DOE O 5530.3 Chg 1, Radiological Assistance Program

U.S. Department of Energy Washington, D.C. ORDER I DOE 5530.3 01-14-92 SUBJECT: RADIOLOGICAL ASSISTANCE PROGRAM 1. PURPOSE. To establish Department of Energy (DOE) policy, procedures, authorities, and responsibilities for its Radiological Assistance Program (RAP). 2. SCOPE. The provisions of this Order apply to all Departmental Elements and to covered contractors. 3. APPLICATION TO CONTRACTS. The provisions of this Order are to be applied to covered contractors, and the provisions will apply to the extent implemented under a contract or other agreement. A covered contractor is a seller of supplies or services involving radiological emergency response awarded to a Management and Operating (M&O) contract. 4. POLICY. It is the policy of the Department to: a. Establish and maintain response plans and resources to provide radiological assistance to other Federal agencies, State, local, and tribal governments, and private groups requesting such assistance. b. Assist State, local, and tribal jurisdictions in preparing for radiological emergencies. c. In the event of a real, or potential radiological accident, provide resources and monitoring and assessment assistance - to other Federal. agencies, State, local, tribal governments. 5. REFERENCES. and a. DOE 5000.3A, OCCURRENCE REPORTING AND PROCESSING OF OPERATIONS INFORMATION, of 5-30-90, which establishes a broad spectrum of information reporting from normal operations to emergency conditions. DISTRIBUTION: INITIATED BY: All Departmental Elements Office of Defense Programs 2 DOE 5530.3 01-14-92 b. c. d. e. f. g. h. i. j. k. DOE 5400.1, GENERAL ENVIRONMENTAL PROTECTION PROGRAM, of 11-9-88, which establishes environmental protection program requirements, authorities, and responsibilities for DOE operations. DOE 5500.1B, EMERGENCY MANAGEMENT SYSTEM, of 4-30-91, which establishes the overall policy and requirements for the DOE Emergency Management System and assigns responsibilities to DOE Elements. DOE 5500.2B, EMERGENCY CATEGORIES, CLASSES, AND NOTIFICATION AND REPORTING REQUIREMENTS, of 4-30-91, which establishes the DOE emergency categories, classes, and notification and reporting requirements to facilitate the communication and reporting of emergency events. DOE 5500.3A, PLANNING AND PREPAREDNESS FOR OPERATIONAL EMERGENCIES, of 4-30-91, which establishes requirements for planning and preparedness for Operational Emergencies involving DOE or requiring DOE assistance. DOE 5500.4, PUBLIC AFFAIRS POLICY AND PLANNING REQUIREMENTS FOR EMERGENCIES, of 8-13-81, which establishes requirements for DOE public affairs actions for emergency situations. DOE 5500.10, EMERGENCY READINESS ASSURANCE PROGRAM, of 4-30-91, which establishes requirements for assuring the continued readiness of the Emergency Management System for response to an emergency. DOE 5530.1A, ACCIDENT RESPONSE GROUP, of 9-20-91, which establishes DOE policy for DOE response to accidents and significant incidents involving nuclear weapons or nuclear weapon components. DOE 5530.2, NUCLEAR EMERGENCY SEARCH TEAM, of 9-20-91, which establishes DOE policy for Nuclear Emergency Search Team (NEST) operations to malevolent radiological incidents. DOE 5530.4, AERIAL MEASURING SYSTEM, of 9-20-91, which establishes DOE’s Aerial Measuring System (AMS) Program. DOE 5635.4, PROTECTION OF UNCLASSIFIED CONTROLLED NUCLEAR INFORMATION, of 2-3-88, which establishes DOE policy and procedures for the protection of Unclassified Controlled Nuclear Information (UCNI).

