Fire Safety Plan - Guidelines

The format and guidelines for formulating a fire safety plan and operations manual for all public buildings in the city of Vancouver

To comply with section 3.2.6. of the Vancouver building by-law and section 2.8. of the Vancouver fire by-law no. 7004

ISSUED BY VANCOUVER FIRE AND RESCUE SERVICES
FIRE PREVENTION BRANCH
456 West Broadway
Vancouver, BC
(604) 873-7595

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THE FIRE SAFETY PLAN INDEX

PART 1 IDENTIFICATION (Front Cover or First Page)

• Section 1.1 Document Title (Fire Department Operations Book)
• Section 1.2 Building address with name (if any) and postal code
• Section 1.3 Date of Plan approval (by Fire Chief)
• Section 1.4 Fire Department Operations Box information

PART 2 SECTION 2.8. VANCOUVER FIRE BY-LAW

PART 3 DEFINITIONS

PART 4 APPOINTMENT OF A FIRE SAFETY DIRECTOR AND DEPUTY

PART 5 OBJECTIVES OF THE FIRE SAFETY PLAN

PART 6 GENERAL DESCRIPTION OF THE BUILDING (Including Safety features and communication systems)

PART 7 FIRE SAFETY DIRECTOR

• Section 7.1 Name
• Section 7.2 Title or Position
• Section 7.3 Regularly assigned location
• Section 7.4 How Fire Safety Director is notified of an alarm
• Section 7.5 Normal working hours
• Section 7.6 Duties of the Fire Safety Director

PART 8 DEPUTY FIRE SAFETY DIRECTOR

• Section 8.1 Name
• Section 8.2 Title or Position
• Section 8.3 Regularly assigned location
• Section 8.4 How Fire Safety Director is notified of an alarm
• Section 8.5 Normal working hours
• Section 8.6 Duties of the Fire Safety Director

PART 9 FLOOR WARDENS

• Section 9.1 Daily fire prevention duties of Floor Wardens
• Section 9.2 Duties of Floor Wardens during an emergency evacuation

PART 10 DEPUTY FLOOR WARDENS

• Section 10.1 Duties of Deputy Floor Wardens

PART 11 INSTRUCTIONS TO OCCUPANTS

• Section 11.1 Instructions to occupants
• Section 11.2 Sample evac-route diagram

PART 12 ORGANIZATION CHART

PART 13 DIAGRAMS - INDEX

• Section 13.1 Symbols - marking drawings
• Section 13.2 Plot plan
• Section 13.3 Elevations
• Section 13.4 Hi-rise building 1st to _______ floors
  • 13.4.1 Main floor
  • 13.4.2 Floors above grade
  • 13.4.3 Mezzanine or Mechanical floors
  • 13.4.4 Roof and Penthouse floors
  • 13.4.5 Basement and/or parking levels

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PREAMBLE

It has been recognized by fire departments for some time that an effective fire safety plan in a public building offsets panic and indecision, and replaces it with purposeful acting during an emergency. Furthermore, an effective fire safety plan contains measures to control fire hazards in a building on a daily basis.

The purpose of this paper is to assist building owners/managers and their appointed fire safety directors in preparing properly documented plans.

In order that a building fire safety plan can be approved by the Fire Chief, the plan should include all the measures contained in Section 2.8. of the Vancouver Fire By-law for Emergency Planning. A copy of Section 2.8. is attached. Section 2.8. applies to every building containing a Group A or B occupancy and to every building required by the Vancouver Building By-law to have an approved fire alarm system.

The format and information contained herein should be followed closely, although variations may be approved by the Fire Chief, if it is shown to be more beneficial to the building or type of occupancy. A simplified plan will be accepted for smaller buildings (separate guidelines provided for these buildings), i.e. buildings up to 6,000 square feet per floor and three storeys in height.

Sentences 2.8.2.1.(1).(d). and 2.8.2.3.(1). of Section 2.8. of the Vancouver Fire By-law require the preparation of fire safety plans and diagrams showing the type, location and operation of the building fire emergency systems.

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PART 1

OPERATIONS MANUAL AND FIRE SAFETY PLAN FORMAT FOR BUILDINGS CLASSIFIED UNDER VANCOUVER BUILDING BY-LAW SECTION 3.2.6.

