SMAEC III Preproposal Conference Charts.pdf

Safety and Mission Assurance “Safe human space exploration for the world”

Johnson Space Center

Welcome to the JSC Safety and Mission Assurance

Engineering Contract III (SMAEC III) Preproposal Conference

August 22, 2023 Virtual Microsoft TEAMS

9 am – 12:30 pm CST

18/22/2023

Johnson Space Center

Welcoming Remarks

Gregg C. Baumer SMAEC III SEB Chair

28/22/2023

• Attendance

- For those dialed in by phone ID only, please submit a list of names for your group via email to jsc-SMAEC3@mail.nasa.gov

• Copies of today’s presentations including all following correspondence will be posted on the SMAEC III procurement website as follows:

- https://www.nasa.gov/johnson/jsc-procurement/smaec3/

• For technical help during presentation (e.g., audio/video), please submit concern in the TEAMS chat

Conference Logistics

8/22/2023 mailto:jsc-SMAEC3@mail.nasa.gov https://www.nasa.gov/johnson/jsc-procurement/smaec3/

Johnson Space Center

Office of Procurement

Charles Bell Manager of Operations Support Procurement Office

Office of Procurement

48/22/2023

Johnson Space Center

Safety and Mission Assurance (SMA) Directorate

Willie Lyles Director of SMA

58/22/2023

Topic Presenter Welcome and General Information Gregg C. Baumer Opening Remarks Charles Bell \ Willie Lyles Orientation and Procurement Overview Ryan Gregory Organization, Vision and Objectives

Gregg C. Baumer SOW, J Attachments, and DRDs Overview of RFP Ryan Gregory Labor Relations Overview Chrystal Wiseman

Safety and Health Programs Stacey Menard Q&A, Schedule and Closing Remarks Ryan Gregory

15 Minute Break Preproposal Bulletin Cost Workshop John Moore

Agenda

8/22/2023

Johnson Space Center

Orientation and Procurement Overview

Ryan Gregory SMAEC III Contracting Officer

78/22/2023

• These slides are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the RFP.

• To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern.

Disclaimer

• The purpose of this Preproposal Conference is to help industry understand the Government’s requirements

• A pricing workshop will follow this morning’s discussion immediately after the conference conclusion

• Questions

- Verbal questions will not be entertained during the conference (exception during the Price/Cost Workshop).

- Offerors are requested to submit all questions in writing using the Template for

Submission of Comments to jsc-SMAEC3@mail.nasa.gov

- Official responses to written questions received by the Contracting Officer will be posted to the SMAEC III procurement website

- https://www.nasa.gov/johnson/jsc-procurement/smaec3/

- The deadline for submitting questions regarding the RFP or this conference is August 30, 2023, 1:30 p.m. CST.

Purpose of Preproposal Conference

8/22/2023

• Source Selection Authority

- Donna Shafer, Associate Director, Johnson Space Center

• Acquisition Team

- Gregg C. Baumer, SEB Chair

- Stacey Menard

- Aaron McDonald

- Tom Carrington

- Keith Dyer

- Ryan Gregory, Contracting Officer (Non-Voting)

• Prospective offerors are reminded not to contact the SSA or voting members (directly or through electronic means) as such contacts are disruptive and could affect the integrity of the Acquisition Process

Source Selection Authority and Acquisition Team Members

• Contracting Officer:

- Ryan Gregory

- jsc-SMAEC3@mail.nasa.gov

• SMAEC III Website

- https://www.nasa.gov/johnson/jsc-procurement/smaec3/

- Send questions to the contracting officer

Points of Contact

8/22/2023

• Main phone number: (281) 483-4512

• Robert Watts, Senior Small Business Specialist

• Monica Craft, Small Business Specialist

• Tumarrow Romain, Small Business Specialist

• All emails should be sent to:

Jsc-smallbusiness@mail.nasa.gov

• Location: Building 1, Suite 453

• Address:

NASA Johnson Space Center, Industry Assistance Office Mail Code: BA 2101 NASA Parkway Houston, TX 77058-3696

Office of Small Business Programs/JSC Contact Information mailto:Jsc-smallbusiness@mail.nasa.gov

• Ombudsman (NFS 1852.215-84): “…before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the Contracting Officer for resolution … If resolution cannot be made by the Contracting Officer, interested parties may contact the installation ombudsman whose name, address, telephone number, and email address may be found at:

https://www.hq.nasa.gov/office/procurement/regs/Procu rement-Ombuds-Comp-Advocate-Listing.pdf”

Ombudsman https://www.hq.nasa.gov/office/procurement/regs/Procurement-Ombuds-Comp-Advocate-Listing.pdf

• Contract Number: 80JSC019D0008

• Prime Contractor: Science Applications International Corp

• Contract Type: Cost-Plus-Award-Fee (CPAF), with Core, Indefinite- Delivery/Indefinite-Quantity (IDIQ), and Level of Effort (LOE) elements.

