80LARC24R0011 - Exhibit B (Contract Documentation Requirements).pdf

EASSS 4 EXHIBIT B

EXHIBIT B - CONTRACT DOCUMENTATION REQUIREMENTS

I. DOCUMENTATION REQUIREMENTS

1. Monthly Contractor Financial Management Report

a) The Contractor shall submit a Monthly Contractor Financial Management Report in accordance with NASA Federal Acquisition Regulation Supplement (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) 9501.2E, NASA Contractor Financial Management Reporting.

b) The Contractor shall submit a separate 533M for each authorized task order.

c) The Contractor shall submit a summary 533M covering all authorized task orders.

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

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

f) 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 is critical to the integrity of NASA’s financial data.

g) The Contractor shall report costs based on 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.

h) The Contractor shall include a narrative explanation for variances exceeding plus or minus

10 percent (+/-10%) between overall estimated costs shown in Column 9.a and the overall task order value shown in Column 9.b, when the variance exceeds $10,000.

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

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

1) Direct Labor Hours

2) Direct Labor Dollars

3) Subcontract

4) Travel

5) Other Direct Cost

6) G&A

7) Total Estimated Cost

8) Fee

9) Total Estimated Cost and Fee

2. Monthly Progress Report

The Contractor shall submit monthly progress reports for the overall contract and for each active task order describing progress of the task to date, noting all technical areas in which effort is being directed and indicating the status of work within these areas. Reports shall be in narrative form, brief, and informal in content. These reports shall include:

1. A narrative statement of work accomplished during the report period consisting of an overall top level narrative of the contract as well as a narrative for each task order.

2. A statement, for the purposes of OCI assessment at the overall-contract level, of changes in the status of other contracts, whether closed, newly-awarded, or planned.

3. A statement of current and potential problem areas and proposed corrective action for the overall contract and for each task order.

4. A discussion of work to be performed during the next report period for the overall contract and for each task order.

5. For each task order, a summary of:

(a) direct labor-hours and total cost expended during the current report period,

(b) cumulative direct labor-hours and total cost expended to date, and

(c) projected direct labor-hours and total cost to be expended to completion of the task order.

The monthly progress report shall be submitted within 15 working days after the end of each calendar monthly report period.

3. Final Reports and Additional Reports of Work

Each task order may require the Contractor to submit a Final Report or Additional Reports of Work, either formal or informal, which documents and summarizes the results. When a formal Final Report or Additional Report of Work is required, the Contractor shall submit it in accordance with the instructions contained in NFS clause 1852.235-73, Final Scientific and Technical Reports or 1852.235-74, Additional Reports of Work – Research and Development as appropriate. The specified number of approval copies shall be submitted as specified in the task orders.

4. DRD - Security Requirements for Unclassified IT Resources (Exhibit E)

5. NASA Property in the Custody of Contractors (NF 1018)

a) 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 and NFS 1845.71 and any supplemental instructions for the current reporting period issued by NASA.

b) 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.

c) The Contractor shall submit the NF 1018 no later than October 31st of each year. The annual reporting period shall be from October 1 of each year through September 30 of the following year.

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

6. Employment Reports on Veterans

The Contractor shall submit a Veterans’ Employment Report (VETS-4212 Report) as required by FAR 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.

7. Limitations on Subcontracting Report

The purpose of this report is to obtain information necessary to evaluate contractor compliance with FAR 52.219-14, Limitation on Subcontracting. Accordingly, the Contractor shall submit a report to the Contracting Officer that demonstrates such compliance; specifically, the report shall contain sufficient information to demonstrate compliance with the requirement that the Contractor “will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities.” The report is due annually within 30 calendar days after the end of each contract year.

8. Interim Patent Rights 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).

9. Final Patent Rights 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).

10. Invention Disclosure Reporting

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). The electronic and paper version of NASA Form 1679, Disclosure of Invention and New Technology (Including Software), shall be used for this reporting. Both the electronic and paper versions of this form may be accessed at http://invention.nasa.gov. Disclosures are required within two months after the inventor discloses it in writing to Contractor personnel who are responsible for patent matters.

