August 19, 2004

1
8/25/04 Addendum

• BJC Procurement RFP Schedule Extended
• 8/27/04 - Publish Pre-Proposal Conference
• 9/01/04 - Publish Questions and BJC Responses
• 9/02/04 - Publish RFP Amendment A-001
• 9/23/04 - Extended Proposal Submittal Deadline

2
- Waste Management Project - Site Wide Waste
Transport RFP

• Pre-Proposal Conference
• August 19, 2004

3
Introduction

• Paul von der Mehden
• BJC Procurement Specialist

4
Greeting Intro

• Sign in
• Safety Topic
• Meeting Agenda / Around the Table
• All questions must be submitted in writing
• (Index Cards)
• No Site Tour
• Pre-Bid Presentation will beposted on BJC RFP
  Website

5
Pre-Bid Meeting Agenda
900 - 1200

• 1. Introduction -
  Paul von der Mehden
• 2. Project Overview -
  Mike West
• 3. Scope Requirements and Overview - Mark
  Swientonewski
• 4. Technical/Op. Requirements -
  Rick McNutt
• 5. Safety and Health -
  Eric Benedict
• 6. Environmental Compliance -
  Rodney Kingrea
• 7. Radiological Protection Support -
  Rodney Bauman
• 8. Quality Assurance -
  Charlie Chmielewski
• 9. Security Operations -
  Joey Roop
• 10. O.R. Site Insurance -
  Rita Pruitt
• 11. Subcontract Management -
  Gregg Frank
• 12. Form of Proposal -
  von der Mehden
• 13. Questions Answers, Meeting Wrap-up -

6
Project Overview

• Rick McNutt
• Transportation Manager

7
Project Overview

• Part of Accelerated Closure Project Scope
• Transportation Only Support to Waste Mgt.
• Integration between Waste Generation Projects and
  Disposal Facilities
• Visible Centerpiece of W.M. Project Operations

8
Expected of Subcontractor

• Strong Safety Culture
• Flexible and Efficient
• Understands Subcontract Requirements

9
McNutt Contd.

• The rest of McNutts presentation is contained in
  Information to Bidders as McNutt PreBid
  Presentation

10
Work Scope (Ex.D) Requirements Overview

• Mark Swientonewski
• BJC Project Engineer

11
Ex. D SOW General Overview

• Get Ready
• Mobilize
• Contractor Interface/Acceptance
• Operate
• Dispatch Communications
• Trucks/Operators
• Invoice Payment
• DeMobilize

12
Work Scope Review
13
Technical Requirements

• Rick McNutt
• BJC Transportation Manager

14
Tech Requirements

• Dispatch Comm Systems
• Required Permits
• Reporting / Recording
• Vehicle Types / Descriptions

15
Labor Standards Determination

• Identification No. BJC- 04 - 39
• This Subcontract was ruled non covered (Davis
  Bacon), or Service Contract Act (SCA) work.
• Construction Labor Agreement (CLA) applies
• Not signatory
• Building Trades supplies operators
• Certified Payroll is not required.

16
Safety and Health

• Rodney Kingrea

17
ZERO Accident Performance

• BJC is committed to ZERO Accident Performance
• Philosophy
• The subcontractor shall be dedicated to the
  concept that all accidents are preventable.
• No unsafe act is tolerated or accepted.
• The subcontractor shall be committed to achieving
  and sustaining Zero Accident Performance through
  continuous improvement practices, using
  Integrated Safety Management Systems.

18
Five Core Functions of ISMS

• Define Scope of Work
• Analyze Hazards
• Develop/Implement Controls
• Perform Work
• Feedback Improvement

19
BJC ESH Objectives

• Strive to eliminate all injuries and illnesses
• Strive to eliminate incidents and accidents, and
  environmental insults
• Promote ESH objectives as a constant value in
  designing, planning, training, and executing work
• Spread ownership for ESH program effectiveness
  throughout the project
• team

20
BJC ESH Objectives (contd.)

• Enhance employee awareness and involvement in the
  Project ESH program
• Increase employees consistent use of safe
  practices in their daily work activities
• Optimize the use of continuous improvement
  practices as the basis for Zero Accident
  Performance initiatives
• The subcontractor must demonstrate Dedication to
  Safety

21
EXHIBIT G

• Exhibit G has detailed, specific ESH
  requirements mandatory procedures, site
  inspections, meetings, etc and numerous
  deliverables that must be factored into cost and
  schedule.
• Exhibit G is has three (3) Mandatory BJC Plans
• Exhibit G and the Contractor-provided plans
  contain the minimum requirements for Environment,
  Safety and Health
• performance under the subcontract.

