SSTS POLICY SERIES


NUMBER: 1, Rev. 2

DATE OF ISSUE: March 1, 2004 

 

DETERMINING APPROPRIATE CONTRACTOR FOR POTAS TASKS


1.0    Background: 

       

POTAS tasks involve a wide range of activities, from the utilization of unique highly specialized technical capabilities of the DOE national laboratories to the procurement of commercial off-the-shelf equipment.  This range of activities includes the utilization of both the DOE national laboratory complex and the U.S. commercial sector. 

 

2.0        Purpose: 

 

To assure that the U.S. Program for Technical Assistance to IAEA Safeguards (POTAS) is implemented in compliance with Federal regulations and DOE Orders concerning contractor selection, and specifically to: 

       

  1. ensure that DOE laboratories are not placed in competition with the U.S. commercial sector 
  2. ensure proper selection of firms from the U.S. commercial sector. 

       

This document describes the Policy to be followed during the selection of contractors as "developers" for the performance of POTAS tasks. 

 

3.0    Policy: 

 

3.1     Criteria for determining that a U.S. commercial firm should perform a POTAS task are: 

3.1.1    the task requires the procurement and application of commercially available equipment or technology without the need for special modifications beyond those normally made available by the vendor.
 

3.1.2    the task requires development of equipment which is based substantially on proven technology that is already commercially available.

 

3.1.3    the task requires routine manufacturing activities.

 

3.1.4    the task requires routine service or preventive maintenance of equipment by a vendor-supplied specialist. 

 

3.1.5    the task requires commercially available services to support IAEA objectives; or 

 

3.1.6    the national laboratory with relevant expertise recommends that a commercial firm be the task developer. 

3.2    Criteria for determining that a DOE national laboratory should perform POTAS tasks are: 

3.2.1    the task requires unique research and development capabilities, or unique knowledge and experience possessed by the DOE national laboratories; or 

 

3.2.2    the task is of a nature that it permits both POTAS and DOE to maintain long-term institutional knowledge in specialized areas where there is little or no commercial application; that is, to assure that special expertise currently residing in the national laboratories is maintained when there is not a viable commercial market for such expertise.

3.3    "Cost-free experts" are the subject of a separate SSTS Policy and are not addressed by this policy. 

 

4.0    Procedure: 

 

4.1   Upon receipt of a task request (SP-1 or letter) from the IAEA, ISPO will employ this policy for recommending a task developer.  ISPO's recommendation will be formally documented and provided to the SSTS for review.  ISPO's documentation shall include the rationale for developer selection. 

 

4.2    If ISPO cannot recommend a task developer based on the above criteria, it will document this fact to the SSTS with explanation.  ISPO and the SSTS shall then confer and jointly decide upon a recommended task developer.  Whenever such conferences are necessary to determine a task developer, this Policy will be reviewed to determine if additional guidance should be incorporated from that experience. 

 

4.3    ISPO's recommendations concerning selection of the task developer will be provided to the SSTS at the time the task itself is placed before the SSTS for action; normally this will be one week prior to when the SSTS makes its determination on the task  In all cases, the final authority for task assignment belongs to the SSTS. 

 

4.4    ISPO will maintain a list of qualified commercial vendors for standard contract services, such as software development and commercially available equipment (computers, survey equipment, and associated electronics) in order to facilitate the task developer selection process and to ensure that proper consideration is given to the U.S. commercial sector in the selection process. 

 

ISPO will solicit more than one commercial firm for all POTAS tasks for which the U.S. commercial sector is judged appropriate.  If ISPO recommends only one commercial firm, a written explanation will be provided to the SSTS.