HomeMy WebLinkAboutSOG 200.02 NEW 9-2010-Pre-Incident Planning200.02 — Pre -Incident Planning
Effective: 9/5/2010
Revised:
Replaces:
I. Guiding PhilosophX
Pre -incident planning helps to prevent response -related problems. By proactively
identifying key facility features, organizing and analyzing occupancy -related information, and
engaging in targeted training initiatives, we are able to operate more efficiently, effectively and
safely when an emergency response is required.
II. Purpose
The purpose of this policy is to communicate the elements of the pre -incident planning
process utilized by Beaumont Fire/Rescue Services.
III. Goals
The goals of this policy are to:
A. Detail the pre -incident planning and preparation processes.
B. Describe the pre -plan walk-through and documentation processes.
C. Discuss the quality assurance and review and distribution processes.
D. Describe the plan testing and maintenance processes.
IV. Definitions
A. Business Emergency Operations Plan — a plan developed by the business that
details actions its managers and workers will take in the event of an emergency.
B. Incident Action Plan — formally documents incident goals (known as control
objectives in NIMS), operational period objectives, and the response strategy
defined by incident command during response planning. It contains general tactics
to achieve goals and objectives within the overall strategy, while providing
important information on event and response parameters. Equally important, the
IAP facilitates dissemination of critical information about the status of response
assets themselves.
C. Pre -Incident Plan - a layout or diagram showing the most important fire control
and safety-related aspects of a building.
V. Pre -Incident Planning Process (NFPA 1620.4
A. The following factors should be evaluated when assessing the potential situations
that could affect a facility during emergency conditions: (NFPA 1620.4.1.2)
1. Construction
2. Occupant characteristics
3. Protection systems
4. Capabilities of our personnel
5. Availability of mutual aid, if needed
6. Water supply (NFPA 291)
7. Exposure factors
B. Pre -incident plans will be coordinated with our Incident Management System.
(NFPA 1620.4.1.5)
C. In developing a schedule for pre -incident plans, the following items will be
considered: (NFPA 1620.4.2.1)
1. Potential life safety hazard
2. Structural size and complexity
3. Value
4. Importance to the community
5. Location
6. Presence of chemicals
7. Susceptibility to natural disasters
8. Businesses operational processes
9. Hazards inherent to the particular location
D. All BF/R Officers shall be trained in the development and use of*the pre -
incident planning process.
VI. Preparation Process (NFPA 1620.4.2.
A. Contact the business Owner/Manager via telephone.
1. Formally introduce yourself and inform him/her of your intent to develop
a pre -incident plan for his/her location.
2. Inform the Owner/Manager that this is NOT a code enforcement
inspection. This is simply a process that we use to prepare us to more
effectively resolve any emergencies which may occur at their location in
the future. (NFPA 1620.1.2)
3. Read the Business Owner/Manager Letter (see appendix) to the
Owner/Manager.
4. Cover the material that you will need from him/her the day of the
scheduled inspection:
a. Business Emergency Operations Plan
b. Operational Processes which occur at the location. (What they
do or make there.)
c. Drawing of the facility.
d. Emergency Contact List. (Names, Addresses, and Phone
numbers of the business representatives who should be reached
in case of an emergency.)
5. Give a brief description of the information that will be gathered during the
walk-through.
6. Schedule the pre -incident plan walk-through with the owner/manager.
B. The Captain will contact his/her District Chief via e-mail to inform him/her of the
date and time scheduled for the pre -plan. (A follow-up phone call to the District
Chief is recommended.)
SOG 200.02 — Pre -Incident Planning Page 2 of 8
1. The Captain will email the Community Risk Reduction Division (Fire
Marshal's Office) to determine if there is a drawing of the scheduled pre -
incident plan building and request a copy, if available.
VII. Pre -Plan Walk-through Process (NFPA 1620.4.1.2 - 4.1.5 - 4.3.1 - 4.3.2)
A. Step 1: The Officer in charge will inspect the crew(s) prior to departure for the
pre- plan walk-through. Especially when in the public eye, professionalism will
be exhibited in both behavior and attire.
1. Clothing - Class A dress required. (wrinkle free)
2. Shoes - will be polished.
3. Hair - will be clean, and combed. (within rules and regulations
standards)
4. Cell Phone Use - prohibited during the walk-through (phones on vibrate
going to voice mail only).
B. Step 2: Upon arrival at the pre -incident plan site:
1. Present the owner/manager with the Business Owner/Manager Letter.
2. Collect all documentation from the business representative that was
requested during the initial phone conversation.
