Description/Specifications/Performance Work … RFP/OccM… · 3...

HANFORD OCCUPATIONAL MEDICAL SERVICES CONTRACT SECTION C SOLICITATION NO. 89303318REM000011

C-i

Part 1 – The Schedule 1

Section C 2

Description/Specifications/Performance Work Statement 3 4


C-ii

1

This page intentionally left blank. 2


C-iii

Contents 1

C.1 Purpose, Objectives, and Outcomes ............................................................................................ C-1 2

C.2 Description of Program Performance Requirements ................................................................ C-2 3

C.3 Hanford Occupational Medical Program ................................................................................... C-2 4

Contract Transition – Firm-Fixed-Price ................................................................................ C-3 5

Occupational Medical Services – Firm-Fixed-Price Scope ................................................... C-6 6

C.3.2.1Occupational Safety and Health Programs ................................................................ C-6 7

C.3.2.2Medical Services Program ....................................................................................... C-11 8

C.3.2.3Case Management .................................................................................................... C-16 9

C.3.2.4Support of DOE’s Third Party Administrator for Workers’ Compensation ............ C-16 10

C.3.2.5Program Administration .......................................................................................... C-17 11

C.3.2.6Personal Property and Materials Management Program ......................................... C-17 12

C.3.2.7Disposition of Excess Personal Property ................................................................. C-18 13

C.3.2.8Inventory Management ............................................................................................ C-18 14

C.3.2.9OccMed Requirements and Regulations .................................................................. C-19 15

C.3.2.10Information Management ...................................................................................... C-19 16

C.3.2.11Occupation Medical Interface Management .......................................................... C-24 17

C.3.2.12Quality Assurance .................................................................................................. C-26 18

Cost Reimbursement Scope (with No Fee) ......................................................................... C-29 19

C.3.3.1Additional OccMed Site Services ............................................................................ C-29 20

C.3.3.2OccMed Equipment ................................................................................................. C-30 21

C.3.3.3Facility Costs ........................................................................................................... C-31 22

C.3.3.4Government Vehicles .............................................................................................. C-31 23

C.3.3.5EEOICPA Requirements ......................................................................................... C-31 24

C.3.3.6Legacy Pension and Benefit Plan Management....................................................... C-31 25

Indefinite Delivery Indefinite Quantity Scope .................................................................... C-32 26

Figure 27

Figure C-1. Hanford Site ........................................................................................................................... C-2 28

29


C-iv

1

This page intentionally left blank.2

HANFORD OCCUPATIONAL MEDICAL SERVICES CONTRACT SECTION C SOLICITATION NO. DE-SOL-0009553

C-1

C.1 Purpose, Objectives, and Outcomes 1

(a) Purpose: The purpose of this Contract is to provide an Occupational Medical Services Program of 2 superior quality in support of on-going activities at the Hanford Site. The Contractor has the 3 responsibility for total performance under this requirement, including determining the specific 4 methods for accomplishing the work effort, performing quality control, and assuming accountability 5 for accomplishing the work under the Contract. 6

(i) The Contractor shall maintain a “readiness to serve” capability sufficient to support the 7 following activities for a workforce greater than 9,000. The workforce includes: 8

U.S. Department of Energy (DOE) Richland Operations; 9

DOE Office of River Protection; 10

Site Contractors and their subcontractors; and 11

Others as designated from time-to-time in writing by the Contracting Officer (CO) or 12 designee. 13

(ii) The workforce does not include the Hanford Tank Waste Treatment and Immobilization Plant 14 (WTP) contractor, DOE Pacific Northwest Site Office (PNSO), or Pacific Northwest National 15 Laboratory (PNNL) with the exception as noted elsewhere in the Performance Work Statement 16 (PWS) and/or when directly supporting the aforementioned Site contractors. 17

(iii) The Contractor shall provide services at the clinic located at 1979 Snyder Street, Richland, WA 18 and at the onsite facility in the Hanford 200 West Area. 19

(b) Objectives: In support of the Outcomes cited below, the following contract objectives are 20 established: 21

Provide timely, appropriate and cost-effective tests and examinations, as required, in support of 22 the Hanford Site missions (including outsourced/subcontracted ancillary testing and laboratory 23 work); 24

Provide timely Occupational Health related evaluation and provide first aid service and 25 emergency stabilization; 26

Provide a medical monitoring program for prior exposures and current potential exposures from 27 chemical substances and/or physical agents, with a commensurate action/response program that 28 will be protective of human health and the future well-being of Hanford Site workers; 29

Enhance worker health and wellness; 30

Provide occupational medical service staff, processes and systems that are consistent with an 31 efficient and effective operation; 32

Provide appropriate medical support for emergency preparedness planning, drills, and response 33 to actual emergencies; 34

Conduct epidemiological data gathering and health analyses in support of a long-range role of 35 the Contractor in ensuring the protection of employee health and a reduction of agency liability; 36

Conduct efforts to reduce the incidence of work-related illnesses and injuries; and 37


C-2

Develop and implement innovative approaches and adopt practices that foster continuous 1 improvement in rendering of occupational medical services at the Hanford Site. 2

(c) Outcomes: The Outcomes desired from this occupational medical services requirement are as 3 follows: 4

A Hanford Site workforce that is physically and psychologically able to accomplish the duties 5 assigned; 6

Minimization of Hanford Site workforce time away from duty, due to injury or illness, taking 7 into consideration the circumstances/characteristics of the individual illness or injury; 8

A Hanford Site occupational medical program that is of the highest quality, cost-effective, and 9 of good value; and 10

A Hanford Site occupational medical Contractor organization that is seen as best in class, an 11 advocate for workers’ health and well-being, is highly familiar with the Site working 12 environment and any potential for impacts to worker health and well-being, and is customer 13 service oriented. 14

C.2 Description of Program Performance Requirements 15

(a) Work under the Contract is divided into three types of contract scope: 1) Firm-Fixed-Price (FFP), 16 2 Cost-Reimbursement (CR) (no fee), and 3) Indefinite Delivery Indefinite Quantity (IDIQ). 17 The scope for each type is described below. 18

(b) Under the FFP portions of the Contract, the Contractor shall furnish all personnel, materials, 19 supplies, and services (except as expressly set forth in this contract as furnished by the Government) 20 and otherwise do all things necessary for, or 21 incident to, the performance of work described 22 in Section C.3.2 including a “readiness to 23 serve” level of staffing. Unless specifically 24 identified as CR or IDIQ, all work performed 25 under this Contract shall be FFP. 26

C.3 Hanford Occupational Medical 27

Program 28

Background 29

(a) The 580-square-mile Hanford Site is located 30 along the Columbia River in southeastern 31 Washington State (Figure C-1). A plutonium 32 production complex with nine nuclear reactors 33 and associated processing facilities, Hanford 34 played a pivotal role in the nation's defense for 35 more than 40 years, beginning in the 1940s with 36 the Manhattan Project. Today, under the 37 direction of the DOE, Hanford is engaged in the 38 world's largest environmental cleanup project, 39 with a number of overlapping technical, political, 40 regulatory, financial, and cultural issues. 41 Figure C-1. Hanford Site


C-3

(b) Operations at Hanford during World War II and the Cold War left a legacy of cleanup challenges: 1 approximately 53 million gallons of radioactive and chemically hazardous waste in 177 underground 2 storage tanks (16 of which have been emptied); approximately 2,300 tons (2,100 metric tons) of spent 3 nuclear fuel (which has been placed in storage); approximately 20 tons (18 metric tons) of plutonium 4 material in various forms in the Site’s main plutonium plant (the material has been stabilized, 5 packaged, and transported off the Hanford Site); more than 25 million cubic feet (750,000 cubic 6 meters) of buried or stored solid waste; groundwater contaminated above drinking water standards 7 spread out over more than 80 square miles (208 square kilometers); approximately 2,000 waste sites 8 (with about 1,300 remediated to date); and approximately 1,700 facilities, including about 400 that 9 were contaminated (880 total facilities have been remediated). 10

(c) In May 1989, DOE, the U.S. Environmental Protection Agency (EPA), and the State of Washington 11 Department of Ecology signed the landmark Hanford Federal Facility Agreement and Consent Order, 12 commonly known as the Tri-Party Agreement (TPA). The TPA outlines legally enforceable 13 milestones for Hanford cleanup over the next several decades. Additionally, there are three Consent 14 Decrees establishing schedules for DOE to complete retrieval of 19 single-shell tanks at the tank 15 farms; these Consent Decrees must be consulted in determining DOE’s compliance requirements for 16 the Tank Farms, along with the three companion Consent Decrees between DOE and Oregon that 17 address reporting and notification obligations. 18

(d) DOE has two Federal offices at Hanford overseeing environmental cleanup, the DOE Richland 19 Operations Office and the DOE Office of River Protection. DOE’s mission is nuclear waste and 20 facility cleanup; the treatment, storage, and disposal of radioactive and hazardous waste; the 21 monitoring and treatment of contaminated groundwater; and site services that are part of overall 22 management of the Hanford Site. DOE’s mission is to retrieve and treat Hanford’s tank waste and 23 close the tank farms to protect the Columbia River. For purposes of this Contract, the land, facilities, 24 property, projects, and work performed and overseen by DOE constitute the "Hanford Site." 25

(e) Another DOE Office (PNSO), a component of the DOE Office of Science, oversees the science and 26 technology mission performed by the Contractor-operated PNNL. PNNL is an Office of Science 27 multi-program laboratory that conducts research and development activities, including technology 28 programs related to the Hanford cleanup mission. 29

(f) In addition to the cleanup mission, DOE leases Hanford land to non-DOE entities, such as the Laser 30 Interferometer Gravitational Wave Observatory, and the State of Washington, which in turn leases the 31 land to US Ecology, Inc., a private firm that operates the Hanford Site burial grounds for commercial 32 low-level waste. DOE also leases land to Energy Northwest (a consortium of public utility 33 companies) that oversees the Northwest’s only operating commercial nuclear power reactor. 34 These operations are not associated with the Federal cleanup work at Hanford. 35

Contract Transition – Firm-Fixed-Price 36

Background 37

(a) The overriding objectives of transition are to complete a safe, effective, and efficient transfer of 38 responsibility for execution of the PWS, resulting in the Contractor assuming full responsibility for 39 the Contract and workforce with no disruption to ongoing operations. The main goal of the transition 40 process is to ensure that terms and conditions of the Contract are fully understood by the Contractor 41 prior to assumption of full responsibility for execution of the Contract. 42


C-4

General Scope and Outcome 1

(b) The Contractor shall perform the following activities for transition at initial Contract startup: 2

Transition the workforce needed to execute the mission of the Contract. This includes but not limited 3 to: 4

Transition of the incumbent workforce in accordance with the requirements of the Contractor 5 Human Resources Management clauses of Section H, as applicable; and 6

Employment of additional staff determined to be necessary; and 7

Placement of subcontracts determined to be necessary. This includes assumption of existing 8 subcontracts identified by the Contractor or as directed by the CO. 9

