41 CFR 102-74.190-Are Portable Heaters, Fans and Other Such Devices Allowed in Government-Controlled Facilities?

§ 102-74.190
Are portable heaters, fans and other such devices allowed in Government-controlled facilities?

Federal agencies are prohibited from operating portable heaters, fans, and other such devices in Government- controlled facilities unless authorized by the Federal agency buildings manager.

DATE:   February 05, 2013  

TO:             All Chicago Region Managers               

FROM:   Regional Commissioner                  

SUBJECT:        Personal Space Heaters—INFORMATION    

Due to recent fire-related incidents involving personal appliances with heating elements, we would like to remind all managers and supervisors that Federal regulations and agency policy prohibit the use of personal space heaters and other appliances with heating elements.  The use of these appliances poses a risk to all personnel and property.    Thank you in advance for your support in ensuring compliance with these requirements and the safety of all employees. Please contact Victor Garibay of the Management and Operations Support,  Field Services and Management Team at (312) 575-4079 or VOIP 6-7012-34079 with any questions.  

                                                             /s/
                                               Philip L. Chancellor for
                                                  Nancy A. Berryhill  

MEMORANDUM

Date: March 22, 2004

To: All SSA Employees and
     Contractors Housed in SSA Space

From: Dale W. Sopper

          Deputy Commissioner for
          Finance, Assessment and Management

Subject: Personal Space Heaters - INFORMATION

With the possibility of a few more weeks of cold weather, I want to review our policies on the use of personal space heaters in SSA occupied space.

Safety inspections are conducted twice a year (except in some large facilities such as Program Service Centers which are inspected once per year). Management conducts these inspections jointly with designated union representatives. Information about the inspection process is found in the Administrative Instruction Manual Guide, Chapter 13.04.08. The goal of these inspections is to ensure a safe and healthy workspace. Electrical devices that are unsafe or used improperly are a major hazard in our workspace.

As a reminder, personal electrical devices must be approved for use. The requirements and approval process for such devices can be found in AIMS GAM Chapter 13.04.09, Attachment D. In addition, Title 41 of the Code of Federal Regulations, Chapter 102, Federal Management Regulations Subpart 102.74, Facility Management, Section 190 prohibits Federal agencies from operating portable heaters in Government-controlled facilities unless authorized by the Federal agency building manager(s). All electrical equipment must bear the approval of a recognized testing agency such as the Underwriter’s Laboratories, Inc. (UL), and the equipment must be used in compliance with Federal Property Management regulations.

The supervisor of each work area is responsible for assuring that any appliances located in an area under his or her supervision meet these requirements. Those that do not must be removed from the building. Additionally, supervisors or their designees must ensure that all appliances are turned off at the end of each workday. Appliances with on/off timers are strictly prohibited.

Any employee-owned electrical appliance must be approved by the Office of Facilities Management (in Central Office), or the SSA Facility Manager or designee (outside of Central Office) before the appliance can be used. SSA facility managers should review the GSA/owner leasing documents to ensure compliance since some owners prohibit heaters (or other appliances) in the leasing agreements.

For a full explanation of the process, please review AIMS Chapter 13.04 available on the SSA Digital Library at http://library.ba.ssa.gov/Library_Resources/ssa.htm.

By following these practical steps, we can help ensure a safe workplace.  

AIMS GUIDE

Attachment D. Electrical Equipment


SPECIAL SSA STANDARD ELECTRICAL EQUIPMENT


A. General Provisions

1.  The term electrical equipment, as used in this Attachment, is intended to include appliances, devices, wiring, fixtures, fittings, tools, material, and the like, used as a part of or in connection with an electrical installation, or any piece of equipment used by SSA employees.

2.  Electrical equipment shall bear approval of the Underwriter's Laboratories, Inc. (UL) or other recognized testing agencies unless otherwise specified in this Attachment.

3.  Repairs or alterations to electrical equipment shall be done only by authorized personnel.

4.  Authorized personnel shall be given First Aid Training with emphasis placed on instructions for resuscitation of persons suffering from electrical shock. If an electrical worker is performing electrical work alone, another person who has received this training must be on the premises.

B. Grounding

1.  When required, grounding of electrical equipment shall conform to the requirements of Article 250, National Electric Code, NFPA 70.

2.  Under any of the following conditions, exposed non-current-carrying metal parts of cord and plug-connected equipment, which are liable to become energized, shall be grounded:  
   
      * In hazardous locations, such as flammable liquid areas, woodworking shops, machine shops, etc.  

     * Refrigerators, water coolers, hand-held motor operated tools and appliances, and appliances such as coffee pots and ovens used in damp or wet locations.

3.  As an exception to the above, portable tools protected by an approved system of double insulation, or its equivalent, need not be grounded. Where such an approved system is employed, the equipment shall be distinctively marked by the manufacturer.

