BEFORE YOU BEGIN
How do I know if my subcontract requires Work-on-Site exhibits?
- Will the LANL subcontractor be required to come onto LANL property to work? YES, then Work-on-Site Exhibits required.
- Will the LANL subcontractor require access to LANL networks (other than guest networks) such as Yellow or Turquoise? YES, then Work-on-Site Exhibits required.
- Will the LANL subcontractor require a LANL CryptoCard? YES, then Work-on-Site Exhibits required.
- Will the LANL subcontractor visit LANL property less than 10 days over a 12-month period solely for the purpose of meetings or presentations as stated in the Subcontract Documents and not to conduct any work? YES, then NO additional Work-on-Site exhibits are required.
EXAMPLES: PERFORMED UNDER SUBCONTRACT
- University student working at LANL for the summer: YES, University Work-on-Site Exhibits F,G,H.
- University professor with CryptoCard to access data from University on LANL server: YES, Work-on-Site Exhibit G.
- Student at University with CryptoCard to access LANL email account: YES, Work-on-Site Exhibit G.
- Student coming one time to LANL to give presentation on project: NO, NOT Work-on-Site.
- Professor doing computations at university on university computer on LANL data provided on thumb drive NOT accessed through LANL networks: NO, NOT Work-on-Site (BUT need Cyber Exhibit G because it is LANL Data on non-LANL computers).
- Professor provided LANL computer to access LANL Networks: YES, University Work-on-Site Exhibit G.
- Professor who will come to LANL one time to work with staff in a Laboratory: YES, University Work-on-Site Exhibits F,G,H.
- Professor will be doing commercial work at LANL: YES, BUT will require long form Exhibit F,G,H as commercial work not covered by university F,G,H.
- Professor who will come for four visits to give briefings only: NO, not Work-on-Site.
There are four general steps for Work-on-Site.
Why are these forms needed?
LANL is managed under a Federal contract, and many of the clauses “flow down” to our subcontractors. Normally, our subcontracts have substantially longer forms for work-on-site that put the burden of responsibility for safety, security and quality assurance on the Subcontractor.
However the university subcontracts are considered special collaborations and these short (in the case of Exhibit F and H – ONE PAGE) “Delegation of Authority/Responsibilities” forms allow the delegation of responsibilities for the subcontractor worker(s) back to the LANL RLM who is responsible for the work associated with the subcontract.
Note: for non-university subcontracts, there are substantially longer forms that put the burden on the subcontractor, hence these forms “delegate” the responsibility back to the LANL RLM.
As long as the work is non-commercial, R&D, non-sensitive unclassified and will be open for public release, these forms may be used. In special situations, longer Exhibits for university subcontracts may be required – at the discretion of the Security, Legal (and more rarely ES&H or QA) personnel.
But in general, these shorter forms suffice.
These forms put the responsibility on Los Alamos National Laboratory's Responsible Line Manager (RLM) for managing University personnel when they are onsite at Los Alamos.
Fill out forms and submit
- Exhibit F: download
- What it Is: Exhibit F, a one-page form, comprises environment, safety, and health requirements the Laboratory applies to subcontractors performing work-on-site
- When is Exhibit F needed: When physical work will be done at LANL or in LANL-leased space
- What you need to complete the form:
- Your completed Exhibit D “Scope of Work”
- Purchase Request (PR) Number
- Information about locations the subcontractor will be expected to be doing work at LANL
- Who to contact: Your organization’s ES&H Representative
- Signatures required: Requester, LANL ES&H Representative, RLM or Designee
- The Subcontractor’s signature will be obtained by Procurement and is NOT needed when submitting the Purchase Request (PR)
- Additional Information: https://int.lanl.gov/safety/exhibit-f/index.shtml
- Exhibit H: download
- What is it: Exhibit H is a one-page form required to identify, document and communicate quality requirements to subcontractors applicable to a given procurement of items or services.
- When is Exhibit H needed: For universities a short version of Exhibit H where either a university or other educational entity or non-profit organization is collaborating with LANL personnel involving ML-4 on-site activities is used. In this case, the LANL Responsible Line Manager (RLM) is responsible for the quality assurance (QA) compliance requirements on behalf of the subcontractor.
- What you need to complete the form: Your completed Exhibit D “Scope of Work” documenting that this is a university subcontract; purchase request (PR) Number.
- Who to contact: Your organization’s Quality Assurance Representative (or Miller Collins if your organization does not have one).
- Signatures required: LANL Quality Assurance (QA) Representative, Responsible Line Manager (RLM) or Designee.
- The Subcontractor’s signature will be obtained by Procurement and is NOT needed when submitting the Purchase Request (PR).
- Course RR#34421 P850 AdSTR Initial Training
- Course RR#33756 P580 AdSTR Annual Refresher
- The LANL Administrative Subcontract Technical Representative (AdSTR), otherwise known as the Requester or Technical Contact, is required to complete the AdSTR Training Course. This is an on-line training that includes a brief quiz and is accessible through UTrain.
- Please submit a copy of the certificate of completion with the Purchase Request.
- Exhibit G: download
- When is it used: Exhibit G is required for all on-site work at LANL or in LANL-leased facilities, or work on LANL networks (except visitor network)
- What you need to complete the Exhibit G:
- Your completed Exhibit D “Scope of Work”
- PR Number
- Specific information about the scope of work; location of work; types of network; etc.
- Signatures required: Requester (same as AdSTR); Deployed Security Officer (DSO) or Security
- Program Lead (SPL); and Responsible Line Manager (RLM)
- Additional Information: https://int.lanl.gov/security/ExG.shtml