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Bureau of Internal Business Services

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Property Protection Program - Guideline

City Risk LogoInsurance

Risk Management, Portland, OR                                                    06/12/2015



The City of Portland Property Protection Program is a proactive program designed to manage risks in order to prevent property loss and disruption, reduce the severity and mitigate losses that do occur, and resume essential City operations as soon as possible by providing consultation expertise and services. 

The majority of all property loss is preventable. The program provides the means to identify property risk factors that could lead to property loss and implement recommendations through engineering controls, administrative controls, and best work practices. City Risk manages the City of Portland’s property insurance program and works closely with the insurance carrier, FM Global, on loss control initiatives.

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City Risk manages the property insurance program for the City of Portland. As property owners, Bureaus are responsible for maintenance and property loss control activities at their facilities. Additionally, though insurance may be available following a loss, Bureaus may still face operational disruption from structural and/or equipment damage. 

Emergency response and business continuity planning continues to be a priority. City Risk, in partnership with FM Global, has programs and services to identify and assess risk, develop plans to prevent loss, and provide consultation to reduce loss severity so that the Bureau can resume providing critical services and operations. 

Loss data indicates that fires initiated by hot work, electrical equipment, and various other sources are a top driver in frequency and severity. Severe loss from fire frequently occurs in structures where fire alarm or sprinkler system valves have been closed and not reopened. By aligning current procedures with proactive approaches and best practices, loss frequency and severity can be reduced. By implementing and/or updating facility specific emergency response plans, the impact of the loss, including the operational downtime, may be reduced. 

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This program applies to all City bureaus that own property.


FM Global provides the following loss control programs and services at no cost to the City of Portland. Detailed information about how to access program and service information is available on the City Risk web page.

The following FM Global Programs have been adopted for use city-wide. They are to be established and maintained at all City properties and facilities, to the extent to which they apply. Detailed program information is available in the referenced attachment.

  1. Hot Work Permit System:  Hot work is any temporary operation involving open flames or producing heat and/or sparks. This includes, but is not limited to, brazing, cutting, grinding, soldering, and torch-applied roofing. Uncontrolled hot work is a fire hazard, whether conducted by City personnel or a contractor/subcontractor. FM Global has a Hot Work Permit System that involves an authorized hot work permit for each hot work operation performed by City personnel, contractors, or subcontractors.

  2. Red Tag Permit System:  The red tag permit system manages the fire alarm and sprinkler system during scheduled or unscheduled impairments. It is meant for management and facilities personnel to be able to plan for temporary protection, notify the fire department, and shut down hazardous processes (such as hot work) during times when the fire alarms or sprinkler systems are not operational.

  3. Valve Inspection System:  The valve inspection system provides a means to verify and document that valves are in the correct position to allow sprinkler systems to function as designed. All fire protection system control valves are to be locked in the open position to discourage possible tampering or unauthorized closure.

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FM Global provides a number of services to manage property risks.

  1. Scheduled, routine property inspections:  City Risk coordinates with FM Global and bureaus to conduct bi-annual inspections of all City owned and insured properties over $15M in value. FM Global conducts an in-depth engineering inspection and provides recommendations to prevent or reduce the severity of loss. City Risk consults with Bureaus to assist with prioritization and implementation of recommendations.

  2. Plan review for new construction, major renovation projects, and property acquisitions

  3. Call-back notifier service:  FM Global will call to verify that work related to a hot work permit or red tag permit was completed.

  4. Emergency procedure and plan review:  Emergency response plans should outline actions to be taken by responsible parties during the initial stages of a fire, natural hazard, or emergency condition. FM Global can conduct plan reviews and assist in developing roles and responsibilities; determining what information may need to be readily available, such as building diagrams, locations of electrical switchgear, gas shutoff valves, and utility equipment; and what information may be necessary to provide to responders, such as hazardous materials, sensitive equipment, and secured areas. Plans must be individually tailored to each facility.

  5. Loss Data for City of Portland: FM Global is able to provide loss data for the City of Portland and other insured parties for comparison purposes.

  6. Training:  FM Global will provide on-site education and training on programs and service for the City. Additionally, online training and program information is available online. 

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City Risk

    1. City Risk manages the property insurance program, including the City’s property insurance carrier, FM Global. City Risk responsibilities include:

    2. Review and revise this program annually or as necessary

    3. Provide consultation on loss control efforts, in coordination with FM Global.

    4. Coordinate with bureau property and facilities managers.

    5. Coordinate annual FM Global property assessments with bureaus.

    6.  Consult with bureaus on the findings and recommendations from FM Global reports.

    7. Maintain the Property Protection Program web page.

City Bureaus

    1. Ensure that each bureau has the following programs in place, as applicable: hot work permit system, red tag permit system, valve inspection system, and emergency procedures, including fire prevention, flood, etc.

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