ESSCA_DRFP_Attachment_J-8_Automated_Task_Order_Management_System_(ATOMS)_Requirements_and_Processes.docx

NNM16568754R SECTION J-8

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION (NASA)

ENGINEERING SERVICES AND SCIENCE CAPABILITY AUGMENTATION (ESSCA)

ATTACHMENT J-8

AUTOMATED TASK ORDER MANAGEMENT SYSTEM (ATOMS)

REQUIREMENTS AND PROCESSES

TABLE OF CONTENTS

1.0 Automated Task Order Management System (ATOMS) Requirements

1.1. ATOMS General Requirements

1.2. Task Order Management

1.3. Financial Management

1.4. Electronic Repository

2.0 Task Order Management Process

2.1. Task Order Creation and Change Process

2.2. Task Order Routing and Approval Process

2.3. Special Cases

2.4. Summary

3.0 Funding Transfer Process

FIGURES

AUTOMATED TASK ORDER MANAGEMENT SYSTEM (ATOMS)

REQUIREMENTS AND PROCESSES

1. Automated Task Order Management System (ATOMS) Requirements All effort performed by the Contractor is controlled by means of Task Orders (TOs) and TO sub-tasks (all mention of TOs includes the TO sub-tasks, and all TOs will have at a minimum one sub-task). The TOs range from general support for an organization to specific product-oriented tasks. These TOs require the Contractor to coordinate with the MSFC Departments, Laboratories, and Offices that exercise MSFC responsibility for the tasks and sub-tasks. The dynamic nature of the work required demands significant flexibility in the allocation of engineering, science, and technical resources. An Automated Task Order Management System (ATOMS) will be used to process TOs through the approval cycle.

The ATOMS will not be required to interface with any Government systems. Documentation, outside of the deliverables indicated in this contract, will not be stored in the ATOMS repository. Per FAR 2.101, Definitions, a “day” means, unless otherwise specified, a calendar day.

0. ATOMS General Requirements At no direct cost to the Government, the Contractor shall provide a web-based application which allows for the paperless processing and management of multiple aspects of the ESSCA contract. The ATOMS shall be capable of implementing the task order management process defined in this attachment, serve as an electronic repository for contract deliverables only, and store historical data (such as task order and funding history). The ATOMS shall also serve as a funding transfer tool per section 3.0 of this attachment.

The Contractor shall provide an ATOMS in a manner that is consistent and compatible with Center Information Technology Standards and compliant, pursuant to The Rehabilitation Act Amendment of 1973, as amended in 1998, Section 508, 29 U.S.C. 794(d) (http://www.section508.gov/).

The Contractor’s system shall comply with NASA standards for desktop computing, per NASA-STD-2804, Minimum Interoperability Software Suite, and NASA-STD-2805, Minimum Hardware Configuration.

The Contractor shall address ATOMS as part of the IT Security Plan in accordance with DRD 1563MA-001, Management Plan. The Contractor shall be responsible for providing the security necessary to protect the contractor data within ATOMS, including backups.

ATOMS shall be fully operational on at least one of the NASA-approved browsers per operating system. Up-to-date browser configuration guidance may be found at http://etads.nasa.gov/idi/.

ATOMS shall be accessible from End User Computing Systems (paragraph 2.2.2 of NASA-STD-2804 Spring 2015) with Microsoft Windows or Mac operating systems (OS). There is no requirement for the system to be accessible from other operating systems or mobile devices.

The ATOMS shall be an interactive system used by both the Government and the Contractor.

The ATOMS shall be hosted on the Contractor’s server at the Contractor’s off-site location and be available for remote access.

The Contractor shall have the capacity to establish secure (per IT Security Plan in DRD 1563MA-001, Management Plan), ATOMS accounts for a minimum of 400 Government users.

The ATOMS shall be capable of accommodating a minimum of 100 concurrent users.

The Contractor shall ensure system latency for the host server to receive and process a request for page objects of less than or equal to five (5) seconds.

The Contractor shall perform continuous assessment and improvement of management information system performance and architecture to ensure efficiency and performance.

The Contractor shall notify the Government of modifications prior to implementation.

The Contractor shall notify the Government users of scheduled maintenance 24 hours prior to implementation.

The Contractor shall notify users of system availability during both scheduled and unscheduled maintenance. Preventative maintenance and upgrades shall be performed between the hours of 5:00 p.m. and 7:00 a.m. Central Time (CT).

The Contractor shall restore operation of ATOMS within 4 hours for un-scheduled maintenance.