• Period of Performance: June 1, 2019 - May 31, 2024 (2 year base with a 2 year option and a 1 year option)

• Skills currently provided on contract include:

- System safety (including Probabilistic Risk Assessments), reliability, quality engineering and assurance, software safety assurance, software quality assurance, pressure system engineering, Information Technology (IT), and technical administration

Current Contract Overview

Johnson Space Center

Organization, Vision and Objectives

Gregg C. Baumer

158/22/2023

168/22/2023

Space Transportation Systems Division

• Orion SMA Management and Discipline Leadership – System Safety; Reliability; PRA; Software Safety and support (safety panels, operations)

• Artemis SMA Leadership - Integrated PRA, Hazard and Crew Survival Analysis Development

• Orion, HLS, LTV System Safety & Reliability Engineering – Assurance and Integrated Hazard Analysis

(IHA)

• Gateway, HLS, and EHP PRA Development

• CCP System Safety

JSC Safety and Mission Assurance Office of the Director

Business Management Office

• IT, Risk and CM management

• Budgets and contracts

• Strategic Planning process

Office of Knowledge and Quality Management Systems

• Knowledge Mgmt for all Programs, Projects and JSC Organizations

• Manage JSC's Quality Mgmt Systems to ISO9000 and AS9100

Flight Safety Office

• Chief Safety & Mission

Assurance Officers, Artemis Campaign SMA Management

NA Functional Overview

Space Habitation Systems Division

• ISSP system safety, reliability, software assurance, operations safety, Safety Review Panel support

• Gateway SMA discipline leadership (SE&I, R&M, Software Assurance, Operations), Safety Review Panel Chair/support, IHA Development

• Commercial LEO Free Flyer SMA discipline leadership (SE&I, software assurance, operations, safety panels)

• EHP Pressurized Lunar Rover SMA flight lead and support

Quality and Flight Equipment Division

• QA (inspection) and QE for all JSC Programs and Projects

• Safety and reliability engineering for EVA (EHP) and GFE SMA requirement definition for projects

• Software Assurance

• Perform mechanical and electrical part testing and failure analysis (RITF)

• Specialized training in NASA workmanship standards (RITF)

• Assurance and certification of special manufacturing and engineering processes (e.g., welding, NDE, and EEE parts)

• Procurement Quality Assurance

• GIDEP and NASA ALERTS

Safety and Test Operations Division

• Pressure Vessels and Pressurized Systems Engineering and Inspection

• Quality and System Safety Engineering and Assurance for WSTF Operations

Separate NA Contract – CSFO II

• Occupational Safety Program

• Explosives Safety

• Voluntary Protection Program

• Emergency Preparedness &

Services

• Fire Protection

• Facility Risk Mgmt.

• Training and Awareness

• NASA spaceflight Programs and Projects, including associated payloads, sub-systems, Government Furnished Equipment (GFE) and Commercial Furnished Equipment (CFE)

- Includes primarily JSC led programs and projects, but also includes other NASA center led efforts

- Primarily covers assurance work but does include in-line product development support as well

• Significant programs include:

- Artemis Campaign: Cross Program Integration, Orion Program, Gateway Program, Human Landing

System (HLS) Program, and EVA and Human Surface Mobility Program (EHP)

- Commercial Crew Program (CCP)

- Commercial LEO Development Program (CLDP)

- International Space Station Program (ISSP)

- Human Research Program (HRP)

- Potential future exploration programs such as lunar surface systems

• Institutional support

- JSC facilities such as flight hardware manufacturing and testing locations, including pressure systems

- WSTF operations

- Receiving Inspection and Testing Facility (RITF)

SMA Scope

• SMA technical requirements are rooted in robust policies, processes, and standards for spaceflight and institution activities for both LEO and lunar missions

• As the way we do business and the exploration programs evolve, so must our ability to adapt to enhance our SMA technical requirements

• For spaceflight development, SMA provides recommendations and assessments over the entire Program/Project development lifecycle with the goal to help identify and mitigate safety and mission success risks

• SMA tasks across the development lifecycle include activities such as:

- Establishing and review of system design and operational requirements, review of design compliance, review of test plans, procedures and results, review of verification data, assessments of operations and associated products, real-time mission support, etc.

