Attachment C - Data Requirements Descriptions.pdf

CYPRESS 80TECH21R0007

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DATA REQUIREMENTS DESCRIPTION (DRD)

1. ISSUE: DRAFT 2. DRD NO.: MA-025

3. DATA TYPE: 3 4. DATE REVISED:

6.

TITLE: CyPrESS Monthly Status Review Report

5. PAGE: 1/1

7. DESCRIPTION/USE: To provide the contractor’s status of major activities across all CyPrESS PWS areas.

8. OPR: OCIO 9. DM: CSPP

10. DISTRIBUTION: CO and COR

11. INITIAL SUBMISSION: Submit online prior to initial CyPrESS Status Review following the effective date of the contract

12. SUBMISSION FREQUENCY: Submit online 2 business days prior to each monthly CyPrESS Status Review

13. REMARKS: This document is the vehicle for the contractor to communicate to NASA CIO senior management a monthly program status of major accomplishments, issues, plans, and risks.

14. INTERRELATIONSHIP: MA-021, Contractor Self-Assessment Report, and as applicable throughout the PWS.

15. DATA PREPARATION INFORMATION:

15.1 SCOPE: The CyPrESS Monthly Status Review Report provides the contractor’s status at the second level PWS.

15.2 APPLICABLE DOCUMENTS: None

15.3 CONTENTS: The CyPrESS Status Review Report shall include the following:

a. Capture and status all CyPrESS Status Review action items.

b. Provide a status of each PWS section, which include, but not limited to, a minimum spotlight status, summary metrics, major accomplishments, issues, plans, staffing shortfalls, and risks.

c. Provide an Export control summary.

15.4 FORMAT: The report shall be submitted in Microsoft Power Point format electronically. The presentation of this report should last no more than one and one-half hours.

15.5 MAINTENANCE: None required

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1. ISSUE: DRAFT 2. DRD NO.: MA-027

3. DATA TYPE: 2 4. DATE REVISED:

TITLE: Re-procurement Data Package

5. PAGE: 1/3

7. DESCRIPTION/USE: To provide the Agency with information on specific items and supporting documentation related to labor resources and associated cost information, to be used for re-procurement activities. In the event of a competitive solicitation for a follow-on effort, NASA may provide nonproprietary historical information such as average composite direct labor rates, number of Work Year Equivalent (WYE) personnel, and approximated seniority level profiles of incumbent personnel to all interested parties in order to increase the probability of realistic pricing. Specific rates for individual labor categories will not be disclosed.

8. OPR: Office of Procurement 9. DM: Contract Management

10. DISTRIBUTION: CO; COR

11. INITIAL SUBMISSION: 15th calendar days after the first month of operation following the effective date of the contract.

12. SUBMISSION FREQUENCY: Annually, no later than the 15th calendar day of the month following the end of each twelve-month period of contract performance. If deemed necessary by the Contracting Officer, the contractor and all subcontractors shall submit the data package at times other than stated.

13. REMARKS:

14. INTERRELATIONSHIP: Section H Clause, Re-Procurement Data Package

15.1 SCOPE: The Re-Procurement Data Package provides NASA with information on specific items and supporting documentation related to labor resources and associated cost information, to be used for re-procurement activities.

15.3 CONTENTS: The Re-Procurement Data Package shall contain the following labor resource/cost information. This data shall be required from the prime and all subcontractors:

a. Labor Resources and Cost Information:

1. Data package shall include all direct labor supporting this contract, segregated by contract labor category description and mapped to the contractor’s labor category (as applicable). Each labor category shall detail the number of Work Year Equivalents (WYEs) in relation to each Performance Work Statement (PWS) section supported. The WYE detail shall be at the lowest PWS level for which current contract tracking is available. In the event any labor category supports multiple PWS sections ensure WYEs counted at a lower PWS level are not counted again at a higher PWS level. See Business Specialist labor category example provided below in Table 1.

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DRD Continuation Sheet TITLE: Re-procurement Data Package DRD NO.: MA-027

DATA TYPE: 2 PAGE: 2/3

15. DATA PREPARATION INFORMATION (CONTINUED):

15.3 CONTENTS (CONTINUED):

Table 1: Example of Data Required for Labor Categories, PWS Sections, and Number of WYEs

Labor Category Description

Contractor Labor Category

PWS

Section

*No. of WYEs

Contracts Administrator III Contracts Manager 2.0 1.0 Business Specialist Accountant I 2.0 3.0 Business Specialist Accountant I 2.1 1.5 (not included in PWS

2.)

Secretary I Secretary I 3.0 2.0

*WYE is defined as the work of a person based on the contractor accounting system. For example, if the contractor’s accounting system dictates that a WYE constitutes 1,880 productive hours (total hours minus paid time off), then four people working 470 hours per year would constitute one WYE.

