SOLICITATION NOTICE
H -- ISO 14001 AND OHSAS 18001 REGISTRATION SERVICES
- Notice Date
- 12/5/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- 3610 Collins Ferry Road (MS-I07) P.O. Box 880 Morgantown, WV
- ZIP Code
- 00000
- Solicitation Number
- DE-RQ26-07NT00037
- Response Due
- 1/15/2007
- Archive Date
- 7/15/2007
- Small Business Set-Aside
- N/A
- Description
- SUBJECT: ISO 14001:2004 AND OHSAS 18001 REGISTRATION SERVICES. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 13, Simplified Acquisitions, as supplemented with additional information included in this notice. QUOTES ARE BEING REQUESTED. Responses shall reference Request for Quotations No. DE-RQ26-07NT00037. This requirement is being issued as a Request for Quotation using Simplified Acquisition Procedures. The U.S. Department of Energy, National Energy Technology Laboratory (NETL), Pittsburgh, PA intends to purchase the following: ISO 14001:2004 and OHSAS 18001 REGISTRAR SERVICES IN ACCORDANCE WITHTHEFOLLOWING STATEMENT OF WORK. This award is 100% set-aside for small business. STATEMENT OF WORK ISO 14001 and OHSAS 18001 Registration Services A. PURPOSE The National Energy Technology Laboratory (NETL) attained initial certification to the ISO 14001:1996 standard in August 2003 and was recertified to the ISO 14001:2004 standard in April 2006. NETL desires to continue certification to the ISO 14001, Environmental Management System, and to attain and maintain conformance to the OHSAS 18001, Occupational Health and Safety Management System. B. DESCRIPTION OF FACILITIES The National Energy Technology Laboratory (NETL), part of U.S Department of Energy (DOE) national laboratory system, is owned and operated by the DOE. NETL supports DOE???s mission to advance the national, economic, and energy security of the United States. The only U.S. national laboratory devoted to fossil energy research, NETL implements a broad spectrum of energy and environmental research and development (R&D) programs that will return benefits for generations to come. NETL???s programs are focused on enabling domestic coal, natural gas, and oil to economically power our Nation???s homes, industries, businesses, and transportation, while protecting our environment and enhancing our energy independence. NETL has expertise in coal, natural gas, and oil technologies, contract and project management, analysis of energy systems, and international energy issues. In addition to research conducted onsite, NETL???s project portfolio includes R&D conducted through partnerships, cooperative research and development agreements, financial assistance, and contractual arrangements with universities and the private sector. Together, these efforts focus a wealth of scientific and engineering talent on creating commercially viable solutions to national energy and environmental problems. NETL has sites in Morgantown, West Virginia; Pittsburgh, Pennsylvania; Tulsa, Oklahoma; Albany, Oregon; and Fairbanks, Alaska. In total, these sites include 81 buildings and 14 major research facilities on nearly 200 acres. More than 1,200 employees work at NETL???s five sites; roughly half are Federal employees and half are site support contractors. About 1,000 of these employees work at the Pittsburgh and Morgantown sites, which are the sites covered by this statement of work. The Pittsburgh and Morgantown campuses are located approximately 60 miles apart. The work conducted at these sites includes small scale research and development, supporting operations, and facilities construction and modifications. Normal Working Hours Normal working hours are 8:00 a.m. ??? 4:30 p.m., Monday through Friday. Security is provided 24 hours, 7 days per week. Environmental Management System NETL has implemented an Environmental Management System (EMS), based on DOE???s Integrated Safety Management System and the International Standards Organization (ISO) 14000 series. The scope of the EMS covers onsite operations at NETL???s Morgantown and Pittsburgh campuses, addressing onsite R&D activities, site operations, and the supporting administrative functions related to these activities and operations. Excluded from the scope of the EMS are those operations not owned or controlled by NETL, such as the credit unions, daycare facilities, and other tenant operations. NETL Environment, Safety and Health Policy NETL will achieve environmental, safety, and health quality by proactively, systematically, and fully integrating ES&H considerations into the planning and execution of all work, so that the mission is successfully accomplished for the safety and health of the public without detriment to NETL or the environment. NETL is committed to reducing