DOCUMENT NO.: FBP-EM-PRO-00025 EFFECTIVE DATE: …...EFFECTIVE DATE: 06/22/2020 TITLE: Emergency...

DOCUMENT NO.: FBP-EM-PRO-00025 REV. NO. 6 EFFECTIVE DATE: 06/22/2020

TITLE:

Emergency Management Program

1 YR PERIODIC REVIEW DATE: 06/16/2021

APPROVED BY: DATE:

Lynn Wilber 06/16/2020

(Signature on File)

USE CATEGORY: INFORMATION USE Page 1 of 30

SME: Cheryl Bauer Writer: Melissa Brown

Level 2 Administrative Procedure

Revision Record of Issue/Revision Affected Pages

6

Minor Revision/Periodic Review; added new Appendix A, Regulatory Requirements Flow Down, and associated Step in Purpose, corrected formatting throughout procedure, and updated America Centrifuge Plant (ACP) to America Centrifuge Operating (ACO) throughout procedure.

All

Previous Record of Issue/Revision information is available from the history files.

TITLE: Emergency Management Program

FBP-EM-PRO-00025

REV. NO. 6

Page 2 of 30

CONTENTS

1.0 PURPOSE.......................................................................................................................................... 4

2.0 SCOPE AND APPLICABILITY ...................................................................................................... 4

3.0 GENERAL INFORMATION ............................................................................................................ 4

4.0 USE REFERENCES ......................................................................................................................... 5

5.0 RESPONSIBILITIES ........................................................................................................................ 6 5.1 FBP Site Project Director or Designee ................................................................................... 6

5.2 FBP Emergency Management Manager or Designee ............................................................ 6

5.3 Director/Senior Manager ...................................................................................................... 10

5.4 Facility Manager/Custodian or Designee ............................................................................. 10

5.5 Emergency Management Drill and Exercise Program Coordinator ..................................... 10

5.6 Emergency Management Training Program Coordinator .................................................... 11

5.7 Emergency Management Staff ............................................................................................. 11

5.8 Employee ............................................................................................................................. 11

5.9 Radiation Protection Manager or Designee ......................................................................... 11

5.10 PSS ................................................................................................................................. 11

5.11 ACO Fire Safety/Emergency Management Manager .......................................................... 11

5.12 Records Custodian ............................................................................................................... 12

6.0 ACTIONS ........................................................................................................................................ 13 6.1 Emergency Management Program Administration .............................................................. 13

6.2 Emergency Plan Implementing Process ............................................................................... 15

6.3 Emergency Response Organization ..................................................................................... 16

6.4 Emergency Management Training Program ........................................................................ 16

6.5 Emergency Management Drill and Exercise Program ......................................................... 16

6.6 Facilities and Equipment ...................................................................................................... 17

6.7 Off-Site Response Interfaces ................................................................................................ 18

6.8 All-Hazards Surveys/Hazards Assessments, Emergency Action Levels, and Threat and Hazard Identification and Risk Assessments ................................................................................... 21

6.9 Facility Emergency Packets ................................................................................................. 22

6.10 Emergency Operations Center and Joint Information Center Staffing ................................ 22

6.11 Emergency Public Information ............................................................................................ 22

6.12 Readiness Assurance ............................................................................................................ 23

7.0 RECORDS ....................................................................................................................................... 26 7.1 Records Generated ............................................................................................................... 26


FBP-EM-PRO-00025

REV. NO. 6

Page 3 of 30

7.2 Requirements ....................................................................................................................... 27

8.0 DEFINITIONS/ACRONYMS ......................................................................................................... 28 8.1 Definitions ............................................................................................................................ 28

8.2 Acronyms ............................................................................................................................. 29

9.0 SOURCE REFERENCES ............................................................................................................... 29

Appendix A REGULATORY REQUIREMENTS FLOW DOWN ........................................................... 30


FBP-EM-PRO-00025

REV. NO. 6

Page 4 of 30

1.0 PURPOSE 1.1 This procedure provides direction for administering the Emergency Management Program

and ensuring the program meets established Department of Energy (DOE) and Nuclear Regulatory Commission (NRC) requirements. This procedure has been developed to integrate applicable requirements from the following:

• USEC-02, Portsmouth Gaseous Diffusion Plant (PORTS) Emergency Plan

• FBP-EM-PL-00026: FSS/PORTS-20, Decontamination and Decommissioning and

Infrastructure Support Services Prime Contractors Joint Emergency Plan for the Portsmouth Gaseous Diffusion Plant Piketon, Ohio

1.2 This document implements applicable regulatory requirements. They are listed in Appendix A, Regulatory Requirements Flow Down.

2.0 SCOPE AND APPLICABILITY 2.1 This level 2 procedure applies to employees at the PORTS site. 2.2 This procedure applies to Fluor-BWXT Portsmouth LLC (FBP), Portsmouth Mission

Alliance LLC (PMA), and Mid-America Conversion Services, LLC (MCS) and subcontractor personnel, American Centrifuge Operating (ACO) personnel, DOE, and contracted labor resources supporting Emergency Management activities at PORTS.

LC/LA 8.0 2.3 This procedure covers emergency actions undertaken by the Resource Conservation and

Recovery Act (RCRA) contingency plan and the emergency actions under the FBP Spill Prevention, Control, and Countermeasure (SPCC) program.

