4.23 Ex 1 SWO Procedure.docx

Subcontract No. TBD Exhibit 1 – Subcontract Work Order Procedure (CPFF) May 20, 2024

Subcontract Work Order (SWO) Procedure SWO (Cost-Type)

1.0 Definitions

SWO—a bilateral document issued by JPL to authorize and define a subcontractor’s specific effort in implementing work under the SWO subcontract.

SWO Modification—a bilateral document issued by JPL that modifies or terminates an active SWO. Each modification bears the original SWO number, followed by a “dash” number (for example, -1, -2, and -3).

Subcontract Number: A unique number assigned to the subcontract. The subcontract is an agreement with a JPL subcontractor to authorize work to be performed on a project or task.

SWO Number: a unique number assigned to the subcontract work order (SWO).

Work Title: a short one-sentence description of the work to be performed.

Contract Technical Manager (CTM) - JPL’s technical lead for subcontracted work and is responsible for the technical aspects of the subcontract. The CTM has specific Institutional, Programmatic, Discipline-related, Subcontractor-related and Personnel-related Responsibilities.

Sub-Contract Manager (SCM) - responsible for the business relationship that exists between JPL and the subcontractor. The SCM is the only role authorized by Caltech to commit JPL financially and contractually in acquiring products and services. Responsible for the actions that transform purchase requests into subcontracts. The SCM has specific Institutional, Programmatic, Discipline-related, Subcontractor-related and Personnel-related Responsibilities.

SWO Ceiling: a limitation of JPL’s obligation to pay for goods and services. The subcontractor is not obligated to perform beyond the amount of the ceiling price, unless the ceiling price is bilaterally increased.

Project/Task Codes: a unique alpha-numeric identifier that corresponds to a JPL funding account. The Project code is represented by the first 6 digits. The alpha-numeric Task code can vary in length.

2.0 Introduction

The following sets forth the process that JPL will use to solicit the Subcontractor for quotations for SWOs to assist JPL in tasks to be performed at the Subcontractor’s facility.

3.0 Issuing New SWOs

The following steps briefly describe the process for establishing new Subcontract Work Orders (SWOs):

1. JPL requests work to be performed by completing and submitting a form to the CTM.

2. The CTM reviews the statement of work for technical applicability, start and end dates, and financial details. The CTM works with the JPL requestor to resolve any needed corrections/clarification. Once approved by the CTM, the request is then sent to the SCM for review.

3. The SCM verifies that work can be performed under the provided account code and obligates funds as specified in the request. Once approved, the request is sent to the subcontractor.

4. For each new request, the subcontractor prepares and submits to JPL:

a. Cost estimate

b. Contract letter

c. Work Control Plan

5. The JPL requestor is notified to review the subcontractor’s cost proposal and verifies that it is fair and reasonable.

6. The SCM also reviews the documents provided by the subcontractor and the JPL requestor for completeness and accuracy. The SWO package is prepared, executed, and sent to the subcontractor for review and signature.

7. The subcontractor signs the SWO and sends it back to the SCM for finalization.

8. Upon completion, a notice is sent to all parties that work can begin.

An example of the request form, representing an executed SWO, is illustrated in Figure 1 on the following pages.

Note that all SWO modifications in the same manner as the original SWO process.

4.0 Revision

JPL may request a proposal revision based on the JPL proposal evaluation

5.0 Competitive Determination

JPL intends to award multiple subcontracts for this effort, under which Subcontract Work Orders (SWOs) will be issued to authorize specific work tasks.

JPL also may conduct competition at the SWO level and may issue RFPs to all qualified companies for such work.

Award for an SWO shall be based on a “best-value” basis, where price will be a significant factor in award, along with technical approach, staffing and labor mix, facilities and related experience as factors for selection.

SUBCONTRACT WORK ORDER (SWO)

SWO INFORMATION

WORK DESCRIPTION

Work Description:

* Please fill out this section only if you chose “Level of Effort” under Effort Type.

FINANCIAL SUMMARY

SIGNATURE BLOCKS

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