASSESSOR BACTERIUM BINDER POINT BIOCIDE BIOFILM BLOW-DOWN CHLORINATE CLIENT CONTRACTOR DEAD LEG DISINFECTANT DISINFECTION DOMESTIC WATER SERVICES DRIFT DRIFT ELIMINATOR Approved Code of Practice for the Prevention or control of legionellosis (including legionnaires disease). A suspension of solid or liquid particles in a gaseous medium having negligible falling velocity. Small, usually aquatic plants which require light to grow. A microscopic organism consisting of a single cell which changes shape constantly. (pl. amoebae). The person(s) carrying out the risk assessment. A microscopic, usually unicellular organism. A self-sealing test point on pipework for inserting temperature and pressure measurement probes directly into the fluid. A substance which kills micro-organisms. A community of bacteria and other micro-organisms, embedded in a protective layer with entrained debris, attached to a surface. The draining of a quantity of water from a cooling tower system, and its replacement with clean water, to reduce the level of total dissolved solids (TDS). To add chlorine to water, usually in the form of a hypochlorite. The person(s) having control over the premises. Anyone contracted to provide the services specified Length of pipe that leads to a closed end and does not form part of a circuit. Pipes leading to a closed fitting are common examples of dead legs in hot and cold water services systems. A chemical agent that is capable under defined conditions of disinfection and the control of micro-organisms. The control of micro-organisms by the application of a disinfectant, heat or radiation. Hot and cold water intended for personal hygiene, culinary or laundry purposes. The water droplets and aerosols which emerge from the outlet of a cooling tower. A system of baffles within a cooling tower designed to remove water droplets from the air passing through it. BSRIA AG 20/2000 Guide to legionellosis - Risk assessment i
GLOSSARY OF TERMS LEGIONELLA LEGIONELLOSIS LEGIONELLOSIS RISK ASSESSMENT LEGIONNAIRES DISEASE MICRO-ORGANISM PASTEURISATION PONTIAC FEVER SEROGROUP SPECIES STAGNATION STERILISE STRAINER STRATIFICATION SUSCEPTIBLE POPULATION THERMOSTATIC MIXING VALVE WATER FITTINGS A type of aerobic bacteria found predominantly in warm water environments (pl. legionellae). Any illness caused by exposure to legionellae. A formal assessment of systems which could create a risk of legionellosis in exposed populations. A form of pneumonia caused by legionella bacteria. An organism of microscopic size, which includes bacteria, fungi and viruses. ( microbe). Heat treatment to destroy pathogens. A disease caused by the legionella bacteria, an upper respiratory illness less severe than legionnaires disease. A sub-group of a species of organisms. A group of closely allied organisms belonging to the same genus. The condition where water ceases to flow and is therefore liable to become stale. To make free from living organisms. A coarse filter usually positioned upstream of a sensitive component such as a control valve or heat exchanger, to protect it from debris. Used to describe the layering effect in hot water cylinders where the upper layer of hot water does not mix with the lower layer of cold water. People who are more likely to contract a disease than members of the general population. Mixing valve in which the temperature of the water at the outlet is preselected and controlled automatically by the valve. Includes pipes (other than mains), taps, cocks, valves, ferrules, meters, cisterns, baths, water closets, soil pans and other similar apparatus used in connection with the supply and use of water. ii Guide to legionellosis - Risk assessment BSRIA AG 20/2000
INTRODUCTION SECTION 1 1 INTRODUCTION 1.1 PURPOSE The purpose of this document is to provide a standardised approach to carrying out legionellosis risk assessments including standard survey protocols and record keeping systems. It will assist the risk assessor to gauge the risk posed by legionellosis in a wide range of situations, and where necessary make recommendations to reduce and control that risk. The resulting risk assessment and evidence of implementation of the recommendations allow the responsible person to demonstrate compliance with the relevant health and safety legislation. 