GPR 8715.12.pdf

DIRECTIVE NO. GPR 8715.12 APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: October 6, 2020 NAME: Eric K. Isaac

EXPIRATION DATE: October 6, 2025 TITLE: Director, Safety and Mission Assurance

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08/16

Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: Code 360/Safety Division

Title: Safety During Acquisition Life Cycle

PREFACE

P.1 PURPOSE

It is required that all contract work performed at GSFC is conducted in a manner compliant with all

Federal, State, local, and NASA safety requirements. This directive provides the framework and guidelines to ensure that acquisitions of materials, equipment, and services comply with NASA, Occupational Safety and Health Administration (OSHA), and Federal Acquisition Regulations (FAR).

P.2 APPLICABILITY

a. This directive applies to all GSFC personnel (civil servants or contractors) involved in the requisition, acquisition, or procurement of materials, equipment, or services. Provisions of this GPR also apply to contractors and subcontractors procuring materials, equipment, or services to the

Government during the implementation of contract work at GSFC facilities (Greenbelt, Goddard

Institute for Space Studies (GISS), Independent Verification & Validation (IV&V) Facility, and Wallops

Flight Facility (WFF)). This directive particularly applies to personnel responsible for procurement and contract implementation oversight.

b. The Contractors’ Safety Program Manager (CSPM) is the cognizant individual responsible in Code

360, The Safety Division, for implementing the safety requirements in this directive.

c. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

d. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission; “should” denotes a good practice and is recommended but not required; “will” denotes expected outcome; and “are/is” denotes descriptive material.

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DIRECTIVE NO. GPR 8715.12- Page 2 of 8

EFFECTIVE DATE: October 6, 2020

EXPIRATION DATE: October 6, 2025

P.3 AUTHORITIES

a. Federal Acquisition Regulation (FAR), 48 C.F.R. Part 23, Environment, Energy and Water

Efficiency, Renewable Energy Technologies, Occupational Safety, and Drug-Free Workplace

b. 48 CFR 18, NASA FAR Supplement (NFS), Part 1823,Environment, Energy and Water Efficiency, Renewable Energy Technologies, Occupational Safety, and Drug-Free Workplace

c. NPR 8715.3 NASA General Safety Program Requirements, Chapters 1, 9

d. NPR 1800.1 NASA Occupational Health Program Procedure

P.4 APPLICABLE DOCUMENTS AND FORMS

a. NPR 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping

b. GPR 1700.1, Occupational Safety Program at Goddard Space Flight Center

c. GPR 5100.1, Procurement

d. 270-WI-5100.1.2, Procurement

e. Form GSFC 18-15, CPAF Contract Individual Event Report

f. Form GSFC 23-59, Initiator’s Acquisition Checklist

P.5 CANCELLATION

GPR 8715.9-, Contractor Safety Program

P.6 SAFETY

The implementation of proactive safety processes is essential for the prevention of incidents, mishaps, and close calls. Personnel requesting the purchase of any service, material, or equipment are responsible for identifying the potential hazards involved in the implementation of the acquisition. Contracting Officer Representatives (COR) and their respective contractor counterparts have the responsibility for the identification and control of occupational hazards inherent to contracted service or operational activities before commencement of work. Contractors are required to be familiar with and to comply with all safety directives, rules and regulations applicable to the work they perform. Additionally, they must be acquainted and comply with the stipulations of the

Safety and Health Plan of their respective contracts.

P.7 TRAINING

Proper implementation of this directive requires familiarity with the safety and health clauses of the

FAR, the NASA FAR Supplement, NPR 8715.3 NASA General Safety Program Requirements, and procurement policy & procedures.

DIRECTIVE NO. GPR 8715.12- Page 3 of 8

P.8 RECORDS

Record Title Record Custodian Retention

Initiator Acquisition Checklist

(Form GSFC 23-59).

Contractors’ Safety

Program Manager

*NRRS 8/23.5A1 - Cut Off Annually.

Destroy 10 Years after Cutoff or When

No Longer Needed, whichever is Later.

CPAF Contract Individual Event

Report (Form GSFC 18-15).

Contractor Safety

Program Manager

*NRRS 5/1A - Destroy 6 years after final payment or cancellation

*NRRS 1441.1 – NASA Records Retention Schedules

P.9 MEASUREMENT/VERIFICATION

CSPMs maintain documentation verifying completion of all Purchase Requests (PR) safety reviews, contractors’ and prospective contractors’ safety and health plan reviews, and contractor safety performance reviews.

PROCEDURES

Purchasing at Goddard Space Flight Center is accomplished by following the policies and procedures in the FAR and NASA FAR Supplement (NFS). Purchasing is accomplished in four major phases, per

GPR 5100.1, Procurement:

1. Pre-solicitation

2. Solicitation and Award

3. Administration

4. Contract Closeout

Responsibilities of the organizations and personnel involved vary with each phase.

1. SAFETY REQUIREMENTS DURING PRE-SOLICITATION

Civil Servants and Contractors who Initiate PRs should work with CSPMs and Procurement Operations

Division to ensure that potential hazards related to his/her purchase are identified and all pertinent

Federal and Agency provisions/clauses are included in solicitations/contracts. Hazardous materials and/or articles are not to be acquired or otherwise brought to GSFC until hazards have been analyzed and adequate controls implemented.