2. Data package shall also include the current average direct labor rate for each direct labor category previously identified. Further, the data package shall provide both the date when these direct labor rates were last adjusted for escalation by each contractor labor category, and the rate of escalation applied. The data package shall also indicate whether any future adjustments are projected to occur prior to contract expiration, to include the anticipated date and rate of escalation, as well shall identify the exemption status of each contractor labor category. Ensure the total number of WYEs for each labor category aligns with the summation of all previously identified WYEs of the same labor category. See Business Specialist labor category example provided below in Table 2 in relation to Table 1 above.

Table 2: Example of Data Required for Direct Labor Rates, Escalation, and Exemption Status:

Labor Category Description

Contractor Labor

Category

Total No. of WYEs

**Direct Labor Rate

Last Escalation Date and Amount

Future Escalation Date and Amount

***Exempt or

Nonexempt?

Contracts Administrator III

Contracts Manager

1.0 $48.82 April 2019 (2.20%)

April 2020 (2.7%)

Exempt

Business Specialist Accountant I

4.5 $34.74 April 2019 (2.20%)

April 2020 (2.7%)

Exempt

Secretary I Secretary I 2.0 $15.32 None None Non-Exempt **Current average hourly direct labor rate (unburdened) ***Exception status relative to applicability against Service Contract Labor Standards (formerly known as the Service Contract Act), provisions of the Fair Labor Standards Act, and related Secretary of Labor regulations and instructions

b. WYE Seniority Level Profiles:

For the purpose of fringe benefit calculations, the data package shall include the seniority level of

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DRD Continuation Sheet TITLE: Re-procurement Data Package DRD NO.: MA-027

DATA TYPE: 2 PAGE: 3/3

15. DATA PREPARATION INFORMATION (CONTINUED):

all WYEs, segregated by each labor category and exemption status previously identified, as follows:

1. Number of WYEs with 0 to 5 years of experience.

2. Number of WYEs with greater than 5 years and up to 10 years of experience.

3. Number of WYES with greater than 10 years and up to 15 years of experience.

4. Number of WYEs with greater than 15 years of experience.

c. Associated Cost for Non-Labor Resources:

The data package shall provide total non-labor resource cost incurred for the most recent twelve-month contract period, grouped by the following expense types, as applicable:

1. Travel

2. Training

3. Any additional non-labor resource categories identified by the Contracting Officer

15.4 FORMAT: Electronic format of data package submittals shall consist of a single Adobe Acrobat

PDF file and the Contractor’s native Excel electronic file. Contractor format of Excel file is acceptable, provided all requested data package content is included.

15.5 MAINTENANCE: Changes shall be incorporated as required by complete reissue.

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1. ISSUE: DRAFT 2. DRD NO.: MA-030

TITLE: Small Business Subcontracting Plan

5. PAGE: 1/2

7. DESCRIPTION/USE: To describe the Contractor’s planned approach to Small Business Subcontracting and their reporting against this plan.

8. OPR: Office of Procurement 9. DM: CO

10. DISTRIBUTION: CO

11. INITIAL SUBMISSION: Plan due with proposal. Reports as required by FAR and NFS (See #12 below) in which will be incorporated under Clause J1 and Attachment H.

12. SUBMISSION FREQUENCY:

i. Subcontracting Plan:

1. Initial – Due with proposal.

2. Approval – Prior to contract award.

3. Frequency – As requested

ii. Reports:

1. All reports shall be submitted in accordance with FAR 52.219-9 and NFS 1852.219-75.

2. The contractor shall submit semi-annually and at contract completion to the NASA/

Contracting Officer Individual Subcontract Report (ISR) and Summary Subcontracting Reporting (SSR), using the electronically version of this data.

3. Contractors are required to submit subcontracting data in the Electronic Subcontracting Reporting System (eSRS).

4. All contractors are required to register and file both types of subcontracting reports using the eSRS system. The website to register is www.esrs.gov.

13. REMARKS: None

14. INTERRELATIONSHIP: N/A

15.1 SCOPE: The Small Business Subcontracting Plan shall be in compliance with FAR 52.219-9.

The Small Business Subcontracting Reporting shall be in compliance with NFS 1852.219-75.

15.3 CONTENTS: The Subcontracting plan must include the approach that the Contractor intends to use in meeting the subcontracting goals. Subcontractors whose bid is part of this proposal should be identified. For each subcontractor, the percentage of the proposal and any small or small business subcategory classification should be identified. For areas of potential future subcontracting, the Contractor should identify the area of work, the percentage of contract that this is expected to encompass, potential subcontractors and their small business or small business subcategory classification. Describe the management approach to subcontracting with small, small disadvantaged businesses, Women-owned small businesses (WOSB), Historically Underutilized Business Zone

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DRD Continuation Sheet TITLE: Small Business Subcontracting Plan DRD NO.: MA-030

DATA TYPE: 2 PAGE: 2/2

(HUBZone), Veteran Owned Small Businesses (VOSB), Service-Disabled Veteran Owned Small Businesses, and Historically Black Universities (HBCU) and Minority Serving Institutions (MSIs).

