Statement of Work For Mission Support Alliance (MSA ......ENVIRONMENTAL MANAGEMENT SYSTEM AUDITING AND REGISTRATION SERVICES REQUEST FOR PROPOSAL NO: 337960 PAGE 2 OF 13 3.0 DESCRIPTION

MISSION SUPPORT ALLIANCE

Statement of Work

For

Mission Support Alliance (MSA) Environmental Management System (EMS) Auditing and Registration Services

Title: Mission Support Alliance (MSA) Environmental Management System (EMS) Auditing and

Registration Services Date: 3/31/2020

Revision Number: 0 Requisition Number: 337960

1.0 INTRODUCTION / BACKGROUND

The Mission Support Alliance (MSA) Environmental Management System (EMS) Coordinator

shall act as the Buyer’s Technical Representative (BTR) and these terms may be used

interchangeably. MSA defines the scope of its EMS as all functional and organizational units and

their activities, including Site Services & Interface Management; Environmental, Safety, Health

& Quality; Emergency Services; Information Management; Portfolio Management; Business

Integration and Operations; Communications & External Affairs; Public Works; Engineering; and

Training & Conduct of Operations as described in their organizational charter documents. These

units support the operational, infrastructure, and integration requirements described in the MSA

Prime Contract with the Department of Energy (DOE) and cover the physical Hanford Site area

managed by the DOE Prime Contractors, excluding the preservation and wildlife area managed

by the U.S. Fish & Wildlife Service. The MSA EMS strives to achieve the environmental

commitments described in the MSA Environmental Policy, with awareness of the environmental,

social, and financial issues described in the MSA Environmental Management System

Description document.

2.0 OBJECTIVE

Provide third-party auditing of MSA’s EMS to verify MSA is in conformance with the ISO

14001:2015(E) standard and provide certificate of conformance.

ENVIRONMENTAL MANAGEMENT SYSTEM AUDITING AND REGISTRATION SERVICES

REQUEST FOR PROPOSAL NO: 337960

PAGE 2 OF 13

3.0 DESCRIPTION OF WORK – SPECIFIC

The subcontractor is required to provide accredited registration services as set forth herein. The

services requested herein are intended to maintain the registration of the Mission Support

Alliance EMS, which applies to the functions and services identified in Section 3.0 above. It is

intended that the Registrar audit activities shall be accomplished through a sequence of steps, as

described below, with the ISO 14001:2015(E) standard registration.

The Contractor shall complete the following tasks:

Conduct a registration audit of MSA activities at MSA facilities at the single site,

Hanford Site, to confirm that MSA continues to implement and maintain a corporate-wide EMS in accordance with the requirements of the ISO 14001:2015(E) standard. Complete verification of closure of any corrective actions to non-conformances identified during the previous audit. The Lead Auditor shall

inform MSA management during the closing meeting of its registration recommendation.

Upon completion of the audit, prepare and submit a timely final written report that

meets the specifications contained in the ISO 19011, Guidelines for Auditing Management Systems, which details the results of the verification or registration audit, including any major or minor non-conformances or opportunities for improvement. The final report shall document whether the Lead Auditor

recommends that the EMS be registered and shall be submitted within 10 working days following conclusion of on-site activities.

Upon completion of a successful registration audit, file ISO 14001:2015(E) standard registration documents in accordance with ANSI-National Accreditation

Board (ANAB) requirements and issue ISO 14001:2015(E) standard certificate to Mission Support Alliance.

Conduct periodic (annual) surveillance audits to include a sampling assessment of the MSA EMS at the applicable MSA facilities to verify the continued conformance

of the EMS to the requirements of the ISO 14001:2015(E) standard, for a total duration of a three-year registration base period.

4.0 REQUIREMENTS

4.1 General

Will work be performed on site: Yes



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For any work performed on the Hanford Site or any MSA controlled facility, the

provisions of the On Site Services Special Provisions, will apply to Subcontractor

personnel.

To reduce the variability currently associated with the protocols and methods employed

by registrars when conducting ISO 14001:2015(E) standard audits, the registrar that is

chosen to provide the services outlined in this request for proposal shall agree to the

following audit requirements:

1. Registrar agrees to coordinate and conduct audit-planning activities directly with the MSA EMS Coordinator to maximize audit efficiency in the contracted time.