Conduct a due diligence review of existing conditions. This includes: 10

Review of material differences and current conditions identified by DOE; and 11

Review of Government-furnished property (GFP) and equipment to be assigned to the Contractor. 12

Establish the programmatic and management system elements needed to support execution of the 13 PWS under the terms and conditions of the contract, including: 14

Review and assumption of existing project, program and management system documents; 15

Generation of needed replacement project, program and management system documents 16 determined by the Contractor to be needed prior to assumption of responsibility for execution of 17 the Contract; and 18

Establish operations under existing or new programmatic and management systems. 19

Support DOE activities needed to determine Contractor readiness to assume responsibility for 20 execution of the Contract under the terms and conditions of the Contract. 21

(c) The desired outcome is a smooth transition of full responsibility for execution of the Contract that 22 avoids disruptions that could affect the accomplishment of the Hanford Site mission. 23

Detailed Scope and Requirements 24

Transition 25

(d) Unless otherwise specified, the transition period for initial Contract startup will be 901 days from 26 written Notice to Proceed (NTP) to the Contractor assuming full authority and responsibility for 27 execution the Contract. 28

(e) During the transition period, the Contractor shall: 29

Participate in a Post-Award Orientation session convened by the CO to discuss important contract 30 terms and conditions and the overall approach in contract administration. 31

Submit a Transition Plan within 15 days of receipt of written NTP that fulfills the requirements 32 presented in the section entitled, Transition Plan, immediately following this section. 33

1 Unless otherwise specified, the number of days listed in the PWS shall be calendar days.


C-5

In coordination with DOE, establish and conduct informational and transition progress reporting 1 sessions with stakeholders. Communicate community commitments via website and through 2 appropriate informational sessions and communication venues. 3

In coordination with DOE and the incumbent contractor, establish the mechanisms to communicate 4 introductory information and transition progress reports to the current workforce. 5

Develop training for the workforce on the PWS and the Contractor proposed technical and 6 management approach for execution. Provide DOE a schedule for completion of training that results 7 in 100 percent (100%) of the prime contract workforce trained within six-months of NTP. 8

Coordinate and cooperate with other contractors during Transition. 9

Perform a due diligence review to: 10

Evaluate material differences and pre-existing conditions provided by DOE at the start of 11 Transition. 12

Evaluate the listing and assessment of property and equipment condition provided by DOE at the 13 start of Transition. Conduct a joint reconciliation of this list with the incumbent contractor and 14 submit to DOE. 15

Review policies, procedures, plans, records, technical documents, permits, safety analyses, and 16 other documents or forms of information to ensure that they are complete, accurate, and current. 17 Identify where the Contract does not reflect the most current status of these documents or forms 18 of information. 19

Identify additional material differences and pre-existing conditions associated with GFP and 20 equipment to be assigned to the Contractor and current conditions of the elements in the PWS 21 established in the Request for Proposal (RFP). 22

Prior to the end of transition, provide the CO with a listing of material differences and pre-existing 23 conditions. Untimely submissions will not be considered. After receipt and evaluation of the 24 Contractor Material Difference submission, DOE will negotiate the final list of Material Differences 25 and Pre-existing Conditions with the Contractor that may represent a change to the Contract. The CO 26 will provide direction to address these potential changes and establish timeframes for completion of 27 applicable actions. 28

Support an initial safeguards and security (SAS) survey conducted by DOE. The Contractor shall 29 ensure that adequate programs are in place prior to the end of transition to receive a Satisfactory 30 rating, in accordance with DOE Order (O) Contractor Requirements Document (CRD) 470.4B, 31 Change 2, Safeguards and Security Program. 32

Support DOE in-process verification of Contract transition. 33

Provide DOE with weekly written transition status reports. 34

Establish routine status meetings with DOE and affected contractors to review transition activity 35 progress and issues. 36

Submit a declaration to DOE, prior to the end of transition, indicating readiness to assume 37 responsibility for execution of the Contract. 38


C-6

Support DOE in conducting activities required for DOE to determine that, prior to the end of 1 transition, the Contractor is ready to assume full responsibility for execution of the Contract. 2

Transition Plan 3

(f) The Transition Plan provides a description of necessary transition activities, identifies involved 4 organizations, identifies Contractor personnel along with roles and responsibilities of who will be 5 managing transition activities, and includes an integrated, critical-path transition schedule that reflects 6 activities by the incumbent, Other Hanford Contractors (OHC), and DOE personnel, as appropriate. 7 The objectives of the Plan are to minimize the impacts affecting continuity of operations, identify key 8 issues, and overcome barriers to transition. Successful completion of the transition activities will 9 enable the Contractor to assume full responsibility for execution of the Contract no later than 90 days 10 after NTP. 11

(g) The Plan shall: 12

Describe the approach to transition of services and other work identified in the Contract, including the 13 process, rationale, planned activities, and milestones necessary for conducting safe, orderly contract 14 transition; minimize impacts on continuity of operations; identify key issues and associated 15 resolutions that may arise during transition; and plan interactions with DOE, other contractors, the 16 workforce, regulators, and stakeholders. 17

Identify agreements, letter approvals, determinations of cost allowability, or understandings, the 18 Contractor plans to rely upon and apply to work performed under this Contract or in the accounting 19 for costs incurred. DOE agreements with predecessor contractors, contract guidance, direction, or 20 interpretation on other contracts shall not apply to this Contract unless they have been identified and 21 approved in advance by the CO. CO approved agreements shall be incorporated into Section J, 22 Attachment J-13, Advance Understanding of Costs. 23

Include a description of the activities necessary for the Contractor to assume full responsibility for the 24 Contract no later than 90 days after NTP. 25

Address other activities and deliverables specified in the Contract that require DOE approval prior to 26 completion of transition. 27

Occupational Medical Services – Firm-Fixed-Price Scope 28

The Contractor shall provide a comprehensive and integrated occupational medical program to meet the 29 outcomes and objectives in Section C.1 above. The Contractor shall maintain a “readiness to serve” 30 capability. Essential staffing levels for health care providers are identified in the Section J Attachment J-8 31 entitled, Annual Essential Staffing Levels. This list represents staffing required to perform essential duties 32 and may not reflect adequate staff necessary to perform the comprehensive work scope described in this 33 section. 34

C.3.2.1 Occupational Safety and Health Programs 35

C.3.2.1.1 Site Safety and Health Efforts Participation 36

C.3.2.1.1.1 Health Support 37

The Contractor shall participate in, or lead, DOE and Hanford Safety, Health, and Environmental 38 Site-wide committees and/or subcommittees/Site Safety Standards (Section J, Attachment J-3 entitled, 39 Hanford Site Services and Interface Requirements Matrix). Participation may include such activities as 40 chairing, organizing, coordinating, and/or providing administrative support for action tracking and 41


C-7

resolution of items within the Contractor’s purview. The Contractor may be asked to participate in, or act 1 in a supporting role to OHCs’ Integrated Safety Management Systems activities, as appropriate. 2

C.3.2.1.1.2 Worker Safety and Health Program 3

The Contractor shall submit, for DOE review and approval, and execute a Worker Safety and Health 4 Program as required by 10 CFR 851, Worker Safety and Health Program. The Contractor shall provide 5 updates to this program and submit to DOE for review and approval on an annual basis consistent with 6 10 CFR 851. The program shall be prepared in accordance with 10 CFR 851 and provide the updated 7 documentation to DOE in accordance with the Section J Attachment J-12 entitled, Contract Deliverables. 8

C.3.2.1.2 Legacy Health Issues 9

(a) The Contractor shall implement testing and monitoring programs to manage legacy health issues 10 (e.g., Chronic Beryllium Disease [CBD]/beryllium [Be] sensitivity, asbestosis, silicosis, etc.). 11 Specifically, with respect to Be (approximately 3,000 workers): 12

On the exit medical examination, the Contractor shall offer a Be lymphocyte proliferation test 13 (LPT) for any worker separating from the Hanford Site when the examination is performed by 14 the Contractor in accordance with 10 CFR 850.36, Chronic Beryllium Disease Prevention 15 Program, Medical Consent. 16

The Contractor shall provide a Be voluntary medical surveillance program (approximately 17 1,000 workers) as required by 10 CFR 850 for current Hanford Site Be associated workers who 18 voluntarily participate, including current WTP Be associated workers. 19

The Site Occupational Medical Director (SOMD) is responsible for administering the medical 20 surveillance program and shall appoint a licensed physician as lead for Be medical surveillance. 21

(b) Program shall be consistent with 10 CFR 850.34, Medical Surveillance. The Lead Physician 22 (Be medical surveillance program) shall have knowledge of the regulatory requirements associated 23 with the health effects of Be and expertise in the area of medical evaluations and procedures required 24 by the regulatory requirements for Be sensitivity and CBD. 25

The Lead Physician (Be medical surveillance program) will assess standing best in class Be 26 related clinical policies, procedures, and protocols (algorithms). The compliance of Be related 27 clinical policies, procedures, and protocols (algorithms) will be monitored through a peer review 28 process. 29

The Contractor will act as the Hanford Site Coordinator for submitting electronic data to the 30 DOE Beryllium-Associated Worker Registry (BAWR) semiannually, in accordance with 31 10 CFR 850.39(h), Recordkeeping and use of information. In order to meet these requirements, 32 various Site contractors will submit job history and exposure measurement data for each 33 Be-associated worker to the Contractor to add the electronic medical data portion and submit the 34 data to the BAWR. The employer providing the employee data is responsible for the accuracy of 35 that data. The Contractor will not edit data provided by the employer but will serve as data 36 coordinator. This responsibility includes receiving and appropriately addressing comments 37 received from DOE or its contractors on data submitted to the BAWR. 38


C-8

C.3.2.1.3 Employee Assistance and Wellness Programs 1

(a) The Contractor shall operate employee counseling, health promotion programs, and employee 2 assistance that promotes, maintains, and improves the physical and psychological well--being of the 3 worker in the work place, including: 4

(i) Employee assistance and wellness programs. 5

(ii) Health and wellness education – The Contractor shall provide health education for employee 6 training and occasional lectures or seminars on health matters of general interest to Hanford 7 personnel. Typical topics include, but are not limited to, smoking cessation, hearing protection, 8 ergonomics, fitness and diet, skin cancer, general cancer topics, weight control, lead, asbestos, 9 Tuberculosis, overview of medical service functions, and self-breast examination. This function 10 also includes the development and/or distribution of health related newsletters and other 11 materials. 12

(iii) An immunization program (such as influenza immunizations) – The Contractor shall provide 13 immunizations and other injections to employees as deemed necessary by the SOMD, 14 providing necessary information regarding immunization and performing appropriate 15 documentation. This includes vaccine serum with inoculation service, staffing, and 16 administering the base program for delivery of approximately 5,000 influenza vaccinations 17 annually. 18

(b) The Contractor shall provide expertise for DOE and Hanford contractors to resolve workstation, 19 furniture, and work task related ergonomics issues; provide ergonomic consultation and conduct 20 musculoskeletal disorder hazard assessments; and train and assist appropriate Hanford personnel with 21 ergonomic evaluations and recommendations to improve workstations to facilitate the prevention 22 and/or control of cumulative trauma disorders. 23

