HHPC2_Pre-Proposal_Conf_12-12-24.pdf

Welcome to the Johnson Space Center

Human Health & Performance Contract 2

(HHPC2)

Pre-Proposal Conference

Yaranet Marquez Contracting Officer

Thursday, December 12, 2024 Virtual Microsoft TEAMS 9:00 a.m. Central Time

This document #20240015489 has been reviewed for proprietary, CUI, and export control (ITAR/EAR) and has been determined to be non-sensitive. It has been approved and authorized for release to the public via the NASA Scientific and Technical Information (STI) process.

Welcome

Kristine K. Ohnesorge HHPC2 SEB Chair

HHPC2 Pre-Proposal Conference AGENDA

SPEAKER SUBJECT TIME (MIN)

Kristine K. Ohnesorge, HHPC2 SEB Chair Welcome 5

Yaranet Marquez, Contracting Officer Orientation and Procurement Overview 15

BA Leadership, Office of Procurement Welcome 5

Judith Hayes, HH&P Chief Science Officer Organization, Vision, and Objectives 15

Yaranet Marquez, Contracting Officer RFP Overview 20

Kristine K. Ohnesorge, HHPC2 SEB Chair High-Level Contract Changes, SOW, and DRDs 15

Yaranet Marquez, Contracting Officer Labor Relations Overview 15

James D. Taylor, Safety and Health Representative Safety and Health Programs 15

BREAK BREAK 15

Erin B. Roberts, Contract Price/Cost Analyst Cost/Price Workshop 30

Group Live Q&A Session 15

Yaranet Marquez, Contracting Officer Acquisition Milestone & Closing Remarks 10

Conference Logistics

• Attendance

- For those dialed in, please submit a list of names for your group via email to Yaranet

Marquez at yaranet.marquez-1@nasa.gov and Joseph (JT) Ocampo at joseph.t.ocampo@nasa.gov

• Copies of today’s presentations including all following correspondence will be posted on the HHPC2 procurement website as follows:

- https://www.nasa.gov/johnson/jsc-procurement/hhpc2/

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

mailto:yaranet.marquez-1@nasa.gov mailto:joseph.t.ocampo@nasa.gov https://www.nasa.gov/johnson/jsc-procurement/hhpc2/

Orientation and Procurement Overview

Yaranet Marquez Team Lead & Contracting Officer

Disclaimer

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

• To the extent there are any inconsistencies between anything presented during today’s briefing and the RFP, the RFP will govern.

Purpose of Pre-Proposal Conference

• The purpose of this Pre-Proposal Conference is to help industry understand the Government’s requirements.

• Questions

- Live Q&A session towards the end of the presentation for Written Questions.

- Submit real-time questions during the conference in the TEAMS chat.

- Official responses to written questions received by the Contracting Officer will be posted to the HHPC2 procurement website.

- The deadline for submitting questions regarding the RFP or this conference is December

16, 2024, at 1:30 p.m. Central Time.

• A Cost/Price Workshop will follow this morning’s discussion.

Source Selection Authority and Acquisition Team Members

• Source Selection Authority

- Donna M. Shafer, Associate Director, Johnson Space Center

• Acquisition Team

- Kristine K. Ohnesorge, SEB Chair, Business and Information Systems Services Office

- Mihriban Whitmore, Ph.D., SEB Technical Lead, Business and Information Systems Services Office

- Charles W. Lloyd, Pharm.D., Human Research Program

- Jessica L. McLaughlin Ph.D., Space Medicine Operations Division

- Darby F. Magruder, M.S., Human Systems Engineering and Integration Division

- Paul D. Mudgett, Ph.D. Biomedical Research and Environmental Sciences Division

- Stephen C. Nunez, P.E., Structural Engineering Division

• 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.

Points of Contact

• Contracting Officer:

- Yaranet Marquez

- yaranet.marquez-1@nasa.gov

• HHPC2 Website:

- https://www.nasa.gov/johnson/jsc-procurement/hhpc2/

- Questions may be submitted by emailing the Contracting Officer.

- In accordance with Section L.11, Communications Regarding This Solicitation, questions related to the final RFP must be submitted in writing electronically to the Contracting Officer’s email address above by December 16, 2024, at 1:30 p.m. Central Time.

mailto:yaranet.marquez-1@nasa.gov

Office of Small Business Programs/JSC Contact Information

• Main Phone Number: (281) 483-4512

• Points Of Contact

• 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, Office of Small Business Programs-JSC Mail Code: BA 2101 NASA Parkway Houston, TX 77058-3696 mailto:jsc-smallbusiness@mail.nasa.gov

Ombudsman

• 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, facsimile number, and email address may be found at:

