ES&H Manual



3410 ES&H Aspects of Procurement



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.


4.0          Technical Appendices


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.


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


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 201/28/10 – 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 103/10/09 – Re-write of document to reflect current laboratory operations.











ESH&Q Division

Bob May





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 3/6/2014.