Fire safety survey program procedures - Department of Defence · of fire safety surveys across the Defence estate. This document summarises the responsibilities and procedures associated

Service Delivery Division Estate Service Delivery Branch

Fire safety survey program procedures

Version 4 – 26 May 2017

Department of Defence Fire safety survey program procedures – Version 4

Fire Safety Survey Program Procedures (V4).doc Page 2

Revision history

Version Description Date

1 First issue of fire safety survey program procedures 16/09/2016

2 Updated version to incorporate new Branch name 02/12/2016

3 Amended Table 1 – EDT Building Attributes 07/03/2017

4 Amended Table 1 – EDT Building Attributes 26/05/2017

Author

Version Name Position

1 Peter Smith Assistant Director Estate Engineering Policy






References

• Defence Manual of Fire Protection Engineering (MFPE);

• National Construction Code – Building Code of Australia (BCA);

• Documents adopted by reference in the BCA;

• Standards or codes referred to by the MFPE that are not referenced in the BCA;

• Work Health and Safety Act 2011;

• Defence Estate Quality Management System;

• Estate appraisal policy; and

• Guidelines for fire safety surveys.



Contents

Revision history ...................................................................................................................... 2

References ............................................................................................................................ 3

Contents ................................................................................................................................ 4

1. Introduction .................................................................................................................... 5

2. Intent of a fire safety survey ........................................................................................... 5

3. Responsibilities .............................................................................................................. 6

4. Arrangements for fire safety surveys .............................................................................. 8

5. Estate Data Tool (EDT) .................................................................................................. 8

6. IDS.MIC.30.06 ................................................................................................................ 9

Annex A Risk tables .......................................................................................................... 12

Annex B IDS.MIC.30.06 spreadsheet example .................................................................. 14



1. Introduction

The Department of Defence Manual of Fire Protection Engineering (MFPE) is the primary fire safety policy document for Defence buildings in Australia.

The MFPE specifies requirements for the ongoing operation and maintenance of existing buildings. In particular, the fire safety survey chapter details program responsibilities and requirements for completing fire safety surveys (FSSs). A FSS assesses the ongoing effectiveness of a buildings important fire safety measures.

Service Delivery Division, Estate Service Delivery Branch manage an annual program for the delivery of fire safety surveys across the Defence estate.

This document summarises the responsibilities and procedures associated with conducting surveys as part of the annual program as follows:

Section 2: Provides a brief background of the purpose of fire safety surveys;

Section 3: Highlights roles that are responsible for the fire safety survey program;

Section 4: Details requirements for arranging fire safety surveys and briefs;

Section 5: Provides guidance for completing the estate data tool; and

Section 6: Provides guidance for completing the recommendations spreadsheet.

2. Intent of a fire safety survey

A FSS is conducted to ensure an adequate level of fire safety and asset protection is maintained in buildings and is an important contribution to meeting wider duty of care obligations to provide a safe working environment.

In summary, a FSS ensures that the building will reasonably provide for the safety of persons if there is a fire, including but not limited to:

• fire compartmentation and separation;

• egress;

• services and equipment; and

• fire safety measures performance.

The results of FSSs are also used to determine whether the Defence required asset protection is adequate.

The intent is that existing buildings comply with the MFPE and are maintained in at least their original condition. The additional requirement is that life safety issues that may arise from any updated version of the BCA are assessed and addressed.

It is not the intent of the FSS process to require existing buildings to be upgraded continually to comply with each new edition of the BCA and related standards and codes every time a survey is undertaken. Buildings are assessed against the codes that applied at the time of construction.

However, given that the BCA sets the current community expectation with regard to life safety, it is to be used as the benchmark for recommendations for safety issues of each applicable serial in the fire safety report.

Guidelines for conducting a FSS and a template for the report are available in the Fire Engineering & Fire Safety section of the Engineering and Maintenance page at http://www.defence.gov.au/estatemanagement/Governance/Policy/EngineeringMaintenance/Fire.asp.

The guidelines for fire safety surveys should be read in conjunction with this document.

http://www.defence.gov.au/estatemanagement/Governance/Policy/EngineeringMaintenance/Fire.asp



3. Responsibilities

The Director Estate Planning and Upkeep (DEPU) is the Product and Service Manager for the FSS process and has responsibility for ensuring surveys are undertaken in accordance with Defence policy requirements specified in the MFPE.

The Director Estate Works Program Office (DEWPO), within Estate Service Delivery Branch, is responsible for:

• programming and delivery of FSSs through the National Program Services (NPS) contractor in accordance with the FSS contract and the FSS procedures on DEQMS; and

• FSSs are undertaken in accordance with the specified frequencies.

