REVIEWING CONSTRUCTION DOCUMENTS FOR A NEW FIRE STATION

BY DON KIRKHAM

The construction industry has become very complex. Understanding the construction process and associated nomenclature is virtually a profession in itself. This article is designed to help you enhance your comprehension of these areas so you can successfully oversee projects in your depart-ment. Building designs and plans are subject to code review, but common sense must be employed as well. Several issues pertaining to the use of the building must be considered in the preliminary planning phases. Among them are the following.

  • Fire suppression systems. As fire professionals, we should be the first to incorporate sprinklers in our facilities. It is hypocritical for us to embrace sprinklers in other facilities and preclude them in our own stations. It always comes down to cost, but what is the intangible cost of hypocrisy in the community? To offset the costs of sprinklers, many cost savings can be effected in the design. As an example, replacing the brick veneer or stone façade with an exterior insulation and finish system (EFIS) may cover most of the cost of a sprinkler system. Are we building a monument to the administrators or a practical station that exemplifies our virtues of saving life and property? It is perfectly acceptable for the building committee to review the fixture schedules, which detail the kind, type, and quality of lights, bath, and other costly items, and ask, “How much do we save if ….” Reviewing the specifications may reveal cost-efficient methods of building with less expensive materials. Building a fire station is a collaborative effort in which every idea should be explored.
  • Americans with Disabilities Act. The architect should be willing to review the code to determine how the Americans with Disabilities Act requirements affect your project and which provisions must be met.
  • Elevators. Most elevators that travel less than 35 feet are electrohydraulic. Some do not require three-phase electric but do require a pit, a pit ladder, lights, a sump pump, a receptacle, refuge space at the top, and—very important—regularly scheduled maintenance. The refuge area at the top of the elevator may necessitate that the roof be more steeply pitched, which may increase costs. Elevators even for a two-story building can easily cost more than $35,000, excluding the operating expenses. These expenses can add considerably to the fire station’s annual budget. The operating costs of a station must be considered while contemplating the construction design.

Every committee has its own dynamics and varying levels of expertise and experience. As a member your department’s Building Committee, realize that you must ask questions if you do not completely understand something at any phase of the process. The architect/engineer would be just as mystified as you are if they were in your place. The architect or engineer will review your ideas and requests and attempt to incorporate them into a construction design that is within your specified budget. Preconstruction meetings with a design team are critical to the sucess of the project.

KEEPING CONSTRUCTION PLANS CURRENT/ACCURATE

The plans presented to you represent many hours of work from several professional disciplines. Acquaint yourself with the orientation of the building relative to North, as indicated by the arrow on the plans. Then, read the “General Notes.” These notes are extremely important; they contain a wealth of information that will answer the majority of questions you may have.

Every construction project has idiosyncrasies, meaning that, despite the contractor’s best intentions, items are moved, altered, deleted, or added. Such changes must be recorded on a set of drawings that accurately describes them. As an example, a water line that may have been drawn to enter the building three feet from the southwest corner had to be moved to six feet from that corner because of a buried pile. This should present no problem unless another line must be dug near the same location, in which case the excavator should know of the change.

As the project progresses, maintain a second set of drawings labeled “As Built”; keep it with the original set. These “As Built” drawings will be invaluable in the future. Each building has its share of minor alterations, which should be documented for future reference. A second set of “As Builts” should be maintained off-site in a secured location.

Check the date of each plan and each sheet. The sheets may have been revised in accordance with a “Correction Letter” the architect received from the plans examiner. These revisions may affect the structure. The date of the plans should be clearly visible and must be kept current. Imagine what might happen if each contractor and the committee had drawings from different revisions. File obsolete drawings where they cannot possibly be intermingled with the current set of plans.

PLANS SEQUENCE

The sequence of construction plans begins with the “big picture” and narrows the focus to the details.

  • Title page. Generally speaking, plans begin with a title page, which contains such information as the project name and address; the general contractor; civil, structural, mechanical, and electrical engineers; and architect.
  • Table of contents. It lists the contents of each sheet, which have headings such as “Civil,” “Architectural,” “Structural,” “Process,” “Plumbing,” “HVAC,” and “Electrical.” Your plans may have additional pages such as “Fire Alarm” or “Suppression.” Generally, a map citing a known landmark for easy identification of the location is included. Many title sheets have a building code information block, to facilitate the plans review process. Generally listed inside the block are the following: edition of the building code, the occupancy classification, the construction type, and fire separations. Sometimes, additional information such as allowable building height, area, travel distances, occupant load, and minimum exits are denoted.

Note: When all of the corrections and modifications have been made to the plans, they are submitted to the building authority having jurisdiction (state or local). After having properly reviewed and approved the plans, the building authority stamps the plans as approved. Each sheet should be stamped and signed by the architect or design professional having jurisdiction. Keep a set of the stamped/approved plans and specifications in a safe place.

