Contractor / Vendor Safety Manual

EH&S

All contractors and vendors conducting business at the Salk Institute for Biological Studies, the Institute,at 10010 N. Torrey Pines Road, La Jolla, CA 92037 must:•••

Review this manual carefully and have all questions answered.
Complete training verification form at the end of this document.
Return the completed form to the Environmental Health and Safety (EH&S) department.

1. INTRODUCTION
The Institute is committed to providing and maintaining a safe and healthy work environment for all
contractors and vendors working on Institute property. Contractors and vendors are required to comply
with the policies and procedures stated in this manual, as well as, all applicable federal, state and local
environmental and safety regulations.
Please contact the EH&S department at x1318 if you have questions or need clarification on any policies
or procedures. Please take note of emergency contact numbers in the table below.
Emergency Contact Numbers
San Diego Emergency Services (medical / fire)
On-Site Emergency Assistance (24/7)
Non-Emergency Assistance

Phone
911
x1300
x1206

2. SAFETY POLICIES AND PROCEDURES
Contractor / Vendor Arrival
Contractor and vendor registration is required and should be performed by the Institute contact via theSalk Intranet in advance of the visit. All contractors and vendors are required to check in with the Security
guard posted at the main East gate. Contractors and vendors must be escorted to their authorized work
area unless prior clearance is obtained from the Institute contact. Contractors and vendors may be issued
temporary identification badges with limited access to specific areas and/or time frames, at the discretionof the Security Services department.
Authorized Work Areas
Authorized work areas within the Institute will be defined and reviewed by the Institute contact. Access tonon-authorized Institute areas is prohibited for your safety and security.
Outside vendors and contractors servicing ARD must fill out a “Visitors Agreement” form available on theARD website and obtain approval from ARD prior to entering an animal facility. Vendors and contractors
must certify that they have not entered another animal facility outside Salk for 24 hours prior to the visit
and not take photographs or videos while in the facilities. Vendors and contractors must be accompanied
at all times by an approved investigator or an ARD employee and cannot perform animal procedures orexperiments unless approved by the IACUC.
Parking
Two contractor parking stalls are available in the East parking lot on a first come, first served basis. Novendors making sales calls should use these spaces. If these are unavailable, contractors and vendors
may utilize off-site parking options; free public parking along Torrey Pines Scenic Drive and the Torrey
Pines Gliderport parking lot. Paid public parking is available at the Sanford Consortium for Regenerative
Medicine (SCRM).

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If offloading equipment, contractors may use the East gate as a temporary drop off location for 5 minutes
or less. Large equipment offloading may be conducted at the shipping and receiving dock. Vehicles willthen need to be moved to contractor spaces. If spaces are occupied, vehicles will need to be parked inoff-site parking areas mentioned above.
Smoking
The Institute is a tobacco free environment. Use of tobacco products in any form including unregulated
nicotine products (e.g., e-cigarettes), is prohibited on all Institute property owned or leased by theInstitute.
Eating and Drinking
Eating and drinking is not allowed in research laboratories and support areas. Contractors and vendors
should eat in the Salk cafeteria or in outside eating areas. Please dispose of trash in an appropriate
receptacle.
General Safety Rules• Always wear appropriate Personnel Protective Equipment (PPE) that is required for the area you
are entering and for the work being performed.
• All contractors and vendors are required to maintain an organized and clutter free work area.
• All materials, tools, waste materials, etc. must be removed from the site at the end of the day
unless arrangements have been made with the Institute contact.
• Report all injuries and/or unsafe conditions to your Institute contact or the EH&S department atx1318.
• The use of chairs, bench tops, etc. in the place of appropriate ladders is not acceptable.
• Barricade work areas when unsafe conditions are a result of the work being performed such asconstruction, demolition, overhead work, and/or hot work.
• Do not work on equipment suspected of being contaminated with any type of hazardous material.
The EH&S department will evaluate the equipment and to perform any required decontamination
procedures. EH&S will confirm equipment is free of contamination before work proceeds.
• If you notice a broken or leaking container in the laboratory, DO NOT ATTEMPT TO CLEAN THE
AREA. Alert others around you and immediately isolate the spill before exiting. Immediately notify
Security Dispatch at x1300 or EH&S at x1318.
• Alcohol, illegal drugs, or individuals appearing intoxicated or under the influence of such
substances are not permitted on Institute property.
Personal Protective Equipment (PPE)The Institute requires the use of PPE for all contractors and vendors in the posted laboratory and support
areas.
The minimum requirements for PPE in the laboratories and support areas are:
• Laboratory coats• Safety glasses (eye protection)
These items may be obtained from your Institute contact or the EH&S department by calling x1318.
Contractors and vendors will supply any additional required PPE for the work being performed.
Determination of required PPE, other than lab coats and safety glasses, will be made by the contractor
and vendor with oversight by the Institute, if needed. The Institute will not provide additional PPE tocontract personnel unless prior arrangements have been made.
The use of respiratory protection equipment (respirators) requires training prior to use. Contractors willneed to provide written documentation of training to the EH&S department prior using respirators on-site.

