August 19, 2004 1 W.M. Sitewide Waste Transport Services

August 19, 20041

W.M. Sitewide Waste Transport Services 1

8/25/04 Addendum8/25/04 Addendum

• BJC Procurement RFP Schedule Extended– 8/27/04 - Publish Pre-Proposal

Conference– 9/01/04 - Publish Questions and BJC

Responses– 9/02/04 - Publish RFP Amendment A-001

– 9/23/04 - Extended Proposal Submittal Deadline

- Waste Management Project - - Waste Management Project - Site Wide Waste Transport Site Wide Waste Transport

RFPRFP

Pre-Proposal Conference

August 19, 2004

IntroductionIntroduction

Paul von der MehdenBJC Procurement Specialist

August 19, 20044


Greeting & IntroGreeting & Intro

• Sign in• Safety Topic• Meeting Agenda / Around the Table• All questions must be submitted in writing

– (Index Cards)

• No Site Tour

• Pre-Bid Presentation will beposted on BJC RFP Website

August 19, 20045


1. Introduction - Paul von der Mehden

2. Project Overview - Mike West

3. Scope Requirements and Overview - Mark Swientonewski

4. Technical/Op. Requirements - Rick McNutt

5. Safety and Health - Eric Benedict

6. Environmental Compliance - Rodney Kingrea

7. Radiological Protection Support - Rodney Bauman

8. Quality Assurance - Charlie Chmielewski

9. Security Operations - Joey Roop

10. O.R. Site Insurance - Rita Pruitt

11. Subcontract Management - Gregg Frank

12. Form of Proposal - von der Mehden

13. Questions & Answers, Meeting Wrap-up - “

9:00 - 12:00

Pre-Bid Meeting AgendaPre-Bid Meeting Agenda

Project OverviewProject Overview

Rick McNuttTransportation Manager

August 19, 20047


Project OverviewProject Overview

• Part of Accelerated Closure Project Scope

• Transportation Only Support to Waste Mgt.

• Integration between Waste Generation Projects and Disposal Facilities

• Visible Centerpiece of W.M. Project Operations

August 19, 20048


Expected of SubcontractorExpected of Subcontractor

• Strong Safety Culture

• Flexible and Efficient

• Understands Subcontract Requirements

August 19, 20049


McNutt Contd.McNutt Contd.

• The rest of McNutt’s presentation is contained in Information to Bidders as “McNutt PreBid Presentation”

Work Scope (Ex.D) Work Scope (Ex.D) Requirements OverviewRequirements Overview

Mark SwientonewskiBJC Project Engineer

August 19, 200411


Ex. “D” SOW General OverviewEx. “D” SOW General Overview

• Get Ready

• Mobilize• Contractor Interface/Acceptance

• Operate– Dispatch & Communications– Trucks/Operators

– Invoice & Payment

• DeMobilize

August 19, 200412


2.1 GENERAL2.2 PRE-MOBILIZATION

2.2.1 Site Visits2.2.2 Submittal Requirements2.2.3 Readiness Review(s)

2.3 MOBILIZATION2.4 SUBCONTRACTOR FURNISHED EQUIPMENT

2.4.1 Category 1: Hauling Radioactive (Mixed) Waste nearOak Ridge

2.4.2 Category 2: Hauling Non-Radioactive Materials orWaste near Oak Ridge

2.4.3 Category 3: Hauling Containerized Radioactive Wasteacross State Lines

2.4.4 Contractor Forecast Requirements for SubcontractorFurnished Equipment

2.4.5 Contractor’s Waste Generation And Loading Operation2.5 FURNISHING TRAINED TRUCK DRIVER PERSONNEL2.6 DISPATCHING OF TRUCKS AND DRIVERS2.7 VEHICLE PARKING, FUELING AND MAINTENANCE2.8 TRANSPORTATION SERVICES

Work Scope ReviewWork Scope Review

Technical RequirementsTechnical Requirements

Rick McNuttBJC Transportation Manager

August 19, 200414


Tech RequirementsTech Requirements

• Dispatch & Comm Systems

• Required Permits • Reporting / Recording

• Vehicle Types / Descriptions

August 19, 200415


Labor Standards DeterminationLabor Standards Determination

• Identification No. BJC- 04 - 39– This Subcontract was ruled non covered (Davis

Bacon), or Service Contract Act (SCA) work.