The following describes an acceptable format:

• Fire Safety Plans and Diagrams will be contained in 4 standard 4 ring binders.
• Binders will be red in colour and made of durable plastic.
• The front cover of each binder will be titled:
  • Fire Department Operations Book and show the
  • Name, if applicable, and address of the building. This information will also be displayed (vertically) on the spline of each binder.
  • The front cover and spline will show where the books will be located upon approval.
  • The date of the Fire Chief's approval of the plan shall be recorded on 1st page.

Upon final approval the 4 binders will be located as follows:

• Fire Department Operations Box (adjacent to the Central Alarm and Control Facility)
• Building Manager or Fire Safety Director
• The 1st responding Fire Hall
• Headquarters Fire Hall (Dispatch)

Each binder will be divided into 2 basic sections:

• Fire Safety Plan
• Diagrams

Each section will be fully indexed.

A decimal numbering system has been selected for use throughout the plan. The first number indicates the part, the second the section within the part and, if necessary, a third number or letter could be used to indicate a subsection.

Additional `parts' can be added as required to include the duties of special people, such as security staff, building engineer, elevator operators and telephone operators. The use of ringed binders are recommended to facilitate changes in the plan.

FIRE DEPARTMENT OPERATIONS BOX (actual size H-17", W-14 1/4", D-3 3/4")

To meet the requirements of Sentence 2.8.2.1.(1).(d). and 2.8.2.3.(1). the Fire Department Operations Book, will be secured in the "Fire Department Operations Box".

This box will be:

• Located at the Central Alarm and Control Facility when provided
• or at a location within the building acceptable to the Fire Department
• Fabricated of metal and fitted with a Fire and Rescue Services (*registered) lock.
• Chubb Securities (only) can supply the Vancouver Fire and Rescue Services lock.
• Labelled "Fire Department Operations Box".
• Vancouver Fire and Rescue Services will supply the approved label for this box.

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PART 2

SECTION 2.8. EMERGENCY PLANNING

SUBSECTION 2.8.1. GENERAL

Application

2.8.1.1. Not withstanding other requirements in this Code, this Section applies to every building containing a Group A or B occupancy and to every building required by the Building Regulations of British Columbia to have a fire alarm system.

A-2.8.1.2. Adequately trained supervisory staff can be of great value in directing people to move in an orderly fashion in the event of a fire and in carrying out appropriate fire control measures until the public fire department arrives. These measures are, as described in the fire safety plan, developed in cooperation with the fire department. The supervisory staff referred to in this Section are assigned their responsibilities by the building owner, unless the public fire department is prepared to take on these responsibilities. Except in hospitals and nursing homes, it is not intended that supervisory staff should be in the building on a continuous basis, but that they should be available to fulfill their obligations as described in the fire safety plan on notification of a fire emergency. In hospitals and nursing homes, however, staff must be in the building at all times to assist occupants who are not capable of caring for themselves in an emergency.

Instructions in emergency procedures

2.8.1.2. Supervisory staff shall be instructed in the fire emergency procedures as described in the fire safety plan before they are given any responsibility for fire safety.

Fire fighting Procedures

2.8.1.4. Fire fighting procedures shall be prepared by the fire department in cooperation with the person in charge of the building for all buildings within the scope of Subsection 3.2.6. of the Building Regulations of British Columbia.

SUBSECTION 2.8.2. FIRE SAFETY PLAN

Measures in a fire safety plan

2.8.2.1.(1). In buildings or areas described in Article 2.8.1.1., an acceptable fire safety plan shall be prepared in cooperation with the fire department and other applicable regulatory authorities and shall include:

• the emergency procedures to be used in case of fire including:
  • sounding the fire alarm,
  • notifying the fire department,
  • instructing occupants on procedures to be followed when the fire alarm sounds,
  • evacuating endangered occupants, including special provisions for the disabled, and
  • confining, controlling and extinguishing the fire
• the designation and organization of supervisory staff to carry out fire safety duties,
• the instruction of supervisory staff and other occupants in their responsibilities for fire safety,
• the preparation of diagrams showing the type, location and operation of the building fire emergency systems,
• the holding of fire drills,
• the control of fire hazards in the building, and
• the inspection and maintenance of building facilities provided for the safety of occupants.

