DOE Site Office Works to Maintain Contract and Communications

It's nice to know that Jefferson Lab has friends in high places. The employees of the Department of Energy (DOE) Site Office are looking out for Jefferson Lab in Washington, D.C. when it comes to budget, community relations, issue resolution, and aid to the facility. Under the jurisdiction of the Oak Ridge Operations Office and DOE's Division of Nuclear Physics within the Office of Energy Research, the DOE Site Office is responsible for negotiating and administering the DOE contract with SURA for managing and operating Jefferson Lab. They are also responsible for ensuring that all activities performed on site are done in a way that protects the environment, workers, and the public. Their ultimate goal is to do what it takes to make Jefferson Lab a world class institution for nuclear physics research, technology development, and education.

Established in 1986, the DOE Site Office has played an integral part in this facility being built on time and under budget. "Part of our job is to facilitate through the government so that the processes here are being accomplished in the most efficient way," says Jerry Conley, Deputy Site Office Manager. The performance-based contract between SURA and DOE defines the requirements for SURA's management and operation of this laboratory ranging from finance to construction of the experimental halls and other facilities. As representatives of DOE, the Site Office has full contractual authority and is able to make immediate decisions that are in the best interest of the Laboratory. "What makes us different from other site offices is that we have the authority to sign and modify the contract between SURA and DOE here on site," says Wayne Skinner, the Site Office's Business Manager/Contracting Officer. Although contract modifications affecting DOE policy must be coordinated with other Departmental elements, this on site authority eliminates the need to pass all issues through Oak Ridge and Washington, D.C.-allowing for decisions to be made in a timely manner.

In instances when advice is needed from elsewhere in DOE, the Site Office acts as an intermediary for SURA and Jefferson Lab. "Whenever SURA has an issue that needs to be addressed, they can meet with us 'on site' to discuss the issue, and depending on the political sensitivities, we may need to seek advice from Headquarters or Oak Ridge prior to arriving at a decision," said Skinner. As the intermediary between DOE and SURA, the Site Office provides a valuable service by interpreting and advocating the needs of the laboratory and eliminating the need for SURA to work directly with Oak Ridge and Headquarters. "If we were not here on site, SURA would have to work primarily with Oak Ridge. Because of the long distance, communications would be more difficult with added work for SURA," said Barbara Morgan, the Site Office's Environment, Safety, and Health Manager.

The DOE Site Office is also responsible for ensuring that the employees of Jefferson Lab have a safe and healthy work environment. The Site Office works closely with the laboratory's EH&S personnel to guarantee that the laboratory's activities comply with federal and state EH&S laws. Morgan acts as a liaison between Jefferson Lab and regulatory agencies for permit purposes. "The Site Office ensures that the functions here are carried out in a manner that protects the government, Jefferson Lab personnel, the general public, and the environment from hazards arising from the work performed at the laboratory," says Morgan.

Prior to July 1995, the DOE Site Office spent considerable time overseeing the construction and management of Jefferson Lab under a contract that detailed the overall requirements of the work being done here. In July 1995, with the end of construction nearing, the Site Office represented the DOE in negotiating a new contract with SURA that emphasizes performance-based management. "Our new performance-based management contract implements the provisions of the Department's Contract Reform Report and moves the Department into a 'performance' rather than a 'compliance' oversight basis at Jefferson Lab," said Skinner. This contract clearly details all areas in which Jefferson Lab is evaluated and awards points for successful operation. "The negotiated Performance Metrics in Appendix B of our contract evaluate the 8 critical areas of performance, ranging from: Science and Technology, Operations, Scientific and Technical Manpower, Technology Transfer, ES&H, Business Management, Public Outreach and Institutional Management," says Skinner.

In addition to assessing Jefferson Lab's management, the Site Office is working closely with SURA and the DOE Office of Energy Research representatives to develop and implement an effective evaluation system for Jefferson Lab's Science and Technology program as provided by the new contract. To do this, great reliance will be placed on help from scientific experts using the peer review process. During July 16-18, the first Science and Technology Peer Review will be held at Jefferson Lab where a panel consisting of scientists and other Jefferson Lab peers will review how well the Laboratory is meeting the needs of its users in the experimental program, and performing in other scientific and technological areas including theory, accelerator R&D, and technology transfer programs.

Rebecca James, Director's Office Intern

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