United States Environmental Protection Agency OSWER 9380.2-02 July 1987 Superfund &EPA Superfund Innovative Technology Evaluation (SITE) Operations Plan ------- OSWER DIRECTIVE 9380.2-02 SUPERFUND INNOVATIVE TECHNOLOGY EVALUATION OPERATIONS PLAN o Communications/Technology Transfer Activities o Site-Specific Community Relations Activities o Internal Coordination Activities July 1987 U.S. Environmental Protection Agency Office of Solid Waste and Emergency Response OSWER Directive 9380.2-02 ------- OSWER DIRECTIVE 9380.2-02 NOTICE The information in this document has been funded, wholly or in part, by the United States Environmental Protection Agency (EPA) under Contract No. 68-01-7090 to CH2M HILL. It has been distributed to the EPA Regions for review and has been revised per their comments. ii ------- OSWER DIRECTIVE 9380.2-02 CONTENTS Page 1 Introduction 1-1 2 SITE Program Products 2-1 2.1 Impediment Studies 2-1 2.2 Demonstrations 2-1 2.3 Applications Analyses 2-3 2.4 Emerging Technologies Development 2-3 3 Audiences for SITE Program Information 3-1 3.1 Technology Developers and Suppliers 3-1 3.2 Government Cleanup Managers and Regulators and Their Engineering Contractors 3-2 3.3 Regulated Community 3-2 3.4 Professional Engineering and Academic Community 3-3 3.5 Public 3-3 4 Communications and Technology Transfer Activities 4-1 4.1 Audiences 4-1 4.2 Communications and Technology Transfer Activities 4-4 5 Site-Specific Community Relations Activities 5-1 6 Action Plan for Internal Coordination During the Demonstration Program 6-1 6.1 Program Office and Key Staff Roles and Responsibilities 6-3 6.2 Activities During the SITE Demonstration Stage 6-13 6.3 Technology Demonstrations as Part of Other Agency Actions 6-20 iii ------- 03WER DIRECTIVE 9380„2-02 Tables 2-1 Products Resulting from the Site Program 4-1 Site Communications Phase Action Plan 4-2 Action Plan—Site Technology Transfer Activities Associated with Site Products 4-3 Action Plan—Overall Site Technology Transfer Activities 6-1 Organizations and Key Staff Participating in the Site Program 6-2 Summary of Major Staff Responsibilities 6-3 Steps in the Demonstration Stage of the Site Program 6-4 Action Plan for Internal Coordination of the Site Program During the Demonstration Stage Page 2-4 4-7 4-11 4-15 6-2 6-11 6-14 6-15 Figures 6-1 Estimated Schedule of SITE Program Tasks and Milestones 6-19 IV ------- OSWER DIRECTIVE 9380.2-02 Section 1 INTRODUCTION The Environmental Protection Agency (EPA) has begun an extensive and aggressive national program to find, test, and encourage the use of alternative technologies to treat haz-^ ardous waste. This program, called the Superfund Innovative Technology Evaluation (SITE) program, will actively seek alternatives to the traditional practice of using land disposal for cleaning up hazardous waste sites. In large part, the long-term success of the SITE program will depend on the Agency's ability to communicate program information and results. This document describes how communication and coordination of the SITE activities and their results will occur. Sections 2 and 3 contain background information describing the products that will be generated by the SITE program and the audiences that are targeted to receive that information. Sections 4, 5, and 6 detail the three major action plans for disseminating information—communications/technology trans- fer, community relations, and internal coordination. These activities are summarized below: o Communications/Technology Transfer. These activities are designed to encourage participation in the SITE program, to notify interested parties of the status of SITE activities, and to disseminate the technical information generated. o Community Relations. Section 5 provides a general outline of the site-specific community relations activities that will occur under the SITE program. It covers only the demonstration phase of the SITE program and has been developed to ensure that residents adjacent to demonstration sites are fully aware of and involved in planned activities. Specific community relations activities are described in Section 6. o Internal Coordination. An action plan outlining detailed internal coordination roles and responsibilities is provided in Section 6. It covers only the demonstration phase of the SITE program and has been developed to ensure that adequate coordination and information-sharing occur between the responsible program offices and other federal and state agencies. aA key to acronyms and abbreviations appears in Tables 6-1 and 6-2. i-: ------- OST1ER DIRECTIVE 9380.2-02 Section 2 SITE PROGRAM PRODUCTS The SITE program contains four different stages: 1. Impediment studies 2. Demonstrations 3. Applications analyses 4. Emerging technologies development A brief description of each activity and its major products is provided below. 2.1 IMPEDIMENT STUDIES Studies of impediments to the development and commercial use of alternative technologies will be conducted. Products from these impediment studies will most likely include issue and options papers, policy memorandums and guidance, and status reports. 2.2 DEMONSTRATIONS Major products from the demonstration program will include the following: JOINT SITE-SPECIFIC DECISION DOCUMENT A local public notice and comment period will be held on each proposed site/technology match. The regional office will prepare a responsiveness summary and forward it, along with its recommendations, to headquarters. On the basis of the region's recommendation, OSWER and ORD will jointly make a go/no go decision on the site/technology match and prepare a decision document. ANNUAL STATUS REPORT TO CONGRESS A status report covering all phases of the SITE program will be prepared annually and submitted to Congress. It will highlight major activities of the past year and outline pro- jected activities for the coming year. TECHNOLOGY SUMMARY AND SITE-SPECIFIC DEMONSTRATION FACT SHEET Informational material will be issued for each selected demonstration project during its planning phase. This mate- rial will summarize the technology to be used, its antic- ipated applicability for Superfund sites, the nature of the 2-1 ------- OSWER DIRECTIVE 9380.2-02 site where the demonstration is planned, the role of the demonstration project in the site remediation process, the expected schedule, and any special considerations specific to the site or technology. The criteria for selecting the demonstration project will also be briefly explained. This information may be contained in two separate documents: a technology summary that focuses on the technology to be dem- onstrated and a site-specific demonstration fact sheet that describes the application of the technology to the specific site. SITE-SPECIFIC DEMONSTRATION PLAN A demonstration plan will be prepared for each demonstration project. It will include a project work plan, a quality assurance/quality control plan, and testing protocols. It will also evaluate the impact on human health and the environment and describe how the demonstration complies with the "applicable or relevant and appropriate requirements" (ARARs). The demonstration plan will be jointly prepared and signed by both ORD and the regional office. STATUS REPORTS ON DEMONSTRATIONS Internal status reports will be prepared quarterly, or more often if required, for each demonstration project. They will provide information for use in site-specific community relations products, communication documents, and newsletters. REPORT ON THE RESULTS OF EACH DEMONSTRATION PROJECT A report will be prepared to evaluate the results of each demonstration. It will provide raw data and evaluations including standardized cost data and technical performance information. It will also summarize the results of the dem- onstration and analyze the success (or failings) of the project. Design information, as available, will also be included. A summary fact sheet, prepared for public dis- tribution, will accompany this report. SUMMARY OF OVERALL DEMONSTRATION RESULTS A summary of the technical results of completed demonstrations will be prepared on an annual or biannual schedule for demonstrations completed during that time period. A fact sheet will be prepared to accompany this report. If the summary is prepared annually, it may be combined with the report to Congress. Data will be generated throughout the conduct of the demonstration projects. It is the Agency's policy not to release data until the data have been subjected to quality 2-2 ------- OSWER DIRECTIVE 9?80.2-02 control, validation, and peer review. However, this process will be expedited so that preliminary results are made available as soon as possible. Data will be available on request once the necessary reviews have been conducted. 2.3 APPLICATIONS ANALYSES Applications analyses will be conducted for technologies that warrant further investigation after completion of the demonstration. Such analyses will examine the applicability of the technology to other Superfund sites and include fac- tors such as cost, appropriate site conditions, efficiency characteristics, and waste types. Policies and procedures that need to be taken into account in applying promising new technologies to Superfund sites will also be examined. Each analysis will be documented in a report. 2.4 EMERGING TECHNOLOGIES DEVELOPMENT ORD will conduct an emerging technologies development program that includes the following activities: 1. Assisting developers of emerging technologies with continued research 2. Conducting tests on emerging technologies 3. Developing "new" emerging technologies through existing research programs Reports will be prepared to document the findings of these activities as appropriate. A list of the major products resulting from the SITE program activities is summarized in Table 2-1. 