1.2 BACKGROUND Legionellosis is the term used for infections caused by Legionella pneumophila and other bacteria from the family Legionellaceae. Legionnaires' disease is a pneumonia that principally affects those who are susceptible due to age, illness, immuno-suppression, smoking etc. and may be fatal. Legionellae can also cause less serious illnesses such as Pontiac and Lochgoilhead fevers which can affect all people. Infection is attributed to inhaling legionellae, in those water droplets which are small enough (<5 µm) to penetrate deeply into the lung. This organism is of particular concern because it is widespread in natural water sources and multiplies rapidly in the conditions found in some building water systems. It is released into the air in water droplets and so may be spread by a number of systems commonly found in buildings. Systems which can harbour legionella and release contaminated droplets into the air include cooling towers, evaporative condensers, humidifiers, domestic water systems, spa baths, sprinklers, hose reels, lathe coolants, fountains, car washes and horticultural misting. As a result of a number of outbreaks of legionellosis, resulting in multiple fatalities, along with a regular reporting of cases (200 to 300 a year) many of which are contracted overseas, the Health and Safety Commission deemed it necessary to define the requirements of the Control of Substances Hazardous to Health Regulations 1988 by means of an Approved Code of Practice (ACOP) which has a specific legal status. The latest HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems now incorporates both the ACOP and detailed guidance on design and operation of risk systems 1. BSRIA has also produced its own document Guide to legionellosis - Operation & maintenance and associated Legionellosis control log book, which are designed to assist building managers and contractors in complying with the ACOP with particular regard to the operation and maintenance of buildings. 1 This guidance is a substantially expanded version of that which was formerly contained in HS(G)70. BSRIA AG 20/2000 Guide to legionellosis - Risk assessment 1
SECTION 1 INTRODUCTION 1.3 LEGISLATION The requirement for a legionellosis risk assessment arises from the Health and Safety at Work etc Act 1974 and the Control of Substances Hazardous to Health Regulations 1994 and is embodied in the HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems. The ACOP applies to any undertaking involving a work activity and to premises controlled in connection with a trade, business or other undertaking where water is used or stored and where there is a means of creating and transmitting water droplets which may be inhaled, thereby causing a reasonably foreseeable risk of legionellosis. In practice, few non-domestic premises where water is supplied escape the need for a risk assessment. In most buildings with water services, building managers will be required to comply with the ACOP. If the site has wet cooling towers then the Notification of Cooling Towers and Evaporative Condensers Regulations 1992 will also apply. The ACOP has special legal status. It states that If you are prosecuted for breach of health and safety law, and it is proved that you have not followed the relevant provisions of the Code, a court will find you at fault, unless you can prove that you have complied with the law in some other way. The legionellosis risk assessment is intended to demonstrate compliance with the ACOP and the scope of the risk assessment is defined within the ACOP. In order to comply with their legal duties employers and others should: identify sources of risk prepare a scheme for preventing or controlling the risk implement and manage precautions keep records of the precautions implemented appoint a person to be managerially responsible. The detailed methodology and presentation of the risk assessment is however left to the risk assessor who may follow the guidance contained in this guide or other equivalent documents. In the event of a HSE inspection or investigation, the absence of up to date written risk assessments could be sufficient grounds for prosecution even if the employer s safeguards might otherwise appear satisfactory. 1.4 MANAGEMENT RESPONSIBILITIES In order to be effective, risk assessment must be carried out within a well-defined management framework which allocates specific responsibilities to named individuals and provides the mechanism for implementing recommendations. These individuals become responsible under the law and therefore must have adequate authority and resources to implement essential risk reduction measures. In order to comply with the ACOP it may be necessary for the duty holder and appointed person to draw on outside experts with specific training and expertise in legionellosis risk assessment. 2 Guide to legionellosis - Risk assessment BSRIA AG 20/2000
