Page 1 of 13 CONTENTS 1.1 Introduction 1.2 Scope 1.3 Recognition/Approval process for companies wishing to join the LPS 1233 scheme 1.4 Recognition/Approval certificates 1.5 Continuation of recognition/approval 1.6 Fees 1.7 Use of LPCB* Mark 1.8 Change of details 1.9 LPS 1233 Fire Protection System* Product Certificates 1.10 Complaints and Appeals 1.11 Sanctions Policy 1.12 Publications referred to in this part of scheme document Appendix A Definitions for Part 1 of LPS 1233 scheme document. An * after a term means that a definition for that term can be found in Appendix A.
Page 2 of 13 Schedule of amendments for this part of the scheme document Amendment reference Scheme document issue no. Clause Implementation date Details 04.06.01 2.1 1.3.1 Immediate Email address for Huib Timmerman changed. 04.06.02 2.1 1.3.2.1 1 August 2006 Reference to NCP web site deleted, reference to LPCB web site added. 04.06.03 2.1 1.3.2.2 1 August 2006 Reference to NCP web site deleted, reference to LPCB web site added. 04.06.04 2.1 1.5 1 August 2006 Paragraph reference deleted. 04.06.05 2.1 1.6 1 August 2006 Reference to NCP web site deleted, reference to LPCB web site added. Details for invoicing annual fee changed. 04.06.06 2.1 Appendix A 1 August 2006 Definition of LPCB revised as NCP no longer has any involvement in LPS 1233 scheme. 04.06.07 2.1 Appendix A 1 August 2006 Definition of NCP deleted as NCP no longer has any involvement in LPS 1233 scheme. June 2008 3.0 COMPLETE REVISION OF SCHEME DOCUMENT July 2009 3.1 Revised part 3, 3-O and 4. No changes in this part of the Scheme document. 01.02.10 3.2 1.3.2 Addition : Audit on location of company. Period of corrective actions adjusted. 01.02.11 3.2 1.3.2.1 Pre-assessment audit changed to 2 days : partly in office LPCB (document review) and partly on location of company. 01.02.12 3.2 1.3.2.2 servicecontract added. 01.02.13 3.2 1.6 costs for travel and subsistence removed. 01.02.14 3.2 1.7 LPCB Marks adjusted 01.02.15 3.2 1.9.2 In 2nd Paragraph Declaration of Conformity removed. 01.02.16 3.2 Bijlage D Definition of certified components adjusted and is now called Approved components.
Page 3 of 13 1.1 Introduction Fixed fire protection systems*, are safety systems which are designed and installed in premises to protect people and/or to limit damage in the event of a fire. It is therefore essential that fire protection systems* operate effectively when required. In order to provide the assurance that fire protection systems* are in compliance with the design, installation and maintenance* standards and are fit for their purpose, it is necessary that a complete system of controls is in place. This product certification scheme describes the requirements to design and install the systems hardware and carry out the maintenance and supervision*. It does not describe the requirements of other measures in order for the system to be fully effective such as structural and organizational requirements of the systems, although for many types of systems these are part of the design, installation and maintenance standards. The structural and organizational aspects which are crucial for the system to be fully effective can be assessed on the basis of third party inspection e.g. the VBB* Inspection Scheme 2008, or equivalent. This Product Certification Scheme only covers the product which has been delivered by the (Temporary) Recognised or Approved Installer on the basis of a Contract Specification (CS)*. When structural and/or organizational aspects do not comply to this CS* the product might not be capable to control or extinguish a fire. The system of controls include: - The availability of a CS* of the premises, to determine the specification requirements for the fire protection systems*. - Design and installation of systems by (Temporary) Recognised or Approved Installers, which employ qualified personnel to consistently control, monitor and verify all the key parameters essential for the systems effective operation. - Compliance with recognised design and installation system standards. - The use of Approved components* in the system - Third party Inspection of the system design and installation by an Inspection Organisation*. - Periodic supervision* (inspection and tests) of the system by the systems owner or (Temporary) Recognised or Approved Installers. - Regular maintenance* of the systems by (Temporary) Recognised or Approved Installers. In order to ensure