DICCE2 Industry Day Presentation Slides

Transcript DICCE2 Industry Day Presentation Slides

DICCE2 Industry Day September 23, 2015

Agenda

• • • • • • • • • Introductions and Overview Common Terms NSDD Program Overview DICCE2 Scope Overview Government Furnished Property (GFP) Program Documents Draft RFP Documents Overview Contracting Considerations Unique Considerations 2

Overview

• Purpose of Industry Day – Provide acquisition information • Business/contracting considerations • Technical requirements – Obtain industry input and feedback – Network opportunity

Overview

•

Notice

– Presentation is based upon current information and plan of action – Everything is subject to change – Input may be considered – Request for Proposal is the only document that is to be relied upon in determining the Government’s needs

Overview

•

Instructions for Question/Comments

– Questions/comments will be taken on 3X5 index cards provided – You may also submit questions/comments to the DICCE2 inbox at [email protected]

, up to two weeks before DICCE2 Request for Proposal posting closes on October 7, 2015.

– Any applicable responses to questions/comments will be posted in the FedConnect located at https://www.fedconnect.net/FedConnect/?doc=DE-SOL 0008449&agency=DOE

Common Terms

• • A selection of terms likely to be heard at Industry Day.

See Program documents for other acronyms and definitions

Common Terms

• • • • • DICCE – Design Integration Construction Communications and Engineering SLD – Second Line of Defense (legacy program name) FTMS – Foreign Travel Management System MOU – Memorandum of Understanding 4.2 – The current version of CAS System Requirements Specification (SRS)

Common Terms

RPM: Radiation Portal Monitor - The radiation detection device installed at a control point through which traffic passes. Typically these devices are fixed radiation monitors with two pillars, a master pillar and a slave pillar Pillar Pillar: A pillar, master and/or slave, is the major sub-unit of an RPM that contains the actual occupancy sensor, radiation sensor, and speed sensor

Common Terms (cont’d)

Group: The term used for one or multiple sites awarded on the same SOW and managed as a single project.

Site: The location at which an installation occurs. This may be a port, airport, border crossing, rail crossing, training center, etc.

Gate: An access point (entry and/or exit) to a particular site. Typically a gate will have one or more lanes with traffic passing through

Common Terms (cont’d)

Lane: The areas through which vehicles or pedestrians travel to be scanned. Lanes consist of the RPM, protective bollards, cameras, speed control methods, and any other items specific to that scanning area. Lanes are identified numerically on design and requirements documents. Drop Arm Camera Pillar Bollard Lane 003 Lane 001 Lane 002

Common Terms (cont’d)

CAS: Central alarm station - The CAS is the physical location at which alarms/events for a given collection of lanes are evaluated by designated host country staff. Software used to run the CAS is referred to as CAS software LAS: Local alarm station - An alarm station near a RPM where the operator can control traffic, see the RPM alarm data, and take immediate action as necessary MDS: Mobile detection system – A radiation detection system specifically designed to be moved from location to location; NSDD MDS units are designed to fit inside a van.

Handhelds: Radiation detectors small enough to be hand-carried

Common Terms (cont’d)

CM: Federal Country Manager GA: General arrangement drawings - Similar to a conceptual design; shows the general layout of the planned installation. LCS: Local construction subcontractor – Performs the construction at installation sites. LMP: Local maintenance provider – A subcontractor that will perform maintenance on installations following acceptance of the site. MDQ: Minimum detectable quantity – An estimate of the minimum amount of material that an RPM can detect under the specific conditions at the site where it is deployed.

DRD: Design Requirements Document – The site specific document that lays out the contract requirements for the installation

NSDD Program Overview

Organization

Strategic Planning And Integration

Office of Material Management and Minimization

Assistant Deputy Administrator Pete Hanlon Associate Assistant Deputy Administrator Vacant Conversion Nuclear Material Removal Material Disposition Construction/Program Analysis

Office of Nonproliferation and Arms Control

Assistant Deputy Administrator Kasia Mendelsohn Associate Assistant Deputy Administrator Vacant International Nuclear Safeguards Nuclear Controls Nuclear Verification NPAC Policy

Defense Nuclear Nonproliferation

Deputy Administrator Anne Harrington Principal Assistant Deputy Administrator Dave Huizenga Chief Operating Officer Terry Geliske

Office of Global Material Security

Assistant Deputy Administrator Art Atkins Associate Assistant Deputy Administrator Elly Melamed International Nuclear Security Radiological Security Nuclear Smuggling Detection and Deterrence