- Review and performance of various analyses such as:

• Quality engineering assessments for hardware and software, qualitative and quantitative risk management analyses, hazards analyses, Failure Mode and Effects Analyses (FMEA)/Failure Modes, Effects, and Criticality Analysis (FMECA), trending analyses, trade studies, and technology assurance analyses;

- Performance of evaluations of flight worthiness and readiness and generation of flight assessment documentation to Certification of Flight Readiness (CoFR).

SMAEC III Requirements

• SMA requirements are primarily focused on assurance activities but also include in-line development, as necessary

• SMA requirements also cover support for the ground activities/institution and technical services for the NA

• Institutional Support:

- Quality assurance support to various activities across the center

- JSC Pressure Systems assurance

- WSTF Operational Support to include pressure systems assurance, Quality Engineering, and Quality Management System (QMS) Support

- RITF Operational Support

• Technical Services:

- Risk Management Support and Knowledge Management

- Information Technology support to include: SMA-Managed Server Administration, IT

Security, SMA-Unique User Hardware and Software Support, IT Planning and Tools, Technologies and Data Systems

- QMS, Records Management and Information Management support

- SMA Technical Administrative Meeting Support

- SMA Training and Education development

SMAEC III Requirements (cont.)

Johnson Space Center

SOW, J Attachments, DRDs Overviews

Gregg C. Baumer

218/22/2023

• The SOW, Section C, is similar to the SMAEC II SOW with the following general changes:

- Re-organized the SOW to better align SMA tasks

- Moved Core tasks and associated deliverables to IDIQ Task Orders

- Removed Level of Effort (LOE) Task Order capability

- Changed the personal computer requirement from Contractor provided to NASA provided assets

- Added requirements regarding physical on-site support at JSC and

WSTF

- Added several new requirements noted in the following slides

• SMAEC III SOW is composed of 4 Sections:

1. Contract Management

2. Program and Project Services

3. Institutional Support

4. Technical Services

Known Statement of Work (SOW) Changes

1. Contract Management

- Overall management of the contract

- Added 2 new requirements for technical and administrative support for strategic planning and new partnership development services

2. Program and Project Services

- Addresses all SMA disciplines in support of spaceflight development

- Addresses all work performed in support of risk identification, assessment, communication and mitigation for spaceflight programs and projects

3. Institutional Support

- Addresses institutional support related to JSC pressure systems, WSTF operations support and the Receiving, Inspection and Test Facility (RITF)

- Multiple requirements moved to a new Section 4.0 Technical Services

4. Technical Services

- Addresses all work performed in support of risk management, knowledge management, Information Technology, administration and training, education and outreach support.

- Revised the Risk Management section to broaden the requirements

Known SOW Changes (cont.)

• J-Attachments due with Initial Proposal

1) J-12 Contract Management Plan (DRD-S3-001)

2) J-16 Safety and Health Plan (DRD-S3-006)

3) J-17 Continual Improvement Plan (DRD-S3-007)

4) J-19 Total Compensation Plan (DRD-S3-012)

5) J-20 Contract Phase-In Plan (DRD-S3-014)

6) J-21 Small Business Subcontracting Plan (DRD-S3-015)

7) J-22 Organizational Conflict of Interest (OCI) Mitigation Plan

(DRD-S3-018)

8) J-23 Staffing and Critical Skills Plan (DRD-S3-020)

Note:

- Several deliverables above are tailored to request only specific information with initial proposal

- Please refer to the DRDs and Section L for specific submittal instructions

J Attachments

• J-Attachments due after contract award

*OCI Plan only required if deemed not applicable for initial proposal (see Section DRD instructions) Note:

- Please refer to the DRDs and Section L for specific submittal instructions

- Several tailored DRDs from initial proposal list must have remaining full content delivered as well

J Attachments (cont.)

DRD-S3-002 Work Breakdown Structure Plan and Dictionary DRD-S3-003 Integrated Technical Management Report DRD-S3-004 Contractor Financial Management Report (NF533) DRD-S3-005 Government Property Management Plan (PMP) DRD-S3-008 SMAEC III Software and Database List DRD-S3-009 Quality Plan DRD-S3-010 Information Technology (IT) Capital Planning and Investment Control (CPIC) DRD-S3-011 Information Technology (IT) Security Program Plan and Reports DRD-S3-013 Reports Required for Logistics DRD-S3-016 Reprocurement Data Package DRD-S3-017 Contract Phase-Out Plan DRD-S3-018* Organizational Conflicts of Interest (OCI) Mitigation Plan DRD-S3-019 Environmental Compliance Reports DRD-S3-021 Financial Reporting Contractor-Held Property DRD-S3-022 Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan

• Remaining J-Attachments are Government provided

1) J-1 Acronym List

2) J-2 Data Requirements List (DRL) and DRD Descriptions

3) J-3 Applicable Document List

4) J-4 WBS/SOW Mapping

5) J-5 Fee Distribution Plan

6) J-6 Wager Determination

7) J-7 Standard Labor Categories (SLCs)

8) J-8 Specialty Skills List

9) J-10 Installation-Accountable Government Property, Government

Property and GSA Vehicles

10) J-11 Glossary

11) J-25 Requirements Statement List

12) J-36 Government Assessment of OCI

J Attachments (cont.)

