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NATO/NATO
nations Concept of Operations
Solicitation
CITIS
CLIN
Sample
CITIS Statement of Work
Scope
Applicable
Documents
Specific
Requirements
CALSIP
CITIS
Site Implementation Priorities
CITIS
Period of Performance
CITIS
Installation
CITIS
Data Residency and Storage
Data
Classification
Functions
& Services
Availability
and Accessibility
User
Furnished Information (UFI)
Multi-user
Access
Interface
Compatibility.
Communication
Protocols
Training
Support
Telephone
Support
Data
Configuration Management
Security
Core
Functions
Tailorable
Functions
Archive
Download
User
Groups
Printing
Capabilities.
Licensing
Subcontractor
Data
Program
Data Repository
Equipment
and Telecommunications
CITIS
Acceptance and Testing
Final
disposition of data
Deliverables
A key element in the contracting process for CITIS and CALS in general is
the development of the NATO/NATO nations Concept of Operations (NCoO). This
NCoO is provided as User Furnished Information (UFI) with the Request For
Proposal (RFP).
NATO/NATO
nations Concept of Operations
A well-developed NCoO is an extremely important part of the acquisition process. The NCoO benefits both the NATO/NATO nations agency preparing it and the contractors using it to respond to an RFP. Development of the NCoO will help ensure that the NATO/NATO nations can access or receive the correct version and formats of digital data products needed to acquire and support a specific program. The NCoO includes information on the data types to be digitally accessed/delivered, who will use the data and where they are geographically located, how the data will be used (e.g., view, comment, etc.), the data user's infrastructure (hardware, software, networks), the type of digital data deliverables (processable or not), the data formats, relevant data interchange standards, and mechanisms/media for data delivery/access. An unexpected benefit to the NCoO process is that analysis of the NCoO information can result in identification of areas for internal improvements, such as elimination of data that is no longer needed, or upgrades for outdated software or equipment. A detailed discussion of the NCoO development process can be found in section 1 of this handbook.
The NCoO should be part of the RFP package because it often contains more detailed information than is contained in the SOW and RFP. Such details as data user locations and specific NATO/NATO nations hardware, software, and networks are extremely important to the contractor when preparing the CITIS portion of its proposal. Inclusion of the NCoO also encourages early interactive planning between the NATO/NATO nations and the contractor.
In its response to the RFP (in the CAC if one is required), the contractor should specify any CITIS requirements that it believes are important in defining the CITIS but were not included in the NCoO or SOW. The RFP response should contain a CITIS development plan that shows the order in which the various services and functions will be implemented along with a proposed schedule for their availability.
The contractor has the opportunity, through the CAC, to propose any alternative processes, procedures, or systems that may be more efficient or cost-effective than those set forth by the NATO/NATO nations in the NCoO and SOW. Any limitations in the CITIS system that will affect a NATO/NATO nations requirement should be specified as well (e.g., UFI file size limits). Any additional responsibilities identified by the contractor and not specifically addressed in the NCoO or SOW, such as hardware, software, and/or network installations, should also be included in the proposal.
The solicitation defines the scope of work, schedule, conditions, clauses, instructions, evaluation criteria, and deliverables to be provided. The CALS RFP elements should address the requirements for electronic (on-line/CITIS) services, digital data delivery, and functional integration.
Use of a CITIS Contract Line Item Number (CLIN) provides a standard methodology for acquiring CITIS-type services and will simplify the evaluation of CITIS portion of the RFP responses because all offerors responding to the RFP will have their cost for developing a CITIS clearly priced. When pricing elements are subdivided, the evaluation team will be able to verify that the contractor has included pricing to cover all aspects of the CITIS specified within the SOW. The individual pricing elements will also provide a consistent method for later auditing of the CITIS costs. If desired, the tailorable CITIS functions may be priced as alternative or optional CLIN(s) to allow cost/benefit assessment.
