Attachment 03 Data Procurement Document v2.pdf

80NSSC22R0013 NEHCSS

ATTACHMENT 03

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION (NASA)

NASA ENTERPRISE-WIDE HUMAN CAPITAL SUPPORT SERVICES (NEHCSS)

SOLICITATION NO. 80NSSC22R0013

DATA PROCUREMENT DOCUMENT (DPD)

DATA REQUIREMENTS LIST

DRL NUMBER:

NEHCSS Services

REVISION

Solicitation

PROJECT/SYSTEM

NEHCSS Contract

CONTRACT NUMBER TBD PREPARATION DATE

January 2022

CONTRACTOR TBD TECHNICAL APPROVAL TBD

ATTACHMENT NUMBER

Attachment 03

EXHIBIT NUMBER

N/A

ITEM NO. TITLE CHANGE

STATUS

CM-01 Contract Management Plan CM-02 Phase-In Plan CM-03 Organizational Conflict of Interest Plan CM-04 Employee Location Listing CM-05 Non-Disclosure Statements CM-06 Personnel Qualifications and Training CM-07 Diversity, Equity, and Inclusion (DE&I) Plan BP-01 NEHCSS Monthly Invoice BP-02 Monthly/Quarterly Progress Reports BP-03 Government-Owned Contractor-Held Property Asset

Report

BP-04 Records Management Plan BP-05 Firm-Fixed Price (FFP) and FFP-Level of Effort Task

Order Listing

QC/S- 01 Contractor Quality Plan QC/S-02 Quarterly Semi-Annual Self-Evaluation QC/S-03 Continuity of Operations Plan (COOP) QC/S-04 Safety and Health Plan

Contract No.: ______________________ Date Issued: ______________

Date Revised: ______________

DATA REQUIREMENTS DESCRIPTION (DRD)

1. DRD Title: Management Plan 2. DRD No.: CM-1

3. DESCRIPTION/USE: To provide the Government insight into contractor-managed activities and approaches.

4. Data Type: 1 5.

Applicable Documents:

6. DRD Category:

Contract Management

7. Interrelationships:

SOW Section 4.2, Program Management

8. DATA PREPARATION INFORMATION

SUBMISSION: Plan shall be submitted with the initial proposal. Upon NASA approval, this document becomes a contractual requirement. Any subsequent submissions after contract award should be submitted withing 30 calendar days of significant changes to both the Contracting Officer and the Contracting Officer’s Representative.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: This plan shall include, but not be limited to the following:

a. Plan describing the Contractor's concept plans, practice, and approach for accomplishing the requirements set forth in the contract, i.e., managing and quality control of onsite and remote/virtual project/work tasks, management communication interfaces, and staffing while mitigating risks. The plan shall be in such detail as necessary to convey the Contractor's internal procedures.

b. Organizational charts, roles, and responsibilities of each management level.

c. Teaming and Subcontractor charts, roles, and responsibilities of each level.

d. Narrative description of the management, technical, and business approaches that are used to accomplish the contractual tasks, projects, and programs to include management of diverse efforts, which may involve fragmentation of services at NASA’s geographically dispersed and remote locations. The description should also include the method(s) that the contractor will employ to provide the Government insight, data accessibility, and/or deliverables.

e. Descriptive material (sketches, flow charts, drawings, photographs, tables, forms, graphs, worksheets, charts, etc.) may be included if needed to clarify or explain matters in the text.

f. An approach for continuing or expanding performance in the event of a national emergency or mobilization effort, natural disaster, work stoppage or disruption, labor strikes, surge requirements, or other special circumstances.

g. Communication interfaces and frequency between the contractor, the Government, customers, and other contractors or entities which are necessary and pertinent to the accomplishment of contractual tasks, projects, and programs.

h. Quality control plan, in accordance with DRD QC/S-1, Contractor Quality Plan.

i. Analysis of management, technical and business approach risks posed by the defined approaches, including any actions the Government must adopt to mitigate risks.

j. Risk analysis and management approach that includes continual identification and assessment of technical, schedule, cost, security, and organizational risks involved with the delivery of support services under this Contract.

k. Short and long-term approaches for reducing Government investment in infrastructure an equipment.

1. DRD Title: Contract Phase-In Plan 2. DRD No.: CM-2

3. DESCRIPTION/USE: To provide a detailed description of the Contractor’s phase-in approach for transitioning Agency-wide HC services contracts from incumbent contractor(s) to the new Agency Enterprise-wide Support Services Contract.