2. Registrar agrees to execute a confidentiality agreement with MSA.

3. Registrar agrees that the audit criteria are (1) the requirements in the ISO

14001:2015(E) standard, and (2) MSA’s self-imposed EMS requirements. No other references, guidelines or documents (including any accreditation guidelines or

requirements) shall be used to ascertain conformance of the EMS to the ISO 14001:2015(E) standard.

4. Registrar agrees to participate with the MSA EMS Coordinator in a discussion of

the elements and requirements of the ISO 14001:2015(E) standard to establish the congruence of understanding and interpretation, if requested.

5. Registrar agrees to provide the lines of inquiry and audit protocol that will be used

to conduct the audit, including the number of auditors and days required for completion of the audit with the proposal. Registrar shall provide in-person, on-site auditors, unless agreed upon by both the MSA EMS Coordinator and registrar that remote, off-site auditing is necessary. Registrar shall submit a copy of their standard

terms and conditions (policies) for EMS registrations. These requirements must be submitted to the MSA EMS Coordinator 30 calendar days prior to each audit.

6. Registrar agrees to obtain prior agreement with the MSA EMS Coordinator for its

retention of audit information, notes, or report in its files to satisfy ANAB requirements.

7. Registrar agrees to submit all notes and other information produced during the

registration and surveillance audits to MSA for its own disposition. These materials shall be turned over to MSA as soon as the Registrar has no further need to reference them, but not later than six months after the completion of the audit unless otherwise arranged and agreed to between the MSA EMS Coordinator and

Registrar.

8. Registrar agrees that any information in the possession of MSA that is protected by attorney client privilege, is classified, or business sensitive, shall not be accessible



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to the auditors and shall neither be considered during any audit nor prejudice any evaluation of the facilities’ conformance to the requirements of the ISO 14001:2015(E) standard.

9. If major or critical non-conformances are found either in the course of or upon

completion of an audit, the registrar shall communicate its observations verbally to the MSA EMS Coordinator. The MSA EMS Coordinator shall decide at that point

whether or not a written report is required and inform the Registrar of its decision (if a written report is requested, the Registrar can use the notes for preparing the report and then submit those notes to the MSA EMS Coordinator with the report).

10. Registrar agrees that the sole purpose of the EMS verification or registration audit is to ascertain that conformance to the requirements of the ISO 14001:2015(E) standard has been achieved. As such, the registration audit is not a regulatory compliance audit. Therefore, the Registrar shall follow the following guidelines

relative to regulatory compliance matters:

Regulatory compliance data shall be considered only as it pertains to the evaluation of the soundness of the environmental management system and

specifically of the management programs designed to achieve and/or maintain compliance. If those programs are working as intended and progress is being made towards achieving the environmental objectives in the EMS, then the system shall be evaluated as properly functioning and the

existence of any non-compliances shall not be deemed to be non-conformances in the EMS.

Any notes made during the registration audit shall not reflect the specifics

of any non-compliances that may exist. For purposes of the EMS audit, it is sufficient to annotate that a certain environmental management program may not be working as it should or that progress is not being made as

expected in the EMS towards reaching the objectives.

If during the course of the audit, the auditor comes upon a situation or condition that he/she suspects may be subject to an environmental

regulatory requirement and this has not been recognized or addressed in the EMS, the auditor shall verbally inform the MSA EMS Coordinator. The MSA EMS Coordinator shall evaluate the situation and determine what actions are necessary. The resolution of that situation may then be evaluated

and used by the subcontractor in completing the EMS registration audit.

11. The Registrar shall not report its audit observations regarding regulatory compliance issues to any third party. Once information is conveyed to the MSA

EMS Coordinator, it shall be MSA’s responsibility to take any necessary action as provided by law.



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12. In many cases, MSA maintains documentation in electronic format. When and where possible, it is requested that the audit of the EMS related documentation be conducted using documents in electronic format.

13. During the verification of records and documents, the Registrar shall work with the

MSA EMS Coordinator and other personnel as necessary to avoid compromising any information that is classified, business sensitive, or protected by the attorney

client privilege.

