3 - Fire Protection Program Policy Document.pdf

NOTE:

The below requirements are directly from the Public Buildings Service(PBS) Fire Protection Program

Policy Document and must be adhered to as stated throughout the below sections and references for this contract. The numbering sequence below is from the Policy Document and may not follow numerical order in this SOW but will remain for reference purposes for this contract back to the original Fire Protection Program Policy Document.

PUBLIC BUILDINGS SERVICE FIRE PROTECTION PROGRAM POLICY DOCUMENT

NATIONALLY RECOGNIZED CODES AND STANDARDS

1.6.1 Consistent with GSA’s long-standing policy to comply with nationally recognized codes and standards to the extent practicable, codes and standards must be used as indicated in the

Facilities Standards for the Public Buildings Service, PBS-P100.

1.6.2 Where any GSA adopted nationally recognized code or standard refers to the Building

Official, Fire Code Official, or Authority Having Jurisdiction for any fire protection or life Safety interpretation, or enforcement requirement, this refers to the Regional Fire Protection Engineer RIC(s) or the Regional Fire Protection Program Office if no Regional Fire Protection Engineer RIC(s) exist.

STATE AND LOCAL CODES

1.7.1 GSA recognizes that state and local codes represent important regional interests and conditions. However, buildings built on Federal property are exempt from state and local building codes. It is GSA’s intent to comply with state and local building codes to the maximum extent practicable; however, GSA has the final authority to accept or reject any recommendation from state and/or local government officials.

1.7.2 Space managed by GSA in leased buildings must meet applicable state and local codes as well as the requirements noted in the GSA lease contract. The lease contracts would typically reference the use of NFPA 101 for Life Safety Code requirements and the International Building

Code in addition to any addendum that the lessor was required to use.

1.7.3 United States Postal Service (USPS) controlled buildings are not obligated to meet applicable state and local code requirements. However, space managed by GSA in USPS controlled buildings must meet the applicable requirements outlined in the tenancy agreement or lease agreement with USPS.

DEFENITIONS

2.1.2 Building Fire Risk Index (BFRI)

A measure for comparing overall building fire risk conditions. This number is assigned by the

Inventory Reporting Information System (IRIS) based upon aggregating the equivalency factors calculated by the Fire Safety Evaluation System (FSES).

2.1.7 Fire Safety Evaluation System (FSES)

A risk ranking approach for determining equivalency to NFPA 101, Life Safety Code, for certain occupancies. The FSES is discussed in NFPA 101A, Guide on Alternative Approaches to Life

Safety.

2.1.12 Risk Assessment

A technical evaluation, based on professional rationale and judgment, of potential risks involved in achieving desired objective(s) (e.g., protection of life, the environment, property, and mission). It involves both the measurement and complete documentation of conditions and features relevant to determination and adjustment of the level of building safety and the adequacy of existing protection. The overall combined effect of all positive features and negative conditions must be considered in the evaluation rather than the effects of a single item or concern.

CHAPTER 5 FIRE PROTECTION FACILITY ASSESSMENTS

GENERAL

5.1.1.1 This chapter provides detailed procedures for conducting fire protection facility assessments in GSA-controlled space. The chapter also provides information on scheduling fire protection facility assessments, report content, and the procedures for using IRIS to identify and manage fire risk conditions.

FIRE PROTECTION FACILITY ASSESSMENTS

5.2.1 One of the primary objectives of the Program is to ensure that fire and similar risks in GSA-controlled spaces are maintained at an acceptable level. To support this endeavor, fire protection facility assessments are required to be conducted either by Regional fire protection engineers or by qualified contractors to document the level of risk within GSA-controlled space, identify any conditions that present a fire risk exposure, and develop appropriate recommendations to mitigate each identified risk condition to an acceptable level.

5.2.2 The result of the assessment is a comprehensive report of each facility which, in part, identifies risks such as loss of life or government property, interruption of tenant mission, and damage to the environment. The report specifically identifies individual risk conditions and how each condition and its associated undesirable event(s) affect the safety of the occupants, the property, or the Federal tenant mission.

5.2.2.1 In Federally-owned buildings, the report also serves as a reference document for

Regional management to plan and prioritize project budgets for short- and long-term work items.

5.2.2.2 In leased buildings, including facilities delegated by GSA, and including facilities controlled by other agencies and leased by GSA, the report also serves as a means to ensure that the terms in the lease contract or outlined in the tenancy agreement (for example USPS

Federally-owned buildings) between GSA and Federal agencies regarding fire protection requirements are met.

5.2.3 IRIS has been developed to manage and track risk conditions noted in fire protection facility assessments and their subsequent abatement measures. IRIS also assigns each building an overall building risk index and Building Fire Risk Index to provide PBS with a means for prioritizing work items. Once all identified risk conditions are entered into IRIS, IRIS will generate an overall building risk index and track the status of each risk condition until the condition is abated.

5.2.4 If a contractor is being utilized to conduct a fire protection facility assessment, the contractor’s personnel must meet the qualification requirements in Appendix E-4.

