Attch-B. USDA Open_Flame_Policy Signed 4.2019.pdf

Attachment B

United States Department of Agriculture

Research, Education, and Economics Agricultural Research Service

BARC, BHNRC, USNA – Open Flame Policy Page 2 of 13 Ver. 1.1

Revision Summary Date Revision History Revision Class Comment

7/1/2015 1.0 New New Policy

7/13/2016 1.1 Minor Change of design of permit

2/21/2018 1.1 None No changes

11/14/2018 1.1 None No changes

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TABLE OF CONTENTS

Page

I. INTRODUCTION AND BACKGROUND………………………………………………….2

II. REFERENCED REGULATIONS AND STANDARDS

III. PURPOSE AND SCOPE

IV. APPLICABILITY

V. SPECIFIC AREAS OF EXEMPTION FROM PERMIT

VI. ACCIDENTAL EFFECTS OF IRRESPONSIBLE OPEN FLAME WORK

VII. RESPONSIBILITIES

A. All Personnel (3)

B. Contracting Officer's Representative (COR) (3)

C. Contractor’s Project Superintendent/Supervisor (4)

D. USDA Supervisors (Shops, Farm Operations, Road and Grounds, Animal Research Services.) (5)

E. Cutter/Welder (7)

VIII. FIRE PREVENTION

A. General Considerations (7)

B. Hot Tapping (10)

C. Tar Pot (10)

D. Paint Removal/Defrosting Water Pipes (11)

IX. CONFINED SPACE ENTRY

X. EMERGENCY WORK CESSATION

Appendices: OPEN FLAME PERMIT

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I. INTRODUCTION AND BACKGROUND

The Beltsville Agricultural Research Center (BARC), Safety, Occupational Health, and Environmental Staff (SOHES), and Engineering and Construction Branch (ECB), have collaborated to provide safety procedures for cutting, welding, and use of open-flame devices. These procedures will be known as the Open Flame Policy. These procedures include a permit system designed to ensure that work with such devices will be conducted safely. Open-flame devices are an essential part of the demolition, renovation, maintenance, and construction work performed at BARC, BHNRC (Beltsville Human Nutrition Research Center) and USNA (U.S. National Arboretum). Personnel utilizing electric arcs and/or oxy fuel gas flames must be aware that improper use of such devices can result in fire, explosion, injury and/or loss of life. Therefore, a permitting process has been designed to verify that this awareness is clear.

Cutting and welding operations produce literally thousands of ignition sources in the form of sparks, which have been known to travel up to 35 feet. The heat conducted by the metal being cut or welded can transmit to combustible material. And, the hot work pieces are all inherent ignition sources, not to mention the flame and/or heat produced by the device itself. Residential fires are commonly caused by open-flame devices.

II. REFERENCED REGULATIONS AND STANDARDS

The National Fire Protection Association (NFPA), publication 51B, "Standard for Fire Prevention in Use of Cutting and Welding Processes", was used to compile this policy. The purpose of using NFPA was to assure continuity and ensure compliance with an accepted industry wide standard.

Other codes used for compiling this document were OSHA (Occupational Safety & Health Administration) General Industry Standard, 29 CFR 1910, Subpart Q, "Welding, Cutting, and Brazing," and OSHA Construction Standard, 29 CFR 1926, Subpart J, "Welding and Cutting."

III. PURPOSE AND SCOPE

USDA's policy is intended to prevent fires and loss of life associated with the unsafe use of welding, oxy fuel gas and electric cutting equipment, and open-flame devices used for mechanical or construction purposes at the USDA facilities. Therefore, the purpose of this document is to provide guidance for the safe use of cutting, welding, and open-flame devices at BARC, BHNRC and USNA. The BARC, BHNRC and USNA policy establishes the responsibilities for implementation of fire prevention measures; provides references to adjunct publications; and mandates a form, hereby referred to as the OPEN FLAME PERMIT (see Enclosure), to verify recognition of those measures.

