PERFORMANCE DOCUMENT COVER PAGE

The attached document was printed from the online Performance Document System. The user must check that the hard copy revision number matches the revision number of the controlled document in the online Performance Document System. For future use, confirm the revision number's accuracy online and record dates that the revision number was checked.

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Document Type: Technical AdministrativeStandard Practice Alarm Response

Required Review Date: Date Required Review Completed:

Revise Delete Document Status: Maintain As Is

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OWNER: Engineering PROC-DE-1007 REVISION: 1

SUBJECT MATTER AREA: Specifications PREPARER: Pat Mullen Page 1 of 14

PROCEDURE TYPE: Administrative Emergency Alarm Response

CONCURRENCE/DATE: Marianne J. Zale 5/7/15 [Approval Signature on File]

TITLE:

SPECIFICATIONS

APPROVED BY/DATE: Jeff S. Paris 5/4/15 [Approval Signature on File]

USQD UCD CAT X EXEMPT EFFECTIVE DATE: 5/25/15

USQD/UCD/CAT X No: USQD-MS-PROCDE1007-1174 R0 REQUIRED REVIEW DATE: 5/25/18

Exhibit L Mandatory Contractor Procedure No Yes If an Interim Procedure, Expiration Date:

PURPOSE .................................................................................................................................................................. 2 SCOPE ........................................................................................................................................................................ 2 OTHER DOCUMENTS NEEDED ............................................................................................................................ 2 WHAT TO DO ........................................................................................................................................................... 2

A. Specification Preparation and Use .......................................................................................................... 2 B. Checking Specifications .......................................................................................................................... 6 C. Specification Review and Approval ........................................................................................................ 7 D. Specification Revision Methods and Identification................................................................................. 9 E. Management of Approved Specifications ............................................................................................. 10

RECORDS ................................................................................................................................................................ 11 SOURCE DOCUMENTS......................................................................................................................................... 11 Attachment A DEFINITIONS/ACRONYMS........................................................................................................... 12 Attachment B SPECIFICATION PROCESS DIAGRAM........................................................................................ 14

REVISION LOG

Revision Effective

Date Description of Changes Pages Affected 1 5/25/15 Non-intent change. Updated procedures, forms, and referenced

document numbers and titles. Also updated organization names. All

0 1/27/12 Initial release. Replaces BJC-DE-1007, Rev. 4, Specifications. All

This document is approved for public release per review by: Peter Kortman 4/22/15 UCOR Classification and Date Information Control Office

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Page 2 of 14 PURPOSE This procedure defines the requirements for the preparation, review, approval, and

control of project-specific and standard performance and technical specifications.

A technical specification is an Engineering document used to support Level 1 and Level 2 requisitions as part of the Material Requisition (MR) package. Reference PROC-DE-1021, Material Requisition Package Requirements, for specific requirements and definitions. A performance specification is typically a document required for services subcontracts.

SCOPE This procedure applies to the generation of all specifications by URS | CH2M Oak Ridge LLC (UCOR) and to the generation of specifications by Subcontractors when so requested in the subcontract requirements. This procedure also applies to the preparation of performance specifications for Exhibit E proforma and subcontracted services.

OTHER DOCUMENTS NEEDED

• PROC-DE-1008, Field Change Request (FCR), Design Change Notice (DCN), or Alternative Authorization for Design Changes

• PROC-DE-1018, Evaluation and Approval Process for Dedicating Commercial Grade Items for Use as Configured Items

• PROC-DE-1019, Subcontract Coordinator Requirements • PROC-DE-1021, Material Requisition Package Requirements • PROC-OS-1001, Records Management, Including Document Control • PROC-OS-1004, Document Numbering and Issuance • PROC-OS-1005, Management of Subcontractor/Vendor Submittals • PROC-PQ-1080, Inspection and Test Control • PROC-PQ-1650, Graded Approach Application • PROC-PR-1200, Requisition Process for Materials and Services • Form-187, Design Control Checklist • Form-188, Design Review Notice • Form-362, Project Specification Cover Sheet

WHAT TO DO NOTE 1: For this procedure, the term Project Engineer (PE) may be used to mean

Project Engineer, Project Principal Engineer, Engineering Specialist, Lead Engineer, Technical Specialist or Designee.

NOTE 2: When a specification is generated by a Subcontractor, the Subcontractor shall

coordinate through the Subcontract Coordinator (SCC) for UCOR functional input.

NOTE 3: The process and approach for preparing performance specifications for

services (including Exhibit E proforma and subcontracts) is similar to preparing specifications for materials/equipment.

