Attachment J-02 Data Requirements List.pdf

THE TECHNICAL WORKFORCE

EDUCATION AND EXPERTISE

DEVELOPMENT SERVICES

(TWEEDS)

Data Requirements List

Attachment J-02

DATA REQUIREMENTS LIST

DRL Number: 01 Revision: BASE

Project/System: The Technical Workforce Education and Expertise Development Services (TWEEDS)

Contract Number: TBD Preparation Date: TBD

Contractor: TBD Technical Approval: TBD

Attachment Number: J-02 Exhibit Number: N/A

ITEM DRD NO. TITLE CHANGE STATUS

1 DRD 001

Diversity, Equity, Inclusion, and Accessibility

(DEIA) Plan

2 DRD 002 Organizational Conflict of Interest Plan

3 DRD 003 IT Security Management Plan

4 DRD 004 Safety and Health Plan

5 DRD 005 Listing of Current Employees and Training Status

6 DRD 006 Records Management Program Plan

7 DRD 007 Records Management File Plan

8 DRD 008 Monthly Progress Reports

1. DRD Title: Diversity, Equity, Inclusion, and Accessibility (DEIA) Plan

2. DRD No.: 001 3. Data Type: 3 4. OPR: OP

5. Solicitation No.: 80GRC022R0013

6. Contract No.: TBD

7. Date Issued: N/A

8. Date Revised: N/A 9. DRD Category:

Technical ☐

Administrative ☒

S&MA ☐

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

11. Distribution: GRC CHC Contracting Officer

Contracting Officer Representative (COR)

Initial Submission: Plan shall be submitted within 30 days after contract award.

Submission Frequency: Update annually

Format: Contractor’s format is acceptable.

Interrelationship: N/A

Applicable Documents: Executive Order 13985, Advancing Racial Equity and Support for Underserved

Communities Through the Federal Government

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 DEIA 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. Discuss the specific diversity metrics utilized by the organization to measure performance in achieving a diverse workforce and provide the corresponding metrics for the current or most recent organizational reporting period

2. 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?

3. How will underserved communities be leveraged?

4. Describe 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.

Remarks: N/A

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

1. DRD Title: Organizational Conflicts of Interest (OCI) Plan

2. DRD No.: 002 3. Data Type: 1 4.OPR: OP

Administrative ☒

S&MA ☐

10. Description/Use: The Plan will communicate the contractor’s approach to identify and resolve OCIs. The contractor will be held accountable for identifying, dispositioning, and reporting OCIs during contract performance.

Initial Submission: 30 days after contract award

Submission Frequency: Once; 30 days after contract award.

Format: Contractor’s format is acceptable. The electronic format shall be compatible with Microsoft Office.

Interrelationship: NASA Federal Acquisition Regulation (FAR) Supplement (NFS) 1852.209-71, Limitation of

Future Contracting, NFS 1852.237-72, Access to Sensitive Information, NFS 1852.237-73, Release of Sensitive

Information.

Applicable Documents: FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, NFS 1809.500, NASA Guide on Organizational Conflicts of Interest.

Scope: The OCI Plan describes the contractor’s comprehensive approach to identify, avoid, mitigate, neutralize, and report potential OCI issues, including conflicts described in the solicitation and those discovered during contract performance.

Contents: The OCI Plan shall meet the requirements of FAR 9.5 and include the following:

1. Point of contact for OCI issues and reports.

2. Demonstrate an understanding of (1) OCI principles and (2) the full breadth of OCI issues and the types of harm that can result. The Plan at a minimum addresses the three primary types of OCIs (i.e., biased ground rules, unequal access to information, and impaired objectivity).

3. Define company roles, responsibilities, and procedures for (1) screening (i.e., identifying/recognizing, analyzing/evaluating, resolving, and reporting) existing and new business opportunities for actual/potential

OCIs and (2) monitoring and reporting all potential/actual OCIs that arise, resolving conflicts, and reporting previously unidentified OCIs or potential OCIs to the Government.

4. Describe how employees are notified of the Plan’s requirements and how this notification will be documented.

Establish and require entrance training for new employees, refresher training for existing employees, and exit training for departing employees. Describe how completion of this training will be documented, including a copy of any training certification template that the contractor will use to document that its employees have completed training.

5. Describe how the contractor will report breaches of the protective measures in the Plan to the contracting officer. The Plan should describe what processes the contractor will implement following any breach and should indicate that final resolution of the corrective action must be approved by the contracting officer.

6. 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.