• Significant DRD changes from the current contract include:

- Eliminated DRDs:

• Planning, Programming, Budgeting, and Execution (PPBE) – source data will be obtained from Task Order metrics deliverables

• External Customer Plan – moved to a Task Order deliverable requirement

- Added DRDs :

• Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan

- Modified DRDs:

• Majority of DRDs were modified to reflect updated requirements, basic content is still the same

DRDs – Significant Changes

• Modified DRDs with significant changes:

- DRD-S3-004 Contractor Financial Management Report (NF533)

• Revisions to the NF533 data elements, the Appendix A NF533 reports and data fields, the NF533 due dates, the Appendix B supplemental reporting requirements, and the Appendix C electronic 533 file formats

- DRD-S3-012 Total Compensation Plan (TCP)

• Removal of NFS 1831.205-670 and JPI 1852.231-71, compensation for professional employees is evaluated in accordance with FAR 52.222-46, and revised TCP requirements for all professional employees from the Prime and any subcontractors

- DRD-S3-019 Environmental Compliance Reports

• Updated to include additional definitions

• Revised various report submittal requirements

• Requires Associate Contractor Agreement (ACA) with the Environmental

Support Services contractor

- DRD-S3-016 Reprocurement Data Package

• Resource/cost info requirement modified to request the data package from the Prime and all subcontractors

• Clarified labor resources requirement

DRD Significant Changes (cont.)

• Access the online Technical Library from https://sam.gov

• Contains Programmatic/Project requirements, SMA processes and requirements, NASA and JSC procedural requirements, and other technical data

• Grouped by category for ease of use

- Export controlled materials are grouped together regardless of technical category

• Ensures a reasonable set of background information is available for all Offerors to consider in their response to the

RFP

• All content is located in a single technical library with multiple folders

• Any updates to the Technical Library after this point will be announced on https://sam.gov.

SMAEC III Technical Library Overview

8/22/2023 https://sam.gov/ https://sam.gov/

Use of this library is for the sole purpose of the SMAEC III Contract activity only and the sharing of this information for any other purpose is prohibited.

• Offerors are reminded that the library contains material that is Export

Controlled and should therefore be treated as such. These materials should be labeled and contained within an Export Control folder.

• Offerors are reminded that the library contains material that has not been reviewed for Export Control considerations and should therefore be treated as if it is export controlled.

• The library also contains material that is considered Controlled Unclassified Information (CUI)and therefore all files shall be treated as sensitive material.

• The material shall not be released or transmitted to any foreign person or to any person representing any foreign person, either directly or indirectly, without specific prior approval by a knowledgeable, authorized export control official.

• Significant criminal and civil penalties including fines, debarment, and incarceration may be incurred for violation of Export Control regulations.

SMAEC III Technical Library – CUI / Export Control Notice

• Tech Library Zip File 1 – Work Instructions and Handbooks

• Tech Library Zip File 2 – JSC_JPD_JPR Documents

• Tech Library Zip File 3 – Program Docs – Non-Sensitive

• Tech Library Zip File 4 – Program Docs – Export Control and

CUI

• Tech Library Zip File 5 – Post DRFP Additions – CUI

SMAEC III Technical Library – Structure/Contents

Johnson Space Center

Overview of SMAEC III RFP

JSC 80JSC023R0008

Ryan Gregory SMAEC III Contracting Officer

328/22/2023

General Information

• The RFP and amendments take precedence over this conference

• Competition: Full and Open

• NAICS Code and Title: 541330

Engineering Services, Exception 1, Military and Aerospace Equipment and Military Weapons

• Size Standard: $47M

• Period of Performance:

− Phase-In Period: 4/16/24 to 5/31/24 − Basic Contract: 6/01/24 to 5/31/29 − Option 1-Year 6: 6/01/29 to 5/31/30 − Option 2-Year 7: 6/01/30 to 5/31/31

• Subcontracting Goals

TYPE

Current Contract SB Goals

Percentage

Average Historical Actuals

Target SB Goal

Percentages for

Contract

SB 32.0% 34.64% 34.0%

SDB* 6.0% 18.95% 5.0%

WOSB 10.5% 12.88% 12.0%

HBCU/MEI 2.0% 2.00% 2.1%

HUBZone 5.8% 7.32% 6.5%

VOSB 9.5% 13.61% 11.0%

SDVOSB 8.5% 7.34% 8.6%

Contract Type

• Type of Contract: Indefinite Delivery/ Indefinite Quantity (IDIQ) contract with Cost-Plus-Award-Fee (CPAF) and Firm Fixed Price (FFP) Task Orders (TOs) and the option to transition to Cost-Plus-Fixed-Fee (CPFF)

- IDIQ Task Orders issued will be priced using the established prices in B.7 IDIQ Fully Burdened Rate Table for Pricing TOs for the skills listed in the B-1 table for JSC and WSTF.

