TITLE:	ES&H Manual
DOCUMENT ID:	6170 Vehicles and On-Site Transportation

1.0 Introduction

Most of Jefferson Lab is an open, campus-type facility. There are many areas where vehicles of various types share the same road. We have many parking areas that also serve as thoroughfares. It is important that vehicle driving practices suit this environment and meet our common expectations for personal safety.

Jefferson Lab vehicles include motorized industrial and utility vehicles that are used for transport or lifting of equipment and personnel. These have special operational requirements and limitations, and they require extra attention from others sharing the road. Guidelines and proper use of these vehicles can be found in other sections of the ES&H Manual 6100 series.

Other vehicles include golf carts, bicycles, and other personal self-propelled devices such as scooters and skateboards. Personal responsibility for obeying traffic-control and speed-limits is very important for all vehicle operators. Jefferson Lab uses normal supervisory oversight to ensure accountability for the proper operation of all vehicles on site. We are all expected to operate vehicles safely, courteously, and in accordance with the laws of the Commonwealth of Virginia.

This chapter addresses safe vehicle operations at Jefferson Lab. It is applicable to everyone who works or visits here.

2.0 Hazard Avoidance

• Observe posted speed limits, and heed traffic-control signs.
• Be alert to the possibility that someone can walk into your driving path with little warning – especially when you are driving near accelerator service buildings with their many exit doors.
• Yield to pedestrians and to industrial vehicles.
• Use designated parking areas only. Avoid blocking doors, fire lanes, and hydrants. Do not use “Official Vehicle” parking spaces.
• Keep your personal, company, and/or government vehicle for which you are responsible, in good working order.
• Use safety belts in all vehicles that have them.
• Do not change oil or drain antifreeze on site.
• Be a responsible pedestrian. Use walking paths whenever possible. Stay to the edge of roads if you must use them, and walk facing on-coming traffic.

3.0 Responsibilities

Everyone at Jefferson Lab

• Operate vehicles safely and in accordance with traffic-control signs on site and the laws of our surrounding city and state.
• Maintain vehicles under your control in a safe and mechanically reliable condition.
• Report to the Jefferson Lab Security Officer (call Facilities Management, ext. 7400) license plate numbers of vehicles you observe being operated dangerously on site.

Supervisors, Subcontracting Officer’s Technical Representatives (SOTRs), and sponsors

• Inform employees, subcontractor employees, and facility users about Jefferson Lab’s expectations for safe vehicle operation.
• Ensure staff for whom you are responsible are appropriately trained in the operation of Lab vehicles used.
• Use established supervisory practices, including Jefferson Lab’s Corrective Action Policy when appropriate, to enforce expectations for safe operation of vehicles on site.

Security Officer

• When it is needed, obtain vehicle owner information from the Newport News Police Department.
• Inform managers, supervisors, SOTRs, and sponsors of all reports of unsafe or improper vehicle operation by personnel for whom they are responsible

4.0 Driver Qualifications

The Jefferson Lab Administrative Manual, Section 301.03, states the age, licensing, and experience requirements for driving Lab vehicles on and off site. Jefferson Lab has no vehicles in its fleet that require the operator to have a commercial driver’s license (CDL).

What is a Commercial Motor Vehicle?

• A single vehicle with a gross weight rating (GVWR) of 26,001 pounds or more
• A combination of vehicles with a gross combination weight rating of 26,001 pounds or more if the vehicle(s) being towed has GVWR of more than 10,000 pounds.
• Vehicles that carry 16 or more passengers, including driver.
• Any size vehicle that transports hazardous materials and that requires federal placarding.

5.0 Procedures

5.1 Vehicle accidents

If you have a vehicle accident on Jefferson Lab property, follow these procedures.

· As with all accidents, first seek assistance for any injured persons. Call 911 if emergency medical or fire-fighting services are needed.

· Call ext. 4444 or 269-5822 from a cell phone (Security) and report the situation.

· They will get someone to the scene to investigate, take photographs, and other information that may be needed. The Newport News Police may assist, depending upon the situation, and the investigating officer will write an accident report at his or her discretion. Whenever possible, avoid moving the vehicle until photographs are taken or an investigation is made.

· If the accident involves your personal vehicle, notify your insurance company as soon as possible. Information about Jefferson Lab’s insurance for its vehicles is available from our Risk Manager (Administration Division Safety Officer ext. 7531).

