Attachment U - Data Requirements Document.pdf

NPS-ER Attachment U Data Requirements Document 80GSFC22R0004

NASA Protective Services Eastern Region

(NPS-ER)

Data Requirements Document

Attachment U

November 2021

INTRODUCTION

This document defines the requirements for contractual data to be delivered by the contractor to the Government. The data requirements are set forth in each Data Requirements Description (DRD) and shall govern that data required by the contract. The contractor shall furnish data defined by the DRDs as listed on the Contract Data Requirements List (CDRL) by category of data, attached hereto, and made a part of this contract. Such data shall be prepared, maintained, and delivered to NASA in accordance with the requirements set forth within this document. In cases where data requirements are covered by a Federal Acquisition Regulation (FAR) or NASA FAR Supplement (NFS) clause or other term (e.g., requirements statement), that clause or term shall take precedence over the DRD.

Contract Data Requirements List (CDRL): Throughout the performance of the contract, the CDRL provides a listing by number, data type, title, and Office of Primary Responsibility (OPR).

Data Requirements Description (DRD): Each DRD included in this CDRL prescribes content, format, and submittal requirements. The DRDs included in this CDRL are ordered sequentially as listed in the CDRL page(s) that precede(s) the actual DRDs.

Data Type Description: Each DRD is classified by data type as defined below:

TYPE DESCRIPTION

1 - All submittals of and interim changes to Type 1 DRDs require written approval from the contracting officer before formal release for use or implementation.

2 - NASA reserves a time-limited right to disapprove in writing any submittal of and interim changes to Type 2 DRDs.

The contractor shall submit the required data to NASA for review within the time period established in the DRD prior to its release for use or implementation. The contractor shall clearly identify the release target date. If the data is unacceptable, the contracting officer will notify the contractor within the time period established in the DRD from the date of submission, regardless of the intended release date. The contractor shall resubmit the information for reevaluation if disapproved. The submittal is considered approved if the contractor does not receive disapproval or an extension request from the contracting officer within the time period established in the DRD.

3 – Type 3 DRDs shall be delivered as required by the contract and do not require NASA approval.

STATEMENT OF GENERAL REQUIREMENTS

Subcontractor Data Requirement

The prime contractor is responsible for flowing down any specific data requirements that apply to subcontracts and vendor agreements.

Reference to subcontractor data in the contractor’s responses is permissible and a copy of the referenced subcontractor data must be supplied with the response document at time of delivery to NASA.

Data Distribution, Format, and Transmittal

Distribution: Distribution recipients and number of copies are identified within each DRD, provided within the contract, or as directed by the Contracting Officer (CO).

Format

Electronic Format: Electronic submission of data deliverables is preferred. Electronic deliverables shall be printable. Data deliverables shall be delivered to NASA in the format specified below unless a specific format is required by a DRD. Data submittals shall consist of a single Adobe Acrobat PDF file and the native format electronic file(s). The preferred native formats include Microsoft Word, Excel, or PowerPoint, as appropriate.

Hardcopy Format: Hardcopy of data deliverables is not required unless electronic delivery is not possible or practical.

Transmittal

Data shall be transmitted to NASA by email or other mechanism agreed to by the Contracting Officer (CO), Contracting Officer’s Representative (COR), and project representatives who are responsible to receive, index, and store the data deliverables.

If email is used to transmit data deliverables, the email size shall be 10 megabytes or less to ensure receipt by the NASA email servers. Encrypted email format shall be used to transmit data.

Data Transmittal Package: Each data transmittal package shall include a transmittal memorandum that specifies the following:

1. Contract number

2. Data Requirements Description (DRD) number

3. DRD data type

4. Submission date or milestone being satisfied

5. Document number and revision

6. Document title

7. File names of all files being delivered; file naming convention shall clearly identify the document being delivered

8. NASA Records Retention Schedule (NRRS) number, if applicable (See NRRS 1441.1, NASA Records Retention Schedules)

Document Identification: For all data types, the document number, change legend, date, and title constitute the minimum identification of the specific document and shall appear on the cover and title page. The contract number shall also appear on the cover and title page as separate markings. The originator and organization shall be included on the title page. The document number, change legend, and date shall appear on each page of the document. All Type 1 documentation shall be marked “PRELIMINARY PENDING NASA APPROVAL,” and once approved shall be reissued with “APPROVED BY NASA” and the date and approval authority annotated on the cover.

