Overview Quality Assurance at LANL - Acquisition Services ...

WELCOMELos Alamos National LaboratoryMaster Task Order Agreements (MTOAs)for General ConstructionLA-UR-12-10249U N C L A S S I F I E D Slide 1Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Agenda• Welcome – John Bretzke• Request for Qualification and Proposal - Jolene Vigil• Safety - Matthew Sanchez• Quality Assurance - Randy Teel• International Building Codes - Bill Tate• Security - Bill McConaghy• Regional Development Corporation• Question and AnswerU N C L A S S I F I E DSlide 2Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Los Alamos National Laboratory GoalsResponsive Infrastructure: Provide efficient, compliant,safe and secure infrastructure supported with disciplinedoperationsBusiness Excellence: Deliver cost effective businesssystems that meet the Laboratory’s business needs• Successfully delivering on these two goals are critical to supporting theprimary mission assignments of LANL• The challenge, simply stated, is to deliver on these goals in the highlyregulated environment that exists at LANL• Our measures of success involve cost, schedule, compliance, securityand safetyU N C L A S S I F I E DSlide 3Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Contracting Strategy Impacts• Full construction contracts involve a rigorous set of requirements• Each contract is monitored to ensure compliance• Each contract requires stand alone (ES&H, QA, etc.) plans• New subcontractors require additional time and support to fullyunderstand and embrace the LANL requirementsEach contract placed by LANL cost time andmoney…Which challenges our ability toachieve our goals of having a responsiveinfrastructure and achieving businessexcellenceU N C L A S S I F I E DSlide 4Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Past Contracting History for Construction120117Dollar Value of Initial Awards From 2007-2011100Number of Awards806040200< $500,000 $500,000 -$1,000,00021 20$1,000,000 -$3,000,000Dollar Value of Awards7 8$3,000,000 -$5,000,000> $5,000,000U N C L A S S I F I E DSlide 5Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Master Task Order Agreement Contracting StrategyBenefits• Time to place Task Orders is reduced• Cost and time to develop and review stand alone (ES&H, QA, etc.) plansare reduced• Time and cost associated with security are both reduced• Safety, quality, environmental, cost and schedule and performanceshould all be improved due to familiarity and common understanding ofexpectations, thereby further reducing costs and time during executionThe construction subcontractingcommunity, LANL, and the Americantaxpayer all share in these benefitsU N C L A S S I F I E DSlide 6Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Request for Qualification andProposal OverviewBy Jolene VigilU N C L A S S I F I E DSlide 7Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Scope of the Master Task Order AgreementThis General Construction Services MTOA will include, but not limited to:• Remodeling or repair of buildings major renovations• Civil• Architectural structural• Electrical• Mechanical & Piping• Instrumentation and Controls (I&C)• Potential Asbestos Removal• Incidental Demolition• Decommissioning (D&D) type workU N C L A S S I F I E DSlide 8Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Outline of the MTOAs• 3-Years with a One, 2-Year Option• ROM Ceiling is $200M for all awards• Fixed Price Task Orders will be competed among MTOA awardees• Partial small business set-aside for the MTOA• Small Business Subcontracting Plan - Large Business• NAICS Code: 236210 Industrial Building Constructions at $33.5 M• Davis Bacon labor standards apply• No classified work is included• Prime Subcontractor shall self perform 15% to 50% of the task order to beperformed under these MTOAs. Specific percentages will be identified inindividual Task Orders.• Regional development community program requirementsU N C L A S S I F I E DSlide 9Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overall Subcontract Process & Time Frame• Request for Qualification (RFQ)• RFQ issued in 1 st Quarter CY 2012• RFQ response in 1 st Quarter CY 2012• Evaluate responses to RFQ• Determine source list for the Request for Proposal (RFP)• Issue RFP to selected companies in 2 nd Quarter CY 2012• Pre-bid meeting• Received RFP Proposal in 2 nd Quarter CY 2012• Evaluate proposals• Award MTOAs to Technically Acceptable Low Price Offers in 3 rdQuarter CY 2012U N C L A S S I F I E DSlide 10Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Request for Qualification (RFQ) CriteriaEnvironment, Safety & Health Planthat complies with 10CFR851 Worker Safety & Health ProgramQuality Assurance Management Programthat meets DOE Order 414.1DSafety Experience & Minimum Performance Eligibility• 1.0 or less Experience Modification Rates• 3.2 Total Recordable Injury/Illness Case Rate or less• 1.4 DART Case Rate or lessU N C L A S S I F I E D Slide 11Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Request for Qualification (RFQ) Criteria, (Cont.)Past Performance Experience• 5 yrs Minimum Experience for the Respondent• 3 yrs Minimum Experience for Lower-tiersDemonstrated construction experience at DOE and/or NNSA sites• 5 yrs Minimum Experience for the Respondent• 3 yrs Minimum Experience for Lower-tiersDemonstrate any experience with International Building CodeU N C L A S S I F I E D Slide 12Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Inquires for RFQ & RFPIf you would like to receive the RFQ email:constructionmtoa@lanl.govSubcontract Administrator is Jolene Vigil:Phone: 505-667-1076Email: jolene@lanl.govU N C L A S S I F I E DSlide 13Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Safety OverviewLANS Subcontractor/Lower-Tier EligibilityRequirementsBy Matthew SanchezU N C L A S S I F I E DSlide 14Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Exhibit F Requirements – GeneralTo perform subcontract work at LANL, SUBCONTRACTOR is required to complywith CONTRACTOR’S 10 CFR 851 Worker Safety and Health Program, therequirements of which are set forth in Exhibit F.