Risk Management Guidelines

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1 Impairment/Restoration of Fire Protection Systems Introduction The importance of ensuring the effectiveness and continuity of fire protection systems cannot be over-stressed. As such it is necessary to make sure that all appropriate measures are taken to help ensure that effective care and maintenance programmes are in position and that any potential impairment is kept to an absolute minimum and dealt with promptly. The closing of valves or isolation of a fire protection system without proper authorisation or preparation could lead to disastrous consequences. Systems Concerned Automatic Sprinkler Systems Fixed gas flooding systems Fixed water spray systems Fixed water mist systems Impairments Defined An impairment of a system is a situation whereby the operating condition of a fire protection system, either whole or partial, is disabled. The impairment can be for three main reasons, either: planned, emergency, or concealed. Planned Impairment A programmed impairment in order to carry out routine maintenance on the system components. Pre-planned modifications / Extensions to systems. Charging alternate sprinkler installations with either water or air prior to the summer or winter months. Emergency Impairment Following a fire, a sprinkler system will have to be isolated in order to replace sprinkler heads and to ascertain possible damage to the fire system. Accidental damage, especially to a sprinkler system, from forklift trucks or other vehicles, where such damage could cause considerable water damage. Lack of adequate heating to areas with water charged sprinkler pipework and / or components could effect the protection during cold spells resulting in fractures to the pipework, pipefittings and sprinkler heads. Malfunction of a sprinkler component such as a sprinkler fire pump. Concealed Impairment This is where a system is isolated unknown to the personnel concerned and raises the need for frequent and careful monitoring of the system components and alarms. RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

2 Notification of Impairments It is generally a requirement on all cases to notify RSA of an impairment prior to the system being rendered inoperative. However where a planned impairment or routine maintenance is to be completed, and providing the impairment will not exceed 7 hours nor will be carried out outside normal working hours (overnight) then it will be acceptable to forgo the need for notification. In the situation where the impairment is an emergency or continuous over an extended period, notification should be made immediately. A copy of the Notification of Impairment form as shown in Appendix A should be completed and sent by facsimile to the RSA contact number as indicated. Responsibility A responsible person should be assigned and made accountable for controlling the impairment and to see that all the laid down procedures are being complied with during the impairment. Precautions to be taken Prior notice must be given to RSA (see Notification of Impairments above) Before water is turned off or any part of the system is isolated, drained or decommissioned, a thorough examination of every part of the premises must be made to ascertain that there are no indications of fire. Consideration should also be given to notification of the Fire Service of intention to render the protection inoperative. All necessary precautionary measures should be implemented prior to any shutdown of the protection i.e. Staff, tenants, and visitors informed, fire doors closed, and implementation of frequent inspection patrols of the affected areas. When any part of the installation is rendered inoperative, management / supervisory staff must be notified. Hand extinguishers should be placed on special readiness so that in case of fire, the best possible use may be made of these appliances. A sufficient number of trained personnel must be made available to handle the appliances. Alterations and repairs to any installation or water supplies to the installations should be carried out during normal working hours (daytime working) with the least possible interruption to the protection. Where the closure of any part of an automatic system would deny protection to hazardous process areas or plant items, special precautions should be implemented. Where practicable, consideration should be given to the suspension of such hazardous process for the duration of the installation impairment, or deferring the impairment until idle hours. Constant manning of such areas with personnel trained in the use of hand extinguishers may also be considered necessary for the period of the shutdown. RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

3 In the case of manufacturing premises, planned impairments of an extended nature should preferably be deferred until machinery and plant is idle. In the case of multi-storey premises, impairments of different floor levels should be planned as to have no two adjacent floors impaired at the same time. In so far as is practicable, all extensions or alterations to automatic protection systems should be conducted in such a manner as to render the protection inoperative for the least possible period. To this end all extension or alteration pipework should, where possible, be installed and satisfactorily tested, prior to the final connection to the existing protection. Where extensive alterations are required, as much of the protection as practicable must be maintained operative during progress of the work. In-situ welding of pipework is to be avoided. Where such work is unavoidable a Hot Work Permit system must be pursued. All hot work processes should be avoided during protection shutdown periods. Restoration Ensure all components have been reset and back in full working order: All remote signals whether local or off-site to be reinstated. Inform RSA that any impairment requiring notification (see para 4 above) has been completed and the system is reinstated. The attached "fax back" form can be used for this purpose. Advise staff that the system is back in working order. RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

4 To: RSA, From: Company name: Facsimile No: Company address: Person reporting impairment. Position. Tel No. Facsimile No. FIRE PROTECTION SYSTEMS IMPAIRMENT NOTIFICATION FORM 1A Instructions: Complete in full and facsimile to RSA Office of Issue at the above listed number. Note: Insurers should be notified at least two working days before a planned impairment or immediately following either an emergency & impairment or the discovery of a concealed impairment. Insurers should also be notified immediately following the restoration of the system. (Complete Form 1B). Notification of Impairment Sprinkler system Fixed Water Mist Systems Fixed Gas Flooding systems Fixed water spray system Other (Fire Protection system) (Please specify) (...) Location and occupancy of impairment area: Impairment total or partial?:... Reason for impairment:... Date and time of anticipated impairment: Date and time of anticipated restoration: RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

5 Precautions to be taken: Staff & management notified Additional fire fighting equipment provided Fire service notified Smoking prohibited Alarm Receiving Centre notified Area constantly manned/patrolled Repairs will be continuous Hazardous operations suspended Hot work prohibited Other All security and Intruder alarms set and operational as required (For further information on precautions to be taken when fire systems are rendered inoperative refer to the rear of the sprinkler test card) Form completed by: RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

6 To: RSA, From: Company name: Facsimile No: Company address: Person reporting restoration Position. Tel No. Facsimile No. FIRE PROTECTION SYSTEMS RESTORATION NOTIFICATION FORM 1B Notification of Restoration: Complete in full and facsimile to RSA Office of Issue at the above listed number. Sprinkler system Fixed Water Mist System Fixed Gas Flooding System Fixed water spray system Other (Fire Protection system) (Please specify) (...) Comments:- Staff & management notified Fire service notified Alarm Receiving Centre notified Other (Please specify) Date & time of restoration: Form completed by:.. RMG 98 v2 12/ Royal & Sun Alliance Insurance plc

7 These and other Risk Management Guidelines addressing a wide variety of risk control issues are freely available from: The information set out in this document constitutes a set of general guidelines and should not be construed or relied upon as specialist advice. RSA does not guarantee that all hazards and exposures relating to the subject matter of this document are covered. Therefore RSA accepts no responsibility towards any person relying upon these Risk Management Guidelines nor accepts any liability whatsoever for the accuracy of data supplied by another party or the consequences of reliance upon it. Royal & Sun Alliance Insurance plc (No ). Registered in England and Wales at St. Mark s Court, Chart Way, Horsham, West Sussex, RH12 1XL. Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority

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