• Construction Labor Agreement (CLA) applies– Not signatory– Building Trades supplies operators

• Certified Payroll is not required.

Safety and HealthSafety and Health

Rodney Kingrea

August 19, 200417


ZERO Accident PerformanceZERO Accident Performance

• BJC is committed to “ZERO Accident Performance”

• Philosophy– The subcontractor shall be dedicated to the

concept that all accidents are preventable.– No unsafe act is tolerated or accepted.– The subcontractor shall be committed to achieving

and sustaining Zero Accident Performance through continuous improvement practices, using Integrated Safety Management Systems.

August 19, 200418


Five Core Functions of ISMSFive Core Functions of ISMS

• Define Scope of Work

• Analyze Hazards• Develop/Implement Controls

• Perform Work

• Feedback & Improvement

August 19, 200419


BJC ES&H ObjectivesBJC ES&H Objectives

• Strive to eliminate all injuries and illnesses• Strive to eliminate incidents and accidents,

and environmental insults

• Promote ES&H objectives as a constant value in designing, planning, training, and executing work

• Spread ownership for ES&H program effectiveness throughout the project

• team

August 19, 200420


BJC ES&H Objectives (contd.)BJC ES&H Objectives (contd.)

• Enhance employee awareness and involvement in the Project ES&H program

• Increase employees’ consistent use of safe practices in their daily work activities

• Optimize the use of continuous improvement practices as the basis for Zero Accident Performance initiatives

• The subcontractor must demonstrate Dedication to Safety

August 19, 200421


EXHIBIT “G” EXHIBIT “G”

• Exhibit G has detailed, specific ES&H requirements mandatory procedures, site inspections, meetings, etc and numerous deliverables that must be factored into cost and schedule.

• Exhibit G is has three (3) Mandatory BJC Plans

• Exhibit G and the Contractor-provided plans contain the minimum requirements for Environment, Safety and Health

• performance under the subcontract.

August 19, 200422


Exhibit “G” RequirementsExhibit “G” RequirementsMandatory BJC Plans:Mandatory BJC Plans:

• Worker Safety & Health

• Rad Protection Program• Environmental Compliance/Protection

Program

Environmental ComplianceEnvironmental Compliance

Rodney Kingrea

August 19, 200424



• Integral component of ISMS

• “SAFETY” = ES&H

• Zero accidents also means – Zero spills

– Zero unpermitted discharges

– Zero noncompliances

August 19, 200425



• Comply with BJC/OR-1747 Environmental Compliance and Protection Program Description – Applicable requirements and division of

responsibilities outlined in Applicability Matrix (appendix A to BJC/OR-1747)

– Requirements also contained in Appendices B - M• Ozone Depleting Substances • RCRA Waste• Used Oil Handling• Universal Waste

August 19, 200426



• Additional EC requirements are found in Exhibit G, Part G. 3– Project-specific Storm Water Pollution Prevention and Spill

Control Plan

– Any visible sheen of fuel, oil, coolant, or hydraulic fluid that reaches a storm drain or receiving water would be a Clean Water Act noncompliance and reportable under the site’s NPDES permit

– Maintenance activities where fuel, oils or coolants could be released to the environment shall be performed within a structure that is protected from the weather and/or where runoff is controlled

– Refueling of vehicles and equipment

Radiological SafetyRadiological SafetyRequirementsRequirements

Rodney BaumanBJC Project Health Physicist

August 19, 200428


Radiological Safety RequirementsRadiological Safety Requirements Services Provided By ContractorServices Provided By Contractor

• Provide Radiation Safety Technicians– Generate Radiation Work Permits (RWPs)

– Equipment/Area Surveys– Occupational Radiation Protection

• Provide Bioassay Services– TLDs– Internal Bioassays (Urine Samples, WBC)

August 19, 200429


Radiological Safety RequirementsRadiological Safety Requirements Subcontractor ResponsibilitiesSubcontractor Responsibilities