A-2.8.2.1.(1)(a)(i). These procedures should also include instructions to authorized personnel for silencing fire alarm and alert signals under specified conditions.

A-2.8.2.1.(1)(a)(iv). Fire safety for disabled persons in buildings will depend to a large extent on preplanning and on their awareness of the fire protection measures incorporated into the building. In some buildings, it may be appropriate to advise disabled occupants of what these provisions are by means of posted notices or handouts. In certain residential occupancies, such as hotels or motels,staff should be aware of which rooms are occupied by disabled persons and should notify the responding fire department of these facts.

Institutional Occupancies

2.8.2.2.(1). A sufficient number of supervisory staff shall be on duty in institutional occupancies to perform the tasks outlined in the fire safety plan described in Sentence 2.8.2.1.(1).

Subject: BCFCR - INTERPRETATION - ARTICLE 2.8.2.2.

Article 2.8.2.2. INSTITUTIONAL OCCUPANCIES

The number of staff necessary to effect a safety evacuation of all occupants from a fire zone is difficult to define. Some of the factors to consider are:

• degree of patients' incapacity,
• training and organization of staff,
• distance to areas of safety refuge,
• fire detection and alarm systems,
• voice communication systems, and
• automatic extinguishing systems.

Assembly Occupancies

(2) In Group A, Division 1 occupancies containing more than 60 occupants there shall be at least 1 supervisory staff member on duty in the building to perform the tasks outlined in the fire safety plan in Sentence 2.8.2.1.(1). whenever the building is open to the public.

High buildings

2.8.2.3.(1). In buildings within the scope of Subsection 3.2.6. of the Building Regulations of British Columbia, the fire safety plan shall, in addition to the requirements of Sentence 2.8.2.1.(1)., include:

• the instruction of supervisory staff on the use of the voice communication system,
• the procedures for the use of elevators and for the evacuation of non-ambulatory occupants,
• the action to be taken by supervisory staff in initiating any smoke control or other fire emergency systems installed in a building in the event of fire until the fire department arrives, and
• the procedures established to facilitate fire department access to the building and fire location within the building.

2.8.2.4. The fire safety plan shall be kept in the building for reference by the fire department, supervisory staff and other personnel.

Maintenance of plan

2.8.2.4.(2). The fire safety plan and record of the fire emergency systems installed in a building within the scope of Subsection 3.2.6. of the Building Regulations of British Columbia shall be maintained at the central alarm and control facility.

(3) The fire safety plan and record in Sentence (2) shall include instructions to the supervisory staff and fire department for the operation of the systems.

Distribution

2.8.2.5. A copy of the fire emergency procedures and other duties for supervisory staff, as laid down in the fire safety plan, shall be given to all supervisory staff.

Posting of instructions

2.8.2.6.(1). A minimum of l copy of the fire emergency instructions procedures shall be prominently posted on each floor area.

2.8.2.6.(2). In every hotel and motel bedroom, the fire safety rules for occupants shall be posted showing the locations of exits and the paths of travel to exits (this may take the form of a diagram).

2.8.2.6.(3). Where a fire alarm system has been installed with no provisions to transmit a signal to the Fire Department, a legible, permanently mounted notice shall be posted at each manually operated fire alarm station requesting that the Fire Department be notified.

SUBSECTION 2.8.3. FIRE DRILLS

Procedures

2.8.3.1.(1). The procedure for conducting fire drills in buildings specified in Article 2.8.1.1. shall be determined by the fire department in consultation with the person in charge of the building, taking into consideration:

• the building occupancy and its fire hazards,
• the safety features provided in the building,
• the desirable degree of participation of occupants other than supervisory staff,
• the number and degree of experience of participating supervisory staff, and
• the testing and operation of fire emergency systems installed in buildings within the scope of Subsection 3.2.6. of the Vancouver Building By-law.