DOE 5530.3 3 01-14-92 l. m. n. o. p. q. r. DOE 5650.26, IDENTIFICATION OF CLASSIFIED INFORMATION, of 12-31-91, which specifies responsibilities, authorities, policy, and procedures for managing the DOE classification system. The Federal Radiological Emergency Response Plan (FRERP) (50 FR 46542), of 11-8-85, which outlines Federal agency roles in responding to peacetime radiological incidents and contains the Federal Radiological Monitoring Assessment Plan (FRMAP). Title 40 Code of Federal Regulation (CFR) 300, National oil and Hazardous Substance Pollution Contingency Plan, which implements the response powers and responsibilities created by the Comprehensive Environmental Response, Compensation, and Liability Act of 1980 and the authorities created by the Clean Water Act, as amended to minimize damage from oil and hazardous substances discharges, including containment, disposal, and removal, and to protect the environment from the damaging effects of pollution discharges. Title 44 CFR 350, Review and Approval of State and Local Radiological Emergency Plans and Preparedness, which establishes policy and procedures for review and approval of State and local emergency plans and preparedness for coping with the offsite effects of radiological [emergencies that may occur at commercial nuclear power facilities. Public Law 83-703, Atomic Energy Act of 1954, as amended, which gives DOE the authority to protect the health and safety of the public in the national interest where the use of nuclear materials is involved. Deputy Assistant Secretary for Military Application (DASMA) Operational Emergency Management Plan (OEMP), dated 6/89. Emergency Response and Recovery Roles and Responsibilities for TRUPACT-II Transportation Incidents, of 6-6-91, which outlines DOE’s Office of Environmental Restoration and Waste Management (EM) procedures and designates DOE Albuquerque Field Office, as the cognizant oversight field office for management of emergency response and recovery operations in the event of a transportation incident involving a TRUPACT II. 6. DEFINITION. See Attachment 2 to DOE 5500.1B. 4 DOE 5530.3 01-14-92 7. CONCEPT OF OPERATIONS. a. The Department’s Radiological Assistance Program is capable of providing assistance in all types of radiological incidents. The responses may include onsite, as well as offsite, assistance, as appropriate, when requested by other Federal agencies and/or State, local, and tribal authorities in dealing with the impacts of radiological incidents. RAP is designed so that DOE’s response to a small incident can be scaled up smoothly for a major radiological emergency. b. Requests for radiological assistance will normally be directed to one of eight DOE Regional Coordinating Offices (RCOs) (see Attachment 1), although requests may also go directly to the Headquarters Emergency Operations Center (EOC) coordinator, who then contacts the DP-20 Program Off ice. The appropriate RCO will handle the request and dispatch, if necessary, a Radiological Assistance Team (RAT) to provide assistance. RCO may request that other agencies with available radiological resources also provide assistance. DOE involvement in minor radiological accidents will normally end when the need for assistance is over or when there are other sufficient available resources to handle the situation.

c. Requests for DOE assistance following a major radiological accident would be the same as stated in paragraph 7b above. The regional RAP teams would likely respond first, followed by an advance Federal Radiological Monitoring and Assessment Center (FRMAC) party from the DOE Nevada Field Office (including aerial radiological survey capability), and followed finally by the full FRMAC team. Declaration of a major radiological emergency may be made by the Headquarters Operational Emergency Management Team (OEMT) in accordance with DOE 5500.16. d. In the event of a major radiological emergency, DOE will set up and manage a FRMAC. The FRMAC Director (assigned by DOE Nevada Field Office with the coordination of the Program Secretarial Officer IPSO]) will manage and coordinate the offsite monitoring and assessment activities of all Federal agencies in support of the State or tribal government and the Lead Federal Agency (LFA). 5 e. If the incident occurs at a DOE facility, DOE will serve as LFA and will appoint the Lead Federal Agency Official (LFAO) who will take control of the incident, unless there are existing agreements to the contrary. RAP elements will report directly to the LFAO. If the incident involves DOE material in shipment or shipments in transit, DOE will also serve as the LFA. For non-DOE sponsored transportation accidents and other non-DOE related radiological responses, RAP will respond to assist State, or tribal officials in the same manner as they would respond to assist the LFAO. 8. RESPONSIBILITIES AND AUTHORITIES. a. The Secretary. Many provisions in this Order permit and/or necessitate the exercise of discretion and/or judgment in carrying out the requirements. In those instances, the determination of whether, in the exercise of such discretion and/or judgment, the requirements of this Order were complied with rests initially with the relevant Department authority and ultimately, with the Secretary. The Secretary retains the sole and final authority to determine what acts are necessary to comply with this Order. Further, the Secretary retains the authority to suspend any and all requirements under this Order whenever deemed necessary. This authority may be redelegate by the Secretary as appropriate. b. Assistant Secretary for Defense Programs (DP-1) shall: (1) Manage the Radiological Assistance Program and ensure that the necessary emergency plans, procedures, and resources (including national resources) are developed and maintained. (2) Ensure Headquarters support for responses to requests for radiological assistance. (3) Coordinate with other Program Secretarial Officers to ensure that their requirements for support from the Radiological Assistance Program are met. (4) Ensure liaison with appropriate Federal agencies to coordinate planning and to negotiate any necessary interagency agreements. (5) Ensure that existing interagency agreements are current. DOE 5530.3 01-14-92 6 DOE 5530.3 01-14-92 (6) Ensure that necessary classification and UCNI guidance is prepared in accordance with DOE 5635.4 and DOE 5650.2B. c. Deputy Assistant Secretary for Military Application (DP-20) shall: (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) Provide programmatic policy and guidance for the DOE Radiological Assistance Program. Budget for research, development, documentation, equipment, exercise, training, and deployment of DOE qualified personnel to support RAP team activities and meet emergency response requirements.

