STANDARD OPERATING PROCEDURE

FOR HOT WORKS

(Including information about the Fire and Life Safety System Impairment Procedure)

Department: Facilities Management Date: Dec 1, 2006

Revised: 12/2006

PURPOSE

A Hot Works Permit is required for any temporary operation that involves open flames or
produces heat and/or sparks. Such operations include, but are not limited to, brazing, cutting,
grinding, soldering, thawing pipe, torch-applied roofing, and welding. The permit is intended to
1). Prevent the building fire detection system from accidentally activating 2). Control losses
from accidentally igniting University of Minnesota property and 3). Ensure the safety of all
building occupants while hot works procedures are being performed. These precautions are in
accordance with 29CFR1910 Subpart Q (OSHA), the Minnesota Fire Code, and NFPA SIB.

PRIMARY STEPS

1). Obtain a Hot Works Permit

2). Gain Authorization
3). Fill out the Hot Works Permit
4). Follow Required Precautions
5). Cancel the Hot Works Permit
6). Other Points

PROCEDURES

Step 1: Obtain a Hot Works Permit

1.1. Before doing any type of open flame or hot works operation, obtain a Hot Works
Permit from the customer service representative in the particular zone where the work
will be performed.

1.2. All units must fill out a permit, including but not limited to, Zone Maintenance, FM
Construction and outside contractors. Outside contractors can hire University Security
Monitors or provide their own staff for fire watches (when required).

1.3 No permits will be authorized when a fire suppression system is impaired, and
permits will be cancelled if an emergency impairment occurs.

Appendix R – Standard Operating Procedure for Hot Works Page 1 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
 Appendix KK, Section 9 of the Standards and Procedures for Construction contains the
"Request for Interruption of Building Services, Hot Works Permit, or Fire and Life
Safety System Impairment" form.
https://cpm.umn.edu/sites/cpm.umn.edu/files/appendixkk_part9_0.pdf

Step 2: Gain Authorization

2.1. The shift/operations supervisor shall review the Hot Works Permit and determine if
and how the operation will affect the fire detection system in that area. If it does, BSAC
must be notified for proper instructions, and the zone shall deactivate the fire detection
systems.

2.2. The shift/operations supervisor shall reject or grant approval, and designate who will
be the fire safety supervisor for Zone Maintenance, FM Construction and outside
contractors.

2.3. Once authorization is granted, the designee assumes the role of the fire safety
supervisor.

2.4. The fire safety supervisor must ensure that the precautions on the Hot Works Permit
are followed. Authorization cannot be given unless all precautions are taken. (Refer to
the permit for precautions.)

2.5. The fire safety supervisor shall sign off on the final check. (Note: If the work lapses
into the next shift, the fire watch designee and the fire safety supervisor must delegate
their responsibilities to a supervisor on the next shift.)

Step 3: Fill Out the Hot Works Permit

3.1. Fill out the entire front page (Part 1) of the Hot Works Permit, except the final check
item.

3.2. The fire safety supervisor and the shift/operations supervisor shall review the Hot
Works Permit for the building.

3.3. The fire safety supervisor must post the top copy (Part 1) in the zone office for
documentation (insurance purposes).

3.4. The tradesperson performing the hot works operation shall post the bottom copy
(Part 2) of the permit on-site.

Step 4:Follow Required Precautions: All precautions that are checked on the permit in the
space provided must be followed as per NFPA 51B.

Step 5: Cancel the Hot Works Permit

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University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
 5.1. After the final check, Part 2 of the permit shall be filed at the same location as Part 1.

5.2. Zone Maintenance, FM Construction or the outside contractor must provide a fire
watch designee for at least 30 minutes after the hot works operation, including lunch and
break times.

5.3. Once the fire watch is complete, the fire watch designee must inform the fire safety
supervisor (as designated on the Hot Work Permit) upon completion of the watch.

5.4. The fire safety supervisor or designee must complete the final check no longer than
one hour after the hot works operation has been completed. After the final check, the
zone must reactivate the fire detection system.

Step 6:Other Points

6.1. If the hang tag is missing when the supervisor goes out for the final check, the
supervisor shall write up a statement and turn it into the zone office for filing and
appropriate action. The statement shall include the craft, building, floor and room
number. (This step does not apply to work performed in welding cages or deep steam
tunnels.)

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University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
 University of Minnesota FIRE, LIFE SAFETY Page 1 of 10
SYSTEM IMPAIRMENT
Effective Date: 2/01/00 PROGRAM Revision Date: 04/2004

Policy Statement

To establish procedures to be followed when a fire protection system (sprinkler system

standpipe, fire alarm systems, special extinguishing system, fire pump, fire protection water
supply, or the communication lines to BSAC), or other life safety equipment such as emergency
generators or smoke control system is taken out of service for construction, alteration, or due to
an emergency condition. Procedures set forth in this policy do not apply to routine scheduled
maintenance or testing.