Frequency

2.8.3.2.(1). Fire drills as described in Sentence 2.8.3.1.(1). shall be held at least once during each 12-month period for the supervisory staff, except that:

• in day-care centres and in Group B, Division 2 occupancies, such drills shall be held at least monthly,
• in schools attended by children, total evacuation fire drills shall be held at least 3 times in each of the fall and spring school terms, and
• in buildings within the scope of Subsection 3.2.6. of the Vancouver Building By-law, such drills shall be held at least every 2 months.

Log Books

2.8.3.3.(1). Records of fire drills shall be recorded by the occupants in a log book kept on the premises for examination by the Fire Chief or any member of the Fire Department authorized by the Fire Chief.

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PART 3

DEFINITIONS

Certain terms, phrases, abbreviations and titles require defining to aid in clarification and to avoid misunderstanding, for example:

F.S.D. - Fire Safety Director

Exit - Refers to that part of a means of egress that leads from the floor area it serves, including any doorway leading directly from a floor area, to an open public thoroughfare or an exterior open space protected from exposure from the building and having access to an open public thoroughfare.

The Vancouver Building By-law and the Vancouver Fire By-law will be used as the definitive source of reference for terms and interpretations as a step towards standardization.

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GUIDELINES TO THE FIRE SAFETY PLAN FORMAT

PART 4

APPOINTMENT OF THE FIRE SAFETY DIRECTOR

Building owners/managers will appoint a Fire Safety Director (F.S.D.) and his/her Deputy in writing, giving the F.S.D. the responsibility and necessary authority to supervise and maintain the fire safety plan.

The appointed Fire Safety Director should possess the character, status and administrative ability necessary to organize implement the plan with the tact and efficiency such a position demands.

A copy of the letter of appointment must be included with the plan.

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PART 5

OBJECTIVES OF THE FIRE SAFETY PLAN

The two-fold objectives of the plan are:

Fire Prevention: To prevent the incident of fire by the control of fire hazards in the building and the maintenance of the building facilities provided for the safety of the occupants.

Emergency Evacuation: To establish a systematic method of a safe and orderly evacuation of an area or building, by and of its occupants, in case of fire or other emergency.

The above objectives may be used verbatim as Part 5 of your plan.

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PART 6

GENERAL DESCRIPTION OF THE BUILDING

Provide a general description of the building. Safety systems should be described in a clear and concise manner, so as to give the reader a good working knowledge of the following:

Fire Alarm System

How to operate, is it a one or two stage alarm? Is it a local alarm only or connected to the Fire Department or Supervisory Company?

• location of pull stations, annunciator panels or central control facility testing procedures
• instructions for authorized persons for silencing or acknowledging the fire alarm or alert signal under specified conditions.

Exit System

Stairwell location - stairwell identification (colour-coded preferably) - floor numbering in stairwell - where stairwells exit to the outside.

Communications

Provide instructions for the use of Public address system, firefighters telephones, radios, etc. and for maintenance of the equipment.

Emergency Power

Provide instructions for the use and maintenance of all emergency power systems.

Elevators

Describe the location of all elevators. Identify all firefighters elevators. Provide instructions for operating during emergency conditions and for equipment maintenance.

Fire Extinguishing Equipment

Describe all fire extinguishing equipment and instructions for its use during an emergency. Also, provide a maintenance schedule for the equipment.

Smoke Control Equipment

Describe the smoke control measure installed in the building. Provide instructions for its use, testing and maintenance (to meet the requirements of Sections 7.1., 7.2., and 7.3. of the Vancouver Fire By-law).

Keys

List the keys provided for firefighters and where the keys are located (F.D. operations box and for key box).

Boilers and/or Furnace RoomsS

Describe and reference drawings to show locations and control of the following equipment:

Utilities (Control)

Reference drawing that shows the location of the main electrical control switch.

Gas

Reference drawing that shows the location of the main gas control valve.

Water

Reference drawing that shows the locations of the main water supply valves to building. (If water supply is through a looped system, all control valves will need to be shown on drawings).

Steam

If building is converted to a steam supply, the location of the building control valve will be shown and referenced and shown on the respective drawing.

