SHFA FACILITIES MANAGEMENT

SHFA Reference: A1297579

SHFA Reference: A1297579

Fire ProtectionSystemIsolation

ImpairmentProcedure

SHFA Reference: A1297579

Policy &Procedure

Fire Protection System Isolation &Impairment

1.1PURPOSE

FireSystemisolationsandimpairmentsaffecttheabilitytodetectandrespondtofires. Itisessential

SHFA Reference: A1297579

that appropriatemeasure of fire protectiondevices are in place to mitigate risks associated with the isolation and impairment.This Policy and Procedure hasbeen developedby the SHFA FacilitiesManagement Departmentto ensure;

SHFA Reference: A1297579

  • The requirements for fire protection system impairments aredefined;
  • Early and accurate notification of impairment to Fire Protection systemsand;
  • Appropriateriskmanagement, rectification and recordingofall fire protection systemimpairments in areas under SHFA control or managedproperties.

2.0DEFINITIONS ANDABBREVIATIONS

SHFA Reference: A1297579

EWIS

Emergency Warning IntercommunicationSystem

ExtendedImpairment

An impairment of duration greater than 12hours

FIP

Fire IndictorPanel

SHFA Reference: A1297579

FireWatch

Continuous and systematicsurveillanceof a defined area for thepurposeand detection of unwantedfire

SHFA Reference: A1297579

Impairment

Operatingconditioniswhollyorpartiallydisabled–inthecontextofthisdocument, it refers to the total or partial disablement ofa fireprotectionsystem

SHFA Reference: A1297579

Isolation

The disengagementor disconnection of a system such that it cannot operateeffectively

SHFA Reference: A1297579

HotWorks

Any process that produces flames, heat and / or sparks

NormalBusinessHours

Monday to Friday from 9:00 am to 5:00 pm excluding publicholidays

Out of BusinessHours

Weekends, public holidays and Monday to Friday 5:00 pm – 9:00am

SWMS

Safe Work MethodStatement

SHFA Reference: A1297579

SHFA Reference: A1297579

3.1POLICY

3.2Scope

Thescopeofthisdocumentisapplicabletoallfireprotectionsystems in place at SHFAmanaged properties and places, including;

SHFA Reference: A1297579

  • Fire detectionsystems
  • Fire IndicatorPanels

SHFA Reference: A1297579

  • Firealarms
  • All suppressionsystems

SHFA Reference: A1297579

  • Firehydrants
  • Smokealarms
  • Firesprinklers
  • Thermal detectors

SHFA Reference: A1297579

3.3Roles andResponsibilities

Whilst this Policy and Procedure does not specifically outline individual responsibilities, all SHFApersonnel, Building Tenants and Third party contractors are responsible and accountable for ensuringthisPolicy and Procedure is adhered to and implemented.

3.4Fire IsolationSignage

Clear signage stating theconditionsfor Fire Protection System isolations must be in place. Asa minimum, signage must be erected at the following propertylocations:

  • Fire sprinkler valverooms
  • Fire controlrooms
  • FIP and EWISpanels

Refer to ATT 6 ‘Fire Protection Isolation and ImpairmentPoster’

3.5Tenancy Fitoutor Maintenance Works

SHFA Reference: A1297579

Tenancy fitout or maintenance workswill generallybe undertakenby Third Party Contractors appointed directlyby the Tenant.Wherea FireProtectionSystemisolation/impairmentisrequiredduring tenancy works,thePrincipalContractororTenantRepresentativemustreceive writtenapprovalfromSHFApriortoanyisolation.

Wherever possible, theincumbent FireServiceContractor should be used. In instances wherean alternativeContractorisappointedtheymustprovidewrittenconfirmationthattheywillbearany consequential damages/losses due to any incorrect process, negligence or damage to the systemor equipment.

3.6Fire Indicator Panel (FIP)Isolations

SHFA Reference: A1297579

The isolation and restoration of any FIP may only be undertaken by competentlytrained personnel.

