GPR 8800.2 Admin Ext Local Exhaust Ventilation.pdf

DIRECTIVE NO. GPR 8800.2 APPROVED BY Signature: Original Signed By EFFECTIVE DATE: July 2, 2014 NAME: Thomas A. Weisz EXPIRATION DATE: July 2, 2022 TITLE: Deputy Division Chief, Information and Logistics

Management Division

CHECK THE GSFC DIRECTIVES MANAGEMENT SYSTEM AT

http://gdms.gsfc.nasa.govTO VERIFY THAT THIS IS THE CORRECT VERSION PRIOR TO USE.

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Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: Code 220/Facilities Management Division (FMD) Title: Local Exhaust Ventilation (LEV) System Maintenance and Repair Management

PREFACE

P.1 PURPOSE

This directive establishes responsibilities, procedures, and guidelines for managing and performing maintenance and repair of Goddard Space Flight Center’s (GSFC) local exhaust ventilation systems.

P.2 APPLICABILITY

This directive applies to all civil service employees, contractors, tenant organizations, grantees, clubs, or other organizations that operate and maintain local exhaust ventilation hood systems.

P.3 AUTHORITIES

a. NPD 8831.1E, “Maintenance and Operations of Institutional and Program Facilities and Related Equipment” (Revalidated June 16, 2008)

b. NPR 8831.2, “Facilities Maintenance and Operations Management”

P.4 APPLICABLE DOCUMENTS

a. American National Standards Institute / American Industrial Hygiene Association (ANSI/AIHA)

Z9.2-2012, “Fundamentals Governing the Design and Operation of Local Exhaust Ventilation Systems”

b. American Conference of Governmental Industrial Hygienists (ACGIH) Industrial Ventilation Manual

c. GPR 1700.1B, “Occupational Safety Program at Goddard Space Flight Center)

d. GPR 1840.2B, Industrial Hygiene Program”

e. GPR 1700.2, “Chemical Hygiene Program”

f. GPR 1700.5, “Control of Hazardous Energy” (Lockout/Tagout)

g. GPR 1700.8, “GSFC Hazard Communication Program”

h. GPR 8730.7, “Laboratory Management”

i. GPR 8830.1, “Facility Operations Managers”

DIRECTIVE NO. GPR 8800.2 Page 2 of 12 EFFECTIVE DATE: July 2, 2014 EXPIRATION DATE: July 2, 2022

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j. NPR 8831.2, “Facilities Maintenance and Operations Management

k. OSHA Hazard Communication Standard (29 CFR 1910.1200)

l. GPR 1820.2, “Respiratory Protection Program”

m. GPR 1840.2B, “Industrial Hygiene Program”

n. GPR 8715.9, “Contractor Safety Program”

P.5 CANCELLATION

None.

P.6 SAFETY

To meet the requirements of the OSHA Hazard Communication Standard (29 CFR 1910.1200) for labeling, safety data sheets, employee information, personal protective equipment (PPE), and training, Lab Owners (LO) are responsible for making available the lab safety procedures for that specific lab to all workers and visitors. These workers include all maintenance personnel working on the ventilation system including equipment on the roof and outside the immediate area of the lab or work area.

P.7 TRAINING

FMD personnel, including but not limited to, maintenance mechanics, LEV Quality Assurance (QA) personnel and the Contracting Officer Representative (COR) shall receive annual training to include the special maintenance concerns of LEV systems including:

P.7.1: training on chemical awareness associated with the operation and maintenance of fume hoods, hazardous occupational exposures, monitoring requirements in laboratories, and any specialized PPE required to work in the laboratory.

P.7.2: the Lab Owner (LO) providing a copy of the labs specific safety procedures and a listing of any necessary specialized training needed to maintenance personnel prior to working on their LEV system.

P.7.3: compliance with GPR 8730.7, Laboratory Management Program; Laboratory Managers (LM) are responsible for ensuring all visitors to their lab, to the extent necessary, are instructed in lab safety procedures.

P.7.4: ensuring FMD contractors and all personnel entering the labs or working on equipment are provided briefings and training as required.

P.8 RECORDS

Record Title Record Custodian Retention

LEV system flow rate and hood performance survey records.

Occupational Safety and Health (OS&H) Division, Code 350;

and Safety & Mission Assurance Branch (SMA), Code 803

*NRRS 8/56C. Destroy when 3 years old or no longer needed.

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Maintenance records and all other required equipment records.

Operations and Maintenance Branch, Code 227; and Facilities Mgmt. Branch (FMB), Code 228.

*NRRS 8/56B(1). Destroy when 3 years old.

Documentation of service and warranty.