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

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

Current Contract Overview

• Contract Number: NNJ15HK11B

• Prime Contractor: KBR Wyle Services, LLC

• Contract Type: Single-Award, 100% Indefinite-Delivery Indefinite Quantity (IDIQ) Cost- Plus Award Fee (CPAF)

• Period of Performance: November 1, 2015 – October 31, 2025

• Skills currently provided on contract include:

Section 1: Contract Management and Administration Section 2: Health, Research, and Laboratory Services Section 3: Engineering, Research and Project Management Section 4: Integration

Welcome

BA Leadership Office of Procurement

Organization, Vision, and Objectives

Judith Hayes HH&P Chief Science Officer

HH&P Functional Organizational Chart

Human Health and Performance (HH&P) Directorate

Vision and Mission

• Our Vision:

• Humans living, working and thriving in space, on the Moon, and on to Mars.

• Our Mission:

• Lead the global spaceflight community in protecting astronaut health and ensuring human mission performance.

HH&P Directorate Strategic Objectives

Human System Risk Advancement Efficiently transition human systems risk mitigations, research, data, technologies, protocols, etc., into operations and standard use.

Flight/Mission Support Evolve operational program mission support to address changing needs/requirements and to seek efficiencies.

Program/Customer Support Continuously improve HH&P technical support to all customer organizations.

Data Management Be a data rich and knowledge rich organization.

Adaptive Business Practices Innovate and adapt business practices to enable products and services capable of pivoting to changing Program needs.

Inclusion/Diversity Ensure inclusion and diversity throughout HH&P to foster innovation and unique solutions.

Organizational Evolution Mature and evolve the organization to better support the Programs of today and tomorrow.

THE MISSION of NASA’s Human Research Program is to enable space exploration beyond low Earth orbit by reducing the risks to human health and performance through a focused program of basic, applied, and operational research that leads to the development and delivery of human health, performance, and habitability standards, countermeasures and risk mitigation solutions, and advanced habitability and medical support technologies.

Human Research Program Mission

Human Research Program Strategic Objectives

Alignment

Build internal and external alignment to solve the most pressing challenges for human space exploration

Agility

Develop the ability to anticipate change, adapt appropriately, and add value without compromising quality

Communicate Impact

Effectively communicate impact at all stages to achieve broader spaceflight community interest and buy-in

Collaborate

Establish meaningful working relationships to directly advance our mission and vision

Invest in People Honor HRP's people by providing training, development, mentorship and innovative opportunities

HH&P and HRP Relationship

CUSTOMERSUPPLIER

FUNDING & REQUIREMENTS

DELIVERABLES

GAPS & REQUIREMENTS

M2M* DELIVERABLES

CUSTOMERSUPPLIER

M2M* = Moon to Mars

Overview of HHPC2 RFP

HHPC2 Contracting Officer

• The RFP and amendments take precedence over this conference

• Competition: Full and Open

• NAICS Code: 541715 - Research and Development in the Physical, Engineering, and Life

Sciences (except Nanotechnology and Biotechnology). The small business size standard is 1,000 employees.

• Period of Performance:

• Contract Type: HHPC2 is a single-award 100% Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract with the ability to issue Cost-Plus-Award-Fee (CPAF), Level of Effort (LOE), and Firm- Fixed-Price (FFP) Task Orders/Delivery Orders. There is an option to transition CPAF Task Orders/Delivery Orders to Cost-Plus-Fixed-Fee (CPFF), or CPFF back to CPAF, at the discretion of the Government no later than 45 days before the evaluation period for which the change takes effect.

HHPC2 RFP – General Information

Anticipated Dates Duration Contractual Coverage 09/02/2025 – 10/31/2025 60 days Contract Phase-In 11/01/2025 – 10/31/2030 5 years Base Period 11/01/2030 – 10/31/2033 3 years Option Period 1 11/01/2033 – 10/31/2035 2 years Option Period 2 11/01/2035 – 04/30/2036 6 months Extension of Services

• Total Small Business Goal – 31.00%

• Small Disadvantaged Business Concerns - 5.00%*

• Woman-Owned Small Business Concerns - 11.50%

• HUBZone Small Business Concerns - 3.50%

• Veteran-Owned Small Business Concern – 6.50%

• Service-Disabled, Veteran-Owned Small Business Concern - 6.00%

• HBCU’s (includes other minority institutions) - 1.20%

* Limited to 5.00% IAW NPD 5000.2D(5)(2)(6) and NFS 1819

HHPC2 RFP – Small Business Subcontracting Goals

• When reading the RFP, note that:

- Important information is contained in the SF33 and numerous clauses and provisions 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

HHPC2 RFP – Clauses and Provisions

• 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/

• Offerors are required to create an account in SAM.

- Verify that your information in this database is current.

HHPC2 RFP – System Award Management (SAM) https://sam.gov/SAM/

• 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.