4.2 Engineering Requirements

Engineering requirements applicable: No

None

4.3 Environment, Safety, & Health (ES&H) Requirements

The Subcontractor shall exercise a degree of care commensurate with the work and the

associated hazards. The Subcontractor shall ensure that management of safety and

environmental functions and activities is an integral and visible part of the

Subcontractor’s work planning and execution processes. The Subcontractor shall flow

down safety and environmental requirements to the lowest tier Subcontractor performing

work on the Hanford site commensurate with the risk and complexity of the work.

Prior to start of work the Subcontractor shall work with the MSA BTR to do a General

Hazard Analysis (GHA).

All subcontractor and sub-tier employees shall have completed OSHA Hazard

Communication training that meets the requirements of MSC-PRO-WP-13299, Hazard

Communication. See MSC-PRO-WP-10468, Chemical Management Process, for more

information.

Subcontractors and its lower-tier subcontractors shall be responsible to complete an

Employee Job Task Analysis (EJTA) in accordance with MSC-PRO-WP-11058 for any

of the following situations:

For any subcontractor employee who will be on the Hanford Site for more than 30 days

in a year.

For any subcontractor employee who may potentially be exposed to hazards (e.g.

radiological, beryllium, hazardous wastes, noise) while performing in accordance with

the subcontract statement of work.

For any subcontractor employee enrolled in a medical or exposure monitoring program

required by 10 CFR 851, and/or any other applicable federal, state or local regulation

or other obligation.

http://msc.ms.rl.gov/msaps/files.cfm/ProcedureLibrary/MSC-PRO-WP-13299





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If any of the above conditions are met, the subcontractor and its lower-tier subcontractor

employee is to have a current approved EJTA prior to that employee beginning work on

the Hanford Site.

Buyer’s Safety and Health Procedures are available on the internet at

http://www.hanford.gov/pmm/page.cfm/Construction. The documents on this site are

kept current and are available for Subcontractors and lower-tier Subcontractor use.

Unique or specific requirements: Yes

Applicable ES&H Requirements

Number Title

1. MSC-PLN-WP-003 Integrated ES&H Management System Description

4.4 Quality Assurance (QA) Requirements

Are quality assurance requirement applicable to this scope of work: No

The work activities for this Statement of work has been designated as a Quality Level G -

Q Level 0 - GS

The Subcontractor shall be responsible for performing quality workmanship and shall

conduct the quality control measures necessary to ensure work conforms to reference

requirements defined in the SOW.

4.5 Government Property

Government property is required to be used by the Subcontractor for this effort.

If Government property is permitted or required to be used by the Subcontractor, and

controlled by the Subcontractor, to accomplish this statement of work, FAR 52.245-1 is

applicable and is incorporated into the subcontract terms and conditions by reference. A

list of the Government property is, if applicable, attached to this scope of work.

Workspace and supplies

5.0 PERSONNEL REQUIREMENTS

5.1 Training and Qualifications

http://www.hanford.gov/pmm/page.cfm/Construction



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Training

Subcontractor shall ensure that its personnel meet and maintain the appropriate training,

qualification and certification requirements.

All Subcontractor personnel shall be briefed by the MSA EMS Coordinator on Hanford Site Orientation (HSO) (emailed to the Subcontractor prior to site visits).

The Buyer’s Technical Representative (BTR) will specify if any additional training is required.

Qualifications

The following types of training qualifications are required:

The Registrar is required to provide a certified lead auditor with experience in the ISO 14001:2015(E) standard certification to EMS qualifications.

The Registrar is required to provide two additional team auditors with experience in the ISO 14001:2015(E) standard certification to EMS qualifications.

5.2 Security and Badging Requirements

For any on site work, see Special Provisions – On Site Services for details.

Subcontractor employees will be required to submit to vehicle searches and not

personally carry or transport certain prohibited articles.

The scope of work will not require access authorization (security clearance).

5.3 Work Location / Potential Access Requirements

Access to certain areas including specific locations may require Radiological Worker

training. MSA proposes that these areas be viewed from the periphery, if necessary.