• Minimum Performance Eligibility Factors• Subcontractor and all sub-tiers• Three-year average (confirmed with OSHA 300 logs)Experience Modification Rate (EMR) Maximum Allowable Average 1.0Total Recordable Injury/Illness Case Rate (TRC) Maximum Allowable Average 3.2Days Away From Work , Restriction, or Job TransferRate (DART)Maximum Allowable Average 1.4• Rates that are above the maximum allowable average will be reviewed on a case by case basisU N C L A S S I F I E DSlide 15Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Exhibit F Requirements – General• ES&H Plan• LANL Site-specific• Approval prior to Notice to Proceed• Safety Management• Single Person-in-Charge (PIC)• Safety Representative – Three options (Determined by each individual Task Order)— ES&H Professional Required for subcontracts with high health and safety risk; large scope/monetaryvalue, large number of employees on site; work with complex activities— ES&H Specialist Alternative option for subcontracts with moderate risk factors and smaller dollar value— ES&H Representative Alternative option for subcontracts with low risk factors and smaller dollar value• Industrial Hygienist— Subcontractors are required to have an industrial hygiene program that includes baselineexposure assessments performed by a qualified industrial hygienist (IH). The IH may be aconsultant, but must be involved in the review of IWDs (hazard analyses) to ensure thatpotential exposures are assessed and that controls (PPE and engineering measures) areadequate.U N C L A S S I F I E DSlide 16Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Exhibit F Requirements – General• Integrated Work Document (IWD)• Scope of work, hazards and controls related to the activity• LANL Subcontract Technical Representative, Safety Representative and Facility OperationsDirector approval needed prior to the commencement of work activities• Injury/Illness and Incident Recordkeeping and Reporting• LANL Subcontract Technical Representative (STR) must be contacted immediately• Notification in writing is required within 24 hours• Safety Performance• Routine LANL safety inspections— Copies to Subcontractor, STR and Project Manager— Inspections/Deficiencies entered into LANL Compliance Tracking System• Routine Subcontract safety inspections• Safety Citations issued by Subcontract Technical Representative— Mandatory Safety Stand-Down or Stop Work Order• Man-Hours Reporting• Subcontractors are required to provide weekly productive man-hours every MondayU N C L A S S I F I E DSlide 17Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Exhibit F Requirements – Training and OSHA Standards• LANL-specific training is required for the following:• General Employee Training (All)• Lock Out/Tag Out (If Required)• Confined Space (If Required)• Excavation (If Required)• Radiation Protection (If Required)• Site-Specific Access (If Required)• Person In Charge (PIC) Training (Only for identified PICs)• OSHA standards enforced• Some Exhibit F sections exceed OSHA requirements• Training and OSHA records must be maintained on siteWorker Health And Safety Is Our #1 PriorityU N C L A S S I F I E DSlide 18Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Quality Assurance OverviewBy Randy TeelU N C L A S S I F I E DSlide 19Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Quality Assurance at LANLAll work activities will be governed by the Quality Assurance requirementsincluded in the Subcontract Documents.This includes, but is not limited to:— purchase and inspection of any provided items intended for permanentinstallation (or spares)— items ultimately intended for off-site shipment such as waste containersetc.— calibrated portable Measuring & Test Equipment (M&TE) being used intesting/calibration of permanently installed equipmentU N C L A S S I F I E D Slide 20Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANL• SUBCONTRACTOR’S QA Program/Plan shall use a graded approach asdefined in paragraph 7h of DOE O 414.1D based on the specifics of the workinvolved in the subcontract, and shall be approved by the LANL QualityAssurance Division (QA Division) prior to commencement of the work.• SUBCONTRACTOR’S Quality Assurance (QA) Program must meet all therequirements of the Contractor Requirements Document, Attachment 1ofDOE Order 414.1D, Quality Assurance dated 4/25/11 and any associatederrata sheets unless indicated otherwise in the subcontract documents.