INTRODUCTION SECTION 1 It is not possible to transfer legal liabilities under health and safety legislation to a contractor. For example, if a contractor has provided an inadequate or defective risk assessment then the client may still be prosecuted unless he can prove that he took reasonable measures to ensure the competency of that contractor. 1.5 COMPETENCE OF RISK ASSESSORS The appointed person must ensure that whoever undertakes the risk assessment has such ability, experience, instruction, information, training and resources as to allow them to carry out the tasks competently and safely. The person who undertakes the risk assessment should have the following minimum knowledge and experience: a) An understanding of the systems and equipment to be assessed, including their design and operation, and the characteristics which govern risk and the control of risk. b) A full understanding of statutory requirements and the relevant guidance provided by the Health & Safety Executive and Chartered Institution of Building Services Engineers (CIBSE). c) Where water treatment is present, an understanding of the principles, properties and implications of the water treatment processes. Unfortunately, at the present time there are no specific professional qualifications or accreditations which demonstrate that an individual is competent to carry out a legionellosis risk assessment. Satisfactory risk assessors will probably possess qualifications in building services engineering and/or microbiology and be members of relevant professional institutions, but experience is crucial. BSRIA AG 20/2000 Guide to legionellosis - Risk assessment 3
A BSRIA Guide www.bsria.co.uk Guide to Legionellosis A system log book By Reginald Brown and Mark Roper AG 21/2000 AG21-2000 (Legionellosis Log cover).p65 3 06/12/2007, 15:56
ACKNOWLEDGEMENTS ACKNOWLEDGEMENTS BSRIA would like to thank Defence Estates for their support of this publication. BSRIA would also like to thank Paul Appleby of Thornburn Colqhoun for the original drafts and the following for commenting on the publication: Mike Bealing Chris Dobson Stephen Hartley Brian Loader John Wilson Chris Brown Thorburn Colqhoun Welsh Health Estates Hertel (UK) Ltd Aquazur WaterTech Ltd Brocol Consultants Ltd Contributing from BSRIA were: Reginald Brown and Mark Roper Acknowledgement is also given to John Newbold and Ken Ashley of HSE who were responsible for revising the Approved Code of Practice. Every opportunity has been taken to incorporate the views and comments of those mentioned but final editorial control of this document rests with BSRIA. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise without prior written permission of the publishers. ISBN 0 86022 562 3 Printed by The Chameleon Press Ltd. BSRIA 13280 October 2000 BSRIA AG 21/2000 Legionellosis control log book
PREFACE PREFACE This document is intended to form a template for the creation of a log book to monitor legionellosis management and control measures in buildings. Users are permitted to edit and/or photocopy pages to suit their site requirements (contact BSRIA for information on the availability of electronic versions for word processing). The aims of a legionellosis control log book are: to provide a framework for monitoring water quality in this building in order to minimise the risk of legionellosis. to provide evidence of management control and compliance with legislative requirements defined in the 1995 Approved Code of Practice the prevention or control of legionellosis (including legionnaires disease). to provide a record of monitoring and maintenance activities as required by the HSC Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems, and in the written scheme. This log book may not cover all the risk-specific systems to be found on a particular site and may need to be extended and customised to fulfil the legionellosis management and control requirements. Such customisation should be based on the findings and recommendations of the legionellosis risk assessment. BSRIA AG 21/2000 Legionellosis control log book
