Attachment_No._5_Monthly_Letter_Status_Report_(MLSR)_Instructions_&_Template.pdf

MONTHLY LETTER STATUS REPORT INSTRUCTIONS FOR CONTRACTS AND ORDERS

The contractor shall submit an electronic Monthly Letter Status Report (MLSR) by the 20th day of each month to the Contracting Officer’s Representative (COR) and the Contracting Officer (CO). If orders are issued under the contract, a separate MLSR must be provided for each order. MLSRs are not required once the NRC determines that work under the contract/order is complete, and the final costs are acceptable. A SAMPLE TEMPLATE, WHICH MAY BE USED

TO COMPLETE THE MLSR, IS ENCLOSED.

Provide the information requested in each of the following sections if applicable.

I. CONTRACT/ORDER IDENTIFICATION & CONTACT INFORMATION

• Reporting period:

• Contract number:

• Order number:

• Contract title and period of performance:

• Order title and period of performance:

• COR’s name, telephone number, and e-mail address:

• Full name and address of the contractor:

• Name, telephone numbers and email addresses of the Contractor Project:

Manager(s)/Contractor Lead Reviewer:

II. FINANCIAL STATUS

A. Overall Funding Information

• Total Ceiling Amount: $

• Total Amount of Funds Obligated to Date: $

• Total Invoiced for this Reporting Period: $

• Total Amount Invoiced - Cumulative Amount to Date: $

• Total Amount of Funds Expended to Date (Based on Obligated Funds): $

• Percentage of Funds Expended to Date (Based on Obligated Funds): %

• Balance of Obligated Funds Remaining (Based on Invoiced Amount): $

• Total Amount Invoiced & Costs Incurred (Invoiced amounts & amounts not yet invoiced—e.g. pending /outstanding to subcontractor): $

• Balance of Obligated Funds Remaining After Deducting Total Amount Invoiced &

Amounts Not Yet Invoiced (Costs Incurred): $

• Balance of Funds Required for Completion: $

B. Contractor Acquired Property

Report all property with an acquisition cost of $5,000 or more (including Information Technology (IT) hardware and software), acquired for the project during the month. Report all sensitive property regardless of cost. The following information is required for each reported item:

• Item/property description;

• Manufacturer, model number, and serial number, if applicable;

• Acquisition cost or development cost; and

• Date received.

If property was not acquired during the reporting month, include a negative statement to that effect in the MLSR.

The final MLSR for the contract shall include a closeout property report certifying that property with an acquisition cost of greater than $5,000 (including IT hardware and software) and sensitive property regardless of cost is included in the final property report and that the list is complete. For each item listed, the report shall contain:

• Item/property description;

• Manufacturer; the model number, & the serial number, if applicable;

• Acquisition or development cost; and

• Date received.

The closeout property report shall identify any ongoing or contemplated NRC projects on which the property could be utilized. If no property was acquired under the contract, include a negative report. Note any property requiring special handling based on security, health, safety, or other reasons as part of the report.

C. NRC-Funded Software

Report NRC funded software with a useful life of 2 years or more and a development cost of greater than $5,000. Provide the following information for each item of NRC funded software:

• Software name and function:

• Development cost:

• Computer language used:

• Operating system:

• Physical location of the software and/or the hardware system:

• Date the software development was completed:

• Scheduled replacement date or projected useful life. If the useful life is not readily apparent, the useful life is considered to be 5 years from the day the software was considered operational:

III. TECHNICAL STATUS

A. Deliverables/Milestones Schedule

Provide the following information for each deliverable/milestone identified in the SOW:

• Task/subtask:

• Description:

• Planned completion date:

• Revised completion date if applicable:

• Actual completion date:

The deliverables/milestones schedule shall be revised as necessary. Any variance in schedule shall be identified and discussed in detail. Discussion shall include the cause for the variance, together with any proposed solution to bring the dates within the original planned dates.

B. Progress During Reporting Period

Provide a clear and concise discussion of the work performed during the reporting period.

Include sufficient detail to support the costs reported for the reporting period. A summary of significant meetings and conference calls must be included. In addition, the current status of each deliverable, task, or service shall be identified. Progress reported as "worked on all tasks" is not acceptable.

C. Travel

Travel taken during the reporting period shall be fully described and shall include, at a minimum, the purpose of the travel, whether prior NRC authorization was required and obtained, the names of all travelers, the beginning and ending dates of the travel, and the destination point.

D. Anticipated and Encountered Problem Areas

Problems encountered during the reporting period and anticipated in subsequent period(s) (to include, for example, problems or circumstances that require a change in the level of effort or estimated cost, scope of work, or travel requirements) shall be identified.