5.4 Site Access and Work Hours

Hanford personnel at the Hanford Site work a standard 4/10 schedule. The standard work

week consist of ten (10) hours of work between 6:00 am and 4:30 pm, with one-half hour

designated as an unpaid period for lunch, Monday through Thursday.

Work performed outside normal operating hours shall be coordinated and/or approved

through the BTR and/or the Contract Specialist prior to performing the work.



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6.0 MEETINGS

Subcontractor shall participate in all meetings as required by the BTR.

7.0 DELIVERABLES AND PERFORMANCE SCHEDULE REQUIREMENTS

7.1 Deliverables

Deliverables are required to be furnished by the Subcontractor.

If deliverables are required, the specific deliverables, dates for completion, reviews, etc., are as

follows:

The services requested herein are intended to maintain the registration of the Mission Support

Alliance EMS, which applies to the functions and services identified in Section 3.0 above. It is

intended that the Registrar audit activities shall be accomplished through a sequence of steps, as

described below, with the ISO 14001:2015(E) standard registration maintained through

September 30, 2022.

(Base period 2020 - 2022): Audit planning activities, including definition of scope, schedule,

and audit team assignment.

(July 2020): Reassessment Audit, including assessment of the Mission Support Alliance EMS

to determine if it is maintained and conforms with all elements of the ISO 14001:2015(E)

standard and verification of closure of any corrective actions to non-conformances identified during the previous surveillance audit. The Lead Auditor shall inform the MSA management

during the closing meeting of its registration recommendation. A written report detailing any

major and minor non-conformance(s) and opportunities for improvement identified shall be

submitted to the MSA EMS Coordinator at the conclusion of the onsite activities or if a report

cannot be prepared during the visit, a summary identifying the major and minor non-conformance(s) and opportunities for improvement identified shall be provided to the MSA

EMS Coordinator at the conclusion of the onsite activities. A written report detailing the major

and minor non-conformance(s) and opportunities for improvement identified shall be

submitted to the MSA EMS Coordinator within 10 working days following conclusion of on-

site activities.

(August 2020): Audit closure activities, including development of corrective action(s) by the

MSA EMS Coordinator for any open non-conformances identified in the final audit report. For

the registration audit, activities will include a final determination on registration by the

Registrar's management, receipt of the registration certificate prior to expiration of the existing

certificate.

(2021 & 2022): Surveillance Audit activity conducted annually, including a sampling assessment of the MSA EMS to determine if it is maintained and continues to conform with

the ISO 14001:2015(E) standard and verification of closure of any corrective actions to non-

conformances identified during the previous audit. The Lead Auditor shall inform MSA

management during the closing meeting of its registration recommendation. A written report

detailing any major and minor non-conformance(s) and opportunities for improvement identified shall be submitted to the MSA EMS Coordinator at the conclusion of the onsite



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activities or if a report cannot be prepared during the visit, a summary identifying the major

and minor non-conformance(s) and opportunities for improvement identified shall be provided to the MSA EMS Coordinator at the conclusion of the onsite activities. A written report

detailing the major and minor nonconformance(s) and opportunities for improvement identified

shall be submitted to the MSA EMS Coordinator within 10 working days following conclusion

of on-site activities.

8.0 SPECIAL REQUIREMENTS

Mission Support Alliance shall provide the following, as needed:

Escorts and on-site transportation, when and as needed

Personnel dosimetry, when and as needed

Meeting room for opening and closing meeting

Caucus room for auditors

Daily debrief meeting room

Work space

Telephone

Necessary and reasonable duplicating services

Site access training and badging, when and as needed.

Electrical Components: NA

Submittals: NA

Configuration Management: NA

Reporting Administration

Include any status reports (e.g. cost and technical), status meetings, accrual submittals,

expectations for safety meeting attendance, and requirements for formatting of documents as

instructed by the BTR.

Meetings

General purpose of meetings is for the coordination, control, and direction of the Work. In

addition to meetings addressed by this Section, Subcontractor may be required by other Sections

and other Subcontract documents to conduct special-purpose meetings, including entrance and

exit meetings, audit interviews, daily debrief, and various safety meetings and briefings.