2-3 ------- OSWER DIRECTIVE 9380.2-02 Table 2-1 PRODUCTS RESULTING FROM THE SITE PROGRAM Impediment Studies o Issue and options papers (as appropriate) o Policy memorandums and guidance (as appropriate) o Status reports Demonstration Program o Joint site-specific decision document o Annual status report to Congress o Technology summary o Site-specific demonstration fact sheet o Site-specific demonstration plan o Status reports on demonstrations o Report on the results of each demonstration project o Summary of overall demonstration results Applications Analyses o Applications reports (as appropriate) Emerging Technologies Development o Technology reports (as appropriate) 2-4 ------- OSWSR DIRECTIVE 9380.2-02 Section 3 AUDIENCES FOR SITE PROGRAM INFORMATION The effectiveness of communication and technology transfer will largely depend on providing the right information to the interested audience(s) in a timely fashion. A Superfund Needs Survey was conducted during the spring of 1986 to identify the Superfund staff's technical information needs. The survey, while not conducted specifically for the SITE program, provided useful information on groups that will potentially use products from the SITE program. Much of the following discussion is based on findings included in the Needs Survey. Five major audiences for SITE information have been identified: 1. Technology developers and suppliers 2. Government cleanup managers and regulators and their engineering contractors 3. The regulated community 4. The professional engineering and academic community 5. The public These audiences and their major information needs are described below. 3.1 TECHNOLOGY DEVELOPERS AND SUPPLIERS Technology developers and suppliers include the following groups: o Manufacturers of cleanup equipment o Vendors o Entrepreneurs and inventors developing and commercializing new techniques and equipment o Site cleanup firms Technology developers and suppliers conduct the actual cleanup activities at Superfund remedial and removal sites. They need up-to-date information on available technologies and detailed technical information on how these technologies are being successfully applied. Because the SITE program is seeking to promote the development and application of 3-1 ------- OSWER DIRECTIVE 9380.2-02 innovative technologies, technology developers and suppliers must also be aware of the incentives that EPA is offering to encourage the use of alternative technologies. 3.2 GOVERNMENT CLEANUP MANAGERS AND REGULATORS AND THEIR ENGINEERING CONTRACTORS Federal and state staff members, who manage cleanup activities and regulate potentially responsible party actions or permitting programs, and their engineering contractors can greatly influence the selection of alternative technologies used at remedial and removal sites. In general, this group includes: o Remedial staff o Removal staff o Enforcement staff o RCRA permit writers and reviewers o Field inspectors o Other hazardous waste management staff o EPA and state engineering contractors It is important that the government cleanup managers and regulators be educated consumers of technical services. They must be provided with summary information and given access to detailed technical reports. This group also requires prompt and easy access to policy and guidance information, particularly as it pertains to the selection and implementation of remedial and removal activities. Since the government's engineering contractors are often responsible for recommending cleanup technologies, they must have access to all available technical information, including detailed design data where available. 3.3 REGULATED COMMUNITY The regulated community consists of: o Owners/operators of currently operating facilities o Potentially responsible parties This group is highly motivated to seek information that is applicable to its specific hazardous waste problems either through its consulting engineers or directly from the Agency- Members of the regulated community are expected to be interested in the SITE program if demonstration results are pertinent to their site or if they believe their site may be a candidate for a demonstration of an innovative technology. They are best reached by summary information that allows them to determine the applicability of the 3-2 ------- OSWER DIRECTIVE 9380.2-02 technology to their particular waste or site. They must also have access to detailed technical documents. 3.4 PROFESSIONAL ENGINEERING AND ACADEMIC COMMUNITY This group includes: o Professional engineering and trade associations o Academic community This is a large group with information needs ranging from the general to the very specific. The group is interested in gaining a general understanding of the type of informa- tion that is available and how it can be obtained. It is also generally interested in technical advances that are being made in the hazardous waste field and in the directions in which innovative technology research is proceeding. The publications distributed by this group reach a broad audience and are an important tool in disseminating information on the SITE program. 3.5 PUBLIC The public includes a variety of groups and individuals such as: o National and regional environmental groups o Residents of communities near Superfund sites o Elected officials o Other interested groups or individuals The information needs of this group vary widely. Often, the summary information on overall program activities and results will be appropriate. However, communities located near demonstration sites will require more detailed informa- tion about site activities. This site-specific information will be provided through the community relations activities described in Section 5. 3-3 ------- OSWER DIRECTIVE 9380.2-02 Section 4 COMMUNICATIONS AND TECHNOLOGY TRANSFER ACTIVITIES The dissemination of information about SITE activities and their results is an important aspect of the SITE program. This information flow will occur in two phases: (1) commu- nications and (2) technology transfer. While the audiences for both of these information phases are generally the same, their priority and the techniques used to reach them will differ. The communications phase will be most active in the early stages of the SITE program, when it is most important to alert people to the program's goals and activities. In general, it is the purpose of the communications activities to: o Encourage participation in the SITE program o Notify various audiences about SITE activities and their progress o Communicate EPA's commitment to the use of alternative technologies and the steps being taken to achieve that end The technology transfer phase will be most active once results from demonstrations are available. If alternative technologies are to be applied more broadly at Superfund sites, Agency personnel, engineers, and others must have access to reliable technical information. Thus, it is the purpose of the technology transfer phase to: o Provide technical information from the SITE program to those who need it in a form they can use 4.1 AUDIENCES In general, the SITE communications program will reach all of the audiences previously listed in Section 3. However/; some audiences necessarily have a higher priority than others. For example, it is extremely important that developers of promising new technologies be aware of the SITE demonstration program and how they can participate. The following discussion highlights the most important audiences for both the communications and technology transfer phases of the program. Technical information will also be made available to the other audiences discussed in Section 3 since each audience has a role to play in the application and acceptance of alternative technologies. 4-1 ------- OSW3R DIRECTIVE 9380.2-02 4.1.1 COMMUNICATIONS PHASE Technology Developers and Suppliers The most important audience to be reached during the communications phase is the developers, suppliers, and ven- dors of promising innovative technologies. It is critical that members of this audience be aware of the SITE program, understand how they can participate, and know where they can receive additional information. The message to be conveyed to this audience is: "A demonstration program exists to apply innovative alternative technologies at Superfund remedial and removal sites. We are interested in your participation if you are the developer, supplier, or vendor of such a technology. Here is how you can receive additional information or apply for a demonstration of your product." Technology developers and suppliers are a widely dispersed group and, as a result, can be hard to reach. In the early stages of the SITE program, it will be necessary to use broad communication techniques such as the following to reach this group: o Press advisories published in trade association newsletters and professional publications (journals, magazines) o Editorial briefings by senior Agency staff to build interest in the SITE program in professional publications o Articles prepared for professional publications o Speeches, briefings, or exhibits at trade and professional conferences o Fact sheets and brochures available at trade and professional conferences As interested developers and suppliers are identified, follow-up communication can be accomplished via Agency news- letters, fact sheets, status reports, and direct contact. Government Cleanup Managers and Regulators and Their Engineering Contractors This is also an important audience for SITE communications. It is a large audience but one that is easy to identify and reach through normal Agency distribution channels and mailing lists. 