HHPC2 RFP – Discussions

• Volume I – Mission Suitability Factor

- Overall Management Approach (MA) - MS Subfactor 1

• MA1 – Contract Management Plan and Approach

• MA2 – Staffing and Critical Skills Plan

• MA3 – Contract Phase-In

• MA4 – Continual Improvement Plan

• MA5 – Total Compensation Plan

• MA6 – Quality Plan

• MA7 – Safety and Health Plan

• MA8 – Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan

- Technical Approach (TA) - MS Subfactor 2

• TA1 – HH&P Integrated Scenario

• TA2 – Data To Decisions (D2D)

• TA3 – Project Management Scenario

- Small Business Utilization-MS Subfactor 3

• SBU1 – SB Subcontracting Plan (DRD Mgmt-11)

• SBU2 – Commitment to small business program

• Volume II – Past Performance

• Volume III – Cost and Price Factor

• Volume IV – Responsibility Considerations

• Volume V – Model Contract and Additional

Requirements

HHPC2 RFP – Anticipated Proposal Outline

Evaluation Factors for Award:

• The Mission Suitability factor and Past

Performance factor when combined are significantly more important than the Cost/Price factor.

• The Mission Suitability factor is approximately equal in importance to the Past Performance factor.

• Individually, the Mission Suitability factor and the Past Performance factor are each more important than the Cost/Price factor.

Mission Suitability Factor Mission Suitability Subfactors Points

Subfactor 1: Management Approach 450 Subfactor 2: Technical Approach 350 Subfactor 3: Small Business Utilization 200

TOTAL 1,000

HHPC2 RFP – Responses should…

FOCUS on overall demonstrated understanding for:

• Key Terms

• Reasonableness

• Feasibility

• Completeness

• Addressing any associated impact and risk to the

Government

• Advice and Tips

• You have been provided all the information needed to complete your proposal.

• Always state your assumptions in your response, including any information you believe is missing.

HHPC2 RFP - National Security Facility Clearance Level (FCL) Requirement

Proposals that do not provide evidence the Offeror possesses a current TOP SECRET Facility Clearance Level (FCL) at proposal submission will not be evaluated for award.

• Instructions for proposal arrangement, page limitations, copies and the due date are specified in JSC 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 the number of pages, page margins, font type, font size, and page size are in conformance to Section L.19.

• 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.

- Proposals are to be submitted in Microsoft Word (unless stated otherwise in Section L) along with the Model Contract and any associated Excel Worksheets.

HHPC2 RFP – Proposal Formatting

• Please note page limitations per Section L, Table L-2.

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

- Please reference Section L, 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.

HHPC2 RFP – Proposal Formatting (continued)

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

- The determination of responsibility will be made in accordance with the standards contained in

FAR 9.104.

- 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.

HHPC2 RFP – Responsibility Considerations

• Due with Initial Proposal Submission:

- Organizational Conflicts of Interest (OCI) Information

- AS9100 and ISO 9001 Certification

- All required Department of Labor Information

- FAR 16.301-3, Cost-Reimbursable Contracts, Limitations

- Prime/Subcontractor Identification and SOW Division of Work Listing

- Company Information

- Government Property Management Plan

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

- Business System Adequacy updates since Initial Proposal Submission

- Taxpayer Identification Number

- Waiver of Rights to Inventions

- Information Technology (IT) Systems Information

- Financial Capability Information

HHPC2 RFP – Responsibility Considerations (continued)

• 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.

HHPC2 RFP – Additional Responsibility Requirements

• The Model Contract consists of Sections A-K of the RFP

- 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 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.

HHPC2 RFP – Model Contract

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.

HHPC2 RFP – Special Consideration dRFP to RFP: Significant Changes

The following list identifies some areas where significant changes or clarifications have been made from the Draft RFP to the final RFP:

a. Reduced Standard Labor Categories (SLCs) from 78 to 74 to remain consistent with the Government Pricing Model (GPM).

b. Section B.8 – Added an additional column to the Fully Burdened Rate Table for the 6 Month Option to Extend Rates.

c. Section L, Table L-2 – Increased Mission Suitability Page Limit from 75 to 100 pages.

d. Section L, Table L-2 – Increased Past Performance Page Limit from 20 to 25 pages.

e. Section L, Table L-2 – Adjusted notes section based on changes in Table L-2 and increased TCP Page Limit from

8 to 10 pages.

f. Attachment L-2 Government Pricing Model (GPM) - All revisions are documented under the Revision Log Tab.

g. Attachment L-6 Past Performance Matrix – Expanded columns of Statement of Work (SOW) Sections to select.

h. Attachment L-7 Key Personnel Resume - Revised reference to Section L.21 PAST PERFORMANCE to clarify only one page for each resume.

This list is not intended to cover all changes nor describe all RFP requirements. Offerors should carefully review the RFP in its entirety.

