COMPANY FIRE INSPECTION PROGRAM
Administrative Rule Adopted by Portland Fire & Rescue Pursuant to Rule-Making Authority
A. This policy is established June 19, 2007.
B. It is the purpose of this policy to establish a uniform and systematic program for the inspection of buildings and occupancies by fire company personnel. The intent of such inspections is to locate common fire hazards and initiate action for their abatement.
C. This policy applies to sworn members of Portland Fire & Rescue (PF&R).
D. The Company Fire Inspection Program (CFIP) began in 2001 under a pilot program working with a limited number of fire companies. Following the initial evaluation of the operational aspects of the pilot program CFIP was implemented in stages until all companies had received the training and became fully functional. As of July 1, 2004, company inspections became part of the Portland Firefighters’ Association contract.
Code Title 31, 31.50 Portland City
1. A Senior Inspector shall be assigned as the CFIP program manager and shall have overall responsibility for the management of the program.
2. The Fire Marshal shall be the liaison between the Fire Marshal’s Office (FMO) and the Emergency Operations Division Chief on CFIP issues.
3. Battalion Chiefs have responsibility for CFIP in their battalion and should check the progress of each of their district stations on a monthly basis.
4. Station Captains shall be responsible for coordinating CFIP within their station.
5. The assigned FMO CFIP Inspector(s) will work with Station Captains to select the inspections that will be assigned to each company. The CFIP Inspector(s) will be responsible for all computer data entry.
6. Company Officers shall be responsible for the scheduling, coordinating, and supervision of all inspections conducted by members of their company under the guidance of the CFIP Inspector.
7. The FMO shall be responsible for the initial training of all company members in basic fire inspection procedures and providing all companies with proper forms and directives as needed.
8. Company Officers shall schedule continuing education house drills to maintain a sufficient level of understanding of fire regulations and inspection procedures as pertains to their specific inspection assignment. Continuing education requests will be coordinated through the CFIP Inspector. Training will be supplied in the most appropriate format and venue according to need.
9. Firefighters shall be responsible for that portion of inspection duties that may be assigned by their Company Officers.
10. Each fire company will be responsible for accurate data collection and attention to detail during required inspections in order to maintain the integrity of the Fires2000 database and other bureau records.
B. Assignment of Occupancies
1. It is intended that the station's inspection area will conform with their Fire Management Area to the extent that it is possible.
2. The selection of the occupancies to be inspected will be a cooperative effort between the CFIP Inspector, the District Inspector, and the Station Captain.
3. The inspections selected for CFIP should be of a low hazard nature. When a company fire inspector happens upon an occupancy that is beyond their scope of expertise: do not finish the inspection; let the business owner know that the inspection will be reassigned to a District Inspector; then contact the CFIP Inspector with your findings.
4. Examples of occupancies and contents that are not low hazard and that should not be inspected by EOPS personnel are:
a. hazardous processes, open flammable liquid use, flammable spray finishing, significant amounts of hazardous materials (more than you would expect to find in the typical private residence), fixed extinguishing systems (halon, cooking protection, paint booths, etc.), storage over 12 feet high, warehouse with a sprinkler system, building cores that include alarms and sprinklers, any inspection that includes a sprinkler riser other than apartment buildings less than four stories tall (can do businesses in a sprinkled building but cannot inspect the riser), apartment buildings with fire escapes or sliding fire doors (Chapter 13 buildings), adult entertainment (politically high risk), large hotels, hospitals, nursing homes, schools, day cares, night clubs and other assembly spaces with occupant load of 50 or more, stadiums, amusement park structures, OR any occupancy your experience tells you is not low hazard.
5. Each station shall be provided with a Master Occupancy List of the total assigned buildings and occupancies within their Fire Management Area.
6. Fires2000 will project inspections on a station-by-station basis, not per station/rig/shift. Distribution of buildings and occupancies to be inspected by each company and shift shall be the Station Captain's responsibility.
7. Each fire company shall be assigned no more than 216 occupancies per year. These inspections will be divided equally between each shift as directed by the Station Captain.
C. Frequency of Inspections
1. Occupancies assigned to the CFIP program shall be inspected once every two years.
2. The Fires2000 software shall be used to manage the inspection projection for each station. Every two weeks, Fires2000 will project 9 inspections per company, per station. Once an inspection is projected, a pre-inspection letter will be sent to the business. Ten days later, the inspection will be “ripe” to inspect.
3. Station Captains shall be responsible for assuring inspections are completed in within 30 days after the inspection becomes available.
4. Care should be taken to inspect the occupancies as they become due to prevent “bunching.” Bunching happens when inspections are put off for a few weeks, then done in a large group. The inspection cycle is twenty-four months. The inspection cycle becomes skewed when the inspections are bunched and correcting this problem may result in some businesses being inspected earlier than intended.