4-2 ------- OSWER DIRECTIVE 9380.2-02 The primary message to be conveyed to this group is: "A Superfund Innovative Technology Evaluation program is now in progress. Here is how it works, what it will do, what your specific role is, how it may affect your remedial or removal site cleanup activities, and how you can get more information about the program." Standard Agency communication and networking techniques such as the following can be used to reach this group: o Memorandums o Fact sheets o Bulletins o Videoconferences, if appropriate o Status reports o Meetings 4.1.2 TECHNOLOGY TRANSFER PHASE The major audiences for the technology transfer phase include government cleanup managers and regulators, their engineering contractors, and developers and suppliers of cleanup services and equipment. These groups are the ones that are most closely involved in the development and application of alternative technologies at Superfund sites. Technical information will also be made available to the other audiences discussed in Section 3 since each has a role to play in the application and acceptance of alternative technologies. Government Cleanup Managers and Regulators and Their Engineering Contractors Government cleanup managers and regulators and their engineering contractors are the highest priority audience for technology transfer information. This is a large group but one that is easy to identify and reach through normal Agency distribution channels and mailing lists. The following tpchniques will be used: o Technology transfer bulletins o Memorandums o Fact sheets o Briefing materials o Workshops and seminars o Final reports and supporting data o Summaries of results o Technology clearinghouse 4-3 ------- OSWER DIRECTIVE 9380.''-02 Technology Developers and Suppliers A major effort will be made to reach this group as part of the communications phase outlined previously. As a result of this activity, a mailing list will be available for use by the technology transfer program. Where direct contact can be made, members of this group will be provided with copies of bulletins, reports, and other written materials. However, conference presentations, seminars, speeches, and articles in professional and trade publications will also be extremely effective ways to reach this audience. 4.2 COMMUNICATIONS AND TECHNOLOGY TRANSFER ACTIVITIES 4.2.1 COMMUNICATIONS PHASE A variety of communications activities are planned. Each of these activities is described in detail below and listed on Table 4-1. Articles and Notices in Professional and Trade Association Publications One of the most effective ways to reach the technology developers and suppliers is through professional and trade association publications such as newsletters, magazines, and journals. Three activities will be conducted to promote the inclusion of SITE program information in these publications. 1. Senior Agency officials and staff will attend editorial briefings with the major publications. In order to be of interest to the editorial boards, these briefings will cover a range of Agency hazardous waste programs and initiatives. The SITE program will be included, and its impor- tance to the readers of the publications will be emphasized. 2. The Agency will also issue press advisories to these publications to announce planned program activities, deadlines for participation, and pro- gram results. The publications will also be notified of the availability of reports that may be of interest to their readers. 3. Opportunities to prepare technical articles for publication in journals or magazines will also be sought. Once results from specific demonstrations are available, the Agency and the developer will contact appropriate publications to discuss their interest in proposed articles. Reprints of the articles will be prepared for distribution at conferences and speeches. 4-4 ------- OSWFR DIRECTIVE 9380.2-02 Alternative Technologies Slide Presentation/Speech OERR has recently prepared a slide presentation on alternative technologies for use in seminars, workshops, and presentations to technical, environmental, and citizen groups. A module outlining the SITE program's major goals and features is included. This module will be updated yearly as program results become available. In addition, OEETD is preparing slide modules for 10 technologies selected for SITE demonstration. The text that will accompany each slide will describe each process, its advantages and disadvantages, wastes that it can treat, and any performance data available. Speakers Bureau A speakers bureau, including staff from headquarters, the regions, and laboratories will be established to promote the participation of EPA speakers in conferences and professional meetings. It will identify regional and headquarters staff who are qualified to speak on the SITE program and will look for opportunities to place them on conference panels and rosters. The speakers bureau will develop the following tools for use by Agency staff: o Inserts on the SITE program for use in speeches on other hazardous waste topics o A speech on the current status of the SITE program (This was presented at the 1986 HMCRI conference.) o Six-month updates of the SITE program speech so that it accurately reflects the current status o The alternative technologies presentation discussed above Fact Sheets Two fact sheets are available that provide a general introduction to the SITE program. The first is a general fact sheet on the SITE program and is available for public distribution. The second is a background paper that pro- vides more detailed information to inform regional and state staff members of the program and allow them to respond to questions. (Fact sheets discussing site-specific demonstra- tion activities and their results will be prepared as part of the site-specific community relations activities outlined in Section 5.) 4-5 ------- OSWEP DIRECTIVE 9380.2-02 Brochures A professionally produced brochure will describe the overall goals of the SITE program and its planned activities. It will be prepared for general audiences to provide them with a program overview and direct them to the appropriate staff for further information. It will be designed to fit into standard displays at EPA information centers and conferences. Annual Status Report to Congress One of the SITE program products outlined in Section 2 is an annual status report to Congress. This document will also serve an important communications function. The report will include an update on past, ongoing, and planned activities. The information collected in the report will also be used for newsletter articles, speeches, and briefings. The sta- tus report, or a summary, will be distributed to a wide audience, including environmental groups and trade associations. SITE Strategy and Program Plan This document describes the overall SITE program and discusses in detail the four stages of the program. The criteria for evaluating a proposed technology is also included. The document number is 540/G-86/001 and can be ordered from ORD's Center for Environmental Research Information, FTS #684-7562. 4-6 ------- Table 4-1 SITE COMMUNICATIONS PHASE ACTION PLAN Techniques/Products 1. Articles and Notices in Professional and Trade Association Publications - Editorial briefings - Press advisories - Articles Priority Audience Reach developers/vendors and other professionals with notification of SITE program and planned activities. Responsibilities/ _ Coordination _ OSWER SITE coordinator with assistance from ORD Technical Program Director. Briefings to be conducted by top EPA staff . Coordination with Administrator and OERR, as well as OPA. Schedule As needed O en 2. Alternative Technologies Slide Presentation/Speech 3. Speakers Bureau - Establish speakers bureau - Inserts on SITE for use in Agency speeches - Speech on SITE program Provide information on SITE program for profes- sional, academic, and environmental and general public audiences. This presentation has been prepared as part of the Superfund technology transfer program. Provide information on goals, status, and results of SITE program to professional/environ- mental audiences. Superfund technology transfer coordinator. Coordination with ORD and Director's Office. Completed M O VD •ti 00 O OSWER SITE coordinator. Coordination with ORD, OERR, and OPA. Coordination with ORD, OERR , Administrator ' s Office, and OPA. Coordination with ORD; peer review. Winter 1987 As needed Completed Speech updates Coordination with ORD. As needed ------- Table 4-1 (Continued) Techniques/Products 4. Fact Sheets 5. Brochures Annual Status Report to Congress I CD 7. Mailing List 8. SITE Program Strategy and Plan Priority Audience Provide regional and state Agency staff with program overview and reference. Provide information on SITE program for general public and promotional material for developers and vendors. Report past and planned activities to Congress. This is not solely a communications activity. However, copies will be distributed to environ- mental, professional, and other interested groups as well as Congress. Provide up-to-date distribution of material to appropriate audiences. List is being prepared as part of the Superfund technology transfer program. Provide detailed infor- mation on SITE program for all audiences. Responsibilities/ Coordination OSWER SITE coordinator. Coordination with ORD, OPA, and communications work group. OSWER SITE coordinator. Coordination with ORD, OERR, and OPA. ORD SITE coordinator in coordination with OSWER SITE coordinator. Coordination with OEA and Administrator's Office. Schedule Completed As needed Annually W JO O w vo OJ oo o • N) O Superfund technology transfer coordinator. Coordination with OSWER and ORD SITE coordina- tors, ORD Technical Program Director, and CERI. OSWER SITE Coordinator. Coordination with ORD. Summer 1987 Completed ------- OSWER DIRECTIVE 9380.2-02 4.2.2 TECHNOLOGY TRANSFER PHASE The technology transfer phase is built around activities designed to: 1. Notify; Audiences and user groups must be aware of the information generated by the SITE program and where and how they can obtain it. 2. Summarize; Audiences must be able to easily determine which information is useful to them and which is not. This is particularly true for gov- ernment staff, who generally receive more written material than they can effectively read and use. 3. Distribute; Hard copies of technical documents must be distributed so that audiences can have access to the detailed information contained in them. Other ways to disseminate information, such as bulletins, workshops, and seminars, must also be developed. Technology Transfer Activities The major technology transfer activities to be conducted during the SITE program are discussed below and outlined in Tables 4-2 and 4-3: o Summaries. Summaries of all technical reports will be prepared and will include names and locations where additional information can be obtained if needed. o Annotated Bibliography. A comprehensive, annotated bibliography will be prepared, including abstracts of all products produced from the SITE program. It will provide a common reference for all program materials and will notify user groups of available information. o Workshops and Seminars. Workshops and seminars will be developed to present information from the SITE program to regional, state, and contractor personnel. They will be presented in the regional offices to maximize attendance by regional staff. o Journal Articles. Articles will be prepared for publication in professional journals and trade magazines. The OSWER SITE coordinator and the ORD Technical Program Director will annually determine appropriate topics and assign responsibility for article preparation within their program offices. 