SOW_EMS_support_Mar2016.docx

Rocky Mountain Laboratories Environmental Management System (EMS) Support

INTRODUCTION

Rocky Mountain Laboratories (RML) is soliciting proposals for Environmental Management System (EMS) development and implementation support at it primary operations in Hamilton, MT. RML has implemented a formal EMS to meet Department of Health and Human Services (DHHS), National Institutes of Health (NIH) and Executive Order requirements for EMS at Federal facilities. The RML EMS is generally modeled according to the requirements of the ISO 14001:2015 standard. However, RML intends to improve the effectiveness of EMS processes and streamline the management of EMS information.

RML’s objectives for the project include:

· Ensure environmental risks are properly identified, prioritized and proactively managed

· Provide management assurance that regulatory requirements have been identified and processes are in place to achieve and maintain compliance

· Capture the institutional knowledge of experienced staff and ensure environmental requirements are documented in a formal system

· Improve environmental performance and ensure operational sustainability

· Leverage internally available information technology (RML intranet website) to efficiently manage and communicate EMS information

· Promote transparency internally and externally and establish RML as leader in environmental management throughout DHHS

SCOPE OF WORK

The Scope of Work for the project consists of the following tasks:

Task 1: EMS Assessment Perform an EMS Gap Analysis to assess existing environmental management practices and programs in place at RML against the requirements of the ISO 14001:2015 standard and DHHS and NIH EMS requirements, as well as E.O. 13423 and E.O. 13514. The objectives of this gap analysis are to:

· Determine if there are significant gaps in conformity of the EMS with ISO 14001:2015 criteria

· Determine the compliance status with applicable environmental statutes, regulations and policies

· Review site specific EMS documents developed by the RML EMS Team as well as other information provided by RML employees that is relevant to the system’s functionality. Interviews will be conducted with individuals involved in EMS implementation The consultant shall document the results of the Gap Analysis, including recommendations for improvement, in an EMS Development Plan that will include the approach for the development of the RML EMS website (Task 2).

Task 2: Develop the RML EMS Website Based on the results of the Task 1 assessment described above, the consultant shall develop the elements of the RML EMS and integrate the EMS information into the new RML EMS website. The EMS content will be provided by the contractor in a format that can be managed and modified by RML personnel, using an existing RML intranet website tool. Additional information regarding the hosting platform for the EMS website will be provided to the consultant during the kickoff meeting.

The EMS will be structured according to the elements of the most current ISO 14001 and shall include management system procedures and tools, program areas for managing RML’s existing environmental compliance programs (e.g., Air, Waste, Water, etc.), applicable regulatory requirements and existing operational controls (plans and procedures) related to identified environmental risks. Key features of the EMS should include:

· EMS Manual with documented environmental management procedures describing the key elements of the management system

· Environmental Aspects Inventory tool that uses a risk rating methodology

· Environmental Objectives and Targets Inventory with Environmental Management Plan (EMP) template

· Environmental compliance calendar with key compliance dates and responsibility assignments

· Approach for managing environmental documents and records.

· Corrective Action Plan tool that can be used to track corrective and preventive actions associated with audit findings or other corrective actions The consultant shall assist with the initial identification of environmental aspects, compliance requirements, and existing environmental program information (documents and records). Training will be provided to designated personnel in the on-going management of the system during Task 3.

Task 3: Training The consultant shall provide hands-on training in the management of the RML EMS. Training will be targeted at Environmental Program Managers, Environmental Team Members, and supervisors and staff involved in the implementation of the EMS. Training will be provided in the following phases:

· A hands-on training session for the Environmental Manager, support staff, Environmental Team members, and other key personnel in the implementation of the EMS. Training topics will include, but are not limited to:

· EMS implementation strategies

· A review of RML environmental programs and requirements

· Group review of environmental aspects, significant risks, and established Objectives and Targets with Environmental Management Programs (EMPs)

· Environmental roles and responsibilities

· Strategies for on-going program improvements

· EMS awareness training class for designated RML personnel to provide high-level EMS awareness training. Training topics will include:

· Overview of RML EMS elements

· Environmental roles and responsibilities

· Review of key environmental risks and corresponding regulatory requirements

DELIVERABLES

Task 1:

EMS Development Plan Task 2:

Customized, RML EMS website that includes the content described in Task 2 Task 3:

Training materials, training sign-in sheets, and documentation of action items resulting from training sessions In addition to the deliverables indicated above, the consultant will provide monthly progress reports documenting project activities.

PERIOD OF PERFORMANCE

The period of performance start date will begin on the date of award. The period of performance completion date for this project is September 30, 2016. The task activities described above will be conducted throughout the period of performance, and schedules for specific activities will be developed in collaboration with RML staff.

GOVERNMENT FURNISHED ITEMS

· RML will facilitate access to existing organization and EMS information, data, and personnel to support planning, implementation, and customization

· RML will provide access to RML computers for authorized contractor personnel to facilitate development of the EMS website and training

· RML will provide remote access to the RML computer network (VPN) for contractor personnel with network user accounts and appropriate administrative permissions the EMS website

· RML will arrange for training rooms or web conferencing capabilities to accommodate meeting and training session participants, as needed

SPECIAL CONSIDERATIONS

· The contractor will perform the required duties from the RML campus in Hamilton, MT, or remotely, where applicable. Duties will be performed in RML conference rooms and Twardoski/Bestor offices in OOM.

· Key personnel qualifications: A minimum of one Project Manager and other key personnel will be qualified to provide the services described above. These key personnel are certified in ISO 14001 and have past experience with federal multimedia environmental audits.

· Per FAR 52.204-9, the contractor will obtain NIH credentials and NIH computer network and VPN accounts, as needed to facilitate the project. Key personnel must undergo a National Agency Check and Inquiries (NACI) investigation prior to obtaining permission to access the NIH computer network.

· Monthly progress: The Contractor shall submit to the contracting officer’s representative (COR) monthly certified progress reports that contain an accurate, up-to-date account of all work completed, and normally be no longer than two typed pages in length.

RML POINT OF CONTACT

Barry Twardoski Rocky Mountain Laboratories, 903 South 4th Street Hamilton, MT 59840 Phone: (406) 363-9216 Fax: (406) 363-9336 twardoskib@niaid.nih.gov