PART 3-O REQUIREMENTS FOR SPRINKLER SYSTEMS MAINTENANCE AND SUPERVISION. 3-O Introduction O.1 Scope of Maintenance and Supervision...

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1 CONTENTS Schedule of amendments for this part of the scheme document Page 1 of 14 3-O Introduction O.1 Scope of Maintenance and Supervision O.2 Certification conditions O.3 LPS 1233 Service Programme* Procedure AOs O.4 3-O.5 3-O.6 3-O.7 3-O.8 Resources...5 Competence and Training...5 Sub-contracting...6 Service Programme* Process...6 Emergency Response O.9 Control of Service Programme* Process O.10 Control of Measuring and Test Equipment O.11 Service programme contract Records* O.12 Returns to LPCB O.13 LPS 1233 Surveillance Audits...10 APPENDIX A - SERVICE PROGRAMME* PROCEDURES AOs...11 APPENDIX B DEFINITIONS FOR PART 3-O OF LPS 1233 SCHEME DOCUMENT...13 An * after a term means that a definition for that term can be found in Appendix B. Some expressions may be defined in other parts of this scheme document

2 Schedule of amendments for this part of the scheme document Page 2 of 14 Amendment reference Scheme document issue no. Clause Implementation date Details June New LPS 1233 part for maintenance and supervision* of sprinkler systems July July 2009 Some necessary changes as a result of the experiences with issue 3.0 Most important change is the introduction of the term Declaration of service, as opposed to the term Service Certificate Last paragraph of 3-O.1.3 withdrawn February 2011 February O.2 Re-written O.4.2 Requirement added for training by suppliers.

3 Page 3 of 14 3-O Introduction The LPS 1233 scheme is operated by The Loss Prevention Certification Board (LPCB), a division of BRE Certification Limited based in the United Kingdom, in collaboration with CCV (The Dutch Centre for Crime Prevention and Safety) under a Memorandum of Understanding signed between CCV and BRE Certification Limited on 16 February 2006 and has the support of insurers, the fire service and trade organisations in Holland. The day-to-day operation of this scheme is carried out by LPCB Nederland B.V. This part of the LPS 1233 scheme document covers the requirements for the Maintenance and Supervision* of sprinkler systems in order to provide a Service Certificate or Declaration of Service. This part should be read in conjunction with: Part 1 : LPS 1233 Scheme Details and General Requirements; Part 2 : Inspection Requirements; Part 3 : Requirements for Sprinkler Systems. 3-O.1 Scope of Maintenance and Supervision 3-O O.1.2 Nominal state condition The Maintenance and Supervision* is a programme in which the system is inspected*, tested* and maintained* at the required times. This programme includes logging and retention of relevant records. The purpose of the programme is to keep the system in its nominal state condition. Maintenance and Supervision Packages A part of the Maintenance and Supervision* Programme can be carried out by the Temporary Recognised or Approved Sprinkler Installer* (hereafter abbreviated as IN) under the LPS 1233 scheme. The detailed inspection*, testing* and maintenance* activities of the Maintenance and Supervision* programme can be subdivided in three packages: Package 1) Who Package included in the LPS 1233 Service Programme 1 Owner No 2 Owner No IN Yes 3 IN Yes 1) Packages: 1: Owner s activities only (day to day activities that are carried out by the owner); 2: Periodic tests* (activities either carried out by the owner or the IN); 3: (Semi) annual maintenance activities (activities that can not be excluded from the Service Programme*).