15.4 FORMAT: Contractor format is acceptable for the plan; reporting shall be in compliance with

NFS 1852.219-75.

15.5 MAINTENANCE: Update as required

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1. ISSUE: DRAFT 2. DRD NO.: MA-033

3. DATA TYPE: 1 4. DATE REVISED:

TITLE: Contract Close-out Plan

5. PAGE: 1/1

7. DESCRIPTION/USE: To provide plan to manage and control contract close-out.

8. OPR: Office of Procurement

9. DM: CSPP

11. INITIAL SUBMISSION: To be submitted upon CO’s request.

12. SUBMISSION FREQUENCY: Once

14. INTERRELATIONSHIP: Section F Clause, Phase-In and Phase-Out

15.1 SCOPE: This Plan shall provide the details necessary to transition the contract to any follow-on contract and to close out the existing contract.

15.2 APPLICABLE DOCUMENTS: 52.237-3 Continuity of Services

15.3 CONTENTS: The content of the deliverables shall include:

a. Implementation Strategy

b. Task description and schedule

c. Staffing profile

15.4 FORMAT: Electronic, Contractor’s format is acceptable, compatible with Program authorized repository.

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1. ISSUE: DRAFT 2. DRD NO.: MA-035

TITLE: Supplemental FFP Invoicing Data

1. DESCRIPTION/USE: To provide additional data on invoices for FFP requirements.

2. OPR: OCIO 9. DM: CSPP

10. DISTRIBUTION: CSPP Business Manager; NSSC IT Business Services (ITBS)

11. INITIAL SUBMISSION: 10th calendar day of month following the month of contract award

12. SUBMISSION FREQUENCY: Monthly

14. INTERRELATIONSHIP: Section G Clause , Supplemental Contractor Invoicing Instructions for FFP;

Section G Clause, 1852.232-80 Submission of Vouchers/Invoices For Payment

15.1 SCOPE: This report shall provide the details necessary to verify and validate monthly invoicing for

FFP Services

15.3 CONTENTS: The content of the deliverables shall include:

a. The contractor shall submit an invoice for each Center. The invoice shall contain a summary worksheet of all NASA Centers, as well as individual worksheets for each Center identifying costs being invoiced. Costs should include the following applicable taxes: property, sales, rental and/or gross receipts.

b. Invoices shall be consistent with the standard ordering reports generated by the NASA IT Service Management (ITSM) System, to facilitate reconciliation and verification of all costs.

c. The invoice shall contain a Summary worksheet, Invoice Details worksheet, and Total of Services ordered worksheet to be populated as follows:

i. The Summary worksheet shall identify the Invoice Number, Invoice Center, Invoice Date, Contract, Contract Number, Invoice Month, Invoice Amount for Services, Cumulative Amount for Services, Invoice Amount for Credits, Cumulative Amount for Credits and Payment Due Date.

ii. The Invoice Detail worksheet shall identify the Invoice Line Item, Bill Month, associated Service Now ticket number, CLIN, and Monthly Price.

iii. The Total of Services Ordered worksheet shall identify the subtotal number of services ordered by CLIN and the total of all services ordered. It shall also provide the subtotal dollar amount for services ordered by CLIN and the total dollar amount of all services ordered.

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DRD Continuation Sheet

TITLE: Supplemental FFP Invoicing Data DRD NO.: MA-035

DATA TYPE: 2 PAGE: 2/2

15.3 CONTENTS: (CONTINUED)

iv. The NSSC ITBS office will provide a template in .xls or .csv format, which will be used for invoice reconciliation purposes.

d. The invoice shall identify services ordered, retroactive charges, and credits.

e. The original invoice shall be submitted to the NSSC Financial Management Division at the address specified in Block 18A of the SF1449 through the Invoicing Processing Platform (IPP) system with an information copy to the Contracting Officer, Contracting Officer Representative (COR), and the NSSC ITBS office.

f. Invoices shall be submitted on the 10th calendar day of each month for the previous calendar month of service performed. If the 10th calendar day of the month falls on a weekend or holiday, invoices will be submitted on the next business day following the weekend or holiday.

15.4 FORMAT: Electronic; See 15.3 c, above

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1. ISSUE: DRAFT 2. DRD NO.: QE-001

3. DATA TYPE: 1 4. DATE REVISED:

6. TITLE: Quality Plan

7. DESCRIPTION/USE: To define the contractor’s planned methods for accomplishing the applicable tasks required to satisfy the quality requirements of NPD 8730.5, NASA Quality Assurance Program Policy, for the specific CyPrESS services being procured.

8. OPR: Safety and Mission Assurance Office 9. DM: Center’s Safety and Mission Assurance

11. INITIAL SUBMISSION: 30 calendar days after effective date of the contract.

12. SUBMISSION FREQUENCY: Update as quality-related mitigating factors are better defined.

14. INTERRELATIONSHIP: PWS Section 2.6, Quality Management, and as applicable throughout the

PWS.