Reference to Other Documents and Data Deliverables in Data Submittals: All referenced documents shall be made readily available to the cognizant NASA organization upon request.

Document Revisions

Revisions of documentation previously submitted may be accomplished either by individual page revision or by a complete reissue of the document.

A document shall be completely reissued when, in the opinion of the contractor and/or NASA, the document has been revised to the extent that it is unusable in its present state, or when directed by the CO. When complete reissues are made, the entire contents of the document shall be brought up to date and shall incorporate revised pages. All revisions shall be recorded. A revision log shall identify complete reissues except for periodic reports and documents which are complete within themselves as final.

Individual page revisions shall be made as deemed necessary by the contractor or as directed by the CO.

Changes of a minor nature to correct obvious typing errors, misspelled words, etc., shall only be made when a substantial change is made, unless the accuracy of the document is affected.

All revised pages shall be identified by a revision identifier and a new date. Each document shall contain a log of revised pages that identify the revision status of each page with the revision symbol. This list shall follow the table of contents in each document. The line or lines revised on a given page shall be designated using vertical line in the margin of the page, and the change authority shall be indicated adjacent to the change.

CDRL/DRD MAINTENANCE PROCEDURES

NASA-Initiated Change: New and/or revised data requirements shall be incorporated by contract modification to which the new or revised portion shall be appended. The contractor shall notify the CO in the event a deliverable data requirement is imposed and is not covered by a DRD, or when a DRD is changed by a contract modification and for which no revision is appended.

CDRL or DRD Change Procedures

Revisions to the CDRL or DRDs will be identified by NASA in the Document Change Log. The date of the revision, DRD number, title, and revision description will be annotated in the Document Change Log. Revision descriptions will include the modification number, which implements the change, and a brief description of the portions of the CDRL and/or DRD affected within the “Revision” column of the Document Change Log.

PM-021 Diversity, Equity, and Inclusion (DEI) Plan TBD

CO

PM-022 Organizational Conflicts of Interest (OCI) Plan

NFS 1852.209-71

NFS 1852.237-72

NFS 1852.237-73

CO

QA-001 Quality Management Plan (QMP) p.11 @ 1.3A ANNEX

COR

SA-001 Mishaps and Safety Statistics p.10 @ 1.2M ANNEX

COR

SA-002 Safety, Health Plan p.12 @ 1.4C ANNEX

COR

THIS PAGE INTENTIONALLY LEFT BLANK

Data Requirement Document

DATA REQUIREMENT (DR) 1. Issue: RFP

1. Title: Contingency and Emergency Plan 2. DRD Number: 3. Page Date Rev.

1 of 1 PM-001

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(AR) Contingency and Emergency Plans shall be provided only as required to support anticipated or actual emergencies or significant large-scale events (e.g., aircraft crashes, environmental and weather disasters, incidents of national significance) as directed by the Annex COR or in the Annex PWS. 6. Distribution:

CO and Annex COR 7. Initial Submission:

N/A

8. Remarks:

Unforeseen emergencies and other events such as labor strikes, large scale special events/activities, and mishaps may generate a requirement for a plan that documents and coordinates all aspects of protective services support to contingency events.

9. Format: Electronic

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To document the contractor’s plan for response to contingencies and emergencies.

11. Interrelationship:

PWS p.21 @ 3.1B, p.22 @ 3.2J, p.23 @ 3.4E, p.26 @ 5.1F

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: Contingency Plans shall address all aspects of protective services support for a designated contingency event.

13.2 APPLICABLE DOCUMENT: N/A

13.3 CONTENTS: Details of the mission, operational plan, force deployment, coordinating instructions, communication, logistics, and command and control is acceptable.

1. Title:

Comprehensive Emergency Management Plan

(CEMP)

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-002

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(AR) Revised as required.