3.0 GENERAL INFORMATION 3.1 DOE Order 151.1D requires that DOE facilities/sites develop an integrated and

comprehensive Emergency Management Program commensurate with facility/site hazards to ensure that:

• Emergencies are promptly recognized and categorized/classified

• Emergencies are reported immediately

• Appropriate response measures are taken to protect workers, the public, the

environment, and national security

• Reentry activities are properly and safely accomplished

• Recovery and post-emergency activities commence promptly


FBP-EM-PRO-00025

REV. NO. 6

Page 5 of 30

3.2 The functions of the Emergency Management Program consist of the following:

• Program Management and Administration

• All-Hazards Planning Basis/Technical Planning Basis

• Emergency Response Organization

• Emergency Operations System

• Training and Drills

• Emergency Medical Support

• Offsite Response Interfaces

• Emergency Categorization/Emergency Classification

• Protective Actions

• Consequence Assessment

• Emergency Facilities and Equipment/Systems

• Notifications and Communications

• Emergency Public Information

• Termination and Recovery

• Readiness Assurance

4.0 USE REFERENCES A. FBP-BS-PRO-00061, Document Control Process B. FBP-BS-PRO-00062, Records Management Process C. FBP-EM-PL-00001, Portsmouth Gaseous Diffusion Plant (PORTS) Site Continuity of

Operations Plan U.S. Department of Energy Portsmouth Gaseous Diffusion Plant Piketon, Ohio

D. FBP-EM-PL-00026, Decontamination and Decommissioning and Infrastructure Support Services Prime Contractors Joint Emergency Plan for the Portsmouth Gaseous Diffusion Plant Piketon, Ohio

E. FBP-EM-PRO-00015, Emergency Management Training F. FBP-EM-PRO-00024, Testing of the Public Warning System


FBP-EM-PRO-00025

REV. NO. 6

Page 6 of 30

G. FBP-EM-PRO-00028, Maintenance of Emergency Facilities and Equipment H. FBP-EM-PRO-00036, Development, Maintenance, and Inspection of Facility Emergency

Packets and Emergency Action Plans

I. FBP-EM-PRO-00037, Emergency Management Drill and Exercise Program J. FBP-EM-PRO-00049, Preparation/Maintenance of Emergency Management All-Hazards

Planning Basis Documents

K. FBP-QP-PRO-00004, Processing Operating Experience and Lessons Learned L. FBP-QP-PRO-00018, Corrective Action Review Board M. FBP-QP-PRO-00020, Problem Reporting and Issues Management N. FBP-TRN-AG-017, Training Development & Administrative Guide for the PORTS

Emergency Management Training Program

O. USEC-02, Portsmouth Gaseous Diffusion Plant (PORTS) Emergency Plan

5.0 RESPONSIBILITIES 5.1 FBP Site Project Director or Designee 5.1.1 Manages overall decontamination and decommissioning site activities and

operations on a day-to-day basis. EPLAN 4.1.1.1

5.1.2 Establishes Emergency Line of Executive Succession. 5.2 FBP Emergency Management Manager or Designee 5.2.1 Serves as the single point of contact for the Emergency Management Program. 5.2.2 Administers an Emergency Management Program that protects employees, the

public, and the environment. Provides direction, guidance, and oversight necessary for compliance with contractual requirements, DOE orders, and Federal and State laws and regulations.

5.2.3 Ensures the Emergency Management Program is designed to comply with Federal, State, and local regulations.

EPLAN 4.1.1.7 5.2.4 Ensures Emergency Management services are provided to site entities under the

Government Furnished Services and Items (GFS&I) and Work Authorizations. Coordinates emergency resources by identifying resource needs and ensuring the availability of adequate resources (financial, facilities, equipment, and personnel) to meet all contractual and regulatory requirements.


FBP-EM-PRO-00025

REV. NO. 6

Page 7 of 30

5.2.5 Reviews FBP contract requirement changes for the Emergency Management

Program to evaluate cost, impact, and implementation schedules.

5.2.6 Ensures interfaces with site personnel concerning Emergency Management Program activities and response to requests for information relating to the program are conducted.

5.2.7 Ensures Memoranda of Agreement with offsite emergency support organizations and agencies are maintained. Ensures these agreements are reviewed annually, updated, and approved every four years or when a change in applicability to content of an agreement occurs.

EPLAN 1.3, 7.7 5.2.8 Ensures Site Lead Contractor’s Joint Emergency Plan is reviewed annually. 5.2.9 Ensures meetings are conducted annually or as needed with offsite response

organizations to review any relevant changes to the plant’s Emergency Management Program, Emergency Plan, or Emergency Plan Implementing Procedures (EPIPs).

EPLAN 4.4, 7.7 5.2.10 Reviews USEC-02 and provides information to ACO Emergency Management

regarding potential revision needs.

5.2.11 Ensures EPIPs are developed, reviewed, and revised as needed, and ensures new or revised EPIPs state responsibilities and actions to be taken by individual groups or individuals in response to an emergency condition.

EPLAN 7.1 5.2.12 Ensures identification, assessment, and documentation of hazard surveys, hazard

analyses, and consequences for credible emergencies are developed and maintained.

5.2.13 Coordinates with the FBP Nuclear Safety Manager the inclusion of safety basis documents and information into the Emergency Management Program.

5.2.14 Ensures that Contracts and Supply Chain personnel are aware of the need to flow down FBP Emergency Management requirements into sub-contracts, as necessary.

5.2.15 Ensures the Integrated Safety Management System (ISMS) is implemented within the Emergency Management Program.

5.2.16 Ensures Emergency Action Plans (EAPs) for FBP managed facilities are developed and maintained according to FBP-EM-PRO-00036, Development, Maintenance, and Inspection of Facility Emergency Packets and Emergency Action Plans.


FBP-EM-PRO-00025

REV. NO. 6

Page 8 of 30

5.2.17 Ensures the Emergency Management Training Program is developed and

maintained.

5.2.18 Assesses periodically the adequacy of Emergency Response Organization (ERO) training utilizing management systems such as problem reporting, drill/exercise results, independent assessment reports, external evaluation reports, and/or self-assessment/surveillance data.

