Department of Defence

Manual of Infrastructure Engineering -

BULK FUEL INSTALLATION

MAINTENANCE INSTRUCTION

Appendix E

PERMIT-to-WORK

MODEL PROCEDURE

Appendix E - BFIMI Permit-to-Work Model Procedure

Version 2.0 July 2013
 CONTENTS

1. INTRODUCTION.................................................................................................4
2. TYPES OF PERMITS..........................................................................................4
3. PERMIT PROCEDURES....................................................................................7
4. ACCREDITATION REQUIREMENTS BFI MAINTENANCE PERSONNEL........13
5. PERMIT SYSTEM BASE APPOINTMENTS......................................................15
6. SAFE WORKING PRACTICES.........................................................................22
7. SPECIFIC WORK PRECAUTIONS...................................................................26

Appendix E - BFIMI Permit-to-Work Model Procedure 1 of 34

Version 2.0 July 2013
 ABBREVIATIONS

The following key acronyms, abbreviations, and definitions are applicable in the context of
this instruction. For a full list of acronyms and abbreviations, refer to the acronyms and
abbreviations section at the beginning of the Bulk Fuel Installation Maintenance Instruction.

Isolations detailed on the relevant Permit which require specialist skills

Additional
not held by the OA. Additional isolations are typically performed by the
isolations
MA Work Party
Cold Work
Permit to conduct cold works (e.g. mechanical, civil, painting)
Permit
Confined
Space
Permit for entry into a confined space
Entry
Permit
Excavation
/ Permit for work involving excavations or penetrations where hazards
Penetration may be present and/or the structural stability of the ground requires
Work assessment by a competent person
Permit
Hot Work Permit for work with the potential to create an ignition source (e.g.
Permit welding, grinding)
The isolation of the work area from potential sources of danger (e.g., the
disconnection of power supply and drive shaft from a pump motor
Isolation
before working on pump). Isolations are generally performed by the
OA. Refer also Additional isolations
Issuer The Permit issuer. See permit control officer
Job Safety Analysis. Similar to the SWMS, the JSA is a risk assessment
tool applied to job safety, which identifies the tasks to be done, the
JSA hazards, defines the risk and states control measures to be implemented.
JSA still applies states where the Occupation Health and safety Act is
still enacted.
Low
Voltage
Permit for access to and work upon low voltage (415V or less) electrical
Electrical
apparatus
Work
Permit
Maintenance Agent. Responsible for fuel farm maintenance activities.
MA
Includes subcontractors
Maintenance Agent Work Party (typically a contractor engaged by the
MA Work
MA to carry out maintenance work. Also referred to simply as the Work
Party
Party
Operating Agent. Responsible for fuel farm operations, fuel quality and
OA
non technical operating level tasks.

Appendix E - BFIMI Permit-to-Work Model Procedure 2 of 34

Version 2.0 July 2013
 A document which authorises the recipient to perform the works
described on the Permit subject to compliance with the precautions listed
on the Permit. Issued by the permit control officer. There are 4 work
Permit Permits and 2 entry / access Permits: Cold Work Permit, Hot Work
Permit, Low Voltage Electrical Work Permit, Excavation / Penetration
Work Permit, Confined Space Entry Permit, Working at Heights Access
Permit.
The permit control officer is charged with the issuing of all permits for
Permit
all maintenance work undertaken at the BFI. A trained competent
Control
person, authorised by the RPP in agreement with DSRG-RD, the BFI
Officer
permit control officer is to be delegated to the RESM or an competent
(PCO)
subordinate
Receiver The Permit receiver. Generally the Maintenance Agent Work Party
Responsible Person (Petroleum) - referred to generally as the
RPP Responsible Person. Charged with high level overall operation of the
fuel farm.
Safe Work Methods Statement:
The SWMS is a compilation of documents that at least includes a Safe
Work Procedures, manufacturers instructions, relevant codes of
practice/industry guides, WHS codes of practises and Australian
SWMS Standards. The SWMS enables supervisors, workers and any other
persons at the workplace to understand the requirements that have been
established to carry out the work in a safe and healthy manner. It sets out
the work activities in a logical sequence and identifies hazards and
describes control measures.
Work at
Heights Permit to permit access to an elevated location that is not fitted with
Access permanent fall arrest guards or handrails
Permit

Appendix E - BFIMI Permit-to-Work Model Procedure 3 of 34

Version 2.0 July 2013
1. INTRODUCTION

1.1. The Australian Defence force has a number of Bulk Fuel Installations (BFIs) used to
store and distribute large quantities of aviation and maritime fuels. Because of the
hazardous nature of BFIs, a Permit system is to be implemented for all maintenance
work.

1.2. In reference to the primary document Bulk Fuel Installation Maintenance Instruction
and it associated appendices; this Permit-to-Work Model Procedure outlines the
principles for the required permit system.

Purpose
1.3. The purpose of the permit-to-work system is to:

a. Comply with the Department of Defence Work Health and Safety Management
System;

b. Comply with Australian Standard 1940 The storage and handling of flammable
and combustible liquids (AS1940);

c. Enforce Defences duty of care as established under the Work Health and Safety
Act 2011 and associated WHS Codes of Practise(s);

d. Ensure that the work is carried out in accordance with the Safe Work Methods
Statement (SWMS); and

e. Ensure proper consideration is given to the risks of a particular job or task.

2. TYPES OF PERMITS

1.4. There are six different types of permits which can be issued at BFIs depending on the
scope of the work.

Work Permits:
a. Cold Work Permit;

b. Hot Work Permit;

c. Low Voltage Electrical Work Permit; and

d. Excavation/Penetration Work Permit.

Entry and Access Permits (not for work to be undertaken):

e. Confined Space Entry Permit; and

f. Working at Heights Access Permit.

Appendix E - BFIMI Permit-to-Work Model Procedure 4 of 34

Version 2.0 July 2013
1.5. Multiple types of Permits may be issued to cover the scope of works. For example, the
removal of a valve followed by welding of a new pipe flange would require a Cold
Work Permit (valve removal) and a Hot Work Permit for welding, grinding and cutting.

Cold Work Permit

1.6. A cold work permit is required for work which could include the following:

a. Equipment removal from service, replacement and installation (e.g. valve removal
to change seals, filter / water separator element replacement);

b. Mechanical adjustments (e.g. adjusting pump seals);

c. Civil works (e.g. replacing grout, cleaning drains); and

d. Painting.

A cold work permit shall be issued together with other permits as required by the scope
of works.

Hot Work Permit

1.7. Hot work is defined as any work with the potential to create a source of ignition. A
source of ignition is defined as A source of energy sufficient to ignite a flammable
atmosphere. Examples of ignition sources include naked flames, exposed incandescent
material, electrical welding arcs, mechanical or static sparks, and electrical, electronic,
or mechanical equipment not suitable for use in hazardous locations. Hot Work could
include the following:

a. Welding;

b. Soldering;

c. Cad welding;

d. Hot riveting;

e. Burning;

f. Flame cutting;

g. Flame heating;

h. Grinding;

i. Shot blasting;

j. Concrete chipping;

k. The use of electrical hand tools and power driven cutters;

l. The use of internal combustion engines (i.e. lawn mower);

Appendix E - BFIMI Permit-to-Work Model Procedure 5 of 34
Version 2.0 July 2013
 m. The use of any equipment which may provide a source of ignition including
vehicles;

n. Work on live electrical circuits which are not in electrical substations;

o. The use of non-intrinsically safe electrical devices;

p. The use of cameras with external or in-built flash;

q. The use of instruments requiring batteries;

r. Ramset guns;

s. Explosive items, and

t. The use of x-ray generating equipment or radioactive devices.

