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									        DRAFT CONTRACT TECHNICAL
              SPECIFICATION




    NDA RWMD Public and Stakeholder
    Engagement and Communications



This document contains proprietary information and remains the property of the NDA and
cannot be used, reproduced or transmitted in any format and/or disclosed without prior
permission in writing from the NDA.
              NDA RWMD Public and Stakeholder Engagement and
                            Communications

1.         Introduction
This draft contract specification is being published alongside the OJEU notification to help
potential contractors to understand the possible scope of the work that would be included
under the framework contract. Please note that the specification is draft and may be updated
as the OJEU process proceeds.

1.1 The Nuclear Decommissioning Authority
The Nuclear Decommissioning Authority (NDA) is a non-departmental public body, which
began operation in April 2005 with a remit to secure the decommissioning and clean-up of
the UK’s civil public sector nuclear sites. This remit was widened when the Government
announced on 25 October 2006 [1] that, following recommendations from the Committee on
Radioactive Waste Management (CoRWM), higher activity wastes will be managed in the
long-term through geological disposal. Government also announced that it would be giving
the NDA the responsibility for planning and implementing geological disposal. A new
directorate within the NDA was created, the Radioactive Waste Management Directorate
(RWMD), to manage this new remit.
The NDA’s mission is to deliver safe, sustainable and publicly acceptable solutions to the
challenge of nuclear clean-up and waste management. This means never compromising on
safety or security, taking full account of our social and environmental responsibilities, always
seeking value for money for the tax payer and actively engaging with stakeholders.
The NDA’s strategic priorities include:
     •      Gain the support and confidence of our stakeholders - Building a reputation for
            openness and transparency and effective stakeholder engagement; Delivering our
            socio-economic obligations;
     •      Create a world class organisation - Developing high performing people and teams
            and operating to the highest quality standards.
The NDA Stakeholder Charter [2] includes the following commitments:
      •     Establishing open and transparent relationships with stakeholders;
      •     Proactive communications;
      •     Welcoming and listening to comments from stakeholders;
      •     Engaging with stakeholders and consulting widely;
      •     Ensuring stakeholders are able to engage effectively, by providing relevant briefings,
            training and information;
      •     Minimising barriers to engagement, for example meeting times and reimbursing
            costs.
All these elements will be taken into account when undertaking stakeholder engagement
relating to the geological disposal facility.
Developing and implementing an effective Public and Stakeholder Engagement (PSE) and
Communications Strategy for the geological disposal facility is essential for the NDA to
successfully fulfil its Mission and strategic priorities. The RWMD will be developing a PSE
and Communications Strategy in consultation with stakeholders throughout 2008 [3].

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The proposed aim of the PSE and Communications Strategy is to help to deliver an
optimised geological disposal facility programme by building stakeholder support. The
RWMD plans to use a needs driven approach based on:

        •   Statutory requirements;
        •   The stage of the geological disposal facility and the key issues that need to be
            addressed at that time;
        •   Good practice in the UK and internationally;
        •   Stakeholders’ needs and issues.
It is recognised that the RWMD has limited resources, therefore the PSE and
Communications Strategy will be developed to enable an efficient and effective use of
resources. It is recognised that the PSE and Communications Strategy will change over time
to reflect the role of the NDA in the MRWS programme.

1.2 UK Radioactive Waste Management Policy Review
In 2001 the UK Government and devolved administrations initiated the Managing
Radioactive Waste Safely (MRWS) programme [4], with the aim of addressing long-term
radioactive waste accumulated from a variety of different nuclear programmes, both civil and
defence related. The aim was to find a practicable solution for the UK’s higher activity
wastes that:
   •   Achieves long-term protection of people and the environment;
    •       Does this in an open and transparent way that inspired public confidence;
    •       Is based on sound science; and
    •       Ensures the effective use of public monies.
The first stage of the programme considered the scope of the problem and how stakeholders
wanted to be engaged in the programme.
The second stage involved Government setting up an independent committee, Committee on
Radioactive Waste Management (CoRWM) to look at potential long-term waste management
options. CoRWM made its recommendations in July 2006 [5]. It recommended the
implementation of geological disposal preceded by interim storage. The second stage ended
in October 2006 when the UK Government and the devolved administrations published a
response to the recommendations made by CoRWM. In its response, the Government
accepted CoRWM’s main recommendation that geological disposal, preceded by safe and
secure interim storage, was the way forward for the long-term management of the UK’s
higher activity radioactive wastes [1].
The Government consulted on the framework for implementing geological disposal in Stage
3 of the Managing Radioactive Waste Safely Programme 1 [6]. The consultation focused on
the process for implementing geological disposal in the UK. Government analysed the
responses to the consultation and published a White Paper in June 2008 [7].The White
Paper sets out the framework for the future implementation of geological disposal, including:
•    The approach to compiling and updating the UK Radioactive Waste Inventory (UKRWI)
     and using it as a basis for discussion with potential host communities;
•    The Nuclear Decommissioning Authority’s (NDA’s) technical approach for developing a
     geological disposal facility, including the use of a staged implementation approach and
     ongoing research and development to support delivery;


