SOURCES SOUGHT
H -- ISO 14001/OHSAS 18001 REGISTRATION AND AUDIT SERVICES FOR 3 YEARS
- Notice Date
- 5/22/2006
- Notice Type
- Sources Sought
- Contracting Office
- 3610 Collins Ferry Road (MS-I07) P.O. Box 880 Morgantown, WV
- ZIP Code
- 00000
- Solicitation Number
- DE-RQ26-06NT00474
- Response Due
- 5/31/2006
- Archive Date
- 11/30/2006
- Small Business Set-Aside
- N/A
- Description
- DESCRIPTION: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation number DE-RQ26-06NT00474 is issued as a Request for Quote (RFQ). This requirement is being issued as a Request for Quotation using Simplified Acquisition Procedures. The following item is to be purchased by the U.S. Department of Energy, National Energy Technology Laboratory (NETL), Pittsburgh, PA. Item to be purchased is ISO 14001:2004 AND OHSAS 18001 REGISTRATION SERVICES. Award will be made to the low priced, technically acceptable (equal) offeror. Equality shall be determined by the offered equipment???s compliance with the following performance requirements. Compliance will be determined by the offeror???s provision of literature showing performance capabilities or through written narrative discussing the points not covered by the published literature. Statement of Work STATEMENT OF WORK ISO 14001:2004 AND OHSAS 18001 REGISTRATION SERVICES MAY 9, 2006 A. SCOPE OF WORK This statement of work provides requirements for ISO 14001/OHSAS 18001 certification and surveillance audits for the NETL sites located in Morgantown, WV and Pittsburgh PA for 3 years. The purpose of these audits is to maintain certification to the ISO 14001 standard and attain and maintain certification 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 National Energy Technology Laboratory. 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 proposals for a firm fixed price for the following: ??? Five ISO 14001 semi-annual surveillance audits, ??? One OHSAS 18001certification audit, ??? One ISO 14001 recertification audit, ??? Four semi-annual OHSAS 18001 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. B. DEFINITIONS 1. Certification/Recertification Audit ??? audit conducted by the lead auditor for the purpose of ensuring conformance to the ISO 14001/OHSAS 18001 standard and is the basis for recommending recertification to the registrar. 2. 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. 3. ISO 14001 ??? the latest version of the ISO 14001 standard, Environmental Management System ??? Requirements with Guidance for Use, copyright by the British Standards Institute. 4. 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. 5. OHSAS 18001 Standard ??? the latest version of the OHSAS 18001 standard, Occupational health and safety management systems ???Specification, copyright by the British Standards Institute. 6. Registrar - the contractor who appoints the lead auditor and any supporting auditors to conduct the audits required by this statement of work. The registrar has the authority given by the certifying organization to grant certification to the ISO 14001/OHSAS 18001 standards. 7. Surveillance Audit ??? audits conducted every six months for the purpose of maintaining the certification to either the ISO 14001 or OHSA 18001 standards. C. 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 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 first audit shall commence in the fourth quarter of calendar year 2006. Task 2.0 ??? OHSAS 18001 Certification Audit One certification audit to the OHSAS 18001 standard audit shall be performed for certifying NETL to latest version of OHSAS standard. The certification 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 certification audit shall be conducted concurrent with the second ISO 14001 surveillance audit during the spring of 2007. Task 3.0 ??? ISO 14001 Recertification Audit One certification audit to the ISO 14001 standard audit shall be performed for certifying NETL to latest version of ISO 14001 standard. The 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 recertification audit shall be conducted concurrent with the fourth OHSAS 1800 surveillance audit during the spring of 2009. Task 4.0 ??? OHSAS 18001 Surveillance Audits Four (4) 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 certification audit. Table 1 Schedule of ISO 14001 and OHSAS 18001 Audits This Statement of Work covered 2006-Q4 through 2009-Q2 Year Q1 Q2 Q3 Q4 2006 ISO 14001 ??? Recertification Audit (Completed) ISO 14001 Surveillance Audit #1 2007 ISO 14001 Surveillance Audit #2 OHSAS 18001 Certification Audit ISO 14001 Surveillance Audit #3 OHSAS 18001 Surveillance Audit #1 2008 ISO 14001 Surveillance Audit #4 OHSAS 18001 Surveillance Audit #2 ISO 14001 Surveillance Audit #5 OHSAS 18001 Surveillance Audit #3 2009 ISO 14001 Recertification Audit OHSAS 18001 Surveillance Audit #4 D. 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 of each audit, the lead auditor shall submit an audit plan including the following information at a minimum: Number of assessors and their names Documentation to be reviewed Opening/closing meetings/daily debriefings Employee/management interviews to be conducted Expected timeframe for the audit Expected report delivery Following certification to the OHSAS 18001 standard, following ISO 14001/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/OHSAS 18001 audit protocols b. Information required by the registrar???s reporting requirements c. Findings (nonconformities, opportunities-for-improvement, strengths, etc), ISO 14001/OHSAS 18001 references, audit documentation (checklists, interviews, etc.). The findings and observations shall cite the specific section of the ISO 14001/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. E. 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 in the final cost proposal as a total fixed price. Travel costs will not be reimbursed separately and the offeror shall ensure that these costs are part of the fixed price offer. The cost of transferring the existing ISO 14001:2004 registration to the offeror shall also be included as part of the fixed price contract. F. 