Low Voltage Electrical Work Permit

1.8. An Electrical Work Permit allows access to and work upon low voltage (415V or less)
electrical apparatus. It defines specialist electrical precautions.

Excavation and Penetration Work Permit

1.9. An Excavation/Penetration Permit is used to specify the precautions to be taken to
allow a person or persons to excavate ground or penetrate the built surfaces of a
building or other structure where hazards may be hidden from view, and/or the likely
structural stability of the excavated ground or penetrated structure require assessment
by a competent person. This permit authorises excavation and penetration only, it does
not authorise any additional work to be done. Entry to what may be created as a new
confined space will require a separate Confined Space Entry Permit. A relevant Permit-
to-Work is required for the work to be done.

Confined Space Entry Permit

1.10. A Confined Space Entry Permit is required to allow entry by a person or persons to a
confined space.

1.11. A confined space is defined as (from AS 2865 Confined spaces):

a. An enclosed or partially enclosed space that is not intended or designed primarily

for human occupancy, within which there is a risk of one or more of the
following:

b. An oxygen concentration outside the safe oxygen range;

c. A concentration of airborne contaminant that may cause impairment, loss of

consciousness or asphyxiation;

d. A concentration of flammable airborne contaminant that may cause injury from

fire or explosion; and

Appendix E - BFIMI Permit-to-Work Model Procedure 6 of 34

Version 2.0 July 2013
 e. Engulfment in a stored free-flowing solid or a rising level of liquid that may cause
suffocation or drowning.

1.12. A Confined Space Entry Permit authorises entry only; it does not authorise any work to
be done. A relevant Permit-to-Work is required for the work to be done.

Work at Heights Access Permit

1.13. A Work at Heights Access Permit is used to specify the precautions to be taken to
allow a person or persons to work in any location above ground that is not fitted with
permanently installed fall arrest guards or handrails. This permit authorises access to
the elevated location only; it does not authorise any work to be done. A relevant
Permit-to-Work is required for the work to be done.

3. PERMIT PROCEDURES

1.14. The following outlines the procedures. Reference shall be made to annex A to
Appendix E permit-to-work flow chart.

Initiation and Scheduling of Work

1.15. Under the Defence Bulk Fuel Installation Maintenance Instruction (BFIMI), the
Maintenance Agent (MA) is to plan the maintenance activities at least three months in
advance or when requested by the OA, or DSO-BSM for the purposes of forward
planning of base and or DSO Region activities.

1.16. The MA advises the OA of the rolling monthly plan on a weekly basis to enable work
to be rescheduled as necessary and to minimise time wasted at the Base by the MA and
work parties awaiting permits.

Preparation of Safe Work Method Statement

1.17. Prior to any maintenance work on a BFI, a full risk assessment shall be documented
and integrated into a SWMS. The SWMS is a compilation of documents that may
include but not be limited to Safe Work Procedures, manufacturers instructions,
relevant codes of practice/industry guides, WHS Codes of practices and Australian
Standards.

1.18. By definition a Safe Work Method Statement means a statement that:

a. Identifies a work activity assessed as having a safety risk or risks;

b. specify hazards relating to the work and risks to health and safety associated with
those hazards;

c. Describes the control measures that will be applied to the work activity;

d. Describes how safety measures will be implemented to do the work safely; and

e. Includes a description of the equipment used in the work, the qualifications of the
personnel doing the work and the training required to do the work safely.

Appendix E - BFIMI Permit-to-Work Model Procedure 7 of 34

Version 2.0 July 2013
1.19. As the MA is responsible for the conducting the work and shall develop and implement
a SWMS process. The MA shall provide training to MA and Work Party personnel as
required to ensure those people involved are familiar with the SWMS process.

1.20. Depending upon the circumstances of the task, it may be appropriate for a generic
SWMS for several locations where the hazard and degree of risk are comparable. For
example, where the same maintenance task is conducted in a number of different
locations in similar circumstances. The use of generic a SWMS may be relevant to
personnel who do the same work in different locations and will help simplify the
overall task of assessment of the different locations. To apply generic assessments it is
necessary to ensure that the documented work practices, equipment, and materials are
the same in each case.

1.21. Following development of the SWMS by the MA, the Permit Control Officer with
assistance from DSO-RECRM shall review the SWMS and be satisfied that it
addresses all risks and the work can be carried out in a safe and satisfactory manner.

Isolations
1.22. During the review the OA, with the MA, shall ensure all apparatus, plant and
equipment is isolated and made safe from all sources of danger in an approved manner.
Isolations shall be carried out using safe isolating procedures outlined in Section 6
(Safe Working Practices) of this document and all relevant precautions and safety aids.

1.23. All equipment that has been isolated must be tagged with a DO NOT OPERATE tag
and, where possible locked with a padlock. The tag will be endorsed with the
following information:

a. Permit-to-Work Type and Number;

b. Tag Placed By;

c. Name of Equipment Being Isolated; and

d. Date of Applying the Tag.

1.24. If additional isolations needing specialist skills are required, the OA shall detail these
on the Permit for action by the MA or MA Work Party (following issue and acceptance
of the Permit).

1.25. No tag or padlock is to be removed before all recipients have signed off on the Permit
pertaining to that isolation.

Issuing of Permit
1.26. The MA completes the Permit form ensuring that:

a. A description of the works is on the permit;

b. The scope of works is defined;

c. All isolations and/or additional isolations to be carried out by the MA are detailed;
Appendix E - BFIMI Permit-to-Work Model Procedure 8 of 34
Version 2.0 July 2013
 d. Dangers, precautions and any Safe Work Procedures are listed;

e. The OA then shows the Work Party all isolation points;

f. The OA briefs the Work Party on operational issues, restrictions, etc; and

g. The permit control officer, reads out loud the Permit to the Work Party and any
OA staff, Confined Space Stand-by Persons and Fire Safety Watchers as required
by the Permit.

1.27. Refer to annex A for the Permit-to-Work template. For an entry permit for confined
spaces refer to webforms AC 818.

Acceptance of Permit
1.28. The Permit is primarily an authorisation to conduct a prescribed high-risk activity and
requires acceptance between:

a. the Permit Control Officer as ISSUER

AND

b. the MA Work Party as RECEIVER

1.29. Prior to accepting a Permit, the receiving Work Party shall:

a. Satisfy the PCO of their Base induction accreditation status and competence for
the work by display of their Defence Identification Pass;

b. Provide all necessary information about proposed work methods sufficient to

enable the required safety controls to be agreed;

c. Endorse the Permit and show understanding of the scope of work, precautions and
safety requirements;

d. Read and acknowledge the identified hazards and required precautions;

e. Inspect the work site to verify the isolations and other precautions to their own
satisfaction;

f. Sign, date and record their Defence Identification Pass number on the Permit;

g. The PCO must be satisfied that the Work Party understands the limits of the
Permit;

h. Once satisfied, the PCO signs the Permit original;

i. The OA and any Confined Space Stand-by Persons and/or Fire Safety Watchers
(as applicable) sign the Permit to acknowledge their role and briefing;

Appendix E - BFIMI Permit-to-Work Model Procedure 9 of 34

Version 2.0 July 2013
 j. The Work Party signs the Permit original;

k. The Work Party is given the Permit original;

l. The Permit original must be prominently displayed (if practicable) at the work site
during the term of the Permit; and

m. A copy of the Permit shall be retained by the PCO as a record of work in progress.

Additional Isolations
1.30. Additional isolations performed by the Work Party can only occur if requested by the
Maintenance Agent or Operating Agent and it is stated on the Permit. Additional
isolations are those requiring specialist skills and/or qualified technicians (e.g.
disconnection of electrical cables, removal of drive belts, etc) performed by the
Maintenance Agent.

