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Facility Flood Response

1. Purpose

The purpose of this document is to define responsibilities and a procedure for facility flood response, remediation, and insurance claim. Most flood and water intrusion events on campus originate from freshwater supply line breaks, ground/rainwater infiltration, roof leaks, drain leaks, and sanitary line backups. Most are quickly identified and responded to by Facilities Management. A small subset of flood events involve contamination by laboratory materials and require additional hazard assessment and support from EHS prior to response and remediation. A successful flood response and remediation requires swift action, communication, and coordination with many university stakeholders to mitigate hazards, prevent mold growth, and restore the facility to normal operations. The response procedure starts with a hazard assessment, recognition of the problem, resolution of the problem, and timely notifications to responsible persons. The magnitude of the flood dictates the response, however, typically, individuals from the affected college, school, or unit, Facilities Management, Risk Management & Insurance, Environment Health and Safety, and University Police may respond to the incident.

2. Scope

This standard procedure applies to all Cornell University facilities and employees, except the Weill Medical College.

3. Responsibilities

  • 3.1 Facilities Management - Customer Service and Energy Management and Control Systems (EMCS)

    • 3.1.1 Provides service request support and notification to affected stakeholders for all facility-related emergencies, including floods and water intrusion events.

    • 3.1.2 Provides notification to first and second-tier flood response and remediation personnel.

  • 3.2 Facilities Management – Building Care Department

    • 3.2.1 Perform hazard assessment to identify potential hazards (asbestos, biological, electric, overhead falling debris, water contamination, etc.) prior to work, and implement necessary health and safety controls to prevent incidents. Secure and barricade work area using signage, and barricade tape.

    • 3.2.2 Performs prompt emergency response and clean-up services after a flood or other water intrusion event, using applicable techniques.

    • 3.2.3 Don the required Personal Protective Equipment Chart per the work tasks.

  • 3.3 Facilities Management – Grounds, FM Operations, CC Zone, EN Zone, and SCL Zone

    • 3.3.1 Manages overall response, remediation, and insurance claim process.

    • 3.3.2 Perform hazard assessment to identify potential hazards (asbestos, biological, electric, overhead falling debris, water contamination, etc.) prior to work, and implement necessary health and safety controls to prevent incidents. Secure and barricade work area using signage, and barricade tape. Performs prompt emergency response, evaluation, and repair of the facility and/or campus infrastructure to stop flood or other water intrusion events, using applicable techniques.

    • 3.3.3 Don the required Personal Protective Equipment per the work tasks.

    • 3.3.4 Performs flood remediation activities to return the facility to normal operating conditions.

  • 3.4 Facilities Management Lead

    • 3.4.1 The designated responsible person who manages the facility flood response, remediation, and insurance claim process.

    • 3.4.2 Work collaboratively with College, School, or Unit Facilities Department. Engage CUPD, EHS, Risk Management, and/or other stakeholders as needs arise.

    • 3.4.3 If assigned, document and submit insurance claim for all facility-related (building materials, contractors, labor, etc.) expenses due to damages.

  • 3.5 Facilities Management - Safety Manager

    • 3.5.1 Work collaboratively with FM Lead and FM employees to support facility flood response, and remediation.

    • 3.5.2 Performs hazard assessment support, assists in planning, and performs inspection services to ensure necessary health and safety controls are implemented to prevent incidents.

    • 3.5.3 Assesses flood or water intrusion events alongside FM Lead to understand remediation activities and provide guidance to mitigate future mold and indoor air quality issues.

  • 3.6 College, School, or Unit Facilities Department

    • 3.6.1 Ensure that affected building occupants have been notified of the event and provide temporary relocation of laboratory space, office, or other space needs when necessary.

    • 3.6.2 Work collaboratively with FM Lead. Engage CUPD, EHS, Risk Management, and/or other stakeholders as needs arise.

    • 3.6.3 Document and submit insurance claim for all unit’s equipment-related (electronics, furnishings, etc.) expenses due to damages.

  • 3.7 Environment, Health and Safety - Emergency Services

    • 3.7.1 Provides 24/7 emergency response, medical services, and fire protection systems support for campus emergencies. Services include initial response hazard assessment, on-scene access control, evacuations, crowd controls, medical services, fire protection system impairments, and coordination of other emergency responders when necessary.

