Chapter 49 Table of Contents. View the entire chapter in a PDF format. Please use the pdf for printing.

Requirements:
General (5.1)

SLAC Point of Contact

For every service subcontract established, a SLAC point of contact will be assigned to act as its custodian and to ensure the subcontractor completes work safely, according to SLAC requirements and contractual expectations. The types of service subcontract work may vary from small-scope, low risk work (such as a one-week computer or clerical support contract) to extended-scope, high risk work (such as ongoing hazardous waste handling or tree trimming). Depending on the size, complexity, and risk level of the subcontracted service work, SLAC assigns a point of contact based on a tiered approach.

Note: Only university technical representatives (UTRs) are eligible to oversee moderate or high risk subcontracted work as the SLAC point of contact.

Note: The SLAC University Technical Representative Requirements and Procedures for Construction. [pdf] applies mainly to construction work. Chapter 49 requires UTR involvement for moderate and high risk service work, and therefore this chapter should be referenced along with the UTR guide when UTRs are assigned to oversee service activities.

The role of SLAC point of contact, as used in this chapter, may be played by any of the following:

1. Project manager (PM). This person oversees the completion of complex service work (including high or moderate risk work) that requires SLAC coordination of scheduling, budget, and performance. The project manager is usually assigned by the organization sponsoring the work. For high- and moderate- risk work, a UTR must be assigned to work with the project manager.
2. University technical representative (UTR). This person is assigned by the project manager, supervisor, or the requestor for high or moderate risk service work, for all work scheduled off-hours, and for work inherently complex in nature or scope. The UTR may act as the point of contact working under the supervision of a project manager, or may be the primary point of contact for a service subcontract, depending on the scope, nature, and location of the work (see the SLAC University Technical Representative Requirements and Procedures for Construction).
3. Facilities technical services representative (FTSR). When assigned by a project manager or supervisor, a FTSR becomes the SLAC point of contact and administratively manages small purchase order service work not requiring project manager or UTR oversight due to its simplicity, restricted scope, and low or very low risk categorization.
4. Buyer/contract administrator (B/CA). This purchasing representative manages low and very low risk service subcontracts as the POC when there is no singularly-identified customer, the work is not a project, and the subcontract covers multiple locations and divisions, such as water delivery, catering/cafeteria services, and vending machines.
5. Department manager or supervisor. This person may be the requestor or approver of the purchase requisition and is usually from the group sponsoring the work. A department manager or supervisor is eligible for POC assignment on low and very low risk work only.

Risk Categorization

As the types of subcontracted service work are varied, SLAC has segregated the associated levels of risk of subcontracted services into four categories (see Service Subcontractor Safety: Risk Categorization Reference [pdf]):

1. High risk
2. Moderate risk
3. Low risk
4. Very low risk

These categories provide the basis for the determination of subcontractor training requirements, the level of detail required in their safety documentation, and the amount and type of POC oversight required. All service subcontracts must be classified according to this scheme.

Planning and Document Review

Depending on the assigned risk categorization level, the service subcontractor will prepare and submit various types of safety documentation, such as the pre-work hazard analysis (PWHA), job safety analysis (JSA), and site-specific safety plan (SSSP). This documentation will be reviewed for completeness and quality by SLAC personnel (see Service Subcontractor Safety: Risk-based Safety Documentation Requirements [pdf]).

Notification and Hours Worked

The subcontractor must notify the SLAC point of contact prior to the day(s) their staff will be on site.

Safety Assurance

Service subcontractor work is subject to review by project managers, FTSRs, UTRs, safety inspectors, and other SLAC points of contact, who monitor field activities on a regular basis. Subcontractor supervisors will inspect their worksites to minimize the possibility of injury to personnel, damage to property, adverse effects to the environment, and disruptions or delays resulting from accidents, fires, or hazardous material incidents.

The frequency and scope of worksite inspections will depend on

• The number and type of hazards involved (such as work at elevations, confined spaces, chemical use)
• The level of risk to personnel, property, and the environment
• The presence of qualified safety and health personnel assigned to the work crew
• Previous experience with the subcontractor

Recordkeeping

The subcontractor will keep inspection documentation for a minimum of six months after the date of inspection and will make it available to SLAC upon request. Documentation may include completed and signed logs, checklists, and so on.

Stopping Unsafe Activities

Detailed information about stopping unsafe activities and subsequent response and mitigation efforts is provided in Chapter 2, "Work Authorization".

A stop work order (see Section 4, “Definitions”) may be issued by the B/CA in accord with Work Authorization: Subcontractor Stop Activity/Work Requirements. [pdf]

Incident Reporting

Subcontracted service personnel must report all incidents that occur at SLAC in the course of their work to their primary SLAC point of contact (see Incident Investigation: Subcontractor Incident Reporting Procedure [pdf]).

Emergency Service Work

During normal working hours, the requestor contacts SLAC Purchasing to acquire emergency subcontracted services. After hours the requestor may contact the service subcontractor directly and must verify the requirements in this section are met.

The subcontractor responding to an emergency call must have in place pre-work hazard analysis (PWHA) documentation (see Section 5.1.2, “Risk Categorization”). Prior to starting work the subcontractor must agree to comply with SLAC ES&H requirements for the duration of the performance of the work.

If subcontractor personnel have not yet completed required SLAC-specific ES&H orientation and training, but have otherwise proven their competency in their trade as needed to do the work, they must be accompanied by the UTR or project manager (for high and moderate risk work), or other assigned POC (for low and very low risk work).

After Hours Emergency Service Work

A UTR or project manager should be present while work is being performed during off-hours. If neither is available due to the emergency nature of the work, or if the work is categorized as low or very low risk, the POC or person requesting the work must assign a SLAC representative to oversee the service subcontractor's activities at the jobsite until one of the following occurs:

1. UTR or project manager arrives.
2. The job is completed and the subcontractor leaves SLAC property.

Personnel

Training

The SLAC point of contact will complete the "SLAC Point of Contact" tutorial prior to assuming any POC responsibilities relating to on-site subcontractor work as required in Section 5.3, “Training”.

The SLAC point of contact will ensure the service subcontracting company employees have received SLAC- and trade-specific training as required in Section 5.3, “Training”.

Badging

The SLAC point of contact will ensure that service subcontracting company employees are badged in accordance with the Site Access and Identification Badges Policy and Procedures. [pdf]

continue to Requirements, Roles & Responsibilities (5.1.10)