47PG1024Q0001 Appendix C FPFA Leased SOW.pdf

FPFA Leased SOW 12-12-23

APPENDIX C

Fire Protection Facility Assessment, Fire Protection National Risk Management Survey of

Leased Facilities

SCOPE OF WORK

General Services Administration

Heartland Region

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 Personnel

1.1.1 Qualifications of Contractor Employees.

1.1.1.1 Fire Protection Engineer

1.1.2 Quality Control

1.1.3 Quality Assurance (Inspection of Services)

1.1.4 Special Building Access Requirements

1.2 Procedures

1.2.1 Scheduling

1.2.2 Information Gathering

1.2.3 Document Controls

1.3 Pre-Site Preparation

1.4 Assessments

1.5 On-Site Procedures

1.6 Closing Conference

1.7 Reports

1.7.1 Fire Protection Facility Assessment (FPFA) Report

1.7.2 Fire Protection National Risk Management Survey (RMS) Spreadsheet

1.8 Abbreviations, Acronyms and Definitions

EXHIBIT A SEVERITY CATEGORY GUIDANCE

EXHIBIT B RISK ASSESSMENT CODES

EXHIBIT C RISK CONDITION EXAMPLES

EXHIBIT D FORMS AND REFERENCES MATERIALS

ANNEX A FIRE SAFETY EVALUATION SYSTEM REPORT (NFPA 101A)

ANNEX B FIRE PROTECTION NATIONAL RISK MANAGEMENT SURVEY EXAMPLE

ANNEX C CURRENT OPEN IRIS CONDITIONS

Fire Protection Facility Assessment, Fire Protection National Risk Management Survey of Leased Facilities

SCOPE OF WORK

1.0 INTRODUCTION

In preparation, the contractor will be allowed to review all available GSA information for the purpose of determining:

a. Work effort required,

b. Method of performing the work,

c. Method of providing quality assurance,

d. Personnel levels of expertise and their function in completing the work,

e. Costs in performing the work.

The Fire Protection Facility Assessments (FPFA) are to determine the existence of risks and to evaluate the severity of the risks associated with daily operational issues. These risks will be assessed and prioritized for corrective action based on the degree of severity and the potential of occurrence. The Surveys 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 and estimated cost of those recommendations.

Risks in each technical area will be evaluated as to severity, probability of occurrence and breadth of involvement (all of building or all of occupants versus one room or a few occupants) to establish a Risk Assessment Code (RAC) number for each risk. RAC numbers will be used to prioritize the risks found to establish a prioritized list of corrective actions required to reduce the greatest risks first. The scores of all risks will also be used to establish the overall risk associated with each facility. These facility scores can be used to establish priorities for allocation of funds for corrective actions, to establish fiscal year funding requirements and to evaluate upcoming leasing decisions.

The contractor’s basis of determining a risk will be to evaluate a facility against current established national codes and recommended practices such as NFPA, ICC family of codes (IBC, IFC, etc.). The level of the risk will be determined by the level of severity and the probability of occurrence against the criteria of injury/death of personnel, damage/loss of property, impairment/loss of mission and adverse environmental impact.

1.1 PERSONNEL

Contract personnel used in the completion of the project will be professionals for all phases of the work.

The contractor shall provide a project manager with regional program experience for the duration of this program. The candidate shall have at least five years of knowledge, skills, and abilities (KSA’s) to conduct spot quality assurance inspections in the field and provide technical reviews of the reports. The project manager will also have the KSA’s to conduct initial training with the field staff both in the office and in the field. The contractor shall provide a highly qualified and experienced project manager to coordinate survey activity and report submission. The contract project manager shall refer questions regarding interpretation of GSA criteria, or methods of abatement to subject matter experts (i.e., fire protection).

Issues regarding preparation of reports shall be referred to the GSA Regional Fire Protection Engineer

(GSA FPE).

Personnel used to perform the inspections and risk assessments will include a fire protection engineer meeting the requirements outlined in Section 1.1.1.1 and will be supported by registered professionals in all areas covered by this risk assessment including Registered Fire Protection Engineers and by a Project

Manager with experience in conducting inspections in all the areas covered by this program. The support staff will develop field forms and provide telephone support during field work. Additional details are provided under Section 1.3 Quality Assurance. The contractor shall provide a project manager with regional program experience to be assigned to this project.

1.1.1 QUALIFICATIONS OF CONTRACTOR EMPLOYEES

Personnel provided by the contractor must be capable and competent in their discipline. The contractor may have one person perform more than one type of survey provided the inspector has credentials showing competence in the appropriate disciplines. The subsequent report submittal will be performed by fire protection engineer(s). The contractor shall submit a resume for field inspectors to the GSA FPE for approval. The Government retains the right to deny usage of contractor staff that the Government determines to be unqualified. The GSA FPE will notify the contractor of all personnel who may perform surveys. GSA does not require licensed engineers conducting fire protection facility assessments to be licensed in the state where the facility is located.

1.1.1.1 FIRE PROTECTION ENGINEER

All fire protection assessments are to be performed by qualified Registered Fire Protection Engineers (FPE), as described herein. At a minimum, contractor personnel conducting fire protection facility assessments must meet one of the following requirements:

1. A licensed engineer who has passed the principles 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.

2. A licensed engineer who has passed a principles 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.

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 work performed by these professionals must be reviewed and approved by a licensed engineer that meets the above qualifications and is also employed by the same company.

1.1.2 QUALITY CONTROL

To accomplish this program in the most cost effective manner, while maintaining its technical integrity will require that the contractor establish an effective and thorough Quality Control (QC) Program. This program will start at the beginning of the project, shall be supervised, and be carried throughout the entire project by a Project Manager designated by the contractor. Before the start of the project and subject to review, the contractor shall provide a copy (checklist) of the proposed QC program.

To accomplish this program in the most cost effective manner, while maintaining its technical integrity will require that the contractor establish an effective and thorough QA/QC. This program will start at the beginning of the project, shall be supervised, and be carried throughout the entire project by a Project Manager designated by the contractor.

Initial reports produced by field inspectors will be reviewed by registered professionals. After the initial period, and if consistently few problems are found, all reports will be reviewed by the project manager only. The project manager shall call upon other registered professionals for assistance as needed. The contractor’s QC program will focus on effective training at the beginning of the program, establish procedures for quality reviews and professional support throughout the entire program, and provide for quality checks of the finished product.

The Project Manager shall provide monthly project progress updates to GSA by 5 pm Central Time on the third Friday of every month.

1.1.3 QUALITY ASSURANCE (INSPECTION OF SERVICES)

(a) Definition. “Services,” as used in this clause, includes services performed, and material furnished or utilized in the performance of services.

(b) Approximately 10 percent of the buildings may be spot inspected by GSA for Quality Assurance (QA), to evaluate the effectiveness of the program.

(c) The Contractor shall provide and maintain an inspection system acceptable to GSA covering the services under this Scope of Work (SOW). Complete records of all inspection work performed by the Contractor shall be maintained and made available to GSA during service performance and for as long afterwards as required.

(d) GSA shall inspect all services called for by the SOW, to the extent practicable at all times and places during the term of performance. GSA shall perform inspections in a manner that will not unduly delay the work.

(e) If any of the services do not conform with SOW requirements, GSA may require the Contractor to perform the services again in conformity with the SOW requirements, at no increase in fixed price amount.

When the defects in services cannot be corrected by re-performance, GSA may—

(1) Require the Contractor to take necessary action to ensure that future performance conforms to SOW requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

1.1.4 SPECIAL BUILDING ACCESS REQUIREMENTS

The contractor shall see that every new employee has a GSA/Contractor identification/building pass before the employee enters on duty. The Contractor shall see that all passes are returned to the COR as his employees are dismissed or terminated, and when the contract expires. The contractor shall make his employees available for photo identification badges, when required by GSA. The badges will be made by GSA after a security report has been received on the contractor employees. The contractor shall see that all badges are returned to the COR when employees are dismissed or terminated.

Unless otherwise specified, the contractor will submit to the COR at least five work days before the starting date of the contract, two (2) completed Forms FD-258, Fingerprint Charts and one (1) Standard Form 85P, Questionnaire for Public Trust Positions for the contractor and all employees who have access to the building in performance of the contract work. These forms will be submitted for replacement employees before entrance to duty. The necessary form will be furnished by GSA. If the COR receives an unsuitable report on any employee after processing of these forms, or if the COR finds a prospective employee to be unsuitable or unfit for assigned duties, the contractor shall be advised immediately that such employee cannot continue to work or be assigned to work under the contract.

The Contractor shall comply with all security requirements and directions provided by the GSA Office of Mission Assurance (OMA) Kansas City Office. All contractor employees must receive a favorable suitability determination, security clearance, and meet all security requirements, as required by Homeland Security Presidential Directive-12 (HSPD-12) and tenant agency clearances prior to reporting to work under this contract. Contractor employees that cannot obtain a favorable security determination, security clearance, and meet all security requirements, will not be permitted to work on GSA contracts or in GSA controlled facilities. If the GSA Contracting Officer (CO), Contracting Officer's Technical Representative (COTR), Project Manager (PM), or Project Manager Contractor Suitability Clearance Point of Contact http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=25292D2D26D8B5EC85256A730051F924 receives an unfavorable or unsuitable report on any employee (or if a prospective employee is found to be unsuitable or unfit), such employee will not be allowed to work nor be assigned to work under the contract.