SOW Section 4.14, Phase-In/Phase-Out Services

SUBMISSION: Initial plan shall be submitted with the proposal. Phase-in activities will occur at the Task order level and the duration of the Phase-In period will be dictated by the individual task order.

Updates within 30 calendar days of a significant change.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

CONTENTS: This plan shall include, but not be limited to the following:

a. The Contractor shall meet full performance requirements from start to end of the contract period.

Some examples of activities that remain the sole responsibility of the contractor include managing transition activities, hiring personnel, obtaining personnel badges, and clearances, training personnel, scheduling the performance of ordered work, ensuring approval of safety plan, and compliance with contractual data requirements.

b. Prior to performance of services ordered by the government under this contract, the Contractor shall accomplish all tasks required to begin work ordered under this contract.

c. Offeror shall submit a Phase-In Plan which shall detail the proposed implementation processes and strategies for effecting a smooth transition. The plan shall contain, at a minimum, detailed rationale, schedule, and specific approach to successfully complete each item described below.

d. Smooth phase-in consistent with maintaining efficient continuity of services for the time period prior to contract start, as defined by the task. Describe in detail the plan for maintaining continuous and efficient operations. Describe how you will work with incumbent contractors and NASA, including resources and interfaces expected from each to ensure an effective transition and continuous service.

e. Phase-in schedule to accomplish all proposed phase-in steps/milestones. Describe your approach for how you will implement the schedule. Include a plan to support the proposal to, and negotiation of, the first task order to be placed in the contract.

f. Details for initial staffing and training of personnel. Discuss proposed key personnel and demonstrated that they are committed to employment prior to start of contract.

g. Approach to understanding specific customer requirements prior to contract start.

h. Approach for ensuring completion of badging requirements and personnel security clearances to ensure employees are cleared for access to and its associated facilities, as required, prior to start of the contract.

1. DRD Title: Organizational Conflict of Interest (OCI)

Plan

2. DRD No.: CM-3

3. DESCRIPTION/USE: To document the Contractor’s comprehensive management approach and implementation methods for avoiding, identifying, neutralizing, and mitigating organizational conflicts of interests.

FAR 9.5, Organizational and Consultant Conflicts of Interest

SOW Section 4.2.1, Program Support becomes a contractual requirement. Any subsequent submissions shall be submitted quarterly, and as deemed necessary, significant changes should be submitted to both the Contracting Officer and the Contracting Officer’s Representative.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The Organizational Conflict of Interest (OCI) Plan shall meet the requirements of FAR 9.5 and include the following:

a. A summary of any known existing OCIs.

b. A summary of any identified issues carrying over from existing contracts that might lead to OCI, and any issues within the PWS that might lead to future OCI.

c. A summary of the Contractor’s rationale for instituting and applying the OCI Plan.

d. A description of the criteria and process for determining when an update to the plan is required.

e. A summary of the general methodology used to prevent, identify, neutralize, or mitigate OCI issues. Define company roles, responsibilities, and procedures for screening (i.e., identifying/recognizing, analyzing/evaluating, resolving, and reporting) existing and new business opportunities for actual/potential OCIs. Include any Contractor policies defining organizational or employee sanctions for violations of Contractor’s OCT procedures or requirements. Identify any Contractor recordkeeping or self-audit requirements related to Contractor’s OCI program. Identify any affiliated companies/entities (e.g., a parent company or a wholly-owned subsidiary) and procedures for coordinating OCIs with such affiliated companies/entities. Explain how the Contractor will flow down the provisions of this mitigation plan to any subcontractor that may have a conflict regarding performing the requirements of this contract.

f. A summary of the steps that the Contractor will take when an OCI has been identified of when circumstances have changed such that an OCI issue is probable. Include Contractor procedures for reporting of all potential/actual OCIs during performance of the contract and the contact of OCI reports.

g. A description of identified potential OCI risks, due to the Contractor’s relationships or potential relationships with the Government, other companies, and other contracts. The description shall characterize the risk and measures to avoid, neutralize, or mitigate each OCI threat. If using a firewall, explain how these actions will operate to successfully address the conflict without adversely affecting performance of the contract. Additionally, Contractor shall identify any potential OCIs created by the requirements of this RFP which the Contractor intended to resolve using methods other than mitigation

h. A description of the procedures the Contractor will use if needed to identify and partition Contractor personnel requiring access to or participation in activities that would otherwise create an OCI issue.

i. A description of the training to be provided to a Contractor personnel regarding potential OCIs on this contract.