  • 3.8 Environment, Health and Safety - Occupational Health and Safety

    • 3.8.1 Performs hazard assessment support, assists in planning, and performs inspection services to ensure necessary health and safety controls are implemented to prevent incidents.

    • 3.8.2 Performs assessment of flood or water intrusion event alongside FM Safety Manager and FM Lead and Unit Facilities Lead to understand remediation activities and provide guidance to mitigate future mold and indoor air quality issues.

    • 3.8.3 Maintains Facility Flood Response SOP.

  • 3.9 Risk Management & Insurance

    • 3.9.1 Subject matter expert on insurance policy, and insurance claims.

    • 3.9.2 Interfaces with university insurers on underwriting, emergency planning, and recovery efforts. Facilitates claims for damages with affected stakeholders.

  • 3.10 University Police

    • 3.10.1 Provides 24/7 emergency response, support, and notification services for campus emergencies. Services include criminal investigations, crowd control, documentation support, on-scene access control, evacuations, and coordination of other emergency responders when necessary.

4. Procedure

  • 4.1 Flood Response

    • 4.1.1 Upon identification of a facility flood or water intrusion event, the individual should immediately report the incident to Facilities and Campus Service’s Customer Service at 607-255-5322 for assistance, after-hours calls are forwarded to Energy Management and Control Systems (EMCS).  If necessary, all affected personnel not involved in flood response shall be evacuated from the impacted area(s), with assistance from CUPD and EHS/Emergency Services.

      • 4.1.1.1 If the event poses an imminent risk to life or health to yourself or building occupants notify Cornell Police at 607-255-1111 for emergency assistance.

    • 4.1.2 Upon notification of a facility flood, Customer Service, or EMCS shall determine the extent of the flood by asking the following questions, and issue response notifications accordingly:

      • 4.1.2.1 Contact info for employee calling in the flood.

      • 4.1.2.2 Where did the flood occur? (building(s), room(s), office space, laboratory, specific location, etc.)

      • 4.1.2.3 Impact to key campus operations? (dining facilities, research, utilities, housing, etc.)

      • 4.1.2.4 What caused the flooding? (sprinkler release, pipe burst, roof leak, overflowing toilet/sink, etc.)

      • 4.1.2.5 Does the flooding involve hazardous materials or other hazards? (chemicals, sewage, biological, electrical, etc.)

      • 4.1.2.6 Is there standing/flowing water, or is the water puddling to a localized area?

      • 4.1.2.7 Is the flood still active?

      • 4.1.2.8 How much water was released/being released? (slow drip, steady stream, gushing, etc.)

      • 4.1.2.9 How long has the flood been occurring/how long did it last

    • 4.1.3 In the event of a Minor flood, where the impact is minimal or localized to a small area, no standing/flowing water, water release is minimal or is under control, or does not involve hazardous materials or other facility hazards such as electrical, sewage, laboratory, or limited access areas, Customer Services or EMCS shall notify:

      • 4.1.3.1 Initial response notifications shall include:

        • • Building Coordinator.

        • • Building Care.

        • • FM on-call staff, as necessary.

      • 4.1.3.2 Secondary response notification shall include:

        • • Consult “Overnight Ticket Report”.

    • 4.1.4 In the event of a Major flood, where an excessive amount of water is released impacting a large area, water release is active, standing/flowing water is present, flooding involves hazardous materials or other facility hazards, impact to multiple rooms/buildings or key campus operations, Customer Services or EMCS shall notify:

      • 4.1.4.1 Initial response notifications shall include:

        • • FM Shift Mechanic, FM Safety Manager, and Utilities.

        • • University Police, and EHS Emergency Services, as necessary.

        • • FM on-call staff, as necessary.

      • 4.1.4.2 Secondary response notification shall include:

        • • Facilities Management Zone Director, EHS OHS, Risk Management and Insurance, Unit Facilities Representative.

        • • Consult “Overnight Ticket Report”.

  • 4.1.5 Prior to response/entry into affected areas, responders shall gradually proceed room by room to assess the impacted area. If the flood occurred on the ground floor or a basement, take the stairs and do not take the elevator in case of standing water.

