FM Global offers great advice on your Pre-Incident and Emergency Response Planning

Once again, I can not stress how valuable FM Global can be to your safety efforts.  Their Loss Prevention Data Sheets are FREE and some of the best guidance we can find.  Our profession is always complaining about spending money on ANSI, ASME, NFPA, etc. codes and standards. Yet, these Loss Prevention Data Sheets are FREE, so there is no excuse for not utilizing these documents to improve our industrial safety efforts.  When I am asked to help a facility with its emergency planning and response, I use a checklist that I created using FM Global’s 10-1 Pre-Incident and Emergency Response Planning.  This Data Sheet covers:

• Earthquake
• Fire
• Flood
• Freeze
• Liquid leaks and spills
• Snow
• Wildland Fire
• Windstorm

Most everyone could learn a thing or two from the Fire an Liquid Leaks and Spills sections.  Here is a breakdown of those two (2) sections:

REMEMBER, using the link above gets you access to this Data Sheet for FREE.

Pre-Incident Plan

• Develop a pre-incident plan that can be executed at the time of an incident.
• Include a footprint view of the entire property. Consider adding construction, fire protection, utility, and special hazard details to the drawing (see Appendix C for a list of drawing details to consider).
  
• Include the expected level of response by facility personnel. Consider all possible scenarios (e.g., the facility may operate just one shift or have personnel onsite 24 hours a day, personnel may not be permitted to perform certain functions, such as checking fire protection controls valves, fire pumps, etc.).
  
• Include the expected level of response by external emergency services.
  
• Implement an incident command system (ICS), including key facility personnel as part of a unified command (see Appendix D).
• Establish emergency response training requirements; training is an essential part of emergency preparedness and pre-incident planning.

Emergency Response Plan

Create a written ERP that includes, at a minimum, the following three sections:

• A Purpose section to declare the company’s intent and objectives. It should also specify planned limitations to the response to certain site-specific incidents. For example, one may decide not to fight certain types of fires like ignitable liquid spills or Class D metal fires. Instead, only defensive action would be provided until the public fire service arrives.
  
• A Policy section to outline the plan and top management’s commitment.
  
• A Responsibility section to designate people by name or title that generate and maintain the emergency response plan.
  

Establish clear communication protocols to be followed in an emergency.

• Designate an individual and an alternate with the authority to activate each emergency response plan.
  
• Identify onsite communication systems, such as specific radio frequencies, limited radio coverage areas, phone paging, intercoms, etc. Establish primary and alternate communications channels to be used in an emergency.
• Provide contact information for the facility manager, key emergency response team members and those knowledgeable of facility operations and systems. Include a protocol for contacting employees, managers, and corporate contacts during and outside of business hours.
  
• Develop a structure for the emergency response team (ERT) that matches the site-specific needs based on the type of response required for various incidents and create specific job descriptions.
  
• Ensure sufficient resources are available for mitigation and cleanup of hazardous production or process materials (HPM) such as but not limited to corrosive liquids, low flashpoint ignitable liquids, pyrophoric materials, or toxic chemicals if needed.
  

Education and Training

• Educate and train the ERT to respond efficiently before, during, and after an emergency (e.g., in the case of a predicted storm warning or watch, the ERT may be needed to carry out pre-emergency tasks such as shutting down certain critical operations and boarding up windows). (See Sections 3.3 and 3.4.)
  
• Ensure any actions taken by the ERT are done in a safe manner. Consult the facility safety program if needed to ensure all ERT members have the necessary safety training.
  
• Train personnel on back-shifts to perform multiple functions if needed due to reduced staff.
  
• Train alternates for all key ERT positions.
  
• Conduct training and education for emergency response to each peril annually, with a focus on individual perils prior to the time of year when they are most likely to occur.
• Additional training sessions may be required when ERT members are added or change positions.
  
• Provide ERT members with additional training based on site-specific needs (e.g., hazardous materials).
  

