for Residential Property Managers - Gauntlet H&S...the system to BS 9251: 2005 Sprinkler systems for residential and domestic occupancies – Code of Practice. TESTING AND MAINTENANCE

SERVICE AND MAINTENANCE

GUIDEfor Residential

Property Managers

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©Gauntlet Risk Management Ltd 2014. All rights reserved. Any unauthorised reprint or use of this material is prohibited. No part of this book may be reproduced or transmitted without written permission from Gauntlet Risk Management Ltd.

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1 Introduction

2 Access Control System

3 Asbestos

4 Automatic Sprinkler Systems

5 Cold Water Tank – Cleaning & Disinfection

6 Dry Risers

7 Electrical Installation Condition Report

8 Emergency Escape Route Lighting

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1 INTRODUCTIONThe purpose of this guidance document is to provide property management companies with details of the basic requirements for routine attention in relation to the various fire safety systems and equipment commonly found in residential blocks of flats.

The responsible person must ensure, where necessary in order to safeguard the safety of persons, that the fire precautions and equipment are maintained in good working order.

This guide does not introduce new standards or regulations but builds on existing good practice and guidelines currently in place. In particular, it will help property managers to understand the legislative requirements relating to inspection, testing, maintenance and routine attention of fire safety systems, measures and equipment and to apply them in a consistent and reasonable manner.

All fire safety systems and equipment need to be maintained in effective working order. It is therefore necessary to have in place arrangements for routine inspection, testing, servicing and maintenance.

Some of the inspection and testing can be carried out by in-house staff, provided they are suitably competent. However, it is anticipated that most responsible persons will need to employ suitable contractors to carry this out.

It is essential that these contractors are competent. Various third party certification and approval schemes are available that provide responsible persons with confidence that listed companies have been assessed initially in relation to their capability against a recognised standard, and that this is continually monitored.

Where elements of the testing are carried out by in-house staff or other non-specialists, it is important that there is

access to a suitable contractor to follow up and address deficiencies identified through the testing.

It is good practice to keep records that show that inspection, testing and maintenance has been carried out on fire safety systems, measures and equipment. Such records enable a responsible person to demonstrate due diligence in the event that fire safety is found wanting, either as a result of routine audit or following scrutiny after a fire. Various methods can be used to keep records, from the commonly-used log book to electronic devices used to capture data.

This guide does not introduce new standards or regulations but builds on existing good practice and guidelines currently in place.

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2 ACCESS CONTROL SYSTEMLEGISLATION OR RELATED INFORMATION Housing Act 2004

BS EN 50133-1:1997 System requirements for access control systems

NCP 109 NSI Code of Practice for Planning, Installation and Maintenance of Access Control Systems

SERVICE AND MAINTENANCETo ensure the continued efficiency of any access control system throughout its lifespan they should be regularly maintained.

A contract should be agreed with a qualified maintenance provider and the agreement should include a preventative maintenance schedule at least once every 12 months, detailing what is to be: tested, tightened, lubricated, replaced (etc.) and the frequency.

The contract should also include a reactive maintenance agreement detailing what response times and repair times are expected.

Main entrance access control systems are to:

• Be checked to ensure there is a watertight seal around the outside control panel

• That all panel buttons work

• Be checked to ensure all numbers/letters are clearly visible on the buttons

• To be checked to ensure that the speaker works and is of an audible level

• To be checked to ensure LED displays work and are clear and bright.

GuidanceAny exits fitted with separate electronic locking mechanisms, or such mechanisms which form part of a security access system, must fail-safe on power failure and have a standby power supply.

Access Control enables you to restrict or allow who has access to your premise or building. An Access Control unit is located outside of the restricted area near to the access point and is operated via a numerical keypad, card / fob reader.

Access Control is generally seen as the second layer in security over the simple ‘Lock and Key‘ method and can enable the security of a property to be controlled by one central system. If code numbers are forgotten, fobs/cards lost or stolen or residents leave, they can be easily deleted and replaced with new.

