Section C Amend. 1.pdf

NATIONWIDE DD&R– FINAL RFP SECTION C

SOLICITATION NO. 89303319REM000052

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Part I – The Schedule

Section C

Performance Work Statement

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Contents

C.1 Transition/Task Order Implementation

C.1.1 Executive Summary

C.1.2 Transition Activities/Task Order Implementation

C.2 Program Support Services

C.2.1 Project Support Performance Requirements

C.2.1.1Project Management

C.2.1.2Project Integration and Control and Earned Value Management

C.2.1.3Performance Measurement Baseline

C.2.2 Project Performance Reporting

C.2.2.1Monthly Performance Report

C.2.2.2Project Review Meetings

C.2.2.3Cost Estimating

C.2.2.4Scheduling

C.2.2.5Risk Management

C.2.3 Environment, Safety, Health & Quality

C.2.3.1Worker Safety and Health

C.2.3.2Industrial Hygiene

C.2.3.3Beryllium Program

C.2.3.4Site Wide Safety Systems

C.2.3.5Radiation Protection

C.2.3.6Quality Assurance

C.2.3.7Training……………

C.2.3.8Environmental Regulatory Management

C.2.3.9Conduct of Operations

C.2.3.10Nuclear Safety

C.2.3.11Personal Property Management

C.2.3.12Government-Furnished Services and Information

C.2.3.13Records……………………………………………………………………………...19

C.2.3.14Contractor Assurance System

C.2.4 Security and Emergency

C.2.4.1Safeguards and Security Coordination

C.2.4.2Classified Visits

C.2.4.3Incidents of Security Concern

C.2.4.4Information Security

C.2.4.5Badging and Access Authorization (Clearance) Processing

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C.2.5 Nuclear Material Control and Accountability (NMC&A)

C.2.6 Telecommunications

C.2.7 Emergency Services & Operations

C.2.8 External Affairs

C.2.9 External Review and Support

C.2.10 Business Performance Requirements

C.2.10.1Business Administration

C.2.10.2Internal Audit

C.2.10.3Employee Concerns Program (ECP)

C.2.10.4Strategic Partnership Projects

C.2.10.5Outgoing Transition

C.2.10.6Pensions & Retirement Health Benefits/Pensions

C.3 Deactivation, Decommissioning, and Removal (DD&R) of Facilities

C.3.1 Facility & Soil Characterization Program

C.3.2 DD&R of Facilities

C.3.3 Environmental Remediation Services

C.4 Waste Support Services

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Contract Purpose and Overview

(a) One of the U.S. Department of Energy’s (DOE) strategic goals is to meet the challenges of cleaning up the nation’s Manhattan Project and Cold War legacy. To accomplish this goal, Environmental

Management (EM) must reduce environmental liabilities through accelerated cleanup of high-risk areas, resulting in risk reduction and returning land for its projected future use. This goal must be accomplished in a manner that is protective of human health and the environment (HHE).

(b) The purpose of this procurement is to establish a contract vehicle that DOE can utilize at sites nationwide to acquire timely, cost-effective, legally sound Deactivation, Decommissioning, and

Removal (DD&R) and associated support services to further the government’s mission toward reducing environmental liabilities. Work under this contract vehicle will support sites located across the United States and will comply with all applicable law and regulations. Using this contract vehicle, DOE EM plans to contract for DD&R work at various locations throughout the United States in support of the U.S. Department of Energy (DOE) including but not limited to Environmental

Management (EM) sites, National Nuclear Security Administration (NNSA), Office of Naval

Reactors (NR) and the Office of Science (SC).

(c) The various elements of each Task Order will have descriptive statements of DOE’s “desired outcome” associated with the performance of each element. That “desired outcome” statement is intended to provide the Contractor with insight regarding DOE’s planning perspective on the objectives that need to be accomplished in order to progress toward completion of cleanup. The term

“End State” is defined as the specified situation, including accomplishment of completion criteria, for an environmental cleanup activity at the end of the Task Order period of performance (POP).

(d) The Contractor is responsible for the performance of the Task Order(s) issued under the Contract including defining the specific methods, innovations, regulatory approach, and graded approaches for accomplishing all work to be performed and managing, integrating, and executing work described in this Performance Work Statement (PWS).

(e) The DOE’s goal is to efficiently optimize the scope, cost, and schedule associated with performance of all work while ensuring quality, protecting the safety of the workers, environment, and the public, to reduce EM’s environmental liability, which will result in meeting the Department’s strategic goals sooner.

(f) The Contractor shall comply with the current applicable regulatory requirements at various sites identified in each individual Task Order.

(g) Unless stated otherwise within each Task Order, the Contractor is assigned lead responsibility for coordination with the regulators to develop an optimum regulatory approach for work under each

Task Order. This authority does not authorize the Contractor to commit the Government without consulting with DOE and gaining its approval as the owner in advance of implementing any proposed changes to the regulatory approach. As part of this responsibility, the Contractor is encouraged to:

(1) Propose changes to the regulatory approach, in coordination with DOE, including changes to current regulatory end points to establish risk-based End States that maintain protection of HHE;

and,

(2) Propose innovations to regulatory strategies and processes that improve total performance.

