SOW_NROEMAP.docx

SCOPE OF WORK

BUREAU OF INDIAN AFFAIRS -NAVAJO REGION

ENVIRONMENTAL MANAGEMENT ASSESSMENT PROGRAM (EMAP) and ENVIRONMENTAL MANAGEMENT SYSTEMS (EMS) TRAINING & BIA EMS SHAREPOINT MANAGEMENT

INTRODUCTION

Navajo Regional Office (NRO) Branch of Environmental Management (BEM) is requesting the services of an environmental professional with knowledge and experience with environmental compliance audits, environmental training and updating the BIA SharePoint. The ability to work with employees to provide an understanding of environmental audits and the application of EMS for environmental compliance. To train agency staff on maintaining and uploading the BIA Share point for compliance purposes and using the information uploaded. The services include reviewing the previous EMAP and EMS audits to assist with preparing a PowerPoint presentation as a training tool and to update the current EMS SharePoint at the regional and the five agencies. The training is to have employees understand EMAP audits as important tool to promote environmental performance and sustainable practices for bureau facilities. Additionally, to promote a better understanding in the application of EMS from the results of the EMAP audits. How is process of EMS applied to daily, weekly, monthly, or annual environmental activities by using the EMS cycle framework for training, monitoring, summarizing, and reporting of environmental performance to NRO BEM or the annual Sustainable Practices. How these audits provide a means for minimizing environmental damage and protecting human health and vital resources. These audits provide a mechanism for identifying environmental projects and required by Department of Interior, Indian Affairs, and Environmental Protection Agency.

EMAP is conducted to ensure the Indian Affairs/BIA environmental compliance evaluate which is important tool to promote improvement for environmental performance and sustainable practices for bureau facilities. The goal of EMS is increase compliance and reduce waste within program operations.

The Department of Interior (DOI) program oversees environmental compliance and performance for the Environmental Management Assessment Program (EMAP) and Environmental Management Systems (EMS). These audits are independent environmental compliance audit that are required on a three (3) year cycle for Bureau of Indian Affairs (BIA). These audits are required under Executive Order 13148, Greening the Government, Department of Interior (DOI) Policy and the Environmental Protection Agency (EPA) Consent Agreement and Final Order (CAFO). Further the audit process assesses compliance with the Federal Regulations, Executive Orders, and applicable tribal regulations/requirements; includes technical assistance and corrective action follow up with the bureau programs that were audited.

BACKGROUND

In FY2019-2022, BIA NRO had two separate contracts for the EMS and EMAP. Usually both audits are conducted together however due to funding they were separated.

In FY2019, EMS was completed with regional and bureau agencies, along with training. The contractor is in the process of developing an EMS guidance for bureau employees to use.

In FY2021-2022, BIA NRO issued a contractor to conduct the EMAP audits which has been completed to provide overview of environmental compliance along corrective actions and areas of non-compliance (AON).

Both audits conducted meeting with the Regional Bureau programs and the five (5) Agencies. The Navajo Region has 21 programs which is in Gallup, New Mexico and two sub-offices (Federal Indian Mineral Office and Navajo Indian Irrigation Program) located in Farmington, New Mexico. There are five agencies: Western Navajo Agency, Tuba City, Arizona; Central Agency, Chinle, Arizona; Fort Defiance Agency, Fort Defiance, Arizona; Northern Agency, Shiprock, New Mexico, Eastern Navajo Agency, Crown point, New Mexico. The agency visits require driving to the agencies to conduct the audits and training.

The audits were conducted at the Navajo Region (Gamerco) and the five (5) agencies for BIA operations and activities. The audited operations and activities for each of the bureau agencies were for Road Maintenance, Building Maintenance, Solid Waste Management & Recycling, Hazardous Waste Management, Solvents Use and Storage, Noxious Weeds Program, Emergency Spills, Universal Waste Management, Oil Storage, Spill Prevention and Controls, Pesticide Management and Sustainable Practices.

Period of Performance: The period of performance for this project is 120-days from the Notice to Proceed is issued. (February 1, 2023, to August 1, 2023).

TASK 1: Pre-Submittals A) Health Safety Plan (HASP) to address field investigations as required under 29 CFR 1910.120. COVID 19 Safety plan B) Professional Credentials for review and certifications (must be a Professional Environmental Scientist to conduct the work) C) Work Plan and Schedule to conduct the audit for the regional programs and the five agencies.

TASK 2: Work A) The contractor shall review the previous NRO EMAP/EMS audits conducted for Navajo Region and the five Agencies as guidance to prepare the pre-visits, exit briefing meetings and site visits for EMAP.

B) Using the previous audits contractor shall prepare a power point presentation on the status of the NOAs, Corrective Actions, and EMS audits. The status shall be used to prepare the environmental training for EMAP, EMS and the EMS SharePoint.

C) The selected contractor shall conduct pre-site visit meeting with each location using MS Teams or Zoom. During the pre-visit meetings, the contractor shall review the previous audits, the results, and current outcomes of the audits with staff. The contractor shall provide a brief overview of the EMAP and EMS processes along with expectations during the site visits.