that the above controls are properly defined and implemented, the CvD* has developed this certification scheme, LPS 1233, the requirements of which are detailed in this scheme document and referenced publications. The Loss Prevention Certification Board (LPCB*) operates the LPS 1233 Certification Scheme and is accredited by the United Kingdom Accreditation Service (UKAS) to EN 45011 for Sprinkler Installers and Sprinkler Systems. The purpose of the LPS 1233 Certification Scheme is to give authorities*, fire departments, insurers, clients and users the assurance that the fire protection systems* in premises are designed, installed and serviced* according to the CS* and applicable technical standards. This
Page 4 of 13 assurance is provided by the issue of a LPS 1233 Fire Protection System* Product Certificate to the (Temporary) Recognised or Approved Installer. 1.2 Scope This scheme document defines the technical standards and quality levels required to ensure that fire protection systems* are adequately designed, installed, and serviced*. LPS 1233 Fire Protection System* Product Certificate are issued to (Temporary) Recognised or Approved Installers for new, modified or extended fire protection systems* in premises, providing these systems conform to the following requirements: - They are in accordance with the CS*. - They are designed and installed in accordance with the installation standards specified in the CS* by LPS 1233 (Temporary) Recognised or Approved Installers; - Approved components* are used, where required by the relevant parts of this scheme document; - They are fully inspected, including a complete design review, by an IO* in accordance with LPS 1233 inspection procedures, for conformity with all the above points; LPCB* takes the decision on the issue of an LPS 1233 Fire Protection System* Product Certificate. An LPS 1233 Product Certificate is also issued to a (Temporary) Recognised or Approved Installer for service* contracts on the maintenance and supervision* of existing fire protection systems* in premises, providing they conform to the following requirements: - Systems are in accordance with the CS*; - Systems are maintained and/or supervised* by LPS 1233 (Temporary) Recognised or Approved Installers in accordance with the CS* ; - LPCB* takes the decision on the issue of an LPS 1233 Product certificate on maintenance and supervision*. 1.3 Recognition/Approval process for companies wishing to join the LPS 1233 scheme This process does not apply to companies wishing to re-join the LPS 1233 scheme following withdrawal of their LPS 1233 recognition/approval. For these companies a specific procedure shall apply which shall be notified to the company on application to re-join the scheme. 1.3.1 Application Companies that wish to join the LPS 1233 scheme, should apply for approval to LPCB*, at the address below. LPCB* will be sent the appropriate documents and application forms by e-mail to the applicant. Loss Prevention Certification Board Nederland B.V. Postbus 342 5300 AH Zaltbommel
Page 5 of 13 The Netherlands Contact: H. Timmerman LPS 1233 Scheme Manager Telefoon: +31 (0) 418 573880 ; Direct +31 (0) 70 381 9326 Telefax: +31 (0) 418 573881 E-mail: info@lpcb.nl Internet: www.lpcb.nl On receipt, all applications will be checked for eligibility and completeness as well as for financial probity. The company will be informed in writing of the acceptance or decline of their application. 1.3.2 Audits If the application is accepted, LPCB* will contact the company to arrange the dates for the (preliminary) audit. A programme for the audit will be issued to the company. Audits are an objective examination of the company s compliance with the LPS 1233 scheme requirements. All audits on the location of the company start with an opening meeting with the company to explain the purpose of the audit, the programme, the reporting methods and any appropriate health & safety issues relating to site visits at client premises. The date and time of the closing meeting will also be agreed. During audits the LPCB* assessor will need access to at least the following items: - Technical reference documents. - ISO 9001 certificate and reports raised by the Certification Body (when appropriate). - Quality system control documentation and records. - A list of all contracts in progress and contracts completed since the last audit. - Test instruments used by the Company and records for