# Presentation: 428999

## Agenda for the BWXT Y-12 Forum for Architect and Engineering Firms “Process Improvement”Workshop

##  Welcoming Statement

- Thank you for taking the time to participate in this workshop
- Our goal is to ensure that your time investment is spent wisely
- We value the subcontracting community as an essential element of the Y-12 National Security mission
- We are committed to being open, honest, candid and good listeners
- We are committed to taking action and then impressing you with the follow-through

## UPF Near Term Procurements

**Select Architect-Engineers for Three General Order Agreements (GOAs)**
**Facility Design**
**Process Systems & Equipment Design**
**Process Systems & Equipment Design Without Confinement**
**Perform Title I, II & III design tasks**
**Each GOA  $30-$40M**

##  UPF Near Term Procurements 

**Facility Design (7 Years)**
**3-Year Base Award**
**One 2-Year Option & Two 1-Year Options**
**Process Systems & Equipment Design (8 Years)**
**3-Year Base Award**
**One 2-Year Option & Three 1-Year Options**
**Process Systems & Equipment Design w/o Confinement (8 Years)**
**3-Year Base Award**
**One 2-Year Option & Three 1-Year Options**
** **

##  Objective

- Communicate to gain a better understanding of each other’s processes, issues and perceptions
- Identify opportunities to enhance the way we do business
- Make the adjustments necessary to ensure that our commercial relationship is regarded as positive, fair, predictable and efficient
- Institutionalize a means to sustain our progress

##  Objective (continued)

- Focus will be placed on the processes, paper, requirements, and methods
- We will strive to identify ‘tangible’ opportunities for improvement
- Each ‘opportunity’ will be captured and tracked.  For closure, we will either identify the action taken or justify otherwise

## Safety in Design

- Objective is to design a facility that is safe, secure and produces reliably.
-  Integration of safety into the design activities essential to project and facility success
-  Integrated Management plan is under development which provides a framework
-  Designers will be asked to identify and eliminate hazards and error likely situations through and during design
-  Hierarchy of controls established for nuclear and non-nuclear hazards through PAAA legislation

## BWXT Y-12 ES&H Expectations 

- Before Performing Work, Subcontractors
- Provide compliant Environment, Safety and Health (ES&H) program consistent with subcontract terms and conditions
- Maintain Experience Modification Rating of 1.0 or less from workers compensation insurance carrier
- Maintain injury/illness rates as low or lower than general industry
- Inform workers of Stop Work Authority

## BWXT Y-12 ES&H Expectations 

- Subcontractor ES&H Program
- Provides ES&H project specific plan
- Includes task based Activity Hazards Analysis
- Specifies Training and qualification for workers
- Implements requirements
- Protects Workers, the Public, and Environment
- Establishes clear roles & responsibilities for supervisors and workers

## BWXT Y-12 ES&H Expectations 

- Subcontractors Perform Work Safely
- Brief workers on work to be performed, including hazards, controls and facility requirements
- Perform work as planned with work start approval
- Ensure lower tier subcontractors understand requirements, work controls, and perform work safely
- Report all injuries/illnesses that occur on the job immediately to Subcontractor Technical Representative (STR)

## BWXT Y-12 ES&H Expectations 

- Subcontractors Perform Work Safely
- Recognize changing conditions and take appropriate action
- Stop Work as needed for safety
- Execute supervisor and worker roles & responsibilities
- Share lessons learned
- Self evaluation, feedback and oversight
- Recognize safe work practices
- Follow BWXT Y-12 standards- one standard at Y-12 National Security Complex

## Preventing Accidents

- Hazards MUST be identified and Controls developed and implemented at the task level for All Subcontractors
- Subcontractor worker protection programs must flow down requirements with emphasis on the importance & need for worker’s Stop Work Authority, qualified and competent workers
- Performing Work in a Safe Manner is No Accident, No Incident, just an expectation!

## Security Considerations

- Sensitive Information
- Official Use Only (OUO)
- Need to know
- Destruction Requirements
- Unclassified Controlled Nuclear Information (UCNI)
- US Citizen
- Need to know
- Access Control
- Accredited Cyber Systems
- Destruction Requirements

## Security Considerations

- Classified Information
- Confidential
- National Security Information
- Restricted Data
- DOE “L” Security Clearance Required
- Limited Security Area
- Approved Storage
- Approve Cyber Systems
- Destruction Requirements

## Security Considerations

- Classified Information
- SECRET – National Security Information
- DOE “L” Security Clearance Required
- Limited Security Area
- Approved Storage
- Approve Cyber Systems
- Destruction Requirements

## Security Considerations

- Classified Information
- SECRET – Restricted Data
- DOE “Q” Security Clearance Required
- Limited Security Area
- Approved Storage
- Approve Cyber Systems
- Destruction Requirements

## Security Considerations

- Y-12 Safeguards & Security personnel are available to assist in identifying physical and cyber protection measures and to assist in Security Plan development.
- Y-12 and NNSA approval required for facilities possessing classified information.
- Annual inspections will be required.
- Detail guidance documents available as needed.

