Public Services and Procurement Canada Asbestos Management Directive
1. Effective date
June 5, 2017 (updated June 1, 2019)
2. Authority
This directive is issued under the authority of the Director General (DG),Service Lead, Technical Services (TS), Real Property Services (RPS), Public Services and Procurement Canada (PSPC).
3. Context
This directive must be read in conjunction with the RPS Asbestos Management Standard.
This directive enhances and supplements Part II of the Canada Labour Code—Occupational Health and Safety, as well as the Canada Occupational Health and Safety Regulations (COHSR) Part X—Hazardous Substances, and should be read in that context.
This directive should also be read in conjunction with the National Joint Council Occupational Health and Safety Directive, Part XI—Hazardous Substances, and the PSPC Standard on Occupational Health and Safety Training, and Standard on Hazardous Substances, which are part of the departmental occupational health and safety policy suite.
4. Scope
This directive applies to all RPS employees involved in the delivery of the Real Property Business Line, and have responsibilities related to the management of buildings, both Crown-owned and leased (including lease-purchase and sale leaseback), in which either:
- asbestos-containing materials have been found to be present; or
- no professional certification attesting that the building does not include any known asbestos-containing material can be obtained.
For all matters pertaining to the health and safety of RPS employees involved with asbestos and its management, please refer to the PSPC Standard on Hazardous Substances and Standard on Occupational Health and Safety Training.
This directive does not apply to PSPC service providers: for these individuals consult the RPS Asbestos Management Standard.
5. Purpose
This directive ensures the safe and efficient operation of buildings and engineering assets where asbestos is deemed to be present, in accordance with the minimum standards of the applicable codes and regulations.
The purpose of this directive is to outline the responsibilities of Asset Managers, Property and Facility Managers, Project Managers, Regional Asbestos Coordinators, and leasing representatives when asbestos-containing materials are present in the building inventory. The purpose of this document is to also provide the operational details of the activities required to be carried out for the management of asbestos-containing materials.
6. Asbestos management, maintenance, and repair work processes
In addition to the requirements of this directive, leased buildings are subject to existing lease clauses and provincial/territorial regulations.
6.1. Asbestos management plan
Please refer to the RPS Asbestos Management Standard for details and requirements in the following areas pertinent to the Asbestos Management Plan:
- background information
- inspection of building or engineering asset for asbestos-containing material
- laboratory analysis of material samples
- assessment of materials found to contain asbestos
- inventory of asbestos-containing materials
- annual asbestos-containing material reassessment
- notification where there is disturbance or potential disturbance of asbestos-containing materials in building or engineering asset
- leased space
6.1.1. Training
Training for departmental employees is subject to, and must be compliant with, the PSPC Standard on the Hazard Prevention Program, Standard on Occupational Health and Safety Training, Standard on Hazardous Substances, Standard on Personal Protective Equipment and Clothing for Employees, and Standard on Occupational Health Evaluations, which are part of the departmental occupational health and safety policy suite.
Training by way of the required PSPC course Asbestos Work Practices Awareness shall be provided to RPS Asset Managers, Property and Facility Managers, building systems technicians, building operator maintainers, and all employees who may disturb asbestos-containing material through the activities of their work, or persons who may enter a work area. This same training course is also required for those departmental employees who supervise workers or service providers who may work near, and may disturb asbestos-containing material.
In addition to the awareness course, any employees who will perform low risk work will receive additional appropriate training, from a qualified service provider, this training must conform to the regulations, codes and guidelines related to asbestos abatement of the province or territory where the work will be performed, as no such requirements exist federally.
6.2. Maintenance, renovations, and construction processes involving asbestos-containing materials
Please refer to the RPS Asbestos Management Standard for details and requirements in the following areas pertinent to the maintenance, renovation, and construction processes involving asbestos-containing materials:
- classification of asbestos-related work
- asbestos work processes
- bulk sample procedures
- informing building occupants through Employer representatives
- respirator fitting, inspection and maintenance
- asbestos work inspection and air quality monitoring in situations where the work is classified as low, moderate, or high
- hazardous occurrence investigation and reporting
- recordkeeping
6.2.1. Control prior to maintenance work
Only maintenance work classified as low risk can be performed by RPS employees, and they must have taken training as outlined in 6.1.1., and may be required to undertake a medical evaluation as per the requirements of the Standard on Occupational Health Evaluations. A copy of an Asbestos-Related Work Record (form PWGSC-TPSGC 55, available in the Forms Catalogue (FC)) shall be placed in the employment file of each employee who performs low-risk work. Work classified as moderate and high risk must be performed by a qualified service provider which has been approved by the Project Manager. The Asset Manager, or Property and Facility Manager must notify the Employer representatives prior to the commencement of work that will disturb asbestos-containing material.