Office of Research and Development

Assistant Deputy Administrator Rhys Williams Associate Assistant Deputy Administrator Edward Watkins Proliferation Detection Nuclear Detonation Detection 15

NSDD Vision and Mission

• • Vision: A world with a robust nuclear security infrastructure to prevent, detect, and investigate the smuggling of dangerous nuclear and radiological material Mission: Support a layered global nuclear security infrastructure to prevent the smuggling of dangerous nuclear and radiological material 16

NSDD Focus Areas and Accomplishments

• NSDD strategy incorporates a threat-based, defense-in-depth approach to target efforts and maximize effectiveness – Deployment of fixed and mobile systems to close key gaps along high-risk smuggling pathways • Since 1998, deployed to 550 sites in 56 countries • More than 90 MDS units deployed – – Transition of long-term responsibility to partners within 3-5 years • Focus on training, workshops, and exercises, as well as support for maintenance, regulations development, and program management – 200 training events and 15 workshops and exercises completed this year • More than 450 sites transitioned to date Forensics engagements to build awareness, capacity and improve technical expertise • Not a part of DICCE 2 scope 17

Program Structure

• NSDD’s work consists of two principal components: – Implementation: Installation and deployment of radiation detection equipment at border checkpoints, airports and seaports, internal locations and other controlled land and maritime borders • Recipient organizations typically include Customs, Border Police, and interior law enforcement authorities – Sustainability: Guidance, methodology and practical transition support for partner country assuming fully operational, maintenance and management responsibilities • Assessment tools and metrics to track performance and progress • Training, workshops, and exercises • Maintenance assistance, including Help Desk support 18

NSDD Laboratories and Contractors

• National Laboratories – PNNL: Sustainability, MDS, National Comms – LANL: Equipment testing, Forensics – ORNL: Data Analysis – SNL: Comms systems and design support – LLNL: Forensics • Current Direct Fed Contractors – NorthStar and SES-TECH: (DICCE) Design and installation for fixed and mobile system deployments • Subcontracts with equipment and software vendors: Rapiscan, Aspect, SERCO, Siemens, Schneider – MIRA Facilities: Budget and project support – Culmen International (via ORNL): Contract support, project and technical resources, forward deployed resources, sustainability – International Services and Advisors (ISA): Strategic planning, FSU team member, forward deployed – – Technology Ventures, Inc. (TVI): Warehousing GenQuest: Contract support – Salmon: Contract support 19

Agreements

• • • • • • NSDD works under two types of Agreements: – Legally binding Implementing Agreements or Arrangements –

Non-Binding Memorandum of Understanding (MOU)

Both provide the legal framework for performing the work In practice, both are political agreements Standard templates for MOUs are modified through negotiation with partners Clauses on value added tax (VAT) and customs clearance are in all agreements Because of their non-legal status, MOUs tend to be easier to negotiate and are the most common 20

Engagement Phases

NSDD maintains partner capacity during Sustainability phase NSDD refreshes partner capacity as necessary during the post-transition phase NSDD builds partner capacity during the Implementation phase

IMPLEMENTATION SUSTAINABILITY POST-TRANSITION

Implementation

– Installation of fixed radiation detection equipment at border checkpoints, airports, feeder and large container seaports   Site Survey Equipment Selection   Design Final Design and Permitting   Procurement Construction / Installation of Equipment   Initial Operator and Maintenance Training Testing – Typically, mobile radiation detection system (MDS) vans are assembled OCONUS under NSDD direction • All installations and MDS vans include computer equipment and associated communications systems for a site-level central alarm station (CAS)  National Communications Systems link sites and provide near real time data for management oversight of operations, maintenance, and reachback 22

Implementation:

Secondary Inspection Equipment

ORTEC Detective Flir IdentiFINDER

Identify Health and Safety

Spectroscopic Portal Monitor

Sensor Technology Engineering Radiation Pager PRD TSA Survey Meter Thermo Scientific PackEye radiation detection backpack

Implementation: NSDD Mobile Detection Systems (MDS)

• • MDS complements fixed detection equipment and are a critical component of NSDD’s layered, defense-in-depth architecture Powerful nuclear security tool for border controls and law enforcement operations – Along “green” borders – Response to intelligence or information alert related to smuggling activity – – Law enforcement sting operations Political boundaries where fixed equipment installations are impractical, unauthorized or unwanted. – Temporary replacement for fixed RPM installation – Major public events

Roadside operations (white van in foreground) Backpack Backpack used in field training exercise

