DOE O 4200.2, Department-wide Quick Reaction Work Order System

u.s. Department 'Energy , ORDER o Washington, D.C. DOE 4200. 2 3-12-81 SUBJECT: DEPARTMENTWIDE QUICK REACTION WORK ORDER SYSTEM 1. PtJRP<l3E. To describe the new Departmentwide Quick Reaction Work Order (QRWD) System, to establish the criteria and procedures for its use, and to identify resI;XJl1Sibilities for managing and operating the system. The Q~ awards are subject to ail other applicable procedures for Department of Energy (DOE) support service oontracts. 2. ~. Users of the DOE-wide Q~ system should oonsult the foilCMing directives for details ooncerning the appropriateness of any task for assignment to a oontractor: a. IDE D70.l, RE..VIE:W AND APProVAL CF SUPPCRT SERVICES P:R:CUREMENl' REQUIREMENl'S, of 6-5-78, which establishes p:>licy and review requirements for support service oontracts. b. IDE N 1370.1, REVIEW AND APPRJVAL OF cnlSUIll'I1'l2 SERVICE pRXl.JREMENr REQUI.REM!:NrS, of 2-25-80, wilich establishes policy and review requirements for oonsulting service contracts. o c. IDE 4220.2, IDLE <F aNl'RACIm m~ IN POLICY DP..VELOPMENr AND IN REPRESENrING THE <D.1EmMENl', of 9-8-80, wilich establishes policies on the role of contractor personnel in drafting correspondence, developing p:>licy, and in representing the Govemrrent. d. IDE N 4210.1, PREPARI1'l2 TASK ASSIGNMENrS, of 2-25-80, wilich specifies procedures for assigning wack to DOE contractors. e. H;l N 2030.1, CRGANIZM'IOOAL CC'NFLICTS <F INl'EmST P~ING PRCX:EDURES, of 7-3-80, wilich specifies procedures for assuring proper organizational oonflicts of interest deteoninations. 3. BACKGFOJND. a. In order to improve the ability of the Depar tment to respond to unfore­ seen energencies in a timely fashion without resorting to sole source contracting, a IXE-wide QRYD system has been established. Under the Q~ system, a number of oontracts have been canpetitively awarded in three broad areas of work. (See Attachment 1 for a description of the work areas an:) the contractors.) The contractors, kn::7t1n as master contractors, are available to perform tasks in these areas in response to urgent requirements as they arise throughout the Department. Tasks may qualify for performance under the DOE-wide QRWO system if they are in respcnse to unforeseen emergencies an:) can be canpleted in less than 6 months at a cost of less than $250,000. () DISTRIBUTION: INITIATED BY: All Departmental Elements Office of Organization and Federal Energy Regulatory Commission [info} Management Systems Can ce led I DOE 4200.2 3-12-81 2 b. A canpetitive procurement envirorment will be maintained under the ~ system in two ways: initially, each of the master oontracts was awarded on the basis of c:x:mpetition. Now that the ~ system is operational, each individual work order will be awarded based on the maximum prac­ ticable extent of c:x:mpetition within the system. In the absence of special circwnstances, the work order will be awarded to the master contractor who presents a technically sufficient proposal at the lcwest orobable ccst or price. c. The advantage of the IXlE-wide QRK> system is that it will maintain a quick respcnse capability without resorting to sole source procurements. However, the system may not be used merely as a procurement expedient. d. Each master contract is for I-year with two I-year options. The ceiling for each oontract is $5 million; the aggregate ceiling for all of these t'V'I'I'\tracts is $45 million. 4. DEFINITICNS.