SHFA Reference: A1297579

Note; Any isolationand/or restorationoftheFIPwhether inside or outofbusinesshours,is to have asuitablyQualifiedContractorengaged to undertake thetask.

3.7Risk ManagementPlan

Ininstanceswheretheisolation/impairmentofaFireProtection Systemislikelytobeofaduration

SHFA Reference: A1297579

greater thantwelve (12) hours or overnight,aRisk Management Planmust bedevelopedandimplemented.Refer ATT 7 fortemplate.

TheRiskManagementPlanmaycallfortherequirementofaFireWatch.Ifnecessary,theapplicable Contractormustprovideappropriately trainedpersonneltoundertakethetask.

A running log of the Fire Watch surveillance (see ATT 4)must also be generated and provided toSHFA.

SHFA Reference: A1297579

4.1PROCEDURE

4.2Fire Protection SystemImpairment

AllattemptsmustbemadetoavoidtheisolationandimpairmentofFireProtectionSystems.

FireProtectionSystemsmayonlybeisolatedifanalternativemeansofconductingrequiredworksisnotachievable.

Where a Fire Protection System isolation is unavoidable, if possible only one (1) Fire ProtectionSystemshould be impaired at any given time to ensure the property has some form of Fire Protection System inplace at alltimes.

SHFA Reference: A1297579

Onceithasbeendeterminedthattheisolationand/orimpairmentofa Fire Protection Systemis

SHFA Reference: A1297579

unavoidable or if it is unplanned, the following process mustbe followed:

SHFA Reference: A1297579

4.1.1ReceiveWrittenRequest

Arequest either written or via CRMSfromtherelevantTenantor TenantsContractormustbesubmitted to the assigned property managerproviding the following information regardingthe:

  • Type and extent of works being carriedout;
  • Fire Protection System and locationimpacted;
  • Reason for the isolation / impairment of the Fire Protection System;and
  • Duration and timing of the isolation /impairment.

The request will be reviewed to ensure that sufficient detail has been provided and confirmwhether the isolation / impairment isunavoidable.

A SeniorFacilities manager will be consultedininstances where further input or consideration of an isolation is required.

SHFA Reference: A1297579

4.1.2Confirm ImpairmentDetails (SHFA Facilities Supervisor)

  • Ensure a copy of the ‘Fire Protection Impairment/Reinstatement Notice’ (refer ATT 1) is available or issued tothe Tenant requesting /Contractor engaged to perform theworks;

SHFA Reference: A1297579

  • Ensure the Contractor completes Section A of the ‘Fire Protection Impairment/Reinstatement Notice’

SHFA Reference: A1297579

  • Review the Impairment Notice to ensure the required information has beenprovided;
  • Complete Section B of the ‘Fire Protection Impairment / Reinstatement Notice’;
  • Return a copy of the form to the requester and;
  • Ensure the Contractor completes and provides a Site Specific Risk assessment andSWMS.

Note:SectionsAandBofthe‘FireProtectionImpairment/ReinstatementNotice mustbecompletedandauthorisedpriortothecommencement ofworks.

SHFA Reference: A1297579

The authorisedImpairmentNoticemust be retained by SHFA,sent to the Treasury Management Fund (TMF) and reissued to theContractorforcompletion of Section C once the required works have been finalised (refer Section4.2)

4.1.3Record Details in Fire Protection Impairment and ReinstatementRegister

Priortothecommencementoftheworks,theContractormustensurethe‘ImpairmentDetails’ are enteredinthe ‘Fire Services Isolation Register’ is completed (refer ATT 5) located in the Fire Control Room or FIP).