4-9 ------- OSWER DIRECTIVE 9380.2-02 o Bulletin/Newsletter Articles. Brief articles will be prepared for publication in the Superfund tech- nology transfer bulletin and in trade and profes- sional newsletters. These will highlight specific results of the SITE program such as performance data for a recently demonstrated technology. o Speakers Bureau. The speakers bureau discussed in the communications phase will also serve as a technology transfer activity. As results of dem- onstrations become available, the OSWER SITE coor- dinator and ORD Technical Program Director will identify appropriate topics for conference papers. The papers will be prepared by the regional OSC/RPM or the ORD SPM for presentation at a vari- ety of professional conferences. The SITE speech, prepared as part of the communications strategy, will be updated to include results of the demon- strations. Specific data will be added to meet the information needs of the tar.geted audiences. o Distribution of Issue Papers, Memorandums, and Policy Documents. Issue papers, memorandums, and policy documents may be issued during the imple- mentation of the SITE program. The issue papers and memorandums will primarily be internal docu- ments and will be distributed through normal Agency channels, with further distribution to state staff and engineering contractors as appro- priate. If policy memorandums or guidance docu- ments result from SITE program activities, they will be distributed by the originating office consistent with the Superfund policy distribution system. o Technology Clearinghouse. SARA Section 311(b) requires the establishment of a technology clearinghouse. Preliminary plans are now being developed. Tables 4-2 and 4-3 summarize the SITE technology transfer action plan. Table 4-2 lists the technology transfer activ- ities that will accompany specific SITE program technical products. Table 4-3 lists overall technology transfer activities that will occur throughout the SITE program. 4-10 ------- SITE Products Status reports (internal documents) Demonstration Program Joint site-specific decision document Table 4-2 ACTION PLAN SITE TECHNOLOGY TRANSFER ACTIVITIES ASSOCIATED WITH SITE PRODUCTS Impediment Studies Issue and options papers (internal documents) Policy memorandums and guidance Priority Audience Government cleanup managers and regulators (selected distribution) Technology developers and suppliers Government cleanup managers and regulators Regulated community (The professional and academic community and environ- mental groups may also have some interest in these documents.) Government cleanup managers and regulators (selected distribution) All audiences Technology Transfer Activities Responsibilities/Coordination Schedule Issue and options papers will be distributed through normal Agency procedures. Policy memorandums and guidance will be distributed consistent with Agency procedures. Status reports will be prepared for limited internal distribution only. Distribution of document Preparation of newsletter articles Possible preparation of article for publication in professional or trade journal or magazine if sufficient interest exists. Working groups and task forces will be responsible for preparation; distribution will be coordinated by the OSWER SITE coordinator. Program offices will be responsible for specific documents; distribution will be coordinated with the OSWER SITE coordinator. As developed As needed W O Working groups and task forces will prepare as needed; distribution will be coordinated with the OSWER SITE coordinator. Jointly prepared by ORD and OSWER SITE coordinators. OSWER SITE coordinator and ORD Technical Program Director will develop. OSWER SITE coordinator and ORD Technical Program Director will prepare. As needed After final site/technology match Annually, as appropriate As needed vo u» oo O • NJ I O ------- SITE Products Priority Audience Table 4-2 (continued) Technology Transfer Activities Responsibilities/Coordination Schedule Annual status report to Congress All audiences Site-specific community relations activities will be developed at sites selected for demonstrations. Distribution of status report Distribution of summary information Newsletter and publication articles as appropriate OSC/RPM, through delegation As needed to CRC, will develop. ORD SITE coordinator will Annually develop with OSWER assistance. OSWER SITE coordinator will prepare fact sheet and newsletter/publication articles. Technology summary to Site-specific demonstration fact sheet Site-specific demonstration plan Status reports on demonstrations (internal documents) Report on demonstration project results Technology developers and suppliers Government cleanup managers and regulators Professional and academic community Local residents Government cleanup managers and regulators Technology developers and suppliers Local residents These documents will be distributed only to program staff. All audiences Distribution of technology summary Distribution of fact sheet Distribution as requested Information from the status reports will be used for newsletter articles, community relations activities, briefings, and notices to professional and trade publications. Distribution of report and executive summary ORD SPMs will prepare the technology summary; distri- bution will be coordinated with the OSWER SITE coordi- nator, ORD TPD, and CERI. EPA regional CRC will prepare and distribute. ORD SPM will develop in coordination with the RO. ORD TPD in conjunction with OSWER SITE coordinator and either the OSC/RPM or ORD SPM will develop. After each technology has been selected After proposed site/technology match As part of demonstration planning activities Status reports will be prepared monthly ORD TPD and ORD SPMs develop. As available SITE coordinators determine distribution. CERI distributes. ------- SITE Products Priority Audience Summary of overall demonstration results (may be combined with annual status report to Congress) All audiences I (-» u» Applications Analyses Applications reports All audiences Table 4-2 (continued) Technology Transfer Activities Responsibi1ities/Coordination Schedule Possible journal/trade publication articles Possible conference papers Possible use of data results in a range of news- letter articles, speeches, and seminars/workshops Distribution of report and executive summary Articles for professional and trade association publication Conference papers Speech materials Materials for newsletters Workshop/seminar Distribution of report and executive summary Possible articles for publication Possible conference paper Materials for newsletter ORD assigns OSHER SITE coordinators' responsi- bilities for article or conference paper. OSHER SITE coordinator uses data/results for Inclusion in other technology transfer activities. OSHER SITE coordinator develops. ORD TPD will determine report distribution; it will also assign responsibil- ity for preparation of articles and conference papers. OSHER SITE coordinator will be responsible for speech materials and newsletter articles with ORD assistance. OSHER and ORD SITE coordin- ators will share responsi- bility for workshop/seminar activities. OSHER will prepare report with assistance from ORD. OSHER SITE coordinator and ORD TPD will determine report distribution. OSHER SITE coordinator will assign responsibilities for articles and confer- ence papers. OSHER SITE coordinator will be responsible for news- letter materials. Annually, or upon publica- tion of the report O 01 3 W o vo U) 00 O • to O As appropriate ------- SITE Products Emerging Technologies Development Technology reports Priority Audience Technology developers and suppliers Prof ess I'-tial and academi community Table 4-2 (continued) Technology Transfer Activities Responsibilities/Coordination Schedule Distribution of reports and executive summary Possible conference papers and publications Materials for newsletters, seminars, etc. ORD TPD will prepare reports. As appropriate OSHER and ORD SITE coordina- tors will determine report distribution. ORD TPD will assign respon- sibilities for conference papers and professional publications. ORD TPD will be responsible for newsletter articles. OSWER and ORD SITE coordin- ators will share responsibil- ities for seminar materials. I l-» £». ------- Table 4-3 ACTION PLAN OVERALL SITE TECHNOLOGY TRANSFER ACTIVITIES Technology Transfer Product Summaries Annotated bibliography Workshops and seminars *>. I M U1 Journal articles Bulletin/newsletter articles Speakers bureau Required Actions/Responsibilities Document author prepares executive summary for all SITE reports, except those accompanied by fact sheets. OSHER and ORD coordinate distribution. Document author prepares abstract for all significant