Scope

This policy applies to any employee, including University employees, trade workers, or outside
construction crews who will be working on a University fire protection or alarm system as
described in Section 2. The attached matrix provides a broader overview of how this program is
applied.

Standards

NFPA 1, Uniform Fire Code

NFPA 25, Maintenance of Water Based Fire Protection Systems
NFPA 72, Fire Alarm Code
NFPA 101, Life Safety Code
International Fire Code

Program Components

1. Responsibilities
2. Definitions
3. Impairment Coordination Procedures
4. Hang Tags and Forms

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University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
1. Responsibilities

A. Building Code Office

Assist the University community in developing and implementing legally required

policies and procedures regarding fire safety

B. FM Management Team

 Assure a fire impairment program is established for FM personnel and

any contracted vendors.
 Provide the necessary support to restore and manage impaired
protection systems and provide temporary protection for extended
outages or emergency circumstances.

C. Zone Managers

 Assure that fire system impairment policies and procedures are

followed and complied with in their respective areas.

D. Shift/Operations Supervisors

 Manage hazardous operations during the impairment.

 Determine any temporary fire protection requirements.
 Provide a Fire Watch in the affected area for emergency or extended
impairments
 Assist and/or coordinate with the impairment coordinators when their
respective line staff is performing work that will require impairments
to a fire protection system.
 Schedule line staff to work on the fire protection system only after job
has been reviewed and all necessary parts are on hand.
 Verify system has been returned to service.
 Serve as back-up to Zone Administrator

E. Zone Administrators

 Assist and/or coordinate impairments when Shift/Operation

Supervisor’s line staff is performing work that will require
impairments to a fire protection system.
 Serve as impairment coordinators on projects managed by University
Project Managers.
 Notify BSAC, Fire Departments, Insurance Company, DEHS,
Building Code Office and University Services’ Risk Management
prior to and after the impairment based upon the hazard level (see
matrix).

Appendix R – Standard Operating Procedure for Hot Works Page 5 of 15

University of Minnesota, Facilities Management
November 2002 (Revised: December 2006)
  Generate an impairment hang tag
 Inform personnel on the next shift if the impairment will exceed 8
hours, or carry over to the next shift. The next shift may need to be
scheduled to perform fire watch duty.
 Generate building postings
 Back-up to Shift/Operations Supervisor

F. Building System Automation Center (BSAC) Operators

 Receive calls and take necessary point information. Disable points to

prevent false fire alarms.
 Return monitoring service to normal once coordinator gives
authorization.

G. University Project Managers

 Facilitate impairments for their respective construction projects with

customer(s) and appropriate Zone personnel.
 Review Fire & Life Safety Impairment Program with Contractors.
NOTE: Coordination must be accomplished through the University’s
Project Manager.

H. Line Staff (includes, but is not limited to, plumbers, electricians, BSAC
technicians)

 Post and retrieve impairment tags.

 Post the building describing the impaired system, location, emergency
procedures, and dates of the impairment.
 Locate completed Hang Tag at site of impairment, on or near the
impaired equipment and/or impaired fire system enunciator.
 Prior to beginning any work which impairs a fire and life safety
system, make sure all necessary parts are at the job site to complete the
job.
 Inform supervisor or impairment coordinator when job is complete so
system may be reactivated promptly.
 Perform the necessary tests to verify the fire protection system is
returned to service.

I. Contractual Obligations:

Contractors are NOT considered authorized impairment coordinators and are

obligated to follow the University’s Fire & Life Safety Impairment Program.

2. Definitions

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University of Minnesota, Facilities Management
November 2002 (Revised: December 2006)
 Impairment Coordinator: The person who manages the impairment while
system work is being performed. The coordinator either schedules or works with
someone to schedule the necessary work. Brings all affected personnel together
prior to the impairment to assure an efficient, timely impairment schedule.
Determines the level of impairment for each specific job. The coordinator will
review the impairment hang tag and see that it is in place for the duration of the
impairment. The coordinator will notify the fire department, BSAC, University
Service’s risk management, Building Code Office, DEHS and insurance company
of the impairment (see matrix). This is particularly important when sprinkler
pipes are being drained and refilled (refilling may activate a flow alarm). Prior to
reactivating the fire system to its normal operating status, the coordinator should
review the job with the persons who performed the work. All systems must be
verified that they are back in service and fully operational. In some cases, i.e., an
emergency breakdown that results in an impaired fire system, the coordinator will
be the on-duty supervisor. This person will follow procedures established in this
policy then relate all necessary information to the appropriate supervisor for the
following day. At this time, the appropriate supervisor assumes the role of
impairment coordinator until the job is completed.

