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Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

1120 SW 5th Avenue, Room 1250, Portland, OR 97204

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Industrial Hygiene Program - Program Guidelines

 City Risk LogoLoss Prevention

Risk Management, Portland, OR                                                                                            October 8, 2013 

Contents

Administration

IH Program Elements

 Responsibility

Procedure or Reference 

City-wide IH Program; IH Program Policy and Guidelines; Leadership and Consultation

City Risk

  • Develop, implement, manage, and maintain the City-wide IH Program
  • Track updates or changes to regulations, statutes, and best practices
  • Ensure policy, program guidelines, and website documents are current and updated
  • IH Loss Prevention services include
    • Technical consultation, website, tools, and resources related to IH
    • Assistance with identification of hazards and coordination of technical expertise
    • Consultation to ensure ongoing maintenance, updates, and changes are addressed

Bureau specific IH Program

City Bureaus with Affected Employees

  • Develop, implement, manage, and maintain the Bureau specific IH Program
  • Recognize and address possible hazards

IH Services Contract Management 

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Procurement Services

  • Develop, implement, manage, and maintain the City-wide IH Services Contract 

Industrial Hygiene Contract

IH Program Elements

 Responsibility

Procedure or Reference

Coordination of IH Contracts

City Risk

  • Conduct technical review of the Request for Proposal (RFP) scope of work
  • Participate on the contract selection committee

IH Services Contract Management

Procurement Services

  • Establish IH Services Contracts, as necessary
  • Authorize Contract Task Orders for the IH Services Contract
  • Process payments
  • Process Contract Amendments, as necessary

How to Access IH Services

 

 

 

 

 

 

 

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Bureaus

  • Pay the Vendor all costs and fees incurred under the Task Order
  • Identify potential or actual hazard exposures that falls within the scope of IH
  • Contact City Risk to discuss the potential project, scope of work, and expected budget
  • Contact Procurement to request a project proposal from a Vendor
  • The vendor provides a proposal to the Bureau
  • The project proposal must include a description of the project and estimated cost
  • Approve the proposal; Procurement issues the Task Order
  • Once the Task Order is signed by Procurement and the vendor engage the vendor in the project
  • If the project exceeds the initial estimated cost and/or there is a scope of work change, the bureau sends Procurement an Amended Task Order to   reflect the new estimated cost and/or scope
  • Notify Procurement to close the project

IH Program and Regulatory Updates

 IH Program Elements

 Responsibility

Procedure or Reference

Monitor changes to the IH regulations, statutes,   rules, and requirements; update City-wide IH Program

 

 

 

 

 

 

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City Risk

  • Create a list of IH regulations, statutes, rules, policies, procedures, and any other requirements
  • Monitor changes to the list and
    • Produce a quarterly reminder to check upcoming changes to all areas
    • Participate in   professional organizations, e-mail groups, networking, etc. to find out about   potential changes
  • Communicate changes to Bureaus
  • Update IH Program, as necessary
  • Maintain training and education documentation for Loss Prevention staff

Hazard Recognition

 IH Program Elements

 Responsibility

 Procedure or Reference

Recognition of chemical, physical, and biological hazards

 

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City Bureaus

  •   Identify and evaluate potential hazards in the workplace
  •   Provide recommendations to reduce the potential for exposure
  •   Consult with City Risk or IH vendors available on the Contract to conduct surveys to   identify hazards.

IH Assessments

IH Program Elements

 Responsibility

Procedure or Reference

Perform IH Assessments

Bureaus in coordination   with IH Service Vendor

  • Identify and document potential areas that may expose employees to health hazards
  • Arrange for IH surveys to be performed in compliance with all applicable regulations, statutes and rules
  • Use the city-wide IH Services Contracts unless your bureau has appropriate technical expertise and equipment to perform IH surveys

OSHA-required Monitoring

Bureaus

  • Regularly monitor the workplace for certain contaminants as required by federal and OR OSHA, such as lead, beryllium, chromium, asbestos, silica, etc.

Purchases involving chemicals and physical hazards

Bureaus

  • Develop a procedure to review chemical or equipment purchases for potential health hazards

New or modified processes involving   chemical and physical hazards 

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Bureaus

  • Conduct reviews internally, in consultation with City Risk, and/or with a vendor on the IH Services Contracts

IH Equipment

 IH Program Elements

 Responsibility

 Procedure or Reference

Service and Calibration

 

Bureaus

  • IH monitoring equipment will be maintained, serviced, and calibrated according to manufacturer's recommendations
  • Equipment will   be sent out for service and calibration in accordance with manufacturer’s recommendations
  • Calibrated   equipment will be marked with a sticker or label indicating the most recent calibration date, and when calibration is due again
  • Equipment that is broken, inaccurate, or past-due for calibration will be tagged out of service until repaired or recalibrated
  • The tag will provide the date, the person's name, reason the unit was taken out of service, and the planned disposition of the unit

Storage

Bureaus

  • IH equipment is properly stored away from light, dust, and other contaminants

Qualifications for Surveying and Monitoring

 

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Bureaus and City Risk

  • IH surveys and monitoring may be performed by a designated technician
  • The survey process should be overseen by a Bureau safety representative or City Risk

Employee Communication

 IH Program Elements

 Responsibility

Procedure or Reference

Medical Surveillance

Bureaus

  • Medical surveillance may be recommended when an IH survey indicates a potential exposure

Employee notification of personal monitoring 

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Bureaus

  • Verify that notification is provided in writing to personnel and their supervisors

Engineering & Administrative Controls

 IH Program Elements

Responsibility

 Procedure or Reference

Implementation of Engineering Controls

Bureaus

  • Engineering controls will be used to lower chemical, biological or physical hazards at the source
  • Examples of engineering   controls are:  
    • Redesign existing equipment or purchase equipment that eliminates or reduces chemical, biological or physical exposures
    • Partial or total enclosure of equipment with exhausting away from the work area
    • Selecting or substituting a less hazardous chemical
    • Increasing the employee’s distance from the source of the hazard

Implementation of Administrative Controls

 

 

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Bureaus

  • Administrative Controls differ from engineering controls in that they limit the time employees are exposed to IH hazards
  • Examples of administrative controls are:
    • Rotating work shifts and scheduling rest periods to ensure employees are not exposed to greater than permissible levels of chemical, biological or physical hazards  
    • Limiting the amount of time employees’ work in areas exposed to greater than permissible levels of chemical, biological or physical hazards

Personal Protective Equipment (PPE)

IH Program Elements

 Responsibility

 Procedure or Reference

Appropriate PPE

Bureaus

  • Provide PPE at no cost to all employees for protection against potential health hazards

Appropriate PPE 

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Affected Employee

  • Use appropriate PPE provided by employer

Employee Training

 IH Program Elements

 Responsibility

 Procedure or Reference

Occupational hazard and safety training for managers, supervisors, and personnel  

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Bureaus

  • Verify that personnel are trained in workplace hazards in accordance with OR OSHA training requirements

 

Recordkeeping

 IH Program Elements

 Responsibility

 Procedure or Reference

Records of Survey Results and Employee Exposures

 

 

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Bureaus

  •   Maintain records in accordance with OR OSHA requirements, including:
    • Exposure monitoring
    • Employee training
    • Medical information

Program Evaluation

 IH Program Elements

 Responsibility

 Procedure or Reference

Bureau IH Program self-audit

 

Bureaus

  • Perform an annual self-audit of the IH program.
  • Results of self-audits are used to identify IH Program strengths and weaknesses and to improve the program.

City Risk IH program audits 

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City Risk

  • Conduct audits of Bureau-specific IH Policies and Programs.