## BWXT Y-12 Quality Requirements

- UPF Quality Requirements
- DOE/NNSA Quality Drivers
- DOE O 414.1C, Quality Assurance
- 10 CFR 830 Subpart A, Quality Assurance Requirements
- BWXT Y-12 LLC Quality Drivers
- QA Program modeled upon NQA-1, 2004, QA Requirements for Nuclear Facility Applications with additional emphasis on Software Quality Assurance, Assessment, and Training

## BWXT Y-12 Quality Requirements

- BWXT Y-12 procurement documents will flow these driver requirements down to providers of items and services and may impose the requirement to comply with NQA-1 and additional focus areas as mentioned.
- Applicable NQA-1 Part II Subparts may be included.
- BWXT Y-12 procurement documents must define a graded approach in the application of quality program rigor for a given item or service

## BWXT Y-12 Quality Requirements

- Prequalification will include consideration of robustness of quality assurance programs and implementing procedures
- Assessment, surveillance, and audit are standard tools used by BWXT Y-12 to monitor program implementation and effect continuous process improvement.
- QA Program assessment and technical QA oversight are continuous processes as used by BWXT Y-12 to assure quality of the finished project deliverables.

## Project Controls Requirements	

- Earned Value Management compliant with DOE 413.3 and ANSI/EIA 748A
- Integration of Scope, Cost and Schedule
- Performance Measurement Reporting
- Variance Analysis Reporting
- Trend Program and EAC Integration

## EVMS Requirements

- A-E’s EVMS must fully integrate into BWXT Y-12’s system
- BWXT Y-12 will review and approve the A-E’s EVMS to assure:
- EV techniques are appropriate for assigned work
- EV techniques are objective and auditable
- BWXT Y-12 will reserve the right to audit the A-E’s detailed EVM status

## Integration of Cost & Schedule

- A-E’s Performance Measurement Baseline will be integrated into BWXT Y-12 reporting
- A-Es will be required to utilize a schedule program that is compatible with P3
- Integrate into the project IPS electronically
- Level of detail for schedule integration must provide sufficient information to manage project interfaces and analyze project’s critical path schedule

## Integration of Cost & Schedule

- A-E’s PMB will be based on their final cost and schedule proposal
- Progress and performance will be reported and analyzed against the PMB
- Design evolution will be a variance to the PMB
- Changes to Scope will be BCP’d to change both cost and schedule baselines

## Variance Analysis Reporting

- A-E’s shall submit Variance Analysis Reports (by Control Account) if they exceed reporting thresholds
- VARs include: Root Cause of Variance, Impact and Corrective Action Plans
- Internal Project reporting thresholds are being developed.
- Example:
- SPI or CPI = <.95 or >1.50
- VAC % = +30% (under) or -5% (over)

## Trend Program & EAC Integration

- A-Es will be required to provide early warning trends for potential issues that affect scope, cost or schedule
- A-E’s Trend Program will support monthly EAC development
- A-Es will support periodic bottoms-up EAC development

## Procurement

- All communications during the solicitation phase are through the BWXT Y-12 Subcontract Administrator.
- Submission of Proposals: Ensure compliance with what, how and when to submit.
- Follow Request For Proposal Cover Letter directions.
- Follow General Solicitation Instructions.
- Completely fill out Representations & Certifications.
- Acknowledge all Amendments.

## Procurement

- Provide all required Technical and Price Submittals in requested formats.
- Submit all solicitation questions in writing.
- For classified procurements a favorable Foreign Ownership, Control or Influence Determination is required prior to award.
- Be careful in handling, storage, generation, or transmission of Classifed or Unclassified Controlled Nuclear Information during proposal phase and subcontract performance.
- Clearly state any exceptions to BWXT Y-12 general terms and conditions in your proposal and be aware that they could render your proposal nonresponsive.

## Procurement

- Pay close attention to the provisions and articles of the subcontract.
- The BWXT Y-12 Subcontract Administrator is the only individual authorized to bind the Company contractually or change the subcontract scope, schedule, or pricing.
- Be responsive and responsible.

## 

“The beginning
 is the most important part
 of the work.” Plato

***“******The beginning***
*** ******is the most important part***
*** ******of the work.” ******Plato***

- BWXT Y-12 Procurement Process

## 
As each goose flaps its wings, 
it creates uplift for the bird following.
By flying in a “V” formation, 
the whole flock adds 71% greater flying range than if one bird flew alone.

Lesson:  People who share a common direction and sense of community can get where they are going quicker and easier because they are traveling on the strength of one another.

*As each goose flaps its wings, *
*it creates uplift for the bird following.*
*By flying in a “V” formation, *
*the whole flock adds 71% greater flying range than if one bird flew alone.*
*Lesson:  People who share a common direction and sense of community can get where they are going quicker and easier because they are traveling on the strength of one another.*

- BWXT Y-12 Procurement Process

## BWXT Y-12 Procurement Process

- What are we going to accomplish today?
- Identify and collect opportunities to enhance the way we do business
- What works well
- What are our opportunities for improvement
- What are the drivers for the current process
- How are we going to accomplish this?

## BWXT Y-12 Procurement Process

- Brainstorming Session
- Collecting of ideas - approach for generating as many opportunities as possible
- _NOT_ determining the best solution
- Basic ground rules:
- Open communication - allow everyone a chance to speak – just not all at once
- Constructive input
- Build on others ideas
- Stay focused on the issues

## BWXT Y-12 Procurement Process

- Proposal

- Request for

- Pre-

- Qualification

- Change

- Management

- Invoicing &

- Payment

- Close Out

- Pre-Bid

- Meeting

- Q & A

- Clarifications

- RFP Mods

- Bid Submittal &

- Evaluation

- Award

- Submittals

## BWXT Y-12 Procurement Process

- What’s next...
- Evaluate opportunities
- Determine recommendations for further consideration
- Set Action Plans for those “tangible” opportunities
- Implement feasible changes
- Communicate outcome