The ATOMS shall implement user privileges tailored to user roles, as defined and provided by the Government (technical monitors (TMs), task initiators (TIs), resource analysts (RAs), the Contracting Officer’s Representative (COR), and the Contracting Officer (CO)).

ATOMS shall provide a graphical user interface that requires minimal training by users. This interface shall have menus that are specific to user roles.

The Contractor shall provide training for users on a scheduled and an as-needed basis.

The Contractor shall provide a staffed help desk, for customer support, between the hours of 8:00 a.m. and 4:00 p.m. CT during a normal Government work day. Response to individual requests for assistance shall be received no later than one (1) business day after the request. The Contractor shall provide timely solutions to minimize impact to government operations.

The Contractor shall provide an online user’s guide for the ATOMS. The user’s guide may be organized into sections for different types of users.

The Contractor shall provide drop-down menus that are pre-populated with pertinent TO information. Input fields with pre-populated information will be noted in paragraph 2.1.1 with an asterisk.

The ATOMS shall provide the capability to save partially completed task orders.

The ATOMS shall provide basic copy and paste functionality.

ATOMS shall allow for a user to designate a delegate (an existing user in the same role) to act on his or her behalf for a specific approval function.

The ATOMS shall provide completed task order requests and completed task orders in a printer-friendly format to include fields identified in paragraphs 2.1.1 and 2.1.3 for the current contract year.

The ATOMS shall track the status of TOs and any associated sub-tasks from creation through closure.

The ATOMS shall provide the capability to export task orders at any step in the approval process.

The ATOMS shall provide reporting (in Excel format) of user-selected data identified as deliverable for this contract (see DRDs 1563MA-006 and 1563MA-007). The Contractor shall provide access to the most current data available. A query tool may use multiple search parameters (i.e., timeframe of data needed, level of the CWBS).

Task Order Management The ATOMS shall implement the Task Order process as defined in section 2 of this attachment.

The ATOMS shall provide users the ability to view the status of any TO at any time.

The ATOMS shall have the ability to route a Task Order to a peer for a courtesy review during any part of the approval process. This review shall not impact the approval process flow.

Financial Management The ATOMS shall implement a funding transfer process as defined in section 3.0 of this attachment.

Electronic Repository The ATOMS shall, for the life of the contract, maintain all current and historical information associated with the task orders as well as specified contract deliverables:

· Task Orders and Revisions

· 1563MA-005 Contract Work Breakdown Structure (CWBS) Crosswalk

· 1563MA-006 Task Order Activity Reports

· 1563MA-007 Financial Management Report

· 1563MA-008 Weekly Contract Status Briefings

· Temporary spreadsheet from section 3.0 (only while in process)

Task Order Management Process This section defines the task management process that will be implemented by the Government and the Contractor. This section adds detail to Section I, Clauses I.11 1852.216-80 Task Ordering Procedure and I.12 Supplemental Task Ordering Procedures.

The task order management process will address the creation and revision of tasks and sub-tasks in the same way. See Attachment J-9, Contract Work Breakdown Structure (CWBS) for definition of task order and sub-task numbering.

Figure 2-1 illustrates a complete summary of the task order management process. Specific details will be explained in the paragraphs and figures to follow.

NNM16568754R ATTACHMENT J-8

J-8-17

Figure 2-1 Task Order Creation and Change Process

NNM16568754R ATTACHMENT J-8

Task Order Creation and Change Process The Government will initiate the process by creating a Task Order Request (TOR). The Contractor shall respond with a Task Order Plan (TOP). After technical review and any required negotiation, the Contracting Officer (CO) may approve the plan and award a Task Order (TO). Revisions follow the same general procedure. As changes in scope, cost, or period of performance occur for a task or sub-task order, a task order change request (TOCR) shall be required. One change request per TO is processed at a time; however, multiple sub-tasks may be revised on a single TOCR.

Task Order Request (TOR) As new work is identified and funding approved, a Government Task Initiator will submit a TOR. At the time of submission, ATOMS shall send a courtesy notification of the TOR to the appropriate Technical Monitor (TM). The ATOMS shall have data entry fields that consist of the information below:

NOTE: Information required to pre-populate drop down menus are noted with an asterisk and will be provided by the Government.