4 Page 4 of 14 3-O.1.3 LPS 1233 Service Programme* 3-O O Option: periodic tests* The Service Programme* carried out by an IN, shall cover one of the following: All the required inspection*, testing*, maintenance* and emergency response according to the Sprinkler Standards; except the periodic tests*, which could be carried out by the Qualified Owner s Representative*; All the required inspection*, testing*, maintenance* and emergency response according to the Sprinkler Standards; including the periodic tests*. Requirement: Sub-systems Sub-systems (e.g. pump sets, sprinkler monitoring systems, foam proportioning systems) shall be included in the Service programme*. However, due to complex interfaces with fire and alarm systems in buildings, the sprinkler monitor system could be excluded from the Service programme* when it is certified according to the CCV Fire Detection Certification and Inspection Scheme. 3-O.1.4 LPS 1233 Service Certificates and Declarations of Service The Service Programme activities can be granted with a Service Certificate or a Declaration of Service. 3-O O Service Certificate A Service Certificate is a product certificate which covers the inspection, testing and maintenance of the system in compliance with the applicable sprinkler standard, and which is carried out by the IN according to this part of the scheme document. Declaration of Service A Declaration of Service is issued where a Service certificate can not be issued for one of the following reasons: parts of the Sprinkler System are not included in the Service Programme contract*; and/or the Sprinkler System is not in the nominal state condition as a result of a major deviation (see appendix D of part 3 of this scheme document. The minimum requirement for issuing a Declaration of Service is that the nominal state condition of the components or sub-systems is known and in compliance with the applicable specifications. In this Declaration of Service the IN declares that the Service Programme* is completed and reports the reasons why the Service Certificate can not be issued.

5 Page 5 of 14 3-O Service activities not complying with this scheme document If the Service Programme contract does not comply with this scheme document, the IN shall make no reference to this scheme document or the LPCB certification mark in Service Programme contract records. In the Contract the installer shall include a statement that the service activities do not comply with LPS O.2 Certification conditions A product certificate for a Service Program* can be issued irrespective of the fact that the initial system had been issued with a certificate. 3-O.3 3-O.4 LPS 1233 Service Programme* Procedure AOs The IN shall reference the LPS 1233 Service Programme* Procedures AOs in the appropriate places in their quality management system documentation and records. For sprinkler Service programme contracts* carried out under the LPS 1233 scheme, the IN shall follow the Service Programme* Procedures AOs detailed in Appendix A of this part of the scheme document. Resources The IN shall have a sufficient number of qualified engineers with an employement agreement, to carry out the Service Programme*. 3-O.4.1 Competence and Training The IN shall determine the knowledge and experience requirements for the qualified engineers taking into account the following requirements. The competency of qualified engineers shall be evaluated periodically and always at the start of their employment or contract. The IN shall also determine how qualified engineers can obtain the required training. The qualification and experience requirements qualified engineers are set out below. 3-O O.4.3 Maintenance Engineer* A Maintenance Engineer* shall: hold a VSI-A diploma, or equivalent; have at least 2 years experience in the installation or maintenance* of sprinkler systems* or hold a VMBO diploma in an engineering subject; have basic knowledge of NEN 2654; have received training in the servicing* of sprinkler equipment by the manufacturer or their authorised agent(s). demonstrable being educated or trained by manufacturers,or their representatives, of specific products or systems (to be applied in the sprinkler system) of which the manufacturer declares that such an education or training is of vital importance. Test Engineer* A Test Engineer* shall: hold a VSI-A diploma, or equivalent;

6 Page 6 of 14 have at least 1 year experience in the installation or maintenance* of sprinkler systems* or at least 2 year experience in the installation or maintenance* of general electrical/mechanical systems; have basic knowledge of NEN 2654; have received training in the operation of sprinkler systems. 3-O.5 3-O.6 Sub-contracting Sub-contracting is only allowed when it complies with all clauses of paragraph 3.22 in Part 3 of the LPS 1233 and 3-O Service Programme* Process 3-O.6.1 General The Service Programme* covers the contractual activities carried out by the IN over a period of one year. The Service programme contract* shall include activities as described under 3- O.1.3, which means including or excluding the periodic tests. 3-O O.6.3 Nominal state condition The IN shall carry out the Service Programme* in order to keep the system in the nominal state condition, according to the Sprinkler Standards as laid down in the Fire Protection System Specification (which is part of the Contract Specification, see part 1, Appendix A and part 3, Appendix D). Maintenance and Supervision* Specification For new systems, the Maintenance and Supervision* Specification (see 3.18) of the Sprinkler system shall be applied. For systems with an existing Service programme contract*, for which probably no Maintenance and Supervision* Specification is available, this part of the scheme document allows a transitional period of maximum three years after the publication of this part of the scheme document. During the transitional period, the Service Programme* documentation shall at least detail the following, which will then be considered equivalent to the Maintenance and Supervision* Specification: the last Service Programme* (maintenance*) report. During the transitional period LPCB will evaluate the existing maintenance reports in order to improve Maintenance and Supervision documentation.