High-Level Contract Changes, SOW, and DRDs

Kristine K. Ohnesorge HHPC2 SEB Chair

High-Level Contract Changes

• High-level contract changes from HHPC to HHPC2:

• Added ability to transition from Cost-Plus-Award-Fee to Cost-Plus-Fixed-Fee and back, as deemed necessary.

• Added requirement for National Security Facility Clearance Level (FCL) up to TOP SECRET.

• Added requirement for ISO 9001 and AS9100 certification within 12 months of contract start to mitigate potential risk in the design, development, test, evaluation, and operation of flight hardware, software, and critical Ground Support Equipment (GSE).

• Re-organized SOW to highlight key sections in response to workforce challenges; updated/added requirements, as appropriate, in sections such as Contract Management, Safety and Mission Assurance, Partnerships, IT Management, Emergency Management, Operations and Research Capabilities for Health and Medical, Science, and Engineering; updated/added laboratory/facility names and descriptions to reflect the current set of HH&P Directorate laboratories and facilities.

• Reduced total DRD count and updated DRD content.

• Planning to provide Government Information Technology (IT) equipment/assets (e.g., laptops) to both on-site and off-site contractor employees.

HHPC2 Statement of Work

• HHPC2 SOW

• SOW is organized to highlight key sections in response to workforce challenges such as hiring and retention and workforce management to ensure a responsive and adaptable workforce given the growing number of programs, commercial providers, and partners and the increasing demand for a greater volume and diversity of HH&P products and services.

• The Contractor shall provide services and products to support the HH&P Directorate and other areas in the HHPC2 Statement of Work sections:

• Section 1: Contract Management and Administration

• Section 2: Medical, Health, and Laboratory Services

• Section 3: Laboratories and Facilities

• Section 4: Operations and Research Capabilities for Health and Medical, Science, and Engineering

• Section 5: Life Cycle Development and Management

• Section 6: Directorate Services and Program Integration

• Section 7: External Collaborations and Special Projects

Attachment J-2 DRD Changes from HHPC to HHPC2

• New DRDs

1. Partnerships and Technology Incubation Plan (DRD MGMT-06)

2. Supply Chain Visibility Reporting (DRD INST-03)

3. Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan (DRD

INST-02)

4. Commercial IT Authorization Report (CITAR) (DRD IT-03)

• Obsolete and Deleted DRDs

1. Total Compensation Plan (TCP) DRD content was incorporated into Section L.20.1, MA5.

2. Many project level hardware/software related DRDs were deleted; requirements to be placed in Task Orders (TO).

3. Problem Reporting and Corrective Action (PRACA) Plan DRD deleted (Program specific requirements to be captured in TOs).

4. Export Control Audit Results DRD deleted.

• Combined or Renamed DRDs

1. Technical Innovation Proposed Contract Language DRD now

Continual Improvement Plan (DRD MGMT-09)

2. Data Management Plan DRD now Records Management Plan

(DRD BP-02)

3. Configuration Management Plan DRD now Flight Products Configuration Management Plan (DRD BP-03)

4. Patent Rights Retention DRD content now in New Technology Reporting Plan (DRD BP-05)

5. Environmental and Energy Consuming Product Compliance Reports DRD now Environmental Compliance Reports (DRD

INST-01)

• Significantly Changed DRDs

1. Reprocurement Data Package now Reprocurement Incumbent

Compensation Data Package (DRD BP-09)

2. Quality Plan (DRD SMA-01), EEE Parts Control Plan (DRD SMA-02), Software Assurance Plan (DRD SMA-04) and NASA Advisory and GIDEP (DRD SMA-05)

Attachment J-2 Contract DRDs due with Proposal

• The following DRDs are due with the proposal and subject to the page limitation:

1. Contract Management Plan (DRD MGMT-01)*

2. Staffing and Critical Skills Plan (DRD MGMT-04)*

3. Contract Phase-In Plan (DRD MGMT-05)

4. Continual Improvement Plan (DRD MGMT-09)

5. Quality Plan (DRD SMA-01)*

• The following DRDs are due with the proposal but not part of any page limitation:

1. Organizational Conflict of Interest Plan (DRD MGMT-10)

2. Small Business Subcontracting Plan (DRD MGMT-11)

3. Safety and Health Plan (DRD SMA-03)

4. Government Property Management Plan (DRD BP-08)

5. Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan (DRD INST-02)

Note:

• Several deliverables above, denoted with an asterisk (*), are tailored to request only specific information with initial proposal.

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

RFP: National Security Facility Clearance Level (FCL)

• The Offeror shall obtain and maintain National Security Facility Clearance Level (FCL) up to TOP SECRET and as identified by the Government, provide SECRET/TOP SECRET security clearances for personnel supporting functions identified by NASA as requiring this level of clearance. Proof of a TOP SECRET National Security Facility Clearance (FCL) shall be required to be submitted by the Offeror at time of proposal. These clearances shall be maintained throughout the life of the contract.

