A failed sprinkler, fire alarm, fire pump, or suppression system is more than a maintenance problem. It can leave part of a building without its normal layer of fire protection. The response must therefore focus on limiting exposure, making required notifications, and restoring protection as quickly as possible.
If the outage affects the occupied areas of the building, a fire watch guard company will be necessary to monitor the property continuously with an approved fire watch.
Depending on the impaired system, occupancy type, outage time, local fire codes, and directions from the authority having jurisdiction (AHJ), there might be different procedures and requirements.
Treat the Outage as a Fire Protection Impairment
First, establish which of your fire systems has stopped working. It makes a difference whether you have a malfunction in the fire alarm or a sprinkler system outage and whether the problem covers the whole system.
The 2024 International Property Maintenance Code requires fire protection and life safety systems to remain operative and provides specific procedures when a required system is out of service. It also addresses emergency impairments caused by unplanned events.
Start by recording:
- The affected system or equipment
- The areas covered by that system
- When the failure was discovered
- Whether other protection remains operational
- The expected repair time
This information helps determine the next response.
Take Immediate Action After the Failure
Do not wait for the repair technician to arrive before managing the impairment. Prompt coordination can reduce the time occupants remain exposed.
The immediate sequence should be:
- Confirm the affected system and affected areas.
- Notify the responsible impairment coordinator or facility manager.
- Make required notifications to the fire department and fire code official.
- Contact the qualified service provider.
- Assess the additional fire risk created by the outage.
- Determine whether evacuation, fire watch, or other approved measures are required.
The IPMC specifically requires immediate notification when a required fire protection system is out of service and allows for evacuation or an approved fire watch where directed by the fire code official.
Decide Whether a Fire Watch Is Required
A fire watch is a compensatory safety measure, not a substitute for repairing the failed system.
In cases where people remain in the areas that are now unprotected, a fire watch may be required according to the code or AHJ. People assigned for this task may be required to constantly patrol, look for any signs of fire, and use an approved means of contact with the fire department.
It is necessary to consider the affected area, occupancy, combustible load, duration of the outage, remaining protection, and instructions of the AHJ when determining how the building should be managed.
For example, if a failure of the sprinkler system in the occupied area occurs, one should not assume that portable extinguishers provide enough protection for the building.
Know What Professional Fire Watch Coverage Involves
Putting an employee at a reception desk does not automatically create an effective fire watch. The assigned personnel need clear responsibilities, communication methods, patrol routes, and a defined escalation process.
A fire watch guard company can provide dedicated personnel when a property needs continuous monitoring during an impairment. Depending on the approved procedure, duties may include:
- Patrolling affected areas
- Looking for smoke, flames, or unusual heat
- Reporting hazards immediately
- Maintaining communication with emergency contacts
- Recording patrol activity
- Escalating an incident without delay
The exact duties should follow the applicable fire code, site procedures, and AHJ instructions.
Reduce Fire Risk While the System Is Down
While repairs are underway, management should avoid creating additional ignition hazards.
Where appropriate, consider suspending activities that could increase fire exposure, controlling combustible materials, keeping exits clear, and ensuring portable extinguishers remain accessible.
Hot work deserves particular attention. OSHA’s fire-watch requirements for welding and cutting address hazards created by sparks, heat, and combustible materials. Those requirements are distinct from an impairment fire watch created because a building’s fire protection system is unavailable.
Do not allow a fire-system outage to become an opportunity for unnecessary hot work.
Document the Entire Impairment
Good documentation creates a clear record of how the outage was controlled.
Record the:
- Time and cause of the outage, if known
- System and areas affected
- Required notifications
- Fire-watch start and relief times
- Patrol observations
- Repair activities
- Testing and inspection results
- Time the system returned to service
- Required restoration notifications
NFPA impairment-management provisions also address determining the extent and expected duration of an impairment, assessing increased risks, notifying relevant parties, and implementing compensatory measures.
Restore the System Before Ending the Response
A repair being completed does not automatically mean the impairment is closed. The affected system should be restored, tested or verified as required, and returned to normal operating condition.
Only then should temporary measures such as an approved fire watch be ended in accordance with the applicable procedure.
Emergency Fire-System Outage Checklist
| Identify → Notify → Assess → Protect → Monitor → Document → Repair → Test → Restore |
|---|
The goal is not simply to avoid an enforcement action. It is to keep people protected while normal fire protection is unavailable, follow the applicable requirements, and return the building to full protection as quickly as practical.