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3410
ES&H Aspects of Procurements |
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1.0
Policy
Equipment, materials,
procured services, and construction
have the potential to introduce environmental, health, and safety (ES&H)
hazards to Jefferson Lab. It is
Jefferson Lab policy to identify and mitigate these hazards in advance to reduce the risk to Jefferson
Lab personnel and property.
2.0
Scope
This chapter and its
appendices apply lab-wide to the purchase of equipment, materials,
service, and construction
contracts. The information in this
chapter and its appendices is used to develop specifications, statements of
work, and other requirements that minimize ES&H impacts of
procurements.
Safety and health
hazards associated with equipment and materials
purchased or brought on site by users to support experiments are outside the
scope of this chapter. ES&H controls
for experiments are developed during the experimental
review process. See ES&H Manual Chapter 3120,
The CEBAF Experiment Review Process and ES&H
Manual Chapter 3130 The FEL Experiment Review Process.
3.0
Responsibilities
3.1
Requisitioner/Subcontracting
Officer’s Technical Representative (SOTR)
·
Completes all actions outlined in Section
4 Process Steps below.
·
Consults with Environmental, Safety, Health, and Quality
(ESH&Q) and other relevant subject matter
experts to identify transaction specific ES&H requirements.
·
Combines transaction specific ES&H requirements with standard
specifications to support procurement actions.
3.2
SOTR
·
Ensures all subcontractors understand
Jefferson Lab’s ES&H expectations.
·
Monitors subcontractor’s ES&H
performance.
·
Provides feedback to Procurement
Services (and Department of Energy [DOE] when requested) documenting
supplier/subcontractor performance.
3.3
Procurement Services
·
Assures that the ES&H requirements outlined in Section 4.0 Process Steps,
are completed.
·
Maintains records of supplier/subcontractor performance related to
ES&H requirements.
·
Evaluates
subcontractor’s eligibility for future subcontracts by reviewing feedback
documentation.
3.4
ESH&Q Division:
·
Provides direction to Procurement Services, requisitioners,
and SOTRs
in the development of ES&H procurement requirements.
3.5
FM&L Manager:
·
Has sole responsibility for construction or modification of
laboratory buildings, building systems, and grounds.
·
Maintains general specifications for procured services and
construction.
4.1
Conduct Hazard
Identification and Analysis
·
Assess and plan to minimize potential hazards resulting from the
procurement utilizing ES&H
Manual Chapter 3210 Work Planning, Control, and Authorization Process and
its appendices.
4.2
Complete the ES&H
Checklist
Complete the checklist most appropriate to your procurement:
·
ES&H
Manual Chapter 3410 Appendix T1 ES&H Checklist for Material and Equipment
Procurements.
·
ES&H
Manual Chapter 3410 Appendix T2, ES&H Checklist for Procured Services and
Construction.
4.3
Consolidate
Information Into Procurement Specifications
Utilizing the output from the checklists and discussions, develop
procurement requirements that:
- Incorporate transaction-specific ES&H
requirements as identified through the completion of the checklists.
- Combine the transaction-specific requirements
with the general conditions as maintained by Facilities Management &
Logistics (FM&L).
- Ensure requirements reflect federal, state
regulations, industry codes and consensus standards (See Section 5.0, Referenced Standards) or
consult with ESH&Q to determine applicability.
4.4
Equipment/Materials
Acceptance
4.4.1
Materials received at Jefferson Lab are subject to
receiving inspection. Inspections shall
confirm that requirements of the purchase requisition have been met. A critical element of the inspection is
avoiding suspect or counterfeit items (S/CI),
especially:
·
Fasteners
·
Transformers,
fuses, resisters
·
Switch
gear and metal struts
·
Ratchet
straps/tie down straps
·
Chains,
slings, and shackles
·
Refurbished
molded-case circuit breakers
·
Pipe
components, fittings, flanges, valves
·
Material and testing certification
4.4.2
Procurement
Services is immediately notified if any item received by Jefferson Lab is
deficient or deviates from that ordered by the acquisition document. Additionally, the item is not used until
resolution of the issue/problem is complete.
4.5
Services/Construction Initiation
·
All ES&H submittals (safety plans,
task hazard
analysis, training records, etc) are reviewed and approved as required by
procurement specifications, terms and conditions.
· Ensure that all ES&H permits/authorizations are in place.
·
Pre-work meetings are conducted
with subcontractors to define Jefferson Lab’s expectations for sound ES&H
work practices clearly.
·
During work the subcontractor’s
performance is monitored to ensure safety and health of both Jefferson Lab
personnel and subcontractor employees.
4.6
Provide Feedback
·
Procurement Services is notified
if equipment, materials,
or services, provided by a supplier, results in safety or health issues. This information is used to assess whether
additional purchases are made from the supplier.
·
Lessons learned with potentially
relevance to other Jefferson Lab organizations is documented by utilizing Jefferson Lab Operating Experience Database.
Government
and industry references:
· Underwriters Laboratory (UL)
· Factory Mutual Research Corporation (FMRC)
· American National Standards Institute (ANSI)
· American Society for Testing and Materials (ASTM)
· American Society for Mechanical Engineers (ASME)
· U.S. Department of Transportation (DOT)
· U.S. DOT Hazardous Materials Regulations
· U.S. Consumer Product Safety Commission (CPSC)
· International Code Council (ICC)
· National Fire Protection Association (NFPA)
· National Institute of Occupational Safety and Health (NIOSH)
· Environmental Protection Agency (EPA)
· Environmental Preferred Purchasing
· Comprehensive Procurement Guidelines for Products
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ISSUING
AUTHORITY |
CHAPTER
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
03/10/09 |
03/10/09 |
03/10/12 |
1 |
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