IFB_1100_DPL1010_ATT_21_v1.pdf
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- Solicitation number
- IFB 1100 DPL1010
- Issued by
- Texas
About this file
This file is an internal Guidelines and Work Processes document (GWP-2020-0003) issued by the City of Austin's Austin Energy department establishing a Tobacco-free Worksite Policy. The policy applies to all employees, visitors, contractors, and consultants at all Austin Energy worksites, including facilities, grounds, parking areas, and vehicles owned, operated, or leased by Austin Energy, as well as job field sites. The policy prohibits the use of all tobacco products, including cigarettes, cigars, chewing tobacco, snuff, pipes, snus, and electronic smoking devices, at any time on Austin Energy worksites. The document requires that all job announcements, postings, employee orientation programs, Requests for Proposals (RFPs), and Requests for Qualifications/Quotes (RFQs) clearly communicate the tobacco-free worksite requirement. No designated tobacco use areas are permitted on any worksites, and littering of tobacco-related products is prohibited. The policy became effective on April 1, 2018, with the most recent revision (version 1.2) dated June 21, 2021, and is scheduled for next review on July 20, 2022.
Compliance with the Tobacco-free Worksite Policy is mandatory for all individuals at Austin Energy worksites with no exceptions. Self-enforcement is expected, and violations may be reported by employees to their supervisor, manager, or the supervisor of the individual breaching the policy. Violations will be enforced through established City of Austin and Austin Energy personnel policies and procedures. The policy document was approved by Vince McGlone, Facility Process Manager and GWP Owner, on July 26, 2021, and by Lisa Martin, Director of Corporate Compliance Programs, on July 23, 2021. This is an internal policy document with no associated contract, pricing terms, set-asides, or funding requirements; it serves as a standard requirement to be included in all future procurement documents issued by Austin Energy.
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Text version
4/1/2018
GWP-2020-0003
AE VITAL RECORD
City of Austin – Austin Energy
Effective Date:
Document #:
Guidelines and Work Processes © Austin Energy – All Rights Reserved
For AE Internal Distribution Only Uncontrolled when downloaded or printed
Guidelines and Work Processes
Title: Tobacco-free Worksite Policy Workgroup:
Environmental Health & Safety Services
Document #: GWP-2020-0003 Revision No.: 1.2
GWP Owner: Vince McGlone Review Owner: Vince McGlone
GWP Author(s): Jeffery Hill SME(s): Vince McGlone
Last Review Date: 7/21/2021 Next Review Date: 7/20/2022
Table of Contents
DESCRIPTION/PURPOSE
DEFINITIONS
SCOPE
ROLES/RESPONSIBILITIES
GUIDELINES/PROCESS
RECORDS RETENTION
REVISION HISTORY
REVIEW LOG
AE VITAL RECORD
City of Austin – Austin Energy
Effective Date:
Document #:
Guidelines and Work Processes © Austin Energy – All Rights Reserved
For AE Internal Distribution Only
DESCRIPTION/PURPOSE
Austin Energy is committed to providing safe and healthy worksites while promoting the health and well-being of its employees. Personal health and safety hazards related to the use of all tobacco products are numerous and have been well documented. The health hazards related to smoking impact both smokers and non-smokers who are exposed to secondhand smoke. Austin Energy cares about the health and safety of each and every employee, and its intent is to provide all employees and visitors with a work environment conducive to good health and safety.
DEFINITIONS
Term Definition
Employees Includes regular employees (whether full or part-time), temporary employees, and interns.
Worksites The facilities and grounds owned, operated or leased by Austin Energy, including buildings, parking lots, parking garages, Austin Energy owned and leased vehicles, and personal vehicles parked within worksite boundaries of Austin Energy. This includes job field sites
Tobacco Use Use of cigarettes, cigars, chewing tobacco, snuff, pipes, snus, electronic smoking devices, and any non-FDA approved nicotine delivery device.