5.2.19 Works with the event contractor’s Emergency Management Organization, as required, to integrate their activities into site-wide Emergency Management Program and to ensure that the responsibilities for carrying out programmatic requirements are clearly delineated and understood.

5.2.20 Meets periodically with DOE Contractors and ACO Emergency Management Groups to maintain awareness and obtain feedback for Emergency Management activities and issues.

5.2.21 Meets periodically with PORTS tenant organization(s) (e.g., Ohio Valley Electric Cooperative) to maintain awareness and obtain feedback for Emergency Management activities and issues.

5.2.22 Ensures guidance, direction, and assistance are provided to project teams to ensure proper understanding and implementation of the Emergency Management Program requirements.

5.2.23 Reviews FBP subcontractor and project documents (e.g., environment, safety and health plans, procedures) to ensure the Emergency Management Program requirements applicable to the subcontract scope are flowed down and implemented by the subcontractor.

5.2.24 Ensures personnel are assigned to the Emergency Operations Center (EOC) and Joint Information Center (JIC) cadres.

5.2.25 Ensures a list of qualified personnel to staff the EOC Cadre is issued. 5.2.26 Ensures a list of qualified personnel to staff JIC Cadre is issued. 5.2.27 Ensures the DOE Emergency Management elements are assessed on an annual

basis and the assessments are tracked in the Performance Assurance Commitment Management Tracking System.

5.2.28 Ensures surveillance of emergency equipment, supplies, and communications equipment is performed to meet the requirements of the USEC-02.

EPLAN 7.1, 7.7


FBP-EM-PRO-00025

REV. NO. 6

Page 9 of 30

5.2.29 Ensures identified deficiencies are entered into the problem reporting system

and, if necessary, develops a corrective action plan compliant with the response time frames, completion requirements, and verification and validation methodology provided in FBP-QP-PRO-00020, Problem Reporting and Issues Management, FBP-QP-PRO-00018, Corrective Action Review Board, and FBP-EM-PRO-00037, Emergency Management Drill and Exercise Program.

EPLAN 7.4/2 5.2.30 Develops and provides a quarterly report on the status of the Emergency

Management Program through the use of Performance Indicators to the Environmental Safety, Health, & Quality (ESH&Q) Director or designee.

5.2.31 Requests records unique to a radiological emergency are retained until NRC certificate termination in accordance with site records management program.

EPLAN 8.1 5.2.32 Requests records of incidents, including offsite support, and maintains program

changes resulting from a critique in accordance with the site records management program.

EPLAN 8.1 5.2.33 Ensures that the planning and development documents of the Emergency

Management Program (e.g., planning analyses, plans, procedures, and supporting documentation) are subjected to an appropriate review and approval process in accordance with DOE O 151.1D and FBP-BS-PRO-00061, Document Control Process.

5.2.34 Ensures that classified and sensitive information generated or used in conjunction with the Emergency Management Program is handled in accordance with DOE orders and site security requirements, and that emergency management documents are reviewed by a Derivative Classifier before publication or release.

5.2.35 Assists in the implementation of FBP-EM-PL-00001, Portsmouth Gaseous Diffusion Plant (PORTS) Site Continuity of Operations Plan U.S. Department of Energy Portsmouth Gaseous Diffusion Plant Piketon, Ohio, for maintaining vital emergency management functions and records during and after an emergency.

5.2.36 Ensures that leased facility activities are integrated into the site-wide Emergency Management Program.

5.2.37 Identifies, evaluates, and responds to external Operating Experience and develops, evaluates, and responds to internal Lessons Learned in accordance with FBP-QP-PRO-00004, Processing Operating Experience and Lessons Learned.

5.2.38 Develops and maintains an Emergency Public Information Plan that describes the various elements associated with the dissemination of information to the public and to onsite personnel in the event of an emergency at PORTS.


FBP-EM-PRO-00025

REV. NO. 6

Page 10 of 30

5.2.39 Approves all DOE contract deliverable documents, and other documents, plans

and procedures as appropriate.

5.2.40 Maintains ownership of the following:

• Public Warning System 5.3 Director/Senior Manager 5.3.1 Appoints representatives under their supervision to serve on the Emergency

Management Drill and Exercise Committee.

5.3.2 Ensures compliance with commitments of the Emergency Plan affecting their organization.

5.3.3 Ensures employees and contractors under their supervision maintain training requirements in accordance with FBP-EM-PRO-00015, Emergency Management Training.

5.3.4 Provides personnel under their supervision for assignments in the PORTS ERO (i.e., EOC Cadre members and JIC Cadre members) and in support of the Emergency Management Program activities (i.e., Local Emergency Directors [LED], Exercise Controllers, Evaluators, and Supports Staff).

5.4 Facility Manager/Custodian or Designee 5.4.1 Maintains EAPs in accordance with FBP-EM-PRO-00036, Development,

Maintenance, and Inspection of Facility Emergency Packets and Emergency Action Plans.

5.4.2 Develops and maintains Facility Emergency Packets in accordance with FBP-EM-PRO-00036.

5.4.3 Conducts annual evacuation drills for applicable facilities and reports evacuation drill activities to Emergency Management.

5.4.4 Assists Emergency Management in the development of Hazard Surveys and Emergency Planning Hazards Assessments (EPHAs) as applicable in their facilities.

5.4.5 Notifies Emergency Management when changes in hazard inventories, changes in facilities activities, or other changes in the facility would require revisions to emergency planning documents.

5.5 Emergency Management Drill and Exercise Program Coordinator Plans and conducts drills and exercises in accordance with FBP-EM-PRO-00037.