6. Distribution:

CO and Annex COR 7. Initial Submission:

At start date of contract + 60days.

8. Remarks:

The CEMP shall be the Center’s prescribing directive for managing the response to an emergency or disaster. Coordination of the CEMP shall be with all elements of the Incident Management System at the Center.

9. Format: As outlined in the current revision of the National Incident Management System.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To document the contractor’s emergency management plan and procedures for preparing, responding, mitigating, and recovering from emergencies, contingencies and disasters. The CEMP must contain hazard specific annexes that include, but not limited to natural and technological disasters applicable to the Center’s mission, and environment.

11. Interrelationship:

PWS p.21 @ 3.0B

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: This plan is dynamic in nature and subsequent revisions shall be necessary as new and different threats, hazards, or situations occur.

13.2 APPLICABLE DOCUMENT: NPD 1040.4, NPD 8710.3, NPR 8715.2, NPR 1040.1, the National Incident Management System (NIMS), National Response Plan (NRP), NFPA 1600, Executive Order 12472, Federal Preparedness Circular-65, and applicable Department of Homeland Security Directives.

13.3 CONTENTS: The CEMP shall include the Four Tenets of Emergency Management; (1) Emergency Preparedness (2) Emergency Operations (3) Continuity of Operations (COOP) (4) Test, Training and Exercise (TT&E) as outlined in NIMS.

Advanced Notification of Workforce Reductions Report

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-003

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(AR) Revised as required. 6. Distribution:

CO and Annex

7. Initial Submission:

At start date of contract + 60days.

The Contractor shall notify in writing the Industrial Relations Officer (IRO), with a copy to each location's Contracting Officers and distribution list, at least 15 calendar days in advance of notification to employees of any planned reduction of permanent, full- time, and part-time employees that exceeds 10% of the total contract workforce or 25 employees, whichever is less. In addition, if Workforce Adjustment and Retraining Notification (WARN) Act notification is required, the Contractor shall provide to the IRO and the Contracting Officer the information required by the WARN Act, section 639.7(c) and a listing of all organizations to be notified including those required by section 639.6(a), (c), and (d), at least five (5) days prior to issuance of the notification. Type "D" electronic versions shall be compatible with Microsoft Office.

9. Format: As outlined in the current revision of the National Incident Management System.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To notify the Government of workforce reduction within the Contract.

11. Interrelationship:

PWS p.7 @ 1.1C

The notification shall include the reason for the reduction in workforce, the number of employees impacted, their labor classifications, their physical location, and their location within contract organizational structure.

The notification shall also identify the expected date of the first separation and the anticipated schedule for making separations, as well as the name and telephone number of a company official to contact for further information

Strike Contingency Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-004

SUBMITTAL REQUIREMENTS

4. Type: 2 5. Frequency of Submission:

(RT) One Time & Revisions

(AN) Update Annually 6. Distribution:

CO and Annex COR 7. Initial Submission:

At start date of contract + 60 days and update - 30 days before each Annex start.

8. Remarks:

The Contractor shall submit the Plan for approval within 45 days after contract start date and update 30 days prior to each annex start and send a copy to the each Annex COR. Changes shall be incorporated as required and re-certified annually no later than the 1st of October of every contract year. Changes shall be incorporated as required.

Type "D": Electronic submittal. Product shall be compatible with Microsoft Office suite of software. Plans shall be distributed to each Annex COR for review.

If annually no changes are made, a letter from the Program Manager stating there are no changes to the plan will be routed to the CO and each Annex COR for concurrence.

9. Format: The Plan shall address the Contractor's approach to continue to provide services in accordance with the contract. The Plan shall also identify the "strike gate" and written notification to the CO about any disruption of services. Develop checklists for ensuring contractor compliance with any strike or informational picketing.

The Plan shall address how the strike or picketing will impact services at each annex and the Contractor’s mitigation strategy.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To provide Government insight into Contractor mitigation and performance in all areas of the contract during a strike or informational picket.

Explore into existing or potential problem areas as well as insight into the Contractor’s productivity and work performed in contrast to Government expectations.