The Offeror shall provide personnel that can obtain and maintain a Top Secret/Sensitive Compartmented Information (SCI) clearance. NASA will sponsor SCI clearances. For proposals submitted as joint ventures, the joint venture itself or the individual partner(s) to the joint venture that will perform the necessary security work must have a facility security clearance and shall provide their CAGE code for verification of current security clearance status.

• Proposals that do not provide evidence the Offeror possesses a current TOP SECRET FCL at proposal submission will not be evaluated for award.

(Reference: RFP Cover Letter; RFP Section L.15 SECURITY REQUIREMENTS AND INSTRUCTIONS TO OFFERORS)

RFP: SECRET/TOP SECRET Security Clearances

In accordance with the RFP, Section C, SOW 5.6.3 Mission Support:

• The prime company is required to obtain and maintain a

TOP SECRET National Security FCL for the life of the contract. Proof of the TOP SECRET FCL is required at the time of proposal submission.

• 5 contractor personnel are required to obtain and maintain SECRET security clearances.

• 1 of the 5 contractor personnel are required to obtain and maintain a TOP SECRET//Sensitive Compartmented Information (SCI) clearance.

RFP: Flight Surgeon Requirement

• The SOW includes a requirement for Flight Surgeons that provide clinical, operations, crew training, and research support. In support of this requirement, the Contractor shall:

a. provide physicians with a M.D. or D.O. degree from an accredited institution (or MBBS/MBChB or equivalent if medical training was completed outside the U.S.), be licensed to practice medicine in the state of Texas, have board certification in either their primary specialty or aerospace medicine, and have completed either a military primary aerospace medicine training leading to the designation of flight surgeon, an accredited (by the American College of Graduate Medical Education) aerospace medicine residency or fellowship training program, or an accredited Undersea and Hyperbaric Medicine fellowship.

b. provide aerospace certified resident physicians to support medical operations year-round in Moscow and Star City or other cities as needed per program requirements.

c. provide physician skills and support necessary to meet flight console certification requirements for all human spaceflight programs.

(Reference: RFP Cover Letter; RFP Section C SOW 4.7 FLIGHT SURGEON SUPPORT)

RFP: Flight Surgeon Sources

• Flight Surgeons:

• Must be supervised by a board-certified physician

• Company must be a medical company (i.e., hospital, physician office, medical school/university, clinic)

• Examples (not limited to) of companies who provide Flight Surgeons:

• UTMB, Argent Technologies, Baylor, GC Associates, and USGP

RFP: ISO 9001 and AS9100 Certification

• The SOW includes a requirement for certification in accordance with ISO 9001 and AS9100 rather than just compliance to stated standards. In support of this requirement, the contractor shall obtain ISO 9001 and AS9100 certification within 12 months of contract start if the Contractor is not currently ISO 9001 and AS9100 certified.

• Refer to DRD SMA-01, Quality Plan, for more information on requirements.

• Refer to RFP, Section L.23, Responsibility Considerations – Volume IV.

1) b) AS9100 and ISO 9001 Certification – The Offeror shall provide a statement affirming that they will submit an application for AS9100 and ISO 9001 Certification during contract phase-in unless the Offeror is already in possession and provides proof of both ISO 9001 and AS9100 certifications.

(Reference: RFP Cover Letter; RFP Section C SOW 1.10.1 Quality Management System (QMS); RFP Section H.9 ISO 9001 and SAE AS9100)

Labor Relations Guidelines for Responding to Labor Relations

Requirements in the Request for Proposal (RFP)

• The TCP is due with the proposal.

• TCPs identify and discuss wages, salaries, and fringe benefits for professional employees for both the prime and all major subcontractors as defined in Section L.20.1 MA5. The compensation subcontract threshold can be found in RFP Section L.20.1 MA5.

• 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 the TCP Rate Build-Up Form in Attachment L-2 Government Pricing Model (GPM), Form 6.

Total Compensation Plan (TCP) Overview

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

- WD 2015-5233, Revision No. 28 for JSC, Harris County, Texas

- WD 2015-5447, Revision No. 23 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.

Wage Determination (WD)

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

$5.36 per hour.

• The Health and Welfare EO 13706 benefit is currently $4.93 per hour for JSC, Harris County and White Sands Test Facility (WSTF).

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.

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)

What is a “Bona Fide” Fringe Benefit?

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.

• 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.

