Management Guideline

Quarterly Tenant Area Fire & Electrical Safety

Inspection

Prepare & Prevent

Page 1 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

Document Issue Issue Date Complied By Document Approved By
Owner
IMS-MG-002-VER 29-10-2021 Members of Chairman of Chairman of
0 Rules & Rules & Rules &
Procedure Procedure Procedure
Sub- Sub- Sub-
Committee Committee Committee

Document Version No Revision Date Standard Document No.

00 N.A. IMS-MG-002-VER 00

Table of Content
Sr.
No Content Page
No.
1 Purpose 3
2 Scope 3
3 Definition & Abbreviations 3
4 Implementation Responsibility 3
5 Record 3
6 MG Renewal Process 4
7 Process 4
8 Annexure - 1 5-9

Page 2 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

1.0 Purpose

The purpose of this management guideline is to establish a system for quarterly fire &
electrical safety inspection of tenant areas, communication to tenants and closure of
observations to enhance building fire safety.

2.0 Scope

This management guideline is applicable to all DLF Rentco facilities.

3.0 Definitions/ Abbreviations

3.1 Definition –

Tenant Areas: Tenant areas means the areas leased to tenants for their operation in
the building.

Fire & Electrical Safety checklist: Fire & Electrical Safety checklist is a predesigned
checklist covering basic fire & electrical safety points for conducting tenant area
inspection on quarterly basis. The tenant area inspection checklist is indicated in
Annexure – 1.

3.2 Abbreviations –

FM- Facility Management

CRM- Customer Relationship Manager
BM- Building manager
FO- Fire Officer

4.0 Implementation Responsibility

Facility Management team shall be responsible to ensure implementation of this MG.

5.0 Record.

The inspection reports and closure status reports shall be maintained at site as
explained in this management guideline.
6.0 Renewal Process

The management guideline shall be reviewed and revised by the Rules &
Procedure Sub-committee as necessary and at a minimum, not later than 3
years from the date of the last revision based on the feedback from various
sources.

Page 3 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

7.0 Process.

7.1 The tenant area fire & electrical safety inspection shall be conducted on
quarterly basis.
7.2 Building Manager shall plan the schedule for the quarterly tenant area fire
& electrical safety inspection and communicate to building CRM/Operation
Manager for coordinating with tenants.
7.2 The inspection shall be conducted by a team consisting of Fire officer and
Electrician from FM team. However more members can be included, if
considered necessary by any site.
7.3 The inspection shall be conducted based on the fire & electrical safety
inspection checklist in Annexure – 1. The inspection shall cover all tenants
in the building.
7.4 On completion of inspection the report shall be signed by the client
representative and the inspection team. The inspection team shall forward
the inspection report to Building Manager. Building Manager shall review
and consolidate the tenant fire safety inspection report of the building and
forward it to the building CRM/Operation Manager.
7.5 The CRM/Operation Manager, after review of the fire & electrical safety
inspection report, shall send inspection report to each tenant requesting for
closure of the observations.
7.6 The CRM/Operation Manager shall follow up with tenants for the closure of
the observations at the earliest and forward the closure report for the review
of site Fire head. After review of the closure status the site Fire head shall
forwarded to central Fire & Safety team on quarterly basis. The central Fire
& safety team shall review the consolidated quarterly report for ensuring
closure of observations.

Page 4 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

8.0 Annexure - 1

Quarterly Tenant Area Fire & Electrical Safety Inspection

Location- Tenant- Date-

Sl
Checklist Status Yes/ NO Remarks
No
Is there any area left without the coverage of fire
extinguishers?
(Indicate such area if observed)
First Aid Fire Are the fire extinguishers suitable for the hazard and
1
Extinguishers accessible?
Are the fire extinguishers inspected & maintained? (If any
extinguisher’s pressure gauge is showing red zone the
same may also be recorded)
Is the fire alarm system fully functional? Indicate the status
of fire alarm panel.
Is the fire alarm system integrated with Building's Main Fire
Alarm Panel and AHU dampers?
Is dedicated battery backup provided for the fire alarm
Fire Detection & Alarm panel?
2
System
Are the detectors heads un-obstructed?
Are the Manual Call Points (MCP) clearly visible and
accessible?
Is the fire detection and alarm system inspected,
maintained?
Are the sprinkler valves kept in open position (charged) and
locked with chain and pad lock or any other suitable locking
3 Sprinkler system arrangement?

