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Tenant Handbook

Fire Procedures

Building Fire Safety Features  

Manual Fire Pull Stations:  All building floors have manual fire pull stations on the walls near the exits of each floor. They are typically small red-colored boxes and have simple instructions on the front to activate. These are tied into the main fire alarm panel and they notify the panel to send out signals.

Sprinklers: All tenant and public areas of the building are protected by ceiling mounted automatic sprinklers that are heat activated. Any water flow will trigger an alarm at the main fire panel. Sprinkler-related equipment is tested quarterly.

Smoke Detectors: The following areas of the building are also protected by smoke detectors: freight and passenger elevators lobbies and elevator machine rooms.

Fire Extinguishers: All fire extinguishers are wall mounted in cabinets throughout tenant spaces, freight elevator lobbies, common areas and stairwells. These extinguishers are used on fires involving wood, paper, plastic, grease, oil and electrical. Tenants should become familiar with the location of extinguishers within their space and the proper use of these devices.

Stairwells: The building contains two main evacuation stairwells that can withstand a fire for three hours. During any fire alarm condition, the stairwells are pressurized by fans to prevent smoke from entering the stairwells. This enables persons on higher floors to safely descend the stairwell. When any alarm condition exists, doors are automatically released to allow access. Stairwell doors must not be blocked open because this may allow the spread of fire or smoke into the exit stairwells.

Fire Alarm Panel: The building is equipped with a fully addressable fire alarm system with main control panel. The panel monitors heat and smoke sensitive devices, water flow, tamper switches and fan status throughout the building. In the event of a fire or system trouble, an alarm will sound at the panel disclosing the location and nature of the problem. The panel is also monitored 24 hours a day/7 days a week by an off-site monitoring service. In addition, alarm conditions automatically trigger a call to the The Woodlands Fire Department.

Fire Alarm: Sirens and visual strobes are transmitted through equipment on each building floor and within tenant spaces of affected floors.

Public Announcement System: Speakers that will be used for communicating emergency response activities and/or evacuations are located throughout tenant floors and common areas which allow building personnel or local authorities to communicate to all floors at the same time or individually in the event of an emergency.

HVAC Circulation: The activation of a fire alarm causes air handling units to power off thereby reducing the circulation of smoke from a fire.

Emergency Generator: Emergency power will be provided immediately by the building generator for the following “critical” items only:

  • Emergency lights in stairwells, elevators, corridors and tenant spaces
  • One passenger elevator plus one freight elevator
  • All fire/life safety equipment
  • All exit lights
  • Emergency telephone systems in elevators and Fire Command Center rooms
  • Public Address System (“PA”) 

Tenant Fire Emergency Responsibilities

If you see smoke, fire or smell something burning it is essential for the safety of all tenants that you follow the enclosed procedures.  Each tenant is obligated to conform to the approved Fire Safety Plan established by the building owner.  Each tenant should provide responsible personnel to assist the Building Fire Safety Director to control the movement of their coworkers during an evacuation of the building. Such plans require the following:

In the event a fire is discovered in your office or you see smoke coming from another part of the building, remain calm and follow these instructions: 

  1. Call 9-1-1 and give the name and address of the property and the location of the fire.
  2. Call the Property Manager at (832) 813-7373 and your fire emergency Floor Wardens.
  3. Know where fire extinguishers, pull stations, stairwells, and exits are located.
  4. Small fires, such as a fire in a trash can, may be put out with a fire extinguisher.
  5. Never attempt to put out any sort of electrical fire with water.  Only a Dry Chemical or CO2 fire extinguisher should be used on electrical fires.
  6. Do not attempt to fight a spreading fire. Focus your efforts on evacuating and helping others evacuate in an orderly fashion.
  7. Know the location of the nearest fire exits; you should be able to find them in the dark.
  8. Never use the elevators in a fire emergency. Direct all evacuating traffic to the stairs.
  9. Before you leave your office, feel the door to see if it is hot before you open it.  If it is hot, or if smoke is seeping through the cracks, do not open the door.  Try another exit door.
  10. If you cannot exit your office, seal off the cracks around your office doors, go to a window and signal for help.
  11. If the exit door feels cool, proceed to evacuate.  If there is smoke, stay low.  Crawl on the ground and take short breaths until you reach a stairwell.  This should be a safer area, and you should be able to move freely and quickly to evacuate.
  12. Follow the emergency plan guidelines for evacuating any persons with disabilities on your floor.
  13. Choose a specific site outside the building that is far enough away from the building to avoid injury from explosion or shattering glass to reconvene with your staff once evacuations have been successfully completed.
  14. Do not return to the building until the Fire Department, your Building Manager, and your Floor Warden have given the “All Clear”.

