SRACES_RFI_-_DRAFT_Work_Order_Management_System_(WOMS).pdf

Request for Information (RFI) #80MSFC19R0024 SRACES Sources Sought Notice - Draft WOMS

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STRATEGIC RESEARCH AND ANALYSIS, COMMUNICATIONS, AND EXHIBITS SERVICES (SRACES)

ATTACHMENT J-1-B

DRAFT

WORK ORDER MANAGEMENT SYSTEM (WOMS)

(see Section J, Attachment J-1, Performance Work Statement (PWS), Sections 2.2 and 7.1)

Table of Contents

1.0 SRACES Work Order Management System (WOMS)

1.1 General Requirements

1.2 User Requirements

1.3 Query and Reporting Requirements

1.4 Repository Requirements

1.5 Work Order Management Requirements

1.6 Financial Management Requirements

2.0 SRACES WOMS Process

2.1 Work Order Creation, Change, Routing, and Approval Process

2.2 Special Cases

1.0 SRACES Work Order Management System (WOMS)

The following SRACES efforts performed by the Contractor shall be planned, processed, approved, and managed via work orders on an electronic web-based work order management system (WOMS) application for all:

(a) estimated banded level Mission Services efforts identified in Section J, Attachment

J-1-A, Mission Services Annual Banding Levels, in direct correlation to Mission Services efforts detailed in accordance with Section J, Attachment J-1, Performance Work Statement (PWS), Sections 2.0 through 6.0;

(b) estimated banded level Indefinite Delivery, Indefinite Quantity (IDIQ) efforts identified in task orders (TOs) for supplemental communications products and/or services in accordance with Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.2;

(c) IDIQ TOs for materials, equipment, and/or supplies purchases in accordance with

Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.3; and

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(d) IDIQ TOs for travel and/or training efforts directed by the Government in accordance with Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.4.

1.1 General Requirements

1.1.1 The Contractor shall provide, implement, and maintain an electronic web-based WOMS application which allows for the paperless planning, processing, and management of all SRACES work orders across their full lifecycle, from initiation to completion.

1.1.2 The Contractor's electronic web-based WOMS application shall comply with current NASA standards for desktop computing, per NASA Standard (STD) 2804 (NASA-STD-2804), Minimum Interoperability Software Suite.

1.1.3 The WOMS shall be fully operational on at least one of the NASA-approved web browsers identified in NASA-STD-2804, for each of the following computer operating systems*:

(a) Microsoft Windows®; and

(b) Mac operating system (OS).

*Notes: the WOMS shall not be required to operate on other computer operating systems identified in NASA-STD-2804 (e.g., Linux, mobile); web browser configuration guidance may be found at https://etads.nasa.gov/idi/.

1.1.4 The WOMS will not be required to interface with any Government systems.

1.1.5 The web-based WOMS application shall be hosted on the Contractor’s server

(i.e., hosting of the web-based WOMS application will not occur on a Government server), with the server at the Contractor’s off-site location, and be available for remote access for all users.

1.1.6 The Contractor shall ensure a system latency for its host server to receive and process a request for page objects of less than or equal to five seconds.

1.1.7 The Contractor shall establish and perform a monitoring assessment schedule of the WOMS performance and architecture, to ensure continued efficiency and optimal performance of the overall WOMS application.

1.1.8 The Contractor shall notify MSFC's Office of Strategic Analysis and

Communications (OSAC) at least twenty-four hours in advance of any necessary WOMS modifications prior to implementation.

https://etads.nasa.gov/idi/

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1.1.9 Any WOMS application preventative maintenance and/or upgrades shall be performed between the hours of 5:00 p.m. and 7:00 a.m. central time (CT).

1.1.10 The Contractor shall restore operation of the WOMS application within four hours of any unscheduled maintenance.

1.2 User Requirements

1.2.1 The WOMS shall be an interactive system utilized by both the Contractor and the Government.

1.2.2 The Contractor shall have the capacity to establish secure WOMS user accounts for a minimum of 200 unique Government users over the life of the contract.

1.2.3 The WOMS shall be capable of accommodating a minimum of 50 concurrent users.

1.2.4 The Contractor shall notify Government users of any scheduled maintenance at least twenty-four hours prior to implementation.

1.2.5 The Contractor shall notify users of system availability during both scheduled and unscheduled maintenance.

1.2.6 The WOMS shall provide a user interface that requires minimal training by users.

1.2.7 The WOMS shall provide basic copy and paste information/input field functionality.

1.2.8 The Contractor shall provide an online user's guide for the WOMS.

1.2.9 The Contractor shall provide training for users on a mutually-agreed to schedule (e.g., quarterly for new users), as well on a limited as-needed basis.