environmental, safety, and health impacts by: ??? Complying with all applicable ES&H laws, regulations, and standards through rigorous regulatory compliance programs. ??? Implementing pollution prevention programs to eliminate or reduce waste and emissions and accident/incident reduction programs to eliminate or reduce accidents and incidents. ??? Conserving energy and materials through resource management and recycling/reuse. ??? Using safety analysis and review systems to identify, control, and reduce safety and health risks and environmental impacts through engineering and administrative controls. NETL will work continually to improve environmental, safety, and health systems with the goal of improved ES&H performance. Performance will be measured against stated objectives and targets. NETL will communicate information to employees and seek their involvement in reducing our environmental, safety, and health impacts and communicate our policies to stakeholders and the public. NETL Significant Environmental Aspects ??? Waste generation, management, and disposal ??? Energy and fuel usage ??? Buying "green" ??? Hazardous material procurement, consumption, storage and release ??? Industrial wastewater treatment facility operations/discharges ??? Air emissions ??? Chemical handling facility and operations ??? Surface water and storm water discharges ??? Off-site noise ??? Non-industrial land use C. SCOPE OF WORK This statement of work provides requirements for ISO 14001 certification, OHSAS 18001 conformance, and accompanying surveillance audits for the NETL sites located in Morgantown, WV and Pittsburgh, PA. The purpose of these audits is to maintain certification to the ISO 14001 standard and attain and maintain conformance to the OHSAS 18001 standard. The scope of the NETL Environmental Management System (EMS) and Safety Management System (SMS) comprises on-site operations involving NETL employees at the Morgantown and Pittsburgh campuses of the NETL. This includes on-site R&D activities, site operations, and the supporting administrative functions related to these activities and operations. Excluded from the scope of the EMS/SMS are those operations not owned or controlled by NETL, such as the Credit Unions, Daycare Facilities, and Navy Tower Operations. The Fairbanks, AK, Tulsa, OK, and Albany, OR sites are also excluded from this scope. The statement of work is for formal quotations for a firm fixed price for a period of three years for the following: ??? One ISO 14001 transfer of certification audit ??? One OHSAS 18001conformance audit ??? Five ISO 14001 semi-annual surveillance audits ??? Five OHSAS 18001 semi-annual surveillance audits NETL has the option to terminate this contract following any audit should services no longer be needed or services provided do not meet the requirements of this statement of work. D. DEFINITIONS 1. Certification/Recertification Audit ??? audit conducted by the lead auditor for the purpose of ensuring conformance to the ISO 14001 standard; the basis for recommending certification to the registrar. 2. Conformance Audit - audit conducted by the lead auditor for the purpose of ensuring conformance to the OHSAS 18001 standard. 3. EMS/SMS Coordinator ??? the NETL representative who coordinates the audits with the lead auditor and provides logistical support for the audits. The EMS/SMS Coordinator acts on behalf of NETL and the EMS/SMS Representative. The EMS/SMS Coordinator is Dan McCollum, 304-285-4780, daniel.mccollum@netl.doe.gov or his designee. 4. ISO 14001 Standard ??? the most recent version of the ISO 14001 standard, Environmental Management System ??? Requirements with Guidance for Use, copyright by the British Standards Institute. 5. Lead Auditor ??? the primary point of the contact with NETL for planning audits and representative of the registrar. The lead auditor is responsible for conducting all audits and for overseeing other auditors and ensuring preparation of the audit plan and report. The registrar shall designate the lead auditor for all audits on this contract. Replacements shall be agreed to by NETL prior to the next audit commencing. 6. OHSAS 18001 Standard ??? the most recent version of the OHSAS 18001 standard, Occupational Health and Safety Management Systems ???Specification, copyright by the British Standards Institute. 7. Registrar ??? entity that has the authority given by the certifying organization to grant certification to the ISO 14001 standard and conformance to the OHSAS 18001 standard. 8. Surveillance Audit ??? audits conducted every six months for the purpose of maintaining the certification and conformance to either the ISO 14001 or OHSA 18001 standards. 