C. Appliances

1. General Requirements

     * The use of employee appliances must comply with all applicable Federal Management Regulations.

     * Interpretations and decisions related to any appliance situations which may arise and/or which are not covered in this section will be made at the discretion of the Office of Facilities Management (OFM).

     * The supervisor of each work area where appliances are located is responsible for assuring that employees under his/her supervision conform to all of the requirements established in this section. The supervisor is also responsible for assuring that any appliances which do not meet these requirements and are located in an area under his/her supervision are removed from the building. The supervisor's responsibility regarding appliance removal also applies to any nonconforming appliances found during safety inspections. All employee-owned appliances must be provided by employees.          
  
    * Supervisors or their designees shall ensure that all appliances are turned off at the end    of each workday. On/off timers are strictly prohibited on employee appliances. They pose    a potential fire hazard because they may activate appliances during weekends, holidays or other time periods when the work area is unattended.           

     * Employee-owned electrical appliances include but are not limited to: (1) food and beverage storage or preparation devices such as coffee pots and other hot water beverage heaters, refrigerators, and microwave ovens and (2) other appliances such as fans and radios.          

     * The following procedures shall be followed for any employee-owned appliances brought into the building:

        -  The use of employee-owned appliances shall be strictly controlled to avoid unauthorized use.

        -  The supervisor of the area where the appliance is to be used must agree to the use of the appliance.

         -  Only when OFM (Central Office) or the SSA facility manager or his/her designee (outside of Central Office) approval has been obtained may the appliance be installed.

     * To gain approval and installation, the procedures listed in Sections 2, 3 or 4 below are necessary.

2. CentralOffice

     * The supervisor in the area where the appliance is to be used forwards a completed Form SSA-6017, Request for Services (original and four copies), through appropriate administrative channels to OFM. The form may also be completed online at http://s110a5e/6017/

     * The appliance must bear the label of Underwriters Laboratories (UL) in order to be considered for authorization. The appliance may only be used for UL-approved purposes.

     * Management will implement an appliance center concept in areas where food and beverage storage or preparation appliances are used (see section 5 below).

     *  The appliance must be found free of defects on inspection by the OFM authorized or trained personnel, and for food and beverage storage or preparation appliances, may only be used in the appliance center which it was approved for.

     *  If an appliance is approved for use by the OFM authorized or trained personnel, he/she will place a standardized approval sticker in a clearly visible area on the appliance, with the date of approval and the initials of that person entered on the sticker. Each appliance will be visually examined during regularly scheduled safety inspections (see AIMS, GAM 13.04.08). Any appliances which do not have an inspection sticker or which have been cited during the regularly scheduled safety inspection as being noncompliant must be removed from the building.

3. Outside of Central Office

     *  To assure that unsafe appliances are not brought into the building, all appliances must be inspected and approved by the building manager or designee prior to use.

     * The field office space allocation standards provide space in all of these facilities for a multi-purpose room which serves as a training/breakroom. All food and beverage storage or preparation appliances should be located in this room. * All appliances shall bear approval of the Underwriter's Laboratories, Inc. (UL) or other recognized testing agencies.

     *  Repairs or alterations to appliances shall be done only by authorized personnel.

     *  Appliances shall be re-inspected as part of regularly scheduled safety inspections (see AIMS, GAM 13.04.08). Those appliances which have been cited during the inspection as being noncompliant must be removed from the building.

4. Program Service Centers and Data Operations Center

     * Appliance approval procedures of section 3 above also apply for these facilities. In addition, management will also implement the appliance center concept (see section 5 below).

5. Appliance Centers

     * An appliance center is a location designed specifically for that purpose where employees in an area are to position any food and beverage storage and preparation appliances.

     * Food and beverage storage and preparation appliances are permitted in the appliance center(s) only. They are not to be positioned in an employee's personal work space.

     *The appliance center must meet all requirements of 29 CFR 1910 and the National Electrical Code (NFPA 70).

     *Unless approved by the buildings manager, appliance centers shall be limited to no more than one refrigerator per appliance center and one microwave oven per appliance center.

     *In order to prevent possible overloaded circuits and/or fires, the number and types of appliances allowed in the appliance center will be controlled so as not to exceed the available electrical service in the appliance center.

     *The appliance power cord must be plugged directly into the electrical outlet supplied by SSA. No extension cords or surge suppressor cords will be permitted in the appliance center.

     * Appliances used for hot food and beverage preparation must possess a pilot light so that it is readily apparent whether the appliance is turned on or off. These appliances also must sit on a non-combustible surface, such as a metal plate, that SSA will provide. Combustible items such as paper, cloth, linoleum, and plastic trays shall not be used as a base or in conjunction with a base for these appliances.