SITE technical reports. The need for workshops and seminars will be determined once demonstration results are available. It is expected that ORD will have primary responsibility for any workshops or seminars, in coordination with OSHER. The preparation of journal articles resulting from SITE activities is addressed in Table 4-1. The OSHER SITE coordinator will prepare articles bimonthly for inclusion in the Superfund technology transfer bulletin. Articles to trade and professional newsletters will be prepared as needed. The SITE speakers bureau will meet the needs of both the communications and the technology transfer programs. The OSHER SITE coordinator will be responsible for the speakers bureau; his/her responsibilities will include: o Identifying speakers o Preparing speech material o Scheduling speeches Schedule Summaries written concurrent with preparation of the document for publication Abstract written concurrent with preparation of the document for publication As appropriate See Table 4-1 Bimonthly As appropriate Ongoing o w o H o H vo OJ oo o • K) I o to Technology clearinghouse To be determined To be determined ------- OSWER DIRECTIVE 9380.2-02 Standard Technology Transfer Procedures Most of the SITE program activities will result in the preparation of reports or other written materials. Distri- bution of these reports, along with their accompanying executive summaries, is an important element of the technol- ogy transfer program. Standard procedures involved in this distribution are outlined below. o Document Numbers. ORD/CERI will designate document numbers and enter each planned report into a document tracking system that will monitor all projects for the SITE program. (The EPA 600 series will be used.) o Executive Summary. The author of each document will prepare a 2- to 10-page executive summary. This executive summary will include a description of the purpose of the report, the findings or con- clusions of the report, the location where copies of the report can be obtained, and the names of individuals who are knowledgeable on the subject. Brief or summary items will not require an executive summary. o Abstracts. A 1- to 2-paragraph abstract will be prepared by the author for each technical report. This abstract will be included in the annotated bibliography developed for the SITE program. It will also include the name and phone number of a contact person familiar with the document. o Review for Use in Other Technology Transfer Activities. Copies of each document, with its accompanying executive summary and abstract, will be sent to the OSWER SITE coordinator. He or she will review these materials for possible use in the Superfund technology transfer bulletin, in program fact sheets, and in workshops or seminars. o Document Printing and Distribution. The OSWER SITE coordinator will determine distribution needs and will notify ORD/CERI. ORD/CERI will be responsible for the printing and dissemination of materials to appropriate audiences using the SITE mailing list, the development of the annotated bibliography, and the inclusion of all reports in the NTIS system. o Library Distribution. Copies will be provided to Library for inclusion in the hazardous waste document collections of the headquarters and regional libraries. 4-16 ------- OSfcEK DIRECTIVE 9380.2-02 4.2.3 DISTRIBUTION ACTIVITIES A Superfund master mailing list is currently being prepared by OSWER and ORD. It will be coded to facilitate distribu- tion of materials based on audience need and interest. A SITE mailing list will be maintained within this master list. Technology developers, suppliers, other profession- als, and other groups or individuals who express an interest in the SITE program will be added to the mailing list. 4-17 ------- OSWER DIRECTIVE 9380,2-02 Section 5 SITE-SPECIFIC COMMUNITY RELATIONS ACTIVITIES The objective of Superfund community relations activities is to actively encourage two-way communication between commu- nities affected by releases of hazardous substances and gov- ernment agencies responsible for cleanup action. This enables local citizens to have input to decisions about cleanup actions so that the government staff may take local concerns into account when planning the appropriate response. At the same time, community relations activities must also ensure that the community is provided with accurate and timely information about cleanup plans and progress. A well-planned community relations effort is an integral part of every Superfund action. The Superfund Amendments and Reauthorization Act and the National Contingency Plan (NCP) outline specific requirements for community relations at all Superfund sites. Community involvement and public comment are considered to be critical parts of the SITE program and will be active components of any demonstration program. The community should be encouraged to provide information, opinions, and suggestions at any time during site selection, during development of the test plan, and during the actual demon- stration. The community will have a formal opportunity to comment after the tentative site/technology match. In designing community relations activities for a particular demonstration site, Agency staff must focus on the specific concerns of the particular community and the alternative technology under consideration. The amount of information available on the operation of each technology may affect the degree and nature of public concern. Some communities may worry that their site is being used to test a technology that has not been fully proven. At other sites, residents may support the demonstration and use of an alternative technology, even if information is limited, because they believe that the site will be cleaned up more completely, quickly, or efficiently- It is likely that citizens will be concerned about the possibility that the demonstration will increase the health risk posed by the site. In particular, concerns may focus on the risk of a potential failure of the technology. In responding to these concerns, EPA should explain how the Agency has considered the possible sources of environmental releases and any potential impact from these releases, par- ticularly if the technology should not perform as expected. 5-1 ------- OSWER DIRECTIVE 9380.2-02 In order to address these and other concerns, community relations activities must occur throughout the demonstration part of the SITE program. EPA must seek community input as well as communicate clearly and often with the community concerning what the technology can (and cannot) achieve and what actions the demonstration entails. These activities should begin as early as possible, starting with the screen- ing of potential demonstration sites and continuing during tentative site selection and the actual demonstration. Site-specific community relations activities will be con- ducted primarily by the regions and coordinated with SITE program milestones. Activities will include preparing and distributing a site-specific demonstration fact sheet, holding public meetings, and publishing notices in local newspapers. During the demonstration, two-way communication with the community may be accomplished by the use of site tours, open houses, workshops, an on-scene information office, community meetings, and status reports. A summary of the demonstration results and the final evaluation report will also be made available to the community. Contractor support will be provided to assist the regions in implement- ing SITE-related community relations activities. Community relations activities will be coordinated with the community relations and technical staff at the EPA headquar- ters, EPA regional, and state agency levels. Current agency management direction calls for the OSC/RPM to have lead responsibility for all activities occurring at his or her site. Typically, community relations activities will be conducted by the regional community relations coordinator working with the OSC/RPM. Specific responsibilities and activities are included in Section 6. These activities apply to all NPL remedial sites and to those removal sites where the activity will last 120 days or longer. It is assumed that the Superfund regional community relations coordinator has already conducted community interviews, completed a site- specific community relations plan, and established an infor- mation repository in the local community before the activities outlined in Section 6 begin. 5-2 ------- OSW3R DIRECTIVE 9380.2-02 Section 6 ACTION PLAN FOR INTERNAL COORDINATION DURING THE DEMONSTRATION PROGRAM The demonstration stage of the SITE program is expected to be very visible and will probably require the highest degree of coordination among EPA offices. The purpose of this action plan is to describe the internal coordination that will be required to ensure smooth program operation and clear assignment of responsibilities during the demonstra- tions. The other three stages of the SITE program (described in Section 2) may be the subject of separate EPA planning documents, as necessary. As described previously, the SITE program is a joint effort being undertaken by ORD and OSWER. EPA staff from headquar- ters, the ORD laboratories, and the regions will be involved in its implementation. States will also be involved and will have a higher level of participation at state-lead sites. This action plan for internal coordination focuses on the coordination and communication among offices at all levels. To the extent possible, existing lines of communication and organization will be used. In a few cases, new contacts must be established among various offices to ensure the smooth operation of the SITE program. Historically, the Superfund program has vested primary responsibility for site activities with the regional OSC/RPM. The OSC/RPM will retain that responsibility during the conduct of demonstration activities; however, it is expected that many of the activities associated with the demonstration will be managed by the ORD SITE project manager (ORD SPM) working with the OSC/RPM. Once sites have been identified for specific technology demonstrations, the specific roles and responsibilities of the OSC/RPM and the ORD SPM will be determined. It is believed the division of responsibilities will be easily reconciled and that, in practice, much of the technical work will be done by the ORD SPM. Table 6-1 lists the organizations and the key staff that are participating in the SITE program. 