CONTENTS CONTENTS 1 INTRODUCTION... 1 1.1 How to use the log book... 1 1.2 Sources of guidance... 2 1.3 Table of responsibilities... 4 1.4 Building details... 5 1.5 Table of building water services... 6 2 SUMMARY OF CHECKS AND INSPECTIONS... 7 3 CHECKLISTS FOR INSPECTION PROCEDURES... 10 3.1 Evaporative cooling towers and condenser water system... 10 3.2 Air conditioning plant... 11 3.3 Domestic hot & cold water storage and distribution... 12 3.4 Water softening equipment... 14 3.5 Legionellosis preventive scheme management... 15 4 LOG SHEETS AND RECORD SHEETS... 16 4.1 Pump alternation - daily log sheets... 16 4.2 Evaporative cooling towers and condenser water system... 17 4.2.1 Weekly/monthly checklist... 17 4.2.2 Monthly/quarterly/six monthly checklist... 17 4.3 Air conditioning plant... 18 4.3.1 Weekly/monthly checklist... 18 4.3.2 6 monthly/annual checklist... 18 4.4 Domestic hot & cold water storage and distribution... 19 4.4.1 Weekly/monthly checklist... 19 4.4.2 Monthly/quarterly/six monthly checklist... 19 4.4.3 Cold Water Record Sheet... 20 4.4.4 Hot Water Record Sheet... 21 4.5 Water softening equipment... 22 4.5.1 Weekly/monthly checklist... 22 4.5.2 6 monthly/annual checklist... 22 4.6 Legionellosis preventive scheme management... 23 4.6.1 Annual checks... 23 5 ACTION DIARY... 24 6 REQUEST FOR WORK FORMS... 26 7 EMERGENCY PROCEDURES... 27 7.1 The emergency action instruction... 27 8 COOLING WATER RECORD SHEETS... 28 9 REPORTS AND CERTIFICATES LEGIONELLOSIS RISK ASSESSMENT ANNUAL RISK REVIEW... 30 BSRIA AG 21/2000 Legionellosis control log book
INTRODUCTION SECTION 1 1 INTRODUCTION 1.1 HOW TO USE THE LOG BOOK This log book is one of a series of publications prepared by BSRIA to assist building managers, maintenance personnel and contractors to control the risk of legionellosis from building services. In particular it assists building managers fulfil their requirements for routine monitoring and record keeping under the Health & Safety Commission Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems 1 (ACOP). It is intended be used in conjunction with the BSRIA publication Guide to legionellosis - Operation & maintenance. This log book is to be completed by the person who has management responsibility for the prevention or control of legionellosis (as defined in paragraph 44 of the ACOP) and/or the persons acting under their control. The aims of this log book are: to provide a framework for monitoring water quality in this building in order to minimise the risk of legionellosis. to provide evidence of management control and compliance with legislative requirements defined in the ACOP. to provide a record of monitoring and maintenance activities as required by the ACOP and defined in the written scheme. This log book lists all of the procedures required to minimise the risk of legionellosis and divides them into clearly defined weekly, monthly, quarterly, six monthly and annual checks. This log book explains what to look out for and when and follows through all the necessary stages in carrying out the remedial measures, whether dealt with in-house or by a specialist company. No comprehensive experience or knowledge of building water services is required in order to use the log book. Where specialist expertise is required this is stated in the procedures in Section 3. Section 1 provides information on how to use the log book, sources of further information, and the forms to record basic information about the building and its management. These forms should be completed when starting the log book, and updated when necessary. Section 2 provides an at a glance summary of the checks required and their likely frequency. The user should indicate the actual frequency required, as indicated by the risk assessment. Section 3 expands on Section 2, and details the periodic checks that need to be carried out on the building water services, indicating the frequency 1 This document came into effect on 1 January 2000 and replaces both the 1995 ACOP and HS(G)70. BSRIA AG 21/2000 Legionellosis control log book 1