• Maintain Current Rad Worker Training– Access Cards

• Provide AHAs/Work Packages to RADCON for RWP Formation

• Comply with RWPs, Area Postings, RCT Instructions• Comply with Bioassay Requirements

– Proper Care of TLD– Submit Urine Samples on Schedule

• Coordinate Radiological Work Activities with RADCON Organization

Quality Assurance Quality Assurance Requirements Requirements

Charlie Chmielewski

August 19, 200431


Quality Assurance RequirementsQuality Assurance Requirements

• Quality Assurance applies to activities that affect ES&H and regulatory compliance. This includes:– Radiological Protection

– OSHA Regulations

– DOT Compliance

• 10 CFR Part 830 subpart A Quality Assurance Requirements apply:– 10 CFR 830.120 Scope– 10 CFR 830.121Quality Assurance Program– 10 CFR 830.122 Quality Assurance Criteria

August 19, 200432



• Price Anderson Amendments Act (PAAA) applies to any activities that could cause radiological harm

• BJC is applying QA in a graded approach to ESH and regulatory compliance

• A Project Specific Quality Assurance Program is contained in Exhibit K– Subcontractor to commit to work to BJC Prepared QA Plan – No other QA Plan submittal required unless changes

proposed– Appropriate 10 CFR 830 requirements– are included

August 19, 200433



• Exhibit K Overview– Keep it simple - Follow directly as much as

possible– If more detail is needed we can add to QA Plan

rather than write procedures

– Use the BJC procedures directly for: • Nonconformance Reporting• Readiness Review• Issues Management

– BJC assessments are all that are needed for meeting independent assessment requirements

August 19, 200434



• Exhibit L, Mandatory Contractor Work Control Procedures– Contains BJC procedures to be followed as is– Can follow directly or write your own nearly

identical

– If you write your own, they must be accepted by BJC

– Even if use directly, must supply a Cross Walk– The Cross Walk provides who will do the functions

in your organization

• Questions???

Subcontract Security Subcontract Security OperationsOperations

Joey RoopSecurity Lead

August 19, 200436


BJC Security ConsiderationsBJC Security Considerations

• Foreign Ownership, Control and Influence (FOCI)

• Access Authorizations (Clearances)

• Site Access requirements

• Project specific Security Plans

ORNL SITE INSURANCEORNL SITE INSURANCE

Rita PruittBJC Legal & Risk Mgt.

August 19, 200438


MIIP Requirements and BenefitsMIIP Requirements and Benefits

• INSURANCE COVERAGE PROVIDED BY BJC

• INSURANCE COVERAGE PROVIDED BY THE SUBCONTRACTOR

• Certificate of Insurance• Scope Determination Form

• MIIP ELIGIBILITY• MIIP Enrollment Forms

• WORKER’S COMP

Subcontract ManagementSubcontract Management

PvdM for Gregg Frank

Planning and Controls Lead

August 19, 200440


BJC SC/SABJC SC/SA

• Single point of contact responsible for day-to-day subcontract activities– Review and status subcontractor submittals

– Oversight of field execution

– Performance/accruals and invoice approval

• Facilitate interfaces – Other BJC Projects, UT/B, LSS, Security,

Visitors Center, RADCON, QA, etc.

– Single point of contact for all written communications / notifications

August 19, 200441


Schedule RequirementsSchedule Requirements

• Subcontract Milestones specified in Exhibit B, Special Condition 2 (SC-2)

• Submittal of Subcontract Schedule described in Exhibit B, SC-3

• Execution of this project will be in accordance with the BJC Forecast requirements– BJC will provide performance requirements on a

weekly and monthly basis

August 19, 200442


No. Subcontract Milestone Field Work: Early Start – Late FinishDates / Days After Award

1. Pre-mobilization Submittals Nov. 15, 2004 or 45 Days

2. Complete Readiness Review (NTP)for Site Mobilization

Nov. 30, 2004 or 60 Days

3. Complete Mobilization at Oak RidgeSite

Dec. 15, 2004 or 75 Days

4. Complete Readiness Review (NTP)for Waste Transportation Operation

Dec. 17, 2004 or 77 Days

5. Begin Transport – Waste Hauling Dec. 20, 2004 or 80 Days

6. Demobilization Complete No Later than Sept. 20, 2008

Schedule RequirementsSchedule Requirements (contd.) (contd.)