Discussion of problems encountered during the reporting period shall include the actual solution. If the solution was not implemented during the reporting period, a detailed discussion of the proposed solution shall be included. The status of the problem shall be updated in subsequent MLSRs until problem resolution is achieved and reported. Clearly identify the person(s) and/or organization(s) with responsibility to address the problem. If NRC is required to take action to resolve a problem or concern, the COR should be notified separately.

A discussion of the impact on the projected cost and schedule of the project or task order shall be included. If the projected actual cost is expected to be greater than or less than the planned cost and/or if the schedule is projected to be longer than or less than the planned schedule, an in depth rationale for the difference(s) shall be provided. Actions to mitigate schedule delays and/or cost/price increases shall be thoroughly described.

Problems or circumstances requiring a modification to the level of effort, estimated cost, scope of work, or travel requirements shall also be discussed in the MLSR. The COR should be notified separately if a modification is needed. Such notification shall not be delayed until issuance of the MLSR.

E. Plans for the Next Reporting Period

Provide a concise discussion of work to be performed and a description of anticipated travel during the next reporting period. Describe milestones anticipated to be completed in the next reporting period.

F. Staff Hours Summary

The staff hours summary must identify the task/subtask, the staff assigned to the task/subtask, hours budgeted, hours expended for this reporting period, total cumulative hours expended and the task/subtask status.

IV. CONTRACTOR REQUIRED TRAINING

In accordance with the following clauses, NRC INFORMATION TECHNOLOGY SECURITY TRAINING and FAR 52.224-3 Alt. 1 Privacy Training, contractors shall ensure that their employees, consultants, and subcontractors with access to the agency's information technology (IT) equipment and/or IT services complete NRC's online initial and refresher IT security training requirements to ensure that their knowledge of IT threats, vulnerabilities, and associated countermeasures remains current. Both the initial and refresher IT security training courses generally last an hour or less and can be taken during the employee's regularly scheduled work day. The contractor shall also ensure that any other required training as stipulated by the contract terms and conditions, shall be taken in a timely manner. Failure to do so, shall be reflected in the contractors CPARS report.

Where the contract/order includes the clauses, NRC INFORMATION TECHNOLOGY SECURITY TRAINING and FAR 52.224-3 Alt. 1, the MLSR must include the following information for all completed training:

(1) Name of the individual completing the course:

(2) Course title:

(3) Course completion date:

The MLSR must also include the following information for those individuals who have not completed their required training:

(1) Name of the individual who has not yet completed the training:

(2) Title of the course(s) which must still be completed:

(3) Anticipated course completion date(s):

V. LICENSE FEE RECOVERY COST STATUS

This section is required if any portion of the work described in the Statement of Work is fee recoverable.

Pursuant to the provisions on fees of Title 10 of the Code of Federal Regulations Parts 170 and 171, provide the total amount of fee recoverable costs incurred during the reporting period, the fiscal year to date costs, and the cumulative total costs to date for each task/project. The License Fee Recovery Cost Status (LFRCS) shall be recorded on a separate page as part of the MLSR, and shall be in the format provided in the MLSR template under the LFRCS Section.

Each report will contain a docket number, cost activity code (CAC) or other unique identifier.

Facilities must be sorted by docket number/identifier. Unit numbers must be identified for each facility included in the LFRCS table. For work that involves more than one facility at the same site, each facility should be listed separately, and the costs should be split appropriately between the facilities. Common costs, as defined below, must be identified separately in the LFRCS.

Common costs are those costs that are not licensee unique and associated with the performance of an overall program that benefit all similar licensees covered under that program or that are required to satisfactorily carry out the program. Common costs include costs associated with the following: preparatory or start-up efforts to interpret and reach agreement on methodology, approach, acceptance criteria, regulatory position, or technical reporting requirements; efforts associated with the "lead plant" concept that might be involved during the first one or two plant reviews; meetings and discussions involving the above efforts to provide orientation, background knowledge or guidance during the course of a program; any technical effort applied to a docket or other unique identifier; and project management. Common costs must be reported monthly for each docket or unique identifier.

Common costs must be computed based on the proportion of direct costs incurred against each docket or unique identifier for the reporting period.

Any/all non-fee recoverable costs must be accounted for in the cost breakdown table of the MLSR template with the corresponding non-fee recoverable CAC as directed by the COR.

VI. SPENDING PLAN UPDATE—Required for Cost Reimbursement, Labor-Hour and Time-and-Materials Contracts/Orders (Complete as Applicable for Other Contract Types)

The initial Spending Plan must be included in the initial MLSR. Thereafter, the spending plan shall be updated on the MLSR Spending Plan Update Template in Excel (enclosed), and submitted with the MLSR. Spending plan updates shall encompass two fiscal years (current fiscal year and following fiscal year). Discussion shall include significant spending plan variances, the cause for the variance, and proposed solutions to bring the cost within planned amounts. Definitions of spending plan terms are provided below:

Planned – Spending plan agreed to by the parties at time of award.