5.2.5 Assessments and Scheduling

5.2.5.1 To support PBS activities, every GSA-controlled space must have a baseline fire protection facility assessment conducted from which subsequent assessments are based on for scheduling purposes.

5.2.5.2 Assessments of Federally-owned facilities are to be conducted every 5 years.

However, assessments of Federally-owned facilities are permitted to be scheduled less frequently (see paragraph 5.2.5.4) or more frequently on a case-by-case basis.

5.2.5.3 Assessments of leased facilities as referenced in paragraph 5.2.5.3.1 are to be conducted every 8 years. However, assessments of leased facilities are permitted to be scheduled less frequently (see paragraph 5.2.5.4) or more frequently on a case-by-case basis.

5.2.5.3.1 Assessments for leased facilities are required if any of the following criteria is met:

1. Facilities in which the total rentable square feet (RSF) of leased space is greater than

15,000 RSF.

2. Facilities in which any portion of leased space is located on or above the sixth floor.

3. Warehouses in which the total RSF of leased space is greater than or equal to 40,000

RSF.

5.2.5.3.2 In buildings with leased space(s) where a completed GSA Form 12000, PART B, Prelease Fire Protection and Life Safety Evaluation report has been provided and accepted by the regional fire protection office within the last 5-years; the subject report may be utilized as the baseline fire protection facility assessment report as required in paragraph 5.2.5.1 for the purpose of scheduling of assessments. The effective date of this baseline assessment would be the date of recording all required and applicable information from the report into the IRIS Facilities

Management Assessment (FMA) module.

5.2.5.4 If the Program Supervisor/Branch Manager, Regional Fire Protection Program Office has determined a reasonable level of safety has been achieved based on the documented analysis of risks for a particular building and as outlined in paragraph 5.2.5.4.1, the established assessment schedule for Federally-owned facilities or Leased facilities can be modified, but in no case exceed

10 years between fire protection facility assessments.

5.2.5.4.1 To ensure consistency among Regional Fire Protection Program Offices, deviations from the required assessment schedules may only be considered by the Program

Supervisor/Branch Manager, Regional Fire Protection Program Office when both of the following conditions occur:

1. The most recent fire protection facility assessment indicates that the facility has no open identified fire safety risk conditions assigned a Risk Assessment Code of 1, 2, or 3; and

2. The most recent fire protection facility assessment indicates that the facility has a

Building Fire Risk Index of 15.0 or greater.

5.2.5.5 Fire protection facility assessments can be conducted independently or as part of a comprehensive consolidated safety and environmental facility assessment. All fire protection facility assessments must be entered into IRIS FMA module as assessment (survey) type “Fire

Protection”. Even if this assessment is part of a comprehensive consolidated safety and environmental assessment it must be entered as a “Fire Protection” type assessment.

5.2.5.6 It is recommended that the Regional Fire Protection Program Office, in developing fiscal year fire protection facility assessment schedules, consider the following recommendations:

5.2.5.6.1 Schedule assessments only in active status Federally-owned facilities having a total

Gross SF of greater than 0 or active status leased facilities having lease agreement(s) having a total

RSF of greater than 0.

5.2.5.6.2 Schedule approximately 20 percent of the region’s building inventory which include

Federally-owned and leased facilities on an annual basis.

5.2.5.6.3 Evaluate Federally-owned facilities where capital improvements are planned. Suggest annually reviewing the 5-year Capital Improvement Plan annually to assist in planning.

5.2.5.6.4 Evaluate Federally-owned facilities where prospectus development studies are planned. Suggest annually reviewing prospectus development studies to assist in planning.

5.2.5.6.5 Evaluate leased facilities that are having expiring leases with renewal options. Suggest annually reviewing the list of facilities containing renewal options with regional leasing offices to discuss regional leasing priorities and planning of these assessments.

5.2.5.6.6 If a contractor is being used to conduct fire protection facility assessments, it is recommended that the Regional Fire Protection Program Office provide the contractor with the list of facilities to be assessed and request the contractor to develop a schedule. By having the contractor develop the schedule, the contractor will be able to better manage their resources to reduce the overall assessment cost.

5.2.6 Report Content

5.2.6.1 Fire protection facility assessments need to provide an engineering evaluation describing the features of the facility, function, operational support systems, and occupancy that impact the fire protection features and conditions of the facility. The report must identify conditions that represent a risk to building occupants and visitors, Federal real and personal property, mission of Federal agencies, and emergency responders as well as the appropriate risk reduction strategies and list recommendations to mitigate each identified risk condition to an acceptable level. See

Appendix E, Fire Protection Facility Assessment Report for detailed criteria and format.

5.2.7 Execution

5.2.7.1 All risk conditions that have been identified in the fire protection facility assessment assigned a Risk Assessment Code (RAC) of 1, 2, or 3 must be entered into IRIS along with the FSES scores and the overall Building Fire Risk Index. Once all identified risk conditions are entered, IRIS tracks the status of each risk condition until the condition is abated. Appropriate abatement actions, interim measures for risk control and recommended alternative solutions to achieve an acceptable level of risk must be developed by the region’s professional staff upon consultation with the office responsible for abatement; and that must also be entered into IRIS.