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LEGISLATION OR RELATED INFORMATIONIf you are responsible for managing the maintenance and repair of a building, you must manage any asbestos in it.

The ‘duty to manage’ asbestos is contained in the Control of Asbestos Regulations 2012.

The Regulations require Duty Holders to:

• Investigate whether asbestos or asbestos containing material (ACMs) are present

• Check their condition

• Carry out a risk assessment

• Prepare a written plan specifying the measures to be taken to manage the risk

• Inform anyone who might disturb the ACM or who might work on the materials of its presence.

There is also a requirement on anyone to co-operate as far as is necessary to allow the duty holder to comply with the above requirements.

WHAT DOES THE DUTY TO MANAGE INVOLVEStep 1 Find out if asbestos is present

Step 2 Assess the condition of any ACMs

Was the building built or refurbished before 2000?

If Yes, assume asbestos is present.

If No, asbestos is unlikely to be present – no action required.

Do you already have information on asbestos in your building?

Walk around your building to identify all ACMs or presumed ACMs, including areas not normally visited like roof voids, store rooms etc.ACMs may be present if the building was constructed or refurbished before 2000. All asbestos use was prohibited by 1999.

If the building’s age or the information you obtain provide strong evidence that no ACMs are present, then you do not need to do anything other than to record why this evidence indicates there is no asbestos present.

You should always presume any material contains asbestos unless there is strong evidence to suggest it does not. Some material obviously does not contain asbestos such as glass, solid wooden doors, floorboards, bricks and stone.

Assess the amount and condition of any ACMs, or presumed ACMs in the building to tell you how likely they are to release asbestos fibres into the air.

The type of ACM, the amount of it and its condition will determine its potential to release asbestos fibres into the air, if disturbed. This will help you decide what you need to do next. The condition of ACMs can be considered by addressing a series of questions:

• Is the surface of the material damaged, frayed or scratched?

• Are the surface sealants peeling or breaking off?

• Is the material becoming detached from its base? (This is a particular problem with pipe and boiler lagging and sprayed coatings)

• Are protective coverings, designed to protect the material, missing or damaged?

• Is there asbestos dust or debris from damage near the material?

3 ASBESTOS

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3 ASBESTOS

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4 AUTOMATIC SPRINKLER SYSTEMSLEGISLATION OR RELATED INFORMATIONTo ensure compliance with legal requirements of the Regulatory Reform (Fire Safety) Order 2005.

The Regulatory Reform (Fire Safety) Order 2005 place the responsibility for Fire Safety duties and general fire precautions on the building owner or “responsible person”.

Further stipulations of the RRO include:

• All Fire Safety Equipment must be maintained in efficient working order in the event of a fire, maintenance reports may be called upon for both legal and insurance purposes

• Regular Preventive maintenance can prolong the life of these essential life-safety systems

• Regular planned preventative maintenance ensures that any defects are found before a critical situation arises

• Failure to comply with any duty imposed by the Order, or any notice issued by the enforcing Authority is an offence and prosecutions are on the rise.

The buildings “Responsible Person” is required to maintain the system to BS 9251: 2005 Sprinkler systems for residential and domestic occupancies – Code of Practice.

TESTING AND MAINTENANCE

The installer should provide an inspection and checking programme for the system. The programme should include instruction on the action to be taken in respect of faults, operation of the system, in particular the procedure for emergency manual starting of any pumps and details of the daily and weekly routines.

It is strongly recommended that a maintenance contract is taken out with a reputable company.

It is best practice that sprinkler systems are maintained in good order and that a weekly inspection and test is carried out. This is necessary to regularly check the general condition of equipment and exercise moving components to ensure their reliable operation when called upon in an emergency.

There is a wide range of sprinkler installation types and associated water supply configurations with varying testing and maintenance needs for which a system user needs to obtain specific guidance from a specialist sprinkler system installer / maintenance engineer. This guide is therefore limited to generic aspects. All items of equipment shall be fully maintained in accordance with manufacturers’ specified criteria.