9. Transfer Certification Audit ??? full audit of the standard for the purposes of transferring certification to a new registrar. E. TASKS TO BE PERFORMED Note: See Table 1 for approximate schedule of the audits required by this statement of work. Task 1.0 ??? ISO 14001 Transfer of Certification Audit One transfer of certification audit to the ISO 14001 standard audit shall be performed for certifying NETL to the most recent version of ISO 14001 standard. The transfer of certification audit will be conducted to the full ISO 14001 standard and shall provide a list of findings and observations against the ISO 14001 standard. The transfer of certification audit will be concurrent with the OHSAS 18001 Conformance Audit and will take place during the second quarter of calendar year 2007. Task 2.0 ??? OHSAS 18001 Conformance Audit One conformance audit to the OHSAS 18001 standard audit shall be performed to the latest version of OHSAS standard. The conformance audit will be conducted to the full OHSAS 18001 standard and shall provide a list of findings and observations against the OHSAS 18001 standard. The transfer of certification audit will be concurrent with the ISO 14001 Transfer of Certification Audit and will take place during the second quarter of calendar year 2007. Task 3.0 ??? ISO 14001 Surveillance Audits Five (5) surveillance audits shall be conducted to the ISO 14001 standard with each audit being conducted approximately every six (6) months with dates agreed to by NETL and the lead auditor. The audits will be concurrent with the OHSAS 18001 surveillance audits. Task 4.0 ??? OHSAS 18001 Surveillance Audits Five (5) OHSAS 18001 surveillance audits shall be conducted to the OHSAS 18001 standard concurrent with the ISO 14001 surveillance audits. The surveillance audits shall commence approximately six (6) months following the OSHAS 18001 conformance audit. The audits will be concurrent with the ISO 14001 surveillance audits. Table 1 Schedule of ISO 14001 and OHSAS 18001 Audits This Statement of Work covered 2007-Q1 through 2009-Q4 Year Q1 January-March Q2 April-June Q3 July-September Q4 October-December 2007 ISO 14001 Registration Transfer Audit OHSAS 18001 Conformance Audit ISO 14001 Surveillance Audit #1 OHSAS 18001 Surveillance Audit #1 2008 ISO 14001 Surveillance Audit #2 OHSAS 18001 Surveillance Audit #2 ISO 14001 Surveillance Audit #3 OHSAS 18001 Surveillance Audit #3 2009 ISO 14001 Surveillance Audit #4 OHSAS 18001 Surveillance Audit #4 ISO 14001 Surveillance Audit #5 OHSAS 18001 Surveillance Audit #5 F. CONDUCT OF AUDITS The lead auditor shall follow ISO guidance relating to the implementation of any new versions of the ISO 14001 standard and BSI guidance relating to implementation of new versions of the OHSAS 18001 standard. Prior to beginning each audit, the lead auditor shall submit an audit plan including the following information at a minimum: a. Number of assessors and their names b. Documentation to be reviewed c. Opening/closing meetings/daily debriefings d. Employee/management interviews to be conducted e. Expected timeframe for the audit f. Expected report delivery Following conformance to the OHSAS 18001 standard, ISO 14001 and OHSAS 18001 surveillance audits shall coincide and the audits shall be combined audits as prescribed by the certifying organizations. The lead auditor shall count audits of common processes, documentation, and interviews, and systems toward the requirements of both the ISO 14001 and OHSAS 18001 standards, where applicable. The lead auditor shall not ???double-audit??? the same process, once for the ISO 14001 standard and once for the OHSAS 18001 standard. The audit plan shall be approved by the EMS/SMS Representative prior to the start of the audit. The audit report shall contain at a minimum the following information: a. Information required by the ISO 14001 and OHSAS 18001 audit protocols b. Information required by the registrar???s reporting requirements c. Findings (nonconformities, opportunities-for-improvement, strengths, etc), ISO 14001 and OHSAS 18001 references, audit documentation (checklists, interviews, etc.). The findings and observations shall cite the specific section of the ISO 14001 and OHSAS 18001 standard and provide sufficient detail and information for NETL to be able to assess the root cause of the finding or observation and to make adequate corrective action. G. TRAVEL AND OTHER COSTS Travel costs and other incidental costs (materials, equipment rental, etc) associated with the tasks listed in Section E shall be included as a part of the total fixed price. Travel costs will not be reimbursed separately and the offeror shall ensure that these costs are part of the total