7. Address the process for reporting all potential/actual OCIs that arise during performance of the contract. An

OCI report shall include (1) a description of the conflict, (2) the plan for resolving the conflict, and (3) the benefits/risks to contract performance associated with plan approval/acceptance. Specific resolution strategies shall be appended to the Plan upon approval by the Government.

8. Explain how the contractor will flow down the provisions of this Plan to any subcontractor that may have a conflict with regard to performing the requirements of this contract. Discuss affected subcontractors’ OCI program as it relates to this contract and specifically explain how affected subcontractors will identify, resolve, and report actual/potential OCIs associated with this contract.

9. Define organizational and employee sanctions for violations of established OCI procedures/requirements/guidelines.

10. Include an assertion from the Contractor that to the best of their knowledge no OCIs exist currently, if applicable. Provide a list of all the prime’s and subcontractor’s NASA contracts and subcontracts, which would provide the CO a better understanding of other NASA work performed by the Offeror that may give rise to an actual or potential conflict.

11. Include a requirement to update this plan as necessary to address specific OCIs. All updates to the plan must be approved by the contracting officer and the updates/changes must be incorporated in the contract to be effective.

12. Require periodic self-audits to ensure compliance with established OCI procedures/requirements/guidelines.

13. Define records related to the OCI plan (e.g., training and audit records) that will be made available to the

Government upon request. Note: The OCI Plan as outlined in paragraphs 1 through 12 above is not for the purpose of addressing other very important contractual obligations such as (1) the contractor’s obligation to protect sensitive information in accordance with NFS 1852.237-72, Access to Sensitive Information, (2) the contractor’s obligation to conduct business in an ethical manner in accordance with FAR 52.203-13, contractor’s Code of Business Ethics and Conduct, and (3) the contractor’s obligation to prevent personal conflicts of interest in accordance with FAR 52.203-16, Preventing Personal Conflicts of Interest.

14. In an appendix to the OCI Plan identify the strategy (e.g., mitigation, limitation on future contracting, etc.) for resolving each OCI that is either identified in the solicitation or created by the requirements of the solicitation/contract and explain the effect of such strategy on performance of the contract. If using a firewall, explain how these actions will operate to successfully address the conflict without adversely affecting performance of the contract. (Note: Specific plans to limit future competition are reflected in the clause at

NFS 1852.209-71, Limitation of Future Contracting.)

Maintenance: The contractor shall review the OCI Plan on an annual basis or as directed by the contracting officer to revise the OCI Plan if necessary. Revisions are subject to Contracting Officer approval and shall be incorporated by change page or complete reissue.

1. DRD Title: IT Security Management Plan

2. DRD No.: 003 3. Data Type: 1 4. OPR: GRC CHC

Procurement

Administrative ☒

S&MA ☐

10. Description/Use: Provide IT Security Management Plan IAW NFS 1852.204-76

Submission Frequency: Once; 30 days after contract award

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

Applicable Documents: N/A

Scope: N/A

Contents: This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract. Additionally, it shall address how the contractor will manage personnel and processes associated with IT Security on the contract.

Maintenance: N/A

1. DRD Title: Safety and Health Plan

2. DRD No.: 004 3. Data Type: 1 4. OPR: GRC CHC

Administrative ☒

S&MA ☐

10. Description/Use: Provide Safety and Health Plan IAW FAR 52.236-13 Alt I and NPR 8715.1

Submission Frequency: Once; 30 days after contract award

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

Applicable Documents: NPR 8715.1

Contents: The plan shall include the procedures in which the contractor will employ to safeguard the public and Government personnel, property, materials, supplies and equipment exposed to while conducting operations and activities.

1. DRD Title: List of Current Employees and Training Status

2. DRD No.: 005 3. Data Type: 3 4. OPR: GRC CHC

Administrative ☒

S&MA ☐

10. Description/Use: Provide identification of personnel at KSC and NASA Headquarters and document contractor's compliance with NFS 1852.237-72(c)(5) and (6)

11. Distribution:

GRC CHC Contracting Officer

Initial Submission: Within 30 days of award

Submission Frequency: Monthly

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

Applicable Documents: The report shall include a listing of all contractor employees located at JSC, KSC and

NASA Headquarters with the following information:

1. Name

2. Position title

3. Office supported (full name and code)

4. Contact name and phone number for office supported (civil service employee)

5. Date of employee's written affirmation s/he has received the training required by NFS clause 1852.237-72

Contractor Form is acceptable.

