TITLE:

ES&H Manual

 

DOCUMENT ID:

3410 ES&H Aspects of Procurements

 

 

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.

 

4.0            Process Steps

 

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:

 

Text Box: NOTE:  the Material Identification and Traceability, Supplier Evaluation, and Pressure Systems Quality Procedures may apply to some acquisitions (e.g., materials for use in pressure vessel systems).  These documents are available in the QA/CI Manual.

 

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.

 

5.0            Referenced Standards

 

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

 

 

 

ISSUING AUTHORITY

CHAPTER AUTHOR

APPROVAL DATE

EFFECTIVE DATE

EXPIRATION DATE

REV.

 

 

 

ESH&Q Division

Mark Waite

03/10/09

03/10/09

03/10/12

1

 

This document is controlled as an on line file.  It may be printed but the print copy is not a controlled document.  It is the user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 10/9/2009.