A. Specification Preparation and Use

Originator (preparer) 1. Review Lessons Learned documentation (including but not limited to information available through the UCOR and/or U.S. Department of Energy (DOE) Lessons Learned Programs that may be applicable to the specification).

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Page 3 of 14 NOTE: Helpful specification preparation tools, templates, approved specifications,

and uniform Submittal/Deliverable item numbers (for use with the Subcontractor Submittal Register Summary (SSRS)) can be found on the UCOR Engineering SharePoint Site. Performance specifications may be found on the Procurement website under proformas, Exhibit E, Specifications.

Originator (preparer) 2. IF a standard specification approved by the Engineering Manager is available that

meets application requirements, THEN use the specification without further revision requirements.

3. IF revising a standard or project specification, THEN

GO TO Section D, “Specification Revision Methods and Identification.”

4. IF requisitioning waste containers and a Engineering Manager functionally approved standard technical specification is not available, THEN

select a standard DOE or Vendor technical specification OR develop a Project-specific specification for the equipment or service required in accordance with this procedure.

NOTE 1: The Document Management Center (DMC) will maintain an electronic database of the technical specification number, process the request for specification number, and reply to the requestor with the assigned number via e-mail. Performance specifications will continue to be maintained on the Procurement Proforma website.

NOTE 2: The Originator should obtain guidance from the Project Engineer or SCC, as

applicable when the Originator is not familiar with the DMC or the requirements of procedure PROC-OS-1004, Document Numbering and Issuance.

5. Obtain specification numbers from the Document Number Request System available

via the UCOR intranet site in accordance with PROC-OS-1004, Document Numbering and Issuance. An automated notification will be sent to the DMC.

a. Control draft specifications by using sequential alphanumerical designations

(Rev. 1A, 1B, 1C, etc.) during development and internal review.

b. Control issued specifications using revision numbers (Rev. 0, Rev. 1, Rev. 2, etc.).

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Page 4 of 14 NOTE: For Specifications that have subject matter adapted from Construction

Specifications Institute (CSI) specifications, the CSI Specification number can be included in the title section of the Specification Cover Sheet (Form-362).

Originator (preparer) 6. Prepare the Specification cover sheet (Form-362) and include the title, revision

number, date, reason for issue or revision, and document approval signatures.

NOTE 1: Each page of the specification should have the page number at the bottom and contain the following information in the top right corner: first line, the word “Specification”; second line, specification document number; third line, current specification revision number.

NOTE 2: Typical components of a specification include, but are not limited to, the

following: cover sheet, table of contents, abbreviation list, references, applicable codes/standards/laws/regulations, definitions, technical submittals, constructability, and text sections (including tables, figures).

7. Prepare the remainder of the specification using the recommended format and

content guideline for Performance and Technical Specifications provided at the UCOR Engineering SharePoint Site.

NOTE 1: Use of the commercial grade dedication program is intended for procurement

activities associated with Category 2 or 3 nuclear facility configured items. However, the commercial grade dedication program can be used to augment procurement, as desired, of configured items in non-Category 2 or 3 facilities where the supplier Quality Assurance program does not meet required standards.

NOTE 2: Use of term critical characteristics is associated with the commercial grade

dedication program. However, other specifications that do not require implementation of the commercial grade dedication program may also require identification of technical characteristics similar to critical characteristics. Information contained in Evaluation and Approval Process for Dedicating Commercial Grade Items for Use as Configured Items (PROC-DE-1018) may be useful to help identify technical characteristics required in other specifications.

8. IF the specification is associated with procurement of a commercial grade item for

use as a configured item and/or service that is identified in a configuration management plan, THEN

identify the critical characteristics of the item and/or service and specify the method for verifying each critical characteristic, including acceptance criteria (see PROC-DE-1018).

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Page 5 of 14 NOTE: A list of technical submittal item numbers to require in association with the

specification (when applicable and appropriate) that correspond to SSRS item numbers are provided at the UCOR Engineering SharePoint Site.

Originator (preparer) 9. Consider the following items during development of a specification:

• Acquisition Level is in accordance with PROC-DE-1021, Material Requisition

Package Requirements. • The need for coordinating with specialist groups when control of special

processes is required, such as welding, nondestructive examination, heat treatment, protective coatings, etc.

• Design or operational/functional testing and inspection requirements, as necessary, ensuring the item or services will be satisfactory.

• Witness and Hold points, including drawing review and acceptance. Hold points include those critical milestones (e.g., tests, work process, design, weld inspections prior to painting) which need to be reviewed and accepted before work may proceed.

• Requirements for packaging, handling, shipping, storing, cleaning, and protective coatings.