  • Index and general notes. The latter may be accompanied by information on sanitary sewer, water lines, grading, and other information, such as a larger, more detailed map of the location. Grading notes and excavation quantities are sometimes included in this section as well.
  • Site grading, utility plan, and profile sheet. This page explains the topographical information; drainage details; elevations for drainage; ponding sizes, if necessary; manholes; and scale for dimensioning. It is usually labeled “C1,” for “Civil Engineering page 1.” Page C2 may have more detailed information and a smaller scale of the site. C3 may contain sedimentation and erosion control plans. If silt fencing is required at the site, this information will be found here.

Some departments choose to use a fabric under the pavement to assist in preventing deterioration of the asphalt paving. This fabric is very useful when the pavement is exposed to heavy loads such as fire trucks. The details for the parking lot may be found on this page as well.

  • Architectural pages. A listing of architectural abbreviations along with many different crosshatchings and shadings are usually identified here. It is a good idea to review this page before diving into the more detailed sheets.

—American with Disabilities Act information. This sheet denotes heights for fixtures, sizes, distances, and signage to accommodate people with disabilities. It is important that the contractor adhere to these criteria.

—Floor plan. This is the beginning of the plans most are accustomed to seeing. This sheet reveals the size and dimensions of the building. Many items are detailed here, including room sizes, door locations, door swings, basic construction of walls (metal or wood stud), and many other pertinent facts.

Note: Generally, a circle with a number over a letter and number is the architect’s note to see Detail X on page A=architectural, E=electrical, S=structural, H=HVAC, or P=plumbing and the sheet of these sections on which the information can be found.

Example: This translates to the following: See Detail #6 on Architectural Sheet 4.5.


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The next sheet may contain special enlargements for complex areas or fixtures.

—Elevations. These are architectural sheets that describe what the building will look like from different sides—dimensions, types of siding, glass, roofing, and many other visual aspects.

—Room finishes, doors, etc. These architectural sheets denote room finishes, door schedules, casework, and jamb details. Pay close attention to these pages; they contain valuable information. A typical room finish sheet will include room number (100s for first floor, 200s for second floor, 300s for third floor, etc.); the name of the room (office, kitchen, dorm, etc.); and the flooring type and base. Generally, each wall is designated “North,” “South,” “East,” or “West,” followed by the type of material and finish. Ceilings are next; provided usually are the type of material, finish, and height. Often, there is a column for remarks.

—Wall. There may be several of these sheets. They are slices of the building that show the footer, foundation type, floors, wall types (wood or metal stud), insulation size and type, headers, trusses or steel-bar joist, and roof type. The architect will show many different types of wall sections. To determine where each is to be constructed, refer to the circle with the detail number on top and the sheet number on bottom discussed above. Some items to note with interest are the following: the presence of perimeter drainage; perimeter insulation; compacted fill depth; size of slab; footer size and presence of rebar; and type of studs (wood—southern yellow pine or spruce pine fir; the first is stronger but more difficult to work with, or metal stud), size, and gauge.

—Details. On this sheet, the architect notes information deemed important to the contractors. Note: As these details are completed by the various contractors, they should be dated and signed off on by the project manager or general contractor. At the end of the project, every detail should be documented as completed and dated. Each of these changes should be noted in a letter from the architect. This will ensure complete compliance with the approved plans.

—Ceilings. Some plans have architectural sheets entitled “Reflected Ceiling Plan,” which indicate to the ceiling contractor and the electrician the locations of the lights in the rooms and to the HVAC contractor the locations of the supply and return grilles in the ceiling.

—Roof. These drawings detail the roof structure—type of roof, such as membrane, TPO, built-up, asphalt, fiberglass shingle, or other. If the roof is flat or nearly flat, look closely for the emergency overflows and their locations. If the normal scuppers become obstructed, the emergency overflows must carry away the water. (If you ever encounter a building in which the emergency overflows are shedding water, the roof’s integrity should be suspected.) These sheets will also detail locations of rooftop HVAC units and drains. If the building has a parapet, its construction details will be given here.

Structural sheets. The foundation plan, the first sheet, shows the location, size, and footers. Elevations are usually set to 100 feet equals the top of the finished floor. So, footers will have a number lower than 100 feet, something like 97 feet, 4 inches to the top of the footer, which is 18 inches deeper. When the architect speaks of elevations being 100 feet, the reference is not to the elevation of the building in relation to sea level.


—Roof framing plan. This is normally the next sheet in the structural series. It denotes roof framing details such as truss spacing, purlins, decking, size of beams, etc. The truss note offers a wealth of information pertaining to the design criteria of the trusses. It gives information concerning live and dead loads. Trusses have a load-carrying capacity of the top and bottom chords. The truss manufacturer will submit for approval a detailed drawing set accompanied by the set of plans.