7 Page 7 of 14 3-O.6.4 Service programme contract* The IN shall have a contract to carry out the Service Programme*. The IN shall clearly state in his tender the Maintenance and Supervision* Specification that will be followed for the Service Programme*, the scope of work and the frequency of Service Programme* visits. 3-O.6.5 Service Programme* visits The maintenance* activities of the Service Programme* visit shall take place not later than 12 months from the commissioning date of (part of) the system. Thereafter, the visit intervals shall be carried out in a cycle of not more than 12 months. 3-O Preparation Prior to each Service Programme* visit, the IN shall consult with the Qualified Owner s Representative* to determine whether there has been any changes or third party recommendations/requirements, since the previous visit, that will effect the Service Programme*. The results shall be recorded. The previous (Commissioning or Service Programme*) report need to be reviewed by the IN to ensure that all remarks and corrective actions from Commissioning or previous Service Programme* visits have been carried out. The tests shall be carried out with the permission of and in consultation with the Qualified Owner s Representative*. The IN has to agree with the Qualified Owner s Representative* in writing who is responsible for: the necessary measures to avoid unwanted activation of process or building services systems prior to testing; give notice to alarm stations that testing will take place. 3-O O O Logbook and test records The IN shall review the logbook and test records to examine: That all required supervision has been carried out and recorded; Whether peculiarities can be noticed in the records. Inspection* The sprinkler system shall be visually inspected on the basis of the Maintenance and Supervision* Specification and the possible alterations as a result of the preliminary investigation. Testing* In order to determine that the system is in a fully operational condition a minimum number of tests shall be carried out. The tests shall be carried out in accordance with the Maintenance and Supervision* Specification,

8 Page 8 of 14 3-O O O O Maintenance* The maintenance* according to the Detailed Customised Maintenance* Programme ( see ) shall be carried out. Completion of Service Programme* visit When the Service Programme* visit is completed, all components shall be checked for their normal operating status. Reporting stations shall be notified that testing is terminated and that from now on any signals received from the system shall be auctioned by the reporting station. Conclusion and closing meeting At the end of the Service Programme* visit, the results shall be communicated with the Qualified Owner s Representative*. The IN shall inform the Qualified Owner s Representative* about rectification requirements (when appropriate). Where it is not possible to leave the system in a fully operational condition after a Service Programme* visit, the IN shall urgently advise the Qualified Owner s Representative*, to be confirmed in writing, of his obligation to immediately notify the insurers and if required the fire department, and advise the Qualified Owner s Representative* of the actions necessary to rectify the situation, even if a closing meeting cannot take place. Service Programme* report On completion of each Service Programme* visit, the IN shall provide the Qualified Owner s Representative* with a detailed report (including sub-contractors reports) based on the Service Programme*, including any rectification requirements. The report shall include: a) a signed confirmation that the system has been left in a fully operational condition when the Service Programme* visit is completed; b) test results together with the minimum acceptable characteristics (set values from the commissioning report); c) a full description of any departures from the applicable Sprinkler Standard, Fire Protection System Specification* and Maintenance and Supervision* Specification identified; d) a declaration of conformity. Note The IN shall be fully responsible to inform its sub-contractor(s) of the requirements of paragraphs a), b) and c) above. 3-O.6.6 Spare parts 3-O Only spare parts supplied or recommended by the original equipment manufacturer or their approved agent shall be used. If this is not possible, the IN can use an alternative after a full comparison of the specifications has shown that the alternative product has equal or better specifications. 3-O The IN shall hold, or have access to, an adequate range of spare parts and equipment to comply with Clause 3-O.7.