· .Notify your supervisor/SOTR/sponsor as soon as possible. He or she may need to conduct an accident investigation as described in ES&H Manual Chapter 5200 Event Investigation and Causal Analysis Process.

5.2 Obtaining and using vehicle owner information

Jefferson Lab has a cooperative agreement with the Newport News Police Department whereby our Security Officer can obtain the name and address of the owner of vehicles operated or parked on site. This information is typically requested only when:

· there is a credible report of dangerous driving,

· when the vehicle is parked in a manner that causes safety or security problems,

· or when there has been an accident involving a parked vehicle, and the owner is unknown and must be notified.

In the event of vehicle damage, or improperly parked vehicles, the Security Officer will attempt to contact the owner. If this is unsuccessful, or the owner is uncooperative, the supervisor/SOTR/sponsor is then notified.

5.3 Follow-up action for dangerous operation of vehicles

In the event of dangerous operation of vehicles, the Security Officer will contact the supervisor/SOTR/sponsor of the vehicle owner and give him or her the following information: the date, time, place, nature of the incident, and the vehicle owner’s name.

The Jefferson Lab supervisor/SOTR/sponsor is responsible for discussing the matter promptly with the vehicle owner and reaffirming the laboratory’s expectations for safe driving on site. Repeat offenses should be handled in accordance with Jefferson Lab’s Corrective Action Policy, found in Section 208.02 of the Administrative Manual.

5.4 Damage to government-owned vehicles

Special procedures are required for investigating and documenting accidents involving U.S. Government (GSA) vehicles or state-owned cars whether the accident occurs on or off-site. Call Facilities Management (ext. 7400) to report an accident involving one of these vehicles.

6.0 Practices

6.1 Operating industrial vehicles

Driving or operating industrial vehicles such as forklifts, mobile cranes, and aerial work platforms requires specific training, certification, and techniques. Refer to the following ESH&Q Manual chapters for more information:

ES&H Manual Chapter 6140 Cranes and Hoists

ES&H Manual Chapter 6145 Forklift Safety

ES&H Manual Chapter 6146 Tunnel Vehicles

ES&H Manual Chapter 6147 Aerial Work Platforms

6.2 Vehicle safety equipment

All motor vehicles on site are required, at a minimum, to have all of their original safety equipment in good working order. For cars and trucks, this is evidenced by a current state inspection sticker.

For industrial vehicles, it includes things like lights, safety belts, guards over moving parts, roll-over-protection for earth-moving equipment, intact exhaust systems, and fully functional brakes. There are specific Occupational Safety and Health Administration (OSHA), American National Standards Institute (ANSI), and U.S. Department of Transportation (DOT) standards for most types of industrial vehicles. Consult with your Environmental, Safety, Health, and Quality (ESH&Q) staff for particular situations.

Construction equipment shall be equipped with non-switched back-up alarms. These alarms are advisable for Jefferson Lab and subcontractor service vehicles with restricted rear visibility and that are used extensively on site. They may be required under the terms of a particular subcontract.

Bicycles are equipped with hand or foot brakes, and reflectors. Bicycles should be adjusted properly to accommodate the rider. A properly fitting bicycle helmet is to be worn while operating a bicycle on site.

6.3 Temporary traffic control

6.3.1 Construction Sites:

On occasion, construction projects on site require special traffic control. Barricades or cones shall be positioned to warn drivers of potential hazards. Reduced speed limits may be in effect as well. Observe these precautions. Flaggers may be posted for short-duration jobs. Follow their directions. If they are not looking at you, do not assume that means it is safe to proceed. Wait for eye contact and specific directions.

6.3.2 Lab special events:

On occasion, special events at Jefferson Lab require temporary closing of roads and parking lots. It is the responsibility of the event organizer to consult with Facilities Management beforehand about traffic control measures and ensure there is advance notice to Lab staff;

6.4 Material Handling Operations

Loading/unloading operations often occur in areas that are used as thoroughfares. During the work, the areas should be barricaded or posted with special caution notices. Be respectful of forklifts; they must back and turn – often repeatedly – to get the job done. The operator has his attention focused on his load, the driving surface, and nearby obstructions. Keep your vehicle well clear, and do not attempt to drive closely by him unless the operator stops and specifically directs you to pass.