When there are asbestos-containing materials in the maintenance area, and it has been determined that these materials could be disturbed by the planned work, the Project Manager, Asset Manager, or Property and Facility Manager must notify the maintenance staff or the service provider of the presence of asbestos-containing material. In situations where the service provider is performing work directly for the PSPC Asset Manager or Property and Facility Manager, the service provider shall be required to sign the Contractor Notification and Acknowledgement form (form PWGSC-TPSGC 16, available in the Forms Catalogue (FC)) prior to commencement of the work. This form will be kept with other maintenance work documentation.
Please refer to the RPS Asbestos Management Standard for additional details.
6.2.2. Control prior to renovation and construction work
Only renovation and construction work classified as low risk can be performed by RPS employees, and they must have taken training as outlined in 6.1.1 and may be required to undertake a medical evaluation as per the requirements of the Standard on Occupational Health Evaluation. A copy of an Asbestos-Related Work Record (form PWGSC-TPSGC 55, available in the Forms Catalogue (FC)) shall be placed in the employment file of each employee who performs low-risk work. Work classified as moderate and high risk must be performed by a service provider.
Current PSPC practice is to undertake full asbestos abatement in a building only in the case of a major renovation. In each case, the Investment Analysis Report (IAR) will be used as a financial tool to evaluate the cost/benefit, and the design phase will evaluate the abatement feasibility. In rare instances, a full abatement of all asbestos in the building may not be achievable as the abatement would equate to the demolition of the entire structure. In such cases that a portion of asbestos is left in place, it will be managed by an Asbestos Management Plan that ensures the health and safety of building occupants. The Director General, Service Lead, Technical Services will make the decision for exceptions to leave asbestos-containing material in place during major renovations.
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 Project Manager, Asset Manager, or Property and Facility Manager must notify the maintenance staff and/or the service provider and the Employer representatives of the presence of asbestos-containing material. In situations where the service provider is performing work directly for the PSPC Asset Manager or Property and Facility Manager, the service provider shall be required to sign and provide documentation as outlined in Section 6.2.1.
Some projects require a Technical Authority in addition to a Project Manager. In these instances, project documentation must be reviewed by the Technical Authority.
If the work involves the disturbance of asbestos-containing material, then it must be ensured that the Employer representatives are informed by the Asset Manager, or Property and Facility Manager, giving the Employer representatives the opportunity to invite their Workplace Health and Safety Committee to attend a pre-construction meeting with the service provider and project manager.
Please refer to the RPS Asbestos Management Standard for additional details.
6.2.3. Hazardous occurrence investigation and reporting
When a building occupant is, or may accidentally be, 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 assessment by the Asset Manager or Property and Facility Manager as per the requirements of 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 a Hazardous Occurrence Investigation Report (form PWGSC-TPSGC 874, available in the Forms Catalogue) is to be completed by the Asset Manager or Property and Facility Manager, in compliance with the departmental Standard on Hazardous Occurrence Investigation and Reporting and provided to all assessment participants.
When airborne asbestos fibers 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
- communication with building occupants through Employer representatives
- medical surveillance, when applicable
- training of employees
6.2.4. Leased space
Federal workplaces are subject to the Canada Labour Code, Part II, including space within leased buildings. Leased buildings (including lease-purchase and sale leaseback) are also subject to existing lease clauses and provincial/territorial regulations concerning the management of asbestos-containing material. Lease clauses must be consulted on a building-by-building basis to confirm existing lease requirements.
Prior to occupancy, the Leasing Representatives obtain and provide all documents concerning asbestos-containing materials to the Asset Manager, or Property and Facility Manager. The Asset Manager, or Property and Facility Manager must provide these documents to the Employer representatives. The Asset Manager or Property and Facility Manager shall retain received electronic copies of documents in GCdocs Footnote 1, with oversight of the records management by the Regional Asbestos Coordinator.
During the lease period, as updates are provided by the building owner, the Asset Manager, or Property and Facility Manager, must provide an update, written in plain language to the Employer representatives, summarizing the report, in addition to the building owner’s report concerning modifications and reassessments of the asbestos-containing material. The Asset Manager, or Property and Facility Manager, must also provide copies of the reassessment to the Regional Asbestos Coordinator.
