Advanced Technology Solar Telescope ATST Enclosure Contracting Approach

Advanced Technology Solar Telescope (ATST) Enclosure Contracting Approach / SOW Mark Warner January 2006

Enclosure Systems Design Review Topics of Discussion Overview & Charge to Committee (Mark) 6 Major Parts of SDR: n n n SRD Flow-down & Error Budgets (Rob Hubbard) Specifications (Le. Ellen Phelps) Reference Designs (Le. Ellen) Lunch n n n Performance & Analyses (Le. Ellen) Contracting Approach (Mark Warner) Risk Areas (Le. Ellen) Plans for Future Work (Le. Ellen) AOB Executive Session (closed session for committee members) Feedback from Committee (All Hands) --------------------------------------------------- Dinner 6/8/2021 January 18, 2006 Overview & Charge to Committee 2

Enclosure Contracting Approach Presentation Overview • Contracting Approach • Process • Solicitation Plan • • Selection Plan Selection Criteria • Request for Proposal • Statement of Work • Contracting Issues • Next Steps 6/8/2021 January 18, 2006 Enclosure Contracting Approach 3

Enclosure Contracting Approach • Contracts administration performed “in-house” • ATST Contracts Officer • Enclosure contract to comply with Federal regulations • Contract to be negotiated firm fixed price • Modifications evaluated, negotiated, & formally changed by CO • Competitive procurement • Formal Solicitation Plan 6/8/2021 January 18, 2006 Enclosure Contracting Approach 4

Enclosure Contracting Approach - Process 1. 3. 4. Develop SOW, Spec, ICDs, and all supporting documents Create and document Reference Design & supporting analyses (RDSA) Draft Solicitation Plan Draft Request for Proposal 4. 5. 6. Formalize Solicitation Plan and RFP Issue and advertise RFP Evaluate proposals & select vendor 2. 6/8/2021 January 18, 2006 Enclosure Contracting Approach D&D Phase Bid Phase 5

Enclosure Contracting Approach - Process 7. Negotiate Contract with Awardee: n Contractual exceptions and changes n Technical exceptions and changes n Payments 8. Obtain NSF, AURA approval 9. Begin the Work • • Assign a COTR Kick-off meeting… 6/8/2021 January 18, 2006 Bid Phase (cont. ) Construction Enclosure Contracting Approach 6

Enclosure Solicitation Plan • Formal Solicitation Plan includes 3 major items: • • • Selection Plan Selection Criteria Request for Proposal 6/8/2021 January 18, 2006 Enclosure Contracting Approach 7

Enclosure Solicitation Plan – Selection Plan • Selection Plan: • Walks through selection process -- establishes “rules of the game”: • Defines RFP • Defines Source Selection Criteria (SSEB, scoring, etc. ) • Proposal Phase (solicitation of bidders, how Q&A with bidders is handled, etc. ) • Review Phase (evaluation process, site visits, etc. ) • Results & Recommendation for Award • (Contract Negotiations) • (Approval Process) • Initial draft document in notebook • Will be further developed and formalized by Contract Officer 6/8/2021 January 18, 2006 Enclosure Contracting Approach 8

Enclosure Solicitation Plan – Selection Criteria • Scoring system used to evaluate proposals • • • Formalized before RFPs go out the door Not disclosed outside of SSEB, CO, and PM Scoring in four major Qualifications categories: • • • Technical Management QA/QC Safety Costs evaluated separately from Qualifications Selection is a balance between Qualifications scores and Cost • Goal is to obtain the best value for Project; I. e. , greatest “Bang for the Buck” that meets requirements 6/8/2021 January 18, 2006 Enclosure Contracting Approach 9

Enclosure Request for Proposal - Contents • Proposal Instructions & Forms n Contents & structure of proposals are important! Match Qualifications scoring categories Cost format is also important • Sample Contract • • • SOW Specifications Document ICDs Supporting Docs (e. g. , Safety & Health Spec. , Common Services Document) Miscellaneous Docs (e. g. , coordinate systems, glossary) Contractual clauses & terms • RDSA sent as separate document 6/8/2021 January 18, 2006 Enclosure Contracting Approach 10