At the Task Order Level:

a. Task Order title

b. Revision Number (auto-increment with each TOCR)

c. Task Initiator (may be selectable-entry based on active TI accounts)*

d. Performing Organization (selectable-entry used to partially fill in the CWBS)*

e. Skill (selectable entry used to partially fill in the CWBS)*

f. CWBS PSID (Partially completed by d & e, refer to Attachment J-9, Contract Work Breakdown Structure (CWBS) for numbering information)

g. Period of Performance (to/from date)

h. Urgency (Normal/Emergency) as referenced in 2.3.1 of this attachment

i. Justification for Emergency (minimum 500 characters)

j. Description/Objectives (minimum 1,000 characters)

k. Summary of changes (specific to a TOCR, the summary shall include the CWBS, sections changed, description of change, and cost impact. The description may be divided into separate Government and Contractor fields)

l. TO Review Comments (minimum 500 characters)

At each Sub-Task Level:

a. Sub-task title

b. Resource Analysts (may be selectable-entry based on active RA account)*

c. CWBS, to include: performing organization, skill, task ID, funding source, funding sub-source, and activity (selectable for each CWBS level or entered manually)*

d. Cost Center (less than or equal to a 10-character identifier of the performing organization)*

e. Period of Performance (to/from date)

f. Technical Direction (Yes/No) as referenced in 2.3.2 of this attachment

g. Justification for Technical Direction (minimum 500 characters)

h. Description/Objectives (minimum 1,000 characters)

i. Skills Required (no less than 500 characters available)

j. Deliverables, Milestones, Travel, and Risk (minimum 1000 characters)

k. GFE, Materials, Supplies, and Equipment (minimum 500 characters)

l. Additional Comments/Instructions (minimum 500 characters)

ATOMS shall generate a unique task order number based on Government-selected information. This numbering system shall provide traceability of TOs throughout the entire lifecycle.

The ATOMS shall allow the TI to recall the TOR at any point in the approval process. If a TOR is recalled, email notifications shall be automatically delivered to all users that have reviewed the recalled TOR.

Task Order Change Request (TOCR) For modifications to approved task orders, a TOCR will be submitted. A TOCR may be required when there is a change in scope or period of performance. The TOCR is a revision to the existing task order. Information specific to the change will be added to the existing TO. At the time of submission of the TOCR, ATOMS will send a courtesy notification to the appropriate TM.

Task Order Plan (TOP) Within seven (7) days of receipt of the TOR the Contractor shall submit a TOP. The TOP shall include all of the information provided in section 2.1.1 plus the following Contractor-supplied data:

a. Task Order Manager

b. Summary of Changes

c. Technical Approach

d. Discussion of Skills required (labor skill mix)

e. Participating Team (including subcontractors), by Company name

f. Materials, supplies, tools, facilities and equipment required and whether such items will be Government provided, Contractor provided, or acquired by the Contractor as part of the TO Other Direct Costs (ODC). This includes any anticipated purchases that are over $150,000 (includes estimated acquisition cost)

g. Deliverables and Milestones (including subcontractor deliverables and any lower level deliverables developed by the Contractor)

h. Delivery/Performance Schedule, including start and end dates

i. Special considerations (e.g., recruiting, consulting, safety concerns) that may affect performance

j. Risk Assessment and Risk Mitigation Plan

k. Cost Estimate to include labor categories and labor hours segregated for Prime and subcontractors, and travel, training, ODCs and material

l. Maximum estimated cost and fee, and fee period allocations

m. OCI Notification (if needed)

n. Additional Comments

The Task Order Plan shall be accompanied by a separate detailed cost estimate spreadsheet (accessible by the Contracting Officer, only) providing the labor categories, labor hours, fully burdened labor rates, total labor cost, any non-fee bearing costs, applicable ODC, indirect rates applied to ODCs, total ODC cost, fee, and total Task Order value. For a Task Order Change Plan, the detailed cost estimate shall provide the previous TO detailed cost estimate, the detailed cost estimate for the change, and the total revised detailed cost estimate (summation of the previous and the change). Contractor format is acceptable.

Task Order Change Plan (TOCP) Within seven (7) days of receipt of the TOCR the Contractor shall submit a TOCP. The TOCP shall include all items defined in paragraph 2.1.3.

Task Order (TO) Final approval of the TOP is provided by the CO. Following approval, the CO will issue the TO. The Contractor shall provide acknowledgment of receipt of the TO within three (3) days.

Task Order Routing and Approval Process Figure 2-2 illustrates the routing and approval process for the initial release of a TO. The Government will supply a listing of technical monitors, task initiators, resource analysts (RA), and other individuals needed for review-or-approval routing. If disapproved, the ATOMS shall prompt the reviewer for a justification for disapproval and the document shall be rerouted to the TI or Contractor.

Notification of action required shall be provided to approvers as the TOR progresses through the approval process.

TOR/TOCR

Upon creation of a TOR or TOCR, the document shall be routed sequentially to the RA, COR, and CO. After approval by the CO, the document shall be routed to the Contractor.