- B.6 IDIQ Minimum and Maximum Ordering Limits

• Minimum guaranteed value: $150K

• Maximum contract ceiling value: $ 494.2M

- I.6 Order Limitations

• Minimum contract ordering value: $1K

• Maximum contract ordering value: $70M

- The Task Order Procedure is described in Clause I.19, NFS 1852.216-80, Task Ordering Procedure.8/22/2023

Clauses and Provisions

• When reading the RFP, note that:

- Important information is contained in the SF33 and numerous clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document

- Clauses incorporated by reference have the same force and effect as if they were included in their full text

- Section J includes documents, exhibits, and other attachments

• For example, Applicable Documents, Fee Distribution Plan, Data

Requirement Descriptions (DRDs), Wage Determination Data

System for Award Management (SAM)

• The System for Award Management (SAM) is a Federal Government owned and operated free web site that collects data from suppliers, validates and stores this data, and disseminates it to various government acquisition agencies.

• The SAM website is located at: https://sam.gov/SAM/

• You are required to create an account in SAM.

- Verify that your information in this database is current.

https://sam.gov/SAM/

Joint Ventures

• The Small Business Administration’s new regulation changes the definition of a joint venture to exclude populated joint ventures.

• Joint Ventures are defined in 13 C.F.R. 121.103(h).

• All parties to the Joint Venture must sign the Model Contract.

Government Property

• Under Clause G.4, NFS 1852.245-71, Installation Accountable Government Property, NASA anticipates providing:

- Office Space, work area space, and utilities.

- Office Furniture

- Property Listed in Section J, Attachment J-10

- Publications and blank forms stocked by the installation

- Safety and Fire Protection

- Installation service facilities (Office Automation Information Technology onsite only, Disposal Services, Pickup and Delivery of Official Mail, Use of JSC Calibration Laboratory)

- Medical treatment of a first aid nature

- Cafeteria privileges

- Building maintenance

- Moving and hauling for office moves

• Refer to Table 1 of Attachment J-10 for a complete listing of Installation Accountable Government Property (IAGP) and Government Furnished (GFP) Property

• Applicable SMAEC III GFP - ISS Safety Console Off-Site equipment

- Television screen, fiber optic receiver set, printer, etc.

Government Property (cont.)

Discussions

• Offeror’s initial proposal should contain the best terms from a price and technical standpoint

• The Government preference is to award without discussions, however, the Government reserves the right to conduct discussions with those Offerors who have made it to competitive range

• If discussions are held, the Offeror will:

- Have the opportunity to address potentially acceptable items and;

- Be requested to resubmit the SF33 with Final Proposal Revisions

(FPR) which will include clearly marked changes.

Anticipated Proposal Outline

• Volume I – Mission Suitability Factor

- Technical Approach-MS Sub-factor 1

• TA.1 - Technical Requirements – Specific Understanding and Resources

• TA.2 – Sample Task Orders

• TA.3 – Technical Scenario

• TA.4 – Safety and Health Approach

- Management Approach-MS Sub-factor 2

• MA.1 – Management Requirements

• MA.2 – Staffing and Critical Skills Plan and Total

Compensation Approach

• MA.3 – Contract Phase-In Approach

- Small Business Utilization-MS Sub-factor 3

• Volume II – Past Performance Factor

• Volume III – Cost and Price Factor

• Volume IV – Responsibility Considerations

• Volume V – Model Contract

- SF33

- Contract Clauses (Fill-ins required Sections B through I)

- Section J - Attachments

- Section K - Representations and Certifications

• Evaluation Factors for Award:

- The Cost/Price factor is significantly less important than the combined importance of the Mission Suitability factor and Past Performance factor.

- As individual factors, the Mission Suitability factor is more important than the Past Performance factor.

- Past Performance factor is approximately equal to the Cost/Price factor.

• Mission Suitability Subfactors Points

Subfactor 1: Technical Approach (includes S&H) 450

Subfactor 2: Management Approach

Subfactor 3: Small Business Utilization

TOTAL 1,000

Proposal Formatting

• Instructions for proposal arrangement, page limitations, copies and the due date are specified in JPI 52.215-113 Proposal Formatting Instructions.

