Procurement Services
ESH&Q Responsibilities - SOTR's
Throughout the procurement process Jefferson Lab's Subcontracting Officer's Technical Representatives (SOTR) have numerous responsibilities associated with ensuring that any work which is subcontracted meets Jefferson Lab's needs. Included in those responsibilities is the critical role the SOTR plays in all aspects of Environment, Safety, Health and Quality (ESH&Q) matters related to the subcontract and subcontractor's performance. Those responsibilities are detailed in the Jefferson Lab ESH&Q Manual in Chapter 3420: "ESH&Q Aspects of Procured Services and Construction", and Chapter 3410: "ESH&Q Aspects of Material Acquisitions". Summarized below are important ESH&Q responsibilities SOTRs must address during the planning, design, performance, and acceptance phases of a procurement.
Planning and Designing Procurements
- Evaluate the ESH&Q implications of material or services being purchased.
- Evaluate potential hazards to subcontractor employees working on site and require Jefferson Lab conducted awareness training when appropriate.
- Evaluate potential for operational hazards to Jefferson Lab employees as a consequence of the work.
- Perform a task hazard analysis as needed (ESH&Q Manual 3210: Hazard Identification and Characterization).
- Consult with division ESH&Q professional staff as appropriate.
- Ensure that appropriate levels of ESH&Q specifications are determined and invoked for the project.
- Participate in pre-bid and pre-performance meetings with subcontractors and ensure ESH&Q expectations are clearly understood.
During Performance
- If a subcontractor safety plan and/or activity hazard analysis is required, review plan and/or activity hazard analysis and solicit additional review by appropriate ESH&Q staff.
- Provide staff for project oversight who have experience with routine ESH&Q practices and seek support from ESH&Q professional staff for special or controversial situations.
- Ensure subcontractors adhere to ESH&Q specifications and to Jefferson Lab practices and policy.
- Document ESH&Q deficiencies and ensure corrective action.
- Issue a stop-work order on the spot if subcontractor is creating an imminent danger (ESH&Q Manual 2310: ESH&Q Concern Resolution).
After Performance Completed
- Evaluate subcontractor's ESH&Q performance and eligibility for future work. Documented deficiencies during performance should be used to substantiate recommendation.
- Report consistently poor ESH&Q performance to Mark Waite, Procurement Director (x-7532 or e-mail to waite@jlab.org).