Implementation: National Communications System (NCS)

Established:

Georgia (2009) Armenia (2011) Slovakia (2014) Latvia (2014) Estonia (2014) Mongolia (2013) Russia - AAMIS (2011)

Underway:

Kyrgyzstan (2011) Bulgaria (2012) Azerbaijan (2012) Moldova (2014) Kazakhstan (2014) Romania (2014) 25

Implementation: Specialized Radiation Detection Equipment

• Transshipped containers at large container ports: To address the challenge of scanning transshipped containers, NSDD developed two new technologies – Radiation Detection Straddle Carrier (RDSC): RDSC drives over containers as they are stacked in a port’s yard and scans them for the presence of radiation – Mobile Radiation Detection and Identification System (MRDIS): can be driven throughout a port and strategically positioned to maximize scanning – – Allows for scanning as containers are discharged from vessel System can be relocated as needed (e.g., repositioned when the crane moves)

MRDIS RDSC

Discreet RPM installations: • While clearly visible radiation portal monitors (RPMs) provide a measure of deterrence, there are applications where less-visible RPM installations are desirable • RPM can be architecturally blended into surrounding infrastructure without sacrificing performance • RPM can be integrated into functional items commonly found in public areas and at major public events (e.g., stanchions)

Discreet RPM Installation

Program Scope and Activities: Sustainability

NSDD works with partner countries to develop a sustainable system, supporting their transition (3 to 5 years) to assume full operational and management responsibilities by providing assistance in the following areas:

     Overall Guidance and Planning  Estimating tools for costs and staffing  Support for alarm response procedures Assuming Maintenance Responsibilities  Identify and train local maintenance provider  Provide for maintenance for ~ 3 years  Access to NSDD Help Desk Developing Indigenous Training Capacity  Training support and materials  Train the Trainer Programs Track System Performance  Assurance visits, exercises and data analysis Encouraging Regional Cooperation – DICCE assistance with

logistics as needed

 Resources for cross-border exercises and collaboration,  regional conferences and seminars

Help Desk trend analysis Promotes long-term, proficient radiation detection system operations by partner countries

Sustainability:

Comprehensive Operational and Sustainability Support – Regulatory Framework • Assistance in establishing procedures (ConOps) • Alarm adjudication and secondary inspections – Training in all aspects of system use and maintenance for the multiple stakeholders with roles and responsibilities – Maintenance support – Technical support assistance – Networking to regional and/or centralized national location (for select deployments) • NSDD-developed National Communications System (NCS) provides several benefits: – – – Administrative oversight (counter corruption) Technical support for alarm adjudications Equipment status of health

Airport Workshop, Athens 2012 RPM Maintenance Training National Communications System Concept

Sustainability Training, Workshops and Field Exercises

• • • Multi-Phase training takes place both during and after equipment installation • Radiation Detection/Alarm Adjudication Training • • ConOps Training Maintenance/Repair Training • Specialized Topics: Source Recovery (with other NNSA support) • • NSDD collaborates with European Commission Joint Research Centre (EC/JRC) and IAEA on development and delivery of training • Harmonized Curricula • Training materials and job aids • • E-Learning tools Front Line Officer training at EUSECTRA • Training available for Front Line Officers (CAS operators, secondary inspection teams), Maintenance Personnel and Instructors • In-Country training: On-site on-the-job training Bilateral and Regional Workshops: Sustainability • • Development of regulations and management practices Best practices; e.g. airport operations Field training exercises • • Collaboration with US interagency (FBI, DHS, DoD and DOS) and international organizations Radiation Detection and Investigative Techniques, in collaboration with FBI

DICCE Role in these activities: Primarily logistical support

Sustainability Data Sharing and Analysis

Equipment performance can be tracked through Daily File analysis  Data analysis of “Daily Files” helps answer important questions: – Is the RPM on or off?

– Are there indications that a detector has failed?

– Are the gamma and neutron settings accurate?

– Is there evidence of crowding in the monitors?

– Are there temperature-dependent or intermittent faults?

– Are there high alarm rates (above 3-4%) on specific lanes?

– Is the calibration accurate?