Contents: N/A

Maintenance: updates as contractor employees change

1. DRD Title: Records Management Program Plan

2. DRD No: 006 3. Data Type: 2 4. OPR: GRC CHC

Administrative ☒

S&MA ☐

10. Description/Use:

To submit Records Management Program Plan in accordance with NPR 1441.1.

11. Distribution:

GRC CHC, Contracting Officer

Initial Submission: Within 60 days of award

Submission Frequency: as required

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

Applicable Documents:

(a) 44 U.S.C. Chapters 29, 31, 33.

(b) 44 U.S.C. 3501 et seq., Paperwork Reduction Act.

(c) 36 CFR Parts 1220-1238.

(d) 5 U.S.C. 552, The Freedom of Information Act as amended.

(e) 5 U.S.C. 552a, The Privacy Act of 1974 as amended.

(f) OMB Circular A-130, Managing Information as a Strategic Resource.

(g) OMB Circular A-123, Management's Responsibility for Internal Control

(h) Executive Order 12656, Assignment of Emergency Preparedness Responsibilities, Sections 201, 202, 1901, and

2001 (November 18, 1988), as amended.

(i) FAR 52.227-14 Data Rights –General and FAR 52.227-16 Additional Data Requirements

(j) NPD 1440.6 (As revised), NASA Records Management.

(k) NPR 1441.1 (As revised), NASA Records Management Program Requirements

(l) NPD 2190.1 (As revised), NASA Export Control Program. Center Specific

The Records Management Program Plan shall describe the implementation of a Records Management Program in accordance with the compliance requirements above. The Plan shall meet the requirements in FAR 52.227.14 and

52.227.16 The Records Management Program Plan shall provide sufficient detail to demonstrate an understanding of the compliance requirements, to include the following areas:

I. Program Management

a. Program authorization and organization

b. Guidance and training

c. Internal Evaluations

d. Procedures and Processes

II. Records Creation/Recordkeeping Requirements

a. Creation of records/adequacy of documentation

b. Contractor Records

III. Records Maintenance

a. Paper-based Records

b. Electronic Records

c. Legacy Records

IV. Maintenance of Special Records

a. Audiovisual Records

b. Cartographic and Architectural Records

c. Micrographic Records

V. Records Disposition

a. Records Deposition Schedule Implementation

VI. Vital Records

Maintenance: As required

1. DRD Title: Records Management File Plan

2. DRD No.: 007 3. Data Type: 2 4. OPR: GRC CHC

7. Date Issued: Award

Administrative ☒

S&MA ☐

10. Description/Use:

To submit Records Management File Plan in accordance with NPR 1441.1.

11. Distribution:

GRC CHC Procurement Contracting Officer

Initial Submission: 120 days after award

Submission Frequency: Annually

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

a. NPD 1440.6 (As revised), NASA Records Management.

b. NPR 1441 (As revised), NASA Records Management Program Requirements.

c. KNPR 1440.6 (As revised), KSC Records Management.

d. NPD 2190.1 (As revised), NASA Export Control Program.

The file plan shall include at a minimum, the following data:

a. Agency Filing Scheme (AFS) #: In accordance with (IAW) NPR 1441.1.

b. Record Title: Record Series description, a description of the record and its function.

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

d. Location: Physical or virtual location of records.

e. Retention/Disposition: The period of time the record shall be kept, and how it is treated at the end of its active lifecycle

f. Permanent vs. Temporary: Designation of permanent status or temporary status of records including marking records that are ITAR controlled sensitive.

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

h. Volume: Amount of records (listed in cubic feet, megabyte, gigabyte, etc.)

1. DRD Title: Monthly Progress Reports

2. DRD No.: 008 3. Data Type: 3 4. OPR: GRC CHC

Administrative ☒

S&MA ☐

10. Description/Use: To provide insight into status of all activities under contract.

11. Distribution:

GRC CHC Procurement Contracting Officer

Initial Submission: 45 days after award

Submission Frequency: Monthly

Format: The contractor shall submit type “D”, electronic copies that are compatible with Microsoft Office software.

The Contractor shall submit a progress report for all work accomplished during each month of contract performance.

These reports shall include:

1. A narrative summary of all activities accomplished and a description of the progress to date, noting all technical areas in which effort is being directed and indicating the status of work within these areas;

2. Program Enhancement/Improvement Support suggestions and recommendations in accordance with the SOW;

3. A statement of current and potential problem areas and proposed corrective action;

4. A discussion of work to be performed during the next report period; and,

5. A monthly financial report, (533M) and a quarterly financial report (533Q) that includes a breakout of items and all costs associated with each item, as well as a supplemental information page for the firm fixed price CLINs.

Contractor Form is acceptable.