9 Page 9 of 14 3-O O The IN shall hold the appropriate product manufacturer's technical bulletins or product data sheets, including installation, inspection*, testing* and maintenance* instructions for the equipment it provides its Service Programme* to. Before starting the Service Programme*, a check shall be carried out to ensure that the correct materials are being used as specified on the design drawings and other related contract documents and that the materials are not damaged or faulty. 3-O O O O.6.10 Sub-systems The IN is responsible that the servicing of sub-systems is carried out by fully qualified engineers and in accordance with the maintenance instructions issued by the manufacturer or retailer. Logbook The Service Programme* visit carried out by the IN shall be recorded in the logbook. Sprinkler system shutdown Permission shall be obtained from the Qualified Owner s Representative*, and where requested, the authorities such as the insurers or the fire brigade, before the system is isolated for the Service Programme*. Design and installation changes All design and installation changes required because of the Service Programme* shall be carried out according to Part 3 of the LPS 1233 scheme document. 3-O.7 Emergency Response The activities to be carried out under the Service programme contract* shall also include dealing with emergency call-outs. The IN shall provide continuous 24 hour per day availability of qualified personnel throughout the year, and a response time of not more than four hours attendance on site from contact by the Building User, resulting in reasonable remedial action. The IN shall maintain a register of all emergency call-outs, in which the response time is recorded for each call-out. Where it is not possible to leave the system in a fully operational condition, the IN shall urgently advise the Qualified Owner s Representative*, to be confirmed in writing, of his obligation to immediately notify the insurers and if required the fire department, and advise the Qualified Owner s Representative* of the actions necessary to rectify the situation. 3-O.8 Control of Service Programme* Process 3-O.8.1 The Service Programme* of the sprinkler system shall be controlled by the IN to ensure that the quality of workmanship is to a good standard and is in compliance with the Sprinkler Standards, the Contract Specification (CS) and the Maintenance and Supervision* Specification. The Service Programme* process shall be defined and documented in the IN s ISO 9001 control documentation and records. 3-O.8.2 The Service Programme* report shall be verified by an in-house engineer, qualified as maintenance engineer*.

10 Page 10 of 14 3-O O.8.4 The verification of the Service Programme* report by the IN shall be carried out before the Service Programme* report is submitted to LPCB and other interested parties. Service Programme* report verifications are to be carried out in accordance with the Sprinkler Installer s Quality Management control documentation and records and shall be systematic and thorough. Any deviations, errors or omissions in the service must be satisfactorily addressed prior to the Service Programme* report being issued. Service Programme* report reviews shall be documented and records kept for review by LPCB. 3-O.9 Control of Measuring and Test Equipment Pressure and flow registration can be carried out with the existing equipment of the Sprinkler System. All other measuring equipment owned and used by the IN shall comply with the calibration programme as described in the quality management system documents. 3-O.10 Service programme contract Records* The IN shall retain Service programme contract records* of Service Programme* visits and any repair work undertaken for the period stated in the IN s ISO 9001 Quality Management system, but in no case less than 10 years. 3-O.11 Returns to LPCB The IN shall provide annually to the LPCB when requested details of the number of Service programme contracts* during a given year. The IN shall maintain a completed Service programme contract log* which shall include details of all Service programme contracts* carried out. 3-O.12 LPS 1233 Surveillance Audits 3-O O O O.12.4 LPCB will carry out Service Programme* surveillance audits as part of the recognition or approval process of sprinkler installers. Service Programme* surveillance audits shall be prepared, arranged and carried out by LPCB during a Service Programme* visit in full consultation with the IN and if necessary with other interested parties. These audits shall only by carried out on the maintenance* part of the Service Programme* visit. The frequency of the Service Programme* surveillance audits shall be: The first Service Programme* visit of a Temporary Recognised Sprinkler Installer; One surveillance audit per year per Approved Sprinkler Installer; One extra surveillance audit above 20 Service programme contracts* per year per Temporary Recognised Sprinkler Installer ; One extra surveillance audit above 100 Service programme contracts* per year per Approved Sprinkler Installer. An audit can only be carried out when the required Maintenance and Supervision* documents are available on site.