a. Master Contractors. The name given to the firms awarded oontracts under this solicitation. These awards, resulting fran an open national canpe­ tition, provide for theestablisrnnent of several master oontracts in each work area. The master oontracts are unfunded, except for a minimum guaranteed arrount ($2,500) required to have the contractors maintain available capabilities and capacity regardless of whether or rot a work order is issued and to enforce preparation of bona fide offers to each work order solicitation. b. Work Order. The procurement irstrwnent used to authorize performance of a task under a master contract. Each work order for the ~ system shall be funded individually ~ the requesting organization and shall be awarded follcwing a limited canpetition aIlDng at least four master contractors. 5. CRITERIA. The following conditions must be present and <Dcumented to justify using the OOE-wide ~ system: a. Each work order must specify work which can be c:x:mpleted within 6 JOOnths at an estimated ccst oot to exceed $ 250,000. b. Each work order action must fall into one of the three specific areas of work identified in the master oontracts and shall require a discrete end item deliverable. c. Each work order must be in resIX>nse to an urgent progralllllatic require­ ment which could oot have been foreseen in time for oormal procurement procedures to have been used. Can ce led 3DOE 4200. 2 3-12-81 o 6. RESPONSIBILITIES. a. Heads of Requesting Organizations. For each work order to be performed under the QIWJ system: (1) Identify funds and sign each quick reaction work order; (2) Appoint a technical representative who will: (a) Serve as the point of contact within that organization en all matters concerning that task. (b) In coordination with the contracting officer, prepare the limited competition documents including the statement of work, instructions for preparation of the technical prOl,XSa1, and evaluation criteria, if any. (c) prepare the dx:nlmentation described in paragraph 7a. (d) Determine the technical sufficiency of each proposal as appropriate. o (e) With the contracting officer, participate in technical nego­ tiations with master contractors prior to award, in obtaining clearances and approvals, and in debriefing llllS'OCCessful offerors. (f) Perf~ post award adRdnistrative functions such as the tech­ nical monitoring of work orders in progress, inspection and acceptance of de1iverab1es, and authentication of contractor invoices. (g) Prepare a brief evaluation of contractor performance UJ:XX1 the , canpletion of each task. b. The Director of Administration. (1) Reviews the Cbcumentation described in paragraph 7a and advises the contracting officer as to whether or rot the CX'I'Opeti tion aIlDng the master contractors may proceed. (2) Periodically evaluates the use of the QEK> system. c. The Director of Procurement and Assistance Management, working thrOlgh the contracting officer: (1) AdRdnisters the QIK> master contracts in acx::ordance with established procurement policies and procedures. (2) Determines whether each proposed QEK> work order neets the criteria for performance as a QEK> WDrk order. Can ce led 4 nnJ:' 11200.2 3-12-81 J(3) Assures the technical and administrative sufficiency of s:>licita­ tion documents, master oontracts, and the award of individual \<IOrk orders.