Keep these truss plans or readouts in a safe place with the other plans. Trusses are complicated pieces of engineering and need to be treated accordingly. Carefully monitor their condition as they are delivered and placed in proper position. All trusses are identified by their position on the building; strict enforcement of this placement is critical.

—Column schedule. Some plans include this in the structural sheets. The schedule shows size, location, and elevation for each column and girt (a horizontal member usually attached to columns; the outer skin or siding attaches to them). Columns and girts can be steel or wood. The schedule also spells out girt spacing, dimension, material type, and how it is to be connected to the column.

Some jurisdictions do not inspect bolted and welded connections; therefore, the contractor must hire an independent inspection firm to make and certify these connections. If you see something that does not look correct at a connection, mention it to the general contractor or project manager. These connections are critical to the building’s structural integrity. “General Structural Notes” offer many insights into what you observe.

Special note: If your station has an overhead hoist, it may be necessary to have it inspected and load tested before occupancy. A monthly inspection should be performed on the hoist and support structures. An annual inspection and load test by an independent agency is also recommended.

  • Equipment plan. Some structures have an equipment plan that shows unusual equipment and its locations. An oil interceptor is an example of an item that would appear on these sheets. Other examples are office furniture, air compressors, electrical transformers, standby electrical generators, UPS system, and alarm system, to name a few.
  • Case work. Elevations detail the location, height, and sizing of cabinets and lockers. They may have a sheet to themselves.
  • Plumbing plan. Usually, it begins with the underground layout and general notes. A list of architectural abbreviations is extremely helpful to the casual observer here. Many times, a trench drain is included in the apparatus bay and connected to an oil interceptor. A tip to keep in mind for drains is, oversize them slightly to accommodate additional fixtures in the future. There never seems to be enough hose bibs in most departments. Consider installing a 11/2-inch water line in the bay for wash down and minor tank refilling. This will lead to the discussion of water tap and supply line size. Usually, bigger is better. If your station has a sprinkler system, domestic and fire suppression taps may be needed.

—Plumbing overhead. This plan describes the plumbing lines located in the ceiling areas or in the open truss spaces at the apparatus bays. The isometric drawings show the plumbing system in a spatial view. Pay close attention to the fixtures specified and ensure they are the units that are actually installed. A fixture checklist should be completed and accompany the “As Built” plans.

—Heating, ventilation, and air conditioning (HVAC). The HVAC floor plan illustrates exactly all of the system components—duct size, type, cubic-feet-per-minute (cfm) flow, location of duct and diffusers, unit location, and numbers, to name a few. Duct smoke detectors are required on larger systems, depending on return air flow (cfm). During the life safety inspection, these units will be tested to demonstrate that they will shut down the HVAC units.

An air balance report should be submitted when the final building inspection occurs. This report will confirm that the airflows specified by the HVAC engineer have been met. Fire damper fusible links will be shown on this sheet; they should be inspected for operational readiness. Some apparatus bays incorporate unit heaters that hang from the roof trusses. These unit heaters should be test fired during the acceptance phase.

The next sheet usually describes all of the HVAC components. Match the units specified to the units actually installed, to confirm that the proper equipment was installed. Document this on a checklist and keep with the “As Built” plans.

If the HVAC units are fired during the construction process, it is a good idea to replace the filters immediately on acceptance.

Many HVAC systems can be monitored remotely, I strongly suggest this feature. It can sound an alarm when something is not functioning properly, alerting you to a problem before it is even noticed.

Many HVAC engineers specify locked covers on the thermostats. I strongly recommend them.

If you think a HVAC zoned approach would be beneficial, you may want to investigate installing a variable air volume system in the office and living quarters. The HVAC engineer can explain the cost/benefits to you.

  • Electrical. If the lighting plan is the first sheet, begin by examining the exterior lighting. Ask the electrical contractor for a foot-candle (light intensity) report on the exterior lighting. This report will show the varying lighting intensities of the exterior and parking lot. Exterior lighting can enhance personnel and building security. This is not an area in which to shave dollars out of the budget. Photoelectric eyes cost less and require less maintenance than timers.

—The “Electrical Symbol List” explains the symbols used on the plans. As with all of the other subsystems, check to see that what was specified was actually installed and documented.

—Many areas now require that a red plastic tape stating “Danger Buried Electric” be buried approximately one foot above the buried line. This is installed to alert a trencher to the fact that a buried electrical line is below. The idea is that the trencher will hit the tape first and the operator will stop before hitting the electrical line or conduit.

