RFP 80LARC23R0008 Exhibit B Data Requirements Descriptions (DRD) Amendment 0002.pdf

Amendment 0002 Final RFP - 80LARC23R0008

EXHIBIT B - CONTRACT DOCUMENTATION REQUIREMENTS

I. Required Reports

A. Monthly Contractor Financial Management Report For Delivery Order Contracts

1. The Contractor shall submit a Monthly Contractor Financial Management Report in accordance with NFS 1852.242-73, NASA Contractor Financial Management Reporting. The Contractor shall prepare and submit the form in accordance with the instructions set forth on the reverse side of the form and NASA Procedural Requirements (NPR) 9501.2, NASA Contractor Financial Management Reporting.

2. The Contractor shall submit a separate 533M for each authorized Cost Reimbursement Delivery Order. Financial Management Reports (533Ms) are not applicable to Firm Fixed Price Delivery Orders.

3. The Contractor shall submit a summary 533M covering all authorized Cost Reimbursement Delivery Orders.

4. The Contractor shall submit the report not later than the 10th working day following the close of the Contractor's accounting period being reported.

5. The Contractor shall report costs on the basis of the Contractor’s most current data for actual rates experienced at the time the report is prepared, rather than on the basis of Defense Contract Audit Agency (DCAA) approved provisional billing or bidding rates. In addition, the Contractor shall make adjustments as needed for actual cost experience to reflect rates reported in its final indirect cost rate proposal submitted after the end of each of its fiscal years in accordance with paragraph (d) of FAR 52.216-7, Allowable Cost and Payment. The Contractor shall explain in the footnotes on the 533 report any adjustments made for actual rates as determined by the Contractor in its annual final indirect cost rate proposal.

6. The Contractor shall complete Columns 8.a and 8.b using estimates (forecasts) for the succeeding two months.

7. The Contractor shall ensure that estimates (forecasts) are the best projection of the actual costs to be reported in column 7.a of the subsequent month's 533M. Since NASA uses the Contractor's estimate for the current month (column 8.a of the 533M) as accrued costs in its monthly financial statements, the accuracy of these projections are critical to the integrity of NASA’s financial data.

8. The Contractor shall include a narrative explanation for variances exceeding plus or minus 10 percent (+/-10%) between estimated costs shown in the prior month and actual costs shown in the current month at the contract level. (For example, the estimated costs shown for June in column 8.a in the May 533M and the actual June costs shown in column 7.a in the June 533M.)

9. The Government will consider the Contractor’s accuracy of financial reporting when evaluating the Contractor’s performance in the Contractor Reporting Assessment Reporting System (CPARS).

10. The minimum reporting categories indicated below shall be included in column 6 of this report.

a. Direct Labor Hours

• Engineering (ENG)

• Fabrication (FAB)

• Other Direct Labor (ODL)

b. Direct Labor Dollars

• Engineering (ENG)

• Fabrication (FAB)

• Other Direct Labor (ODL)

c. Overhead(s)

d. Subcontract

e. Material

f. Travel

g. Other Direct Cost

h. G&A

i. Total Estimated Cost

j. Total Estimated Fee

k. Total Estimated Cost and Fee

B. Monthly Progress Report for Delivery Order Contracts The Contractor shall submit monthly progress reports for each task order describing work accomplished during the reporting period, current and potential problem areas and proposed corrective action, and work to be performed during the next reporting period. The Contractor may summarize all delivery order reports in one report, unless otherwise stipulated in individual delivery orders. The Contractor shall submit the monthly progress report within 10 working days after the end of each calendar monthly report period. A monthly report shall not be required for the period in which the final report is due.

C. Final Reports for Delivery Order Contracts

Each delivery order may require the Contractor to submit a final report, either formal or informal which documents and summarizes the results. The requirement for a final report will be identified in the individual task order. When a formal final Contractor report is required, the Contractor shall submit it in accordance with the instructions contained in NFS 1852.235-73, Final Scientific and Technical Reports.

D. NASA Property in the Custody of Contractors

1. The Contractor shall submit annually a NASA Form (NF) 1018, NASA Property in the Custody of Contractors, in accordance with NFS 1852.245-73, Financial Reporting of NASA Property in the Custody of Contractors. The Contractor shall comply with the instructions on the Form, NFS 1845.71, and any supplemental instructions for the current reporting period issued by

NASA.