(4) Determines in acoordance with governing regulaticns and good procurement practices, the appropriate IlUIl'ber of master oontractors to be s:>licited for propcsals after oonsidering program office recxmnendations • (5) Ensures that all the master oontractors in a particular area of \\Ork are receiving an equitable opportunity to cx:mpete for \<IOrk orders. d. The Allottee. Certifies funds available. 7. PHX:EOORES. (Depicted in Attachment 2.) a. The cognizant technical representative is resp::llSible for initiating a propcsed \<IOrk order.'" The follCMing items are required to initiate a prOlXSed work order: (1) canpletion of HQ F 4220.1, "Olick Reaction W<:rk Order" (Attachment 3). The originator may reoamnend any IlUIl'ber of the master oontrac­ tors far the cx:mpetition. However, the oontracting officer has discretion to aid any nllllber of additional master oontractors in J' the given area of 'WOrk. In all cases, at least one of the contractors will be a anall or disadvantaged. business finn. (2) A statement of \<IOrk clearly describing the requirement, respon­ sibilities of tIE oontractor, and any materials to be provided I:¥ the Govermtent, a schedule of deliverables including dates, place of delivery, and location of inspection and acceptance: and a listing of all travel requirements and other kr¥:lwn direct charges. (3) A canpleted HQ F 2030.1, "Pre-procurement Organizational Conflicts of Interest Fact Sheet." (4) Carpletion of OOE F 4200.24, "Detemdnation for Use of Off-Site Wcrk Order" (Attachment 4). The detemination will define the urgency surrounding the prop:::sed requirement and also specify the impact which may be suffered by the Govermtent if this method of oontracting is not used. This detemination will be signed I:¥ the technical representative. (5) Evaluation criteria (required only if the requesting office elects to <X>nduct a full evaluation of all proposals). (6) An analysis of the prop:::sed action which includes the follorliing: (a) A brief descr iption of the program to be supported and a statement descr ibing why the propcsed \\Ork order is essen­ tial to the program mission. Can ce led c DOE 4200.2 5 3-12-81 G (b) Analysis of all reasonable alternatives for performance of this work and a clear statement of why the use of the DOE-wide Q!K) system is the best alternative. (c) A description of tON the requesting organization will retain oontrol of the work effort without creating an enployer-employee relationship between contractor and Government personnel. (7) The signature of the Assistant Secretary or equivalent, or Head of the Field Organization requesting the work order. Assistant Secretaries and Admdnistrators may delegate this signature authority to one individual within the organization by filing a written delegation of authority with the Director of Administratien. b. Once authorized in accordance with paragraph 7a, above, the original of the request package is forwarded to Funds Tracking System (FtNI'S) for Headquarters requests for obligation and transmission to the Division of Procurement Management Systems and Analysis (P~33). Field organizations will use their own funds obligation mechanisms prior to sending the request to Headquarters procurement. A copy of the cx:mplete package inclooing all the items in paragraph 7a also must be sent to the Director of Administration (Attention: Management Systems DevelqJnent and Evaluation Branch, AD-242) for review. If problems are discovered during that review, that branch will work directly with the requesting office to overcane the difficulties. If satisfactory resolution cannot be achieved, the Director of Administration will withhold authorization to proceed on the propa;ed work order and the procurement may oot proceed.