6-1 ------- OSWER DIRECTIVE 9380.2-02 Table 6-1 ORGANIZATIONS AND KEY STAFF PARTICIPATING IN THE SITE PROGRAM U.S. ENVIRONMENTAL PROTECTION AGENCY o Office of Research and Development (ORD) ORD technical project director (HWERL) ORD SITE coordinator (OEETD) ORD SITE project manager (HWERL) — Center for Environmental Research Information (CERI) o Office of Solid Waste and Emergency Response (OSWER) Office of Program Management and Technology (OPMT) OSWER SITE coordinator — Office of Emergency and Remedial Response (OERR) Office of Waste Programs Enforcement (OWPE) and Office of Solid Waste (OSW) o EPA Regional Offices Superfund management Regional SITE coordinator On-scene coordinator/remedial project manager (OSC/RPM) — Technology transfer contact Superfund community relations coordinator 6-2 ------- OSWER DIRECTIVE 938C.*>-02 6.1 PROGRAM OFFICE AND KEY STAFF ROLES AND RESPONSIBILITIES This section details the roles and responsibilities that each program office and the key staff will have in program implementation. 6.1.1 OFFICE OF RESEARCH AND DEVELOPMENT (ORD) ORD and OSWER share responsibility for the overall direction and management of the SITE program. ORD's participation in the program is coordinated through the Office of Environ- mental Engineering and Technology Demonstration (OEETD). The ORD SITE coordinator is in headquarters and is responsi- ble for overall policy and organizational matters relating to ORD. Day-to-day management of the SITE program is con- ducted by the technical program director (ORD TPD), Hazard- ous Waste Engineering Research Laboratory (HWERL) in Cincinnati. ORD has primary responsibility for two major SITE program activities: (1) the demonstration program and (2) emerging technologies development. ORD, through the Center for Environmental Research Information (CERI), also assists in disseminating technology transfer information that is gen- erated by the SITE program. ORD will appoint a SITE project manager (ORD SPM) for each individual SITE demonstration project. While the regional office OSC/RPM will have overall responsibility for all activities at his or her site, it is expected that many of the SITE technical tasks will be conducted by the ORD SPM. Primary ORD SPM responsibilities will include testing proto- cols, quality assurance/quality control (QA/QC), and data evaluation. The ORD SPM will coordinate the demonstration with the ongoing cleanup activities being conducted by the OSC/RPM. ORD Technical Program Director (ORD TPD) (HWERL) o Shares SITE program implementation responsibility with the OSWER SITE coordinator. o Meets routinely with OSWER SITE coordinator to ensure that all SITE activities are progressing and that potential problems are being addressed. o Solicits vendors of innovative technologies through the publication of Requests for Proposals (RFPs) and any other means. o Selects technologies suitable for demonstration in coordination with OSWER SITE coordinator, OERR, OSW, and OWPE. 6-3 ------- OSWER DIRECTIVE 9380.2-02 o Develops technology summaries for internal and external use. o Manages evaluation contractor(s). o Develops cooperative agreement(s) with vendor(s). o Prepares reports on final results of demonstration projects and prepares summary information. o Is responsible for coordination with the Science Advisory Board, the Department of Energy, and the Department of Defense. ORD SITE Coordinator (OEETD) o Coordinates all SITE demonstration policy and organization issues for ORD. o Prepares joint site-specific decision document on demonstrations with OSWER SITE coordinator. o Reviews all major plans and reports. o Shares responsibilities for policy and direction of the overall SITE program with the OSWER SITE coordinator. ORD SITE Project Manager (ORD SPM) (HWERL) o In coordination with the OSC/RPM, manages the demonstration projects, including coordinating site and waste preparation, planning and conducting the analysis, and evaluating a specific demonstration project. o Develops site-specific demonstration plan and information materials specific to the technology to be demonstrated. o In conjunction with the appropriate ORD staff, performs technical review and QA/QC of any perfor- mance data or technical information before these are released to the public. o Informs the regional SITE coordinator (or Regional Management), the OSC/RPM, the regional Superfund community relations coordinator, the OSWER SITE coordinator, and other headquarters offices orally and in writing (status reports) about the ongoing technical activities at the site. 6-4 ------- OSWER DIRECTIVE 9380.2-02 o Compiles specific information materials for use in communications, technology transfer, and community relations activities in coordination with the ORD TPD and the regional Superfund community relations coordinator. (Staff responsible for specific activities, such as community relations, will use that information to prepare and distribute appropriate materials.) 6.1.2 OFFICE OF PROGRAM MANAGEMENT AND TECHNOLOGY (OPMT) The SITE program in OSWER is coordinated through the Office of Program Management and Technology (OPMT) in the Office of Solid Waste and Emergency Response (OSWER). It is represented by the OSWER SITE coordinator. OSWER and ORD share the responsibility for the overall direction and man- agement of the SITE program. OPMT has the lead responsi- bility for the impediment studies and for selecting sites where demonstrations will occur. OPMT assists ORD in the demonstration program by serving as a liaison with the regions, participating in the review of technologies, and assisting with the actual demonstrations. In addition, OPMT has lead responsibility for conducting the applications analyses and for implementing the communications and technology transfer activities. OPMT, with the assistance of OERR community relations staff, also assists the regional offices in meeting special community relations needs resulting from demonstration activities at specific Superfund sites. OSWIR SITE Coordinator o Shares overall responsibility for policy, organization, and direction of the entire SITE program with the ORD SITE coordinator. o Shares overall responsibility for SITE demon- stration implementation with the ORD TPD. o Meets routinely with the ORD TPD and the ORD SITE coordinator to ensure that all site activities are progressing and that potential problems are being addressed. o Provides the ORD SITE coordinator and ORD TPD with information on high-priority Superfund wastes, data needs, and available sites as a basis for selecting technologies. o Reviews technologies and matches them to appropriate sites for demonstration in coordina- tion with the ORD TPD, OERR, OWPE, OSW, the regional SITE coordinator, the regional OSC/RPMs, and the community relations coordinators. 6-5 ------- OSW?R DIRECTIVE 9380.2-02 o Prepares joint site-specific decision document on demonstrations in coordination with the ORD SITE coordinator. o Is responsible for coordination among the regional offices, OERR, OWPE, OSW, and the Office of External Affairs (OEA). Provides them with infor- mation and status reports; seeks comments on SITE activities; and provides these comments to the ORD SITE coordinator. o Coordinates overall SITE demonstration activities with the Association of State and Territorial Solid Waste Management officials and other interest groups. o Ensures implementation of the communications, technology transfer, and site-specific community relations activities and this internal coordination action plan. o Compiles and distributes general information materials, including site/technology-specific fact sheets required for communications, technology transfer, and community relations activities in coordination with the ORD SITE coordinator and the regional Superfund community relations coordinator, 6.1.3 OFFICE OF EMERGENCY AND REMEDIAL RESPONSE (OERR) OERR will support OPMT in an advisory role, providing information as needed for selecting and matching demon- stration technologies to wastes and sites. OERR will assist in implementing the SITE program by reviewing and commenting on materials generated. OERR will receive copies cf all information from the SITE program and will identify poten- tial audiences for these materials. The community relations staff within the Hazardous Site Control Division (HSCD) will also consult with OPMT on appropriate community relations activities for demonstration sites. 6.1.4 OFFICE OF WASTE PROGRAMS ENFORCEMENT (OWPE) AND OFFICE OF SOLID WASTE (OSW) OWPE and OSW will assist ORD and OPMT in choosing technologies for demonstrations and in matching the tech- nologies to the appropriate wastes and sites for demon- strations. They will also participate in the impediments studies. OSW will also help establish RCRA requirements that apply to the technologies to be demonstrated. 