1.31. Isolations shall be carried out using safe isolating procedures and all relevant
precautions and safety aids.

1.32. All equipment that has been isolated must be tagged with a DO NOT OPERATE tag
and, where possible locked with a padlock. The tag will be endorsed with the
following information:

a. Permit-to-Work Type and Number;

b. Tag Placed By;

c. Name of Equipment Being Isolated; and

d. Date of Applying the Tag.

1.33. All additional isolations must be noted on the Permit by the Work Party. When the
works are completed the additional isolations should be re-instated by the Work Party
and marked off the Permit by placing a tick and the initial of the Work Party beside
each written Isolation before the permit is surrendered.

1.34. Only Authorised Electrical Operators may perform low voltage electrical
isolations/operations, which will require a Low Voltage Electrical Work Permit.

Work Acceptance and Permit Closure

1.35. Except in an emergency, upon the completion of the works the original Work Party
must surrender the Permit. The Permit must be surrendered in the following manner:

a. Work Party in Charge declares all work completed, all personnel off the job, and
work area cleaned up as appropriate;

b. The Work Party must ensure any additional isolations are re-instated and marked
off the Permit. DO NOT OPERATE TAGS, danger notices and padlocks shall
be removed as applicable;

Appendix E - BFIMI Permit-to-Work Model Procedure 10 of 34

Version 2.0 July 2013
 c. Work Party ensures all personnel have signed off the Permit;

d. Work Party signs off and dates the original Permit;

e. Work Party informs the PCO and the OA of the completion of works;

f. PCO, MA works supervisor and OA of the BFI (as required) to verify that the
work is complete and equipment is fit for service;

g. PCO to verify that the work area has been left in a clean and tidy state;

h. PCO signs off, dates and records the time of work acceptance on the original
Permit; and

i. PCO retains the original Permit and files it for their record.

1.36. If work is incomplete, isolations shall remain correctly tagged and locked and any
open ends shall be blanked if work is incomplete, or until all other associated Permits
have been closed and the equipment is ready for return to service.

Cancelling of Permits
1.37. Except in an emergency, upon receiving a surrendered permit from the Work Party the
Permit must be cancelled and the equipment returned to service in the following
manner:

1.38. The PCO must ensure:

a. The Work Party has made the work site safe;

b. The Work Party has ensured any additional Isolations are re-instated;

c. The Work Party has ensured that all recipients who signed on the Permit have
signed off, surrendered the Permit and returned it to the Permit control officer;
and

d. Must be satisfied that the works have been completed as stated by the Work Party
before signing off and cancelling the Permit.

Abnormal Permit Cancellations

1.39. The Permit control officer, MA and Stand-by Persons shall monitor compliance with
Permit conditions and shall take appropriate corrective action when the nature of the
work or conditions changes. The Permit control officer, MA, Stand-by Persons and
OA have full authority to stop work being performed and cancel a Permit at any time
without reference under the following abnormal conditions:

a. Change of conditions (i.e. revised project work) or precautions;

b. An emergency occurs; and

c. Unsafe work practices exist.

Appendix E - BFIMI Permit-to-Work Model Procedure 11 of 34
Version 2.0 July 2013
1.40. If a Permit is cancelled, work is not to continue until the PCO reissues the Permit.

1.41. If the precautions of the Permit are changed, the PCO and other personnel involved
shall consider reporting the circumstances as an Incident for further investigation.

Change of Personnel
1.42. In the event of a change of personnel performing the work, the original recipient(s)
shall sign-off the Permit and the new personnel shall discuss the hazards and
precautions with the PCO and shall sign-on as if accepting the Permit from the outset
of the work.

1.43. In the event of a change of the PCO responsible for the work, the new PCO shall
discuss the work being performed and the precautions in place with the original PCO
and, if satisfied, shall countersign the Permit. In addition, contractors/maintenance
personnel working at the BFI site shall be formally notified of the change of the Permit
control officer.

Recording of Permits
1.44. Defence shall ensure that all permits issued are retained for a period of 7 years.

4. ACCREDITATION REQUIREMENTS BFI MAINTENANCE

PERSONNEL

Background
1.45. Defence maintains all BFIs through CMS/BS maintenance contracts managed at the
DSO regional level. When necessary specialised consultants or maintenance
contractors are selected either through the Defence Infrastructure Panel (DIP) 2010-
2014 - sub-panel Fuel Farm, or using the Regional maintenance providers (CMS/BS)
consultancy panel or if necessary, specialised consultants may be selected via open
tender.

1.46. Contractor and consultant panel members must certify their individual personnel as
competent to undertake a nominated range of specific maintenance tasks identified in
the BFIMI in accordance with the contractors work method statements and the
individuals licences, training, experience and supervision provided.

Requirements
1.47. Certified competent maintenance personnel assigned by their employer to work in a
Defence BFI are required to obtain Defence-specific accreditation through induction
and training in:

Appendix E - BFIMI Permit-to-Work Model Procedure 12 of 34

Version 2.0 July 2013
 a. The general requirements of Defence Establishments in the Region where their
employer is contracted (by the CMS/BS Contractor), providing general
knowledge and understanding of the Permit Systems that apply in Defence;

b. The local Base Rules at which they work (by the CMS/BS Contractor), including
specific local requirements of Permit systems that apply across the Base and
how they apply to the individuals work. Understanding is indicated by
individuals signing the relevant local Base Contractor Site Safety Agreement;
and

c. The specific local BFI Rules (established by the Operating Defence Unit),
including specific requirements of the Permit system as applied to the BFI. This
requirement to be carried out by the Responsible Person (Petroleum).

1.48. The Base Contractor Safety Agreement covers Base Rules applicable to all visitors and
contractors including:

a. Base road safety;

b. Unacceptable behaviour;

c. Access to runways and taxiways, the BFI and other restricted areas;

d. Pest Control;

e. Radiation hazards;

f. Noise;

g. First Aid; and

h. Asbestos

1.49. Additionally, the Base Contractor Safety Agreement also covers critical areas
especially relevant to work in the BFI:

a. Certificate of Competency and Permit;

b. Confined Spaces;

c. Construction and Excavation;

d. Hot Work Permits;

e. Fire and explosion (including smoking and ignition sources);

f. Emergency Response;

g. Environmental Impact; and

Appendix E - BFIMI Permit-to-Work Model Procedure 13 of 34

Version 2.0 July 2013
 h. Chemical Use limited to materials covered by BFI Standing Instructions
(expressly excluding the use of detergents).

1.50. In these critical areas of the Base Contractor Safety Agreement, the requirements of the
BFI prevail over Base Rules wherever there is any conflict.

1.51. Each contractor organisation must ensure that its management are fully aware of the
Permit system, its principles, why it must be followed precisely, and provide
systematic support to its full and rigorous implementation at each Base. This includes
making arrangements for periodic refresher training to Defence Base requirements.

1.52. While employed on a Defence establishment, personnel fully accredited to perform

maintenance on a BFI are required to carry a current Identification Pass issued by
Defence. This Identification Pass must be produced on request to the MA and/or PCO
prior to the issue of any Permit.

1.53. DIP consultants and CMS/BS Panel members are required to nominate suitably
experienced individuals who have a responsible and mature attitude to safety to
undergo additional training by Defence as Contract/consultant On-Base Supervisors.
Contract/consultant on-base supervisors are required to exercise leadership of
contractor work parties through a higher-level understanding of the Permit System and
safe systems of work generally and also be the Permit Holder for the working party.