     * Any appliance used to heat food or beverages shall be placed at least 6 inches from combustibles (such as paper and plastic supplies) on the appliance's vertical sides and at least 36 inches below overhead combustibles. If clearances of these distances are not possible, the combustible material shall be protected by sheet metal of not less than 24 U.S. gauge.

     *Employees are responsible for keeping the appliances clean and in proper working condition. GSA/SSA will provide normal custodial cleaning in the appliance center (vacuuming and spot cleaning carpet only).

     * Employees are responsible for storing food in appropriate storage containers. Particular attention shall be placed on sanitary food storage. Food stored in the appliance center shall be examined regularly by employees, and they shall dispose of any spoiled food.

     * Management retains the right to discontinue any appliance center that develops rodent or insect infestations. After the infestation problem is under control, the buildings manager would notify the supervisor that the appliances could be returned to service.

     *  Employees are to dispose of coffee grounds and all other food waste in torpedo (garbage) cans. This type of can shall be the closest available disposal can to the appliance center so that inappropriate cans (such as open trash cans) which could cause sanitary or rodent problems are not inadvertently used for food waste. To avoid clogging the plumbing, nothing is to be disposed of in water fountains or sinks.

D.  Electrical Cords and Plugs

1.  Extension cords and surge suppressor cords may not be used as a substitute for fixed wiring (such as wiring for permanent building fixtures and permanently-installed equipment).  Extension cords and surge suppressor cords must be SSA-issued and may be used only for portable, work-related equipment (such as personal computers, printers, task lights and typewriters).

2.  Extension cords may not exceed 8 feet in length. Extension cords may not be connected to other extension cords or surge suppressor cords. The extension cord's diameter must equal or exceed that of the equipment cord.

3.  Surge suppressor cords may not be connected to other surge suppressor cords or extension cords.

4.  Cords shall not be worn or frayed, have breaks in the insulation, or crack upon being bent.

5.  Cords must not interfere with foot or vehicular traffic or cause a tripping hazard. They shall not be run under chairs or across aisles.

6.  Electrical power cords shall not be run through holes in walls, ceilings, floors or partitions. They shall not be run through doorways, windows or similar openings or be concealed behind walls, ceilings or floors.

7.  Electrical plugs shall not have cracked housings, loose wiring connections, loose, broken, missing or defective prongs.

8.  Plugs shall have an insulation disc covering the wiring connections to the prongs. (Not applicable on molded type.)

9.  Except for surge suppressors, the use of multiple-outlet or "octopus" type plug-ins are prohibited.

10. Combustible items such as paper, cloth, linoleum or plastic trays shall not be placed within 6 inches of any electrical outlets, receptacles or heat producing equipment.

E.  Portable Tools

1. All electric portable tools shall bear the approval of UL or another recognized testing agency.

2. Electric tools shall be grounded as specified in Paragraph B.2 of this Attachment.


3. Each portable electric tool shall be visually inspected by the employee before each use.

4.  The responsible supervisor will ensure that each portable electric tool is assigned a number and is inspected and tested at least every three years. Results of each such inspection and test shall be recorded.

5.  Management and designated safety personnel shall make spot checks of portable electric tools against the inspection and test records.

NOTE: The removal of the third prong on a three-prong plug to facilitate its use in a two-insert receptacle is prohibited. A three-prong plug must only be connected to a grounded three-hole outlet.

6.  Suitable eye protection devices shall be made available to and worn by operators when using revolving tools such as drills, saws and grinders.

7.  Gloves, ties, loose clothing and jewelry should not be worn by operators using revolving tools.

8.  All hand-held portable electric tools shall be equipped with switches of a type which must be manually held in the "on" position in order for the tool to operate.

F. Lockout/Tagout

1.  The Occupational Safety and Health Administration (OSHA) has issued standards 29 CFR 1910.133 and 29 CFR 1910.147 requiring lockout or tagout of equipment from hazardous energy sources. SSA has developed specific procedures to be implemented in order to conform with the OSHA standards. These procedures are necessary in order to disable equipment and to prevent the release of potentially hazardous energy while maintenance and servicing activities are being performed. At SSA, the primary groups affected are building maintenance employees, both Government and contract, who operate and maintain those buildings where the General Services Administration has granted the building management authority to SSA.

2.  Lockout/tagout standards are the result of a high incidence of fatalities and injuries to employees in various industries who were exposed to the unexpected energization or start up of equipment or release of stored energy during servicing or maintenance activities. For example, an electrician should lock out any electrical circuit being worked on to prevent another electrician from accidentally energizing that circuit.

3.  Those SSA facilities which have operations where the lockout/tagout standards apply must take measures to ensure compliance as specified in the Lockout/Tagout Procedures Handbook (SSA Publication 28-003). Individuals involved or interested in lockout/tagout procedures should have a copy of this publication, which may be obtained from OFM/OEHOS at 410-966-7026.