Operations and Maintenance Branch, Code 227; and Facilities Management Branch (FMB), Code 228.

*NRRS 8/56B(1). Destroy after 3 years.

*NRRS – NASA Records Retention Schedules (NPR 1441.1)

P.9 MEASUREMENT/VERIFICATION

Maintenance metrics for local exhaust ventilation systems shall be reported in accordance with NPR 8831.2, “Facilities Maintenance and Operations Management”.

PROCEDURES

In this document, a requirement is identified by “shall,” a good practice by “should,” permission by “may” or “can,” expectation by “will” and descriptive material by “is.”

1. RESPONSIBILITIES

1.1 Directors Of shall:

a. Ensure their organizations coordinate with FMD on the installation of new LEV systems and the modification of existing LEV systems prior to any changes/additions; and

b. Provide funding for all major repairs, decommissioning, and removals of LEV systems whose costs are greater than $2.5K.

1.2 Occupational Safety and Health (OS&H) Division (Greenbelt), and Safety & Mission Assurance (SMA) Branch (WFF) shall:

a. Review and approve contractor safety plans provided by FMD as it applies to LEV work in compliance with GPR 8715.9;

b. Provide Risk Assessment Codes (RAC) (per GPR 1700.1B and GPF 1840.2B) for deficiencies of condition and configuration of LEV systems;

c. Determine through annual surveys whether LEV systems are performing in accordance with specifications stated in ANSI Z9 and ACGIH Industrial Ventilation Manual;

d. Have the authority to tag LEV hoods as non-functional when surveys indicate that the ventilation system is not operating to required specifications, and notify FMD of tagged out systems;

http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=1___

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e. Determine potential health hazards to personnel conducting maintenance work on LEV systems in facilities and on roofs, and recommend controls such as LEV system shut down and respirators where appropriate (Outages shall be coordinated by those needing access to the roof if necessary);

f. Identify hazards for personnel working with LEV systems;

g. Ensure proper labels and signs are posted;

h. Assist FMD in developing a listing of LEV systems that require mitigation or corrective action in a priority order; and

i. Assist FMD in ensuring all FMD personnel are trained to utilize appropriate PPE for each operation in the labs and on the roofs where LEV systems exhaust.

1.3 The Facilities Management Division (FMD) shall:

a. Appoint a program manager for maintenance and repair of LEV systems and coordination of activities;

b. Coordinate with Building Facility Operations Managers (FOM), Laboratory Owners (LO), and

OS&H/SMA to review and approve risk mitigation plans and contractor-provided safety plans to deal with configuration and condition deficiencies identified by FMD and ensure each system has a detailed engineering analysis conducted;

c. Manage a program to repair and restore LEV systems using applicable fund sources. Develop projects in a priority order assisted by the OS&H/SMA and customer risk mitigation information;

d. Write and/or update Preventative Maintenance (PM)/Predictive Testing and Inspection (PT&I) procedures, plans, and schedules;

e. Review results of PM/PT&Is periodically for possible improvements in the overall maintenance plan;

f. Maintain a record of the date PM/PT&Is are completed, deficiencies noted, and corrective actions taken;

g. Ensure FMD personnel visiting the labs comply with all laboratory procedures and instructions;

h. Coordinate with the Lab Managers and OS&H/SMA to ensure FMD personnel are trained to utilize appropriate PPE for each operation in the labs and on the roofs where LEV systems exhaust;

i. In conjunction with the Lab Managers, Building FOMs, and OS&H/SMA, identify LEV systems that will need to be shut down when working on roofs; and

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j. Notify the FOM of any actions that require utility outages or create other impacts to occupant utilization of the building.

1.4 The Laboratory Manager (LM) shall:

a. Be appointed by LO; and shall be responsible for the management of all aspects of laboratory operation as described in GPR 8730.7, “Laboratory Management Program”, GPR 1700.8, “Hazard Communication” and as it applies, GPR 1700.2, “Chemical Hygiene Program”.

b. Be responsible for communicating the hazards associated with the LEV system to LO and FMD prior to any repair or maintenance work is performed;

c. Ensure that laboratory facility equipment (e.g., fume hoods) is properly maintained and repairs scheduled with FMD through FMD Work Requests;

d. Coordinate chemical hazard prevention with Code 350, and provide expert assistance to FMD personnel to prevent exposure to chemical hazards;

e. Report mechanical and electrical problems to the FMD trouble desk, at extension 6-5555 (Greenbelt) or the WICC Help Desk at 4357 (WFF), anytime the problem occurs (24 hours a day);

f. Have owning organization coordinate with LM and LO to provide funds for major repairs that cost more than $2.5k;

g. Make available to FMD a copy of their Chemical Hygiene Plans and/or laboratory documentation, as applicable, for their laboratory operations prior to any maintenance work starting in the lab or on the roofs;

h. If the owning organization, submit a FMD Work Request form to Code 220 (Greenbelt) or Code 228

(WFF) when a fume hood is deemed to be decommissioned and removed (funding is the responsibility of the requesting organization); and

i. Provide Job Hazard Analyses and Standard Operation Procedures (SOP).