1. DRD Title: Employee Location Listing 2. DRD No.: CM-4

3. DESCRIPTION/USE: To provide a listing of all current and separated employees.

4. Data Type: 3

FAR 52.215-2, Audit and Records-- Negotiations

SOW paragraph 4.1, Contractor Performance; Non-disclosure Agreements DRD; Continuity of Operations Plan DRD

SUBMISSION: Listing shall be submitted by the 15th calendar day of the month following first month of operation after full contract assumption. Thereafter, update once a month or as deemed necessary by the Contracting Officer.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The listing shall include, but not limited to, an organizational list with information for each employee (current and separated*) as follows:

a. total headcount of all contractor and subcontractor employees

b. employee's name

c. position

d. contact information (phone number, approved on-site location or U.S.-based alternate remote location (e.g., building/room number, or a designation as “remote and city/state locality”)

e. shift assignment

f. government customer’s name/Center

g. task order number

An approach for continuing or expanding performance in the event of national emergency (e.g., pandemic outbreak) or mobilization effort, natural disaster, work stoppage or disruption, labor strikes, surge requirements, or other special circumstances in accordance with DRD QC/S-3, Continuity of Operations.

*Note: The separated employees listing shall be continued until such time the Contracting Officer deems it no longer necessary.

1. DRD Title: Non-Disclosure Agreements 2. DRD No.: CM-5

3. DESCRIPTION/USE: To ensure that agreement is made between contractor employees and the U.S.

Government to protect contract proprietary data and management sensitive U.S. Government Information.

4. Data Type: 2

NFS 1852.237-72; NFS 1852.237-73

SOW Section 4.1, Contractor Performance

SUBMISSION: Agreements shall be submitted NLT five days after employee begins work on the contract.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The contractor shall submit Non-Disclosure Agreements (NDAs) for all personnel as designated by the Government upon employment under this contract, and prior to performing any government assigned duties as delineated as follows:

a. The NDAs shall be prepared in accordance with company policies and procedures and are required for all personnel employed on the HRIPS Contract to safeguard sensitive information from unauthorized use and disclosure.

b. NDAs shall include a statement that employees have completed the mandatory agency Information Technology Security Training and will comply with the training on the Authorized Uses and Mandatory Protections of Sensitive Information needed in performing this contract.

c. Contract management shall provide a report of mandatory information security training.

1. DRD Title: Personnel Qualifications and Training 2. DRD No.: CM-6

3. DESCRIPTION/USE: To provide data on the qualifications and training required for contract employees to maintain existing skills to ensure continuity of services in the event of employee turnover, and to provide data on employee development (including new technologies).

SOW paragraph 4.3, Personnel Qualification and Training

SUBMISSION: 15 calendar days following the end of the first contract year quarter following full contract assumption; thereafter, 15 calendar days following the end of each six-month period (semi-annually) or as deemed necessary by the NASA OCHCO Agency CO.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

CONTENTS: As a minimum, the Training Plan shall contain the following:

a. A comprehensive status report of all on-going employee training to maintain or improve skills and experience prerequisites to ensure employees are keeping abreast of changing developments in a field, to enhance skills required for the position, and to meet new Government requirements (e.g., a new IT system), and to add value to Government operations.

b. Overview of the training accomplished during the period, the employee(s) (by name and position title) who attended the training, the new skill/benefits of the training completed, and the task order reference number.

c. Overview of intended training for the next quarter, the employee(s) (by name and position title) proposed to attend the training, and the task order reference number.

1. DRD Title: Diversity, Equity, and Inclusion (DEI) Plan 2. DRD No.: CM-7

3. DESCRIPTION/USE: The DE&I plan demonstrates the contractor’s commitment to fairness regarding diversity, equity, and inclusion. 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 DE&I 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.

Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities Through the Federal Government

7. Interrelationships:

SOW Sections 4.2, Program and Contract Management

8. DATA PREPARATION INFORMATION:

SUBMISSION: Plan shall be submitted with the initial proposal, and thereafter updated annually.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

SCOPE: 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.

CONTENTS: The DE&I Plan shall identify qualitative and quantitative approaches utilized to measure progress in the areas of Leadership and Commitment, Diverse Talent, and Culture and Sustainability. The following shall be addressed annually:

Leadership and Commitment – Demonstrate leadership’s commitment and accountability to diversity, equity, and inclusion. Identify quantitative approaches utilized to measure progress of a Diversity and Inclusion program

1. What is the operational status of, and level of resources available to, offices or divisions within the organization that are responsible for advancing civil rights or whose mandates specifically include serving underrepresented or disadvantaged communities?