C.3.2.1.4 Health Program Improvements 24

The Contactor shall recommend improvements to enhance Hanford occupational and preventive health 25 programs and review federal, state, and DOE documents and trade publications to determine applicability 26 and impact of any new or proposed regulations or best practices on operations, alert the CO, in writing, of 27 regulation and program changes affecting this contract, and recommend an implementation plan for 28 identified changes. 29

C.3.2.1.5 Hearing Protection 30

(a) At a minimum, the Contractor shall be in compliance with the most current version of the 31 Occupational Safety and Health Administration (OSHA) occupational noise exposure and hearing 32 Conservation regulations found in 29 CFR 1910.95, Occupational Safety and Health Standards, 33 Occupational noise exposure, and other Washington State regulations, as applicable. The Contractor 34 is to provide audiograms for workers who are exposed to noise levels that trigger hearing 35 conservation program requirements promulgated by 10 CFR 851, which incorporates 29 CFR 1910 36 and the 2005 American Conference of Governmental Industrial Hygienists Threshold Limit Values 37 by reference. The audiometric testing shall be performed by a licensed or certified audiologist, 38 otolaryngologist, or other physician or by a technician who is certified by the Council of 39 Accreditation in Occupational Hearing Conservation or who has satisfactorily demonstrated 40 competence in administering audiometric examinations, obtaining valid audiograms, and properly 41 using, maintaining, and checking calibration and proper functioning of the audiometers being used. 42 The Contractor shall notify employees and supervisors of temporary and permanent standard 43 threshold shifts in accordance with the above OSHA and state standards within the required 44


C-9

notification timeframes. In keeping with National Institute for Occupational Safety and Health and 1 Washington State recommendations and regulations, age correction is not to be performed on 2 audiograms carried out by the Contractor. 3

(b) The Contractor shall appoint a physician lead who has knowledge of OSHA requirements and has 4 expertise in the area of Hearing Conservation Programs (HCP). This lead will set up HCP standing 5 operating procedures and monitor compliance through a peer review process that uses critical 6 HCP-related criteria to identify departures from the requirements, ensure standardization of 7 communication and internal processes among providers, and improve the program. 8

(c) The Contractor shall provide hearing loss data to Hanford organizations to prevent worker hearing 9 loss and to support identification and posting of potential hazardous noise locations. At a minimum, 10 at least annually and by a contractor or agency, the Contractor will report data that includes the 11 number of audiometric tests performed on persons who are in an HCP; and the number of permanent 12 standard threshold shifts in either ear by fiscal year, by age, and by job category. The data is to be 13 presented to Hanford organizations in support of their respective HCP for the identification of 14 potential shortfalls and successes. The Contractor shall provide expert occupational medicine 15 consultation in noise hazard assessment and hearing loss prevention, as well as consultation regarding 16 noise hazards, engineering controls, and hearing protection. 17

C.3.2.1.6 Controlled Substance/Alcohol Testing 18

The controlled substances/alcohol testing program services shall include standard chain-of-custody 19 procedures and documentation, collection, handling, shipment, analysis, and reporting analysis results for 20 the Human Reliability Program (HRP) Testing Designated Positions; U.S. Department of Transportation 21 (DOT), DOE Security, Emergency Services, and Information Management Substance Abuse Monitoring 22 Program; voluntary requests for urinalysis; and contractor and DOE Employee Assistance Programs, 23 including Contractor Fitness for Duty Programs, and alcohol use and drug testing for random, reasonable 24 suspicion, applicant, and occurrence testing including post-accident requirements. See also, C.3.2.2.1 (b). 25

C.3.2.1.7 Emergency and Disaster Preparedness 26

(a) The Contractor shall provide emergency response support, e.g., participate in Site exercises and drills, 27 participate in Site-wide emergency preparedness planning, and establish working 28 relationships/memoranda of agreements with other Site emergency service providers (e.g., Hanford 29 Fire Department, local hospital(s), etc.). 30

(b) The Contractor shall support the Hanford Site integrated emergency and disaster preparedness 31 planning. The SOMD is responsible for the management and implementation of the medical portion 32 of the site emergency and disaster plan (DOE/RL-94-02 entitled, Hanford Emergency Management 33 Plan, or current version). The medical portion shall be closely integrated with, and made a part of, the 34 overall Site emergency and disaster preparedness plan. 35

(c) The Contractor shall support the integration of community emergency and Hanford Site disaster 36 plans. The occupational medical portion of the Site emergency and disaster plan is integrated with 37 surrounding community emergency and disaster plans to the extent consistent with the development 38 of a mutual aid and assistance capability. The Contractor shall participate in local community 39 response activities in accordance with mutual aid agreements as directed by the Contracting Officer 40 Representative (COR). The SOMD shall advise DOE of the actions needed to manage the integration 41 of Hanford occupational medical emergency and disaster planning with the surrounding communities’ 42 plans. Integration with local hospitals will be required in these activities. 43


C-10

(d) The Contractor shall support emergency and disaster preparedness pre-planning and response 1 requirements. The Contractor shall assist DOE to ensure that the medical portion of the Site 2 emergency and disaster response capability is adequate to meet the type and severity of accidents and 3 trauma dictated by the character and history of plant operations and conditions, including 4 pre-planning and pre-arrangements for: 5

Ensure onsite capabilities for medical aid and triage, which shall include onsite capability for 6 cardiopulmonary resuscitation, cardiac defibrillation, and advanced cardiac life support. 7

Support DOE in the arrangement of hospital care, which shall include the capability to evaluate 8 and treat injuries resulting from exposure to radiation and/or toxic materials, including internal 9 and external contamination, as appropriate. 10

Provide services of medical specialists and consultants. 11

Provide medical aid coverage during evacuation operations from facilities and the Site. 12

Communicate with the DOE Emergency Operations Center for the coordination of fire and rescue 13 units, hospitals and hospital teams, and local and state police. 14

Ensure that emergency preparedness and response support are overseen by a licensed physician. 15 In this context, the phrase “overseen by a licensed physician” means that a licensed physician 16 actively participates and has ultimate responsibility for the rendering of the Contractor’s 17 emergency preparedness and response support from a Site occupational medical standpoint. 18

Provide services, as required, in the Emergency Operations Center currently located in the 19 Richland Federal Building, at local hospitals, in the Contractor's main clinic, or at other locations 20 as specified by the Government. In addition to emergencies, this service includes participation in 21 planning, training, drills, and exercises. 22

Immediately inform the COR or designated representative in cases of emergency involving 23 exposures or hazards that appear to be dangerous to health or life, and provide recommendations 24 to alleviate the emergency conditions. 25

Serve as a member of appropriate emergency response teams in accordance with DOE/RL-94-02 26 entitled, Hanford Emergency Management Plan, and DOE-0223 entitled, Emergency 27 Preparedness Program Requirements. 28

C.3.2.1.8 Industrial Hygiene Support 29

(a) The Contractor shall provide occupational medicine/Industrial Hygiene (IH) assistance to other 30 organizations, including other onsite contractors and DOE as needed and requested. 31

(b) Contractor shall identify an American Board of Industrial Hygiene Certified Industrial Hygienist 32 (CIH) as a liaison. The scope of work for the CIH liaison is to facilitate meeting the requirements of 33 this section. 34

(c) The Contractor shall participate in surveys, studies, assessments, and exposure monitoring to assist 35 with advice to identify, evaluate, and control potential chemical, physical, or biological hazards in the 36 work environment that may cause illness, injury, disease, or impaired well-being. 37

(d) Upon request, the Contractor shall assist with the investigation of IH workforce complaints of 38 potential workplace hazards and coordinate where appropriate with the affected employee and the 39 appropriate organizations to resolve issues. 40


C-11

The Contractor shall assist, as requested, in providing guidance and recommendations concerning 1 the selection, use, maintenance, and control of personal protective equipment (PPE). 2

The Contractor shall ensure that individual exposure record(s) to chemical substances or physical 3 agents are filed in the medical records. 4

The Contractor shall provide appropriate assistance to DOE and Hanford contractor staff 5 (e.g., safety and environmental) and line organizations (e.g., engineering, program, and 6 procurement) to ensure the incorporation of protective health measures in new equipment, new 7 work procedures, emergency response protocols, and facilities. 8

The Contractor medical and IH staff shall provide expert consultation services in heat stress 9 prevention and physiological monitoring and perform heat stress assessments, as requested. 10

C.3.2.2 Medical Services Program 11

C.3.2.2.1 Medical Monitoring and Qualification Examinations 12

(a) The Contractor shall perform medical monitoring and qualification examinations in accordance with 13 applicable federal, state, and local laws and regulations and DOE Directives. Medical monitoring 14 and qualification examinations will include initial, periodic, and post-incident examinations. 15 In addition to receiving the basic physical examination, other exams/diagnostics may be required. 16 Occupational related exams include, but are not limited to, the following: 17

Hazardous waste workers and all other occupations that involve potential exposure to the 18 following OSHA job hazard categories: 19

Chemical Hazards: Harmful chemical compounds in the form of solids, liquids, gases, mists, 20 dusts, fumes, and vapors exert toxic effects by inhalation (breathing), absorption 21 (through direct contact with the skin), or ingestion (eating or drinking). Airborne chemical 22 hazards exist as concentrations of mists, vapors, gases, fumes, or solids. Some are toxic 23 through inhalation, and some of them irritate the skin on contact; some can be toxic by 24 absorption through the skin or through ingestion, and some are corrosive to living tissue. 25

(i) Examples include: 26

1. Chemicals, solvents, paint, or fuel 27 2. Beryllium 28 3. Pesticides/herbicides 29

4. Mercury/lead/heavy metals 30

5. Acids and bases 31

6. Ammonia 32

7. Carbon tetrachloride 33

8. Welding fumes 34

9. Thermosetting resins and curing agents 35

Biological Hazards: These include bacteria, viruses, fungi, and other living organisms that 36 can cause acute and chronic infections by entering the body either directly or through breaks 37 in the skin. 38

(ii) Examples include: 39

1. Rattlesnake bites 40


C-12

2. Bee stings, scorpion stings, and ant bites 1

3. Valley fever (coccidioidomycosis) 2

4. Histoplasmosis 3

5. Psittacosis 4

6. Rabies virus 5

7. West Nile virus 6

8. Hantavirus 7

9. Contact dermatitis plants (yarrow, sneezeweed, stinging nettle, greasewood, etc.) 8

Physical Hazards: These include excessive levels of ionizing and nonionizing 9 electromagnetic radiation, noise, vibration, illumination, and temperature. 10

(iii) Examples include: 11

1. High pressure systems 12

2. Welding 13

3. Lasers 14

4. Insulation (fiberglass, asbestos) 15

5. Dust (silicosis) 16

6. Noise 17

7. Radiation and radiologic materials 18

8. Temperature extremes 19

9. Nanoparticles 20

Ergonomic Hazards: Ergonomics includes studies and evaluations of a full range of tasks 21 including, but not limited to, lifting, holding, pushing, walking, and reaching. Any of these 22 conditions can cause ergonomic hazards such as excessive vibration and noise, eye strain, 23 repetitive motion, and heavy lifting problems. Improperly designed tools or work areas also 24 can be ergonomic hazards. Repetitive motions or repeated shocks over prolonged periods of 25 time as in jobs involving sorting, assembling, power hand tools, and data entry can often 26 cause workplace health or musculoskeletal injuries. 27