fixed price offer. The cost of transferring the existing ISO 14001:2004 registration to the offeror shall also be included as part of the total fixed price. All costs will be included as part of the total fixed price. No costs shall be reimbursed separately from the fixed price. H. OTHER REQUIREMENTS The lead auditor shall maintain confidentiality of all documents, interviews, and related information to this project, except for the information required to obtain the ISO 14001 certification and OHSAS 18001 conformance. NETL shall make all requested documents and interviews with employees available in a reasonable amount of time following the request from the lead auditor. The lead auditor is not held liable for schedule slippage that is due to NETL???s failure to provide documentation, interviews, or other needed information. NETL has the option to terminate this contract following any audit should services no longer be needed or services provided do not meet the requirements of this statement of work. I. EVALUATION OF QUOTATIONS Only Offerors who are certified ISO 14001 registrars and able to certify organizations to ISO 14001 and to conduct conformance audits to OHSAS 18001 will be considered. Only information submitted in the quotation will used to evaluate the quotation and references to websites, other documents, and other sources of information will not be considered in the technical approach evaluation. a. Information to be Submitted by Offeror The offeror shall submit the following information for evaluation of their quotation. If any of following information is not submitted, the quotation will not be considered: ??? Proof of accreditation to ISO 14001 to demonstrate that the offeror is a certified registrar. ??? Resumes of auditors that may be used on this contract including proof of their accreditation to conduct ISO 14001 audits and their auditing experience. Provide no more than six resumes. ??? Descriptions and documents to support evaluation of the technical approach and company history/experience in Section J. ??? Firm fixed price for conducting the work described in this statement of work. ??? Demonstrated ability to conduct OHSAS 18001 conformance audit. b. Evaluation Factors The quotations shall be evaluated on the following factors: Technical Approach; Company History/Experience; and price. The Technical Approach and Company History/Experience when combined are of significantly more importance than price. However, the Government will not issue a purchase order at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one submission over another. A purchase order will be issued to the responsible offeror whose quotation conforms to this solicitation??? s requirements and is most advantageous to the Government, technical approach, company history/experience, and price considered. (i.) Technical Approach Greater consideration will be given for clear and concise plans, schedules, and reports; well-defined work processes for accomplishing the work; complete content of schedules, plans, reports, and meeting; and prompt submission of reports and information to the customer. The Offeror shall provide descriptions, samples, and other documentation to explain their technical approach to the following elements: ??? Audit planning ??? explain the process for creating the audit plan and gaining approval from the customer prior to the audit and provide a sample audit plan. ??? Document review ??? explain the process for requesting documents and conducting document reviews prior to the audit. ??? Opening meeting ??? explain how the opening meeting is conducted, the contents of the meeting, and suggested attendees. ??? Audit schedule and structure ??? explain the process for creating the audit schedule and provide a sample audit schedule. ??? Conduct of the audit ??? explain the process for conducting the audit, interviews, on-site document reviews, tours, daily debriefings, etc. ??? Closing meeting - explain how the closing meeting is conducted, the contents of the meeting, and suggested attendees. ??? Description of findings ??? explain the type of findings that are created (e.g., nonconformities, opportunities for improvement, best/noteworthy practices) and how they are documented and communicated to the customer during the audit. Provide sample findings. ??? Audit report and delivery ??? explain the process for creating the audit report and delivering it to the customer and the schedule. ??? Follow-up after the Audit- explain what is expected from the customer following the audit including response to findings, follow-up audits, and schedule for response. (ii.) Company History/Experience Greater consideration will be given for