Revision History - West Lothian · Web viewCorrect operation of the fire detection and alarm system...

Revision History

Revision History

Revision

Date

Notes

151c

7/1/15

DH, LmK, ID.

Fire Safety Risk Assessment

Annual Review

1

Data Label: Internal

APROPERTY & REVIEWER DETAILS

Record the required information in the boxes below.

PROPERTY NAME:

PROPERTY ADDRESS:

NAME OF RESPONSIBLE PERSON:TEL.

POSITION:

REVIEW CARRIED OUT BY:TEL.

POSITION:

DATE OF REVIEW:

B.EXISTING FIRE SAFETY RISK ASSESSMENT

Record the required information in the boxes below. You may need to refer to the most recent Fire Safety Risk Assessment or consult with Construction Services.

B1

Enter the date of the most recent 5-year Fire Safety Risk Assessment:

B2

Have all recommended improvements noted on the 5-year Fire Safety Risk Assessment and subsequent Annual Reviews been fully carried out?

Y

N

If the answer to ‘B2’ is ‘No’ then add any outstanding recommended improvements to the Action Plan in Section J at the end of this document.

C.SIGNIFICANT CHANGES OR EVENTS

C1 USE Of PREMISES

Has the main use of the premises changed since the last Fire Safety Risk Assessment?

Y

N

If the use of the premises has changed significantly, describe the current status in the box below:

C2 ALTERATIONS TO PREMISES

Have the premises been significantly altered since the last Fire Safety Risk Assessment?

Y

N

If premises have been altered, describe what has been done in the box below:

C3 INSTALLED FIRE SAFETY SYSTEMS

Have installed fire safety systems been removed, replaced or otherwise significantly altered since the last Fire Safety Risk Assessment?

Y

N

If premises have been altered, describe what has been done in the box below:

C4 FIRE INCIDENTS

Have there been any fires or fire near misses since the last Fire Safety Risk Assessment?

Y

N

If there has been a fire or fire near-miss record information on the incident below:

State the date and approximate time when the incident occurred:

State where in the building the incident occurred:

Did the fire and rescue services attend?

Y

N

Describe the level of damage caused:

What was the established cause of the incident?

Describe what action has been taken to reduce the risk of future similar incidents:

D.PEOPLE AT RISK OF HARM FROM FIRE

D1 PERSONS AT RISK FROM FIRE

The User Groups of each building should be outlined so as to determine particular groups or individuals who may be at risk in the event of fire.

Below are seven identifiable groups where individuals may require consideration for the provision of appropriate support. For each category please state the approximate number of persons at risk next to the category and identify who they are, either by name, or by the group into which they fall, for example, maintenance operatives; pupils; admin staff; etc.

D1a

Are there persons who work alone and/or in remote areas of the premises?

Y

N

Identify individuals or groups of persons below:

D1b

Are there persons who work during ‘out-of-hours’ periods?

Y

N

Identify the individuals or groups of persons below:

D1c

Are there persons who are employees of other services or organisations?

Y

N


D1d

Are there persons who are under 18 years of age ?

Y

N


D1e

Are there persons likely to be incapable of evacuating from the building without assistance?

Y

N


D1f

Are there persons who sleep on the premises overnight ?

Y

N

Identify the individuals or groups of persons who use the sleeping accommodation:

D1g

Are there children using childminding or crèche facilities?

Y

N

State where the facilities are provided, how many children are likely to be present and their approximate age:

D2 PERSONS LIKELY TO USE THE PREMISES

Use the following tables to identify the persons likely to use the premises and the times when they are likely to be present. You should refer to the 5-year Fire Safety Risk Assessment to assist with completing this table but update the entries where required.

Identify number of persons likely to be present:

TYPE OF PERSON

NUMBER

LOCATION

STAFF

STAFF [AGENCY]

STAFF [CATERING/CLEANING]

STAFF [UNDER 18]

RESIDENTS

PUPILS

VISITORS

CONTRACTORS

OTHERS

Identify times when persons are likely to be present:

OCCUPATION LEVELS & TIMES:

Enter the approximate number of persons of likely to be present during each of the time periods.

