Lawrence Berkeley Laboratory
This policy describes the process for the EH&S Division review of documents prepared by the Facilities Department. The scope includes the participation of EH&S safety professionals in Conceptual Design, Title 1 (Preliminary Design), Title 2 (Final Design) and Title 3 (Construction).
The process varies according the type of funding and the responsible management group. Capital additions and modifications can be funded either with program funds or institutional funds depending on the scope of the work. Institutional capital projects fall into two categories. Multiprogram Energy Laboratory-Facilities Support (MEL-FS) and General Plant Projects (GPP) are funded by DOE and managed by the Architecture and Engineering Group of the Facilities Department. Non-Capital Alterations NCA) projects are funded by LBL overhead or program funds, depending on the scope of the work and managed by the Architecture and Engineering Group. M&O Job Orders (JO) are funded by either LBL overhead or program funds and managed by the Maintenance and Operations Group of the Facilities Department
Projects are scoped, estimated and prioritized by the Facilities Planning Group. The prioritized projects are reviewed by the Project Coordinating Committee. The highest priority are recommended to the Director's Action Committee (DAC) for funding, after DAC approves funding Facilities assigns a Project Manager
1. FACILITIES ASSIGNMENT OF THE PROJECT TEAM:
The Facilities Project Manager (PM) is responsible for the project. The Project Manager works with the Client to confirm the project scope and budget. The Project Manager, in coordination with the Facilities Section Chiefs, and the EH&S Hazardous Management Unit Coordinator (HMU) assemble a Project Team.
The Project Manager is responsible for the project throughout all Phases:
Conceptual Design
Preliminary Design (Title 1)
Final Design - (Title 2)
Construction (Title 3)
2. EH&S SUPPORT OF THE PROJECT TEAM:
The Facilities PM sends the Project Folder to the EH&S HMU for assignment of EH&S safety professionals to participate in the Project Team. The HMU Coordinator reviews the project scope and identifies appropriate EH&S Team Members to be part of the project team (e.g. Industrial Hygiene, Radiation Assessment, Waste Management, Occupational Safety, Construction Safety, etc.). Selection of Team Members is made on the basis of hazards identified in the scope of work and membership may change as the project progresses if new hazards are identified. Specific identification within each EH&S Group is made according to the EH&S Group Leader's particular guidelines. The HMU Coordinator selects an EH&S Team Leader for each project. Selection is based on the lead discipline of the project.
3. FUNCTIONS OF THE PROJECT TEAM (with respect to EH&S issues):
- Conceptual Design Phase:
EH&S Team Members participate in the project development process to identify EH&S issues. Team Member activities are coordinated by the EH&S Team Leader. If any EH&S issues appear which need additional EH&S technical resources, the EH&S Team Leader notifies the HMU Coordinator. The HMU Coordinator will determine the need and add the additional technical resources to the Project Team, as required. If a formal conceptual design report is required (CDR) the Project Manager coordinates the information and incorporates it into the report. At the completion of the design phase, the Project Manager distributes copies of all design documentation (drawings, specifications, calculations, etc.) to the EH&S Team Leader for formal review. Sign-off by the EH&S Team Leader indicates that EH&S issues have been resolved.
- Preliminary Design (Title 1) and Final Design (Title 2):
EH&S Team Members participate in the design process. They make contributions to the design to identify EH&S issues and assist in resolution. Team Member activities are coordinated by the EH&S Team Leader. If any EH&S issues appear which need additional EH&S technical resources, the EH&S Team Leader will notify the HMU Coordinator. The HMU Coordinator will determine the need and add the additional technical resources to the Project Team, as required. At the completion of the design phase, the Project Manager distributes copies of all design documentation (drawings, specifications, calculations, etc.) to the EH&S Team Leader for formal review. Sign-off by the EH&S Team Leader indicates that EH&S issues have been resolved.
- Construction (Title 3):
During the construction phase, EH&S Team Members monitor construction activities which pertains to their area of EH&S expertise to ensure that it conforms to EH&S design specifications. Team Member activities are coordinated by the EH&S Team Leader. If any EH&S issues appear which need modifications or additional EH&S technical resources, the EH&S Team Leader notifies the HMU Coordinator and the Project Manager. The HMU Coordinator will evaluate the need and add the additional technical resources to the Project Team, as required. The Project Manager will initiate corrective activities for required field activities. At the completion of construction, sign-off by the EH&S Team Leader indicates that EH&S issues have been resolved.
4. TEAM MEMBER RESPONSIBILITIES:
- Project Manager:
Coordination of Information: The Project Manager is responsible for obtaining design input from all the team members and incorporating the information into the design.
Sign-Off: The Project Manager is responsible for the distribution of design documentation (drawings, specifications, calculations, etc.) at the completion of each project phase to the EH&S Team Leader for sign-off.
Provides the number of complete sets of design and construction documents requested by the EH&S Team Leader at each review stage.
- EH&S Team Leader:
Coordinates activities of EH&S Team Members:
Advises team members of project activities (meetings, etc.)
Distributes design and construction documents for review to EH&S Team Members
Coordinates EH&S review comments, resolves conflicts and returns a consolidated set of comments at each review milestone to the PM.
Coordinates the Signs-Off for EH&S Team Members at project review milestones assuring that EH&S issues have been resolved.
- EH&S Team Members:
EH&S Project Team Members participate in the same manner as all design, Team Members: Review information, identify EH&S issues, sign-off at formal review periods and assist in issue resolution.
Additional Hazards: During any point in the process, if any Team Member identifies any EH&S issues which need to be reviewed by additional technical staff, they make recommendations to the EH&S Team Leader.
- HMU Coordinator:
Assigns technical professionals to specific projects and tracks their participation.
Identifies the EH&S Team Leader.
Acts to assist the EH&S Team Leader resolve conflicting EH&S issues when requested by the Team Leader.
1. ASSIGNMENT OF THE PROJECT TEAM AND IDENTIFICATION
OF EH&S TEAM SUPPORTProjects are initiated with Project Folders in the same manner as MEL-FS / GPP projects. The HMU identifies appropriate EH&S safety professions to work with the design team during the project planning, design, and construction phases.
2. ROLES and RESPONSIBILITIES:
- EH&S HMU Coordinator:
- Identifies EH&S Safety Professionals to act as Team Members on Facilities Projects.
- Attends Weekly Facilities Small Projects Meetings for the purpose of facilitating EH&S coordination.
- EH&S Team Members:
- Participate with the Facilities design team in Preliminary Design, Final Design and Construction phases of projects.
- Facilities Project Manager:
- Assures that all projects have been reviewed with the EH&S Coordinator to determine if EH&S Team Members are necessary before starting design and construction.
- Assures that the assigned EH&S Team Members participate in the design before the final design sign-off and review construction completion before final construction sign-off.
- Provides the EH&S Coordinator complete sets (one for each EH&S team member) of final design documents (drawings, specifications, and calculations) ready for final sign-off (final design and construction completion stage).
JOB ORDER REVIEW: Job Orders initiated by the Facilities Maintenance and Operations Group are reviewed by the Architecture and Engineering Group if engineering or building code review is required. These Job Orders will be reviewed on a periodic basis by the EH&S HMU Coordinator and the M&O Technical Services Manager to identify supplemental EH&S safety professional participation. The frequency of the review will be determined jointly by the two review parties and will vary according to the M&O work load.
The Fire Prevention Bureau will review all MEL-FS, GPP, and Non-Capital Alterations projects processed by the Facilities Department. Project documents will be submitted directly by the Facilities PM to the Fire Prevention Bureau.