4.1.4Notify RelevantParties

In the case of an Extended Impairment, notification to the TMF and the appropriate senior Facilities personnelshould occur. Extended Impairments may also need to be reportedto:

SHFA Reference: A1297579

  • Local FireBrigade
  • Fire Monitoring Company

SHFA Reference: A1297579

  • Tenants
  • Client
  • Departmental Director

SHFA Reference: A1297579

4.1.5Implement Risk ManagementPlan

SHFA Reference: A1297579

Where the duration of the impairment exceedstwelve (12)hours or overnight or an isolation/impairment results in the affected area being without any form of automatic fire protection or alarm,a RiskManagementPlan (ATT 7)mustbedevelopedandimplemented.InthecasetheRiskManagementPlancalls for a fire watch the following mustoccur:

  • Notification to the Contractor that a Fire Watch isrequired;
  • Ensure that the Contractor provides appropriately trained personnel to undertake a FireWatch; and
  • ProvidetheFireWatchLogSheet(referATT4)totheContractortorecordthedetailsof theWatch.

The completed Fire Watch Log Sheet must be returned toSHFAFacilities upon completion of theworks.

4.1.6Commence Works

Onceallofthedocumentationhasbeencompletedandapproved,theContractorshallbenotifiedthat the applicable works maycommence.

4.2SystemRestoration

Upon completion of the works, the Contractor must ensure that all Fire Systems are restored to afullyoperationalstatus.

Note: Under no circumstances is the partial restoration of a Fire Protection Systemacceptable.

The following shall then takeplace:

SHFA Reference: A1297579

  • The applicable ‘FireProtection Contractor; Impairment / Reinstatement Notice’ shall be returned to the Contractor;
  • The Contractor shall completeSection C of the ‘Fire ProtectionImpairment/Reinstatement

Notice’;

SHFA Reference: A1297579

  • Verify that steps to restore system/s to service have been undertaken and the system/s arefullyfunctional andoperational;

SHFA Reference: A1297579

  • Notify the Treasury Managed Fund (TMF) in writing that the Fire System has been restored;

SHFA Reference: A1297579

  • Complete the ‘Insurer Notification’ section of the ‘Fire Protection Impairment / Reinstatement Notice’;
  • Complete the ‘Reinstatement Details’ section of the SHFA ‘Fire Protection Impairment and Reinstatement Register; and

SHFA Reference: A1297579

  • Notify the Client representative, Fire Brigade and/or any other parties impacted by the works.

5.0ASSOCIATED SHFA PROCEDURES AND FORMS

ATT 1 - Fire Protection Impairment/Reinstatement Notice Form

ATT 2 - Treasury Managed Fund TMF Fire Protection Impairment Notification Form

ATT 3 - Hot Works Permitform

ATT 4 - Fire Watch Log SheetTemplate

ATT 5 - Fire Protection Impairment and Reinstatement RegisterTemplate

ATT 6 - Fire Protection Impairment and IsolationPoster

ATT 7 - Fire Impairment Risk Management PlanTemplate Form

This Policy & Procedure and the attached associated documents are stored at;

SHFA Reference: A1297579

ATT 1 – FIRE PROTECTION IMPAIRMENT / REINSTATEMENTNOTICE FORM

  • To be completed by the person / company who is requesting / requiring the isolation
  • A risk assessment must be undertaken and attached to this permit along with a SWMS
  • A copy of this permit must be attached to the FIP or designated place indicated within the Fire control room
  • The permit and risk assessment will be reviewed by an SHFA Authorised Officer
  • The authorised officer is responsible for completing the Fire Protection Impairment Notification and sending this to the insurer as required through the Treasury Management Fund – fire impairment notification process.
  • Responsibility for the safety controls listed in the risk assessment remain with the person requesting the isolation

