THE SCOTTISH PARLIAMENT PLANNED FIRE EVACUATION EXERCISE: 12 DECEMBER 2008 EXERCISE REPORT 1. SUMMARY It is fair to say that this planned fire evacuation exercise has been the most ambitious and comprehensive test of our fire safety strategy/procedures since occupation of the campus in August 2004. In general the outcomes of the exercise have been very positive with all objectives achieved fully or partially. As expected many lessons were learned, with the outcomes providing the opportunity for a significant review of our current emergency fire procedures. One area which this exercise has highlighted is the absolute vital need for co-operation between the many occupancies of the Holyrood campus and it is in this area that further efforts will require to be made ie ensuring all employers and their employees are fully aware of their responsibilities in relation to co-operating with SPCB as required by current fire safety legislation. Despite the concern above, the majority of campus occupants took the exercise seriously and accepted the opportunity to practice local office/work area procedures. Particular mention should be made of our Security personnel who on the day managed the multiple tasks relating to Fire Alarm Tactical Management in an efficient and professional manner. The time allocated for this exercise ie approximately 45 minutes from first alarm activation to commencing a return to the building was in my opinion time worth spending, not only for compliance purposes but also a golden opportunity to review the many elements of our fire safety strategy. I would also take this opportunity to record my appreciation of the efforts of the Fire Evacuation Planning Group in preparing for this exercise and the individual members of Facilities Management, Equalities Offices and Security Office who undertook role-play and observer duties on the day. Bob Bertram MBE, GIFireE, TechIOSH Adviser 10 January 2008 1
2. NEXT STEPS To action all issues identified during the exercise (see Annex for Action Plan). To submit report to Chief Executive (via Director of TFMD) with a view to submission to Directors Group and SPCB. To ensure report is widely circulated to all occupant/employers of the Holyrood campus ie via SPEIR and by other means to other occupants/employers who do not have access to SPEIR. To call a meeting of the Fire Evacuation Exercise Planning Group with a view to considering issues raised and the next steps. To submit copy of report to the and Health and Safety Committees for consideration and action as required. To take advice and consult on consideration of another fire evacuation exercise ie during 2008 and involving the Debating Chamber. In addition, consideration to be given to the next exercise being un-announced. 3. BACKGROUND Although many lessons have been learned as a result of previous fire alarm activations, a planned fire evacuation provides an opportunity to practice all aspects of the fire procedures (including Fire Alarm Tactical Management by designated personnel) and to monitor specific areas with a view to improving our response to an actual fire incident. There is also a legal requirement to carry out such exercises under current fire safety legislation and good practice guidance and although the guidance refers to periodic exercises, it is accepted that a minimum of once or twice per year (dependant on size, use and configuration of the premises) is reasonable. During 2007 the SPCB approved the carrying out of a planned and announced exercise and that the timing would involve Parliamentary business ie Committees and when the campus would be reasonably busy. To facilitate such exercises a sub group of the Committee has been formed and was re-activated to provide planning, consultation and information dissemination support. It should be noted that significant efforts were made to inform occupants in advance with a view to giving an opportunity to practice the correct procedures ie for specific fire management, general and local work areas. 4. AIMS & OBJECTIVES OF EXERCISE To practice current fire procedures campus wide. To practice local office/work area clearance procedures. To practice Fire Alarm Tactical Management procedures ie - Assembly Points and Controllers 2