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/OHSAS 18001 certification. NETL shall make all requested documents and interviews with employees available in a reasonable amount of time following the request. 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. G. SUBMISSION OF INFORMATION BY THE OFFEROR FOR EVALUATION Accreditations The Offeror shall provide the following information related to the Offeror???s accreditation: ??? National or international ISO 14001/OHSAS 18001 accreditation(s) held in the areas and industry sections identified previously. ??? Capability and qualifications for auditing in the research and development/information technology sector. Offerors not certified to ISO 14001 and OHSAS 18001 will not be considered. Offerors do not need to be certified to other standards, but this will be considered in the evaluation. Auditor Information The Offeror shall provide the following information regarding auditors: ??? Number of lead auditors and auditors employed with appropriate certification in the areas and sectors requested. Number of assessors that are U.S. citizens and number that are foreign nationals. (This information is needed to ensure security access to the sites. No security clearances are required, but there are requirements for those who are not U.S. citizens.) ??? Provide resumes for each of the lead auditors and a sampling of no more than five resumes of other auditors expected to be used on this project. Description of Approach For Task 1 of Section F, the Offeror shall explain the approach that will be taken to conduct ISO 14001 surveillance audits. The Offeror shall provide a firm fixed price, including travel costs, for conducting the five (5) surveillance audits. For Task 2 of Section F, the Offeror shall explain the approach that will be taken to conduct the OHSAS 18001 certification audit. The Offeror shall provide a firm fixed price, including travel costs, for conducting the certification audit. For Task 3 of Section F, the Offeror shall explain the approach that will be taken to conduct the ISO 14001 recertification audit. The Offeror shall provide a firm fixed price, including travel costs, for conducting the recertification audit. For Task 4 of Section F, the Offeror shall explain the approach that will be taken to conduct OHSAS 18001 surveillance audits. The Offeror shall provide a firm fixed price, including travel costs, for conducting the four (4) surveillance audits. Questionnaire The Offeror shall answer the following questions and provide the responses as part of the offer. Failure to respond to any question does not disqualify the Offeror from a possible award but will affect the Offeror???s score in the final evaluation. Accreditations 1. What is accreditations does your company hold (ISO 14001, ISO 9000, OHSAS 18001, others)? 2. How long have you been certified to each of these standards? Auditor Experience with Government/DOE Facilities 3. What is the experience of your auditors at government (federal, state and local) facilities (list locations and dates)? 4. What is the experience of your auditors at U.S. Department of Energy (DOE) facilities (list locations and dates)? Auditing Process 5. Briefly explain your process for certification audits (plan, documentation review, opening meetings, schedule, structure, conduct of the audit, closing meetings). 6. Briefly explain your process for surveillance audits (plan, documentation review, opening meetings, schedule, structure, conduct of the audit, closing meetings). 7. Describe the audit report, contents, and process for delivery (provide examples of formats). 8. Describe the types of findings generated from your audits and their definitions (nonconformities, opportunities for improvement, best/noteworthy practices, etc.) 9. Describe the follow-up you are expecting from our organization following an audit such as response to findings and plans for the next audit. Interface with Other Processes and Programs 10. Describe how you address systems integrated with other systems such as Quality Management System, DOE???s Integrated Safety Management System, etc.) Customer Satisfaction 11. How do you measure customer satisfaction? 12. Please list three previous customers in the past two years that we may contact for references. H. EVALUATION OF PROPOSALS The proposals shall be evaluated based on Technical Approach (60%) and Company History/Experience (40%). Cost will be a determining factor among proposals that have equivalent scores. Offeror Interview The NETL EMS Representative or his designee will conduct phone interviews with the offerors of the three (3) highest scores. The interview will be included as part of the evaluation criteria for those three (3) highest scores. The interview will include discussions about the details of the Offeror???s approach and philosophy to the ISO 14001/OHSAS 18001 certification process. I. 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. END OF STATEMENT OF WORK. EVALUATION: The award will be made in accordance with the statement of work. Offerors shall submit descriptive literature 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. Compliance will be determined by the offeror???s provision of literature showing performance capabilities or through written narrative discussing the points not covered by the published literature. INTERESTED PARTIES SHALL SUBMIT OFFERS WITH THE FOLLOWING INFORMATION: Federal Tax Identification Number (TIN), Dun & Bradstreet Number (DUNS), and remit to address if different. The award shall be made using FAR 13, Simplified Acquisition Procedures. The North American Industry Classification (NAIC) is 541990. All bids, proposals, or quotations must be faxed to Mr. Robert L. Mohn ??? FAX 412-386-5770 by 5:00 PM Eastern Time, May 31, 2006. NO PHONE CALLS. All technical questions should be addressed to the Technical Representative who is Mr. Daniel McCollum, PHONE 304-285-4780.
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