Revised – Updated spending plan revised by the contractor. Spending plan shall be updated as necessary.

Actual – Total amount/costs expended by the contractor as reported in the MLSR.

Variance – Percentage difference between planned, or revised if applicable, and actual

ENCLOSURE

MONTHLY LETTER STATUS REPORT-TEMPLATE

Reporting Period Start Date

Reporting Period End Date

NRC Contract Number

Order Number (if applicable)

Contract/Order Title

Period of Performance Start Date:

Period of Performance End Date:

Contracting Officer’s Representative

(COR)

COR Telephone COR E-mail

Contractor Name

Contractor Complete Address (Street, City , State, and Zip Code)

Contract Project Manager(s)/Contractor Lead Reviewer

Telephone E-mail

Provide the information requested in each of the following sections if applicable. (Please insert N/A beside items that are not applicable)

FINANCIAL STATUS

A. Overall Funding:

1. Total Ceiling Amount $

2. Total Amount of Funds Obligated to Date $

3. Total Amount Invoiced - This Period $

4. Total Amount Invoiced - Cumulative Amount to Date $

5. Total Amount of Funds Expended to Date (Based on Obligated Funds) $

6. Percentage of Funds Expended to Date (Based on Obligated Funds) ____%

7. Balance of Obligated Funds Remaining (Based on Invoiced Amounts) $

8. Total Amount/Costs Incurred (Invoiced amounts & amounts not yet invoiced—e.g. pending; outstanding to subcontractor) $

9. Balance of Obligated Funds Remaining after Deducting Total Incurred Amounts/Costs $

10. Balance of Funds Required for Completion $

B. Contractor Acquired Property:

Item* Description Manufacturer Model Number

Serial Number

Acquisition Cost ($)

Receipt Date

Property Identification Number

*Asterisk represents sensitive item

C. NRC-Funded Software:

Name* Function Development Cost ($)

Computer Language Used

Operating System

Location of System

Date Software Completed

Date of Scheduled Replacement/ Useful Life

*Asterisk represents sensitive software

TECHNICAL STATUS

A. Deliverables/Milestones Schedule:

(Any variance in schedule shall be identified and discussed in detail. Discussion shall include the cause for the variance, together with any proposed solution to bring the dates within the original planned dates.)

Task/Subtask Description Planned Completion

Date

Revised Completion

Date (if applicable)

Actual

Date

B. Progress during Reporting Period: ___________________________________________

C. Travel for this Period:

Staff Purpose of Travel NRC Authorization

Required/ Obtained*

Start Date

End

Destination/Activity

*Include name of NRC authorizing official and date authorization was obtained.

D. Anticipated and Encountered Problem Areas: __________________________________

E. Plans for the Next Reporting Period: ___________________________________________

F. Staff Hours Summary:

Task/Subtask/Phase Staff Assigned

Hours Budgeted

Hours Expended

This Reporting Period

Total Cumulative

Hours Expended

Notes

TRAINING

(Complete if contract/order includes the clause, NRC INFORMATION TECHNOLOGY

SECURITY TRAINING)

Completed Training:

Name of Individual Completing the Course During This Period

Course Title Course Completion Date

Training To Be Completed:

Name of Individual Who has NOT, To Date, Completed the

Required Training

Course Title

Anticipated Course

LICENSE FEE RECOVERY COST STATUS

Reporting Period Start Date

Reporting Period End Date

Contract Number Order Number

Project Title

Licensee

Task Order No.

Facility Name/Unit

Number Docket Number

CAC

Number

Period Costs

Fiscal Year

Costs to Date

Cumulative Costs to Date

Important Note - Individual administrative costs (e.g. costs associated with overall project management/coordination, administrative setup/monitoring of the task order/agreement, preparation of the MLSR, etc.) must be included in the current period costs (i.e. these costs should not be noted as separate costs/items). Administrative costs must be proportionately allocated to each line item listed in the summary table above. Any/all non-fee-recoverable costs must be accounted for in the above table with the appropriate non-billable Cost Activity Code (CAC) as provided by the COR. The total Period Costs in the above table shall equal the total amount charged to NRC for this period.

SPENDING PLAN - Fiscal Year (FY) _______ Required for Cost Reimbursement, Labor-Hour and Time-and-Materials Contracts/Orders

(Complete as applicable for other contract types)

FY_____ Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug. Sept. TOTAL

Planned ($) Revised ($) Actual ($) Variance

FY_____ Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug. Sept. TOTAL

Planned ($) Revised ($) Actual ($) Variance

Spending Plan.xlsx