c. The oontracting officer will conduct the required canpetition and negotiations. d. If there have been no evaluation criteria established for the work order, the contracting officer will examine the propcsals and provide the requesting office with the propcsal with the lcwest probable oost. The technical representative will determine technical sufficiency of the propa;al. If sufficient, the award will be male en that propcsal, subject to a satisfactory organizational conflict of interest determination for that contractor. If the propa;al is not technically sufficient, it can be rejected and the propcsal submitted with the next lcwest probable.cost will be evaluated for technical sufficiency. e. If technical criteria have been established, the technical representative will evaluate all propa;als for technical sufficiency. Of those foond technically sufficient, the Cil7ard will be male to the contractor sub­ mitting the lcwest probable oost. f. The contracting officer will evaluate the organizational conflict of interest issues and make a determination thereon. Up::n o:mpletion, the work order will be awarded arXi work may proceed. Can ce led 6 o DOE 4200.2 3-12-81 g. It is anticipated that, excludina any major difficulties, a \tA:)rk order Jwill be awarded in 4 to 6 weeks fran receipt of the request. h. Durina the course of the work activity, the technical representative will monitor contractor performance, identifyina to the contracting officer any technical problems with the contractor performance. i. Within 30 days of <XJI\pletion of the task, the technical representative will prepare a short eValuation of the contractor's performance for the official procursnent file. William S. Heffelfinger Director of Administration Can ce led Attachment 1 DOE 4200. 2 3-12-81 Page 1 :0 The follcwing is a sunmary of the Statement of Week for Week Area 1 of the DOE-QIM) system and a listing of the firms awarded Master Contracts for this \'K)r k area: 1. Area of Work 1 - SuppORl' FOR pfO.'iRAM PLANNIl'li, PKXiRAM M:NI'IORIl'li AND ENElGY ANALYSES a. This area focuses 00 external social, ec:onanic and political consider­ atioos involved in the analysis, developnent and rronitoring of OOE prograrrs. Appropriate areas for analysis could include such things as: (1) State of science and techn.ol(XJies; (2) External impacts of OOE programs: (3) Gaps in current research and developnent (R&D) areas; and (4) Organizations, facilities, staff, and other resources necessary to meet program requirements. b. Typical tasks \'K)uld address such issues as: (1) Assessment of energy resources: (2) Expleeation, extraction and production; (3) Transpcctation, distribution and transmission: (4) Conversion and processing; (5) Em-use consumption; (6) Prices, regulations and financing; (7) Energy-econ:::mic interaction; and (8) Industry, r~ional socioec:onanic, and envircnnental impacts. c. Master Contractors for Week Area 1: (1) Bt.M CorP91:ation: (2) JAYCOR; 11 (3) Resource Planning Associates; 1/ (4) Science Management Corporation: and (5) TRW. 11 Denotes small rosiness. Can ce led o Attachment 1 DOE 4200.2 Page 2 3-12-81 J The folloo1'XJ is a sumnary of the Statement of WCI:' k for WCI:' k Area 2 of the DOEl-QRID system and a listing of the firns awarded Master Contracts for this work area: 2. Area of WCl:'k 2 - [X)E STAFF SUPPORI' (Other than program Planning, Program Monitoring, and Energy Analysis)