5.2.7.2 All risk conditions that have been identified in the fire protection facility assessment assigned a RAC of 4 or 5 may be corrected by the region through normal operational processes.

Abatement plans are not required for these conditions.

NATIONAL RISK MANAGEMENT SURVEY

5.3.1 In addition to completing the fire protection facility assessment report, the National Risk

Management Survey (RMS) must be completed using the Fire Protection Template found in the IRIS

FMA module.

CHAPTER 6 GSA CHILD CARE CENTER FIRE SAFETY EVALUATIONS

GENERAL

6.1.1 This chapter provides procedures for conducting a fire safety evaluation of GSA child care centers in GSA-controlled space. Note that the GSA child care center can be located in Federally-owned or leased facilities. The chapter includes information on scheduling fire safety evaluations, report content, and IRIS entry requirements.

6.1.2 Fire safety evaluations of GSA child care centers are required to be conducted either by a

Regional fire protection engineer or qualified contractor meeting the qualifications in Appendix E-

4.

6.1.3 The result of the evaluation is a report of each GSA child care center which identifies potential risks from the effects of fire. The report specifically identifies individual conditions and potential hazards, and how each hazard and their associated undesirable event(s) affect the safety of the occupants of the child care center.

6.1.4 The Regional Fire Protection Program Office must provide a copy of each completed GSA child care center evaluation report to the respective Regional GSA Child Care Center Program

Manager.

SCHEDULE

6.2.1 A fire safety evaluation must be conducted in every GSA child care center on an annual basis; however, the subject fire safety evaluations may be scheduled less frequently (see paragraphs

6.2.1.1 and 6.2.1.2) on a case-by-case basis. Fire safety evaluations of GSA child care centers can be conducted independently, as part of a fire protection facility assessment, or as part of a comprehensive consolidated safety and environmental facility evaluation. If part of a fire protection facility assessment or comprehensive safety and environmental facility evaluation, a separate report must be provided that meets the requirements of this Chapter.

6.2.1.1 If the Program Supervisor/Branch Manager, Regional Fire Protection Program Office and the respective Regional GSA Child Care Center Program Manager determine an acceptable level of risk has been achieved based on the documented analysis of fire safety risks for a particular

GSA child care center, the required annual evaluation schedule can be modified, but in no case can it exceed 3 years between fire safety evaluations.

6.2.1.2 Deviations from the required annual fire safety evaluation schedule may only be considered when the GSA child care center has no open identified fire safety risk conditions assigned a Risk Assessment Code of 1, 2, or 3.

EVALUATION

6.3.1 The evaluation must focus on the space occupied by the child care center as well as any indoor and outdoor locations which are used by the occupants of the child care center (e.g., main building corridors, means of egress, exit stairs, exit discharge, associated indoor and outdoor assigned spaces, including play areas, etc.).

6.3.2 The GSA child care center must be evaluated for compliance with the requirements in the latest edition of the following documents:

6.3.2.1 GSA Child Care Center Design Guide, PBS-140

6.3.2.2 GSA Facilities Standards for the Public Buildings Service, PBS-P100

6.3.2.3 NFPA 101, The Life Safety Code (for means of egress and the applicable day-care occupancy chapter only. (Utilize criteria for new facilities)

6.3.3 All risk conditions that have been identified in the fire safety evaluation having a Risk

Assessment Code (RAC) of 1, 2, or 3 must be entered into IRIS by the Regional Fire Protection

Program Office. Appropriate abatement actions, interim measures for risk control and recommended alternative solutions to achieve an acceptable level of risk must be developed by the region’s professional staff upon consultation with the office responsible for abatement; and that must also be entered into IRIS.

6.3.3.1 All risk conditions that have been identified in the fire protection facility assessment having a RAC of 4 or 5 may be corrected by the region through normal operational processes.

Abatement plans are not required for these conditions.

6.3.4 A report must be completed to document the results of the evaluation. The report must include the following, at a minimum:

6.3.4.1 Executive Summary. The executive summary must describe the overall safety condition of the based on the analysis of noted risk condition(s).

6.3.4.2 General Information.

• Date of Fire Safety Evaluation

• Date of Previous Fire Safety Evaluation

• Building Name & Number

• Building Address, City and State

• Federally-Owned or Leased Building

• Child Care Center Name

• Child Care Center Director Name and Associated Contact Information

• Name of Professional Evaluating Child Care Center and Associated Contact

Information

• Location of Child Care Center and Associated Child Care Center Spaces (floor(s))

• Approximate Gross Square Footage of Each Space

• Number of Children (i.e., infants, young toddler, older toddler, 3-year-old, 4-year-old, 5-year-old plus)

• Number of Child Care Center Staff

6.3.4.3 Other Occupancy Classifications.

Identify all the different types of occupancies and particular uses on each floor of the subject building.

For example, include business, assembly, storage, mechanical equipment areas, mercantile areas, inside parking areas, etc.