1.2.10 The Contractor shall provide WOMS customer support between the hours of

8:00 a.m. and 4:00 p.m. CT, during a normal business day. Response to individual WOMS requests for assistance shall be received no later than one business day after the request. The Contractor shall provide timely WOMS solutions to minimize impact to Government operations.

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1.2.11 The WOMS shall implement user privileges tailored to specific user roles, as defined and provided by the Government following award of the contract (e.g., to establish specific users having varying levels of work order approval authority).

1.2.12 At a minimum, pertinent work order information fields for the WOMS shall include, but are not limited to:

(a) work order number (WON);

(b) work order type (i.e., Mission Services or IDIQ);

(c) iteration status/number (e.g., base, revision/amendment number);

(d) PWS identifier (detailed to lowest identified PWS banding level);

(e) TO number (unique field for work orders issued against PWS Section 7.0);

(f) TO work order classification (i.e., material, equipment, supply, travel, or training) (unique field for each TO work order issued against PWS Section

7.3 or 7.4);

(g) title (e.g., program or project name the work orders supports);

(h) description (e.g., specifications of product or service, quantity);

(i) customer organization (i.e., requesting Government organization);

(j) initiator (i.e., Contractor personnel);

(k) requesting official (i.e., requesting Government personnel);

(l) approving official (i.e., approving Government personnel);

(m) approved firm fixed price (FFP) (as applicable, see Section 1.6 below);

(n) initiation date (i.e., date work order began processing);

(o) approval date (i.e., authority to proceed date);

(p) effective start date (i.e., date work actually commenced);

(q) due date;

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(r) completion date (i.e., date work actually concluded); and

(s) comment(s)/instruction(s) field.

1.3 Query and Reporting Requirements

1.3.1 The WOMS shall provide a user interface in a printer-friendly format should any user desire a printed hard-copy of any aspect of a work order.

1.3.2 The WOMS shall provide an on-demand query tool that allows for a variety of pertinent search parameters for users to search and identify current and/or archived work order information. At a minimum, pertinent work order search parameters shall include, but are not limited to:

(a) WON;

(b) work order type;

(c) PWS identifier;

(d) TO number;

(e) TO work order classification;

(f) title;

(g) description;

(h) customer organization; and

(i) due date;

1.3.3 The WOMS shall support on-demand reporting that allows for a variety of pertinent reporting parameters. At a minimum, pertinent reporting parameters shall include, but are not limited to:

(a) work order quantity, to include, but not limited to:

(1) cumulative work order quantity by discrete Mission Services banding level(s) (per established PWS sections and/or discrete TO banding levels uniquely identified); and

(2) cumulative work order quantity by PWS section(s) and/or TO number;

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(b) financial information for work order having an established financial value, to include, but not limited to:

(1) cumulative financial reporting per TO; and

(2) cumulative financial reporting per TO material, equipment, supply, travel, or training classification.

1.3.4 The WOMS shall provide users the ability to view the status of any queried work order at any time.

1.4 Repository Requirements

1.4.1 The WOMS shall have the capability to store supporting electronic file attachments for individual work orders (e.g., text documents, images, estimates).

1.4.2 The WOMS shall have the capability to store all work orders created over the life of the contract (i.e., for both active and completed/archived work orders), to include all populated work order information fields and any supporting electronic file attachments, with the Contractor's server having a minimum of 500 gigabytes (GB) of storage.

1.4.3 The WOMS shall have the capability to save and recall draft work orders, where all work order information fields have not been populated.

1.4.4 All completed work orders shall be archived and maintained in their entirety

(to include any electronic file attachments) for query referencing and/or reporting requirements. Completed work orders shall be archived in a manner that clearly indicates the work order effort has been completed.

1.5 Work Order Management Requirements

1.5.1 All work orders shall have the following minimum contractual information hard-coded in a prominent location:

(a) full contract name and acronym (i.e., Strategic Research and Analysis, Communications, and Exhibits Services (SRACES)); and

(b) full contract number (i.e., TBD).

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1.5.2 The WOMS shall automatically issue a unique WON for every work order at the time of inception. WONs issued shall follow a logical numerical progression* of the Contractor's choosing (e.g., consecutive from issue;

numerically grouped by type, followed by consecutive from issue), and may include alphanumeric characters.

*Note: there is no requirement that approval of work orders be performed in in consecutive order in relation to the WON.

1.5.3 The WOMS shall implement the SRACES WOMS Process identified in Section

2.0 below.

1.6 Financial Management Requirements

1.6.1 Each work order issued in support of the following effort(s) shall have an established FFP financial value at the time of approval:

(a) materials, equipment, and/or supplies purchases approved in accordance with Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.3; and

(b) travel and/or training efforts directed by the Government and approved in accordance with Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.4.

*Note: work orders issued in support of any estimated banding level of SRACES communication product or service not listed above shall not establish a discrete FFP financial value.