—Electrical power plan. It describes where the circuits that feed each device originate. I prefer that electrical receptacles be installed with the ground plug on the top so that if something is dropped on a plug that is partially out, the object will land on the ground and not short out. This will not be specified on the plans, but you can achieve this with a brief discussion with the electrical contractor.

Your station likely will have several electrical panels; a panel schedule will be included with the drawings. The schedule includes information such as the load, size, and type of breaker; wire size; KW rating, circuit number; and other information. If it is a three-phase panel, other information that may be included would be connected load, amps per phase, and load summary. The load summary describes resistive and inductive loads. Knowing the lights, receptacle, and appliance or motor load will aid in calculating the capacity of the backup generator and uninterrupted power supply.

Reviewing the electrical fixture plan will document the type, voltage, and size of each fixture. Consider that more initial cost and efficiency can mean higher replacement costs in the future. The committee must consider voltages, operating costs, and replacement costs.

Ceiling fans can greatly enhance the quality of life in the living area. A fan in the bunker gear room will increase circulation.

Specifying the size of the electrical standby generator is not difficult but needs to be addressed by a professional. Many times the fire station must be equipped to handle Emergency Operations Center responsibilities. Anticipating these electrical and space needs involves planning and thought. If an uninterrupted power supply is necessary to support such power-sensitive items as computers, fax machines, lights, and other specialized equipment, it will be included on the electrical sheets.

SPECIFICATION BOOK

The specification book provides details about the specific devices and equipment to be used in the fire station. At first glance, this book may appear overwhelming. Some of these books are thicker than War and Peace. Fortunately, the book is broken down in a systematic fashion that makes it easy to use. The cover page offers many insights into the project. Check to see if the building department has stamped it with its approval. Many times, the building department includes the specification book with the building permit. Many jurisdictions require that the specification book be included with the plans at the time a request for a building permit is submitted. The name of the project and the address should be prominent. The architect of record should have stamped it (some architects also sign it).

Each division and section is very well detailed for the operations described. The key is to review all of this material prior to commencement and then as each division becomes applicable. The plans also should be thoroughly reviewed at the beginning of the project and then critically as each phase is about to begin.

SAFETY

Safety is everyone’s business. During the interview process for the general contractor, ask about the firm’s safety record. Ask to see training records and recordable, reportable, or lost-time injuries. The firm’s commitment to safe work practices can be extended to its commitment to quality as well. Have your safety officer periodically visit the site to get a feel for the attitude toward safe work practices. Any violations of good safety practices should be reported to the person in charge immediately. If the situation is not addressed, report it to the next level in the chain of command. It is a good idea to insist on being notified whenever a recordable, reportable, or lost-time injury occurs on your site. It is not unreasonable to ask for a site safety plan that includes a map of the area, directions for contacting (including the phone numbers of) EMS and fire, the evacuation signal, the weather forecast, and a 24-hour contact and phone numbers for the general contractor and local utilities. Ask to see each subcontractor’s safety plan, MSDS, Bureau of Workers’ Compensation number, insurance certificate, and numbers of people likely to be on-site. As a construction project manager, before I hired any subcontractor I drove by its place of business to gain first-hand knowledge of business operations. Observing clean vehicles, premises, and neatly dressed personnel demonstrated their attention to detail without a word being spoken.

CONTRACTS, ACCOUNTING AND LEGAL

Many general contractors use the American Institute of Architects contracts and accounting forms. They have a time-tested history, although your legal counsel must review and approve them. If you are responsible for signing these forms, understand each section and provision. The accounting forms detail the amount of the draw for each trade, percentage of completion, materials stored, balance to finish, retainer fees, and other items. Seek expert advice before signing these documents.

If your agency has retained a project manager, the manager will be constantly reviewing the plans and specifications as well as the actual construction. If you have contracted with a general contractor, the contractor probably will have someone on-site daily to ensure the specifications are carried out.

Save the labels of all materials used in the project, including those from the mortar, caulking, rebar, and paint—literally every product used. These labels may be very valuable in the future if something were to go wrong.

Many departments have firefighters who have experience in the building and constructions trades use their expertise to assist in understanding the complexities of building a new fire station. If your department doesn’t have someone experienced in a specialty area such as commercial electrical service, ask the community for assistance. The local community is a great resource for the Building Committee. All you have to do is ask; the outpouring of support will amaze you.

Constructing a new or remodeling an existing station is a huge undertaking, but asking questions and soliciting assistance can make it a more successful and highly educational experience.

DON KIRKHAM is a retired firefighter/medic from the Delaware City (OH) Fire Department. He has a bachelor of science degree in fire science and in engineering, a master’s degree in public administration, and a Ph.D. in business administration. Kirkham is facility manager for Velocys, a research and development company, and has been the construction project manager for Ohio University’s newest satellite campus in Pickerington, Ohio.

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