(h) The Contractor shall not assume that each innovation will result in a change to the regulatory approach. Following consultation and approval by DOE, the Contractor is responsible for

C-5 coordinating with the appropriate site entity and/or regulator to include preparing and submitting all regulatory and supporting documentation. In addition, DOE will perform the following:

(1) Operate as the owner in coordination with the regulators to reach agreement on

Contractor-prepared regulatory and supporting documentation;

(2) Operate as the owner in coordination with the regulators to reach agreement on innovations that require changes to the regulatory approach;

(3) Review, approve, and/or certify, as required, all regulatory and supporting documentation;

(4) Prepare any additional National Environmental Policy Act (NEPA) analyses and/or documentation that may be required; and

(5) Provide existing safety basis documentation for Hazard Category 2 and 3 Facilities.

(i) The Government will conduct audits and surveillances of all aspects of the terms of this Contract to ensure compliance with the terms of this PWS. The results of all audits and surveillances will be resolved with the Contractor.

(j) DOE reserves the right to stop work in accordance with the Section H Clause DOE-H-2021, Work

Stoppage and Shutdown Authorization (Oct 2014)(Revised), if the Government determines that the

Contractor is not in compliance with the terms of the Contract.

(k) Accelerated cleanup (i.e., accomplishing cleanup more cost effectively and efficiently than planned) is a cooperative undertaking that requires the Contractor and the Government to seek innovative approaches to achieve the desired End States. This approach will require DOE and the Contractor to cooperate in creating an organizational culture to facilitate change and a mutual understanding of the technical approach and strategy that will lead to successful achievement of End States to be completed under this Contract. Streamlining the process, challenging requirements, and identifying efficiencies and performance improvements are critical to accomplishing accelerated cleanup.

The Contractor, in partnership with DOE and throughout the Contract ordering period, shall seek to identify requirements and processes that impede progress and recommend efficiencies and performance improvements that reduce the actual cost and/or improve the schedule for the work.

Note: The following is a comprehensive list of PWS elements defining requirements which may be applicable in implementing Task Orders. The PWS elements below are applicable only when required by each individual Task Order.

C.1 Transition/Task Order Implementation

The desired outcome is a smooth Transition/Task Order Implementation of responsibility for execution of the Contract and each Task Order that maintains continuity of operations and avoids or minimizes disruptions to ongoing operations and/or accomplishment of the DOE mission.

C.1.1 Executive Summary

Upon award of the Contract, the Contractor shall release a brief Executive Summary of its offer on the

Contractor’s own website, including the following elements:

i. Name of Contractor including the identification of any teaming partners and subcontractors and a description of the experience that each brings to the project;

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ii. Summary/description of Contractor’s technical approach;

iii. Commitment to small business subcontracting;

iv. Contractor performance commitments; and

v. Brief overview of Contractor’s work on similar projects.

C.1.2 Transition Activities/Task Order Implementation

The main goal of the Transition/Implementation process is to ensure that terms and conditions of the

Contract and each Task Order are fully understood by the Contractor and the Contractor demonstrates readiness to assume responsibility seamlessly prior to assumption of responsibility for performance of the

Task Order. The objectives of Transition/Task Order Implementation are to complete a safe, effective, and efficient transfer of responsibility for execution of the Task Order with minimal disruption to ongoing operations. The following section defines the Transition/implementation requirements which may be applicable for each Task Order:

(a) Submit a Task Order Transition/Implementation Plan to ensure successful completion of all transition/implementation activities necessary to assume full responsibility for execution of the Task

Order. The Task Order Transition/Implementation Plan shall accomplish the objectives of minimizing or avoiding impacts to continuity of sitewide operations, identifying key issues and approaches to resolution, and overcoming barriers to a successful Transition/Task Order Implementation.

(b) Establish the workforce need to execute the Task Order, including:

i. Mobilize the workforce needed to execute the mission of each Task Order.

ii. Employment of additional staff determined to be necessary; and

iii. Placement of necessary subcontracts, including the assumption of existing subcontracts identified by the Contractor or as directed by DOE.

(c) Establish the programmatic and management systems needed to support execution under the terms and conditions of the Task Order, including:

i. Review of existing project, program, and management system documents;

ii. Assumption of existing project, program, and management system documents, as appropriate;

iii. Generation of needed replacement project, program, and management system documents as determined by the Contractor to be necessary prior to assumption of responsibility for execution of the Task Order; and

iv. Support DOE activities needed to determine Contractor readiness to assume responsibility for execution of the Task Order under the terms and conditions of the Contract.

(d) Describe the approach to transition/implement work identified in the Task Order and provide a work breakdown structure that details the reponsibility for each Task Order PWS element that includes, but is not limited to scope of work, labor relations, human and material resources, services and any other work. The approach to shall include the due diligence process, a schedule of planned activities and milestones, actions that will be taken to minimize or avoid impacts on sitewide continuity of operations, identification of key issues that may arise during transition/implementation and the associated resolutions, and the planned interactions with DOE, other sitewide contractors, the workforce, regulators, and stakeholders.

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(e) Provide a Safety Basis Compliance and Concurrence Letter to DOE that describes the approach to implementing the Safety Basis for Hazard Category 2 and 3 facilities. The document must discuss at a minimum how Safety Basis Documents will be incorporated into the Standard Operational

Procedures, document control processes, and regular management review.