1.6.2 Each work order having an established FFP financial value that is revised or amended shall maintain a visible record of all incremental changes in the established FFP financial value.

2.0 SRACES WOMS Process

This section defines the lifecycle work order process to be implemented by the Government and Contractor, from initiation to completion. For the purpose of initiating work order requests (WORs) as well routing work orders for review and approval, the Government will provide the Contractor with a list of Government personnel and their respective work order roles and approval authority level, as applicable.

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2.1 Work Order Creation, Change, Routing, and Approval Process

2.1.1 Following receipt of the Government's WOR, the Contractor shall initiate a corresponding work order in the electronic web-based WOMS application within two business days for work within scope of this contract in accordance with Section J, Attachment J-1, Performance Work Statement (PWS).

2.1.2 If the Contractor is unable to initiate a corresponding WOR within two business days of receipt, the Contractor shall notify the requesting official in writing within the initial two business days following receipt of the WOR. The Contractor's written response to the requesting official shall contain rationale and a recommendation for the extension of business days necessary to initiate the work order. If the requesting official is in agreement with the Contractor's written response, the requesting official may grant a waiver to the Contractor for the additional time requested to initiate the work order.

2.1.2 If the Contractor determines a WOR is not within scope of this contract (which may include the general scope of this contract), the Contractor shall notify both the CO and COR in writing within the initial two business days of receipt of the WOR for resolution.

2.1.3 For work orders that do not support Section J, Attachment J-1, Performance

Work Statement (PWS), Section 7.3 or 7.4 (i.e., work orders that will not have a discrete FFP financial value proposed by the Contractor and negotiated with/agreed to by the Government), the Contractor shall finalize the work order in the WOMS, to include submitting it for review in the WOMS by the requesting official within two business days of initiation.

(a) The work order shall contain information in all pertinent work order information fields.

(b) The work order shall specify an overall period of performance that does not to exceed the current SRACES contract period of performance end-date.

Note: work orders of this type are to be performed by the Contractor within the existing FFP framework of either Mission Services or an issued IDIQ TO and cannot result in a change to either contract value or TO value.

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2.1.4 For work orders that support Section J, Attachment J-1, Performance Work Statement (PWS), Section 7.3 or 7.4 (i.e., work orders that will have a discrete FFP financial value proposed by the Contractor and negotiated with/agreed to by the Government), the Contractor shall finalize the work order in the WOMS, to include submitting it for review in the WOMS by the requesting official within five business days of initiation, to include a work order plan (WOP) with a proposed FFP for the work order.

(a) The work order shall contain information in all pertinent work order information fields.

(b) The work order shall specify an overall period of performance that does not to exceed the current SRACES contract period of performance end-date.

(c) In formulation of the WOP, the Contractor shall prepare the Contractor’s

FFP estimate of the respective individual estimated cost(s), with an overall FFP amount, required to purchase the work order's requirements.

In preparing the estimate:

(1) it is mutually agreed and understood the Contractor shall utilize either the lower of the Contractor's applicable actual burden rate or the applicable not-to-exceed (NTE) burden rate set forth in accordance with Section J, Attachment J-13, Indefinite Delivery Indefinite Quantity (IDIQ) Rates Schedule;

(2) it is mutually agreed and understood that the estimate shall not contain any pricing for Contractor labor, as that aspect of price has already been satisfied under the Mission Services portion of the contract;

(3) it is mutually agreed and understood the Contractor shall not apply profit; and

(4) the estimate shall be attached to the work order as a .pdf formatted electronic file attachment.

Notes: work orders of this type are to be performed by the Contractor following an negotiated FFP financial value that does not exceed available funding currently obligated and available for use in relation to the respective TO's established FFP. Work orders of this type are to be performed by the Contractor within the existing FFP TO framework and cannot result in a change to the TO's FFP financial value.

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2.1.5 If the Contractor is unable to finalize the work order within the allocated number of business days noted above, the Contractor shall notify the requesting official in writing within one business day following initiation of the work order. The Contractor's written response to the requesting official shall contain rationale and a recommendation for the extension of business days necessary to finalize the work order for review or approval. If the requesting official is in agreement with the Contractor's written response, the requesting official may grant a waiver to the Contractor for the additional time requested to initiate the work order.

2.1.6 For work orders that do not support PWS Section 7.3 or 7.4, the requesting official will review the finalized work order in the WOMS for acceptability.

(a) In the event a finalized work order is determined to be unacceptable, it will be rejected in the WOMS and returned to Section 2.1.3 above, whereas the process shall repeat until the requesting official determines the work order is acceptable.

(b) Upon arriving at an acceptable determination, the requesting official shall submit the work order in the WOMS to the appropriate approving official for final review and approval.

(c) In the event the work order is not approved at this stage, it will be rejected in the WOMS and returned to Section 2.1.3 above by the approving official and the process shall again repeat in full.