 If you think you smell smoke immediately call: 

  1. Property Management Office at (832) 813-7373.
  2. Floor Fire Warden (if applicable to your building) - notify them of the smell, give location and characteristics of the odor.

Information to be given to the Fire Department:

  1. Address of the building and the floor of the fire.
  2. What is on fire.
  3. Type of occupancy - 13 story commercial office building, etc.
  4. Telephone you are calling from, then listen to the dispatcher.

Fire Alarm Announcements:

If you discover a fire or smoke initiate the following emergency procedures:

  1. Isolate the fire by closing the door, if possible.
  2. Call 9-1-1. Be sure to use the address, 24 Waterway Ave, when speaking with the 9-1-1 operator.
  3. Call the Management Office immediately (832) 813-7373 to report the fire’s exact location, its type and severity, if possible.
  4. Call your designated Fire Warden on the floor with the fire, give location and severity of fire.
  5. Pull the fire alarm.
  6. Close all doors leading to the fire (but DO NOT lock them). 
  7. Evacuate - use the designated Fire Exit or Fire Exit Stairway only. Never use the elevators.
  8. Do not attempt to fight a fire that appears to be out of control or threatens your safety. If the fire is small enough or is in a wastebasket, extinguish in place, if possible. If machinery is on fire, shut off its power supply.

If evacuation from the office becomes necessary prior to the arrival of the Fire Department or a Property Management Team member, the Fire Warden will:

  1. Give the order to evacuate to the designated rendezvous/muster point and ensure occupants stand close to walls to allow any emergency responders unimpeded access.
  2. Give instructions to the Back-Up Wardens to assist in ensuring all persons (Including coordinated movement of physically impaired persons) from his/her office have evacuated to the rendezvous/muster point.
  3. Notify the Property Management Office that they have evacuated their tenant space.
  4. Relinquish authority when a Property Management Team member or local emergency responders arrive. 

In the Event of an Announced Floor Evacuation:

  1. The Property Management Office will notify building occupants via the public announcement (“PA”) system to evacuate to another floor at least three (3) floors below the suspected smoke/fire area until occupants are given further instructions.
  2. In the event the PA is not operational; the Fire Warden must decide if evacuation is required. Floor evacuation is only necessary:
    • On the floor where the fire or smoke is present;
    • For the floor, directly above the fire or smoke floor;
    • For the floor, directly below the fire or smoke floor;
    • When ordered to leave by a Property Management Team member or by local emergency responders.

DO NOT use the elevators unless otherwise instructed. Use stairwells only and walk     single-file down the RIGHT SIDE of the stairwell.

In the Event of a Whole Building Evacuation:

  1. The The Woodlands Fire Department will either notify all persons via the PA system or cause the Property Management Office to do so.
  2. Fire Wardens should assist in evacuating employees in an orderly manner from their space/floor to the exterior rendezvous/muster point and remain there until further instructed by local emergency responders or Building Property Management Team as approved by the local emergency responders.
  3. Once outside, Fire Wardens should provide local emergency responders with any information that may be useful in tracking the fire location and any persons missing.

In the Event of Inability to Escape the Fire Area (Shelter-in-Place):

If evacuation of an area is not possible because fire or thick smoke blocks all escape routes, the following procedures should be followed:

  1. Move as far away from the fire as possible. Close all doors as you go (but do not lock). Every closed door between you and the fire provides a barrier against smoke.
  2. If a phone is accessible, call 9-1-1.
  3. Stuff clothing or other material around ventilation ducts and cracks in the doors to prevent smoke-filled air from penetrating the area.
  4. DO NOT BREAK WINDOWS. Under certain conditions, an open window may draw smoke into the area. If windows have been broken, there will be no way to stop the smoke from entering the room. 

Tenant Fire Warden Duties

Before:

  • Participates in semi-annual fire drills and maintains required training from the City.
  • Demonstrates complete evacuation to exterior rendezvous/muster points as part of the tenant emergency procedures training with tenant’s employees.
  • Maintains their company’s fire response plan and fire protection supplies (flashlights, batteries, arm bands, whistles).
  • Maintains a current employee list.
  • Coordinates with Back-Up Wardens for evacuation for employees with physical impairments.

During:

  • Ascertains the location of the fire and pull the nearest fire pull station if this has not already been done.
  • Calls 911

    • Gives the order to evacuate, if necessary.

    • Notifies the Property Management Office of a fire emergency.