August 19, 200443


Reporting RequirementsReporting Requirements

• Submittal Requirements specified in Exhibit I– Submittals to the BJC SC/SA through PDCC for

routing & status

– Progress updates required per Exhibit B

– Weekly progress meetings per Exhibit B

• Deliverables specified in Exhibit I– Required per subcontract; tracked

less formally than Submittals

– Not input to Document Control System

August 19, 200444


Work ExecutionWork Execution

• All work shall be completed in accordance with approved work controls (e.g. plans, procedures, instructions, AHAs, checklists, etc.)

• Readiness Evaluation / Review shall be complete and actions approved prior to the initiation of any mobilization activities.

• Notice to Proceed is required prior to beginning to perform on 2 milestones– Mobilization and Site Set-up

– Waste Transportation Operations

Form of ProposalForm of Proposal

Paul von der MehdenProcurement Representative

August 19, 200446


Award CriteriaAward Criteria

• Award of Subcontract is based on technically acceptable (pass/fail); lowest evaluated price (responsible) for Baseline Proposal

• Negotiation w/Lowest Bid very possible

• Evaluated Price Model is contained in Exhibit “C”, Form Form “A-1”

• Scheduled Award Date: Sep. 30, 2004

August 19, 200447


Alternate ProposalsAlternate Proposals

• Alternate Proposals will be evaluated if Offeror submits a responsive/responsible baseline proposal.

August 19, 200448


Exhibit C - Form A Pricing ScheduleExhibit C - Form A Pricing Schedule

• Lump Sum Pay Items broken down to SubTasks (Baseline 1.0)

• Fixed Unit Rates • Performance Incentives

– Not part of estimated S/C Value

• Operator Clearances– Not currently part of estimated S/C Value

August 19, 200449


Exhibit C - Proposal FormsExhibit C - Proposal Forms

• Proposal Format - Instruction Section 22• Technical Volume: 1 Paper & 6 copies

electronic (CD); Start with Tech. Narrative.

• Business Management Volume (all financial & pricing): 1 Paper & 1 copy electronic (CD)

• Signed Documents – 2 hard copies– Proposal Response & Cover Letter– Reps. & Certs. (Form P)– Parent Company Performance Guarantee (Form

T) (if Applicable)

August 19, 200450


Exhibit C - Form JExhibit C - Form J

• Data Items

• Answers Project Questions/SOW Items; Complements Technical Narrative

• No Limit to technical support detail or supporting data, including figures, drawings, etc.

• This is also a Key Element of Offeror’s Technical Proposal

August 19, 200451


Other Proposal ItemsOther Proposal Items

• Ensure that ALL Exhibit “C” Forms are Completed and Included in Proposal Volumes

• Offeror’s Format is acceptable in some cases; ex: Commercial Data

• If form requirement is not applicable, Insert BJC form and state “None” or “N/A”

Conference Wrap-UpConference Wrap-Up

Paul von der MehdenBJC Procurement

August 19, 200453


Questions & Q-Card Hand-InQuestions & Q-Card Hand-In

• Offerors proposals must reflect an Understanding of all RFP documents

• ALL Offeror Questions must be submitted in writing, to Procurement Representative

• Cut-off date for questions: August 23, 2004

• Impacting Questions and BJC Responses will be published and updated on the RFP Website

August 19, 200454


• RFP Amendments will be posted on the website

– Must be acknowledged, by Offeror, in Proposal

• A-001 already in the works

– Covers RFP Documents only

– Additional Information to Offerors posted separately on 90-Day Website

– Bidder Questions and BJC Responses also posted separately on 90-Day Website

RFP AmendmentsRFP Amendments

August 19, 200455


• Proposals Due September 03, 2004

• If extension of Due Date required, request from Contractor, in writing, by August 26

• BJC expects Proposals that clearly address all RFP requirements, and contain only Fixed Prices.

• THANK YOU!

Wrap-UpWrap-Up

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