- Offerors shall submit their proposals in accordance with those instructions.

- Pages submitted in excess of the limitations specified in this provision will not be evaluated by the Government and will be returned to the offeror in accordance with NFS 1815.204-70(b).

• Minor informalities or irregularities in a proposal that can be adjusted, corrected, or waived without being prejudicial to other offerors may be accepted if it is immaterial to the acquisition.

• However, any pages contained in a page limited section of your proposal which do not comply with the RFP requirements may be returned by the Government and not evaluated.

• Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section L.21.

• Return the entire model contract, not just the pages with the fill-ins.

- The model contract becomes the actual contract and so it must be complete and correct.

Proposal Formatting (cont.)

• Please note page limitations per Section L.20.

- Some volumes/sections are subject to a page limitation and others are not.

- Please reference Section L.20, Table L-2 for additional Notes regarding page limit exceptions

- Proposal information must be provided in the correct volume.

- Proposal information in a page-limited volume or section should not be moved to another volume/section without such page limitations.

• Having non-conforming pages returned may affect the government’s evaluation of a proposal, and how this proposal is ultimately rated.

Responsibility Considerations

• The Contracting Officer makes the determination of responsibility per FAR 9.104.

- Responsible means that the contractor has adequate organizational and financial controls, satisfactory business ethics, financial resources, the ability to successfully perform the work, is eligible, etc.

- This determination is performed by the CO and is separate from the selection decision.

- If an offeror is not responsible, then they are not eligible for award.

• The Contracting Officer will also check the FAPIIS database (includes records of the Contractor’s previous contracts.)

• The Contracting Officer will request an Equal Opportunity clearance, and check to ensure the veteran’s reports are submitted.

• This determination is performed for offerors in the competitive range or the successful offeror only.

Responsibility Considerations (cont.)

• Due with Initial Proposal Submission:

- OCI Plan (DRD-S3-018)

- All required Department of Labor Information

- Affirmative Statement for TCP (see RFP Section L.25.a.1.c for information)

- FAR 16.301-3, Cost-Reimbursement Contracts, Limitations (see next page)

- Cost Accounting Standards Disclosure Statement

- Prime/Subcontractor Identification and SOW Division of Work Listing

(Attachment L-11)

- Company Information

• Due with Final Proposal Revision (FPR) or from apparent awardee if no discussions are necessary

- Business System Adequacy

- Approval status

- Cost Accounting Standards Disclosure Statement

- Government Property Management Plan (DRD-S3-005)

- Taxpayer ID Number

- Waiver of Rights to Inventions

- Information Technology (IT) Systems Information from Apparent Successful

Offeror8/22/2023

Additional Responsibility Requirements

• In accordance with FAR 16.301-3(a)(3), a cost-reimbursable contract may only be used when the contractor’s accounting system is adequate for determining costs applicable to the contract or order. This requirement also extends to subcontractors performing under a cost-reimbursable subcontract.

• Offerors should review Chapter 8 of the DCAA Audit Manual to determine if they are subject to full or modified Cost Accounting Standards (CAS) coverage and if they require an adequate Disclosure Statement prior to award.

• The link is:

https://www.dcaa.mil/Content/Documents/cam/Chapter 08 -

Cost Accounting Standards.pdf https://www.dcaa.mil/Content/Documents/cam/Chapter_08_-_Cost_Accounting_Standards.pdf

Model Contract

• The Model Contract consists of the elements in the RFP, Volume V

- The Evaluation Criteria, and Instructions are used for selection purposes only.

• The Offerors will submit a signed Model Contract with their proposal.

- The Model Contract becomes the actual contract and so it must be complete and correct.

- The Model Contract must be signed by a person authorized to commit the offeror.

- All pages must be returned – not just the pages with the fill-ins.

• The Contracting Officer will sign the Model Contract of the Successful Offeror once all issues are resolved and the selection decision is made.

• Errors or inconsistencies in the Model Contract (that cannot be resolved) may result in an offeror being removed from consideration for award.

• The Model Contract takes precedence over the proposal.

- Ensure that your rates in the Cost/Price Volume are reflected in Section B of the Model Contract.

Special Consideration

• NOTE TO PROSPECTIVE OFFERORS

• Prospective Offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract.

Johnson Space Center

Labor Relations Guidelines for Responding to Labor

Relations Requirements in the Request for Proposal (RFP)

Chrystal Wiseman Industrial Labor Relations Officer

498/22/2023

• The TCP ( DRD-S3-012) is due with the proposal.

• TCPs identify and discuss wages, salaries, and fringe benefits for professional employees and non-exempt service employees for both the prime and all major subcontractors.