11. Interrelationship:

PWS p.7 @ 1.1C

12. Reference:

NPR 1620.x

13. Preparation Information:

The notification shall include the reason for the reduction in workforce, the number of employees impacted, their labor classifications, their physical location, and their location within contract organizational structure.

The notification shall also identify the expected date of the first separation and the anticipated schedule for making separations, as well as the name and telephone number of a company official to contact for further information

DATA REQUIREMENT (DR) 1. Issue: RFP

1. Title:

Plan, Government Property Management

2. DRD Number:

PM-005

3. Page Date Rev.

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(RT) Initially and as required.

6. Distribution:

Per Contracting Officer's letter 7. Initial Submission:

45 days after start date of phase-in performance.

8. Remarks:

In addition to this plan, the contractor shall cooperate with Government property audits and accountability inspections and shall provide requested results of inventories.

9. Format:

This document shall be the official contract requirements document for the control and identification of Government property. Contractor format is acceptable.

To document the contractor’s plan for controlling and accounting for Government property.

11. Interrelationship:

PWS p.7 @ 1.1G;

p.22 3.1F

13.1 SCOPE: This plan defines the contractor’s methods for control, care and accountability of Government property.

13.2 APPLICABLE DOCUMENT: Federal Acquisition Regulation Part 45, NPR 5100.4, NPD

4200.1, NPR 4200.2,

NPR 4300.1, NPR 1620.3

13.3 CONTENTS: The plan shall satisfy the requirements of the references listed above. The plan shall include the following categories:

a. Property Management

b. Acquisition

c. Receiving

d. Identification

e. Records

f. Movement

g. Storage

h. Inventories

i. Reports

j. Consumption

k. Utilization

l. Maintenance

m. Subcontractor Control

n. Disposition and contract close-out

Procedure, Standard Operating (SOP)

2. DRD Number:

PM-006

3. Page Date Rev.

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(AN) All SOPs shall be reviewed and updated annually or more frequently if changes in procedures are required.

6. Distribution:

To CO and Annex COR, and CCS for initial CO approval and revisions, then maintained by Contractor.

7. Initial Submission:

45 days after start date of phase-in performance.

8. Remarks:

To the extent possible, SOPs shall be standardized across the Agency; however Center specific SOPs are authorized and are subject to review and approval by CO and Annex COR.

9. Format:

Contractor format is acceptable.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To document the contractor’s standard operating procedures for critical tasks performed under the contract.

11. Interrelationship:

PWS p.16 @ 1.6G, p.30 @ 6.1E

13.1 SCOPE: Specific SOPs shall address those recurring and critical tasks performed by all

Protective Services personnel at each supported Center.

13.2 APPLICABLE DOCUMENT: NPD 1620.1, NASA-STD-8719.11

13.3 CONTENTS: SOPs shall address actual duties and responsibilities and special instructions that relate to a particular post, patrol, fire response or task performed in support of the contract.

D DATA REQUIREMENT (DR) 1. Issue: RFP

RFP 1. Title:

Reports of Incident/Investigation (ROI)

2. DRD Number:

PM-007

3. Page Date Rev.

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:(AR) Preliminary ROI are due within 12 hours following the occurrence of an incident.

Follow-up ROI will be completed as required based on the receipt of additional information or investigation. 6. Distribution:

CO & Annex

COR

NASA HQ OPS

7. Initial Submission:

As required.

8. Remarks: None

9. Format: Contractor format shall comply with the format in use at the supported Center until a standardized Agency format is adopted.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To document protective services incidents at NASA

Centers and Component Facilities.

D 12. Reference:

13. Preparation Information:

13.1 SCOPE: To document the circumstances of security incidents, to include but not limited to, criminal events, accidents, fire responses, ambulance runs, suspicious activities and other events having Protective Services interest. The ROIs shall document the identification of persons, property, and places associated with the incident and describe the circumstances. ROIs shall answer the basic questions of who, what, when, where, why, and how.

13.2 APPLICABLE DOCUMENT: NPR 1600.1, NIFRS for fire incidents, NFPA 921, NASA-STD- 8719.11

13.3 CONTENTS: ROIs shall include a complete detailed report with supporting documentation such as photographs, statements, diagrams, and other documents as appropriate.