FAR 52.222-62,

“Paid Sick Leave Under Executive Order 13706”

Labor Relations References

Reference Location

FAR Part 22, Application of Labor Laws of Government Acquisitions

Part 22 - Application of Labor Laws to Government Acquisitions | Acquisition.GOV

NASA FAR Supplement Part 22, Application of Labor Laws to Government Acquisitions

NASA FAR Supplement

FAR 52.222-41, Service Contract Labor Standards

52.222-41 Service Contract Labor Standards. | Acquisition.GOV

Department of Labor, Wage and Hours Division, Prevailing Wages Resource Book

Prevailing Wage Resource Book | U.S. Department of Labor

Department of Labor SCA Directory of Occupations

SCA WAGE DETERMINATIONS | U.S. Department of Labor https://www.acquisition.gov/far/part-22 https://www.acquisition.gov/far/part-22 https://www.hq.nasa.gov/office/procurement/regs/NFS.pdf https://www.acquisition.gov/far/52.222-41 https://www.dol.gov/agencies/whd/government-contracts/prevailing-wage-resource-book https://www.dol.gov/agencies/whd/government-contracts/prevailing-wage-resource-book/sca-wage-determinations

Safety & Health Programs Guidelines for responding to Safety

Requirements in the Request for Proposal

(RFP)

James D. Taylor Safety and Test Operations Division

• 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

• 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

• 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

A Successful Safety Program Model

Based on 4 Basic VPP elements defined by OSHA Region VI

• 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.

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

15 minutes

BREAK

During this time, the team will monitor any questions submitted in the TEAMS chat.

Cost/Price Workshop

Cost/Price Proposal Overview

Erin B. Roberts Cost/Price Analyst

12/12/2024

Agenda

• SEB Pricing Process

• Offeror Developed Resources

• Government Provided Resources

• Government Pricing Model (GPM) Workbook Overview

• Volume III, Cost and Price Volume Requirements

• Common Volume III, Cost and Price Volume Errors

The SEB Pricing Process

• What does the SEB do with your cost/price proposal?

– Read all narrative portions of Cost Volume

– Validate all Offerors’ Government Pricing Models (GPMs)

– Engage evaluation techniques listed in M.8

– Make probable cost adjustments to account for any cost realism issues identified (if necessary). Common areas requiring adjustment are:

• Formula errors corrected

• Direct labor rate and/or Indirect rate realism concerns

• Incorporate Technical Evaluation results, correcting for realism concerns identified, based on the offerors unique approach

– Confirm the status of Offeror’s accounting system and audit results.

– Document evaluation results and present to the Source Selection Authority for consideration in making decision.12/12/2024

The SEB Pricing Process (Cont.)

• Examples of probable cost/cost realism adjustments:

– Error Corrections/Reconciliations

• Mathematical corrections

– Formula/Linking error corrections

• Subcontractor Fully Burdened Labor Rates (FBLRs) utilized by the Prime do not match the FBLRs proposed by the Subcontractor

• Government provided resources not utilized

• Examples of probable cost/cost realism adjustments:

– Direct Labor Rate Adjustments

• Adjustments are most likely when:

– Offeror proposed data is not realistic

– RFP required supporting data is not provided (Third Party Salary Data) or adequately referenced

– Offeror referenced documents cannot be verified:

» Forward Pricing Rate Agreement (FPRA) » Forward Pricing Rate Recommendation (FPRR) » It is required that FPRAs and FPRRs be included with the Cost/Price Volume.

• Labor escalation is not adequately supported and/or is not realistic.

• Examples of probable cost/cost realism adjustments:

– Indirect Rate Adjustments

• Adjustments are most likely when:

– RFP required supporting data is not provided (FPRA/FPRR; History/Forecasting)

– Offeror referenced documents cannot be verified:

» Forward Pricing Rate Agreement (FPRA) » Forward Pricing Rate Recommendation (FPRR) » It is required that FPRAs and FPRRs be included with the Cost/Price Volume.

• If no FPRA/FPRR is in effect

– Historical Indirect Data does not reconcile with proposed indirect data and no explanation and/or supporting narrative is provided

– Insufficient information on the forecasts and assumptions used (cost pool and base of application) for each indirect rate

Offeror Developed Resources

• Offerors are to discretely estimate a portion of the labor resources required to support their unique approach

– Contract Management and Administration labor categories and hours

– For Offeror developed Contract Management and Administration labor categories, Offerors shall provide descriptions similar to the guidelines used in Attachment J-16 for Non-Management SLCs.

Government Provided Resources

• Offerors are to incorporate the Government provided detail for labor and non-labor resources outlined in RFP Section L.22, and prepopulated in the GPM

– Direct Labor

• Non-management labor categories and hours for SOW 2.0-7.0

• Descriptions, education and experience requirements listed in Attachment J-16

• Provide mapping of Government provided SLCs to corporate definitions, if different.

– Non-Labor Resources (NLRs)

• Other Direct Costs (ODCs)

• Material

• Travel

• Government provided NLRs are to be proposed at the prime level, in their totality.