calibration and accuracy. - VCA certificate (or equivalent) for Installers ( when appropriate). - Evidence of Public Liability insurance. - Records of Customer Complaints. - Training and competency records for technical staff. - Employment records of technical staff. All the above documents shall be the latest issue. To enable LPCB* to carry out an effective audit, relevant staff, as requested by LPCB*, shall be available at appropriate times during the audit. At the end of an audit, a closing meeting will be held to discuss any non-compliance* or observation* reports raised and the assessor s recommendation to grant or to continue (temporary) recognition/approval. A senior member of the company shall be present at the closing meeting to agree and sign any reports and to discuss the results of the audit. Where it is not possible to prepare the reports at the closing meeting, they will be discussed at the closing meeting and will be sent to the company as soon as possible after the audit for signature and return. Where non-compliance* reports are raised, they must be completed and returned to LPCB* with completed corrective and preventative actions within the agreed period of time. The maximum period in which corrective and preventative actions must have been
Page 6 of 13 taken is six month after the pre-assessment audit. If after that period no actions have been taken or the actions taken are incomplete or insufficient, LPCB will carry the complete pre-assessment audit again. 1.3.2.1 Preliminary assessment audit An audit of a new company whishing to join the scheme will be carried out by LPCB*, normally two days in duration, to verify that the company complies with the relevant clauses in the appropriate parts of the LPS 1233 scheme documents and that their quality management system makes reference to the requirements of the LPS 1233 scheme. The audit consists partly of a document review beforehand and a visit to the location of the company. During the audit on the location of the company a completely finished contract shall be sampled by LPCB.In the case that the company did not carry out any contract a temporary recognition cannot be granted. In that case the company can receive a letter from LPCB, subject to the company closing out any reports raised during the document review audit, in which LPCB declares that the company is allowed to design and install fixed fire protection systems which could lead to a LPCB product certificate, however under the full supervision of LPCB. The depth of the supervision by LPCB depends on the type of fire protection system and will be further detailed in the relevant parts of this scheme document. Depending on the type of contract and the results of the supervision carried out by LPCB more than one contract could be sampled before temporary recognition can be granted. When the results are satisfactory the company will be given (temporary) recognition and their details added to the list of (Temporary) Recognised Installers, on the LPCB* web site (www.lpcb.nl) and issued with a certificate. Between the preliminary and full assessment audit, the company will be subject to regular surveillance audits at a frequency stated in the relevant part of the scheme document. 1.3.2.2 Full assessment audit 1.4 Recognition/Approval certificates When a temporary recognised company has met the requirements for full approval, as detailed in the relevant part of the scheme document, they will undergo a full assessment audit. The audit will sample at least one fully completed contract and when applicable a service contract. On the recommendation of the assessor to grant approval and close out of any reports raised during the audit, the company will be granted approval and their details will be added to the list of approved companies on the LPCB* web site (www.lpcb.nl) and issued with an approval certificate. A full assessment audit will normally last for two days (see relevant parts of this scheme document). Recognition or Approval certificates are only issued to installers They contain the name and address of the company, LPS 1233 scheme reference and current issue, a unique certificate and issue number, valid from and to dates and the LPCB* mark. Certificates are valid from date of issue and are maintained and held in force subject to satisfactory surveillance audits and maintenance of ISO 9001 certification by the company by an accredited certification body.