(iv) Examples include: 28

1. Carpal tunnel syndrome 29

2. Raynaud’s syndrome 30

3. Muscle strains and sprains 31

4. Ligament or tendon damage: 32

i. Security officers including fitness for duty (includes HRP, psychological, and 33 10 CFR 1046, Physical Protection of Security Interests) 34

ii. Firefighters (including fitness for duty) 35

iii. Commercial drivers (DOT CDL per 49 CFR 391, Qualifications of Drivers and Longer 36 Combination Vehicle (LCV) Driver Instructors) 37

(b) The Contractor shall perform the following types of examinations: 38


C-13

Pre-placement evaluations, clearances, and recommendations relating to the placement of 1 employees in jobs, so they can perform in a safe and efficient manner consistent with the 2 requirements of the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973; 3

Medical surveillance and health monitoring examinations, as required by OSHA, and other 4 regulatory standards consistent with current national specialty guidelines for exposure-based 5 services (e.g., American College of Occupational and Environmental Medicine), and 6 examinations for specifically-defined legacy issues; 7

Qualification examinations, including OSHA required exams, and clearances for employee 8 medical qualifications to perform work in environments that may contain chemical, biological, 9 physical (including ionizing radiation), weather, terrain related, and ergonomic hazards; 10

Voluntary periodic examinations (a proactive measure to facilitate the continued health and 11 wellness of employees). The basic examination shall include, but not be limited to, the 12 following: 13

Height, weight, and blood pressure; 14

Visual acuity test and tonometry; 15

Audiogram; 16

Multichem profile including iron and TIBC profile, CBC, complete urinalysis, and lipid 17 profile; 18

Thyroid (minimum of free T4 and TSH); 19

Resting electrocardiogram; and 20

Pulmonary function study. 21

A complete examination by an appropriate licensed health professional (such as a physician or 22 mid-level provider/practitioner [e.g. nurse practitioner, physician assistant]) which includes, as a 23 minimum, the following evaluation/examinations/patient consultation: ear, nose, and throat; 24 head/neck; blood pressure; hernia; eye/retinal; heart and lungs auscultation; reflexes; skin 25 (whole body exam for potential skin cancer upon patient request); as appropriate: breast, 26 prostate, scrotal, rectal, and/or pelvic and lab results review. More frequent examination and 27 additional tests may be performed, if considered necessary in the judgment of the examining 28 physician; 29

Work capacity and return-to-work/fitness-for-duty health evaluations, with support to Site 30 contractors and DOE management in medical, mental, and substance abuse aspects of 31 personnel reliability (to include psychological assessments, and activities associated with 32 10 CFR 712, Human Reliability Program, and 10 CFR 1046); 33

Controlled substances/alcohol testing programs that are in accordance with this PWS, the 34 U.S. Department of Health and Human Services Mandatory Guidelines for Federal Workplace 35 Drug Testing Programs as administered by the Department of Health and Human Services, 36 Substance Abuse and Mental Health Services Administration, Mandatory Guidelines for Federal 37 Workplace Drug Testing Programs; 10 CFR 707, Workplace Substance Abuse Programs at 38 DOE Sites; 49 CFR 382, Controlled Substances and Alcohol Use and Testing; and 49 CFR 40, 39 Procedures for Transportation, Workplace Testing Programs; 40

Termination (exit) health evaluations to include appropriate referrals, pamphlets, brochures, or 41 other materials (e.g., Former Worker Medical Screening Program) for ongoing medical 42


C-14

monitoring; and x-ray services and readings, medical x-ray services provided at the clinics, 1 including taking x-rays, initial readings, and other traditional in-clinic services. Special readings 2 performed outside the clinic (specifically “B” readings or expert analysis) are covered under 3 C.3.3.1.4, with the exception of work related injuries, as noted in C.3.2.4. 4

(c) Each medical examination shall include, but not be limited to, the following: 5

Appropriate medical procedures, medical reports, and processes required for the particular type of 6 medical examination that are in accordance with the applicable federal, state, and local laws and 7 regulations, and DOE Directives and standards of practice; and 8

Appropriate professional services, laboratory and medical technician services, administrative 9 support, and other services that are in accordance with the applicable federal, state, and local laws 10 and regulations, and DOE Directives and standards of practice; and 11

Appropriate documentation of all pertinent medical information, including medical and 12 occupational histories, examination findings, laboratory and procedure results, evaluations and 13 conclusions, and recommendations that are in accordance with the applicable federal, state, and 14 local laws and regulations, and DOE Directives and standards of practice; and 15

Appropriate medical notifications that communicate results of examinations to employer and 16 employee (note: only the appropriate, work-related information permitted by law will be 17 communicated to the employee's employer/contractor); and 18

The disposition and disposal of all medical, biological, and other wastes generated from the 19 medical service in accordance with the applicable federal, state, and local laws and regulations, 20 and DOE Directives and standards of practice. 21

(d) Medical examinations shall be scheduled using the Government-furnished computerized scheduling 22 system (Section J, Attachment J-6 entitled, Government-Furnished IT Systems List). The Contractor 23 shall manage and coordinate medical examination scheduling with each of the Site contractors and 24 DOE to minimize the impact of medical examinations on the work conducted at the Hanford Site. 25

(e) The Contractor shall refer employees to their personal physician for non-occupationally related illness 26 or injury, except as noted in Section C.3.2.2.2, Evaluation, First Aid, and Emergency Stabilization. 27

C.3.2.2.2 Evaluation, First Aid, and Emergency Stabilization 28

The Contractor shall provide timely and accessible Occupational Health care and first aid in the 200 West 29 Health Care Center on the Hanford Site and the Contractor’s main clinic in Richland, Washington. 30 First aid for occupational and non-occupational injury and/or illness shall be provided in accordance with 31 the following requirements: 32

Occupational injury or illness: 33

The management of occupational injury or illness shall be in accordance with applicable federal, 34 state, and local laws and regulations and DOE Directives. 35

Evaluation and first aid, or stabilization and referral, of occupational injury or illness shall be 36 prompt, with emphasis placed on rehabilitation and return to work at the earliest time compatible 37 with job safety and employee health. Contractor shall define specific protocols, procedures, and 38 tests for workers who present complaints or express symptoms of chemical exposure. 39


C-15

The occupational medical staff shall notify the affected individual(s) and immediate supervisor(s) 1 of unhealthy work situations detected during the course of their duties. The Contractor shall also 2 notify OHCs and DOE Hanford Site health and safety groups (health physics, industrial hygiene, 3 or safety) of these situations. 4

Non-occupational injury or illness: 5

Hanford Site workers are to utilize the services of a private physician or medical facility, for care 6 of non-occupational injuries or illnesses. The Contractor may provide assistance with minor, 7 non-work related outpatient or chronic conditions (such as blood pressure checks) to minimize 8 employees’ time away from work. 9

The Contractor shall provide appropriate assistance to workers who are ill at work. Care should 10 be available for what is judged as a short-term, minor condition. The objective is to return the 11 worker to a state of health in the shortest possible time consistent with appropriate medical 12 standards. 13

The Contractor shall not provide long-term treatment of non-occupational injury and illness. 14

The Contractor shall provide appropriate return to work clearance or duty limitations to workers and 15 their employers, taking into consideration any restrictions provided by a private physician. 16

In emergencies, Hanford workers shall be given the necessary care required for stabilization until 17 referral to a private physician or facility can be provided. 18

The term first aid is defined in the Washington Administrative Code (WAC 296-27-05101(3)(a-n), 19 Recordkeeping and Reporting, Definitions). Exceptions to this definition include services for travel 20 medicine, seasonal influenza vaccinations, other preventative vaccinations, and use of Diethylene 21 Triamine Pentaacetic Acid or a similar chelating agent in concert with treatment by other medical 22 facilities in cases of uptake of radioactive substance: 23

The Contractor shall provide requested information and reporting requirements to OHC and DOE 24 organizations for occupational injuries and illness. 25

The Contractor shall manage medication services, including the requisitioning or purchase, 26 storage, safeguarding, accountability, and administration or delivery of all medications and 27 supplies necessary to the operation of the medical services. 28

The Contractor shall report to DOE on the dispensation and inventory of regulated drugs, as required 29 by the J Attachment J-12 entitled, Contract Deliverables. 30

The Contractor may provide an initial dose of non-prescription medication (e.g., aspirin, ibuprofen, 31 antihistamines, decongestants, topical antibiotic/cortisone/burn ointments, throat lozenges, muscle 32 relaxers, antacids, and eye/ear drops) for prompt treatment of symptoms. The Contractor shall 33 provide prescription medications only on a limited, emergency basis. 34

C.3.2.2.3 Monitored Care 35

(a) Monitored care of ill or injured employees by occupational medical physicians is required to 36 maximize recovery and safe return to work and minimize lost time and associated costs. Hanford Site 37 contractors and DOE management have the responsibility to advise the Contractor when an employee 38 has been absent because of an illness or injury for five or more consecutive workdays. 39


C-16

(b) The Contractor shall monitor workers’ compensation cases as appropriate, through return to work 1 visits, Contractor communication with the DOE-RL Third Party Workers’ Compensation 2 Administrator, and physician-to-physician communication with private physicians where applicable. 3 The Contractor shall assist the employees in recovery and facilitate return to duty at the earliest 4 practical time. Reasonable accommodations or restrictions may be a part of this rehabilitation process 5 and must be closely coordinated with the human resources department and line management of Site 6 Contractors and DOE. 7

(c) The Contractor shall include a work conditioning program(s) as part of the monitored care program to 8 support/expedite fulfillment of fitness-for-duty, work capacity, and qualification requirements. 9

(d) The Contractor shall make medical fitness-for-duty recommendations regarding employees for all 10 conditions that may influence performance or work suitability. 11

C.3.2.2.4 Medical Surveillance Data 12

(a) The Contractor shall routinely and systematically analyze medical data involving individuals, as well 13 as groups of employees, by location and by function, in the course of performing monitoring and 14 qualification examinations and conduct epidemiological studies while maintaining the confidentiality 15 of patients. These data analyses shall be aimed at early identification of patterns of findings, sentinel 16 events, or changes in worker health that may be indicative of trends or weaknesses in worker 17 protection features and programs (Note: Additional, specific epidemiology studies may be requested 18 by DOE under Section C.3.4). 19

(b) The Contractor shall include these reviews in quarterly summary reports to DOE, or more often as 20 requested, and notify the CO or designee of all adverse trends as they are identified and include all 21 trending results, recommendations, and comments in the SOMD’s Annual Report. 22

(c) The SOMD is responsible for communication and coordination of findings with appropriate public 23 health agencies. 24

