ES&H Manual



8030 Appendix T5

Oil-Spill Prevention, Control, and Countermeasures



1.0            Introduction


Jefferson Lab takes seriously its responsibility to maintain high standards in protecting the environment from contamination by oil products and oily wastes.


This chapter focuses on oil issues addressed in Jefferson Lab’s Spill Prevention, Control, and Countermeasure (SPCC) Plan (SPCC Plan) – a separate controlled document maintained by the SPCC Coordinator.


The SPCC Plan expresses the Laboratory's commitment to address all oil-related issues including:

·         prevention of environmental contamination

·         appropriate actions to take to stop or control leaks

·         actions to take to clean up after leaks and prevent them from occurring again


Under the Jefferson Lab’s Environmental Management System (EMS), some of the environmental aspects that are addressed are:

·         Spills

o   oily water spills

o   oil spills

o   transformer oil spill

o   oil compressor leak


2.0            Hazard Avoidance


If you see a ‘sheen’ on water in a storm water channel or pond, evidence of oil leakage, or a spill where oil is on the ground, immediately call x5822 to start the on-site notification chain.


If you work with systems or equipment that use oil:


If you use a diesel forklift:


NOTE:  Quick action in the event of a spill will minimize contamination.  Immediately use the containment and clean-up measures available to you.  Don’t hesitate to call for help at x5822.


3.0            Responsibilities


3.1              Everyone at Jefferson Lab

·         Be alert for oil or fuel spills in your work area.

·         Call x5822 immediately upon discovering an oil sheen, spill, or unplanned release

o   on the ground – anywhere

o   in or on a surface water body

o   at or near a floor or storm drain

o   inside buildings

o   anywhere, even if captured in secondary containment


3.2              Everyone who works with oil

·         Be aware of potential oil contamination problems in your work area and how to contact the appropriate people to address or resolve any concerns.

·         Prior to performing equipment installation or maintenance, or prior to handling and transporting any oil, ensure that all spill prevention and control measures are in effect to prevent the spread of any potential spillage.

·         Immediately report problems with equipment or procedures to your supervisor.

·         Be familiar with oil-related SOPs and the special response procedures for your work area in the event of an oil spill.

·         Recommend improved methods to prevent oil spills and leaks in your work area.


3.3              Supervisor/Subcontracting Officer’s Technical Representative (SOTRs)

·         Provide containment pallets or suitable secondary containment for all oil containers with five-gallon or more capacity.

·         Designate in SOPs the locations of all outdoor oil or fuel transfer operations and major indoor transfers.

·         Minimize oil use and consider spill prevention and containment during the planning stage for new processes or jobs.

·         Provide oversight of oil-containing equipment installation and maintenance subcontracts.

·         Consult with ESH&Q staff during the planning stage to identify oil control measures and to resolve issues concerning placement, secondary containment, and other control measures for new or relocated equipment.

·         Instruct personnel in the operation and maintenance of equipment.

·         Instruct personnel as to the appropriate actions steps to take to address a spill or release including same day completion of the Spill/Release Report Form found in ES&H Manual Chapter 5200 Appendix T1 Incident/Notable Event/Injury Investigation and Causal Analysis Worksheet.

·         Ensure all necessary handling, storage, maintenance, and disposal of oil or oil-containing equipment is performed in a manner that maximizes spill prevention.

·         Perform and document proper maintenance and inspections of all equipment containing oil.  Provide inspection records to SPCC Coordinator upon request.

·         Oversee and coordinate with ESH&Q Division staff the collection and disposal of any used oil.

·         If there are changes or revisions to the SPCC Plan, implement stated actions within six months of notice.

·         Oversee clean-up contractor activities to assure work performed meets regulatory requirements.

·         Prepare, review, and implement SOPs for all petroleum or fuel transfer operations.

·         Ensure all personnel or subcontractors involved in petroleum use, storage, or handling receive documented SPCC training.

·         Ensure that labeling on all oil-containing drums and tanks in your area is legible and written in permanent marker.

·         Provide a completed Spill Report Form the same day as any oil released.  (See ES&H Manual Chapter 5200 Appendix T1 Incident/Notable Event/Injury Investigation and Causal Analysis Worksheet) Perform any identified follow-up actions.  (Redundant)

·         Prepare a Notable Event for any oil product spill that meets identified criteria.  Division Environmental, Safety, Health, and Quality (ESH&Q) staff will assist.

