J.1(a)2 Contract Data Requirements List.pdf

80ARC024R0009 Attachment J.1(a)2

Attachment J.1(a)2

CONTRACT DATA REQUIREMENTS LIST

Center Occupational Safety, Health, Medical, System Safety and Mission Assurance Contract

(COSMC)

National Aeronautics and Space Administration

March 11, 2024

Ames Research Center

DOCUMENT CHANGE LOG

DRD No. DRD Title Revision Date

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 issues and interim changes to those issues. The contractor shall submit the required data to NASA for review not less than 45 calendar days prior to its release for use. The contractor shall clearly identify the release target date. If the data is unacceptable, NASA will notify the contractor within 45 calendar days 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 NASA within 45 calendar days

3 – These data shall be delivered by the contractor as required by the contract and do not require NASA approval. However, to be a satisfactory delivery, the data shall satisfy all applicable contractual requirements and be submitted on time.

4 - The Government will evaluate the Offeror’s initial submission of the Safety and Health

(S&H) Plan for acceptability in accordance with the RFP. If a plan is determined to be acceptable and Code QH functionally approves it, then it shall be incorporated into the contract as a Section J Attachment at time of contract award. For subsequent submissions of the S&H Plan during contract performance, the submittal shall be considered to be functionally approved if the Contractor does not receive a notification that the plan is unacceptable, or an extension request from NASA within 45 calendar days of the submission date of the plan.

5 – Code QH will review the Offeror’s initial submission of the Safety and Health (S&H)

Plan for acceptability and provide functional approval of the S&H Plan. The plan shall not be incorporated into the contract. For subsequent submissions of the S&H Plan during contract performance, the submittal shall be considered to be functionally approved if the Contractor does not receive a notification that the plan is unacceptable, or an extension request from NASA within 45 calendar days of the submission date of the plan.

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 required. 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.

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. Data Requirements Description (DRD) number.

2. DRD data type.

3. Submission date or milestone being satisfied.

4. Document number and revision.

5. Document title.

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

7. 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.

Data Restriction Determination and Marking Requirements: The contractor shall properly mark data in accordance with the data rights clause(s) included in the contract. The contractor must make a determination for each individual data deliverable, and shall not apply a default or blanket data restriction marking to all data deliverables (e.g., “data may be export restricted”). If NASA does not agree with the contractor applied data restriction, the CO shall return the data to the contractor, cancel the markings, or ignore the markings consistent with the procedures set forth in the “data rights” clause(s) contained in the contract.

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.

DRD

No.

Type DRD Title PWS Paragraph

OPR

001 3 Monthly Contract Summary Report PWS 3.1 JA 002 3 Organization Chart PWS 3.1 Q 003 3 Customer Service Matrix PWS 3.1 Q 004 3 Initial Financial Management Report (NF 533I) PWS 3.1 C 005 3 Monthly Financial Management Report (NF 533M) PWS 3.1 C 006 3 Quarterly Financial Management Report (NF 533Q) PWS 3.1 C 007 1 Representation of Limited Rights Data and Restricted Computer

Software

PWS 3.1 DL

008 1 Subcontract Consent Package PWS 3.1 JA 009 3 Diversity, Equity, and Inclusion and Accessibility (DEIA) Plan PWS 3.1 JA 010 2 IT Security Plan PWS 3.1 I

011 2 IT Security Training PWS 3.1 I 012 3 Standard Operating Procedures (SOPs) PWS 3.1 Q 013 5 Safety and Health (S&H) Plan PWS 3.1.1 Q 014 3 Contractor Monthly Accident Report (CMAR) PWS 3.1.1 Q 015 3 Mishap Report PWS 3.1.1 QH 016 2 Sustainable Environment Management Plan PWS 3.1.2 JQ 017 2 Environmental Self-Assessment (ESA) PWS 3.1.2 JQ 018 2 Asbestos and Lead Cleanup Information PWS 3.1.2 JQ 019 2 Hazardous Waste Handling PWS 3.1.2 JQ 020 2 Toxic Substances Control Act (TSCA) Data Call Information PWS 3.1.2 JQ 021 1 Government Property Management Information Plan PWS 3.1 JSL 022 2 Property Management Records Report (DD Form 1149) PWS 3.1 JSL 023 3 Federal Automotive Statistical Tool Reporting PWS 3.1 JA 024 1 Service Contracting Reporting Requirements for Indefinite-Delivery

Contracts

PWS 3.1 JA

025 3 Phase-In Plan PWS 5.1 JA 026 3 Phase-Out Plan PWS 3.1.3 JA 027 3 Employee Checkout Records Management Report (ARC 779) PWS 3.1 I 028 1 Organizational Conflict of Interest (OCI) Plan PWS 3.1 JA 029 1 Training Catalog PWS 3.1 Q

030 RESERVED

031 1 Individual Subcontracting Report (ISR) PWS 3.1 NASA OP 032 1 Summary Subcontracting Report (SSR) PWS 3.1 NASA OP 033 3 Re-Procurement Incumbent Compensation Data Package PWS 3.1 JA

1. DRD Title: Monthly Contract Summary Report

2. DRD No.: 001 3. Data Type: 3 4. OPR: ARC Code JA

5. Solicitation No.: 80ARC024R0001 6. Contract No.: TBD

7. Date Issued: TBD

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

Technical ☐ Administrative ☒

S&MA ☐

10. Description/Use: A contract management summary report keeps the Government informed of ongoing operations and any problems or issues associated with meeting the requirements.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), Task Requestor (TR).

Initial Submission: One month after completion of phase in.

Submission Frequency: Monthly, due NLT the 15th calendar day of the month following the month to be reported.

