ES&H Manual



3410 Appendix T1

Mitigation Requirements for Hazard Issues relating to Equipment and Material Procurements



1.0          Purpose


This appendix provides guidance to requisitioners/Subcontracting Officer’s Technical Representative (SOTR) for recognizing hazard issues and developing procurement documents which abide by Jefferson Lab’s established hazard mitigation standards and practices.


2.0          Scope


This appendix applies to all equipment or materials used by Jefferson Lab whether purchased, leased, borrowed, donated, or otherwise procured in accordance with ES&H Manual Chapter 3410 ES&H Aspects of Procurements.


3.0          Responsibilities


All responsibilities are outlined in ES&H Manual Chapter 3410 ES&H Aspects of Procurements.


4.0          Process Steps


Anyone purchasing, or receiving a donated item, equipment, or materials completes the following process and uses the information generated to develop ES&H compliant procurement documentation.


Step 1:                    Identify Hazard Issues

·       Review ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List.

·       Determine relevant hazard issues.   


Step 2:                    Establish Safety and Health Requirements

For all hazard issues recognized to be relevant:

·       Review the associated ES&H Manual Chapters and Appendices to determine the established hazard mitigation requirements.

·       Consult with the subject matter experts (SME) to identify specific ES&H requirements.


Step 3:                    Purchase Equipment or Material

·       Ensure procurement documents have been reviewed by SMEs.

·       Identify any special transportation, storage, handling, or disposal measures before receipt.


The preferred method of purchasing equipment or materials is through Jefferson Lab’s Purchase Requisition System or Jefferson Lab’s Stockroom “Webstock” system. 


Step 4:                    Document Feedback and Lessons Learned

·       Notify ESH&Q professional if equipment or materials results in unmitigated hazard issues of Risk Code>2.

·       Provide comments to Procurement Services regarding the performance of vendors.

·       Document lessons learned utilizing Jefferson Lab Operating Experience Database.


NOTE:  The Material Identification and Traceability, Supplier Evaluation, and Pressure System Quality Procedures may apply to some acquisitions (e.g., materials for use in pressure vessel system).


Step 5:                    Restricted Items

The following items or class of materials are not permitted to be purchased or brought on site without prior approval of ESH&Q:

·       Asbestos

·       Beryllium

·       Biological or chemical warfare agents

·       Birth or genetic defect causing materials

·       Cancer causing materials

·       Engineered Nanoparticles

·       Pharmaceuticals not prescribed by a licensed health care professional

·       Polychlorinated Biphenyl (PCB)

·       Pathogenic micro-organisms

·       Live tissue

·       Radiological items

·       Ozone-Depleting Substances (ODS) include chlorofluorocarbons, halons, carbon tetrachloride, methyl chloroform, (Class I) and hydrochlorofluorocarbons (Class II) as designated by the EPA.


NOTE:  Jefferson Lab will eliminate all ODS from the site as suitable, cost effective alternatives are identified.  Remaining Class 1 ODS will be eliminated by 2015.


4.1            Additional ES&H Requirements


Select materials that can be recycled or reused whenever possible.

Consider environmental impact, storage requirement, and disposal cost when acquiring materials.


4.1.1       Paper Products and Office Supplies:

      Must meet EPA's standards – Use Jefferson Lab’s Stockroom “Webstock” system’s online catalog. 


4.1.2       Cleaning and Maintenance Products:

Must meet EPA's standards – Use Jefferson Lab’s Stockroom “Webstock” system’s online catalog. 


4.1.3       Energy Efficient Products: 

Select items with the highest energy efficiency rating (EER, ENERGY STAR-qualified or FEMP-designated products) to the maximum extent practicable.  (Energy efficiency ratings are typically available from the manufacturer.) 


4.1.4       Desktop Computers, Laptops, and Monitors:

Jefferson Lab’s Computer Center is cognizant of compliance requirements and authorizes all purchases of these systems.  Jefferson Lab’s EPA’s Electronic Purchasing System Tool (EPEAT) identifies specific models of desktop computers, laptops, and monitors certified by manufacturers and vendors as environmentally preferable.  Contact the Computer Center Helpdesk for more information.


4.1.5       Recycle Products:

Jefferson Lab encourages intralab reuse.  Individuals with purchase accounts may access the list of Free Stock items:

·       Use Jefferson Lab’s Stockroom “Webstock” system.

·       Click on the "Adv Search" button (lower right of screen).

·       Unselect all vendors.

·       Select only FREESTK (green check mark ).  

·       In the "Keyword" block (top of the screen) type in the word(s) describing the item you are looking for.

·       Click on the "Search" button.

(To donate to Freestock submit a Facilities Management Work Request to have the donation picked up.)


5.0          Revision Summary


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.











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.