A competent person who has received appropriate training shall undertake weekly testing.

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4 AUTOMATIC SPRINKLER SYSTEMSThere are basically two types of fire sprinkler head, pendant or concealed, either can be wall or ceiling mounted.

Pendant Sprinkler HeadsPendant heads would normally be used when there is not sufficient space above the ceiling of behind the wall to fit a concealed sprinkler head.

TYPES OF FIRE SPRINKLER HEADSConcealed Sprinkler HeadsWhen concealed sprinkler heads are exposed to heat from a fire, the cover plate, which is normally soldered to the support cup at three points, falls away to expose the sprinkler assembly.

At this point the deflector supported by the arms drops down to its operating position. The sprinkler heads is now ready to actuate if the temperature continues to rise.

PIPEWORKWhat are the key elements of a sprinkler system that need regularly inspected/tested

Control ValvesPipework for fire sprinklers is either CPVC or galvanised steel.

CPVC is an engineered thermoplastic piping, it does not support fire, and will only char when subjected to flame.

There are occasions where steel is required. Steel pipework will likely be considerably more expensive due to the time taken for installation.

The fire sprinkler system control valves are a key component and is normally located close to the water supply pipe and housed in a lockable cabinet. These valves are used to control the flow of water throughout the system and to isolate elements for maintenance.

The valve group consists of:

• Flow switch

• Pressure Gauge

• Back Flow Valve

• Isolating Valve

• Drain & Test Valve

• Drain & Test Point

• Outlet Connection

• Inlet Connection

These valve groups are bespoke units and vary according to the system requirements and their location.

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5 COLD WATER TANK – CLEANING & DISINFECTIONLEGISLATION OR RELATED INFORMATIONOrganisations who provide residential accommodation or who are responsible for the water system(s) in the premises are responsible for ensuring that the risk of exposure to legionella in those premises is properly controlled.

Cold water storage tanks are part of the key factors in risk areas in Legionella Management and their remedial work is fundamental to ongoing controls.

The Approved Code of Practice L8 Legionnaires’ disease: The Control of Legionella Bacteria in Water Systems - approved code of practice and guidance ISBN 0 7176 1772

BS 6700 Domestic Water System

INSPECTION AND MAINTENANCEDo I need a water storage tank clean and disinfection?

It is a common misconception that cold water tanks should be cleaned on an annual basis. This is in fact only the case if water is stored for drinking purposes (this requirement comes from the DWI (drinking water inspectorate).

In this instance the tank should be drained, cleaned and chlorinated on an annual basis, the tank should meet Bylaw 30 and WRAS regulation as well as a bacteriological sample taken every 6 months in accordance with ACOP L8 (as amended).

Otherwise:

• If a routine visual inspection shows it to be necessary (see images below)

• If the system or part of it has been substantially altered or entered for maintenance or remedial purposes in a manner that may lead to contamination, or

• During or following an outbreak or suspected outbreak of Legionellosis.

Cleaning and disinfection of the tank and services is recommended when there is visible evidence of any of the following:

• A visual inspection of the cold water storage tank to check the condition of the inside of the tank and the water within it

• The lid should be in good condition and fit closely

• The insect screen on the water overflow pipe should be intact and in good condition

• The thermal insulation on the cold water storage tank should be in good condition so that it protects it from extremes of temperature

• The water surface should be clean and shiny and the water should not contain any debris or contamination

The cold water storage tank should be cleaned, disinfected and faults rectified, if considered necessary. If debris or traces of vermin are found then the inspection should be carried out more frequently.

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5 COLD WATER TANK – CLEANING & DISINFECTION

Sediment Animal Contamination

Biofilm Stagnant Water

Flora Growth Corrrosion

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6 DRY RISERSLEGISLATION OR RELATED INFORMATIONTo ensure compliance with legal requirements of the Regulatory Reform (Fire Safety) Order 2005.


Further stipulations of the RRO include:

• All Fire Safety Equipment must be maintained in efficient working order in the event of a fire, maintenance reports may be called upon for both legal and insurance purposes.