  • 4.1.6 All responders shall perform a hazard assessment to identify potential hazards (asbestos, biological, chemical, electric, lab-related hazards, overhead falling debris, water contamination, etc.) and implement necessary health and safety controls to prevent incidents. It is important to determine the source of the water or type of liquid, and point of generation e.g., potable water, sewage or other drain-waste-vent line effluent, rainwater, or bulk chemical to enable hazard assessment.

    • 4.1.6.1  Review the Hazardous Material Survey for the affected area. For Assistance, call FCS Customer Service at 6077-255-5322. After hours calls are forwarded to EMCS at 607-255-5777.

    • 4.1.6.2 If hazards exist STOP to develop a plan to control or eliminate real and potential hazards.

    • 4.1..3 If necessary, Facilities Management shall de-energize any electrical systems, or equipment in the affected areas at a location (mechanical room, electric vault) where it is safe to do so.

    • 4.1.6.4 Evaluate water or liquid migration route to determine whether there was any potential for contamination along its path.

    • 4.1.6.5 If water is believed to be contaminated with a chemical or is a chemical, stop work and contact University Police at 607-255-1111.

  • 4.1.7 Evacuate building occupants from the affected area.

    • 4.1.7.1 If a flood or water intrusion event displaces a large number of occupants contact Cornell Police at 607-255-1111 for evacuation and crowd control support.

  • 4.1.8 Evaluate affected area and infrastructure to determine the cause of flood or water intrusion, and then perform required work to stop or mitigate the active flood or water intrusion.

    • 4.1.8.1 If a flood or water intrusion event appears to be caused by criminal activity, such as intentional property damage, or vandalism contact Cornell Police at 607-255-1111 for criminal investigation.

  • 4.1.9  Secure and barricade work area using signage, barricade tape, or equivalent.

  • 4.1.10 Perform clean-up of free-standing water or liquid, and any debris caused by flood or water intrusion events.  If flood water is contaminated with chemical or other hazardous materials EHS to provide a remediation plan, and support.

    • 4.1.10.1 Following the initial clean-up of the affected area, the affected floors and on-porous finishes and fixtures shall be mopped or wiped using an approved disinfectant.

  • 4.1.11 Install and set up dehumidifiers, and fans in the affected areas.  If possible, collaborate with Facility Managers, FM Ops Controls, and EMCS to increase HVAC systems ventilation rates in affected areas or facility.

    • 4.1.11.1 Always install dehumidifiers for multi-floor and/or multi-room flood events.

    • 4.1.11.2 SERVPRO® is available to provide equipment rentals (dehumidifiers, fans, etc.) and other services.

    • 4.1.11.3 Dehumidifier, blower, and fan strategies for more effective dehumidification:

      • • Remove a portion of the drywall on one side of the wall to enable the wall to dehumidify from inside and outside (Check for asbestos first).

      • • Remove floor trim install and direct fans or blower towards the base of wall and floor. If no gap between wall and floor, consider cutting 4-6” of the bottom of the wall to allow a larger air gap (Check for asbestos first). Generally, the base of the wall is more saturated than the upper portion of the wall.

  • 4.1.12 FM Lead and FM Customer Service should ensure that affected facility representatives have been notified of the event. The Unit Facilities Manager will notify affected building occupants.

4.2 Flood Remediation

  • 4.2.1 Facilities Management shall immediately identify the FM Lead who is responsible for the management of all remediation activity, including communication with stakeholders and the coordination of the insurance claim.

  • 4.2.2 As soon as possible, the FM Lead should validate the appropriate flood response activities that occurred; water cleaned up, dehumidification in place, fans in place, communication to relevant stakeholders.

  • 4.2.3 As soon as possible, the FM Lead should determine the level of damage to the affected area, develop a scope of work, determine the presence of hazardous building materials such as asbestos and lead in the affected area, and plan for demolition of building materials or removal of fixtures and furnishes.

