Departments are expected to maintain a safe and healthy living, learning, and working environment for faculty, staff, students, and visitors to our campus. Each department that coordinates or uses the services of a Contractor to perform maintenance, repair, installation, renovation, or construction-related operations is expected to designate one or more persons to coordinate a program within the department.

Project Managers are expected to assure that the Contractor is:

• Provided access to this document upon request during the pre-bid/pre-proposal conferences for the work. This document shall be either included with, or referenced in, the contract documents.
• Provided an opportunity to attend an initial safety orientation during the pre-construction conference, or as arranged with EHS, prior to the start of the work.
• Informed of the presence of hazards in or near the work area.
• Informed about Bates’s requirements related to various safety and health programs.
• Aware of Bates’s expectations regarding safety compliance and the control of worksite hazards.

Bates employees shall inform the General Contractor when on site, and observe posted personal protective equipment requirements established by the General Contractor.

The Contractor shall:

• Bear sole responsibility for the safety of its employees.
• Take all steps necessary to protect the safety and health of college employees, students, and visitors during the performance of their work by establishing, administering, and enforcing safety rules that meet the regulatory requirements of the Maine Department of Labor, and the Occupational Safety and Health Administration (OSHA). These regulations include, but are not limited to:
  • Title 29 of the Code of Federal Regulations (CFR), Part 1910, Occupational Safety and Health Standards for General Industry,
  • Title 29 of the Code of Federal Regulations (CFR), Part 1926, Occupational Safety and Health Standards for Construction,
  • State of Maine Fire Marshall
  • Maine Uniform Building and Energy Code
• Abide by the requirements of any sign posted in a building that requires the use of specific personal protective equipment, that restricts access to qualified or authorized persons only, or that establishes other requirements for entry.
• Establish controls to restrict unauthorized access to the work zone, and ensure that requirements for entry are clearly posted at all access points. Signs should clearly indicate required personal protective equipment that must be worn in the work zone area.
• Ensure submittals, where required from the Contractor by this document, be made in writing directly to the college Project Manager, and are available to EHS upon request. Where review, approval, or coordination of submittals is required, submittals shall be made at least ten working days prior to the start of the project unless prior arrangements have been made.  Post-job submittals shall be made no later than fifteen working days after completion of the project, or as specified herein.
• Communicate any safety-related information and requirements to Subcontractors, and assure that they  abide by the requirements outlined herein. 
• Attend an initial safety orientation with EHS prior to the award of the first project under a term contract, or attend pre-construction conferences to discuss pertinent safety issues.
• Inform the Project Manager near completion of installation of any new boiler and pressure vessel that may require third-party inspection.  Third-party inspections are coordinated through the Project Manager.

Environmental Health and Safety’s (EHS) mission is to work toward providing a safe and healthful living, learning, and working environment for every member of the greater college community by assuring safe work practices through educating, training, and assisting individuals and departments.  EHS supports Contractors by:

• Helping individuals and departments achieve compliance with all health and safety state and federal regulations and college policies as economically as possible,
• Acting as liaison with external regulatory agencies, and
• Monitoring college compliance with mandatory health and safety standards where necessary.

In the event of an accidental release or spill of chemicals, or other hazardous materials by the Contractor, the Contractor shall immediately:

• Take action as appropriate to contain the spill (only if safe to do so),
• Notify Lewiston Fire Department or other entities as needed (i.e. 911, National Response Center, State of Maine Hazardous Materials Division, etc.)
• Contact Bates EHS at 240-5035 or 240-6174
• Contact the Project Manager.

All college costs associated with responding to, or remediation of, a chemical or hazardous material spill or release may be assessed to the Contractor

Bates College is a drug and alcohol free workplace.

Bates College may provide emergency medical response through Bates EMS, however, Bates EMS cannot guarantee a minimum response time as required by OSHA, and may not be named in lieu of the Contractor providing adequately trained personnel on site or being able to call for medical responses in situations beyond basic first aid.

Contractors should call 911 for any medical emergency.