6.3.4.4 Child Care Center Description

• Construction Type

• Occupancy Separation

• Hazardous Areas and Separation

• Interior Finish

• Automatic Sprinkler System, including sprinklers, guards, riser location

• Fire Alarm System, including location and type of manual fire alarm stations, smoke detector devices/system, carbon monoxide devices/system and control panel

• Portable Fire Extinguishers, including location and type

• Means of Egress, including location and type

• Exit Signs, Emergency Lighting, & Emergency Power

• Inspection, Testing, & Maintenance of Fire Protection and Life Safety Systems

• Emergency Planning and Preparedness

• Fire Safety and Evacuation Plan

• Description of Monthly Fire Drills Conducted

6.3.4.5 Findings and Recommendations – Identified Risk Conditions.

Each identified risk condition must include the intent of the applicable code reference, a recommendation, and the applicable code reference, as well as a rough magnitude cost to correct the item. In addition, each risk condition identified in the fire safety evaluation must be analyzed and include the level of risk for each analyzed hazard expressed in terms of a Risk Assessment Code

(RAC). See Appendix C for detailed information.

APPENDIX C RISK ASSESSMENT CODES

The methodology of risk assessment permits an evaluation of hazardous conditions from a fire safety perspective and allows engineering judgment to be made when determining the level of risk.

The level of risk is then expressed in terms of a Risk Assessment Code and the building is classified in its appropriate Building Risk Category.

C-1 DEFINITIONS

C-1.1 Acceptable Building Risk Category (A-1) Conditions

A manageable building-wide or localized condition of minimal risk (Risk Assessment Code 4 or 5) or maintenance conditions that may not need correction or may be corrected by the region through normal operational processes.

C-1.2 Condition (Hazard)

A condition or practice that has the potential to contribute to or directly cause injury, illness, property damage, or mission impairment.

C-1.3 Condition Severity Level

The ranking of an identified risk condition based upon the potential consequences of the unwanted event occurring. Professional judgement is used to determine the severity which is based on the potential for the loss of life, injury, illness, property damage or mission impairment resulting from the harmful event. The Condition Severity Level is expressed in one of the four categories: I, II, III, and IV according to the results of the professional assessment. Category I is the most severe and category IV is the least severe (See Table 1).

C-1.4 Incident

An unwanted event or a series of unwanted events that results in an unwanted outcome or incident, e.g., injury, illness, property damage or mission impairment.

C-1.5 Incident Probability

Incident Probability is evaluation of the incident to determine the probability that the incident will occur. Professional judgement is then used to rank the incident and assign an Incident one of the four probability categories: A, B, C, and D. Category A has the greatest probability of occurrence and category D has the least probability of occurrence. Probability is expressed as Likely, Probably, Possibly and Unlikely (See Table 2).

C-1.6 Priority Building Risk Category (P) Condition

A Priority Building Risk Condition is a building-wide condition assigned a Risk Assessment Code of

1 or 2 that, by itself, presents an imminent (P-1) or serious (P-2) threat to building occupants in the areas of fire protection, safety, health, or environmental protection, or in the event of fire or other emergency; or is a condition that presents an imminent (P-1) or serious (P-2) threat of mission loss or large property loss and requires that immediate action be initiated to either correct the condition or reduce the risk to an acceptable level. For large projects or complex conditions and in order to ensure timely corrective action, expedited design, procurement, and construction techniques, and/or performance specifications are expected to be used. Generally, some immediate interim or mitigating action must be taken to reduce the risk until complete abatement is achieved.

C-1.7 Risk Assessment Code (RAC)

A RAC is a qualitative measure of risk that is determined after evaluating the incident probability and the condition severity, one being high and five being low (See Table 3).

C-1.8 Routine Building Risk Category (R) Conditions

A Routine Building Risk Category (R) Condition is a building-wide condition (R-1) of moderate risk

(Risk Assessment Code 3) that may be corrected by the region through normal operational processes or a localized condition (R-2) of serious or moderate risk with a Risk Assessment Code 1, 2 or 3.

C-2 PROCEDURES

C-2.1 Assign Risk Assessment Codes (RAC)

Evaluate the condition severity (Table 1) and determine the incident probability (Table 2) if the incident did occur. Then, using the RAC Matrix (Table 3), determine the Risk Assessment Code number for each identified risk condition.

The level of risk for each analyzed condition is expressed in terms of a Risk Assessment Code

(RAC). The Risk Assessment Code(s) quantifies identified hazardous conditions and allows them to be prioritized. The RAC number reflects the risk potential of the resulting incident and not the individual event(s) contributing to the incident.

C-2.1.1 The following steps indicate how RAC values are assigned to potential conditions and their associated undesirable events:

C-2.1.2 Develop scenarios that describe how the most reasonable undesirable events affect the identified potential conditions.

C-2.1.3 Estimate the severity of each condition. The condition severity is based upon the potential impact of the condition if the undesirable event(s) occur. Quantitative risk assessment techniques, computer modeling, published information and professional judgment are to be used to determine the severity. See Table 1, Condition Severity.