15.1 SCOPE: The Quality Plan will identify, as applicable, the specific quality activities

(implementation) related to the design and development, procurement of materials/subcomponents, fabrication, test, shipping, flight operations, refurbishment, and reuse to assure the quality of the items/services delivered. The plan shall reference the contractor’s quality manual and procedures as necessary to fully describe the contractor’s quality system.

15.2 APPLICABLE DOCUMENTS:

ANSI/ISO/ASQ Q9001-2000 Quality Management Systems – Requirements NPD 8730.5 NASA Quality Assurance Program Policy

15.3 CONTENTS: Each quality element of either ANSI/ISO/ASQ Q9001-2000 shall be addressed to describe the philosophy and approach for implementation. This can be satisfied by contractor’s existing quality manual and procedures. The only exceptions allowed will be processes noted in ANSI/ISO/ASQ 9001-2000 as applicable in the contract Performance Work Statement (PWS). A copy of the Quality System Manual and 1st tier procedures shall be submitted with any required quality plan.

As a minimum, the subparagraphs below shall be addressed by the present documented quality management system or subsequent submittal of a quality plan to include details of responsibilities and controls to adequately describe the specific quality assurance activities related to hardware being procured under this contract.

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DRD Continuation Sheet TITLE: Quality Plan DRD NO.: QE-001

DATA TYPE: 1 PAGE: 2/2

15.3 CONTENTS: (CONTINUED):

a. Customer quality requirements – include hardware specific quality requirements imposed by contract or component/equipment specification (i.e., traceability requirements, specific inspection points, specific quality activities including Government surveillance and inspection processing).

b. Responsibilities – describe which contractor organizations will be responsible to perform the applicable quality management system activities.

c. Article, Material, and Service Controls - describe the level of article, material, and service control including traceability requirements invoked by the contractor for the articles, materials, and/or services used in or performed as part of the hardware design and maintenance criteria, including how quality is assured for each material, part, assembly, and/or service performed.

d. Procurement – include the procurement quality requirements for all materials/parts/components the contractor purchases and the level of control exercised over the suppliers including how suppliers are approved, monitored, and maintained with controls for supplier nonconformance processing.

e. Milestone Reviews – describe how the contractor’s quality system will support milestone reviews.

f. Configuration Assurance – describe how the configuration of the hardware build is compared and verified to the approved design baseline drawings and specifications. Describe how the configuration of Government Furnished Property/Equipment is maintained.

g. Special Process Controls – describe special process controls implemented for in-house processes and, if applicable, for sub-tier supplier processes.

h. Inspection and Test (describe who will be responsible to perform inspections to include any restrictions) – include: how the quality of purchased items is validated at receiving inspection or at sub-tier suppliers’ facilities, specific in-process (manufacturing) inspections performed, details of final inspection, functional and environmental test monitoring details, and pre-ship inspections. When applicable, provisions shall be included for development of site quality plans for major end item test and flight test.

i. Nonconforming Product Material Review Board (MRB) Process - describe the process of convening a nonconforming product material review board to disposition nonconforming product using a defined board of qualified personnel including contractor quality assurance personnel and customer representatives. MRB limitations within the Performance Work Statement (PWS) and membership qualification shall be defined. An MRB membership listing shall be submitted within the quality plan or by contract letter.

j. Flight Operations, Refurbishment, and Reuse – when applicable, describe how the contractor’s quality assurance system is implemented for flight operations, refurbishment and reuse.

k. Record retention – for those records not delivered to NASA, specify which records are required to be kept, who keeps them, for how long, and how they are to be dispositioned at the end of the retention period, and/or as specified in the contract.

15.4 FORMAT: Contractor format is acceptable.

15.5 MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

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DATA REQUIREMENTS DESCRIPTION (DRD)

1. ISSUE: DRAFT 2. DRD NO.: SA-001

3. DATA TYPE: 2 4. DATE REVISED:

6. TITLE: Safety, Health, and Environmental (SHE) Plan

7. DESCRIPTION/USE: A contractor generated document that describes the contractor’s approach to assuring compliance with NASA’s SHE core program requirements. The contractor’s SHE Plan shall describe how the contractor will (1) prevent employee fatalities, (2) reduce the number of incidents,

(3) reduce the severity of employee injuries and illnesses, and (4) protect the environment through the ongoing planning, implementation, integration and management control of the contractor's industrial safety, occupational health, and environmental program in accordance with NFS 1852.223-73, Safety and Health Plan.

10. DISTRIBUTION: COR

11. INITIAL SUBMISSION: Initial submission due with proposal; NASA approved Safety and Health

Plan is required prior to phase in which will be incorporated under Clause J1 and Attachment G.

12. SUBMISSION FREQUENCY: After contract award to allow NASA review and approval before contract start. Review annually and update as required.