(d) At any stage during the review/approval process, the Government retains the right to cancel the work order outright, by either the requesting official or the approving official, if either party determines the work order is no longer desired.

2.1.7 For work orders that support PWS Section 7.3 or 7.4, the requesting official will review the finalized work order in the WOMS for acceptability, to include the WOP.

(a) In the event a finalized work order is determined to be unacceptable, it will be rejected in the WOMS and returned to Section 2.1.3 above, whereas the process shall repeat until the requesting official determines the work order is acceptable.

(b) Upon arriving at an acceptable determination, the requesting official shall submit the work order in the WOMS to the COR as the initial approving official.

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(c) In the event the work order is not approved at this stage, to include any resulting changes made in the proposed WOP's FFP as negotiated with the COR, it will be rejected in the WOMS and returned to Section 2.1.3 above by the COR and the process shall again repeat in full.

(d) Upon approval from COR in the WOMS, the CO will submit the work order in the WOMS to the CO as the final approving official.

(e) In the event the work order is not approved at this stage, to include any resulting changes made in the proposed WOP's FFP as negotiated with the CO, it will be rejected in the WOMS and returned to Section 2.1.3 above by the CO and the process shall again repeat in full.

(f) At any stage during the review/approval process, the Government retains the right to cancel the work order outright, by either the requesting official, the COR, or the CO, if any party determines the work order is no longer desired.

2.1.8 Upon a work order receiving final approval, as applicable, the appropriate approving official will enter the approved firm fixed price (FFP) financial value of the work order. The appropriate approving official will then submit their final approval in the WOMS, whereas the WOMS will automatically populate the approval date in the appropriate work order information field.

2.1.9 The Contractor shall not begin work until the approved work order is received; however, in emergency situations, the Contractor may be authorized by either the COR or CO to begin work immediately under an authority-to-proceed (ATP) issuance (see Section 2.2 below).

2.1.10 Following the WOMS notifying the Contractor of an approved work order, the

Contractor shall populate the effective start date in the work order once work commences. During the course of performing the work order, the Contractor is permitted to add performance comments in the appropriate work order information field. Upon acceptable completion of the work order (as determined by the Government), the Contractor shall populate the completion date in the work order prior to the work order being archived.

Note: population of date information, as well the addition of performance comments, made in this step does not constitute a revision/amendment to the approved work order, and as such, does not require review or approval by the Government.

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2.1.11 For work orders that support PWS Section 7.3 or 7.4, following the acceptable completion of the work order, the Contractor may invoice the Government for the approved FFP financial value of the work order in accordance with Section G, MSFC Clause 52.232-91, Consideration and Payment.

2.1.12 For any revision/amendment to an approved work order, the Government will submit a WOR to the Contractor, whereas the revision/amendment to the previously approved work order will proceed in a manner closely mirroring the original work order initiation, as detailed in Section 2.1.1 above. Unique to the revision/amendment process in this step, the Contractor shall:

(a) make an appropriate change to the iteration status/number that represents the next sequentially numerical revision/amendment iteration; and

(b) update the comment(s)/instruction(s) work order information field as to the rationale behind the revision/amendment.

Section 2.1.1 shall thusly continue following these two additional steps, with the remainder work order approval process continuing in standard fashion per remainder steps in Section 2.1 above.

2.2 Special Cases

2.2.1 In the event of an emergency situation (e.g., the Contractor is required to purchase material, supplies, and/or equipment to support an exhibit's immediate needs during non-standard Government working hours), the Contractor may be authorized by either the COR or CO to begin work immediately under an authority-to-proceed (ATP) issuance.

2.2.2 Following the Contractor notifying either the COR or the CO and informing them of the nature of the emergency, the COR or CO will evaluate the Contractor's emergency work order request, with approval to be authorized by either the COR or CO. As part of any emergency approval, the COR or CO will establish a not-to-exceed (NTE) limit that is conditional to the Contractor's authority to proceed (ATP). The Contractor shall process the applicable PWS Section 7.3 or 7.4 work order initiation (or work order revision/amendment if applicable) within five business days of being provided an emergency ATP notice, including adding an explanation of the emergency, as well the agreed-to NTE amount in the comment(s)/instruction(s) work order information field.

The Government and Contractor will then seek to finalize that work order's respective approval process in accordance with Section 2.1 above within five additional business days.

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2.2.3 Approval of any emergency work order(s) in support PWS Section 7.3 or 7.4 that result in a new or revised FFP financial value does not relieve the Contractor of its obligation under Section I, FAR Clause 52.232-22, Limitation of Funds. The emergency work order approval process does not permit the Contractor to incur any cost in excess of overall TO funding currently obligated to the respective TO. Should the Contractor incur cost past a TO's obligated funding, it will solely be at the risk of the Contractor per the "Limitation of Funds" clause in this contract.