1.5 The Facility Operations and Maintenance Service (FOMS) Contractor (Greenbelt) or the Wallops Institutional Consolidated Contract (WICC) Contractor (WFF) shall:

a. Develop safety procedures for dealing with the hazards of chemicals used in LEV systems;

b. Complete all necessary chemical specific training for each chemical associated with each LEV. For hoods utilizing nanomaterials, a nanosafety on-line training tool is available in SATERN.

c. Complete all necessary PPE safety training;

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d. Maintain equipment inventory in the Computerized Maintenance Management System (CMMS) and

Computer Aided Design (CAD) systems. The inventory should also identify which fan is connected to which individual lab hood or LEV;

e. Inspect all LEV systems to ensure they are in working condition and properly maintained and adjusted per defined schedule;

f. Coordinate all outages of LEV systems with Building Managers, FOMs, Lab Managers and the

OS&H/SMA. Schedule all outages for hoods necessary to support hood maintenance, repairs, or maintenance of other systems on the roof;

g. Make all necessary repairs and alterations to the systems and contact OS&H/SMA after work is complete so hood/system can be re-certified;

h. Replace defective, obsolete, and worn components subject to funding determination;

i. Maintain an onsite inventory of appropriate spare parts kits and proper personal protective equipment;

j. Post and maintain signage on all rooftop access areas to restrict access without approval from the

Building Manager, FOM, and OS&H/SMA;

k. Ensure all HVAC systems are properly balanced to provide the required air flow for the LEV system to operate properly;

l. Generate a report to the lab and OS&H/SMA and document the work in CMMS showing exactly what repairs and maintenance were performed;

m. Document appropriate preventive maintenance inspections in the CMMS, and perform inspections as planned in CMMS;

n. Schedule and coordinate outages of any hoods that require rooftop work; and

o. Coordinate outages for maintenance and repairs of HVAC and other building systems that may interfere with the proper operation of the hood systems. Chemical operation shall be shut down during periods of critical maintenance and repair of these systems where determined to be necessary.

1.6 The Facilities Construction, Engineering and Technical Services (FaCETS) contractors (Greenbelt) or the Engineering & Planning Group, Facility Management Branch (FMB) Code 228 (WFF) shall:

a. Coordinate, design, and install all projects for LEV systems; and

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b. Develop, maintain, and update the Center-wide as-built drawings for periodic upgrades and replacements of GSFC systems;

1.7 GENERAL All personnel performing maintenance on laboratory fume hoods or exhaust components shall:

a. Contact the Lab Manager to determine which hazardous chemicals have been used in the LEV system in the past, and contact the OS&H/SMA industrial hygiene function to determine what protection is necessary. Unless otherwise determined, assume LEV systems contain contaminants;

b. Contact the Lab Manager and inform him/her that maintenance will be performed on his/her fume hood. The lab shall stop all use of the hood and place all containers in storage. If the fume hood being repaired is used for radioactive materials, nanomaterials or highly toxic materials, such as beryllium, the maintenance mechanic should request that a survey of the hood be performed initially by the Industrial Hygiene (IHO) organization within Code 350 and by the lab to ensure no contamination;

c. Post the hood with an “Attention—Do Not Use This Hood” sign and fill out the appropriate information. The “Inoperative LEV” form is available from the IHO. It is important that this notice be posted in the lower center area of the sash so it is easily visible to lab occupants. All controls for the hood shall be locked out and tagged out (GPR1700.5, Control of Hazardous Energy (Logout/Tagout);

d. Check with lab occupants before locking down a hood so any research materials or experiments can be removed;

e. Secure the fume hood sash, so lab occupants will not be able to inadvertently use the hood, in addition to labeling the hood with the “Attention – Do not use hood” sign, if it is necessary to shut down the fan of the hood for more than half of a day;

f. Consult with the Lab Manager to determine the level of PPE needed when working on fume hoods;

g. Wear nitrile gloves and safety glasses at a minimum where repair work involves coming into contact with internal components of the hood. It may be necessary to wear splash-proof goggles, dust mask, and/or chemical resistant coveralls (e.g., Tyvek™);

h. Coordinate through the approved outage process to have the appropriate exhaust systems that vent to the roof shut down before entering the roof area. If all systems that vent to an area of roof have not been secured, then a chemical cartridge respirator should be worn during all roof maintenance.

