Notices to Suppliers
Notice to all Contractors
CNS Subcontractor COVID Testing
For On-site Access
March 2022 Update
Introduction: Following the previously posted announcement on masking guidance, the below guidance will be applicable when the Center for Disease Control and Prevention (CDC) community COVID transmission level status is in yellow or red for our sites. Based on that status, please be prepared to take appropriate actions below before your teams come onsite.
COVID Screening: To ensure the best protection for Pantex and Y-12 on-site personnel (which includes federal, contractor, and subcontractor employees), and in conjunction with the previously announced U.S. Department of Energy (DOE) Order 350.5, COVID Safety Protocols for Federal Contractors, Consolidated Nuclear Security (CNS) will require that any subcontractor, including lower-tier subcontractors, that will have personnel on-site at Pantex or Y-12 or on-site at any DOE- or CNS-leased area establish a screening program for all unvaccinated employees as prescribed in the https://www.saferfederalworkforce.gov/faq/testing/ no later than April 2, 2022. While the Executive Order 14042 (including but not limited to the mandatory vaccination requirement) portion of DOE Order 350.5 is suspended due to the federal court injunction, the remaining portions of DOE order 350.5, including this screening testing, remain applicable. Testing may be done through any means described in the Safer Federal Workforce Testing FAQs, and testing records must be maintained in accordance with the subcontractor’s record-keeping system or the requirements of the subcontract. CNS may request an audit of testing records (appropriately redacted to exclude any Privacy Act information) with reasonable notice.
As part of the screening program, starting April 2, 2022, CNS will require weekly reporting to the subcontract technical representative (STR) identified in the subcontract. At a minimum, the weekly reporting must include the following information:
Note that the data subcontractors provide must include both subcontractors’ on-site employees and any lower-tier subcontractor employees who are on-site. Failure to turn in a weekly report to the STR could result in some or all of the subcontractor workforce being barred from the site.
Quarantine/Return to Work Reminder: CNS would also like to remind subcontractors and lower-tiers of the proper steps to take if an employee becomes symptomatic or tests positive. In general, unless it is an emergency, a subcontractor employee should not use the CNS Occupational Health Services clinic. If an employee answers “yes” in response to any question or symptom on the COVID-19 Screening Questionnaire card before arriving on-site, the employee should contact his or her subcontractor management for guidance. The subcontractor management should inform the STR if there are any impacts to daily work or if there were any potential exposures on-site.
Throughout the COVID-19 pandemic, CNS has required that subcontractors’ return to work protocols for positive, symptomatic, or exposure cases follow CDC quarantine and isolation guidelines in effect on the date of exposure or contact with a COVID-positive individual. CNS continues to expect subcontractors to monitor and follow the current CDC guidelines before clearing personnel to return to work on-site. CNS will be doing likewise and will notify subcontractors of any applicable changes. Proper coordination with the assigned STR and procurement representative will continue to protect the site and subcontract teams.
Y-12 and Pantex Onsite Masking Guidance and CDC Community Levels
March 2022 update
Effective immediately, face coverings are no longer required to be worn on-site at Pantex or Y-12. Subcontractor/Vendor personnel who are unvaccinated should continue to socially distance, where possible. Per National Nuclear Security Administration (NNSA), face coverings are still required in close quarter indoor environments, such as elevators, some shared workspaces, and Sensitive Compartmented Information Facilities (SCIFs).
This posture will be updated in line with the latest Centers for Disease Control and Prevention guidance and color coded system (low: green, medium: yellow, and high: orange) as the CDC determines the community level of each county on a weekly basis. CNS will issue weekly guidance based on that data. We will send notifications of changes as well as post them to the public websites. Additionally, your STR will have the latest information if there is any question.
As masking is only one part of what the new system prescribes, we will be sending out a follow on communication on expectations for unvaccinated personnel testing requirements for onsite access should either site be in a yellow or red status.
Thank you for your efforts in helping us keep the sites, and, more importantly, all of our personnel safe.