2. What actions has the organization taken to implement affirmative equity-enhancing policies, regulations, guidance, and approaches to emphasizing equity in policy- and rule-making processes?

3. Describe how the organization’s commitment will be communicated internally and externally from leadership to employees and stakeholders.

Diverse Talent – Demonstrate a pursuit of a high performing diverse workforce from underserved communities.

1. What barriers or opportunities exist to engage subject matter experts from underserved communities in industry and academia? How does the organization plan to overcome those barriers?

2. How will underserved communities be leveraged?

3. Described recruiting activities, objectives, and outcomes (e.g., number of participants, number interviewed and hired from underserved communities).

Culture & Sustainability – Demonstrate how an inclusive and fair work environment will be cultivated and maintained.

1. Based on the data, what structures and strategies will be used to manage diversity, measure results, refine approaches, and institutionalize a culture of inclusion?

2. Identify actionable opportunities to improve data collection, use, and sharing that would allow for disaggregation, the ability to deliver services more equitably, and better understanding of how programmatic and policy decisions impact underserved communities.

3. Describe other corporate activities that seek to increase support of diversity, equity, and inclusion.

1. DRD Title: NEHCSS Monthly Invoice 2. DRD No.: BM-1

3. DESCRIPTION/USE: To provide the Government with the details (as necessary to convey the Contractor's invoicing procedures) of the Contractor's monthly cost and accrual processing in preparation for monthly invoice payment/disbursement.

Business Management

7. Interrelationships:

SOW Section 4.9, NASA Contractor

Financial Management

SUBMISSION: Invoices shall be submitted 30 calendar days after award, and thereafter monthly and as requested if deemed necessary by the Contracting Officer.

FORMAT: Invoices shall be submitted in electronic Microsoft Excel format utilizing the Invoice DRD file provided as part of the RFP.

To preserve consistency and facilitate monthly processing of invoice payments, changes to the Invoice DRD template shall be reviewed and approved by the NEHCSS Contracting Officer (CO), Contracting Officer’s Representative (COR), and Contract Analyst prior to implementation.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses shall be noted on a separate distribution list to be furnished by the Contracting Officer.

A copy shall be provided to the following Government personnel:

a. NEHCSS Contracting Officer (CO)

b. NEHCSS Contracting Officer’s Representative (COR)

c. NEHCSS Contract Analyst

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

CONTENTS: The monthly invoice shall include the following information:

SMRY CLIN & TASK ORDER (TO) Tab -

1. Contract Number

2. Invoice Date

3. CLIN Number

4. CLIN Ceiling

* As of invoice date.

5. CLIN Funding

* Formula specified in excel template.

* As of invoice date.

6. Total CLIN Cost ITD

* Formula specified in excel template.

7. Projected CLIN Cost to End

* Formula specified in excel template.

8. CLIN Ceiling Available

* Formula specified in excel template.

9. CLIN Funding Available

* Formula specified in excel template.

10. CLIN Number (specific to Task Order below)

11. Task Order Number

12. Task Order Ceiling

* As of invoice date.

13. Task Order Funding

* As of invoice date.

14. Total Task Order Cost ITD

* Formula specified in excel template.

15. Projected Task Order Cost to End

* Formula specified in excel template.

16. Task Order Ceiling Available

* Formula specified in excel template.

17. Task Order Funding Available

* Formula specified in excel template.

INVOICE LINE ITEM DETAILS Tab -

1. Contract Number

2. Invoice Date

3. CLIN Number

4. Task Order Number

5. Division/Center HRO

* Represents the Division/Center HRO the WYE is supporting.

* See list of Office of Chief Human Capital Officer (OCHCO) Divisions/Center HROs included Invoice template.

* Note, Divisions/Center HROs are subject to change as OCHCO transforms.

6. Contract SOW

* Shall correlate with the Contract SOW and reflect the type of work the WYE is performing.

7. Labor Category (Specify Onsite vs. Remote)

* Shall correlate with the list of labor categories and specify onsite (ON) and remote for each entry.

8. Labor Category Rate Field Location *Corresponds to the hourly rate (step 10 below) associated with employee’s physical location

*See list of Rate Field Locations included in the Invoice template.

9. Employee Name (Last, First MI)

10. Hourly Rate

* Shall correlate with the hourly rate per the official list of labor categories for the invoice period being reported.

11. Hours (Current Period)

12. Cost (Current Period)

* Formula specified in excel template.

13. Hours Adjusted (Prior Periods)

* Shall only include adjustments to hours in the current invoice period affecting prior periods.

