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Procedures

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									Home > Safety > Library > Policies/Procedures > Procedures for Policy 9

Procedures

DHHS POLICIES AND PROCEDURES
Human Resources Safety and Health Manual 9: Review Of New Construction, Renovation, And Leases For Safety And Health Concerns Current Effective Date 12/1/04 Revision History N/A Original Effective Date: N/A General Procedures Section V Title Chapter

1. Design Review

A. The Division/Institution Safety Director should review plans for new construction and renovations during the design phase to assure that the plans incorporate necessary safety and health designs and are in compliance with applicable safety and health standards.

B. If desired, the Safety Director should consult with the Safety Program Manager to assist with design review.

C. If concerns are identified during the review, the Safety Director should develop a written list of concerns, which shall include a description of the concern, the applicable regulation, and a recommendation for correction. This list shall be issued to

1. the designated person responsible for the construction/renovation.

2. The Division/Institution Director.

3. The Safety Program Manager.

4. The Director of DHHS Property and Construction.

D. The Safety Director and, if desired, the Safety Program Manager should be available to assist the responsible parties in resolving the raised concerns.

2. Inspections

A. The Division/Institution Safety Director should, at unspecified times, conduct inspections of the construction and/or renovation site to ensure that recommended safety and health features have been incorporated, that Division/Institution employees are not being exposed to hazards, and that no new hazards or concerns are developing from the construction/renovation.

1. The Safety Director should be accompanied on these inspections by the designated staff member responsible for the construction and/or renovation, and the contractor or his/her designee may also accompany the inspection if he/she so desires.

2. If unsafe or hazardous features, conditions, or exposures are observed, the Safety Director with the assistance of the responsible staff member should attempt to abate or resolve them with the contractor. If the safety concern remains unresolved, the Safety Director should take the folowing action(s):

a. If the concern is an hazardous or violative feature being incorporated into the project, the Safety Director should document the feature and submit it to the Safety Program Manager and the Director of DHHS Office of Property and Construction for resolution.

b. If the concern is a hazardous condition to which Division/Institution employees are exposed, the Safety Director should take immediate steps to end the exposure. If the Safety Director determines the condition constitutes imminent danger,

he/she should immediately follow the procedures outlined in Policy 13: Imminent Danger.

c. If the concern is a hazardous condition to which the contractor's employees are exposed, the Safety Director should attempt to contact the contractor's safety officer for assistance. If the condition remains unresolved, the Safety Director should notify the Safety Program Director and the Director of DHHS Office of Property and Construction of the condition and his/her attempts to alleviate it.

B. The Division/Institution Safety Director should participate in the final release inspection of the newly constructed or renovated site. Any concerns identified from inspection shall be communicated in writing to the responsible person, the Division/Institution Director, the Safety Program Manager, and the the Director of DHHS Office of Property and Construction.

3. Leased Spaces

A. Initial Leasing

1. The Safety Program Manager shall be notified by the Director of DHHS Office of Property and Construction when the Department has chosen a space to lease, but prior to the issuance of the Form PO1 or internal signature of a Division/Institution lease.

2. Within ten working days of such notification, the Safety Program Manager shall conduct an inspection of the proposed leased space. If applicable, the Safety Program Manager shall review the space design plans to address any safety and health concerns and assure compliance with applicable regulations. The Safety Program Manager shall submit in writing to the Director of DHHS Property and Construction any identified concerns and recommended actions to address them.

3. The DHHS Office of Property and Construction shall incorporate the Safety Program Manager's recommendations into the PO1 or lease, and shall, with the Safety Program Manager's assistance where desired, assure that such issues are satisfactorily resolved prior to entering into the lease.

B. Lease Renewal

1. The Director of DHHS Office of Property and Construction shall notify the Safety Program Manager whenever the Department is considering renewing an existing lease on a space.

2. The Safety Program Manager shall obtain from the Safety Director of the Division or Institution currently occupying the space any safety and health deficiencies within the control of the lessor, as documented by the procedures in Safety and Health Policy 7: Safety and Health Inspections. These shall be submitted in writing to the DHHS Office of Property and Construction and the affected Division/Institution Director.

3. The Director of the DHHS Office of Property and Construction, assisted where desired by the Safety Program Manager, shall incorporate the concerns into the leasing process and shall ensure that the issues are satisfactorily addressed and resolved prior to renewing the lease.

4. Applicability

A. The procedures in paragraphs 3 and 4 shall be applicable to the Department as a whole and shall be either referenced or included verbatim into Division/Institution specific procedures.

B. The procedures in paragraphs 1 and 2 shall apply to all Divisions and Institutions unless replaced by specific procedures, which shall retain all mandatory elements.

This page was last updated on November 22, 2004

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