7. Responsibilities
Compliance with this directive is mandatory. Failure of an employee at any level to comply may be considered misconduct, and the employee may be subject to consequences as per the applicable departmental and Treasury Board policies.
7.1. The Regional Directors General (RDGs), and the Director General (DG), Service lead, Technical Services, in support of PSPC's role as custodian, are responsible in their respective regions for:
- appointing a Regional Asbestos Coordinator
7.2. The Director General, Service Lead, Technical Services, is responsible for:
- reviewing this directive every five years, or when there are amendments to the documents referred to in the Context section of this directive
- providing functional direction on asbestos-containing materials
- making the final decision for exceptions to leave asbestos-containing material in place during major renovations
7.3. Regional Directors (RDs), Professional and Technical Services (PTS), Regional Directors, Environmental Services, Senior Directors, Property and Facility Management Service Line, Senior Directors, Technical Services Service Line, and Senior Directors, Infrastructure Asset Management Service Line, in support of PSPC's role as custodian, are responsible for:
- ensuring RPS managers/supervisors are informed on occupational health and safety requirements related to management of asbestos in the workplace
- ensuring that records of asbestos location, investigation reports, work reports, and exposure reports are maintained onsite in accordance with applicable regulations
- ensuring that employee learning plans include training relevant to this directive
7.4. Regional Asbestos Coordinators, are responsible for:
- collaborating with Asset Manager or Property and Facility Managers to ensure the asbestos management plan, and annual reassessment, including the inventory, is updated as required
- providing guidance during the selection of qualified person
- collaborating with Project Managers to ensure work is properly classified, proper specifications are provided, and all applicable legislation are respected
- reviewing the project documentation of high-risk (in terms of project risk and complexity) projects, at the request of the Technical Authority, as provided by the Project Manager
- maintaining a copy of the Asbestos Management Plan, inventory, and reassessments as provided by the Asset Managers, or Property and Facility Managers
- providing oversight of the retention of asbestos records in GCdocs Footnote 1
7.5. Asset Managers, or Property and Facility Managers are responsible, for:
- developing and updating Asbestos Management Plans, including the inventory and assessment, as well as annual asbestos inventory reassessment reports, when necessary collaborating with the Regional Asbestos Coordinator, and ensuring that copies of this information are maintained and available as specified in the Asbestos Management Standard
- providing a copy of the Asbestos Management Plan, including the inventory and assessment, as well as annual asbestos reassessment reports, or if applicable the professional certificate of no known asbestos, to the Regional Asbestos Coordinator and Employer representatives and recording when and to whom the reports were presented
- providing service providers access to the Asbestos Management Plan
- providing written notification to the Employer representatives of potential disturbance (including work processes, duration, hours of work, and possible disruption) of asbestos-containing materials during repair, maintenance and construction projects and recording when and to whom the reports were presented
- providing written notification to the Employer representatives of air sampling results, in accordance with the RPS Sharing Test Results Directive, without delay
- reviewing all maintenance and project work requirements against survey information to determine the possibility of asbestos being disturbed, and classifying the work based on the approved criteria
- for leased facilities, obtaining from the lessor a copy of the Asbestos Management Plan, including inventory and the most recent asbestos-containing material reassessment, and asbestos-related work notifications, or professional certification confirming that the building does not include any known asbestos-containing materials, and ensuring these items are provided to the Employer representatives and Regional Asbestos Coordinator
- retaining electronic copies in GCdocs Footnote 1 in accordance with information management practices
- assisting in the identification of real or potential accidental exposure to asbestos of occupants or visitors, and notifying the Regional/Area Manager Occupational Health and Safety, Asset Managers, Property and Facility Managers, and Project Manager accordingly
- providing the necessary support to the PSPC employer with their implementation of the PSPC Standard on Hazardous Occurrence Investigation and Reporting or investigations by employers from other government departments
7.6. The Technical Authority is responsible for:
- being the principal point of contact with Real Property Contractor for all matters relating to the contract, including daily operations, reporting and administration
- ensuring work is executed in accordance with the Real Property (RP) contract and monitors real property contractor performance
7.7. RPS Employer representatives are responsible for:
- providing the workplace Occupational Health and Safety Committee with documentation related to the asbestos management plan, construction, and hazardous occurrence
