Attachment A - PWS - Amendment 0001.pdf

ATTACHMENT A

PERFORMANCE WORK STATEMENT

GODDARD LOGISTICS SERVICES CONTRACT

AUGUST 2023

RFP NUMBER: 80GSFC24R0048

CONTRACT NUMBER: TBD

TABLE OF CONTENTS

1.0 Introduction

2.0 Management

3.0 Disposal Operations

4.0 Equipment Management

5.0 Mail Management

6.0 Supply and Materials Management Operations

7.0 Transportation Management

8.0 Export Control

1.0 INTRODUCTION

The purpose of the Goddard Logistics Services Contract (GLSC) is to support the Center-wide mission responsibilities of the Information Logistics Management Division (ILMD) by providing logistics support, and other services to the National Aeronautics and Space Administration (NASA), Goddard Space Flight Center (GSFC) at its Greenbelt, MD location, including some on-site tenant organizations and off-site Government and contract locations as directed. Other supported locations also include NASA Headquarters (NASA HQ), and Wallops Flight Facility (WFF). The services in this Performance Work Statement (PWS) may also be provided to other NASA Centers and Government agencies.

Unless specifically stated otherwise, the requirements of this PWS shall apply to all supported locations. These services shall be provided by the Contractor to both institutional and technical programs/projects, and includes disposal operations, equipment, mail, supply and material, transportation management, and export control.

Appendix A contains a Work Breakdown Structure of the functions performed in this PWS.

All requirements listed in this PWS are considered either “core” services, “reimbursable” services or a combination of both. Core services are services that are provided at no cost to customers. Reimbursable services are services that are paid for by the customer. Appendix C identifies those services that are core services and those that are reimbursable. The workload data associated with the requirements in this PWS are contained in a separate document.

Core services includes work that can be defined in advance both in definition and quantities. Reimbursable services include work that can be defined but cannot be sufficiently quantified in advance.

2.0 MANAGEMENT

2.0.1 Institute and maintain an effective, efficient, and responsive program management organization which is responsible for management and oversight of Contractor personnel, other contract resources, contract performance, deliverables, and cost.

2.0.2 Alert the Contracting Officer’s Representative (COR) and/or Contracting Officer (CO), promptly, of any problems which may adversely impact the timely and cost-effective delivery of quality products or services under this contract.

2.0.3 Ensure that the following areas are addressed when performing this contract: program management; safety, health, and environmental program; inspections/investigations/audits; environmental protection; information technology security; physical security; records, management; personnel licensing, certification, and specific experience;

quality management and control; work control system; work location and hours; warranty program; and phase-out.

2.1 PROGRAM MANAGEMENT

The Contractor shall maintain adequate staffing levels to meet contract requirements, analyze future needs, and develop specific operational procedures and documentation as required. As the ILMD support requirements and workload change, the Contractor shall develop plans, communicate analyses, and impact assessments to ILMD and take action to respond to these changes as necessary. All activities shall be appropriately coordinated across functional areas or with other Contractors, and all operational issues shall be resolved expeditiously.

The Contractor shall establish the expertise and capabilities to perform in-depth analysis for each major functional area. This analysis shall be required for, but not limited to, the following reasons: responding to changes in laws, regulations or policies; changing or improving operations; support audits, survey, and other reviews and implement corrective action resulting from audits, surveys, or other reviews; and implementing new programs and activities. The Contractor shall conduct ongoing analysis and technical information concepts, policies, procedures and application of information technology to enhance processes for each of the major functional areas, and provide reports of findings, conclusions, and recommendations to ILMD and coordinating with associated Contractors and Government employees.

2.1.1 PERSONNEL REQUIREMENTS

2.1.1.1 Acquire and maintain the appropriate security clearances for work on this contract. Where required, specific employee security clearance requirements will be defined along with the technical content in work packages or task orders. Personnel with a “Secret” security clearance are required to perform work supporting export control and WFF mail management.

2.1.1.2 Ensure that Contractor personnel are United States Citizens or legal resident aliens. The Contractor shall ensure that Contractor personnel are trained and qualified to perform PWS requirements, to include the licensed and/or certified operation and/or testing of vehicles and/or equipment listed in Attachment D, Installation Government Accountable Property, to include other NASA owned vehicles and/or equipment. Contractor personnel may be authorized to utilize Government vehicles to meet the requirements of the PWS.

In the performance of this contract, Contractor personnel may be required to fly on commercial aircraft or serve onboard Government owned aircraft. For some assignments, selected Contractor personnel shall be required to gain access to Department of Defense (DoD) systems.

2.1.2 PROPERTY CONTROL

2.1.2.1 Establish controls and procedures to ensure the proper control, use and maintenance of Government property provided to support GLSC operations.

2.1.2.2 The Contractor shall designate a Contractor employee to fulfill the functions of Property Custodian (PC) at each

NASA installation to manage Installation Accountable Government Property furnished to the Contractor in accordance with NASA Procedural Requirements (NPR) 4200.1 NASA Equipment Management Procedural Requirements.

2.1.2.3 Establish administrative procedures for the prevention of losses of Government equipment and supplies managed by the GLSC or in the custody of the Contractor (e.g., property in delivery vehicles or warehouse space).

(a) Emphasize the security of all GLSC operations.

(b) Include educational efforts in these areas for all GLSC personnel.

2.1.3 CUSTOMER SERVICE OFFICE/WORK RECEPTION DESK

ILMD has a Customer Service Office that serves as the point of entry for requesting many of its services.