1.2 PROCEDURES

Subject to information gathered at the regional office, consisting of relevant file, inspection, report, and drawing reviews of candidate buildings, the contractor shall provide personnel and procedures that will recognize the level of risk currently associated with each facility prior to field work. Subsequent results shall identify hazards during field inspections / on-site reviews; document effectiveness of past mitigation efforts; formulate recommendations to reduce risk based on SFO requirements, national codes and local codes where applicable, and GSA guidance documents or professional judgment for each inspected facility. The following section addresses the procedures that the contractor shall use to perform the work under this scope of work. This section will address the methods to be used for ordering, scheduling inspections, gathering information, tracking progress, document controls, and procedures for conducting the inspections.

1.2.1 SCHEDULING

The contractor, by memorandum shall advise the Regional Fire Protection Engineer, COR, and CO of proposed survey groups. A complete survey schedule shall be provided to the Regional Fire Protection Engineer and COR prior to the start of building on-site reviews / inspections. The survey schedule shall include the pre-site visit teleconference call dates, the building on-site review / inspection dates, the delivery dates of the draft reports, and the delivery dates of the final reports. The following timeframe shall be implemented into the survey schedule:

1. The contractor shall contact the GSA Lease Asset Manager / Building Manager and notify of the upcoming Fire Protection Facility Assessment twenty-one (21) calendar days prior to the proposed building review / inspection date.

2. The contractor shall have a teleconference call with the GSA Lease Asset Manager / Building Manager seven (7) calendar days prior to the proposed building on-site review / inspection date.

3. The contractor shall transmit the draft report(s) twenty-one (21) calendar days after completing the building on-site review / inspection. The draft reports shall include drafts of the RMS Spreadsheets, FPFA Report and FSES. At this time 50% of the fee for the building(s) report(s) submitted may be invoiced. A ten percent (10%) liquidated damages will be applied for each report submitted late, with an additional five percent (5%) liquidated damages for each additional two days late.

4. The GSA FPE shall have twenty-one (21) calendar days to review the draft reports and provide comments back to the contractor. If no comments are provided within twenty-one (21) calendar days, the Contractor shall proceed with the final report.

5. The contractor shall have up to ten (10) calendar days to provide written responses back to all comments and the final report deliverables. At this time, 75% of the fee for the building(s) report(s) submitted may be invoiced. A ten percent (10%) liquidated damages will be applied for each report submitted late, with an additional five percent (5%) liquidated damages for each additional two days late.

6. Upon acceptance of the final reports, 100% of the fee for the building(s) report(s) submitted may be invoiced.

The schedule shall incorporate the time requirements from items 1 through 6 above to ensure all final reports are submitted by (date). All final reports must be submitted on or prior to (date).

1.2.2 INFORMATION GATHERING

Information gathering will begin at the regional office and will consist of reviewing files on each building for previous inspections and other reports and drawings on those buildings. Data, which is included in this summary, may be earmarked for purging. As a part of this process, the contractor will review previous reports. This may be accomplished in phases at the contractor’s discretion. Additional information to be gathered will be coordinated at the AFOD and PM level. Copies will be made of any data obtained at the individual building locations if needed for documentation or subsequent review.

At the contractor’s discretion, data from individual building files at GSA's office may be copied on-site.

Relevant data from these files will be reviewed and inserted into the new inspection reports and data inspection sheets. Copies of GSA design guides and criteria documents may be obtained at the regional office or from other sources. The contractor will review and copy as needed GSA safety technical guidelines for criteria purposes.

All other data will be gathered based on visual inspections, measurements and interviews conducted in the field. Data will be placed in field notes and in data collection field forms with checklists.

1.2.3 DOCUMENT CONTROLS

During the information gathering stage, information will be retrieved from individual building files. All data obtained from these files shall be considered sensitive information, treated as confidential, and be returned to the government once surveys are completed. Dated information relating to the description of the facility or past measurement data or past abatement activities should be summarized for field activities and then coded for file purging once verified by inspection.

1.3 PRE-SITE PREPARATION

A teleconference is required, at least seven (7) calendar days before conducting a facility assessment / on-site review / inspection for each building, with the Contractor, pre-assessment contact person (i.e., GSA Lease Asset Manager / Facility Manager or representative, the lessor’s representative), COR, the and the GSA FPE to discuss plans for conducting the FPFA, and invite their participation in the facility assessment. The following discussion topics are to be included in the teleconference:

a. Approximate number of Federal occupants.

b. Any special security arrangements needed for access into the building.

c. Secured areas in the building.

d. Location of the Child Care Center, if applicable.

