ATST Telescope Mount Assembly Contracting Approach SOW Mark

ATST Telescope Mount Assembly Contracting Approach / SOW Mark Warner, January 2006

TMA Systems Design Review Topics of Discussion Overview & Charge to Committee (Mark) 6 Major Parts of SDR: n SRD Flow-down & Error Budgets (Rob Hubbard) n Specifications (Mark) n Reference Designs (Bret Goodrich, Mark) Lunch n Performance & Analyses (Myung Cho) n Contracting Approach (Mark) n Risk Areas (Mark) Plans for Future Work (Mark) AOB Executive Session (closed session for committee members) Feedback from Committee (All Hands) ------------------------------------------Dinner 9/26/2020 January 19, 2006 TMA Contracting Approach 2

TMA Contracting Approach Presentation Overview • Contracting Approach • Process • Solicitation Plan • • Selection Plan Selection Criteria • Request for Proposal • Statement of Work • Contracting Issues • Next Steps 9/26/2020 January 19, 2006 TMA Contracting Approach 3

Telescope Mount Assembly Contracting Approach • Contracts administration performed “in-house” • ATST Contracts Officer (CO) • TMA 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 9/26/2020 January 19, 2006 TMA Contracting Approach 4

Telescope Mount Assembly 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. 9/26/2020 January 19, 2006 TMA Contracting Approach D&D Phase Bid Phase 5

Telescope Mount Assembly 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… 9/26/2020 January 19, 2006 Bid Phase (cont. ) Construction TMA Contracting Approach 6

Telescope Mount Assembly Solicitation Plan • Formal Solicitation Plan includes 3 major items: • • • Selection Plan Selection Criteria Request for Proposal 9/26/2020 January 19, 2006 TMA Contracting Approach 7

Telescope Mount Assembly 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 9/26/2020 January 19, 2006 TMA Contracting Approach 8

Telescope Mount Assembly 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 9/26/2020 January 19, 2006 TMA Contracting Approach 9

Telescope Mount Assembly 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 9/26/2020 January 19, 2006 TMA Contracting Approach 10

Telescope Mount Assembly 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 Mount Assembly” 9/26/2020 January 19, 2006 TMA Contracting Approach 11

TMA SOW • Work divided in 8 distinct “phases” • Deliverables defined for each phase • Payments tied to deliverables, key milestones, project phases 9/26/2020 January TMA Contracting Approach 12

Telescope Mount Assembly 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 9/26/2020 January 19, 2006 Project Plan QA Plan Safety Plan TMA Contracting Approach 13

Telescope Mount Assembly 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 TMA (3 d models, analyses, etc. ) • Preliminary ICDs • Initial/Preliminary/Draft plans for factory & site assembly, packaging & transport, etc. n n Final Design of TMA Pier Preliminary Design Review 9/26/2020 January 19, 2006 TMA Contracting Approach 14

Telescope Mount Assembly Phase 3: Final Design • Phase 3 expected to take ~6 -10 months • Major deliverables: n Final Design Documentation • • • n n Updated Project, QA, Safety Plans Updated Compliance Matrix Final Designs of entire TMA (3 d models, 2 d drawings, analyses, COTs equipment, etc. ) Final ICDs Initial Fabrication Plans Updated plans for factory & site assembly, packaging & transport, etc. Final Design Review Oversee construction of TMA pier on Site 9/26/2020 January 19, 2006 TMA Contracting Approach 15

Telescope Mount Assembly Phase 4: Procurement & Fabrication • Phase 4 expected to take ~10 -12 months • Major deliverables: n n Fabrication drawings & specifications Procurement, fabrication, and assembly of TMA Procurement, fabrication, and assembly of Special Equipment Preliminary F-ATP • Manufacturing Inspection Points (MIPs) n Payment milestones 9/26/2020 January 19, 2006 TMA Contracting Approach 16

Telescope Mount Assembly Phase 5: Factory Assembly & Testing • Phase 5 expected to take ~4 -6 months • Major deliverables: n n n F-ATP Assembly & Test of TMA Test Results Manuals & Training As-built Drawings, Specs, Models Preliminary S-ATP 9/26/2020 January 19, 2006 TMA Contracting Approach 17

Telescope Mount Assembly Phase 6: Packaging & Transportation • Phase 6 expected to take ~3 months • Major deliverables: n n Packaging and Transport Plan Disassembly & Packaging TMA Transport to Site Special Equipment Transport to Site 9/26/2020 January 19, 2006 TMA Contracting Approach 18

Telescope Mount Assembly Phase 7: Site Assembly & Testing • Phase 7 expected to take ~6 months • Major deliverables: n n S-ATP Site Assembly & Testing of TMA • Rework as required • Acceptance by AURA n Test Results 9/26/2020 January 19, 2006 TMA Contracting Approach 19

Telescope Mount Assembly Phase 8: Project Close-Out • Warranty period: 1 year n n Or longer? E. g. , into initial Ops phase? SOAR experience • Archived files at Contractor’s facility: 5 years • Phases 1 -7 expected to take 40 -50 months 9/26/2020 January 19, 2006 TMA Contracting Approach 20

Telescope Mount Assembly Contracting Issues • Statement of Work: • • • Specify separate safety reviews (apart from PDR and FDR) TMA pier & foundations: schedule, authority of Contractor, approval of work, etc. TMA parts storage on/near Site needs better definition (i. e. , where? ) • Contract: • • Change order management plans How do we handle NIC delays (e. g. , Enclosure work not complete)? 9/26/2020 January 19, 2006 TMA Contracting Approach 21

Telescope Mount Assembly Next Steps • Complete SOW • Develop Solicitation Plan • Selection Criteria • Develop Request for Proposal • Bid Instructions & format of proposals 9/26/2020 January 19, 2006 TMA Contracting Approach 22