Public Services and Procurement Canada Asbestos Management Standard

6.1.1. Background information

An Asbestos Management Plan is required to ensure that asbestos-containing material is managed and controlled in PSPC custodial buildings and engineering assets, both Crown-owned and leased (including lease-purchase, and sale leaseback), to reduce the risk of damaging asbestos-containing material, and potential occupant exposure to airborne asbestos fibers. The Asbestos Management Plan is to be reviewed and updated to reflect changes in policy and regulations at least every 5 years, or more frequently if required. Whenever reviewed or updated, the Asbestos Management Plan must be provided to the Employer representatives and retained in accordance with section 6.2.11. A record must be kept reflecting when and to whom the report was presented.

The Asbestos Management Plan performs the following functions:

• At the building level, it is a central repository of all information related to the management of asbestos for each facility.
• It acts as a control mechanism to ensure compliance.
• It communicates roles and responsibilities of those required to work with or around asbestos-containing materials.
• It describes work classification for disturbances of asbestos-containing materials.
• It communicates the departmental processes for working with asbestos-containing materials.
• It acts as common terms of reference for the safe operation and management of a building or engineering asset with asbestos-containing materials.

The Asbestos Management Plan includes the following elements at a minimum:

• a list of applicable regulatory requirements
• a brief summary of locations and types of material that contain asbestos present in the building
• a survey and inventory of asbestos-containing materials, and assessment of material condition
• annual asbestos-containing material reassessment
• notification of location, quantity, and condition of asbestos-containing materials and the potential for disturbance
• training and awareness requirements
• notification of Employer representatives when work will be performed that disturbs asbestos
• repair and maintenance procedures
  • classification
  • sample collection and analysis
  • processes
  • project inspection
  • air monitoring
• emergency work procedure(s)
• laboratory results for all materials tested (to be included whether samples are positive or negative for asbestos content)

6.1.2. Crown-owned buildings and engineering assets' asbestos-containing material inspection, assessment, and inventory

6.1.3. Assessment of asbestos-containing materials

Asbestos-containing materials that are identified as a result of the survey and laboratory analysis shall be assessed for their condition and accessibility. Annex A—Evaluation of Asbestos-Containing Materials and Recommendations for Control, provides specific criteria for the assessment of asbestos-containing materials based on condition and accessibility, as well as mandatory Asbestos Management Program response(s) relative to health risk. It also provides an action matrix, which is used to determine the recommended action to control asbestos-containing materials based on the particular circumstances. Detailed information regarding the requirements to properly undertake each action is also provided.

6.1.4. Inventory of asbestos-containing materials

An inventory of asbestos-containing materials must be maintained, and the inventory shall contain information for the specific building or engineering asset. The inventory record shall remain in the building or engineering asset. The inventory shall contain a list of all known asbestos-containing materials and their locations. If access to an area is not permitted due to security or other reasons, it will be noted in the inventory.

 In general, inventories are in table format and include the following:

• type of building material that contains asbestos (example: floor tile)
• asbestos location
• asbestos type and percent content (example: amosite 3%)
• asbestos friability (friable or non-friable)
• quantity of building material
• asbestos condition
• accessibility of the asbestos

Floor plans indicating the location(s) of asbestos-containing materials may be included.

It must be ensured that a copy of the current inventory is maintained onsite at a location that is accessible, and provided to the Employer representatives, and facility maintenance staff.

6.1.5. Annual asbestos-containing material reassessment

On a yearly basis, the building or engineering asset’s asbestos-containing material inventory information is to be updated through a reassessment based primarily on change in condition and quantity (refer to Annex B), and outdated versions of the inventory records must be archived and retained in accordance with section 6.2.11. The Asbestos Management Plan shall be updated with new inventory information as changes are made at the various locations, or where new information identifies the existence of asbestos-containing material not previously identified.

The reassessment must be signed by, and conducted under the direction of, a person qualified in asbestos management. The results of this assessment are to be added to the building Asbestos Management Plan as described in section 6.1.1.

In a timely fashion, the annual re-assessment, along with a summary of the report in plain language, must be provided to the Employer representatives and Regional Asbestos Coordinator. A record must be kept reflecting when and to whom the report was presented.