The Contractor shall not conduct work or operations that obstruct exits or the means of egress from an occupied building without the prior approval of EHS and the college Project Manager. Equipment and materials are not to be stored in exits or exit stairwells at any time, and may not be stored in the means of egress without prior approval.  Fire-rated doors shall not be chocked or blocked open, except temporarily and while constantly supervised; such chocks/blocks must be immediately removed in the event of a building fire alarm or similar emergency.  Contact EHS at 786-8226 for more information.

The Contractor shall not conduct any work that disables or alters the functionality or technical specifications of fire protection and suppression systems without prior approval of the college Project Manager.  EHS must be notified and may secure any external approvals, as required.  These systems include, but are not limited to, fire rated assemblies and enclosures, smoke barriers and partitions, fire alarm panels, exit signs and emergency lighting, sprinkler, and other suppression systems, heat and smoke detection, fire hydrants, fire department access, and fire pumps.

• In the event of a fire, sound the alarm and/or notify other building occupants immediately. 
• Call 911 and report as much information as possible to the dispatcher.
• Contractor personnel shall respond appropriately to all alarms by exiting the building immediately and remaining at least 50 feet from the building to allow for emergency response access.

Work that falls under the Maine Department of Transportation, such road/lane/sidewalk closures, minor road encroachments, or bicycle paths, must implement temporary traffic control measures in accordance with the Maine DOT to properly regulate, warn, and guide vehicular, non-motorized, and pedestrian traffic on campus.  Flagging operations must comply with Maine DOT.

College equipment (ex. forklifts, aerial lifts, ladders, etc.) should not be loaned to Contractors for liability and/or specialized training purposes.  Contractors should provide the necessary equipment to perform they job.

• Contractors are responsible for providing awareness level training for their employees.  Training shall include, but is not limited to, information contained in this section and that specified by OSHA in 29 CFR 1926.1101.  Training records must be available upon request to the college.
• Contractors employed by the college to perform building or facilities-related maintenance, repair, or renovation shall be informed by the college Project Manager of the location of known or suspect asbestos-containing materials (ACM) in the work area(s) to which they are assigned.  Designated staff shall supply this information to the Project Manager by means of:
  • A copy of a completed Asbestos Survey Report specific to the scope of work and materials that are to be disturbed, or
  • Construction documents that clearly detail ACM locations within the work area

• Contractors shall under no circumstances damage or disturb suspect or know friable ACM unless they are a licensed Maine Asbestos Abatement Contractor and have been specifically employed to perform asbestos repair or removal for the college.
• If suspect ACM is discovered during the course of the work, the Contractor shall stop work immediately and notify the college Project Manager (or as indicated in contract documents).
• The Contractor shall not proceed with any change in work, which requires a material to be disturbed, that the Asbestos Survey Report, or construction documents, show has not previously been tested or disclosed.  If a change in the scope of work becomes necessary, the revised scope of work shall be reviewed, and the Asbestos Survey Report or construction documents revised to reflect any changes.

• The college Project Manager shall coordinate with the Principle Investigator and/or Lab Manager to ensure that no active manipulation of biohazardous materials will occur during the course of Contractor access.
• If work will be conducted on the roof systems of a building where biological research occurs, the college Project Manager shall coordinate access with Facility Services, the departments, and/or Facility Services Directors within the building, and EHS as necessary to ensure that:
  • No experiments are in progress that would generate toxic or infectious airborne contaminants, and that all biohazardous materials are contained while the Contractor will be performing work on these systems,
  • Contractor is informed of any special precautions that must be taken to prevent employee exposure to biohazards,
  • Contractor is informed of emergency procedures that the Contractor is to follow in the event of accidental exposures during the course of the work, and
  • Contractor is provided a copy of a roof access procedure upon request, which outlines the precautions that should be taken to protect it’s employees while conducting such work. Any request should be forwarded to the Project Manager.

• Contractor shall maintain Safety Data Sheets (SDS) on site for all chemicals used or stored at the jobsite as required by OSHA regulations and the contract documents.  Copies of SDSs shall be provided to the college Project Manager and EHS upon request.
• When work will be performed in areas with chemical hazards, such as chemical laboratories, chemical stock rooms, chemical waste accumulation areas, custodial closets, etc., the college Project Manager shall inform the Contractor of the following:
  • Known hazards and any required safety procedures that must be followed in the work area,
  • Methods for obtaining access to SDSs for hazardous chemicals present in the work area,
  • Information regarding any labeling system used in the work area,
  • Emergency procedures that the Contractor is to follow in the event of accidental exposures or releases of hazardous chemicals.
• Where the Contractor has taken air samples documenting employee exposure to airborne chemical or particulate hazards during the course of work, a copy of results should be provided to Bates EHS within 48 hours.