5. PERMIT SYSTEM BASE APPOINTMENTS

1.54. Each BSM maintains a current register of appointments made to implement the Base
Permit System, including its application to the BFI. The following appointments are
described in detail below:

a. Maintenance Agent (MA)

b. Maintenance Agent (MA) Work Party (permit holder)

c. Responsible Person (Petroleum) RPP;

d. Permit Control Officer (PCO)

e. Operating Agent (OA);

f. Fire Safety Watcher (FSW);

g. Confined Space Stand-by Person SP;

h. BFQCM

i. Base Support Manager (BSM);

j. Senior ADF Officer (SADFO);

Appendix E - BFIMI Permit-to-Work Model Procedure 14 of 34
Version 2.0 July 2013
 Maintenance Agent (MA)
1.55. The MA is responsible for scheduling of planned maintenance, informing the OA of
upcoming maintenance activities, performing JSAs on planned maintenance and
preparation of SWMS. The MA is the primary source of input into the Permit form
and shall describe the works and their scope, detail isolations and precautions, and
ensure any Safe Work Procedures are provided to the Work Party.

1.56. The MA shall monitor Work Party compliance with the Permit conditions and take
appropriate action if conditions change or an abnormal condition arises.

1.57. Following completion of the works, the MA shall be available to verify that the work is
complete and equipment is fit for service.

Maintenance Agent (MA) Work Party (permit holder)

1.58. The MA Work Party (also referred to in this document as simply the Work Party) is the
recipient of Permits issued by the Permit Control Officer.

1.59. The Work Party Permit Holder is the team leader /supervisor of the work party and is
responsible for:

a. Understanding the conditions under which the work is to be performed and MUST
sign the Permit in acknowledgment of this;

b. Satisfying themselves that the work precautions have been made effective and
confirming that the equipment preparation is appropriate to the work proposed
and that no work is undertaken until full agreement is reached;

c. Ensuring that all personal locks, isolations and DANGER tags placed by the OA
and/or Work Party are correctly identified and recorded and subsequently
removed by those who place them at the conclusion of the work;

d. Being aware of their responsibilities as a supervisor and an individual;

e. Ensuring that ALL Work Party members including sub-contractors working under
the same Permit are fully accredited to Base requirements, are aware of and
understand the work scope, precautions, and conditions stipulated on the Permit;

f. Retain the Permit at the work site, and at the end of the day (or on completion of
the work if earlier), sign off the Permit;

g. Be continuously at the work site or represented by the second-in-charge, who is

equally as competent, during the work being performed under the Permit;

h. Assist with the preparation and review of JSAs / risk assessments for entry to a
Confined Space;

i. Stopping work, making the area safe and reporting to the PCOwhen work site
conditions change.

Appendix E - BFIMI Permit-to-Work Model Procedure 15 of 34

Version 2.0 July 2013
1.60. Work Party team members are responsible for:

a. General knowledge and understanding of the Permit system;

b. Specific understanding of how the Permit system applies to their job;

c. Understanding that work requiring a Permit cannot commence until the Permit is
authorised, issued and acknowledged by every member of the Work Party;

d. Understanding the precautions and conditions detailed on the Permit prior to

commencing work, ensuring that they are strictly followed by every member of
the Work Party;

e. Making appropriate use of their right to place personal locks and DANGER tags
and respecting their obligations:

f. Ensuring personal locks and DANGER tags e they are correctly identified;

g. Reporting personal locks and DANGER tags to the Work Party Permit Holder for
recording; and

h. Removing personal locks and DANGER tags them at the conclusion of the work.

i. Stopping work, making the area safe, and reporting to the Permit Holder when
work site conditions change.

1.61. At BFIs where MA subcontractors are engaged to conduct the maintenance at the BFI,
the subcontractors may raise the SWMS and permits, but the MA is responsible for the
raising of the work permit.

Responsible Person (Petroleum) (RPP)

1.62. For each Defence establishment with a bulk fuel installation a designated person shall
be nominated as the Responsible Person (Petroleum) RPP. Their duties and
responsibilities are to ensure the safe operation, maintenance and governance protocols
of the BFI, and the correct implementation of the BFI Permit-to-Work system.

Permit Control Officer

1.63. The Permit Control Officer (PCO) is charged with the issuing of all permits for all
maintenance work undertaken at the BFI. A trained competent person, authorised by
the RPP in agreement with DSRG-RD, the BFI PCO shall be delegated to the RESM.
At defence establishments where the RESM is not a staff incumbent a competent
subordinate to the. In reference to attachment A of appendix E their duties involves the
monitoring and ensuring compliance with all Permit-to-Work conditions for the
duration of the work. The PCO must be familiarity with the BFI Facility, fuel
operations, maintenance and construction, and also be familiar with Base operations
and procedures or at least an engineering technician with wide experience.

1.64. The PCO is responsible for issuing all Permits to the MA prior to commencement of
work. The permit types include:

Appendix E - BFIMI Permit-to-Work Model Procedure 16 of 34

Version 2.0 July 2013
 Work Permits:
a. Cold Work Permit;

b. Hot Work Permit;

c. Low Voltage Electrical Work Permit; and

d. Excavation Work Permit; and

e. Penetration Work Permit.

Entry and Access Permits (does not permit work to be undertaken):

f. Confined Space Entry Permit; and

g. Working at Heights Access Permit.

1.65. To issue a Confined Space Entry Permit, the PCO or their delegate must have
appropriate training and be a competent person authorised by the DSO-RD or their
respective delegate, to perform gas tests required to support confined space entry. The
PCO may delegate the issuing of Confined Space Entry Permits to an appropriately
competent person. This person is typically a member of the MA work party. Refer to
Defence WHS Manual volume 2, part 3B, chapter 2 working in confined spaces.

1.66. To issue a Low Voltage Electrical Work Permit, the PCO or delegate must be a
competent person, authorised by the DSO-RD or their respective delegate. The PCO
or delegate must ensure the MA work party are fully conversant on the safety
requirements of electrically powered tools and equipment including portable radios
and radar equipment as may be proposed for use in the BFI. The PCO may delegate
the issuing of Low Voltage Electrical Work Permits to an appropriately qualified and
competent electrician. This person is typically a member of the MA team with an
electrical trade background.

1.67. To issue an Excavation / Penetration Work Permit, the PCO or delegate must be a
competent person, authorised by the DSO-RD or their respective delegate. For issuing
the permit the PCO or their delegate must have appropriate training so as to have a
clear understanding of the risks and safety issues surrounding Excavation / Penetration
Work. The PCO or delegate shall have the authority to enquire, be briefed and access
records on the specifics of Base conditions such as soil contamination, installed
asbestos and underground or other concealed obstacles including cables, tanks,
pipelines, pits, drains and foundations. The role includes providing advice on safe
shoring and excavation, contaminated soils, the suitability of hand digging. The PCO
may delegate the issuing of Excavation / Penetration Work Permits to an appropriately
competent person.

1.68. The PCO or site their delegate also ensures that:

a. A work order requiring a Permit is clearly defined and its scope-of work is in
accordance with the BFIMI;

b. The MA has performed JSAs and generated a SWMS where required;

Appendix E - BFIMI Permit-to-Work Model Procedure 17 of 34
Version 2.0 July 2013
 c. The Permit documentation is completed clearly, and comprises of a master Permit
document supported by any additional required Permits duly referenced by, and
attached to the master Permit;

d. Interacting works are cross referenced and any conflicting works are identified
and made safe or suspended;

e. Scope and timing of work detailed on the Permit is limited and adhered to;

f. Handovers at shift change and Work Party change are effective;

g. All hazards associated with the work are identified through awareness of the work
environment and review of the work method proposed;

h. The work site has been inspected and necessary precautions for safe completion of
the work have made effective until the work is complete;

i. Tools and materials to be used are verified as fit for purpose and in accordance
with Standing Instructions and the Authorised Configuration, and recorded for
traceability complete with any current calibration certificates ;

j. The correct conduct of specific gas tests is carried out, e.g. flammable
hydrocarbon vapour, oxygen tests, hydrogen sulphide, benzene as required in
support of relevant Permits;

k. The Work Party is accredited as skilled and competent to complete the work, and
inducted to all relevant local requirements;

l. The Work Party is aware of, and understands, all conditions and precautions
specified on the Permit;

m. The Work Party is aware of what to do in the event of an emergency, or if the

Permit is withdrawn;

n. Conditions for the duration of the work are in compliance with the Permit;

o. Copies of all current Permits are displayed at a central location associated with the
BFI;

p. When the work is complete, the work site is inspected and checked to ensure that
it has been returned to the authorised plant configuration, has been left in a safe
state, and housekeeping standards are met.

