Notices to Suppliers

Pantex: Supplier COVID-19 Awareness Notice

Dated: August 17, 2021

All subcontractors and visitors must don face coverings upon entry to the Pantex or Pantex leased facilities, including security checkpoints. This includes all passengers in any vehicle entering and traveling at Pantex or leased sites. Face coverings must not interfere with other prescribed personal protective equipment. Face coverings can be temporarily removed for eating, drinking, performing personal hygiene activities, exchanging for a new face covering, when in an isolated space (e.g., alone in an office or vehicle), when non-vaccinated outside and isolated from other workers, or if vaccinated and outside. All visitors must lower or remove face covering at the request of Security Police Officers. Face coverings and social distancing are required in ramps, corridors, and other common spaces.

Process to Access the Pantex Plant
During Stage 2 Resumption of Operations for Badged & Unbadged
Suppliers/Vendors/Delivery Drivers
as of July 29, 2021

Purpose:
Consolidated Nuclear Security, LLC. (CNS), the managing and operating contractor (M&O) for Pantex (Amarillo, TX) continues in COVID-19 resumption of operations. This means CNS has returned to normal facility operations. This process has been revised from the last correspondence dated July 20, 2021 and documents how CNS will manage and control access to the site for those required to perform work on site, for both badged and un-badged visitors, including subcontractors, suppliers, vendors, and delivery drivers. The Shipping and Receiving facility at Pantex site is open for operations during the hours of 7:00 AM – 4:00 PM, Monday – Thursday. For the remainder of COVID-19 conditions, the Supply Chain Management Organization (SCM) will otherwise restrict all non-essential visits.

Wednesday July 28, the Department of Energy adopted Centers for Disease Control and Protection guidance that requires people—regardless of vaccination status—in areas with “substantial or high transmission” to wear a face covering.

  • Potter and Randall counties are having high rates of transmission.

Therefore, effective Monday, August 2, personnel and visitors must adhere to the following requirements:

Face coverings must be worn while in Pantex buildings and leased spaces except:

  • If you are vaccinated and outdoors (this includes construction work). Unvaccinated people must wear a face covering when outdoors unless they are at least six feet from others.
  • When alone in a cubicle or office.
  • Face coverings must be worn when in a vehicle with another person.
  • Face coverings must be worn when approaching and going through security checkpoints. Please lower or remove the covering so that identification can be verified.

The sites’ standing orders are being updated to reflect these changes. It is our expectation that you and your teams adhere to the standing orders. We have done a great job of keeping on-site transmissivity of the virus low. To maintain this, especially among the growing number of cases, we must:

  • Perform self-screening before coming to work.
  • Wear face coverings.
  • Sanitize/wash hands and frequently touched surfaces.
  • Social distance as much as practicable

All subcontractors, suppliers, vendors, and delivery drivers must continue to follow the below Stage 2 COVID-19 requirements.

See the Pantex Site Entry Process During COVID-19 Pandemic factsheet for more information. (This form is cleared for employees to print at home on non-GFE printers)

Process for pre-screening of un-badged requiring site entry:

Effective immediately, all host organizations/STRs that require on-site contractor, vendor, supplier, or external delivery services during Stage 2 will provide a list of unbadged personnel 48 hours prior to the on-site need to Occupational Health Services (OHS) and instruct associated personnel to contact the Pantex OHS at 806.573.1396 to complete a medical risk assessment screening and report travel within the last 14 days.

OHS will notify the Badging Office with results of screenings.

Reference: Corona Virus - Traveling Within the USA

Based on the results of the screening, on-site contractor, vendor, supplier, or external delivery personnel will receive direction on actions they need to take before they can be issued a badge and permitted on site.

Process for daily screening of all badged personnel requiring site entry:

Every day, prior to arriving at the site all on-site contractor, vendor, supplier, or external delivery personnel must follow the guidance in the Pantex Site Information during COVID-19 Pandemic by taking their temperature and performing a self-screening questionnaire by answering 4 simple questions. If all responses to the questions are “NO” and the temperature read is less than 100.5 degrees personnel may proceed to the site.