6.1.6. Leased Space

If a building is known to contain asbestos-containing materials, then before leased space is occupied, an Asbestos Management Plan must be obtained from the Lessor that identifies all friable and non-friable asbestos-containing materials located within the building and on the property. Otherwise, a professional certification confirming that the building does not include any known asbestos-containing materials is required.

The Asset Manager, or Property and Facility Manager will keep an electronic copy of the Asbestos Management Plan available to be distributed upon request.

For detail on lease clauses, refer to Public Works and Government Services Canada’s Invitation to Offer document, owned by the Real Estate Services Service Line.

6.2.1. Classification of asbestos-related work

The following criteria shall be used in determining the classification of asbestos work.

6.2.2. Asbestos work processes

Written processes for performing low, moderate, and high risk work are to be developed for the work to be undertaken, based on the friability of the asbestos-containing material, processes to be used, and the worksite. These processes shall be developed in accordance with the Canadian National Master Construction Specification (NMS), Sections 02 82 00.01 (Asbestos Abatement—Minimum Precautions), 02 82 00.02 (Asbestos Abatement—Intermediate Precautions), or 02 82 00.03 (Asbestos Abatement—Maximum Precautions).

6.2.3. Notification

Written notification must be given to the Asset Manager, or Property and Facility Manager of the potential disturbance of asbestos-containing materials during repair, maintenance and construction projects.

6.2.4. Control prior to maintenance work

All maintenance work shall be reviewed for the possibility of disturbance of asbestos-containing material when work is required.

Before undertaking any work that may disturb asbestos-containing materials, a report shall be prepared stating the type(s) of asbestos and the condition of the asbestos-containing material, and the location of the asbestos-containing material.

When there are friable or non-friable asbestos-containing materials in the work area and this material will be disturbed by the work, then the work shall be considered asbestos-related work, and the risk level classified by a qualified person in accordance with the work to be performed.

Prior to the start of work, the Asset Manager, or Property and Facility Manager will inform the Employer representatives.

Arrangements shall be made for specifications to be prepared for asbestos work by a qualified person, following the appropriate specifications according to Canadian National Master Construction Specification (NMS) format mentioned in Section 6.2.2. Alterations to specifications, in order to accommodate specific federal and provincial requirements, shall be determined based on work requirements.

When there are asbestos-containing materials in the maintenance area, and it has been determined that these materials could be disturbed by the work, the maintenance staff or the service provider must be notified.

Before asbestos abatement work is started, the following documentation must be provided by the service provider as proof of competency as per provincial/territorial regulations:

• third-party liability insurance
• fit test certificate
• service provider’s site-specific safety plan
• Notice of Project
• copy of Workplace Safety and Insurance Board / Ministry of Labour clearance
• copy of trade certificates / competency cards
• other certificates where required (fall protection, confined space, man lift, etc.)

Also prior to the commencement of asbestos abatement work, the following precautions must be ensured:

• management has received proof of adequate training for employees performing asbestos work and approved personal protective equipment is provided;
• containers for asbestos waste shall be labeled as asbestos waste and are held at a pre-determined, secure location in the building; and
• the collection and disposal of asbestos-containing material waste is performed in accordance with the applicable provincial regulations.

In the event of a suspected release of asbestos-containing material outside of the contained work area, the processes detailed in the building Asbestos Management Plan concerning emergency work procedures must be complied with.

6.2.5. Control prior to renovation and construction work

Prior to commencement of projects that include the demolition of material suspected of containing asbestos which has not yet been tested (such as material not accessible in the original survey), testing of this material for asbestos shall be undertaken, unless previous comprehensive testing in the building has shown this material to be free of asbestos. Along with the asbestos surveys of the building, records of test results shall be maintained on site as per section 6.2.11.

When there are friable or non-friable asbestos-containing materials in the work area and this material will be disturbed by the work, then the work shall be determined as asbestos-related work and the risk level classified by a qualified person in accordance with the work to be performed.

In a timely fashion, a summary report, written in plain language, concerning the asbestos work must be provided to the Employer representatives. A record must be kept reflecting when and to whom the report was provided.

Arrangements shall be made for specifications to be prepared for asbestos work by a qualified person, following the appropriate Canadian National Master Construction Specification (NMS) format mentioned in Section 6.2.2. Alterations to specifications, in order to accommodate specific federal and provincial requirements, shall be determined based on work requirements.