C. Step 3: Conduct the pre -incident plan walk-through with a business representative
who has access to the ENTIRE building. Collect the following information for
future documentation and development of the pre -incident plan:
1. Address of the location
2. Name of the business
3. List of hazards associated with the building
4. Knox box location
5. List of hydrants within one thousand feet (1000) of the facility's location
(Estimate the distance from the hydrants to the pre -incident plan
building.)
6. F.D. connection location
7. Private fire alarm location
8. Sprinkler system location
9. Standpipe location
10. Natural gas shut-off location
11. Electrical shut-off location
12. Water shut-off location
13. Attic/Roof access location
14. Basement location
15. Hazardous materials location
16. List any special concerns that may be important in the event of an
emergency. (Examples: nursing homes—additional personnel, stretchers;
natural gas acilities—need for wind direction request and staging
locations; hazmat/bulk storage—need for Hazmat Team call -out.)
17. While conducting the pre -incident plan walk-through outside of the
facility, take measurements of the building's length, width, and height.
(These measurements are needed to calculate the Needed Fire Flow of the
building.)
18. The Community Risk Reduction Division (Fire Marshal's Office) will
provide the construction type and fire load of each pre -planned building.
SOG 200.02 - Pre -Incident Planning Page 3 of 8
D. Step 4: Make notations on the pre -incident plan paper form and draw the
building/area if no drawings were provided by the owner/manager.
E. Step 5: Test all hydrants within 1000' (feet) of the pre -incident plan building. (See
SOG. 200.02A - Pre Incident Plan Hydrant Testing.)
F. Step 6: After returning to the station, document ALL applicable training activities
related to the walk-through into the Firehouse Training Module.
VIII. Pre -Plan Documentation
A. Step 1: After completing the walk-through and returning to the station, review the
information that was collected. If the business that was pre -planned is NOT
within the City limits, then contact Community Risk Reduction Division (Fire
Marshal's Office) before completing Step 2.
B. Step 2: Enter the pre -incident plan data into the Firehouse Occupancy Module:
1. Sign into Firehouse.
2. Click on the 1�1;w1 `i 1 i�h1°�� �` `' icon.
3. Type in the first three to five letters of the Occupancy name. (A listing
of occupancies beginning with those letters will pop up.)
a. Click on the appropriate occupancy according to the business
,'1.L D fY E °S
b. Click the 01, button.
4. Click h i hl i IV ° i �J 1°�� h i.,1 t i X `1:J i Y,`,,tab.
5. Click A 1P11, button, then click the i`1�t i,' -111A, 1°�� �`;` lei 1� list button [...]
to add the items to the electronic form:
a. Scroll down the list and to find the appropriate pre -plan code.
b. Double click on the pre -plan code to choose it from the list.
c. Add the date by clicking the list button [...] at the Veri zed
field.
d. Click the h 1111 11, button.
e. Type in the information that was collected during the walk-
through relative to the chosen pre -plan code.
f When the information input for the occupancy is complete,
click the � h V E & (1aW. h buttons to properly exit.
g. If present at the occupancy, enter information for the following
codes, as a minimum:
i. Electrical shut-off
ii. Natural gas shut-off
iii. Water shut-off
iv. Fire alarm system
v. Sprinkler system
vi. Wet chemical hood system
vii. Any other listed codes and information that applies to the
occupancy.
6. If there were chemicals present, then click the C i IV El, M I CA 1,
I Ell, 1°�� IV "1; Et Y button.
a. Follow the prompts.
b. Remember to click the � A, V i w & (1 a0. ,,3E buttons to properly
exit this section.
7. Enter the available hydrants, click the
button.
SOG 200.02 — Pre -Incident Planning Page 4 of 8
a. Follow the prompts.
b. Remember to click the �,iA, V i w & (1 a0. ,,3h buttons to properly
exit this section.
If there were storage tanks present, click the �,,3 I '011A G i,w Il'A IN, iK,,S
button.
a. Follow the prompts.
b. Remember to click the �iA, V i w & (1 a0. ,.ih buttons to properly
exit.
9. If applicable, click the � 1 JN,,, ,`,; 1111 M IV ° i� � Et 1A, U,,3411110i i 11 C'P,,3' button.
a. Follow the prompts.
b. Remember to click the �iA, V i w & (1 a0. ,.ih buttons to properly
exit.