TABLE 1 - CONDITION

SEVERITY

Category Personnel

(One or

More

Persons)

Mission

Importanc e

Mission

Impairment

Expected

Time Period

Potential

Replacement Cost

Of Property/Data/ Retrieve Data

I

Death or permanent disability

Critical

/Major/

Minor

Total mission loss

Over $1,000,000

Critical > than 2 weeks

II

Severe injury or severe occupational illness

Critical

< than 2 weeks

Between

$100,000 and

$1,000,000 Major > than 1 month

II

Minor injury or minor occupational illness

Major

< than 1 month

Between $10,000 and

$100,000 Minor > than 6 weeks

No/or insignificant

Minor

< than 6 weeks

V injury or occupational illness Negligible Minimal Less than $10,000

C-2.1.4 Estimate the probability of the undesirable event(s) occurring. Professional judgment is used to assign one of the incident probability categories. See Table 2, Incident

Probability.

Table 2 - Incident Probability

Category Definition

A Likely to occur immediately or in a short period of time in the life of the facility.

B Probably will occur during the life of the facility.

C Possibly will occur during the life of the facility.

D Unlikely to occur during the life of the facility.

C-2.1.5 Determine the Risk Assessment Code number for each identified condition analyzed. This is accomplished by using Table 3, Risk Assessment Code Matrix. The intersection of the Condition

Severity and Incident Probability Category gives a direct reading of the applicable Risk Assessment

Code.

TABLE 3 - RISK ASSESSMENT CODE

(RAC) MATRIX

Severity Of The

Condition

Categories

Probability Of Occurrence Categories

A B C D

I RAC

RAC

RAC

RAC

II RAC

RAC

RAC

RAC

III RAC

RAC

RAC

RAC

IV RAC

RAC

RAC

RAC

C-2.2 Categorize Identified Conditions as Building-wide or Localized

C-2.2.1 Building-wide (B) conditions

Those conditions which impact the entire building and are systemic, engineering, or high cost improvements such as fire alarm replacement, building sprinkler installation, or means of egress.

C-2.2.2 Localized (L) conditions

Those conditions which only have an impact on a portion of a building such as a room, suite, floor, or wing of a building.

C-2.3 Data Entry into IRIS

All conditions with a Risk Assessment Code of 1, 2, or 3 must be entered into IRIS.

C-2.4 Determine the Building Fire Risk Index

In order to determine the relative fire risk of the buildings within the GSA inventory, IRIS adds the results of the three (3) equivalency factors (Fire Control, Egress Provided, and General Fire Safety

Provided) from the NFPA 101A FSES to create the BFRI. A “high” negative score generally indicates risk conditions that warrant priority abatement efforts.

Note: The BFRI is not calculated/determined for child care facilities and warehouses. Child care center fire safety evaluations are performed at least once per year. Warehouses have a relatively low occupant load and there are relatively few within the building inventory.

C-2.5 Provide Recommendations

Appropriate abatement actions for risk control must be recommended to reduce the unwanted event probability, condition severity or combination of both. The region must develop abatement actions for each RAC 1, RAC 2 and RAC 3 risk condition identified.

C-2.5.1 For each abatement action recommended the Regional Fire Protection Program

Office must:

C-2.5.1.1 Provide alternative solutions or actions to achieve an acceptable level of risk.

C-2.5.1.2 Perform a controlled risk evaluation. The controlled risk evaluation process evaluates the expected condition to be achieved assuming the implementation of a recommended abatement action. The expected condition is then assigned a new RAC. The new RAC is referred to as a controlled RAC, because it now describes the controlled risk condition. The controlled risk condition is then compared to the actual existing condition. This analysis will provide a quantitative measure of expected improvement to assist management in the selection of the desired level of risk abatement action.

C-2.5.1.3 For each controlled risk or recommended abatement action, a new controlled FSES analysis is to be performed. The controlled FSES is also used by management as a qualitative tool to determine the magnitude of correction the recommended action(s) will have.

C-2.5.1.4 All identified RAC 1, RAC 2 and RAC 3 risk conditions and recommended actions must be presented in a comprehensive report reflecting the recommended actions necessary to achieve a condition where the risk condition can be reduced to a Risk Assessment Code of 4 or 5 or eliminated.

This process results in a logical and reliable determination to ensure that the risks have been eliminated or controlled to an acceptable risk level.

APPENDIX E FIRE PROTECTION FACILITY ASSESSMENT

E-1 PURPOSE

The purpose of this Appendix is to provide more detailed background, scope, preparation, criteria, and format for the fire protection facility assessment report.

E-2 SCOPE OF WORK

E-2.1 For this purpose of this Appendix, the term “Surveyor” means the Regional fire protection engineer or qualified fire protection engineering contractor (See Section E-4).

E-2.2 Pre-Assessment Contact.