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

f. Access to the building’s occupant emergency plan.

1.4 ASSESSMENTS

The Contractor shall record risk conditions which could lead to loss of life, injury, property damage, or Federal tenant mission interruption. Specific risk conditions identified by the Contractor 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 Lease Asset Manager / Facility Manager, the GSA FPE, the Building Owner’s Representative, and the COR. The Contractor shall analyze the existing as well as potential risk conditions identified during the walk-through of the building. The Contractor shall 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 Contractor 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).

The Contractor shall be responsible for any materials / tools need to perform the inspection

The Contractor shall perform a facility assessment in accordance with:

1. The Contractor must assess the following areas of the building:

i. Leased building:

i. All space leased by GSA within the building (includes parking spaces leased for

Government employees)

ii. 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

iii. 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)

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

2. The assessment must include the following features:

i. Identify the number of stories of building (above and below grade).

ii. Identify the approximate gross square footage per floor.

iii. Identify the approximate gross square footage of the building.

iv. Identify the approximate gross square footage of the space leased by the Government.

v. Identify the specific floors the Government occupies and include the specific Government agency names.

vi. Identify the height from lowest level of fire department vehicle access to the highest

Government occupied floor of the building (in feet).

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

viii. Identify the different types of occupancies on each floor the Federal Government occupies.

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

x. Identify the estimated total number of Federal occupants in the building by floor and agency.

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

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

xiii. Identify the construction type per latest edition of IBC.

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

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

xvi. 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.

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

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

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

b. Location of where each of the stairs discharge.

c. Exit remoteness on each floor occupied by the Government.

d. Calculated occupant load and exit capacity by floor occupied by the

Government.

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

a. Corridor or open plan office concept.

b. Travel distance (maximum by floor).

c. Common path of travel (maximum by floor).

d. Dead end corridor (maximum by floor).

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

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

iv. Identify by location and describe the different types of interior finish within the building.

v. 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:

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

b. 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.

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

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

e. Secondary power source.

f. Reported audibility concerns.

vi. Identify by location and describe the automatic sprinkler system(s) and its components.

The following information must specifically be included in the description:

a. Type of sprinkler system (wet, dry, preaction, etc.)

b. Manufacturer, model, date of manufacture and type of sprinklers.

c. Type of sprinkler piping.

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

e. Fire pump - location, size, type of power, rating.

vii. Identify by location and describe other fire suppression systems in the building.

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

ix. Identify by location and describe the type of fire extinguishers.

x. Identify and describe the location of the nearest fire department and the approximate distance from the building.

xi. 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.

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

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

b. Automatic recall features provided.

c. Certificate date.

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

xiii. Identify and describe the source of emergency power for the building

xiv. Identify all systems connected to the emergency power system.

xv. Describe the general conditions of the fire protection and life safety equipment and systems in the building.

xvi. Describe the preventative records of the fire protection and life safety equipment and systems reviewed.

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

a. Date of most current OEP.

b. Date of last fire drill or training drill.

c. Describe the procedures to evacuate persons with mobility disabilities.

d. Describe the procedures to evacuate occupants after hours.

xviii. Review the inspection, testing, and maintenance records for fire protection and life safety equipment and systems for the previous 12 months. Specifically, the Contractor shall:

a. Evaluate the preventive maintenance records against current building equipment lists and record any inconsistencies.

b. 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.

1.5 ON-SITE PROCEDURES

1. Upon arrival at the facility to be surveyed, the contractor shall meet with the Building Owner’s Representative, GSA Lease Asset Manager / Building Manager (or representative) to discuss plans for conducting the survey, and invite his/her participation in the survey. The survey shall not begin until this meeting is accomplished, unless requested otherwise by the GSA Lease Asset Manager / Building Manager. If the GSA Lease Asset Manager / Building Manager (or representative) isn’t available on the survey date, the inspection report shall indicate the designee(s) absence as “invited”.

2. The GSA Lease Asset Manager / Building Manager (or representative) shall arrange for access to GSA-controlled space for contract inspectors.

a. If access to GSA-controlled area is denied, make a note of it and include in report.

3. The contractor shall conduct a complete and thorough survey of the building as stated below, and identify potential exposures to risk of loss of life, health, injury, the environment, property loss, or federal tenant mission interruption from the effects of fire. In addition, the contractor shall verify the status of any projects contained in the information provided.

4. The contractor shall record existing as well as potential conditions which could lead to loss of life, injury, property loss/damage, or interruption to federal tenant mission due to fire.

5. The contractor shall review available records including preventive maintenance, as-built drawings, records of testing, maintenance/operation manuals for fire protection.

1.6 CLOSING CONFERENCE

At the conclusion of the building’s on-site review / inspection / walk-through, and prior to leaving the building, the Contractor must have an in-person conference with the Building Owner’s Representative, GSA Lease Asset Manager / Building Manager (or representative), and GSA FPE to discuss the conditions of risk observed during the onsite review / walk-through. This closing conference must also include a teleconference connection so any of the Building Owner’s Representatives, GSA Lease Asset Manager / Building Manager Representatives, and GSA FPE may attend remotely.

1.7 REPORTS

All final reports and checklists become the property of GSA upon submission to GSA.

1.7.1 Fire Protection Facility Assessment (FPFA) Report

A FPFA 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. The report shall contain all the information from 1.4 Assessments, as well as the following:

1. Title Page. The title page shall include the building name, address, building number, region number, date the facility assessment was performed, date the facility assessment report was completed, contract and delivery order numbers, and the company name and person who performed the facility assessment

2. Executive Summary. The executive summary shall 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.

3. 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

4. ITM Record Review. From the record review, describe specifically which systems were tested, who tested and when the tests were conducted, and a brief summary of the results of the tests performed. A summary of the review of the preventive maintenance records for such systems shall also be included.

5. Previously Identified Existing Risk Conditions. Identify the current status of any existing fire protection deficiency / code violation listed in the GSA IRIS database.

6. New Risk Conditions. 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 cost estimate to correct the item.

7. Appendices.

a. Fire Safety Evaluation System (FSES) Worksheet.

b. Photographs:

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

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.

c. Building Sketch / Floor Plans for Government occupied spaces

d. Fire Protection National Risk Management Survey (RMS) form spreadsheet completed

The contractor will provide field notes and drawings to support the descriptions for each item, including floor plans depicting measurements taken, photographs, local contact receipt, and other pertinent materials representative of field activities.

1.7.2 Fire Protection National Risk Management Survey (RMS) Spreadsheet

A RMS spreadsheet shall be provided which contains, at a minimum, the following:

1) Fire Protection National Risk Management Survey (RMS) form spreadsheet completed

a. Estimated cost of the recommended corrective action shall be included in the recommendation (include estimated cost in the recommendation cell of the spreadsheet)

2) Identify the current status of any existing fire protection deficiency / code violation listed in the GSA IRIS database.

3) DO NOT change the file name of the spreadsheet or change the form in any manner as the .xlsx forms get uploaded to GSA’s Facilities Management Assessment (FMA) program.

1.8 ABBREIATION, ACRONYMS, AND DEFINITIONS

Abbreviation or Acronyms Meaning

ACM Asbestos Containing Material

ASCD Area Service Center Director

CSP Certified Safety Professional

FPE Fire Protection Engineer

FSES Fire Safety Evaluation System

KSA Knowledge Skill Ability

QA Quality Assurance

QC Quality Control

IBC International Building Code

ICC International Code Council

IFC International Fire Code

IRIS Inventory Reporting Information System

O&M Operations and Maintenance

PBS Public Buildings Service

PBS-100 Facilities Standards for the Public Building Service

PMC Property Management Center

PM Property Manager

R&A Repair and Alteration

RAC Risk Assessment Code

DEFINITIONS

Competent person. A person who is capable of identifying existing asbestos hazards in the workplace and selecting the appropriate control strategy for asbestos exposure, and who has the authority to take prompt corrective measures to eliminate them.

Dead-End Corridor. A dead end is where there is no path of travel from an occupied space, but where an occupant may enter the space thinking there is no exit, and finding none, must retrace his or her path to again reach a choice of two exits.

Exit. The portion of a means of egress that is separated from all other spaces of the building or structure to provide a protected way of travel to exit discharge.

Exit Access. The portion of a means of egress that leads to an exit.

Exit Discharge. That portion of a means of egress between the termination of an exit and a public way.

Fire Wall A wall assembly for which a fire resistance rating has been established by a standard test method and identified in units of hours.

Fuel Load. Identification of commodities and commodity quantities within a space given in pounds per square foot (i.e., storage room houses books and paper files, load is 25 lb/sf).

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

Hazard Severity. Hazard severity is the ranking of a hazard based upon the potential consequences of the unwanted event occurring.

Ignition Sources. Sources for ignition include electrical systems, portable heating equipment, smoking materials, cutting or welding operations, etc.

Incident. An unwanted event or a series of unwanted events that result in an unwanted outcome (i.e., injury, illness, property damage or mission impairment).

Incident Probability. An evaluation to determine the probability that an incident will occur.

Occupant Emergency Plan (OEP). Contractor shall determine if the elements of the OEP are provided as specified in 29 CFR 1910.38(a)(2) and GSA's Occupant Emergency Program Guide.

Occupied space. Workplace normally occupied by tenants, PBS, or other entities (in other words, the occupants) on a routine and recurring basis. Occupied space includes ventilation systems serving the space and includes the entire zone.

Visibility (Exit Signs). Exit signs shall be located and of such size, color, and design as to be readily visible and distinct from decorations, interior finish, or other signs. Ensure that exit signs are not impaired by furnishings, alterations to work spaces, or other office equipment.

EXHIBIT A

EACH HAZARD WILL BE EVALUATED USING THE FOLLOWING TABLES:

TABLE 1 - HAZARD SEVERITY

Category Personnel

(One or More Persons)

Mission Importance

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

III

Minor injury or minor occupational illness

Major

< than 1 month

Between $10,000 and $100,000

Minor > than 6 weeks

IV

No/or insignificant injury or occupational illness

Minor

< than 6 weeks

Less than $10,000 Negligible Minimal

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.

Hazard Severity Mishap Probability I. Catastrophic A. Likely to occur immediately or in a short period of time.

II. Major B. Probability will occur in time.

III. Minor C. Possible to occur in time.

IV. Negligible D. Unlikely to occur.

TABLE 3 - RISK ASSESSMENT CODE (RAC) MATRIX

Severity Of The Hazard Probability Of Occurrence Categories

Categories A B C D

I RAC 1 RAC 1 RAC 2 RAC 4

II RAC 1 RAC 2 RAC 3 RAC 4

III RAC 2 RAC 3 RAC 4 RAC 5

IV RAC 4 RAC 4 RAC 5 RAC 5

EXHIBIT B

SEVERITY CATEGORY GUIDANCE

MISSION IMPAIRMENT

HAZARD

SEVERITY

PERSONNEL

IMPORTANCE

TIME

REPLACEMENT COST

% BUILDING LOSS

ENVIRONMENTAL

I Catastrophic

Death Critical Total loss or > 6 weeks

>$500,000 >50% loss of use

Catastrophic

II

Severe injury or illness

Critical or major <6 weeks >1 month

>$100,000 but <$500,000 >25%-<50% loss of use

III

Minor injury or illness

Major or minor <1 month >2 weeks

>$10,000 but <$100,000 >10% - <25% loss of use

IV

Negligible

No injury or illness Minor or negligible <2 weeks <$10,000 and or <10% Negligible

EXHIBIT C

RISK ASSESSMENT CODES

HAZARD SEVERITY A B C D

I – CATASTROPHIC

II – MAJOR

III – MINOR

IV – NEGLIGIBLE

MISHAP PROBABILITY RISK ASSESSMENT

A - Likely to occur immediately or in a 1 = Imminent Danger short period of time 2 = Serious B - Probably will occur in time. 3 = Moderate C - Possible to occur in time. 4 = Minor D - Unlikely to occur. 5 = Negligible

EXHIBIT D

FORMS AND REFERENCE MATERIALS

GSA Form 10 Keep Out (High Voltage Use Only) GSA Form 53 Fire Incident Report GSA Form 55 Certificate of Elevator Inspection GSA Form 349 Inspection Report of Boiler GSA Form 350 Inspection Report of Unfired Pressure Vessels GSA Form 376 Elevator Inspection Report GSA Form 1034 Certificate of Inspection of Pressure Vessels GSA Form 1593 Motor Vehicle Accident Resume GSA Form 1755 Permit for Welding, Cutting, or Brazing GSA Form 3076B Documentation and Certification of No Cost Internal Training GSA Form 3559 4PMS Modified Form 3559 provided under EXHIBIT D of SEM/SOW GSA Form 3592 GSA Employee Report of Unsafe or Unhealthy Working Conditions GSA Form 3620 Report of GSA Property Damage or Non-GSA Employee Personal Injury GSA Form 3623 Supervisor's Supplemental Report of GSA Employee Injury/Illness GSA Form 3625 Confined Space Entry Permit GSA Form 3638 Pest Control Work and Inspection Report SF 91 Motor Vehicle Accident Report

OWCP Form CA-1 Federal Employee’s Notice of Traumatic Injury & Claim for

Continuation of Pay/Compensation OWCP Form CA-2 Notice of Occupational Disease & Claim for Compensation OWCP Form CA-6 Official Supervisor’s Report of Employee’s Death OSHA Form 162 Federal Agency Safety & Health Committee Listing OSHA Form 300 Log of Work Related Injuries & Illnesses OSHA Form 300A Summary of Work Related Injuries & Illnesses OSHA Form 301 Injuries and Illnesses Incident Report

1. Available CFR Titles http://www.access.gpo.gov/nara/cfr/cfr-table-search.html#page1

2. Fire Protection, Life Safety, and Environmental Procedures in Lease Acquisition (PQ-2005-04)

3. 41 CFR, FMPR http://www.access.gpo.gov/nara/cfr/waisidx_07/41cfr102-80_07.html