Maintain liaison with Headquarters organizations of appropriate Federal agencies and ensure that DOE participates in the planning, development, and execution of interagency agreements. In coordination with DOE Field Office Managers, conduct drills and exercises to evaluate plans, procedures and training of DOE organizations supporting the RAP program. Manage and coordinate Headquarters support for response to requests for radiological assistance. Support the National Response Team by forwarding the names of all designated Energy Senior Officials (ESOs) to the National Response Center and to all Regional Response Teams (established by National Oil and Hazardous Substance Pollution Contingency Plan [40 CFR 300]). Ensure that necessary classification and UCNI guidance is prepared in accordance with DOE 5635.4 and DOE 5650.2B. Ensure plans and procedures are prepared for compliance with criteria and standards of DOE 5500 series Orders. Establish procedures for and conduct Emergency Deployment Readiness Evaluations (EDRE) of the RAP program. Review and concur with RAP procedures. 7 (11) Designate a staff member with emergency preparedness responsibility to serve on the Emergency Management Advisory Committee (EMAC). d. Director of Emergency Operations (DP-9.3) shall: (1) Establish a process for reviewing DOE plans and procedures which are prepared to implement the DOE 5500 series Orders. (2) Ensure that exercises with radiological assistance capabilities are coordinated within the overall DOE operational emergency exercise program. (3) Maintain a 1 i sting of points of contact and notification procedures within Departmental Elements and other Federal agencies. (4) Serve as the DOE point of contact for inquiries concerning emergency preparedness. (5) Support training activities, at both Headquarters and field levels, needed to implement this Order. (6) Provide a contact point for requests for radiological assistance and notifications of radiological incidents. e. Assistant Secretary for Environment, Safety, and Health, (EH-1), shall conduct oversight as required to ensure those aspects of environmental protection, radiation safety, worker safety, and those aspects of public health and safety that deal with epidemiology and exposure to hazardous materials are properly addressed. f. Managers of DOE Albuquerque, Chicago, Idaho. Oak Ridge, Richland, San Francisco. and Savannah River Field Offices shall: (1) Maintain and support RCO and name a responsible Regional Response Coordinator to coordinate the planning and response to requests for radiological assistance for incidents within its region of responsibility (see Attachment 1). DOE Chicago Field Office will maintain and support a second RCO at its Brookhaven Area Office and will name a separate Regional Response Coordinator for that location. DOE 5530.3 01-14-92 DOE 5530.3 01-14-92 (2) (3) (4) (5) (6) (7) (8) Prepare and submit, to DP-20, a 5-year budget plan with supporting documentation for maintaining and operating RAP, including research and development activities. Ensure that plans and procedures are prepared, reviewed, and approved; and resources are available for the initial response to a request for assistance. Provide RAP RCO operating plan and regional RAP plans to DP-20 for comment and approval. Notify Headquarters EOC when an incident is expected to exceed that RCO’s response capability and recommend whether a major emergency should be declared.