2.1.3.1 Operate and maintain the Service/Work Reception Desk during core hours.

2.1.3.2 Provide a wide range of customer services that include, but are not limited to: providing customer work intake, tracking and productivity measurement, data entry and retrieval, work status reporting, handling of customer inquiries, answering customer inquiries and providing work status; submitting work requests; processing work tickets, providing immediate technical and guidance support to customers as needed and delivery of work to customers.

2.1.3.3 Provide staff which are knowledgeable in the services provided by the Center’s logistics operation in order to provide customers support with informed responses to their questions.

2.1.3.4 Track workflow utilizing various Government provided computer information systems and applications. These systems include, but are not limited to Management Operations Services and Information (MOSI), Advanced Materials Management System (AMMS), Maximo, System Application and Products (SAP), PP&E, SMS, DISPOSAL, and EQUIPMENT, Business Warehouse (BW), NASA Aircraft Management Information System (NAMIS), and Online Supply Catalog and Reservations (OSCAR). All data entered into the Agency tracking database remains the property of the Government. The requester of a service call made by telephone shall be given a work order number and phone number to call for future status inquiries.

2.1.3.5 Utilize a Work Control System (WCS) to plan, track, control, and report work-related accomplishments, schedules, and resources as applicable.

2.2 SAFETY, HEALTH, AND ENVIRONMENTAL PROGRAM

2.2.1 Establish and administer a health and safety program in accordance with NPR 1800.1, NASA Occupational

Health Program Procedure and NPD 1800.2 NASA Occupational Health Program and GPR 1700.1 Occupational Safety Program at Goddard Space Flight Center.

2.2.2 Stress safety in the workplace through strict adherence to all applicable health and safety regulations and the development of new procedures, as required. The Safety, Health, and Environmental (SHE) Program includes:

establishing, executing, and maintaining a SHE Program to

(a) prevent employee fatalities,

(b) reduce the number of incidents,

(c) reduce the severity of employee injuries and illnesses, and

(d) protect the environment through the ongoing planning, implementation, integration and management control.

(e) Providing safety equipment and Personal Protective Equipment (PPE) to perform the requirements and conducting work in a safe manner to comply with Occupational, Safety, and Health Administration (OSHA) and NASA requirements.

2.2.3 Maintain and revise, as directed, a Logistics-approved hazardous materials management plan including, but not limited to: procuring, receiving, storing, issuing, delivering, shipping, disposing, and maintaining appropriate data such as Safety Data Sheets (SDS) or other documentation.

2.2.3.1 Incorporate, into its plan, actions for protecting the health and safety of personnel handling and storing hazardous materials.

2.2.3.2 Maintain inspection records of safety devices and stations, and actively participate in the NASA Alerts Program.

2.2.4 The Contractor shall designate Assistant Facilities Operation Managers (FOMs) for Building 35 and other facilities, as specified by ILMD. The Contractor shall designate Building Managers or FOMs for off-site leased space, as specified by ILMD. The Contractor shall arrange and coordinate general maintenance and facilities modifications with appropriate GSFC organizations and outside vendors for all office space, warehouse and storage facilities, and other operational areas used or maintained by the Contractor. The Contractor shall ensure that maintenance contracts, service contracts or other provisions are in place to ensure that required equipment is maintained and available.

2.3 INSPECTIONS/INVESTIGATIONS/AUDITS

2.3.1 Cooperate with non-ILMD personnel (i.e., OSHA, Protective Services, Inspectors General, congressional, and other regulatory agencies) who are performing inspections/investigations of the Contractor’s workspace and activities in accordance with NPD 1210.2 NASA Surveys, Audits, and Review Policy.

2.3.2 Cooperate with NASA Center organizations and other investigative organizations if an inquiry, complaint, or investigation related to this contract is initiated.

2.4 ENVIRONMENTAL PROTECTION

2.4.1 Coordinate environmental protection matters with the Contracting Officer’s Representative (COR) in accordance with NPR 8715.1 NASA Safety and Health Programs.

2.4.2 Comply with the instructions of the NASA’s Center Institutional Safety Office with respect to avoidance of conditions which create a nuisance or an increased level of risk which could result in loss of life, serious injury/illness to on-site personnel, or damage to property or the environment.

2.4.3 Observe and adhere to requirements for handling, storage, and disposal of combustible supplies, materials, waste, corrosives, and scrap.

2.5 COST CONTROL

2.5.1 The Contractor shall perform supply financial management functions necessary to support the supply operation.

This requires daily interaction between numerous personnel: customers, NASA financial and resources personnel, GLSC and ILMD supply personnel, supply vendors and others. These supply financial management functions include, but are not limited to, the following: processing vendor invoices for inventory pool purchases; ensuring that the Advanced Materials Management System (AMMS) general ledger is balanced and daily extracts of the supply transactions to SAP are correct and reconciled; researching discrepancies between AMMS, Funds Control System (FCS), Business Objects (BOBJ) and the NASA Systems, Applications, and Products in Data Processing (SAP) financial system; and analyzing supply transactions to ensure compliance with NASA and Government policies and procedures.

2.5.2 The Contractor shall provide inventory pool management support to the GSFC. The Contractor shall be responsible for working with customers on collection of funds and reconciliation efforts. If a customer is non-responsive with attempts to collect funding or information, the Contractor shall notify the ILMD Government Resources Analyst for assistance as appropriate.

The Contractor shall be responsible for providing status reports to the ILMD Government Resources Analyst on a monthly basis and communicating any issues/concerns with funding.

The Contractor shall gain access to NASA financial systems (e.g., BOBJ, SAP and FCS) to run the above listed reports and any other reports that may be necessary to ensure appropriate operation of the inventory pool.

