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3410
ES&H Aspects of Procurement |
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1.0
Purpose
Information provided
in this chapter and its appendices is to be used by Jefferson Lab requisitioners and Subcontracting
Officer’s Technical Representatives (SOTR) to ensure established mitigation
requirements for recognize hazard issues
are included within procurement documents.
2.0
Scope
This chapter and its appendices apply lab-wide to all equipment and material
procurements; and service and construction
contracts.
Safety and health
hazard issues associated with equipment and materials purchased or brought on
site by users to support experiments are outside the scope of this
chapter. Environmental, Safety, and
Health (ES&H) controls for experiments are developed during the
experimental design and review process.
See ES&H
Manual Chapter 3120 The CEBAF Experiment Review
Process, ES&H
Manual Chapter 3130 The FEL Experiment Safety Review Process
and the Property
Management Policy and Procedures Manual.
3.0
Responsibilities
3.1
Requisitioner/Subcontracting
Officer’s Technical Representative (SOTR)
·
Complete and maintain GEN
133 Activity Hazard Analysis.
·
Identify hazard issues.
(See ES&H
Manual 2410 Appendix T1 Hazard Issues List.)
·
Establish safety and health mitigation requirements - confer with
ES&H Subject Matter Experts (SMEs).
·
Explicitly identify safety and health requirements within the
contract documents.
·
Document feedback and lessons learned in accordance with ES&H Manual Chapter
3410 Appendix T1 Mitigation
Requirements for Hazard Issues relating to Equipment and Material Procurements.
3.1.1
SOTR also:
· Determine the need of a Subcontractor Safety Plan and/or Hazard Analysis.
· Communicate Jefferson Lab’s hazard mitigation requirements to subcontractors as detailed within
relevant ES&H Manual Chapters.
· Communicate
subcontractor ES&H deficiencies to Procurement.
3.2
Procurement Services
·
Assure the identified ES&H requirements are included within
the contract.
·
Maintain records of supplier/subcontractor performance related to
ES&H requirements.
·
Evaluate
subcontractor’s eligibility for future subcontracts by reviewing feedback
documentation.
3.3
ESH&Q Division
·
Provides guidance to requisitioners, SOTRs, and Procurement
Services, in the development of ES&H procurement requirements.
3.4
Facilities Management
&Logistics Manager
·
Maintains ES&H specifications for procured services and
construction.
4.1
Mitigation
for Hazard Issues relating to Equipment and Material Procurements
ES&H Manual Chapter 3410 Appendix T1 Mitigation Requirements for Hazard Issues relating to Equipment and Material Procurements provides guidance to requisitioners/SOTR for recognizing hazard issues and developing procurement documents which abide by Jefferson Lab’s established hazard mitigation standards and practices.
4.2 Mitigation Requirements for Hazard Issues Involving Service and Construction Procurements
Jefferson Lab’s Subcontracting Officer’s Technical Representatives (SOTR) use ES&H Manual Chapter 3410 Appendix T2 Mitigation Requirements for Hazard Issue involving Service and Construction Procurements to:
· Appropriately plan procurement documents to accurately identify hazard issues and required mitigation;
· Adequately communicate mitigation requirements to subcontractor prior to bid;
· Reiterate mitigation requirements to subcontractor during a post contract award and pre-work meeting;
Document Feedback and Lessons Learned.
4.3
Equipment/Materials
Acceptance
Materials received at Jefferson Lab are subject to receiving inspection in accordance with the “Receiving Inspection, and Acceptance Testing Procedure.” Inspections confirm that the specifications outlined in 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
·
Electrical
switch gear
·
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
Procurement Services is
immediately notified if any item received is deficient or deviates from the
requisition. Additionally, the item is
not used until resolution of the issue/problem is complete.
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
6.0
Revision
Summary
Revision
2.3 -9/17/12 – Update
to reflect changes to Appendix T2.
Revision
2.2 – 03/27/12 – Update
to Web Chapter Format.
Revision
2.1 – 07/18/11 – Technical
Point-of-Contact re-assigned from John Kelly to Bob May, per Mary Logue.
Revision
2 – 01/28/10 – Edited to address
responsibility of requisitioners and SOTRs to review ES&H Manual Chapter
2410 Appendix T1 Hazard Issues List and associated documents to ensure
Jefferson Lab safety requirements are addressed for material and subcontractor
procurements.
Revision
1 – 03/10/09 – Re-write of document to
reflect current laboratory operations.
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ISSUING
AUTHORITY |
TECHNICAL POINT-OF-CONTACT |
APPROVAL
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
01/28/10 |
01/28/13 |
2.3 |
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