DIRECTIVE NO. GPR 8715.12- Page 4 of 8

1.1. Purchase Initiator Responsibilities

a. Complete sections 1-8 of the Initiator’s Acquisition Checklist, Form GSFC 23-59, identifying all potential hazards associated with the acquisition.

b. Add the completed Form GSFC 23-59 to the purchase requisition package, assembled per GPR

5100.1.

c. Send the completed Form GSFC 23-59 and the Statement of Work (SOW) or Equipment Technical

Specifications to the CSPM to request a safety review.

d. Once the CSPM has approved the Form GSFC 23-59, attach it to the PR package.

e. For P-Card purchases, verify that the item for purchase is not on the “Unallowable Commodities” list found on the NSSC P-Card Website.

1.2. Contract Specialist/Contracting Officer’s Responsibilities

a. Verify that the purchase requisition package includes an approved Form GSFC 23-59 that has been signed by the CSPM.

b. Ensure that all safety clauses and provisions documented in the approved Form GSFC 23-59, are included in the solicitation documentation. If hazardous materials are being acquired, ensure that the additional requirements found in 270-WI-5100.1.2 have been applied.

2. SAFETY REQUIREMENTS DURING SOLICITATION AND AWARD

2.1. Contract Specialist/Contracting Officer’s Responsibilities

a. Determine if safety and health will be evaluated for purposes of selecting a source to perform the requirement.

b. If safety and health will be evaluated during source selection:

(1) Coordinate the evaluation of each offeror’s safety and health plan with the CSPM.

(2) Ensure that the CSPM’s findings are considered as part of the proposal evaluation process.

(3) If the safety and health plan requires changes, obtain awardees’ updated safety and health plan and send to the CSPM for review and approval within 30 days of contract award.

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(4) Once CSPM has approved awardee’s safety and health plan, incorporate document into contract.

c. If the safety and health plan will be incorporated into a contract that results from a non-competitive acquisition, or the plan was not evaluated during a competitive acquisition:

(1) Within 30 days of contract award, obtain awardee’s safety and health plan and send to the

CSPM for review and approval

(2) Once CSPM has approved awardee’s safety and health plan, incorporate document into contract.

3. SAFETY REQUIREMENTS DURING CONTRACT ADMINISTRATION

3.1. Contract Specialist/Contracting Officer’s Responsibilities

a. With the assistance of the CSPM and the Contracting Officer’s Representative (COR), monitor the safety performance of the contract and document any safety non-conformances (see GPR 5100.1).

b. For Cost-Plus Award Fee Contracts, obtain a Contractor Performance Evaluation Report, Form

GSFC 18-15, from the CSPM for the period under evaluation.

c. For on-site contractors, ensure that the Contractor enters any hazards, close calls and/or mishaps into

NASA Mishap Information System (NMIS) for tracking and record keeping, per NPR 8621.1.

d. As required by the contract, ensure that the contractor submits a monthly report to the CSPM indicating the number of man-hours worked and any close call or mishaps that have taken place during the respective month.

4. SAFETY REQUIREMENTS DURING CONTRACT CLOSE-OUT

4.1. Contract Specialist/Contracting Officer’s Responsibilities

a. With the assistance of the CSPM and the COR, coordinate the receipt of any necessary safety documentation to provide sufficient evidence to close out the contract.

b. Follow up with the CSPM and the COR to ensure that any open NMIS reports are closed and all corresponding corrective actions have been implemented.

DIRECTIVE NO. GPR 8715.12- Page 6 of 8

Appendix A – Definitions

A.1 Contract – A mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. Contracts do not include grants and cooperative agreements covered by

31 U.S.C. 6301, A.2 Contract Specialist (CS) – A person who performs procurement functions under the direction of the Contracting Officer (CO). However, the CO has the ultimate responsibility for the procurement process.

A.3 Contracting Officer (CO) – A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

A.4 Contracting Officer’s Representative (COR)- An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

A.5 Contractor – Anyone providing products or services to GSFC under a contract.

A.6 Hazardous Material – a substance, material or device that may pose an unreasonable risk to health and safety of personnel or property. A list of materials may be found in 49 CFR 172-101.

Typical hazardous materials are those that may cause adverse health effects or produce contamination or pollution of the environment. These include materials considered poisonous, toxic, explosive, flammable, corrosive, oxidizer, or radioactive.

A.7 Purchase Initiator – The person within the requiring organization who is responsible for initiating the purchase request (PR) and is supported or assisted by the requiring organization in accomplishing the responsibilities in this GPR.

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Appendix B – Acronyms

CO Contracting Officer

COR Contracting Officer’s Representative

CPAF Cost Plus Award Fee

CS Contract Specialist

CSPM Contractors’ Safety Program Manager

FAR Federal Acquisition Regulation

GISS Goddard Institute for Space Studies

GPR Goddard Procedural Requirement

GSFC Goddard Space Flight Center

IAC Initiator’s Acquisition Checklist

IV&V Independent Verification & Validation Facility

NASA National Aeronautics and Space Administration

NFS NASA FAR Supplement

NMIS NASA Mishap Information System

NPR NASA Procedural Requirement

NRRS NASA Record Retention Schedules

NSSC NASA Shared Services Center

OSHA Occupational Safety and Health Administration

PR Purchase Request

S&H Safety and Health

SOW Statement of Work

WFF Wallops Flight Facility

DIRECTIVE NO. GPR 8715.12- Page 8 of 8

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 10/06/2020 Initial Release