1
 The Scottish Government decided not to participate in Stage 3 of the MRWS programme and
supports long term interim storage of higher activity wastes.
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•    The arrangements to ensure sound regulation, scrutiny and control of the geological
     disposal facility development;
•    How relevant planning processes might be addressed as the programme proceeds;
•    The definition of ‘community’ for the purposes of the site selection process;
•    The process for issuing invitations and providing information to communities;
•    How a partnership arrangement can be used to support a voluntarism approach;
•    The use of affordable and value for money Engagement and Community Benefits
     Packages as part of the voluntarism and partnership approach;
•    The initial sub-surface screening criteria and the way in which Government will apply
     these criteria;
•    A refined set of criteria for assessing and evaluating candidate sites and details of further
     consultation on the way in which these criteria should be applied.
The White Paper puts several commitments on the NDA including:
Following publication of this White Paper, the NDA will set out its framework for public and
stakeholder engagement and communication during development of the geological disposal
facility. Stakeholders will be invited to comment on the framework to allow an engagement
and communications strategy to be developed. Views will be sought on what stakeholders
want from engagement with the NDA, the timing of that involvement and their preferred
means of engagement. The resulting strategy, which must be agreed by Government, is
likely to include the following three elements:
•    Formal consultations required under statutory or regulatory requirements
•    Engagement as part of the NDA’s wider community engagement activities, including Site
     and National Stakeholder Groups
•    Meeting the specific requirements of local communities which are participating in the site
     selection process.

1.3 Proposed Approach
The objectives of the RWMD’s stakeholder engagement include to:

•    Understand stakeholders’ issues and concerns so that they can be fed into the
     implementation of the geological disposal facility;
•    Engage actively with a wide range of stakeholders to improve the decision making
     process, especially local stakeholders;
•    Work in partnership with the communities who participate in the site selection process;
•    Obtain necessary public confidence in the process to enable the programme to move
     forward;
•    Provide information on all aspects of the geological disposal facility programme to
     implement this work;
•    Provide stakeholders with the opportunities to actively input into these plans;
•    Provide feedback to stakeholders about how their comments have been taken into
     account and if not why not;
•    Fulfil the necessary legislative requirements of SEA, SA and EIA.



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There will be several aspects to the RWMD PSE and Communications work including:

         •    Consultations required as a consequence of statutory, regulatory or similar
              requirements, for example, as part of strategic and environmental impact
              assessment and the permissioning schedule.
         •    Engagement as part of the NDA’s wider community engagement activities. The NDA
              already has engagement activities at the local and national level that the geological
              disposal facility engagement will need to be co-ordinated with. For example, the
              National Stakeholder Group and Site Stakeholder Groups and governance
              arrangements for the NDA.
         •    Meeting the specific requirements of local communities which are involved in the site
              selection process. This will include engaging with local decision making bodies, host
              communities and wider local interests and the partnerships they establish.
         •    Internal and external communication from and to the RWMD. It is recognised that the
              way in which issues are addressed and communicated both internally and externally
              will be key in obtaining and maintaining stakeholder confidence. Internally, to ensure
              commitment to PSE and Communication and to ensure issues raised by
              stakeholders are fed into the appropriate work areas and are addressed properly.
              Externally we must ensure consistent messages are delivered, feedback on inputs
              are provided and appropriate behaviours are demonstrated by staff.
         •    Engagement with those bodies that have a formal role in regulating, permissioning or
              overseeing the RWMD’s activities.