14. INTERRELATIONSHIP: NFS 1852.223-70, Safety and Health Measures and Mishap Reporting;

NFS 1852.223-73, Safety and Health Plan; FAR 52.223-5, Pollution Prevention and Right-to-Know Information; FAR 52.223-10, Waste Reduction Program; DRD SA-002, Mishap and Safety Statistics Report; PWS Section 2.7, Safety, Health and Environmental (SHE) Management.

15.1 SCOPE: The Safety, Health, and Environmental Plan describes the contractor’s methods of planning, implementing and controlling industrial safety, occupational health, and environmental requirements to ensure compliance with NASA’s SHE program over the duration of this contract.

15.2 APPLICABLE DOCUMENTS: Code of Federal Regulations (CFR) and listed consensus standards are applicable to all contracts to the extent specified in the contract. NASA documents are applicable to all contracts performed onsite to extent specified in the contract. See Attachment B, Applicable and Reference Document List, for a complete listing of applicable documents.

29 CFR Part 1903 Inspections, Citations, and Proposed Penalties 29 CFR Part 1910 Department of Labor; Occupational Safety and Health Administration

Standards for General Industry 29 CFR Part 1926 Department of Labor; Occupational Safety and Health Administration

Standards for Construction Industry NPR 8621.1D NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping NPR 8715.3D NASA General Safety Program Requirements

15.3 CONTENTS: The contractor’s Safety, Health, and Environmental (SHE) Plan shall clearly describe their approach and methods for assuring compliance with the following NASA Core Program

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DRD Continuation Sheet TITLE: Safety, Health, and Environmental (SHE) Plan DRD NO.: SA-001

DATA TYPE: 2 PAGE: 2/3

Requirements (CPR) and the applicable documents listed in Attachment B, Applicable and Reference Document List, to the extent specified as applicable to this contracted effort.

a. Management leadership and employee involvement:

1. A description of the contractor’s policy and management’s commitment to (1) provide a safe and healthful workplace for personnel (i.e., employees, customers, and public), (2) protect the property and the environment, and (3) ensure compliance with EPA, OSHA, NASA, NPR 8715.3, and NASA General Safety Program Requirements listed in Attachment B, Applicable and Reference Document List, that are applicable to this contracted effort.

2. A description of how the contractor ensures managers and employees are (1) held accountable to perform their jobs/tasks in a safe and healthful manner while also protecting the environment, (2) fully understand their roles and responsibilities in the Center’s SHE Program, and (3) how the accountability, roles and responsibilities are flowed-down to all subcontractors, when applicable.

3. A description of the actions taken, or the disciplinary program implemented by the contractor when management or employees are discovered not complying with Center’s SHE program requirements by not performing their jobs/tasks in a safe and healthful manner or protecting the environment and how the disciplinary program or the actions taken are also flowed-down to subcontractors, when applicable.

4. A description of how the contractor conducts and documents monthly SHE meetings and SHE awareness training for employees. (NOTE: Contractors shall document their SHE meetings and SHE awareness training in accordance with the Center’s requirements.).

5. A description of how the contractor conducts and documents self-evaluations of their safety, health and environmental program. Include the frequency of when these self-evaluations are conducted.

6. Provide the identification, by title, of the individual assigned by the contractor to be responsible for implementing the contractor’s SHE program elements and will serve as the day-to-day SHE Point of Contact (POC) for this contracted effort.

7. A description of how the SHE plan is maintained current with contract, NASA and Center SHE requirements, reviewed and updated as necessary.

b. System and worksite analysis:

1. A description of how the contractor ensures potentially hazardous conditions are identified in the work area, assigned jobs/tasks, and operations that will be conducted by the contractor (e.g., hazard analysis, safety assessment, risk assessment, safety review, and employee identified concerns).

2. A description of how each contractor supervisor conducts and documents monthly safety visits of their assigned work area in accordance with Center requirements. (NOTE: Onsite safety visits shall be performed once per month per supervisor and documented.)

c. Hazard prevention and control:

1. A description of how the contractor intents to implement an emergency management program at their worksite in accordance the Center’s emergency management program.

Include a list of contractor emergency points-of-contact that will be located onsite.

2. A description of how the contractor ensures all mishaps and close calls are reported and investigated to the extent necessary to determine root cause in accordance with NPR 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping, and Center-specific reporting requirements. (Reference DRD SA-002, Mishap and Safety Statistics Report).

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DRD Continuation Sheet TITLE: Safety, Health, and Environmental (SHE) Plan DRD NO.: SA-001

DATA TYPE: 2 PAGE: 3/3

3. A description of the contractor’s policy to conduct post-accident drug and alcohol testing when the initial mishap investigation provides reason to believe an employee’s actions or failure to perform a required action is suspected of having caused or contributed to a mishap in accordance with NPR 3792.1D, NASA’s Plan for a Drug-Free Workplace. (NOTE: In the event a mishap results in a fatality or serious injury requiring immediate hospitalization, or substantial damage to property estimated to exceed $10,000 post-accident drug and alcohol testing can be required and the results of these tests shall be provided to the Contracting Officer.)