(f) Identify agreements, letter approvals, determinations of cost allowability, or understandings the

Contractor plans to rely upon and apply to work performed under the Task Order, or in the accounting for costs incurred. DOE agreements with predecessor contractors, contract/task order guidance, direction, or interpretation on other contracts/task orders shall not apply to this Contract/Task Order unless they have been identified and approved in advance by the CO. CO approved agreements may be incorporated into Section J Attachment entitled, Advance Understanding on Costs. Agreements on

Advance Understanding on Costs will be established through partnering between DOE and the

Contractor.

(g) Include a description of the activities necessary for the Contractor to assume full responsibility for the

Task Order and address other activities and deliverables specified in the Task Order that require DOE approval prior to completion of transition/implementation.

(h) Complete deliverables associated with the PWS, as well as other sections of the Contract, listed in

Section J, Attachment J-7, Deliverables. Task Order-specific deliverables will be listed in the Task

Order. The Contractor shall perform the PWS and its deliverables or as directed by the DOE

Contracting Officer (CO). Provide a separate Submittal Log for each Task Order that covers all documents and deliverables required to be submitted to DOE. The Submittal Log shall contain submittal number, description, PWS section, type (informational, approval required, etc.), date required to be submitted, date required, and comment section. The submittal number in the log shall be used when submitting to DOE and only one cover sheet will be used per submission.

(i) Develop training for the workforce based on the Task Order requirements and the Contractor proposed technical and management approach for execution. Provide DOE a schedule for completion of training that results in 100 percent of the workforce trained to execute the Task Order.

(j) Perform a due diligence review (to include review of policies, procedures, technical documents, characterization data, and other documents or forms of information). Prior to the end of transition/implementation, provide the CO with a listing of material differences and preexisting conditions. After receipt and evaluation of the Contractor material differences submission, DOE will negotiate the final list of Material Differences and Preexisting Conditions with the Contractor and will determine whether a change to the Task Order is necessary. The CO will provide direction to the

Contractor to address any changes and will establish timeframes for completion of applicable actions.

(k) Submit a Graded Approach for Implementation of Task Order Requirements for DOE approval to streamline processes, apply a graded approach, and identify efficiencies and performance improvements that are critical to accomplishing each Task Order. The plan shall include a review and recommendations of changes, if appropriate, to the current site standards and implementing procedures for the reduction of requirements and/or streamlining processes.

(l) Submit a Declaration of Readiness to Execute Task Order to the CO, prior to the end of transition/implementation, indicating readiness to assume responsibility for execution of the Task

Order. Also, identify any post transition/implementation activities that may be required to complete transition/implementation (e.g., notifications to outside agencies of transfer of co-operator responsibilities, or completion of procedure updates).

(m) Submit a Community Commitment Plan consistent with DOE-H-2045.

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C.2 Program Support Services

The primary purpose of this section is to assist in describing the specific responsibilities of the Contractor within DOE programs. The following sections define the programs that may be applicable in implementing each Task Order to perform the cleanup mission safely and effectively.

C.2.1 Project Support Performance Requirements

C.2.1.1 Project Management

(a) Successful execution of the project management work scope will ensure cost and schedule efficiency while minimizing programmatic risks. The Contractor shall ensure that project management practices are used in the performance of work including the development of project management plans, baselines, and disciplined change control processes.

(b) The Contractor shall prepare and submit for DOE approval a Project Management Plan (PMP), consistent with the requirements in DOE O 413.3, Program and Project Management for the

Acquisition of Capital Assets. The PMP shall explain the approach to managing and controlling activities at the task level. The capital asset projects do not need to be standalone project management plans and instead, may be an appendix to the PMP.

(c) The Contractor shall provide all management and technical information to:

(1) Meet the requirements of DOE O 413.3, when applicable.

(2) Support the budget formulation activities including, but not limited to, emerging work items list;

budget formulation input (including Integrated Priority List), the limited budget update submission, budget scenario development, and budget presentations (such as public and regulatory briefings, etc.).

(3) Meet the data requirements of the DOE Integrated Planning, Accountability, and Budgeting

System (IPABS), and the Project Assessment and Reporting System (PARS II). Data for all scope authorized by Task Orders, including operations activities and capital projects less than $50M or prior to CD-2, shall be uploaded into PARS II in accordance with the "Contractor Project

Performance Upload Requirements" document maintained by the DOE Office of Project

Management.

(4) Ensure transparency in project performance and efficiency in project execution.

(5) Support audits, evaluations, and external technical reviews.

(6) Support other DOE project performance assessments and information needs.

(d) Project management information developed under this Contract shall be accessible electronically by

DOE. The desired outcome is a predictable and consistent Contractor performance aligned to customer needs conducted within annual and multi-year baselines.

C.2.1.2 Project Integration and Control and Earned Value Management

(a) The Contractor shall provide an Earned Value Management System Description (EVMSD) that complies with the requirements of DOE O 413.3, Electronic Industries Alliance (EIA)-748 Earned

Value Management System Acceptance Guide, EIA-748, Earned Value Management Intent Guide, and Section H Clause entitled, Earned Value Management System.

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(b) The EVMSD shall describe the management processes and controls that shall be used to implement a compliant Earned Value Management System (EVMS), manage and control work, and complete

Contract requirements.