14. Cost Adjustment (Prior Periods)

* Shall only include adjustments to cost in the current invoice period affecting prior periods.

15. Total Hours ITD (Prior Period)

* Shall match the "Total Hours ITD" column per the previous invoice.

16. Total Cost ITD (Prior Period)

* Shall match the "Total Cost ITD" column per the previous invoice.

17. Total Hours ITD

* Formula specified in excel template.

18. Total Cost ITD

* Formula specified in excel template.

19. Projected Hours to End

20. Projected Cost to End

Important – Formulas specified per excel format shall be included in monthly DRD deliverable.

Contract No.: ______________________

1. DRD Title: Monthly/Quarterly Progress Report 2. DRD No.: BM-2

3. DESCRIPTION/USE: To provide visibility to contractor and OCHCO project management of actual and potential problems and progress toward meeting the cost, technical, and schedule requirements.

SOW paragraph 4.6, Monthly/Quarterly Metrics and Status Reports

SUBMISSION: Report shall be submitted by the 15th calendar day following the end of each month for the first six months, and thereafter, ten calendar days following the end of each quarter to follow.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

CONTENTS: The Monthly/Quarterly Progress Report shall contain the following:

a. Contract Progress.

1. Work accomplished for current reporting period, including a report of overall cost, technical, and schedule performance.

2. Work planned for next reporting period.

3. Current problems which impede performance or impact program schedule or cost and proposed corrective action.

4. Other information that assists the Government in evaluating the contractor's cost, technical, and schedule performance, e.g., innovative processes and cost reduction initiatives.

b. Task Order Progress.

1. Task order number, work order title, and unique number.

2. Labor hours, material price, and travel price by contract period of all work orders issued under the contract by organization/customer.

3. Price incurred for each task order.

4. Task order ceiling

1. DRD Title: Government-Owned Contractor-Held Property Assets Report

2. DRD No.: BM-3

3. DESCRIPTION/USE: To document the monthly use and cumulative costs for Government Owned/Contractor Held Property Assets.

7. Interrelationships:

SOW Section 4.8, Property Management and Coordination

SUBMISSION: Report shall be submitted 30 calendar days following start of Phase-ln, and thereafter monthly, and as requested if deemed necessary by the Contracting Officer.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The contractor shall report the actual monthly costs and the actual cumulative costs incurred for each new capital asset acquisition (Government Owned Contractor Held capital asset - Real and Personal Property) to the NASA Property Accountant. This report shall include the contractor’s 533 unique identification number (Personal Property) or facility number (Real Property), item description, current month actual costs, cumulative actual costs, and invoice number for each capital asset. The Contractor must also provide documentation to support the reported actual monthly costs for each capital asset. The Contractor shall submit a separate invoice for each capital asset. The invoice detail shall include the unique 533 identification number or facility number. Please see below for the capitalization criteria (FMR, Volume 6, Chapter 4 040503) and the values that should be included in the total cost.

A. Capitalization Criteria

1. NASA will capitalize individual items of PP&E which:

a. Have a unit acquisition cost of $100,000 or more for all assets other than internal use software which has a capitalization threshold of $1,000,000.

b. Have an estimated useful life of two years or more.

c. Are not intended for sale in the ordinary course of operations, and.

d. Have been acquired or constructed with the intention of being used or being available for use by the Agency.

2. If an item, as originally installed, is an aggregate of components which could stand alone (as opposed to parts) and are severable, those components should be individually subjected to the capitalization criteria and only those components which meet the criteria shall be originally capitalized. If an item, as originally installed, is an aggregate of components which could not stand alone and are not severable (see collateral and non-collateral equipment at FMR Volume 6, 040505, those components shall be subjected to the capitalization criteria in aggregate.

B. Values

1. Capitalized values shall include all costs incurred to bring PP&E to a form and location suitable for its intended use, i.e., the total cost to NASA. For example, the cost may include the following, as appropriate for the type of PP&E capitalized:

a. Amounts paid to vendors or contractors, including fees.

b. Transportation charges to the point of initial.

c. Handling and storage charges.

d. Labor and other direct or indirect production costs (for assets produced or constructed).

e. Engineering, architectural, and other outside services for designs, plans, specifications, and surveys.

f. Acquisition and preparation costs of buildings and other facilities;

g. An appropriate share of the cost of the equipment and facilities used in construction work;

h. Fixed equipment and related installation costs required for activities in a building or facility;

i. Direct costs of inspection, supervision, and administration of construction contracts and construction work;

j. Legal and recording fees and damage claims;

k. Fair market value of facilities and/or equipment donated to the Government;

l. Material amounts of interest costs paid.

