APS TECHNICAL UPDATE - No. 22

Subject: Policy and Procedure for Use of Third-Party Contractors at the APS

For additional information contact:

or

Bruce Glagola - User Safety Coordinator
glagola@aps.anl.gov
telephone 630-252-9797

Updated: October 4, 2007

Policy and Procedure for Use of Third-Party Contractors at the APS

November 16, 2000

Policy:

1. The APS will make licensed and qualified electricians, pipefitters, carpenters, and other "skilled trade" workers available to APS Users for those beamline construction and installation tasks (hutch installation, electrical distribution, pipefitting, etc.) that require these types of workers, and for any other tasks that Users wish to have done by such workers. User institutions may not contract directly with contractors for any construction work on the APS site. Two mechanisms are in place to provide assistance with construction work: Contract Construction, and Time-and-Materials (T&M) Construction using a Service Request Order (SRO). Examples of construction work include:
   

• Changes to the physical plant, including any drilling into floors, walls or ceilings, or altering of any permanent structure.
• Use of industrial lifts, scaffolds or cranes.
• "Hard-wire" installation or tie-in to facility utilities, including electrical, plumbing, ventilation, or water systems.

2. The APS will routinely permit purchase orders or other agreements between User institutions and third parties for work at the APS site by the third party, if the User institution has signed an APS User Agreement or a contract to operate an APS beamline, and if the scope is limited to the following types of work:
   

• Installation work that is incidental to the User institution’s purchase of a piece of technical equipment (goniometer, computer, mirror, vacuum chamber, etc.), and which does not require construction activities (hutch installation, electrical distribution, pipefitting, etc.) to be performed by the third-party contractor.

OR

• Installation, maintenance, or repair of User-owned equipment (such as repairing a fax machine, assembling furniture, or calibrating an instrument).

The User will be responsible for ensuring that each approved third party complies with the provisions of the Collaborative Access Team (CAT) Safety Plan while working at the APS.

3. The contractor will use ANL rigging services if the work involves the use of a rider-operated forklift.

Procedure:

1. The CAT shall complete Part 1 of an "APS Work/Project Checklist" form (UO-38) and submit it to an APS Floor Coordinator, or if the work is T&M construction, the CAT shall complete an SRO (UO-03) in place of Form UO-38. These forms provide an advance notice of the required starting date and a description of the scope of the work.
   
2. The Floor Coordinator will review the scope of the work and determine which of the three methods shown below will be used. Any questions will be referred to APS Procurement for resolution by that office.
   

• If the requested work is T&M Construction, the Floor Coordinator will forward the completed SRO to the APS Operations Division (AOD) Technical Representative. The AOD will manage the T&M activity. Work records are available for CAT review through the Floor Coordinator.

OR

• If the requested work is construction, other than T&M construction, the effort must be carried out under the provisions of an ANL contract requested by the APS Conventional Facilities Group.

OR

• If the requested work is determined not to be construction, the Floor Coordinator will deliver the request to the AOD ES&H Coordinator for determination of the job safety requirements.

3. The Floor Coordinator will work with the CAT and the AOD ES&H Coordinator to ensure completion of all work entry requirements.
   
4. The Floor Coordinator will arrange for gate passes, safety training, and dosimeters, if applicable, for the contractor.
   
5. The contractor will complete all necessary orientations.

The contractor will proceed with the work under CAT and APS oversight. The CAT has the primary responsibility for service contract work and the APS has the primary responsibility for construction activities.

 

Note:  This Policy and Procedure dated November 16, 2000 has been updated to reflect the current organization responsible for coordination, the APS Operations Division.