·         Provide guidance to subcontractors to develop procedures to address SPCC concerns to be included with their safety plan.  ESH&Q Division staff are available if needed.

·         For Transformers:  use Appendix EPS 32-T1 SPCC Inspection Checklist to perform and document

o   monthly visual inspections of each transformer with secondary containment.

o   twice monthly visual inspections of each spare transformer and each transformer without secondary containment.


3.4              Division ESH&Q staff

Assist Supervisors:

·         in reviewing plans for incorporating new equipment into an existing or new structure or relocating or altering existing equipment.

·         in developing appropriate safety and inspection precautions and procedures to address oil-containing structures or devices in their work area.

·         with completion of Incident Report and incident investigations after any spill.

·         with preparation of a Notable Event for any oil product spill that exceeds 5 gallons OR violates other criteria as noted in this chapter.


3.5              ESH&Q Division Staff

·         Manage the Jefferson Lab used-oil management program in coordination with Physics and Administration Division management.  Develop and implement programs that ensure all used oil is disposed of under the direction of the Accelerator Division ESH&Q staff.

·         Ensure that the Used Oil Shed (UOS) and its contents are maintained in compliance with regulations.

·         Maintain used oil collection, consolidation in the UOS, and the disposal program.

·         Provide assistance in sampling soil and/or water to aid in problem identification and to verify a completed cleanup.

·         Monitor used-oil recycler transfer operations.

·         Maintain inventory of spill containment equipment and absorbent materials and replenish as necessary.

·         Monitor transporters and disposal or reclamation firms for regulatory and contractual compliance on an 18 to 24 month schedule.


3.6              Facilities Management Director

·         Maintain sluice gates as provided in the SOP

·         Assist Supervisors with control and containment of any large spills or any spill which extends beyond the confines of a building.

·         Coordinate arrangements for emergency cleanup, contracting cleanup as needed.


3.7              SPCC Coordinator

·         Maintain and update the SPCC Plan and other necessary documentation.

·         Ensure that reviews of the SPCC Plan are performed every five years as identified in the Plan and updated accordingly.  Secure professional engineer recertification when amended.

·         Upon request, assist Supervisors in the oversight of oil-containing equipment installation and maintenance to ensure compliance.

·         Oversee SPCC training program, including identification of training requirements.

·         Review and maintain spill response procedures for Jefferson Lab.

·         Assist Facility Manager to determine if oil spill events meet Department of Energy (DOE) Occurrence Reporting requirements, ES&H Manual Chapter 5300 Occurrence Reporting, and notify Facility Manager.


3.8              ESH&Q Reporting Manager

·         Transmit any amendments to the SPCC Plan resulting from a spill to the Environmental Protection Agency (EPA) through the Thomas Jefferson Site Office (TJSO), as required.

·         Maintain official file of incident reports including those from spill events and Notable Event reports.

·         Maintain a record copy of the SPCC Plan and have it available for EPA review.


4.0            Qualifications


Individuals who work with oil having an initial risk code ≥ 2 must be trained to anticipate, prevent, and mitigate spills.  The objective of the training program is to reduce the likelihood and impact of oil spills.


4.1              Training

·         All employees and subcontractors shall receive basic oil-spill response information as identified in 40 CFR 112 during their Jefferson Lab ESH&Q Orientation, including designated contacts in the event of an oil spill.

·         Supervisor will provide general SPCC Plan Training to all staff involved with oil handling or management and annual refreshers thereafter.

·         Local supervisors shall provide SOP-based job-specific training on oil spill prevention and control measures.

·         Personnel who are involved in the use or transport of oil or oil products, including their line managers, shall receive general and job-specific SPCC training.  An additional briefing shall be given, as needed, to maintain a good working knowledge of this program.

·         ESH&Q staff involved with oil handling shall complete the 8-hour biennial First Responder training.  [The refresher course can be taken on-line at the Safety Lab.]

·         Forklift operators moving oil products or oily-waste materials must have a current Forklift Operator’s Certificate and have completed the 8-hour First Responder Training.  A biennial refresher is required.


5.0            Site Program


The SPCC Plan presents a picture of the oil and petroleum product program on the Jefferson Lab site.


Oil contaminated with hazardous waste is handled according to procedures for hazardous waste, EPS-61 Hazardous Waste Management.


Oil contaminated with activated water, such as from a cooling water pump, should be turned over to Radiation Control Group (RadCon) for proper management and disposal.