NOTICE: Internet Protocol Version p (IPv6) Compliance Requirements
Pursuant to government mandates, it is the intention of Pantex/Y-12 to purchase IT equipment which is IPv6 compliant. Any equipment which is not IPv6 compliant will need to execute a waiver process. This process can be worked in conjunction with the supply chain representative associated with the solicitation and/or purchase order.
For more information related to the IPv6 mandate, please refer to GSA's IPv6 Guidance.
To all CNS Subcontractors,
The below guidance is being sent on behalf of Mr. Jason Eaton, Senior Director, Supply Chain Management (SCM) to inform you of the updated direction being requested of our subcontractors regarding the DOE requirements for the COVID vaccination mandate.
Earlier this month, a federal judge issued a nationwide injunction on the vaccine mandate for federal contractors. This followed a similar injunction issued that prevents the federal government from enforcing the vaccine mandate for federal contractors in three states, including Tennessee. In response to these rulings, the Office of Management and Budget issued guidance through the Safer Federal Workforce Task Force that suspends—effective immediately—the contractual requirement for all subcontractors to be vaccinated or to have a valid exemption in place.
With the suspension of this contractual requirement, CNS subcontractors are not bound by the vaccination requirements previously communicated. In addition to and consistent with the suspension of the contractual requirement to be vaccinated, we are also suspending the monthly subcontractor vaccination reporting at this time. It is important to note, however, that all other workplace safety protocols will remain in effect. Everyone coming on site is expected to wear face coverings, maintain social distancing, and complete the COVID-19 screening questionnaire.
This has been a fluid situation, and the Safer Federal Workforce Task Force notes that the guidance may be supplemented, modified, or vacated, depending on the course of ongoing litigation. In other words, even this latest guidance could be reversed in an instant, depending on what happens in the courts over
the next several days and weeks. We will continue to share information and guidance with you in an open and timely manner as the situation develops.
Updates to the Site access guidance will be forth coming.
Update to Site Access Requirements for the Pantex Plant and the Y‑12 National Security Complex COVID‑19 Vaccine Mandate
dated November 17, 2021
The purpose of this document is to describe the Site Access Requirements for delivery personnel and visitors effective January 19, 2022, and subcontractors effective January 31, 2022.
On October 14, 2021, DOE Order 350.5, COVID Safety Protocols for Federal Contractors became effective for Consolidated Nuclear Security, LLC (CNS). The order requires CNS to follow the Safer Federal Workforce Task Force (Task Force) guidelines, which mandate federal contractor employees to be fully vaccinated by January 18, 2022. The guidelines also provide guidance to visitors to federal facilities.
DOE Order 350.5 also requires CNS to include the order in new service subcontracts, including construction, awarded to any tiered subcontractor, that exceed the simplified acquisition threshold of $250,000 and that require subcontractor personnel to perform work on any federally owned or contracted property. CNS is required to incorporate the order into contracts on the following schedule:
- For contracts awarded before October 15, 2021, where performance is ongoing, the new order must be incorporated when an option is exercised or an extension is made.
- The order must be included in new solicitations made after October 15, 2021.
- New Contracts awarded on or after November 14, 2021, must include the new order.
- NOTE: Incorporation is strongly recommended for contracts awarded between October 15 and November 14, but not required.
Delivery Personnel — An employee of a subcontractor or third-party company that delivers goods in response to a CNS or subcontractor’s procurement action (e.g., FedEx drivers, LTL drivers).
Visitors — A person accessing the site for business interactions including: attending a meeting or conference, vendor demonstrations, touring the site, etc. Visitors typically include personnel that travel from other Nuclear Security Enterprise sites or other agencies such as Department of Defense. Visitors do not perform work or operations. Subcontractor employees who are not badged and visit the sites infrequently will be considered visitors.
Subcontractors/Subcontractor Employees — An employee of a business who is performing work under a subcontract (at any level) to CNS or another authorized Prime Contractor to the NNSA or DOE who executes work on the Y‑12 National Security Complex or Pantex Plant sites, and does not meet the definition of a visitor.