  • 4.2.4 To assess damage and scope of demolition moisture metering should be performed after the flood response has occurred:

    • 4.2.4.1 For clean water floods, demolition, and replacement of damaged surfaces and building materials can be minimized by drying down the affected area within 24 - 48 hours. Failure to effectively dry areas down within these timeframes can lead to mold growth and material damages that require a full replacement. It is especially important to remove water thoroughly from carpeting within this timeframe because mold will begin to form. If this is not possible or if the carpeting or backing is damaged from mold, then it may need to be removed and replaced. Contact Facilities Management’s Asbestos Program Manager before removing carpeting (mastic or floor tiles below) or any other type of demolition walls to determine whether there is any asbestos-containing material. Note that some Special Facilities or Locations generally need more extended and immediate removal of damaged/affected areas.

    • 4.2.4.2 Prior to moisture metering affected areas always establish a baseline of percent moisture on porous materials unaffected by the flood. If the baseline is greater than 15% use that percent moisture to determine saturated material. Humidity levels outside may affect moisture levels of porous materials inside depending on the facility.

    • 4.2.4.3 Use meter to assess porous materials in the area affected by the flood. Mark saturated areas with a marker for demolition.

    • 4.2.4.4 If sheetrock, drywall, carpet backing remains saturated (20%-100% moisture) after 24-48 hours of flood response demolish a larger portion or all saturated material to expose framing and/or subfloor. Continue to inspect for mold on interior portions of the wall and monitor for mildew-related odors.

    • 4.2.4.5 Contact FM Safety Manager and/or EHS (ehs-ohsip@cornell.edu) for support when needed.

  • 4.2.5 FM Lead should determine if the remediation activity will require a building permit and should facilitate the permitting activity.

  • 4.2.6 FM Lead will issue service requests to the appropriate account for tracking costs and reimbursement(s).

  • 4.2.7 FM Lead and Insurance Representative should meet at the affected area for all multi-room, and multi-floor facility flood and water intrusion events.

  • 4.2.8 Unit Facilities Lead and Insurance Representative should meet at the affected area for all equipment claims greater than $10,000.

  • 4.2.9 Relocate valuable equipment and supplies to an unaffected area or cover and protect with plastic sheeting.

  • 4.2.10 Perform wall and ceiling demolition as soon as possible to prevent mold, mildew, odors, and future issues. Dehumidifiers and fans should be repositioned after demolition to improve their effectiveness.

  • 4.2.11 Perform remainder of demolition activities in the scope of work.

  • 4.2.12 Allow adequate time for structural building materials in the affected areas to dry. Do not reinstall building material until framing and subfloor is visibly dry and moisture content is at or below baseline or below 15%.
    • 4.2.12.1 Once structural building materials in the affected areas are dry, reclean all affected areas using an approved disinfectant and allow the area to fully dry.

  • 4.2.13 Install new building materials, finishes, fixtures, and equipment to return the facility to normal operations.

  • 4.2.14 The FM Lead, FM Custodial Manager, FM Safety Manager, and any other determined participants will conduct an after-action review of the flood event, to determine any lessons learned and opportunities to improve SOP, health and safety practices, and notification strategies.

4.3 Insurance Claim

5. Definition:

Flood is a water release or intrusion event that results in the presence of water in unwanted locations. They include all forms of water: “clean” potable water, drain waste vent wastes (“sewage”), steam condensate, high ambient humidity, process chilled water, and rain, ground, and surface run-off water.

Flood Hazards are caused by the uncontrolled presence of water can create a range of potential physical hazards, from minor slips or trips from unseen submerged objects to the short-circuiting of electrical devices and equipment with the potential for electrocution. Water can cause serious damages to porous and non-porous objects, equipment, and building materials. It can also dissolve or otherwise transport contaminants from one location to another, whether naturally occurring or from laboratory or other operations. The water source itself can be potentially harmful, especially if it is sewage-related. Floods are disruptive to all built environments but are especially damaging in buildings with residential, healthcare, laboratory, library, and museum occupancies.

FM Lead is the Facilities Management employee who is responsible for the management of all remediation activities and the coordination of the insurance claim.

6. Reference

7. Appendixes

More Information

Facility Flood Procedure reviewed, and updated 11/17/2021. Editors include ljh252, rmr43, jg20, dar3, nnw6, and other university team members.

Update: 9/5/2023 - ltt26