2.5.3 The Contractor shall be prepared to provide support in all areas of the PWS to GSFC, HQ, and other NASA

Center customers on a cost reimbursement basis (i.e., either through dedicated work years or via a fee-for-service approach). Support provided with dedicated work years will require a reimbursable agreement with the customers detailing the level of support to be provided in the required areas, estimated hours and cost, identification of how to request the support, and a customer Resources Analyst point of contact. The Contractor shall have a cost accounting system that will also calculate and track customer charges (identifying both the organizations and individuals) for work performed, and provide proper identification and reporting of customer charges for each area of requested support. These customer charges shall include all direct and indirect charges such as labor, warehouse leases, supplies, equipment and facility usage fees/costs, and other items.

The Contractor shall provide monthly NF 533 reports to identify hours charged in each support area, any associated Other Direct Costs (ODCs), and any other information to facilitate the financial transactions required and reporting of the costs. The Contractor shall provide analysis and recommendations on ways of expanding reimbursable services, in many cases working directly with customers. Implementation of these reimbursable services will come at the approval of ILMD.

2.6 INFORMATION TECHNOLOGY SECURITY

2.6.1 Operate existing information systems necessary to support the requirements of this PWS. IT security includes ensuring compliance with IT security policy and reporting requirements in accordance with NPR 7120.7 NASA Information Technology Program and Project Management Requirements.

2.6.2 Ensure IT Security Management Program Compliance if purchasing, leasing, networking to, or otherwise utilizing

Government-funded IT (Clinger-Cohen Act of 1996 and referenced by Office of Management and Budget (OMB) Circular A-130) in accordance with NPR 2810.1, Security of Information Technology.

2.6.3 Ensure that any Contractor IT system complies with NASA’s IT security and management policy and that appropriate approvals have been obtained prior to connecting the system to the NASA IT enterprise system in accordance with NPD 2540.11 Acceptable Use of Government Office Property Including Information Technology and Information Technology Security Handbook (ITS-HBK) - 2810.14 System and Information Integrity.

2.6.4 The Contractor shall comply with the applicable Federal, State, Local, Agency, and Center regulations and policy guidelines, including the standards of Section 508 of the Rehabilitation Act, including Electronic and Information Technology (EIT) Accessibility. In order to comply with the Section 508 Electronic and Information Technology Accessibility Standards, the Contractor shall perform all work required under this contract in compliance with the following technical standards delineated in Code of Federal Regulations (CFR) Title 36:

• Software applications and operating systems (1194.21)

• Web-based intranet and internet information and applications (1194.22)

• Telecommunications products (1194.23)

• Video and multimedia products (1194.24)

• Self-contained, closed products (1194.25)

• Desktop and portable computers (1194.26)

All Electronic and Information Technology (EIT) products intended for use by the Government or public, and resulting from work performed under this Contract, regardless of whether or not the product(s) is specified as a deliverable of a task order, shall comply with the requirements of Section 508 of the Electronic and Information Technology Accessibility Standards delineated in Code of Federal Regulations (CFR) Title 36.

2.7 INFORMATION SYSTEMS

2.7.1 The Contractor shall operate, maintain, and upgrade existing information systems necessary to support the requirements of this PWS. The Contractor shall develop or purchase additional systems through the contract to support new requirements, automate existing requirements, and pursue opportunities to utilize information systems to enhance integration across functions. The Contractor shall ensure that any purchased systems or equipment is in compliance with federal, NASA, and GSFC policies and procedures (e.g., medium and high risk IT, IPv6, and Sustainable Acquisition).

2.7.2 The Contractor shall use and provide support for the hardware and software contained in Appendix F. This support shall include the preparation, maintenance, and issuance of original and revised documentation, such as user’s manuals, operator’s manuals, system generated forms and reports, and user guides and training materials.

The Contractor shall prepare and distribute all documents generated by the supported systems. Any programs or source code developed under the contract shall belong to the Government. The Contractor shall support and participate in MOD’s configuration management process.

2.7.3 AMMS Operations. The Contractor shall operate and perform AMMS security, maintenance; hardware and software installation; upgrades, systems design and programming actions as required to efficiently and effectively improve and manage AMMS. The Contractor shall develop, maintain and update as changes occur the AMMS users and technical guides. The Contractor shall recommend automated system enhancements to the System Administrator and configuration control board. The recommendations shall include a cost benefit analysis, implementation schedule, and milestones. The Contractor shall ensure the recommended interfaces include all associated costs; software, hardware requirements; applicable flowcharts, narrative descriptions and explanations.

The Contractor shall ensure system is in compliance with federal, NASA and GSFC policies, and procedures. The Contractor shall ensure AMMS provides customers a method to order materiel, check status of backorders, inquiry capabilities, and view and search stock. The Contractor shall develop a series of reports for internal and external users that provides, but is not limited to: daily/monthly customer funding information, back order status, document register that shows transactions processed against each customer account and as required reports. The Contractor shall process customer access requests; notify customers when access is established, validate user request updating and maintaining customer account information; publishing, maintaining and distributing an AMMS Web Order Entry User’s Manual; and providing specific immediate technical and training support to customers as needed.

2.7.4 The Contractor shall act as the Hazardous Materials Management System (HMMS) Help Desk for GSFC customers and coordinate with information systems personnel (external to the contract) to resolve HMMS technical problems. Additionally, the Contractor shall propose and test enhancements to HMMS. Other activities include, but are not limited to: processing customer access requests and advising new customers when they have access to HMMS; updating and maintaining customer account information and passwords; publishing, maintaining and distributing DIs user’s manuals; and providing specific immediate technical and training support to customers as needed.

