ML19305C497
| ML19305C497 | |
| Person / Time | |
|---|---|
| Issue date: | 10/24/1979 |
| From: | Mccarthy E NRC OFFICE OF STATE PROGRAMS (OSP) |
| To: | Deloatch V NRC OFFICE OF ADMINISTRATION (ADM) |
| Shared Package | |
| ML19305C491 | List: |
| References | |
| NUDOCS 8003280663 | |
| Download: ML19305C497 (16) | |
Text
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NUCLEAR REGULATORY COMMISSION O
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.007 24 1979 MEMORANDUM FOR: Von Deloatch Contract Policy Staff Division of Contracts THRU:
Sheldon A. Schwartz Assistant Director for Program Development t#
Office of State Programs FROM:
Elizabeth McCarthy State Relations Assistant
' Office of State Programs
SUBJECT:
CONTRACTOR TO HANDLE NRC WORKSHOPS A year ago I raised the subject of getting a contractor, or group of contractors on a basic ordering agreement (,80A), to run NRC sponsored workshops, public meetings, seminars and the like, with Mary Jo Mattia in the Administrative Contracts Branch (ACB).
I have made no prooress in getting a statement of work (S0W) on the street.
I think that there are several obstacles to getting this effort rolling.
1.
Is there a need with NRC for this service? All program officas need to be polled as to whether they would use this service.
I don't know if it is fair to ask offices to estimate the number of meetings they'd hold.
I couldn't do that for SP.
2.
Legally, can we set this mechanism up?
3.
Which office would have responsibility for monitoring the contracts?
If done on a BOA, perhaps ACB should dio it, with an authorized representative in each program office.
If we choose one contractor perhaps ADM should administer the contract.
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4.
If we set up' the mechanism, thera should be little lag time between notification of need and start of work. This has been a constant problem in getting a contract started.
It shouldn't. take, as it did with me, six months to get a contractor on board from the_ time I sent an S0W to ACB..
' I suggest a meeting among you, I, ACB, ELD and ADM to set milestones to complete the action on the effort.
I've enclosed for your use a draft 50W'we could use as a strawman.
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))/~ c ElizabethIcCarth State Relations Assistant Office of State Prograns Enclosure cc: w/ enclosure M. Mattia, ACB e
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REQUEST FOR PROPOSAL ADMINISTRATIVE SUPPORT SERVICES Part I I.
SCOPE OF WORK A.
Introduction The U.S. Nuclear Regulatory Commission (NRC) was established under the Energy Reorganization Act of 1974 and began operations as an independent regulatory agency on January 19, 1975.
It is by law responsible for licensing the construction and operation of nuclet '*
facilities and for the general regulation of nuclear materials.
It does not own or manage any land, nor does it select facility sites; it approves or disapproves the selections made by others, usually public utilities.
Its principal concern is radiological health and safety and the protection of the environment, the former as required by the Atomic ' Energy Act of 1954, as amended, and the latter as required by the National Environmental Policy Act of 1969.
The NRC operates in a changing environment.
Nuclear energy daily l
impacts an increasing number of people.
This results from increasing use of radioactive materials in industry and medicino to increasing use of nuclear power.
With the broadening of nuclear applications,
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comes citizen pressure for his interests being represented in the decisionmaking process.
This results in the movement of the forum of decisionmaking from its initial "all Federal" context in the direction of shared Federal / state / local responsibility.
This change and movement is still going on.
Many technical prob'lems are yet to be solved, discussed and accepted.
Recent issues very much in the public consciousness include waste disposal, decommissioning of nuclear facilities, and transportation of radioactive materials.
Regulations, of course, have yet to be finally developed in these areas.
For both of these reasons - changing locus of decisionmaking and technical novelty - NRC finds a need to involve a number of publics in its regulatory development procedures.
In addition to public notices formally inviting comments, we hold a number of meetings, conferences and workshops with invited individuals who are in a position to contribute to the process.
B.
Objective The required conferences, meetings, and workshops are increasing in number.
It is the primary purpose of this RFP to select a contractor to provios r.ececsary assistance to NRC in the conduct thereof.
It is anticipated that the successful respondent to this 'RFP will be
awarded a 1 year limited requirements type contract under which individual task orders will be issued periodically to provide for individual conferences, meetings, and workshops or other related supporting tasks that may be required by the NRC's Office of State Programs.
(See Attachment __ for sample task order)
C.