Services related to the design and preparation of specifications shall be performed by a qualified person with the appropriate training, experience, and insurance for asbestos-related work.

When there are asbestos-containing materials in the renovation area, and it has been determined that these materials could be disturbed by the work, the maintenance staff and/or the service provider must be notified of the presence of asbestos-containing material.

Prior to the start of asbestos abatement work, documentation and work precautions must be ensured as per section 6.2.4.

In the event of a suspected release of asbestos-containing material outside of the contained work area, the processes detailed in the building Asbestos Management Plan concerning emergency work procedures must be followed.

Upon completion of any project work which alters the amount or condition of asbestos-containing material in the building or engineering asset, a report will be prepared that indicates the work that has been completed. The inventory shall be updated, and this information is to be retained in accordance with section 6.2.11.

6.2.6. Bulk sample procedures

During the annual reassessment or investigation prior to renovation projects, material may be discovered that could contain asbestos. The only way to confirm the presence of asbestos is by means of laboratory testing. In order to establish whether there are any asbestos-containing materials, and to identify the type and concentration of asbestos, bulk material samples must be collected by a qualified person from a homogeneous surface, area or insulation. The information gathered is essential in ensuring proper identification of asbestos materials by microscope analysis. Bulk material sampling is conducted as follows:

1. The material must be sampled when the area is not in use where feasible. Only those persons needed for sampling should be present in the immediate area.
2. The use of a National Institute for Occupational Safety and Health (NIOSH) approved respirator is recommended for all sampling. Depending on the condition and location of the material, airborne fibres can be generated during sampling.
3. Under the work area, polyethylene drop sheet must be placed over flooring that absorbs dust (such as carpeting) and over flooring in the asbestos work area where dust and contamination cannot otherwise be safely contained. Drop sheets are not to be reused.
4. The material is to be sprayed with a light mist of water to prevent asbestos fibre release during sampling, if possible. The material must not be disturbed any more than necessary.
5. Materials of different appearance should be sampled separately. Mechanical insulation must be sampled separately on all systems, tanks, vessels, etc. Both the straight sections of pre-formed insulation, and the insulating cement typically present at elbows, fittings, etc. (unless visually identified as fibreglass) must be sampled. Frequency of sampling must meet federal/provincial/territorial regulations.
6. For asbestos insulation, the sample is collected by penetrating the entire depth of the material, as the insulation may have been applied in more than one layer or covered with paint or other protective coating.
7. If pieces of material break off during sampling, the contaminated area must be cleaned up by wet cleaning. Any debris generated must be placed in plastic bags, labelled, sealed and disposed of as asbestos waste in accordance with requirements of the provincial/territorial and/or federal authority having jurisdiction.
8. Samples must be placed in labeled plastic bags with a zip-lock closure or in sealed plastic vials. Samples shall be identified with the following information:
   • sample number
   • location (e.g. building name, room number)
   • date of sampling
   • name of sampler
   • source of sample, e.g. cold water pipe, cold water fitting, etc.
9. Any openings created to collect the sample must be sealed (e.g. self-adhesive tape, paint or metal-foil tape to be wrapped completely around the pipe, duct or structure).
10. Bulk sample analysis shall be done by an accredited laboratory (refer to section 6.1.2.2. Laboratory material analysis).
11. The minimum number of bulk material samples to be collected for each type of test material is 3. When sampling homogeneous materials such as plaster, or materials applied by troweling, 5 samples are required when the area is greater than 90 square meters, 7 samples are required when the area exceeds 450 square meters.

6.2.7. Respirator fitting, inspection and maintenance

For matters pertaining to respiratory protection, refer to the departmental Procedure on Respiratory Protection which is under the Standard on Personal Protective Equipment and Clothing for Employees.

6.2.8. Asbestos work inspection and air quality monitoring

6.2.9. Hazardous occurrence investigation and reporting

When a building occupant is, or may have accidentally been, exposed to airborne asbestos as a result of disturbance of asbestos-containing material, or by inadvertent contact during regular maintenance, renovation or construction work, a qualified person shall be appointed to conduct a hazard investigation as defined by the Canada Occupational Health and Safety Regulations.

