Emergency Response and Fire Prevention

TITLE: Emergency Response and Fire Prevention
ISSUED:  June 2009
EFFECTIVE:  June 2009
SUPERSEDES: March 2006

1. SCOPE

This procedure provides safe practices, policies, and procedures for managing emergency evacuations from UCAR facilities.  It meets the regulatory requirements of the 2004 International Fire Code; OSHA standard 29CFR1910.38, Emergency Action Plans; 29CFR1910.39, Fire Prevention Plans; and NFPA 1600 The National Preparedness Standard on Disaster/Emergency Management and Business Continuity Programs.

2. RESPONSIBILITIES

2.1  Management

2.1.1. Manages work processes to assure that flammable and combustible materials are properly stored and used so as to prevent fire from starting. 

2.1.2. Assures that building inspection violations are corrected in a timely manner.

2.1.3. Assures that staff can be accounted for during building evacuations; reports staff that cannot be accounted for during building evacuations to Security Office.

2.2.  Staff and visitors

2.2.1. Properly use and store combustible and flammable materials to minimize fire hazard.

2.2.2.  Maintain clear exit pathways.

2.2.3. Evacuate immediately when alarms sound, assisting others as needed.

2.2.4. Assemble with others in working group and report to division/program staff assigned to account for personnel.

2.2.5. Return to facility when alarms are silenced and reentry is authorized by HESS, Security, or Safety and Security Committee members.

2.3.  Health Environment Safety Services Manager

2.3.1.  Develops policy related to fire prevention and emergency response.

2.3.2.  Coordinates annual building inspections and evacuation drills.

2.3.3.  Provides announcement to re-enter facility following drill or emergency evacuation.

2.4.  Physical Plant Services

2.4.1.  Maintains and tests alarms and detectors in accordance with manufacturers’ recommendations.

2.4.2.  Resets elevators, alarm panels, ventilation, and other equipment as needed following alarm activation.

2.4.3.  Provides support to emergency responders regarding operation of ventilation systems, alarm systems, and elevators.

2.5.  Security

2.5.1.  Directs staff and visitors in public areas to emergency exits as needed.

2.5.2.  Meets fire commander at the facility and offers assistance as needed.

2.5.3.  Takes reports of staff that cannot be accounted for.  Inform emergency responders of these staff.

2.5.4.  Continues to observe security monitors as long as the station is not in danger.

2.5.5.  Evacuates with staff as conditions dictate.

 2.6.  Physical Security

2.6.1.  Maintains a pool of radios in rotation for emergency use.

2.7.  Safety and Security Committee Members

2.7.1.  Periodically monitor division/program workspaces for hazards.

2.7.2.  Coordinate the development and communication of methods to account for staff in the event of emergency building evacuation.

2.7.3.  Assist with notifying staff when building re-entry is authorized.

2.8.  Site Service Coordinators

2.8.1.  Direct staff and visitors in public areas to emergency exits as needed.

2.8.2.  Take radio, cell phone and emergency vests to assembly area.

2.8.3.  Contact Security to report availability and offer communications support.

3. DEFINITIONS

3.1. Life Safety risk: a condition or situation that increases the risk of fire or other safety hazard in or around facilities.  Also, a condition or situation that increases the time to evacuate a facility in the event of fire or other emergency.

3.2.  Flammable materials: materials that ignite easily.  They have a flash point of 100°F or less.

3.3.  Combustible materials: materials that will burn, but ignite less easily.  They have a flash point of more than 100°F.

3.4.  Hot Operations: operations involving open flames or that generate intense heat; such as welding, torch cutting, brazing.

 

4. PROCEDURES

4.1.  Fire Prevention Plan – UCAR reduces the risk of fire by minimizing quantities of flammable and combustible materials in offices and labs and controlling heat sources.

4.1.1.  Flammable materials

4.1.1.1.  All flammable materials, quantities in use on a given day, are stored in flammable materials storage cabinets.

4.1.1.2.  Flammable materials are used in accordance with label requirements, manufacturers’ recommendations, and job specific procedures.