a. This area focuses 00 providing contractual support for energy technology issues, and may include, but is oot limited to: (1) Conceptual and system evafuation design; (2) Enviraunental assessments; (3) System integration of architectural and engineering designs; (4) Coot and perfonnance analyses of specific projects; (5) Safety, analyses; (6) Propcsed system configurations and preliminary design concepts analysis; (7) Assistance for the developnent and instrumentation of test prograIlB; and (8) Assistance for identification of needs for specific scientific research. b. The contractor shall also provide technical and analytical support for the developnent of cx:mputer-based m:::Xlels and operations research with regards to the effects of energy trends and policies on the econany. This suooort may include, but is not limited to: (1) Analysis of economic activity relative to energy markets; and (2) Documentation of cx:mputer-based m:::Xlels, including sumnaries, descriptions of methodology, guides to m:::Xlel application, and user I s gu ides. c. Master contractors for Wa::k Area II: (1) Battelle; (2) BIM Corporation; (3) Energy Resources; 11 (4) Science Management Corporation; (5) TRW; and (6) Unified Industries. 11 11 Denotes anail business. Can ce led c Attachment 1 DOE 4200.2 Page 3 (and 4) 3-12-81 G The following is a sunmary of the Statement of Wer k fer Wer k Area 3 and a listing of the firms awarded Master Contracts for this w<xk area: 3. Area of Wor k 3 - SPOCIAL TASKS a. The focus of this area is for providing administrative technical and 1cgistical suppcrt for other specializErl tasks ltobich may include, but are mt necessarily limited to, the follcwing: (1) Develop surveys, questionnaires, other sampling tools1 (2) Cooouct program, scientific, and technology \\Orkshops, and ron­ ferences; (3) Suppa::t fer p,lb1ic meetings, provide necessary clerical transcriptions, editing, printing, dissenination, and related services; provision of meeting place and all 1cgistics associated with transpcrtation; (4) Suppa::t fer surveys and other sampling mechanisms; and (5) Prepare socio-ecorx:mic assessments, develop assessments of the effect of energy related regulations on policies an various segments of the society. b. Master Contractors fer Werk Area 3: (1) OONSAD Research Corporation; 1/ (2) Data Solutions Cerporation; 17 (3) Energy Engineering CCmpanYi, 1/ (4) Jack Faucett Associates; Y (5) The Or kand CCmpanY1 Y (6) Sterling Systems, Inc.; and 1/ (7) Santa Fe Ccxporation. ]I Y Denotes small business. c Can ce led DOE 4200.2 3-12-81 ~..tiDi ottic=­ Attachment 2 Page 1 (and 2) iJP?"S - 1Q78 A CHI) H:t",. AllClt1:8e 1••• , ~ cz ftel.d ClEgIai-i CD I . ----------------­ <XIitLacta: <XIltLactar ~foUi_1CII o Can ce led DOE 4200. 2 Attachment 3 Page 1 (and 2)3-12-81 , 0,···· BQ r 4220.1 (1-10) U.S. DEPARTMENT OF ENEAGY WASHINGTON. D.C. 20585 QUICK REACTION WORK ORDER t. CONTRACTOR NAME Z. I'ROCUREMENT REOUEST N0'1 J. FUNDS AUTHORIZr,p 4. DOE BUDGET AHD REPORTING ~SIFlCATION IMD 1I0li, ADOItESS I. CPTIFYING OFFICIAL I......." II~ _f\IIIda in N _t..... _till ......ailabl • .., .... puI'IIOMII ...... AI'-m No. Cs.--I (DIn., COHTRACT NUM8ER lYI'IWI'Ilf1'IH NAME. TI1U. TlLfl'HONE NUM8ER,

CATiGOfIY OF WOI'IK C ... HQUEST FOR!'ROPOSAL The following C FilltIII I'ric. C Coat Type PftIPII••1 ia 1IUOjec:1. _Ill _ modifiecl .....in. .1he condItionll of the achedul. aftCI1he.-..1 ....,.,;aionllM1 Ionh in tM .............ntionecl COIItnIC\ end ia ........" lor IumiehingN following _ri., or __.The nght .. _. _ 1he int.....1ofth. GcMom....m m .... "'Quire, to ";ecla"" o,all_..11 and '" _ive _Iftf_'ltia in P'opo..lo ..ca_d, 10 accapt or ..,.ct ..... It..... of any _ .., .... 