6-6 ------- OSWER DIRECTIVE 9380.2-02 6.1.5 EPA REGIONAL STAFF The regions will have primary responsibility for liaison with state officials and hazardous waste management pro- grams. They also will assist ORD and OPMT in selecting demonstration sites by providing site nominations. General regional SITE program responsibilities, such as site nomination and interactions with state officials, are vested in the regional Superfund management staff (i.e., branch chiefs or division directors). In response to a December 1, 1986, memorandum to the regions, all 10 EPA regional offices designated specific regional SITE coordinators. Therefore, these responsibilities have been assigned to the regional SITE coordinators with the understanding that regional management will review their decisions. The regional OSC/RPM is primarily responsible for the actual implementation of demonstrations at specific Superfund sites. Other key staff include the technology transfer contact and the regional community relations coordinator. Regional SITE Coordinator The regional SITE coordinator has general program responsibilities (not site specific) in the region and is the regional point of contact for the SITE program. In some regions, the regional SITE coordinator may also be the Super- fund technology transfer contact. Lead responsibilities and tasks include: o Coordinates with appropriate state and local agencies to provide information on the SITE program and activities. o Informs regional management, including division directors and the regional administrator, of SITE activities. Briefs regional management on state contacts as appropriate. o Discusses tentative demonstration sites with the OSC/RPMs and regional Superfund community rela- tions coordinator to identify issues of local com- munity concern and to determine if sites meet SITE criteria (including technology-specific criteria) developed by OSWER SITE coordinator. o Proposes list of demonstration sites to OSWER SITE coordinator; provides background information on how sites meet criteria and any additional site information requested by the OSWER SITE coordinator. o Distributes copies of information materials (provided by OSWER SITE coordinator) upon request. 6-7 ------- OSWER DIRECTIVE 9380.2-02 On-Scene Coordinator/Remedial Project Manager (OSC/RPM) The OSC/RPM is responsible for all ongoing removal and remedial activities at the site. These activities include the operation of the demonstration project, a responsibility that will be shared with the ORD SPM. Lead SITE program responsibilities and tasks include: o Provides overview of all demonstration activities. o Notifies the state of site selection prior to public notice and comment period; concurrent with public notice and comment period, initiates intergovernmental review process with the state; and notifies the state of final site selection and agreement with the applicant. o Provides the ORD SPM with access to the areas of the site required for the demonstration and with other support as required. o Provides assistance and information to the OSWER SITE coordinator in evaluating site nominations. o Solicits input from PRPs. o Coordinates with the OSWER SITE coordinator and the ORD SPM to identify site preparation needs and location of demonstration equipment. o Is responsible for coordinating with RCRA, TSCA, and other programs to define permitting needs at both the federal and state levels. Is also responsible for completing checklist to document NEPA functional equivalency. o Develops letter of agreement or revision to consent order (in coordination with Regional Counsel) with PRPs to address access and liability issues as appropriate. o Works with the CRC in conducting community relations activities, including the responsiveness summary and recommendations to headquarters on site/technology match. Regional Technology Transfer Contact In some regions, the Superfund technology transfer contact will be the same person as the regional SITE coordinator. In those regions, the responsibilities listed here should be added to those previously assigned to the regional SITE coordinator. Lead responsibilities and tasks include: 6-8 ------- OSW3R DIRECTIVE 9380.2-02 o Provides general information on the SITE program to interested parties. o Distributes results of SITE demonstrations to interested parties and participates in other tech- nology transfer activities outlined herein. Regional Superfund Community Relations Coordinator (CRC) The regional Superfund community relations coordinator works with the OSC/RPM in conducting site-specific community relations activities at demonstration sites. Program responsibilities and tasks include: o Seeks community input (general public, residents near demonstration sites, and industry groups) on SITE program—both in general and on site-specific issues. o Provides assessment of community concerns during the screening of sites (has no discussion of SITE program with the community before tentative site selection). o Works with the OSC/RPM or SITE coordinator in soliciting local public comments by conducting briefings and workshops. (At least one information briefing for the community is strongly suggested after tentative site selection and/or during the public comment period.) o After tentative site selection, and prior to the formal public comment period, seeks comments from communities on technologies and sites. o Prepares site-specific demonstration fact sheet for the community- o Issues public notices on the tentative site/ technology match to local newspapers and holds public meeting. Mails copies of the public notice and the site-specific demonstration fact sheet to individuals on the local SITE mailing list. o Coordinates with the OSC/RPM on the responsiveness summary. o Once the demonstration plan for the site has been completed, coordinates with the OSC/RPM on whether to hold a second public notice and comment period on the plan. 6-9 ------- OSWER DIRECTIVE 9380.2-02 o Works with the OSC/RPM or ORD SPM in implementing community relations activities. Possible activities could include: Workshops Briefings Community meetings Site tours Observation deck On-scene information office Open house o Places copies of, all pertinent and appropriate materials in the local information repository(s). 6.1.6 STATE STAFF State staff involvement in the SITE demonstration program will vary depending upon whether the demonstration is conducted at a federal- or state-lead site. In addition, the state will have a chance to participate in the planning process through the intergovernmental review process. State staff responsibilities are discussed below: o Federal-lead site. EPA regional staff will coordinate with state staff prior to and during the nomination of a federal-lead site for demon- stration activities. Issues will include permitting requirements and the suitability of the site for a possible demonstration. o State-lead site. EPA regional staff will also coordinate with state staff prior to and during the nomination of a state-lead site for demon- stration activities. If a demonstration occurs at a state-lead site, state staff will assume responsibilities similar to those assumed by the regional OSC/RPM at a federal-lead site. Use of a state-lead site for a demonstration may require modifications to the state cooperative agreement or development of a new cooperative agreement to cover the demonstration activities. Decisions about these and other interagency issues will be made on a site-by-site basis. Table 6-2 summarizes the major responsibilities of key staff. 6-10 ------- OSWER DIRECTIVE 9380 2-02 Table 6-2 SUMMARY OF MAJOR STAFF RESPONSIBILITIES ORD SITE Technical Program Director: (ORD TPD) ORD SITE Coordinator: ORD SITE Project Manager: (ORD SPM) OSWER SITE Coordinator: Office of Emergency and Remedial Response, Office of Waste Programs Enforcement, and Office of Solid Waste: Manages technical program within ORD. Primary lead responsibilities include solicitation of vendors, selection of suitable technologies, management of evaluation contractor, prepara- tion of annual report to Congress, and imple- mentation of the R&D program. Maintains liaison with OSWER and ORD SITE coordinators. Has overall ORD responsibility for the SITE program including policy, organization, and program development and direction. Maintains liaison with OSWER SITE coordinator and jointly prepares site-specific decision document. In coordination with the OSC/RPM, manages the demonstration projects, including planning and conducting the demonstration and analyzing and evaluating the results of specific demonstration projects. Coordinates all OSWER SITE activities and maintains overview of all SITE activities. Primary lead responsibilities include matching technologies to appropriate sites, preparing joint site-specific decision document, and maintaining regular contact with the regional SITE coordinator, ORD SITE coordinator, and other offices. Coordinates with OSC/RPM and ORD SPM to resolve institutional/regulatory issues on individual demonstrations. Implements SITE communication and technology transfer program. Provides oversight of community relations plan. Assist in the evaluation of technologies and the matching of chosen technologies to appropriate sites for demonstration. Help to resolve operational problems and legal/ institutional impediments at demonstration sites. Superfund Regional Management Staff: Regional SITE Coordinator: (or Regional Management) Initiates contact with states, as necessary and provides overview of demonstration activities. Has general SITE program responsibilities in the region. Primary lead responsibilities include acting as point of contact for the regional office and interacting with appropriate state officials. 6-11 ------- OSWER DIRECTIVE 9380.2-02 Table 6-2 (Continued) On-Scene Coordinator/ Responsible for all ongoing removal and Remedial Project Manager: remedial activities including the operation of the demonstration project, a responsibility that may be shared with the ORD SITE project manager. Also responsible for identification and resolution of regulatory issues and site preparation needs. Provides site-specific information in support of site nomination process. Initiates the intergovernmental review process with states. Regional Technology Distributes SITE demonstration evaluation Transfer Contact: results and related information to interested parties. In some regions, will be the regional SITE coordinator. Regional Superfund Responsible for working with the OSC/RPM or Community Relations ORD SPM to implement community relations Coordinator: (CRC) activities for the demonstration project. 