1. Person requesting the isolation / Permit Number
(Building-FIPP-date)
Name of person requesting the isolation /  Tenant
 Business Entity
 Contractor / (name)
Signature / Date of submission
Mobile Phone number
2. Isolation request details: complete and forward to Property
Building / Level/s / Room/s
Reason for isolation /  Maintenance
 Construction
Requirements (areas marked with* will require insurance company notification / Isolate at the building
(for areas/levels only) /  Yes.  No / Isolation occurring under the following conditions
Less than 12 hours only, during business hours 6am-1800, less than 20% of building isolated
(ie: daily) /  Yes.  No*
Isolate from security office
(for more than 20% of the building) /  Yes.*  No / Isolate for more than 12 hours or overnight
(ie: continuous) /  Yes.*  No
Isolation date / De-isolation date
Isolation time / De-isolation time
Indicate days /  Mon.  Tues.  Wed.  Thurs.  Fri.  Sat.  Sun.
3. Authorisation (Internal Use): / * For isolation: Treasury Managed Fund must be notified under the following conditions >20% building isolated, after hours, more than one day through the Treasury Management Fund – fire impairment notification process.
Name of person authorising the isolation / Use link to the notification form
Certificate number & expiry
Signature / Date of authorisation
Phone number
4. Implementation
Name of person isolating the FIP / Phone Number
Date of isolation
Signature / Time isolated
Name of person
de-isolating the FIP / Phone Number
Date of de-isolation
Signature / Time de-isolated

SHFA Reference: A1297579

FIRE PROTECTION

IMPAIRMENT NOTIFICATION

All Impairments to Fire Protection Systems exceeding 12 hours (or overnight) should be strictly controlled and authorised by Site Management.

Email To: / NSW Treasury Managed Fund
() / Phone:(02) 8121 3238
Agency Name: / Sydney Harbour Foreshore Authority
Location:
Impairment From: / Date: / Time:
Impairment To: / Date: / Time:
Equipment
& Areas
Effected:
Reason for
Impairment:
Precautions Taken:
(circle Y or N) / 1.Fire Brigade NotifiedY or N
2.Cutting & Welding work bannedY or N
3.System reinstated overnightY or N
4.Extra fire extinguishers provided in impairment areaY or N
5.Extra security patrols in impairment areaY or N
6.Area of impairment should be minimised (ie. part of floor or whole floor not whole or bld.)Y or N
7.If sprinkler system is impaired it should be ensured that after the area involved is drained down, the following equipment should be put back on line by the contractor:
a)Diesel and/or Electric pump:Y or N
b)Fire Indicator Panel:Y or N
c)All valves restored to normal operating condition:Y or N
TMF Notified: / Date: / Time:
Notified By: / Name:
Position: / Signature:
Phone:
SYSTEM RESTORED
System Restored: / Date: / Time:
TMF Notified By: / Name:
Position: / Signature:
Phone:

ATT 3 – Hot Works Permit

This permit is valid for the time specified on the permit and must be;

  • Completed by the person performing the work prior to commencement of any hot work
  • Used in conjunction with a SWMS or Safe work instruction
  • Checked/Authorised by the SHFA Representative prior to work commencing
  • Carried and produced when requested
  • Provided to the SHFA Representative on completion of work for sign off

Part A Work Details
Name of permit requestor / Business name
Contact Number / Date of work
Location of work- Building
Special access restrictions
Description of work
Reason for hot work
Likely ignition source type(s): /  Flame (welding, soldering, brazing, etc) /  Spark or slag (grinding, cutting, welding)
 Hot Object (metal surface, plate, etc) /  Other:
Permit validation period / From Date: / / Time:____am/pm / To Date: / /Time:____am/pm
SHFA Authorised Representative / Name / Permit order number
(from objective)
Position
Part 2 – Hot Work Permit
General Hot Work / Ignition Controls
Identify those general hot work and ignition controls required to be undertaken as part of the hot work:
(identify as yes or not applicable) / Yes / NA / Control
 /  / Fire extinguishers within 10 metres(building / fixed location fire extinguishers are not to be relied upon)
 /  / Catch mats or boards are to be positioned over grid-mesh, flooring, grates to catch sparks or slag
 /  / Combustible and flammable materials or fuel sources are required to be cleared from the area
 /  / Drains, cable racks, electrical cables and other heat/fire sensitive items are to be covered
 /  / A water hose is to be run to the job location and primed ready for use
 /  / A Fire Watcher During Work, and/or Post Work for a time period of minutes
Specific Hot Work / Ignition Controls / Yes / NA / If Yes, Include Additional Control Details to be Used:
Hot work is to be undertaken on or adjacent to plant that will require an isolation /  / 
A fixed fire protection or detection system will need to be taken out of service /  / 
Area requiring purging, ventilating or pre-work atmospheric monitoring /  / 
The nature of the work requires specific respiratory protection to be worn /  / 
The nature of the work requires specific controls to be implemented to protect gas leads/pipes or other sensitive plant items involved in the work /  / 
Hot work involves arc-welding or controls ensuring electrical safety required /  / 
Permit Request:
This acknowledgement signifies a formal request to commence hot works. As the person requesting this permit, I hereby certify that:
  • I am competent to coordinate this hot work in accordance with the previous Risk Assessment & Hot Work Permit details;
  • I shall undertake to implement all planned and necessary controls to ensure safe hot work methods; and
  • I shall monitor the hot work hazards and control methods throughout the hot work.