• The compensation subcontract threshold can be found in DRD-S3- 012.

• TCPs are required to be evaluated in accordance with FAR 52.222- 46, “Evaluation Of Compensation for Professional Employees”

• Offeror teams can submit a separate TCP for each team member, a combined TCP for all team members, or any combination thereof.

• Submit Incumbent Retention and Pay (IRAP) and Fringe Benefits Analysis of Compensation Plan (FBACP) in your Cost/Price volume.

Total Compensation Plan (TCP) Overview

Wage Determination

• The following Service WD is applicable to the Final RFP:

- WD 2015-5233, Revision No. 25 for JSC, Harris County, Texas

- WD 2015-5447, Revision No. 20 for WSTF, Dona Ana County, New

Mexico

• The WD applies to all non-exempt labor categories, and sets forth the minimum labor rates, health and welfare benefits, vacation/holiday leave and sick leave for these categories. (The requirements are not covered by a Collective Bargaining Agreement (CBA))

• For service non-exempt employees:

- Proposing at least the minimum labor rates for the mapped categories as stated in the WD.

- Proposing at least the minimum health and welfare, vacation, sick leave, and holiday benefits that are stated in the WD.

518/22/2023

Odd-Numbered WD

• Per employee fixed cost fringe benefit requirement computed on the basis of “all hours paid for” by service employees on the contract.

- The Health and Welfare benefit is currently $4.98 an hour.

- The Health and Welfare EO 13706 benefit is currently $4.57 an hour.

• The term “all hours paid for”

- Includes up to 40 hours per workweek and 2,080 hours per year for each employee;

- Includes paid leave hours, such as for vacations, holidays, or sick leave.

528/22/2023

What is a “Bona Fide” Fringe Benefit?

The primary purpose of the plan must be to provide systematically for the payment of benefits to employees on account of death, disability, advanced age, retirement, illness, medical expenses, hospitalization, supplemental unemployment benefits, and the like.

29 C.F.R. § 4.171 (a)

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What is Not a Bona Fide Fringe Benefit

Unemployment compensation

Any benefit required by federal, state, or local law

Recruitment Bonuses &

Paid Coffee Breaks

Workers’ Compensation

Relocation Expenses

Incentive or Suggestion

Awards

Social Security

Travel and Transportation

Social Functions or Parties for Birthdays, Anniversaries , etc.

FAR 52.222-62, “Paid Sick Leave Under Executive Order 13706”

• This clause, dated January 2022 must be read in depth.

• This clause applies to all individuals performing work under the contract subject to FAR 52.222-41 or the Fair Labor Standards Act, i.e. non-exempt employees.

• The Contractor shall permit each exempt and non-exempt employee engaged in performing work on or in connection with this contract to earn not less than 1 hour of paid sick leave for every 30 hours worked, up to 56 hours of paid leave each year.

• The paid sick leave required by this clause is in addition to the Contractor's obligations under the Service Contract Labor Standards statute, i.e. Health and Welfare benefit, vacation and holiday leave.

558/22/2023

References

568/22/2023

Johnson Space Center

Safety & Health Programs Guidelines for responding to Safety

Requirements in the Draft Request for Proposal (RFP)

Stacey Menard Safety and Test Operations Division

578/22/2023

• NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities

• NASA shall comply with all applicable regulations

- NASA Safety & Health requirements

- Requirements of those Federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT

• NASA requires every employee to report workplace hazards

- NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions

Overview of the NASA Safety Program

• The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-worker. Risk within the work environment must be managed to control hazards, and we continuously improve workplace conditions

• The OSHA has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP)

• As a VPP Star, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor

Overview of the NASA Safety Program (cont.)

• All contractors performing work at JSC shall comply with all applicable safety and health regulations

• Every major onsite contractor shall have a designated safety official and shall conform to a written safety and health plan

• Safety and health approach shall follow OSHA, JSC and VPP guidelines

• Failure to comply with safety and health requirements may result in one or more of the following - contract termination, lower fee, and exclusion from future contract awards

- Excellent safety and health performance will be recognized in contract evaluations.

What Would Be Expected of You at JSC

Submission of detailed safety and health data as part of the proposal

• Safety & Health Plan which includes detailed discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract

Submission of detailed safety and health data as part of Past Performance

• Statement regarding past OSHA and EPA citations and corrective actions taken to prevent recurrence. Include any mitigating factors.