IV. APPLICABILITY

This instruction applies equally to BARC, BHNRC and USNA personnel and to all contractors performing work at BARC, BHNRC and USNA. OPEN FLAME PERMITS are required whenever open-flame devices or other exothermic devices are to be used, not just in areas or at times

BARC, BHNRC, USNA – Open Flame Policy Page 5 of 13 specifically designed for their use. Oxygen-cutting steel, welding and brazing metals, soldering pipes and tar pot operations are some noted examples of when an OPEN FLAME PERMIT is required. Also, all personnel performing open-flame work must adhere to NFPA 51B; 29 CFR 1926; and 29 CFR 1910 unless exempted by Section V below. The Government will not issue a completed/approved OPEN FLAME PERMIT to contractors. The contractor will provide a “qualified person” to issue the OPEN FLAME PERMIT and will provide all appropriate equipment to perform cutting, welding and open-flame activities safely. A “qualified person” is a person who by reason of training, education and experience is judged knowledgeable in the operations to be performed, is competent to access the hazards involved, and is capable of performing the required testing and issuing of an OPEN FLAME PERMIT. The contractor must comply with all applicable regulations.

V. SPECIFIC AREAS OF EXEMPTION FROM PERMIT

There are some areas at BARC, BHNRC and USNA that are commonly used for welding and cutting.

These areas are routinely examined for fire hazards and appropriate precautions are taken. These areas are identified as follows:

BARC Building 029 Farm Mechanics Shop

BARC Building 166H Automobile Shop

BARC Building 301B Farm Mechanics Shop

BARC Building 427 Refrigerator Shop

BARC Building 426 Pipe and Metal Shop

BARC Building 431 Research Equipment Shop

BARC Building 454 Heavy Equipment Shop

BARC Building 1191 Research Animal Services

USNA Building 012 Auto Maintenance Bay

The OPEN FLAME PERMIT is not required with each task at the above-mentioned sites. However, all fire prevention and safety techniques mentioned in Section VIII, Fire Prevention, must be adhered to conscientiously. Supervisors and safety representatives should perform the routine examinations for adherence to the rules.

Contractors responsible for complete building renovation and/or construction must adhere to OSHA’s 29 CFR 1926 "Safety and Health Regulations for Construction." This regulation states that the contractor is responsible for site safety. Therefore, such contractors must have their own open-flame procedures identified and outlined in their Safety Programs, and must follow all applicable codes including NFPA 51B. However, they may not perform less than what is required by BARC, BHNRC and USNA policy.

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VI. ACCIDENTAL EFFECTS OF IRRESPONSIBLE OPEN FLAME WORK

Welding and cutting operations may cause interruption of the normal use of buildings and other facilities. If these facilities are equipped with fire alarm systems, including smoke detectors, products of combustion can activate warning devices and lead to evacuation of the building. If these needless evacuations are permitted, building occupants may become complacent, and may not evacuate the building when needed. Smoke and odors can be transmitted through ventilation air handling units, through ducts, up stairways, and by any open means of travel. This can have a detrimental effect on building occupants and day to day operations. Therefore, part of the open flame permitting process is to prevent accidental disruptions as well as fires.

VII. RESPONSIBILITIES

A. ALL PERSONNEL

It shall be the personal responsibility of all parties involved and coincidental to the welding/cutting/open- flame operation to:

1. Use all open-flame devices safely.

2. Comply with the provisions of this document.

3. Minimize the effects of the open-flame operations on the building occupants.

4. Know and follow the BARC/USNA Emergency Procedures:

• Pull the nearest fire alarm box.

• Call Emergency Services, 9-911, to report a fire, giving the operator directions to the building and any other pertinent information.

• Call BARC Security at (301) 504-8000 or USNA Security at (202) 909-5576

• Close doors, windows and take other reasonable measures that would contain a fire.

(Where a fire is small, and if you are familiar with portable fire extinguisher operation, you can attempt to extinguish the fire with a fire extinguisher.)

B. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

It shall be the joint responsibility of the COR and USDA Management to:

1. Provide this document to each contractor that will use an open-flame device that has been awarded a contract at BARC, BHNRC, and USNA, and BARC/USNA Emergency Procedures.

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2. Ask if the contractor has read and understands the provisions of the BARC, BHNRC, and USNA open flame policy and BARC/USNA Emergency Procedures, before work is started.