(c) The EVMSD shall include:

(1) The baseline development process and the hierarchy of documents that shall be used to describe and maintain the Performance Measurement Baseline (PMB);

(2) Identification of the systems, tools and software and integration of these systems with the Work

Breakdown Structure (WBS) and accounting systems and data;

(3) The process the Contractor intends to use for earned value management, configuration control, interface control, and document control;

(4) The Contractor’s Project Baseline Change Control Process;

(5) The Contractor’s process for handling changes that are only impacts to costs and not identified as a schedule impact;

(6) The Organizational Breakdown Structure, including roles and responsibilities of each major organization and identification of key management personnel; and

(7) A list of project software the Contractor proposes to use for project control.

(d) The Contractor shall comply with the requirements of the Section H Clause entitled, DOE-H-2024, Earned Value Management System, and, if required, have the EVMS evaluated against the EIA-748 standard by a qualified, independent, third party selected by the DOE Office of Project Management

(DOE-PM). Upon completion of the evaluation and closure of all corrective actions, DOE-PM will certify the Contractor’s EVMS as compliant with the EIA-748 standard. Subsequent to the initial evaluation and certification, DOE-PM may at any time require the Contractor to repeat the evaluation and certification process. The Contractor shall provide all necessary support to conduct the initial and any subsequent evaluations and closure of all corrective actions.

C.2.1.3 Performance Measurement Baseline

(a) The PMB shall be an integrated and traceable technical scope, schedule, and cost execution baseline that encompasses all activities to execute the requirements of each Task Order, as applicable, and enables safe, effective and efficient advancement and completion of the site mission.

(b) The PMB shall include the following:

(1) Technical Scope. The following baseline documents shall be viewed collectively as the technical scope for the cost/schedule control system:

(i) Task Order PWS and other sections that define work scope and requirements;

(ii) Waste site and facility lists;

(iii) Approved interface agreements; and

(iv) WBS Dictionary Sheets (the WBS submittal shall include a data column which cross references the WBS elements at the lowest level to the appropriate Contract/Task Order Line

Item Number [CLIN]).

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(c) The PMB shall comply with the following requirements:

(1) The WBS shall encompass all activities required in the Task Order and provide the basis for all project control system components, including:

(i) Estimating;

(ii) Scheduling;

(iii) Budgeting; and

(iv) Project performance reporting (as required under this contract).

(2) Control accounts within the WBS shall be identified; and

(3) The baseline and management thereof shall comply with EIA-748 Earned Value Management

Systems and DOE O 413.3.

(d) The schedule shall:

(1) Include all significant external interfaces, all regulatory milestones, other regulatory and Defense

Nuclear Facilities Safety Board commitments, and Government-Furnished Services and

Information (GFS/I) dependencies.

(2) Be an activity based, resource loaded, logical network-based and integrated plan that correlates to the WBS and is vertically traceable to the EVMS control accounts and aligns with the

Contractor’s field schedules.

(3) Include earned value method at the activity level and be capable of summarizing from control accounts to higher WBS levels.

(4) Any additional working level schedules deemed necessary by the Contractor shall be integrated with the PMB and be able to provide earned value reporting in compliance with EIA-748.

(5) The PMB cost estimate shall include project resource plans, detailed resource estimates, basis of estimates, budgetary requirements, and identification of direct costs, indirect costs, management reserve, and fee.

(6) The method used to determine earned value shall be identified for each control account.

(7) The schedule shall be accessible to DOE upon request.

(e) The PMB shall be logically tied, driven, and integrated with:

(1) Financial system(s) for consistency and accurate reporting of information with traceability to budget and reporting requirements.

(2) DOE, congressional, regulatory, and external commitments.

(3) Performance milestones including contract performance incentives and other performance measures established by DOE.

C.2.1.3.1 Performance Measurement Baseline Submittals

(a) The Contractor shall develop and submit a PMB as each Task Order is negotiated and awarded. PMB updates, for additional Task Order work only, will be submitted as part of the Task Ordering Process

C-11 to the CO, for DOE and Contractor negotiation and DOE approval, as part of the Contractor’s Task

Order Proposals. The Contractor shall comply with the requirements of Section H Clause entitled, Task Ordering Procedure. The Contractor shall also follow the requirements of their EVMSD requirements for baseline change control process.

(b) The Contractor shall provide the WBS, WBS dictionary data, and basis of estimate data in either

Microsoft Word© or Microsoft Access© format. Cost data shall be provided in Microsoft Access© or

Microsoft Excel© format and the schedule shall be provided utilizing the current version of Primavera

Systems, Inc., Enterprise for Construction© software unless agreed to otherwise by DOE.

(c) The Contractor shall support DOE External Independent Review and Energy Systems Acquisition

Advisory Board (ESAAB) review as required.

C.2.2 Project Performance Reporting

(a) The Contractor shall provide DOE with the necessary project performance information to support budget planning and execution, project planning and execution; project performance reporting, audit, and evaluation; and other DOE performance assessment and information needs.

C.2.2.1 Monthly Performance Report

(a) The Contractor shall submit to DOE a Monthly Performance Report for each Task Order representing the prior month’s performance by the 15th of each month.

(b) The Monthly Performance Report shall include a summary of overall Task Order performance and a separate report for each of the major work scopes and projects at the Project Breakdown Structure

(PBS) level.