FBP-EM-PRO-00025

REV. NO. 6

Page 11 of 30

5.6 Emergency Management Training Program Coordinator Provides training in accordance with FBP-EM-PRO-00015 and FBP-TRN-AG-017,

Training Development & Administrative Guide for the PORTS Emergency Management Training Program

5.7 Emergency Management Staff Performs inspections, surveillances, and assessments as required.

5.8 Employee 5.8.1 Reports emergencies immediately by any means available such as but not limited

to: dialing 911 on any plant telephone, dialing (740) 897-2444 on any cellular phone, activating a fire alarm box, plant radio, or reporting in-person.

EPLAN 2.2.3 5.8.2 Complies with approved work and operating and emergency procedures in order

to minimize hazardous, toxic, or radioactive materials exposure.

5.8.3 Maintains an awareness of and follows emergency procedures for assigned work areas.

5.8.4 Complies with requirements of respective EAP. 5.8.5 Participates in emergency management activities as required and provides

support to emergency management as directed by management.

5.9 Radiation Protection Manager or Designee 5.9.1 Ensures qualified personnel are assigned to the field monitoring team. 5.9.2 Maintains the field monitoring team assets in a constant state of readiness. 5.10 PSS 5.10.1 Represents Site Project Director on shift and manages site operations.

EPLAN 4.1.1.1 5.10.2 Serves as Incident Commander and Crisis Manager. 5.11 ACO Fire Safety/Emergency Management Manager 5.11.1 Controls the distribution of USEC-02 and ensures groups having responsibilities

for response functions are included in the distribution. EPLAN 7.1, 4.1.2.3


FBP-EM-PRO-00025

REV. NO. 6

Page 12 of 30

5.11.2 Furnishes changes to the Emergency Plan to the NRC in accordance with 10

CFR 70.22 and to affected offsite response organizations within six months after the change is made.

EPLAN 7.1 5.11.3 Ensures ACO Quality Assurance organization conducts an independent

assessment of the Emergency Management Program annually.

5.12 Records Custodian Maintains and manages Emergency Management records in accordance with

FBP-BS-PRO-00062.


FBP-EM-PRO-00025

REV. NO. 6

Page 13 of 30

6.0 ACTIONS 6.1 Emergency Management Program Administration

FBP Emergency Management Manager or Designee

6.1.1 The following must be performed: A. Coordinate plant Emergency Management activities with other plant

groups and outside organizations, as necessary.

B. Ensure consistency of terminology used in plans, procedures, guidelines, and documents.

C. Ensure the following are controlled, maintained as scheduled, and accessible as needed:

1) Emergency Management training documentation 2) Drill and exercise documentation 3) Memoranda of Agreement 4) DOE Contractor’s Joint Emergency Plan 5) Notifications of agencies affected by updates to the emergency plan or

emergency implementing procedures

6) Superfund Amendments and Reauthorization Act (SARA) Plan 7) Hazard and Consequence Assessment documentation, including

Hazard Surveys and EPHAs

8) Site Communications Plan 9) Emergency Readiness Assurance Plan (ERAP) 10) Emergency Action Plans 11) Emergency Public Information Plan 12) Surveillances and Inspection documentation 13) Facility Emergency Packet documentation 14) Public Warning Siren testing documentation 15) Assessment documentation 16) Documentation for Classified Emergencies


FBP-EM-PRO-00025

REV. NO. 6

Page 14 of 30

17) Corrective action plans D. Perform the following regarding the DOE Contractor’s Joint Emergency

Plan, FBP-EM-PL-00026:

1) Review, at least annually, the DOE Contractor’s Joint Emergency Plan. 2) Update the plan as appropriate. E. At least annually, review USEC-02 providing update recommendations to

ACO Fire Safety/Emergency Management Manager, as appropriate.

F. Ensure EAPs for FBP managed facilities are developed and maintained according to FBP-EM-PRO-00036.

G. Ensure revisions to Memoranda of Agreement occur if change in applicability is identified.

H. Review any changes to the site’s Emergency Management Program, Emergency Plan, or EPIPs with offsite response organizations annually or as needed.

I. Ensure that classified and sensitive information generated or used in conjunction with the Emergency Management Program is handled in accordance with DOE orders and site security requirements, and that emergency management documents are reviewed by a Derivative Classifier before publication or release.

J. Ensure all DOE contract deliverable documents have been reviewed and approved by the approving authorities specified in the governing Emergency Management procedures before being submitted to the DOE.

PSS

6.1.2 Perform the following: A. Represent Site Project Director on shift and oversee site shift management. B. Forward documentation for classified emergencies to Emergency

Management including the following:

• Cause of the incident

• Personnel and equipment involved

• Extent of injury and damage (onsite and offsite)

• Locations of contamination with final decontamination survey results

• Corrective actions taken for termination


FBP-EM-PRO-00025

REV. NO. 6

Page 15 of 30

• Measures taken to restore the plant to normal conditions

• Actions taken or planned to prevent re-occurrence

• Plant and offsite support assistance requested and received

• Any program changes resulting from a critique of emergency response activities

EPLAN 8.1 C. Ensure the isolation, identification, and preservation of physical evidence

when appropriate.

6.2 Emergency Plan Implementing Process

ACO Fire Safety/Emergency Management Manager

6.2.1 Perform the following: A. Ensure consistency of terminology used in plans, procedures, guidelines,

and documents.

B. Perform the following regarding USEC-02: 1) At least annually, review USEC-02 and update it as appropriate. 2) Ensure that any program changes do not decrease the effectiveness of

USEC-02.

3) Ensure that any changes to the DOE Contractor’s Joint Emergency Plan, FBP-EM-PL-00026, do not decrease the effectiveness of USEC-02.

4) Ensure USEC-02 addresses the following items: EPLAN 2.1

• Hazardous material releases involving toxic or radioactive

materials

• Equipment failures

• Natural phenomena (such as tornado or earthquake)

• Security-related events (such as bomb threats)

C. Establish a distribution listing of USEC-02 to ensure that groups having responsibilities for response functions are included.