Electronic Smoking Device
Any electronic oral device, such as one composed of a heating element, battery, and/or electronic circuit, which provides a vapor of nicotine or any other substance, and the use or inhalation which simulates the smoking of a tobacco cigarette, pipe or cigar. “Electronic smoking device” includes any such device, whether manufactured, distributed, marketed, or sold as an Electronic smoking device, an electronic cigar, an electronic cigarillo, an electronic pipe, electronic hookah, or under any other similar product name or descriptor, and any aerosol, liquid, or vapor used in such a device. The term electronic smoking device does not include any asthma inhaler or other devices that may be specifically approved by the United States Food and Drug Administration as a nicotine delivery device.
RFP Request for Proposal RFQ Request for Qualifications / Quotes
SCOPE
This policy applies to the following individuals at all times while on Austin Energy worksites
Employees
AE VITAL RECORD
City of Austin – Austin Energy
Effective Date:
Document #:
Guidelines and Work Processes © Austin Energy – All Rights Reserved
For AE Internal Distribution Only
• Visitors
• Contractors and consultants
This policy will be clearly communicated to all employees, prospective employees, contractors/consultants, and visitors to our worksites.
All job announcements and postings will include language indicating that Austin Energy adheres to the Tobacco-free Worksite Policy and the use of tobacco products is not acceptable at any current or future worksite locations.
A section on the Tobacco-Free Worksite Policy is included in the required orientation program for all Austin Energy employees. All RFPs and RFQs will clearly communicate that our worksites are tobacco-free.
ROLES/RESPONSIBILITIES
• Self-enforcement is expected.
• All employees are encouraged to communicate the Tobacco-Free Worksite Policy with courtesy and diplomacy to other employees, contractors/consultants, and visitors at the designated tobacco-free worksites.
• Violations may be reported by employees to their supervisor/manager or the supervisor/manager of the individual breaching the policy.
• Compliance with the Tobacco-Free Worksite Policy is mandatory for all employees, contractors, and persons visiting Austin Energy, with no exceptions. Violations will be enforced through established City of Austin and Austin Energy personnel policies and procedures.
GUIDELINES/PROCESS
• Tobacco use and electronic smoking device use are not permitted at any time on Austin Energy worksites, including personal vehicles parked in Austin Energy parking lots, including future acquired worksites.
• There will be no designated tobacco use areas on Austin Energy worksites.
• Littering of tobacco-related products on the grounds or parking lots is prohibited.
• Austin Energy strives to be a good neighbor in the community, and as such we discourage the use of tobacco products on the property of nearby businesses and residences.
RECORDS RETENTION
Refer to the Austin Energy Records Control Schedule, your office Information Management Liaison, or contact the Austin Energy Records & Information Management Team at AERIM@austinenergy.com for guidance on retention or disposition of records associated with this GWP.
mailto:AERIM@austinenergy.com
AE VITAL RECORD
City of Austin – Austin Energy
Effective Date:
Document #:
Guidelines and Work Processes © Austin Energy – All Rights Reserved
For AE Internal Distribution Only
REVISION HISTORY
Revision Date Revised By Revisions Made
1.0 1/31/20 Jeffery Hill Original document created
1.1 6/9/2020 Paul Schmuck Deletion of locations
1.2 6/21/21 Vince McGlone GWP Owner, Review Owner, & SME updated
REVIEW LOG
Date Reviewed By Reviewer’s Title 6/1/2020 Lisa Martin Director, Corporate Compliance Programs (Interim)
AE VITAL RECORD
City of Austin – Austin Energy
Effective Date:
Document #:
Guidelines and Work Processes © Austin Energy – All Rights Reserved
For AE Internal Distribution Only
APPROVALS
GWP Owner Printed Name: Vince McGlone
Signature:
Title: Facility Process Manager
Date: 7/26/2021
Records & Information Management Printed Name: Lisa Martin
Signature:
Title: Director, Corporate Compliance Programs
Date: 7/23/2021
| DESCRIPTION/PURPOSE |
| DEFINITIONS |
| SCOPE |
| ROLES/RESPONSIBILITIES |
| GUIDELINES/PROCESS |
| RECORDS RETENTION |
| REVISION HISTORY |
| REVIEW LOG |
| APPROVALS |
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