4. A description of how the contractor intends to provide safety, health, and environmental services applicable to this contracted effort if these services not provided by the Center (e.g., hazardous waste disposal, industrial hygiene monitoring, emergency medical support, hearing conservation program, respiratory protection, and hazard communication). Include a list of all services that are to be provided by the Center for onsite work.

5. A description of how contractor employees are trained to and given the authority to suspend work when they notice safety, health or environmental conditions that warrant such action in accordance with 29 CFR 1903 and Center requirements.

15.4 FORMAT: Contractor format is acceptable but is recommended to follow the SHE CPR order listed in 15.3 or provide a Matrix that provides a link to where each Center SHE CPR sub-element is addressed in the contractor’s SHE Plan.

15.5 MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

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1. ISSUE: DRAFT 2. DRD NO.: SA-002

6. TITLE: Mishap and Safety Statistics Reports

7. DESCRIPTION/USE: To provide reporting of metrics, mishaps, close calls, and serious non-occupational injuries or illnesses.

10. DISTRIBUTION: COR

11. INITIAL SUBMISSION:

a. Safety Statistics for the previous month shall be submitted by the time specified by the Center’s

Safety Office.

1. Safety statistics shall be reported using the forms and processes specified by the Center’s Safety

Office.

2. Safety statistics reports shall include the information specified by the Center’s Safety Office.

b. Initial reporting for Type A, Type B, and Type C that involves a lost time injury or illness, and any High-Visibility Close Calls for ALL contractors working onsite shall be reported to Center’s Safety Office as soon as possible after initiating emergency response, but no later than 1 hour of occurrence or awareness. For these types of mishaps, the initial notification can be made by calling the Center’s Safety Office then followed up within 24 hours with an entry into the NASA Mishap Information System (NMIS) by the contractor designated NMIS representative.

c. Initial reporting for Type C that does not involve a lost time injury or illness, Type D, and Low-Visibility Close Calls for ALL contractors working onsite shall be reported to the Center’s Safety Office as soon as possible after initiating emergency response, but no later than 4 hours of occurrence or awareness by:

1. Calling the Center’s Safety Office or

2. Direct input into the NASA Mishap Information System (NMIS) by the contractor designated

NMIS representative. Access to NMIS database can be obtained from the specific NASA Center’s Safety Office after contract award.

d. Initial reporting for Type A and B mishaps and High-Visibility Close Calls for contractors working offsite shall be reported to Center’s Safety Office as soon as possible after initiating emergency response, but no later than 1 hour of occurrence or awareness by calling the Center’s Safety Office then followed up within 24 hours with an entry into the NASA Mishap Information System (NMIS) by the contractor-designated NMIS representative.

1. If a contractor employee has any type mishap while visiting a NASA controlled site, they shall report immediately to their site sponsor in addition to other reporting requirements.

e. Initial reporting for Type C and D and Low-Visibility Close Calls for contractors working offsite shall be reported as specified by the Center’s Safety Office.

f. Initial reports for all mishaps and Close Calls shall provide as much information as possible, but at a minimum include the following: location and time of incident, number of fatalities, number hospitalized, type of damage, estimated cost, brief description, and contact person’s name and phone number in accordance with NPR 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping, and as specified by the Center’s Safety Office.

g. Reporting of a non-work-related fatality or serious injury or illnesses that occur to

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DRD Continuation Sheet TITLE: Mishap and Safety Statistics Reports DRD NO.: SA-002

DATA TYPE: 3 PAGE: 2/3

11. INITIAL SUBMISSION (CONTINUED):

contractor employee while working onsite shall be within 24 hours of occurrence or awareness of injury by:

1. Notifying the Contracting Officer and Center’s Safety Office. (For contractors working offsite reporting of a non-work-related injury or illness notification is at the discretion of the family.)

h. Follow-up reporting for ALL contractors:

1. Type A or B mishaps, Type C that involves a lost time injury or illness, or High-Visibility Close Calls: Follow-up report within 24 hours after the initial notification through NMIS entry by the contractor-designated NMIS representative, or electronic submittal to the Center’s Safety Office.

2. Type C that does not involve a lost time injury or illness, or D mishaps, or Low-Visibility Close Calls: Follow-up report or update within 6 calendar days after the initial notification through NMIS entry by the contractor-designated NMIS representative, or electronic submittal to Center’s Safety Office.

3. Type A, B, and Close Calls with High-Visibility Type A or B potential Investigation Mishap Board Report: submitted after completion of investigation. Corrective Action Plan submitted upon Endorsing Official approval.