This requirement is managed as a project in the Estate Works Program through the National Program Services (NPS) contractor.

The NPS tasks the Project Delivery Services (PDS) contractor with the project. The PDS calls for tenders from suitably qualified and experienced contractors and awards the contract to successful tenderers.

It is the responsibility of the contractor’s inspecting officers to make arrangements for site visits as per section 4 and to undertake the FSSs in accordance with the MFPE.

The inspecting officer is also responsible for providing the following three key information deliverables to the PDS as part of the FSS project:

• A FSS report for each building documented in accordance with policy requirements – refer to fire safety survey chapter of the MFPE;

• An Estate Data Tool (EDT) with updated fire safety related building attributes – refer to section 5, and

• Information Deliverable Specification (IDS) Management Integration & Coordination (MIC) 30.06 with recommendations from the reports – refer to section 6.

The PDS is responsible for:

• ensuring the FSS reports, EDT and IDS.MIC.30.06 spreadsheet are completed to the required standard;

• saving the report in the relevant building folder in the Estate Management folders in Objective;

• sending the EDT and IDS.MIC.30.06 to the relevant Estate Management and Operations Services (EMOS) contractor for action; and

• issue monthly project updates to stakeholders.

The naming protocol when saving a FSS report in Objective is property / building ID, then FSS and the date of the report in YYYYMMDD – eg 0229/1105 – FSS – 20160816.

The EMOS contractor is responsible for ensuring that the EDT data is uploaded to IBIS and that the recommendations on IDS.MIC.30.06 are actioned as appropriate. A summary of the action taken against each recommendation is to be recorded.

DEPU is responsible to monitor progress and ensuring that:

• the FSS data in the Defence Estate Information System (DEIS) is current;

• the FSS recommendations are actioned appropriately by the EMOS contractor; and

• actions taken by the EMOS contractor against recommendations are recorded in the DEIS.

DEPU is to provide a report to the Director of Estate Engineering Policy (DEEP) summarising the status of FSS reports and associated recommendations prior to the end of June for the previous financial year’s activities.

A flowchart of the above process is shown in Figure 1.



Figure 1 FSS program workflow

DEWPO include FSS project into the Estate Works Program

NPS develop scope – buildings due for FSS from IBIS

NPS issues project to PDS PDS develops documentation and packages of work

PDS calls for tenders from suitably qualified and experienced contractors

PDS awards tender packages to successful contractors

Contractors make arrangements for site visits and undertaken FSS

Contractors complete and return FSS reports, input data into EDT and consolidated recommendations in IDS.MIC.30.06

PDS QA checks the FSS reports, EDT and consolidated recommendations in IDS.MIC.30.06

PDS saves the FSS reports into the relevant estate management building folder in Objective

PDS sends the EDT and the recommendations (IDS.MIC.30.06) to the EMOS.

PDS sends monthly progress updates to stakeholders

EMOS uploads EDT data to IBIS and actions recommendations (with each action recorded).

DEPU monitors EMOS progress and reports on FSS data upload and status of recommendations



4. Arrangements for fire safety surveys

Communicating with stakeholders is an important aspect of delivering FSSs as part of the National program. As a minimum the FSS inspecting officer is to:

• Contact the Base Support Manager (BSM) to make arrangements for access to the property at least four weeks in advance.

• Liaise with the building point of contact at least two weeks prior to the survey to arrange access and site inductions as required.

• Make arrangements for review of maintenance documentation at least two weeks prior to the survey by contacting the relevant EMOS contractor.

• Advise the Director / Manager of Estate Facility Services of the agreed arrangements prior to commencement of the surveys and arrange an entry / exit brief for Estate Facility Services representatives as requested.

Note: The FSS inspecting officer is to make arrangements for access to schools / colleges with the Principal of the school or college concerned. If the Principal would prefer not to grant access, then do not pursue the matter any further. The PDS project manager is to be notified.

5. Estate Data Tool (EDT)

The Estate Data Tool (EDT) is an excel spreadsheet used for providing data to describe items on the Defence Estate including Properties, Buildings, Land Spaces, Infrastructure and Equipment. It can be used for providing details on new items and for modifying existing items. The tool is provided by Estate and Infrastructure Group (E&IG) to facilitate the provision of Defence estate data from various sources including Capital Works projects, Estate Works projects, consultancies and other data updates such as FSSs, in a format for loading into IBIS.

IBIS is structured to record estate information according to the estate classifications and applicable attributes as defined in the Defence Estate Data Dictionary, more commonly the Estate Register Information Model (ERIM). Accordingly descriptions of all new items on the estate and updates to existing items must comply with the data structure in the ERIM and is supplied through the EDT.