4.1.2.  Combustible materials, ex. loose paper, journals, cardboard, pallets, are kept to the minimum needed for daily operations.  Excess supplies and materials are kept in files, shelves, storage cabinets, or warehouse.

4.1.3.  Open flames and operations generating intense heat are prohibited in all UCAR facilities except where controlled by a Hot Operations Permit.  Refer to the Hot Operations chapter of this manual for information regarding Hot Ops.

4.1.4.  Smoking is restricted to designated outdoor smoking areas at all UCAR facilities.

4.1.5.  Building inspection

4.1.5.1.  The Safety and Security Committee inspects all UCAR facilities annually for fire, life safety, and personal hazards.  

4.1.5.2.  Committee members are responsible for tracking findings and reporting corrections to HESS in a timely manner.

4.2.  Fire Detection and suppression

4.2.1.  Smoke and/or heat detection alarms are installed in all facilities not covered by facility wide fire suppression systems.

4.2.2.  Fire suppression systems are installed in the majority of UCAR facilities.  Fire extinguishers are installed in all UCAR facilities.  Extinguishers may be used by any staff who has been trained to use them, on condition that users are not putting themselves in danger.

4.3.  Emergency egress routes

4.3.1.  All hallways and pathways must be kept clear of obstructions that may impede travel or may fall into the pathway.

4.3.2.  All doors used to exit a space or the building must be kept clear of obstructions.

4.4.  Evacuation

4.4.1.  Each UCAR facility is equipped with alarms that sound when smoke or heat are detected, or when sprinklers are activated.

4.4.2.  Employees and visitors must leave the building when evacuation alarms sound.

4.4.3.  Staff must not delay evacuation by packing up and carrying out personal items – including bicycles.

4.4.4.  Staff that are unable to evacuate a building due to physical disability or handicap should assemble at a designated Area of Refuge.  The Area of Refuge is equipped with a telephone used to notify Security of their presence and need for assistance of emergency responders.

4.5.  Accounting for staff

4.5.1.  Employees and visitors assemble in their designated assembly area and report to the Division/Program staff responsible for accounting for them.

4.5.2.  Report missing persons to Security Office.

4.5.3.  Remain at the designated assembly area until released to return to work or instructed to go home.  When employees are sent home, Divisions and Programs will communicate return to work instructions by phone or e-mail.

4.6.  Emergency communications with staff and visitors

4.6.1.  The standard means of signaling an emergency evacuation is the building fire alarm system.  The alarm for each building is described in the building-specific emergency egress plan.

4.6.2.  Alternate communications when alarms are not available include shouting, mass e-mail, or phone messages.

4.6.3.  “All clear” instructions to return to the building are given verbally in the case of evacuation drills and short-term evacuations for cause.  Communications regarding long term evacuation and return to work are via e-mail and phone calls to employee homes.

4.7.  Communications with emergency responders

4.7.1.  Dialing 911 from the Mesa Laboratory, Foothills Lab, Center Green Campus, or Marshall Field Site will summon emergency assistance.  The ML Site Services Coordinator or Security Officer will answer this phone 24 hours a day and call for whatever assistance is needed – MERT, fire department, ambulance.  The caller ID available on UCAR phones allows emergency responders to quickly direct assistance to the correct location.

4.7.2.  Emergency assistance for the RAF Jeffco Airport facility is summoned by dialing 9-911.

4.7.3.  Emergency assistance for Sam’s Warehouse is summoned by dialing 911.

4.8  Communications with media and public institutions

4.8.1.  All communications with the media and other public institutions are directed through the UCAR Office of Communications.

5.  MAJOR HAZARDS and PREVENTION MEASURES

5.1  Mesa Lab

5.1.1. Diesel fuel for standby generators is stored in the generator tanks which are specifically designed for fuel storage and filling.  Fuel on site is limited to the quantities in these tanks. Smoking is not permitted in the generator area.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.1.2. The diesel fuel tank for refueling PPS vehicles is located at the south edge of the maintenance yard.  Smoking is not permitted in this area.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.1.3. Natural gas provided by public utilities for boiler operation enters the building at the loading dock.  Fuel piping and valves are contained in a vented room attached to the dock area.  Smoking is not permitted in the dock area.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.1.4. Flammable chemicals and gases used in the computer room, and by maintenance staff are stored in flammable lockers throughout the 2B and1B floors.  Smoking is not permitted in any part of the Mesa Lab building.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.1.5. Forest fire is a possibility at the Mesa Lab.  Designated smoking areas are paved and away from grasses/trees/fuels.  City officials post fire danger signs at UCAR hosted public access points to remind visitors to avoid starting fires. 