(The times are approximate guides only to divide the day ie day, evening +night)

TYPE OF PERSON

22.30 – 08.30

08.30 – 17.00

17.00 – 22.30

STAFF [ALL]

PUPILS

NURSERY PUPILS

PUBLIC

RESIDENTS

IMPAIRED MOBILITY

OTHER

D3 BUILDING OCCUPATION TIMES

If the occupancy levels or times have changed the Responsible Person must review and update the Fire Safety Management procedures for the premises. [ It may also be necessary for the Fire Safety Risk Assessment to be reassessed.]

D3a

Has the number of persons present during each occupation period changed since the last Fire Safety Risk Assessment?

Y

N

D3b

Has the number of persons in each category significantly changed since the last Fire Safety Risk Assessment?

Y

N

D3c

Have large numbers of employees or other persons been relocated since the last Fire Safety Risk Assessment?

Y

N

D3d

Have the work activities of employees significantly changed since the last Fire Safety Risk Assessment?

Y

N

3

E.FIRE HAZARDS

E1 SOURCE OF IGNITION, FUEL OR OXYGEN

For a fire to start and be sustained there must be a source of ignition to light the fire, a source of fuel to sustain the fire and a source of oxygen to support the fire. These three elements are commonly referred to as the ‘fire triangle’ and it is a basic principle of fire safety management that removal of any one of the three elements will prevent or extinguish a fire.

Sources of ignition may include smoking or naked flames, hot surfaces, static electricity, electrical equipment, wilful fire raising, or excess heat from other appliances or work processes. [wilful fire raising and faulty or incorrectly used electrical equipment are the biggest causes of fire in the workplace]

Fuel includes any material, liquid or gas that will readily burn.

The use or storage of oxygen for scientific, industrial or medical uses should be outlined where relevant as well as the use or storage of oxidising substances.

E1a

Are you aware of any significant or unusual sources of ignition not identified in the last Fire Safety Risk Assessment?

Y

N

If ‘YES’, state the type and location of ignition source:

E1b

Are you aware of any significant, substantial or unusual accumulations of fuel not identified in the last Fire Safety Risk Assessment?

Y

N

If ‘YES’, state what the source of fuel is and where it can be found in the premises:

E1c

Are you aware of any sources of oxygen that are not identified in the last Fire Safety Risk Assessment?

Y

N

If ‘YES’, state what the source of oxygen is and where it can be found in the premises:

E2 HAZARDOUS OR HIGH FIRE RISK ACTIVITIES

Some ignition sources may present such significant or substantial potential to initiate combustion that particular care must be taken in use to prevent unintended fire development. These hazardous or high fire risk activities are numerous but typically involve:

Use of electrical plant or tools.

Hot work, such as welding or grinding.

Use of naked flames, such as burning candles, Bunsen burners or cutting torches.

Use of cookers and ovens.

Use of chemicals, gases or materials which are explosive, oxidising, or flammable.

Improper handling of fuel, chemicals and solvents.

Smoking.

Operations that produce large quantities of dust.

Electrostatic discharge from machinery.

The routine use of such ignition sources should be noted with a brief description of process where relevant. Substantial or significant ignition sources that are contrary to the general or routine building use should be described below.

E2

Have any hazardous or high fire risk work activities been introduced since the last Fire Safety Risk Assessment?

Y

N

If hazardous or high fire risk activities have been introduced, provide a brief description of the activity below and give the location on the premises where the activity takes place:

F.TRAINING AND DRILLS

F1 FIRE SAFETY INFORMATION AND TRAINING

Check records of fire safety training and from your knowledge of the premises-

F1a

Do any staff, including new employees, require basic fire safety awareness training?

Y

N

F1b

Do staff who have specific fire safety tasks and duties require appropriate fire safety training?

Y

N

F1c

Do other occupants within shared properties need to be made aware of the significant findings of the fire safety risk assessment?

Y

N

F1d

Do third party employers / employees who regularly work in the premises need to be made aware of significant fire risks to them whilst they are on the premises?

Y

N

If any response above is ‘Yes’ then relevant staff or groups of staff should be identified in an observation along with an appropriate action in the Action Plan in Section J at the end of this document.

F2 FIRE DRILLS

Check records in the Fire Log Book.

F2

Has a fire evacuation drill been carried out within the last 6 months ?

Y

N

If the response is ‘No’ then arrange to carry out a fire evacuation drill at the earliest opportunity and record it in the fire log book; an observation along with an appropriate action should be included in the Action Plan in Section J at the end of this document.

