ESHMA External Communication Plan - Signed.pdf

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National Aeronautics and Space Administration

John H. Glenn Research Center Lewis Field Cleveland, OH 44135-3191

July 6, 2022

CHC

MEMORANDUM FOR RECORD

SUBJECT: External Communication Plan for the Environmental, Safety, Health, and Mission Assurance (ESHMA) Procurement

1. The purpose of this memorandum is to detail a cohesive Communication Plan for addressing any inquiries from interested Offerors related to the procurement of the Environmental, Safety, Health, and Mission Assurance (ESHMA) contract. The overall intent is to maintain the integrity of the procurement and ensure that a consistent exchange of information is provided to all potential Offerors in order to avoid creating any unfair competitive advantages and/or the perception of any unfair competitive advantages.

2. Communication is defined as exchanges of information between the Government and potential Offerors (i.e. virtual meeting, phone call) in order to improve the understanding of Government requirements and industry capabilities, thereby allowing potential Offerors to judge whether or how they can satisfy the Government’s requirements, and enhancing the Government’s ability to obtain quality supplies and services, at reasonable prices, and increase efficiency in proposal preparation, proposal evaluation, negotiation, and contract award.

3. Pre-Request for Proposal (RFP) Release/Pre-Blackout: Potential Offerors may request a meeting to discuss ESHMA. This meeting could occur as a phone call/teleconference, or a physical/virtual meeting. General information about agency mission needs and future requirements may be disclosed at any time prior to the release of the final RFP. During this time, the Contracting Officer (CO) is the primary point of contact for all communication with potential Offerors. The NASA person contacted by the potential Offeror shall refer the Offeror to the CO and notify the CO. Throughout this timeframe the Government will make all attempts to treat all potential Offerors fairly and consistently for both the information exchanged as well as the frequency of individual meetings. No more than 1 meeting (not including Industry Day One-On Ones) per potential Offeror may be held during this timeframe. The CO or another Procurement Representative shall be present at any meetings. The date of the meeting, with whom, and information/topics discussed will be logged and maintained as a Record of Exchanges by the CO.

The CO and either the Requirements Development Team (RDT) Chair or the Source Evaluation Board (SEB) Chair will monitor the Record of Exchanges and, if necessary, advise the Director of Safety and Mission Assurance if there is any appearance of unfairness or inconsistency.

The Government anticipates holding an Industry Day presentation open to all potential offerors where general information on technical and contract requirements will be presented. It is anticipated that following the industry day presentation, Offerors will have an opportunity to meet

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4. Post-RFP Release: After release of the final RFP, the Black-Out Period shall be established in full force and effect. No communication is allowed between the Government and any potential or actual Offeror regarding the procurement with the SOLE EXCEPTION of the CO. When specific information about the solicitation is necessary for the preparation of proposals, that information must be made available on sam.gov as soon as practicable, but no later than the next general release of information, in order to avoid creating an unfair competitive advantage. Potential Offerors should be advised not to include information that would reveal a confidential business strategy, and is protected under FAR 3.104 – Procurement Integrity - and/or Subpart 24.2 – Freedom of Information Act, in a request for information. The CO shall take care not to include any such information in any disclosure. When conducting an Industry Day, materials distributed at the forum will be made available on sam.gov. Notwithstanding the above, it is recognized that certain personnel have a need to communicate with NASA personnel relative to the performance of ongoing work under existing contracts. Such communications are permissible, but limited solely to existing contracts and may not be expanded into matters relating to this procurement.

5. Any questions related to the above information should be directed to the undersigned at Richard.W.Amiot@Nasa.gov or at (216) 433-6836.

Richard W. Amiot Contracting Officer http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/03.htm#P41_5837 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/24.htm#P30_4421 mailto:Richard.W.Amiot@Nasa.gov mailto:Richard.W.Amiot@Nasa.gov