HHS0016834 Attachment D Facility Specific Policies.pdf
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- Solicitation number
- HHS0016834
- Issued by
- Travis County, Austin City, Texas
About this file
This file is a facility-specific policies and procedures attachment from the Texas Health and Human Services Commission for contractor work at the Austin State Supported Living Center. The document establishes comprehensive operational and safety requirements that all plant maintenance contractors and their employees must follow while working on campus. Key operational requirements include adhering to a 10 mph speed limit, maintaining daily sign-in and sign-out procedures with badge requirements, keeping work areas supervised and secured with fencing if work extends beyond a single day, and ensuring all trash and debris are disposed of at shift end. The briefing document outlines mandatory safety protocols, including a strict prohibition on firearms, alcohol, and drugs anywhere on campus—even in locked vehicles—with no exceptions permitted. Contractors must maintain tools and equipment within immediate control at all times, ensure unsecured items cannot be accessed by facility clients, maintain professional demeanor, and report any hazards, abuse, or neglect immediately to designated supervisors or the abuse hotline (1-800-458-9858).
The facility-specific policies also address contractor interactions with clients, hazardous material handling, and work authorization procedures. Contractors must speak to clients only if clients initiate conversation, avoid entering private client areas without verification that they are unoccupied, and never provide money, food, cigarettes, or other items to clients regardless of amount. All contractors must receive formal briefing training from the Maintenance Plant Manager or Assistant Plant Manager, with documentation of acknowledgment via signature. No contractor or subcontractor employee may work at the facility without completing this mandatory training. The briefing emphasizes adherence to lock-out/tag-out procedures, identification of hazardous materials such as lead and asbestos, and coordination with the maintenance office regarding daily planned work including building numbers, work scope, and materials to be used.
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Text version
Attachment D
Facility Specific Policies and Procedures
Attachment D
Austin State Supported Living Center Plant Maintenance
Contractor and Visitor Requirements
• No speeding, the speed limit on campus is 10-mph
• Pedestrians always have the right of way
• Always lock all doors to your vehicle & windows rolled up
• Jobsite must remain supervised at all times if the area is not fenced in.
Jobs that cannot be completed the same day must be fenced.
• Must sign in and out on a daily basis, wear the name badge you will receive from maintenance, at the end of the day you MUST return the badge. No badge may be kept each day.
• Trash and debris from the worksite must be disposed of at the end of each shift.
• Maintenance supervisor must be informed of any dangers or hazards in and around a building (examples: gas, water, or power interruptions, open holes in the ground, etc.)
• Keep noise level to a minimum when possible.
• Maintain a professional demeanor at all times. Use of foul or obscene language, or gestures, will not be tolerated.
• Possession of alcohol, smoking and firearms are strictly prohibited.
Signature________________________________Date_________________
Company________________________________Work Site_____________
Contractor Briefing Austin State Supported Living Center
Whenever possible, this briefing should be accomplished in person by the Maintenance Plant Manager or the Assistant Plant Manager. If not, the briefing person (the trainer) needs to go over each of the following points in detail, offering the contractors’ employees an opportunity to ask questions, and the trainer a chance to explain how important it is to strictly follow each of these rules:
• Guns, alcohol, and drugs are not allowed on campus, even in a locked vehicle. There are no exceptions.
• The speed limit on campus is 10mph. Pedestrians and persons on bicycles and golf carts always have the right of way.
• All vehicles must be parked in a parking space (not on the grass), with the windows rolled up and the doors locked. For pickup trucks, or any vehicle with an open storage area, such as a pickup bed, no items which could be used to harm anyone can be left unsecured.
Containers of gasoline and oil (items which could be burned or ingested) are not allowed. Chains, pry bars, tools, etc. that could be used to cut, choke, or otherwise harm individuals also cannot be stored in an open pickup bed.
• When working in an area on campus, either indoor or outdoor, tools that you are using should always be within your immediate grasp, and under control. If an individual can get to a tool faster than you, then you are in error for leaving it there. For example, if you are on an eight-foot stepladder and an open toolbox is on the floor, you are violating this rule. A client can get to that toolbox before you can get down the ladder. An unsecured ladder poses a similar problem. A curious client could attempt to climb that ladder; it could fall on them or they could trip on it. DO NOT leave any tool or piece of equipment unsecured.
• Speak to clients only if they stop and talk to you. Be cordial but do not extend the conversation. Clients will be interested in your work.
There is nothing wrong with them observing your work from a safe distance. If they get too close and could endanger themselves, just stop your work, and ask an employee to move the client away from the immediate work area.
• Do not enter a client bathroom or bedroom unless you are certain that a client is not in that area. Ask any employee to help you. Even the, always knock before you enter a private area.
• If a client interferes with you in a way that you believe is out of the ordinary, immediately contact the Maintenance Department Plant Manager or Assistant Plant Manager.
• If a client asks for money, do not give it to him/her (no matter how small the amount may be). They may be on a strict diet and could buy candy or a coke from a machine with that money. For the same reasons, do not give food, cigarettes or any item whatsoever.
• Keep your work area as clear of debris as possible.
• There are hazardous materials on campus, such as lead and asbestos.
You should be trained to have a basic skill in identifying those hazards.
If you are working in an area which has hazardous material, your supervisor will have been advised of this fact by the Maintenance Plant Manager of Assistant Plant Manager. The whole facility has been surveyed for lead and asbestos, and we know precisely where that hazardous material is located and have advised your supervisor. Do not disturb any hazardous material. If you have a question about how to work around that material, please see your supervisor or the Maintenance Plant Manager.
• If you see abuse and/or neglect, please report it immediately by calling 1-800-458-9858 or contact the Facility Director @ 512-374- 6000. If you see an individual being treated in a manner which you would not want to be treated yourself, it will likely be abuse or neglect, then you must report that immediately. Look on the back of your contractor badge for specific instructions concerning the reporting of abuse and neglect.
• Always work in a safe manner. Use lock out/tag out procedures and equipment. If you have not been trained in lock out/tag out procedures, see your supervisor for appropriate training in that discipline. Again, see your supervisor.
• And one of the most important points - always check in at the maintenance office before you start work each day; and check out at the end of each day. The Plant Maintenance Manager and/or the Assistant Plant Manager must know the planned work for the day (building #, area, scope of work, materials being used, etc.) before you start that work.
If you have any questions concerning the above information, please contact your supervisor, or the Plant Maintenance Office.
All employees who have received this briefing must sign below, acknowledging receipt of this training. No contractor employee (or subcontractor employee) is allowed to work at the Facility unless they have received this training.
Signature_____________________________Date______________
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