4. All Mishaps: Follow-up Corrective Action Plan/Status 30 calendar days after first mishap.

i. Safety Concerns, Hazards, and non-reportable mishaps for contractors working onsite shall be reported as specified by the Center’s Safety Office.

12. SUBMISSION FREQUENCY: Safety Statistics: By the time specified by the Center’s Safety Office.

All Mishaps: Monthly Follow-up Corrective Action Plan/Status until corrective actions implemented and closure received by updating record in NMIS data base (preferred) or electronic submittal as specified by the Center’s Safety Office.

14. INTERRELATIONSHIP: DRD SA-001, Safety, Health, and Environmental (SHE) Plan and

PWS Section 2.7, Safety, Health and Environmental Management.

15. DATA PREPARATION INFORMATION: As directed by the Safety Office.

15.1 MAINTENANCE: None required

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DRD Continuation Sheet TITLE: Mishap and Safety Statistics Reports DRD NO.: SA-002

DATA TYPE: 3 PAGE: 3/3

15.2 DEFINITIONS: NASA Mishap. An unplanned event that results in at least one of the following:

a. Injury to non-NASA personnel, caused by NASA operations.

b. Damage to public or private property (including foreign property), caused by NASA operations or

NASA-funded development or research projects.

c. Occupational injury or occupational illness to NASA personnel.

d. NASA mission failure before the scheduled completion of the planned primary mission.

e. Destruction of, or damage to, NASA property except for a malfunction or failure of component parts that are normally subject to fair wear and tear and have a fixed useful life that is less than the fixed useful life of the complete system or unit of equipment, provided that the following are true:

1) there was adequate preventative maintenance; and 2) the malfunction or failure was the only damage and the sole action is to replace or repair that component.

Close Call. An event in which there is no injury or only minor injury requiring first aid and/or no equipment or property damage, or minor equipment or property damage of less than $20,000, or not injury or only minor injury requiring first aid, but which possesses a potential to cause a mishap.

High Visibility (Mishaps or Close Calls). Those particular mishaps or close calls, regardless of the amount of property damage or personnel injury, that the Administrator, Chief/OSMA, CD, ED/OHO, or the Center SMA director judges to possess a high degree of programmatic impact or public, media, or political interest including, but not limited to, mishaps and close calls that impact flight hardware, flight software, or completion of critical mission milestones.

Type A Mishap. A mishap resulting in one or more of the following: (1) an occupational injury or illness resulting in a fatality or a permanent total disability; (2) a total direct cost of mission failure and property damage equal to or greater than $2 million ; (3) a crewed aircraft hull loss; (4) unexpected crewed aircraft departure from controlled flight (except high performance jet/test aircraft such as F-15, F-16, F/A-18, T-38, OV-10, and T-34, when engaged in flight test activities).

Type B Mishap. A mishap that caused an occupational injury or illness that resulted in a permanent partial disability or hospitalization for inpatient care of 3 or more people within 30 business days of the mishap, or a total direct cost of mission failure and property damage equal to or greater than $500,000 but less than $2,000,000.

Type C Mishap. A mishap resulting in a nonfatal occupational injury or illness that resulted in days away from work, not including the day or shift on which it occurred, or restricted work, or transfer to another job not including the day or shift on which it occurred, or hospitalization for inpatient care of one or two people within 30 business days of the mishap, or a total direct cost of mission failure and property damage Equal to or greater than $50,000 but less than $500,000.

Type D Mishap. A mishap that caused any nonfatal OSHA recordable occupational injury and/or illness that does not meet the definition of a Type C mishap, or a total direct cost of mission failure and property damage equal to or greater than $20,000 but less than $50,000.

Offsite. Location or facility not owned or controlled by NASA.

Onsite. Location or facility owned or controlled by NASA.

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1. ISSUE: DRAFT 2. DRD NO.: SA-003

6. TITLE: Environmental and Energy Consuming Product Compliance Reports

7. DESCRIPTION/USE: To provide the Government data related to contractor compliance with affirmative procurement, waste reduction, energy efficient product procurement, and ozone depleting substances environmental requirements.

8. OPR: Center Operations 9. DM: Procurement Office

10. DISTRIBUTION: Electronic submission to Government-provided database.

11. INITIAL SUBMISSION: January 15th following the effective date of the contract, or as specified below. Equipment Notifications - Prior to purchasing.

12. SUBMISSION FREQUENCY: Annually for each report by each Center, except for equipment purchase notifications which shall be submitted prior to purchasing.

13. REMARKS: The initial submission shall include only the timeframe between the effective date of the contract and the end of the fiscal year.

14. INTERRELATIONSHIP: PWS 2.7, Safety, Health and Environmental (SHE) Management.

15.1 SCOPE: The Environmental and Energy Consuming Product Compliance Reports includes the annual Affirmative Procurement Report, Waste Reduction Activity Report, and Ozone Depleting Substances (ODS) Report to facilitate Government environmental management data entry into the NASA Environmental Tracking System (NETS).