10. Enter any additional comments into the JN,0IV i ,�,°tab of the Firehouse
Occupancy Module.
a. In the IN, 0IV i , �,°tab, click the A 1111 Ell, IN, UP, button.
b. Type in the information.
c. Remember to click the �iA, V i w & (1 a0. ,.ih buttons to properly
exit.
C. Step 3: Create the pre -plan drawing. (Utilize the hard copy drawing of the facility
that was provided by the owner/manager to generate a computer drawing. If a
drawing wasn't provided, use the sketch that was created on-site to generate a
computer drawing.)
1. Open the drawing software program (MS Visio).
2. Draw the site, indicating the location of elements identified in Step 2.
3. To save the completed drawing in the Firehouse Occupancy Module:
a. Save the drawing as a .bmp file on your computer. (Example.
1189 Calder. bmp)
b. Sign into Firehouse and bring up the occupancy (by
l fY E„° ,S) as described in Step 2.
C. lick 011 IV E ” Ft tab.
d. Click the Al " 1'ACI `i IV M i,w IN'' 6Z, (`i'1 i",:'` JN A' IV 11 i � 1� � �°�� button.
e. In the pop-up screen, click the A, UP, UP, button.
f Enter a drawing name into the Attachment Name field using
the address of the business. Exam le: 1189 Calder. bmp)
g. ('11 IV i i 1K,, the box next to "Store a copy on the server."
h. In the "Name of File to Open" field, go to the location where
the drawing file is stored on your computer. Click �,`,;A, V h�.
i. Click
4. The (iu101111°1in will email his/her Db;u'r is i' i ,hiq 'to notify him/her that the
pre -incident plan is complete. He/she will include the Firehouse
Occupancy ID number in the email.
5. The Phi�i"ri i CI iq/'will perform a quality assurance review of the pre-
plan information.
D. Step 4: Enter the total time spent during the shift working on the pre -incident
plan in the Firehouse Training Module. (This includes the total time spent
completing the walk-through, evaluation, drawings, and documentation.
1. Click the ' IV ° 1i/�1°�� 11°�� i",1 icon to open the module.
2. Enter the following information and codes:
a. Start Date and End Date
SOG 200.02 - Pre -Incident Planning Page 5 of 8
b. Category- F-128 - Pre -fire Planning (pick from table)
c. Description - Pre -Plan (List Address) (Type information in)
d. Location - Local
e. Agency - BFRS
f [Instructors] - Company
g. Station
h. Shift
i Hnnrs worked
j. Training type - (Check) Fire
k. Method - RD (Routine Duties)
1. Add the persons who participated (Include ALL persons at a
multi -company station on the same record)
m. Rating Bureau Criteria tab - Answer 1'"el,l� to C`0'1o11111l-alIa.lirq,
V:"lir°*ililt iiiiiitg andto all other categories.
n. Other tab, User fields button - (i ;" em:: b) Firefighter; Officer;
ISO
IX. Quality Assurance Review & Plan Distribution
A. Step 1: When notified by the Captain that the pre -plan is complete, the District
Chie will review the report to determine it accuracy and completeness. (NFPA
1620.4.3.5 & .4.3.4)
1. Print the Preplan Information by Occupancy report.
a. Log in to Firehouse.
b. Click on Reports.
c. From the drop down menu, choose Occupancy Management
Reports.
d. Click the [+] next to Occupancy Preplan Reports.
e. Double click on Preplan Information by Occupancy.
f Select output type (screen or printer) and click 01,�_
g. In the 0(J (U,ci(Ul,y i UP, field, enter the Occupancy ID number
from the Captains email. Tab out of the field.
h. Click the Ft i 1 Q i 1 E'111 Ft Y button.
i. Verify that the report generated is for the correct location.
2. The District Chief will review the following information:
a. Electrical shut-off location and operation
b. Natural gas shut-off information and operation
c. Water shut-off location
d. Hydrant listings within one thousand feet (1,000')
e. Fire alarm system information, if applicable
f Sprinkler system information, if applicable
g. Standpipe system information, if applicable
h. Wet chemical hood system information, if applicable
i. Needed Fire Flow
j. Operational processes that occur at the location (What the
business does.)
k. Notation of an existing Incident Action Plan an Emergency
Operation Policy that the business may follow during the event
of an emergency (if applicable).
1. Emergency Contact list
SOG 200.02 - Pre -Incident Planning Page 6 of 8
m. Chemical Inventory list, if applicable.
n. Storage Tank list, if applicable.
o. Attached Drawing - complete with locations of shut -offs and
special hazards.