• Contractors shall be informed by the Project Manager that work will occur in a confined space, and that entry is allowed only through compliance with a Confined Space Program meeting the requirements in 29 CFR 1926 Subpart AA or 29 CFR 1910.146, as applicable for the scope of work.
  • A copy of the Contractor’s Confined Space Program must be provided to the college Project Manager and EHS upon request.
  • Copies of any cancelled entry permits shall be provided to the college Project Manager and EHS upon request.
  • Where rescue services are required, the Contractor shall inform the college Project Manager in writing whom they will be using during entry.
• Contractors shall be informed of the elements involved with the confined space, any hazards identified by the department, and the college’s experience with the space prior to entry. Any precautions or procedures that the college has implemented for the protection of it’s personnel shall also be conveyed to the contractor.
• Contractors should provide a minimum 24-hour advance notice to the college Project Manager when Contractor personnel will be working in a confined space on campus.
• Where Contractor personnel and college staff will be working in or near the same confined space, EHS should be notified at 786-8226 or 786-6413 and entry precautions and procedures should be coordinated. Each group should independently assess, test, and issue permits for entry. Neither group should rely upon the other to perform required assessment or testing.
• Any hazards confronted or created in the confined space during entry shall be communicated to EHS, the department, and the college Project Manager.

• The Contractor shall take all reasonable precautions necessary to control fugitive emissions from the jobsite. Fugitive emissions include, but are not limited to, nuisance dust, chemical odors/vapors/gases, hazardous materials (such as asbestos fibers or lead dust), and excessive noise.
• Where the product(s) or material(s) to be used by the Contractor has a Permissible Exposure Limit (PEL) established by OSHA, and where college employees or the public may be exposed to the product/material, the Contractor shall take all reasonable steps to maintain exposures below the PEL where an exposure condition during use exceeding the PEL could reasonable be anticipated.
• Where it is anticipated that the PEL could be exceeded, or when building occupants report objectionable concentrations of an air contaminant, or possible health effects from said exposure, the Contractor shall monitor, or shall contract to have monitored, these work areas and/or building exposure conditions.
  • Monitoring shall occur, at a minimum, during the start of work and whenever there is a change in procedure, process, or chemical/material used, and in response to the building occupant concerns where applicable.
  • If feasible control measures are not practical to maintain exposures below the PEL, the Contractor shall restrict access to all areas where exposures exceed the PEL to authorized personnel only.
  • Copies of this air monitoring data shall be provided to the college Project Manager or their designated representative upon request.

• Project Managers shall coordinate access to electrical systems, work scheduling, pre-planning for power outages in a building, and coordination of safety requirements between Contractors/Subcontractors and college personnel, where appropriate.
• Contractors shall coordinate requests for shutdowns and/or power outages with the college Project Manager, the department affected, and Facilities, as appropriate.
• Contractors shall establish a Limited Approach Boundary to protect unqualified or unauthorized personnel when energized electrical equipment or components greater that 50 volts will be exposed in occupied buildings.

• The college Project Manager shall inform the Contractor of any fall protection system(s) installed in the work area, or of the absence of such systems, so that temporary controls may be considered by the Contractor.
• Anchor points installed on college properties may only be used for the purpose and manner for which they were designed (i.e. personal fall arrest or restraint). 
• The Contractor is responsible for providing employee protection in accordance with 29 CFR 1926.502 on unguarded roofs, open-sided floors, loading areas, etc.

Contractors shall assure that all hazardous chemicals or materials are handled and disposed of in accordance with federal and state regulations. For assistance, call EHS at 786-8226 or 786-6413.

