Maintenance, BWoF & Compliance

Almost all commercial buildings will have a compliance schedule which has been issued by the local council (territorial authority). The compliance schedule details a list of specified systems which must be tested and maintained to certain standards. Specified systems can include, but not limited to, fire alarm systems, sprinkler systems, emergency lights, lifts and mechanical ventilation. Passive systems such as signage, fire and smoke separations may also be included. These specified systems are designed to assist and protect people in an emergency. To view a list of specific systems visit the Building.govt.nz website, or contact us here at Control Systems.

Testing and inspection frequencies range from daily to yearly depending on the system, and some of these tests and inspections can be completed by the owner. However most of testing and inspections must be done by an IQP (Independently Qualified Person or organisation) such as the team at Control Systems. An IQP is a person who is accepted by a territorial authority, as being qualified to carry out or supervise all or some of the inspection, maintenance, and reporting procedures required for a specified system stated on a compliance schedule. An IQP can certify that those procedures have been fully complied with and signs off a legal document to verify this each year.

Detailed records of testing and inspections must be kept, as your council may carry out random audits and will expect to see a dedicated Building Warrant of Fitness (BWOF) folder detailing that these have been completed. The audits are conducted to ensure on going compliance.

A copy of the compliance schedule and all documentation relating to the testing should be stored in your BWoF folder.

Under the Building Act 2004 the building owner is responsible for producing a building warrant of fitness on the anniversary of the compliance schedule. However the building warrant of fitness can only be issued if all the requirements relating to testing, inspection and maintenance are complete. Often the building owner entrusts this responsibility to the tenant who may be responsible under their lease for all outgoings.

Often a building owner can engage an agent to act on their behalf to carry out the job of compiling all the required information from all the IQP’s and filing the documentation with the Council and issue the Building Warrant of Fitness. Engaging an agent takes all the hassle out of the whole process for very little cost. Control Systems can offer this service for any of its clients.

Failure to produce a building warrant of fitness can lead to a notice being issued by the council to rectify outstanding issues; alternatively you may receive a fine. Failure to comply with the regulations could also have wider implications; especially if there is a fire and the building is non-compliant, this could affect the building insurance coverage.

The Building Act 2004 is law and requires that systems designed to protect people and property (such as fire systems) are maintained and tested so that they work in an emergency and allow occupants to escape from potential hazards.

For any specified system in a building, for example SS2 Emergency Warning system (Fire alarm), the compliance schedule must state the testing frequency and the relevant NZ Standard that the system complies with. With such a diverse range of systems and age of these systems the individual requirements can differ.

If you are unsure, contact Control Systems and one of our skilled team can visit your site to advise of your relevant requirements.

Where a new specified system is incorporated into a building, whether during initial construction or at a later time, the compliance schedule will need to be updated to include the new information and testing and inspection regime for that specified system. A new specified system will require building consent from your local council and most likely a Fire Safety Design. Control Systems can work with you through this process as we have years of experience and a number of partners that can provide you with all you need to get your work underway. If you are modifying an existing specified system talk to us as the degree of the modification may be able to be a simple amendment to the council file instead of a new building consent which would be needed for a major alteration. The amendment process is completed using a ‘Form11’ and all relevant supporting information is submitted to the council.

Control Systems are able to assist with any requirements relating to the ‘Form11’.

The Building Warrant of Fitness is a document (officially known as a Form 12) issued by an IQP, building owner or owners agent, which outlines key information on the property, legal description, owner details, and a schedule of all the specified systems that are detailed on the compliance schedule. It is usually displayed in a public part of a building, such as a reception area.

Before a BWoF can be issued a ‘Form 12a’ for each specified system must be received from the company or an IQP who tests and inspects the relevant compliance schedule features. Once the Form 12a’s are completed for all specified systems, these Form 12a’s along with a copy of the BWoF are issued to the council.

It is important that the process to collate the Form 12a’s from all suppliers is managed efficiently in order to meet the due date of the BWoF, this is where owners get the benefit of engaging an owners agent. The BWoF is valid for one year from the issue date and should be issued on the anniversary date of the compliance schedule. It is recommended arranging this prior to the anniversary date to avoid any potential complications..

It is therefore vital that any defects or remedial items that potentially could prevent the specified systems from being signed off as compliant (by IQP) are addressed in a timely manner, well in advance of the anniversary date. An IQP can carry out their inspection any time within the 3 months prior to the anniversary date of the compliance schedule. This allows time to address any defects that may require remedial work to ensure the specified system is complaint with the standard it was installed to. The IQP should not sign a Form 12a when it is known that a defect exists which could be detrimental to the operation of the specific specified system.

Control Systems facilitate the fire monitoring setup for different types of buildings and businesses. From the smallest neighbourhood shop to the largest retail centres, from workshops to warehouses, from car parks to the largest high-rise buildings.

Control Systems has access to an extensive range of products, capitalising on the latest technology from around the world. This allows us to be well positioned to provide the most up-to-date system upgrades and enhancements.

We would be delighted to discuss your safety and fire protection requirements with you and together consider how best they could be met, and then provide you with a no-obligation free quote.