Motorized cranes require similar respect. Be especially alert to keep well clear of the radius of the crane’s boom and counterweight swing. This zone must be delineated with barriers or warning tape, and unauthorized personnel shall stay out. If suspended loads are moved over occupied buildings, the SOTR or manager responsible for the work shall ensure that areas beneath are vacated during the lift.

6.5 Backing and Close Maneuvering

Trucks and industrial vehicles with oversize loads or poor rear visibility need assistance from a “spotter” when backing or when driving in tight quarters. The spotter’s responsibility is to maintain eye contact with the driver (directly or in the mirror) while monitoring the vehicle’s clearance to obstructions. If you are asked to be a spotter, ensure you and the driver agree on a signaling system.

6.6 Motor vehicles inside buildings and experimental halls

There are strict limits on the amount of combustible or flammable materials that may be present at any one time in certain areas of the Lab. Check with the appropriate safety warden or Physics Division ESH&Q staff before you bring any combustion engine-powered equipment into an area.

6.7 GSA and other “fleet” vehicles

There are some special policies that apply to GSA vehicles. See section 301.03, “Use of Laboratory Vehicles” in the Jefferson Lab Administrative Manual for details.

6.8 Transporting passengers

Passengers may only ride in seats made and properly installed for that purpose, and they must wear safety belts as provided in the vehicle. Passengers may not ride in the bed of trucks, on the sides of industrial vehicles, on trailers, or handlebars.

6.9 Cellular phones and driving

There are objective data that indicate that driving performance is impaired by cell phone conversation-by factors as much as 2-4. Traffic signal detection and reaction times both are degraded, and the effect is more acute as driving difficulty increases. Moreover, there is little or no measurable difference in the effect between hand-held and hands-free phones. It is much safer to park the vehicle before using these devices.

6.10 Battery powered utility vehicles

“Golf-cars” and similar electric vehicles are used for a variety of purposes at Jefferson Lab. They are simple to operate, but require attention to a few details:

· Never exceed the load capacity; this is marked on a decal displayed within the vehicle.

· Observe posted speed limits and traffic control signs.

· Stay off pedestrian sidewalks and the short foot bridge between CEBAF Center and Trailer City parking lot. You may use with caution the long bridge between Trailer City and the CEBAF Center North parking lot. Always yield to pedestrians on and approaching the bridge.

· Do not put loads on the roof, and do not modify the vehicle except with manufacturer-approved components.

· Do not drive on inclines greater than that recommended by the manufacturer.

· Be careful with battery-charging equipment and follow proper procedures.

· Ensure the charger is plugged only into a ground-fault-circuit interrupter (GFCI) receptacle.

· When purchasing these vehicles, ensure they meet the safety and stability tests in ANSI Z130.1, “Golf Cars-Safety and Performance Requirements.”

· When purchasing, specify that the vehicles are designed not to exceed 20 MPH. (Electric vehicles that can exceed this speed are subject to much more stringent DOT requirements for lights, occupant protection features, and crash-worthiness.)

6.11 Non-motorized vehicles: Including bicycles, scooters, in-line skates, or skateboards

Non-motorized vehicles are very popular here at Jefferson Lab and promote good health and fitness. However, in order to maintain a safe environment for everyone the following details should be noted.

· Anyone riding a bicycle (or using a scooter, in-line skates, or skateboard) on site will wear a properly fitting approved bicycle helmet.

· Always travel with the flow of traffic.

· Do not attach or tow a non-motorized vehicle with any other vehicle.

· Ride as far to the right as practical.

· Travel single file if you are in a group.

· Always yield the right-of-way to pedestrians. Give an audible warning before passing a pedestrian. Never assume you have the right-of-way. Your first responsibility at all times is to avoid a crash.

· Do not carry anything. Use a backpack or other type of carrying device when operating a non-motorized vehicle.

· Signal your intention to turn, slow, or stop at least 100 feet before the turn and while you are stopped.

6.12 Leaving personal vehicles at Jefferson Lab overnight

Our subcontracted security guards take note of vehicles left on site after normal working hours, especially in areas not commonly used by Jefferson Lab’s shift workers. Ensure the Security Officer (ext. 7400) is aware that you will be leaving your personal vehicle on site overnight. Provide the make, model, license plate number, and the area in which it will be parked.

ISSUING AUTHORITY	CHAPTER AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	Kris Burrows	01/26/05	01/26/05	01/26/08	0

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 10/27/2009.