D) A sign in sheet shall be prepared for the entrance, training and exit briefings document the meeting.

E) Contractor shall prepare the training presentation with the location, timeframe, and objective of the training and purpose of the audits for environmental compliance. The proposed audited operations and facilities shall be provided in the pre-visit briefing. Contractor shall provide brief overview of the environmental training and expectations during the site visits.

F) On-site inspections will be required for the contractor at the Region or Agency unless circumstances related to COVID-19 becomes a concern that limits on-site visits, meetings, or contact. This can be discussed with BIA Contract Officer and Contract Officer Representative.

G) Develop a pre-visit schedule with BIA Regional and Agency Point of Contacts to conduct the training and the update of the EMS SharePoint. Contractor shall contact the Regional and Agency POC for the bureau programs to schedule date and time to meet. There are five agencies located throughout the Navajo Region. Eastern Navajo Agency will require meeting with the Superintendent and Deputy Superintendent on the project. This is only BIA Agency that has a Superintendent and Deputy Superintendent, the other four agencies have bureau program supervisors.

H) The entrance and exit briefings of the training and status of the BIA SharePoint will be conducted with the regional branch chiefs and agency program supervisors and staff. Sign in sheet shall be prepared to document the meetings or training.

I) Contractor shall provide technical assistance and reports to (Regional and five Agencies) Points of Contacts. This is additional work provided to the current SOW.

TASK 3: EMAP & EMS Training A) The contractor shall develop and provide training at each location that includes EMAP and EMS environmental compliance and BIA EMS SharePoint training. The training shall be 1 to 2 days, dependent on time spent on training or uploading the EMS Share point with Agency staff and POC.

B) The environmental compliance training shall be site specific to each location that promotes a better understanding in the application of EMS to maintain compliance and reduce waste. Using the EMS cycle as framework to provide guidance on planning, implementation, operations, checking/corrective action, preparing management review for BEM that demonstrates continual improvement. Utilize the EMS framework example that can be followed by staff for their agency and regional operations.

C) A sign in sheet shall be used to document who attended the training. The contractor shall provide certificates of training to all attendees.

D) The training shall consist of the following: EMS (1hr), Waste Management (1hr), Water Management (1hr), Air Pollution (1hr), EPCRA Tier II Reporting (1hr), Spill Prevention Control and Countermeasure Plan (1hr), and EMS MS SharePoint training (3hr).

E) EMS MS SharePoint Training: The contractor shall provide in-person user training on the functionality of the BIA’s Environmental Management System (EMS) SharePoint site. The contractor will train BIA Agency and Regional Office staff on multiple topics that include but are not limited to:

a. Functionality and navigation of the EMS SharePoint site.

b. Upload and download of EMS and EMAP related documents at each agency and region.

c. Managing online content; and

d. Other BIA EMS SharePoint specific items as requested by BIA staff.

e. Based on the FY2019 EMS and FY2022 EMAP assessments results, the contractor will provide a list of employees from each agency that should have access to the EMS SharePoint site. The Regional Office will ensure these individuals have access to the EMS SharePoint, once the POCs are provided.

F) The Power Point presentation for the NRO BEM to conduct the presentation to the NRO Branch Chiefs and the Agency Point of Contacts EMAP and EMS audits, areas of environmental performance and areas of non-compliance for educational awareness. The Power Point presentation shall be reviewed by NRO BEM before the presentation occurs with BIA programs. The Power Point and all related plans shall be property of the BIA and no copyrights shall be applied by the successful contractor. All data collected by the contractor shall be returned to BIA BEM upon completion of the contract.

G) The Contractor shall finalize the audit reports within 120 days from the notice to proceed and distribute to the BIA Agency Offices via certified or track mail (FedEx, UPS) or CDs. All information collected will be returned to BIA BEM following the final invoice.

TASK 4: Reports A) Reporting: The contractor shall prepare a draft and final report on the EMAP & EMS training, BIA EMS SharePoint and overall feedback from employees taking the training. Baseline information collected on the status of the environmental compliance from before current visits and operational facilities.

B) The contractor shall prepare 7 sets of read only CDs in Microsoft Word of the plan for the Region and Agencies and one set of writable CDs in MS word; all copies shall be mailed to BIA BEM, Post Office Box 1060, Gallup, NM 87305.

C) Upon receipt of the information plus the final reports, final payment shall be made to the contractor.

Evaluation Criteria:

A summary of:

· The contractor shall be an Exemplar Global certified lead auditor in Environmental Management Systems (ISO 14001) and Occupational Health and Safety Management Systems (ISO 45001).

· Qualifications and related experience in knowledge of environmental compliance EMAP and EMS audits.

· Project Manager shall have project management professional certification.

· Experience and resume/certification as environmental professional to conduct environmental audits.

· Knowledge of the Navajo Indian Reservation for services and supplies to allow contractor to function independently without assistance of initial escort.

· Experience in providing environmental training to federal government such as BIA or BIE on environmental compliance related to audits and EMS.