11 Page 11 of 14 APPENDIX A - SERVICE PROGRAMME* PROCEDURES AOs 3-O.A.1. GENERAL 3-O.A O.A.1.2. This appendix describes the procedure to be followed in order to be able to issue a Service Certificate or Declaration of Service to the IN. For each sprinkler Service programme contract*, subject to LPS 1233, the IN shall allocate a unique project number. This number shall be used on all correspondence relating to the project. 3-O.A.2. SERVICE PROGRAMME* CHANGES 3-O.A O.A O.A O.A.2.4. All Service Programme* changes shall be processed and recorded by the IN. For major changes, the IN shall submit all information to LPCB. Major changes are defined as those that contravene the Fire Protection System Specification, Maintenance and Supervision* Specification and/or applicable Sprinkler Standards or that might effect the reliability or effectiveness of the sprinkler system. These changes shall be documented in a revised Maintenance and Supervision* Specification. Minor changes are defined as changes not falling under the definition of A.2.3. These are changes that have no negative effect on the reliability of the system. However these changes shall be documented in the Service Programme* report. 3-O.A.3. ISSUE OF LPS 1233 SERVICE CERTIFICATES AND DECLARATIONS OF SERVICE 3-O.A O.A O.A O.A O.A.3.5. At the start of a new Service programme contract*, the first Service Certificate or Declaration of Service will be issued following a positive review by LPCB of the following documents: A copy of the Service programme contract*; The Maintenance and Supervision* Specification; The Fire Protection System Specification. After the Service Programme* visit(s) has (have) been carried out in a period of 12 months, the internally reviewed report(s) shall be sent to LPCB. The period between the Service Programme* visit(s) and the issue of the Service Certificate or Declaration of Service shall not be more than 4 weeks. LPCB reviews the Service Programme* report on the basis of the documents submitted under 3-O.A.3.1. After a positive result of the review, a Service Certificate or Declaration of Service shall be issued by LPCB. LPS 1233 Service Certificates or Declarations of Service shall not be issued until all non-compliances recorded during the LPCB review of the Service Programme* report have been closed out by the IN, to be judged by LPCB.

12 Page 12 of 14 3-O.A O.A.3.7. The first period of the Service Certificate or Declaration of Service commences at the start of a new Service programme contract* and ends 12 months after the commissioning date of the system. Each next Service Certificate or Declaration of Service will be valid for a period of 12 months after the previous period. Note For reasons of flexibility in planning service visits it is allowed to finish the Service Programme* a maximum of two months earlier or later than the certification period.

13 APPENDIX B DEFINITIONS FOR PART 3-O OF LPS 1233 SCHEME DOCUMENT (ALPHABETICAL ORDER) Page 13 of 14 Inspection (inspected) A visual examination of a system or portion thereof to verify that it appears to be in operating condition and is free of physical damage. Maintenance Engineer The Maintenance Engineer is trained in sprinkler technology and sprinkler specifications, who independently carries out preventive and corrective measures on sprinkler systems as part of the Service Programme * procedure. The maintenance engineer is also involved in emergency responses. Maintenance and Supervision* (Also see Appendix D of part 3) A programme provided by an IN and Qualified Owner s Representative* in which the system is : inspected* at the required times; tested* at the required times; maintained* at the required times. This programme includes logging and retention of relevant records. Periodic Tests Tests carried out weekly or two weekly by the owner or two or four weekly by the IN. Qualified Owner s Representative Owner s representative who is responsible for the Maintenance and Supervision* Programme, the contracting of the Sprinkler Installer to carry out the Service Programme* and having knowledge of the installation, construction, or operation of the Sprinkler system and the hazards involved. Response time Response time is the time between the moment the Qualified Owner s Representative* reports a problem to the Sprinkler Installer and the time when the Installer's qualified staff* start to deal with the problem. Service Programme The part of the Maintenance and Supervision* Specification that is carried out by the IN. Service programme contract For the purposes of this document, a contractual undertaking by an IN to undertake the Service Programme* of a sprinkler system*. Service programme contract Log A list of all sprinkler Service Programme contracts* carried out by an IN per year which is to be submitted to LPCB by the Sprinkler Installer on request. The list should include sprinkler Service Programme contracts* even if they have not been issued with an Service Certificate or Declaration of Service.

14 Service programme contract records Page 14 of 14 Service programme Contract records include all documents that record technical and quality aspects of sprinkler Service programme contracts* and shall cover at least the following items: Contract Specification; Design drawings and calculations; Maintenance and Supervision* Specifications; Service Programme contract records* and reports; LPS 1233 Sprinkler System Product Certificates issued; LPS 1233 Service Certificates or Declarations of Service issued. Test Engineer The Test Engineer is trained in sprinkler technology and sprinkler specifications, who carries out tests and inspections* on sprinkler systems* as part of the Service Programme * procedure. Regular maintenance* and emergency response shall not be carried out by the test engineer. Testing (tested) A procedure used to determine the status of a system as intended by conducting periodic physical checks such as water-flow tests, fire pump tests, alarm tests, and trip tests of dry pipe, deluge, or pre-action valves. These tests follow up on the original acceptance test at specific intervals.