15.2 APPLICABLE DOCUMENTS:

40 CFR Part 82.162 Certification by Owners of Recovery and Recycling Equipment

15.3 CONTENTS: The Environmental and Energy Consuming Product Compliance Reports shall include the annual Affirmative Procurement Report, Waste Reduction Activity Report, Energy Efficiency Product Procurement Report, and Ozone Depleting Substances (ODS) Report and at a minimum include the following:

a. For paragraphs C1, where the contractor does not purchase any designated product during the fiscal year, the report shall be a statement to that effect.

b. For paragraph d, if the contractor does not purchase, own, operate, maintain, or repair ODS equipment on-site, the report shall be a statement to that effect.

c. Fiscal year is the Federal Government fiscal year and is defined as October 1 through September

30.

1. Annual Affirmative Procurement Report - The contractor shall track and report each

November 1st, or as directed by the Center Environmental Office, to each Center’s Environmental Office the following information regarding the purchase by the Contractor (including subcontracts) of all products on the U. S. Environmental Protection Agency's

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DRD Continuation Sheet TITLE: Environmental and Energy Consuming Product Compliance DRD NO.: SA-003

Reports

DATA TYPE: 3 PAGE: 2/3

15. DATA PREPARATION INFORMATION (CONTINUED):

15.3 CONTENTS (CONTINUED):

Comprehensive Procurement Guideline list and items on the USDA Farm Bill Biobased list:

(a) The total amount of each item purchased during the previous fiscal year in dollar.

(b) The total amount of each listed item purchased during the previous fiscal year that contained at least the minimum recommended percentages of recycled content or biobased content during the fiscal year in dollar.

(c) The number of waivers and the name of the item each waiver was requested for submitted to the Center Environmental Office during the previous fiscal year.

(d) The total amount purchased for each waivered item during the previous fiscal year in dollar.

(e) A narrative explanation of constraints for purchasing each item that did not meet affirmative procurement or bio-based content requirements during the previous fiscal year.

2. Waste Reduction Activity Report - The contractor shall track and report each November 1st, or as directed by the Center Environmental Office, to each Center’s Environmental Office any new process improvements or programs undertaken by the contractor (or subcontractors) that have contributed to waste reduction during the previous fiscal year. Waste reduction means preventing or decreasing the amount of waste being generated through waste prevention, recycling, or purchasing recycled and environmentally preferable products. This may be done through recycling* or waste prevention**. This may be accomplished through source reduction or by increasing reuse and recycling of items that would normally go to the landfill (trash). The information will be included in each Center’s annual report to NASA HQ on waste reduction activities. Limit responses to one page or less per item. The response shall include a description of the activity, the materials or waste reduction, an estimated volume or weight of reduction, and a contact name and phone number for a person knowledgeable about the reduction activity.

*NOTE: Recycling means the series of activities, including collection, separation, and processing by which products or other materials are recovered from the solid waste stream for use in the forms of raw materials in the manufacture of products other than fuel for producing heat or power by combustion.

**NOTE: Waste prevention means any change in the design, manufacturing, purchase, or use of materials or products (including packaging) to reduce their amount or toxicity before they are discarded. Waste prevention also refers to the reuse of products or materials.

3. Annual Energy Efficiency Awareness Report - The contractor shall report to each Center’s Energy Manager, on January 15 of each year, information on energy awareness programs and activities within the CyPrESS program (including subcontracts) beginning up contract start. This shall include:

(a) Presentations to the program team on energy awareness.

(b) Initiatives and activities to implement energy efficiency practices across the program.

(c) Purchase decisions where energy efficiency was an evaluation point.

(d) Level of involvement at each Center’s Sustainability and Energy Efficiency Teams.

4. Ozone Depleting Substances (ODS) Reports - The contractor shall track and report each January 15 to each Center’s Environmental Office the following information for the previous

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DRD Continuation Sheet TITLE: Environmental and Energy Consuming Product Compliance DRD NO.: SA-003

Reports

DATA TYPE: 3 PAGE: 3/3

15. DATA PREPARATION INFORMATION (CONTINUED):

15.3 CONTENTS (CONTINUED):

fiscal year related to ODS equipment that the contractor purchases, owns, operates, maintains, or repairs on-site:

(a) A list of the names of all EPA-Certified service technicians employed and their certification dates.

(b) A list of any ODS recovery/recycling equipment that will be used and copy of the 40

CFR 82.162 EPA registration.

(c) A list of any refrigeration/air conditioning units with a full charge of more than 50 pounds, not previously reported, including:

(1) Any identifying equipment numbers.

(2) The location of the equipment (building/room).

(3) The owning organization or contract name and number.

(4) A narrative description of the equipment.

(5) Refrigeration or air conditioning equipment with a full charge of >50 pounds, permanently removed from service during the year.

15.4 FORMAT: Contractor format is acceptable.

15.5 MAINTENANCE: None required.