B. Step 2: If the pre -incident plan meets the requirements, the District Chief will
email the Deputy Chief and copy the Assistant Chief for final review and
validation. He/She will follow the same review process as stated in Step 1.
C. Step 3: The Assistant Chief is responsible for insuring hard copies of the preplan
are distributed and placed in the appropriate binders at all locations. (NFPA
1620.4.3.4.1-.4.3.4.2) 11 ar° d m Ill iii IVi1III iu:m ai ii'1 i :6 y
iu���i^:1 �:; ����.: Ill��:�:�Illiiiuilll: �°�:miu�wi:uiw����i�^::���`���
X. Pre -Plan Testin
A. Effective pre -incident planning will include initial and periodic testing and
maintenance because, during the planning procedures, it can be difficult to
recognize various problems that might be encountered during an emergency.
(NFPA 1620.10.1)
B. Plan Testing and Evaluation (NFPA 1620.10.2)
1. Once a month, each District Chief in the Operations Division will
facilitate a district table top exercise. The exercise will cover scenarios
from at least two (2) pre -incident plans within his/her respective
district. The Deputy Chiefwill supervise the scheduling.
2. The District Chief will choose the pre -incident plans that will be
utilized for training.
3. The District Chief will notify the Chief Training Of>icer via e-mail of
the class date, time, and description of the class a minimum of one
shift prior to its occurrence.
4. The Chief TrainiM O icer will insure that there are no scheduling
conflicts and post the class on the Fire Calendar.
5. The Captain will insure the crew reports to the class as scheduled on
the Fire Calendar and that his/her crew actively participates.
6. When facilitating the exercise, the District Chief will insure that:
a. A listing of all personnel participating is generated.
b. ALL personnel will silence his/her cell phones while class is in
session.
c. The Risk Management System, Incident Management System,
Staging System, and Accountability System are integrated into
the exercise.
d. If necessary, contact the Communications Division to request
the use of a tactical frequency to conduct the exercise.
7. After completing the scenarios, the District Chief will review the pre -
incident plans with the attendees and note the following:
a. Did the pre -plan meet the requirements for water supply?
b. Did the pre -plan give enough information about the shut -offs?
c. Was the drawing helpful?
d. If the Incident Action Plan for the business was present, did it
help the Incident Commander with some of the decisions that
he/she had to make?
e. What was the attendees overall view of the pre -incident plan?
SOG 200.02 - Pre -Incident Planning Page 7 of 8
The District Chief will document the exercise in the Firehouse
Training Module. This includes:
a. Log in to Firehouse.
b. Click icon to open the module.
c. Enter the following information and codes:
i. Start Date and End Date
ii. Category-- F-128 - Pre -fire Planning (pickfrom table)
iii. Description - Preplan Exercise: (Address) (Type this
information in)
iv. Location - Local
v. Agency - BFRS
vi. Instructors] - District Chief and any assisting
Instructors
vii. Station
viii. Shift
ix. Hours worked
x. Training type - (Check) Fire
xi. Method - RD (Routine Duties)
xii. Add the persons who participated (Include ALL persons
at a multi -company station on the same record)
xiii. Rating Bureau Criteria tab - Answer 1'"el,� to C'0111i1111ll-rlI Alum
V'1ir°�aililt iuiitg and i,�iir°iollllll; to all other
categories.
xiv. Notes tab i rl e n, iii,t,),) ii� e
(,. 'e m. ie, includling Ielitoailpb� lm dt ned ltnd'l it .hd�pn t "l' i jiii)l'
up
xv. Other tab, User fields button - (C I em::b) Firefighter;
Safety; Officer; ISO
9. The Captain will insure that any final corrections needing to be made
to the Firehouse Occupancy Module information are promptly entered.
A. Plan Maintenance (NFPA 1620.10.3)
A. Most occupancies present an ever changing environment, which means that
ongoing maintenance of the pre -incident plan should receive the same critical
attention as the original development of the plan. (NFPA 1620.10.3.1)
B. Pre -plans will be maintained by considering new information or circumstances at
pre -planned occupancies. The following are a list of indications that will be
utilized to revise plans: (NFPA 1620.10.3.5)
1. Information obtained from the Community Risk Reduction Division
(Fire Marshal's Office).
a. Property or deed transfers
b. Issuance of occupancy permits
c. Issuance of building permits
d. Inquiries from architects, engineers, etc.
2. Observations of economic or social change (i.e., unauthorized
occupancy of large buildings).
3. Observations by our personnel during training.
4. Information obtained from utilities (water, electric, gas, or sewer).
5. Changes in phone numbers or contacts.
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