When subdivision of CITIS pricing elements is required, typical costing areas can include system development and installation, equipment lease, access/connect times, equipment purchase, telecommunications, data storage, data delivery, infrastructure upgrades, data conversion, software licenses, system maintenance, and security. The system development task includes software development and hardware/software/ network integration, which typically requires the greatest effort, and thus the greatest cost. The access/connect time cost includes the cost for the contractor to connect with the NATO/NATO nations's computer systems; it could also include the connection charges for NATO/NATO nations to utilize an hotline to access CITIS, if one has been required.
The telecommunications costs could include the cost to install and maintain dedicated modem lines, high-speed optical lines, or an hotline number. The data storage costs could include any service center-type costs associated with storage of large amounts of digital data (e.g., costs for data administration, backups, and maintenance). The cost of data delivery is essentially an application of the standard connection cost-per-minute to an estimate of the amount of data projected to be delivered via CITIS. The infrastructure upgrade pricing element could include the cost of any hardware and software upgrades, network (LAN and/or WAN) purchase and installation, and costs for the purchase of data storage devices (e.g., very large hard drives, optical drives, CD ROM jukeboxes, etc.) that will be needed to store all the CITIS data. Software license costs can include purchase of individual and/or site licenses. Security costs could include the costs of any special measures required for the CITIS to handle classified data. Cost to develop the data to be included in CITIS (excluding data conversions) is not included in the CITIS line item.
Sample
CITIS Statement of Work
The following sections contain the language that could appear in a SOW for development of a CITIS. Text appearing as [times new roman] is provided as the language that would be used in the actual SOW. Text appearing as [small caps] within the actual SOW text indicates information input by program managers relevant to their programs. Text appearing as [times roman] at the end of each paragraph is provided as supplemental information that would not be used in the actual SOW.
The contractor shall establish a digital technical information system to provide automation and integration of the generation, delivery, and uses of [ xxx program] technical information. Unless otherwise specified within the contract, all, or any portion of, the technical information specified herein shall be developed and delivered in a digital form compatible with requirements stated herein. Unless specifically stated herein, the following requirements do not replace or amend requirements for delivery of technical information in non-digital forms specified elsewhere in the contract.
[List all documents that apply.]
The contractor shall provide a Contractor Integrated Technical Information Service (CITIS) in accordance with the specific requirements as identified herein. The contractor will deliver in place all data associated with this procurement and identified within this SOW and the attached CDRL, unless otherwise noted. This data shall be maintained in an electronic form, and made available to authorized NATO/NATO nations users and reviewers, and their assigned representatives, in accordance with the requirements described below.
The contractor shall prepare a CALSIP that describes the ways in which CALS techniques are to be applied throughout the life of the contract to satisfy requirements for service, infrastructure, media, and format. The CALSIP shall be a living document to explore CITIS opportunities and technology as contractor-NATO/NATO nations infrastructure evolve over time. The CALSIP shall be updated every [365 days] throughout the life of the contract. The CALSIP updates shall define implementation plans for the upcoming period in greater detail, resolve outstanding strategy issues, respond to strategic and technology changes, and recommend specific alternative approaches for continuation of CALS and CITIS in the next period. CALSIP contents, as a minimum, shall include:
- CALS support hardware and software architecture, reference documents, points of contact
- Contractor's approach and experience in creation, management, use, and exchange of digital information
- Contractor's capabilities for integrating applications and databases
- Procedures to improve product quality and eliminate data redundancy
- Proposed CITIS on-line access capabilities
- Information system and relationships with NATO/NATO nations receiving systems
- Outline of proposed actions and capabilities to be pursued in subsequent life cycle phases
- Telecommunications data protection and integrity, including system security.
[The program manager is not required to contract for a CALSIP, but it is highly recommended. The CALSIP is the only standard way we have of gaining the data required by the instructions for ensuring the requirements have been met. In today's acquisition world, the attitude is: if it is not considered a requirement, it won't be done.]
CITIS
Site Implementation Priorities
CITIS shall be made available to [all] locations listed in the NCoO. [ ..... ], shall serve as the primary installation and testing site. After acceptance of each version of the CITIS software at the primary site, [all] other sites shall be allowed access to the current CITIS version.