D

Report, Self-Assessment and Metrics

2. DRD Number:

PM-008

3. Page Date Rev.

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(MO) Monthly within 15 days following the end of each month.

6. Distribution:

CO & Annex CORs 7. Initial Submission:

45 days after contract start date.

8. Remarks: A semi-annual Summary Report shall be provided to the CO and COR.

9. Format: Contractor format is acceptable as long as it addresses the critical performance criteria identified by the Annex COR. The Annex COR may direct format changes as necessary to accommodate priorities and work emphasis. Metric reporting shall include data by Center and also an Agency roll-up report.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To document the contractor’s self-assessment in meeting contract and task order performance objectives.

11. Interrelationship:

PWS p.16 @ 1.6.C

13.1 SCOPE: This report shall address all categories of NASA Protective Services.

13.2 APPLICABLE DOCUMENT: NPR 1600.1, NASA-STD-8719.11, NPD 1040.4, NPR 8715.2,

NPR 1040.1

13.3 CONTENTS: The report shall contain narrative information and associated statistical metrics that address all major categories of work. As a minimum it shall include crime, fire operations and incident statistics, fire and security response times, ID and badging statistics, training program status and associated metrics, special programs, serious incidents response, physical security, loss or compromise of sensitive or classified information, foreign visitors, and inspection and audit results. The narrative and metrics data shall be linked to the Performance Work Statement and reflect information that can readily be collected and repeated, distinguish between desirable and undesirable results, show trends and be easily understood. The contractor shall review metrics for validity and as appropriate identify deviations, reasons for deviation and recommendations for adjustment. The contractor shall team with the Government to validate and modify performance metrics and associated thresholds of satisfactory performance. This self-assessment and associated metrics provide insight to the quality and effectiveness of work performance.

Training Plan Report(s)

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-009

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission: QU No later than 15 days after the end of each quarter.

6. Distribution:

CO & Annex CORs

7. Initial Submission:

45 days after contract start date.

8. Remarks: A quarterly training report will provide information and data relevant to the progress and status of employee training. A quarterly summary roll-up report shall be provided to the COR.

9. Format: Contractor format is acceptable.

10. Use:

To document the contractor’s progress toward meeting the training requirements set forth in the contract.

11. Interrelationship:

PWS p.8 @ 1.1.W

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: This plan and subsequent reports shall address the status of internal training for all contractor employees.

13.2 APPLICABLE DOCUMENT: NPR 1600.1

13.3 CONTENTS: SOPs shall address actual duties and responsibilities and special instructions that relate to a particular post, patrol, fire response or task performed in support of the contract.

Information Technology (IT) Security Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-011

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

Initial submission and update as required.

6. Distribution:

COR 7. Initial Submission: Contract start date + 30 Days

9. Format: Electronic

To meet IT Security Requirements

11. Interrelationship:

PWS p.13 @ 1.5D

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: The IT Security Plan shall be compliant with Federal Laws including Computer Security Act of 1987 (40 U.S.C. 1441 et seq.) and Government Information Security Reform Act of 2000.

13.2 APPLICABLE DOCUMENT: OMB Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Annex COR Information Resources NASA Far Supplement 1852.204-76 Security requirements for Unclassified Information Technology Resources NPR 2810.1 Security of Information Technology NPR 1610, Chapter 3 NASA Security Procedural Requirements

13.3 CONTENTS: This plan shall describe the processes and procedures used to ensure appropriate security of IT resources.

Information Technology (IT) Systems Security

Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-012

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

As defined in NPR 2810.1

6. Distribution:

CO and Annex COR 7. Initial Submission:

As defined in NPR 2810.1

9. Format: Electronic

To meet IT Security Requirements

PWS p.13 @ 1.5B

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: All contracts that purchase, lease, network to, or otherwise utilized government-funded IT (as defined by the Clinger-Cohen Act of 1996 must implement NPR 2810.1.