- Evacuation Lifts and Controllers - Personal Emergency Evacuation Plans (PEEPs) - DeafCall system for deaf and hard of hearing people - Fire and Rescue Service arrival and liaison/support To practice assembly point roll call management. To practice return to building re-entry procedures. To sample test fire escape route Proximity Lock activations. To test various fire alarm interfaces under simulated fire incident conditions. 5. ISSUES/LESSONS TO BE LEARNED & ACTIONS REQUIRED (see Annex for Action Plan) Fire Alarm Tactical Management The direction and command of this fire exercise (as a simulated incident) was efficiently managed within the Security Control Room by the duty Team Manager. In addition, apart from the issue of low volume loud-hailers; a number of comments have been received about the efficient manner which other security staff with FATM roles carried out their duties. In addition, positive comments have been received with regard to the efficient and appropriate communication with simulated disabled people within fire refuges etc. Procedural There still appears to be confusion with regard to the following procedures; this indicates a need for further education by the Adviser and for Scottish Parliament managers and other employers to ensure awareness and compliance: Designated Assembly Points. Appropriate fire exit routes. Need to avoid circulating between Evacuation Zone and Alert Zone; and to leave the building by the nearest safe fire exit route/exit. Security Priority Re-entry procedures. Committee business procedures in relation to fire Alert/Evacuation. Feed-back received on location of security personnel in relation to preventing unauthorised access during a fire evacuation. 3
Systems/Equipment/Facilities This exercise fully tested the fire detection, fire warning and all related interfaces. The fire detection/fire warning system operated as designed and expected and with the exception of proximity locks and new pager for deaf and hard of hearing people; all other interfaces (fire dampers, service shut-offs, emergency lighting etc) operated as designed and expected. The proximity locks and pager issues are being investigated and appropriate action taken. The loud-hailers used for Assembly Point Controllers appeared not to be fit for purpose due to low volume level. This will be rectified by higher volume specification loud-hailers for this purpose. Request from Crèche management for permission to exit with children to Dynamic Earth for shelter purposes. Exiting via the main Holyrood Road entrance gate is not recommended due to possible conflict with emergency vehicle arrival at an incident. However, if deemed appropriate and in consultation with ODE; this could be designated assembly point for Crèche but still exiting via wicket gate in service yard to Horsewynd and walking round to ODE. Co-operation & Co-ordination Although the majority of occupants co-operated reasonably with this planned fire evacuation exercise, there is a need to ensure this co-operation extends to all occupants of the Holyrood campus (see Summary above). Announced versus un-announced exercises A few comments received indicated a preference for an unannounced exercise, indicating more can be gained than from a pre-announced event. In the author s view; although there is a place for unannounced exercises, there is more to learn by allowing people to learn by doing the right thing rather than to learn by doing the wrong thing. In addition, a pre-announced exercise allows for effective monitoring arrangements by allocated Observers. It should be noted that an un-announced exercise (possibly during Chamber business) is currently being considered. Proximity security locks in fire escape routes Door between MSP Block (Upper Basement) and Car Park not automatically disabled during full evacuation and problems with physically opening the door. Door between Garden Lobby and MSP Block only half-leaf door unlocked automatically ie the large-leaf remained locked. 4
Upper Basement all swipe doors appeared to have released automatically. Garden Lobby (meeting room door and door to Tower 2) did not release automatically. Tower 2 (upper floors) no doors appeared to have released automatically. (Tower 2, Level 2, corridor) fire door stuck half open. (Tower 2 no staff found in offices after full evacuation). Upper Basement all swipe doors appeared to have released automatically. Tower 3 no issues with swipe doors. Tower 4 during the fire evacuation, the only door in Tower 4 to open freely was the Upper Basement door leading to the stairs. All others required swiping or button to operate. Some doors on Level 3 did not fail-safe. Actions: 1. All proximity lock issues to be subject to further discussion with Building Management, Security, Honeywell and ADT. 2. General comments to be addressed within relevant section of Action Plan. 6. ACTION PLAN (See Annex) 5