2. Subcontractor use of NF 1018 is not required by this clause; however, the Contractor shall include data on property in the possession of subcontractors in the annual NF 1018.

3. The Contractor shall submit the NF 1018 no later than October 31st of each year for the period October 1 through September 30 of the following year.

4. A final report shall be submitted within 30 calendar days after disposition of all property when contract performance is complete.

E. ISO 9001 and/or AS9100 Compliance Documents

1. With the IDIQ contract proposal, the Contractor shall submit a copy of its Quality Plan and its Quality System Manual. The Contractor shall also submit the specific Quality System Procedures to address the following: (a) contract and subcontract management; (b) customer requirement review and execution; (c) task management, including work order generation and processing; (d) document control; (e) handling of customer supplied product; (f) corrective, preventive, and continuing improvement action systems; (g) training of employees; (h) customer satisfaction/performance measurement; and (i) design control.

2. The Quality Plan shall describe how the Contractor will maintain or modify existing quality system documentation needed to ensure effective planning, operation, and control of processes/work activities/resources specific to accomplish the requirements of this contract. The Contractor shall describe how the integrity of the Quality Management System (QMS) is maintained when changes to the QMS are planned and implemented.

3. The Quality System Manual shall describe the quality management system of an organization.

The quality manuals can vary in detail and format to suit the size and complexity of an individual organization.

F. Employment Reports on Veterans - The Contractor shall submit a Veterans’ Employment Report (VETS-4212 Report) as required by Clause 52.222-37, Employment Reports on Veterans.

Within 30 calendar days following the VETS-4212 Report submission, the Contractor shall submit a letter to the Contracting Officer confirming that it has submitted the most recent annual VETS-4212 Report required by FAR 52.222.37.

G. Small Business/Nonprofit 52.227-11 New Technology Reporting (Contracts with Delivery Orders)

Interim New Technology Summary Report - The Contractor shall submit an annual list of subject inventions required to be disclosed as set forth in FAR 52.227-11, Patent Rights- Ownership by the Contractor (as modified by NFS 1852.227-11, Patent Rights-Ownership by the Contractor). The annual list of inventions shall be provided for each Task Order and include applicable Task Order information. The Contractor may submit the Interim New Technology Summary Report through the e-NTR New Technology Reporting System website at https://invention.nasa.gov/.

Final New Technology Summary Report –The Contractor shall submit a listing of all subject inventions required to be disclosed, or certify that there were none, as set forth in FAR 52.227-11 Patent Rights- Ownership by the Contractor (as modified by NFS 1852.227-11, Patent Rights- Ownership by the Contractor). The annual list of inventions shall be provided for each Task Order and include applicable Task Order information. This report is due within 3 months after completion of the contracted work. The Contractor may submit the Final New Technology Summary Report through the e-NTR New Technology Reporting System website at https://invention.nasa.gov/.

Disclosure of Invention - The Contractor shall disclose each subject invention under the contract as set forth in FAR 52.227-11, Patent Rights-Ownership by the Contractor, (as modified by NFS 1852.227-11, Patent Rights-Ownership by the Contractor). NASA prefers that the Contractor use the e-NTR New Technology Reporting System website at https://invention.nasa.gov/ for this reporting. The Contractor may also utilize the paper version of NASA Form 1679. Disclosures are required within two months after the inventor discloses it in writing to Contractor personnel who are responsible for patent matters.

H. On and Near-Site Staffing Report

1. The Contractor shall submit a report which includes the number of on-site and near-site Work

Year Equivalents (WYE's) performing work on the contract, broken down by skill category. An initial report shall be submitted within 30 calendar days from the effective date of the contract.

Subsequent updated reports are due quarterly, within the first 5 workdays after the end of the quarter (e.g. on or before the 5th workday in January, April, July and October of each year).