Support the National Response Team (NRT) and Regional Response Teams (RRT) by designating the following and notifying Headquarters (DP-9.3 and DP-20) and the Regional Response Team of their designation: (a) Senior DOE officials of the operations or area office controlling a DOE facility who will act, in the event of an incident, as ESO or LFAO for each fixed facility under their supervision. (b) DOE officials who can be sent to the scene to act as ESO or LFAO for a transportation incident involving DOE shipments originated by that office. Arrange for the potential ESO for fixed facilities under their jurisdiction to meet with, at least annually, the leaders of the appropriate Regional Response Team. Ensure that the following responsibilities of the Regional Coordinating Offices are met: (a) (b) Prepare and maintain regional radiological assistance plans. Establish procedures to determine quickly whether the request for assistance involves or could involve a DOE facility or shipment and for notifying Headquarters EOC immediately if this is the case. 8 DOE 5530.3 01-14-92 (c) (d) (e) (f) (9) (h) (i) (j) (k) Expedite incident dispatch of RAP Teams to the scene of any for which there is a Federal, State, local, or tribal official’s request for radiological assistance. Dispatch a RAP Team to radiological incidents for which DOE is, or thought to be, the LFA.. Instruct RAP Team leaders to acknowledge that there will be a DOE ESO for incidents involving DOE material and that if the RAP Team Leader (TL) is the first DOE official onscene, he or she must temporarily assume the role of DOE ESO. Ensure that radiological response personnel are trained, properly equipped, and available as needed to support emergency planning commitments and exercises with State, local, and tribal authorities. Prepare annual reports on radiological assistance activities for inclusion in the Field Element’s annual report on its Readiness Assurance Program. Establish communication with other Federal, State, local, and tribal agencies in the region that could participate in the response to radiological incidents. Provide membership on any Regional Assistance Committees established within their region of responsibility. Provide membership on the Regional Response Teams in their assigned region and participate in any regional radiological planning required by 40 CFR 300. Provide, to the degree practical, staff, equipment, advice, and facilities to assist other organizations in the development of radiological assistance response plans and capabilities. 9 10 DOE 5530.3 01-14-92 g. h. 1. (9) Through the cognizant contracting officer, require covered contractors to comply with the provisions of paragraphs 9, 10, and 11, as applicable. (10) Ensure that necessary classification and UCNI guidance is prepared in accordance with DOE 5635.4 and DOE 5650.2B. Manager, DOE Albuquer que Field Office shall also, for an interim period, provide oversight management of emergency response and recovery in the event of a transportation incident involving a TRUPACT II shipment as stated in the Emergency Response and Recovery Roles and Responsibilities for TRUPACT-II Transportation Incidents. Manager, DOE Nevada Field Office, shall also be responsible for developing and maintaining plans for establishing and operating a FRMAC, implementing a smooth transition from a limited DOE or regional response to a FRMAC, and incorporating the regional personnel and resources in the FRMAC response.