2.           Objectives
This is a framework contract for supply of services to assist with the on-going development
and implementation of a range of stakeholder engagement and communication mechanisms
relating to the implementation of a geological disposal facility.


3.           Scope of work
The framework will cover a three year period. The work may cover, but not be limited to
stakeholder engagement work related to:
     •        Development of the RWMD approach, identity, behaviours and values;
     •        Development of RWMD strategy in various areas for example, Public and
              Stakeholder Engagement and Communications, Sustainability Appraisal and
              Environmental Assessment, Research and Development;
     •        The RWMD work programme and development and implementation of a geological
              disposal facility.
Stakeholder engagement work on the geological disposal facility will cover, but not be limited
to all aspects of the development:

     •        Generic design work;
     •        Desk based studies of sites;
     •        Site characterisation, including intrusive surface based investigations;
     •        Underground operations;
     •        Waste transport and emplacement;

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    •      Facility Operation;
    •      Backfilling, closure and decommissioning of the facility.
However, given the timing of the framework contract the work will mainly focus on the early
stages of the disposal facility development process.
The work may include, but not be limited to, all or any of the areas considered in developing,
implementing and responding to stakeholder engagement as noted in the bullet points below:

           (1)        Providing advice on the legal and regulatory requirements associated with
                      stakeholder engagement and communication;
           (2)        Advising on activities and processes that should be followed to ensure
                      compliance with regulatory and legislative requirements both UK and EU;
           (3)        Providing advice on good practice in stakeholder engagement and
                      communications both in the UK and internationally;
           (4)        Preview of proposed work programmes;
           (5)        Developing proposals for and undertaking stakeholder engagement and
                      communications to enable stakeholders to make inputs into all stages of the
                      development and implementation of geological disposal;
           (6)        Reviewing stakeholder engagement events and reports produced as part of the
                      stakeholder engagement work and communication material 2 ;
           (7)        Developing systems to record, monitor and respond to inputs from stakeholder
                      engagement activities;
           (8)        Developing and implementing mechanisms to enable the RWMD to provide
                      appropriate and timely responses to stakeholders;
           (9)        Providing advice to RWMD staff as they consider how they can engage and
                      communicate with stakeholders on their work areas.

3.2        The Consultants will be required to provide staff who are suitably qualified and
           experienced in the areas identified below:

           •         Theoretical research on stakeholder engagement and communications in the UK
                     and internationally;
           •         Development of methodologies for undertaking stakeholder engagement;
           •         Undertaking stakeholder engagement and communicating on controversial topics;
           •         Working with local communities on sensitive developments;
           •         Engaging and communicating with young people on issues that could affect them
                     and their community;
           •         Using a wide range of stakeholder engagement and communication mechanisms;
           •         Using innovative methods to engage and communicate with stakeholders who are
                     difficult to involve;
           •         Working with a variety of media, for example videos, leaflets, electronic media,
                     web based tools etc.;
           •         Engaging and communicating with stakeholders in relation to:
                 o     Nuclear issues,
                 o     Environmental assessment,
                 o     Sustainability appraisal,
                 o     Large construction projects,
                 o     Waste management projects,
                 o     Underground developments,
                 o     Regeneration and community development.


2
 It must be noted that the contractor who undertakes work under item 6 will not be eligible to
undertake the work under item 5 which is subject to review.
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3.3         Exclusions

            NDA will not be obliged to make call-offs under such a framework agreement and any
            call-offs may be subject to a mini-competition. NDA reserves the right at its absolute
            discretion to place an order with any other person in relation to any of the services
            covered by the framework agreement.
            The following are specifically excluded:
            •        Strategic work with sister organisations;
            •        Participation in EC-funded projects.

4.         Deliverables – report specification
Reports, memoranda, spreadsheets and other deliverable formats shall bear evidence of
review and approval and shall be free of typographical and grammatical errors. If a report is
required, the specific requirements of a particular task under this contract will be specified,
using the proforma below, in individual task sheets.