[If CITIS will not be provided to all locations listed in the NCoO, the exceptions or inclusions should be specified here (whichever list is shorter). A copy of the table of locations from the NCoO may be included here, if desired. Selection of a primary installation site is not required, but is highly recommended. If a NCoO is not being provided with the RFP, a table of NATO/NATO nations locations is needed here.]
The [xxx program] CITIS period of performance shall begin on [1 january 1996] and continue until [1 january 2001] at [ ...... ]. CITIS service shall be available to [all] other locations on [1 february 1996] or after CITIS acceptance at the primary site, whichever is later, and continue until [1 january 2001].
[The CITIS period of performance specifies the date when the CITIS is to be made initially available to the NATO/NATO nations; it is assumed that the CITIS development phase will begin immediately after contract award and the basic CITIS will be installed and functional by the beginning period of performance date. The period of performance may be specified to be the same for all locations, or it may be different for each location.]
Any peculiar software that must be resident on NATO/NATO nations access terminals or computers will be provided and maintained by the contractor. It will also be installed by the contractor if complexity of the software warrants/requires special installation and testing procedures.
CITIS
Data Residency and Storage
Data shall be available through CITIS for a period of [one year] after its creation or revision unless otherwise requested by the NATO/NATO nations. Exceptions include short-lived data such as meeting agenda, meeting minutes, trip reports, status reports, etc., which will be stored on CITIS for a period of [ 60 days ] after creation or revision. All data shall be archived after its CITIS storage time has expired, unless it has been specified for either deletion or further retention on the CITIS by the NATO/NATO nations.
[If desired, the NATO/NATO nations may break down the CITIS data availability further by specifying the residency period for each type of data (e.g., "engineering drawings shall be available via CITIS throughout the life of the contract".) If the archive function is not being required, the program manager must specify the disposition of the data after its CITIS storage time is expired. Note that specification of a storage period is not required; the program manager may specify that all data is stored on CITIS throughout the life of the contract.]
The CITIS shall be required to handle [unclassified] data only.
[Specify each level of classification that the CITIS will be required to handle]
The contractor shall develop a CITIS that incorporates all CITIS services and core functions and the additional requirements specified below. The CITIS shall also include the following tailorable functions: [archive, download, sort, and user groups].
Availability
and Accessibility
The CITIS shall provide [24-hour] on-line service [every] day of the week. Users shall be notified [24] hours in advance of any scheduled maintenance or other events affecting CITIS accessibility.
[For the standard, unclassified CITIS, 24-hour on-line service is a reasonable requirement. When classified data is contained on the CITIS, the NATO/NATO nations will probably need to specify the hours and days for which the classified data should be available. Sample language could be: "CITIS shall provide 24-hour on-line service every day of the week for unclassified data. Classified data shall be available between the hours of 7:00 a.m. and 7:00 p.m. , on normal working days only (no weekends or holidays)."]
User
FurnishedInformation (UFI)
The contractor shall provide data users with access to UFI via the CITIS. The NATO/NATO nations shall provide approximately [25] data items that will include [technical manuals, technical reports, and engineering drawings]. All UFI will be provided in [digital] formats. The technical manuals and reports will be provided in [raster format and standard word-processing formats], and the engineering drawings will be provided in [standard cad formats]. The maximum file size for any data item is [ 5 mb]. UFI shall be included in the data item index, and CITIS users shall be able to, as a minimum, [search for, view, and download] all UFI.
[Specify the approximate number, type, and formats of UFI to the extent possible. If the specific software applications used to create the data are known, they can be listed here. Specify the CITIS functions required for the UFI (not all are appropriate). ]
The CITIS shall provide simultaneous access to [10] users.
The CITIS shall be compatible with [all systems (hardware and operating systems)] listed in the NCoO. [compatibility with every software application is not required.]
[If the systems listed in the NCoO cover a wide range of hardware and operating systems, the NATO/NATO nations may choose to require compatibility with only the most prevalent of the systems in order to reduce the cost of CITIS development. The contractor should develop the CITIS to be compatible with the predominant software used by the NATO/NATO nations, but not necessarily every software application (especially if the NATO/NATO nations is using older applications). ]
Communication of data between sites via CITIS shall utilize the [transmission control protocol/internet protocol (tcp/ip)] and shall be in accordance with [...].