2. These reports shall be e-mailed to the following:

larc-dl-contractorwye@mail.nasa.gov

The subject line for the e-mail should be "Contractor WYE".

https://invention.nasa.gov/ https://invention.nasa.gov/ https://invention.nasa.gov/ mailto:larc-dl-contractorwye@mail.nasa.gov

3. "On-site" WYE's include the time worked by prime Contractor and subcontractor employees on this contract whose primary duty station is on-site at Langley Research Center, whether such employees charge direct or indirect in the Contractor's or subcontractor's accounting systems (e.g., management and administrative staff may charge their time to an "indirect" account, but the time worked by such individuals shall still be counted in the on-site WYE).

4. "Near-site" WYE's include the time worked by prime Contractor and subcontractor employees on this contract whose primary duty station is within 50 miles of LaRC, whether such employees charge direct or indirect in the Contractor's or subcontractor's accounting systems.

Work performed on local college campuses shall not be considered "near site" WYE's.

5. The Contractor shall use the number of hours in its productive work year to compute the number of WYE's to be reported. For example, if the Contractor’s standard work-year is 1,860 productive hours (excludes leave, holidays, etc.) , the quarterly WYE reported would be calculated as the total labor hours for the quarter divided by the available productive hours in the quarter (in this example 1,860 annual productive hours divided by 4 quarters yields 465 hours).

Thus, if 10,000 hours were incurred on the contract during the quarter the WYE would be (10,000/465 = 21.5 WYE). The Contractor shall break out the On-site and Near-site WYE by skill category using the following categories: Scientist, engineer, technician, administrative professional, and clerical.

I. Organizational Conflicts of Interest (OCI) and Personal Conflicts of Interest (COI) Avoidance Plan

1. The Contractor shall provide a plan for complying with the requirements of NFS 1852.237- 72, Access to Sensitive Information and Section H.11, Organizational Conflicts of Interest. The Contractor shall explain its approach to identifying, mitigating, and/or avoiding OCIs (and if FAR 52.203-16 is included in the contract, personal COIs) that may arise under this contract.

The Contractor shall include, at a minimum: (i) an assessment of the potential risk for various types of conflicts such as access to sensitive, non-public information; (ii) the Contractor’s process for identifying OCIs, including the Contractor’s coordination with each of its parent, subsidiaries, affiliates, office locations, divisions, and/or other similar entities (collectively, the “Business Units”) to determine whether OCIs currently exist; (iii) the approach for maintaining communication with each Business Unit during the performance of this contract to identify potential OCIs arising during such performance period; (iv) the approach to training and refresher training for its employees; (v) once identified, the methods the Contractor will utilize to mitigate the various types of OCIs; and, if applicable; (vi) the Contractor’s approach for identifying, mitigating, and/or avoiding personal COIs for “covered employees” performing acquisition functions closely associated with inherently governmental functions under the contract.

2. The plan and subsequent revisions will be reviewed and approved by the Contracting Officer, in consultation with the Office of General Counsel. The approved plan will be incorporated into the contract as a compliance document once approved.

J. Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan

In support of the Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities Through the Federal Government, NASA is seeking to advance equity or remove barriers for members of underserved communities to access procurement opportunities. Underserved communities refer to populations sharing a particular characteristic, as well as geographic communities, that have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life. Underserved Communities include Black, Latino, Indigenous, Native American, Asian Americans and Pacific Islanders and other persons of color; members of religious minorities; lesbian, gay, bisexual, transgender, and queer (LGBTQ+) persons; persons with disabilities; persons who live in rural areas; and persons otherwise adversely affected by persistent poverty or inequality.

The DEIA Plan demonstrates the Contractor’s commitment to fairness regarding diversity, equity, inclusion, and accessibility. This plan will provide NASA with an understanding of how the Contractor plans to recruit, retain, and develop a diverse high performing workforce from underserved communities. The plan shall include measurable performance metrics and objectives. The DEIA Plan will be utilized as an assessment tool by the Contracting Officer to monitor the Contractor’s progression in its commitment to diversifying its workforce.