2.7.5 Administer and further develop (as required) the Government-furnished MOSI work intake and reporting platform which serves GSFC at Wallops and Greenbelt. A mastery of Java and JavaScript is required.

2.8 PHYSICAL SECURITY

Comply with NASA security policy, NPR 1600.1 NASA Security Program Procedural Requirements and NPR

1620.3 Physical Security Requirements for NASA Facilities and Property (i.e., NASAs lock and key procedures).

2.9 RECORDS MANAGEMENT

2.9.1 Ensure compliance with records management policies and reporting requirements in NPR 1441.1 NASA Records

Management Program Requirements and NRRS 1441.1 NASA Records Retention Schedules.

2.9.2 Maintain and retain records of work performed, which include recurring operating records, reports, logs, QC/A inspection records (i.e., performed and scheduled inspections, inspection results, dates, and details of corrective actions), and any other documents specified for submission in this contract.

2.10 PERSONNEL LICENSING, CERTIFICATION, AND SPECIFIC EXPERIENCE

Ensure compliance with the applicable personnel licensing, certification, and experience requirements when performing work in accordance with this PWS.

2.11 QUALITY MANAGEMENT AND CONTROL

Submit a Quality Assurance Plan (QAP) that specifies the Contractor’s approach to assuring delivery of quality products, material, and services.

2.11.1 The Contractor shall participate with the Government in developing and implementing a joint quality management program, which incorporates the basic elements of quality management in all aspects of GLSC management and operations. The Contractor shall implement GSFC’s Management System (including ISO 9001 and AS9100) as described in GPR 1280.1, The GSFC Quality Manual. Additionally, the Contractor shall submit a QAP that specifies the Contractor’s approach to assuring delivery of quality products, material, and services.

2.11.2 The Contractor shall write, maintain, and revise Work Instructions (WIs) for appropriate functional areas and operations and deliver them to the Government for approval. The Contractor and Government will collectively determine what WIs are required.

2.11.3 The Contractor shall participate in the following management reviews at GSFC:

• Logistics Staff Meeting - The Contractor shall provide an overview of GLSC operations, including accomplishments, problems, corrective actions and other details monthly.

• Project Support Meeting - The Contractor shall conduct a review for ILMD management on a bi-monthly basis to report on the status of support activities for each project supported by the Contractor.

• Division Staff Meetings - The Contractor shall attend these weekly staff meetings with the ILMD managers, and provide status as necessary on current activities/problems that are important to the management team.

2.12 WORK LOCATION AND HOURS

8:00 a.m. – 4:30 p.m., Monday through Friday are the core business hours for all supported locations. Contractor personnel shall also be available to meet emergency overtime work requirements.

2.13 WARRANTY PROGRAM

2.13.1 Ensure that any repair work which is covered by a manufacturer’s warranty is performed by the manufacturer before the Contractor performs associated repair work.

2.13.2 Warrant all repair work against defects from material and workmanship for a period of one year following the completion of repair, unless exceeded by the warranty period, either expressed or limited, from the manufacturer, supplier, or elsewhere within this contract.

2.14 CLOSE-OUT

Perform Phase-out activities to include:

2.14.1 Preparation for transition of all activities to the successor Contractor in order to minimize operational impacts.

2.14.2 Cooperation with the successor Contractor to facilitate the effective Phase-in of the follow-on effort.

3.0 DISPOSAL OPERATIONS

Perform property disposal services for all excess Government personal property (supply, materials, and equipment) in accordance with NPR 4300.1 NASA Personal Property Disposal Procedural Requirements; NPR 4310.1, Identification and Disposition of NASA Artifacts; NPR 2190.1 NASA Export Control Program. 41 CFR 101 Federal Property Management Regulations; and 41 CFR 102 Federal Management Regulation and other documents as identified in Appendix E.

3.1 Property Disposal Management

3.1.1 Implement and maintain the process for acceptance, segregation, and collection of scrap metals for disposition in accordance with NPR 4300.1. If applicable, coordinate all Government property dispositioned as recycling to the identified GSA Scrap Term Contract.

3.1.2 Review cases in DISPOSAL data base for completeness, accuracy, export control and update the data base in accordance with NPR 4300.1. Create a complete and accurate record in DISPOSAL database records for the Government when no other record exists.

3.1.3 Conduct research to obtain additional information not provided on excess request and update the DISPOSAL system in accordance with NPR 4300.1.

3.1.4 Complete NASA training course in accordance with NPR 4300.1.

3.1.5 Complete required GSA Regional Property Utilization and Disposal Courses in accordance with NPR 4300.1.

3.1.6 Ensure excessed hazardous materials are labelled in accordance with NPR 4300.1.

3.1.7 Properly dispose of expired explosives in accordance with U.S. laws and regulations, and NASA policies and procedures, and Center procedures.

3.2 Physical Inventory

3.2.1 Perform physical inventory of excess items in disposal in accordance with NPR 4300.1

3.2.2 Initiate survey actions on lost, damaged, or destroyed excess property and materials in accordance with NPR 4300.1.

3.3 Reutilization of Excess and Surplus Property

3.3.1 Remove all NASA identifiers such as Equipment Control Number (ECN)/Radio Frequency Identification (RFID) tags, stickers, and identifying markings in accordance with NPR 4300.1.

3.3.2 Complete the required badging form and escort recipients to preview or pick up property and assist with the loading of transport vehicles in accordance with NPR 4300.1.

