Columbia University Medical Center. Policies and Procedures for Shutdowns and Modifications to Fire Alarm Systems and Fire Suppression Systems

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1 Columbia University Medical Center Policies and Procedures for Shutdowns and Modifications to Fire Alarm Systems and Fire Suppression Systems 1. Modifications to Fire Alarm or Fire Suppression System A. Procedure Any scheduled work that is going to be performed that requires a smoke detector or water flow to be disabled or the entire building taken offline must be requested 48 hours in advance to EHS-Fire Safety. An request is acceptable by using the attached form. The project manager must also be sure to coordinate 48 hours in advance with Facilities for drains downs. (both branch and risers) Any emergency work that requires fire alarm system device disablement or the entire building to be taken offline must be arranged as follows: EHS Fire Safety Mon Fri 8am -4pm (via two way radio or phone) Facilities Compliance Manager Weekends 8am 4pm (via two way radio or phone) If emergency work must be performed after hours, a direct notification to Public Safety must be made to take a building offline prior to work being started. NOTE: Hours of EHS Fire Safety operation are between 8am 4pm. B. Sprinkler Shutdown/Standpipe Riser Drain-Down Definitions Clarification must be made as to whether it s a sprinkler shut down for a floor or a standpipe riser drain down. Sprinkler shutdown for a floor means that just the affected floor needs to be drained down and is done at the sprinkler drain valve for that particular branch. A sprinkler shutdown means that the fire protection for that particular floor is out of service. Sprinkler shutdown requires that the water flow and tamper switch for that particular floor be disabled at the fire alarm panel. (Example- installing new sprinkler head, fixing leak in sprinkler branch.) Standpipe riser drain down means the whole riser (or portion, if it can be isolated) must be drained which means that all the water flows and tamper switches on that riser must be disabled at the fire alarm panel and physically shut before drain down can occur. (Exampleinstalling new sprinkler branch) A standpipe riser drain down means that all floors that are serviced by that riser have no fire protection until the riser is back in service.

2 Note: The Black and P&S buildings standpipe risers are cross connected at the 11 th pump room which can cause activation of both buildings. Careful evaluation of water flows and tamper switches must be done to avoid unnecessary fire alarms, this is done between EHS-Fire Safety and Facilities operations prior to drain down. No drain down of sprinkler branch or standpipe riser by Facilities can occur until verification that the building is offline and proper water flows have been disabled. 2. Demolition/Renovation Projects Upcoming demolition and renovated areas should be checked prior to any work being performed to verify what fire alarm devices may be affected. The fire alarm vendor should perform this inspection. A. Procedure Upcoming Demolition/Renovation notification is made directly to the building Fire Alarm Vendor by project manager (small jobs) or electrical contractor. All disconnects will be performed by the Fire Alarm Vendor who will notify EHS-Fire Safety. Fire Alarm Vendors are as follows: Vematech (all buildings except ICRC) High Rise (ICRC) Coordination between the electrician and alarm vendor is mandatory in order to avoid fire protection being unnecessarily placed out of service. Fire alarm vendor to disable devices just prior to demolition/renovation Fire alarm vendor is to be notified by electrical contractor when all electrical work for fire alarm devices is completed and ready for connection to fire alarm panel. Priority should be given to connecting fire alarm devices in order to provide proper fire protection for newly renovated areas and the building. Fire alarm vendor notifies EHS-Fire Safety when devices are connected to fire alarm and are operating Questions to ask: Are there existing strobes, speakers, smoke detectors or pull stations in the scope of work? Is there any fire wire in work area that may be cut or compromised? Do any of these devices need to be disconnected prior to demo/renovation?