E-2.2.1 The Surveyor must correspond in writing to the applicable contact person at least 30 calendar days before conducting a facility assessment in each building(s). The correspondence must include, but is not limited to, the Surveyor's schedule and plans for conducting the facility assessment, the date and time of the pre-assessment teleconference, potential after hours work, any concerns regarding the assessment, and an invitation from the Surveyor to the contact person to accompany the Surveyor during the assessment.

E-2.2.1.1 The GSA Facility Manager/Lease Administration Manager is the contact person for

Federally-owned buildings, leased buildings, and United States Postal Service (USPS) Buildings.

E-2.2.1.2 The GSA Delegations Coordinator is the contact person for GSA Delegated Buildings.

E-2.2.2 The Pre-assessment teleconference can occur at the same time as the pre-assessment contact.

E-2.3 Pre-Assessment Teleconference.

E-2.3.1 A teleconference is recommended, at least 15 calendar days before conducting a facility assessment in each building, with the surveyor, pre-assessment contact person (i.e., GSA Facility

Manager (or representative), the lessor’s representative, the USPS Human Resource Service Center representative, or the GSA Regional Delegations Coordinator.) to discuss plans for conducting the facility assessment, and invite their participation in the facility assessment.

E-2.3.2 The following discussion topics are to be included in the teleconference:

E-2.3.2.1 Approximate number of Federal occupants.

E-2.3.2.2 Any special security arrangements needed for access into the building.

E-2.3.2.3 Floor plans of the building.

E-2.3.2.4 Secured areas in the building.

E-2.3.2.5 Location of the child care center, if applicable.

E-2.3.2.6 Access to or copies of inspection, testing, and maintenance records and frequency schedules for all of the fire protection and life safety equipment and systems.

E-2.3.2.7 Access to or copies of any preventive maintenance quality assurance documentation for all of the fire protection and life safety equipment and systems.

E-2.3.2.8 Access to the building's occupant emergency plan.

E-2.3.2.9 The procedures for performing work after normal working hours for assessment purposes.

E-2.4 Assessment.

E-2.4.1 The Surveyor must record risk conditions which could lead to loss of life, injury, property damage, or Federal tenant mission interruption.

E-2.4.2 Specific risk conditions identified by the Surveyor as needing immediate action taken by

GSA to ensure continued protection of personnel and the building, and for the preservation of life and avoidance of property damage must be brought to the immediate attention of the GSA Facility

Manager and the COR.

E-2.4.3 The Surveyor must analyze the existing as well as potential risk conditions identified during the walk-through of the building. The Surveyor must ascertain and define how the risk(s) and their associated undesirable event(s) affect the safety of the occupants, the property, or the Federal tenant mission. The analysis must include statements that thoroughly address the reliability of the existing fire protection systems (e.g., obsolescence, excessive maintenance costs, etc.). The Surveyor must provide specific code and standard regulatory references for each identified risk condition as well as the associated intent of each respective reference.

However, statements such as not in compliance with national codes (National Fire Protection

Association Standards) must not be used and are not acceptable.

Note: the analysis must include the level of risk for each analyzed condition expressed in terms of a

Risk Assessment Code (RAC). See Appendix C for more information.

E-2.4.4 The Surveyor must perform a facility assessment in accordance with Section E-3.

E-2.5 Closing Teleconference.

E-2.5.1 At the conclusion of the building walk-through, the Surveyor must have a teleconference or in-person meeting with the survey point of contact to discuss the conditions of risk observed during the walk-through.

E-2.6 Fire Protection Facility Assessment Report

E-2.6.1 The Surveyor must prepare a facility assessment report. The report must be typed and contain a transmittal letter on the Surveyor's letterhead. The report must include all items noted in

Section E-3 and be prepared and submitted in the standard format listed below:

E-2.6.1.1 Title Page. The title page must include the building name, address, building number, region number, date the facility assessment was performed, date the facility assessment report was completed, and the company name and person who performed the facility assessment.

E-2.6.1.2 Table of Contents.

E-2.6.1.3 Executive Summary. The executive summary must describe the overall safety condition of the building and its systems based on the analysis of noted risk condition(s). In addition, the

FSES analysis and any concerns and/or risks that merit immediate action must be highlighted in the summary.

E-2.6.1.4 Building Profile. The building profile is a brief narrative detailed description of the features of the building structure, function, operational support systems/equipment, and occupant activities, which impact the fire protection features and conditions of the building. Tabular information is preferred over written narrative

E-2.6.1.5 ITM Record Review.

E-2.6.1.6 Previously Identified Existing Risk Conditions. These must be separated into two sections. The first must be for RAC 1, 2 or 3 items and the second must be for RAC 4 or RAC 5 items.

E-2.6.1.7 Corrected Previously Identified Existing Risk Conditions. These must be separated into two sections. The first must be for RAC 1, 2 or 3 items and the second must be for RAC 4 or RAC 5 items. Include the reason that the item has been corrected.

E-2.6.1.8 New Risk Conditions. These must be separated into two sections. The first section must be for RAC 1, 2 or 3 items and the second section must be for RAC 4 or RAC 5 items. RAC 1, 2 and

3 items must be provided with the finding (including intent of applicable code reference), recommendation and applicable code reference, approximate area (square feet) impacted by the condition as well as a rough order of magnitude cost to correct the item. RAC 4 and RAC 5 items may be listed in tabular form and include the finding, recommendation and applicable code reference.