EPLAN 7.1, 4.1.2.3


FBP-EM-PRO-00025

REV. NO. 6

Page 16 of 30

D. Provide changes to USEC-02 to the NRC according to 10 CFR 70,

Domestic Licensing of Special Nuclear Material.

E. Ensure off-site agencies having responsibilities in USEC-02 and EPIPs are furnished with the applicable changes within six months after changes are made.

6.3 Emergency Response Organization

Director/Senior Manager

6.3.1 Recommend personnel under their supervision for assignments in the PORTS ERO.


6.3.2 Ensure a schedule for Emergency Management training is published. 6.3.3 Ensure an EOC Cadre listing is published. 6.3.4 Ensure a JIC Cadre listing is published.

Radiation Protection Manager or Designee

6.3.5 Ensure qualified personnel are assigned to the Field Monitoring Team. 6.3.6 Ensure the Field Monitoring Team assets are maintained in a constant state of

readiness.

6.4 Emergency Management Training Program

Emergency Management Training Program Coordinator

6.4.1 Implement the Emergency Management training program in accordance with FBP-EM-PRO-00015.

6.4.2 At least annually, offer and coordinate training for offsite emergency responders. 6.5 Emergency Management Drill and Exercise Program

Emergency Management Drill and Exercise Program Coordinator

6.5.1 Implement the Emergency Management drill and exercise program according to FBP-EM-PRO-00037.


FBP-EM-PRO-00025

REV. NO. 6

Page 17 of 30

NOTE

All occupied buildings/facilities are required to participate in an annual evacuation and accountability drill.

FBP Site Project Director or Designee

6.5.2 Ensure FBP’s participation (personnel and facilities) in the drill and exercise program.

Facility Managers/Custodian or Designee

6.5.3 Facility Managers of Non-criticality Accident Alarm System covered buildings conduct annual building evacuation drills, as applicable.

Employee

6.5.4 Participate in evacuation/accountability drills and other exercises involving their assigned facility.

6.6 Facilities and Equipment


6.6.1 Implement the Emergency Management maintenance and surveillance program according to FBP-EM-PRO-00028, Maintenance of Emergency Facilities and Equipment.

6.6.2 Ensure inaudible tests of the Public Warning System are performed at least monthly, according to FBP-EM-PRO-00024, Testing of the Public Warning System.

6.6.3 Ensure audible tests of the Public Warning System are performed at least semi-annually, according to FBP-EM-PRO-00024.

6.6.4 Identify the need for alternate Emergency Management Program facilities (e.g., EOC and JIC) and communicate that need to the Site Project Director.

6.6.5 Assist in coordinating the development of Emergency Management Program facilities in order to meet regulatory requirements.

FBP Site Project Director or Designee

6.6.6 Ensure facilities (including alternate EOC and/or JIC as appropriate) and response equipment/personnel necessary for a response to an emergency event originating within the site’s boundaries are available and maintained by the company or such facilities and equipment are available through a subcontract, Work Authorization/Agreement, Memorandum of Understanding, or Mutual Aid Agreement.


FBP-EM-PRO-00025

REV. NO. 6

Page 18 of 30

6.7 Off-Site Response Interfaces


6.7.1 Activation A. Identify and establish interfaces with Federal, State, and/or local authorities

responsible for protection of the public and the environment.

B. Ensure that a process exists for requesting support, as required, from Federal, state, and/or local response agencies/organizations responsible for augmenting site resources in response to an onsite emergency event.

C. Inform offsite authorities of the availability of assistance from DOE or National Nuclear Security Administration (NNSA) national assets (i.e., Radiological Assistance Program, Federal Radiological Monitoring and Assessment Center, National Atmospheric Release Advisory Center, Aerial Measuring System, and Radiation Emergency Assistance Center/Training Site), and request the activation of applicable assets in subsequent requests for support from offsite authorities.

6.7.2 Communication and Information Exchange A. Ensure that adequate methods of communication (e.g., telephone circuits

and/or radio channels) and communication protocols are in place, identified, and operable between the site and the offsite agencies/organizations.

B. Ensure that a process exists to maintain effective communication capabilities between the site ERO and offsite officials, the Cognizant Field Element, and the DOE Head Quarters (HQ) Emergency Management Team.

C. Ensure that a process exists for briefing offsite officials upon activation of their respective facilities.

D. Ensure that a process exists to provide offsite agencies/organizations responsible for emergency response and for the protection of workers, the public, and the environment with initial and ongoing information sufficient to perform their respective functions.

E. Ensure that a process exists to provide a timely, clear, accurate, and effective information exchange between the ERO and offsite personnel.

F. Conduct briefings/training to facilitate a mutual understanding of acronyms, code words, conventions, and/or technical terminology (e.g., units) to ensure an effective information exchange between the site ERO and offsite emergency response organizations.


FBP-EM-PRO-00025

REV. NO. 6

Page 19 of 30

G. Ensure that a process exists to direct incoming offsite agency

inquiries/concerns to the appropriate personnel for resolution.

6.7.3 Coordination and Integration A. Ensure that a process exists to facilitate a mutual understanding of

capabilities especially the command and control system in support of an integrated and effective response.

B. Ensure that a process exists to promote an effective working relationship between the offsite officials and their ERO counterparts.

C. Ensure that a process exists to facilitate coordination and integration with offsite response agencies and organizations so that they follow established, pre-arranged, and documented plans and protocols including responsibilities, authorities, coordination of response, notifications, facility activations, communications, EOC interfaces, public information activities, and logistic protocols (e.g., working space and site access).