    • Gives instructions to the Back-Up Wardens.

    • Continues fire evacuation procedures during actual fire.

    • Provides local emergency responders with any information that may be useful in tracking the fire location and any persons missing

After: 

  • Evaluates the procedures for fire evacuation and makes recommendations for revisions and improvements to the procedures. 

Tenant Backup Fire Warden Duties:

Before:

  • Participates in semi-annual fire drills and maintains required training from the City.
  • Coordinates with Fire Wardens for evacuation for employees with physical impairments.

During:

  • Follows instructions from Tenant Fire Wardens (Acts as main Tenant Fire Warden when assigned person is out of the office).
  • Searches tenant space to verify all individuals have left their space.
  • Takes a head count after an evacuation to verify that all their occupants on the floor have been evacuated.

Fire Safety Tips

  • Make sure appliances such as coffee makers are turned off at night.
  • Do not use portable electric heaters. They are prohibited in all areas of the building per the The Woodlands Fire Code.
  • Smoking is not allowed in the building or within 25 feet of any entrance to the building. Only designated smoking areas outside the building must be used.
  • If electrical equipment or a fluorescent light is not working properly, or if it gives off an unusual odor, disconnect the equipment or turn off the light and call the Property Management Office.
  • Protect extension cords from damage by not pulling them across doorways or any place where they will be stepped on. Do not plug more than one extension cord into another and do not plug more than one extension cord into one outlet. Be sure to check amperage load of the cord as specified by the manufacturer and do not exceed it.
  • Leave plenty of space for air to circulate around copy machines, word processors, microwave ovens, and other equipment that normally gives off heat.
  • Material must not be stacked closer than 20 inches from the ceiling to prevent blockage of sprinkler heads.
  • Report all “Exit” signs that are not properly illuminated to Property Management.
  • Flammable/Combustible debris, fluids or chemicals should be properly stored per Code requirements, i.e., cleaning fluids, etc.
  • Freight elevator lobbies on all floors should be kept clear at all times to provide access for emergency equipment. Tenant-owned items and deliveries should not be left near freight lobby areas.
  • Know the location of the fire exits/stairwells on your floor and fire extinguishers in your suite.
  • Keep several flashlights with fresh batteries in an easily accessible location for emergency use.
  • Do not open doors that feel hot.
  • Do not prop fire stair doors open or permit doors to remain open. This permits the fire and smoke to spread more easily.
  • Close all doors behind you.
  • Do not fight a fire by yourself.
  • Do not panic - remain calm - wait for help, if necessary.
  • Evacuate per evacuation procedures, which include following instructions from Fire Wardens, Building Management and the local emergency responders.
  • Walk quickly when directed, but do not run.
  • Do not use the elevators for emergency evacuation. USE STAIRS unless directed otherwise.
  • If you are exposed to heat or smoke, stay low near the floor.
  • Do not go back for your personal property or for other reasons. Notify your Fire Warden if you believe there are still persons remaining in your tenant space.
  • Do not return to your suite or the building until you are instructed to do so by local emergency responders or the Property Management Team.

Important Things to Know:

  1. When the Fire Department arrives, they are in charge.
  2. The roof is not an approved exit.
  3. The most critical areas for immediate evacuation are the fire floor, one floor above it and one floor below it.
  4. Use the elevators only when assisted by Fire Department personnel.
  5. Smoke is the number one problem in any fire.  It can deplete the air of valuable oxygen and contaminate the air with toxic materials.  If caught in smoke, take slow, easy breath.  Breathe through your nose and crawl along the wall to escape.
  6. Touch all doors with your hand before opening.  If it’s hot, do not open. Seek another exit.
  7. Opening or breaking windows fuels a fire with more oxygen.  Do not open or break any windows during a fire.
  8. When evacuating by stairwell, move to the center of the stairwell to avoid being hit by exit doors and to allow firemen to pass.
  9. Ladies, take off high heels.  Gentlemen, loosen ties and shirt collars.

Fire Preventions Tips:

  1. Keep all trash or waste material in fireproof trash receptacles and empty them frequently so waste does not accumulate.
  2. Keep all trash cans away from drapes or other flammable window coverings.
  3. Do not overload electrical circuits.
  4. Check all electrical cords for fraying to prevent a spark that might ignite a flammable item.
  5. Do not store cardboard boxes, packing materials or other flammable items in common areas or stairwells.  Aside from the possibility that they might catch on fire, these items could also block your exit route in the event of a fire.
  6. Portable Electric Heaters are not allowed in any area of the building.