• Supplier documentation requirements in accordance with PROC-OS-1005, Management of Subcontractor/Vendor Submittals, and PROC-DE-1021, Material Requisition Package Requirements.

• Data sheets which are used to convey any engineering specification requirements from the Project to the Supplier; data sheets that are to be completed by the Supplier for the purpose of furnishing engineering information.

• During development or revisions and before the work begins, coordinate with the project Environmental Compliance representative to identify applicable codes, standards, laws, and regulations (e.g., 40 CFR, 10 CFR) ensuring specification complies with regulatory requirements.

• Spare Parts List (those spare parts recommended by the Supplier and from Site experience).

• Quality program requirements before work begins. The extent of Supplier/Subcontractor’s quality surveillance shall be determined as defined in procedure PROC-PR-1200, Requisition Process for Materials and Services, and consistent with procedure PROC-PQ-1650, Graded Approach Application.

10. IF U.S. Department of Transportation (DOT) specification containers are required,

THEN ensure that the specification includes requirements to place the United Nations certification markings on each container that requires the marking as an acknowledgement by the manufacturer’s certification of compliance that the container meets applicable DOT standards, performance criteria, and requirements.

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Page 6 of 14 Originator (preparer) 11. Assist the Requisitioner and/or Engineer as needed in the preparation of a receipt

inspection plan and checklist for inclusion in the material requisition package (reference PROC-DE-1021, Material Requisition Package Requirements) and use by the designated inspector. Inspection requirements may include:

• item to be inspected • name and/or inspector qualification requirements • inspection attributes or characteristics • acceptance criteria.

12. Obtain guidance from the PE or Engineering Specialist concerning uncertainty when

identifying the type and number of design and/or verification documents to be requested for submittal.

13. Review the specification for completeness, formatting, grammar, and technical

accuracy.

14. The Project shall apply a Form-362, Project Specifications Cover Sheet, to the specification to signify that it has been approved for use.

B. Checking Specifications

NOTE 1: When required, an independent checker may be used that is not immediately

involved with the work that the specification is being prepared for. When the level of rigor requires an independent check to be performed, a check is performed by an individual such as a Subject Matter Expert (SME). The check cannot be performed by the Originator’s immediate supervisor or the PE.

NOTE 2: In the case of Safety Systems, consult with the System Engineer to ensure that

a checker is selected who is familiar with the Safety System requirements.

NOTE 3: More than one checker may be used, where appropriate.

PE 1. Designate a checker who has sufficient qualifications to have originated the specification.

2. Complete the following:

a. Check specifications, attachments, and appendices.

b. Verify the specification and appendices/attachments are properly correlated with

each other and with related documents that make up a MR package’ in accordance with PROC-PR-1200, Requisition Process for Materials and Services.

c. Confirm all outstanding approved changes have been incorporated in the

specification.

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Page 7 of 14 PE 3. IF specification is acceptable, THEN

approve the specification by signing the cover sheet and forward to the Originator to complete the signature process.

4. IF specification is not acceptable, THEN

return comments to the Originator for resolution of comments.

Originator 5. Resolve comments as needed.

C. Specification Review and Approval

NOTE 1: Standard technical and performance specifications with Engineering Manager or designee approval can be used without revision (e.g., waste containers or other applicable item, Exhibit E proformas).

NOTE 2: Reviewers shall include any and all parties affected by a specification. This

includes Construction Management, Procurement, Quality Assurance, Environmental Management, Waste Disposition, Transportation, Waste Certification Official, Fire Protection and all others, as appropriate, depending on the goods and/or services being procured with the specification.

NOTE 3: When a specification is being issued for a Level 1 procurement as defined in

PROC-DE-1021, Material Requisition Package Requirements, Quality Assurance, Transportation, Waste Certification Official, Functional Procurement, Construction Management, Waste Disposition, Environment, Safety and Health (ES&H), Industrial Hygiene, Fire Protection, and others, as appropriate, shall be included as review team members.

PE 1. Designate review team members from other departments/functions. When required

by form Form-187, Design Control Checklist, the PE or Engineering Specialist shall coordinate the functional organization’s review and concurrence of the specification.

2. IF review by either the Lead Engineer or PE is not required, THEN

enter “N/A”, for not applicable, in the appropriate approval space of the cover sheet.

3. IF the specification is associated with a commercial grade item for use as a

configured item and/or service that is identified in a configuration management plan, THEN

include the commercial grade dedication SME as a member of the review team.