C.3.2.3 Case Management 25

The purpose of Case Management is to: 26

Be a liaison between the Occupational Medical program and DOE’s Third Party Administrator in 27 workers’ compensation cases and return to work issues. 28

Manage cases of Be by coordinating appointments, providing worker education, and following 29 approved Be protocols. 30

Manage cases of other complex worker issues related to Occupational Health, generally where 31 multiple appointments and regimes are an issue. 32

Case Management is to be carried out at the Contractor’s main clinic. 33

The Contractor shall ensure that Case Management prepares electronic daily reports including a 34 report of work restrictions sent to the employee’s management and safety organization(s), and other 35 Case Management reports as required (such as Be). 36

C.3.2.4 Support of DOE’s Third Party Administrator for Workers’ Compensation 37

(a) The Contractor shall monitor workers’ compensation claims as appropriate, through return to work 38 visits by the worker in order to facilitate return to work. The Contractor shall have timely 39


C-17

communications with DOE’s Third Party Administrator for Workers’ Compensation, 1 physician-to-physician with the worker’s private physician(s), and employer where applicable. 2

(b) The Contractor shall provide, within 15 working days, a hard copy of the complete personal medical 3 file of a Hanford Site worker being treated under a workers’ compensation claim, as requested by 4 DOE’s Third Party Administrator for workers’ compensation. 5

(c) The Contractor shall not incur any outside costs related to a work place injury. 6

Exception: State of Washington Department of Labor and Industries (L&I) letter dated 7 November 9, 2012; the reporting of claims costs, for workers with CBD, L&I determined that 8 their position will be consistent for all Be-related conditions. No costs associated with medical 9 surveillance exams are reportable as claims costs under Washington’s workers’ compensation 10 program for any closed Be worker compensation claim. This is true regardless of whether the 11 claim is for Be sensitization or CBD. If the worker has an open claim for CBD, all costs are 12 reportable claim costs under Washington’s workers’ compensation program. 13

C.3.2.5 Program Administration 14

C.3.2.5.1 Project Controls and Management 15

(a) The Contractor shall provide an Annual Execution Plan (AEP) that defines major activities 16 (separately identified as FP scope(s), CR scope, or [if applicable] IDIQ scope) to be performed for the 17 following fiscal year and the level of funding associated with each (see Section J, Attachment J-12 18 entitled, Contract Deliverables). 19

(b) The AEP shall be defined to the fifth level of Work Breakdown Structure (WBS) and by major 20 activity (e.g., labor, materials, testing, surveillance program, consulting, health education, Energy 21 Employees Occupational Illness Compensation Program Act [EEOICPA], etc.). All purchases and 22 upgrades over $5,000 shall be attributed and annotated explicitly to the major cost reimbursable 23 activity. 24

(c) The Contractor shall report each month for activities as defined in the AEP on spending variance 25 relative to AEP levels. The reporting level shall be to the level of WBS and category as noted herein. 26 The Contractor shall provide a report on cost variance relative to the AEP each month, as a Contract 27 deliverable in Section J Attachment J-12 entitled, Contract Deliverables. 28

(d) The Contractor shall provide information and support to DOE on data gathering and reporting to 29 assist budget formulation and financial analysis activities. 30

C.3.2.6 Personal Property and Materials Management Program 31

(a) The Contractor shall manage its Personal Property Management Program, including: 32

Providing a contract specific Personal Property Systems and Materials Management Program 33 (Property Management System) to DOE for approval consistent with DOE-H-2007 entitled, 34 Deliverables. 35

Providing to DOE a 100 percent wall to wall Physical Inventory Report within 60 days of 36 transition. 37

Ensuring that property received and processed through centralized receiving docks has been 38 appropriately identified and tagged. 39


C-18

Providing reports regarding inventory, such as turnover ratios, value of onsite inventory, and 1 inventory accuracy report. 2

Maintaining an accurate inventory through the life cycle of the Contract. 3

Controlling sensitive items and controlled substances. 4

Managing returnable containers and other items needing return to manufacturers for credit. 5

(b) Generating required reports, to include at a minimum, the following: 6

Report of physical inventory results consistent with 41 CFR 109, Department of Energy Property 7 Management Regulations (2016) 8

The frequency of physical inventories of personal property shall be as follows: 9

Equipment – biennial 98% inventory accuracy 10

Sensitive items – annual 100% inventory accuracy 11

Stores inventory – annual 12

Precious metals – annual 100% inventory accuracy 13

HRPP – annual 100% inventory accuracy 14

All other accountable property – every three years 98% inventory accuracy 15

Report of loss, damage, destruction, or theft 16

Property information database system 17

Reports of sales and exchanges 18

Motor vehicle fleet reports 19

Plans and procedures for property management business system 20

Final property reports for physically completed or terminated contracts 21

Special reports for motor vehicles 22

General Services Administration (GSA) report of property furnished to non-federal activities 23

C.3.2.7 Disposition of Excess Personal Property 24

The Contractor shall utilize the Hanford Mission Essential Services Contract (HMESC) for disposition of 25 Government-owned, Contractor-managed personal property no longer required in support of the Contract. 26

C.3.2.8 Inventory Management 27

The Contractor shall: 28

Manage assigned inventory. Property Management operations shall provide for tagging (as needed), 29 tracking, storage, and disbursement of inventory items. 30


C-19

C.3.2.9 OccMed Requirements and Regulations 1

C.3.2.9.1 Health Care Accreditation 2

The Contractor shall achieve and maintain accreditation to standards of the Accreditation Association for 3 Ambulatory Health Care (AAAHC) as described in Section H. Such accreditation shall be maintained 4 throughout the Contract period. 5

C.3.2.9.2 Audit Support 6

The Contractor shall provide support for audits including, but not limited to, those by DOE Headquarters 7 (HQ) Environmental Management (EM), DOE HQ Health Safety and Security, and other outside 8 agencies. The Contractor shall also prepare audit reports and follow up reports, to include as appropriate 9 necessary corrective actions, to respond to any audit findings. 10

C.3.2.9.3 Inspection 11

The Contractor’s workspace may be inspected periodically for regulatory or contract compliance. 12 Abatement of non-compliance will be the responsibility of the Contractor as determined by the 13 Government. The Contractor shall provide DOE organizations, assessment teams, Inspector General, 14 GAO, and the DOE or OSHA inspector if a complaint is filed or an investigation or inquiry is initiated on 15 a company employee. 16

C.3.2.9.4 Other Direct Costs 17

The Contractor shall furnish all personnel, materials, supplies, and services (except as expressly set forth 18 in this Contract as furnished by the Government) and otherwise do all things necessary for, or incident to, 19 the performance of work described above and other sections of the Contract not specifically identified as 20 CR or IDIQ scope. Personnel includes providing a “readiness to serve” level of staffing. Materials, 21 supplies, services, and other non-labor costs include, but are not limited to insurance, laundry, uniforms, 22 office supplies, printing, postage (to include shipping/delivery), licenses/accreditation/professional fees, 23 recruiting expense, educational assistance, relocation, travel, training, onsite exams and tests, medical and 24 general supplies, microfilming, educational pamphlets/materials/resources, book/magazine subscriptions, 25 PPE, cell phones, stipends, and Section C, Other J-3 Services. 26

C.3.2.9.5 Professional Development 27

The Contractor shall ensure that personnel attend appropriate continuing education courses, conferences, 28 and/or seminars annually, or as required, to maintain competency, technical skill, and certification 29 requirements and ensure that applicable employees maintain membership in appropriate professional 30 organizations. 31

C.3.2.10 Information Management 32

C.3.2.10.1 Records 33

C.3.2.10.1.1 General Records 34

(a) The Contractor shall conduct records management in accordance with 44 USC Chapters 21, 29, 31, 35 33, and 35; 36 CFR Chapter XII, Subchapter B-Records Management; the current DOE Records 36 Management Program and Vital Records Orders in Section J, Attachment J-2 entitled, Requirements 37 Sources and Implementing Documents. These functions include, but are not limited to, tasks 38 associated with creation/receipt, maintenance, storage/preservation, protecting, scheduling, indexing 39 and dispositioning active and inactive records; retrieving records from on and offsite storage facilities 40 in accordance with Section J, Attachment J-3 entitled, Hanford Site Services and Interface 41 Requirements Matrix, and supporting ongoing Freedom of Information Act (FOIA), Privacy Act, 42


C-20

EEOICPA Workers’ Compensation, Former Worker Medical Screening Program, Chronic Beryllium 1 Disease Prevention Program, Congressional inquiries, litigation holds, and legal discovery requests to 2 ensure that records in electronic information systems can provide adequate and proper documentation 3 for as long as the information is needed. 4

(b) The Contractor shall ensure that records generated in the performance of the Contract containing 5 personal information routinely retrieved by name or other personal identifier are classified and 6 maintained in Privacy Act systems of records in accordance with FAR 52.224-2, Privacy Act 7 (Apr 1984) and DOE O 206.1, Department of Energy Privacy Program. 8

(c) All records (see 44 USC 3301 for statutory definition of a record) acquired or generated by the 9 Contractor in performance of this Contract, except for those defined as contractor-owned 10 (see Section I, DEAR 970.5204-3 entitled, Access to and Ownership of Records), and including, 11 records from a predecessor contractor (if applicable) and records described by the Contract as being 12 maintained in Privacy Act systems of records, shall be the property of the Government. 13

(d) The Contractor shall preserve and disposition records in accordance with National Archives and 14 Records Administration-approved records disposition schedules. (Note: Records retention standards 15 are applicable for the classes of records described therein, whether or not the records are owned by 16 the Government or the Contractor [DEAR 970.5204-3]). 17

(e) The Contractor shall prepare and maintain, submit for DOE approval, and execute an approved 18 Records Management Plan, which addresses at a minimum, Records Disposition Plan, Vital Records 19 Program Plan, Vital Records Update, and Records Management Close-out Plan consistent with 20 records management regulations specified therein. 21

C.3.2.10.1.2 Medical Information and Records Management 22

(a) The Contractor shall: 23

Use the Government-furnished Electronic Health Records (EHR) system; 24

Manage clinical specific configuration of the EHR within the constraints of the system; 25

The EHR System. The EHR system is a comprehensive computerized system to utilize 26 Information Technology (IT) to organize and record medical examination processes and file 27 the resulting medical records. This system will also enable the Contractor to easily retrieve 28 and perform analysis on the data for such purposes as epidemiological research and 29 preparation of custom designed reports. 30

The Employee Job Task Analysis (EJTA) is a function within the EHR. The EJTA is used to 31 document workers’ essential job functions, physical job requirements, medical qualifications, 32 potential exposures, etc. The EJTAs will be prepared by DOE, Site Contractors, and the 33 workforce and provided to the Contractor for processing to determine medical programs using the 34 Risk Management Medical Surveillance (RMMS). EJTA is a name given to a 35 function/process/software used to help comply with 10 CFR 851 requirements using the RMMS. 36 The RMMS is a Hanford developed software system that analyzes EJTA data and assigns medical 37 monitoring and qualification requirements. 38