22
Exhibit G RequirementsMandatory BJC Plans

• Worker Safety Health
• Rad Protection Program
• Environmental Compliance/Protection Program

23
Environmental Compliance

• Rodney Kingrea

24
Environmental Compliance

• Integral component of ISMS
• SAFETY ESH
• Zero accidents also means
• Zero spills
• Zero unpermitted discharges
• Zero noncompliances

25
Environmental Compliance

• Comply with BJC/OR-1747 Environmental Compliance
  and Protection Program Description
• Applicable requirements and division of
  responsibilities outlined in Applicability Matrix
  (appendix A to BJC/OR-1747)
• Requirements also contained in Appendices B - M
• Ozone Depleting Substances
• RCRA Waste
• Used Oil Handling
• Universal Waste

26
Environmental Compliance

• Additional EC requirements are found in Exhibit
  G, Part G. 3
• Project-specific Storm Water Pollution Prevention
  and Spill Control Plan
• Any visible sheen of fuel, oil, coolant, or
  hydraulic fluid that reaches a storm drain or
  receiving water would be a Clean Water Act
  noncompliance and reportable under the sites
  NPDES permit
• Maintenance activities where fuel, oils or
  coolants could be released to the environment
  shall be performed within a structure that is
  protected from the weather and/or where runoff is
  controlled
• Refueling of vehicles and equipment

27
Radiological SafetyRequirements

• Rodney BaumanBJC Project Health Physicist

28
Radiological Safety Requirements Services
Provided By Contractor

• Provide Radiation Safety Technicians
• Generate Radiation Work Permits (RWPs)
• Equipment/Area Surveys
• Occupational Radiation Protection
• Provide Bioassay Services
• TLDs
• Internal Bioassays (Urine Samples, WBC)

29
Radiological Safety Requirements Subcontractor
Responsibilities

• Maintain Current Rad Worker Training
• Access Cards
• Provide AHAs/Work Packages to RADCON for RWP
  Formation
• Comply with RWPs, Area Postings, RCT Instructions
• Comply with Bioassay Requirements
• Proper Care of TLD
• Submit Urine Samples on Schedule
• Coordinate Radiological Work Activities with
  RADCON Organization

30
Quality Assurance Requirements

• Charlie Chmielewski

31
Quality Assurance Requirements

• Quality Assurance applies to activities that
  affect ESH and regulatory compliance. This
  includes
• Radiological Protection
• OSHA Regulations
• DOT Compliance
• 10 CFR Part 830 subpart A Quality Assurance
  Requirements apply
• 10 CFR 830.120 Scope
• 10 CFR 830.121Quality Assurance Program
• 10 CFR 830.122 Quality Assurance Criteria

32
Quality Assurance Requirements

• Price Anderson Amendments Act (PAAA) applies to
  any activities that could cause radiological harm
• BJC is applying QA in a graded approach to ESH
  and regulatory compliance
• A Project Specific Quality Assurance Program is
  contained in Exhibit K
• Subcontractor to commit to work to BJC Prepared
  QA Plan
• No other QA Plan submittal required unless
  changes proposed
• Appropriate 10 CFR 830 requirements
• are included

33
Quality Assurance Requirements

• Exhibit K Overview
• Keep it simple - Follow directly as much as
  possible
• If more detail is needed we can add to QA Plan
  rather than write procedures
• Use the BJC procedures directly for
• Nonconformance Reporting
• Readiness Review
• Issues Management
• BJC assessments are all that are needed for
  meeting independent assessment requirements

34
Quality Assurance Requirements

• Exhibit L, Mandatory Contractor Work Control
  Procedures
• Contains BJC procedures to be followed as is
• Can follow directly or write your own nearly
  identical
• If you write your own, they must be accepted by
  BJC
• Even if use directly, must supply a Cross Walk
• The Cross Walk provides who will do the functions
  in your organization
• Questions???

35
Subcontract Security Operations

• Joey Roop
• Security Lead

36
BJC Security Considerations

• Foreign Ownership, Control and Influence (FOCI)
• Access Authorizations (Clearances)
• Site Access requirements
• Project specific Security Plans

37
ORNL SITE INSURANCE

• Rita Pruitt
• BJC Legal Risk Mgt.