Page 7 of 13 Certificates remain the property of LPCB*. 1.4.1 Temporary Recognised Installer (TRI) Certificate A Temporary Recognised Installer (TRI) Certificate will be issued to an installing company on the recommendation of the assessor and on satisfactory close out of any reports raised at the preliminary audit. The TRI certificate will initially be issued with a validity period of 12 months. Subject to satisfactory surveillance audits and project evaluation reports, the TRI certificate will be re-issued for a maximum period totaling three years after initial issue. 1.4.2 Approved Installers Certificate An installer that has met the requirements for approval and has satisfactorily completed a full assessment audit and closed out any reports raised during the audit, will be granted approval and issued with an approval certificate. The certificate will be valid for a period of three years. 1.5 Continuation of recognition/approval 1.6 Fees Surveillance Audits Continuation of recognition/approval is subject to regular surveillance audits, the frequency of which are stated in the relevant part of the scheme document. Surveillance audits are carried out to ensure that the approved/recognised company is continuing to comply with the requirements of the LPS 1233 scheme. Charges will be made for applications, audits, annual fees and certificates in accordance with the LPS 1233 schedule of fees for Installers. The fee schedules will be reviewed each year and placed on the LPCB* web site www.lpcb.nl. An invoice will be raised for the application fee which must be paid before any (pre-)assessment work can be carried out. Invoices will be raised by LPCB* following each audit or issue of a certificate. Annual fees are payable in March each year. 1.7 Use of LPCB* Mark When recognition/approval has been granted, the LPCB* Mark (as detailed below) may be used as directed in BRE* publication PN103, 'Use of the BRE* Certification Mark'. LPS 1233 Temporary Recognised Sprinkler Installer Certificate No. ASI- XXX or LPS 1233 Approved Sprinkler Installer Certificate No. ASI- XXX LPS 1233 Temporary Recognised Fixed Gas System Installer Certificate No. AGI- XXX or LPS 1233 Approved Fixed Gas System Installer Certificate No. AGI -"XXX"
Page 8 of 13 1.8 Change of details An LPS 1233 Installer shall give prompt notice, within thirty days of any change becoming effective of a change in legal constitution, trading title, address, or changes which would effect their eligibility of the company for LPS 1233 recognition/approval. Companies shall notify the LPCB* by letter, fax or by using form BF 053 which can be obtained from the LPCB* on request. 1.9 LPS 1233 Fire Protection System* Product Certificates. 1.9.1 New/extended/modified systems Product certificates for new systems or extensions/modifications to existing systems, shall only be issued by LPCB* if the following requirements have been met: - the system has been installed by an LPS 1233 (Temporary) Recognised or Approved Installer - the inspection results confirm that the Fire Protection System* (Product) comply with the CS* - all requirements of the relevant parts of this scheme document have been met. 1.9.2 Maintenance and supervision* Product certificates on maintenance and supervision*, shall only be issued if the system has been maintained and/or supervised* by an LPS 1233 (Temporary) Recognised or Approved Installer and which fully comply with all the requirements of LPS 1233 scheme document. The maintenance and supervision* services* shall preferably be carried out on the integrated system of all components and sub-systems* by or under the supervision of an LPS 1233 (Temporary) Recognised or Approved Installer. The day to day supervision of the system(s) carried out only by the owner or its representative is not covered by the product certification on maintenance and supervision*. 1.10 Complaints and Appeals LPCB* operates a complaints and appeals procedure, see BRE* publication PN 100 for details. 1.11 Sanctions Policy Companies approved or recognised under the LPS 1233 scheme shall comply with BRE* Global Limited Terms and Conditions PN 101, and the requirements of the LPS 1233 scheme. The sanctions policy relating to LPCB* audits and complaints submitted to LPCB* are detailed below. LPCB* Audits Accepting LPCB* audits The company shall accept LPCB* audits, as required by the scheme. LPCB* will take reasonable steps to be flexible on the dates of surveillance and special audits. But if a company does not accept an audit which is due, or repeatedly cancels visits, the company s approval/recognition will be suspended. Refusal to accept a visit required under the scheme will result in withdrawal of recognition/approval (to be decided by the CvD*).