Enclosure Statement of Work • The Work: n“Development, design, analysis, procurement, fabrication, factory assembly, factory acceptance testing, disassembly, packaging, transportation, delivery, Site assembly, and Site acceptance testing of a [turn-key] Telescope Enclosure” 6/8/2021 January 18, 2006 Enclosure Contracting Approach 11

Enclosure SOW • Work divided in 8 distinct “phases” • Deliverables defined for each phase • Payments tied to deliverables, key milestones, project phases 6/8/2021 January 18, 2006 Enclosure Contracting Approach 12

Enclosure Phase 1: Planning & Development • Short duration phase (~1 month) • Major deliverables: n Project kick-off meeting • Review proposed design & plans • Initial ICD discussions n n n 6/8/2021 January 18, 2006 Project Plan QA Plan Safety Plan Enclosure Contracting Approach 13

Enclosure Phase 2: Preliminary Design • Phase 2 expected to take ~9 -12 months • Major deliverables: n Preliminary Design Documentation • • • Updated Project, QA, Safety Plans Compliance Matrix Preliminary Designs of entire Enclosure (3 d models, analyses, etc. ) • Preliminary ICDs • Initial/Preliminary/Draft plans for factory & site fabrication and assembly, packaging & transport, etc. n n Final Design of Enclosure Foundations Preliminary Design Review 6/8/2021 January 18, 2006 Enclosure Contracting Approach 14

Enclosure Phase 3: Final Design • Phase 3 expected to take ~6 -8 months • Major deliverables: n Final Design Documentation • • • n n Updated Project, QA, Safety Plans Updated Compliance Matrix Final Designs of entire Enclosure (3 d models, 2 d drawings, analyses, COTs equipment, etc. ) Final ICDs Initial Fabrication Plans Updated plans for factory & site fabrication and assembly, packaging & transport, etc. Final Design Review Oversee construction of foundations on Site 6/8/2021 January 18, 2006 Enclosure Contracting Approach 15

Enclosure Phase 4: Procurement & Fabrication • Phase 4 expected to take ~10 months • Major deliverables: n n Fabrication drawings & specifications Procurement & fabrication of Enclosure Components Procurement & fabrication of Special Equipment Preliminary F-ATP • Manufacturing Inspection Points (MIPs) n Payment milestones 6/8/2021 January 18, 2006 Enclosure Contracting Approach 16

Enclosure Phase 5: Factory Assembly & Testing • Phase 5 expected to take ~8 months • Major deliverables: n n n F-ATP Assembly & Test of Enclosure Test Results Manuals & Training As-built Drawings, Specs, Models Preliminary S-ATP 6/8/2021 January 18, 2006 Enclosure Contracting Approach 17

Enclosure Phase 6: Packaging & Transportation • Phase 6 expected to take ~3 months • Major deliverables: n n Packaging and Transport Plan Disassembly & Packaging of Enclosure Transport to Site Special Equipment Transport to Site 6/8/2021 January 18, 2006 Enclosure Contracting Approach 18

Enclosure Phase 7: Site Assembly & Testing • Phase 7 expected to take ~12 months • Major deliverables: n n S-ATP Site Fabrication, Assembly & Testing of Enclosure • Rework as required • Acceptance by AURA n Test Results 6/8/2021 January 18, 2006 Enclosure Contracting Approach 19

Enclosure Phase 8: Project Close-Out • Warranty period: 1 year • Longer? E. g. , into initial operations? • Archived files at Contractor’s facility: 5 years • Phases 1 -7 expected to take ~38 months 6/8/2021 January 18, 2006 Enclosure Contracting Approach 20

Enclosure Contracting Issues • Statement of Work: • • • Specify separate safety reviews (apart from PDR and FDR) Enclosure foundations: schedule, authority of Contractor, approval of work, etc. Enclosure parts storage on/near Site needs better definition (i. e. , where? ) • Contract: • How do we handle NIC delays (e. g. , Site work not complete, Petrel nesting issues, etc. )? 6/8/2021 January 18, 2006 Enclosure Contracting Approach 21

Enclosure Contracting Next Steps • Complete SOW • Develop Solicitation Plan • Selection Criteria • Develop Request for Proposal • Bid Instructions & format of proposals 6/8/2021 January 18, 2006 Enclosure Contracting Approach 22