2. Costs of extended warranties should be expensed at the time of payment and not be included in the capitalized value. Where capitalized equipment is traded in for another piece of capitalized equipment, the capitalized value of the new asset will be acquisition costs; including the amount received for the trade-in. Capitalized value will be net of discounts taken.

The following format shall be used for the purpose of this report.

Format for Government-Owned / Contractor -Held Capital Asset Report – DRD-BM-3

DATA REQUIREMENTS DESCRIPTION WORKSHEET

(1 item per worksheet)

EQUIPMENT CONTROL NUMBER (PERSONAL PROPERTY): ____________________

OR FACILITY NUMBER (REAL PROPERTY): _____________________

MONTH:___________________

FISCAL YEAR: _____________

CLIN/Task Order #

ITEM DESCRIPTION CURRENT

MONTH

COSTS

CUMULATIVE

COSTS

INVOICE

NUMBER

NAME: ____________________________________________________

SIGNATURE: _______________________________________________

TITLE: ____________________________________________________

DATE: __________________

The contractor shall provide an itemized report listing all contractor-owned purchased equipment.

The listing shall include a complete description, use of the equipment, its purchase cost, acquisition date, depreciation approach, and net book value. Sample format is attached.

1. DRD Title: Records Management Plan 2. DRD No.: BM-4

3. DESCRIPTION/USE: To document, maintain, and manage Federal Records

4. Data Type: 2

- 44 U.S.C. Chapters 29, 31, 33.

- 44 U.S.C. 3501 et seq., Paperwork Reduction Act.

- 36 CFR Parts 1220-1238.

- 5 U.S.C. 552, The Freedom of Information Act as amended.

- 5 U.S.C. 552a, The Privacy Act of 1974 as amended.

Homeland Security Presidential Directive/HSPD-12.

- OMB Circular A-130, Management of Federal Information Resources.

- OMB Circular A-123, Internal Control Systems.

- Executive Order 12656, Assignment of Emergency Preparedness Responsibilities, Sections 201, 202, 1901, and 2001 (November 18, 1988), as amended.

- NPD 1440.6G, NASA Records Management.

- NPD 2190.1A, NASA Export Control Program.

- NPR 1441.1D, NASA Records Retention Schedule.

SOW paragraph 4.7, Records Management

SUBMISSION: Plan shall be submitted by the 15th calendar day following the end of each contract year quarter for the first six months, and thereafter by the 15th calendar day following the end of a six-month period (semi-annually).

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

REMARKS: The following definitions are provided for clarification purposes.

a. Government-owned records. Except as provided in paragraph (b) of this clause, all records acquired or generated by the contractor in its performance of this contract shall be the property of the Government and shall be delivered to the Government or otherwise disposed of by the contractor either as the contracting officer may from time to time direct during the process of the work or, in any event, as the contracting officer shall direct upon completion or termination of the contract.

b. Contractor-owned records. The following records are considered the property of the contractor and are not within the scope of paragraph (a) of this clause:

• Employment-related records (such as workers compensation files; employee relations records, records on salary and employee benefits; drug testing records, labor negotiation records, records on ethics, employee concerns, and other employee related investigations conducted under an expectation of confidentiality; employee assistance program records; and personnel and medical/health–related records and similar files), except for those records described by the contract as being maintained in Privacy Act systems of records.

• Confidential contractor financial information, and correspondence between the contractor and other segments of the contractor located away from the NASA Center (i.e., the contractor’s corporate headquarters);

• Records relating to any procurement action by the contractor, (confidential financial information and correspondence obtained by the Contractor for use in its subcontracts;

source selection and other confidential, pre-decisional, or similar documents relating to the Contractor’s deliberative process in selecting subcontractors) except for records that fall under 48 CFR Chapter 18 that may apply to NASA;

• Legal records, including legal opinions, litigation files, and documents covered by the attorney-client and attorney work product privileges;

• The following categories of records maintained pursuant to the technology transfer clause of this contract.

i. Executed license agreements, including exhibits or appendices containing information on royalties, royalty rates, other financial information, or commercialization plans, and all related documents, notes and correspondence.

ii. The contractor’s protected Cooperative Research and Development Agreement

(CRADA) information and appendices to a CRADA that contain licensing terms and conditions, or royalty or royalty rate information.

iii. Patent, copyright, mask work, and trademark application files and related contractor invention disclosures, documents and correspondence, where the contractor has elected rights or has permission to assert rights and has not relinquished such rights or turned such rights over to the Government.

c. Metadata. Metadata as defined by ISO 15489-1 3.12 “Metadata: data describing context, content, and structure of records and their management through time.”