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3. EMERGENCY RESPONSE
To report emergencies (24/7) call x1300 from any Institute telephone. A Security Dispatcher will obtainthe needed information and notify appropriate response personnel.
When Fire Alarm / Evacuation Occurs:• Immediately stop what you’re doing and secure your work area; your safety is the number onepriority.
• Proceed to the nearest egress point and evacuate the building calmly and orderly; assist others
if needed.
• Report to the nearest designated Evacuation Assembly Area (see map); do not leave campus
unless directed to do so.
• Remain at the Evacuation Assembly Area until instructed to re-enter; note that audible alarms
may stop before the “All Clear” is authorized.

Emergency Call Box
AED & First Aid Kit
Evacuation Assembly Areas

West Region 1
North Region 2
CP Region 6

East Region 4

2015

EIF Region 5South Region 3

SALK INSTITUTE FOR BIOLOGICAL STUDIES

Medical Emergencies
In the event of a serious life-threatening medical emergency immediately contact emergency services by
dialing 911 from an Institute telephone. If a call to 911 is placed, also call x1300 to alert Security Dispatchthat emergency services are on their way.
The Institute has Automated External Defibrillators (AEDs) on-site which may be used in the event of asudden cardiac arrest. See the above map for locations of AED units located on the ground level.
4. HAZARD COMMUNICATIONRadioactive and Biological Hazards

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RADIATION WARNING SYMBOLBIOHAZARD WARNING SYMBOL

Small quantities of radioactive and/or biological materials are used within the research laboratories andsupport areas. Radiation warning and biohazard warning signs are posted throughout the facility toidentify these hazards. These labels may be found on doors, cabinets, equipment, containers, etc.
All contractors and vendors should be aware of these potential hazards and not touch or handle anythingidentified with a warning label. Some sinks at the Institute have been designated and labeled for therelease of small quantities of radioactive liquids per the State of California. These do not present any typeof hazard to individuals working in the area; however the sinks should not be used for general use. If anyof these sinks require maintenance, have your Institute contact notify EH&S at x1318.
If you notice a broken or leaking container identified with a RADIOACTIVE or BIOHAZARD warning label
on it, do not attempt to clean the spill. Alert others around you and close off the area while exiting.
Immediately report the spill to Security Dispatch at x1300.
Specially marked RADIOACTIVE and BIOHAZARD waste containers are located throughout thelaboratories and are identified with appropriate warning labels. Special procedures are required for theprocessing of this waste, so you are not required to empty or remove these containers from thelaboratory. Please note that working in close proximity to these containers does not present a healthhazard since the waste is shielded appropriately.
Hazardous Chemicals/Materials
Hazardous chemicals are utilized throughout the research laboratories and support areas. These
hazardous chemicals include but are not limited to carcinogens, mutagens, teratogens, sensitizers, toxic,
highly toxic substances, corrosive, and flammable liquids. Hazardous materials are stored securely andsafely in the laboratories and should not be handled in any way without prior authorization and training by
the EH&S department.
Prior to bringing hazardous chemicals/materials to the Institute (e.g., roofing materials, pesticides, etc.),
the contractor or vendor will provide a copy of the Safety Data Sheets (SDS) for review and approval by
the EH&S department. Contractors and vendors will be responsible for the proper handling, storage, anddisposal of all hazardous materials brought on site. Hazardous chemicals/materials will NOT be thrown on
the ground, in trash containers, down any sink, or storm drain. Hazardous waste generated by thecontractor is the property of the contractor and will be removed from the Institute at the close of each
workday unless prior arrangements are made with the EH&S department. Disposal of hazardous waste isthe responsibility of the contractor and will be performed in compliance with appropriate federal and stateregulations.
Asbestos Containing Materials (ACM)
Asbestos Containing Material (ACM) was used as building material during construction of the Institute.
Most ACM has been removed but is still present in a number of restricted areas identified below.
•••