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Page 8 of 14 Review Team 4. Review specifications for the following: • Technical adequacy • Design or functional interfaces • Acceptability with respect to hazards baseline, criticality, and safety analysis

requirements • Compliance with federal, state, and regulatory requirements; functional

standards; and other applicable documents and procedures • Constructability • Confirmation of constructed engineered item being acceptable via Supplier’s

shop inspection and test documentation, shop hold points for external inspection, Certificates of Compliance, or field verification (based on Site personnel receipt inspection capabilities and in accordance with PROC-PQ-1080, Inspection and Test Control), as applicable

• Critical characteristics, methods for verifying the critical characteristics and acceptance criteria, as applicable.

5. IF specification is acceptable, THEN

approve the specification by e-mailing Review Team approval to the Originator.

6. IF specification is not acceptable, THEN return comments to the Originator for resolution of comments.

Originator 7. Resolve comments as needed.

8. Retain copies of the specification comments until the specification has been

approved and issued.

PE 9. Review and accept specifications written for the Project by functional personnel, other projects, specialists groups, Subcontractors, and Suppliers without further detailed checking, provided: (1) they are reviewed assuring correct project design criteria and parameters have been used, and (2) there is evidence that they have been checked and approved. Sign the specification cover sheet indicating concurrence.

10. Approve specifications for issue, such as for Project use, bid, purchase, or

construction. Approval shall be indicated by signatures and date on the specification cover sheet.

Commercial Grade Dedication SME

11. Approve specifications for items and/or services listed as configured items or services in a configuration management plan.

Engineering Manager/ Designee

12. Review and approve specifications as requested by the PE, or when the Engineering Manager requests review of selected specifications in accordance with Form-187. The Engineering Manager approval signature will be recorded on the Form-188, Design Review Notice.

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Page 9 of 14 D. Specification Revision Methods and Identification

NOTE 1: Specifications shall be re-issued in their entirety when any of the pages are

revised, including appendices and attachments, beginning with Section A of this procedure.

NOTE 2: If making revisions to a standard or proforma specification, the revised

approved specification can replace/supersede the original standard or proforma specification as the latest revision (if approved by the Engineering Manager) by using the same specification number with a new revision number. Alternatively, that specification can be issued as a new specification and maintained as a new standard, proforma, or project specification.

NOTE 3: Under urgent circumstances, a Field Change Request (FCR) may be issued to

request engineering changes to a specification. A Design Change Notice (DCN) will be issued to change an issued specification. When time does not allow for processing a revision to the entire specification, work may proceed under the requirements of the issued DCN. FCRs and DCNs shall be prepared, processed, and incorporated in accordance with procedure PROC-DE-1008, Field Change Request (FCR), Design Change Notice (DCN), or Alternative Authorization for Design Changes.

NOTE 4: With the award of a subcontract, specifications become subcontract

requirements; likewise, revisions affecting the subcontract become subcontract changes and shall be processed as a Subcontract Change Order in accordance with procedure PROC-DE-1019, Subcontract Coordinator Requirements. In this case, an FCR is not issued.

Originator (or reviser) 1. Obtain specification revision number from the DMC Document Number Request site

in accordance with PROC-OS-1004, Document Numbering and Issuance. An automated notification will be sent to the DMC.

2. Download the latest version of the Word file from the Technical Specification

SharePoint Site, Approved Tech Specs in Word for making revisions.

3. IF the specification requires regulatory review, THEN designate the “60-90%” review copy “Issued for Regulatory Review.” After the regulatory review is complete and comments have been incorporated, the specification should be 100% complete and shall be issued for regulatory approval (and not for any additional review). Regulatory Review is contingent upon contract requirements.

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Page 10 of 14 NOTE: The previous revision designators, information, and approval signatures shall

remain on the cover sheet, except when the revision changes the specification from a lettered draft to a numerical revision. The original cover sheet does not need to be used each time. A new cover sheet can be generated but it must contain the typed approval signatures and dates on the previous numbered revisions. The cover sheet for the specification shall identify all the changes incorporated during the revision.

Originator (or reviser) 4. Specification revisions shall be checked, reviewed, and approved in the same manner

as the original specification. The revision designators shall be sequentially listed on the cover sheet of the specification.

5. Identify revisions to a specification by vertical change bars positioned in the right

page margin adjacent to the revised material. All change bars from previous revisions shall be removed when a specification is subsequently revised.

6. When the specification is issued for Project use, bid, purchase, or construction, the

letter revision designators shall be replaced by a numerical revision designator, starting with zero. At this time, all revision designator references in the specification shall be deleted and previous lettered revisions discarded.

E. Management of Approved Specifications

Originator 1. Provide the Record Copy of the specification to the Satellite Document Center

(SDC).