13.2 APPLICABLE DOCUMENT:

OMB Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources NASA Far Supplement 1852.204-76 Security requirements for Unclassified Information Technology Resources NPR 2810.1 Security of Information Technology NIST SP 800-26 security Self-Assessment Guide for IT systems NIST SP 800-30 Risk Management Guide for IT systems

13.3 CONTENTS:

The System Security Plan shall include the following, System and Application Life cycle, Security Awareness Training, Security Risk Assessment and design review, Security Reviews for New or Modified Hardware and Software, Security Training, Systems Security Controls for Network Access, Systems Security Controls for C&A, Management Controls, Operational Controls including System contingency Planning and Emergency Preparedness, System Monitoring, IT Security Reporting Requirements.

Records Management Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-013

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

Revised as required

6. Distribution:

CO

7. Initial Submission:

60 Days after Contract Award

8. 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.

(1) 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.

(2) 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)

(3) 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;

(4) Legal records, including legal opinions, litigation files, and documents covered by the attorney-client and attorney work product privileges.

(c) Metadata

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

9. Format:

Contractor format is acceptable as long as guidance described in the applicable documents is followed.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use: To determine if Contractor’s records management plan meets contractual requirements.

PWS p.18 @ 1.7A

12. Reference:

N/A

13. Preparation Information:

13.1 SCOPE: Applies to all records management programs

13.2 APPLICABLE DOCUMENT:

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, Management of Federal Information Resources.

g. OMB Circular A-123, Internal Control Systems.

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

i. NASA Records Management NPD 1440.6 (G)

j. NASA Retention Schedule NPR 1441

13.3 CONTENTS: The Records Management Plan shall describe the implementation of a records management program to assure all contractual requirements have been met the compliance of assuring the quality policies and processes.

Badged Employee and Remote IT User Listing

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-016

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

Formal update quarterly and email changes as personnel changes occur to distribution. If deemed necessary by the Contracting Officer, the Contractor shall submit the list at times other than stated.

COR

7. Initial Submission:

No later than 10 business days after start date of phase-in performance

8. Remarks:

None

9. Format: Contractor format using Excel Spreadsheet is acceptable.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To assist NASA in conducting Contractor floor checks and to determine if the employees meet the minimum background investigation requirements.

PWS p.5 @ 1.0I

12. Reference:

NPR 1600.1, NASA

Security Program Procedural Requirements.

13.1 SCOPE: The Badged Employee and Remote IT User Listing shall provide NASA with a list of all badged contractor employees, as well as, any contractor remote IT users who will have access to the NASA IT system(s).

13.2 APPLICABLE DOCUMENT: NONE

13.3 CONTENTS: The list shall include the following information for each employee: employee’s full name (first and middle names must be birth names), last four digits of the Social Security Number (SSN), date of birth, place of birth, duty position, duty location (building/room number), shift assignment, and supervisor’s name. Additionally, if applicable, the type of security background check already completed (NACLC or SSBI) and the date it was completed.

Contractor Employee Clearance Document

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-017

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

As required.

6. Distribution:

CO & Annex COR 7. Initial Submission:

Immediately when the access is no longer needed.

8. Remarks:

None

9. Format: Individual Center or Component Facility Contractor Employee Clearance Form.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

To ensure that badged Contractor employees who no longer require Center access properly clear all accounts when the access is no longer needed.

PWS p.9 @ 1.1Y

12. Reference:

NPR 1600.1, NASA

Security Program Procedural Requirements.

13.1 SCOPE: The Contractor Employee Clearance Document provides verification that all badged employees have properly cleared all accounts when the access is no longer needed.

13.3 Per the appropriate individual Center or Component Facility Contractor Employee Clearance Form.

Government Data Exchange Program (GIDEP)

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-018

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

As required.

7. Initial Submission:

Immediately when the access is no longer needed.

8. Remarks:

None

9. Format: Individual Center or Component Facility Contractor Employee Clearance Form.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

For quality assurance to prevent counterfeit part purchases.

PWS p.11 @ 1.3D(2)

12. Reference:

NPR 8735.1 Revision D, Exchange of Problem Data Using NASA Advisories and the Government- Industry Data Exchange Program

(GIDEP)

employees have properly cleared all accounts when the access is no longer needed.