 Daily Files do not contain any port/site operational information such as cargo contents, carrier, origin or destination  Provision of Daily Files to NSDD is strictly at discretion of partner country  NSDD provides tools and training for partner country to perform their own analysis 

Evaluation of data analysis trends may impact DICCE design approaches/installation guidelines with the goal of improving system performance Daily Files generated by radiation portal monitor NSDD Analysis Tool for Daily Files

NSDD - Nuclear Forensics: Key Objectives

Objective 1: Build global nuclear forensics awareness Objective 2: Build confidence in foreign forensic capabilities through direct capacity building Objective 3: Expand the understanding of nuclear attribution and signatures

International Coordination and Collaboration

Partnering with international terminal operators and other industry leaders

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Ex: Dubai Ports World Industry Partner Countries Build nuclear detection capability, workshops, exercises, technical exchanges, regulatory development

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Ex: Belgium, Georgia, Dominican Republic, Slovakia GNDA, GICNT, workshops exercises, donor countries

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Ex: Direct donations (to date $13.5M) US Interagency Partnering, Cost-sharing, and Technical Exchanges International Organizations

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Technical exchanges, best practices, CoE support, joint training and consulting, joint exercises, sustainability partnerships Ex: BMWG, NSDD/EU joint training

International Coordination and Collaboration

Border Monitoring Working Group (BMWG): Proven framework for collaboration in and coordination of international assistance for nuclear security implementation and sustainability activities INTERPOL: NSDD representative detailed to INTERPOL in Lyon, France EC/JRC and EURATOM: EUSECTRA (European Security Training) uses HAMMER-like facilities for nuclear security training in Karlsruhe, Germany and Ispra, Italy International Guidance: NSDD participates in development of international guidance documents and training curricula by providing subject matter experts to: – GICNT (Global Initiative to Combat Nuclear Terrorism): Developing a Nuclear Detection Architecture series with DHS-DNDO – IAEA Consultancies and Technical Meetings – IAEA Curriculum (IAEA with DHS-DNDO): Awareness Course on Nuclear Security

Detection Architecture

NSDD, NNSA actively engaged with Global Partnership Nine NSDD personnel are forward-positioned

BMWG page on IAEA website BMWG Mobile Workshop (Warsaw 2012) EUSECTRA in Ispra

DICCE 2 Scope Overview

DICCE2 Scope Overview

Geographic Scope

DICCE2 Scope Overview

• • • Typical Installation Projects Program Management Task Other Tasks: – Tech Refreshes and Repairs – Studies and Other Engineering Services – Document Development – Post-Acceptance Site Work – Equipment Purchases – Logistics

DICCE2 Scope Overview

Level of Effort • • Due to the nature of NSDD work, the unpredictability of the timing of Host Country Agreements, technology changes, and world events, it is impossible to accurately predict the LOE for DICCE2 Some numbers from DICCE which may help – Typically there have been around 75 active installation projects in 20-25 different countries and 4-5 “Other” tasks at any given time – It is expected that DICCE2 will not have this high a volume of work

DICCE2 Scope Overview

Typical Installation Project • • Typical installation projects include a site or group of sites where RPM systems are to be installed Task Order will include: – – SOW-Outline of tasks and deliverables DRD-Specific requirements for site installation – Other attachments as necessary: • Background • Equipment Lists • Responsibilities Matrix

DICCE2 Scope Overview

Typical Installation Project • DRD-Specific requirements for site installation – DRDs are written using the standard NSDD DRD template – Include background on the site, information from the site survey, appendices including the background survey data, and requirements including general placement for RPMs – Requirements are not specifications • Functional requirements are preferred • Avoid specifics as site installation details are highly dependent on agreements with the Host Country Stakeholders (traffic controls, colors, placements, etc..)

• • • •

DICCE2 Scope Overview:

Communications System

Central Alarm Station (CAS): A CAS is a physical location where the alarm and

even evaluation for a given collection of Control Points and Inspection Sites is undertaken by designated host country staff.

CAS System: The CAS system (also referred to as the “Communications System”)

provides those capabilities required to accept, process, display and store data from Radiation Portal Monitors (RPMs); provide images to support alarm and fault event resolution; and to provide interfaces allowing the CAS System users to effectively manage the alarm/event processing (i.e., respond to alarm and fault events) and to assess the status of the sites supported by the system.

CAS Workstation: A CAS Workstation is a computer workstation located at a CAS

used by the host country staff members to operate the CAS System.