Management of Change

Include management of change component within the pre-incident and emergency response plans to identify any changes to the facility as they happen.

Audit the pre-incident plan and ERP at least annually and revise as needed.

• Review equipment, storage, property, construction, occupancy, protection, exposures, and any other changes that could affect incident planning.
  
• Review the plan with all appropriate parties. The frequency of reviews may be increased if changes are in progress at the facility.
• Review and update the pre-incident plan and ERP after significant events to improve the plan based on lessons learned, and to identify any changes to the site and facility that could reduce the need for emergency actions.
• Update site leadership and emergency response team on any changes.

Fire and Explosion

• Conduct a site visit in conjunction with fire service personnel responsible for pre-incident planning to understand the site conditions, exposures, and hazards associated with the site.
• Define the level of response expected by the fire service.
• Determine initial assignments based on type of incident, number of alarms, delayed response, etc.
• Typically, the chief officer-in-charge of the fire service is the incident commander (see Appendix D).
  

Include the following actions when developing the pre-incident and emergency response plan if a high-challenge fire scenario is possible at the facility and manual firefighting is needed in addition to automatic sprinkler protection to control the fire. Refer to any industry or storage specific datasheets for additional guidance.

• Involve the local fire service in plan development.
• Identify how the local fire service will gain access to the fire location.
• Determine how storage will be moved if necessary. Ensure the fire protection at the new location for the storage is adequate.
  
• Determine what resources and equipment are needed to gain access and disassemble the storage if needed.
  
• Identify and provide locations of any special firefighting equipment needed (i.e., hose station connections, fixed-in-place monitors, visible or infrared camera, remote monitor nozzle steering mechanisms, etc.)
• Ensure ERT is trained on any special firefighting equipment if they are expected to operate, or make sure the fire service is aware of its availability and how to operate it.
• Ensure the water supply can support the additional hose lines or firefighting equipment needed.
  
• Determine if fire watches will be needed and how they will operate.
  
• Identify the required resources and equipment for salvage and recovery.
• Practice and evaluate the pre-incident and emergency response plans on a regularly scheduled basis to ensure they will work properly. This can be done via table-top exercises or full-scale, hands-on situation simulation.
  
• Develop credible scenarios for onsite incidents (e.g., ignitable liquid fires, log yard fires, conveyor fires, exposure fires, fire protection impairments). Consider including such adverse factors as a frozen pond intended for supplying fire service pumpers, limited access in freezing weather, a brush fire exposing multiple buildings, etc. if they are credible scenarios.
  Conduct joint training drills to ensure all aspects of the plan work effectively. Include the responding fire service agencies along with any hazardous materials response team, local emergency management, and facility personnel in the drills. Joint drills help to understand the inter-relationship of each group’s actions.
• Test communication links between the facility, fire service, and other related agencies to ensure they are effective.
  
• Designate an individual to meet the responding fire service and provide all relevant information such as what fire protection systems are operating and their location within the building, the fire pump status (running or not) and its location, etc.
  
• Use the FM Global Fighting Fire in Sprinklered Buildings training program (see Section 4.1). The training program is free to the fire service and FM Global clients. Though specifically designed for the fire service, it is also beneficial training for the facility’s emergency response team.
  
• Consider the resources available through FM Global Emergency Response Consultants (ERC). Training for the fire service and local facility management can be provided by ERC onsite or at their training facility in Rome, Georgia, USA.
  
• Determine what ERT positions and functions are needed based on the facility. Typical ERT positions and responsibilities are described in Table 2.2.3.5. At a minimum, cover the responsibilities of the emergency response team leader (ERTL), notifier, sprinkler control valve operator, and fire pump operator (if fire pump is provided). Facilities have different needs and it is understood that in some cases, tenants may not have access to the sprinkler control valve and fire pump rooms or areas.
   