3. Shall contact the alarm monitoring facility of area(s) hot work will be performed

4. Cover or disable smoke detection devices in area(s) where hot work will be performed

5. Contractor needs to provide training documentation to COR for knowledge verification

6. Keep a file of open permits

7. Check site after 5 days of issuance

C. CONTRACTOR’S PROJECT SUPERINTENDENT/SUPERVISOR

It shall be the joint responsibility of the contractor’s job superintendent or designee, supervisor, and/or other designated responsible persons, to ensure full compliance with this instrument. The Contractor’s Supervisor/Superintendent or designee shall:

1. Ensure that all his/her staff members requiring the use of open flame devices, have been thoroughly trained in all aspects of the operation and care of the equipment.

2. Verify that:

• Equipment to be used is approved for the intended purpose and is used safely.

• Operators are adequately trained in safe operation of the equipment.

• The Fire Prevention Section (Section IX) of this document is followed.

• Operations will have minimal disruption to the building.

• Appropriate fire suppression/protection equipment is on location and serviceable; i.e., fire extinguisher, water hoses, sprinkler systems.

• A "fire watch" is available if required (see Fire Prevention).

• The area is inspected one half hour after the open-flame operation has stopped.

(The purpose of this inspection is to detect and extinguish any small smoldering fires.) A follow up inspection may be required when a “fire watch” is required (see Fire Prevention).

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3. Determine if combustibles are present and if hazardous conditions exist. Hazardous conditions include: explosive atmospheres (mixtures of flammable gases, vapors, liquids, or dusts with air) or potential explosive atmospheres. In laboratories, ask laboratory personnel who have intimate knowledge of the chemicals and processes being used in the area if any flammable liquids or other conditions exist that would create a hazardous condition.

4. Protect combustibles from ignition by:

• Moving the work to a combustible/hazard free location.

• Moving the combustibles to a safe distance away.

• Shielding combustibles as necessary.

5. Issue the OPEN FLAME PERMIT.

6. Ensure it is posted at the job site.

7. Provide a completed copy to the COR before open flame work is started, and wait for notification of receipt.

8. Notify COR if BARC/USNA Emergency Procedures were implemented, or a fire extinguisher was used.

D. BARC, BHNRC, and USNA SUPERVISORS (Facilities Services Shops and External Services, Research Farm Services, and Research Animal Services)

It shall be the joint responsibility of the BARC, BHNRC, and USNA supervisors or designee, to ensure full compliance with this Open Flame Policy.

The BARC, BHNRC, and USNA supervisor or designee shall:

1. Ensure that all his/her staff members requiring the use of open flame devices, have been thoroughly trained in all aspects of the operation and care of the equipment and understand its requirements for safe use. Only person who is authorized to sign the Open Flame Permit.

2. Verify that:

• Equipment to be used is approved for the intended purpose and is used safely.

• Operators are adequately trained in safe operation of the equipment.

• The Fire Prevention Section of this document is followed.

• Operations will have minimal disruption to the building.

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• A "fire watch" is available if required (see Fire Prevention).

• Appropriate fire suppression/protection equipment is on location and serviceable; i.e., fire extinguisher, water hoses, sprinkler systems.

• The area is inspected one half hour after the open-flame operation has stopped.

(The purpose of this inspection is to detect and extinguish any small smoldering fires.) A follow up inspection may be required when a “fire watch” is required (see Fire Prevention).

3. Determine if combustibles are present and if hazardous conditions exist. Hazardous conditions include: explosive atmospheres (mixtures of flammable gases, vapors, liquids, or dusts with air) or potential explosive atmospheres. In laboratories, ask laboratory personnel who have intimate knowledge of the chemicals and processes being used in the area if any flammable liquids or other conditions exist that would create a hazardous condition.

4. Protect combustibles from ignition by:

• Moving the work to a combustible/hazard free location.

• Moving the combustibles to a safe distance away.

• Shielding combustibles as necessary.

• Following the Fire Prevention Section.

5. Issue the OPEN FLAME PERMIT.

6. Ensure that the completed OPEN FLAME PERMIT is visible posted at the job site.

7. Provide a completed copy to the Safety, Occupational Health and Environmental Staff.

E. CUTTER/WELDER

The cutter/welder shall:

1. Wear appropriate personal protection equipment, i.e., gloves, face shields, and respirators, where necessary.

2. Be familiar with this safety issuance.

3. Know thoroughly the BARC/USNA Emergency Procedures and report all uncontrolled fires immediately to the Fire Department and SOHES.

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4. Obtain a copy of the OPEN FLAME PERMIT from their supervisor and/or supervisor’s designee.

5. Display the permit in an obvious location at the work site.

6. Handle open-flame devices in a safe manner.

7. Always be actively responsible for his/her own actions because the cutter or welder has the best opportunity to avoid fire and/or injury by proper handling of the equipment.

If conditions or the occupancy environment changes, the permit will become invalid, and issuance of another permit will be necessary.

VIII. FIRE PREVENTION

A. GENERAL CONSIDERATIONS

Supervisors shall ensure that only predetermined appropriate areas are used for cutting/welding operations.

1. NFPA 51B, Chapter 5 shall always be followed. It states: “Cutting or welding shall be permitted only in areas that are or have been made fire safe. Within the confines of an operating plant or building, cutting and welding shall be either (1) a specific area designed for such work, such as a maintenance shop or a detached outside location which shall be of noncombustible or fire resistive construction, essentially free of combustible and flammable contents, and suitably segregated from adjacent areas; or

(2) when work cannot be moved practically, as in most construction work, the area shall be made fire safe by removing combustibles or protecting combustibles from ignition sources.”

2. Cutting or welding shall not be permitted:

a. In areas not previously authorized.

b. In sprinkler-protected buildings while such protection is disabled. (However, when working on sprinkler systems, it may be necessary to isolate part of the sprinkler system, but never the entire building.)

c. In explosive atmospheres (mixtures of flammable gases, vapors, liquids, or dusts with air) or potential explosive atmospheres, e.g., inside drums, tanks or other containers or equipment which have previously contained such materials or combustible dusts.

d. Near storage of large quantities of exposed, readily tangible combustible materials such as bulk sulfur, baled paper, or cotton.

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3. Welding/cutting equipment will be in good operating condition.

4. If combustible materials are on the floor, the floor must be swept clean to a distance of not less than 35 feet in all directions. Also, if the floors are mopped with water, operators of welders/cutters shall be properly protected against shock.

5. If combustibles cannot be reasonably relocated at least 35 feet from the work site, the materials shall be shielded with appropriate flame proof covers, fire resistant curtains, or other shielding techniques. Sparks shall not be able to go under such shields. If more than one shield is used, both shields shall overlap significantly, to prevent sparks from entering through the adjoining spaces.

6. All horizontal and vertical openings shall be sealed to prevent passage of sparks to other areas.

7. If welding/cutting operations are near walls, ceilings or partitions that are made of combustible materials, they must be shielded. If a wall, ceiling, and/or partition is made of metal, combustibles on both sides of the site shall be removed to prevent ignition from conduction or radiation heat transfer. If this is not feasible, a fire watch (see item 9 below) shall be established on the opposite side of the wall, ceiling, and/or partition, where the welding/cutting operation is being performed.

8. Transmittal of fumes and odors from open-flame operations through vertical and horizontal openings shall be anticipated and prevented, when at all possible.

9. A fire watch shall be established by the person(s) performing the work in areas where other than minor fires might develop, i.e.:

a. When large quantities of combustible materials have been used in building construction or where combustibles cannot be relocated the 35 feet minimum distance.

b. When combustible materials are exposed in concealed spaces of walls and ceilings.

c. When combustibles are adjacent to metal walls or ceilings.

d. As required by the OPEN FLAME PERMIT.

10. Fire watch personnel shall:

a. Have appropriate portable fire extinguishing equipment and/or hose lines readily available and shall be properly trained in their use.

b. Be appropriately familiar with BARC/USNA Emergency Procedures.

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c. Attempt to extinguish small fires immediately. (If the size of the fire or other factors so indicate, it will be imperative to sound the alarm immediately.)

d. Check the area for smoldering fires a minimum of one half hour after welding/cutting operation conclude. In some rare instances, the fire watch may be required to check an area several times after the welding/cutting operation concludes.

B. HOT TAPPING

Cutting and welding on flammable gas liquid transmission and/or utility distribution systems lines shall be performed only by qualified personnel. ANSI/ASME B31.8 "Gas Transmission and Distribution Piping Systems" shall be followed at all times.