SECTION 1 INTRODUCTION of each check. Again, the user should indicate the actual frequency required, as indicated by the risk assessment. Section 4 divides these checks into weekly, monthly, quarterly, six monthly and annual checks and allows the person with responsibility for managing the preventive scheme to sign off checks with a tick if satisfactory or with a cross if unsatisfactory. Record sheets are provided for weekly and monthly checks to be carried out by the person with responsibility for managing the preventive scheme. Section 5 Action Diary - is to be filled in when any form of remedial measure is carried out as a result of the checks listed in Section 3. Section 6 Request for Work forms - is to be filled in and passed on to the necessary person(s) or company when remedial measures are required that cannot be carried out by the person with responsibility for managing the preventive scheme. Section 7 outlines the procedures to be taken in the event of an emergency in relation to legionnaires' disease. Section 8 provides tables to record the findings of the water treatment company. By plotting the various parameters from week to week or month to month, any sudden changes will be easily noticed, giving a warning of potential problems with the operation of the cooling tower and/or water treatment systems. Section 9 is to contain a copy of the legionellosis risk assessment and any other paperwork associated with the preventive scheme, water quality control and the operation of the log, i.e. certificates, reports, instructions, correspondence etc. 1.2 SOURCES OF GUIDANCE The following guides, standards and codes of practice serve as important sources of information necessary to minimise health risks associated with building water services and in particular to minimise the risk of legionnaires' disease. Approved Code of Practice and Guidance: Legionnaires Disease: The control of legionella bacteria in water systems. HSC 2000 BSRIA AG 19/2000 Guide to legionellosis - Operation & maintenance. BSRIA, Bracknell. BSRIA AG 29/2000 Guide to legionellosis - Risk assessment. BSRIA, Bracknell. CIBSE TM13: 1991 Minimising the risk of legionnaires' disease. Chartered Institution of Building Services Engineers, London, (currently under review). Health Technical Memorandum 2040 (1993) - The control of legionellae in health care premises - a code of practice (5 volumes). NHS Estates. HMSO London, (currently under review). 2 Legionellosis control log book BSRIA AG 21/2000
INTRODUCTION SECTION 1 BSRIA AG 2/93 Water treatment for building services systems (1993). BSRIA, Bracknell. BSRIA AG 4/94 Guide to legionellosis - temperature measurements for hot and cold water services (1994). BSRIA, Bracknell. BS 6700: 1998 Specification for design, installation, testing and maintenance of services supplying water for domestic use within buildings and their curtilages BSI, Milton Keynes. Water Regulations (Water fittings) Act 1999 The water regulations guide, Water Regulations Advisory Service. The water fittings and materials directory. Water Research Centre (revised 6 monthly). BSRIA AG 21/2000 Legionellosis control log book 3
SECTION 1 INTRODUCTION 1.3 TABLE OF RESPONSIBILITIES Address of site: Building number: Building name: Building Services Manager: Address: Tel: Building Services Consultant: Address: Tel: Building Manager: Tel: Person on whom the statutory duty falls: Tel: Nominated deputy: Tel: Water treatment company: Address: Operative Tel: Legionellosis control consultants: Address: Contact: Tel: Other responsible persons/specialist companies (specify) Name: Address Tel: Name: Address Tel: 4 Legionellosis control log book BSRIA AG 21/2000
INTRODUCTION SECTION 1 1.4 BUILDING DETAILS Building number: Building name: Approximate age of building (years): Approximate floor area (sq. ft): Number of floors: Building use: Max possible number of occupants: Current number of occupants: Type of air conditioning (if any): No. years since last refurbishment: BSRIA AG 21/2000 Legionellosis control log book 5
SECTION 1 INTRODUCTION 1.5 TABLE OF BUILDING WATER SERVICES BUILDING No: BUILDING WATER SERVICES: BUILDING NAME: Present: Risk of legionellosis: YES NO HIGH MEDIUM LOW Evaporative cooling towers or condensers (and associated water system) Air conditioning equipment Domestic hot and cold water storage and distribution Water softening equipment Showers (state number) Other at-risk systems (see note) Note: other at-risk systems could include indoor fountains, whirlpool spas, car washes, sprinkler systems, etc. Procedures: 1. Complete the table above to include all open water systems in this property. Guidance on open water systems that may pose a risk of legionellosis may be found in the ACOP. All the services of importance in this building should be covered in the legionellosis risk assessment. 2. By referring to the latest legionellosis risk assessment, give each system a rating for risk of legionellosis. 6 Legionellosis control log book BSRIA AG 21/2000