Hazard or Remarks

• This heading will be used to provide information specific to the particular building, for example:

• Any special hazards, eg. chemicals, high fuel loads, compressed gases areas with high voltage electricity.
• Special fire extinguishing systems, eg. Halon, CO2, locations will be shown on drawings and referenced under this heading.
• Areas of high equipment or other valves, eg. computer, libraries, file storage, etc.

It is the responsibility of the Fire Safety Director to provide additional training for key personnel on the use of fire extinguishers and the communications systems. Special detailed instructions and training should also be given to selected individuals on the operation of the "Central Alarm and Control Facility", and the smoke ventilating equipment.

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PART 7

FIRE SAFETY DIRECTOR

Section 7.1. to 7.5. - Self-explanatory (in index page)

Section 7.6. Duties of the Fire Safety Director (F.S.D.)

The Fire Safety Director will be responsible for the formulation, administration and maintenance of the Fire Safety Plan meeting all the measures contained in Section 2.8 of the Vancouver Fire By-law.

The Fire Safety Director will also be responsible for the training of Floor Wardens and other key personnel to perform their duties in fire prevention and emergency evacuation. In addition, the Fire Safety Director would be responsible for appointing Floor Wardens and their assistants, and obtaining and issuing equipment necessary for the successful performance of the Fire Safety Plan, i.e. armbands, flashlights and megaphones for outside communications.

Proper records shall be kept by the Fire Safety Director of equipment issued, list of current Floor Wardens, number and quality of fire drills, training periods, fire incidents in the building, fire prevention activities, list of handicapped people and the minutes of fire safety meetings.

The Fire Safety Director should also consider other emergency situations that could affect the building, such as earthquakes, bomb threats and hazardous chemicals spills. These emergencies would be dealt with in additional Parts to the plan or in the appendix. The Fire Safety Director, will specify, in the Fire Safety Plan, the procedure for calling the Fire Department at the sound of the alarm. He will then meet the Fire Department and assist them as a resource person.

The Fire Safety Director will plan for evacuating endangered occupants, including special provisions for the disabled. (see Appendix A-2.8.2.1.(1).(a).(iv). of the Vancouver Fire By-law)

The Fire Safety Director will arrange for inspection and maintenance of building fire safety systems and provide records of all tests for examination by the authority having jurisdiction.

Buildings built under Section 3.2.6. of the Vancouver Building By-law (additional requirements for high buildings) shall comply with Part 7.1. of the Vancouver Fire By-law for the inspection testing and maintenance of building fire safety systems.

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PART 8

DEPUTY FIRE SAFETY DIRECTOR

Sections 8.1. to 8.5. - Self-explanatory (in index page 1)

Section 8.6. Duties of the Deputy Fire Safety Director are to assist the Fire Safety Director and to perform the duties of the Fire Safety Director during an absence.

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PART 9

FLOOR WARDENS

9.1. Daily Fire Prevention Duties of Floor Wardens

Floor Wardens will check their floor or area daily for:

• Accumulation of combustible material, rubbish or flammable liquids in excess of quantities allowed by permit.
• Dangerous ignition sources, i.e. worn extension cords, oily rags, overheating equipment.
• Exit lights in good order and adequate lighting in public corridors and stairwells.
• Fire and exit doors and their self-closing hardware in good operating condition. (Doors should not be wedged under any conditions.)
• Exit routes unobstructed (see definition of exit).
• Fire hose and portable extinguishers not obstructed, in good order and ready to use.
• All fire hazards that are discovered must be reported to the Fire Safety Director immediately.

9.2. Duties of Floor Wardens During an Emergency Evacuation

• Supervise the orderly evacuation of his/her floor or area to a predesignated assembly area outside.
• Check the exit stairwells to see that they are clear for evacuation and choose an alternate route, should egress be blocked by fire or smoke.
• Report to the Fire Safety Director that his/her floor is evacuated or not, and the disposition of any handicapped persons who may need assistance.
• Do not allow anyone to go back into the building under any circumstances until the Fire Chief has given permission to do so.

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PART 10

DEPUTY FLOOR WARDENS

10.1. Duties of Deputy Floor Wardens

Assists the Floor Warden in fire prevention and emergency evacuation of the floor or area under his/her jurisdiction. Performs the duties of the Floor Warden in his/her absence.