D. Ensure that provisions are in place and implemented with Federal, State, and local agencies and organizations for coordinating the release of information about an emergency to the public.

6.7.4 Maintaining Interfaces A. Ensure that a process exists to establish and maintain ongoing and effective

interfaces with offsite political, technical, security (e.g., local law enforcement), public health, and emergency services officials.

B. Identify organizations which may be needed in a supporting role and/or needed for long-term support, and ensure that pre-designated offsite points of contact including organization, names, and telephone numbers are documented, maintained, and available to the response organization.

NOTE

Through formal agreements, DOE supports offsite agencies under the “good neighbor” policy in areas of emergency assistance including fire, medical, and hazardous material releases (including, field monitoring resources).

C. Ensure that agreements to provide mutual assistance to or to receive assistance from offsite organizations (e.g., hospitals, fire departments) are documented in formal Memoranda of Agreement which are listed in the emergency plan and maintained current through periodic reviews.

D. At least annually, conduct an internal review of Memoranda of Agreement established with off-site support organizations and agencies.


FBP-EM-PRO-00025

REV. NO. 6

Page 20 of 30

NOTE

A change in original signatories to a given Memorandum of Agreement does not in itself require revision of that document. A change in applicability of content in a Memorandum of Agreement, however, does require a revision to that document.

E. At least every four years, review and update (or more frequently if needed) Memoranda of Agreement with off-site support organizations and agencies.

F. Maintain effective coordination with offsite response agencies and organizations through routinely scheduled meetings. At least annually (or as needed), meet with offsite response organizations to review any changes to any of the following:

• PORTS Emergency Management Program

• USEC-02

• DOE Contractor’s Joint Emergency Plan

• Emergency Plan Implementing Procedures

G. Ensure that a process exists to facilitate routine coordination and interfaces through training, drills, and “good neighbor” support to enable offsite services (e.g., fire and medical, law enforcement), as indicated in the documented agreements to be integrated with onsite resources.

H. Facilitate the periodic testing and verification of planned response functions to be provided by offsite organizations. At least annually, invite offsite emergency response organizations that may be called upon to respond to the plant to participate in a site-level exercise covering the following:

• Site specific hazards

• Onsite and offsite protective actions

• Emergency response actions taken by site organizations


6.7.5 Within six months after changes are made to the USEC-02, ensure off-site agencies having responsibilities are furnished with the applicable changes.


FBP-EM-PRO-00025

REV. NO. 6

Page 21 of 30

6.8 All-Hazards Surveys/Hazards Assessments, Emergency Action Levels, and Threat

and Hazard Identification and Risk Assessments

NOTE

The assignment of a team to prepare and/or oversee the preparation of all facility safety management related documents is highly recommended. FBP-EM-PRO-00049, Preparation/Maintenance of Emergency Management All-Hazards Planning Basis Documents, provides the requirements for preparing, reviewing, approving, and maintaining the All-Hazards Survey, EPHA, Emergency Action Levels (EALs), and Threat and Hazard Identification and Risk Assessment (THIRA). The development and review of the All-Hazards Survey, EPHA, EALs, and THIRA must be integrated from the beginning with appropriate individuals including the Facility Manager, the personnel/organization responsible for the facility safety documentation, the site Fire Services Organization, the Emergency Management Manager, and the local DOE Review team (i.e., DOE Program Manager, Facility Representative, and Emergency Management Subject Matter Expert [SME]).

For a new facility, completion of an All-Hazards Survey addendum will identify whether an EPHA is then needed for this new facility.

The final approval for the All-Hazards Survey, EPHA, and THIRA prepared by FBP for facilities at the PORTS site resides with the Nuclear Safety Basis Lead in the DOE Portsmouth Paducah Project Office.


6.8.1 Ensure an All-Hazards Survey is developed for all DOE owned or managed facilities including those for which the DOE is the lessee or lessor in accordance with FBP-EM-PRO-00049.

6.8.2 Ensure an EPHA is developed for all facilities containing hazards identified in the All-Hazards Survey as requiring one.

6.8.3 Ensure All-Hazards Survey, EPHA, EALs, and THIRA are reviewed and updated every three years and prior to significant changes to the site/facility or to Hazardous Material Inventories.

6.8.4 Submit All-Hazards Survey, EPHA, and THIRA to DOE for approval. Allow at least 45 days for approval by DOE.

Facility Manager/Custodian or Designee

6.8.5 Assist Emergency Management in the development of the All-Hazards Survey, EPHA, EALs, and THIRA in accordance with FBP-EM-PRO-00049.

6.8.6 Notify Emergency Management any time there is a change in: A. The facility mission or activities


FBP-EM-PRO-00025

REV. NO. 6

Page 22 of 30

B. Chemical Inventories including the introduction of new chemicals into the

facility

6.8.7 Assist in the review and revision of All-Hazards Survey, EPHA, EALs, and THIRA documents whenever operations warrant a change (or every three years, whichever occurs first).

6.9 Facility Emergency Packets


Ensure Facility Emergency Packets are prepared and maintained in accordance with FBP-EM-PRO-00036.

6.10 Emergency Operations Center and Joint Information Center Staffing


6.10.1 Identify EOC and JIC staffing requirements.

Director/Senior Manager

6.10.2 Ensure individuals are assigned to serve on the EOC and JIC Cadres.


6.10.3 Identify the personnel to fill assigned positions on the EOC and JIC Cadres. 6.10.4 Inform assigned personnel of the training and qualification requirements for the

position in accordance with FBP-EM-PRO-00015.