(c) The summary of overall contract performance shall include:

(1) Key accomplishments:

(2) Major issues including actions required by the Contractor and DOE;

(3) Analysis of funds expenditure, with projections for the Project by FY and life of the Contract;

(4) Technical scope, schedule, and cost variance analysis; including implications to near term and long term milestones and deliverables at risk of being missed;

(5) Discussion of corrective actions currently in place to address performance issues including initiation date of corrective actions; and

(6) Information on any safety or quality matters that emerged or persisted during the reporting month.

(d) Each of the Task Order reports shall include:

(1) Project manager’s narrative assessment including;

(i) Significant accomplishments and progress towards completion of project goals and objectives:

(A) Key risks and challenges; and

(B) Evaluation of safety performance (including Integrated Safety Management Systems

[ISMS] metrics and all recordable injuries, lost-time injuries, and near misses).

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(2) Business structure information to demonstrate ongoing compliance with the requirements of the

Section H Clause entitled, Subcontracted Work;

(3) Project Baseline Performance including:

(i) EVMS information using the following Office of Management and Budget (OMB) Contract

Performance Report formats (DI-MGMT-81466);

(ii) Format 1, DD Form 2734/1, Mar 05, Work Breakdown Structure;

(iii) Format 2, DD Form 2734/2, Mar 05, Organizational Categories;

(iv) Format 3, DD Form 2734/3, Mar 05, Baseline;

(v) Format 4, DD Form 2734/4, Mar 05, Staffing; and

(vi) Format 5, DD Form 2734/5, Mar 05, Explanations and Problem Analysis.

(4) The Task Order Performance Reports shall be provided in the format forms referenced in the

Integrated Program Management Report (IPMR) Data Item Description (DID) DI-MGMT-81861, unless the Contract/Task Order specifies otherwise;

(5) Task Order Funds Status Report (CFSR) shall be provided in accordance with DID, DI-MGMT-

81468, CFSR, or equivalent;

(6) Baseline schedule status, which reflects progress against the baseline and includes critical path analysis, performance trends, variance discussion(s), and potential issues related to milestones;

(7) Task Order Estimate to Complete (ETCs) and Estimate at Completion (EACs);

(8) A change control section that summarizes the scope, technical, cost, and/or schedule impacts resulting from any implemented actions; and that discusses any known or pending baseline changes and utilization of management reserve;

(9) Project risk assessment, including identification of critical risks, actions planned, and actions taken to address those risks, potential problems, impacts, and alternative courses of action, including quality issues, staffing issues, assessment of the effectiveness of actions taken previously for significant issues, or the monitoring results of recovery plan implementation;

(10) The project risk assessment shall also identify the engineering and technology to reduce the risk and uncertainty with the project; and

(11) Actions required by DOE, including GFS/I and DOE decisions.

C.2.2.2 Project Review Meetings

The Contractor shall participate in a monthly Contract/Task Order review and be prepared to address any of the information in the monthly Task Order Performance Report and other information as requested by

DOE. A weekly contract or project status meeting may be required at DOE’s request to provide interim updates and address issues.

C.2.2.3 Cost Estimating

(a) Cost estimates shall be credible, well documented, accurate, and comprehensive.

(b) Contractor developed cost estimates form the basis of the cost baseline of the PMB and are important when evaluating proposed Contract changes. DOE uses these cost estimates for budget formulation, C-13

Contract change management, cleanup program planning, establishing a database of estimated and actual costs, and performance measurement. The Contractor shall prepare cost estimates in accordance with the requirements in Section H Clause entitled, Cost Estimating, and Section H

Clause entitled, Task Ordering Procedure, of this Contract and using The Twelve Steps of

High-Quality Cost Estimating Process identified by the Government Accountability Office (GAO) in

GAO-09-3SP, GAO Cost Estimating and Assessment Guide, for all priced Contract actions exceeding the simplified acquisition threshold.

C.2.2.4 Scheduling

(a) The Contractor shall support DOE in the development and maintenance of a DOE Integrated Master

Plan (IMP) upon DOE Headquarters development of a standardized coding structure. The Contractors

PMB and Integrated Master Schedule (IMS) shall utilize any DOE provided coding structure to integrate the Contractor’s activities and capital asset projects into the DOE Program Integrated Master

Plan (IMP). The IMS integrates the operations activities, capital asset projects, and other activities managed by the Contractor into one schedule. DOE will use the individual Contractor IMS from the

Contractor and other site contractors to construct the IMP.

(b) The Contractor shall develop aSchedule for each Task Order scope of work in accordance with the

National Defense Industrial Association’s Planning & Scheduling Excellence Guide (v3.0), and EIA-

748 Guidelines. The Contractor’s schedule shall be resource loaded. The Contractor shall provide a copy of the Integrated Master Schedule (IMS) showing the inclusion of the proposed Task Order’s scope of work identifying the logic ties and dependencies between already contracted Task Order scopes of work, if any, and the new Task Order work scope.

C.2.2.5 Risk Management

(a) Successful execution of the cleanup mission requires an integrated risk management program where crosscutting risks and mitigation actions are identified, communicated, and coordinated with DOE and other site contractors. The conduct of risk management shall result in risk informed prioritization of program, project, and infrastructure investments that facilitate successful project execution and program management.