Page 9 of 13 Completion of corrective actions to non-compliances* The company shall complete the necessary corrective actions to non-compliance* and observation reports, raised at LPCB* audits, within the specified time frame as stated in the reports. If a company does not submit its corrective or preventive measures to LPCB* within the specified time frame, the company s approval/recognition could be suspended, which eventually could lead to the withdrawal of the recognition/approval (to be decided by the CvD*). - Acceptable Performance A company s performance at LPCB* audits is acceptable under the LPS 1233 scheme if it incurs no more than a small number of major (approximately 2 or 3) or minor (approximately 4) non-compliance*s at each LPCB* visit, and properly completes the corrective actions in the required time. Normally the company s corrective actions will be closed out (verified as properly completed) by LPCB* before its next surveillance visit. However, a special visit may be required to close out non-compliance* reports when the time taken to verify the corrective actions would take the LPCB* too long at the next audit, thereby reducing significantly the available time to complete the audit programme. - Unacceptable Performance A company s performance at LPCB* visits becomes unacceptable under the requirements of the scheme if it incurs a large number of minor non-compliances* and/or a major noncompliance*(s), or fails to complete the corrective actions in the required time. Follow-up actions by LPCB* If the company s performance at LPCB* visits becomes unacceptable, the following actions will be taken by LPCB*, starting with (a), until the company completes the necessary corrective actions, or certification is withdrawn: (a) (b) (c) Special Visit A special visit is carried out on the company, normally 30 days or an agreed time after the non-compliances* were raised, to verify that the necessary corrective actions have been properly completed by the company. Suspension of Recognition/Approval If the necessary corrective actions are not properly completed within the agreed time, the company s recognition/approval will be suspended. If, whilst under suspension, the company properly completes the corrective actions by the required date, the suspension will be lifted. Withdrawal of Recognition/Approval If the company s corrective actions are still inadequate at the end of the suspension period, its certification will be withdrawn. Complaints to LPCB* Only written complaints are accepted by LPCB*. All written complaints are registered and investigated by LPCB* as quickly as possible. Complaints are only dealt with by the LPCB* if they relate to quality or technical aspects of fire protection systems* carried out under the LPS 1233 scheme. Complaints which are concerned with commercial or contractual aspects are
Page 10 of 13 not accepted by LPCB*. The Installer and/or Inspection Organisation* shall fully co-operate with the LPCB* to resolve the complaint. Where the complaint is from a client, insurer or building user, regarding a technical non-conformity on a fire protection system*, the LPCB* may require to conduct an audit of the system with the Installer, insurer and Inspection Organisation* in attendance, as appropriate. The LPCB* will attempt to ensure that all technical non-conformities of a fire protection system* are corrected. Normally, an LPS 1233 Fire Protection System* Product Certificate will not be issued for a system which has a major noncompliance*, or will be withdrawn from a system which is discovered to have one. 1.12 Publications referred to in this part of scheme document PN 100 - Complaints and Appeals PN 101 BRE* Certification Standard Terms and Conditions PN 103 - Use of BRE* Certification Marks BF 053 Request for change of details
Page 11 of 13 APPENDIX A Definitions for Part 1 of LPS 1233 scheme document (alphabetical order) Authority The authority is the organisation which issues building and user permits. BRE BRE stands for Building Research Establishment. LPCB* is part of BRE Certification Limited which in turn is part of BRE Trust Approved Components Approved components are components which are approved and listed for their intended use by an accredited test laboratory. The test laboratory shall be accredited for testing the specific component against the specific standard by the national accreditation organisation which has a Multilateral Agreement (MLA) with the European Co-operation for Accreditation, or a Multilateral Recognition Agreement (MRA) with the International Laboratory Accreditation Cooperation of the International Accreditation Forum. Part of the approval or listing must be a periodic (at least annual) review of the Factory Production Control System (part of a Quality Management System that is at least equivalent to ISO 9001) of the manufacturer of the component. The product standard against which the component is tested shall be the harmonized European standard, if