Requirements can be found in the “System Requirements Specification for the

Second Line of Defense (SLD) Core STANDARD Central Alarm Station (CAS) (2009 01)” - AKA SRS 4.2

DICCE2 Scope Overview:

Communications System • • • • Each Contractor is to provide a single CAS Communications System software that has passed SLD (NSDD) CONUS Core Testing to meet the requirements of the DICCE2 Statement of Work Section 4.3

The intention is that the DICCE2 Contractor will install this system at each new site The systems that have passed are: – Rapiscan, Schneider, SERCO & Siemens Exceptions may be made for sites in countries where another communications system is already established

DICCE2 Scope Overview

Typical Installation Project • Engineering Survey – Purpose-to gather enough site information to create preliminary and final designs – Typically 1-3 weeks after award – Attended by NSDD Representative (usually CM), Equipment SME (usually from LANL), DICCE engineer(s) and designer(s) – Survey site, meet with site personnel, ask questions about site ConOps, traffic, and infrastructure *Additional site visits may be conducted by DICCE personnel if necessary

DICCE2 Scope Overview

Typical Installation Project • Scoping Meeting – Purpose-to discuss the results of the survey and determine project schedule, next steps, action items, risks and mitigation strategies, stakeholder interactions, communications plans, permitting and VAT planning, and any changes needed to requirements – Typically 20 days after survey – Usually held via telecon attended by survey team and other relevant project team members

DICCE2 Scope Overview

Typical Installation Project • Preliminary Design and Reviews – Purpose is to provide conceptual layout of system for Stakeholders – Preliminary Design (including GA drawings) typically due 30 days after survey – – First review is usually held via telecon with project team OCONUS review is held in-country to present the Preliminary Design to stakeholders and obtain their concurrence – Preliminary Design is revised as needed to incorporate results of reviews

DICCE2 Scope Overview

Typical Installation Project • • Final Design – Purpose is to provide final constructible design of the system – Typically due 40 days after revised Preliminary Design Construction and Integration – The CM holds a Construction Readiness Review to confirm that all necessary construction preparation is complete – Mobilization can only begin after the COR authorizes the contractor to begin construction

DICCE2 Scope Overview

Typical Installation Project • • Site Acceptance – Standardized process – See SLD Inspection Testing and Turnover Guide Final Report – Set of documents intended to: • Document the project’s successful completion • Provide documentation of the site to turn over to Host Country Partner • Provide documentation of the site for maintenance purposes

DICCE2 Scope Overview

Typical Installation Project • Timeline (Notional) – MOU Signature – Site Survey 1 Month – Competition – Engineering Survey 3 Months 3-4 Months – Design 2 Weeks 4-5 Months – Installation – Testing 2-3 Months – Turnover 2 Months 1 ½ Years

• • • • •

DICCE2 Scope Overview

Program Management Task Order Each DICCE2 Contractor will be awarded a Task Order to cover Program Management. The PM Task Orders are typically negotiated one year at a time.

The PM Task Order is to cover tasks that cannot be efficiently or effectively costed to individual installation project task orders The contents of the PM Task Order may vary based upon the contractor’s cost accounting system Examples: Home office/management personnel, attendance at program reviews, etc..

DICCE 2 Overview:

Tech Refreshes

and Repairs

• • A previously-installed site may require equipment and software upgrades or repairs of damaged or degraded equipment. The scope of work for tech refresh sites will typically be less than that of a new site * . After *Equipment degradation shown is not typical Before

Typical Damage

DICCE 2 Overview:

Studies and Other Engineering Services • • DICCE contractors may be required to perform studies, surveys, or tests at the request of the Government.

Previous examples include: – A market survey of transportable and body wearable radiation detection systems and vendors – Troubleshooting and solution for program-wide camera performance issue – Design and testing of new type of lane configuration

• • •

DICCE 2 Overview:

Document Development DICCE contractors may be required to develop documents to support NSDD initiatives such as the Technical Exchange program Potential documents include: – Presentations – Implementation guides – Best practices guides – Training documentation Documents may be intended for use by partner countries, other contractors, Country Managers or other stakeholders

DICCE 2 Overview:

Post Acceptance Site-Work • • • In general, post-acceptance site work is performed by others.

Sustainability performed by DICCE contractors may include: – Maintenance – Repair – Replacement – Refurbishment – Logistics – Warranty enforcement Sustainability work may be required for an extended period after site is accepted.