(b) The Contractor shall implement a risk management program in compliance with DOE O 413.3 and

DOE policy Requirements for Management of the Office of Environmental Management’s Cleanup

Program. The Contractor shall also incorporate the principles of DOE G 413.3-7A, Risk Management

Guide, and GAO-09-3SP in its risk management process.

(c) The Contractor shall submit a Risk Management Plan (RMP) to DOE for approval (and update the risk register and analysis for each subsequently awarded Task Order). The capital asset projects do not need to be standalone risk management plans and instead, may be an appendix to the RMP. The plan shall identify the processes and procedures that will be implemented to address risk identification, qualitative risk assessment, quantitative risk analysis, risk handling, schedule risk analysis, risk monitoring and reporting, and calculating the recommended management reserve and schedule reserve required for adequate management of Contractor-controlled risk.

(d) The Contractor shall communicate its risk analysis pertaining to crosscutting decisions to DOE and other site contractors, including agreement as to who shall be the lead for managing each risk. These crosscutting impacts shall be quantified in terms of probability, cost, and schedule impact to the overall Site cleanup mission, where possible.

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C.2.3 Environment, Safety, Health & Quality

C.2.3.1 Worker Safety and Health

(a) The Contractor shall develop (or adapt) and implement a Worker Safety and Health Program that complies with 10 CFR 851, Worker Safety and Health Program, and submit the program to DOE for review and approval.

C.2.3.1.1 Workplace Substance Abuse Programs

(a) The authorities and requirements for a Workplace Substance Abuse Program (WSAP) are derived from 10 CFR 707, Workplace Substance Abuse Programs at DOE Sites and 49 CFR 40, Procedures for Transportation Workplace Drug and Alcohol Testing Programs. The WSAP is required of the

Contractor, and shall be flowed down to all subcontractors with personnel in testing-designated positions.

(b) The Contractor shall:

(1) Provide a WSAP Implementation Plan to DOE for approval, and review and update the plan;

(2) Comply with the requirements in 10 CFR 707, Workplace Substance Abuse Programs at DOE

Sites; DOE O 350.1, Contractor Human Resource Management Programs; and 49 CFR 40, Procedures for Transportation Workplace Drug and Alcohol Testing Programs, as administered by the overall WSAP Implementation Plan;

(3) Comply with the established site specific testing program for employees in testing designated positions. Testing designated positions are identified by the Contractor and apply to employees whose duties involve:

(i) Access to or handling of classified information;

(ii) Access to or handling of Special Nuclear Material (SNM);

(iii) High risk of danger to life, the environment, public health and safety, or national security;

and

(iv) Transportation of hazardous materials to or from a DOE site.

(4) Coordinate and provide drug/alcohol testing information to; and

(5) Report occurrence and/or reasonable suspicion testing regarding the WSAP to DOE to allow notice to DOE within four hours from the time the testing is ordered.

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C.2.3.1.2 Safety Culture

(a) The Contractor shall:

(1) Adopt and continuously improve organizational culture (core values and behaviors), Safety

Culture, and Safety Conscious Work Environment, including implementation and utilization of programs/processes that support employees raising concerns without fear of retaliation.

These programs/processes include, but are not limited to, the Employee Concerns Program

(ECP); the Differing Professional Opinions Process; Ethics and Compliance Program/Process;

and Alternative Dispute Resolution;

(2) Continuously promote a work environment where employees are encouraged to raise concerns.

The Contractor shall define expectations, rigorously reinforce those expectations, and take actions to mitigate the potential for a chilling effect;

(3) Conduct business in a manner fully transparent to DOE. Activities are demonstrated by open, clear, and well-communicated management actions and technical and project documentation.

Identified issues and trends are proactively shared with DOE;

(4) Champion a culture that promotes proactive self-identification and reporting of issues that identifies and takes action on systemic weaknesses leading to sustained continuous self-improvement; and

(5) Champion a culture that emphasizes the following attributes:

(i) Demonstrated safety leadership;

(ii) Risk-informed, conservative decision making;

(iii) Management engagement and time in the field;

(iv) Staff recruitment, selection, retention, and development;

(v) Open communication and fostering an environment free from retribution;

(vi) Clear expectation and accountability;

(vii) Personal commitment to everyone’s safety;

(viii) Teamwork and mutual respect;

(ix) Participation in work planning and improvement;

(x) Mindful of hazards and controls;

(xi) Credibility, trust, and reporting errors and problems;

(xii) Effective resolution of reported problems;

(xiii) Performance monitoring through multiple means;

(xiv) Use of operations experience; and

(xv) Questioning attitude.

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C.2.3.2 Industrial Hygiene

The Contractor shall implement a comprehensive Industrial Hygiene Program in compliance with

10 CFR 851, Worker Safety and Health Program and the associated regulatory and consensus standards that are incorporated by reference.

C.2.3.3 Beryllium Program

The Contractor shall perform work in compliance with 10 CFR 850, Chronic Beryllium Disease

Prevention Program, if required in the Task Order.

C.2.3.4 Site Wide Safety Systems

All worker safety and health practices must be compliant with 10 CFR 851, Worker Safety and Health

Program; the contractor shall develop and submit to DOE for approval a written Worker Safety and

Health Program (WSHP) compliant with requirements appearing in 10 CFR 851. The approved WSHP shall be implemented and maintained by the Contractor. In addition, whenever a significant change or addition to the program is made an updated WSHP must be submitted to DOE for review and approval.