Protect the privacy of employees and the confidentiality and physical security of all employee 39 medical records. 40


C-21

Provide access to employee medical and behavioral health records in a manner consistent with: 1

The Privacy Act, as codified in 10 CFR 1008, Records Maintained on Individuals 2 (Privacy Act); 3

29 CFR 1910.1020 entitled, Access to Exposure and Medical Records; and 4

Provide copies of medical records to other professional medical and behavioral health 5 providers and third-party medical claims administrators as appropriate and in a manner 6 consistent with applicable laws and standards (e.g., the Privacy Act and Health Insurance 7 Portability and Accountability Act). 8

Operate and maintain a central Work Restriction Registry for documenting worker restrictions 9 and communication of work restrictions to Site employers (see Section J, Attachment J-6 entitled, 10 Government Furnished IT Systems List). 11

Provide support to DOE and Site Contractors through the collection and analysis, when 12 requested, of employee health data for the purpose of early detection and prevention of 13 occupational and non-occupational illnesses and injuries, thereby reducing morbidity and 14 mortality; 15

Maintain accurate and complete medical records for the Site workforce on the behalf of DOE. 16 The medical records shall document all histories obtained, all evaluations, all first aid provided, 17 and all tests performed, including laboratory and clinic tests, exams, surveillance protocols, and 18 qualification tests. The medical records of the Hanford workforce shall reside on a Government-19 furnished EHR system. An estimated 1,200 cubic feet of medical records exist in paper copy and 20 an additional 300 cubic feet of x-rays are located at the onsite clinic and records holding area in 21 Richland, Washington. This legacy collection shall be integrated electronically. 22

Ensure that information contained in the employee medical record is sufficient to provide data for 23 use in job placement, health maintenance, evaluation, first aid, and rehabilitation of 24 occupationally-related conditions, and epidemiological studies and to help DOE and Site 25 Contractor management with program evaluation and improvement. 26

Ensure that employees have access to their medical records upon receipt of a signed release by 27 the employee or receipt of a notarized designation by the employee or third party. 28

Ensure that medical records (both hard copy and electronic) are available for review. 29

Create a new medical record for all individuals receiving care. However, a few specific 30 circumstances may arise for categories of individuals or services where a new medical record is 31 not required (e.g., persons likely to receive a one-time minimal service, such as an influenza 32 vaccine). Before establishing categories of this type, permission must be obtained from the DOE 33 CO. In all cases, even when there is no medical record, documentation of all services shall be 34 maintained in a retrievable format. 35

Vital records are required to meet DOE O 243.1B Chg. 1 entitled, Records Management 36 Program. 37

Medical records (both hard copy and electronic) developed during past contract years will be 38 transferred to the new Contractor and will be subject to DEAR 970.5204-3 entitled, Access to and 39 Ownership of Records. All medical records (both hard copy and electronic) remain the property 40


C-22

of the Government. The Government will advise the Contractor as to how the records shall be 1 maintained and stored. 2

Release of information: the Contractor shall provide timely, accurate, and complete responses to 3 information requested by DOE to comply with FOIA and Privacy Act requirements. 4

C.3.2.10.2 Other J-3 Services 5

(a) The Contractor shall acquire services necessary for clinic operation in accordance with Section J, 6 Attachment J-3 entitled, Hanford Site Services and Interface Requirements Matrix. 7

(b) The Contractor will have access to reliable and secure computing, telecommunications, and network 8 services for the Hanford Site. 9

Software Engineering and Development – The strategic direction is for the Hanford Site to use 10 more open-source or commercially available software, although it is understood that software 11 development projects may arise from time to time. The Contractor shall bring software 12 development needs to the attention of the Governance Advisory Board. More information may be 13 found in Section J, Attachment J-3 entitled, Hanford Site Services and Interface Requirements 14 Matrix. 15

End-User Computing – End-user computing services are the services and activities required to 16 provide and support the Site’s desktop, mobile computing, and collaboration infrastructure. 17 These products and services are managed via Section J, Attachment J-3, Hanford Site Services 18 and Interface Requirements Matrix, and include but are not limited to desktop computing 19 hardware devices and associated Operating System (OS) software, laptop/notebook/tablet 20 computing hardware devices and associated OS software, mobile computing hardware devices 21 and associated OS software (i.e., smartphones, personal digital assistants, handhelds), business 22 productivity software, and client computing applications that are part of the standard approved 23 computing device image(s), locally-attached peripheral devices (exclusive of consumables), and 24 video teleconference systems, network-attached printers, scanners, multi-functional devices 25 (printer/scanner/fax), and copiers that are attached to the local-area network, administration for 26 user accounts, and mobile device management. Environmental and security requirements may 27 dictate the disposition process of assets throughout the life cycle of the contract, regardless of 28 who owns it. 29

Hardware Acquisition, Maintenance, Redeployment, and Retirement – Acquisition, maintenance, 30 redeployment, and retirement for government-furnished end-user computing devices and network 31 equipment will be handled via Section J, Attachment J-3 entitled, Hanford Site Services and 32 Interface Requirements Matrix. Other hardware and equipment brought to the Contract are the 33 responsibility of the Contractor; however, the interfaces and resources available in Section J, 34 Attachment J-3, Hanford Site Services and Interface Requirements Matrix, should be utilized to 35 the fullest extent possible. 36

Telecommunications – Hanford Site telecommunications services are managed via Section J, 37 Attachment J-3 entitled, Hanford Site Services and Interface Requirements Matrix. 38 These services are currently utilized by most of the Hanford Site Contractors. The Hanford Site 39 Telephone Exchange activities encompass voice, data, special circuits, 9-1-1 support, and 40 attendant/operator services to Hanford Site programs, projects, and support organizations. 41 The system includes transport (backbone) systems, switching equipment, outside cable plant, 42 inside cable plant, distribution frames, subscriber station equipment, attendant workstations, 43


C-23

ancillary equipment, and interfaces to private and public networks. The communications services 1 function also includes emergency and commercial radio and pager services. 2

C.3.2.10.3 Strategic Planning, Governance, Enterprise Architecture, and Program Management 3

(a) Strategic Planning, Governance, Enterprise Architecture, and Program Management – The primary 4 goal of this scope of work is to enable the successful execution of the Hanford mission and associated 5 activities by providing effective, efficient, and innovative Information Management (IM) and IT, 6 maintenance of Hanford Site technical data in support of regulatory decision-making, and long-term 7 stewardship. The Contractor shall participate in a Governance Advisory Board (Board) composed of 8 key Contractor and federal senior IT managers and stakeholders. The Board will provide policy 9 guidance, advice, and assistance in the definition, design, and implementation for the IT Program. 10 In addition, the Board serves as the core group providing advocacy for IT services and infrastructure 11 business and technology across the Hanford Site. The governance function will work to foster full 12 integration between the Hanford Enterprise Architecture (EA) and Capital Planning and Investment 13 Control (CPIC) processes, including strategic planning, investment management, and portfolio 14 management. The Governance entity serves as the focal point for the development and coordination 15 of Hanford Site-wide policy, guidance, including standards and best practices for IT services and 16 infrastructure. This team is responsible for establishing common terminology definitions and 17 frameworks, including policies, standards, processes, and procedures. Unless otherwise noted or 18 directed, IT deliverables from the Contractor should be mature and actionable packages which are 19 subject to review by the Board and final approval by the Hanford Federal Chief Information Officer. 20

(b) IM Capital Planning – CPIC is an IM process to ensure that IM resources are used effectively and 21 efficiently. The process aligns IM plans with DOE’s strategic vision and mission requirements to 22 ensure that managers have accurate and meaningful information for IM decision making. 23 This includes the utilization of risk management plans, critical information on a proposed IM 24 investment’s overall value to the organization, the return on the investment, and measures of 25 performance. The general coordination and management of CPIC is handled through DOE or a 26 separate DOE integration agent. The Contractor shall execute this contract in accordance with the 27 Office of Management and Budget Circular No. A-130, Management of Federal Information 28 Resources, and provide detailed input into the ongoing CPIC process, including but not limited to IT 29 investment cost, schedule, and risk. This also includes responding to occasional data calls for more 30 detailed IT investment and performance information. 31

(c) IM Strategic Planning and Architecture – IM Strategic Planning and EA are handled through DOE or 32 a separate DOE integration agent. The Contractor’s participation in the Board will sufficiently engage 33 them in Strategic Planning and EA. 34

(d) Site Standards – Site IM Standards are managed through DOE or a separate DOE integration agent 35 via the Board. The Contractor will adhere to established Site IM standards. 36

C.3.2.10.4 Information Management Technical 37

(a) IM – To include traditional IT, records, and other associated areas is vital to successful 38 accomplishment of the mission. The Hanford Site has a robust set of IM programs, provided and 39 overseen through DOE. The Contractor is not expected to be an expert in IT, as many of the 40 necessary systems and services are provided. Where there are areas of IM scope that are applicable 41 to the Contractor, they are noted below. More detailed information on the IM products and services 42 can be found in Section J, Attachment J-3.b, Hanford Site Services and Interface Requirements 43 Matrix. 44


C-24

(b) Cyber Security – In accordance with applicable clauses in Section H and Supplemental CRDs 1 (such as, DOE CRD 205.1B), the Contractor is responsible for ensuring the confidentiality, integrity, 2 and availability of any information or information systems under its purview. Many of these cyber 3 security services may be provided via Section J, Attachment J-3.b, Hanford Site Services and 4 Interface Requirements Matrix. 5

(c) Business Management Systems – The Business Management System (BMS) is a collection of 6 various enterprise IM investments that provide core business functions such as Enterprise Resource 7 Planning (ERP), Business Intelligence, and other related functions. BMS is managed through DOE 8 or a separate DOE integration agent. In accordance with the business and mission requirements 9 outlined in this and other sections of the Contract (e.g. Section H clause entitled, Contractor 10 Business Systems), the Contractor shall utilize BMS information systems and services to support 11 ERP and other business functions. 12

(d) Occupational Health Websites – The Contractor shall update and maintain the content for an 13 Occupational Health website to provide health information to the workforce and obtain customer 14 (Site workforce) satisfaction feedback. The web-hosting services are managed via Section J, 15 Attachment J-3.b entitled, Hanford Site Services and Interface Requirements Matrix. 16

Infrastructure – Systems brought to the Contract by the Contractor shall be compatible with the 17 systems utilized by DOE. 18

Industrial Control Systems (ICS)/Supervisory Control and Data Acquisition (SCADA) systems – 19 The Contractor shall comprehensively identify its SCADA/ICS and feed this information into 20 the Business Impact Assessment process conducted by DOE or DOE integration agents. 21 The Contractor shall extend and integrate IT practices, programs, procedures, and requirements 22 (engineering, configuration management, governance, architecture, cyber security, etc.) to its 23 SCADA/ICS. Specialized cyber engineering services are available through Section J, 24 Attachment J-3.b entitled, Hanford Site Services and Interface Requirements Matrix. 25

Software distribution and license management – The Contractor will have access to DOE or 26 DOE integrator agent managed software assets covering many common business and mission 27 needs. More details can be found in Section J, Attachment J-3.b entitled, Hanford Site Services 28 and Interface Requirements Matrix. 29