more experience in conducting audits, experience with government agencies and DOE sites and for positive references. The Offeror shall provide descriptions, samples, and other documentation to support evaluation of the following elements: ??? ISO 14001 certification experience ??? experience in number of years with certifying organizations to ISO 14001, provide the number of years accredited as an ISO 14001 registrar. ??? OHSAS 18001 conformance experience - experience in number of years with conducting conformance audits to OHSAS 18001, provide the number of years accredited as an ISO 14001 registrar. ??? Government experience - experience in auditing federal, state, local government agencies. List no more than ten government agencies and types of audits (ISO 14001 or OHSAS 18001) conducted. ??? Department of Energy (DOE) experience - experience in auditing DOE sites. List no more than ten DOE sites/organizations and types of audits (ISO 14001 or OHSAS 18001) conducted. ??? References ??? provide no more than three references including organization, name, and phone number. (iii.) Price The Offeror shall provide a total firm fixed price for conducting all work over a period of three years as described within the statement work. The firm fixed price shall be inclusive of all costs such as travel, registration costs, transfer of registration costs, etc. Price will be considered but is of significantly less importance than the other factors. K. MILESTONE PAYMENT SCHEDULE Payment shall be made according to the following schedule. Invoices will be submitted and paid after the audits are completed. Percentages are the percentage of the total firm fixed price of the contract. ISO 14001 Transfer of Certification Audit/OHSAS 18001 Conformance Audit 20% ISO 14001 Surveillance Audit #1/ OHSAS 18001 Surveillance Audit #1 16% ISO 14001 Surveillance Audit #2/OHSAS 18001 Surveillance Audit #2 16% ISO 14001 Surveillance Audit #3/OHSAS 18001 Surveillance Audit #3 16% ISO 14001 Surveillance Audit #4/OHSAS 18001 Surveillance Audit #4 16% ISO 14001 Surveillance Audit #5/OHSAS 18001 Surveillance Audit #5 16% L. POINT OF CONTACT Company Name: National Energy Technology Laboratory U.S. Department of Energy Morgantown Office: National Energy Technology Laboratory 3610 Collins Ferry Road P.O. Box 880 Morgantown, WV 26507-0880 Pittsburgh Office: National Energy Technology Laboratory 626 Cochrans Mill Road P.O. Box 10940 Pittsburgh, PA 15236-0940 Contact Person: Dan McCollum Quality Manager 304-285-4780 EMS/SMS Representative: Dr. Robert Reuther ES&H Division Director 304-285-4578 Questions about this statement of work may be directed to Dan McCollum, EMS/SMS Coordinator, 304-285-4780 or daniel.mccollum@netl.doe.gov. DELIVERY: FOB Destination is required (all freight included). The provisions at 52.212-2 Evaluation ??? Commercial Items (JAN 1999) does not apply to this acquisition. Instead, the following information will be used for evaluation of offerors: Evaluation is based on best value including cost and ability to meet stated requirements above. Offerors shall submit descriptive literature and drawings detailing features, technical capabilities and warranty data. Technical acceptability will be determined solely on the content and merit of the information submitted response to this provision as it compares to the minimum characteristics provided above. Therefore, it is essential that offerors provide sufficient technical literature, documentation, etc., in order for the Government evaluation team to make an adequate technical assessment of the quote as meeting technical acceptability. The North American Industry Classification (NIAC) is 541990. ALL INTERESTED PARTIES SHALL SUBMIT OFFERS WITH THE FOLLOWING INFORMATION: Federal Tax Identification (TIN); Dun & Bradstreet Number (DUNS); and remit to address if different. A Firm Fixed Priced Purchase Order shall be issued using the Simplified Acquisition Procedures FAR Part 13. This is a small business set aside. Responses/offers are due no later than 5:30 p.m. Eastern Time Zone on January 15, 2007. Quotes may be faxed to Mr. Robert Mohn, at 412-386-5770, sent by US mail to U.S. Department of Energy, National Energy Technology Laboratory, 626 Cochrans Mill Road, PO Box 10940, Pittsburgh, PA 15236-0940 or E-mailed to mohn@netl.doe.govAll technical questions should be directed to the Technical Representative Mr. Daniel McCollum, PHONE 304-285-4780.
- Web Link
-
Click here for further details regarding this notice.
(https://e-center.doe.gov/iips/busopor.nsf/UNID/66BE4AE68D676DE08525723B006457A6?OpenDocument)
- Record
- SN01190763-W 20061207/061205220253 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |