KINETIC EMERGENCY RESPONSE PLAN 1

KINETIC EMERGENCY RESPONSE

PLAN

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Version 001

Prepared By: Approved by:

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CONTENTS 1.0
PURPOSE...............................................................................................................................3 2.0
SCOPE....................................................................................................................................3 3.0
TERMS AND DEFINITION......................................................................................................3 4.0
FLOWCHART..........................................................................................................................4 5.0
EMERGENCY SITUATIONS MANAGEMENT........................................................................5 5.1
General....................................................................................................................................5 5.2
Cross-functional Team ...........................................................................................................5 5.3
Emergency Response Team ..................................................................................................5 5.4
Emergency Drill.......................................................................................................................5 5.5
Emergency Equipment............................................................................................................6 6.0
RESPONSE ACTIONS ..........................................................................................................6 7.0
EMERGENCY PREPARATION AND RESPONSE PLAN .....................................................7 7.1
Training Requirements...........................................................................................................7 9.0
EMERGENCY PLAN REVIEW.............................................................................................8 10.0
REPORTING. ......................................................................................................................8 11.0
WORKPLACE SPECIFIC EMERGENCY RESPONSE PLAN.............................................8 12.0
Evacuation Routes................................................................................................................8 12.0
EMERGENCY RESPONSE TEAM......................................................................................9 12.1
EMERGENCY SITUATIONS AND EVACUATION PROCEDURES......................................9
12.2

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1.0 PURPOSE
The purpose of this emergency response plan is to clearly define the process to be followed in
the event of an emergency at Warren Enterprises Limited. The procedures in this plan are
guidelines to be used to address any - emergencies.
This plan will be used as a ‘living document’ to set out the following:

 The potential emergencies that may arise

 The written procedures developed in response to those potential emergencies
 The company’s workers responsible for actions in an emergency situation (emergency
response team)
 The ongoing education and training proposed as part of the overall strategy. (Medical
Emergency, Security Incident, Fire safety, Evacuation, Vehicle incident, Environmental
Incident)
 Communication: all workers to be familiarized with emergency response contacts in
place.
The document will be reviewed & updated by the company’s HSE as the works progress.

2.0 SCOPE
This plan applies to all Emergency Event Scenarios including but not limited to:

 Medical emergency.
 Fire or Explosion.
 Severe weather conditions
 Armed or Dangerous Intruder/community unrest.
 Missing Persons
 Security emergencies
 Political violence.

3.0 TERMS AND DEFINITION

Incident A work-related event in which an adverse

event has occurred, or could have occurred

Emergency An unforeseen incident that requires

immediate action to mitigate threats

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4.0 FLOWCHART.

Identify possible emergency situations(basing

on OHS risk assessment, Environmental impact
assessment, past incidents, interested parties
feedback

Ensure records are available

Establish response plans for critical emergency

situations

Emergency response plans are communicated

to all relevant parties

Organize trainings/mocks drills in line with

legal/customer requirements

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5.0 EMERGENCY SITUATIONS MANAGEMENT

5.1 General
HSSE team will ensure that the OHS risks and environmental impacts associated with any
emergency situations are prevented or mitigated to the greatest extent possible.
5.2 Cross-functional
Team A Cross Functional Team (CFT) with representatives from project engineer, HSSE team,
other relevant departments, for example, help to identify potential emergencies by asking a
series of ‘what if’ questions related to the hazardous materials, activities, and processes
employed on site. In addition to normal operations, the CFT also considers the start-up and
shutdown of process equipment, and other abnormal operating conditions.
5.3 Emergency Response
Team with the assistance of the HSSE team, the Cross Functional Team (CFT) will identify the
potential negative significant OHS/environmental impacts associated with potential emergency
scenarios. The Cross Functional Team (CFT) then incorporates measures to prevent these
emergencies or minimize the impacts into applicable procedures and ensures that adequate
training (including simulations) is provided to appropriate staff to implement these procedures.
Input is obtained from staff in relevant areas that might have suggestions on how to improve the
emergency situation program.
5.4 Emergency Drill.
Production managers in coordination with the HSSE team including all other departments in
Warren Enterprises, plans and conducts company-wide emergency drills at least once a year.
Emergency drills cover the following types of emergencies:
1. Evacuation;
2. Fire-fighting;
3. Flood response;
4. First aid;
5. Chemical spills/leaks;
6. Others deemed appropriate.
Designated fire exits and evacuation areas (or assembly points) within or near our premises are
clearly marked and made clear to all personnel. Selected and assigned personnel (referred to
as fire wardens) supervise the evacuation, including the headcount. Emergency drills frequency
and agenda shall consider legal/customer requirements.
Where appropriate, an evacuation plan and vicinity map or site layout is posted in strategic
locations of our premises for the general awareness of everyone. The maps show evacuation
routes, recovery routes, closest exits, fire protection equipment location, spill control station and
whatever is applicable. All employees should follow these instructions and be familiar with the
evacuation map.