Site-specific events that likely require external immediate notifications include:


Notify on-site responders at x5822.  The Facility Manager (876-1750) evaluates the situation to verify the presence of a sheen, a reportable discharge, or a spill event.  External notifications is carried out as described in ES&H Manual Chapter 5300 Occurrence Reporting or under Appendix EPS 50-T1 Spill and Release Reporting Requirements.


Non-oil, hazardous substances, and other potential environmental pollutants found at Jefferson Lab (located mostly in the EEL and Test Lab buildings).  Unnecessary, are addressed in ES&H Manual Chapter 8050 Environmentally Harmful Materials.  The procedures for preventing spills of these materials are addressed in ES&H Manual Chapter 6610 Chemical Hygiene Program.


5.1              The SPCC Plan addresses (redundant content)


5.1.1        Responsible staff

The SPCC Plan contains a list of staff who are responsible for program implementation.


5.1.2        Key roles for Supervisor support


Refer to the Responsibilities section of this chapter for specific SPCC-related roles of Jefferson Lab staff.


Oil spill prevention is the main focus of this program.  The general program is presented here and in the SPCC Plan, while specific practices are detailed in SOPs.


Spill control (immediate containment) and countermeasures (to clean up and prevent a recurrence) are the responsibility of Supervisor.  After identifying a spill/release, the Supervisor will use the criteria identified later in this chapter (Spill Report and Event section) to determine documentation requirements.

·         Spill response procedures as well as the notification forms are located in ES&H Manual Chapter 6610 Appendix T7 Clean-up of Chemical Spills Procedure and ES&H Manual Chapter 5200 Appendix T1 Incident/Notable Event/Injury Investigation and Causal Analysis Worksheet.

·         If a Notable Event Worksheet is determined to be necessary, Supervisor, with assistance from ESH&Q staff, will complete and distribute the notable event within two weeks.


The Facilities Management Director is available, at the request of Supervisor, to coordinate containment and cleanup activities for any spills that encounter the ground or any surface water.


ESH&Q Division Industrial Hygiene staff support Supervisor in collecting soil and water samples to assure adequate spill cleanup.


The SPCC Coordinator is available to assist Supervisor to carry out the measures outlined in the program.


ESH&Q Division staff arrange collection of all used oil, which is accepted at the Used Oil Storage Shed (UOS).  Used-oil recycler transfer operations are also monitored by Accelerator ESH&Q staff.


Supervisor oversees all deliveries and/or pickups by petroleum product vendors.


5.1.3        Spill prevention methods

·         During the planning stage, the line manager and ESH&Q staff address new or relocated equipment issues concerning placement, secondary containment, and other control issues.

·         Supervisors, with ESH&Q staff coordination, review sitings of any new oil-containing equipment for proximity to floor drains or surface discharge to minimize potential environmental impacts.  If unusual maintenance is required, appropriate mitigating actions will be taken prior to start of work.

·         Facility personnel are trained to ensure that:

o   oil containment trenches are functioning around oil-filled transformers

o   signs of weakness are noted and repaired (including anything that holds or carries fluids, and any additional support structures).

o   transformers are maintained on their pad only

o   subcontractors provide containment when maintaining a transformer without containment trenches

·         Mechanical equipment and oil storage containers with the potential to leak or spill oil are secondarily contained and positioned away from floor and storm drains.

·         Transformers

o   Ground level transformers must be equipped with a direct-reading oil-level gauge.

o   Transformers must be installed on a concrete pad with built-in secondary containment.  If vegetable-based oils are used, then alternate approved containment measures must be installed as well.

o   Visual inspections of each transformer are performed and documented at least monthly by the responsible line manager or designee using an SOP that uses the checklist provided in Appendix EPS 32-T1 SPCC Inspection Checklist for guidance. Inspections of spare transformers and those without secondary containment are performed twice monthly.

o   The written inspection record is provided to the SPCC Coordinator annually.


NOTE:  The checklist in the appendix provides a suggested format for equipment inspections.  A different form can be used but the items noted must be addressed to the extent that they apply to a particular device


·         Inspections are performed per SOPs.  Inspection records for other oil-containing equipment are provided to the SPCC Coordinator upon request.  A deficiency report should also be provided annually.

·         Sorbent material shall be prepositioned in areas with mechanical equipment.

·         Bulk used-oil or any outdoor oil or fuel transfer must not be performed during bad weather.

·         Adequate secondary containment must be provided for any mobile or stationary oil container stored outside.