Heads of Departmental Elements (the senior ranking DOE official at a DOE office location) shall include in each procurement request package, for each procurement requiring the application of this Order, the following: (1) identification of the Order; (2) identification of the specific requirements with which a contractor or other awardee is to comply, or, if this is not practicable, identification of the specific paragraphs or other portions of this Order with which a contractor or other awardee is to comply, and (3) requirements for the flowdown of provisions of this Order to any subcontract or subaward. 9. ADMINISTRATIVE GUIDELINES AND CONSIDERATIONS. DOE will provide advice and radiological assistance, as appropriate, upon request from other Federal agencies, State, local, and tribal agencies, private organizations, or private persons. Responses to requests from private organizations and individuals will be coordinated with the appropriate State or tribal agency. DOE’s participation in the Regional Response . Team is also for the purpose of providing radiological assistance, usually to State, local, and tribal authorities. DOE radiological assistance will be terminated when it is no longer needed or the necessary assistance is available from State, local, tribal, or commercial services. DOE 5530.3 01-14-92 11 a. Role of Radiological Assistance. DOE radiological assistance will support the State, local, and tribal authorities, not supersede them. Response personnel will cooperate with Federal, State, local, or tribal government authorities, or private officials who have jurisdiction over the activities at the scene. b. Location of Assistance. (1) Offsite. DOE assistance will, in most cases, be directed towards helping the State, local, or tribal authorities deal with the offsite impacts of a radiological incident. The offsite area is the area where the general public normally has access (outside any "onsite” area). (2) Onsite. DOE assistance may be provided at a fixed facility within the area to which access is controlled by the facility or within an exclusion area, such as that established by the State or tribe in a transportation incident or by DOE/Department of Defense in a weapons accident. In these cases, the request for assistance will normally come from the State, tribal, or Federal agency operating or regulating the facility or responsible for the material involved in the accident. c. Notification of Headquarters. The Headquarters Emergency Operations Center shall be notified by the informed Departmental Element: (1) Within 15 minutes after receipt of a request for emergency assistance. (2) Within 15 minutes of off site deployment of DOE/contractor personnel and resources for emergency radiological assistance. (3) When DOE facilities or material are involved or thought to be involved in an incident. (4) When the responding RCO requests assistance from other Regional Coordinating Offices, DOE Nevada Field Office, or regional offices of other Federal agencies, or (5) When the incident may be subject to significant attention from the media. 12 DOE 5530.3 01-14-92 d. Responses to DOE Incidents (1) A RAP team will report, as dictated by the incident scenario, to the site of any radiological incident involving, or suspected to involve, DOE facilities, operations, or materials in shipment. (Its offsite role may be limited if the State, tribal, or local officials do not request DOE assistance.) When DOE is the LFA or involved in the onsite response by agreement, the offsite assistance will be coordinated with and respond to the needs of the DOE onsite authorities.

(2) The RAP response is not considered a “Facility” nor is the RAP Team Leader or RCO considered a “DOE Facility Representative” or a “Facility Manager” as defined in paragraph 5 of DOE 5000.3A. During a response, RAP Team Leaders and/or RCOs meet exclusion reporting requirements as stated in DOE 5000.3A, paragraph 3d, and therefore, need not report, except as stated in paragraph 11d of this Order. e. Public Information Public information activities in connection with the radiological assistance shall be conducted in accordance with DOE 5500.4, FRERP, existing interagency agreements, and in coordination with State, tribal, and local officials. f. Security Considerations. In accordance with DOE 5635.4 and DOE 5650.2B, DOE response teams shall protect classified information and UCNI from unauthorized disclosure and take any necessary steps to secure classified materials and/or special nuclear materials until the appropriate groups arrive to take custody of the material. g. Medical Assistance. DOE response teams shall refer any requests for medical advice or assistance in dealing with medical consequences of radiation exposure to local medical authorities or to the Radiation Emergency Assistance Center/Training Site, a DOE or DOE contractor physician, or, if appropriate, to another Federal agency. DOE 5530.3 01-14-92 h. Limitations on Assistance Unless there is a statutory requirement or existing agreement for DOE to respond, RAP assistance at the scene shall not normally be provided: (1) When it is more appropriate for the organization or Individual requesting assistance to obtain State, local, tribal, or commercial assistance; (2) When the State, tribal, and local resources are adequate for the situation; (3) When the requested DOE resources are being used in responses to existing emergencies involving other DOE facilities or activities; (4) In an off site response (except in cases of immediate threat to life and health) without a State, tribal, or local government request for assistance; or (5) For nonradiological emergencies. 