Scope The Contractor, as an independent contractor, and not as an agent of the Government, shall furnish all necessary personnel, labor, facilities and equipment, materials and supplies, except as may be otherwise provided by the Government, and shall provide necessary administrative and technical support in the conduct of conferences, meetings, and workshops on nuclear matters.
Specifically, the contractor will perform but not necessarily be limited to the following tasks:
1.
Provide a Program Coordinator, as required, for all major conferences.
2.
Answer all inquiries resulting from NRC's Press Release, Federal Register notice and letter of invitation, which will have contractor's telephone number.
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3.
In coordination with the Government Project Officer (GPO),
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select and arrang'e for suitable conference locations and -
facilities, if NRC chooses not to make these arrange:nents.
4.
Type originals of NRC prepared letter of invitation to all invitees for NRC to mail.
5.
Compile all necessary pre-conference information and materials, such as agendas, reservation forms, background articles, discus-sion guides, etc., and send to NRC for approval and mailing to attendees.
6.
Assist with the design, preparation, and distribution of necessary visual and background materials and reports required in the conduct of the conferences, workshops, and meetings.
Provide packets of handout materials at workshops.
7.
Hotel /notel reservations are the responsibility of participants.
Contractor may be required to reserve blocks of rooms if the NRC has not done so.
The contractor shall also schedule and provide for limousines and/or buses, as required, between the incoming transport terminal and the conference site.
Reservation services will also be provided for " air" and " ground" transporta-l tion on the return trip f' rom the conference site.
All transpce-tation and per diem will be made in conformance with Government standards and travel regulations.
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8.
Provide sufficient staff and all necessary materials for per-forming such conference service functions as message handling, registration, information desk, audio visual projection, and other conference support as necessary.
9.
Provide necessary projectors, screens, and recording devices and copying services as required for each individual conference and/or meeting session.
10.
Provide a technically qualified rapporteur for each workshop discussion session to assist the chairman in the preparation of his report.
Qualifications to be supplied by NRC for each conference, when a rapporteur is necessary.
11.
Provide to those individuals. identified by the GPO as partici-pating rapporteurs a consultant fee and reimbursement for travel expenses allowed by Government Travel Regulations.
12.
Within the NRC (or Office of State Programs) the following is the schedule of workshops / meetings / conferences anticipated at this time.
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Approx.
Type of Number of Approximate No.
Duration date Meeting Meetinos of Part. at_each (days)
May 1979 Need-for-Power 3
60 3
Workshops September Decommissioning 3
60 3
1979 Workshop
Each workshop series may be preceded by a one day rehearsal involving the principal NRC participants and discussion leaders from outside NRC, con' tractor and rapporteurs.
D.
Type of Contract It is anticipated that a limited requirements type contract will be awarded as a result of this RFP (See Attachment __ for sample contract).
During the period of the contract, individual task orders will be issued periodically from the NRC's Office of State Programs.
The type of contract method (i.e., Cost-Plus-Fixed-Fee, Fixed Price, etc.) employed for each task order may vary with each order issued and will be subject to negotiation.
E.
Length of Contract It is expected that the resulting limited requirements type contract will be awarded for all conferences and workshops required by the NPC's Office of State Programs for a one (1) year period.
F.
Report Reouirements Reports required shall be individually determined at the time of issuance for each separate tas'k order.
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G.
Evaluation i
Offerors shall address themselves to the areas identified in the technical evaluation factors.
The offeror must have an experienced and capable staff available to assist in the organization and conduct of workshops, meetings, and conferences.
Resum6s of all personnel to be used in performance of task order shall be furnished indicating education, background, recent experience, and whether or not they are presently a member of the proposing organization.
For evaluation purposes, offerors responding to this RFP must submit a task proposal including an itemized cost estimate for the attached sample task order.
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Part II II.
EVALUATION CRITERIA A.
General The merits of each proposal will be carefully evaluated in context with both the requirements of the effort and all other proposals under consideration.
The evaluation will be based on the factors shown below.
B.
Proposals submitted in response to this RFP will be evaluated in accordance with the following factors with a maximum total score of 100 points.
Description Possible Points Experience:
a.
Personnel Qualifications 30 (Qualific.ations and Availability of Project Director and of Supporting Staff) b.
Past Experience i
(capability to do this type of task 20 by the past conduct of similar work)
Quality of Technical Approach 20 (Task Proposal)
General Organization Qualifications 15 Understanding of the Services Required 15 100 points
SAMPLE TASK ORDER Statement of Work for State Review of NRC's Study of Non-Optimal Timing of Base Load Generating Capacity s
Background
When considering an application for a construction permit (CP) for a nuclear power generating facility, NRC must make the decision in the face of demand projection uncertainty; i.e., whether to issue the CP immediately or whether to not issue a CP on the ground that the plant does not appear to be needed when the applicant has proposed that it be ready.
