TE-2 Contractor Hazmat Usage Form.pdf

DOD INSTALLATIONS OR FACILITIES

STANDARD OPERATING PROCEDURE (SOP)

CONTRACTOR HAZARDOUS MATERIAL USAGE

In order to comply with all Environmental Laws and Regulations set forth by Federal, State, Department of Defense, Air Force and any other mandated requirements for Federal installations, we are required to track all chemicals (hazardous materials) that are transported, managed and used on any part of this installation. This requirement is for all organizations, shops, work centers and Contractors must comply with.

1. PURPOSE. To ensure that all hazardous materials (HAZMAT) brought onto any DOD installations are properly identified, managed, and tracked.

2. SCOPE. This Standard Operating Procedure (SOP) applies to all personnel (government, contract, or military) involved in the purchasing, handling, and tracking of HAZMAT. A copy of this SOP is to be made available to any employee(s) whose job may require them to purchase, handle, or track HAZMAT, and a copy will be supplied to any employee(s) upon request.

3. GOVERNANCE.

3.1. Federal Acquisition Regulation (FAR) Clause 48 CFR 52.223-3 - Hazardous Material Identification and Safety Data. Contractors are required to list any hazardous materials to be delivered under the contract. The appropriate SDS shall be submitted and list any appropriate identification number such as a National Stock Number or Special Item Number. The apparently successful contractor agrees to submit these items prior to the award of the contract. Failure to submit the SDS’s prior to award may result in the apparently successful contractor being considered non-responsible and ineligible for award. If after the contract is awarded and there is a change in the makeup of the materials previously submitted making them inaccurate or incomplete, then the Contractor shall promptly notify the contracting officer and resubmit the data.

3.2 Federal Acquisition Regulation (FAR) Clause 48 CFR 52.223-5, Pollution Prevention and Right-to-Know Information - (b) Federal facilities are required to comply with the provisions of the Emergency Planning and Community Right-to-Know Act of 1986 (EPCRA) (42 U.S.C. 11001-11050), and the Pollution Prevention Act of 1990 (PPA) (42 U.S.C. 13101- 13109). (c) The Contractor shall provide all information needed by the Federal facility to comply with the following:

(1) The emergency planning reporting requirements of section 302 of EPCRA.

(2) The emergency notice requirements of section 304 of EPCRA.

(3) The list of Material Safety Data Sheets, required by section 311 of EPCRA.

(4) The emergency and hazardous chemical inventory forms of section 312 of EPCRA.

(5) The toxic chemical release inventory of section 313 of EPCRA, which includes the reduction and recycling information required by section 6607 of PPA.

(6) The toxic chemical and hazardous substance release and use reduction goals of section 2(e) of Executive Order 13423 and of Executive Order 13514.

3.3 Federal Acquisition Regulation (FAR) Clause 48 CFR 52.223-19, Compliance with Environmental Management Systems, The Contractor's work under this contract shall conform with all operational controls identified in the applicable agency or facility Environmental Management Systems and provide monitoring and measurement information necessary for the Government to address environmental performance relative to the goals of the Environmental Management Systems.

3.4 Federal Acquisition Regulation (FAR) Clause 48 CFR 52.223-7, Notice of Radioactive Materials, (a) The Contractor shall notify the Contracting Officer or designee, in writing, * days prior to the delivery of, or prior to completion of any servicing required by this contract of, items containing either (1) radioactive material requiring specific licensing under the regulations issued pursuant to the Atomic Energy Act of 1954, as amended, as set forth in title 10 of the Code of Federal Regulations, in effect on the date of this contract, or (2) other radioactive material not requiring specific licensing in which the specific activity is greater than 0.002 microcuries per gram or the activity per item equals or exceeds 0.01 microcuries. Such notice shall specify the part or parts of the items which contain radioactive materials, a description of the materials, the name and activity of the isotope, the manufacturer of the materials, and any other information known to the Contractor which will put users of the items on notice as to the hazards involved (OMB No. 9000-0107). (b) If there has been no change affecting the quantity of activity, or the characteristics and composition of the radioactive material from deliveries under this contract or prior contracts, the Contractor may request that the Contracting Officer or designee waive the notice requirement in paragraph (a) of this clause. Any such request shall—

(1) Be submitted in writing;

(2) State that the quantity of activity, characteristics, and composition of the radioactive material have not changed; and

(3) Cite the contract number on which the prior notification was submitted and the contracting office to which it was submitted.

(c) All items, parts, or subassemblies which contain radioactive materials in which the specific activity is greater than 0.002 microcuries per gram or activity per item equals or exceeds 0.01 microcuries, and all containers in which such items, parts or subassemblies are delivered to the Government shall be clearly marked and labeled as required by the latest revision of MIL-STD 129 in effect on the date of the contract.