Requirements for Delivery Personnel — Effective January 19, 2022
- Delivery personnel are not required to be vaccinated or show proof of a negative COVID‑19 test.
- Delivery personnel must follow pandemic protocols (e.g., masking, social distancing).
Requirements for Visitors — Effective January 19, 2022
- Attestation of Vaccination Status
- Visitors must attest to their vaccination status before being provided access to the site.
- The visitor must declare if they are:
- Fully Vaccinated — People are considered fully vaccinated for COVID‑19 two weeks after they have received the second dose in a two‑dose series, or two weeks after they have received a single‑dose vaccine.
- Partially Vaccinated — People are considered partially vaccinated for COVID‑19 if they have received one dose in a two‑dose series, or two weeks have not passed since receiving the second dose in a two‑dose series or the single‑dose vaccine.
- Not Vaccinated — People are considered not vaccinated if they have had no vaccine doses.
- Decline to Respond
- CNS will provide an attestation form to visitors.
- Visitors must complete and present a hard copy of an attestation form at Access Control, or other designated personnel for VIP visits, before receiving their site credentials.
- Negative COVID‑19 Test
- Visitors who are not fully vaccinated, or decline to respond, must provide proof of a negative COVID‑19 test conducted no more than three days before the first day of their visit.
- The visitor must provide proof of testing to Access Control, or other designated personnel for VIP visits, before receiving their site credentials.
- For continuous visits that last longer than one week, the visitor must be tested weekly and provide proof of negative tests.
- Visitors must follow all other pandemic protocols implemented through the site‑specific Standing Orders or notifications, as required.
- Failure to follow protocols may result in removal from the site and suspension of future site access.
Requirements for Subcontractors — Effective January 31, 2022
- Subcontractor employees requiring site access must be vaccinated for COVID‑19 or have an approved exemption from their company.
- Subcontractor employees for whom an exemption has been granted must follow their company’s testing protocols.
- The Subcontract Technical Representative, Subcontract Administrator, or any other CNS Procurement Authority may, at any time, request proof of compliance from the subcontractor’s designated point of contact.
- Subcontractors must follow all other protocols implemented through the site‑specific Standing Orders or notifications as required.
- CNS will provide vaccinations to on‑site subcontractor employees, if requested, at no cost.
- Failure to follow protocols may result in removal from the site and suspension of future site access.
- These requirements do not relieve the subcontractor from meeting all other contractual requirements.
Update to COVID Vaccination/Testing Requirement
for CNS Subcontractor Personnel dated October 12, 2021
As an update to the October 12, 2021 e-mail and website posting detailing new COVID Safety requirements at the Y-12 National Security Complex, the Pantex Plant, and any CNS/DOE-owned or –leased area, CNS does not require vaccination/testing prior to subcontractor personnel coming on site at this time. The current COVID control requirements (e.g., masking, social distancing) remain in place. We fully expect that, beginning December 9, 2021, site access will require vaccinations or approved exemptions.
CNS is reviewing and addressing new data and developments, and we anticipate releasing further guidance soon. We encourage all subcontractors to review DOE Order 350.5 and the Safer Federal Workforce site to familiarize your business with what has been put into CNS's prime contract with the DOE/NNSA and how it may affect your work with us.
The requirement to report on the percentage of vaccinated subcontractor employees on site remains in place. CNS expects subcontractors to submit that report by the 15th day of each month until further notice.
Any questions may be addressed to the SubconVaccStatus@cns.doe.gov.
COVID-19 Vaccination/Testing Requirements for CNS Subcontractor Personnel
Dated October 12, 2021
On July 29, 2021, the Administration’s Safer Federal Workforce Task Force issued COVID-19 Workplace Safety: Agency Model Safety Principles (Agency Model Safety Principles), which directs Agencies to ask about the vaccination status of Federal employees, on-site contractor employees, and visitors to Federal buildings and sites. In addition, Federal employees, on-site contractor employees, and visitors must attest to the truthfulness of the response they provide.