II. DOCUMENT DISTRIBUTION REQUIREMENTS

A. Unless otherwise specified elsewhere in this contract, the Contractor shall submit reports and other documentation F.O.B. destination as specified below, addressed as follows:

National Aeronautics and Space Administration Langley Research Center Attn: TBD/See Below, Mail Stop TBD/See Below Contract 80LARC (TBD) Hampton, VA 23681-2199

B. The following letter codes designate the recipients of reports and other documentation which are required to be delivered prepaid to Langley Research Center by the Contractor:

A - Contract Specialist, sheryl.c.kopczynski@nasa.gov

B - Contracting Officer’s Representative, kevin.m.bonilla@nasa.gov mailto:sheryl.c.kopczynski@nasa.gov mailto:kevin.m.bonilla@nasa.gov

C – LaRC Center Software Assurance Manager, leslie.j.johnson@nasa.gov. Mark as “Contract CMMI Appraisal Results” or “Contract Software Management Plan”

D - Financial Management, LaRC-DL-NF533@mail.nasa.gov

E - Safety and Facility Assurance Branch, Mail Stop 305 or fax 757-864-8918 or CMAR http://cmar.larc.nasa.gov/login.cfm

F - RESERVED

G - Financial Management, NF 1018 Electronic Submission System (NESS)

H - Patent Counsel at https://invention.nasa.gov or NF 1679 submission to LaRC-New- Technology@mail.nasa.gov

I - Industrial Property Officer, larc-contract-property@mail.nasa.gov

J - RESERVED

K - Center Information Security Officer (CISO) larc-dl-ciso-reviews@mail.nasa.gov

L - According to instructions on form

M - As required by Delivery Order

N - Task Monitor, see Delivery Order

O - Safety and Mission Assurance Office, Mission Assurance Branch donald.j.porter@nasa.gov

P – Langley STI Management Office, larc-dl-techpubs@mail.nasa.gov

Q - On and Near-Site Staffing Report, larc-dl-contractorwye@mail.nasa.gov with “Contractor WYE” in subject line

R - Environmental Management Office (EMO), LaRC-DL-Environmental-Staff@mail.nasa.gov

S – New Technology Administrator, LaRC-New-Technology@mail.nasa.gov

C. The following are the distribution requirements for reports and other documentation required to be delivered f.o.b. destination. The numeral following the letter code specifying the number of copies to be provided:

LETTER CODE AND DOCUMENT DISTRIBUTION

Financial Management Report (NASA Forms 533M & 533Q): A-1, B- 1, D-1

Monthly Progress Report: A-1, B-1, M-#

Final Report: A-1, (P-1 copy of the transmittal letter that forwarded report to the CO and other distribution of the transmittal letter as specified in NFS 1852.235-73) mailto:leslie.j.johnson@nasa.gov mailto:LaRC-DL-NF533@mail.nasa.gov http://cmar.larc.nasa.gov/login.cfm https://invention.nasa.gov/ mailto:LaRC-New-Technology@mail.nasa.gov mailto:LaRC-New-Technology@mail.nasa.gov mailto:larc-contract-property@mail.nasa.gov mailto:larc-dl-ciso-reviews@mail.nasa.gov mailto:donald.j.porter@nasa.gov mailto:larc-dl-techpubs@mail.nasa.gov mailto:larc-dl-contractorwye@mail.nasa.gov mailto:LaRC-DL-Environmental-Staff@mail.nasa.gov mailto:LaRC-New-Technology@mail.nasa.gov

Informal Final Report: A-1, B-1

Contractor Monthly Accident Report: https://cmar.larc.nasa.gov/login.cfm, or E-1.

Mishap Reporting: A-1, E-1

Report of Property in the Custody of Contractors (NASA Form 1018): G-1, I-1, L

ISO 9001 or AS9100 Compliance Documents: A-1, B-1, O-1

Quality Plan: A-1, B-1, O-1

Veterans Employment Report (VETS-4212): A-1, L

Evidence of Insurance: A-1

Interim and Final Patent Reports, Invention Disclosure Reporting: A-1, B-1, H-1, S-1

On and Near-Site Staffing Report: Q-1

OCI Avoidance Plan (and Personal Conflict of Interest): A-1, B -1

Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan: A-1, B-1

D. When the Contract Specialist (A) is not designated above to receive a copy of a report or document, the Contractor shall furnish a copy of the report/document transmittal letter to the Contract Specialist. If delegated, the Contractor shall also furnish a copy of the transmittal letter and a copy of each Financial Management Report to the delegated Administrative Contracting Officer.

(End of clause)

[END OF SECTION]

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