ANNEX ACTION PLAN No. Issue Action Required Action by comments 1. Proximity security locks & fire escape routes 2. Lack of volume assembly point loudhailers. 3. Incorrect operation of new DeafCall pagers during exercise. Relationship between proximity locks across fire escape routes to be confirmed i.e. automatic release on zonal evacuation. Release on power failure to also be checked. Replace existing loudhailers with volume-rated equipment. Adviser to research and procure. System and pagers to be tested and necessary remedial action taken. * Building Management, Adviser, Security, Honeywell and ADT as necessary. Adviser Adviser Full test carried out by FSA, all pagers ok. Problem appears to have been confusion re switching-on of pagers and leftover from previous test. COMPLETED Complaints re time taken to re-set after exercise. Pager still showing fire even after return to building. 4. Loop system in public cafeteria not working. 5. Confusion in relation to Priority Re-entry procedures. Re-configuration of system: i) Disable local transmitter box alarms. ii) For automatic re-setting of system in conjunction with fire alarm re-set. All loop-systems to be checked. Procedures and priority personnel to be reviewed and new Notice issued by Security. To be considered: o Crèche o o Mitie Telephone Switchboard Adviser/Building Management & CST. ditto Broadcasting Security in liaison with Crèche, Mitie & Public Information. Costings requested from CST (Jan. 08). ONGOING Not fire safety issue. Not a fire safety issue. 6
6. Some confusion re temporary assembly point for Dynamic Earth. 7. Some confusion re appropriate fire exiting from Service Yard i.e. via gate to Dynamic Earth. 7. Some confusion re procedures by Security during 4 minute Grace Period during Committee Business. 8. Some confusion in relation to fire laminate notices in Committee Rooms. 9. Red fire warning beacon inoperative in Tower 4, Level 4 main stairwell. 10. Porters evacuating from Upper Basement via Public Foyer (when PF was still in Alert) 11. Non cooperation in relation to fire procedures during exercise. 12. Lack of general awareness in some areas, linked to management responsibilities. 13. Request for more practical fire alarm tactical management training for security personnel. 14. Evidence of occupants moving between zones during Alert. 15. Need to review current Personal Evacuation Plans. Occupants to be reminded of current notice re temporary assembly point. Procedures to be reenforced by Notice. Current procedures to be reviewed and amended in consultation between Fire Safety Adviser, Security and Committee Office. Current Committee Room notices to be reviewed by Committee Office. To be checked and repaired. To confirm with Porter management, correct evacuation procedures. Issue to be raised with SP senior management and other employers. Requirement for all to comply and for managers to manage to be raised with SP senior management and other employers. To be discussed between Security Management. To confirm via general notice the need to remain within locality during Alert sequence. Individual PEEPs to be reviewed and updated as required. Adviser Adviser. Adviser, Security Management & Committee Office. Committee Office. Adviser via Building Management & ADT. Contract Manager. Adviser, SP management and other employers. Adviser, SP management and other employers. Security Management. Adviser. Adviser in consultation with individuals and line managers. 7
16. Difficulty in opening fire exit doors within Public Cafeteria and Lunch area by Security personnel. 17. Some confusion re designated assembly point for Broadcasting personnel. 18. Evacuation of Committee Room 2 via CR6. 19. Some confusion re appropriate procedures for personnel evacuating (when their normal place of work is still on Alert). 20. Concern re appropriate Assembly Point for Crèche. 21. Difficulty noticing the transition from Alert to Evacuate in Public Foyer. 22. (Tower 2, Level 2, corridor) fire door stuck half open. Subject fire exit doors to be checked and repairs initiated as necessary. Designated Assembly Point for Broadcasting to be reviewed and amended as necessary. Situation, lay-out and signage to be reviewed. Section 7(iii) of fire procedures on SPEIR to be reviewed and amended as appropriate. To be reviewed and amended as appropriate ie Route to Dynamic Earth (for shelter)? Alert voice message to be re-configured ie o Elongating gap between alert message being repeated. o Change wording of alert message to emphasise need to prepare for evacuation. o Change voice on alert to female to differentiate transition to male voice evacuation message. Door to be checked and repaired as required. Norland. Broadcasting. Adviser. Adviser. Crèche management (to be agreed with ODE). Adviser, Building Management & ADT Norland COMPLETED In hand for reconfiguration during January 2008. ONGOING 23. No security officer located at exit from Bagpipes to Canongate. To be passed to Security Management. Security 8