TITLE:	ES&H Manual
DOCUMENT ID:	3410 ES&H Aspects of Material Acquisitions

Introduction

Much of the equipment and material brought to Jefferson Lab has the potential to create health, safety, and environmental hazards. The hazards may be immediate or delayed. It is important to recognize these problems in advance and to prepare to deal with them.

Our concerns include:

· the safety of the user of the equipment or product

· other people in the vicinity

· possible fire-safety consequences

· hazardous chemical use and disposal requirements

· the need for accessory equipment to control hazards

· procurement of environmentally friendly products; i.e., cause the least harm during manufacture, use, and disposal

· energy consumption efficiency of products

Regulations, codes, and consensus standards may influence the selection of some equipment and materials. In some cases, ESH&Q considerations for materials and equipment are complex and require research and well-informed, technical judgment.

This chapter describes the customary evaluation mechanism for products and equipment prior to purchase. The objective is to ensure we do not inadvertently create unrecognized hazards or unwittingly commit to a need for expensive modifications or hazard-mitigation measures later on, and that we purchase materials and products that have the least environmental impact while still meeting specifications.

Radioactive materials and radiation-producing equipment are subject to special selection and procurement procedures. Refer to ES&H Manual Chapter 6310 Ionizing Radiation Protection for this information.

There are other types of equipment that have ESH&Q features as well. These are listed below with the appropriate ES&H Manual chapter number. This equipment shall only be purchased or otherwise acquired in accordance with the chapter’s specific requirements.

Subject	ES&H Manual Chapter
Hand and Power Tools	6120
Machine Tools	6121
Ladders and Scaffolds	6132
Cranes and Hoists	6140
Forklifts	6145
Aerial Work Platforms	6147
Compressed Gases	6150
Laser Safety	6410
Personal Protective Equipment	6620
Respiratory Protection	6630
Lead Handling	6680
Fire Protection Systems	6930
Portable Fire Extinguishers	6940
Fire Safety Construction Requirements	6950

Hazard Avoidance

Virtually any product or piece of equipment can be hazardous if it is used improperly. Ordinary safe-work practices are usually adequate to prevent a mishap. Some products and equipment, however, pose inherent problems due to their nature or application. To avoid hazards:

• Evaluate a product’s ESH&Q implications before purchase. Use all resources available: manufacturer’s information, your ESH&Q staff, and reference materials—including the Jefferson Lab ESH&Q Manual. Choose wisely from available options.
• When selecting equipment, specify that it meet all applicable product safety and testing criteria.
• Use a product in the manner intended by the manufacturer.
• Ensure training is provided as appropriate before use.
• Do not accept delivery of materials or products that do not meet specifications or which will clearly pose unacceptable hazards in normal use.
• Do not modify apparatus or machinery unless you have made a careful and knowledgeable evaluation of the risks involved. Refer to ES&H Manual Chapter 3210 Hazard Identification and Characterization.

It is important to follow the Department of Transportation requirements when packaging hazardous materials for shipment. Consult with your ESH&Q staff if you need to return or ship a hazardous material.

Responsibilities

Acquisition customer

• When specifying or selecting materials, give the ESH&Q aspects of the material the same importance as its technical performance characteristics.
• Evaluate the ESH&Q implications of the material. Use the checklist in ES&H Manual Chapter 3410 Appendix T1 Evaluation Checklist for Procured Materials, as a guide. Consult with your division ESH&Q staff if you are unsure.
• Train affected staff (including the area safety warden) on hazards presented by new material.
• Ensure copies of a newly received Material Safety Data Sheet are forwarded to the MSDS Librarian.
• Do not accept delivery of quantities in excess of those ordered or off-specification materials.

ESH&Q staff

• Assist acquisition customers to evaluate the immediate hazards and possible long-term problems associated with proposed materials before they place their order. Assist also in evaluating environmental considerations such as recycled content and energy efficiency.
• Provide guidance to your division’s line managers in the selection of materials. Assist in identifying least-hazardous alternatives that will meet technical requirements. Seek advice from other laboratory ESH&Q resources as required.
• Observe the use of new materials as necessary to evaluate the need for controls and their effectiveness.
• Provide Business Services with any information (changes to regulations, codes, etc.) that may necessitate changes to standard ESH&Q specifications.