C.3.2.10.5 Mission Information Technology 30

EHR system – See Section C entitled, Medical Information and Records Management. 31

Employee Job Task Analysis – See Section C entitled, Medical Information and Records 32 Management. 33

Other systems – For Contractor proposed systems not mentioned elsewhere in this contract but 34 deemed mission essential, the Contractor shall provide the full life cycle management for the 35 investment. 36

C.3.2.11 Occupation Medical Interface Management 37

C.3.2.11.1 Site Integration 38

(a) The requirement for this scope of work is an effective Interface Management function that results in 39 an open, collaborative, and effective partnership which enables the anticipation and/or identification 40


C-25

and timely resolution of issues that potentially impact all or a considerable portion of the Hanford 1 workforce. 2

(b) Interface Management is a key Site function for the effective and efficient delivery of OccMed 3 Services to the OHCs and an integral part of resolving issues. The role of Interface Management is to 4 solve complex and diverse issues at the lowest level in the respective organizations to maximize 5 efficiency, worker productivity, and ultimately the safety and health of the workforce with respect to 6 OccMed services and delivery. Interface Management shall proactively engage with the OHCs, 7 workforce, and DOE to assure the safety and health of the workforce, avoid misunderstanding and 8 miscommunication associated with services and support, and effectively anticipate emerging issues 9 and trends related to Occupational Health. The Contractor shall utilize available management tools 10 and best industry practices to execute an agile and effective OccMed Services Interface Management 11 function. 12

(c) The Contractor shall demonstrate effective Hanford Site integration to include, but not limited to, 13 identifying longstanding or emerging issues and trends potentially impacting Site operations and 14 provide recommendations for improvement and proactively engaging at all levels to resolve issues 15 and concerns of OHCs and the workforce (i.e. workforce and stakeholder concerns with chemical, 16 physical, biological, and ergonomic hazards). The Contractor shall consider the impacts and concerns 17 and provide recommendations internally, to the OHCs, and/or to DOE for corrective actions, work 18 process modifications, updates to EJTAs, or preventive measures as appropriate to provide for the 19 safety and health of the workforce. 20

(d) The Contractor shall establish regular and collaborative interactions with Site contractors, Site 21 workforce, and other Stakeholders as appropriate (i.e. community partners, local hospitals, etc.). 22 Such interactions should include, but not be limited to meetings, lectures, worksite visits, or 23 open-door onsite times for meetings with the Site workforce. 24

(e) The Contractor shall: 25

Make OccMed Integrator decisions that are in the best interest of the Government and the safety 26 and health of the workforce, without regard to individual contractor operating interests. 27

Forecast, trend, adapt, and re-align to meet the changing business, policy, and other environments 28 and DOE decisions (e.g., actions from third-party assessments, commitments with stakeholders, 29 etc.). 30

Be flexible and a cultural change agent for the Department at Hanford. 31

Be a trusted agent and transparent with its customers to include the OHCs, workforce, and DOE. 32

C.3.2.11.2 Risk Communicator 33

The Contractor shall engage and interface with the OHCs, workforce, community, and local medical 34 societies. The Contractor shall, at a minimum, raise awareness of the OccMed services; medical programs 35 and testing; signs, symptoms, and treatment for things such as Be, CBD, and relative attributes of 36 Sarcoidosis as compared to CBD. The Risk Communicator shall demonstrate responsiveness to concerns 37 and provide for effective implementation or actions to increase knowledge of the workforce or change in 38 OccMed business practices. 39


C-26

C.3.2.11.3 Field/Facility Worksite Visits 1

The Contractor shall: 2

Ensure that Occupational Health providers, including the SOMD, all physicians, Risk Communicator, 3 and all mid-level practitioners are familiar with employee job tasks, worksite environments, and 4 existing or potential health hazards. Familiarization and assessment of accuracy shall be 5 accomplished by reviews of EJTAs, interviews with workers and supervisors, and personal visits to 6 worksites and facilities. 7

Ensure that visits, when appropriate, are coordinated with IH, health physics, and safety personnel 8 and management and should include a review of materials, processes, and procedures used with 9 emphasis on chemical, physical (including ionizing radiation), biological, and ergonomic hazards. 10 The information obtained from these interviews and visits may form the basis for recommendations to 11 Hanford contractors and/or DOE for corrective actions, work process modifications, updates to 12 EJTAs, or preventive measures. 13

Ensure that these visits are conducted at least once a month by each Occupational Health provider 14 described above, who shall document the results of the visit on a Report of a Facility/Site Visit Form, 15 and distributed internally with copy provided to the representative of the host organization. 16

Ensure that visiting personnel have appropriate clearances when visiting facilities that require 17 clearances. 18

Coordinate with the host organization to ensure that proper PPE is provided to visiting personnel 19 during worksite visits. Such equipment is provided at the expense of the host organization. 20

C.3.2.12 Quality Assurance 21

Background 22

Contractors are required to implement quality assurance programs that provide confidence that quality is 23 achieved. The Quality Assurance Program (QAP) shall be implemented using a graded approach, based 24 upon the relative importance of the activity and the potential consequences of failure. 25

General Scope and Outcome 26

Quality assurance programs apply to contract requirements and are not limited to environment, safety, and 27 health functions. The Contractor shall develop and implement a QAP that complies with 10 CFR 830 28 Subpart A entitled, Quality Assurance Requirements, current DOE directives relating to Nuclear Safety 29 Management and Quality Assurance, and the terms defined in J.2. 30

The desired outcome is a QAP that ensures that products and services provided or performed by the 31 Contractor are of a high quality and meet or exceed stated requirements. 32

Detailed Scope and Requirements 33

The Contractor, shall: 34

Establish, implement, and maintain a QAP that meets the requirements of DOE O 414.1D entitled, 35 Quality Assurance and EM-QA-001, Revision 1, entitled, Environmental Management (EM) Quality 36


C-27

Assurance Program (QAP) as required by Section H clause entitled, U.S. Department of Energy 1 Office of Environmental Management Quality Assurance Program (QAP). 2

Describe in detail using a graded approach, in accordance with Attachment D of EMQA-001, 3 Revision 1, the Contractor’s QAP and submit it to DOE for approval, within 90 days after contract 4 award. This QAP shall be developed in accordance with the following. 5

The program shall be developed to maintain a single, integrated, organized, and effective quality 6 assurance program that defines the program scope, roles, and responsibilities for quality 7 management and improvement activities. 8

2. The Contractor shall meet all internal and external regulatory and review requirements. 9 Compliance shall be maintained with applicable consensus standards regarding quality assurance, 10 Accreditation Association for Ambulatory Health Care (AAAHC) standards for accreditation, 11 applicable Washington State Department of Health Coordinated Quality Improvement Program 12 (QIP) criteria, and the DOE Substance Abuse Program. 13

Provide management support as needed for planning, organization, resources, direction and control 14 essential to implementing and maintaining a successful QAP. 15

Develop a Graded Approach document and submit to DOE for approval, within 90 days after contract 16 award. The Graded Approach document may be a standalone document or be included within the 17 QAP. The Graded Approach document shall describe the basis of the graded approach used. 18 The graded approach may not be used in implementing the unreviewed safety question (USQ) process 19 or in implementing technical safety requirements. 20

Establish and maintain an organizational specific Quality Assurance Implementation Plan (QIP) 21 describing how the applicable requirements of the Contractor’s QAP are implemented and/or passed 22 down to lower-tier organizations, as required by the EM Quality Assurance Program, EM, 23 EM-QA-001, Revision 1. The QIP may be a standalone document or included within the required 24 QAP. The Contractor shall submit the QIP to DOE within 90 days after the Notice to Proceed (NTP) 25 for review and approval. 26

Implement the above standards, which may involve tailoring to be aligned with the QA consensus 27 standard specified in the Contract. Applied tailoring shall be discussed, approved by DOE, and 28 documented in the approved QAP to ensure the requirements of the quality assurance consensus 29 standard specified in this contract are adequately implemented. 30

With DOE approval, these standards can be substituted or augmented by other documented industry 31 standards, practices, or guidance. The Contractor’s QAP/QIP will specify which of the above 32 standards (including substitutions or additions) will be implemented. Where conflicts exist between 33 the guidance and the QA consensus standard specified in the Contract, the consensus standard 34 requirements will take precedence. Tailoring agreements will be specified in writing, provided to 35 DOE for approval, and maintained as a record. 36

C.3.2.12.1 Requirements Management Program 37

Background 38

The Contractor shall manage requirements through the incorporation and utilization of the 39 Government-furnished requirements management, and implement the Hanford requirement management 40


C-28

business system standard. The Contractor shall maintain the approved system for the life of the Contract 1 and shall ensure DOE can utilize the system. 2

In addition to the instructions, procedures, and drawing requirements specified in H clause entitled, EM-3 H-1001 U.S. Department of Energy Office of Environmental Management Quality Assurance Program 4 (QAP), the Contractor shall implement a requirements management system that entails managing legal, 5 regulatory, contractual and technical requirements, and enduring commitments of a project to ensure and 6 maintain alignment between those requirements and the project’s implementing plans, activities and work 7 products. The Requirement Management Program encompasses the tasks of establishing a requirements 8 baseline, crediting the documented implementing provisions, and maintaining bidirectional traceability to 9 and from implementing provisions, under change controls and maintaining configuration management. 10

As a program/project management function, the purpose of requirements management is to manage 11 requirements of the Contractor’s programs, processes, products and product components and to ensure 12 alignment between those requirements and the Contractor’s implementing plans, work instructions, and 13 work products. 14

General Scope and Desired Outcome 15

The desired outcome is the implementation of an effective requirements management program that 16 establishes and maintains a complete requirements dataset that provides bidirectional traceability to 17 implementing provisions, and from those documented implementing provisions back to applicable 18 requirement sources. The requirements sources include, but are not limited to, direct contractual 19 provisions; applicable CRDs; applicable DOE directives; applicable federal, state and local regulatory 20 requirements; permit provisions; applicable DOE Standards; applicable Hanford Site standards; adopted 21 industry standards; adopted guidance; enduring commitments from enforcement actions or corrective 22 actions; and demonstrating that applicable requirements are adequately implemented within the 23 Contractor’s documented programs, plans, procedures, and/or work instructions. 24

Detailed Scope 25

The Contractor shall develop, document, and implement an effective requirements management system 26 that satisfies the related user provisions described within the Hanford requirements management business 27 system standard. 28

The Contractor shall implement a requirements management system, facilitated in part through the use of 29 a Government-furnished software tool distributed through the HLAN. The Contractors interface with the 30 requirements management system is facilitated through the support of the designated Hanford Site 31 Service provider, who administers the software and provides training on its use. 32

The Requirements Management Program shall be described in detail in the Contractor’s QAP and 33 approved by DOE. 34