Page 5 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

 Are the sprinkler caps removed and sprinkler heads free
from any bent, dirt, clogging, paint, projected fully out of
false ceiling?
Are sprinkler heads un-obstructed and 18-inch clearance
available between deflector heads and other objects?
Are the FHCs easily accessible, without any obstruction for
hose layout?
4 Fire Hose Cabinet (FHC) Are fire equipment like delivery hose, branch pipe and
fireman axe etc available in the FHC?
Is the FHC maintained and updated records available?
Are fire exits (path) un-obstructed & clear?
Are the Exit doors in good condition and closing properly

Are the access control doors integrated with fire alarm

system? Does each door have manual release device
5 Fire Exits & escape route provided and visible?
Are exit and directional signages provided, functional clearly
visible?
Are the exit doors unlocked and obstruction free when
occupied?
Is PA system working at the reception area of the office.
6 PA System Overriding facility provided in the restaurants / anchor store
for emergency announcement?
7 Emergency lighting Is adequate emergency lighting provided?

Whether combustible materials dumped or other potential

8 Fire hazard
fire hazards existing? If yes, provide details.
9 Fire Wardens Are the fire wardens nominated and current list available?
Are the plumbing shaft trap doors kept locked?
10 Plumbing Shaft
Is there any material deposit in the plumbing shaft?

Page 6 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

 Is the server and UPS room protected with automatic clean
agent fire suppression system or modular system(check
pressure gauge in green) with high temperature sprinkler
system or sprinkler system and is it functional and
maintained ?(Specify the type of protection)
Whether ventilation or air conditioning system provided?
Whether there are any loose/bare connections, taped joints
Server rooms & UPS that could lead to short circuit/trip hazard? (Indicate details)
11 Whether all wall and floor openings sealed with fire stop
rooms
system? (If unsealed openings, indicate details)
Whether UPS is provided with double distinct body
earthing?
The UPS & Server Room if provided with Unit AC, it should
be in N+1 configuration.

Is any combustibles material or used batteries stored?

Is there any loose wire/loose connection or naked wire in

battery room.?
Does the room have cross ventilation system/air
conditioning and is it functional?
Is there any hot spot or bulging of battery observed during
12 Battery Room
physical checking?
Is there any sulphation on battery terminals? Are the battery
terminals provided with insulated cap?
Is the battery room provided with fire detection and alarm
system and fire suppression system? Are they functional?
Are there any loose electrical connections / joints which
could lead to fire hazard?
13 Electrical Hazards Are there any abnormalities in electrical connection like
overheating / de-colorization, looseness in terminals,
exposed / tapped joints, use of multiple loads from single
point electrical source?

Page 7 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

 Are there any flammable / combustible materials stored in
front of switch board / electrical panel etc?
If any panel is protected with clean agent gas-based
suppression system tubular fire suppression system, is the
cylinder pressure gauge is in green zone?
Gas suppression / total flooding system gas cylinder are
secured / mounted at minimum two places adequately with
rigid structure.
Is the ELCB/RCCB of appropriate rating is provided and the
same is functional?

Are insulation mats provided in front of electrical panels?

Is there any wall mounted PVC body fan in the premises?

(PVC body fan is not permitted - Indicate the location if any)
Are combustible materials stored near electrical panels?

Is the area clean and free from combustible materials?

Is there any live cooking carried out in the pantry? If yes,

provide details. (No live cooking is permitted)

Thermostat should be tested, maintained and functional for

14 Pantry all the cooking appliances which are electrically operated
like oven or deep fryer or bain marie. Internal or External
test report should be available on six monthly basis.

Are portable food heating appliances used only in pantry?

(Not allowed in back store and other areas - indicate if it is
used back store or in any area other than pantry)
Is the back-office areas/stores exit path is clear,
Additional points for
15 housekeeping maintained, and the exit doors not locked
malls-
during mall operational time?

Page 8 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00

 Are enough emergency lights are provided in the stock/store
room?
Is gangway/aisles area free from obstruction?
Are the electrical panels approachable and panels locked?
Are hooter, strobe and MCP working

Are auxiliary systems like AHU, exhaust fans, fresh air fans
hooters etc. integrated and functional during detection
system activation?

Is material properly stacked in the store room?

Any other points

(The inspection team
16
may indicate other points
observed)

Inspecting Team: Fire Officer Electrician/ Shift Engineer Tenant Representative

Report Verification – Building Manager

Name-

Sign-

Page 9 of 9 Date of Revision: 29.10.2021 IMS-MG-002-VER 00