D. Inspection Forms and Records
1. Station records shall conform to Fire Prevention Division records. Policies will be issued as necessary to update records and record keeping policies. All memos shall be kept in the CFIP notebook.
2. A Master Occupancy List of all buildings assigned to the station fire management zone shall be kept in the station inspection file.
3. The Field Data Form (FDF) shall be used to collect and verify all occupancy site pertinent information.
4. The FDF Form is available in the Fires2000 data entry program on PF&R computers.
5. The Fire Prevention Inspection Form 300.10 (WORKSHEET) is used to record violation information during company inspections. The CFIP Inspector shall enter hazards noted into Fires2000. Once entered the form is generated and mailed, providing the customer with an itemized accounting of hazards, etc. The accounting system will generate the appropriate billing statement that is mailed separately to the responsible party.
6. The Company Referral (Form 300.07) shall be used for all referrals to the Fire Prevention Division.
7. Specified copies of FMO Policies shall be provided by the FMO and filed in the CFIP notebook.
E. Inspection Procedures
a. Inspections shall be scheduled to not conflict with house drills or outside drills.
b. Inspections should be scheduled at a time that will cause the least interference with the occupancy involved.
a. Company Officers shall be responsible for making sure all members wear neat and clean House Uniforms while conducting inspections.
3. Performing the Inspection
a. Prior to each inspection, the company shall review the data in Fires2000, including inspection history, for each planned inspection.
b. A Field Data Form shall be printed for each planned inspection to be used as a resource in the field.
c. Prior to commencing the inspection, the inspector should seek the appropriate person in charge and obtain permission to perform the inspection. Note: Courtesy and consideration is important in attaining a cooperative attitude.
d. Review the Field Data Form with the business owner or representative and make sure that all information is current and accurate. Verify the Mailing and Bill To addresses. Make changes as necessary and submit in the inspection packet to the CFIP Inspector after completing the inspection.
e. Inspect the occupancy completely, inside and out, for fire hazards and code violations using the “General Inspection Checklist” as a guide. Be sure to include the start and stop time, station, shift, inspector, and date of the inspection. Be cognizant of the fact that handwriting must be legible.
f. Violations Found
i. Note any hazards and associated Standard Violation Codes on a FMO Form 300.10 WORKSHEET (Fire Inspection Report). Provide enough narrative to allow for any inspector to pick up the re-inspection. Note: This form can be generated via Fires2000. A re-inspection date, 40 days from the date of inspection, is automatically inserted in the appropriate space at the bottom of the computer-generated form.
ii. Review with the owner or responsible person the information that is provided pertaining to the request for additional time to abate hazards and the appeal process.
g. No Violations Found
i. Write "No hazards noted at this time" on the 300.10 within the blank lines immediately below the “eight common hazards” list.
4. Process After the Inspection
a. All paperwork (the FDF with corrections and the 300.10 WORKSHEET) shall be placed in the CFIP Inspector “Out Box” that will be maintained in every station. The CFIP Inspector will be responsible for correcting and/or entering inspection data in Fires2000 for each inspection.
a. If a re-inspection is needed, it shall normally be conducted on or after 40 days following the initial inspection.
b. To check on re-inspections due, enter the Fires2000 program; select “Reports” on the button menu along the top; select “Re-inspections Due” off the cascade list; select “Preview”; use the page arrow to navigate page by page until you find your station.
i. Re-inspections that are highlighted yellow have been re-assigned to a District Inspector.
ii. Inspections will remain on the list until all hazards are abated.
iii. If a District Inspector’s name is assigned to one of your station’s inspections it is because the inspection was referred to the FMO. That re-inspection is now the responsibility of the District Inspector.
c. If possible, the same shift and inspector who performed the original inspection should conduct the re-inspection.
d. Each company will be responsible for performing one reinspection when hazards were noted on a CFIP inspection.
e. Indicate all hazards that are abated by entering the abatement date along with the inspector’s initials next to each hazard on the 300.10 WORKSHEET. Also write the start and stop time, the inspector’s name, shift, and station.
f. If hazards remain unabated, the company inspector shall make a brief note on the back of the 300.10 explaining why hazards were not abated along with the date and their initials and submit the inspection packet to the CFIP Inspector for subsequent processing. The CFIP Inspector will add the inspection to their inspection portfolio until the inspection process is complete.
g. If all hazards are abated, draw a line with a yellow highlighter diagonally across the front of each page of the 300.11 prior to submitting the record to the CFIP inspector’s “in box”.
F. Enforcement Actions
1. Fire company personnel will not be required to initiate legal enforcement action if voluntary compliance is not obtained. Legal enforcement action shall be the responsibility of the Fire Prevention Division.
Administrative rule adopted by Chief of Portland Fire & Rescue and filed for inclusion in PPD June 25, 2007.