Control of Purchased Items and Services 35

In addition to the control of purchased items and services requirements specified in H clause entitled, EM-36 H-1001 U.S. Department of Energy Office of Environmental Management Quality Assurance Program 37 (QAP), the Contractor shall develop and implement, if applicable to the work scope, a commercial-grade 38 dedication program that incorporates the guidance of EPRI 2014 Technical Report Plant Engineering: 39


C-29

Guideline for the Acceptance of Commercial Grade Items in Nuclear Safety-Related Applications. This 1 program shall be described in detail in the Contractor’s QAP and approved by DOE. 2

Issue Management and Tracking 3

In addition to the control of nonconforming Items and corrective action requirements specified in H 4 clause, EM-H-1001 U.S. Department of Energy Office of Environmental Management Quality Assurance 5 Program (QAP), the Contractor shall develop and implement an Issue Management System (IMS) as part 6 of their Contractor Assurance System (CAS). The IMS operates in parallel with CAS, as described in 7 Section C.4.12.6.9, Contractor Assurance. The IMS shall comply with DOE Order 414.1D Quality 8 Assurance, and EM-QA-001, Revision 1, EM Quality Assurance Program. The IMS shall effectively 9 identify, document, report, control, correct (corrective action plans), and document issue closure of 10 identified Issues. 11

The Contractor shall foster a “no-fault” attitude for Issues, and prioritizes and focuses resources on 12 preventive actions and on those Issues that have the greatest potential for: 13

A. Posing adverse risks to the environment and human health 14

B. Adversely impacting the quality, safety, and reliability of operations 15

C. Affecting the ability to meet quality requirements. 16

The Contractor shall utilize a graded approach in characterizing the significance of Issues that is in 17 alignment with the system established by DOE and the Prime Contractors of the Hanford site. 18

The Contractor’s issue management system design shall incorporate and utilize the Government furnished 19 Business Enterprise software suite, and implement the Hanford IMS Business System Standard. 20 The Contractors interface with the Business Enterprise Software Suite is facilitated through the support of 21 the designated Hanford Site Service provider. The Contractor shall describe this system in detail in the 22 Contractor’s QAP approved by DOE. 23

Quality Assurance Requirements for Computer Software for Nuclear Facility Applications 24

The Contractor, in addition to the software requirements contained in the QA program specified in H 25 clause entitled, EM-H-1001U.S. Department of Energy Office of Environmental Management Quality 26 Assurance Program (QAP), shall develop and implement a software program that incorporates the 27 guidance of the Institute of Electrical and Electronic Engineers (IEEE) Software 28

Engineering Standards listed in Attachment J-2, or other IEEE standard that are applicable to the 29 Contractor’s scope of work. This guidance shall be incorporated into the Contractor’s program when 30 addressing software life cycle activities, such as requirements identification, software design, software 31 test planning and testing, and software verification and validation. This program shall be described in 32 detail in the Contractor’s QAP and approved by DOE. 33

Boundaries, Constraints, and Interfaces: None 34

Cost Reimbursement Scope (with No Fee) 35

C.3.3.1 Additional OccMed Site Services 36

C.3.3.1.1 Laboratory Services 37


C-30

Medical analysis services requiring the use of outside laboratories shall be reimbursable. For example, 1 this includes a Be LPT or blood analysis when performed by an outside laboratory. Services requiring an 2 outside laboratory are only used in instances when performance cannot be reasonably performed at the 3 Contract place of performance (e.g., outside of the Tri-Cities, Washington) post-accident and reasonable 4 suspicion for cause outside of hours of service as specified in Section F clause entitled, Hours of Service. 5 This does not include observation or analysis that is typically performed by an attending health care 6 provider or in-house technician. 7

C.3.3.1.2 Vaccine Services 8

The Contractor shall provide vaccine services (serum with inoculation service) beyond a base service 9 level of 5,000 influenza shots annually. Vaccine related services may be applicable to a large influenza 10 outbreak and other epidemic situations. 11

C.3.3.1.3 Travel Services 12

The Contractor shall provide support services to Hanford and DOE workforce for official travel to 13 include: 14

Traveler briefings with up to date information on destination environmental issues and infectious 15 outbreaks in accordance with Center for Disease Control (CDC) guidelines (see www.cdc.gov/travel). 16 Other resources may be used, such as Travax, as long CDC travel guidelines are followed. 17

Travel related medical reviews prior to authorization of overseas travel include identifying the need 18 for vaccinations (such as yellow fever), providing standard immunizations (such as 19 tetanus-diphtheria, polio, measles/mumps/rubella, hepatitis A, and hepatitis B), reviewing and 20 evaluating pre-existing medical conditions, personal medications, and destination medical 21 capabilities. 22

Travel packets to employees traveling to overseas sites, in accordance with CDC guidelines 23 (see www.cdc.gov/travel), containing some basic medical supplies such as Tylenol®, Band-Aids®, 24 non-adhesive bandages, gauze pads, antibiotic ointment, anti-diarrhea medication, anti-pruritic cream, 25 antihistamine, throat lozenges, cold relief tablets, anti-motion sickness medication, and antacids. 26

Prescriptions for malaria medications for travel to those countries where the CDC recommends 27 malaria prophylaxis. Physicians shall discuss the need for malaria prophylaxis individually with the 28 traveler and prescribe the most appropriate anti-malarial medication. 29

Information on other aspects of travel related medical concerns such as jet lag, stress, travelers’ 30 diarrhea, motion sickness, hypoxia, high altitude illness, decompression illness, and blood clots. 31

C.3.3.1.4 X-Ray Services 32

The Contractor shall ensure that all x-rays are read by an American Board Certified Radiologist and 33 asbestos-related chest x-rays are read by “B” readers in compliance with OSHA standards and 34 10 CFR 850. The Contractor shall ensure that medical digital x-ray or other media used and written 35 reports are delivered (consistent with Section C entitled, Other Direct Costs) to the clinic and become 36 property of the Government. 37

C.3.3.2 OccMed Equipment 38

C.3.3.2.1 Equipment Procurement and Upgrades 39

The Contractor shall supply medical and IT equipment and upgrades, as necessary for Contract 40 performance. Purchases and upgrades over $5,000 not annotated in the approved AEP must be approved 41


C-31

in advance by the CO. Equipment purchases and upgrades do not include routine medical supplies and 1 consumables (e.g., bandages, disinfectant, splints, peripherals that do not store, or process federal 2 information such as keyboards, mice, monitors, etc.), which shall be included in the Contractor’s FFP. 3

C.3.3.2.2 Equipment Repair, Maintenance, and Calibration 4

The maintenance and calibration of Government owned equipment is covered under this section of the 5 Contract. 6

C.3.3.3 Facility Costs 7

(a) The Contractor shall maintain and operate two clinics: the 200 West Area Health Care Center and a 8 clinic in Richland, Washington (1979 Snyder Street). Charges necessary for clinic operations, 9 including electricity, water, sewer, and waste disposal (solid, clinical, and hazardous wastes) are CR. 10 Services not available offsite in alignment with Section J, Attachment J-3.b, Hanford Site Services 11 and Interface Requirements Matrix, shall be acquired through the landlord or other sources. 12 The Contractor is responsible for the coordination of facility upgrades, as necessary, for contract 13 performance not otherwise included in the Contractor FFP. Purchases and upgrades over $5,000 not 14 annotated in the approved AEP must be approved in advance by the CO. 15

(b) The 200 West Area location – The Contractor shall coordinate with the HMESC Contractor for all 16 services, as appropriate, to include all required, routine, and out of cycle maintenance and optional 17 improvements. 18

(c) The 1979 Snyder (Richland) location – The lease for the Richland location is assumable, and the 19 Government requires the incoming Contractor to assume the lease for this space. Costs associated 20 with lease of the facilities and associated utilities will be CR. 21

C.3.3.4 Government Vehicles 22

The Contractor may request to obtain leased Government vehicles(s), typically GSA or DOE owned, to 23 perform work scope under this Contract. Such a request shall be made on a special equipment request 24 form obtained from the HMESC and coordinated through the CO or COR. The use of Government 25 vehicles is for the execution of Government business only. Allocation of such vehicles is controlled by 26 the HMESC for DOE and managed by vehicle use standards to ensure full fleet utilization. Cost for such 27 lease will be allocated to the Contractor. Maintenance and service of such vehicles are to be coordinated 28 with the HMESC. All drivers shall adhere to all state and federal laws and DOE regulations. Accidents, 29 including those with no property damage or injuries, are to be reported promptly in accordance with DOE 30 and GSA guidelines. 31

C.3.3.5 EEOICPA Requirements 32

(a) The Contractor shall provide support for execution of the EEOICPA in accordance with the 33 Section H clause entitled, Energy Employees Occupational Illness Compensation Program Act, 34 and other health initiatives pertaining to current and previous Hanford Site employees. 35

(b) The Contractor shall provide requested claimant related medical or employment records in a 36 timely, accurate, and electronic manner to the DOE or DOE contractors. DOE will then provide 37 those records to the Department of Labor (DOL) to ensure that EEOICPA claimants receive 38 complete, timely, and fair claims adjudication by DOL. 39

C.3.3.6 Legacy Pension and Benefit Plan Management 40

The Department is currently reviewing the possibility that the OccMed Contractor may have the 41 responsibilities regarding sponsorship of legacy pension and retiree medical benefit plans. Prior to 42


C-32

issuance of the final RFP, DOE will determine if the role of the plan sponsor will be included in this 1 contract for the following plans: 2

HMP Occupational Health Services Retirement Plan; and 3

HPM Corporation Welfare Benefits Plan for Hanford Retirees. 4

Indefinite Delivery Indefinite Quantity Scope 5

(a) Work that is of a recurring nature, but that cannot be sufficiently identified or quantified in advance to 6 be included in the FFP scope of the Contract, is identified as IDIQ work. Such work may include the 7 following: 8

The Contractor shall provide support in the event of natural disasters or catastrophic situations 9 involving DOE or other federal agencies, as directed by the CO. Work required by Section C 10 entitled, Emergency and Disaster Preparedness, is not included. 11

The Contractor shall provide special consultative services and additional Occupational Health 12 services not required by the FFP scope of the Contract and not capable of being performed within 13 the Essential Staffing Levels, as defined in Section J Attachment J-8 entitled, Annual Essential 14 Staffing Levels. 15

(b) It is anticipated that performance of IDIQ work may require the following positions: Physicians, 16 Physician Assistants, Psychologists, Nurses/Nurse Practitioners, Case Managers, Epidemiologists, 17 Certified Medical Assistants, CIHs, Registered X-Ray Technicians, and Phlebotomists. Position 18 descriptions for these positions are defined in Section H clause entitled, Qualifications of Medical 19 Personnel – Non-Key Personnel. Services of such personnel shall be performed by the Contractor at 20 the rates identified in Section B entitled, Supplies or Services and Prices/Costs. If IDIQ work requires 21 additional positions, the Government and the Contractor may negotiate additional positions and 22 associated rates. 23

(c) IDIQ work will be ordered by the Government under Task Orders issued pursuant to Section H clause 24 entitled, Task Ordering Procedure. 25

Date post:	20-May-2018
Category:	Documents
Upload:	ngocong
View:	222 times
Download:	2 times