• SUBCONTRACTOR will perform all work under this Subcontract inaccordance with the approved Quality Assurance Program and further willnotify CONTRACTOR of any proposed changes made to the approvedQuality Assurance Program.U N C L A S S I F I E DSlide 21Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANLSome specific requirements to be aware of:• At the completion of each individual Task Order, SUBCONTRACTOR shallsubmit to a LANL approved IESL calibration lab all calibrated M&TE used, forthe completion of the individual Task Order, for a post-calibration Certificateof Calibration. This includes M&TE equipment used by any sub-tierSUBCONTRACTOR. The SUBCONTRACTOR shall submit the postcalibrationCertificate of Calibration documentation to the CONTRACTOR forall calibrated M&TE used to complete each individual Task Order.• SUBCONTRACTOR and all lower tier subcontractors who perform fieldand/or laboratory testing or special inspections of work shall be approved bythe LANL Building Official (LBO) or LBO assigned Chief Inspector, prior tostarting work.U N C L A S S I F I E DSlide 22Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANLMinimum DOE 414.1D requirements that MUST be addressed in theSubcontractor Quality Assurance Plan include:• The subcontractor must identify and assign an individual to haveresponsibility, authority, and accountability to ensure the development,implementation, assessment, maintenance, and improvement of the QAP.This can be a “corporate” individual or can be a “project specific” individual, but MUST be identified in the submitted QAP.• Criterion 1: Document the organizational structure, functional responsibilities,levels of authority, and interfaces for those managing, performing, andassessing the work.• Criterion 2: Identify personnel who require training (electricians, welders,etc.) and describe the certification required and the training program.Including reviews, approvals, and continued training if applicable.U N C L A S S I F I E DSlide 23Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANL• Criterion 3: Describe the process for Quality Improvement. I.e.Nonconformance process, Assessment process, etc. that shows howprocesses that do not meet established requirements are identified,controlled and corrected.• Criterion 4: Describe how documents are prepared, reviewed, approved,issued, and revised. (who, how, how controlled?) Describe how documentsare maintained and controlled (who or when revised, how stored, etc.)• Criterion 5: Identify “work processes”. What are your inspection procedures,calibration procedures, document control etc.• Criterion 6: (if applicable) Describe how “design” processes are implemented,how design reviews are performed, how design revisions/changes arecontrolled/approved/validated.U N C L A S S I F I E DSlide 24Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANL• Criterion 7: Describe the “procurement” process. Identify how suppliers are“approved” for use, how technical requirements are reviewed and included inprocurement documents, how receipt inspection is performed and how itemsto be “verified” through receipt inspection are identified, including who/when.• Criterion 8: Describe inspection processes/procedures and what“qualifications” are required and how they are maintained. Describe yourM&TE “calibration” program. Who is responsible, how is calibrationperformed, when is it required (how often), how equipment is “logged” andmaintained for traceability to calibration certificates, how is equipmenttagged/identified, and how is out of calibration equipment handled.• Criterion 9: How do you perform “internal” assessment of your processes.What methods (management assessment, walk-arounds, etc.) are used toensure and verify that workers are following the correct procedures andprocesses. How are corrective actions identified, tracked, and closed?U N C L A S S I F I E DSlide 25Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANL• Criterion 10: How do you accomplish “independent assessments”? Do youhave a “contractor” perform them for you or have a “corporate” QA oversightperform? How often and to what procedure/process?• Suspect/Counterfeit Prevention (S/CI): Describe the training received byindividuals who are responsible for performing this activity. Identify theindividuals who require this training. Where is this training incorporated intoyour processes (design, procurement, receipt inspection, field installation,etc.)? In other words you MUST demonstrate awareness of S/CI anddemonstrate that your employees actively participate in S/CI prevention.Include processes for inspection, identification, evaluation, and disposition ofS/CI items/components.U N C L A S S I F I E DSlide 26Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview Quality Assurance at LANL• SUBCONTRACTOR’S QA Program shall be subject to ongoing evaluationand monitoring by CONTRACTOR. SUBCONTRACTOR agrees to provideCONTRACTOR and/or DOE/NNSA the right and access to conduct audits ofSUBCONTRACTOR’S quality systems and verify compliance withsubcontract requirements as well as the right to conduct inspection and/ortesting of SUBCONTRACTOR’S product to assure conformance withsubcontract requirements.• SUBCONTRACTOR is responsible for including (i.e. flowing down) thequality assurance requirements of this subcontract in its lower-tiersubcontracts to the extent necessary to ensure SUBCONTRACTOR’Scompliance with these requirements.U N C L A S S I F I E DSlide 27Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