(d) This clause, including this paragraph (d), shall be inserted in all subcontracts for radioactive materials meeting the criteria in paragraph (a) of this clause.

3.5 AFFARS Clause 5352.223-9001, Health and Safety on Government Installations, (a) In performing work under this contract on a Government installation, the contractor shall:

(1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

3.6 Executive Order (EO) 13693 - Planning for Federal Sustainability in the Next Decade -outlines forward-looking goals for federal agencies in the area of energy, climate change, water use, vehicle fleets, construction, and acquisition and instructs Federal agencies to conduct their environmental, transportation, and energy-related activities under the law in support of their respective missions in an environmentally, economically and fiscally sound, integrated, continuously improving, efficient, and sustainable manner.

3.6. AFI 32-7086, Hazardous Materials Management. Provides the Installation Hazardous Management Program the authority to provide Air Force Installations with a standard way to manage HAZMAT procurement and use and to comply with ESOH requirements. No one, to include government, contract, or military personnel, may bring a HAZMAT onto an installation, or use a HAZMAT on an installation until they receive all required authorizations.

3.7. AFI 32-7086 AETCSUP I Hazardous Material Management. Contractors are required to provide the Contracting Office with the list of proposed hazardous materials and supporting documentation necessary to obtain HAZMAT usage information.

3.7.1. Contractor Hazardous Materials Usage Tracking Form is required to be completed by the Contractor. The Contractor must provide to the Installation Hazardous Materials Manager the following information: material to be used, material unit of issue, quantities, frequency, location of use, process description, intended disposal, and storage location. Each request must be accompanied by the SDS. This includes any material in a liquid, gel or semi solid state.

3.8. DIVISION 1, GENERAL REQUIREMENTS, UFGS 01 35 35 ENVIRONMENTAL

PROTECTION. All hazardous materials to be used in the projects shall be coordinated through the Contracting Office. A current copy of all manufacturer-specific SDSs shall be submitted to the Contracting Officer a minimum of 15 calendar days prior to the delivery of the materials.

This requirement is mandatory on all projects, as all hazardous materials used on an installation must be documented and tracked to meet Environmental Reporting requirements. Any contract that is less than one month in duration will be reported at the end of the contract period, and any contract over a month in duration will be reported no less than monthly.

3. COORDINATION

3.1 All hazardous materials to be used by contractors shall be coordinated through the Contracting Office.

3.2 A current copy of all manufacturer-specific SDSs shall be submitted to the Contracting Officer a minimum of 15 calendar days prior to the delivery of the materials via an AF Form 3000.

3.3 The Contracting Office will transmit the contractor submittal to the respective Contract/Project Manager for processing IAW AFI 32-7086.

3.4 Additionally, the size and/or weight of each container must be provided with the

SDS.

3.5 If your installation has an Installation Hazardous Materials Manager (IHMM), (Goodfellow AFB IHMM is located in 17 CES/CEIE, Bldg. 3511, Rm 130) which are responsible for the approval of all hazardous materials proposed in the contract.

3.6 This requirement is mandatory on all contracts, as all hazardous materials used on any DOD installations must be documented and tracked to meet environmental reporting requirements (Appendix A).

4. APPROVAL

4.1 The SDS’s and processes will be evaluated by the Installation Hazardous Materials Manager.

4.2 The Installation Hazardous Materials Manager will assign each contractor an EESOH- MIS shop code for tracking purposes.

4.3 The Installation Hazardous Materials Manager will identify the materials that require hazardous materials usage tracking using the Contractor Hazardous Materials Usage Tracking Form.

4.4 The Installation Hazardous Materials Manager will notify the Contracting Office of which materials have been approved and are required to be reported.

4.5 The Contracting Officer will provide the inventory listing to the contractor to use for hazardous materials usage reporting purposes.

5. REPORTING

5.1 The Contract Officer/Project Manager will provide the tracking data to the Installation Hazardous Materials Manager by the 5th day of each month if the project exceeds 60 days. If the project is less than 60 days, the Contract Officer/Project Manager will provide the tracking data before the projects targeted suspense date for each said project.

5.2 The inventory list will include the nomenclature, manufacturer, container size, estimated quantity to be used, contract number, contract quality assessment evaluator's name or government point of contact, and contract performance period.

5.3 The Installation Hazardous Materials Manager will input data received into EESOH-MIS under the contractors assigned shop code.

**NOTE: The Prime Contractor is responsible for reporting all sub-contractors hazmat usage from the date of hire throughout the duration of their contract to the Installations Hazardous Materials Manager.

6. ADDITIONS

6.1 The contractor must notify the Contracting Officer and the Contract/Program Manager if a need arises to use a new hazardous material and shall obtain approval prior to bringing the hazardous material onto the operating base.