3 What new devices are going to be added to the existing fire alarm panel? Are the tie in of these devices arranged between the fire alarm vendor and electrical contractor? 3. Fire Protection during construction/demolition The Project Manager is to consult with EHS-Fire Safety to review options to maintain best possible fire protection during construction. If existing sprinkler is present then continue to use, if possible. Recommend that sprinkler branch could be closed during time when work is being performed to limit amount of water damage if sprinkler head accidentally struck. It is imperative that the fire protection is restored at the end of the daily work period. If no sprinkler exists, then provide temporary sprinkler loop with a water flow device connected to branch in order to be monitored by fire alarm panel. Consideration should be given to continue to use existing smoke detectors, covering or disabling during work hours and uncovering or enabling at the end of work day. 4. Hot Works For projects, Hot Work Permits require 48 hours notice and are issued by the Facilities Management Office of Compliance. For Hot Work occurring in the ICRC, Russ Berrie, and Lasker Buildings, the Building Manager is the point of contact. At the time of issuance, the Building Manager will make all necessary arrangements for fire system device disablement or the entire building to be taken offline DIRECTLY with EHS- Fire Safety. (Refer to Hot Work Permit Procedures.) Project Managers must communicate project duration, as any points or buildings taken offline will be returned to service within 8 hours NO EXCEPTIONS. Provisions beyond that must be discussed with EHS Fire Safety. 5. New Fire Alarm System Installations and Modifications to Existing Systems Applicable to existing wet type pre-action systems, sub-panels, FM-200 systems, etc. What type of system is going to be installed? Who is installing the system? Who has the contract for maintenance under warranty period?

4 Did we contract to own the software program and are we in possession it? Is Fire alarm vendor assuming maintenance contract? Have they been notified? Are new fire alarm systems to be monitored by ADT? Have telephone lines been ordered and installed? Has an ADT contract been established or updated? Is fire alarm system being turned over to Facilities operations? Is it to be included in Service Contract? Has any training been provided by installer on operating procedures of the new fire alarm system to EHS Fire Safety, Office of Compliance, Compliance Managers, Facilities operations, and Public Safety Supervisors, Fire Alarm Vendor? Have Operating Manuals been turned over to Project Manager, Fire Alarm Vendor or Facilities? 6. Fire Alarm Testing Filing for the fire alarm test for FDNY Letter of Approval is submitted and arranged by the electrical contractor. Pre-testing is mandatory at least one to two weeks prior to FDNY Inspection and shall be witnessed by the Project Manager; however, EHS does not need to attend either the pre-test or final test. Notify EHS-Fire Safety 48 hours prior to tests and pre-test so that EHS Fire Safety can post signs and take building offline. Depending on building, please take into account if classes, seminars, end terms, finals or any other building functions are taking place. It is highly recommended that all testing be performed between 7am and 9am to minimize disruption to building occupants. All testing, inspections and paperwork is handled by the project manager, electrical contractor and fire alarm vendor and all should be present the day of inspection. Has Facilities been notified, if necessary, to provide personnel and equipment to drain sprinklers for water flow test? EHS-Fire Safety is to be notified of the date of inspection in order that signs are posted for Fire Alarm Testing and the building is taken offline. The Office of Compliance must be notified as well. FDNY Fire alarm testing does not require the presence of EHS-Fire Safety. Copies of any Letter of Defects or violations issued are to be forwarded to Office of Compliance. Copies of Letters of Approval must be forwarded as well and will be electronically filed.

5 COLUMBIA UNIVERSITY ENVIRONMENTAL HEALTH & SAFETY NOTICE FOR SHUT-DOWN OF FIRE PROTECTION PROJECT MANAGER: CELL NUMBER: OFFICE NUMBER: AREA OF WORK: BUILDING: FLOOR: ROOM: TYPE OF AREA:(LAB, MER, CORRIDOR, ELECT. CLOSET, OFFICE, ETC) TYPE OF WORK: (DEMO, RENOV., HOT WORK) HOT WORK PERMIT REQUIRED? ARE FIRE ALARM DEVICES INVOLVED? (STROBES, SMOKE /DUCT DETECTORS, PULL STATIONS, WATER FLOW, FIRE WIRE) FIRE VENDOR NOTIFIED: (VEMATECH, HIGH RISE, TSS) CONTRACTOR NAME: CELL: EMERGENCY CONTACT: PHONE #: OFFICE PHONE: START DATE: END DATE: START TIME: END TIME: DETAIL INFORMATION OF WORK TO BE PERFORMED A NOTIFICATION TO FIRE SAFETY IS REQUIRED WHEN WORK IS COMPLETED PRIOR TO ANY RESTORATION OF SYSTEMS. EHS/Fire Safety EHS /Fire Safety fax (212) Facilities Vematech John LaPerche Harry Oster

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