• The Contractor shall not ship any hazardous or universal wastes without EHS notification and approval. Proper paperwork with correct EPA identification number, addresses, and emergency contact information must be submitted.
• Where the hazardous waste disposal manifest is required by regulation, the Contractor should contact EHS to assure that manifesting, storage, and the proposed disposal method and site meet college requirements.
• Bills of Lading, manifests, and LDRs must be should be signed by an EHS or other designated representative for all shipments of hazardous or universal waste, excluding asbestos.

Hazardous waste included such items as:

• Bulbs: The following procedure is used for 4 and 8 foot fluorescent bulbs, compact fluorescent bulbs, High Density Discharge bulbs (Halide), and U-tubes:
  • Bulbs should be placed in manufactured boxes.
  • When the first bulb is put into the box, a Universal Waste label shall be placed on the outside of the box. Fill in the contents and date.
  • When not actively putting bulbs in the box, the lid shall be closed and sealed.
  • Keep boxes inside, in a dry location, away from water.
  • EHS will not approve the use of a fluorescent bulb crusher
• Mercury-Contaminated Materials: All mercury-contaminated materials must be treated as “hazardous” waste and disposed of according to state and federal regulations.  All sink traps located within research buildings are suspected to potentially be contaminated with some mercury.  Anyone working on sink traps/drains on campus should wear appropriate personal protective equipment, such as eye protection, face shield for splash protection, gloves, and disposable coveralls, as applicable.  Contact EHS if these items are discovered.
• Ballasts:  PCB and non-PCB ballasts shall be placed into UN-approved 55-gallon drums for disposal and shipped on a hazardous waste manifest.  The lid on the drum shall be secured unless actively adding to the drum.  There is a one-year time limit to dispose of the drum, beginning when the first ballast went into it.
  • Ballasts are considered to be PCB ballasts if the label says it is, or the label does not say “No PCBs”.
  • Non-PCB ballasts will have “no PCBs” written on the ballast. These should be placed in a separate drum (UN-approved) for recycling.
• Broken Fluorescent/HIDs/U- Tubes that are unintentionally broken shall be placed into a UN-approved poly drum.  These may be considered “hazardous” waste and should be treated as such due to the possible release of mercury vapors.
  • When not actively adding to the drum, the lid shall be on and secure.
  • The drum must be labeled “Broken Fluorescent Bulbs” and indicate the date the first bulb was placed into the drum.
  • There is a one-year time limit to dispose of the drum, beginning when the first broken bulb went into it.
• Lead Paint: Waste from scraping, grinding, or peeling is considered “hazardous” waste and shall be stored in a UN-approved drum with the lid securely fastened.  This drum must be labeled as “Lead Paint Chips”, and locked in an area away from public access.
  • Core samples from suspected lead-based paint containing materials, such as walls, doors, and door casings, shall be taken prior to demolitions and sent for TCLP analysis. An EHS representative should be present for any sampling activities.
  • All sampling results shall be copied to EHS for proper waste disposal determination.
• Miscellaneous Chemicals: Any chemical found during demolition shall be handled as “hazardous” waste. Examples include cylinders, bottles, cans with liquid, spill cleanup, etc.

Contractors performing hot work (i.e. use of open flames, welding, cutting, brazing, soldering, grinding, compressed gases, supplied fuel burning, thawing pipe, or torch-applied roofing) should maintain a Hot Work Permit program that meets 29 CFR 1926.352, ANCI Z49.1-88, and NFPA 51B.

Contractors and/or Project Managers should contact Bates EHS a at least 24 hours before hot work starts so that a Hot Work Permit can be completed before the start of work. EHS maintains all hot work permits and administers the Hot Work Program.

A copy of any Hot Work Permits shall be forwarded to EHS after the work is complete.