1... q ..ehfleclily lp4ICiflc limlteuona. and to n.lIollat. ","he,with ..... _Iif,,", fI .......... ......,1_ be ..ca_1Iy ...ConWeting 0Ihc... 0IIic. SotmI>o'_.MaiI Stop at... _ ...........Mfcn__ (Tima) (Oatal lila.... TIJII7. T."pIIone . ... OESCRII'TlON OF WORK IN raqWIH. -" da\ailecl __m ~wwt. . .,IlftlllIirM(&) of de'_rye...)or IIC:heduIe of woft.l R 1. DELIVERY SCHEDULE ~ECTlON AHO ACCEI'TANCE ATd •. DEUVERY POINT 1 t. OIIGANIZATION10. TlCHNICAL IIE!'RESENTATIVE 112. TlLfl'HONE ~~ 1... AUTHOfIIlED BY: (NarM. 1itIe••~ of PIOIJram ofhciat)10. OIQ'Em.", IH-.... _W~ ~ (SIvnatunI) ..........) . (Oat., lit.. I'OR THE UNITED STATIS OF AMERICA ..I. TO • COMI'I.£TED BY CONTRACTOR 1"- CIDIiI'¥ 10 • CoM_ting Offie... within Z Aye ...... -.ip!., HCElI'T ACICNOW\.IDGED: (S.lInat.... of ~ Officer! (Dew) (Sillnat .. ,.) TYPEWWITTIN NAME: TI1U DATI I •. !'ROI'OSAL 17, ACCEI'TAHCE The fIIIIIowing ill • C ...... Fix.., l'rIce C c:.t........Fixecl· Fee Eocapt _ mocIIfiecI ......n. tIM wotIr. orderdoaI not cheng. or modify ...., fIw ...pa"- of tM -'" Nt #onII1It 1he ...,.KIMoCIuIa. any t_ or condit_ of tile IlUbj4tCI _Wct. Th.. -'" order • Ilea IIIIJCIIed ..... tot _ .........0 rn.1 1IauM,.......... to ... t_ end Clftditionll of .....bject_ IIftIII ..id t_ IIftIII conditioM -'Y to "' __ .nd .......... to be T......... Coat • f'IvIh/Fee • palf~ha_. Thia _ 0'" h_bHn nagotiattlll .........m • the euthorily of4' USC ZSZ (clltOI.nd.1I ...._ dat.....illlltionaCIlITlI'1CATION: Thie •• cetIify _ ... inIonMIioII ___necI in IIftIII fincIonp "- IIMiII 1IIIIde• ..... propoul ,... ...... bIIHcI _ 01' ~1ecI fnM111he iIMIta IIftIII __of th. company end ia II __1M witlo 1he pnMa"'~'" THE UNITED STATlS.OF AMERICA .....-.ltia_lO.......~""tIIcIowI.... llftlllbeli4If. FIXED !'RICE: BY: NAME OF c:oMI'AHY 011 ..DMDUAI.: !'RICE: • CSiI- of ContreclJ"ll OffIce., fIIIOFfT: • TYPEWWI1TEN NAM£: COHTRACT NO.: TOTAl.: • CONTRACT NO. MODIFICATION NO, CI'FF:lI\': .f •OT.COST;'~I OAT£: mu: DIl1l: FIXED FEE:.'lVl'EWR1f1'IH ~E: TOTAl.: • COPY .,-CONTflO\.UfI.coMMITMINT Can ce led http:STATlS.OF http:clltOI.nd.1I .." , , .. , . DOE 4200.2 Attachment 4 Page 1 (and 2)3-12-81 o DETERMINATION FOR USE OF OFF-SITE WORK ORDER • o DOIFQD0.24 IMlI u.s. DEPARTMENT Of ENElmY DETERMINAnON FOR USE OF OfF.S1TE WORK ORDER ,Prtor to SoIlcitlrdon' 1. SUBJECT WORK ORDER NO. 123456 2. ESTIMATED AMOUNT $50.000.00 3. CONT'MCI'lNG OFfICER S.R1ver 4. TECHNICAL REPRESENTAT1\I£ John Smith 5. lTTLE OF TECHNICAL RS'MSENTAT1\I£ Management Analyst .. ORIGINATING OFfICE FE 7. TECHNICAL RS'MSENTAT'VE DETEl'lMlNATlON r::" I, the undenIigned Tec:hnicaI Rep....mad"." haw fully ~ the netuns at the subject worIt order and IIIIOCiIUId lCheduIIIL I haw fully ccnsidered placing the worIt through c:orMIIttionII CCII.bllCdhij ~ UI'eI as outlined in me DOE Proc:urement ReguIationI. whk:h .. the preferred mIIIhod. My m.dgadon .. kuId that thiI wort order is m 8 short IMd f4~...rectiIaII ~ at 12)li'l'iiii dollar value

Ii,e" under •• J ~C 1 with (31 8 limillld ;LaIAt cIeIrty falll within the 8CIIlIS)a 01 worIt of the basic~ :~~~ , If 1his requirement is~ 4) ~. . rectiIaII worIt order contnICt system, 1certify :::s ~ the following impact (the following lC8tIlment ~... J t_to lime, circum­ SUInC8I, programmadc CCIIIditioIII ",._ 01 con­ tI'IICting. __ 01 urgency. eu:.. as .. ~ SlGNATU~ OF TECHNICAL ~AT1\I£ . \.x\ V'-. ' ­ N'.:..:Kl ~~ . II;~ 31"lfXI 8. RECOM::;'OATlON FOR ARM FIXeD PRIC£ SOUCITATlON: (If COlI .. 1-.mrr...1CIed. e>q)Iein.l o CostType 0 Pro4X)SIII iii. CONTRACTING OFfICER DmRMINATlON On the b8Iis at the above. I hereby dlR8nnine that the propoMd worIt order cIeIrty fIIIls within the ~ of worIt and the au1horitv 01 the Determination and Findinga at the basic COI'IU'1ICl(sI. SIGNATURE OF CONTRACTING OI'FlCER S. ( .' :-<-,­ DATE I "I . ,I j ': /" I o ­ Can ce led . J.. . .. o • Can ce led