International Building CodesBy Bill TateU N C L A S S I F I E DSlide 28Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

IBC Inspection• LANL is currently using IBC and IEBC Year 2009• Applicable reference codes in IBC are numerous, The following are afew of the more frequently used codes:• International Fuel Gas Code• International Mechanical Code• International Plumbing Code• International Fire Code• National Fire Protection Association (NFPA 70)• American Institute of Steel Construction (AISC) 341, 360• American Welding Society (AWS)• American Concrete Institute (ACI) 318, 530.1• American Iron and Steel Institute (AISI)• ASTMs• Refer to Chapter 35 of IBC for a complete listing of referenced standardsU N C L A S S I F I E D Slide 29Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

IBC Inspection• Section 110 of IBC requires the following inspections:• 110.3.1 Footing and Foundation Inspections• 110.3.2 Concrete Slabs and Under - Floor Inspections• 110.3.3 Lowest Floor Elevation – for flood hazard areas only• 110.3.4 Frame Inspections• 110.3.5 Lath and Plaster / Gypsum Board• 110.3.6 Fire and Smoke - Resistant Penetrations• 110.3.7 Energy Efficiency Inspections• 110.3.8 Other Inspections• 110.3.9 Special Inspections per Section 1704 of IBC• 110.3.10 Final InspectionsU N C L A S S I F I E D Slide 30Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

IBC Inspection• Section 1704 Special Inspections• 1702.2 Special Inspection of Fabricators• 1704.3 Steel Construction – Table 1704.31704.3.1 Welding1704.3.2 Details1704.3.3 High Strength Bolting1704.3.4 Cold Formed Steel Truss Erection• 1704.4 Concrete Construction – Table 1704.41704.4.1 Materials• 1704.5 Masonry – Table 174.5.1 OR Table 1704.5.3• 1704.6 Wood• 1704.7 -11 Soils• 1704.12 Sprayed Fire Resistant Materials• 1704.13 Mastic and intumescent fire-resistant coatings• 1704.14 Exterior insulation and finish systems(EIFS)• 1704.15 Special CasesU N C L A S S I F I E D Slide 31Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

IBC Inspection & LANL Requirement1) Quality Specification 01- 4000. Subcontractor must submit a schedule of tests andInspections per Section 1.4C. Engage a qualified , LANL Building Official (LBO)approved testing agency to perform quality control services. Reference LANLEngineering Standards Manual (ESM) Chapter 16 for further information.2) Onsite Welding Requirements / Specification, 01 4455. All welding and joining mustbe performed by LANL Certified welders and brazers who have demonstrated theirwelding/brazing skill by test at LANL.3) Consumable welding materials are supplied by LANL. Reference LANL EngineeringStandards Manual (ESM) Chapter 13. (1-03, Welding& Brazing Material Procurement&Control).4) Offsite Welding and Joining shall be in accordance with Spec 01-4444. Use LANLapproved IBC Fabricators. As an alternate, LANL can provide Special Inspectors foroff site fabrication at Subcontractor’s expense. Provide a written request to the STR atleast 4 weeks in advance to schedule LANL inspectors.Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSAU N C L A S S I F I E D Slide 32

IBC Inspection & LANL Requirement (continued)5) Test and Inspection Plan must be completed by the Engineer of Record perIBC 1705.6) Engineer of Record must perform Structural Observations in accordance withIBC 1710.7) Calibrated M & TE testing equipment must be used for inspection andacceptance of work. As found condition of the M & TE equipment must besubmitted to the project for review upon completion of work. Any rework orrepairs as a result of out of calibrated equipment is the subcontractorsresponsibility. This equipment must be handled with care.8) Pressure Tests- properly sized and calibrated safety relief valves and gagesmust be used.9) Work must be performed in accordance with approved design per AP-341-519,R1. RFIs can not be used as design documents.U N C L A S S I F I E DSlide 33Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Security OverviewBy Bill McConaghyU N C L A S S I F I E DSlide 34Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA

Overview: Security at LANLWith few exceptions, the MTOA will contain an unedited Long Form Exhibit G thatdelineates all of the current LANL subcontractor security requirements— Subsequent releases of Task Orders against the MTOA will involve a simplethree-and-a-quarter page checklist to be completed by LANL identifying whichSubcontractor security requirements in the MTOA are pertinent to that Task.Typical construction services subcontracts involve compliance to only parts of therequirements delineated in the MTOA Long Form Exhibit GPertinent to most construction services contracts are LANL’s topical areas ofProhibited Articles (guns, knives, drugs, alcohol)Controlled Articles (anything electronic, e.g., iPad, iPod, cell phone, laptop)Photographic activityBadges (to include Foreign National access and drug testing)Security Areas access and EscortsU N C L A S S I F I E DSlide 35Operated by Los Alamos National Security, LLC for the U.S. Department of Energy’s NNSA