G.RECORD KEEPING

G1 FIRE SAFETY MANAGEMENT RECORDS

It is the duty of the Responsible Person to carry out a variety of routine fire safety management checks, tests and drills and to make a record of these in the fire log book as evidence they have been carried out.

Check and confirm the following management records are being completed, where required, in the appropriate sections of the premises Fire Log Book:

G1

Confirm the following records are completed:

Frequency

Y

N

N/A

a

Fire Detection and Alarm System test

week

b

other Fire Detection and Alarm System activations

c

Portable Fire Fighting Equipment (visual check)

month

d

Fire Safety Ventilation Systems, (fire engineering)

annual

e

Fire Evacuation Drills

6 month

f

Fire Training - Induction

g

Fire Training - Refresher

3 years

h

Fire Training – Fire Warden

3 years

i

Fire Training – Evac Equipment Operator

3 years

G1h

Were any of the above records missing?

Y

N

List any missing records below. [If any of the above records are missing the Responsible Person must take immediate action to bring the records up to date and, where necessary, arrange for the required check, test or drill training to be carried out and recorded. An appropriate observation and action should be included in the Action Plan in Section J at the end of this document.

G2 FIRE SAFETY CONTRACTOR’S MAINTENANCE RECORDS

It is the duty of Construction Services to arrange for a competent contractor to maintain fire safety systems and installations in the premises. If records of maintenance are not present this may indicate that maintenance has not been carried out and must be brought to the attention of Construction Services using the property maintenance helpdesk service.

Check and confirm the following contractor’s maintenance records are being completed, where required, in the appropriate sections of the premises Fire Log Book and note any missing records in the box provided below:

G2

Confirm the following records are available/completed:

Frequency

(months)

Y

N

N/A

a

Fire Detection and Alarm System

3

b

Emergency Lighting System

1

c

Portable Fire Fighting Equipment

12

d

Fire Sprinkler and Fire Suppression Systems

12

e

Dry / Wet Risers

12

f

Onsite Fire Hydrants

12

G2h

Were any of the above records missing?

Y

N

List any missing records:

If the response to ‘G2h’ is ‘Yes’ then a suitable observation should be made along with an appropriate action in the Action Plan found in Section J at the end of this document.

H.FIRE SAFETY CHECKS

H1 FIRE DETECTION AND ALARM SYSTEM

Correct operation of the fire detection and alarm system is essential to warn building occupants of an outbreak of fire. Any faults found must be reported immediately to Construction Services following the procedures set out in the Property Compliance Manual. If fire detectors are found to be covered or obstructed the Responsible Person must make immediate arrangements to correct the situation.

Carry out necessary checks and tests to confirm the following standards are met.

H1

Confirm the following :

Y

N

N/A

a

Fire alarm system is operating and no faults are displayed on the control panel.

b

No smoke or heat detectors are covered.

c

Everyone in the building can hear the fire alarm when it is activated.

d

Activation of the fire alarm triggers activation of linked systems e.g. electric door locks, hold open devices, automatic door release devices, stair vents etc.

e

A fire alarm zone plan is located next to the fire alarm control panel.

f

False fire alarms are investigated and corrective action is taken to avoid them occurring again.

If the standards indicated are not fully met then an observation along with an appropriate action should be included in the Action Plan in Section J at the end of this document.

H2 FIRE DOORS

Fire doors help prevent the spread of smoke, hot gases and fire. Their correct operation in the event of a fire is essential to protect escape routes so that building occupants can escape the building to a place of safety.


H2


Y

N

N/A

a

Self-closing fire doors are not wedged open.

b

Self-closing fire doors open and close freely without catching on floors, door surrounds etc.

c

Fire doors are free from warping or distortion and close flush into frames.

d

Fire door glazing is in good condition and secure in the frame.

e

Fire door intumescent strips [where fitted] and smoke seals are in good condition.

f

Fire doors to high risk rooms and cupboards are kept locked shut when not in use.


H3 ESCAPE ROUTES

Designated escape routes within the building must be kept free from obstruction, well lit and free from tripping hazards so that they are available for use should an emergency evacuation become necessary.

Carry out checks of escape routes to ensure the following standards are met.

H3


Y

N

N/A

a

Protected Zones (and, where appropriate, other Protected Escape Routes) are kept clear of combustible material.

b

Internal escape routes are clear of obstruction.

c

External escape routes are clear of obstruction.

d

Escape route floor surfaces and stair treads/nosings are in good condition and free from trip hazards.

e

Escape routes are free from storage of unsuitable appliances, items or installations.

f

Lighting on escape routes is sufficient for use in the event of fire.

g

Lighting on escape routes is functioning correctly without defect.

h

Doors, gates & shutters on escape routes, including external routes, are unlocked during occupation times.


H4 EMERGENCY LIGHTING

Where emergency lighting is provided, It’s correct operation is essential to illuminate escape routes in the event that the normal lighting fails.

Carry out necessary checks to confirm emergency lighting is operating and make a note of any issues found in the box below.

H4


Y

N

N/A

a

Emergency lights are functioning correctly

b

Emergency lights are not indicating a fault


H5 FINAL FIRE EXIT DOORS

Final fire exit doors must open fully and without obstruction to allow building occupants to leave the building as quickly as possible during an emergency evacuation.

Carry out necessary checks and tests to confirm the following standards are being met.

H5


Y

N

N/A

a

Final fire exit doors are unlocked and free from obstruction.

b

Final exit door locking mechanisms operate correctly [push bars; push pads; electromagnetic locks].


H6 FIRE SAFETY SIGNS AND NOTICES

Fire safety signs and notices are essential to provide direction and information to building occupants to help ensure that they act correctly in the event of a fire and emergency evacuation.


H6


Y

N

N/A

a

Required fire safety signs or notices are in place.

b

Fire safety signs and notices are clean, clear and can be easily read.


H7 PORTABLE FIRE FIGHTING EQUIPMENT

It is essential that portable fire fighting equipment is stored in the correct, designated location and that it is available for use if required.


H7


Y

N

N/A

a

All portable fire extinguishers or fire blankets are properly located in their designated position.

b

All equipment has been serviced by a competent contractor in the last 12 months [see label affixed to equipment].

c

Equipment has not been tampered with or discharged.


H8 FIRE SPRINKLERS AND FIRE SUPPRESSION SYSTEMS

Sprinklers and other fire suppression systems are essential in some circumstances to protect the safety of occupants and/or buildings and contents by controlling the growth of a fire. It is a duty of the Responsible Person to check that such systems are ready to operate at any time by checking the status of the system. Construction Services can be contacted for advice if you are not sure how to carry out these checks.

Carry out necessary checks and tests to confirm the following standards are met. Make a note of any problems found.

H8


Y

N

N/A

a

Sprinklers/suppression systems are free from defect or fault indicators.


H9 SMOKE CONTROL SYSTEMS

Some buildings may be fitted with Automatic Opening Vents (AOV) that will open when the fire alarm sounds; these vents may be provided at the top of stairwells in Protected Zones or elsewhere as part of a Fire Engineered Solution.


H9


Y

N

N/A

a

Automatic Opening ‘Outlet’ Vents provided as part of a Fire Engineered Solution operate fully.

b

Automatic Opening ‘Inlet’ Vents provided as part of a Fire Engineered Solution operate fully.

c

Automatic Opening ‘Inlet’ Vents provided as part of a Fire Engineered Solution are maintained clear of obstructions or other impediments to operation.

d

Fire Engineered ancillary components, eg drop down curtains, operate fully.


H10 HOUSEKEEPING AND STORAGE

Careful control on the accumulation or inappropriate storage of combustible materials is essential to remove or reduce sources of fuel for fire. It is a duty of the Responsible Person to ensure that housekeeping and storage is maintained to an acceptable standard.


H10


Y

N

N/A

a

Stored equipment is kept in areas designated for the purpose.

b

There are no combustible materials or general items being stored within boiler rooms.

c

There are no combustible materials or general items being stored in electrical main or sub switch rooms.

d

Out of sight areas are kept clear of accumulations of waste or rubbish.

e

Procedures are in place for the removal and appropriate storage of combustible waste materials.

f

Excess combustible materials are kept in a dedicated area, room or cupboard.

g

Waste bins are stored securely, away from the building and not under overhanging eaves.

h

Walls and ceilings are free from multiple layers of wallpaper and excessive ‘displays’.

i

Notice boards are kept ‘under control’, free of excessive notices or loose hanging papers.


H11 FLAMMABLE OR DANGEROUS SUBSTANCES

Where flammable or dangerous substances are used on the premises it is essential that they are correctly stored and handled to reduce the risk of fire.

Carry out necessary checks and tests to confirm the following standards are met. Make a note of any problems found.

H11


Y

N

N/A

a

Storage, handling and use of flammable or dangerous substances are being carried out in accordance with relevant risk assessment and method statements.

b

Aerosol cans are properly stored and disposed of after use.

c

Flammable gas cylinders are stored in the open air outside the building.

d

Flammable gas cylinders or cartridges are stored securely in a location where they do not interfere with the means of escape.

e

Flammable gas cylinders are kept away from heat, ignition sources and /or readily combustible materials.

f

Work areas are kept free of excessive accumulation of combustible dusts.


H12 USE AND MAINTENANCE OF GENERAL EQUIPMENT AND MACHINERY

Equipment and machinery must be maintained in a safe condition and operated correctly to reduce the risk of fire.

This statement is intended to apply to equipment and plant that would traditionally be found in an industrial or commercial environment however it may be applied to other scenarios where considered appropriate.

Checks are required to ensure that equipment is in a safe condition and safe working procedures are being followed. Carry out necessary checks and confirm that:

H12


Y

N

N/A

a

Commercial kitchen extract ducts are free from excessive grease.

b

Machinery dust extraction equipment, (eg woodworking machinery), is free from excessive grease or dust build up.

c

Equipment is free from obvious signs of tampering intended to defeat safety controls or cut-outs.

d

Equipment in use is free from obvious faults or damage.

e

Equipment is, (where relevant), adequately ventilated and ventilation points are free of clogs or blockage.

f

Equipment receives appropriate regular maintenance and records are kept [where required].

g

Equipment, plant and machinery can be readily isolated from energy sources in case of emergency.

h

Individual heaters, where provided, are in good condition, fixed in position (where necessary) and correctly operated.

i

End of day checks are carried out to ensure that non-essential equipment is powered down.


H13 USE AND MAINTENANCE OF OXYGEN EQUIPMENT

Oxygen apparatus poses a special hazard. High concentrations of oxygen can cause materials to burn extremely rapidly and some materials which are not normally considered combustible, can burn in an enriched oxygen atmosphere. Oxygen is dangerous when in contact with grease or oil.

Checks are required to ensure that equipment is in a safe condition and safe working procedures are being followed. Carry out necessary checks and confirm that:

H13


Y

N

N/A

a

Smoking is prohibited where oxygen is in use.

b

There are adequate instructions and warning signs posted where oxygen is in use or stored.

c

Staff are aware of the dangers of oxygen and have received training in its safe handling and use.


H14 SMOKING

Carry out an inspection of the premises to confirm that:

H14


Y

N

N/A

a

There is no evidence of people smoking anywhere that is not a designated smoking area.


H15 INSPECTION OF ELECTRICAL INSTALLATIONS AND EQUIPMENT

Check and confirm the date that the following electrical safety inspection was carried out:

Enter the date of the most recent testing and inspection of portable electrical appliances [PAT]

H16 USE AND MAINTENANCE OF ELECTRICAL INSTALLATIONS AND …….. EQUIPMENT

Faulty or poorly maintained and operated electrical installations and equipment is one of the main causes of fire in the workplace.

Checks are required to ensure that equipment is in a safe condition and safe working procedures are being followed. Check your records and/or make an inspection of the property to confirm that:

H16


Y

N

N/A

a

Installations & equipment are free from obvious signs of damage, overheating or other faults.

b

Equipment is operated safely and used only for its intended purpose in an appropriate location.

c

Overloading, or inappropriate use, of electrical outlets is avoided.

d

‘Daisy Chaining’ of electrical extension leads, and other inappropriate use, is avoided. Electrical extension leads when used are fully ‘run out’ or extended (and positioned to avoid tripping hazards).

e

Fluorescent tubes are in good condition [No flickering, discoloured ends, or other signs of overheating].


H17 FIRE RAISING

Deliberate setting of fires is one of the main causes of fire in non-domestic premises. By following basic security precautions the opportunities for fire raisers can be significantly reduced. If security arrangements are found to be unsatisfactory the Responsible Person should review procedures and implement changes to improve the situation.

Check fire safety policies and procedures and/or make an inspection of the property to confirm that:

H17


Y

N

N/A

a

Procedures are in place to control visitor access to the premises and record their arrival and departure.

b

A procedure is followed to ensure that the premises are made secure before they are left unoccupied at any time.

c

Security measures [door locks, window locks, walls, fences, warning signs, CCTV etc] are in good condition and/or operating satisfactorily.

d

Upholstered furnishing is in good condition, free from tears or holes exposing internal fillings.


H18 INFORMATION AND ARRANGEMENTS FOR FIRE FIGHTERS

It is important to provide the Fire & Rescue Services with accurate information relating to the design and layout of premises, including the location and nature of equipment, installations, materials and chemicals that may present a hazard to the safety of fire-fighters during their operations. In West Lothian Council premises this information is provided in the form of an Emergency Incident Response Pack, which should be drawn up and kept in an accessible location where it can be collected during an emergency evacuation of the premises. It is up to the Responsible Person to create the Emergency Incident Response Pack using a standard template provided by Construction Services, who will also be able to assist with provision of layout plans and technical advice.

Check fire safety policies and procedures and/or make an inspection of the property to confirm that:

H18


Y

N

N/A

a

An ‘Emergency Incident Response Pack’ has been created.

b

The ‘Emergency Incident Response’ pack is readily available for use by the Fire & Rescue Service.

c

A person is nominated to take charge of fire incidents and liaise with the Fire & Rescue Service.


I.REVIEW FIRE SAFETY ARRANGEMENTS

I1 EMERGENCY FIRE ACTION PLAN

Read through the existing Emergency Fire Action Plan and any other relevant procedure documentation and consider if an update or review is required.

I1

Taking account of the findings of this review, does the Emergency Fire Action Plan require to be updated?

Y

N

If the response above is ‘Yes’ then an observation along with an appropriate action should be included in the Action Plan in Section J at the end of this document.

I2 FIRE SAFETY POLICY

Read through the WLC Fire Safety Policy to confirm consistency with other relevant documents eg Emergency Fire Action Plan.

I2a

Taking account of the findings of this review, is further amendment of documents or procedures required to ensure consistency with the WLC Fire Safety Policy ?

Y

N

I2b

Taking account of the findings of this review, does the Business Continuity Plan for the premises/service require updating ?

Y

N

If the response above is ‘Yes’ then an observation along with an appropriate action should be included in the Action Plan in Section J at the end of this document.

28

Action Plan

Section J

The section below should be used to highlight failures, defects or other matters that may indicate hazard or risk from, or in the event of, fire.

Observations

The observation should make a specific comment describing the perceived risk. General descriptions should be avoided where possible eg:

· signage throughout insufficient

· review of lighting on whole floor required

· fire stopping required

Location

The relevant room, corridor or other description should be stated in ‘location’.

Actions

A specific description of the remedy required should be outlined in the relevant ‘Action’.

Question numbers

The relevant question number from the general document should be included in the Observations/Actions under ‘Q’.

Duplication of Effort

If the failure or defect noted in ‘observations’ has already been reported through the Help Desk for repair then the Enquiry Reference number must be stated within the ‘action’ to avoid duplication of works. Duplication of reporting may result in separate teams being directed to repair the same defect. (See also Section 2 of Compliance Log Book).

IACTION PLAN

No

Q

RECOMMENDED ACTION:

H/M/L

PERSON RESPONSIBLE:

DATE ACTIONED:

DATE COMPLETE:

1

location

Observation

Action

2

location

Observation

Action

3

location

Observation

Action

4

location

Observation

Action

5

location

Observation

Action

6

location

Observation

Action

7

location

Observation

Action

8

location

Observation

Action

9

location

Observation

Action

10

location

Observation

Action

11

location

Observation

Action

12

location

Observation

Action

13

location

Observation

Action

14

location

Observation

Action

15

location

Observation

Action

16

location

Observation

Action

17

location

Observation

Action

18

location

Observation

Action

19

location

Observation

Action

20

location

Observation

Action

33

Revision History - West Lothian · Web viewCorrect operation of the fire detection and alarm system...

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Transcript of Revision History - West Lothian · Web viewCorrect operation of the fire detection and alarm system...