6.11 Emergency Public Information

FBP Emergency Management Manager or designee

6.11.1 Develop and maintain a multi-facility Emergency Public Information Plan that incorporates the following:

A. Identification of personnel, resources, facilities, and coordination procedures necessary to provide emergency public information

B. Training and exercises for personnel who will interact with the media C. The methodology to be used for informing workers and the public of

DOE/NNSA emergency plans, response capabilities, and planned protective actions before and during emergencies

D. Coordination of public information efforts with local, State, and Federal emergency response plans, as appropriate


FBP-EM-PRO-00025

REV. NO. 6

Page 23 of 30

E. Provisions for establishing a JIC where multiple jurisdictions gather,

process, and disseminate public information during a hazardous material emergency

F. Integration of the emergency public information program with the facility/site emergency program plans and procedures

G. Provisions of continuing education to local news media for the purpose of acquainting them with the facility, management personnel, facility/site hazards, emergency plans, and points of contact

H. Coordination with local, State, and Federal governments of the periodic dissemination of information to the public regarding facility hazards, how the public will be alerted and notified of an emergency, what their actions should be in the event of an emergency, and points of contact for additional information

I. Documented internal and external organizational relationships for the gathering and processing and dissemination of emergency public information

J. A current list of 24-hour media points of contact 6.12 Readiness Assurance


6.12.1 Ensure that an effective and formal readiness assurance program is implemented for the Emergency Management Program consisting of evaluation and improvement programs, and that the results of reviews are documented based on emergency planning and preparedness activities and the results of the readiness assurance program.

6.12.2 Develop an annual schedule of inspections, surveillances, and assessments to evaluate the 14 elements of Emergency Management as listed in DOE Order 151.1D.

6.12.3 Provide annual assessment schedule to Contractor Assurance organizations for inclusion in the annual Integrated Site Assessment Schedule and to be tracked until completion in the Commitment Management Database.

6.12.4 Assign Emergency Management staff to complete inspections, surveillances, and assessments.

6.12.5 Evaluation Program A. Assure that the evaluation program determines whether the emergency

plans, implementing procedures, and resources are adequate and sufficiently maintained, exercised, and evaluated.


FBP-EM-PRO-00025

REV. NO. 6

Page 24 of 30

B. Ensure that evaluations are based on a consistent set of performance-based

evaluation criteria (see DOE Guide 151.1-3, Chapter 4, Appendix G).

C. Ensure that self-evaluations of the Emergency Management Program are conducted annually, that findings are identified in all program and exercise evaluations, and that records are maintained of readiness assurance self-evaluations and any related findings.

D. Ensure that external evaluations are coordinated with all involved organizations to minimize impacts and maximize benefits, that personnel responsible for developing or maintaining the Emergency Management Program and associated program documentation are made available during external evaluations, that findings are identified in all external program and exercise evaluations, and that findings from these external program and exercise evaluations are acknowledged within 30 working days of receipt of the final evaluation report.

E. Prepare formal evaluation reports that document evaluation results and findings.

F. Use performance indicators to capture and track objective data regarding the performance of the Emergency Management Program in key functional areas and share the results with the cognizant field element and Associate Administrator, Office of Emergency Operations.

G. Conduct No-Notice Exercises at the discretion of the Associate Administrator, Office of Emergency Operations to determine if the ERO accomplishes selected objectives based on applicable plans, procedures, and other established requirements.

H. Develop and provide a quarterly report on the status of the Emergency Management Program through the use of Performance Indicators to the ESH&Q Director or designee.

6.12.6 Improvement Program A. Implement an improvement program that ensures that appropriate and

timely improvements are made to the Emergency Management Program in key functional areas and share the results with the cognizant field element and the Associate Administrator, Office of Emergency Operations.

B. Implement corrective actions for findings associated with all evaluations in order to achieve continuous improvement in the Emergency Management Program.

C. Acknowledge all findings from external evaluations and include in a corresponding corrective action plan.

D. Develop corrective action plans within 30 working days of receipt of a final evaluation report.


FBP-EM-PRO-00025

REV. NO. 6

Page 25 of 30

E. Ensure that corrective action plans are completed as soon as possible.

• Ensure corrective action plans associated with procedures and training are completed before the next annual self-assessment, if possible.

F. Ensure that corrective action plans are subject to a verification and validation process which is independent of the person performing the corrective actions.

G. Ensure that the closure of findings from all evaluations is validated by the evaluating organization.

H. Ensure that corrective action plans are prepared in accordance with FBP-QP-PRO-00020.

I. Maintain a system for incorporating and tracking Lessons Learned from training, drills, and actual responses.

J. Process applicable Lessons Learned in compliance with FBP-QP-PRO-00004.

K. Ensure that Lessons Learned received from external sources are reviewed for applicability and incorporated in the Emergency Management Program as appropriate.

L. Encourage and support management efforts to maintain a commitment for continuous improvement to the Emergency Management Program.

Emergency Management Staff

6.12.7 Conduct inspections, surveillances, and assessments of the Emergency Management Program, as assigned.

6.12.8 Assist regulatory inspectors and auditors in the conduct of external inspections and audits.


6.12.9 Ensure ACO Quality Assurance schedules and conducts audits of the Emergency Management Program.


FBP-EM-PRO-00025

REV. NO. 6

Page 26 of 30


6.12.10 Emergency Readiness Assurance Plan (ERAP)

NOTE

This section applies to DOE contractors only.

A. Initiate the development of the annual Joint DOE Contractor ERAP for the site ensuring all DOE contractor activities for the site are included.

B. Ensure that significant changes in Emergency Management Programs and comparison of previous ERAP goals, milestones, and objectives to achievements are discussed.

C. Identify the program goals for the fiscal year covered by the ERAP, the degree to which these goals were accomplished, and the goals for the next fiscal year.

D. Document evaluation results and status of associated corrective actions, facility/site and activity self-assessments, and performance measures.

E. Provide a summary of the results of the Site Threat and Hazard Identification and Rick Assessment.

F. Provide a sufficient level of information and analysis to provide management with an adequate tool for gauging Emergency Management Program readiness.