*Temperature reads may at certain times also be taken on any individual upon approaching the portal entry point, as directed by the CNS Medical Director.*

Any contractor, vendor, supplier, or external delivery personnel with a temperature reading of 100.5 or greater, or have answered “YES” to any of the 4 questions or whom feel sick are not permitted on site and should not attempt to access the site.

Anyone who suspects or is later confirmed to be ill after arriving on site or within 14 days of leaving the site shall immediately contact their Pantex STR, employer, and Pantex OHS at 806.573.1396.

Contractor, vendor, supplier, or external delivery personnel are requested to bring personal face coverings (cloth or mask) for voluntary use or if they must work within six feet of other people and there are no other engineered or administrative controls in place; however, it is essential that all visitors follow CDC guidance on ways to prevent the spread of COVID-19 found at: How to Protect Yourself and Others.

Process for deliveries:

  • All truck drivers, including those of subcontractors:
    • Traffic and logistics will be notified of the origin and route of the delivery
    • All drivers shall follow CDC guidance on ways to prevent the spread of COVID-19 found at: How to Protect Yourself and Others
    • Social distancing guidance will apply to all drivers to minimize exposure
    • Drivers with full truck loads will remain in the cab to check into receiving, when possible
    • Drivers with less than truck load deliveries will maintain social distancing while identifying what is to be unloaded to Pantex receiving personnel
    • Drivers with incoming loads will un-strap/un-tarp loads their loads and then distance themselves from the receiving personnel by reentering the cab or moving to a designated location at least 6 ft. from others
    • Pantex receiving personnel will unload the truck
    • Once unloaded and Pantex receiving personnel are clear of the area the Driver will be advised to fasten straps/tarps as necessary for departure
    • Carriers that use tablets or scanners to obtain proof of delivery signatures will type in the receiving personnel’s name, no direct contact by Pantex personnel is permitted
    • Personnel will don gloves if/when exchanging paperwork, and will not share pens
    • Drivers showing signs of illness shall contact Pantex OHS at 806.573.1396 immediately
    • Deliveries from areas with high community spread: Reference Corona Virus - Traveling Within the USA for most current updates
    • Drivers should understand dates of travel to determine potential exposure. Develop plan, case-by-case for handling of materials that cannot be disinfected. Current National Institute of Health (NIH) and Center for Disease Control guidelines are not conclusive on the duration of virus viability on surfaces.
    • All visitors/drivers that become a suspect or confirmed COVID-19 case within 14 days of leaving the site(s) shall contact Pantex OHS at 806.573.1396 immediately.

Differing Professional Opinions Process
CNS is committed to ensuring that all subcontractor employees know they are free to raise Environmental, Safety & Health technical concerns without fear of intimidation, reprisal or retaliation.

DPO Process Notification

Fraudulent Quote Requests/Purchase Order E-Mail Activity

The CNS Supply Chain Management department wants to alert suppliers to an active email scam involving request for quotations and issuance of purchase orders that purport to originate from CNS but are in fact fraudulent. While CNS cannot prevent this illegal activity, we want to inform our supplier community and promote awareness of such events.

We can share some common traits or themes of these fraudulent emails that may help reduce risk to your company in becoming a financial victim of this scam:

  • The email message may be poorly written, with misspellings and awkward sentence structure.
  • The senders email address is not the same as CNS standard email address domain. The email address domain for Y-12: xxx@y12.doe.gov, for Pantex: xxx@cns.doe.gov.
  • The message and purchase order requests shipment/delivery of products to non-CNS facilities.
  • The message will include an attachment that is designed to look like a purchase order, and includes a logo or other graphic, and a signature that may look legitimate.

The message and/or purchase order may even include a signature that looks legitimate, representing one of our management team or buyers.

If you believe you have received a fraudulent email that appears to be from CNS, please forward the message to Y-12's Procurement Department, or Pantex's Procurement Department, in order to verify its legitimacy before responding to the e-mail or fulfilling the order. CNS will not be responsible for invoices for products ordered under this scam.

Suppliers should also contact their local law enforcement if they suspect that they are a victim of this scam. If you have received confirmation that the email is fraudulent, you may also file a complaint directly with the Internet Crime Complaint Center. The IC3 is a partnership between the FBI and National White Collar Crime Center.