• Records of OSHA recordable injuries (OSHA 300 and 300A logs or equivalent)

• Insurance carrier information - including Experience Modifier Rates

(EMR)

The Safety and Health Deliverables

• Based on 4 Basic VPP elements defined by OSHA Region VI

A Successful Safety Program Model

• Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan DRD under Other Deliverables – building fire warden roster; hazardous materials inventory; roster of terminated employees;

material safety data sheets; OSHA logs; program self evaluation. This affects cost.

• Review the requirements provided in JSC Safety and Health Requirements (JPR 1700.1) https://www.nasa.gov/johnson/jsc-safety-health-requirements and describe how you will incorporate JSC requirements into your Safety & Health Program

• For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries.

Recommendations https://www.nasa.gov/johnson/jsc-safety-health-requirements

• Thank you in advance for your questions

• Reminder that email questions will be accepted through Wednesday, August 30, 2023 by 1:30pm

CST

- jsc-SMAEC3@mail.nasa.gov

• Answers will be provided in writing and posted at SAM.gov

- If a difference exists between any verbal communication and written responses to questions, the written responses shall govern

Question and Answers

Johnson Space Center

15 Minute Break

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Johnson Space Center

Preproposal Bulletin Cost Workshop

John Moore Contract Cost/Price Analyst

(Included in Separate Package)

668/22/2023

Johnson Space Center

Thank You for Attending!

Visit:

https://www.nasa.gov/jsc/procurement/smaec3

678/22/2023 https://www.nasa.gov/jsc/procurement/smaec3

Johnson Space Center

Backup

688/22/2023

• SMAEC III Public Website

- https://www.nasa.gov/johnson/jsc-procurement/smaec3/

• NASA/JSC Contract Opportunities

- https://sam.gov/content/home

• JSC Procurement Website

- https://www.nasa.gov/jsc/procurement

• Industry Assistance Office, JSC Bldg. 1

- jsc-industry-assistance@mail.nasa.gov

How to Get Connected

8/22/2023 https://www.nasa.gov/johnson/jsc-procurement/smaec3/ https://sam.gov/content/home https://www.nasa.gov/jsc/procurement mailto:jsc-industry-assistance@mail.nasa.gov

ACA Associate Contractor Agreement

CAS Cost Accounting Standards

CCP Commercial Crew Program

CFE Commercial Furnished Equipment

CLDP Commercial LEO Development Program

CM Configuration Management

CO Contracting Officer

CoFR Certification of Flight Readiness

CPAF Cost-Plus-Award-Fee

CPFF Cost-Plus-Fixed-Fee

CPIC Capital Planning and Investment Control

CSFO Center Safety and Fire Operations

CUI Controlled Unclassified Information

DCAA Defense Contract Audit Agency

DEIA Diversity, Equity, Inclusion, and Accessibility

DoT Department of Transportation

DRD Data Requirements Description

DRFP Draft Request for Proposal

DRL Data Requirements List

Acronyms EEE Electrical, Electronic, and Electromechanical

EHP EVA and Human Surface Mobility Program

EMR Experience Modifier Rate

EPA Environmental Protection Agency

EPM Excel Pricing Model

EVA Extra Vehicular Activity

FAPIIS Federal Awardee Performance and Integrity Information System

FAR Federal Acquisition Regulation

FFP Firm Fixed Price

FMEA Failure Mode and Effects Analysis

FMECA Failure Modes, Effects, and Criticality Analysis

FPR Final Proposal Revisions

GFE Government Furnished Equipment

GIDEP Government-Industry Data Exchange Program

GPE Government-wide Point of Entry

GSA General Services Administration

HLS Human Landing System

HRP Human Research Program

IDIQ Indefinite-Delivery/Indefinite-Quantity

IHA Integrated Hazard Analysis

ISSP International Space Station Program

IT Information Technology

LEO Low Earth Orbit

LOE Level of Effort

LTV Lunar Terrain Vehicle

MS Mission Suitability

NAICS North American Industry Classification System

NDE Nondestructive Evaluation

OCI Organizational Conflict of Interest

OSHA Occupational Safety and Health Administration

PPBE Planning, Programming, Budgeting, and Execution

PRA Probabilistic Risk Assessment

QA Quality Assurance

QE Quality Engineering

QMS Quality Management System

R&M Reliability and Maintainability

Acronyms (cont.)

RDT Requirements Development Team

RFP Request for Proposal

RITF Receiving Inspection and Testing Facility

SAM System for Award Management

SE&I Systems Engineering and Integration

SLC Standard Labor Category

SMA Safety and Mission Assurance

SMAEC Safety and Mission Assurance Engineering Contract

SOW Statement of Work

SSA Source Selection Official

TCP Total Compensation Plan

TO Task Order

TRT Technical Resource Template

VPP OSHA’s Voluntary Protection Program

WBS Work Breakdown Structure

WSTF White Sands Test Facility