E-2.6.1.9 Appendices.

• Fire Safety Evaluation System (FSES) Worksheet.

• Photographs, if required by GSA.

• Building Sketch/Floor Plans.

E-3 FACILITY ASSESSMENT

E-3.1.1 The goal of the assessment is to provide GSA with a detailed narrative description and assessment of the features of the building structure, function, operational support systems/equipment, and occupant/building activities that impact fire protection features and conditions of the building.

E-3.2 The Surveyor must assess the following areas of the building:

E-3.2.1 Federally-owned buildings: All space within the building.

E-3.2.2 Delegated building: All space within the building.

E-3.2.3 Leased building:

E-3.2.3.1 All space leased by GSA within the building (includes parking spaces leased for

Government employees).

E-3.2.3.2 Common areas of the building subject to routine or frequent use by Government employees or any space to which Government employees have access under the lease.

E-3.2.3.3 Common areas of the building on all floors below the floors occupied by the

Government, including location of the fire alarm control panel, fire sprinkler risers and fire pump (if applicable).

E-3.2.3.4 Any space within the building which impacts space leased by GSA (i.e., mechanical rooms serving Government-occupied space).

E-3.2.4 USPS Buildings:

E-3.2.4.1 All space managed by GSA within the building (includes parking spaces for

Government employees).

E-3.2.4.2 Common areas of the building subject to routine or frequent use by Government employees or any space to which Government employees have access under the tenancy agreement or lease contract.

E-3.2.4.3 Any space within the building which impacts space managed by GSA (i.e., mechanical rooms serving Government-occupied space).

E-3.3 The assessment must include the following features:

E-3.3.1.1 Identify the number of stories of building (above and below grade).

E-3.3.1.2 Identify the approximate gross square footage per floor.

E-3.3.1.3 Identify the approximate gross square footage of the building.

E-3.3.1.4 Identify the specific floors the Government occupies and include the specific

Government agency names.

E-3.3.1.5 Identify the height from lowest level of fire department vehicle access to the highest

Government occupied floor of the building (in feet).

E-3.3.1.6 Identify the height from the lowest level of fire department vehicle access to the roof of the building (in feet).

E-3.3.1.7 Identify the different types of occupancies on each floor the Federal Government occupies.

E-3.3.1.8 Identify the different types of occupancies on each floor the Federal Government does not occupy, if available.

E-3.3.1.9 Identify the estimated total number of Federal occupants in the building by floor and agency.

E-3.3.1.10 Identify by location and describe hazardous/significant fuel load areas that when ignited would produce significant adverse effects to the building and its occupants.

E-3.3.1.11 Identify and describe potential fire ignition sources. The proximity of the fuel source and the ignition source must be described.

E-3.3.1.12 Identify the construction type per latest edition of IBC.

E-3.3.1.13 Identify and describe the type of floor construction and roof construction, including fire resistance or smoke rating.

E-3.3.1.14 Identify and describe the type of horizontal assemblies, including fire resistance or smoke rating.

E-3.3.1.15 Identify by location and describe the enclosure of vertical openings through floors, such as stairways, hoistways for elevators, vertical conveyors, and shafts, including fire resistance rating.

E-3.3.1.16 Identify and describe the fire exposures on the north, south, east and west sides of the building, including the distance from the building.

E-3.3.1.17 Identify by location and describe the exit system. The following information must specifically be included in the description:

• Number of exit stairs on each floor. Include for each stair the width, tread length, riser height, and handrail specifics.

• Location of where each of the stairs discharge.

• Exit remoteness.

• Calculated occupant load and exit capacity by floor.

E-3.3.1.18 Identify by location and describe the exit access system. The following information must specifically be included in the description:

• Corridor or open plan office concept.

• Travel distance (maximum by floor).

• Common path of travel (maximum by floor).

• Dead end corridor (maximum by floor).

E-3.3.1.19 Identify by location and describe the exit lighting system (exit signs). Note any visibility concerns in the description.

E-3.3.1.20 Describe the building's emergency lighting system. Include a description of the secondary power source.

E-3.3.1.21 Identify by location and describe the different types of interior finish within the building.

E-3.3.1.22 Identify by location and describe the fire alarm system(s), its components, and its operation. The following information must specifically be included in the description:

• Manufacturer, model and installation date of the control panel(s).

• Initiating devices (e.g., manual pull station, smoke detector, heat detector, water flow switches, valve supervision, duct smoke detectors, etc.). Include the purpose for each type of smoke detector.

• Indicating appliances (e.g., horns, bells, chimes, speakers, visual appliances, two-way communication devices, etc.).

• Supervision of alarm initiating devices (central station service/fire department).

• Secondary power source.

• Reported audibility concerns.

E-3.3.1.23 Identify by location and describe the automatic sprinkler system(s) and its components. The following information must specifically be included in the description:

E-3.3.1.24 Type of sprinkler system (wet, dry, preaction, etc.)