4. ADM P 5940.1A OSH Program Handbook

5. Facility Standards for Public Building Service (P-100) http://www.gsa.gov/p100/ http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8195&channelId=-14201

6. Federal Management Regulation (FMR) – Subpart C – Real Property – Part 102-80 – Safety &

Environmental Management, Effective April 16, 2007 http://www.gsa.gov/Portal/gsa/ep/channelView.do?pf=y&specialContentType=FMR&channelId=- 16531&pageTypeId=8199&file=FMR/Part102-_80.html http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=B9AABC3787DC22FA85256BDC0049CA52 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=7643525F0FFE82A285256A2600654301 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=6A6FA08A072FB8C385256BDC004B76D7 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=5849555A702AF81985256BFA004CBDBF http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=EA58D4D37F2E159B85256BFA004C64A8 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=8997301889156CB985256D3A004832C7 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=308F1F78FBBFC23185256BFA004DFD5A http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=E5AFB860A6843AD985256A2A0054B640 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=C8E655450E640F6985256A2A005892D7 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=4194FF330FBDC3A485256A72005A326D http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=3D4BED1FB306AAB585256A2C005290DA http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=43C1D3E9E26621D585256C4000524F1D http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=11E0F58F25CF3B8985256A2C005346FC http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=7E47E9EC0ED6B8B185256F7800548675 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=20D841B4DB8671CD85256BE30059246A http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=9452CD3A30CB625F85256B7D00729048 http://www.access.gpo.gov/nara/cfr/cfr-table-search.html#page1 http://pbsportal.pbs.gsa.gov:7777/pls/portal/docs/page/PQ/Documents/pqc/realty_letters/new/PQ-2005-04_Fire_Safety_RSL.pdf http://www.access.gpo.gov/nara/cfr/waisidx_07/41cfr102-80_07.html http://pbsportal.pbs.gsa.gov:7777/pls/portal/docs/page/PL/Documents/PL/gsahanbook.pdf http://www.gsa.gov/p100/ http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8195&channelId=-14201

ANNEX A

FSES REPORT

Safety Parameters Parameter Values

1. Construction Noncombustible Combustible

NFPA 220

Bldg. Constr. Types

Type I

(443) or (332) Type II (222)

Type II (111)

Type II (000)

Type III

(211) (200)

Type IV

(2HH)

Type V

(111) (000)

1 Story 0 0 0 0 -1 0 0 -1 2 Stories 2 2 -4 0 -2 0 0 -4 3 Stories 2 2 -6 0 -6 0 0 -12 4-5 Stories but ≤ 75 ft 2 2 -10 0 -12 0 -3 -12 >5 Stories but ≤ 75 ft 2 2 NV 0 NV 0 -6 NV >75 ft but < 150 ft 2 -1 NV 0 NV 0 NV NV ≥150 ft 2 NV NV 0 NV 0 NV NV

2. Segregation of Exposed Exit System Segregation from Exit Routes None or No

Hazards Double Def. Single Def. Double Def. Single Def. Deficiencies -7 -4 -4 0 0

3. Vertical Openingsa Open (or incomplete enclosure) Enclosed

Connects 5 or More Floors 4 Flrs. 3 Flrs. 2 Flrs. <30 min 30 min to 1 hr >1 hrg

-10 -7 -4 -2 -1 0 1

4. Sprinklers None

Corridors Only

All but Corridors & Lobbies Total Building Standard Fast Resp. Standard Fast Resp.

0 0 4 6 10 12

5. Fire Alarm None W/O Fire Department Notification W/ Fire Department Notification w/o Voice Comm w/Voice Comm w/o Voice Comm w/Voice Comm 0(-2)l 1(0)l (-1)p 2 0)p 2(1)l (-1)p 4(2)p

6. Smoke Detection None Corridor Rooms Total Bldg.

(zone)

0 1 2 4

7. Interior Finish Flame-Spread Ratingsb

Exit Routes >75 to ≤ 200 > 25 to ≤ 75 ≤ 25 Rooms/Suites >75 to ≤ 200 ≤ 75 >75 to ≤ 200 ≤ 75 >25 to ≤ 200 ≤ 25 -3 -1 0 1 1 2

8. Smoke Control None Passive Active 0 3 4(3)k

9. Exit Access Max. Dead Ends No Dead End > 50 ft and Travel Is > 75ft to ≤100ft > 50ft(20ft)h to ≤ 75 >200ftc to <400ft >100ft to 200ftc >50ft to 100ft ≤ 50