DICCE 2 Overview:

Equipment Purchases • While typically provided as GFP, the contractor may be required to procure items under project task orders such as: – – RPMs Handhelds – Pagers • This requirement may be part of an installation task order; occasionally, equipment may be procured through a stand alone task order

DICCE 2 Overview:

Logistics • Logistics requirements include: – Import/export control – Shipping – Property management – Procurement – Translation/Interpretation – Host country logistics • In-country briefing materials • Transportation • Meeting facilities – Other logistics as requested by COR

Scope Performed by Others

• • • • • • • Host Country Agreements Workshops and Exercises Science Team Specialized Testing Daily File Analysis Maintenance Training

Government Furnished Property

Government Furnished Property (GFP)

• The following items are typically provided as GFP – Radiation Portal Monitors – Handheld units – Sources

GFP-Radiation Portal Monitors

• • • RPMs are typically provided from the TVI warehouse in Warren, MI To obtain the RPMs, the DICCE contractor submits a TVI Outgoing Shipping Request form through the CM. TVI prepares the RPMs for shipment.

The DICCE contractor takes custody of the RPM at the TVI warehouse and handles all shipping, export control, and other logistics

GFP-Handheld Units

• • Handheld units are typically provided from the TVI warehouse in Warren, MI – Handheld units are typically purchased by PNNL, but may be purchased under previous DICCE or DICCE2 Task Order or other procurement method The DICCE contractor takes custody of the handhelds at the TVI warehouse and handles all shipping, export control, and other logistics

GFP-Sources

• • Sources are used for testing performance of the system after installation Sources are typically procured and handled by DOE/NNSA Laboratory partners or LMPs.

• • The DICCE contractor may need to contract for or coordinate the use of sources during testing The radioactive check sources that are used, while safe, are governed by local laws and regulations

NSDD Program Documents

• Configuration Control Board (CCB) – The NSDD CCB is charged with reviewing, analyzing, and determining actions on change proposals provided by Program Stakeholders (including contractors), e.g.: • RPM settings • Program documents – Contractors are expected to participate in the CCB • • Submit change proposals Provide comments on change proposals

NSDD Program Documents

• • • NSDD Program Documents will be available at: TBD NSDD Program Documents include: – Informational Documents – Templates – Requirements Documents Some NSDD program documents include: – Reference to SLD – Reference to Core/Megaports

Draft RFP Documents Overview

• • • RFP Statement of Work Reporting Requirements Checklist

Draft RFP Documents Overview

• • • • • • • • • • • Entity Certificates Corporate, Partnership, Joint Venture Attachment L-2a Relevant Corporate Experience Form Attachment L-2b Relevant Experience Summary Attachment L-3a Key Personnel Resumes Attachment L-3b Letters of Commitment Attachment L-4 Past Performance Questionnaire Attachment L-5 Preaward Survey of Prospective Contractor Accounting System Checklist Attachment L-6 Cost Element Summary Attachment L-7a Vietnam SOW Attachment L-7b Vietnam DRD (OUO) Attachment L-7c Vietnam Mobilization Plan

Draft RFP Documents Overview

• Official Use Only (OUO) information is information that: – Is unclassified USG Information – Has the potential to damage governmental, commercial, or private interests if disclosed to individuals who do not need it in order to do their jobs – Falls under at least one of eight exemptions to the Freedom of Information Act (FOIA)

Contracting Considerations

• • • Contract Type: Multiple award; Cost Plus Fixed Fee and Firm Fixed Price; indefinite-delivery, indefinite quantity with three-year base ordering period and two two-year option ordering periods Award Forecast: January 2016 NAICS: 237990 – Other Heavy and Civil Engineering Construction ($36.5M size standard)

Contracting Considerations

• Multiple Award Contract – DICCE2 is anticipated to be awarded as a Multiple Award Contract with two (2) Awardees – Each team is required to include an NSDD approved communications software vendor

Contracting Considerations

• Fair Opportunity Process – Task Orders for new work will be awarded through the Fair Opportunity Process as defined in the

NNS-H-2002 FAIR OPPORTUNITY DELIVERY

ORDER PLACEMENT (AUG 2015) unless a justification for exemption to Fair Opportunity exists in accordance with the clause

Contracting Considerations

• Small Business – DICCE2 is being competed as a Small Business Set aside under FAR Part 19 – “Limitation of Subcontracting” (FAR 52.219-14) – 15% construction

Contracting Considerations

• Liability – Safety Act –NSDD cooperates with DHS by providing requested information if Safety Act coverage is requested – Public Law 85-804 is not applied; work under this contract is not considered unusually hazardous or nuclear

Contracting Considerations

• Defense Base Act (DBA) – DBA provides workers' compensation protection to civilian employees working outside the United States on US military bases or under a contract with the U.S. government – DBA does apply to work under this contract