E-3.3.1.25 Manufacturer, model, date of manufacture and type of sprinklers.

E-3.3.1.26 Type of sprinkler piping.

E-3.3.1.27 Supervision of waterflow devices and control values (central station service/fire department).

E-3.3.1.28 Fire pump - location, size, type of power, rating.

E-3.3.1.29 Identify by location and describe other fire suppression systems in the building.

E-3.3.1.30 Identify by location and describe the standpipe system, including manual or automatic, wet or dry and location of hose valves and fire department connection.

E-3.3.1.31 Identify by location and describe the type of fire extinguishers.

E-3.3.1.32 Identify and describe the location of the nearest fire department and the approximate distance from the building.

E-3.3.1.33 Describe in detail the building's engineered smoke control system. The system must be described as either being active or passive. Include the purpose and method of activation.

E-3.3.1.34 Identify by location and describe the elevator system. The following information must specifically be included in the description:

• Number of elevators - passenger and freight. Elevator capture (manual) provided.

• Automatic recall features provided.

• Certificate date.

• Fire protection provided in elevator machine rooms, elevator lobbies, and elevator hoistways.

E-3.3.1.35 Identify and describe the source of emergency power for the building

E-3.3.1.36 Identify all systems connected to the emergency power system.

E-3.3.1.37 Describe the general conditions of the fire protection and life safety equipment and systems in the building.

E-3.3.1.38 Describe the preventative records of the fire protection and life safety equipment and systems reviewed.

E-3.3.1.39 Describe in detail the building's Occupant Emergency Plan (OEP). The following information must specifically be included in the description:

• Date of most current OEP.

• Date of last fire drill or training drill.

• Describe the procedures to evacuate persons with mobility disabilities.

• Describe the procedures to evacuate occupants after hours.

E-3.4 The Surveyor must provide photographs of the building as follows:

E-3.4.1 Exterior views showing the front and all sides of the building and interior views of any prominent interior architectural features.

E-3.4.2 Photographs of identified risk condition(s) that have a RAC of 1, 2 or 3. Photographs are not required for RAC 4 and RAC 5 conditions unless necessary to better describe the condition.

E-3.4.3 The photographs must be included in an Appendix of the facility assessment report or made available from the Surveyor on request by the Government.

E-3.5 The Surveyor must provide a sketch of the building. The sketch must include, at a minimum, a north arrow, the location of the exit stairways, exterior exits, fire alarm control panel, fire pump room, fire control room, and elevators. A copy of the evacuation plan or similar for the level of exit discharge is also acceptable. The sketch is not required to be scaled; however, it must provide a correct graphical representation of the building. The sketch must be

8.5 inches by 11 inches.

E-3.6 The Surveyor must review the inspection, testing, and maintenance records for fire protection and life safety equipment and systems for the previous 12 months. Specifically, the

Surveyor must:

E-3.6.1 Evaluate the preventive maintenance records against current building equipment lists and record any inconsistencies.

E-3.6.2 Evaluate the building's fire protection and life safety equipment and systems preventive maintenance schedule against national standards (e.g., National Fire Protection

Association) and record inconsistencies.

E-3.7 The Surveyor must complete a Fire Safety Evaluation System (FSES) worksheet based on the latest edition of NFPA 101A, Alternative Approaches to Life Safety. An FSES worksheet is only to be completed for business occupancies. Note: Use the predominant building occupancy for the

FSES. For example, a courthouse is predominantly a business occupancy, therefore, an FSES can be utilized.

E-4 QUALIFICATIONS OF CONTRACTOR PERSONNEL

E-4.1 At a minimum, contractor personnel conducting fire protection facility assessments must meet one of the following requirements in E-4.1.1, E-.4.1.2, or E-4.1.3.

E-4.1.1 A licensed engineer who has passed the principals and practice of engineering examination in fire protection administered by the National Council of Examiners for

Engineering and Surveying (NCEES). In addition, the engineer must have at least 2 years’ experience in conducting fire protection assessments of similar size, type, and complexity.

E-4.1.2 A licensed engineer who has passed a principals and practice of engineering examination administered by the NCEES and holds Professional Member grade in the Society of Fire Protection

Engineers. In addition, the engineer must have at least 2 years’ experience conducting fire protection assessments of similar size, type, and complexity.

E-4.1.3 An engineer having an undergraduate degree or a graduate degree from a college or university in the course of study in fire protection engineering, fire protection engineering technology, or fire safety engineering that is accredited by the Accreditation Board for Engineering and Technology or a similar accreditation and has at least 4 years of experience in fire protection engineering. In addition, all worked performed by these professionals must be reviewed and approved by a licensed engineer that meets the above qualifications in E-4.1.1 or E-4.1.2 and is also employed by the same company.

E-4.2 Personnel conducting fire protection facility assessments must submit documentation to verify their qualifications.

E-4.3 GSA does not require licensed engineers conducting fire protection facility assessments to be licensed in the state where the facility is located.

…End