Name: / Signature: / Date: / Time:
SHFAAuthorisation:
This SHFAAuthorisation signifies that the planning component of the Risk Assessment & Hot Work Permit has been completed, inclusive of any impairment notifications and that hot work is authorised to commence in accordance with the Permit Request.
Name: / Signature: / Date: / Time:
Section 3 – Implementation
Hot Works Authorisation(Work Coordinator in Direct Control):
The procedures, control measures and precautions appropriate for the safe execution of hot work have been implemented and the persons required to work have been advised of and understand the requirements of the Risk Assessment & Hot Work Permit.
Name: / Signature: / Date: / Time:
Constraints: / This Authorisation is valid until the following occurs, or the date and time shown:
Date: / Time:

ATT 4 – FIRE WATCH LOG SHEET

SHFA Reference: A1297579

ATT 5 – Fire Protection Impairment and Reinstatement Register

SHFA Fire Protection Impairment and Reinstatement register
Impairment Details / Reinstatement Details
Date / Time / Area of Isolation
(Detector/sensor/zone details etc) / Estimated
Downtime / Reason for Isolation / Isolated by
(Name & Company) / Contact No
(Mobile) / SHFA Advised
(Yes/No) / Impairment Notice complete
(Yes/No) / Time/Date of Reinstatement / By Whom

SHFA Reference: A1297579

ATT 6 – FIRE PROTECTION ISOLATION AND IMPAIRMENTPOSTER

ATTENTION

FIRE PROTECTION ISOLATION AND EQUIPMENT
IT IS A REQUIREMENT OF SHFA THAT THE FOLLOWING STEPS ARE TAKEN WHEN UNDERTAKING ANY FIRE PROTECTION ISOLATION ON THIS SITE

STEP 1PRIOR TO ANY ISOLATION ensure approval is obtained from SHFA Facilities Management

STEP 2Follow the directions as set out in the Fire Protection System Isolation & Impairment Procedure (Third Party) to complete and submit the site ‘Fire Protection Impairment/Reinstatement Notice Form’ that will be issued upon receiving approval for the nominated isolation

STEP 3Complete the ‘Fire Protection Impairment and Reinstatement Register’ which will be displayed at nominated fire protection point (Fire Control Room or FIP)

STEP 4If there are HOT WORKS to be undertaken, please ensure the SHFA “Hot Works Permit form”is completed and submitted to a SHFA Facilities representative for approval

STEP 5Upon reinstating the equipment, please ensure that both the ‘Fire Protection Impairment and Reinstatement Register’ and applicable ‘Impairment/Reinstatement Notice’ are to be signed off prior to departing the site

If you experience difficulties or need the assistance, please contact the Customer Request Management System operator on 1300 655 995

Reference: A649382Page 1 of 12Internal Use Only

ATT 7 – FIRE IMPAIRMENT RISK MANAGEMENTPLAN

Reference: A649382Page 1 of 12Internal Use Only