Government Pricing Model Workbook Overview

• GPM Forms

• Government Provided Labor Detail

• Form 1 – Proposed Effort Detail

• Form 2 – Labor Hour Detail

• Form 3 – Labor Rate Summary

• Form 3a – Prime Labor Rates

• Form 3b – Major Subk1 Labor Rates

• Form 3c – Major Subk2 Labor Rates

• Form 3d – Major Subk3 Labor Rates

• Form 4 – Indirect & Other Rates

• Form 4a – Fringe Rate Build-up

• Form 4b – Overhead Rate Build-up

• Form 4c – M&H Rate Build-up

• Form 4d – G&A Build-up

• Form 5 – Phase-In

• Form 6 – Total Compensation Plan

• Form 7 – Cognizant Office Information

• Form 8 – Section B, Fully Burdened Rate Table

12/12/2024

NOTES on GPM

• The GPM is prepopulated with formulas.

• Areas requiring Offeror and Subcontractor input are highlighted in GREEN.

• Adjust forms to comply with estimating and accounting system requirements as well as unique approach.

The following charts detail each form individually

Workbook Overview (Cont.)

• Government Provided Labor Detail

– Details non-management labor categories and hours, for SOW 2 through 7, used on

Form 2, Labor Hour Detail.

• Form 1 – Proposed Effort Detail

– To be completed by Prime only

– Captures the total proposed cost/price of the effort

– Form should be completely self-calculating utilizing the cost/price data from the remaining tabs of the workbook

– Utilizes phase-in detail from Form 5, labor hours and rates from Form 2, and indirect and other rate information from Form 4

• Form 1 – Proposed Effort Detail

– To be completed by Prime only

– Captures the total proposed cost/price of the effort

– Form should be completely self-calculating utilizing the cost/price data from the remaining tabs of the workbook

– Utilizes phase-in detail from Form 5, labor hours and rates from Form 2, and indirect and other rate information from Form 4

• Form 2 – Labor Hour Detail

– To be completed by Prime only

– Captures the total proposed labor hours by Offeror, Major Subcontractor, and Minor

Subcontractor

• Offeror developed Contract Management and Administration labor categories and hours

– Enter labor category title and status

• Government provided Non-Management labor categories and hours, which have been pre-populated

– Enter Contractor equivalent labor category title, if different from RFP provided

– Enter the labor category total hours by period, then distribute among proposed teaming arrangement, ensuring the hours check column equals zero

• Form 2 – Labor Hour Detail, Cont.

– Enter hours per WYE (see green highlight at top of sheet), for each period of performance, for the prime and each subcontractor

– Remainder of form should be completely self-calculating utilizing the cost/price data from the remaining tabs of the workbook

– Utilizes Form 3 – Labor Rate Summary

– Each year on Form 2 shall be identical in format

• Form 3 – Labor Rate Summary

– To be completed by Prime only

– Captures the proposed straight time, overtime, and other premium labor rates for the

Offeror, Major Subcontractors and Minor Subcontractors

– Form shall link to remaining tabs of workbook and populate rate data for Prime and Major

Subcontractor

– Offeror shall input Offeror developed labor categories as well as labor rates for Minor

Subcontractor(s), all other data is to be self-calculating

– Labor rates on Form 3 should be fully burdened, excluding prime fee

– Utilizes Prime Labor Rates on Form 3a and subcontractor labor rates from 3b, 3c, etc.

• Form 3a – Prime Labor Rates

– To be completed by Prime only

– Captures the proposed straight time, overtime, and other premium labor rate build up for the Prime, before fee

– Offeror shall input Offeror developed labor categories

– Prime is to enter direct labor rate data by category for each year, all other data is to be self-calculating

– Utilizes Form 4 – Indirect & Other Rates, and links to Form 3 - Summary of Rates

• Form 3b,c,d – Major Subcontractor Labor Rates

– To be completed by Prime and Major Subcontractors

– Captures the proposed straight time, overtime, and other premium labor rate build up for the Major Subcontractor, before fee

– Applicable Offeror developed labor categories should be populated

– Major Subcontractor is to enter direct labor rate data by category for each year, all other data is to be self-calculating

– Utilizes Form 4 – Indirect & Other Rates, and links to Form 3 - Summary of Rates

– Major Subcontractors shall provide unsanitized Form 3b, c, or d to NASA

– Major Subcontractors shall provide sanitized form to their Prime

• Form 3b,c,d – Major Subcontractor Labor Rates, Cont.

– Prime to add Prime burden (if applicable), excluding fee, to total subcontractor burdened rate.

– Form 3b, c, d shall link to Form 3, Labor Rate Summary, and Form 4, Indirect & Other

Rates

• Form 4 – Indirect and Other Rates

– To be completed by Prime and Major Subcontractors

– Summarizes the proposed indirect rates by cost element, by year

• Form 4 – Indirect and Other Rates, Cont.