38
MIIP Requirements and Benefits

• INSURANCE COVERAGE PROVIDED BY BJC
• INSURANCE COVERAGE PROVIDED BY THE SUBCONTRACTOR
• Certificate of Insurance
• Scope Determination Form
• MIIP ELIGIBILITY
• MIIP Enrollment Forms
• WORKERS COMP

39
Subcontract Management

• PvdM for Gregg Frank
• Planning and Controls Lead

40
BJC SC/SA

• Single point of contact responsible for
  day-to-day subcontract activities
• Review and status subcontractor submittals
• Oversight of field execution
• Performance/accruals and invoice approval
• Facilitate interfaces
• Other BJC Projects, UT/B, LSS, Security,
  Visitors Center, RADCON, QA, etc.
• Single point of contact for all written
  communications / notifications

41
Schedule Requirements

• Subcontract Milestones specified in Exhibit B,
  Special Condition 2 (SC-2)
• Submittal of Subcontract Schedule described in
  Exhibit B, SC-3
• Execution of this project will be in accordance
  with the BJC Forecast requirements
• BJC will provide performance requirements on a
  weekly and monthly basis

42
Schedule Requirements (contd.)
43
Reporting Requirements

• Submittal Requirements specified in Exhibit I
• Submittals to the BJC SC/SA through PDCC for
  routing status
• Progress updates required per Exhibit B
• Weekly progress meetings per Exhibit B
• Deliverables specified in Exhibit I
• Required per subcontract trackedless formally
  than Submittals
• Not input to Document Control System

44
Work Execution

• All work shall be completed in accordance with
  approved work controls (e.g. plans, procedures,
  instructions, AHAs, checklists, etc.)
• Readiness Evaluation / Review shall be complete
  and actions approved prior to the initiation of
  any mobilization activities.
• Notice to Proceed is required prior to beginning
  to perform on 2 milestones
• Mobilization and Site Set-up
• Waste Transportation Operations

45
Form of Proposal

• Paul von der Mehden
• Procurement Representative

46
Award Criteria

• Award of Subcontract is based on technically
  acceptable (pass/fail) lowest evaluated price
  (responsible) for Baseline Proposal
• Negotiation w/Lowest Bid very possible
• Evaluated Price Model is contained in Exhibit
  C, Form Form A-1
• Scheduled Award Date Sep. 30, 2004

47
Alternate Proposals

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

48
Exhibit C - Form A Pricing Schedule

• Lump Sum Pay Items broken down to SubTasks
  (Baseline 1.0)
• Fixed Unit Rates
• Performance Incentives
• Not part of estimated S/C Value
• Operator Clearances
• Not currently part of estimated S/C Value

49
Exhibit C - Proposal Forms

• Proposal Format - Instruction Section 22
• Technical Volume 1 Paper 6 copies electronic
  (CD) Start with Tech. Narrative.
• Business Management Volume (all financial
  pricing) 1 Paper 1 copy electronic (CD)
• Signed Documents 2 hard copies
• Proposal Response Cover Letter
• Reps. Certs. (Form P)
• Parent Company Performance Guarantee (Form T) (if
  Applicable)

50
Exhibit C - Form J

• Data Items
• Answers Project Questions/SOW Items Complements
  Technical Narrative
• No Limit to technical support detail or
  supporting data, including figures, drawings,
  etc.
• This is also a Key Element of Offerors Technical
  Proposal

51
Other Proposal Items

• Ensure that ALL Exhibit C Forms are Completed
  and Included in Proposal Volumes
• Offerors Format is acceptable in some cases ex
  Commercial Data
• If form requirement is not applicable, Insert BJC
  form and state None or N/A

52
Conference Wrap-Up

• Paul von der Mehden
• BJC Procurement

53
Questions Q-Card Hand-In

• Offerors proposals must reflect an Understanding
  of all RFP documents
• ALL Offeror Questions must be submitted in
  writing, to Procurement Representative
• Cut-off date for questions August 23, 2004
• Impacting Questions and BJC Responses will be
  published and updated on the RFP Website

54
RFP Amendments

• RFP Amendments will be posted on the website
• Must be acknowledged, by Offeror, in Proposal
• A-001 already in the works
• Covers RFP Documents only
• Additional Information to Offerors posted
  separately on 90-Day Website
• Bidder Questions and BJC Responses also posted
  separately on 90-Day Website

55
Wrap-Up

• Proposals Due September 03, 2004
• If extension of Due Date required, request from
  Contractor, in writing, by August 26
• BJC expects Proposals that clearly address all
  RFP requirements, and contain only Fixed Prices.
• THANK YOU!