Level 1 Impairment: A single component (i.e., smoke or heat detector) is found

to be defective during routine maintenance, and requires replacement. Fire watch
is not required for level one impairments. Notification of the fire department,
BSAC, risk management, the insurance company, or Building Code office is not
necessary.

Level 2 Impairment: A shutdown of a system, or portion thereof, for more

detailed maintenance (i.e., replacement or rerouting of electrical systems or
mechanical systems such as pipes or pump maintenance). Fire watch is required
during non-working hours of the shutdown. All sprinkler system shutdowns are
at least a level two impairment. Notification of the fire department, insurance
company, DEHS, and the Building Code Office is required. Notify FM risk
management if the impairment will extend over night.

Appendix R – Standard Operating Procedure for Hot Works Page 7 of 15

University of Minnesota, Facilities Management
November 2002 (Revised: December 2006)
 Level 3 Impairment: This pertains only to sprinkler and alarm systems. This is a
condition where the entire, or major portion of, the sprinkler water supply to the
sprinkler or fire alarm system for a building is out of service, or the connection to
BSAC is not available. Fire watch is mandatory during the entire duration of the
impairment. Notify fire department, FM risk management, DEHS, the Building
Code Office and the insurance company.

Fire Watch: A person designated to physically review the area where the fire
protection system is impaired. Where utilized, fire watches shall be provided
with at least one approved means for notification of the fire department and their
only duty shall be to perform constant patrols of the protected premises and keep
watch for fires (2000 International Fire Code: Ref. 901.7). A Fire Watch Log
Sheet is to be completed indicating where the watch was performed and at what
time. A sample form is included in section 5 of this policy. Fire watch is
mandatory during Level 2 only during off hours and during all times for a Level
3.

3. Impairment Coordination Procedures

a) Schedule a meeting with all affected personnel. This includes, but is not
limited to, line staff, BSAC technicians, contractors, supervisors, and
University Project Manager. It is possible that DEHS the Building Code
Office or user group representative(s) will also be included. At this time it
should be noted what supplies and materials are needed for the necessary
work. The impairment will not be scheduled, nor work started, until all
needed materials are on hand.

b) Determine any temporary fire protection requirements.

c) Post the building describing the impaired system, location, emergency

procedures, and dates of the impairment.

d) The impairment coordinator will, or designate someone to, notify BSAC, fire
department, insurance company, Building Code Office, DEHS, and University
Service’s risk management once the impairment is initiated.

e) Generate an impairment hang tag and locate it at the site of the impairment, on
or near the impaired equipment and/or impaired fire system annunciator.

f) Inform personnel on the next shift if the impairment will exceed 8 hours, or
carry over to the next shift. The next shift may need to be scheduled to
perform fire watch duty.

g) Continuous fire watch is required until the impairment is complete.

Appendix R – Standard Operating Procedure for Hot Works Page 8 of 15

University of Minnesota, Facilities Management
November 2002 (Revised: December 2006)
 h) No hot work (grinding, welding, soldering, etc.) is permitted in the location of
a sprinkler impairment.

i) Stop any hazardous operation, i.e., paint spraying, when required fire
protection is to be performed

j) No impairment is considered complete until all repairs have been made and
any necessary system’s testing is performed. Systems must be returned to
service. Fire detection devices, notification appliances, and circuits must be
tested for proper operation. A full flow main drain test must be completed
after a control valve is reopened.

k) Collect all impairment hang tags and keep on file for 5 years. The fire watch
log should be attached and retained with the impairment.

l) Notify departments that were contacted prior to the impairment that the
systems are returned to service. (See (d) above.)

Note: In some cases, it may not be possible to order all needed material prior to
initiating the impairment, but the coordinator is expected to use best judgment in
implementing the impairment procedure. In the case of impairment emergencies
occurring during off shift hours, the coordinator will provide the information to
the next shift for complete resolution.

4. Hang Tags

1. Fire Impairment Hang Tag

2. Fire Watch Form Log Sheet
3. Impairment Matrix
4. Impairment Notice

Appendix R – Standard Operating Procedure for Hot Works Page 9 of 15

University of Minnesota, Facilities Management
November 2002 (Revised: December 2006)
Appendix R – Standard Operating Procedure for Hot Works Page 10 of
University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
FIRE WATCH LOG SHEET
DATE: SHIFT:

Fire watch needs to walk entire impaired area. Any fire doors in corridors need to be
closed.

Time begin:

Enter the time in the box below. Next to the box, enter the building and floor inspected.

Please indicate the above floors were checked either by marking a check or writing the time visited in the corresponding box.