G. Ensure the completed ERAP is submitted to the DOE – Portsmouth Paducah Project Office per the identified schedule.

H. Retain a copy of the ERAP report and submit a copy to FBP Records Management and Document Control for retention.

I. Submit the completed and approved ERAP to the DOE Field Element Manager for DOE approval by October 15 of each year.

7.0 RECORDS 7.1 Records Generated A. Emergency Management training documentation B. Drill and exercise documentation C. Memoranda of Agreement D. DOE Contractor’s Joint Emergency Plan


FBP-EM-PRO-00025

REV. NO. 6

Page 27 of 30

E. Notifications of agencies affected by updates to the emergency plan or emergency

implementing procedures

F. Superfund Amendments and Reauthorization Act (SARA) Plan G. Hazard and Consequence Assessment documentation, including All-Hazards

Survey, EPHA, THIRA, and EALs

H. Site Communications Plan I. Emergency Readiness Assurance Plan J. Surveillances and Inspection documentation K. Facility Emergency Packet documentation L. Public Warning Siren testing documentation M. Assessment documentation N. Documentation for Classified Emergencies 7.2 Requirements 7.2.1 Records generated or received as a result of performing this procedure shall be

managed according to FBP-BS-PRO-00062, Records Management Process.

7.2.2 Records Custodian Records generated or received as a result of performing this procedure shall be

managed by and submitted to Records Management Document Control by the Emergency Management Records Custodian.

7.2.3 Records Generated

• Memoranda of Agreement

• FBP-EM-PL-00026, Decontamination and Decommissioning and Infrastructure Support Services Prime Contractors Joint Emergency Plan for the Portsmouth Gaseous Diffusion Plant Piketon, Ohio

• Notifications of agencies affected by updates to the emergency plan or

emergency implementing procedures

• SARA Plan

• Site Communications Plan

• Emergency Readiness Assurance Plan


FBP-EM-PRO-00025

REV. NO. 6

Page 28 of 30

8.0 DEFINITIONS/ACRONYMS 8.1 Definitions A. Emergency Plan – A document which clearly describes the site Emergency

Management Program. The emergency plan clearly states the roles, responsibilities, and requirements associated with the program administration, emergency response organizations, individual positions, operations, and interfaces and also describes the integration of emergency management with the DOE ISMS. The emergency plan also describes how lessee Emergency Management Program elements are integrated into the site-wide program, requires that each lessee reports its hazardous materials inventory to the site Emergency Management Program annually, and requires that lessees report significant changes to their facilities or hazardous materials inventory prior to implementing the changes.

B. Emergency Plan Implementing Procedures (EPIP) – Operating documents which are used to implement the various components of the site emergency plan.

C. New Facility – A structure (e.g., building, trailer, tent or tank) that is constructed or brought onto the site or turned over from ACO to DOE and which has not yet had an initial Hazards Survey completed.

D. Planning – Effective emergency planning begins with the identification and characterization of hazards. The technical basis of the Emergency Management Program are the facility All-Hazards Survey, EPHA, and THIRA which identify the hazards present in a facility and the consequences of those hazards from an analysis of postulated accident scenarios. Emergency planning also includes the development of emergency plans and procedures and the identification of resources (e.g., personnel, facilities and equipment) needed for an effective response.

E. Preparedness – Emergency preparedness includes the acquisition and maintenance of emergency facilities and equipment and ensuring the readiness of personnel to respond to emergencies through an active training, drill, and exercise program.

F. Program Administration – Provides the organizational management and administrative control of the Emergency Management Program.

G. Readiness Assurance – Includes assessments and documentation to ensure that stated emergency capabilities are sufficient to implement emergency plans.

H. Response – Emergency Response involves the activation of the ERO and EOC and resources to an emergency event to minimize and to mitigate consequences to workers, to the general public, the environment, and national security. It also includes the planning required to initiate Recovery from the emergency and to restore the facility/site to an operating condition.


FBP-EM-PRO-00025

REV. NO. 6

Page 29 of 30

8.2 Acronyms A. DOE O – Department of Energy Order B. EAL – Emergency Action Level C. EAP – Emergency Action Plan D. EOC – Emergency Operations Center E. EPAP – Emergency Plan Administrative Procedure F. EPHA – Emergency Planning Hazards Assessment G. ERAP – Emergency Readiness Assurance Plan H. ERO – Emergency Response Organization I. JIC – Joint Information Center J. LED – Local Emergency Director K. NNSA – National Nuclear Security Administration L. SARA – Superfund Amendments and Reauthorization Act M. THIRA – Threat and Hazard Identification and Risk Assessment

9.0 SOURCE REFERENCES A. DOE Order 151.1D, Comprehensive Emergency Management System B. DOE G 151.1-1A, Emergency Management Guide: Emergency Management

Fundamentals and the Operational Emergency Base Program

C. DOE G 151.1-2, Emergency Management Guide: Technical Planning Basis D. DOE G 151.1-3, Emergency Management Guide: Programmatic Elements E. FBP-PM-PDD-00001, Integrated Safety Management System


FBP-EM-PRO-00025

REV. NO. 6

Page 30 of 30

Appendix A

REGULATORY REQUIREMENTS FLOW DOWN

1. DOE Order 151.1C, Comprehensive Emergency Management System

CONTENTS

DOCUMENT NO.: FBP-EM-PRO-00025 EFFECTIVE DATE: …...EFFECTIVE DATE: 06/22/2020 TITLE: Emergency...

Documents

Transcript of DOCUMENT NO.: FBP-EM-PRO-00025 EFFECTIVE DATE: …...EFFECTIVE DATE: 06/22/2020 TITLE: Emergency...