·         Pressure test transfer lines and hoses identified for use in high-pressure applications at least annually following a written inspection procedure.  Record on an inspection checklist, such as the one found in Appendix EPS 32-T1 SPCC Inspection Checklist, details of an inspection.

·         Identify exit routes for oil spills and ensure they are sealed prior to installation of oil-containing equipment or drums.

·         Do not fill equipment to more than 90% of capacity unless noted otherwise in the SOP for that piece of equipment.


5.1.4        Spill control practices

·         All floor drains are plugged in areas with significant potential for oil spills or leaks.

·         All used-oil collection sites that cannot be located away from drains must be secondarily contained with curbing or other feasible means.

·         Seal exit routes when no other methods are feasible to prevent spills from leaving the local area:

o   provide temporary seals on floor drains around oil-containing equipment

o   place a sealed cover at any storm drain in the vicinity of an oil or fuel transfer operation

·         Permanent oil-skimming sluice gates shall be in place at the two main storm water channels near the site boundary to prevent oil contamination from leaving the site.  These gates are operated twice a year to verify operability.

·         Transformers

o   Transformer containment sumps shall provide adequate volume to hold at least 125% of the contents of the largest transformer in the area.  (All but six Jefferson Lab transformers have oil-containment trenches around them.)  Transformers using vegetable-based oils shall use spill socks or other measures for containment.

o   Sump pumps are used to keep water pumped out of the trenches.  The pumps shall be equipped with safety switches to prevent them from operating when the transformer oil level is low or when the transformer tank ruptures.

o   Sump pumps shall be inspected at least monthly during the associated transformer inspection to ensure proper functioning.


5.1.5        Spill countermeasures

·         Absorbent materials, such as loose sand, shall be stored at convenient locations on-site for oil spill countermeasures.


5.1.6        Response procedures for an oil spill or release

Response procedures and other notification requirements are provided in ES&H Manual Chapter 6610 Appendix T7 Clean-up of Chemical Spills Procedure.


Division-specific SOPs address special conditions and responses that apply in certain work areas.  These are beyond the scope of this chapter.


5.1.7        Spill Report and Notable Event preparation

If the oil spill meets any of the following criteria, then a Spill/Release Report must be completed by the responsible line manager the same day the event is identified or the following day.

·         > 1 gallon anywhere, or

·         any amount outside a building, or

·         any contact with a floor drain or sink drain


The form is provided in ES&H Manual Chapter 5200 Appendix T1 Incident/Notable Event/Injury Investigation and Causal Analysis Worksheet.


In addition, if the oil spill meets any of these criteria, then a Notable Event Worksheet (See ES&H Manual Chapter 5300 Appendix T3 Notable Event and Notification Procedure), shall be prepared by Supervisor with the assistance of ESH&Q staff.

·         > 5 gallons anywhere, or

·         any contact with ground, or

·         any contact with surface water or storm drain, or

·         any contact with floor drain or sink drain


Provide a copy of the Notable Event Worksheet to the Division Safety Officer, the SPCC Coordinator, and the division’s Associate Director.


5.1.8        The Notable Event process includes:


5.1.9        Sharing lessons learned

After Supervisor consults with division ESH&Q staff and the SPCC Coordinator, the Supervisor should conduct a briefing on lessons learned for all involved and a memorandum to concerned staff should be issued.  This information will be shared with the SPCC Coordinator who will assist with incorporation into the site program.


6.0            Applicable Permits, Reports, and Regulatory Guidance



Master Record


Maintenance Management Program

Facilities Management

Support Service Center (Bldg. 28), Room 56

Jefferson Lab Spill Prevention, Control, and Countermeasure Plan

ESH&Q Division

(See Appendix EPS 32-R2 SPCC Plan Distribution List for all locations)

Support Service Center (Bldg. 28), Room 51

ARC (Bldg. 001), Room 602-8

Applicable sections of the Dominion Virginia Power SPCC Plan

SPCC Coordinator

ARC (Bldg. 001), Room 602-8

40 CFR 110 Discharge of Oil

40 CFR 112 Oil Pollution Prevention

SPCC Coordinator

ARC (Bldg. 001) , Room 602-8


7.0            References


Appendix EPS 32-T1 SPCC Inspection Checklist

Appendix EPS 32-R1 SPCC Regulatory Requirements

Appendix EPS 32-R2 SPCC Plan Distribution List


8.0            Revision Summary


Revision 0.1 – 03/30/11 – Updated to remove reference to Chemical Assistance Team.











ESH&Q Division

Bill Rainey





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 6/4/2013.