• Contractors employed by the college to perform building or facilities-related maintenance, repair, or renovation shall be informed by the college Project Manager of the location of lead-containing building materials in the work area(s) to which they are assigned.  Operations Directors or Managers shall supply this information to the Project Manager by means of:
  • A copy of a completed Lead Survey Report specific to the scope of work and materials that are to be disturbed, or
  • Construction documents that clearly detail the location of lead-containing building materials within the work area.
• Contractors who will disturb lead-containing building materials during the course of work shall take all necessary precautions to protect college employees and the public from exposure to lead dust or contamination.  These measures shall conform, at a minimum, to OSHA requirements detailed in 29 CFR 1926.62 and applicable local, state, and federal regulations related to health, safety, transportation, and disposal of such materials.
• Contractors shall submit a copy of their lead compliance program for review and approval by either the Operations Director or EHS upon request.  This submittal shall be made sufficiently in advance of construction to avoid delay of the project.
• A copy of the analytical report(s) for any personal air sampling taken during the course of the work must be provided to EHS upon request.
• The Contractor shall not proceed with any change in work, which requires a material to be disturbed, that the Lead Survey Report, or construction documents, show has not previously been tested or disclosed.  If a change in the scope of work becomes necessary, the revised scope of work shall be reviewed and the Lead Survey Report or construction documents revised to reflect any changes.
• On projects where lead-containing materials will be disturbed or removed, the waste stream shall be TCLP-tested, and the college Project Manager shall contact EHS Director at 786-8226 to determine disposal requirements during the design phase of the project with EHS.

• Contractors shall comply with 29 CFR 1910.147 when de-energizing hazardous energy sources on campus, such as electrical, mechanical, hydraulic, pneumatic, chemical, steam, gravity, etc.
  • A copy of their Lockout/Tagout Program shall be provided to the college Project Manager and/or EHS upon request.
  • Locks and tags must be used when de-energizing hazardous energy sources on campus.
• The college Project Manager, in cooperation with the responsible department, shall inform the Contractor of available energy control procedures that must be followed for campus equipment.  Any questions or concerns regarding the procedure should be communicated to the college Project Manager and EHS for resolution.

• If work will be conducted on the roof of a building, the college Project Manager shall coordinate access with Facilities, the departments the building (when appropriate), and EHS as necessary. 

• Fume hoods within, or adjacent to, the work area may be shut down, if necessary.

• Scaffolding shall comply with 29 CFR 1926.Subpart L and manufacturer’s instructions.
• College personnel who must access Contractor scaffolding for purposes of inspection or related work activities should complete a scaffold awareness level training prior to access.
• Contractors shall make routine and periodic inspection data available to college personnel upon request.

• Contractors shall take all necessary steps to comply with the exposure limits for silica established in 29 CFR 1926.1153.  A written Exposure Control Plan must detail how potential exposure to Bates personnel and the general public in adjacent areas will be kept below allowable limits.  A copy of this plan shall be provided to EHS and/or the college Project Manager upon request.
• Where tasks are performed indoors or in an enclosed area, exhaust shall be provided as needed to minimize the accumulation of visible airborne dust.  If the exhaust is vented where building occupants or the general public may be exposed, the system must incorporate HEPA-filtration.
• If the building ventilation system provides air to an area where “restricted work” is being performed, the air returns shall be blanked or closed while such work is in progress.
• A “temporary restricted area” must be established where tasks performed in accordance with Table 1 of 29 CFR 1926.1153 require that respiratory protection be used, or where tasks are performed that are not listed in Table 1, and where no historic or objective data exists to prove exposures will be below the action level.
  • Temporary Restricted Areas must be designated with signs, barriers, or other effective means that will assure unauthorized persons do not enter.
  • If such work is performed in occupied buildings, dust barriers shall be installed as necessary to isolate the restricted area.

• Contractors shall follow 29 CFR 1926.650 for trenching and excavation work conducted on campus. 
  • The Contractor shall ensure that a “competent person” will be onsite to oversee such activities.
  • Inspections shall be conducted by the “competent person” and made available upon request to university personnel who may need to enter to perform inspections or other activities.
    • College personnel who must enter excavations/trenches should coordinate a pre-inspection by a college “competent person” prior to entry.
    • Contractors shall be notified prior to college personnel entering excavations/trenches on projects.
  • Where the design of protective systems requires review and approval by a registered professional engineer, the Contractor shall provide a copy of the documentation to the Project Manager and/or EHS upon request.
• Contractors are responsible for contacting the relevant utilities prior to digging/excavating.
• Where heavy equipment will be in the vicinity of overhead power lines, the college Project Manager shall notify Central Maine Power and coordinate any special precautions that must be implemented.