3.4 Screen Excess and Surplus Property

3.4.1 Ensure that the hard drives of automated data processing equipment is removed and shredded in accordance with

NPR 4300.1.

3.4.2 Locate NASA requested items through federal surplus in accordance with NPR 4300.1.

3.4.3 Prepare property for surplus sale, review successful bidders list to ship or allow pick up of property, process property release documentation and provide assistance for removal of property sold, in accordance with NPR 4300.1.

3.4.5 Comply with set time frame for excess drop off, on-site screening for potential reutilization or customer pick up in accordance with NPR 4300.1.

3.4.6 Mark all property in the disposal process to identify the condition of the property, and take photos in accordance with NPR 4300.1.

3.5 Warehouse/Storage

3.5.1 Ensure the most effective use of warehouse space and stored property in accordance with NPR 4300.1.

3.5.2 Ensure the physical security of all disposal assets in accordance with NPR 4300.1.

3.5.3 Store equipment and materials in accordance with NPR 4300.1.

3.5.4 Ensure required disposal processing of equipment, materials, and supplies in accordance with NPR 4300.1.

3.5.5 Produce and affix labels to excess equipment, materials, and supplies in accordance with NPR 4300.1.

3.5.6 Identify and secure all pilferable, precious metals and artifact items on the same workday received, in accordance with NPR 4300.1.

3.5.7 Separate and sort property and provide a recommendation to the PDO for reutilization, potential artifacts, transfer/donation, GSA surplus sale or recycle within 10 days after receipt, in accordance with NPR 4300.1.

3.5.8 Manage storage of explosives in accordance with U.S. laws and regulations, NPR 1600.1, NASA Standard

8719.12 (NASA-STD-8719.12) Safety Standard for Explosives, Propellants, and Pyrotechnic and Center procedures.

4.0 EQUIPMENT MANAGEMENT

Provide logistics support for the identification, control, and accountability of equipment acquired by NASA in accordance with NASA policy described in NPD 4200.1 Equipment Management Program and NPR 4200.1 Equipment Management Procedural Requirements and other documents as identified in Appendix E.

4.1 Cannibalization, Modification, or Fabrication of NASA Equipment

Process cannibalization, modification, or fabrication actions in accordance with NPR 4200.1.

4.2 Center to Center Equipment Transfers

Perform Center to Center equipment transfers and transactions in accordance with NPR 4200.1.

4.3 Deactivate Equipment Master Records (EMR)

Process requests for deactivation of the EMR in the NASA Integrated Asset Management (IAM) Property, Plant and Equipment (PP&E) System in accordance with NPR 4200.1.

4.4 Equipment Accountability

4.4.1 Provide a continuous audit trail of an item from its initial receipt by NASA until acceptance in disposal warehouse in accordance with NPR 4200.1.

4.4.2 Ensure Department of Defense (DD) Form 250s or equivalent acceptance documents for equipment delivered to

NASA include the equipment information necessary for the creation of an EMR in accordance with NPR 4200.1

4.5 Equipment Cataloging

Follow all guidelines of the agency cataloging process prescribed in NPR 4100.1 including updates to the EMR in the PP&E System in accordance with NPR 4200.1.

4.6 Equipment Classification and Control

4.6.1 Review invoice data provided with equipment to determine the appropriate level of control (Controlled or

Administratively Controlled Equipment) in accordance with NPR 4200.1.

4.6.2 Ensure assignment of an ECN to all equipment items meeting the NASA definition for “Controlled Equipment”

(defined in NPR 4200.1) and is recorded in the NASA PP&E System in accordance with NPR 4200.1.

4.6.3 Ensure equipment considered “Administratively Controlled Equipment” (defined in NPR 4200.1) is managed in accordance with NPR 4200.1.

4.7 Equipment Found on Station (FOS)

4.7.1 Establish control and accountability for equipment items found that meet NASA’s criteria for control and are not recorded in the NASA PP&E System in accordance with NPR 4200.1.

4.7.2 Provide assistance to the End User or the person with the most knowledge of the circumstances surrounding the

FOS in accordance with NPR 4200.1.

4.7.3 Notify the Center Property Accountant when any FOS equipment items that meet the established capitalization threshold in accordance with NPR 4200.1.

4.8 Equipment in Repair

4.8.1 Update the status of the equipment in the NASA PP&E System upon the equipment’s departure from the Center in accordance with NPR 4200.1.

4.8.2 Update the status of the equipment in the NASA PP&E System upon validation of return of the equipment to the

Center in accordance with NPR 4200.1.

4.9 Equipment in Storage

Ensure equipment accountability continues under the assigned property custodial account while in storage in accordance with NPR 4200.1.

4.10 Equipment Loaned or Leased to NASA

Process equipment loaned or leased to NASA for more than 60 calendar days as “Controlled Equipment” and record in the NASA PP&E System in accordance with NPR 4200.1.

4.11 Equipment Physical Inventory Process

Validate the existence of NASA-held controlled equipment items recorded in the NASA PP&E System, along with the physical location and custodial responsibility, in accordance with NPR 4200.1.

4.11.1 Change of Property Custodian (PC) Inventory

Assist in the execution of change of PC inventories, when contacted, in accordance with NPR 4200.1.

4.11.2 Fiscal Year Inventory

Conduct a physical inventory in accordance with NPR 4200.1.

4.11.3 Inventory Files and Records

Retain inventory files and records in accordance with NPR 1441.1 and NRRS 1441.1.

4.11.4 Inventory Plan and Schedule

Develop a plan and schedule to physically inventory NASA-held equipment in accordance with NPR 4200.1.