EDT User Instructions and IBIS Estate Data Form are found on DEQMS at http://www.defence.gov.au/estatemanagement/lifecycle/EstateInformation/Quicklinks.asp.

The fields to be completed/corrected/updated when completing an EDT are shown in Table 1.

Attribute ID Attribute Name

2025 Height (effective)

3020 Gross Internal Area

3026 Rise in Storeys

3027 Number of Storeys

3028 Large Isolated Building

3033 Alternative Solution

3034 Dispensation

1265 Point of Contact

1270 Contact Details

3030 Fire Safety Survey – Last Done

3031 Fire Safety Survey – Next Due

3032 Fire Safety Status

Table 1 Fire safety survey – EDT Building Attributes

http://www.defence.gov.au/estatemanagement/lifecycle/EstateInformation/Quicklinks.asp



6. IDS.MIC.30.06

The FSS Recommendations data deliverable are to be provided in the excel spreadsheet IDS.MIC.30.06. This spreadsheet is to be used for documenting recommended actions in response to the findings of the FSS, including management actions, maintenance updates, compliance rectifications and estate works.

FSSs provide a status descriptor for each recommendation which are consolidated into the IDS.MIC.30.06 spreadsheet as part of the project. The recommendations are then prioritised using the following aspects:

• The non-compliance consequence (1 – 5 rating) applicable to the FSS recommendation;

• The value for money consequence (1 - 5 rating) applicable to the FSS recommendation; and

• Workplace Health and Safety risk likelihood and consequence (risk-rating) applicable to the FSS recommendation.

Table 2 below provides guidance for completing the IDS.MIC.30.06 fields. Column 1 directly reflects the headings for each field in the spreadsheet and the column 2 provides guidance for populating each cell. An example of a completed IDS.MIC.30.06 is provided at Annex B.

Column in IDS Guidance Notes

Appraisal Date The date the inspection was undertaken in the following format YYYY-MM-DD

Eg: 2015-02-16

Prop-Structure-Sequential No

Schedule ID/Work Order ID

A unique activity identifier for each recommendation

The format is to include the Property/structure identification and a sequential number for each recommendation

Eg: 0229/1105-1, 0229-1105-2 and so on

Property ID As provided by Defence (EDT data)

Eg: 0229

Property Name As provided by Defence (EDT data)

Eg: Lavarack Barracks - Townsville

Estate Register ID / Structure ID

As provided by Defence (EDT data)

Eg: 0229/1105

Criticality Factor As provided by Defence (EDT data)

Eg: 1, 2, 3, 4 or 5

Assigned Integrity As provided by Defence (EDT data)

Eg: 1, 2, 3, 4 or 5

Assigned Functionality As provided by Defence (EDT data)

Eg: 1, 2, 3, 4 or 5

Item Description Name / Structure Name


Eg: Office – 31 Security and DSA NQ

Remaining Life Years


Eg: 25

Assessed Integrity As provided by Defence (EDT data)

Eg: 1, 2, 3, 4 or 5

Assessed Functionality As provided by Defence (EDT data)

Eg: 1, 2, 3, 4 or 5




Applicable Compliance Requirement

Free text reference to specific clause in the MFPE, BCA, Australian Standard, etc that the recommendation relates to

Compliance issues are against the requirements that applied at the time of construction. WHS (duty of care) issues are against current requirements. The recommendation is to be clear whether the recommendation is based on building code compliance or WHS

Eg: BCA provision D2.21

Is the Asset Compliant YES / NO

Eg: No

Compliance Type Choose from - Building Code / Dangerous Goods / Electrical / Environmental / Fire / Fuel / Hazardous Area / HVAC / Maritime / Range Safety /Workplace Health and Safety

Eg: BCA

Non-Compliance Consequence

Select an option from the drop down box for Negligible, Minor, Moderate. Major, Severe

Refer to Table 3 in Annex A

Proposed Activity (short Text)

A short description of the issue as written in the report

Eg: Non-complying door hardware (deadlock) is installed on the required exit door from the main entry/exit door to the office entry foyer

Recommend Description The format must always start with FSS, then the date of the report in YYYYMMDD format followed by the P rating - ie P2-P5 and Recommendation in detail as per report

Eg: FSS - 20160816 - P3 - Remove the deadlock so that the existing lever action allows the main entry/exit door to the office entry foyer to be readily opened and without the use of a key, IAW BCA Clause D2.21

Reason for Work

Select an option from the drop down box for Change in Capability / Change in Compliance / End of Life / Maintenance

Eg: Change in Compliance

Recommended Action Date The financial year suggested for the recommendation to be actioned