Operating Agent (OA)

1.69. The Operating Agent is responsible for:

a. With reference to Section 6 - Safe Working Practices, the appropriate isolation of

apparatus, plant and equipment using safe isolating procedures and all relevant
precautions and safety aids. For further details refer to.
Appendix E - BFIMI Permit-to-Work Model Procedure 18 of 34
Version 2.0 July 2013
 b. Advising the MA of additional isolations (e.g. electrical isolations) which require
specialist skills outside the capability of the OA and hence will need to be
performed by the MA Work Party. These additional isolations shall be listed on
the relevant Permit.

c. Ensuring that any restrictions on the operation of the BFI are implemented while
the work is being undertaken.

d. Inform the Work Party Permit Holder if any of the BFI operational restrictions
cannot be maintained; in which case the work must cease and the Permit
withdrawn. If a Permit is withdrawn, this must be reported as soon as possible
to the PCO. The relevant workplace Health and Safety Representative may also
be informed.

Fire Safety Watcher (FSW)

1.70. A trained competent person assigned to maintain a continuous and thorough inspection
of an area during Hot Work or other potentially hazardous operations, with the purpose
of safeguarding personnel and equipment. The FSW is usually employed by Fire
Section, is familiar with Base operations and procedures, and has the authority and
means to summon Fire Section support. The FSW may be a trained and competent
member of the MA team. The FSW may monitor air quality at the work site using
flammable hydrocarbon vapour test equipment in support of the Permits as directed by
the PCO.

1.71. The Fire Safety Watcher must immediately inform the Work Party Permit Holder if any
of the BFI operational restrictions cannot be maintained, in which case the work must
cease and the Permit withdrawn. If a Permit is withdrawn this must be reported
without delay to the PCO. The relevant workplace Health and Safety Representative
should be informed.

Confined Space Stand-by Person (Stand-by Person)

1.72. A Confined Space Stand-by Person (referred to generally in this document as the
Stand-by Person). WHS Code of Practise for confined spaces and Defence
SAFETYMAN required that no person is to enter the confined space without at least
one stand-by person being present outside the space at the time of entry, and at all
times at which the space is occupied.

1.73. The Confined Space Stand-by Person shall be capable of being in continuous
communication with, and if practicable, to observe those inside the confined space ,
initiate rescue procedures and operate and monitor equipment used to ensure safety
during entry and work in the confined space, where necessary.

1.74. Where a worker is required to work alone (due to space size constraints), the risk will
be assessed, a means and appropriate frequency of communication with a suitable
support base shall be established and recorded and shall be communicated to both the
worker and the support base personnel. A Confined Space Stand-by Person (referred
to generally in this document as the Stand-by Person) will be assigned at the request of
the PCO. The Stand-by Person shall be a trained and competent member of the MA

Appendix E - BFIMI Permit-to-Work Model Procedure 19 of 34

Version 2.0 July 2013
 team. Refer to Defence WHS Manual volume 2, part 3B, chapter 2 Working in
Confined Spaces.

1.75. The Stand-by Person must be familiar with Base operations and procedures, and has
the authority and means to summon the support of Fire Section or other emergency
services identified by a specific Base Rule or Permit.

1.76. The Stand-by Person shall hold a current first aid certificate.

1.77. The Stand-by Person must immediately inform the Work Party Permit Holder if any of
the BFI operational restrictions cannot be maintained, in which case the work must
cease and the Permit withdrawn. If a Permit is withdrawn this must be reported
without delay to the PCO. The relevant base/region workplace Health and Safety
Representative should also be informed.

Base Support Manager (BSM)

1.78. The BSM ensures that:

a. The BFI contractors are correctly inducted and accredited to work to local Base
Rules and Standing Instructions and that contractors are fully conversant with:

(1) communication channels;

(2) emergency procedures;

(3) prohibited areas;

(4) first aid arrangements;

(5) hazards and control arrangements covering:

i. specialist requirements applicable to the BFI; and

ii. Permit System requirements,

(6) safety related dispute arrangements; and

(7) Defence safety policies and procedures, including provision of a copy of

SAFETYMAN;

b. Incident notification and reporting procedures. Contractor safety management

considerations relevant to Permit are integrated into the Base Safety
Management System;

c. In cooperation with HRU of the BFI, ensure PCO (and delegate) are subjected to
accreditation;

d. Liaison and reporting is in place with the RESM concerning the re-compliance of
sub-contractor and sub-contractor personnel with BFI Permit System;

Appendix E - BFIMI Permit-to-Work Model Procedure 20 of 34

Version 2.0 July 2013
 e. Monitoring the Permit-to-Work and its effectiveness with the Commanders of
Lodger Groups and DSRG;

f. Regular reviews are carried out of Contractor OHS/WHS management systems in

accordance with SAFETYMAN with particular attention to the Permit System
are carried out (refer appendix D: Auditing, Monitoring, Review: Requirements
and Schedule);

g. The Defence Safety Liaison Officer is briefed on the BS Contractor safety

performance, with particular attention to the Permit System;

h. The Base Executive and Emergency Coordinator are adequately supported for BFI
operations: and

i. Co-authorisation of Base WHS Policy.

SADFO
1.79. Supports the Permit-to-Work System by:

a. Co-Authorisation with, the BSM, of Base WHS Policy;

b. Co-Chairing its periodic management review at Base level; and

c. Ensuring the Base Executive and Emergency Coordinator is adequately resourced.

6. SAFE WORKING PRACTICES

1.80. A Permit System and its procedures are only one part of overall safety management.
Closely associated are the routine daily tasks usually performed by OA personnel
without a Permit but in preparation for maintenance work. This section briefly
discusses the most common of these Safe Working Practices required and must listed
in the works SWMS.

Depressurising
1.81. Procedures for depressurising must include an assessment of any hazards, protection of
the environment, system constraints, conflicting work (eg. depressurising to
atmosphere and Hot Work), personal protection, and a requirement for verification
preferably by two independent methods. Common traps are faulty pressure gauges and
blocked drain/vent points.

Draining
1.82. Factors to be considered when draining equipment include protection of the
environment, contents, vessel internals (eg. standpipes, weirs, etc), pressure and
temperature of the fuel, and verification on completion of draining. Care is required a
vacuum does not develop when draining the tank.

Purging
1.83. Methods of purging should, whenever possible, avoid the formation of combustible
mixtures. Where possible, inert gases such as nitrogen should be used or, where

Appendix E - BFIMI Permit-to-Work Model Procedure 21 of 34

Version 2.0 July 2013
 temperature limitations or chemicals do not preclude their use, water, or steam can be
used to displace the flammable liquids or vapours. Precautions should be taken to
prevent backflow or cross contamination during purging operations. Verification that
all flammables have been purged from the equipment must be obtained.