Workers must comply with all requirements of the respiratory protection program if chemical cartridge respirators are to be used. Note: The use of respirators shall follow the protocol established by the contractor’s approved safety plan; and

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i. Wash hands with soap and water (even if gloves were worn) at the completion of maintenance work.

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Appendix A – Definitions

A.1 Facility - generic term used in this directive to describe all real property, including buildings and other structures (including permanently located trailers), utility systems, land, roads, bridges, parking areas, fences, and other site improvements. Permanently affixed “collateral equipment,” essentially integrated into the facility, is included. Supplies, materials, tools, and equipment not permanently affixed to the structure are excluded.

A.2 Hazard communication – a process whereby hazards of chemicals are identified, evaluated, and communicated to employees. This transmittal of information is accomplished by means of comprehensive hazard communication programs, including container labeling and other forms of warning, material safety data sheets, and employee training.

A.3 Hazardous chemical – a chemical for which there is statistically significant evidence based on at least one study conducted in accordance with established scientific principles that acute or chronic health effects may occur in exposed employees. The term “health hazard” includes chemicals that are carcinogens, toxic or highly toxic agents, reproductive toxins, irritants, corrosives, sensitizers, hepatotoxins, nephrotoxins, neurotoxins, agents which act on the hematopoietic system and agents which damage the lungs, skin, eyes, or mucous membranes.

Appendices A and B of the Hazard Communication Standard (29 CFR 1910.1200) provide further guidance in defining the scope of health hazards and determining whether or not a chemical is to be considered hazardous for GSFC purposes.

A.4 Lab Manager (LM) – a person that has been appointed to a LM position by the Director of, or his/her designated representative.

A.5 Lab Owner (LO) – the organization that is responsible for the sponsoring/funding of the laboratory.

A.6 Laboratory – an area or space utilized for: Research; the fabrication, processing, integration, and/or testing of both flight and non-flight hardware, software, and materials; Environmental testing or research; Space or areas exclusively dedicated to the maintenance of the laboratory, e.g., a mechanical shop supporting a thermal-vacuum testing laboratory. Laboratory space is not limited to areas contained in a building. Machine and welding shops shall not be included as laboratory spaces.

A.7 Laboratory hood – hoods with sashes that can be adjusted during use so that the airflow and the exhaust of air contaminants are not compromised; employees do not work inside the enclosure during the release of airborne hazardous chemicals.

A.8 Local exhaust ventilation (LEV) – a ventilation system that captures and removes the contaminants at the point they are being produced before they escape into the workroom air. These systems serve not only laboratory areas, but also machining and welding areas.

A.9 Personal protective equipment (PPE) – Personal protective equipment is designed to protect employees from serious workplace injuries or illnesses resulting from contact with chemical, radiological, physical, electrical, mechanical, or other workplace hazards. Besides face shields, DIRECTIVE NO. GPR 8800.2 Page 10 of 12

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Appendix B – Acronyms

ACGIH American Conference of Governmental Industrial Hygienists ANSI/AIHA American National Standards Institute / American Industrial Hygiene Association CAD Computer Aided Design CMMS Computerized Maintenance Management System CoF Construction of Facilities COR Contracting Officer Representative FaCETS Facilities Construction, Engineering and Technical Service FMD Facilities Management Division FMB Facilities Management Branch FOM Facility Operations Manager FOMS Facility Operations and Maintenance Service GPR Goddard Procedural Requirement GSFC Goddard Space Flight Center HVAC Heating Ventilation and Air Conditioning IHO Industrial Hygiene Office SMA Safety & Mission Assurance (Branch) LEV Local Exhaust Ventilation LM Lab Manager LO Lab Owner NASA National Aeronautics and Space Administration NPD NASA Policy Directive NPG NASA Policy Guidance NPR NASA Procedural Requirement NRRS NASA Records Retention Schedule OS&H Safety and Health Division (Code 350) OSHA Occupational Safety and Health Administration PM Preventive Maintenance PPE Personal Protective Equipment PT&I Predictive Testing and Inspection QA Quality Assurance RAC Risk Assessment Code SATERN System for Administration, Training, and Educational Resources for NASA SOP Standard Operating Procedure(s) WICC Wallops Institutional Consolidated Contract

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CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 07/02/14 Initial Release

03/28/19 Administratively extended for six months.

12/19/19 Administratively extended for six months.

07/01/20 Administratively extended for one year.

06/29/21 Administratively extended for one year.