Purchasing Procedure – Refrigerator/Freezer for Laboratory, Teaching, and Research

All Refrigerators/Freezers used for Laboratory, Teaching and Research purposes must be purchased using the KU Financials in the Cloud (FITC) and adhere to the criteria listed below. Refrigerators/Freezers must be ordered from the Fisher Scientific punchout catalog or from another KU Procurement approved supplier via FITC.

A service request to Facilities Services (via Maximo) must be submitted and approved prior to purchasing a refrigerator/freezer to confirm the building is able to handle the electrical load. Facilities also needs to be informed if the refrigerator/freezer needs to be on emergency or back-up power. Maximo approval should be attached to the purchase. If the purchase is for a project running through Facilities, Planning & Development (FPD), this review should be completed by FPD as part of the scope of work.

Prior to the acquisition and installation of a refrigerator/freezer within a laboratory or any other teaching or research environment, review and approval by KU Environment, Health and Safety (EHS) is required.

The following information must be submitted to EHS for review and approval:

• the name of the person responsible;
• building;
• room number;
• location within the room where the device is to be located;
• the purpose of the device; and
• materials that will be stored within the refrigerator/freezer

Refrigerators/Freezers for Laboratory, Teaching and Research, regardless of acquisition process, must adhere to the following criteria:

Laboratories:

• Refrigerators/Freezers shall not be domestic/residential style/type.
• Refrigerators/Freezers must be lab-grade quality with appropriate certifications (UL, CSA, SEFA, FM, etc.) and markings to indicate this as well.

Laboratories/Teaching/Research:

• No food or beverages intended for human consumption are allowed to be stored in any refrigerator/freezer within any environment where hazardous materials are stored or handled, including laboratory, teaching, or research environments.
• It is recommended that the refrigerator/freezer have an alarm capability to inform individuals if/when the temperature is outside the parameters set.

Categories/Types:

• General Scientific Purpose – for storage of non-hazardous lab samples & materials.
  • These are not approved for storage of flammable/combustible liquids/materials.
  • These are not designed/built for storage of chemicals/materials that give off corrosive or detrimental fume/vapors or other emissions (i.e., acids, halogenated solvents).
  • These may also not be appropriate to store scientific process/analytical equipment if it gives off problematic fumes/vapors or emissions. Special purpose coolers may be required for such equipment/activities
• Hazardous Materials Purpose – for storage of laboratory samples and materials that have hazardous chemical properties or emit hazardous chemical fume/vapors/emissions
  • Refrigerator/Freezer must have appropriate certification (UL, CSA, SEFA, etc.) and marked/labeled as such.
  • Refrigerator/Freezer must meet the requirements of NFPA 45 (2024 edition) as being listed as special purpose unit for use in a laboratory.
  • Per NFPA 45, each refrigerator/freezer must be prominently marked to indicate whether it meets the requirements for safe storage of flammable/combustible liquids and/or other hazardous materials.
  • Interior storage area/compartment of refrigerator/freezer must be sealed, vapor/fume proof and be free of any ignition/spark generating components (i.e., no thermostat, no lights, no icemaker, etc.). Refrigerator/Freezer must be manual defrost and any thermostats must be mounted/accessible outside of the internal storage area/compartment
• Explosion-Proof Purpose – for storage of laboratory samples/materials that have hazardous chemical properties or emit hazardous chemical fume/vapors/emissions AND the lab/room it is housed within presents a hazardous environment (i.e., flammable atmosphere).
  • Refrigerator/Freezer must have appropriate certification (UL, CSA, SEFA, etc.) and marked/labeled as such.
  • Per NFPA 45, each refrigerator, freezer, or cooler shall be prominently marked to indicate whether it meets the requirements for safe storage of flammable/combustible liquids and/or other hazardous materials and is “explosion-proof”.
  • Refrigerator/Freezer must meet the requirements of NFPA 45-11.3.2.3 (2024 edition) as being approved for Class I, Division 1 or 2 locations and shall be installed in accordance with Article 501 of NFPA 70, National Electrical Code. Thermostat and compressor components must be isolated outside of the storage compartment within a vapor-proof enclosure. Electrical connections must be made by hardwiring to prevent sparking and accidental disconnection.
  • Interior storage area/compartment of device must be sealed, vapor/fume proof and be free of any ignition/spark generating components (i.e., no thermostat, no lights, no icemaker, etc.).
  • Refrigerator/Freezer must be manual defrost.
• Prefer that all (3) Categories/Types be CFC and HCFC free refrigeration system and insulation.
• Prefer that all (3) Categories/Types be EPA Energy Star rated.