available. All requirements in the European standard are relevant. If no harmonized European standard is available, another private, national or international standard may be used as the base for the product approval or listing. When the specific standard is not a Dutch or European standard, the standard has to be available to buy without restrictions and has to be sent free of charge to the CvD (technical panel of the LPS 1233). The CvD will evaluate the standard and decide whether or not it can be accepted as a product standard. Contract Specification (CS) A CS in this definition is a generic term and comprises two aspects: 1) A Fire Protection System* Specification and 2) The scope of the product to be certified. Ad 1) The Fire Protection System* Specification, which shall be based on an accurate risk assessment report, shall at least specify the following: - Name and address of premises to be protected; - Objectives of Fire Protection System(s)*; - Demanding parties; - Risk description; - Extend of Fire Protection System(s)*; - Applicable technical standard(s); - Departures on and/or interpretations of technical standards; - Design, installation and maintenance criteria; - Interfaces with other systems or processes; - Maintenance, test, supervision and inspection criteria; - Drawing of the premises or room(s) to be protected. The Fire Protection System* Specification shall be in compliance with the required specifications within the methodology of the Inspection Organisation*. The CS* shall be approved and signed by all demanding parties. Ad2) The scope of the product delivery by the installer shall specify which part of the Fire Protection System* Specification is within the product certification.
Page 12 of 13 Note: For detailed Contract Specifications see relevant parts of this scheme document. CvD A technical panel including working groups, operating under the control of the TC-Brand of CCV (Centrum voor Criminaliteitspreventie en Veiligheid) and responsible for the overall fire scheme. Fire Protection System Fire Protection Systems include the following automatic (and for some systems, manual) operated systems: - Sprinkler systems (including waterspray, watermist and foam systems) ; - Gas extinguishing systems. LPCB Loss Prevention Certification Board (LPCB) is a UK based organization which undertakes product and installer approval. LPCB is part of BRE* Certification Limited which in turn is part of BRE* Trust. The LPS 1233 activities are operated by LPCB Nederland B.V. (www.lpcb.nl). Inspection Organisation (IO) An Inspection Organisation (hereafter abbreviated as IO) is an organization who has a license agreement with LPCB* to carry out design and system inspections. These organizations will be listed on the LPCB* website. Maintenance and supervision Maintenance and supervision includes the following activities. - Periodic inspection of the fire protection system* (usually carried out by the owner of the system); - Periodic tests of the technical installation(s) ; - Periodic maintenance and when required revision or replacement, of the installations components and sub-systems* as per appropriate technical standard or manufacturers recommendation. Non-compliance (major) A major non-compliance is a deviation from the requirements of this scheme document carried out by an approved company, that has or might have a negative effect on the performance of the system installed or the activities carried out in the process of producing a system. Non-compliance (minor) A minor non-compliance is a deviation from the requirements of this scheme document carried out by an approved company, that does not have a negative effect on the performance of the system installed or the activities carried out in the process of producing a system. Observation An observation is raised where there is not enough objective evidence to confirm a noncompliance*, and yet there appears to be the suggestion that if left unattended, a situation could arise which could lead to a non-compliance*. Observations can also arise from minor errors and omissions.
Page 13 of 13 Service (servicing) Servicing is a contractual undertaking by an LPS 1233 (Temporary) Recognised or Approved, Installer to undertake (parts of) the Maintenance and Supervision* activities of a fire protection system*. Sub-System A sub-system is an assembly of various components which form a smaller system in itself and which are normally purchased by a (temporary) recognised or approved installer from a specialised supplier. Examples of sub-systems are fire pump sets, sprinkler suction tanks, sprinkler or gas monitoring, alarm and actuation systems, foam induction systems etc. VBB Inspection Schemes Schemes, owned by the CCV, which, on the basis of inspection, describe harmonized methods to evaluate fire protection systems* including the structural and organizational aspects as well as the interfaces with other systems or processes, which are crucial for the system to be fully effective.