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5.5 Emergency Equipment

HSSE team ensures that appropriate emergency equipment is provided, deployed and easily
accessible in strategic areas of Warren Enterprises’ premises, where a potential
OHS/environmental emergency and associated health and safety risks could potentially occur.
Emergency equipment covers but is not limited to the following items:
1. Fire Extinguishers;
2. Fire Alarms;
3. Fire Hose;
4. Emergency Lights;
5. Spill kits (in the event of chemical/oil spills);
6. First Aid Kits.
The HSSE team periodically checks and monitors all emergency equipment using the
Emergency Equipment Log. The frequency of inspection and maintenance is specified in the
list. It is the responsibility of the HSSE team and their designated staff to ensure that all
emergency equipment is in good operational condition and is easily accessible.

6.0 RESPONSE ACTIONS

The above-mentioned emergencies may require one or more of the following responses:

 Evacuation.
 First Aid Treatment and/or Medical Emergency Response.
 Neighboring community threats or violence response.
 External Emergency Services Response

7.0 EMERGENCY PREPARATION AND RESPONSE PLAN

7.1 Training Requirements.
The HSSE team will ensure that adequate training, including simulations and drills is provided to
staff to implement these procedures. Records of training received by staff must be retained.
All personnel working at Warren Enterprises Limited shall be trained in the following emergency
management information:

 The general information contained in this document.

 The Key personnel and their roles and responsibilities.
 Emergency response procedures.
 Fire Assembly/Muster point locations.
 Firefighting equipment locations.
 General knowledge and instructions on use of firefighting appliances
 Means of communication

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8.0 COMMUNICATION OF EVACUATION PLANS

Communication and consultation are important elements in each step of Warren’ emergency
management process. Effective communication is essential to ensure that those responsible for
implementing control, and those affected by the process, understand their responsibilities

 All new workers/personnel shall be taken through the emergency response plan by the
HSE personnel.
 The new personnel shall be taken through the workplace to see emergency exits, fire
extinguishers and assembly points.
 All visitors during induction shall be shown the evacuation plans & assembly points.
The evacuation plan shall also be displayed at strategic points in the workplace for everyone to
see and read.
During emergencies the emergency team will use the following communication methods;

 Siren
 Face to face communication
 Phone calls & text

9.0 EMERGENCY PLAN REVIEW

Consistent with the focus on continual improvement, HSSE team will review the emergency
response performance after an incident has occurred. This review is used to determine if more
training is needed or if emergency plans and procedures should be revised.

10.0 REPORTING.
Regular reports are necessary to inform and provide assurance to Top management and other
key stakeholders, that potential emergency situations are being appropriately managed.
Reporting must be based on current data captured in the Emergency Preparedness Response
Matrix which must be updated and reviewed in good time for the next reporting cycle.
Medical Standby Services
The company has a full-time safety officer to compliment the first aid team available. The safety
officer with the help of the ERT will contact the ambulance for hospital referral cases.

11.0 WORKPLACE SPECIFIC EMERGENCY RESPONSE PLAN

In the event of an emergency, you will hear a prolonged sound or an alarm or siren, then take
step 1,3-5. However, if you are the first to discover an emergency (could be a fire, hazardous
chemical spill, food contamination, medical etc.) please do the following:

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 Stop what you are doing.

 Raise alarm
 Locate the escape route.
 Walk towards the exit using the staircase. Do not stop to collect personal items or
machines. Do not run.
Make your way calmly to the designated fire assembly point, that is located near the parking lot.
This is very important as a full register will be taken to ensure everybody is present and safe
11.0 Evacuation Routes
Evacuation route maps should be posted in be posted in each work area. The following
information is marked on evacuation maps:

 Emergency exits.
 Primary and secondary evacuation routes.
 Locations of fire extinguishers.
 Assembly points
 Location of first aid office.
All employees should know at least two evacuation routes.