The contractor shall provide CITIS training through development of a [citis user's manual] that shall instruct users on how to gain access to CITIS, how to locate data, and how to utilize the various CITIS functions. [the contractor shall travel to the primary citis site to provide hands-on training after installation of the completed citis.] [all other citis locations] will receive the CITIS USER'S MANUAL and will have access to contractor telephone support for assistance with CITIS installation, access, and usage. The contractor shall update the USER'S MANUAL [after each major system change], and minor changes can be accumulated and a revised document generated when they impact operation significantly.
[If contractor travel to CITIS user sites for training is desired, specify each or all of the sites to be visited. If there is a large number of CITIS locations, the NATO/NATO nations may also want to require the contractor to develop a CITIS Operator's Manual that will provide detailed information on CITIS installation, trouble-shooting, and access.]
The contractor shall provide telephone support between the hours of [7:00 a.m. and 6:00 p.m.].
[the contractor shall devise a standard file naming scheme that shall be employed by all organizations contributing data to the citis. This scheme shall allow the citis user to rapidly identify desired files. All file names shall comply with the maximum name length allowed by the most restrictive operating system used at a citis location. If dos is one of the primary operating systems used by the nato/nato nations, all file names will comply with the 8.3 (8 character name plus 3 character file extension) naming convention.]
[All requirements listed above are optional.]
The contractor shall establish a security system and enforce dataprotection and integrity standards. System security engineering principles as outlined in [ ... ] shall be used. Controls to prevent unauthorized access shall be established and detailed in the System Design Document. The plan shall be based on the results of documented data protection and integrity, threat and vulnerability analysis, risk assessments, and tradeoff analyses. Vulnerabilities that remain after security system design shall be identified. The plan shall include disaster recovery provisions. Security requirements that must be complied with by NATO/NATO nations personnel will be identified to the NATO/NATO nations in the security section of the System Design Document.
[If higher data classifications will be required, include information regarding any special security provisions .]
The core functions shall be implemented in accordance with [ ... ]. [the acknowledge function shall be satisfied through automatic confirmation of data transfer by the receiving computer.]
The tailorable functions [archive, download, sort, and user groups] shall be implemented in accordance with [ ... ] and the additional requirements described below.
[the contractor shall create and maintain an archive of data whose citis storage time has expired. The contractor shall determine the method/media for this archive. The contractor shall track and index all archived data, and shall provide access to this data upon request. The contractor shall provide an on-line capability for users to request that archived data be made available through the citis. All requests for archived data shall be acknowledged and an approximate time frame for availability provided. Requested data should be made available through citis within 24 hours during the normal work week. An electronic message shall be sent to the data requester when the data becomes available on the citis. If the requested data file is found to be larger than 30 mb in size, it will not be made available on the citis, and the requester will be notified and queried regarding the preferred physical media for data delivery.]
[All requirements listed above are optional.]
[the maximum file size that shall be downloaded is 30 mb in order to reduce potential telecommunications problems. The contractor shall provide on-line capability for users to request physical delivery of data files too large to download. Users shall be provided with a list of possible media from which they may select the preferred delivery method.]
[All requirements listed above are optional.]
[citis user groups shall be conducted on a quarterly basis, and meetings shall alternate between the contractor's and the nato/nato nations' primary site. Advance notice of meetings shall be distributed through the citis e-mail system. The contractor shall be responsible for preparing meeting agendas and minutes. Meeting minutes shall include a list of action items and their dispositions, and shall be made available through the citis to all citis users.]
[All requirements listed above are optional.]
The CITIS shall include the capability for users to print information locally and shall allow users to specify a [single page, a range of pages, or the full document] for printing. This capability shall be independent of the printer being used.[Specify the document printing options desired.]
The contractor shall be responsible for obtaining any licenses required for CITIS users to access the commercial-off-the-shelf (COTS) software applications used to perform the CITIS functions. The NATO/NATO nations will assist the contractor in obtaining permission to include any applications developed by other contractors and/or owned by the NATO/NATO nations in the CITIS.