Cleaning
1.84. Cleaning will at times involve entry into the equipment in order to accomplish the task.
Entry must be in accordance with Confined Space Entry requirements. Hazards, which
may include - chemical hazards, toxicity, pyrophoric materials, low oxygen levels,
temperature and disposal methods, must be evaluated to ensure protection of personnel
and the environment.

Isolations
1.85. Isolations of any type should only be performed by trained and competent persons
familiar with the plant or equipment item, and with full knowledge of the work to be
performed.

1.86. An evaluation of the job will determine the isolation and preparation required. The
level of isolation used and the precautions taken will depend on the level of risk that
the job is likely to involve. The evaluation must also consider the necessity to isolate
equipment electrically, mechanically, pneumatically or hydraulically. All isolations
must be verified and clearly identified and their effect on the systems as a whole, fully
determined prior to carrying out the isolation. Specific requirements are as follows:

Methods of Mechanical Isolation:

a. The highest isolation standard reasonably practicable should be selected, taking
into account that at times there may be risks involved in achieving a higher
standard that outweigh the risks involved in using a lower standard.

b. Additionally the WHS risk assessment and its hierarchy of risk control needs to be
addressed as part of determining what a reasonably practicable higher/lower
isolation is. Acceptable methods of process isolation in descending order of
isolation standard are:

(1) Physical disconnection and blinding;

(2) Line rated spades, spectacle blinds, pipe spool removal;

(3) Locked double block valves with a bleed point between; and

(4) Locked single leak tight valve (interim isolation).

c. Machinery must be isolated from its source of power (electrical, pneumatic or

hydraulic). Where possible the machinery should also be immobilised by
physical means (eg. pin in the flywheel);

d. Stored or potential energy systems, such as springs, overhead hazards and

pressure reservoirs, also need to be considered. Lockouts must be in compliance
with AS 4024.1.

Appendix E - BFIMI Permit-to-Work Model Procedure 22 of 34

Version 2.0 July 2013
 Blind or Spade Use:
a. For Confined Space Entry or work of long duration, equipment should be
physically disconnected and blinded on the pressure side, or spaded out. This is
the recommended level of isolation for all work of more than one working days
duration.

b. Documentation of all blinds and spades installed should be kept to ensure that all
are installed before work commences and are removed at the completion of the
job.

c. Pressure protection devices should be the last to be blinded and the first to be re-
instated so that the equipment is protected during isolation and re-
commissioning.

Double Block and Bleed:

a. Double block and bleed is an option when the job will not extend into the next day
and valve integrity is good. The bleed point should be proven clear by a
Competent Person.

Single Valve Isolation (interim temporary isolation):

a. This is an unacceptable practice for permanent isolation however it may be used
as an interim and temporary technique to allow permanent isolation, such as a
line spade or blank, to be put in place. Single valve isolation, due to the
temporary nature of its use and the lack of guaranteed isolation integrity it
affords, must have great emphasis on risk assessment, justification of its use,
verification, and contingency planning.

b. Procedures for single valve isolation must include leak testing of the valves to
confirm their integrity. When considering single valve isolation as a temporary
isolation prior to permanent isolation being installed, the contents that are being
isolated, pressures that are being contained, the inventory that could be released
and the type of valves must all be taken into account when evaluating the risk.
As noted above, the use of single valve isolation as a permanent isolation is
prohibited.

Electrical Isolation:
a. Isolation shall be conducted by a competent, authorised person in accordance with
the relevant standards and authorised procedures. Warning notice or tags must
be attached and the isolation verified. When the motor or prime mover is
electrically driven it must be isolated to prevent rotation of the equipment to be
worked on. The isolation should as minimum be:

(1) performed by an approved and Competent Person;

(2) verifiable, all phases are isolated; and

(3) locked and tagged to prevent inadvertent re-energising at all control

stations.

Appendix E - BFIMI Permit-to-Work Model Procedure 23 of 34

Version 2.0 July 2013
 Drain Isolation:
a. Drains are always difficult to isolate and careful consideration is required on a
site-specific basis. In principle the same rules of preference described above for
Methods of Mechanical Isolation should be followed. Where physical
disconnection and blinding have not been provided for by design, a system of
isolation equivalent to double block and bleed should be implemented if entry
cannot be avoided or a higher standard cannot be practically devised. In
particular procedures need to consider:

(1) drains should be plugged at remote points upstream of the confined space
to be entered to prevent inflow of water, air and other liquids and gases that
may enter and flow in the drain;

(2) drains connected downstream of the confined space also need to be

effectively isolated as these may become surcharged and flood back into
the confined space;

(3) typically drains of jointed construction leak to some degree at their joints.
This can provide a pathway for the ingress or egress of water, air and other
liquids and gases;

(4) isolation of all drains addresses the possibility that foul air, gases from the
decay of vegetable matter or other gases may vent into the confined space
from downstream or upstream;

(5) second plugs should be installed in each drain connection as close as

possible to the confined space; and

(6) careful consideration should be given to whether the installation of plugs

constitutes Confined Space Entry in itself.

Locks and Tags

1.87. Valves and electrical equipment when isolated shall be locked and tagged. The use of
tags alone is not sufficient. Provision of lugs for padlocking or the use of padlocks and
chain should be provided.

1.88. The initial locking and tagging will be conducted by those authorised to perform the
isolation. Provision should also be made for the person performing the work to attach
a personal lock and tag.

1.89. Clear and documented procedures must be enforced to control the placement and
removal of locks or tags installed. A record of all isolations should be maintained to
ensure that all are removed at the completion of the job. If the point of isolation is
common to two or more Permits to Work, then a danger tag must be attached for each
Permit involved and the isolation must remain until the last danger tag is removed.

Tag Types:
1.90. Many different tags exist in the industry, the main ones are:

Appendix E - BFIMI Permit-to-Work Model Procedure 24 of 34

Version 2.0 July 2013
 a. OUT OF SERVICE Tags. A yellow tag with black writing is used to warn of a
potential problem, pass on information, or warn of defective or broken
equipment.

b. DANGER Tags. Danger tags are red, black, and white in colour and are for
personal protection. THEY SHALL NOT BE REMOVED BY ANYONE BUT
THE PERSON WHO INSTALLED THE TAG. These are normally attached by
the person performing the work. When a person leaves a completed job they
must remove their danger tag.

Refer to WHS Code of Practise Managing Risk of Plant in the Workplace

1.91. Base procedures need to cater for the instance when an individual cannot remove their
tag. Removal by another party should require approval by the highest available
authority (such as the DSODEFS and or RPP), and only after an exhaustive
investigation to ensure it is safe to do so.

Tag Details:
1.92. Tag details must be legible, preferably printed, give a brief job description (or reason),
name of person, contact details who attached the tag, date, time and Permit number.

Gas/Toxicity Testing
1.93. Gas testing shall be performed by trained, authorised, competent personnel.
Competency will be established by proper training and testing of the individuals prior
to authorising them to perform checks.

1.94. The training should include an appreciation of how detectors work, pre-use checks,
care of the units, correct and incorrect methods, when to test, dangers and
shortcomings.

7. SPECIFIC WORK PRECAUTIONS

1.95. This section provides guidance on specific work precautions to be taken when carrying
out hazardous activities, in particular:

a. Precautions for entry into a Confined Space;

b. Precautions for carrying out Hot Work;

c. Precautions for working at height; and

d. The combination of these, Hot Work in a Confined Space.

1.96. For detailed guidance on Confined Space Entry, reference should be made to :

a. Australian Standard AS-2865 Confined Spaces;

b. WHS code of practice confined space; and

Appendix E - BFIMI Permit-to-Work Model Procedure 25 of 34

Version 2.0 July 2013
 c. Defence WHS Manual volume 2, part 3B, chapter 2 Working in Confined
Spaces.