12.0 EMERGENCY RESPONSE TEAM

HSE Officer shall oversee Emergency Coordination; and in the event of their absence an
appointed person in the ERT will take charge.
FIRE BRIGADE NAIROBI 020 2344599
MORRIS WAWERU (HSE OFFICER) 0791498907
GABRIEL IRUNGU (FIRST AIDER)
EPHRAHIM NDEGWA (FIRST AIDER)
RED CROSS AMBULANCE 0700 395 395
ADERA JOHN (ENGINEER)
HENRY MULWA (KINETIC PROJECTS ENGINEER)

12.1 EMERGENCY SITUATIONS AND EVACUATION PROCEDURES

The following are types of emergencies that might arise at the workplace:

 Medical.
 Fire/explosion emergency.
 Severe Weather.
 Chemical Spill.
 Civil Unrest.

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 Security
 Political violence.
MEDICAL EMERGENCY

 In case of an injury;
 Ask for assistance.
 The first Aider will assess the seriousness of the injury as they offer first aid and decide
whether the first aid will suffice, or the person needs to be sent to a hospital for further
medical aid.
 If the injury is serious the first aider will contact the ESG/OHS who will arrange for the
injured person to be taken to the hospital.
 Arrange for the safety marshals to direct the ambulance to the first Aid room.
 The first aider or ESG/OHS officer will accompany the person to the hospital
 In case the medical emergency is a suspected case of an infectious disease e.g., Covid-
19;
 The suspected patient should isolate him/herself.
 Inform the HSE officer & Production manager.
 Isolate all the people who were in contact with the patient (contact tracing)
 The other workers should congregate at the assembly point and use any available safety
precaution to minimize any possible spread.
 The production manager or safety officer to contact emergency services and provide the
following details:

Nature of medical emergency

 Location of the emergency (Company Name),

 Your name and phone number from which you are calling.
 The Ambulance should transport the suspected worker to hospital.
 The offices should then be disinfected to clear any contaminated surfaces.
 Head count should be done to confirm all workers present before giving an all clear to
resume work

FIRE EMERGENCY
In case of a fire:

 Activate the alarm (if there is no alarm, you can use voice communication)
 Stop what you are doing
 Immediately locate the fire exits
 Walk calmly through the fire exits. Do not run. Don’t stop to collect personal items.
 Follow the exits till you get to the fire assembly point and wait there for head count and
briefing.
 For the firefighting team, in the event of a fire, they should:
 Stop what you are doing

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 Grab an extinguisher and assess the fire to see if it can be handled or contained before
external aid arrives
 Use the instructions from the training to handle or contain the fire. If horse reels have
been provided, connect them and use them as well.
 Carry an extinguisher with you as you check all the rooms to see if anyone has been left
behind, close windows and doors if possible. Help any people you find to get out of the
building.
 If the fire is small and can be easily put out, put it out and join the rest of the people at
the fire assembly point,
However, if the fire is not easy to extinguish, try to contain it from a safe distance as you wait for
external aid, otherwise, join the rest of the people at the fire assembly point.

 Fire Extinguishers Should Only Be Operated:

 By Fire marshals who have been trained on how to use them.
 Only if you have your back to an unobstructed exit; and
 For containable fires with little smoke or flames.

SEVERE WEATHER AND NATURAL DISASTERS

Flood or Heavy Rain:
If indoors:

 Be ready to evacuate as directed by the Emergency Coordinator and/or the designated

official.
 Follow the recommended evacuation routes.
If outdoors:

 Seek shelter.
 Avoid crossing flooded areas.
 Avoid walking or driving through flood water.
 If cars / machines stall, abandon it and move to a safe area.
 Never cross flooded sections, wait until it clears

ARMED OR DANGEROUS INTRUDERS

In the event of an armed hold up or dangerous intruder respond by:
1. Evacuate
If there is an accessible escape path, attempt to evacuate the premises.
Be sure to:

 Have an escape route and plan in mind?

 Evacuate regardless of whether others agree to follow

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 Leave your belongings behind

 Help others escape, if possible
 Prevent individuals from entering an area where the active shooter may be
 Keep your hands visible
 Follow the instructions of any police officers
 Do not attempt to move wounded people
 Call 999 when you are safe.