13.3 Per the appropriate individual Center or Component Facility Contractor Employee Clearance Form.

Contract Records Close-Out Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-019

SUBMITTAL REQUIREMENTS

4. Type: 1, see 8 5. Frequency of Submission:

(OT) One-Time

6. Distribution:

CO & Annex COR, see 8

7. Initial Submission:

Immediately when the access is no longer needed.

8. Remarks:

Data requiring written approval by the procuring activity prior to implementation into the procurement.

The Contractor shall develop a Contract Records Close-Out Plan for each Annex and submit it 120 days prior to end-of-contract. Plans shall be titled according to the annex. (e.g. A.4-LaRC)

The Contractor shall upload each Contract Records Close-Out Plan to a central electronic repository at GSFC for review and approval by each annex Records Manager. The Contractor shall notify the annex Records Manager that the Plan has been uploaded. After approval of the submitted, modified, or updated Plan the Contractor shall work with each annex Records Manager to determine where the approved Plan will reside.

9. Format: i.e. Contract Records Close-Out Plan for Langley Research Center (A.4-LaRC).

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use: To determine the amount of Government-owned records at each NASA location that will be turned over to the follow-on contract or stored at the NASA Archives. This DRD establishes the requirement for a complete and final record inventory at contract close- out.

11. Interrelationship:

PWS p.18 @ 1.7B

12. Reference:

a. NASA Records Management Program Requirements, NPR 1441.1x.

b. NASA Record Retention Schedules, NRRS 1441.1.

employees have properly cleared all accounts when the access is no longer needed.

13.3 Per the appropriate Annex or Component Facility Contractor Employee Clearance Form.

LaRC GOVERNMENT PURCHASE CARD (P-CARD)

PAYMENT REPORT

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-020

SUBMITTAL REQUIREMENTS

4. Type: 1, see 8 5. Frequency of Submission:

(MO) Monthly

6. Distribution:

CO & COR, see

7. Initial Submission:

5th business day after the end of the 1st month following contract start

8. Remarks:

DRD PM-0020 is applicable for LaRC only, and relates to a LaRC specific clause, LaRC 52.213-90. The Contractor shall submit a monthly report that provides information for all P-Card orders placed during the reporting period. The monthly report shall track the total amount of all orders placed and state which orders have been completed and billed for the month in addition to cumulative totals for all P-Card orders. The report shall be submitted on the 5th business day following the last day of the month.

9. Format:

Date of Order, Period of Performance of the Order, Order Amount, Name of P-Card Holder, Order Tracking Number, and Short Description of Order. State (identify) which orders have been completed and billed for the month in addition to cumulative totals for all P-Card orders.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use: The monthly report shall track the total amount of all totals for all P-Card orders placed during the reporting period.

11. Interrelationship:

Contract Clause LaRC 52.213-90

12. Reference:

LaRC 52.213-90

GOVERNMENT

PURCHASE CARD (P-

CARD) PAYMENT.

(AUG 2021).

employees have properly cleared all accounts when the access is no longer needed.

13.3 Per the appropriate Annex or Component Facility Contractor Employee Clearance Form.

1. Title: Diversity, Equity, and Inclusion (DEI) Plan 2. DRD Number: 3. Page Date Rev.

1 of 1 PM-021

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

Update annually

6. Distribution:

CO 7. Initial Submission:

Plan shall be submitted with the initial proposal.

8. Remarks:

N/A

9. Format: Electronic - Contractor’s format is acceptable.

DATA REQUIREMENT DESCRIPTION (DRD)

10. 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.

11. Interrelationship:

TBD

TBD

13.1 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.

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

13.3 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. Title: Organizational Conflicts of Interest (OCI) Plan

2. DRD Number: 3. Page Date Rev.

1 of 1 PM-022

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

As needed

6. Distribution:

CO 7. Initial Submission:

Plan shall be submitted with the initial proposal.

8. Remarks:

N/A

9. Format: Electronic, electronic format shall be compatible with Microsoft Office - Contractor’s format is acceptable.

DATA REQUIREMENT DESCRIPTION (DRD)

10. Use:

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.