NOTE: Performance specifications for subcontracted services are maintained and controlled by Procurement on the Exhibit E proforma.

2. Provide an editable Microsoft Word or equivalent version of the completed

specification to the SDC.

NOTE: If providing a standard or proforma specification that is a candidate to replace an existing standard or proforma specification, if it is an acceptable replacement as determined by the Engineering Manager, replace the previous standard specification with the latest version (reference Step D.1, Note 2).

SDC 3. Upon receipt of the Record Copy technical specification, post the electronic copy as

a ‘Read Only’ Microsoft Word or equivalent version to the “Approved Tech Spec (Word)” folder on the Engineering SharePoint site.

4. Manage the automated electronic notifications to, at a minimum, Engineering

Manager, Principal Engineers, and the PEs for postings of approved new or revised specifications.

5. Forward the Record Copy of the technical specification to the DMC.

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Page 11 of 14 NOTE: The pdf file is posted in the “Approved Tech Spec (pdfs)” folder on the

Engineering SharePoint site through an automated process.

DMC 6. Upon receipt of the Record Copy technical specification, create an Adobe Acrobat pdf version of the specification and enter the Record Copy information into the Electronic Document Manager System.

SDC 7. Perform an inventory of the Technical Specification Pending File monthly. IF an

electronic notification exceeds 30 days, THEN, contact the document number requestor to update the status of the document and/or to obtain the Record Copy.

RECORDS Records generated by this procedure and listed below shall be dispositioned in

accordance with PROC-OS-1001, Records Management, Including Document Control:

• Form-187, Design Control Checklist • Form-188, Design Review Notice • Form-362, Specification Cover Sheet

SOURCE DOCUMENTS

• UCOR-4141, URS | CH2M Oak Ridge LLC, Quality Assurance Program Plan

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Page 12 of 14

Attachment A DEFINITIONS/ACRONYMS

Page 1 of 2

Commercial Grade Dedication – an acceptance process performed in accordance with UCOR-4141, URS | CH2M Oak Ridge LLC Quality Assurance Program Plan, which references NQA-1-2004 to provide reasonable assurance that a commercial grade item or service will successfully perform its intended safety function and, in this respect, is deemed equivalent to an item or services provided under the requirements of NQA-1.

Configured Item – The structures, equipment, components, materials, or software that ensure an Active Safety System or Design Feature perform the safety function as it is described in the applicable safety basis documentation.

Critical Characteristic – Important design, material, and performance characteristics of a commercial grade item or service that, once verified, will provide reasonable assurance that the item or service will perform its intended safety function.

CSI – Construction Specification Institute

DCN – Design Change Notice

DMC – Document Management Center

DOE – U.S. Department of Energy

DOT – U.S. Department of Transportation

Engineered Item – Item or Material that is requisitioned in accordance with an engineering specification.

FCR – Field Change Request

MR – Material Requisition

PE – Project Engineer

Performance Specification – A category of specifications that establishes performance requirements and allows the Subcontractor to determine specifically how the work is to be performed.

Project-Specific Specification – Specification that is prepared by the project/site when a standard specification is not available or applicable. A Project-Specific Specification is normally prepared using project specific requirements and conditions and is used only for that project.

SCC – Subcontract Coordinator

SDC – Satellite Document Center

SME – Subject Matter Expert

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Page 13 of 14

Attachment A DEFINITIONS/ACRONYMS

Page 2 of 2

SSRS – Subcontractor Submittal Register Summary

STR – Subcontract Technical Representative

Standard Specification – A category of specifications prepared and controlled by the Functional group within Engineering and Environmental Services for the use by the Projects in specifying commonly purchased goods and services. The intent of this type of specification is to allow the Projects to either use the specification “as is”, or to modify the specification as required to create a project-specific specification.

UCOR – URS | CH2M Oak Ridge LLC

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Page 14 of 14

Attachment B SPECIFICATION PROCESS DIAGRAM

Page 1 of 1

1 Approved standard technical specifications or existing approved technical specifications that are available from the Technical Specification SharePoint site may be modified for use in developing new specifications.

Preparing Specifications Checking Specifications

Manager

Review Team

Checker YES

Prepare Draft Specification1

Approve & direct Originator to complete signature process

Submit copy of Spec to the SDC .

Originator

Identify Review Team

Identify Independent Checker(s)

Review & Approve Spec. as required

NO

Is Draft Spec.

Acceptable

Review Draft Spec.

NO

Check Draft Specs.

Obtain Spec. # from DMC

YES

Reviewing and Approving Specifications

Project Engineer

Is Draft Spec.

Acceptable

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