Interstitial spaces (pipe spaces) in the form of insulation around thermal pipes.
Panels in elevator shafts (restricted access)Facility Services basement (restricted access) in the form of pipe insulation/chilled waterlines,
high temp hot waterlines and condenser waterlines.

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Asbestos warning signs have been posted throughout the Institute to identify theseareas. All contractors, vendors and their employees should take care not to disturb
insulation in these posted areas. Please note that working next to these areas does
not pose a hazard as long as the material is not disturbed.
Asbestos fibers are so small you cannot see them without a microscope. Disturbing
asbestos may cause fibers to float in the air. When this happens, asbestos fibers
are easy to inhale. You breathe out most fibers, but some remain lodged in thelungs. Over time, with continued exposure, the asbestos fibers can build up in thelungs, causing scarring and inflammation. This may eventually affect breathing and lead to disease, suchas asbestosis or mesothelioma, a rare cancer that affects the lining of the lungs.
Safety Data Sheets (SDS)
There are several ways to obtain Safety Data Sheets (SDS) at the Institute:1) Contact EH&S at x1318 and request a specific Safety Data Sheet (SDS).
2) Utilize the hard copy repository of SDSs located in the EH&S file room.
5. OTHER SAFETY PROGRAMS
Lockout / Tagout Program
The program is designed to control the release of electricity during maintenance operations and servicing
activities that could expose employees to unexpected energization, start-up or release of stored energy.
Contractors are responsible for implementing lockout/tagout procedures as required by the job and will
provide the necessary lockout/tagout hardware and equipment.
Machine Guarding
Machine guarding is used to protect users from moving parts, pinch points, sharps, etc. Contractors areresponsible for ensuring that all guards and other protective devices are in use and secured properly.
Equipment with damaged or defective guards must be removed from service. Machine guarding shall not
be disabled or removed from any equipment. If equipment is not guarded properly notify your Institutional
contact or the EH&S department at x1318. Work cannot be performed using equipment lacking
appropriate guarding protections.
Confined Space Entry
Contractors are not authorized to enter a confined space without prior approval from the Director ofFacility Services.
Hot WorkAll hot work involving an open flame must be approved by the Facility Services department to ensure allfire controls are in place prior to the start of any hot work.
Roof Access
Access to the roof is restricted and controlled by Facility Services. In order to obtain access to the roof,
contractors must receive authorization from the Director of Facility Services.

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CONTRACTOR and VENDOR Training Confirmation

I verify that I have read The Salk Institute Contractor and Vendor Safety Manual. I also I understand andagree to comply with the requirements and procedures concerning the following areas and have been
given an opportunity to have my questions and concerns answered appropriately.
Safety Policies and Procedures• Sign-in• Allowed Work Areas• Parking• Smoking• Eating and Drinking• Cleanliness• General Safety Rules• Personal Protective Equipment
Emergency Response• When Fire Alarm / Evacuation Occurs• Medical Emergencies

Hazard Communication• Radioactive and Biohazardous Hazards• Hazard Chemicals / Materials• Asbestos Containing Materials• Safety Data Sheets
Other Safety Programs• Lockout/Tagout Program• Machine Guarding• Confined Space Entry• Hot Work• Roof AccessContractor or Vendor Training Confirmation
Date
Print Name
Employer
Salk Department/Contact
Signature

Return this completed form to the Environmental Health and Safety (EH&S) Department

EH&S Review
Date
EH&S Representative
Title
Comments

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