The recommended action date for a ‘P4’ recommendation is to be +10 years from the appraisal date

Eg: 18/19

Cost Estimate The estimated cost to complete the work

All cost estimates in the IDS.MIC.30.06 spreadsheet are to be in number format - ie no text in the cost estimate cell

The cost estimate for a ‘P5’ would normally be $0 because AS1851 and AS/NZS2293.2 is already included in the EMOS contract

Eg: $2,200

Value for Money Consequence

Select an option from the drop down box for Negligible, Minor, Moderate. Major, Severe


Trade Class Select best trade to complete work from drop down list:

Eg: Carpenter

Risk Weighted Integrity Automatic calculation. No user input required

Risk Weighted functionality Automatic calculation. No user input required

Risk Impact - Calculated Automatic calculation. No user input required

Priority - Calculated Automatic calculation. No user input required




WHS Consequence Select an option from the drop down box for Negligible, Minor, Moderate. Major, Severe


WHS Likelihood

Select an option from the drop down box for Rare, Unlikely, Possible, Likely, Almost Certain


WHS Risk Level

Automatic calculation - based on Consequence and Likelihood. No user input


WHS Risk Level Description

Automatic calculation - based on Consequence and Likelihood. No user input.


Justification Full justification for the recommendation

The justification must include whether the issue is related to compliance with the code at the time of construction or it is a life safety risk because of WHS (duty of care), or a property protection risk to protect a critical asset

Eg: Life safety risk: Non complying door hardware can restrict occupants exiting the building in an emergency situation and may contribute to the loss of life

General Comments For input if additional information or notes are needed for clarification of the recommendation

Table 2 Guidance for completing the IDS.MIC.30.06 fields



Annex A Risk tables

Non-Compliance Consequence is recorded as a 1 – 5 rating and is determined according to the Table 3 below from the Estate Appraisal Policy.

1 Negligible Negligible legislative, environmental or safety consequences or impact on personnel such as retention or recruitment.

2 Minor Minor legislative, environmental or safety consequences or impact on personnel such as retention or recruitment.

3 Moderate Moderate legislative, environmental or safety consequences or impact on personnel such as retention or recruitment.

4 Major Major legislative, environmental or safety consequences or impact on personnel such as retention or recruitment.

5 Severe Severe legislative, environmental or safety consequences or impact on personnel such as retention or recruitment.

Table 3 Non-compliance consequence

Value For Money Consequence is recorded as a 1 – 5 rating and relates to the cost increases in the following year if the work is not done by the recommended date. It is determined according to Table 4 below from the Estate Appraisal Policy.

1 Negligible Less than 20% estimated increate in project cost in the following year.

2 Minor Between 20% - 60% estimated increate in project cost in the following year.

3 Moderate Between 60% - 100% estimated increate in project cost in the following year.

4 Major Greater than 100% estimated increate in project cost in the following year.

5 Severe Greater than 200% estimated increate in project cost in the following year.

Table 4 Value for money consequence

Workplace Health & Safety Consequence is recorded according to Table 5 from the Estate Appraisal Policy.

Negligible No injury.

Minor Injury treatable in the workplace (first aid).

Moderate Injury requiring professional medical attention.

Major Injury requiring hospitalisation and/or permanent partial disability.

Severe Fatality(s) or permanent total disability

Table 5 Workplace Health & Safety consequence



Workplace Health & Safety Likelihood is recorded according to Table 6 from the Estate Appraisal Policy.

Rare May only occur in rare or exceptional circumstances but is highly unexpected.

Unlikely Could occur in some circumstances. Unexpected occurrence.

Possible Possible or likely to occur in some circumstances.

Likely Will occur in most circumstances, not surprising.

Almost Certain In expected to occur, almost inevitable.

Table 6 Workplace Health & Safety Likelihood

Workplace Health & Safety Risk Rating is recorded according to Table 7 from the Estate Appraisal Policy and the Estate Risk Assessment Tool (ERAT).

Risk Assessment Matrix

Likelihood

Rating

Consequence Rating

Severe

1

Major

6

Moderate

11

Minor

16

Negligible

21

Almost Certain

1

Very High

2

Very High

7

High

12

Medium

17

Low

22

Likely

3

Very High

4

High

9

Medium

14

Medium

19

Low

24

Possible

5

High

6

High

11

Medium

16

Medium

21

Low

26

Unlikely

7

High

8

Medium

13

Medium

18

Low

23

Low

28

Rare

9

High

10

Medium

15

Low

20

Low

25

Low

30

Table 7 Risk Assessment Matrix

Department of Defence Fire safety survey program procedures


Annex B IDS.MIC.30.06 spreadsheet example