Archived decisions

HAMPSHIRE COUNTY COUNCIL

Decision Report

1) Executive Summary

1.1. In order to reduce future maintenance liabilities, this report seeks approval for sprinkler systems to be re-certified to the British Standard BS9251 which is more appropriate to the sprinkler systems designed and installed in Hampshire Nursing Care and Residential Older Persons Homes.

1.2. Issues Covered in Report

a) The background to the provision of sprinkler systems in residential accommodation

b) The development of the bespoke Sprinkler System Design Model

c) Maintenance liabilities

d) Funding

2) Contextual information

2.1. In October 2008 the Panel considered a report about the cost of servicing new fire sprinkler systems and the risk assessed options for managing such installations. As part of the County Council's Policy to install sprinkler systems into County Council buildings on a risk assessed basis, and in recognition that such systems do not form part of the life safety systems in the building or a compensatory measure under Building Regulations, this risk based approach was extended to cover the detailed design of sprinkler systems in Hampshire Nursing Care and Residential Older Persons Homes.

2.2. Using this methodology a number of key factors were taken into consideration when designing and installing sprinkler systems for this accommodation.

2.3. The Design Model was developed to ensure:

a) Sprinkler systems would be designed and installed to a common standard

b) The specific requirements of the Nursing Care and Residential Care Homes was recognised and taken into account

c) Coverage of the system was on a Risk Assessed basis throughout the properties

d) The sprinkler installation was integrated into the properties in a sympathetic way to maintain the `domestic' feel of the accommodation

2.4 Members of the Panel will recall the request to officers to investigate reducing the ongoing maintenance of smaller installations and this report recommends a course of action that is in line with this aspiration.

3) Background

3.1. The design and installation of sprinkler systems is undertaken by Approved Contractors or Certified Contractors in accordance with the appropriate British Standard. This Standard has been traditionally used for commercial and industrial type installations in offices, warehouses, retail facilities and other such buildings

3.2. At the time the Nursing Care Accommodation was constructed through the ENHANCE programme, sprinkler installations in residential properties were covered by a Draft for Development standard DD251 as sprinkler systems had not been widely installed in residential premises in the UK.

3.3. To address the particular issues associated with the Nursing and Residential Care Homes a single Model Design Document was commissioned by the Director of Property, Business and Regulatory Services from a specialist Fire Safety Consultant. The Model Design incorporated the engineering specification details of the (then current) British Standard (BS5306 Pt2) and the system design considerations of DD251

3.4. This Model Design Document provided the Design and Installation Contractors with a single common standard, allowing some flexibility from strict adherence to the British Standards whilst working within a clearly defined framework.

3.5. The document outlined the design and installation principles and gave guidance where there were deviations from the British Standard. It detailed engineering solutions to the specific fire sprinkler installation challenges encountered in the Nursing and Residential Care Home projects.

4) Validation of the Design Model

4.1. To validate the engineering solutions and applications set down in the Model Document, third party accreditation was sought from the fire engineering division of the Building Research Establishment (BRE).

5) Ongoing Maintenance Costs

5.1. Operational checks, routine maintenance and servicing of sprinkler installations costs approximately £100,000 per annum arising from the requirements of BS5306 Pt 2.

5.2. All of the checking, servicing and maintenance works is undertaken by the term engineering contractors at a cost of approx £100,000 p.a. for the systems installed to date. (Approx. £60,000 of which is attributed to the Nursing & Residential Care Homes)

5.3. In January 2005 a new standard, BS 9251 `Sprinkler systems for residential and domestic occupancies' came into force, the standard being a development of the previous Draft Document 251.

5.4. BS 9251 is intended to cover most types of residential accommodation including Nursing and Residential Care Homes. It is less onerous in a number of areas not least of which is the need for less frequent operational checking and maintenance.

5.5. This British Standard calls for annual maintenance with a 6 monthly system check and does not require weekly checks of pumps etc. It does however require the installation's control system to run the pumps at regular intervals to ensure they remain free running during periods of inactivity.

5.6. Clearly the less onerous maintenance and checking regime of BS9251, if adopted, would lead to a number of efficiencies and therefore cost savings for the County Council.

5.7. The costs for changing the pumps and control systems will be in the order of £17,000 - £20,000 per system depending on the specific configuration of each system. There are eleven systems to be converted at an estimated overall cost of £213,000.

5.8. Discussions are underway with the specialist sprinkler contractors over the process for re-certification and the associated costs, but it is anticipated that this could cost up to £2,500 per installation. This will therefore increase the cost to approx. £240,000. Funding for the re-certification will be from efficiency savings already generated within the term engineering contract budgets.

6) Technical Issues

6.1. Currently the sprinkler systems installed in the Nursing and Residential Care homes have pump sets designed to be run weekly via a manual start/stop procedure. The automatic controls systems controlling the pumps etc currently do not facilitate the automatic running of the pumps at the regular intervals dictated in BS9251.

6.2. It is possible to change the pump sets on the existing systems and to alter the automatic controls to allow automatic periodic running of the pumps to comply with the requirement of BS 9251

7) Outline of Options

7.1. Option 1

Continue with the current arrangements.

7.2. Option 2

To retain the systems currently installed but decrease the frequency of maintenance and services

7.3. Option 3 (*Preferred option)

Modify each system to allow re-certification to the Residential standard and amend the servicing and maintenance regimes to meet this standard. This option will reduce the long-term maintenance liabilities associated with the sprinkler installations in Hampshire Nursing and Residential Care Homes.

8) Option Analysis / Comparison:

8.1. Option 1

Continuing with the checking, servicing and maintenance in accordance with British Standard 5306 Pt 2 does not represent good value for the County Council as over the lifespan of the installation substantial financial resource will be expended on routine works (approximately £60,000 per annum for fifteen years).

8.2. Option 2

Decreasing the amount of servicing and maintenance would provide a financial saving; however greater time intervals between servicing could lead to plant failure in the event of an incident and the County Council would also be operating outside of a best practice regime set down in the British Standards.

8.3. Option 3

Re-certification will reduce the financial expenditure on servicing and maintaining and will ensure that the County Council continues to operate a best practice regime in line with British Standard 9251.

9) Conclusions

9.1. Re-certification of the existing sprinkler systems is the preferred option as it ensures systems are installed and maintained to a recognised British Standard (BS9251) and will deliver revenue savings of approximately £60,000 per annum when all of the work is complete.

9.2. Funding for the re-certification will be from efficiency savings already generated within the term engineering contract budgets

10) Recommendations

10.1 That the panel advises the Executive Member for Policy and Resources that sprinkler systems designed and installed in Hampshire Nursing Care and Residential Older Persons Homes, be re-certified in accordance with British Standard BS9251 to reduce the future maintenance liability of such installations.

CORPORATE OR LEGAL INFORMATION:

Links to the Corporate Strategy

Other Significant Links

IMPACT ASSESSMENTS:

1. Equalities Impact Assessment:

Race and equality impact assessment has been considered in the development of this report and no adverse impact has been identified.

2. Impact on Crime and Disorder:

The County Council has a legal obligation under Section 17 of the Crime and Disorder Act 1998 to consider the impact of all the decisions it makes on the prevention of crime. The proposals in this report have no impact on the prevention of crime.

3. Climate Change:

How does what is being proposed impact on our carbon footprint / energy

consumption?

Reduced travelling to and from site by contractors therefore reduced CO₂

How does what is being proposed consider the need to adapt to climate

change, and be resilient to its longer term impacts?

No impact identified