Abbreviated HSE Policy for Site Based Contractors - Arrangement No. 28

The Management of Health, Safety and Environment.

Cox Automotive is committed to ensuring the health and safety of Site Based Contractors and others that may be affected by its activities.

All Business Centre’s have in place HSE Coordinators to assist with compliance to the HSE Policies and to promote good standards of HSE and welfare too all persons working at any Cox Automotive Location. HSE is the responsibility of all persons whilst working at any Cox Automotive Business, howsoever employed or contracted.

HSE Policies

This policy will apply to all Site Based Contractors and access to these documents are freely available from the HSE Co-ordinator.

Fire and Emergency Procedures:

All Contractors will be made aware of the site-specific Procedures and Fire Evacuation Plans upon their initial induction to site. This is the responsibility of the Senior Business Manager that manages each site-based contractor.

Reporting of Injuries, Diseases and Dangerous Occurrences:

All accidents, near misses, dangerous occurrence or vehicle and building damage or any environmental incidents occurring within any Cox Automotive location must be recorded via Target 100. Access to this system will be via the site contact or the HSE Coordinator.

First Aid:

All Site Based Contractors will ensure that they have sufficient First Aiders boxes and Trained First Aiders to deal with any reasonable emergency response that is required by their work activities. Notices should be displayed which will identify First Aiders and the location of suitable First Aid Kits.

Equipment Maintenance:

Any work equipment or tools whether electrical, gas, compressed air or manually operated must meet all current legal statutory requirements along with meeting the requirements of the Cox Automotive Facilities Management Policy.

Movement of Vehicles:

Due to the nature of the Cox Automotive business the movement of vehicles at Business Centre’s creates the potential for serious injury or property damage. All such movements must be adequately controlled and supervised, to deal with the physical requirements of the site, thereby ensuring the safety of all persons on site.

Hazardous Substances:

All COSHH related substances which are part of or used in connection with a work activity will be controlled. Where it is known that substances are to be used by Contractors, an assessment will be made on each product used in the work activity.

All containers must be clearly identified with the correct Hazard Identification Label. All substances will be stored in bunded areas or COSHH Compliant cabinets. Before any liquid is discharged to drain or any fumes/ dust are discharged to the atmosphere these processes must be assessed and meet the requirements of the Cox Automotive HSE Policies.

Personal Protective Equipment (PPE):

All Site Based Contractors are responsible for ensuring that PPE is being worn in accordance with any Risk Assessments, Safe Systems of Work and Cox Automotive Policies.

All Site Based Contractors have a responsibility to ensure that they:

• Use all PPE provided correctly and whenever it is required by a risk assessment,
• management instruction or site rules.
• Check the condition of their PPE prior to each time it is used.
• Store, clean and maintain their own PPE.
• Do not carry out any task without wearing the correct PPE, not having or not wearing PPE is not a legitimate excuse for completing a task without it.

Recording of Induction Document

This policies communication and acknowledgement should be recorded in the Contractors HSE System and made available upon request by Cox Automotive for audit purposes only.

Manheim Gloucester - Site Rules

1. The Maximum speed limit outside of buildings is 15 MPH. Within any building including driving underneath any canopies it is 5 MPH.
2. You shall only use designated traffic routes and always follow all directional and speed limit signs.
3. Do not obstruct traffic routes or park illegally including on grass verges.
4. Always use ‘Hazard warning lights’ when moving vehicles even on non-sale days.
5. Do not use any mobile telephone or other electronic devices or smoke when driving in any vehicle.
6. You shall always wear the PPE that is required for the task that you are conducting as required by your local Risk Assessments. In the minimum you shall always wear Hi-Viz Clothing and Safety Footwear when outside of any building.
7. You shall only wear PPE that has been approved with the Cox Automotive H&S Policy and has also been purchased vis the Group Supply Chain.
8. If you find a vehicle which has a defect that will affect its ability to drive it safely ie: Flat Tyre, Defective Handbrake etc you must report the defects to your Line Manager before you move the defective vehicle.
9. All Vehicles that are to be parked against a Building or Fence Line shall be reversed into the parking space so that the next driver is facing the on-coming traffic when they drive the vehicle away.
10. You must report any unsafe conditions to Supervisor/Manager i.e., Potholes, damage to buildings, compound, lights etc and these shall be recorded on a Near Miss Form.
11. Only authorised and trained staff are to dispense fuel. Fuel Retrieval from a Vehicle is forbidden.
12. Only authorised and trained staff are to charge any battery or jump-start any vehicles.
13. You should never try to push a vehicle by yourself; if this task cannot be avoided, then you should inform your line manager or supervisor of the situation, and this task should be completed under their supervision and under controlled conditions after they have assessed the risks involved.
14. Non-Running Vehicles are not to be taken into any auction halls or buildings.
15. You shall always abide by the Cox Automotive HSE Policies. These policies are held by the local HSE Co-Ordinator if required, along with all Risk Assessments and Safe Working Procedures.
16. If in any doubt with regards to any potential safety issues or to anyone being injured, you must stop the task that you are doing, make the situation as safe as you can and then contact your Line Manager for further guidance.
17. You must report all Accidents, Near Misses and Dangerous Occurrences at their time of happening to your supervisor or line manager.