Contracting Considerations

• • Per Diem – Per Diem rates are strictly followed. Exceptions to per diem must be requested from the CO in advance of travel Overseas Allowances and differentials – In determining allowances, differentials, and danger pay: refer to Department of State Standardized Regulations (DSSR) (Government Civilians/Foreign Areas) as described in Clause NNS-H-1027 DIFFERENTIALS AND

ALLOWANCES (AUG 2015)

NSDD-Unique Considerations

NSDD-Unique Considerations:

Expectations of In-Country Personnel • Cultural Sensitivity – DICCE contractors will be required to operate in multiple diverse countries on short notice – Success in each country depends in part on ability to adapt to unique business environments • Communication types • Social and business customs • Values and definitions of success

NSDD-Unique Considerations:

Expectations of In-Country Personnel • Professional Conduct – For long periods, DICCE contractor will be the face of the program to host governments • Professional conduct is strictly required at all times, whether on site during working hours or evenings at the hotel • • Contract personnel are expected to conform to US laws as well as the laws of the host country Personnel conducting themselves in a manner that is not acceptable will be removed from the project

•

NSDD-Unique Considerations:

Expectations of In-Country Personnel Managing Requests- In-Country Personnel need to be: – Well versed in the project requirements as well as the NSDD mission and objectives to appropriately respond to Host Country Stakeholders’ requests for additional products and services – Able to determine what requests can be answered and what needs to be elevated to the Federal Country Manager – Able to politely defer unreasonable requests

•

NSDD-Unique Considerations:

Expectations of In-Country Personnel Lessons Learned/Recommendations/Ideas – In-Country Personnel are expected to: • Document and report any lessons learned. This will include sharing with other project teams as well as presentation of lessons and results at Program Reviews and other venues • Report ideas for process/quality improvements to CMs and the CCB • Review and provide comment on items under consideration by the CCB

NSDD-Unique Considerations :

Variety of Sites • Contractors will be expected to perform work at various types of sites and locations: – Ports: May be very busy, with lots of container traffic – Border crossings: May be congested and urban, or remote with few resources – Airports: varied levels of pedestrian, baggage, cargo, or vehicle traffic

NSDD-Unique Considerations :

Variety of Sites - Ports

NSDD-Unique Considerations :

Variety of Sites - Ports

NSDD-Unique Considerations :

Variety of Sites: Border Crossings

NSDD-Unique Considerations :

Variety of Sites: Rail Border Crossings

NSDD-Unique Considerations :

Variety of Sites: Airports

NSDD-Unique Considerations :

Variety of Sites

NSDD-Unique Considerations :

Variety of Sites • Contractors must be able to deal with issues such as poor infrastructure, uncooperative site stakeholders, high volume sites that will not shut down for construction, changing requirements, bad weather, etc.

NSDD-Unique Considerations:

• • • International Cooperative Environment Sites will not be located on an Embassy or a military base – Experience working at sites on Embassy or base locations will not be applicable to NSDD site work – Contractors must be able to function as a business entity within the laws of that country Sites are often not owned by our customer – – Project risks increase when customer and site owners do not agree Contractors are expected to manage all stakeholders in a professional manner and promote cooperation Common stakeholder challenges: – Multiple stakeholders – Unknown stakeholders – Changing stakeholders

NSDD-Unique Considerations:

• International Cooperative Environment Some sites will not be located in or near urban areas – Hotels, restaurants, drinking water, or other resources may not be accessible at or near the site – Contractors are expected to be prepared to “rough it” – Safety is always of paramount importance!

NSDD-Unique Considerations:

International Cooperative Environment Transportation options may be limited

NSDD-Unique Considerations:

International Cooperative Environment “Roughing it”-Project site office

•

NSDD-Unique Considerations:

• Safety Safety is the top priority This includes safety on-site as well as general safety in country

NSDD-Unique Considerations:

Safety • Contractors are expected to: – Provide and follow a robust safety plan for in-country personnel including communications plan and plans for shelter-in-place or evacuation – Follow advice and guidance issued by the State Department, Embassy personnel, NSDD Management, or respective corporate management regarding safety – Use common sense and good judgement – do not wait for direction if there is an immediate threat

NSDD-Unique Considerations:

Site Safety • Contractors are expected to: – Provide and follow safety plans specifically drafted for each site and applied to all personnel on-site including subcontractors and visiting Federal and Laboratory personnel – Oversee the safety practices of LCS personnel and provide training in safety procedures if necessary

NSDD-Unique Considerations:

Site Safety

NSDD-Unique Considerations:

Quality Requirements • Contractors are expected to: – Adhere to the requirements of the Civil Electrical Design Requirements (CEDR) – Be familiar with local quality requirements and provide solutions that are constructible, safe, and sustainable in the local environment – Provide oversight and training to LCS personnel to ensure quality results – Provide pictures of quality control in reports

NSDD-Unique Considerations:

Quality Requirements Photos submitted for quality assurance

NSDD-Unique Considerations:

International Logistics and Planning • • Contractors will be responsible for logistics and planning for each task order, including: – Shipping and export control – VAT – Permitting – Site Access – Scheduling The contractor should be prepared to resolve any logistical issues without Government assistance.