C. TAR POT

Tar pot operations require prior approval from the COR and an OPEN FLAME Permit. Tar pot operations shall be conducted in accordance with the latest version of NFPA 1, “Fire Prevention Code,” Section 16.7 “Tar Kettles,” which include the following requirements:

1. Prohibiting tar pots from roofs or inside buildings.

2. Marking a control area with traffic cones, or other barriers.

3. Providing two, 40BC fire extinguishers within 25 ft. of any tar kettle.

4. Ensuring that the tar pot does not obstruct any means of egress, gates, roadways, or entrances.

5. Ensuring that LPG cylinders have approved regulators, are secured in place to prevent accidental tipover, and will not be used in buildings.

6. Adhering to all other provisions of NFPA 1, Section 16.7.

D. PAINT REMOVAL/DEFROSTING WATER PIPES

Significant fire loss has occurred during seemingly routine open flame operations. It is dangerous to remove paint or thaw frozen pipes with a torch. Heat guns and "hair dryer" type devices are now available. No torches will be used to remove paint or to defrost pipes.

IX. CONFINED SPACE ENTRY

Special regulations apply when entering confined spaces. The BARC, BHNRC, and USNA Confined Space Entry Program must be followed.

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X. EMERGENCY WORK CESSATION

SOHES, the COR, or FS has the express authority to shut down open-flame operations when these operations are being performed in a manner that poses an imminent hazard. Once work is stopped, the COR (on contract work) or the immediate BARC, BHNRC, and USNA supervisor will be notified why work was halted.

OPEN FLAME PERMIT

REFER TO INSTRUCTIONS ON BACK OF PERMIT.

REQUESTED BY: ORGANIZATION:

CONTRACTOR ONLY:_________________________ COR:____________________________________

WORK WILL START: PERMIT EXPIRATION:

(DATE) (TIME) (DATE) (TIME)

PERMIT NOT TO EXCEED 30 DAYS.

LOCATION:

(BUILDING) (FLOOR) (ROOM) (OTHER)

DESCRIPTION OF WORK: ________________________________________________________________________

PRECAUTIONS: Person authorizing this Permit must indicate precautions by placing a check (√) next to the appropriate box. Requestor must follow precautions.

� ISOLATE SMOKE/HEAT DETECTOR

(Call EPS on 504-8434)

� MOVE COMBUSTIBLE MATERIALS

� COVER COMBUSTIBLE MATERIAL

� TAKE ODOR/FUME CONTROL MEASURES

� PROVIDE FIRE EXTINGUISHER

� DISCUSS POTENTIAL HAZARDS

WITH OCCUPANTS

� REQUIRE FIRE WATCH

IF CONFINED SPACE:

� TEST FOR OXYGEN DEFICIENCY

� TEST FOR COMBUSTIBLE

GASES AT LEAST 35 Ft. AWAY

� TEST FOR OTHER GASES

� REQUIRE RESPIRATORY PROTECTION

� INSTALL EXHAUST FAN/AIR MOVER

AUTHORIZED BY: DATE:

(NAME) (TITLE/POSITION) (PHONE)

I certify that I have read and will comply with all provisions of the Open Flame Policy. I have checked the appropriate precautions that must be taken by the requestor.

Daily Check

Date/Initial Date/Initial Date/Initial Date/Initial

This OPEN FLAME PERMIT is required for use with open-flame devices, hot metal or spark-producing tools and in cases where open-flame devices must be used in confined-spaces, i.e., tank, sewer, underground entry, etc.

THIS PERMIT MUST BE POSTED IN THE IMMEDIATE WORK VICINITY

INSTRUCTIONS:

This OPEN FLAME PERMIT must be issued and authorized by:

The Beltsville Location (BL) employee’s supervisor or designee (for all BL employees).

The contractor’s superintendent or designee (for all non-BL employees).

By authorizing this OPEN FLAME PERMIT, the issuer or designee is certifying that they have read and will comply with all provisions of the Open Flame Policy.

PERMIT, the issuer or designee will send a copy to the COR. A facsimile may be sent in lieu of a copy.

All areas must be checked each morning by the issuer or their designee to ensure that conditions have not changed and the area is still safe for open-flame After authorizing the OPEN FLAME operations: Once checked, the issuer or designee will check, date, and initial the appropriate box on the bottom of the OPEN FLAME PERMIT.

The Requestor (i.e., welder, cutter, etc.) Requests the Permit.

The ISSUER (or designee) will:

Check Area, Determine Precautions, & Authorizes PERMIT (Contractor will NOT start work described in this permit until the issuer authorizes the permit.)

Send Copy to COR

Post PERMIT On Site

Check Area Daily