C.2.3.5 Radiation Protection

The Contractor shall develop and implement a Radiation Protection Program that complies with the requirements of 10 CFR 835, Occupational Radiation Protection, and utilize guidance from

DOE-STD-1098-2017, Radiological Control, to develop the program.

C.2.3.6 Quality Assurance

The Contractor shall submit a Quality Assurance Plan (QAP) that implements Quality Assurance (QA) program requirements identified in Section J, Attachment J-2, using a graded approach for DOE approval.

The graded approach shall be documented and submitted for DOE approval as a standalone document or combined with the QAP.

C.2.3.6.1 Requirements and Procedure Management Program

The Contractor shall develop, document, and implement an effective requirements management system that establishes and maintains an adequate requirements dataset and provides bi-directional traceability.The Contractor shall prepare, review, approve, issue, use, and revise documents to prescribe work processes and identify and control procedures to ensure proper use.

C.2.3.7 Training

The Contractor shall:

(1) Establish a training program in accordance with DOE O 426.2, Personnel Selection, Training, Qualification, and Certification Requirements for DOE Nuclear Facilities, and all applicable laws and regulations. The Training Program Plan shall be submitted to DOE for approval.

The program shall include a Training Implementation Matrix (TIM) or training program description or plan (TPP), which shall be updated annually and submitted to DOE for approval;

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(2) Ensure that its training program is configured/managed so the personnel who do not have the necessary training (e.g., not trained, not pre-qualified, etc.) are prohibited from performing the work that requires the training; and

(3) For each Task Order, the Contractor shall track employee training status and notify employees of training needs. Training records shall be maintained and retrievable for current employees.

C.2.3.8 Environmental Regulatory Management

The Contractor shall:

(1) Prepare necessary documentation under the Comprehensive Environmental Respose, Compensation and Liability Act (CERCLA) process for non-Time Critical Removal Actions or

NEPA categorical exclusions, if appropriate;

(2) Prepare necessary documentation under Resource Conservation and Recovery Act (RCRA), if appropriate, and collaborate with the designated RCRA authority;

(3) Comply and implement any applicable environmental requirements and cleanup requirements;

(4) Execute work consistent with NEPA decisions;

(5) When requested by DOE, prepare technical information required for additional NEPA analyses and/or documentation;

(6) Support DOE in responding to regulatory issues; and

(7) Cooperate and coordinate when requested by DOE during enforcement actions including tracking, trending, and evaluating actions, coordinating and integrating responses and resolving compliance issues.

Inspection Actions

The Contractor shall:

(1) Interface with other contractors in providing legally and/or contractually mandated air, liquid effluent, and other media environmental monitoring data;

(2) Collect, compile, and/or integrate air and liquid effluent monitoring data from facilities assigned;

and

(3) Submit an Environmental Management System (EMS) internal audit compliant with DOE O

436.1, Departmental Sustainability.

C.2.3.9 Conduct of Operations

(a) The Contractor shall:

(1) Establish a Conduct of Operations (CONOPS) Program using the graded approach to CONOPS requirements and attributes identified in DOE O 422.1, Conduct of Operations, for all Hazard

Category 1, 2, and 3 nuclear facilities and for other than Hazard Category 1, 2, and 3 nuclear facilities. Facilities may be grouped as appropriate.

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(2) Define graded approach for causal analysis and corrective actions for High, Low, and

Informational Level reports as required by DOE O 232.2A, Occurrence Reporting and

Processing of Operations Information, in the QAP.

(b) The CONOPS Program shall include the contractor’s implementing process or procedure for activity level work planning and control that achieves the following goals:

(1) Applies to all facilities and is not limited to nuclear facilities and activities;

(2) Protects the worker, the public, and the environment by scoping, planning, scheduling, and preparing in a manner that results in the safe execution of work;

(3) Mitigates or eliminates the hazards associated with the work;

(4) Identifies the impact of work to the facility and work groups and plan, control, and execute the work without incurring unanticipated issues resulting from the work;

(5) Maximizes efficiency and effectiveness of Site personnel and material resources;

(6) Maximizes availability and reliability of facility equipment and systems; and

(7) Maximizes continuous feedback and improvement including worker feedback mechanisms.

C.2.3.10 Nuclear Safety

The Contractor shall develop and/or implement a nuclear safety program that satisfies the requirements of

10 CFR 830, Nuclear Safety Management, including Subpart A, Quality Assurance Requirements, and

Subpart B, Safety Basis Requirements. The Contractor shall implement any applicable facility

Documented Safety Analysis (DSA), Technical Safety Requirement (TSR), Fire Hazards Analysis, Emergency Planning Hazards Assessment documents, or other documents that are part of the approved safety basis.

C.2.3.11 Personal Property Management

(a) The desired outcome of the Real and Personal Property Management Program is a personal property management system that enables effective and efficient stewardship of real and personal property assets, and optimum reuse and disposal of federal personal property and complies with the applicable sections of the current requirements:

• FAR Part 45 – Government Property;

• FAR Part 52.245-1 – Government Property;

• DEAR Part 945 – Government Property;

• DEAR Part 952.245 – Clauses Related to Government Property;

• 41 CFR 109 – DOE Property Management Regulations; and

• DEAR 970.5204-2 – Laws, Regulations, and DOE Directives.