Manheim Auction`s Gloucester
Berkeley Road,
Dursley
GL11 5JB

Tel No: 0333 136 1005

Fire & Emergency Evacuation Plan

1. General Information

• In the event of a fire, it is important that all personnel are accounted for, and that the emergency.
• services are contacted directed quickly to the scene of the fire.
• All team members must be made aware that all on site areas must be checked and vacated and assistance given to any visitors and contractors in leaving the building in a safe and controlled manner.
• This plan describes the fire evacuation plan requirements and how it must be brought to the attention of all team members. The plan will be reviewed at regular intervals.
• Any matters identified which affect these procedures should be brought to the attention of the –

Charlie Chikaviro - Operations Manager.

2. Intention of this Plan

The intention of this Fire Evacuation Plan is to ensure that in the event of a fire that the evacuation of all site buildings is completed in a calm and controlled manner.

• The evacuation of all buildings must be carried out in a calm but speedy and orderly manner.
• Team Member should, wherever possible, aid any members of the public, visitors or contractors who may be on site in safely evacuating the building which they are in.
• Staff that have designated specific responsibilities within this plan must complete those duties and ensure the safety of others.
• Staff must not take unnecessary risks.
• Means of Escape should be used in accordance with the evacuation procedures.
• Emergency Services should be directed quickly to the scene of the fire.
• To avoid any unnecessary risk to people, information will be provided on how to locate and isolate the electricity, gas, and water supplies including any chemical hazards.
• The Fire alarm system will be tested every Friday at 10am and this will be the only time unannounced tests will be carried out with all tests being recorded within Target 100.
• The Emergency lighting will be carried out Monthly with tests being recorded within Target.
• One lighting zone will be tested each month so that all are tested at least once by year end.
• A full Evacuation Drill will be carried out in January and July each year with no fewer than two evacuations taking place in a Twelve-month period.

3. Upon the Discovery of a Fire

In the event of a fire being discovered the following action must be taken.

• Immediately sound the nearest fire alarm call point.
• You should then inform the Administration Office Team, Charlie Chikavrio or Karen Gay.
• as to the fire’s location. Once known, one of the above will contact the emergency services.
• Once the Fire Brigade has been contacted the Office Administration Team will then inform the Entry Control Point as to the location of the fire and to expect the Emergency Services arriving.
• If you are able, you should attempt to extinguish the fire using the nearest and suitable fire extinguisher but do not place yourself or others at risk.
• If the fire is beyond your capabilities, you should leave the building by the safest escape route and make your way to your designated Fire Assembly Point.
• Once on site, the Emergency Services should be directed to the scene of the fire.

4. Methods of Evacuation

Fire Alarm

• In the event of the fire alarm sounding, it will sound continuously and should not be silenced until told to do so by the Fire Assembly Point Co-Ordinator or the Senior Fire Officer.
• Only the Main Office Building and the Valet Bay are fitted with an electronic Fire Alarm Panel.
• The Inspections Building, the Photo Booth and the HGV and LCV Auction Halls are not fitted with an electronic fire alarm and Air Horns will be provided.

Action to be taken on hearing the Fire Alarm or Air Horns

• On hearing the Fire Alarm or Air Horns, all Team Members must vacate the building they are in and report to their designated Fire Assembly Point.
• All Visitors, Contractors and Customers must go to the nearest Fire Assembly Point.
• If safe to do so, all Plant or Equipment should be switched off, all Gas Systems isolated and if instructed, all electric control switches must be turned off.
• Once a building is vacated, no person should re-enter any building until told to do so by the Assembly Point Co-Ordinator or the Senior Fire Officer.