• Regular Preventive maintenance can prolong the life of these essential life-safety systems.

• Regular planned preventative maintenance ensures that any defects are found before a critical situation arises.

• Failure to comply with any duty imposed by the Order, or any notice issued by the enforcing Authority is an offence and prosecutions are on the rise.

The buildings “Responsible Person” is required to maintain the system to BS 9990:2006 – Code of practice for non-automatic fire fighting systems in buildings, and ensure maintenance frequency and procedures are in accordance with BS 9999:2008 – Code of practice for fire safety in the design, management and use of buildings, or as specified by the buildings Fire Risk Assessment (FRA).

BS 9990:2006 requires the system to undergo an annual pressure test and inspection and a six monthly visual inspection, by a competent person. Thus ensuring the Dry riser system is maintained and functioning correctly for the fire brigade at all times.

TESTING AND MAINTENANCEThe Annual Pressure Test

Fire equipment maintenance must be carried out by Competent Persons as required by relevant British Standards, Codes of Practice, The Regulatory Reform (Fire Safety) Order 2005 and guidelines as prescribed by the manufacturers.The pressure test normally entails connecting the inlet to a pump & water supply. The system is then completely charged with water to a pressure of 10 bar measured at the inlet for a period of at least 15 minutes.

During this period, an inspection of the system is made to ensure that there is no leakage of water at any of the joints or landing valves.

Once the pressure test has been completed, the system must be drained so that it is left ready for immediate use in an emergency situation.

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7 ELECTRICAL INSTALLATION CONDITION REPORTLEGISLATION OR RELATED INFORMATIONThe legal requirements for electrical safety are dispersed across many pieces of legislation, the main ones are;

Health and Safety a Work etc, Act 1974

Electricity at Work Regulations 1989 (EAWR)

Provisions and Use of Work Equipment Regulations 1998 (PUWER)

The buildings “Responsible Person” is required to maintain Electrical Installations to BS 7671: 2008. Requirements for electrical installations. IEE Wiring Regulations. Seventeenth edition.


The maximum interval between periodic inspections depends on type and age of an installation, its use and/or level of misuse, the extent of wear and tear, damage and deterioration found at the time of the last inspection.

The Electrical Safety Council recommends that electrical installations within communal areas are periodically inspected and tested at least every 5 years.

However, for those who keep up-to-date records on the condition of their electrical installations and have adequate regimes of continuous monitoring and maintenance by competent persons, there may be justification to increase the period between inspection periods.

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8 EMERGENCY ESCAPE ROUTE LIGHTINGLEGISLATION OR RELATED INFORMATIONTo ensure compliance with legal requirements of the Regulatory Reform (Fire Safety) Order 2005.


Additional information on servicing can be found in BS 5266-1: 2011 (Code of practice for the emergency lighting of premises) and

BS EN 50172:2004 / BS 5266-8:2004 (Emergency escape lighting systems) specifies the minimum provision and testing of emergency lighting for different premises.


All emergency escape lighting systems should be regularly tested and properly maintained to an appropriate standard. Most existing systems will need to be manually tested. However, some modern systems have self-testing facilities that reduce routine checks to a minimum. Depending on your type of installation you should be able to carry out most of the routine tests yourself. The test method will vary. If you are not sure how to carry out these tests you should contact your supplier or other competent person

However, in most average sized premises with normal risk, the following regime with a procedure for responding to reports of defects should be adequate:

Monthly emergency lighting tests

Actual testing of the emergency lighting carried out is normally completed by the responsible person. Check all luminaires and other emergency lighting equipment are in good condition, all lamps and light controllers are clean, undamaged and not blackened.

Briefly test all emergency lighting equipment by simulating a failure of the normal lighting supply.

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for Residential Property Managers - Gauntlet H&S...the system to BS 9251: 2005 Sprinkler systems for residential and domestic occupancies – Code of Practice. TESTING AND MAINTENANCE