NSDD-Unique Considerations: Typical Phrasing of Pertinent Clauses

Priority processing

...should endeavor to ensure that equipment and materials provided under this MOU are afforded priority processing to allow prompt engineering approvals, and equipment and materials deliveries to their ultimate destination....

VAT

…The Participants understand that the DOE and its implementing agents are not to pay any taxes, duties or other charges on equipment, materials, training or services provided under this MOU.

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NSDD-Unique Considerations: In Practice…

• • • Customs Clearance: process varies greatly; DICCE contractors responsible for navigating process and working with appropriate entities to clear equipment – Sending NSDD equipment and materials as Diplomatic Cargo is generally not allowed for Customs Clearance or VAT avoidance VAT: Direct pay, waiver, or reimbursement – Federal approval needed if reimbursement is proposed – DICCE is responsible for implementing process Compliance with laws: Follow US contracting laws and regulations; occasional partner insistence on directed sub contractors often requires heightened oversight and management 102

NSDD-Unique Considerations: Travel

• • • • All foreign travel must be entered in the Foreign Travel Management System (FTMS) Country Clearance (eCC) must be granted by the US Embassy prior to departure for all travelers (including foreign nationals traveling to 3 rd countries) –

Failure to obtain granted country clearance prior to travel will result in immediate removal from the country and will result in non payment of travel expenses

FTMS and country clearance processes begin approximately 30 days prior to scheduled travel – All travelers are responsible for ensuring clearance and approvals are in place prior to travel Additional reporting while in country is required by some embassies 103

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NSDD-Unique Considerations:

Many Schedule/Design Changes Due to the nature of NSDD work on sites with multiple stakeholders, often located outdoors in remote areas, and under dynamic political conditions, the number of changes to schedule and design are high Contractor should be prepared to incorporate multiple changes to designs, present multiple design solutions for consideration, and coordinate designs with multiple stakeholders Contractors should be prepared to react quickly to third party delays or accelerations. Contractors are expected to take proactive steps and present creative options to minimize the impact of delays.

NSDD-Unique Considerations Third Party Delay

NSDD-Unique Considerations:

Many Schedule/Design Changes • Contractors are expected to make their best effort to provide a solution that balances NSDD Sustainability priorities with Host Country Stakeholder requests – For example: For sustainability purposes, NSDD strives to install sites with like or similar equipment to reduce maintenance and repair costs. However, if a Stakeholder requests a specific brand or model of equipment to enhance their ConOps or reduce their long term maintenance or training costs, those requests should be brought to the attention of the CM and worked into the design

NSDD-Unique Considerations:

Need to Utilize Stakeholders’ Old RPMs

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NSDD-Unique Considerations:

Quick Mobilization/Turn Around After award of a Task Order the Engineering Survey typically occurs within 1-3 weeks At any time during the project a need may arise for a meeting to be attended on short notice At any time during the project a need may arise to make major changes to the design, schedule, or even the sites included in the scope Contractors are expected to be capable of quick mobilization and speedy turn around of solutions to minimize risks and take advantage of opportunities presented by these unpredictable actions

NSDD-Unique Considerations:

Many Schedule/Design Changes • • If new technologies, including equipment, firmware, processes, etc., are determined to be in the best interest of the program, the contractors will be expected to incorporate these new technologies into their designs and processes. Contractors may also be requested to provide comment, advice or other input on how/whether to best incorporate these new technologies.

NSDD-Unique Considerations:

Local Construction Subcontractors • Construction at all installations shall be performed by local construction subcontractors – Enhances capabilities and relations with partner country – Fosters partner country’s sense of ownership of the installation – Ensures greater familiarity with local laws and regulations * * Safety training will likely be required

Final Comments

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Final Comments

– Direct inquiries to the Contracting Officer at [email protected]

– Please refer back to the FedConnect https://www.fedconnect.net/FedConnect/?doc=D E-SOL-0008449&agency=DOE web site.