Figure 2-2 Task Order Routing and Approval Process

TOP/TOCP

After development of the TOP or TOCP, the document shall be routed to the RA and TI concurrently. Once both approvals have been obtained, the document shall be routed sequentially to the COR and CO for approval. If not approved, the document shall be re-routed as shown in Figure 2-2.

Special Cases Emergency Changes During the creation of a TOR or TOCR, the Government will specify the level of urgency as “Normal” or “Emergency” per paragraph 2.1.1. For emergency work, the TI will enter a justification into an ATOMS-provided field. In this event, the CO may provide limited authorization while the TO process is completed and the negotiated value is determined and authorized. Figure 2-3 illustrates the routing process for emergency task orders. If disapproved, the ATOMS shall prompt the reviewer for a justification for disapproval and the document shall be rerouted to the TI.

0.0.1.1 Upon submission of a TOR or TOCR marked as “Emergency” the document shall be routed sequentially to the RA, COR and CO. If disapprovals are received, the document will be routed back to the TI.

0.0.1.2 After approval by the RA, COR, and CO, the TOCR is routed to the Contractor for acceptance. If the Contractor accepts the task, a TOP or TOCP shall be prepared. If the Contractor does not accept the task, discussions with the CO shall commence.

Figure 2-3 Emergency Task Order Process

Technical Direction (TD) During task execution, the Government may identify the need for technical direction as defined in Clause G.8, Technical Direction. The TI may initiate a TOCR and select “Yes” in the “Technical Direction” field. The TI will enter a justification into an ATOMS-provided field explaining the need for technical direction. Figure 2-4 illustrates the routing process for approval of technical direction.

0.0.1.3 Upon receipt of the TD request, ATOMS shall route the document to the COR for review and send a courtesy notification to the CO. If technical assistance is needed, the COR may route the Technical Direction to a TM for a peer review. After approval by the COR, ATOMS shall route the document to the Contractor.

0.0.1.4 If approved by the COR and accepted by the Contractor, the Contractor shall re-phase work to accommodate the direction. ATOMS shall send a courtesy notification to the CO indicating that the TD was approved by the COR.

0.0.1.5 If disapproved by COR, the Technical Direction shall be rerouted to the TI.

0.0.1.6 If disapproved by the Contractor, the Contractor shall discuss the TD with the CO and COR to come to a resolution.

0.0.1.7 If resolution cannot be achieved, the TD request will be returned to the TI. Resolution may not be achieved for various reasons including, identification of additional cost, and/or schedule impacts by the Contractor.

Figure 2-4 Technical Direction TOCR Process

NNM16568754R ATTACHMENT J-8

Funding Transfer Process Due to shifting priorities and expiration of funding, the ability to quickly transfer funds from one sub-task to another is required. Government resource analysts (RAs) will perform intra-task transfers without a change to the overall task order value. This section defines the funding transfer process between sub-tasks using the ATOMS. Figure 3-1 provides a graphical depiction of the process defined below. This ATOMS functionality shall be available only to RA users.

Figure 3-1 Funding Transfer Process

The Government will initiate a transfer of funds within the ATOMS. The Government will identify the sub-tasks to be transferred “from” and “to.”

Upon transfer initiation, the ATOMS shall display the following (most of this data will be supplied by the Government via contract funding modifications):

a. Contract WBS

b. Funding WBS

c. Cost Center

d. Fund

e. Purchase Requisition (PR) Number

f. Procurement Line Item (PLI) and Accounting Line Item (ALI)

g. Purchase Order (PO) Document

h. Amount to be transferred (input into the ATOMS by the RA)

i. Balance of remaining funds at the sub-task level, per fields identified above (supplied by the ATOMS)

If funds are unavailable, the ATOMS shall display an error message and the transfer shall not be allowed.

If funds are available, the ATOMS shall add the request (data from 3.2) to a temporary spreadsheet table (exportable to an Excel spreadsheet).

The temporary spreadsheet table shall include the RA requestor and date of entry.

The temporary spreadsheet table shall be available for RAs designated on the Government-provided list.

The ATOMS shall notify the RA requestor if a transfer of funds is requested outside of the years designated for use. (For example, 2016 funds are designated for use in FY2016 and FY2017 but not FY2018 or later.

Approval by an Engineering Directorate RA (The Government will provide a list of approvers) is required for each transfer request in the database. Once approval occurs, and the approval date is within the active transfer period, the transfers shall be updated in the Contractor’s accounting system and deleted from the temporary spreadsheet table. The active transfer period data will be provided by the Government.

A notification shall be sent to each RA requestor stating whether each transfer was approved or disapproved.

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