– Indirect rates proposed on Form 4, not supported by an FPRA, must be linked to the supporting indirect tab (i.e., 4a, 4b, etc.); Tabs are to be added as necessary to support the indirect rate structure proposed

• Form 5 – Phase-In

– To be completed by Prime Only

– Summarize the Offeror’s proposed FFP for the Phase-In period

– Information on Form 5 should demonstrate consistency with the Offeror’s Phase-In Plan.

• Form 6 – Total Compensation Plan

– To be completed by Prime and Major Subcontractor

– Quantifies the firm’s personnel policies, labor rates, and fringe benefits by location (if different), by year

• Form 7 – Cognizant Office Information

– To be completed by Prime

– Provide cognizant points of contact to include name, agency, email address, and telephone number as well as other pertinent business information requested

• Form 8 – Section B.8, Fully Burdened Rate Table

– To be completed by Prime

– Excel version of the Section B.8 Fully Burdened Rate Table, which is a composite rate

– Show traceability from the proposed labor rates in Form 3 to the rates going on contract within B.8

– Offeror developed derivation in Form 8 must be traceable to data within the GPM

12/12/2024

(Conclusion of Form Discussion)

Volume III, Cost and Price Requirements

• The Cost/Price Volume (Narrative) for the Prime and Major Subcontractor shall consist of the following Parts:

1. Direct Labor Hours

– Provide insight into the cost estimating thought processes and methodologies used by the Offeror in estimating the types (skill mix) and quantities of labor hours required for successful performance of SOW 1.0

2. Work Year Equivalent (WYE) and Productive Hours

– Detail the derivation of their productive work-year

3. Standard Labor Categories

– Non-Management Standard Labor Categories (SLCs) are in Attachment J-16

– Provide a brief narrative description of proposed internal labor categories and how they map to the

SLCs (if different)

– For Offeror developed Contract Management and Administration labor categories, provide descriptions similar to the guidelines used in Attachment J-16

Requirements (Cont.)

4. Direct Labor Rates

– Provide the basis of the proposed direct labor rates to include source and any supporting detail the

Government would require to duplicate the direct labor rate proposed

5. Direct Labor Rate Escalation

– For direct labor rates, not based on a FPRA/FPRR, /provide direct labor escalation history for the past three (3) years and detailed rationale for forecasted escalation proposed

6. Indirect Rate Historical Data and Analysis

– Propose indirect rates/costs in accordance with its established accounting system policy and procedure. If FPRA or FPRR are in place, the rates therein are to be the basis of the rates proposed. In lieu of FPRA or FPRR, provide historical data as well as forecasting rationale

7. Uncompensated Overtime

– If proposed, identify any proposed uncompensated overtime (by labor category) and the impact on the proposed direct labor rate

8. Facilities Capital Cost of Money (FCCOM)

– Propose in accordance with internal processes.

Requirements (Cont.)

9. Subcontracting Cost

– Support the selection of their Major and Minor Subcontractor(s) and provide sufficient information to support the determination of price reasonableness

10. Government Provided Figures

– Incorporate the Government provided ODC figures, in totality, at the prime level

11. Profit/Fee

– Provide a discussion of how the proposed Not-To-Exceed (NTE) Award and Fixed Fee Rates were derived and why they are reasonable for the type of effort. If a fee pool sharing arrangement is proposed, include a discussion of the arrangement and the distribution of fee earned. Include a discussion of how the proposed Not-To-Exceed (NTE) Profit rate was derived and why it is reasonable for the type of effort.

12. Business System Status

– Provide evidence of an adequate accounting system

13. Total Compensation Plan

– describe the proposed fringe benefits, offerors process to capture incumbent employees, and what labor capture is intended at the subcontract level. 12/12/2024 (Conclusion of Narrative Discussion)

Common Volume III, Cost and Price Factor Errors

• Proposals with omissions:

– Lack of supporting rationale in narrative

– Lack of detail on Overhead, G&A and Other Indirect Rates, including allocation bases of the indirect rates

– Missing reasonableness analysis on proposed subcontractors, and intended subcontract type

– Basis of Estimate (BOE) not provided or inadequate

• BOE should be specific, clear, and detailed. See BOE minimum requirements detailed in Cost/Price Volume instructions, (d) 1. Direct Labor Hours

• Logic Issues:

– Inconsistent methodology applied to develop content within the proposal

– Discrepancies between different areas of the Offeror’s proposal

– Major Subcontractor data submitted to the Government versus

Major Subcontractor data utilized in the Prime’s Proposal

• Failure to follow template instructions:

– Using hard numbers instead of formulas and/or links where appropriate

Common Volume III, Cost and Price Factor Errors (Cont.)

HHPC2 PPC

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