6-12 ------- OSWER DIRECTIVE 9380.2-02 6.2 ACTIVITIES DURING THE SITE DEMONSTRATION STAGE The previous discussion described the roles and responsibilities that each program office and its key staff will assume in the SITE demonstration stage. This section presents the same information organized in chronological order by activity to provide a clear understanding of both the sequence of events and the staff responsibilities for each activity. Table 6-3 lists the major steps in the demonstration stage. Figure 6-1 presents a timeline of the major steps. Table 6-4 summarizes the action plan for internal coordination of the SITE program during the demonstrations and indicates the roles of key staff. It is organized by event, beginning with the development of the SITE program and concluding with the evaluation and publication of demonstration results. In addition to illustrating the lead responsibilities discussed previously, the table also identifies both support and review functions. In this context, "support" means to assist with and "review" means to review and comment on a proposed product or approach. 6-13 ------- OSWER DIRECTIVE 9380.2-02 Table 6-3 STEPS IN THE DEMONSTRATION STAGE OF THE SITE PROGRAM Development of the SITE Program Publish CBD announcement soliciting technologies Select technologies for demonstration Solicit site nominations from regions Select tentative sites for demonstrations Conduct communications activities (continuous) Development of the Joint Site-Specific Decision Document Publish local notice of proposed site/ technology match for public comment Respond to comments and develop decision document Issue public notice of final decision document Conduct of Site-Specific Demonstrations - Identify and resolve regulatory issues Develop demonstration plan Finalize cooperative agreements Prepare site and mobilize equipment Conduct demonstration Conduct community relations activities (continuous) Evaluate demonstration results Publish demonstration results Conduct technology transfer activities 6-14 ------- Table 6-4 ACTION PLAN FOR INTERNAL COORDINATION OF THE SITE PROGRAM DURING THE DEMONSTRATION STAGE Activity Regional Regional Technology ORD ORD SITE OSHER Site OERR/ Management SITE Transfer TPD Coordinator ORD SPM Coordinator OWPE/OSW Staff Coordinator Contact OSC/RPM CRC Development of the SITE Program o Define priority wastes and types of data needed to solect technologies. R R o Compile general information on SITE demonstration program. S S L R L o Make initial contact with states. o Develop communications and technology transfer plans. o Provide headquarters with Information on community issues. Technology and Site Selection and Hatching o Solicit vendors. o Determine technologies to be used. o Regional offices submit candidate sites. o Match technologies with specific sites. o Determine level of community interest. o Contact states and local authorities about possible site selection. L R R L S S S S L O W S M W O W vo u> CD o t O K) ------- Activity 2. Public Notice and Comment on Proposed Site/Technology Match o Initiate 60-day Intergovernmental review to inform state of pro- posed site/technology match. o Issue local public notice. Table 6-4 (continued) Regional Regional Technology ORD ORD SITE OSWER Site OERR Management SITE Transfer TPD Coordinator ORD SPM Coordinator OWPE/OSH Staff Coordinator Contact OSC/RPM CW S S S L S S L o Provide community with notice and site information. o Mall notices to appropriate groups and individuals. o Solicit public comments from community (30-day comment period) . o Distribute information to repositories. Development of the Joint Site- Specific Decision Document o Write letters and make follow-up calls to state about site selection. o Respond to public comments and prepare responsiveness summary and recommendations to headquarters. o Prepare joint site-specific decision document on final site/technology match. o Distribute copies to regional SITE coordinators. o Distribute copies to states. o Issue public notice and mail copies to local SITE mailing list. O CD O | o ------- Table 6-4 (continued) Activity ORD TPD o Implement national communications program. o Distribute information to repositories. 4. Implementation of the Demonstration o Identify and resolve regulatory issues. o Sign agreements with vendors. o Notify state of schedule of activities. o Manage demonstration, > evaluation, and analysis. o Develop demonstration plan. o Conduct mandatory 60-day state review of plan, if requested by state. o Prepare status reports. o Inform regional management and state officials of progress. o Develop and implement other site-specific community relations activities, including discretionary public notice and comment on demonstration plan. o Implement national communications and technology transfer activities. o Distribute information to repositories. ORD SITE Coordinator ORD SPM S R L L OSHER Site OERR/ Coordinator OHPE/OSH Regional Management Staff Regional Technology SITE Transfer Coordinator Contact OSC/RPM CRC R (OERR) L L S L S L S S O CO s: M O H W O ^ M vo 00 o t Ni 0 ------- Table 6-4 (continued) Activity 5. Evaluation and Publication of Results o Prepare demonstration result reports. o Disseminate reports for internal peer review. o Respond to comments and prepare final technical reports. o Implement technology transfer activities. o Distribute technical reports. I (-j oo o Distribute technology transfer products. o Distribute information to repositories. Key: L: Lead S: Support R: Review Regional Regional Technology ORD ORD SITE OSWER Site OERR/ Management SITE Transfer TPD Coordinator ORD SPH Coordinator OWPE/OSW Staff Coordinator Contact OSC/RPM CRC S R R R R S S L R S S S L R L S R R L L » W O <£> U> OO O • ro o NJ ------- Figure 6-1 Estimated S^edule of SITE Program Tasks and Milestones MONTH: 9 10 11 12 13 14 15 16 17 18 19 20// 23 24 (Ti I Advertise In CBD < Deadline for •ubmlitlon of propoul Select technologies for demonstration Notify developed of acceptance, conditional acceptance, or refusal* Request tlte nominations from region Regions submit site nominations Headquarters evaluates nominations, narrows down number of sites, and obtains developer feedback Regions Informally solicit comments from community, PRPs, state and local government on specific sites Tentatively select sites Prepare Informational materials on proposed site/technology match; begin Identifying Issues and scoping the demonstration plan Conduct 30-day local notice and public comment period Conduct 60-day Intergovernmental review process with states. Agency considers public comments and prepares responsiveness summary Agency prepares Joint site-specific decision document on site/technology match Ident'fy and resolve regulatory Issues Develop demonstration plans 30-day public notice and review of demonstration plan (at region's discretion) Prepare Cooperative Agreement for developer* * Initiate site preparation activities Revise end sign Cooperative Agreement Prepare site; mobilize and shakedown equipment Conduct demonstration* • • Draft report on demonstratlon(s) available to regions Conduct technology transfer activities; final report to follow • Conditionally accepted developers would be required to provide additional Information. • • 60 day Intergovernmental review of Cooperative Agreement Is mandatory if state requests It. • • • Length of demonstration will vary from 4 weeks (e.g.. some thermal processes) to several years (e.g., in-sltu hlodegradatlon) depending on the technology. ------- OSWER DIRECTIVE 9380.2-02 6.3 TECHNOLOGY DEMONSTRATIONS AS PART OF OTHER AGENCY ACTIONS Because of the need to develop information on the treatability of Superfund wastes or the performance of certain treatment technologies when applied to Superfund wastes, the Agency will be gathering data on existing and innovative technologies from a variety of sources over the next several years. Whenever these tests or demonstrations are conducted, be it for determining best demonstrated available technology (BOAT); establishing cleanup performance specifications; or verifying compliance with design, construction, or regulatory standards; and no matter what the funding source, it will be important to collect data in a consistent manner so that these data may be used throughout the Superfund program for the widest possible applications. Issues requiring especially careful coordination will include: o Standardization of the type and amount of data collected, testing procedures, data collection procedures, and reporting o Quality assurance and quality control procedures In these cases, based on the experience gained from the SITE program, ORD may be asked to assist OERR or the regions by contracting with vendors, writing QA/QC procedures and plans, reviewing testing protocols or test results, conduct- ing tests, evaluating technology performance, writing demon- stration reports, or aiding with other similar activities as may be necessary. Innovative technologies that are demonstrated either as part of ongoing removal actions or remedial planning, design, and construction activities may also be undertaken as part of the SITE program. Where these demonstrations occur as part of routine response actions, they will be conducted on a "fast-track" basis, out of "synch" with the annual SITE dem- onstration selection process. In this case, it is not the intent of the SITE program to impede site cleanup activ- ities but rather to gather data on how well the technology is working. Possible opportunities for SITE demonstrations during routine response actions should be identified to the OSWER SITE coordinator as soon as possible for considera- tion. In general, the responsibilities for "fast-track" SITE demonstrations will be the same as described previously in this section. Typically, most site activities will be accomplished by the OSC/RPM and the ORD SPM working together and agreeing on how the testing and demonstration will be conducted. 6-20 ------- |