4.11.5 Inventory Reports

Provide inventory reports in accordance with NPR 4200.1.

4.11.6 Special Inventory

4.11.6.1 Execute non-cyclic equipment inventories in accordance with NPR 4200.1.

4.11.6.2 Instruct designated inventory personnel in inventory techniques and procedures in accordance with NPR 4200.1.

4.12 Equipment Tagging

4.12.1 Assign “Controlled Equipment” a unique identifier and single ECN tag in accordance with NPR 4200.1.

4.12.2 Remove ECN tags affixed to the equipment in accordance with NPR 4200.1.

4.13 Equipment Transfers from the Disposal Warehouse

Ensure transfers or issues of equipment items from the disposal warehouse are documented in accordance with NPR 4200.1 and NPR 4300.1.

4.14 Loan of NASA Equipment

Record the date of the annual validation in the NASA PP&E System for record validation in accordance with

NPR 4200.1.

4.15 Property Pass

Review and process property passes in accordance with NPR 4200.1.

4.16 Property, Plant & Equipment Management

4.16.1 Utilize the NASA PP&E System for identification, control, and accountability of equipment acquired by NASA in accordance with NPR 4200.1.

4.16.2 Create a EMR in the PP&E System for all equipment acquired that meets the equipment classification for control in accordance with NPR 4200.1.

4.16.3 Upload all supporting/acquisition documentation for each EMR in accordance with NPR 4200.1.

4.16.4 Process all equipment transactions in the PP&E system as designated by the EM in accordance with NPR 4200.1.

4.16.5 Review purchase orders, vouchers, and any other documentation supporting the estimated equipment acquisition costs to create the EMR in accordance with NPR 4200.1.

4.16.6 Notify the Center Property Accountant when any equipment items meets the established capitalization threshold in accordance with NPR 4200.1.

4.17 Property Survey Report

Process the property survey report in accordance with NPR 4200.1.

4.18 Training

Participate in equipment management training in accordance with NPR 4200.1.

4.19 Utilization of NASA Equipment

Verify end users acceptance transactions in accordance with NPR 4200.1.

5.0 MAIL MANAGEMENT

5.1 Control and Accountability

5.1.1 Operate the mail center in accordance with NPD 1460 Agency Mail Management Program and other documents as identified in appendix E.

5.1.2 Distribute inbound mail from the mail center to the proper addressee/authorized individual(s).

5.1.3 Secure all undeliverable mail in the designated security location or safe (if applicable) as directed by the mail manager.

5.2 Controlled Access

5.2.1 Ensure only authorized personnel are allowed to enter the mailroom area.

5.2.2 Ensure mail center customers are escorted at all times when access to the mail center is granted by the mail manager.

5.3 Outbound Mail: Expenditure Reports

5.3.1 Maintain postal/expenditure logs and any applicable supporting documents as defined in the Center procedures.

5.3.2 Submit annual postal accountability and expenditure reports to the Center Mail Manager in accordance with NPD

1460.1.

5.4 Inbound Classified Mail

Handle Classified Mail in accordance with NPD 1460.1, 32 C.F.R. Part 2001, NPR 1600.2, NPR 1620.3 and any applicable center security guide.

5.5 Inbound Mail: Receipt, Process and Distribution

Pick up or receive, screen and process (sort and deliver) all inbound mail in accordance with:

• NPD 1460.1 and Center procedures

• USPS Domestic/International Mail Manual

• Mail management standards set forth by the United States Postal Service (USPS),

• 39 U.S.C. ºº 401 et seq. and ºº 601 et seq.

• NPR 1600.2 NASA Classified National Security Information (CNSI),

• NPD 1450.12, Handling Correspondence and Information from the Executive Office of the President

• NPR 1450.4, Handling Congressional Correspondence and Information Concerning Congressional Activities

• NPR 1450.10, NASA Correspondence Management and Communications Standards and Style and

• GSA, Mail Communications Policy Office, Mail Center Security Guide.

5.6 General Provisions

5.6.1 Process and manage mail pieces weighting up to and including 70 pounds as defined in Federal Management

Regulation §102-192.30.

5.6.1.1 Mail services include pick up, screening, securing, sorting, consolidating, preparing mail for distribution and the delivery of mail.

5.6.1.2 The term “mail” includes interoffice messenger envelopes, U.S. mail (including first class, third class, fourth class, air, priority, special delivery, express, registered, certified, and insured), pouch, individual sheets and pamphlets, Privacy Act materials, and Freedom of Information Act materials.

5.6.2 Have a Mail Handler on-site every business day in the mail center, who will identify United States Postal Service

(USPS) operational changes and provide training to Contractor employees to ensure mail processes are in compliance with USPS requirements.

5.6.3 Ensure personnel handling classified mail/material have the appropriate security clearance for the handling of classified mail/material in accordance with NPR 1600.2.

5.6.4 Ensure personnel performing export control activities are trained in export regulations, laws, and policies in accordance with NPR 2190.1.

5.6.5 Utilize and maintain Center mail stops and standard distribution lists of all NASA and support contract employees in accordance with Agency or Center policies.

5.6.6 Provide and maintain mail drop box collection services as directed Agency or Center policies.

5.6.7 Pick-up and deliver inbound and outbound mail in accordance with Agency or Center policies.

5.6.8 Provide preventive maintenance for the Government furnished mailing systems and display monitors as required per manufactures/vendor recommendations in accordance with Agency or Center policies.

5.6.9 Inspect and maintain the digital metering and report any equipment issues beyond preventive maintenance to the mail manager in accordance with Agency or Center policies.