The contractor shall provide access to appropriate subcontractor data via the CITIS. The contractor shall determine the method by which the subcontractor shall provide this data and the manner in which it is incorporated into the CITIS.
[The contractor will determine whether the subcontractors shall be linked to the CITIS network or whether they will simply provide their data in digital formats, and the prime contractor will then load it into CITIS.]
The contractor shall propose an [ xxx program ] working data repository scheme in the System Design Document. Direct access to all contractor and subcontractor databases is the preferred method, but it is not required.
[The program manager should not typically specify the data repository scheme because the contractor will need to assess the compatibility of the suppliers' and subcontractors' infrastructures with the proposed CITIS before deciding whether to incorporate them into the CITIS network. NATO/NATO nations specification of a data repository scheme without prior knowledge of the infrastructures involved could result in substantial unnecessary costs and effort.]
Equipment
and Telecommunications
The NATO/NATO nations shall utilize its own hardware, software, and networks to access the CITIS. The NATO/NATO nations shall be responsible for installation and maintenance of any dedicated modem and/or high-speed optical lines, if needed, at NATO/NATO nations CITIS user facilities. The contractor shall provide an hotline number accessible by a maximum of 10 concurrent users. This hotline shall be available during the hours specified in this SOW. [The program manager should specify who will provide CITIS equipment (e.g., computer terminals, modems, etc.) and telecommunications (e.g., dedicated modem or high-speed optical lines). Either the contractor or the NATO/NATO nations or both may be responsible for providing this equipment/service.]
CITIS acceptance includes acceptance of the service and CITIS CLIN, assurances of adequate acceptance testing, and electronic data transfer service acceptance. Acceptance of the service and the CITIS CLIN, if utilized, is a verification that the contractor has provided the service as specified. Provision of the CITIS functional requirements specified in the SOW will be verified, including such capabilities as core and tailorable CITIS functions, service availability, and maintenance response. Assurances of adequate acceptance testing for CITIS shall be obtained via contractor demonstration of the service. The test shall include demonstration of functional capabilities and verification that the CITIS will handle representative data required to be formally delivered through CITIS without alteration of the data product. Such a test is not required for each delivery, but shall be rerun if major maintenance or modifications have been performed or the sending or receiving systems have been changed enough to warrant additional tests. If specific test data is deemed necessary for adequate testing of a CITIS, that test data shall be provided and results reviewed at the primary CITIS site. On-line access service shall be accepted when it is demonstrated that a person with proper authorization can utilize the contractually required core and tailorable CITIS functions from a terminal or workstation at the primary site or as otherwise agreed. Electronic data transfer service acceptance shall occur when a single instance of transfer of the specific deliverable type can be achieved, including successful download and retrieval of data into the NATO/NATO nations' system. This data may be real product data or test data, as appropriate.
Upon completion of the initial CITIS contract, the NATO/NATO nations will decide whether the contractor, the NATO/NATO nations, or a third-party contractor will continue maintenance of the CITIS.
[If the final disposition of the data is known, it should be specified here. The program manager will typically want to wait for the CITIS to be developed and its usefulness determined before deciding who, if anyone, should maintain it after the initial contract is completed.]
Some of the possible deliverables for the CITIS development task include:
- CALSIP
- System Design Document
- Program Management Plan
- Configuration Management Plan
- User's Manual
- Operator's Manual
- System Test Description and/or System Test Plan.
The System Design Document should include complete details of the specific hardware, software, and network configurations used/planned for CITIS, along with a detailed description of the CITIS securityfeatures. If desired, this document can also contain a data element dictionary that lists field names anddescriptions of all data elements in the CITIS database(s). The key element of the Program Management Plan is a detailed schedule that includes the implementation of the various CITIS services and functions and estimated preliminary installation and test dates for the primary site. The System Test Description should include the types of tests to be conducted, the test procedures, the test schedule, and the locations of the tests.
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10/4/2000 10:16:28 AM by TK Copyright© 1999-2009 LAMP / IDE Virtual Enterprise |