Time end:

Employee:

Corrective actions taken:

This policy was rewritten in April 2004 by a committee with the following members:

Appendix R – Standard Operating Procedure for Hot Works Page 11 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
Nancy Rudstrom
Becky Hintz
Jim Lindner
Dave Stringfield
Chantelle Swanson
Karen Collins
Doug Vickers
Karl Novek, UMD

REQUIRED APPROVALS:

Policy approved by: Date:

Rebecca Hintz
Risk Management Specialist
University Services

Policy approved by: Date:

William Chose
Director of Maintenance Operations
Facilities Management

Policy approved by: Date:

Steven Spehn, Associate Vice President

Facilities Management

Policy approved by: Date:

Gary Summerville, Director

Project Delivery Services

Appendix R – Standard Operating Procedure for Hot Works Page 12 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
 Bldg
U Services Insurance Fire Code
Impairment Fire Watch Risk Mgmt Carrier Dept Official
Level Description Requirements Contact Contact Contact Contact

1 A single component (I.e., smoke or heat No No No No No

detector) is found to be defective during
routine maintenance, and requires
replacement. Fire watch is not required
for level one impairment. Notification
of the fire department, insurance
company, or Building Code Office is
not necessary.

2 A shutdown of a system, or portion Only During Off- Yes Yes Yes No

thereof, for more detailed maintenance Hours
(I.e., replacement or rerouting of
electrical systems or mechanical
systems such as pipes or pump
maintenance). Fire watch is required
during non-working hours of the
shutdown. All sprinkler system
shutdowns are at least a Level 2
impairment. Notification of the fire
department and insurance company is
required.

3 This pertains only to fire protection and All Hours Yes Yes Yes Yes
alarm systems. This is a condition
where the entire sprinkler or fire alarm
system for a building is out-of-service,
or the connection to BSAC is not
available. Fire watch is mandatory
during the entire duration of the
impairment. Notification of the fire
department and insurance company is
required.

When fire or life safety systems are All Hours Yes (If Yes (If No No
unavailable due to unforeseen impairment impairment
circumstances. After impairment level lasts longer lasts longer
Emergency is determined, follow appropriate than 1-day) than 1-day)
Impairment precautions.

Appendix R – Standard Operating Procedure for Hot Works Page 13 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
IMPAIRMENT NOTICE
(Revised 04/2004)

An editable version of this form is available at http://www.uservices.umn.edu/riskmanagement/fls.html

PRECAUTIONS TAKEN (CHECK AS APPROPRIATE)

 Continuous Work Authorized

 Public Fire Department Notified  Ongoing Fire Watch
 Hazardous Operations Support  Hydrant Connected to Sprinkler Riser
 Hot Works Prohibited  Pipe Plugs on Hand
 Smoking Restricted  Fire Hose Laid Out
 Other  User’s Informed

INSURED NAME: University of Minnesota

INSURED LOCATION (City, State)  Other Location:

 Minneapolis, MN  Duluth, MN  Morris, MN  Crookston, MN

INSURED PHONE NO. INSURED FAX NO.

CHECK IF: SPRINKLER VALVE LOCATION:

 Sprinkler
 Fire Pump
 Fire Alarm
 Smoke Control AREA PROTECTED:
 Water Supply
 Extinguishing System
 Emergency Generator

REASON FOR IMPAIRMENT:

PLANNED DATE / TIME TO BE CLOSED

PLANNED DATE / TIME TO BE OPEN

IMPAIRMENT COORDINATOR (PRINT):

AUTHORIZED BY (PRINT NAME): FIRE PROTECTION EQUIPMENT OPERATOR

(PRINT NAME):

Appendix R – Standard Operating Procedure for Hot Works Page 14 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)
IMPAIRMENT NOTICE
DISTRIBUTION INSTRUCTIONS

Impairment Coordinator:

Fill out, using black ball-point pen for readability, sign and issue permit as follows:

(1) Fax or E-Mail Impairment Notice to parties indicated below (Fire Department’s require a
phone call):

Telephone # Fax # E-Mail

TVA Fire and Life Safety, Inc. 877/916-2774 619/839-3892 impairment@tvafiresafety.com

 Emergency Impairment 800/777-5914 (Pgr)

City of Minneapolis Fire Marshall: 612/348-2345

City of St. Paul Fire Marshall: 651/224-7371

BSAC: Zone 1 & 3 612/624-3357 612/625-5079

Zone 2,4,5, & UMD 612/625-0011 612/625-5079

Building Code Office: 612/625-6667

U Services Risk Management: 612/626-0552 612/626-0234 risk@facm.umn.edu

Appendix R – Standard Operating Procedure for Hot Works Page 15 of

University of Minnesota, Facilities Management 15
November 2002 (Revised: December 2006)