One question NRC must face is what are the cost penalties of making an incorrect decision.
This question has been studied technically.
It is now necessary to subject that study to wide review and policy analysis.
Objective The mechanism for obtaining this review and policy analysis will be a series of workshops in different parts of the country.
Participation of State officials will be by invitation only, but observers will be welcome on a space available 1
basis.
Three workshops, as outlined in the attached agenda, will be held during the period to
, 1979; one each in the East, West, and Central regions of the United States.
We assume that each workshop
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will have 40 - 60 participants who will be subdivided into a maximum of four small groups for detailed discussions.
A document containing comments and recommendations will be produced.
Work Statement The contractor shall provide the necessary technically-oriented personnel, facilities, and material to accomplish the following:
1.
Technical Assistance A.
Pre-Workshop - From the prepared study, assist NRC staff in preparing an information packet for attendees of the workshop sessions.
Mail this packet to all those who register in advance early enough to receive the material for study prior to the workshop.
Rapporteurs are to participate in a pre-workshop briefers and panel Chairman are present.
B.
Workshop - Provide guidance to the session chairmen on conducting the sessions in accordance with NRC objectives.
Provide technically-orientad rapporteur for each of the small groups to assist each l
chairmat in the preparation of his report to the closing plenary.
i Each rappc-teur must have a scientific degree and must be qualified l
to understana and be conversant in regulatory economics.
The chairman's report is to be drafted, typed and reproduced over night for use of
- participants prior to the closing plenary session.
Provide rapporteurs for opening and closing plenary sessions.
C.
Post-Workshop - Provide a summary of comments from the opening and closing plenary sessions, and reports written by each working group.
2.
Administrative Support A.
Ire-Workshop - Obtain suitable meeting facilities (see attached agenda).
Provide a ;neeting room for 20 people the afternoon of the opening plenary at each workshop location., Provide a Pressroom at each for NRC Public Information Officer for duration of workshops.
Reserve associated hotel rooms for each workshop in each of three regions - East, Southern-Central and West.
Hotel rooms shall be an expense of the attending individuals.
Within 2 weeks after the contract is awarded tentative arrangements will be submitted to NRC for final approval.
Space for a minimum of 20 observers will be necessary in each individual workshop panel session (total for plenary is 60).
Contractor personel must have visited each location prior to final committment to use.
Produce approximately 225 individually addressed NRC letters of invitation to governors, legislative leaders and others.
Arrange travel funds for those who are eligble (criteria supplied by NRC, travel funds will be reimbursed).
(All travel shall be in accord 6nce with the current edition of the Joint Travel Regulations.)
Respond to all inquiries about the workshop.
The inquiries are expected to result from the
Federal Register notice, the letter of invitation, anu the press announcement all of which will contain the contractor's phone numbers.
Provide address labels to NRC in advance of the workshop and provide packets for late registrants and observers at workshops.
Prepare own letter on administrative / travel details, to be inserted in packets, which participants will need prior to workshops.
Insert packets in envelopes for NRC to mail - envrDpes supplied by NRC.
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Workshop - Registration and lodging of participants and observers, including separation of participants into groups, slide and overhead projectors, projection screen as needed; microphones; one evening cash bar; a maximum of four coffee / tea / soft drink breaks; and secretarial and reproducing facilities in order to prepare session reports for final plenary discussions in time for review of the draft by each session on the morning of the third day.
The session chairman's reports are to be produced in enough copies for all partipants and observers for the closing plenary.
Provide accurate list of attendees and observers with addresses and affiliations at workshop.
C.
Post-Workshop - Provide camera ready copy of final workshop reports.
3.
Report Requirements A.
Five draft copies of the report of the workshops to NRC three weeks after completion of the last workshop.
The format of the report shall be the following:
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Workshop I Opening Plenary A.
Hard copy vugraph, commentary on same (supplied by NRC) Comments from participants (supplied by rapporteur)
B.
Discussion Group Reports C.
Closing plenary Summary of comment made at the closing plenary by all participants and observers Workshop II A.
Opening Plenary Since vugraphs will be same only commentary from rapporteur is needed B.
Discussion Group Reports C.
Closing Plenary Same as in Workshop I I
6-Workshop III Same as II
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After NRC review provide one camera-ready copy for NRC's use one 7
month after NRC approval.
All reports shall be in accordance with NRC Manual Chapter 3202.
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