10. RADIOLOGICAL ASSISTANCE PLANNING AND READINESS. Each Regional Coordinating Office shall prepare response plans and procedures, consistent with the above guidance. The plans shall include information on staff and equipment that may be available for a response and the actions the office will take to ensure the readiness of personnel and equipment. In each case, the DOE response will assist the State, tribal, and local authorities in the offsite response, as well as supporting any DOE onsite authorities, lead Federal agency, or onsite group which requested DOE assistance. a. Each Regional Coordinating Office’s plans will concentrate on the response to small incidents and the initial response to major emergencies, with some information on how RCO will support the DOE response if a FRMAC is established. b. Each Regional Coordinating Office will predesignate one or more radiological assistance teams, composed of DOE and DOE contractor personnel with appropriate administrative, technical capabilities, and experience. DOE contractor personnel shall be team members as covered by the terms of the contract between their employer and DOE. The composition of the team actually sent may vary according to the incident. The following considerations apply to members of radiological assistance teams: 13 14 DOE 5530.3 01-14-92 (1) (2) (3) (4) Each team will be headed by a If DOE would normally have an incident, the team leader may LFAO until the designated DOE

qualified DOE employee. onsite role in the serve as the ESO/TL, or official arrives onscene. Contractor personnel may, on occasion, be asked to provide radiological assistance in the absence of a DOE representative, provided they are performing services covered by the terms of the contract between their employer and DOE (this action may be necessary to facilitate the response). If a need for a FRMAC has been declared, the senior DOE official will act on behalf of the FRMAC Director until the appointed director arrives. DOE and DOE contractor personnel perform radiological assistance duties as part of their formal employment or as part of the terms of the contract between their employer and DOE. As such, they are subject to the same rules and regulations as in their normal activities and protected by the same insurance, compensation, liability, and tenure benefits in the event of personal property loss, injury, negligence, or error during the response to a request for radiological assistance. Designated Radiological Assistance Program team members, through the security pass and identification process, shall be issued an official DOE radiological assistance identification card (DOE F 5500.1). The card will include the name of the issuing RCO, name and photograph of the team member, and authentication by an appropriate official of RCO. The Regional Coordinating Offices shall ensure that the designated members of radiological assistance teams can be notified and deployed when needed. This may require special travel orders and access to money for expenses during nonbusiness hours, as well as arrangements for getting any needed equipment to the scene. 11. REPORTING REQUIREMENT a. The Regional Coordinating Office shall keep a record of each request for assistance. Reports for incidents which were handled by telephone or by referral to another agency may consist of telephone logs showing the contacts, action, and disposition of the requests. DOE 5530.3 01-14-92 b. The Regional report, with photographs, Coordinating Offices shall prepare a appropriate supporting documentation leas. etc.), for each response which dispatching an assistance team. One copy of this 15 (and 16) separate (notes, involves report should be maintained on file and one copy should be furnished to DP-20. The report shall be provided to DP-20 within 5 workdays. c. A summary of RAP activities for the past fiscal year shall be included in the Field Element’s 5-Year Readiness Assurance Plan. This summary will contain brief descriptions of any significant responses, along with the following information: (1) number of radiological assistance calls received; (2) responses requiring a team response; (3) responses requiring a one-person response; (4) responses referred to other (5) responses at the request of agencies; other DOE Field Elements; (6) responses involving actual radioactive material. d. Occurrences that relate directly to internal RAP operations, i.e., training, exercises, drills, etc., versus occurrences that deal with an operational response or a facility incident to which a RAP response is made, will be reported in accordance with DOE 5000.3A, paragraph 8. BY ORDER OF THE SECRETARY OF ENERGY: JOHN J. NETTLES, JR. Director of Administration and Human Resource Management and Attachment 1 Page 1 (and 2) DOE 5530.3 01-14-92 REGIONAL COORDINATING OFFICES U.S. Department of Energy PAGE CHANGE Washington, D.C. DOE 5530.3 Chg 1 4-10-92 SUBJECT: RADIOLOGICAL ASSISTANCE PROGRAM 1. 2. 3. PURPOSE. To transmit revised Attachment 1 to DOE 5530.3, RADIOLOGICAL ASSISTANCE PROGRAM, of 1-14-92. EXPLANATION OF CHANGE. This change is to update the telephone listing on Attachment 1. FILING INSTRUCTIONS a. Remove Page Atch 1, pages 1 (and 2) b. After filing the BY ORDER OF THE SECRETARY Dated Insert Page Dated Atch 1, pages 1-14-92 1 (and 2) 4-10-92 attached pages, this transmittal may be discarded. OF ENERGY: JOHN J. NETTLES, JR. Director of Administration and Human Resource Management DISTRIBUTION: INITIATED BY: All Departmental Elements Office of Defense Programs Attachment 1 DOE 5530.3 Chg 1 4-10-92 Page 1 (and 2) R E G I O N A L C O O R D I N A T I N G O F F I C E S