Business Services Department Manager

• Include Jefferson Lab’s standard ESH&Q terms and conditions as a part of material purchase orders whenever appropriate.
• Additional specifications—related to ESH&Q aspects—should be included whenever they are provided by the customer.
• Provide current information on DOE Affirmative Procurement requirements to buyers and SOTRs.

Procedures

Evaluation of Material to be Acquired

Customer

You require material for your operation. After you have decided on the technical performance requirements for this material, use the checklist in ES&H Manual Chapter 3410 Appendix T1 Evaluation Checklist for Procured Materials as an initial screening process for potentially hazardous characteristics. In addition, consideration must be given to procuring recycled content and/or bio-based products to meet your requirements. Also use ES&H Manual Chapter 3410 Appendix T3 Materials to Avoid to ensure the material is not among those we cannot use or may use only under exceptional circumstances. If you find or suspect possible problems, use accepted hazard-evaluation techniques (ES&H Manual Chapter 3210 Hazard Identification and Characterization) to determine what risks may be posed by the new material. Anticipating hazards is vital to dealing effectively with them. Note on the purchase request that this is a hazardous material. This is an important step; it allows Jefferson Lab to account for its hazardous materials.

Evaluation of Equipment and Apparatus

Evaluate equipment and apparatus for their ability to present potential physical hazards.

Hazards include:

· Electrical shock

· Burn or freeze injury

· Eye injury: from direct contact or from harmful light sources

· Fire from hot surfaces or open flame

· Moving parts that can cause crushing, pinching, or cutting injury

· Explosion or the sudden release of stored pressure

· Excessive noise

· Inhalation of harmful materials

Certain types of equipment (and many materials) are subject to listing or testing by relevant independent agencies or laboratories. Equipment also may be constructed to meet widely accepted design and testing criteria. Jefferson Lab has its own standard-setting documents as well which may reference these organizations. Whenever these standards apply or testing/listing is available, only material which meets them shall be purchased at Jefferson Lab.

Standard-setting entities include:

· Underwriters’ Laboratories (UL)

· Factory Mutual Laboratories (FM)

· American National Standards Institute (ANSI)

· American Society for Testing and Materials (ASTM)

· American Society of Mechanical Engineers (ASME)

· Department of Transportation (DOT)

· Consumer Product Safety Commission (CPSC)

· Building Officials and Code Administrators, International (BOCA)

· National Fire Protection Association (NFPA)

· National Institute of Occupational Safety and Health (NIOSH)

Environmental hazards include:

· Production of hazardous waste as a by-product (chemicals, vapors, sludge)

· Use of hazardous materials during operation (fuels, lubricants, cleaners)

· Contains or uses Ozone Depleting Substances

· Is low in energy efficiency

· Item cannot be recycled after intended use

Rental/Borrowed Equipment

Equipment or apparatus that is leased, rented, or borrowed for Jefferson Lab use is subject to the same evaluation requirements as purchased equipment. If you need to obtain equipment in these ways, investigate before-hand exactly what it is, to what standards it was made and whether it complies with current codes standards and Jefferson Lab requirements. Consult your division ESH&Q staff. In addition, maintenance that is provided or performed by the owner of the equipment while it is on site must be performed in accordance with Jefferson Lab requirements for subcontracted services. Refer to ES&H Manual Chapter 3420 ESH&Q Aspects of Procured Services & Construction, for additional information.

Evaluation of Chemicals and Other Hazardous Substances

· Strategies for managing potentially hazardous substances:

· -Substitution with a less hazardous material

· -Different product formulation: lower vapor pressure, less hazardous solvent component, etc.

· -Minimize quantities

If a potentially hazardous substance must be used, then workplace controls are likely to be needed. These include:

· Safe storage and handling areas

· Adequate ventilation

· Special fire-fighting and/or spill-control measures

· Personal protective equipment

· Application or fabrication precautions

· Waste accumulation and disposal

· Warning signs, barriers, controlled access

· Specific training for the substance

Much of this information is found on the product MSDS which always serves as a basic hazard evaluation tool.

Important: If a customer believes that a hazardous substance is essential to operations, and has conferred with Division ESH&Q staff, then the customer must commit to the purchase and use of suitable workplace controls and specific disposal methods when the material is ordered. Use your ESH&Q staff to help determine your needs. See ES&H Manual Chapter 6761 Hazardous Waste Management.