CONTENTS: The File Plan (Annual Summary of Holdings) shall accurately and completely identify how the Agency's records will be maintained, preserved, protected and dispositioned in accordance with policies and procedures. The contractor's format is acceptable and shall include:

a. AFS # Agency Filing Scheme number can be found in the NPR 1441.1

b. Item # In accordance with NPR 1441.1

c. Record Title A description of what the record is and its function

d. Office of Record Office responsible for retiring the record at end of lifecycle

e. Location Physical location of records

f. Retention/Disposition The period of time the record will be kept, and how it is treated at the end of its active cycle

g. Perm vs. Temp Designation of permanent status or temporary status of records including marking records that are ITAR controlled sensitive

h. Vital Status Records identified as necessary for continuing operations immediately following an emergency

i. Volume Volume of records

1. DRD Title: Firm-Fixed Price (FFP) and FFP-Level of

Effort (LOE) Task Order Listing

2. DRD No.: BM-5

3. DESCRIPTION/USE: To provide a monthly list of any FFP/FFP-LOE task orders issued or modifications to existing FFP-LOE task orders by Center Procurement Offices.

7. Interrelationships (other DRDs, PWS):

SOW Section 4.11, FFP/FFP-LOE Task Order Listing; Monthly-Quarterly Progress Reports DRD; Quarterly Semi- Annual Self-Evaluation DRD

SUBMISSION: Listing shall be submitted NLT the 15th calendar day following the end of each calendar month.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The FFP-LOE Task Order List covers a specific reporting period, and shall include the following:

a. FFP/FFP-LOE Task Order Number

b. Description of Services

c. Period of Performance

d. Center

e. Amount

Date Issued: ___________

Date Revised: ___________

1. DRD Title: Contractor Quality Plan 2. DRD No.: QC/S-1

3. DESCRIPTION/USE: To ensure that quality requirements are implemented and satisfied throughout all phases of contract performance

Quality Control & Safety

7. Interrelationships:

SOW Section 9.0, Quality Assurance;

Monthly/Quarterly Progress Reports DRD; Quarterly/Semi-Annual Self- Evaluation DRD becomes a contractual requirement. Any subsequent submissions for significant changes after contract award should be to both the Contracting Officer and the Contracting Officer’s Representative.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The Quality Plan shall describe the implementation of quality policies and processes that will ensure compliance with the requirements for progress reporting on cost and workforce information, and contractor support services and products to include but not limited to:

a. Organizational charts which illustrate the functional relationships and lines of communication between the organizations executing the quality requirements, management, and other organizational elements.

b. Description of the quality management functions within the organization including the process through which management decisions will be made.

c. Description of the responsibility, authority, and accountability of Quality personnel.

d. Description of the boards and panels serving the Quality organization.

e. Description of inspection requirements, surveillance methodology, quality metrics, and/or leading indicators used to maintain insight/oversight of the Quality function throughout the contractor organization.

f. Description of flow down of NSTS 5300.4 (1D-2) requirements to contractor quality management system documents organizational elements including verification method to ensure requirements have been met.

g. Description of surveillance methodologies to be used to measure the effectiveness of the quality program.

h. Description of the certification/qualification training approach, including listing all processes/tasks/positions that require certification or qualification and the requirements for achieving that certification or qualification. The certification and qualification training requirements shall include the type of training offered, employee requirements for completing training, and the frequency of training.

i. A selection of inspection points when necessary, dependent upon the criticality of characteristics or assessments of risk.

j. A revised Quality Plan when major organizational changes occur that changes the organization executing the quality requirements, changes in quality management functions including the process through which management decisions will be made, or changes in organizational responsibility, authority, and accountability.

k. A submission for review and concurrence by NASA OCHCO Enterprise of Quality Plan basic and revisions.

Date Issued: ___________

Date Revised: ___________

1. DRD Title: Quarterly/Semi-Annual Self-Evaluation 2. DRD No.: QC/S - 2

3. DESCRIPTION/USE: To provide data and visibility to Contractor and OCHCO Management of actual and potential problems and progress toward meeting the requirements of the contract.

7. Interrelationships:

SOW Section 4.6, Monthly/Quarterly Metrics and Status Reports

SUBMISSION: Evaluation shall be submitted 15 calendar days following the end of each contract year quarter for the first six months, and thereafter 15 calendar days following the end of a six-month period (semi-annually).