• Train personnel present during nonoperating hours (security, maintenance, etc.) in emergency plan priorities. Ensure they receive the same training as the ERT and that response duties include the following:
  • Know the procedures during and after an emergency.
    
  • Sound the fire alarm.
    
  • Notify the public fire service.
  • Verify sprinkler control valves are open and the fire pumps are in operation.
    
  • Direct fire service personnel to the area of fire origin.
    
  • Notify facility officials.
    
• Plan for fire service access (Knox Box or similar technology) during periods when the facility may be unoccupied. Include call lists or similar resources as they are valuable aids for responding personnel.
  
• Provide the fire service with relevant information upon arrival, including any automatic sprinkler systems operating, the location of the operating systems and fire pump, and confirmation that the fire pump is operating.

Liquid Leaks and Spills

• Establish a liquid leaks and spills ERT to be responsible for designated activities for each shift of operation.
  
• Establish the following ERT roles as applicable: team leader, alternate leader, response coordinator or building engineer, alternate coordinator, maintenance personnel, security, and insurance claims coordinator.
  For each ERT role assignment, provide the employee’s name, office phone number, mobile phone number and home phone number.
  
• Create and maintain a list of vendors and contractors able to provide critical backup equipment, emergency power, or cleanup services during or after an event. Establish written contracts with key vendors.
  
• Prequalify a restoration contractor. Consider their response time, geographic reach, and staffing.
  
• Identify critical rooms, buildings, and operations that may be susceptible to liquid leaks and spills.
  
• Provide a cart near critical rooms and stock it with emergency pipe-repair supplies, an acoustic leak listening device to help identify exactly where the leak is located, and equipment to contain and dry up escaped liquid.
  
• Identify where any salvageable content, stock, or supplies may be stored if a liquid spill occurs.
  
• Include a plumbing riser diagram or develop simplified drawings of all domestic, chilled, steam, and fire protection water systems as well as other liquid operations that show layouts of pipes, pumps, and shutoff valves.
  Ensure all shutoff valves are marked on the drawing included in the pre-incident plan. Include main building valves, main valves for each floor, and control valves for critical areas.
  
• Include a list of valves specifying the valve number, description of the valve (size and type), the location of the valve, the area the valve services, and shutoff instructions. It is important that the valve list description agrees with the labeling on main building pipes and shutoff valves (see Data Sheet 1-24, Protection Against Liquid Damage).
  
• Instruct designated personnel to immediately contact the fire service upon activation of a waterflow alarm on a fire protection system, and then investigate the area. If there is no fire and the water leakage involves the fire protection system, use the FM Global Red Tag Permit System to manage the impairment.
  
• Instruct personnel to close the shut-off valve to a leaking or burst pipe upon activation of a waterflow alarm on a domestic water system or from a leak detection device.
  
• For leaks involving the building structure (e.g., roof drains, windows), take immediate steps to divert the water, contain the spillage, and block additional water from entering the building. Make temporary repairs to minimize water damage to the affected area. Once the leak has been isolated and stopped, initiate
  cleanup and restoration activities.
  
• Prioritize the following restoration activities to facilitate prompt salvage and restoration of operations.
  1. Contact the list of contractors and vendors necessary for cleanup and restoration of the site.
     
  2. Identify any damaged building equipment that will require replacement for necessary building or area operation (electrical, HVAC, plumbing, etc.).
  3. Initiate liquid removal using pumps, wet vacuums, squeegees, etc.
     
  4. Initiate de-humidification equipment and fans to reduce the possibility of mold growth.
     
  5. Implement a contingency plan for extensively damaged areas that may require relocation of operations, and document procedures on how production will be made up at other facilities.
     
  6. Remove wallboard or provide access panels to facilitate air movement within gypsum board, plaster, or wooden walls.
  7. Initiate drying, cleaning, and application of rust-preventive coatings to mechanical and electrical equipment.
  8. Relocate salvageable and undamaged stock and supplies to a predesignated safe area with adequate required protection.