ATT W - Financial Management Reporting.pdf

ATTACHMENT W

FINANCIAL MANAGEMENT REPORTING

REQUIREMENTS

RFP 80TECH23R0002

CONTRACT # TBD

DATE: MARCH 2023

80TECH23R0002

Attachment W

FINANCIAL MANAGEMENT REPORTING REQUIREMENTS

Financial Management Reports shall be submitted by the Contractor on the NASA 533 series reports, in accordance with the instructions on the reverse of the forms, NASA Procedural Requirements NPR 9501.2E entitled "NASA Contractor Financial Management Reporting,” dated May 27, 2011, and additional instructions issued by the Contracting Officer.

A. Level of Detail

For the Core baseline portion of the contract, the Contractor’s 533 Reports shall contain a summary of total Core baseline contract costs at the total contract level.

An individual 533 Report shall be provided for each Work Package at the total Work Package level, including Sub Work Packages and Task Order, including sub-tasks in addition to a cumulative 533 Report summarizing all Work Packages issued.

The reports shall contain a breakdown of hours and costs by the elements of cost categories listed in Section D below.

B. Reporting:

Annual Accounting Calendar

The contractor’s accounting calendar for the contract period of performance shall be provided in electronic format to the Contract Resource Analyst (CRA), and Cost Accountant (CA) within 10 calendar days after contract award. Updates to the accounting calendar shall be provided in electronic format to the CRA and CA before the delivery of the subsequent NF533. Template will be provided.

Reporting Categories

The Contractor is required to coordinate with the NASA Contract Resource Analyst (CRA), assigned to the contract, in order to establish and maintain the Reporting Categories the contractor shall use to comply with this data requirement. A Reporting Category (RC) correlates to a Work Package, including Sub Work Packages and Task Order, including sub-tasks, delivery order, or Work Breakdown Structure (WBS) and is the level at which cost is reported. Each RC can have Sub-Reporting Category line items (detailed cost elements) that add up to a RC.

Variance Narrative Reporting

In accordance with Section 3.6.3 of NPR 9501.2E, the Contractor shall include a variance narrative explanation for:

a) monthly variances exceeding plus or minus 10 percent (+/- 10%) or $10,000, unless otherwise directed by the Government, between the Total Direct Labor Hours (prime and subcontractors) and/or Total Estimated Cost amount shown in the prior month and the Actual Total Direct Labor Hours and/or Actual Total Cost amount shown in the current month for each individual Work Package, including Sub Work Packages and Task Order, including sub-tasks, and at the Core baseline total contract level (For example, the Total Estimated Cost amount shown for June in column 8a in the May NF533M and the Actual June Total Cost amount shown in column 7a in the June NF533M).

The variance reports should be submitted for each of the following items:

Column 7a current month (actuals) to 8a previous month (estimate) Column 7a current month (actuals) to 7b current month (plan)

Column 7b (planned cost incurred/hours worked for the month) and 7d (cumulative planned cost incurred/hours worked) of the NF533M represent the negotiated baseline plan for the contract. There may not be a relationship between the estimates provided in columns 8 of the NF533M to columns 7b and 7d. Columns 7b and 7d represent the legally binding contract negotiated baseline plan plus all authorized changes.

b) the variance at completion for each individual Work Package, including Sub Work Packages and Task Order, including sub-tasks is +/- 10% or $50,000 unless otherwise directed by the Government.

Prior period cost adjustments shall be reported in column 7a and 7c of NF533M and column 7a of the NF533Q as soon as identified. In a footnote, the cost adjustment shall be delineated by government fiscal year, discuss the reasons for, the amounts of, and the time/period for the adjustment(s).

Each variance narrative shall explain the: (1) reason for the variance, (2) impact(s) on the Core baseline and/or each individual Work Package, including Sub Work Packages and Task Order, including sub-tasks and (3) specific corrective action(s) being taken or to be taken.

All NF533 reports submitted shall show values to the second decimal.

Quarterly Estimate Report

If the contractor’s month-end reporting does not align with the last day of the calendar month, the contractor shall provide a supplemental report for each calendar-month ending a government fiscal quarter (December, March, June, and September). The report shall be broken down by reporting category and include the original and adjusted 533M Current Month Estimated Cost and Hours (8a) that reflects the estimated costs and hours accrued through the last day of the calendar month. All estimated costs shall include unfilled orders expected to be delivered during the adjusted period. The following format shall be used for this report.

C. Distribution

NASA policy requires Control Unclassified Information (CUI) data file types be encrypted prior to being uploaded/ sent to NASA. Any Control Unclassified Information (CUI) data requires the documentation clearly labeled as “Control Unclassified Information” and emails containing CUI data be encrypted.

The Contractor shall distribute 533 reports to each addressee indicated in the contract clause entitled, "Financial Management Reporting." The Contractor shall submit an initial report in the NF533Q format no later than 30 calendar days after contract award.

After the initial report, the NF 533M reports shall be distributed not later than the tenth (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, reports will be submitted on the next business day following the weekend or holiday. The 533Q reports shall be distributed not later than the fifteenth (15th) calendar day of the month preceding the quarter being reported.

D. Reporting Requirements

Each individual report shall, at a minimum, provide cost data by the following elements of cost categories:

1. Prime Direct Labor Hours:

(List all applicable labor categories)

Total Prime Direct Labor Hours

2. Subcontractor Direct Labor Hours:

Subcontractor A Direct Labor Hours

Subcontractor B Direct Labor Hours

Subcontractor C Direct Labor Hours

Total Subcontractors Direct Labor Hours

3. Total Prime and Subcontractors Direct Labor Hours

4. Prime Direct Labor Costs:

Total Prime Direct Labor Costs

5. Subcontractor Direct Labor Costs:

Total Subcontractor Direct Labor Costs

6. Total Prime and Subcontractors Direct Labor Costs

7. Prime Overhead Expense

8. Other Direct Costs (ODCs):

a. Subcontracts (list separately, Subcontractor A, B, C, etc.)

b. Material (e.g., Software licenses)

c. Travel

d. Other (specify)

Total ODCs

9. Subtotal (Direct Labor, Overhead & ODCs)

10. G&A Expense

11. Total Estimated Cost

E. Budget Planning Support

The Contractor shall support the Government Internal planning process, and NASA Centers’ specific customer planning processes. This process is two-fold. Prior to the Program Planning and Budget Execution (PPBE) (formerly known as Program Operating Plan) process each spring, the Contractor shall provide estimates at the work packages and task orders for the next fiscal year.

The Contractor shall support the Government in creating an annual cost-operating plan prior to the beginning of each Government fiscal year (October 1 – September 30). As part of the annual budget planning, the Contractor shall provide cost estimates, technical impact statements, and decision packages as required. The exact support requirements and their schedule will be given when the support task is assigned.

Once the cost plan has been finalized and task orders have been completed, the Contractor shall assist the Government in the management of the plan as cost and workload variances occur. The Contractor will also be asked to support the Government throughout the life of the contract as it responds to variations in funding levels and technical priorities.