5.6.10 Notify the mail manager of any supporting equipment (including transportation assets) and facility problems.

Place service calls for supporting equipment and facilities in accordance with Agency or Center policies.

5.6.11 Secure all mail at all times and in accordance with NPD 1460.1, NPR 1620.3, and GSA, Mail Communications

Policy Office, Mail Center Security Guide.

5.7 Governing Documents

The Contractor shall operate a comprehensive Mail Services Center in accordance with:

• NPD 1460.1 Agency Mail Management Program,

• U.S. Postal Service (USPS) regulations,

• General Services Administration (GSA) standards and guidelines

• Postal Service, 39 U.S.C. §401 et seq. and §601 et seq,

• NPR 1620.3 Physical Security Requirements for NASA Facilities and Property, and

• NPR 1450.10 NASA Correspondence Management and Communications Standards and Style.

5.8 Handling Suspicious Mail

Follow procedures outlined and described in NPD 1460.1, NPR 1620.3, and Center procedures for handling and reporting suspicious mail.

5.9 Mail Delivery and Pickup

5.9.1 Maintain a designated pick up location in the mail center for serviced customers in accordance with WI 279-WI-

1460.2.2, Mail Services Center

5.9.2 Provide mail pick-up and delivery services in accordance with NPD 1460.1.

5.9.3 Relocate mail bins to new mail stop locations as mail stop locations change and pick up mail bins when mail stops are deleted in accordance with Center procedures.

5.9.4 Distribute mail to the intended recipient using all or any part of the information reflected in the “forwarding address.”

5.9.5 Recommend modifications to mail routes and mail drops as needed in accordance with Agency policy or Center procedures.

5.9.6 Repair/re-package damaged or loosely bound mail prior to processing and distribution.

5.9.6.1 Notify the mail recipient and annotate repackaging on all mail that requires repair/re-package.

5.9.7 Return all undelivered mail to the appropriate mail facility.

5.9.8 Do not leave mail unsecured and/or unattended in accordance with Agency policy or Center procedures.

5.10 Outbound Mail

5.10.1 Pick-up, collect, process and track all outgoing mail in accordance with:

• NPD 1460.1

• USPS Domestic / International Mail Manual

• Mail management standards set forth by the United States Postal Service (USPS)

• 39 U.S.C. ºº 401 et seq. and ºº 601 et seq.

• General Services Administration's (GSA) standards and guidelines.

5.10.2 Use the most cost-effective mailing method to process the mailing request which is advantageous to the

Government based on the carrier providing the best value without jeopardizing the required delivery date and any special requirements from the customer.

5.10.3 Sort and meter/postage outbound mail for pick up by the USPS or other carrier(s) using the government provided mail metering system in accordance with Agency or Center policies.

5.10.4 Operate the commercial metering system to download postage to the meter in accordance with Agency or Center policies.

5.10.5 Process all “Return to the Center” mail manager in accordance with Agency or Center policies.

5.10.6 Provide packaging services as required for official outgoing mail in accordance with NPR 1450.10.

5.10.7 Record, control and expedite Certified mail for delivery in accordance with Agency or Center policies.

5.11 Outbound Mail: International

5.11.1 Sort all outgoing international mail into appropriate categories in accordance with Agency policy or Center procedures.

5.11.2 Complete export control requirements for all outbound international mail in accordance with NPR 2190.1 and all applicable center export control procedures (as directed by the mail manager) prior to mailing out.

5.12 Processing

5.12.1 Utilize the NASA Enterprise Directory to research misaddressed mail when necessary to determine the final destination.

5.12.2 Open and research public correspondence not containing an individual address, name or mail code, to determine proper routing.

5.12.3 Open all “pouch mail,” and sort out individual pieces for distribution to the intended recipient(s).

5.12.4 Process only official mail in the mail center in accordance with Agency policy or Center procedures.

5.13 Screening

5.13.1 Perform visual inspection of all inbound mail for potential threats to the Center prior to processing the mail in accordance with Agency policy and Center procedures.

5.13.2 Provide mail center employees with all Personal Protective Equipment (PPE) required to safely and effectively perform screening and inspection of inbound mail in accordance with NPR 8715.3 NASA General Safety Program Requirements.

5.13.3 Follow evacuation procedures in accordance with center mail operations security procedures and in accordance with NPD 1460.1, NPR 1620.3, and Center procedures.

6.0 SUPPLY AND MATERIALS MANAGEMENT OPERATIONS

Perform supply management services for in accordance with NPD and NPR 4100.1 and other documents as identified in Appendix E.

6.1 Inventory Management

6.1.1 Assign stock classifications in accordance with NPR 4100.1.

6.1.2 Track all vendor-owned returnable containers and update the NASA Supply Management System (SMS)/AMMS in accordance with NPR 4100.1.

6.1.3 Perform cataloging functions per NPR 4100.1.

6.1.4 Create a master record in SMS/AMMS for approved additions to stock in accordance with NPR 4100.1.

6.1.5 Process transfer transaction in SMS/AMMS to dispose of inventory approved for excess by the Supply Officer in accordance with the NPR 4100.1.

6.1.6 Perform and assist Supply Officer with stock control functions in accordance with NPR 4100.1.

6.1.7 Perform and assist Supply Officer with inventory retention activities in accordance with NPR 4100.1.

6.2 Physical Inventory

6.2.1 Perform an inventory analysis and corrective action in accordance with NPR 4100.1.

6.2.2 Submit an Inventory Schedule to the Supply Officer for approval in accordance with the NPR 4100.1.

6.2.3 Perform the physical inventory and update SMS/AMMS in accordance with NPR 4100.1.

6.3 Receiving Operations

6.3.1 Receive, record, inspect, process, stage, identify discrepancies or non-conformance, and segregate, secure, all incoming receipts for distribution of materials, supply, and equipment in accordance with NPR 4100.1 and NPR 1600.1.