2. Hide out
If evacuation is not possible, find a place to hide where the active shooter is less likely to
find you. Your hiding place should:

 Be out of the active shooter’s view

 Provide protection if shots are fired in your direction (i.e., an office with a closed and
locked door)
 Not trap you or restrict your options for movement
 To prevent an active shooter from entering your hiding place:
 Lock the door
 Block the door with heavy furniture
 If the active shooter is nearby Lock the door
 Silence your cell phone and/or pager
 Turn off any source of noise (i.e., radios, televisions)
 Hide behind large items (i.e., cabinets, desks)
 Remain quiet

3. If evacuation and hiding out are not possible:

 Remain calm
 Dial 911, if possible, alert police to the active shooter’s location
 If you cannot speak, leave the line open and allow the dispatcher to listen
 Take action against the active shooter
 As a last resort, and only when your life is in imminent danger, attempt to disrupt
and/or incapacitate the active shooter by:
 Acting as aggressively as possible against him/her
 Throwing items and improvising weapons
 Yelling
 Committing to your actions

Political violence
Political violence can take many forms, including protests, riots, and terrorism. It is important to
be prepared for these events in order to stay safe. Here are some general political violence
emergency procedures.
Before an event

 Stay informed about the political climate in your area.

 Sign up for emergency alerts from your local government.

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 Develop a plan with your family or roommates for what to do in case of an emergency.
 Make sure you have a disaster preparedness kit that includes food, water, first aid
supplies, and a battery-powered radio
During an event

 If you are in the vicinity of a protest or riot, leave the area immediately.
 If you are unable to leave, find a safe place to shelter and stay indoors.
 Avoid traveling unnecessarily during a political violence event.
 If you are threatened or injured, call 911 or your local emergency number
After an event

 Stay informed about the situation and follow the instructions of emergency personnel
 Be prepared for power outages and disruptions to transportation and communication
services.
 Check in with your loved ones to make sure they are safe.
 If you have been affected by political violence, seek help from a mental health
professional.
General security emergency procedures

 Stay calm and assess the situation.

 Follow the instructions of emergency personnel.
 Evacuate the area if necessary.
 Account for all personnel.
 Report any injuries or suspicious activity.
 Secure the area and prevent unauthorized access.
 Cooperate with investigators.
Missing Person Emergency
This procedure to be followed when a member of staff is missing on head count after an incident
at work and their whereabouts or reason for their absence is not known by his/her supervisor.
In the event of a Missing Person

 Contact the Production manager or HSE and report that there is a missing person.
 Provide information about the missing person – Name, Gender and Age.
 HSE Officer to organize for Supervisors to check their work areas and available staff to
be engaged in the search immediately only if it is safe to do so.
 If the search does not show any promise – Notify the Kenya Police and record the
details in the Occurrence Book (OB) within 24hrs. Also notify Next of Kin of the missing
person
 Offer support to the family/friends of the missing person during the process.
 Complete an Incident Report within 24hours
 If the personnel are found, ensure that they are safely returned to the workplace / Home
and communicate to all involved parties by giving updates.
 Non-Working Hours Emergency Contact.

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Working hours are from 8.00am to 5.30pm. The HSE officer and/or the Project Engineer should
be notified if workers work past the normal working hours. A safety officer, a trained fire marshal
and first Aider should be available throughout the time workers are in the workplace. Lone
working is prohibited especially outside working hours. In case of any emergency, the
procedures listed above apply.

Notification and Action Triggers

 Emergency situations shall be reported promptly to the emergency coordinator and the
communications manager.
 Emergency coordinator shall immediately convene emergency response committee to
discuss response activities
 ERT Coordinator shall order the affected area, products and/or premises to be red
tapped at once and all operations stopped and if necessary, evacuate the staff until
critical decisions are reached by the ERT.
 The communication manager shall notify the relevant authorities and parties as agreed
in the ERT meeting.
 Documentation of the incident that has ensued and response actions shall be filed.

RESOURCE ACTIVATION
There shall be provided a budgetary allowance every year for emergency response resources.
Recovery
 The ERC shall embark on recovery of usable materials from the aftermath of the
emergency.
 Recovered material shall be treated like non-conforming materials until tested and
proven otherwise.
 Recovery shall be analyzed and documented for future reference.
A review of the emergency response shall also be carried out and documented for future
training and reference.

Drills.
A drill shall be conducted for all the identified emergency situations as per the schedule to
gauge the effectiveness of the preventive measures put in place.
A post-exercise drill debrief will be conducted to reiterate the strengths and weaknesses of the
drill to communicate to the personnel their areas of weakness as far as the response is
concerned and future improvement on Emergency Response.
Drills will be conducted once a year and all necessary requirements shall be made before
conducting the drill. Records of such drill shall also be kept in the workplace for reference.

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