11. Organizational Conflicts of Interest (OCI) and Personal Conflicts of Interest (PCI) Avoidance Plan

(a) The Contractor shall submit a plan for complying with the requirements of NFS 1852.237-72, Access to Sensitive Information; FAR 52.203-16, Preventing Personal Conflicts of Interest;

Section H.9, Organizational and Personal Conflicts of Interest; and Section H.2, Limitations of Future Contracting. The Contractor shall detail its approach to identifying, mitigating, neutralizing, and/or avoiding OCIs and PCIs that may arise under this contract. The Contractor shall include, at a minimum: (i) an assessment of the potential risk for various types of OCIs and PCIs that work under this contract may engender given the Contractor’s current and planned work (including subcontracts), and approach to performing work under this contract; (ii) the Contractor’s process for identifying OCIs and PCIs — the process for identifying OCIs must include how the Contractor intends to coordinate with each of its parent, subsidiaries, affiliates, office locations, divisions, joint ventures, 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 providing refresher training to its employees in identifying PCIs and OCIs, to include what actions employees are expected to take when potential PCIs and OCIs are identified by an employee; (v) the methods the Contractor will utilize for avoiding OCIs or PCIs, the adequacy of the Contractor’s areas of emphasis in avoiding OCIs and PCIs, and, if they cannot be avoided, the process the Contractor will utilize to mitigate or neutralize identified OCIs or PCIs; and (vi) the approach for ensuring the processes and procedures included herein will be applied, if applicable, to each of its subcontractors, subcontractor employees, and/or consultants (including their respective Business Units).

(b) The OCI and PCI Avoidance Plan (the Plan) submitted with the Contractor’s proposal will be incorporated into the contract. Any future revisions to the Plan by the Contractor must be submitted for Government review and may not be implemented until approved by the Contracting Officer and incorporated into the contract via contract modification.

12. Staffing Pool List

The Contractor shall establish and maintain a list of all individuals who performed under this contract. The list shall include, but not be limited to, the individual’s name, contact information, organization/company, areas of expertise, evaluations/assessments/studies supported, and roles performed. The list is due not later than October 15th of each calendar year and upon completion of the contract period of performance.

13. DRD - Diversity, Equity, Inclusion, & Accessibility (DEIA) Plan (Exhibit I)

II. DOCUMENT DISTRIBUTION REQUIREMENTS

(a) Unless otherwise specified elsewhere in this contract, the Contractor shall submit reports via email as specified below (include Contract Number: 80LARC25D00XX in the subject line).

(b) When the Contract Specialist/Contracting Officer (Letter Code A) is not designated below to receive a copy of the report/document, the Contractor shall email a copy of the report/document transmittal letter to the Contract Specialist/Contracting Officer.

(c) 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/Contracting Officer, TBD

B - Contracting Officer’s Representative, TBD

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

D - NF 1018 Electronic Submission System (NESS), https://ness.nasa.gov/contractor

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

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

G - Reserved

H - According to instructions on form

I - As required by Task Order

J - Task Monitor

K - 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 specifies the number of copies to be provided:

DISTRIBUTION REQUIREMENTS

Document Number Document

Distribution Code and Quantity

1. Monthly Financial Management Report (NF 533M) A-1, B-1, C-1, J-1 mailto:LaRC-DL-NF533@mail.nasa.gov https://ness.nasa.gov/contractor 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

2. Monthly Technical Progress Report A-1, B-1, I, J-1

3. Final Reports and Additional Reports of Work A-1, B-1, I, J-1

4. DRD – Security Requirements for Unclassified IT Resources

(Exhibit E) A-1, B-1

5. NASA Property in the Custody of Contractors (NF 1018) A-1, B-1, D-1, F-1

6. Employment Reports on Veterans A-1, H-1

7. Limitations on Subcontracting Report A-1, B-1

8. Interim Patent Rights Report A-1, B-1, E-1, K-1

9. Final Patent Rights Report A-1, B-1, E-1, K-1

10. Invention Disclosure Reporting A-1, B-1, E-1, K-1

11. OCI and PCI Avoidance Plan A-1, B-1

12. Staffing Pool List A-1, B-1

13. DRD - DEIA Plan (Exhibit I) A-1, B-1