SECTION 16: Work in Science and Engineering Buildings

Procedure

Projects often include the need to repair or maintain critical services in occupied buildings. In the course of this work, research or other activities may be disrupted in ways that pose a threat to the health and safety of the building occupants or to the individuals performing the work.

This procedure should be initiated by the Project when it first becomes apparent that a project may have potential impact on departmental operations. It applies to major maintenance, engineering, or renovation projects performed in science and engineering facilities by Facilities Department representatives or outside contractors. Examples of specific circumstances where this procedure should be applied are listed below:

• Shutdown of fume hood exhaust systems serving multiple hoods or laboratories
• Interruptions in the supply of potable, deionized or chilled water to laboratory areas
• Shutdown of the central vacuum system
• Planned electrical power outages
• Extended shutdowns of supply air to laboratory areas
• Shutdowns of environmental or cold rooms
• Work affecting drain lines serving laboratory areas
• Steam systems
• Compressed air, carbon dioxide, nitrogen and other laboratory gases

Procedure (top)

1. Arrange a meeting to discuss the scope and length of the project, define building areas or activities potentially affected, and estimate the length of the project. Attendees should include Project Manager, Special Facilities Manager, Building Maintenance Supervisor, Department Safety Manager and EHS representatives as appropriate.
2. Evaluate potential impacts on building occupants (e.g., loss of exhaust ventilation, power, etc.) and any actions required by them to mitigate potential problems (e.g., required work stoppage, relocation of equipment, etc.). Be sure to include consideration of second order impacts (e.g., heating, cooling, cooling water supply, water, vacuum, pneumatics loss, etc.).
3. Prepare a list of equipment and systems to be shut down, valved off, etc. in proper sequence.
4. Determine if occupant equipment or material must be moved or the affected areas vacated, and develop a list of critical equipment and systems which must be kept operational during the project.
5. Determine if the work will be done during normal work hours, evenings, weekends, summer, or during semester or holiday breaks.
6. Perform a project hazard review (chemical, radiological, physical and biological) to determine the need for specific health and safety requirements or precautions (head, eye and face protection, gloves, protective clothing or footwear, surveys, decontamination procedures, confined space entry procedures, hot work, fire code permits, barriers or containment, lockout/tagout procedures, signage, etc.) for project personnel (University employees), as well as building occupants.
7. Determine if chemical or radiation exposure monitoring of University employees is indicated or if other EHS coverage is needed during the project.
8. Consult legal counsel on the wording of a disclosure document for inclusion in the project request for proposal if contractor employees may be exposed to any potentially hazardous conditions created by University operations (e.g., chemical exposures from exhausts or contaminated ductwork).
9. Request copies of material safety data sheets for all chemical products brought on site by the contractor (to be included in the bid submission).
10. Notify Public Safety of the project schedule and any special needs (security, parking, special security for vacant buildings, etc.)
11. Assess the need for fire detection or suppression system shutdown or silencing and arrange this through the Alarm Shop and the University Fire Marshal.
12. Arrange for proper cleanup and/or disposal of tools, used materials, personal protective equipment (PPE), ductwork, equipment or other debris.
13. Notify in writing (through the departmental representative) all faculty or others occupying affected areas of date, time, estimated length of interruptions or loss of services.
14. Post all affected areas with a notice (preferably colored paper) containing only basic shutdown information and the names of individuals to contact for more details. For large-scale operations, post building entrances, elevators, etc. as appropriate.
15. Confirm that all actions requested of occupants (e.g., removal of equipment or apparatus, closing of containers, shutdown of experiments, etc.) have been taken before commencing a shutdown by conducting a walk through of affected areas.
16. Execute shutdown of equipment and systems with proper lockout/tagout procedures from the previously prepared list.
17. Restore systems when the project is completed. Check out systems for proper operation after they are restored.
18. Notify Special Facilities Manager, Building Maintenance Supervisor, Department Manager, and EHS representative when the project is completed.
19. Remove all postings as soon as the work has been completed.

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