6.3.2 Evaluate equipment items to determine if items meet tagging criteria and affix the ECN/Administrative control tag in accordance with NPR 4200.1.

6.3.3 Upload all materials, supply, and equipment paperwork into SMS, AMMS. NAMIS, or the electronic file plan in accordance with NPD 1440.06 Records Management.

6.3.4 Identify incoming materials that require quality inspection and transfer custody to Quality Assurance (QA) in accordance with NPR 4200.1.

6.3.5 Process Classified National Security Information (CNSI) and store them in the approved secured storage location in accordance with NPR 1600.2 and NPR 4100.1.

6.3.6 Process and handle controlled personal property in accordance with NPR 1620.3, NPR 8730.2 NASA Parts

Policy, NASA-STD-8719.12, NASA-STD-8739.6 Implementation Requirements for NASA Workmanship Standards, NASA-STD-8739.10 Electrical, Electronic, and Electromechanical (EEE) Parts Assurance Standard, NASA-STD-8739.14 NASA Fastener Procurement, Receiving Inspection, and Storage Practices foe NSA

Mission Hardware, NASA Handbook 8739.18 (NASA-HDBK-8739.18) Procedural Handbook for NASA Program and Project Management of Problems, Nonconformances, and Anomalies, and NASA-HDBK-8739.21 Workmanship Manual for Electrostatic Discharge Control (excluding Electrically Initiated Explosive Devices).

6.3.7 Capture any warranty information upon receipt of items, if applicable, and add all data into the appropriate NASA automated supply system in accordance with NPR 4200.1.

6.4 Supply Operations

6.4.1 Perform supply operations including receiving, shelf-life, and hazardous material management, in accordance with NPR 4100.1.

6.4.2 Maintain accountability of items in storage in accordance with NPR 4100.1

6.4.3 Build and issue kits for customer requirements in accordance with NPR 4100.1.

6.5 Warehousing

6.5.1 Perform shelf-life management of materials, supplies, and equipment in storage in accordance with NPR 4100.1.

6.5.2 Manage a temporary storage program for short-term storage requirements in accordance with NPR 4100.1.

6.5.3 Identify space requirements and establish adequate storage allocations in accordance with NPR 4100.1.

6.5.4 Store hazardous materials in accordance with NPR 4100.1 and NPR 8715.3 NASA General Safety Program

Requirement.

6.5.5 Segregate the storage of unserviceable materials, supplies, and equipment from serviceable inventory in a separate identified location in accordance with NPR 4100.1.

6.5.6 Assign warehouse locations and generate labels in accordance with NPR 4100.1.

6.5.7 Mark and secure warehouse storage areas in accordance with NPR 1620.2 Facility Security and Assessments.

6.5.8 Store all Government-owned assets in accordance with environmental, fire protection, and security requirements, as well as manufacturer instructions, in accordance with NPR 4100.1 and NPR 8715.3.

6.5.9 The Contractor shall operate the Center’s Project Storage program (Greenbelt and Wallops), and maintain both on-site and off-site storage facilities (presently located in Laurel, MD) for technical and scientific equipment, traveling exhibits, materials and other property. The program contains an inventory of stored items, which includes sensitive, space flight hardware and associated ground support equipment requiring special handling and temperature controls. (Reimbursable only)

6.5.10 The Contractor shall staff and manage warehouse stock rooms as directed for all commodities stored that include, but are not limited to: Electrical, Electronic, and Electromechanical (EEE) parts, flight fasteners, and cryogenics.

(Reimbursable only)

6.6 Purchasing

6.6.1 The Contractor shall utilize the Government-provided supply system AMMS to support supply purchasing operations. The Contractor shall acquire supplies, material, equipment, and services in support of NASA and resident federal agencies adhering to the requirements identified in the Federal Acquisition Regulation (FAR) and NASA FAR Supplement (NFS). The Contractor shall also procure all supplies and materials approved for establishment and replenishment of store, standby and program stock. The Contractor shall only purchase equipment and services required to support the logistics service contract performance upon approval by the Contracting Officer.

The Contractor shall develop and implement a comprehensive set of work instructions covering all phases of the purchasing process and shall ensure integrity, efficiency, and protection of the Government’s resources in all purchasing actions.

The Contractor shall review System for Award Management (SAM) for exclusions prior to award. In no instance shall a vendor identified on the Excluded Parties List be awarded any type of award. The Contractor shall promote competition to the maximum extent practicable by soliciting at least three (3) Offerors for all material, equipment, and service acquisitions, above the FAR specified micro-purchase threshold and operate under approved accounting practices. For all acquisitions estimated to cost less than the micro-purchase threshold, the Contractor shall obtain a “fair and reasonable” price and seek competition where feasible.

The Contractor shall coordinate with the site-specific NASA Chief Information Officer (CIO) for purchase requests related to IT elements or implications (either as a direct buy or for itself). All IT acquisitions shall comply with Section 508 of the Rehabilitation Act, Section 516 of the Consolidated and Further Continuing Appropriations Act, 2013, Public Law 113-6, enacted March 26, 2013, and Section 515 of the Consolidated Appropriations Act of 2014, Public Law 113-76, enacted January 7, 2014, as applicable.