Mission Support Alliance

Page 1 of 12

Statement of Work

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

Auditing and Registration Services

Revision Number: 0

Date: 06/27/2017

1.0 INTRODUCTION / BACKGROUND

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

2.0 OBJECTIVE

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

ISO14001:2015(E) standard and provide certificate of conformance.

3.0 DESCRIPTION OF WORK – SPECIFIC

The Contractor shall complete the following tasks:

Conduct a registration audit of MSA activities at MSA facilities at the 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.

Upon completion of the audit, prepare and submit a timely final written report that meets the specifications contained in ISO 19011 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.

Upon completion of a successful registration audit, file ISO 14001:2015(E) registration

documents in accordance with ANSI-National Accreditation Board (ANAB) requirements and issue ISO 14001:2015(E) certificate to Mission Support Alliance.

Conduct periodic (annual) surveillance audits 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 period.

MSA defines the scope of its EMS as all functional and organizational units and their activities, including Site Services & Interface Management; Environment, Safety & Health; Emergency

Services; Information Management; Portfolio Management; Business Operations; Communications & External Affairs; Independent Oversight; Public Works; Engineering; and

Mission Support Alliance

Page 2 of 12

MSA 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 US 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.

4.0 REQUIREMENTS

All work shall be performed in strict accordance with the following requirements and any documents, which by this reference are made a part of the Statement of Work.

General

For any work performed on the Hanford Site or any MSA controlled facility, the provisions of the On Site Services Special Provisions, SP-5, 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) audits, the registrar that is chosen to provide the services outlined in this request for proposal shall be asked to agree to the following audit requirements

4.1 Requirements for Conducting the Registration Audit

1. Registrar agrees to coordinate and conduct audit-planning activities directly with the MSA EMS Coordinator.

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 ISO 14001:2015(E).

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

elements and requirements of ISO 14001:2015(E) 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 submit a copy of their standard terms and

Mission Support Alliance

Page 3 of 12

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 reports 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 between 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 to the

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

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 still 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 ISO 14001:2015(E) 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 sound 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.

Mission Support Alliance

Page 4 of 12

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

EMS Coordinator. The 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 Contractor in completing the EMS registration audit.

11. The Registrar shall not report its audit observations regarding regulatory compliance issues

to any third party. Once that information is conveyed to the EMS Coordinator, it shall be MSA’s responsibility to take any necessary action as provided by law.

12. In many cases MSA maintains documentation in electronic format. When and where possible, it is desired 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 – not applicable.

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 ES&H functions and activities is an integral and visible part of the Subcontractor’s work planning and execution processes. The Subcontractor shall flow down ES&H requirements to the lowest tier Subcontractor performing work on the Hanford site commensurate with the risk and complexity

of the work.

Subcontractors and its lower-tier subcontractors shall be responsible to complete an Employee Job Task Analysis (EJTA) in accordance with MSC-PRO-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.

Mission Support Alliance

Page 5 of 12

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.

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

4.4 Quality Assurance (QA) Requirements

None.

4.5 Government Property

The Subcontractor will be responsible for managing the Government-owned property as required in the Subcontract Provisions: Computers with monitor, workspace and supplies.

5.0 PERSONNEL REQUIREMENTS

5.1 Training and Qualifications

Subcontractor shall ensure that its personnel meet and maintain the appropriate training, qualification and certification requirements.

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

Required Qualifications :

A certified lead auditor with experience in ISO 14001:2015(E) certification to EMS qualifications is required.

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.

Mission Support Alliance

Page 6 of 12

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

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.

6.0 MEETINGS

Subcontractor shall participate in all meetings as required by the Buyer’s Technical

Representative (BTR).

7.0 DELIVERABLES AND PERFORMANCE SCHEDULE REQUIREMENTS

7.1 Deliverables

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 ISO 14001:2015(E) registration maintained through September 30, 2019:

August 2017: Audit planning activities, including definition of scope, schedule, and

audit team assignment.

(August 2017): Reassessment Audit, including assessment of the entire 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 informally 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

Mission Support Alliance

Page 7 of 12

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

(September 2017): 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.

(2018): Surveillance Audit activity, including a sampling assessment of the Mission Support Alliance 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 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 informally 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.

(2019): Surveillance Audit activity, including a sampling assessment of the Mission

Support Alliance 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 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 informally 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.

Mission Support Alliance

Page 8 of 12

7.2 Schedule

Start Date: July 31, 2017

Completion Date: September 30, 2019

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

Computer Internet access [one], printer [one] and network access to electronic document

management systems, etc.

Necessary and reasonable duplicating services

Site access training and badging.

Site-specific requirements and/or restrictions may include one or more of the following:

Must be US citizen

Environment, safety, health and security training, coordinated by the MSA EMS Coordinator, as needed

Must provide personal information for security badging purposes prior to visit

Prohibitions for firearms, explosives, alcohol, tobacco, controlled substances

Vehicle and personal searches

Mission Support Alliance

Page 9 of 12

Prohibited from entry into certain controlled areas and radiological controlled areas unless proper training and permissions are received

Electrical Components: NA

Submittals: NA

Configuration Management: NA

Reporting Administration: NA

Subcontractor shall meet MSA EMS Coordinator once during each visit to the Hanford site to

discuss a safety topic.

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 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) 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.

Mission Support Alliance

Page 10 of 12

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-14660, 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]

A Date of Award

Mission Support Alliance

Page 11 of 12

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.

Mission Support Alliance

Page 12 of 12

Submittal Register:

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

submittals.

Subcontract Number and Name: Revision:

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) Certificate of Registration A+7 0 7.1

2 E, 1 MFC or

PDF FIO Audit Plan/Schedule

30 days prior to audit

0 8.0

3 E, 1 MFC or

PDF AP Audit Report E + 10 7.1

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

BTR