            CRITERIA                                         REQUIREMENTS

Objective

Audience

Style

Contents/Structure

Executive Summary

Introduction/Context

Target length

Special requirements

Review

Guidance on NDA’s report requirements is contained in #447713 CMI 04-03-03 Contractors
Reports to NDA – Guidance to Contractors, available from NDA.

5.         Deliverables – electronic formats
All text, graphics and drawing based document submissions, deliverables and records shall
be provided in a digital form to permit direct entry into the NDA electronic document store
without the need for optical scanning, as well as one or more paper copies. Digital files
should be provided in native Microsoft Word, Excel, PowerPoint, CorelDraw, Adobe
Illustrator, or AutoCAD formats or as Adobe PDF documents of which one version as print
resolution format and one version as screen resolution format. Such electronic files should
be transmitted to NDA as attachments to email messages (where documentation carries no
restrictive markings) or alternatively on standard floppy disks, CD-ROM or ZIP-Disk.
Irrespective of the acceptable application format used, all files should be presented such that
they can be read by standard IBM-compatible computers using Microsoft Windows or NT. In
addition, each item must be provided as a single file and this may constrain the way in which

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the results are provided. In these circumstances NDA shall be informed, and an acceptable
format agreed, before work commences. NDA shall be contacted for advice should the
Consultant wish to request a variation from any of these requirements.

Engineering drawings must be submitted in Autocad 2000 or above format, and comply with
the latest versions of BS 8888 and/or its companion standards and NDA Company
Management Instruction 13-01-04 Drawing Control.

6.         Technical and performance requirements
The service will be undertaken by staff who are suitably qualified and experienced to undertake
the services identified in the various individual orders.

7.         Specific requirements
Consultants are expected to be able to:

•           Maintain and manage the confidentiality of information provided or developed;
•           Attend meetings at relatively short notice (meetings could be e.g. face to face, via
            video or teleconferencing; meetings could be at NDA, or at third party premises);
•           Complete work by an agreed time and to the agreed quality;
•           Work co-operatively and flexibly with NDA, recognising that short turnaround products
            may be required at short notice, necessitating agreed re-prioritisation of existing
            activities with NDA;
•           Work with a range of NDA staff in various Directorates and offices;
•           Work constructively with a range of stakeholders especially local communities;
•           Work in collaboration with other NDA contractors and consultants;
•           Recognise and take due account of the national and international politics and
            regulations affecting radioactive waste management;
•           Demonstrate the necessary competencies of all key personnel.

The language of all forms of communication between the consultant and NDA will be English.

8.         Documentation, data or equipment to be supplied by NDA

8.1 Documentation – Company Management Instructions (CMI)
The Consultants shall complete the work in accordance with the requirements of the CMIs
listed below.

Preparation of Documents
CMI 04-03-03v2 Contractor Reports - Guidance

9.         Timescales
The Consultants shall provide expert input to NDA Radioactive Waste Management
Directorate’s stakeholder engagement and communications programme for a period of 36
months from the start of the framework contract.

All tasks will have agreed timescales and cost estimates defined by individual purchase orders.




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10. Project management and progress reporting
10.1       The Consultants shall make provisions for a quarterly meeting of the Project Manager,
           Consultants’ staff and NDA staff to discuss contractual issues and technical issues
           arising from work in association with NDA.

10.2       The Consultants shall issue a written financial and resource utilisation report on a
           monthly basis, within 3 working days of the end of each NDA accounting period. This
           report is to include, for each year, the following information:

           (a)    Total financial commitment (limit of liability)
           (b)    Total financial spend
           (c)    Total financial spend on each individual purchase order and a breakdown of
                  spend on each task covered by the 'quick response' purchase order.
           (d)    Approximate percentage man-hours of core-team availability already committed
                  under contract instructions, or expected to be committed in foreseeable tasks, for
                  the forthcoming two months.
           (e)    Deliverables supplied during month

11. Experimental work
Experimental work is not anticipated under this contract, although cannot be precluded at this
stage. However, field work in terms of the collection of information is expected.

12. Quality assurance requirements

12.1 Quality System Requirements
The work covered by this contract must be undertaken within the framework of a formal
quality management system complying with ISO 9001:2000. The Consultants must
demonstrate compliance with this requirement in one of two ways:

    Certification to ISO 9001
    Consultants holding certification to ISO 9001 must provide a copy of their certificate of
    registration or other documentation, which confirms the following:
    a) the quality system standard;
    b) the certification body (must be UKAS accredited).
    c) The scope of certification.