- after obtaining air sampling results, post a copy of the results in a conspicuous place and make them available to the workplace Occupational Health and Safety Committee within 24 hours
- responding to employee requests for information concerning asbestos-containing materials in the workplace
7.8. Leasing Representatives are responsible for:
- before leased space is occupied, obtaining from building owner an Asbestos Management Plan documenting the presence, location, and condition of asbestos within the building, or a professional certification confirming that the building does not include any known asbestos-containing materials
- before leased space is occupied, confirming that asbestos documentation conforms with the lease agreement
- providing Asbestos Management Plan and inventory documentation to the Asset Manager, or Property and Facility Manager
7.9. RPS Project Managers/Supervisors are responsible for:
- ensuring that employees on site have received notification that asbestos-containing material are present in work area
- ensuring that employees on site have received proper asbestos training based on the responsibilities and duties to be undertaken in relation to asbestos
- ensuring that documentation has been received by service provider performing asbestos work
- ensuring that in the case of a hazardous occurrence, comply with all requirements of the departmental Standard on Hazardous Occurrence Investigation and Reporting
- ensuring service provider hired to perform asbestos work according to applicable legislation are in possession of valid certification to perform asbestos work
- ensuring employees required to perform work classified as low risk have received proper training
- ensuring RPS employees do not perform asbestos-related work classified as moderate or high risk
- ensuring that all procedures for inspection and air monitoring are implemented based on the classification of the work and the specified requirements
- providing written notification to the Asset Manager, or Property and Facility Manager, of daily or clearance air sampling results, in accordance with Sharing Test Results Directive, without delay
7.10. RPS Building Systems Technicians / Building Operator Maintainers are responsible for:
- ensuring that they have taken required training;
- wearing, using, and maintaining the required personal protective equipment, clothing, and tools
- only performing asbestos-related work within the scope of their training
7.11. RPS employees are responsible for:
- adhering to provided instructions, training, and procedures related to asbestos
- reporting immediately to their Manager/Supervisor all known or foreseeable occurrences, conditions, or activities in the workplace that are likely to be hazardous to the health and safety of employees or other persons granted access to the workplace. If the Manager/Supervisor is not available and the situation is urgent, the employee should report to the next higher management level
8. Definitions
Definitions may be found in the RPS Asbestos Management Standard, and the departmental Occupational health and safety policy suite glossary.
9. References
Federal acts and regulations
National Joint Council publications
Public Service and Procurement Canada publications
- Directive on occupational health and safety—Hazard prevention program (accessible only on the Government of Canada network)
- Occupational health and safety policy suite glossary (accessible only on the Government of Canada network)
- Policy on occupational health and safety (accessible only on the Government of Canada network)
- Archived—Policy on Information Management
- Sharing Test Results Directive (accessible only on the Government of Canada network)
- Standard on Hazard Identification, Assessment and Control (accessible only on the Government of Canada network)
- Standard on Hazardous Occurrence Investigation and Reporting (accessible only on the Government of Canada network)
- Standard on Hazardous Substances (accessible only on the Government of Canada network)
- Standard on Personal Protective Equipment and Clothing for Employees (accessible only on the Government of Canada network)
- Standard on Occupational Health Evaluations (accessible only on the Government of Canada network)
- Standard on Occupational Health and Safety Training (accessible only on the Government of Canada network)
- Real Property Services Asbestos Management Standard (GCdocs, PDF, 95KB) (accessible only on the Government of Canada network)
Training course
Employees should go to ALTO to find training courses.
Other publications
- Provincial and Territorial Occupational Health and Safety Legislation
- Provincial and Territorial Environmental Protection Legislation
- American Conference of Governmental Industrial Hygienists (ACGIH), Threshold Limit Values (TLVs) and Biological Exposure Indices (BEIs) Book (as amended from time to time)
- Canadian National Master Construction Specification (NMS)
Forms
- Contractor Notification and Acknowledgement (form PWGSC-TPSGC 16, available in the Forms Catalogue)
- Hazardous Occurrence Investigation Report (form PWGSC-TPSGC 874, available in the Forms Catalogue)
- Asbestos-Related Work Record (form PWGSC-TPSGC 55, available in the Forms Catalogue)
10. Enquiries
Please direct all enquiries regarding this directive to:
Senior Director, Environment, Health & Safety
Technical Services
Real Property Services, Public Service and Procurement Canada