The Department of Energy (DOE) updated the operating procedures in its DOE COVID-19 Workplace Safety Framework in accordance with the Agency Model Safety Principles. It is essential that Management and Operating (M&O) and Major Site and Facility contractor and subcontractor employees comply with the new safety protocols to ensure the health and safety of the workforce. Therefore, the National Nuclear Security Administration (NNSA) requires Consolidated Nuclear Security, LLC (CNS) to comply with these workplace safety principles.
Consequently, and consistent with this requirement and any applicable collective bargaining obligations, CNS's subcontractors, and their lower-tier subcontractors at any level, are required to have a system in place to ensure all employees and subcontractor employees accessing the Y-12 National Security Complex, the Pantex Plant, or any CNS-owned or –leased area or DOE-owned or –leased area, have attested to the truthfulness of their vaccination status as fully vaccinated, not yet fully vaccinated, unvaccinated, or declining to respond by October 15, 2021.
When requesting this information, the subcontractor must comply with any applicable Federal, state, or local laws, including requirements under the Privacy Act and any applicable collective bargaining obligations. The subcontractor will collect and maintain its own record of this information for all subcontractor employees. And, the subcontractor will report the number and percentage of subcontractor and lower-tier subcontractor employees that have been fully vaccinated as requested by CNS, the NNSA, or the DOE COVID-19 Response Team. This reporting requirement will begin October 15, 2021 and will continue with reports due on the 15th day of each month until further notice and will be submitted to CNS through the COVID Subcontractor Vaccination Status email collection inbox.
CNS's expectation is that the reported number represents your total workforce’s vaccination status, including that of any lower-tier subcontractors, as of the last twenty-four hour period before collecting your report. The report should include the total number of employees and the total number of those vaccinated. You may use this format with the understanding that all numbers apply only to those workers on-site at Y-12 or Pantex, or in a CNS- or DOE- owned or leased facility:
- Subcontractor to CNS
- Total number of vaccinated
- Total number of employees
- Subcontractor’s Lower-Tier Subcontractors
- Total number of vaccinated
- Total number of employees
Subcontractor and lower-tier subcontractor employees who are unvaccinated or decline to attest to their vaccination status will be treated as unvaccinated under the DOE workplace safety protocols. Such employees will be required to participate in their employer’s directed testing program for COVID-19 and will be tested at least once every week. The subcontractor must flowdown this testing requirement as applicable. Employees entered into the testing program will be required to carry their attestation form or proof of a negative test — no more than three days old — when accessing the Y-12 National Security Complex, the Pantex Plant, or any CNS–owned or –leased area or DOE-owned or –leased area. These employees may be required to provide proof of their ability to be on-site if requested by CNS or the DOE/NNSA.
All subcontractor personnel are also required to follow all signage posted in CNS–owned or –leased areas or DOE-owned or –leased areas regarding mask usage and comply with all instructions that have been issued by CNS or the DOE/NNSA. Such instructions may include symptom screening, and failure to comply with such instructions will result in the individual’s removal from the facility. Continued noncompliance may result in placing individuals on CNS's “Do Not Access” list. Placement on this list could prohibit those individuals from accessing the Y-12 National Security Complex or Pantex Plant again, on any future subcontract, or under any other supplier.
The subcontractor community plays a vital role in achieving our national security mission, and we wish to express gratitude to the subcontractor employees who have been part of our frontline workforce throughout this pandemic. CNS will continue to share relevant updates regarding the DOE/NNSA operating and testing requirements as more information becomes available.
If you have any questions concerning this posting or need further clarification of the vaccination reporting requirement please submit them to the COVID Subcontractor Vaccination Status email.
Pantex: Supplier COVID-19 Awareness Notice
Dated: August 17, 2021
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
as of July 29, 2021
During Stage 2 Resumption of Operations for Badged & Unbadged
as of July 29, 2021
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.
As the Holiday Season approaches, please be reminded of CNS’s commitment to conducting all business activities in compliance with the highest standards of professional and ethical conduct and to complying with the ethical standards of CNS, its suppliers, subcontractors and customers, and applicable laws and regulations.
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: firstname.lastname@example.org, for Pantex: email@example.com.
- 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.