The assessment shall determine the potential hazard, and must conclude as to whether the hazardous material could be present as an airborne hazard, at a level of at least 50% of the exposure limit as determined by the threshold limit values identified by the American Conference of Governmental Industrial Hygienists (ACGIH). The Asset Manager or Property and Facility Manager, building Employer representatives, and the Workplace Health and Safety Committee must be invited to participate in the assessment. At the conclusion of the assessment, all participants will receive a copy of the Hazardous Occurrence Investigation report.

When airborne asbestos-containing materials are likely present at level of at least 50% of the exposure limit, a control plan shall be instituted. The control plan must address the following:

• a record of where asbestos-containing material was found
• written procedures for control
• a communication plan with building Employer representatives
• medical surveillance, when applicable
• training of employees

6.2.10. Emergency work procedures

A building’s Asbestos Management Plan outlines emergency work procedures.

6.2.11. Records

Records shall be kept in accordance with the following:

In addition, for records noted above to be kept on site, these shall be retained on site as long as a building is occupied or managed by PSPC. For electronic copies (other than medical records), these records shall be saved and retained in GCdocs ^{Footnote 2} as per the above retention schedule, and managed subject to any instructions for a hazardous substances information management system.

All other documents related to asbestos management and abatements shall be maintained and disposed of as per PSPC’s departmental policy on Information Management.

1.1. Spray-applied fireproofing, insulation and texture finishes

In evaluating the condition of asbestos-containing material spray applied as fireproofing, thermal insulation, or texture, decorative or acoustic finishes, the following criteria apply:

Good

Surface of material shows no significant signs of damage, deterioration or delamination. Up to one percent of the surface area having visible damage to surface is allowed within range of Good. Evaluation of sprayed fireproofing requires the assessor to be familiar with the irregular surface texture typical of sprayed asbestos products. Good condition includes un-encapsulated or unpainted fireproofing, insulation or texture finishes where no delamination or damage is observed, and encapsulated fireproofing, insulation or texture finishes where the encapsulation has been applied after the damage or fallout occurred.

Poor

Sprayed materials show signs of damage, delamination or deterioration. More than one percent damage to surface of asbestos-containing material spray.

In observation areas, where damage exists in isolated locations, both Good and Poor condition may be reported. The extent or percentage of each condition will be recorded on the survey or reassessment form.

The evaluation of asbestos-containing material spray applied as fireproofing, non-mechanical thermal insulation, or texture, decorative, or acoustic finishes which are present above ceilings may be limited by the number of observations made, and by building components such as ducts or full-height walls that obstruct the above-ceiling observations. Persons entering the ceiling area are advised to be watchful for asbestos-containing material debris prior to accessing or working above ceilings in areas of buildings with asbestos-containing material, regardless of the reported condition.

1.2. Detection limit of bulk analysis

Asbestos-containing material is defined as any material found to contain asbestos at or above the limit defined by provincial/territorial standards for an asbestos-containing material, as determined by the allowable analytical method for the analysis of bulk samples (refer to Asbestos Management Standard, section 6.1.2.2). Except in the case of vermiculite, the provincially/territorially-regulated limits or generally-accepted guidelines to consider a material as an asbestos-containing material, subject to asbestos in buildings regulation, are provided as follows:

Minimum concentration to consider as an asbestos-containing material (by province)

1.3. Mechanical insulation

In evaluating the condition of mechanical insulation (on boilers, breeching, ductwork, piping, tanks, equipment, etc.) the following criteria are used:

Good

Insulation is completely covered in jacketing and exhibits no evidence of damage or deterioration, that is no insulation is exposed. Includes conditions where the jacketing has minor surface damage (that is scuffs or stains), but the jacketing is not penetrated.

Fair

Minor penetration damage to jacketed insulation (cuts, tears, nicks, deterioration or delamination), or undamaged insulation that has never been jacketed. Insulation is exposed but not showing surface disintegration. The extent of missing insulation should range from minor to none.

Poor

Original insulation jacket is missing, damaged, deteriorated or delaminated. Insulation is exposed and significant areas have been dislodged. Damage cannot be readily repaired.

The evaluation of mechanical insulation may be limited by the number of observations made and building components such as ducts or full-height walls that obstruct observations. In these circumstances, it is not possible to observe each foot of mechanical insulation from all angles.

1.4. Non-friable and potentially-friable materials

Non-friable materials generally have little potential to release airborne fibres, even when damaged by mechanical breakage, but can become friable if disturbed by drilling or abrading.