-2d -1 -1 0 1 3

10. Exit System Multiple Routes Single Deficient Not Deficient Smokeproof Enclosures Direct Exits -6(0)j -2 0 3 5

11. Corridor/Room Separation

Separation Exists and Level of Protection Is No Separation, Incomplete Smoke Resistivee ≥ ½ hre ≥ 1 hre

(compartmentation) w/o Door Closer w/ Door Closer w/o Door Closer w/ Door Closer w/ Door Closer or Single Tenant, or

Parameter 4 Value ≥ 10

-6 to 0m 0 1(2)f 1 2(3)f 3(4)f 3

12. Occupant Emergency Program

Number of Fire Drills Conducted Per Year 0 1 to 2 > 2

-2(-3)n 0(1)o 1(2)o

Notes to Worksheet Table 8.6.2 Safety Parameters:

NV- Where these conditions exist, this FSES does not evaluate overall safety. Other analysis techniques shall be permitted to be applied in accordance with the equivalency concept of Section 1-6 of NFPA 101, Life Safety Code.

a Use 0 if building is one level.

b In any sprinkler-protected spaces, consider flame-spread rating to be 25 or 75 if the interior finish material flame spread does not exceed 75 or 200, respectively.

c Increase 200 to 300 if Parameter 4 is 10 or more.

d Use 0 if Parameter 11 is -6.

e Rate separation as ½ hr (or use actual separation, if greater) if

Parameter 4 is 10 or more. Rate separation as “smoke resistive” if Parameter 1is based on construction Type II(000), III(200), or V(000) and Parameter 4 value < 10.

f Use ( ) if separation between rooms also meets criteria.

g Use only if all vertical openings have more than 1-hr enclosure and meet the requirements of 5-1.3 and 26-3.1 or 27-3.1 (NFPA 101).

For SI units: 1 ft = 0.348 m.

h Use (20 ft) for new construction and 50 ft. for existing buildings.

j Use ( ) for single exit in accordance with exceptions to 26-2.4 and

27-2.4.2 (NFPA 101).

k Use (3) if Parameter 4 value < 10.

l Use ( ) for building that has:

(a) ≥2 stories above level of exit discharge, or

(b) Occupant load ≥ 50 (≥100 in existing buildings) above or below level of exit discharge, or

(c) Total occupant load ≥ 300 (≥1,000 in existing buildings).

m See 7-5.11.1.1 for guidance.

n Use ( ) in buildings over 150 ft in height with no formal occupant emergency organization program.

o Use ( ) in any building, regardless of height, with a formal occupant emergency organizational program.

p Use ( ) for new high-rise buildings.

Safety Parameters Fire Control

(S1)

Egress Provided

(S2)

General Fire Safety Provided

(S3)

1. Construction # #

2. Segregation of Hazards # # #

3. Vertical Openings #÷2= # #

4. Sprinklers # #÷2= #

5. Fire Alarm #÷2= # #

6. Smoke Detection #÷2= # #

7. Interior Finish #÷2= #

8. Smoke Control #÷2= #

9. Exit Access # #

10. Exit Systems # #

11. Corridor/Room Separation #÷2= #÷2= #

12. Occupant Emergency Program # #

Total S1= S2= S3=

Building Height

Requirement

(Sa)

Egress Requirement

(Sb)

General Fire Safety

(Sc)

New Exist. New Exist. New Exist.

1 Story 0.5 -1.0 1.5 0 2 -1 2 Stories -2.5 -4.0 1.5 0 -1 -4 3 Stories 1.5 0 1.5 0 3 0 > 3 Stories and ≤ 75 ft 4.0 2.0 2.5 0 6 2 > 75 ft but < 150 ft 9.5 7.5 7.5 5 10 6 > 150 ft 12.5 10.5 7.5 5 10 9

Yes No

Provided (S1) minus

Required Control (Sa)

≥ 0

S1

Sa

Egress Provided (S2) minus

Required Egress (Sb)

S2

Sb

General Fire Safety (S3

Minus

Required Gen.

Fire Safety (Sc)

S3

Sc

Considerations Met Not Met

Not Applic.

A. Building utilities conform to the requirements of Section 7-1.

B. The air conditioning, heating, and ventilation systems conform to Section 7-2, except for enclosure of vertical openings, which have been considered in Safety Parameter 3 of Table 7-1.

C. Elevator installations are made in accordance with the requirements of Section 7-4.

D. Rubbish chutes, incinerators, and laundry chutes are installed in accordance with Section 7-5.

E. Portable fire extinguishers are installed and maintained in accordance with the requirements of 26-3.5/27-3.5 and 7-7.4.1.

F. Standpipes are provided in all new high-rise buildings as required by 26-4.2.

All references are to NFPA 101, Life Safety Code

ANNEX B

RMS FIRE PROTECTION REPORT