Office of Science U.S. Department of Energy Management of Unneeded Materials and Chemicals (UMC) Arnold Edelman Office of Science May 2006

Office of Science U.S. Department of Energy What is the issue? Inspector General Audit Report (1999)  Department retains large quantities of UMC, 900,000 tons with potential value over $100 million  Inventory includes metals, chemicals, and equipment  Department’s approach fragmented, lack of policy, assignment of organizational responsibility, and systems and resources to manage inventory  Department needs to assign responsibility for disposition or reuse

Office of Science U.S. Department of Energy Unneeded Materials and Chemicals  Includes materials (with or without residual radioactivity), equipment, and chemicals that are unneeded to the mission and have no designated future use  Radioactive Sources  Scrap metals  Laboratory chemicals  Impact to Operations  Financial  Safety  Security  Environmental

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy

Office of Science U.S. Department of Energy DOE/NNSA Response Strategy for the Management of UMC 12/22/05  Senior Program Officials and Materials Disposition Advocates  10 Point Strategy  Accountability and Organizational Responsibility for  Complying with property management requirements  Budgeting and Funding the disposition of inventories  Use of best practices (reuse, recycle, sales) for timely disposition. Disposition existing inventories by FY11  Use best practices for avoiding acquisition beyond mission needs

Office of Science U.S. Department of Energy DOE/NNSA Response (cont.)  Site Specific Plans aggregate (acquisition) value >$50,000 (June)  Annual assessment of the management of UMC (balanced scorecard?)  Develop as needed appropriate contract performance measures  Reporting (June/ Annual in November)  Coordination with Office of Procurement and Assistance Management  Utilization of existing management systems (EADS, GSAxcess, Material Exchange Network.

Office of Science U.S. Department of Energy Due Dates Schedule Summary: December 2, 2005 Provide POC to John Hubbard (ESE) or Alice William (NNSA): for Senior Program Official, Headquarters and Field Materials Disposition Advocates May 11, 2006CPR Request for Funding Requirements June 30, 2006Site Specific Plans to PSO/NNSA and Site Reports for sites without UMCs. September 30, 2006Inventories of UMCs in place and being maintained November 15, 2006 and Annually thereafter Progress Reports to S-3 or NA-1 September 30, 2011Complete removal of all UMCs in inventory reported in 2006.

Office of Science U.S. Department of Energy Reporting Guidance for Sites with No UMC  How did site determine that they have no UMCs on site?  Does the site have an inventory management system that identifies materials that are potentially unused and/or unneeded?  Does the site/laboratory have a management system in place that addresses the timely disposition of materials and chemicals that have the potential to be unused and/or unneeded? Please describe or attached description of management system.  Does the site/laboratory have a chemical management system in place? Please describe or attached description of management system.

Office of Science U.S. Department of Energy Reporting Guidance for Sites with No UMC (cont.)  How does the site/laboratory manage project close out to ensure that resources are available to dispose of materials and chemicals that have the potential to become unused and/or unneeded?  Are their contract performance measures that deal with managing materials and chemicals to avoid the creation of unneeded materials and chemicals? Please provide a copy.  What purchasing and/or subcontracting mechanisms are in place to minimize the potential for unused and/or unneeded materials?  Are there any emerging issues that your site/laboratory envisions related to management and disposition of materials and chemicals that have the potential to become unneeded and/or unneeded?

Office of Science U.S. Department of Energy CPR Request due 5/11/06 FY CPR Funding Requirements to Manage Unneeded Materials and Chemicals (Name of Laboratory___________________) (Office of __________________) Program Name/Item Estimated Costs (dollars in thousands) FY 2008FY 2009FY 2010FY 2011Total Current Operating Plan Potential Increment to meet 2011 goal Current Operating Plan Potential Increment to meet 2011 goal Current Operating Plan Potential Increment to meet 2011 goal Current Operating Plan Potential Increment to meet 2011 goal Current Operating Plan Potential Increment to meet 2011 goal Management and Disposition of UMC--Overall Plan Implementation not covered below 1. Inventory Development and Maintenance 2. Disposition of existing inventory (as of 9/30/06) of UMC 3. Disposition of UMC at project closeout (not existing as of 9/30/06)

Office of Science U.S. Department of Energy Site-Specific Plans 6/30/06 The Plans or “description” shall address the following:  Approach to ensuring Compliance with DOE Property Management Regulations 41 CFR Parts 101 and 109 and DOE O 580- Property Management  Development and maintenance of an inventory of UMCs. Inventories will be in place no later than September 30, Note: a separate inventory of UMCs is not necessary if UMCs can be identified as part of the overall inventory;  Development of a site specific schedule for the disposition of the current inventory of UMCs.  Schedule to reflect intermediate goals as well as the overall goal FY 2011.

Office of Science U.S. Department of Energy Site-Specific Plans 6/30/06 (cont.)  Where appropriate, sites shall identify and request funds for the disposition of these materials  Annual assessment and evaluation of unutilized materials and chemicals against program budget and activities for the upcoming budget year to identify UMCs; and  Utilization of existing management systems, to the extent practicable, to identify opportunities for reutilization, recycle, sales, and disposal of UMCs within DOE and other federal agencies.

Office of Science U.S. Department of Energy Annual Reporting To US 11/15  Submitted to the PSO or NNSA program responsible for the site. Initial report should include highlights of their actions  Reporting from Sites with UMCs less than $50,000  Reporting from Sites with UMCs greater than $50,000

Office of Science U.S. Department of Energy < $50,000 For those sites not required to have a Plan, their report will include a description of their management approach and accomplishments

Office of Science U.S. Department of Energy >$50,000 For those sites required to have a plan, the report will include the following:  Annual update on the inventory of UMCs (amount and types of materials)  Types and amounts of UMCs dispositioned in the previous fiscal years (FY). FY , if data are available  Description of program accomplishments  Description of materials reused within the site or transferred to/from other DOE or Federal agencies and identification of systems used to help in disposition of these UMCs  Results of annual DOE assessment related to implementation of the Strategy and Site Plans  An explanation of any variances against the annual UMCs disposition plan and performance metrics  Identification of any impediments and challenges to disposition and proposed actions to eliminate  Statement by DOE Official on UMCs being stored, including justification/ explanation for maintaining these UMCs on site

Office of Science U.S. Department of Energy Challenges and Issues  Programmatic Ownership and integration of activities across multiple organizations  Property, ES&H, Waste Management, Facilities, Program Managers  Integration of activities across multiple organizations. How will this be integrated at HQ and the Field?  Managing Clean Metals--Metals Moratorium: Release for recycling of clean metals from radiological areas  Managing contaminated metals  Nuclear Materials Management: Sites dealing with unneeded plutonium, radium, americium, and other materials

Office of Science U.S. Department of Energy Points of Contact:  ESE: John Hubbard/Arnie Edelman  SC: Don Erbschloe/Arnie Edelman  EM: Frank Marcinowski/Mike Torbert  NE: /Don Barnes  EE: Doug Goodman/Patrick Booher  FE: Jeff Jarrett/Mark Matarrese  RW: Ron Milner  LM: Bob Baney  NNSA: Alice Williams/Bob Fleming  Property Management:  ESE: Jerry Hanley  NNSA: Ron Dugger