5.2.  Foothills Lab

5.2.1. Emergency generator and standby generator fuel is stored in a tank at the west side of FL2, near the parking lot and in generator fuel tanks.  Smoking is not permitted in tank or generator areas.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.2.2. Combustible oils for use in the FL1 machine shop are stored in metal cans within a designated storage area of the shop.  Smoking is not permitted in this area.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.2.3. Flammable and toxic chemicals and gases are stored and used at FL0, first and third floor labs.  Smoking is not permitted in any part of FL0.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.2.4. Railroad tracks are adjacent to this property.  Car derailment and tank car leakage are possible, but not likely.  Local authorities would direct any evacuation required by a railroad accident.

5.2.5. Boulder airport landing path is in the vicinity of the Foothills Laboratory campus.  Aircraft crash into the facility is possible, but not likely.  Emergency evacuation procedures would apply to aircraft crash into the facility.  Local authorities would direct any wide spread evacuation required by an aircraft accident. 

5.3.  Center Green Campus

5.3.1.  This campus contains no major fire hazards.

5.3.2.  Railroad tracks are adjacent to this property.  Car derailment and tank car leakage are possible, but not likely.  Local authorities would direct any evacuation required by a railroad accident.

5.3.3.  Boulder airport landing path is in the vicinity of the Center Green campus.  Aircraft crash into the facility is possible, but not likely.  Emergency evacuation procedures would apply to aircraft crash into the facility.  Local authorities would direct any wide spread evacuation required by an aircraft accident. 

5.4.  Research Aviation Facility

5.4.1.  Limited amounts of clean and used combustible jet fuel are stored in drums at Hangar-A. Additionally, aircraft fuel tanks may contain varying amounts of fuel.  Smoking is not permitted anywhere within the facility.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.5.  Marshall

5.5.1.  Limited quantities of diesel fuel are stored at the Marshall field site. Smoking is not permitted in this area.  Any hot operations would be managed by the UCAR Hot Operations Policy.

5.5.2.  Occasionally, experimental cloud seeding flares may be ignited at this site.  This operation is managed by the UCAR Hot Operations Policy.  Fire extinguishers and shovels are immediately available during these operations.

6. RECORDKEEPING

6.1.  The Health, Environment and Safety Services office keeps records of evacuation drills and building inspection for a minimum of five years.

7.  APPENDICES

7.1. Annual Fire Drill Recordkeeping Form - In PDF format

Emergency Action Plan for:
UCAR Mesa Lab
1850 Table Mesa Dr.
Boulder, CO 80305

In the event of emergency, employees are alerted by a Klaxon alarm accompanied by strobe alarms and a public address system announcement.

• The policy in the event of fire or other emergency is: all employees shall evacuate immediately, with the exception of security staff, maintenance mechanics, and maintenance electricians, who may need to operate ventilation and alarm systems, shut down or monitor critical operations before they evacuate.  These staff may only stay in the building if there is no immediate life-threatening situation.

• In the event of an emergency, employees shall evacuate by means of the nearest available marked exit.

• Portable fire extinguishers are provided in the workplace for employees trained in their use. In the event of fire, any employee may use extinguishers to attempt to extinguish the fire before evacuating.

• The Medical Emergency Response Team (MERT) will be available to offer first aid assistance at the assembly areas.

• During an emergency evacuation, employees are to gather at the location(s) noted on the attached map.  A larger image map is available at: ML, FB Evacuation Map.

• During an emergency evacuation, all employees must check in with representatives designated by each division/program.  In the case of a short-term evacuation or drill, staff should wait for authorization to re-enter the building.  Employees will be dismissed from the site in case of long-term evacuation.

