TITLE:	ES&H Manual
DOCUMENT ID:	3110 ES&H Assessments of New Facility Plans

1.0 Introduction

It is less expensive and less disruptive to plan and integrate safety or environmental protection features into a new design than it is to retrofit an existing facility. Good engineering and architectural design practices easily accommodate the special features or considerations that may be required to meet our ESH&Q objectives. Thus, it is essential to identify any environmental, health, or safety requirements or potential liabilities associated with a new facility early in the concept and design phases. Early identification will provide ample opportunity to manage, control, and mitigate such impacts and assess the effectiveness of those efforts.

This usually means a team approach. Several people have legitimate and important contributions to make early in the life of a new facility’s design: the customer or primary user, the designer of the structure, the designer of the utilities and apparatus within the structure, and experts about the Environment, Health, Safety, and Quality implications of the facility. All need to collaborate and seek effective and economical solutions for any anticipated ESH&Q concerns or problems and to identify ES&H goals as opportunities for improvement.

This process will promote the design of facilities that:

· are environmentally responsible — during construction and use

· avoid unnecessary costs and promote timely agency review and/or permits

· provide for life safety and fire protection

· minimize built-in problems that impair the facility’s usefulness or require expensive future modifications

This chapter describes the general approach for assessing new facility plans for ESH&Q implications. It is useful for anyone who specifies or designs:

· a new structure

· structural, mechanical, or electrical system modifications to an existing facility

· changes in use of a building related to its technical/scientific purposes

Depending on the nature of the project, the ESH&Q review will range from an informal determination by qualified staff to more rigorous research and analysis.

2.0 Hazard Avoidance

We can be reasonably assured that we will not violate our ESH&Q-related permits, facility operating parameters, nor endanger people and the environment if we:

• apply appropriate ESH&Q review in the planning stages of new design or alteration of facilities at Jefferson Lab
• involve appropriate subject-matter experts to make the most informed decisions and determine the right features
• incorporate these features for ESH&Q risk reduction.
• , devise appropriate restoration and protection measures to enhance long-term stewardship of natural and cultural resources throughout operational, closure, and post-closure life cycles.

3.0 Responsibilities

Manager-Owner/Customer of New Facilities or Proposed Modifications

• Be aware of ESH&Q implications in your early planning for new facilities or major alterations of existing ones. Consider the activities of other “tenants.”
• Consult the appropriate ESH&Q expert(s) for advice and assistance on what special provisions need to be incorporated in the facility design. (See Table 1 in this chapter.)
• Collaborate with the facility designer to ensure ESH&Q-related features are engineered into the facility.

Facility Designers

• Review the customer’s evaluation of ESH&Q requirements or implications of a proposed new or modified facility, and solicit any additional expert evaluation you believe is prudent.
• Provide a means to document ESH&Q review in the design process in a graded manner. This may be via informal working notes, signed-off review of specifications or project drawings, detailed written analysis, or combinations of these, according to the scope and complexity of the project.
• Assure environmentally and economically beneficial landscaping practices are considered and included as appropriate in new landscaping programs, policies, and practices.
• Advise customers of other potential ESH&Q issues and whom to consult for review of each additional issue, e.g., planning and management requirements for historic property and environmental management.

ESH&Q & Systems Experts

• Provide prompt and thorough review of proposed facilities, evaluating the ESH&Q implications in your field of expertise. Solicit additional review as appropriate from Jefferson Lab colleagues or other resources.
• Identify potential ESH&Q liabilities, and recommend cost-effective alternative strategies either to avoid or mitigate them, while supporting the programmatic requirements for the facility.
• Advise customers of any apparent need for external agency review and/or permit issuance.
• Advise customers of other potential ESH&Q issues and whom to consult for review of each additional issue.

4.0 Procedure

No standard set of detailed review procedures can reasonably anticipate all possible new or modified facilities that may be considered at Jefferson Lab. A general approach is described here that, with a graded application, will be useful in nearly all situations.

4.1 Anticipate

ESH&Q assessment of a proposed facility should occur before design criteria or other, less formal work-description documents are drafted, ideally even before initial concepts are finalized. The customer, the designer, or the user may identify a potential ESH&Q implication. If there is any hint about a possible ESH&Q situation that should be addressed, it is advisable to get expert review.

4.2 Assess and Review

The table below provides a summary of the most probable ESH&Q issues that would likely trigger the need for expert review. If the proposed facility appears to have one or more of these aspects, involve the designated expert(s) early in the planning or preliminary design stages of the facility.