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete

CONTENTS: As a minimum, the Quarterly/Semi-Annual Self-Evaluation shall contain the following:

a. Reports to assess status, tracking of FFP / FFP-LOE task orders and workforce information, tracking of performance of the requested services, and identification of problems that need resolution for accomplishment of contract efforts.

b. Overview of work accomplished during the period.

c. Discussion of non-routine tasks for the next reporting period.

d. Indications of any problems which may impede performance or impact performance, schedule, or cost.

e. Comprehensive status report on progress for the contract, including all and IDIQ task orders.

f. Any Contractor process improvements and/or cost savings and any Contractor recommendations for ways the Government may improve processes, save costs, and/or time.

1. DRD Title: Continuity of Operations Plan (COOP) 2. DRD No.: QC/S -3

3. DESCRIPTION/USE: To ensure the performance of mission-essential operations during any type of emergency or other situation that may disrupt normal operations.

NPR 1600.1

SOW Section 4.2, Program and Contract Management

SUBMISSION: Plan shall be submitted with the initial proposal and updated thereafter annually upon the contract anniversary award date. Upon NASA approval, this document becomes a contractual requirement. Any subsequent submissions for significant changes after contract award should be to both the Contracting Officer and the Contracting Officer’s Representative.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The goal of COOP is to (1) ensure continuous performance of NASA's mission-essential operations and functions during an emergency situation; (2) protect mission-essential NASA facilities, equipment, vital records, and other assets; (3) reduce or mitigate disruptions to mission-essential operations; (4) reduce loss of life; (5) minimize damage and losses; and (6) resume full, normal essential operations to our customers through a timely and orderly recovery from an emergency.

A viable COOP capability shall (1) be maintained at a high level of readiness; (2) be capable of being implemented with and without warning; (3) be operational within 12 hours of activation; (4) maintain sustained essential operations for a minimum of 30 days; and (5) take maximum advantage of available field infrastructure, existing Agency emergency preparedness program procedures, and established Information Technology (IT) Security plans.

The COOP is a "sensitive" document. It is deemed "Sensitive But Unclassified (SBU)," and shall be handled in accordance with NPR 1600.1, NASA Security Program Procedural Requirements, as amended. All electronically stored and distributed copies of the COOP shall be protected from unauthorized access.

1. DRD Title: Safety and Health Plan 2. DRD No.: QC-S-4

3. DESCRIPTION/USE: To ensure the contract is conducted in a safe manner and complies with all safety and health directives, instructions, policies, and regulations as listed in this contract. To verify the contractor intends to be proactive in safety and health practices. To assure employees have a safe work environment/conditions throughout the performance of this contract.

NFS 1852.223-73

NPR 8715.3

KNPR 8715.3

NSTS 5300.4 (1D-2)

29 CFR 1910

29 CFR 1926

SOW paragraph 2.1, Scope of Work

SUBMISSION: Plan shall be submitted with the initial proposal and updated thereafter as needed. Work cannot begin until the plan is approved. Upon NASA approval, this document becomes a contractual requirement. Any subsequent submissions for significant changes after contract award should be to both the Contracting Officer and the Contracting Officer’s Representative.

FORMAT: Data submittals shall consist of a single Adobe Acrobat PDF file. The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

COPIES / DISTRIBUTION: Electronic submission of data deliverables is required. Recipient names and email addresses (if applicable) shall be noted on a separate distribution list to be furnished by the Contracting Officer.

DRD REVISION AND MAINTENANCE: Changes shall be incorporated by change page or complete reissue.

CONTENTS: The Safety & Health Plan shall describe tasks and activities of the safety and health management at each site where the contractor is operational to assure identification, evaluation, and elimination/control of safety and health concerns. At a minimum, the plan shall include the following:

a. All Safety & Health Plan requirements specified in NFS 1852.223-73, NPR 8715.3 Appendix E, KNPR8715.3, and NSTS 5300.4.

b. Organization chart(s) which illustrates the functional relationships and lines of communication between the Safety and Health organization and other organizational elements, including all subcontracts.

c. Descriptions of the safety and health management functions within the organization including the process through which management decisions will be made, notification to the local NASA Safety and Health organization of hazards, corrective actions, mishaps, and deviations to NASA safety and health requirements.

d. Description of the responsibility, authority, and accountability of Safety and Health personnel, other contractor organizational elements involved in the safety and health, and subcontractor safety and health personnel. Include the organizational unit responsible for the execution of safety and health tasks and the position with the authority to resolve all identified safety and health issues.

e. Description of the…