11. Interrelationship:

NFS 1852.209-71

NFS 1852.237-72

NFS 1852.237-73

TBD

13.1 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.

13.2 APPLICABLE DOCUMENT: FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, NFS 1809.500, NASA Guide on Organizational Conflicts of Interest.

13.3 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 at this time, if applicable. Provide a list of all of 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. The Plan demonstrates an understanding of the definition of “sensitive information”.

14. Document the training requirements for employees that have access to sensitive information and describe the procedures in the Plan that ensures safeguard of sensitive information and preclude unauthorized access or disclosure. What procedures/documentation (e.g., non-disclosure statement) are in place to identify these employees, and validate that these employees will comply with mandatory protections of sensitive information.

15. 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 14 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.

16. 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.)

Quality Management Plan (QMP)

2. DRD Number: 3. Page Date Rev.

1 of 1 QA-001

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(RT) One Time & Revisions

6. Distribution:

CO & Annex COR 7. Initial Submission:

The Contractor shall provide the initial QMP within 60 calendar days after the contract performance start date for Government review. The Contractor shall revise the plan as required and submit to the Government within 30 calendar days. The Contractor shall revise the QMP as required when organizational changes occur that change the organization executing the quality requirements, change the quality management functions (e.g., the process through which management decisions are made, or change the organizational responsibility, authority or accountability).

All electronic versions shall be compatible with Microsoft Office

8. Remarks:

The Contractor shall provide the initial QMP within 60 calendar days after the contract performance start date for Government review. The Contractor shall revise the plan as required and submit to the Government within 30 calendar days. The Contractor shall revise the QMP as required when organizational changes occur that change the organization executing the quality requirements, change the quality management functions (e.g., the process through which management decisions are made, or change the organizational responsibility, authority or accountability).

9. Format: As prescribed by each supported Center and Component Facility Safety Office.

To ensure quality management requirements are implemented and satisfied throughout all phases of contract performance.

11. Interrelationship:

PWS p.11 @ 1.3A

12. Reference:

ISO 9001:2015

13. Preparation Information:

The Contractor's QMP shall describe the processes of the QMS that ensures compliance with ISO 9001:2015, Quality Management Systems - Requirements and shall include:

a. Organizational charts which illustrate the functional relationship and lines of communication (including alternate opinions) between the organizations implementing the requirements, Contractor Program Manager, and other organizational elements including all subcontracts, Government, and other relevant interfaces.

b. An internal evaluation process to continually evaluate the effectiveness of Contractor’s application of the ISO elements, document non-conformance findings, and implement corrective actions,

c. Verification methods to confirm that corrective actions were successfully implemented.

d. Descriptions of the quality management functions within the contract team including the process through which management decisions will be made.

e. Description of the responsibility, authority and accountability of personnel who will perform a quality function.

f. Description of the management controls that will used to ensure the compliance with requirements.

g. Description of the organization's boards, panels and committees used in the implementation.

h. Description of methodologies, metrics and leading indicators used to measure the effectiveness of the QMS throughout the Contractor organization.

i. Description of the quality audit processes that identifies and prioritizes audits and assessments to be performed annually and a summary report of the prior year audits and results.

j. Description of the continuous improvement methodology, implementation, and risk assessments of proposed improvements.

k. Description of the certification and qualification training approach, including listing all processes, tasks and positions that require certification or qualifications and the requirements for achieving the certification or qualifications.

l. Describe the flow down of requirements to Contractor Quality Management System documents and organizational elements, including verification methods to ensure requirements have been met.

Product shall be compatible with the Microsoft Office products or future versions as specified by the Government. The final QMP shall be scanned into PDF format and published electronically.

DATA REQUIREMENT (DR) 1. Issue: RFP

1. Title:

Mishaps and Safety Statistics Report

2. DRD Number: 3. Page Date Rev.

1 of 1 SA-001

SUBMITTAL REQUIREMENTS

4. Type:

5. Frequency of Submission:

(MO) Safety Statistics reports shall be submitted monthly by the 10th workday of the month.