(b) The Contractor shall develop and maintain a DOE approved Property Information Data System.

The Contractor must submit and obtain formal written DOE approval of the Personal Property

Management System within 60 days after Task Order award. The Contractor shall maintain a cradle

C-19 to grave high-risk material and equipment identification, protection, monitoring, and reporting process. The Contractor shall disposition Automatic Data Processing Equipment (ADPE) in accordance with the requirements in 41 CFR 109-43.307-53.

(c) The Contractor shall perform personal property disposition operations to manage excess and surplus property, conduct public personal property sales and coordinate other personal property disposition methods. The Contractor shall make provisions for site access for other entities to conduct required characterization and/or independent verification during the dispositioning of any personal property by the Contractor (e.g. safety briefings, monitoring, escorts, etc.).

(d) The Contractor shall develop and maintain a program for the maintenance and operation of motor vehicles and equipment. The program shall comply with all applicable regulations, state and local laws and property management requirements.

C.2.3.12 Government-Furnished Services and Information

The Contractor will be provided with some programs and services to accomplish its mission. A detailed listing of services and information will be given in each Task Order.

C.2.3.13 Records

(a) The Contractor shall:

(1) Ensure records generated/received are managed in electronic format in accordance with 44 USC

Chapters 21, 29, 31, 33, and 35; 36 CFR, Subchapter B (Chapter XII), Records Management; the current DOE Records Management Program Order in Section J, Attachment J-2, Requirement

Sources and Implementing Documents, Transitioning to Electronic Records Directive (M-19-21), and any other DOE requirements as directed by the CO. These functions include, but are not limited to:

(i) Tasks associated with creation/receipt, maintenance, storage/preservation, protecting, scheduling, indexing, and dispositioning records (including e-mails);

(ii) Providing all employees and subcontractors with records management training; and

(iii) Supporting new and ongoing Freedom of Information Act (FOIA), Privacy Act, Energy

Employees Occupational Illness Compensation Program Act (EEOICPA), Former Worker

Medical Screening Program, Chronic Beryllium Disease Prevention Program (CBDPP), congressional inquiries, litigation holds, legal discovery and other record requests.

(2) Ensure all records subject to the management of the contractor (e.g., records in support of its operation) are to be inventoried, scheduled and dispositioned in accordance with Federal laws, regulations, DOE Directives and an approved Records Management Plan .

(3) Ensure all records (regardless of media) are scheduled, arranged, and cutoff by collections (e.g., case file, project, chronologically, numerically, alphabetically, etc.) for proper disposition in accordance with the General Records Schedules (GRS), the NARA-approved DOE Records

Disposition Schedules.

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(4) Develop and implement an essential (previously known as vital) records program, including an essential records inventory in accordance with 36 CFR 1223, Management Vital Records, and

DOE O 243.1B “Records Management Program”.

(5) Develop and implement records management controls to ensure that the identification, maintenance, and deposition of all records (regardless of media), including electronic and email, are managed utilizing an electronic records management system (ERMS) that meets NARA universal electronic records management requirements.

The contractor shall ensure records are managed electronically; if records must be scanned, ensure images meet all NARA requirements for the digitization process, including the destruction of the source record after scanning, as well as a DOE-approved Image Quality Statistical

Sampling Plan is based on industry standards. Use of digital signatures must meet all Federal and

DOE requirements, utilize the HSPD-12 certificate and be approved by DOE.

(6) Manage records contained in electronic information systems (EIS) by incorporating recordkeeping controls in the system or export the records into the current ERMS) in accordance with 36 CFR 1236, Electronic Records Management. The Contractor must design and implement migration strategies to counteract hardware and software dependencies of electronic records whenever the records must be maintained and used beyond the life of the information system in which the records are originally created and captured. The Contractor shall provide a list of all

EIS’ to DOE annually.

(7) Ensure records generated in the performance of the Contract containing personal information routinely retrieved by name or other personal identifier are classified and maintained in Privacy

Act System of Records (SOR) in accordance with FAR 52.224-2, Privacy Act (Apr. 1984) and

DOE O 206.1, Department of Energy Privacy Program.

(8) Develop and implement a Records Disposition Plan, which shall include processing records to storage (e.g., on-site, FRC, ERMS, etc.) and the destruction process for records and information content. Transfers of records to the FRC, NARA and commercial storage requires DOE RMFO approval. Records destructions must be submitted to the DOE RMFO for review and obtaining of

DOE Legal Counsel approvals prior to destruction.

(b) All records (see 44 USC 3301 for statutory definition of a record) acquired or generated by the

Contractor in performance of this Contract, except for those defined as Contractor-owned

(see Section I, DEAR 970.5204-3, Access to and Ownership of Records) and including, but not limited to, records from a predecessor contractor (if applicable) and records described by the Contract as being maintained in Privacy Act SORs shall be the property of the Government.

C.2.3.14 Contractor Assurance System

The CAS covers the full scope of contractor operations and is applied to all operating and business functions, including systems for the protection of the worker, public, environment, property, business, and financial matters. The Contractor shall develop and implement an effective CAS that complies with DOE

O 226.1, Implementation of Department of Energy Oversight Policy.

C.2.4 Security and Emergency

The Contractor shall…