Table 1: Potential ESH&Q Issues for New Facilities or Proposed Modifications

ESH&Q Issue	Facility Aspect	Jefferson Lab Expert(s)
Regulation-Based ESH&Q Permits, and Similar Operational Issues
Accelerator safety envelope/facility safety, Accelerator Readiness,	Changes to facility design and operational assumptions used in the Final Safety Assessment Document (FSAD)	ESH&Q/QA Officer, Accelerator Division for beam energy concerns
National Environmental Policy Act (NEPA)	Environmental impact other than items covered under Jefferson Lab’s Categorical Exclusions to NEPA (NEPA review is required for all facilities to be built or modified.)	Environmental Engineer, ESH&Q Division, ESH&Q/QA Officer, Accelerator Division for beam energy concerns
Clean Air Act	Discharge of regulated pollutants including radionuclides into the atmosphere or alterations to existing pollution sources or controls	Environmental Engineer, ESH&Q Division, Radiation Concerns: Radiation Control (RadCon) Manager, ESH&Q Division
Other Regulation or Code-Related Issues
Generation of hazardous waste (Resource Conservation and Recovery Act)	Significant increase in hazardous waste quantities: > 100 kg/3 mos	Hazardous Waste Coordinator, ESH&Q Division
Clean Water Act	Discharge of chemicals, oil, radionuclides, or sediment to surface water or sanitary sewer	Environmental Engineer, ESH&Q Division, Radiation Concerns: Radiation Control (RadCon) Manager, ESH&Q Division
Life-safety code	Appropriate use of space relative to its designated occupancy; means of egress, integrity of structures in fire.	Project Architect, Facilities Management & Logistics Division
Fire protection	Fire detection, suppression, alarm, and other fire-safety and loss-mitigation systems; fire exposure to existing nearby structures, combustion systems in buildings	Fire Protection Engineer, Facilities Management & Logistics Division
Occupational radiation protection	Radiation-producing apparatus or materials, physical design features, and administrative controls	Radiation Control (RadCon) Manager, ESH&Q Division
Community Right-to-Know and other chemical inventory reporting	Hazardous chemical use and storage, changes to potential for accidental release of existing chemicals	Environmental Engineer, ESH&Q Division, Industrial Hygienist, ESH&Q Division
Oil-Spill Prevention Control and Countermeasures (SPCC)	Oil use and storage on site in areas not already equipped with engineered controls, or in excess of spill-control capacity; modifications to engineered control measures; changes to need and type of spill response	Environmental Engineer, ESH&Q Division, Facilities Management Director, Facilities Management & Logistics Division
Other Important ESH&Q Issues
Oxygen deficiency	Addition or alteration of cryogenics and related systems or structures that change classification of ODH regulated areas	Deputy Division Manager for System Support, Accelerator Division
Industrial hygiene	Chemical-handling and storage areas, exhaust ventilation requirements, noisy environments, non-ionizing radiation, lasers	Industrial Hygienist, ESH&Q Division,
Industrial safety	Machinery, cranes, special hazard environments	ESH&Q staff in respective owner division ???????(see listing at front of Jefferson Lab telephone directory or Appendix 2210-R1 Current ES&H Staff Assignments)
Land-use Management	Potential disturbance (removal or destruction) of site features including: § Natural resources (biological, etc.) § Cultural resources	Facilities Management Director, Facilities Management & Logistics Division
Buried utilities	Excavation, soil drilling or disturbance anywhere on site	Utility Location Coordinator, Facilities Management, Facilities Management & Logistics Division
Electrical service	Significant changes to loads on transformers and switchgear, construction in vicinity of high-voltage switchgear and lines	AC Power Coordinator, Facilities Management, Facilities Management & Logistics Division
HVAC systems	Energy efficiency; adequacy of ventilation and temperature control; refrigerant selection	Systems Operation’s Maintenance Manager, Facilities Management, Facilities Management & Logistics Division
Environmentally Preferable Products	Building Materials	Design Engineer/Project Manager, Facilities Management & Logistics Division

The scope of the expert’s review should be well understood by the customer and designer. Do not assume that a given reviewer will be alert to ESH&Q aspects of the facility other than her or his focus area, although he or she may well highlight areas that appear to need additional assessment.

4.3 Document

Records of ESH&Q reviews (in whatever form they occur) should be preserved as part of the overall project design documentation. This may be as simple as the reviewer initialing a preliminary drawing or a set of specifications. For large, complex facility design, there will likely be a more formal design review process that elevates the detail of the ESH&Q review documentation.

There are several reasons for documenting review. It preserves our methods and rationale so that we are able to undertake a comparable review more efficiently in the future. It may be an aid if permitting or agency review is necessary. It augments the customary discipline found in good engineering and architectural design practices, particularly when the facility is modified or when its use changes.