SOTR's Responsibility Checklist
Jefferson Laboratory's Subcontracting Officer's Technical Representatives (SOTR) are responsible for providing technical oversight for subcontracted work. The SOTR's responsibilities include the following activities:
- Ensure compliance by the Subcontractor with all site policies and procedures.
- Ensure the Subcontractor fully complies with all Environmental, Safety, Health, and Quality (ESH&Q) concerns as contained in the Jefferson Lab ESH&Q Manual, and described in the subcontract; and serve as the primary liaison between the Subcontractor and Jefferson Lab for all ESH&Q concerns (reference ESH&Q Section 3410, ESH&Q Aspects of Procurements).
- Ensure all Subcontractor work is properly coordinated with affected organizations, including division ESH&Q staff.
- Ensure Subcontractor personnel receive training appropriate to the requirements of the statement of work.
- Monitor and evaluate the Subcontractor's technical performance to determine whether the Subcontractor is performing in accordance with the terms and conditions of the Subcontract.
- Provide clarification and technical direction to the Subcontractor, including assistance in the interpretation of drawings, specifications, or technical portions of the work description; and providing technical data and other information that may be required for performance of the subcontract.
- Monitor receipt, review and approve technical reports, drawings, specifications or other Subcontractor submittals required by the Subcontract.
- Keep Subcontracting Officer fully informed of any technical and quality matters that could impact performance of the Subcontract; and provide assistance in resolving technical and quality problems that arise.
- Promptly notify Subcontracting Officer of any potential change or dispute; and provide recommendations and assistance as required. Only the Subcontracting Officer is authorized to direct changes - see additional guidance Page 2.
- Monitor Subcontractor's progress and report delinquent progress or delivery(s) to the Subcontracting Officer.
- Ensure all property furnished by the Laboratory to the Subcontractor is used effectively, efficiently and is accounted for during terms of the subcontract.
- Promptly inspect and accept goods and services, and report any discrepancies to the Subcontracting Officer. Protect against receipt of Suspect or Counterfeit items, C/SI, (See ESH&Q 3410, Part 4.4.1).
- Monitor amounts paid to subcontractor and funds remaining on Subcontract. If funds remaining are insufficient to cover the work required, send new Purchase Requisition to Subcontracting Officer. Before the Subcontractor can proceed, the Subcontracting Officer must authorize the work.
- Approve invoices for partial deliveries, completed milestones, progress payments; and final payment within sufficient time to meet the payment terms or advise the Subcontracting Officer of the reason(s) for non-approval.
- Immediately notify the Subcontracting Officer of any indication of fraud or other illegal activities associated with the Subcontractor's performance.
- Ensure that technical oversight responsibilities do not interfere with Subcontractor's ability to perform and complete the work as required under the subcontract (this is particularly important under firm fixed price subcontracts).
- Evaluate the Subcontractor's performance upon completion of the work and submit a completed Subcontractor Performance Evaluation form (PD Form 102) to the Subcontracting Officer.
Regarding changes, only the Subcontracting Officer is authorized to direct changes under the subcontract. If a change is necessary or being contemplated, please contact the Subcontracting Officer as soon as possible. The actions that are listed below are considered changes that cannot be directed by the SOTR.
- A change within the general scope of work, affecting the description of the work to be performed, (including applicable drawings, designs, and specifications), the time of performance, or the place of performance;
- An assignment of work outside the general scope of the work covered by this Subcontract;
- Increase the estimated cost for performance of the work, the fixed fee or the time required for performance of the work; or
- Change to any expressed term or condition of the Subcontract.
Please contact the Subcontracting Officer directly if you have any questions regarding the SOTR's responsibilities and authority under a specific Subcontract. However, if you have other questions or need to discuss SOTR responsibilities and authority in general, please contact the JLab Procurement Office, ext. 7203.