5. Fire Assembly Points

• Assembly Point 1 : Old Diesel Fuel Tank opposite the Main Offices.
• Assembly Point 2 : To the side of the Pedestrian Entry Gate in the Customer Car Park.

6. Fire Wardens

Fire wardens have been appointed with the responsibility for clearing the following areas.

Department	Name	Deputy
Main Office	Karen Gay	Sebastian Counsell
PJM Valeting	Tim Gibbs	Mike Jenkins
HGV and LCV Auction Halls	Senior Auctioneer	Deputy Auctioneer
Entry Control and Photo` Booth	Nathan Lal	Michael Clinton
Yard Areas	Paul Maddison	Michael Smith

 

Karen Gay will ensure that the Visitors Book is taken to Fire Assembly Point No 1 and will account for all persons who have signed into the Visitors Book.

Charlie Chikaviro will ensure that the Team Member Checklist is taken to Fire Assembly Point No 2 and will account for all persons who have signed into the Team Member and Contractors Book.

In the event of any person(s) not being accounted for, Karen Gay and / or Charlie Chikaviro will inform the Senior Business Manager and the Senior Fire Officer who is absent from the roll call.

The Emergency Services must have access to any rooms that are normally locked, such as the server rooms, all keys must be made available to them when they arrive on site.

7. Site Plans

A set of site plans will be made available to the APC Co-Ordinator's and the Senior Fire Officer so to assist the emergency services.

The site plan should include all buildings, all Gas and Electricity Isolation Points along with highlighting all Fuel Storages and Chemicals Storages. That site plan should be added to the end of this Fire Evacuation Plan or if not electronic, paper copies kept at each location where this plan is displayed.

8. Out of Hours

During the hours of 17-30-08-00 Monday to Friday, and 0700-0700 Saturday and Sunday, the site is monitored by Active Systems who are available on 020 – 3987 – 4515 and they will,

• Contact the Emergency Services informing the Operator that the Fire Alarm has sounded along with giving the site address and postcode.
• Contact their supervisor informing them of the situation.
• Using the locations “Management Call Out List”, informing the Cox Automotive Management Team in priority order as they are listed where they will attend site and investigate the alarm.

In the event of Physical Manned Security returning to site then Training should be given to each guard by the security company management and that training should be documented along with records being kept by the Contracted Security Company.

The onsite security guard should follow the points above and then:

• Ensure that the Emergency Services has clear access to get on site.
• If safe to do so, go to the activated Fire Alarm Panel and identify what zone has been
• activated and inform the Senior Fire Officer as to which zone has been activated.
• If safe to do so, try to establish if the activation is a real fire or a false alarm.
• DO NOT SILENCE OR RE-SET ALARM PANEL.
• When the Emergency services arrive on site a copy of the “Fire and Emergency Evacuation
• Plan” should be given to the Senior Fire Officer
• In the event of an emergency contact being required the sites emergency contacts will be,
• Charlie Chikaviro on 07385 668 522 and Paul Jeffries on 07808 899 446

A copy of this Fire Evacuation Plan should be held in Entry Control and this above procedure should also be submitted to the monitoring station for their reference.

9. Returning to the Building

The Fire Assembly Point Co-ordinator will be responsible for instructing all persons that they can return to the building, and this will only be done once that instruction has been given from the Senior Fire Officer

10. Fire Wardens and First Aiders

Below is the current list of Fire Wardens and First Aiders on site.

Fire Wardens

Department	Name	Deputy
Main Office	Karen Gay	Sebastian Counsell
PJM Valeting	Tim Gibbs	Mike Jenkins
HGV and LCV Auction Halls	Senior Auctioneer	Deputy Auctioneer
Entry Control and Photo` Booth	Nathan Lal	Michael Clinton
Yard Areas	Paul Maddison	Michael Smith

 

Culture Team Representative	Health, Safety and Environmental Co-ordinator
Karen Gay	Charlie Chikaviro

 

First Aiders

 

NAME	Days in the office	Certificate Expiry Date
Alex Herbert	Monday - Friday	October 2027
Charlie Chikaviro	Monday - Friday	September 2027
Paul Maddison	Monday - Friday	January 2026

11. Site Plans

Below is the current site plans and locations of firefighting equipment, chemicals, and utility services isolation points.

Questions and Answers

1. What is the maximum speed limit outside of buildings?

2. When should you use hazard warning lights?

3. What time and day is the fire alarm tested at site?

4. When should Non-Running Vehicles be taken into the auction halls or building?

5. When should accidents, near misses and dangerous occurrences be report to your supervisor or line manager?