    Non-certificated Consultants
    Consultants which do not hold certification to ISO 9001 must demonstrate they operate an
    adequate quality management system by submitting appropriate documentation
    (procedures or quality plans) for review by NDA. This documentation should address the
    follow:
    a) Contract review;
    b) Project management;
    c) Document control;
    d) Procurement, including the selection of sub-consultants;
    e) Review and approval of deliverables;
    f) Customer complaints;
    g) Internal quality audits.

12.2 Monitoring of the Consultants’ Quality System
NDA reserves the right to undertake on-site, surveillance audits of the Consultants’ quality
system and the implementation of this contract. Any such audits will be notified in advance

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and the Consultants will be expected to provide access to appropriate premises, personnel
and records.

12.3 QA of Software
The Consultants shall describe their procedures for verification and validation of
mathematical models and computer codes, with reference to specific codes where
appropriate.

13. Environmental requirements
The Consultants are responsible for complying with all applicable environmental legislation.

Consultants undertaking any practical work, i.e. other than desk-top research and report
writing, must complete and return a NDA Environmental Assessment (Appendix A) and
associated documentation, with their proposal or quotation.

14. Records
The Consultants will maintain adequate records to demonstrate compliance with this contract
and with the individual Contract Instructions. These records will be identified and indexed
such that they are easily retrievable. Records will kept for a minimum of ten years after the
completion of the contract. After this period the records will be offered to NDA. Records will
not be destroyed without the permission of NDA.

REFERENCES

1          Defra, Scottish Executive, Welsh Assembly Government, Department of the
           Environment Northern Ireland, Response to the Report and Recommendations from
           the Committee on Radioactive Waste Management (CoRWM), 2006.
2          NDA, The NDA Stakeholder Charter.
3          NDA, NDA Consultation on a Public and Stakeholder Engagement and
           Communications Framework for Geological Disposal, 2008.
4          Department for Environment, Food and Rural Affairs, Scottish Executive, National
           Assembly for Wales, Department for Environment Northern Ireland, Managing
           Radioactive Waste Safely: Proposals for Developing a Policy for Managing Solid
           Radioactive Waste in the United Kingdom, September 2001.
5          CoRWM, Managing our Radioactive Waste Safely – CoRWM’s Recommendations to
           Government (CoRWM Document 700), July 2006
6          Defra, DTI, Welsh Assembly Government, Department of the Environment Northern
           Ireland, Managing Radioactive Waste Safely: A Framework for Implementing
           Geological Disposal, 2007.
7          Defra, Berr, Welsh Assembly Government, Department of the Environment Northern
           Ireland, Managing Radioactive Waste Safely: A Framework for Implementing
           Geological Disposal, 2008.




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           Appendix A: NDA ENVIRONMENTAL ASSESSMENT
                               (To be returned with proposal/quotation)

Contract title:
Contractor


1.    Will the work involve the use of any radioactive substances?                  Yes           No

If yes please give details:

Please attach copies of the following as applicable:
               Notification of the work required by regulation 6(2) or (5) of the Ionising Radiations
               Regulations 1999 (if available – must be provided before work commences).
                Risk assessment for the work required by regulation 7(1) of the Ionising Radiations
                Regulations 1999 (if available – must be provided before work commences).
                Certificate of registration for the premises granted under section 7(4) of the
                Radioactive Substances Act 1993


2.    Will the work generate any radioactive waste?                                 Yes           No
If yes, please give details:
Nature of waste(s)                               Anticipated    Disposal route
                                                 volumes




Please attach
                Copy of any certificate of authorisation granted under sections 13(1) or 14(1) of the
                Radioactive Substances Act 1993


3.    Will the work generate any hazardous or special wastes?                       Yes           No

If yes, please give details:
Nature of waste(s)                               Anticipated      Disposal route
                                                 volumes




4.    Will the work generate any other controlled wastes?                           Yes           No
If yes, please give details
Nature of waste(s)                               Anticipated        Disposal route to comply with
                                                 volumes            Duty of Care regulations




Completed by (Print) ___________________________ Date_______________

Signature              ____________________________________

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