General Precautions - Confined Spaces

1.97. Confined Space permit shall identify:

a. The relevant Confined Space;

b. The atmosphere inside the confined space has been sampled and tested by a
competent person as near as practicable to the time of entry. And a program of
retesting and monitoring of the atmosphere is conducted every 8 hours (or a
more frequent regime as dictated by the confined space SWMS) for as long as
people are inside the Confined Space;

c. That the atmosphere inside the Confined Space is verified to comply with:

(1) oxygen concentration in the range 19.5% to 23% by volume;

(2) the concentrations of any hazardous substances are below the relevant
exposure standards;

(3) flammable contaminants are not detected using a portable gas detector
above 5% of lower explosive limit , and hence the atmosphere is classified
as a Safe Atmosphere;

(4) flammable contaminants are detected using a portable gas detector between
5% and 10% of lower explosive limit, and hence the atmosphere is
classified as an Unsafe Atmosphere capable of safe entry under controlled
conditions.

d. Results of the confined space gas tests indicating a safe atmosphere and clearly
defining the ongoing requirements for monitoring the environment within the
confined space should be defined on the Confined Space Entry Permit;

e. That no person is to remain inside the Confined Space if the atmosphere is

excessively hot or cold so as to prevent thermal distress;

f. The precautionary measures to be adopted including proven rescue methods;

g. Proven communication and incident response procedures and methods;

h. The name(s) of the Stand By Person(s);

i. The name(s) of the persons authorised to enter the Confined Space;

j. The period of validity, not exceeding 24 hours; and

k. Cross references to any other Permits and Certificates associated with the work to
be performed in the Confined Space.

Appendix E - BFIMI Permit-to-Work Model Procedure 26 of 34

Version 2.0 July 2013
1.98. The Confined Space entry permit shall be kept at the Confined Space on the job at all
times during the entry, and a copy of the Permit shall be retained as a record of the
entry in progress in a prominent location.

1.99. All persons who enter a Confined Space shall:

a. Read and acknowledge the identified hazards and required precautions;

b. Record the date and time of acceptance; and

c. Sign the Confined Space the entry/exit register each time they enter and leave the
Confined Space.

1.100. Before closure of a Confined Space, the Confined Space Entry Permit shall be checked
by the PCO and the space shall be inspected to ensure that all persons have exited the
Confined Space and all tools and other items of materials not forming part of the
Authorised Configuration have been removed.

Precautions for Entering a Confined Space With a Safe Atmosphere

1.101. The list below details the minimum recommended requirements for entry into a
Confined Space that has a safe atmosphere:

a. Prior to issue of Confined Space Entry Permit, a Confined Space risk assessment
must be carried out by the Permit Authority, Permit Holder and Work Party
which meets the requirements of AS 2865, Defence WHS requirements for
confined space and applicable regulations;

b. A valid authorised and approved Confined Space Entry Permit must be issued for
the proposed work, with a clearly defined declaration by the PCO that it is safe
to enter the confined workspace;

c. Signs and/or protective barriers shall be erected in the vicinity of Confined Space
entry points to warn against entry without a duly authorised Confined Space
Entry Permit.

d. The Confined Space shall be positively isolated from all hazardous materials
connected to the Confined Space;

e. Equipment connected to or within the Confined Space shall be positively isolated

from all sources or hazardous material or energy;

f. Isolations described on the Confined Space Entry Permit must be validated by the
PCO, ensuring they have been secured and identified by tags duly signed, dated
and numbered;

g. The Confined Space shall be adequately purged and ventilated, with all relevant
doors and entrances secured open and kept clear;

h. Air supplied respiratory protective equipment shall be used whenever:

Appendix E - BFIMI Permit-to-Work Model Procedure 27 of 34
Version 2.0 July 2013
 (1) the Confined Space cannot be continuously, positively ventilated with fresh
air from a source of reliable quality; and

(2) the oxygen level cannot be practicably maintained between 19.5% to 23%
by volume.

i. The person(s) entering the confined space must be competent in confined space
entry;

j. A dedicated, competent Stand-by Person has been nominated and a relief

organised, if necessary;

k. There shall be at least one person proficient in cardio-pulmonary resuscitation

who remains readily available at the call of the Stand By Person throughout the
duration of entry;

l. A system is in place to ensure all personnel entering and exiting the confined
space are recorded and accounted for;

m. Appropriate communication equipment has been provided to ensure effective

communication between personnel within the confined space, the nominated
Stand-by Person and the designated rescue units;

n. Suitable safety, first-aid and rescue equipment is on location and ready for use.
This should include a lifeline (where appropriate), compressed air breathing
apparatus, fire suppression equipment and appropriate personnel protective
equipment;

o. Access for entry and exit are of adequate size to permit rescue of personnel from
the confined space;

p. Provisions and procedures for first-aid and rescue of personnel from a confined
space are in place and these are well planned and rehearsed;

q. Prior to entry into the confined space, appropriate signs and protective barriers are
erected to prevent involvement of unauthorised personnel;

r. Where a flammable atmosphere is likely to exist, precautions must be taken to

eliminate all sources of ignition;

s. There is adequate lighting within the tank, using E;

t. Portable electrical equipment used in a Confined Space shall be Extra-Low

Voltage (ELV) or protected by a Residual Current Device (RCD). The ELV
transformer or the RCD shall be located outside the Confined Space and shall be
connected to the electrical equipment by heavy-duty flexible supply cable;

Appendix E - BFIMI Permit-to-Work Model Procedure 28 of 34

Version 2.0 July 2013
 u. Safety harnesses and lifelines shall be worn in a Confined Space:

(1) whenever there is a hazard of falling;

(2) when rescue arrangements dictate such use;

(3) when there is a risk of being overcome by materials in or surrounding the

Confined Space;

(4) in any other cases required by local legislation; and

(5) Safety harnesses, lifelines and any equipment used to suspend people shall
comply with, and where applicable shall be certified to Australian or other
relevant standards. Only purpose-designed equipment shall be used to
suspend people. The attachment points for safety harnesses, lifelines and
equipment used to suspend people shall be approved by a qualified
engineer and, where required, the equipment shall be set up by a qualified
rigger.

Precautions for Entering a Confined Space Without a Safe Atmosphere

1.102. After all reasonably practicable steps have failed to gas-free the Confined Space to
establish a safe atmosphere, the confined space atmosphere is deemed to have an
Unsafe Atmosphere where:

a. The Confined Space cannot be continuously, positively ventilated with fresh air
from a source of reliable quality;

b. The oxygen level cannot be practicably maintained between 19.5% to 23% by

volume; or

c. The concentration of any flammable contaminant is:

(1) equal to the 10% lower explosive limit or greater; or

(2) is between 5 and 10 percent of its lower explosive limit.

1.103. For confined spaces with an unsafe atmosphere, as described above, entry into the
confined space can only be made by competent personnel wearing supplied-air
respiratory protection, and where appropriate, personal protective equipment.

1.104. Respiratory protective equipment refers to a range of breathing equipment, including

air-supplied and self-contained breathing apparatus. The appropriate respiratory
protective equipment should be based on the level and type of contaminants and the
work to be done.