Schedule

A schedule of travel to the Hanford Site shall be based on Section 7.0 requirements. The

Subcontractor shall provide firm travel plans to the MSA EMS Coordinator prior to each major



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visit. Travel to address non-conformances and other issues involving on-going MSA registration

can be scheduled at the convenience of the Registrar and MSA EMS Coordinator.

The Subcontractor shall provide a list of interviews to be scheduled and processes/activities to be

witnessed (audit plan) detailing lines of inquiry to the MSA EMS Coordinator 30 business days

prior to each audit.

Reports

Submittal Register Reports – All required items are to be sent to the MSA EMS Coordinator.

Audit Plan – The subcontractor shall provide a written audit plan detailing lines of inquiry,

auditor days and number of auditors to the MSA EMS Coordinator 30 business days prior to

each audit.

Audit Report – The subcontractor shall provide a written audit report as described in Section 7.1

to the MSA EMS Coordinator.



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ATTACHMENT A

SUBMITTAL REGISTER

Submittal Register Definitions

1. Numerical submittal sequence number: Example: 1, 2, 3, 4, … (or organized by topics

and project assigned coding structure).

2. Number of Copies and electronic and/or hard copy: Example: E (Electronic only), 6 (Six

Hard Copies), or Hard, 1: E, 1 (One Hard Copy, and Electronic).

3. Format: Describes the type of submittal required:

DWG An AutoCAD drawing using the Hanford standard formatting

(See MSC-PRO-ENG-16406, Off-Site Vendor Directions of the

Preparation and Control of Engineering Drawings).

MFC Microsoft Format Compatible application (Word, Excel, Access,

PowerPoint)

P3 A Primavera Project Planner schedule

GEN General or Open Format/Media

PDF Adobe Acrobat (Portable Document Format)

4. Submittal Type:

APW = Approval Required Prior to Work (Buyer must approve the

Subcontractor’s submittal prior to the Subcontractor being authorized to

proceed with any activity/work associated with the submittal).

AP = Approval Required (Buyer must approve the Subcontractor’s submittal,

however, work associated with the submittal may proceed prior to Buyer

approval).

FIO = For Information Only (the submittal is not subject to review and/or

approval).

5. Vendor Information: Mark Yes if document(s) are VI, otherwise leave blank.

6. Description / Document Title: Title or general description of the document.

7. Submittal Date: Actual date or number of Calendar Days before or after a milestone that

a submittal is due from the Subcontractor: Example: June 1, 2005 or CD + 60 [60 days

after Conceptual Design Complete]



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A Date of Award

CD Conceptual Design Complete

PD Preliminary Design Complete

FD Final Design Complete

M Mobilization

SC Start of Construction

EC End of Construction

8. Buyer Review Time (Work Days): Example: 3 Days

9. Subcontract Reference: Cross reference to the Subcontract requirement that defines this

submittal: Example: SOW 3.1.2.

Submittal Register:

The Subcontractor shall meet the required schedule and provide the documents specified in accordance with the following submittals.

Subcontract Number and Name: Mission Support Alliance (MSA) Environmental Management System (EMS)

Auditing and Registration Services

Revision: 0

1.

No.

2.

No. of

Copies*

(See End

Note)

3.

Format

4.

Type

5.

Vendor

Information –

Mark Yes if VI,

Otherwise Leave

Blank

6.

Description / Document Title

7.

Submittal Date

(Calendar Days)

8.

Buyer

Review

Time

(Work

Days)

9.

Subcontract

Paragraph or

Requirement

Reference

1 Hard, 1:

E, 1 PDF FIO

ISO 14001:2015(E) standard Certificate of

Registration A+7 0 7.1 and 8.0

2 E, 1 MFC or

PDF APW Audit Plan/Schedule

30 days prior to

audit 3 7.1 and 8.0

3 E, 1 MFC or

PDF AP Audit Report E+10 3 7.1 and 8.0

*For electronic submittals, the number of hard copies can be negotiated with the Contract Specialist and approved by the BTR.

Documents

Statement of Work For Mission Support Alliance (MSA ......ENVIRONMENTAL MANAGEMENT SYSTEM AUDITING AND REGISTRATION SERVICES REQUEST FOR PROPOSAL NO: 337960 PAGE 2 OF 13 3.0 DESCRIPTION