6.2 The Installation Hazardous Materials Manager is responsible for the approval of all additional HAZMATs proposed in the contract.

6.3 This requirement is mandatory on all contracts, as all hazardous materials used on DOD Installations must be documented and tracked to meet all Federal, State, and local environmental reporting requirements.

7. TRACKING

7.1 The Installation Hazardous Materials Manager must update all reporting status of all reported and non-reported hazardous materials usage within EESOH-

MIS.

7.2 The Installation Hazardous Materials Manager is responsible for maintaining records of all hazardous materials usage reports on the installation.

8. UPDATES

8.1 The Installation Hazardous Materials Manager will hold monthly meetings with contract/project managers to obtain applicable newly awarded contract information, contract modification information, and to report the status of monthly hazardous materials usage reports submitted for established contracts.

8.2 The Installation Hazardous Materials Manager will update monthly status reports for all hazardous materials usage reported by Contract/Project Managers.

8.3 The contract/project managers are responsible for obtaining delinquent hazardous materials usage reports from their contractors and shall forward the reports to the Installation Hazardous Materials Manager upon receipt.

8.4 The Installation Hazardous Materials Manager will brief monthly status reports to the Hazardous Materials Program Manager and at the quarterly Hazardous Materials Management Program Team meeting, which in-turn can be reported to the installations Cross Functional Team (CFT) meetings and to the installations Environmental, Safety, and Occupational Health Council (ESOHC) chaired by the Wing CC.

Appendix A:

Contractor Hazardous Materials Usage Tracking Form

Worksheet Instructions

Block Description Information Required

1 Shop Code Shop Code provided by the HAZMAT Manager 2 Base Identify the Installation the Contractor is residing

3 Contractor Name Name of contractor and/or sub-contractor

4 Date of Report Date the report is prepared

5 Reporting Period The dates the reporting period covers (Example: 1 Jun 2012 -30 Jul 2012)

6 Project/Contract Manager Contract or Project Manager assigned to the contract/project

7 Contractor POC for obtaining Hazardous Materials information

Point of contract of contractor responsible to provide SDS and usage data

8 Contract # Contract number assigned by contracting

9 Project # Project number assigned by Project Manager

10 Location of Work + Contract Title Description

Enter building number(s) where work is to take place & brief description of the work being performed by the contractor.

11 Project/Contract Start Date & End Date

Date work begins and ends (estimate)

12 Product Identifier Name of product as listed on SDS Process **Critical** Brief description of the work performed with each material. (Identify how the material is utilized for the duration of the project.)

13 Part Number Part number as listed on SDS

14 Manufacturer Name of the Manufacturer (not the distributor)

15 Type of Container The type of container that the product comes in. Example: can, barrel, bottle, container, cylinder, drum, etc…

16 Estimate Quantity to be Used This will be the possible amount that you anticipate will be used for the project.

17 Size of Container Size as listed on container. Example: oz, lbs, Liter, Quart, Gallon, etc…

18 Total Quantity This will be the amount that you anticipate using for the first submission for the project usage.

For subsequent submissions, this will be the actual amount consumed during the reporting month used for the project

19 EESOH-MIS MSN

(Completed by: Hazmat Manager)

This is the Material Stock Number assigned for EESOH-MIS tracking. (The Installation Hazardous Materials Manager will provide this number)

NOTE: A copy of the Safety Data Sheet (SDS) must be submitted for each new item that is listed on the worksheet. If an SDS has already been submitted for the first request for the same materials listed on later logs, then just the original one that was submitted is all the IHMM needs to record the information into EESOH.

Contractor Hazardous Materials Usage Tracking Form Return this form to Contracting/Project Manager with manufacturers original SDS

Shop Code: Base: Goodfellow AFB, TX Contractor Name:

Date of Report: Reporting Period:

Contract Officer/Project Manager:

Contractor POC for obtaining Hazardous Materials information Name:

Phone: Email:

Contract#: Project #:

Location of Work & Description:

Project/Contract Start Date: End Date:

Safety Data Sheet (SDS) Product Identifier Part # Manufacturer Type of

Container Size of

Container

Estimate Quantity to be Used

Total Quantity

Used

EESOH MSN (to be added by

IMMP)

Example: PROMAR 400 Interior Latex Semi-Gloss Enamel, Extra White

Process (How is material used): Used to paint H-62 office interior walls.

B31W4451 SHERWIN WILLIAMS

**EXAMPLE**

CO 1 GL 12 2 8010PHM00002556

ENV32-7086TRKR

Safety Data Sheet (SDS) Product Identifier Part # Manufacturer Type of

Container Size of

Container

Estimate Quantity to be Used

Total Quantity

Used

EESOH MSN (to be added by

IMMP)

ENV32-7086TRKR