1.105. Whenever there is any doubt about the type of respiratory protective equipment
required, a conservative approach should be adopted (for instance, use air-supplied
respiratory equipment).
Appendix E - BFIMI Permit-to-Work Model Procedure 29 of 34
Version 2.0 July 2013
1.106. The selection and use of respiratory protective devices must be in accordance with AS-
1715-2009: - Selection, Use, and Maintenance of Respiratory Protective Devices. All
supplied air respiratory protective equipment must comply with A1716 -

1.107. Entry into a vessel that requires supplied-air respiratory protection is subject to the
following additional precautions:

a. A dedicated, competent Stand-by Person who is trained in the use and control of
respiratory protective equipment entry must be nominated;

b. A respiratory protective equipment control board should be used which clearly

states for each person within the Confined Space:

(1) name of personnel;

(2) the time of entry;

(3) the volume of air/pressure when entering; and

(4) the minimum service time of self-contained breathing apparatus should be

calculated on the entry time plus the maximum work period, plus twice the
estimated escape time as a safety margin.

c. Continuous monitoring of the atmosphere inside the Confined Space at all times
while people are inside the Confined Space if the atmosphere inside the space
contains:

(1) flammable contaminants between 5% and 10% of their combined lower

explosive limit;

(2) hazardous materials at concentrations which could result in exposure above

their exposure standards when specified personal protection equipment is
correctly used;

(3) the work could release flammable or hazardous substances; and

(4) the concentration of any contaminant cannot be practicably reduced and

maintained below the level required.

Precautions for Carrying out Hot Work

1.108. Whenever possible, Hot Work should be avoided in hazardous areas within operational
petroleum storage and handling facilities. The PCO must evaluate options to avoid or
minimise Hot Work and also explore whether other usual or unusual activities may
interact with the Hot Work.

1.109. If Hot Work cannot be avoided, the following are recommended precautions that
should be observed:

Appendix E - BFIMI Permit-to-Work Model Procedure 30 of 34

Version 2.0 July 2013
 a. A valid, authorised and approved Hot Work permit must be issued with a clearly
defined declaration that it is safe to commence the intended work;

b. All relevant isolations described on the Hot Work Safety permit should be
validated;

c. The results of the initial gas test and the requirements for ongoing monitoring
must be clearly defined on the Hot Work permit; and

d. When in a Zone 1 or 2 hazardous area continuous gas monitoring should be

considered.

1.110. For welding, grinding, and other allied processes, the following specific precautions
should be followed.

a. Hot Work Permits shall not be issued for work outside buildings on days of Total
Fire Ban unless specific exemption has been obtained from the relevant authority
and any additional precautions specified are in place;

b. All welding, grinding and allied process work should be carried out in accordance
with AS-1674 Safety in Welding and Allied Processes and Welding Technology
Institute of Australia (WTIA) Technical Note TN 7-2004 Health and Safety in
Welding;

c. The area should be inspected and verified that it is free of combustibles and
monitored during Hot Work, to detect vapours resulting from the work. Where
the work is to be performed in areas classified as Class 1, Zones 1 or 2 (refer
AS60079.17) or the presence of flammable gases or vapours is otherwise
possible, the atmosphere surrounding and upwind of the work area shall be
tested prior issue of the Hot Work permit and shall be retested at defined
intervals to ensure the concentration of flammable vapours in the work area is
less than 10% of their combined Lower Explosive Limit;

d. All open drains in the area should be covered. All potential sources of flammable
vapour/liquid in the area, such as vents, sample points, drains and relief valves,
should be checked and made safe;

e. Suitable fire suppression equipment such as a fully charged extinguisher and,

where possible, a fire hose should be run out and pressured up;

f. In process areas, sparks must be totally contained by a habitat to prevent them

from dropping below or travelling some distance from the worksite;

g. When the exposure period is long, or the potential for a gas release high, a
suitable pressurised welding habitat should be constructed. This habitat should
be pressurised with air from a safe source;

h. A competent Fire Safety Watcher must be nominated to be in attendance whenever

the work being carried out requires the use of a naked flame or involves welding,
grinding, or allied processes. Consideration should be given to the need for
Appendix E - BFIMI Permit-to-Work Model Procedure 31 of 34
Version 2.0 July 2013
 sufficient further Stand-by Persons to ensure adequate monitoring of potentially
affected areas and to allow isolation of equipment in the event of a fire; and

i. Clear instructions must be given to the Permit Holder and the nominated Fire
Safety Watcher with regard to the procedure to be followed in the event of an
emergency. This should include the requirement to immediately stop work in the
event of an emergency alarm, and not to commence work again until the Hot
Work permit has been re-validated. Where the work may generate hot sparks,
the Stand-by Person(s) shall be equipped with suitable fire extinguishing
equipment.

Hot Work in a Confined Space

1.111. In addition to the requirements laid down above under General Precautions - Confined
Spaces and Precautions for Entering a Confined Space With a Safe Atmosphere, the
following additional precautions are recommended prior to executing Hot Work in a
Confined Space:

a. A valid authorised and approved Confined Space entry permit and Hot Work
permit must be issued for the proposed work with a clearly defined declaration
that it is safe to commence the intended work;

b. Where the Confined Space is protected from fixed fire-extinguishing equipment

that, on discharge, may affect the safety of the environment within the Confined
Space, such equipment must be isolated or spaded and alternative fire protection
measures taken;

c. No compressed gas cylinders or associated manifolds, other than those used for
self contained breathing apparatus, should be located inside the confined space;

d. Continuous monitoring of oxygen levels and for flammable or toxic gases/vapours

is required. Oxygen enrichment is possible during flame cutting/welding
operations;

e. All residuals and combustibles (both liquid and solid) in the vicinity of the Hot
Work should be removed. If they cannot be removed, they must be covered by a
non-combustible blanket to prevent ignition;

f. Consideration should be given to the assignment of a Fire Safety Watcher, not

only whilst work is being completed, but for a period after completion of the
work;

g. Before welding or allied processes are commenced, the flammability and thermal
decomposition products of the coating material should be considered. If
potentially hazardous, suitable respiratory protective devices should be used; and

h. A means should be provided to exhaust air contaminant produced by welding and

allied processes from the Confined Space, with the inlet point to the exhaust as
close as possible to the source of contamination.

References
Appendix E - BFIMI Permit-to-Work Model Procedure 32 of 34
Version 2.0 July 2013
AS 1674.1 Safety in welding and allied processes - Fire precautions
AS 1715 Selection, use and maintenance of respiratory protective devices
AS 1716 Respiratory protective devices
AS 1891 Industrial fall arrests systems and devices - safety belts and harnesses
AS 1940 Storage & Handling of Flammable and Combustible liquids
AS 2865 Safe Working in Confined Spaces
AS 4024.1 Safety of Machinery
Defence WHS Manual volume 2, part 3B, chapter 2 Working in Confined Spaces
WHS Confined Spaces Code of Practice
WTIA Technical Note TN 7-2004 Health and Safety in Welding

Annex A Permit-to-Work in a Hazardous Area template

Annex B Permit-to-Work Flow Chart

Appendix E - BFIMI Permit-to-Work Model Procedure 33 of 34

Version 2.0 July 2013
 Annex A to
Appendix E of
BFIMI
PERMIT-TO-WORK IN A HAZARDOUS AREA

Unit: .................................................................................. Permit No: .......................

Location of Hazardous Area: ..............................................Date: ................................

1. Approval is granted for the work detailed below to be conducted in the designated
hazardous area.

2. The nominated Competent Person to conduct the work is:

Name:.............................................................. I have been briefed and fully

understand the safety procedures to be adhered to within the hazardous area.

Signed:.............................................................. Date: ................................

3. No sources of ignition such as matches, lighters, electric power tools, radios, mobile
phones and pager are to be taken onto the hazardous area.

4. The following documents are required in support of this operation: (delete if not
applicable)

(a) Confined Space Entry Permit

(b) Gas Free Certificate

5. This Permit is only valid until: Date: Time: .

...

Issuing Officer: ..

Signature: ....................................................

Date and Time of Issue: ...............................

It is the responsibility of the holder to ensure the currency of the permit.

Annex A to Appendix E - BFIMI Permit-to-Work Template A-1

Version 2.0 Draft May 2013