• For further assistance with emergency evacuation procedures contact Milenda Powers, x8625, mpowers@ucar.edu, or your Safety and Security Committee Representative.

Emergency Action Plan for:
UCAR Foothills Lab – Buildings 0,1,2,3
3450 Mitchell Lane

UCAR Foothills Lab – Building 4
3300 Mitchell Lane
Boulder, CO 80301

In the event of emergency, employees are alerted by:
• a horn alarm accompanied by strobe alarms.

• The policy in the event of fire of other emergency is: all employees shall evacuate immediately, with the exception of security staff, maintenance mechanics, and maintenance electricians, who may need to operate ventilation and alarm systems, shut down or monitor critical operations before they evacuate.  These staff may only stay in the building if there is no immediate life-threatening situation.

• In the event of an emergency, employees shall evacuate by means of the nearest available marked exit.

• Portable fire extinguishers are provided in the workplace for employees trained in their use. In the event of fire, any employee may use extinguishers to attempt to extinguish the fire before evacuating.

• The Medical Emergency Response Team (MERT) will be available to offer first aid assistance at the assembly areas.

• During an emergency evacuation, employees are to gather at the location(s) noted on the attached map. Larger image maps are available at: FL0-3 Evacuation Map , FL4 Evacuation Map

• During an emergency evacuation, all employees must check in with representatives designated by each division/program.  In the case of a short-term evacuation or drill, staff should wait for authorization to re-enter the building.  Employees will be dismissed from the site in case of long-term evacuation.

• For further assistance with emergency evacuation procedures contact Milenda Powers, x8625, mpowers@ucar.edu, or your Safety and Security Committee Representative.

Emergency Action Plan for:
Center Green Campus

In the event of emergency, employees are alerted by:
• a horn alarm accompanied by strobe alarms.

• The policy in the event of fire of other emergency is: all employees shall evacuate immediately, with the exception of security staff, maintenance mechanics, and maintenance electricians, who may need to operate ventilation and alarm systems, shut down or monitor critical operations before they evacuate.  These staff may only stay in the building if there is no immediate life-threatening situation.

• In the event of an emergency, employees shall evacuate by means of the nearest available marked exit.

• Portable fire extinguishers are provided in the workplace for employees trained in their use. In the event of fire, any employee may use extinguishers to attempt to extinguish the fire before evacuating.

• The Medical Emergency Response Team (MERT) will be available to offer first aid assistance at the assembly areas.

• During an emergency evacuation, employees are to gather at the location(s) noted on the attached map.  A larger image map is available at: Center Green 1-3 Evacuation Map, CG2 Evacuation Map, CG4 Evacuation Map.

• During an emergency evacuation, all employees must check in with representatives designated by each division/program.  In the case of a short-term evacuation or drill, staff should wait for authorization to re-enter the building.  Employees will be dismissed from the site in case of long-term evacuation.

• For further assistance with emergency evacuation procedures contact Milenda Powers, x8625, mpowers@ucar.edu, or your Safety and Security Committee Representative.

Emergency Action Plan for:
NCAR Research Aviation Facility
10802 Airport Court
Broomfield, CO  80021

In the event of emergency, employees are alerted by:
• a horn alarm accompanied by strobe alarms.

• In the event of an emergency, employees shall evacuate by means of the nearest available marked exit.

• Portable fire extinguishers are provided in the workplace for employees trained in their use. In the event of fire, any employee may use extinguishers to attempt to extinguish the fire before evacuating.

• The Medical Emergency Response Team (MERT) will be available to offer first aid assistance at the assembly areas.

• During an emergency evacuation, employees are to gather at the location(s) noted on the attached map.  A larger image map is available at: RAF Evacuation Map

• During an emergency evacuation, all employees must check in with representatives designated by each division/program.  In the case of a short-term evacuation or drill, staff should wait for authorization to re-enter the building.  Employees will be dismissed from the site in case of long-term evacuation.

• For further assistance with emergency evacuation procedures contact Milenda Powers, x8625, mpowers@ucar.edu, or your Safety and Security Committee Representative.

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