Format: Microsoft Word.

Interrelationship: PWS 3.1.

Applicable Documents: N/A.

Scope: The document will provide a formal record of monthly technical status.

Contents: A monthly contract management, technical management, and technical performance summary shall contain:

1. Brief status information in narrative form for the core and each IDIQ task order.

2. A statement of any current and/or potential problem areas and proposed corrective action.

3. A discussion of work to be performed during the next report period.

4. Any other issues relevant to performance, including training, security, and safety issues.

5. Staffing data (Number of hours by position for Core work and number of hours by position for IDIQ work) and productivity metrics.

Remarks: N/A.

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

1. DRD Title: Organization Chart

2. DRD No.: 002 3. Data Type: 3 4. OPR: ARC Code Q

Administrative ☒

S&MA ☐

10. Description/Use: Show management and technical responsibilities flowing down from the corporate level to the technical discipline or task level.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), Task Requestor (TR).

Initial Submission: Two weeks after end of contract phase-in.

Submission Frequency: Whenever staffing changes occur, and annually at the anniversary of the contract award. A final submission shall be submitted at the end of contract.

Format: Microsoft Word, Microsoft PowerPoint, or PDF file format.

Interrelationship: PWS 3.1.

Applicable Documents: N/A.

Scope: Show management and technical responsibilities flowing down from the corporate level to the technical discipline or task level.

Contents: Identify contract managers at the ARC level. If there are corporate level managers responsible for oversight or management of ARC level managers or activities, identify the responsible managers at the corporate level and the lines of authority down to the ARC level. Show contractor organization at ARC (for example, by technical discipline, with an identified technical discipline lead, or by task, with an identified task lead), with clear lines of authority from the contract manager level down to the worker level. All personnel on the contract should be on the chart. Show interfaces to the Government, with clearly identified Points of Contact (POCs) at the corporate and ARC levels. Include job title and description, personnel name, and contact information for each position listed in the organization chart.

1. DRD Title: Customer Service Matrix

2. DRD No.: 003 3. Data Type: 3 4. OPR: ARC Code Q

5. Solicitation No.: 80ARC024R0001

6. Contract No.: TBD

Administrative ☒

S&MA ☐

10. Description/Use: A list of customer service representatives that can be shared with all Q staff and posted on bulletin boards in all occupied buildings.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), all Code Q staff.

Initial Submission: Within 42 days of the start of phase-in.

Submission Frequency: Within two days of any change in contact list.

Format: Microsoft Excel or Microsoft Word file format.

Interrelationship: PWS 3.1.

Applicable Documents: N/A.

Scope: See block 10.

Contents: An ARC customer service matrix identifying the customer service representative that serves as the Point of Contact (POC) for each ARC directorate, as well as an alternate in case of absence of the primary POC. Provide names, phone numbers, and email contact info.

Remarks: Post in each NASA-occupied building (approximately 115).

1. DRD Title: Initial Financial Management Report (NF 533I)

2. DRD No.: 004 3. Data Type: 3 4. OPR: ARC Code C

Administrative ☒

S&MA ☐

10. Description/Use: An initial financial management report shall be submitted by the Contractor and each major subcontractor on NASA Form 533Q (or computer-generated version) in accordance with the instructions on the reverse side of the forms and the NASA Procedural Requirements (NPR) 9501.2, NASA Contractor Financial Management Reporting, at URL: http://nodis3.gsfc.nasa.gov/displayDir.cfm?t=NPR&c=9501&s=2E.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), Financial Management Division, Code CF, and Resources Management Office, Code CR.

Initial Submission: 30 working days after contract award.

Submission Frequency: Once.

Format: Electronic.

Interrelationship: PWS Sections 3.1.

Applicable Documents: NPR 9501.2 & NFS 1852.242-73.

Scope: For core requirement, cost categories shall be reported by CLIN (Core Management). For IDIQ requirements, cost categories shall be reported for each task order.

Contents: Reports shall be broken out by total direct labor hours (excluding subcontract); direct labor hours (major subcontractors); direct labor costs; overhead and G&A (prime contractor); total direct labor, overhead, and G&A (major subcontractors); other direct costs (ODCs) include travel, material purchases, and subcontracts (other than major subcontractors), G&A/handling charge on ODCs; total other direct costs; fixed fee; total cost plus fixed fee.

Maintenance: Changes shall be incorporated by complete reissue.

1. DRD Title: Monthly Financial Management Report (NF 533M)

2. DRD No.: 005 3. Data Type: 3 4. OPR: ARC Code C

Administrative ☒

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10. Description/Use: The Contractor shall deliver the NF 533M report in accordance with the instructions on the reverse side of the forms and the NASA Procedural Requirements (NPR) 9501.2E, NASA Contractor Financial Management Reporting, at URL: http://nodis3.gsfc.nasa.gov/displayDir.cfm?t=NPR&c=9501&s=2E and as set forth below. It is used to monitor financial performance on the contract.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), Financial Management Division, Code CF, and Resources Management Office, Code CR.

Initial Submission: No later than 10 working days following the close of the contractor’s accounting period after initial incurrence of cost.

Submission Frequency: Monthly, no later than 10 working days following the close of the contractor's monthly accounting period.

Format: Excel.

Interrelationship: PWS Section 3.1.

Applicable Documents: NPR 9501.2 & NFS 1852.242-73.

Scope: For core requirement, cost categories shall be reported by CLIN (Core Management). For IDIQ requirements, cost categories shall be reported for each task order.

Contents: Reports shall be broken out by total direct labor hours (excluding subcontract); direct labor hours (major subcontractors); direct labor costs; overhead and G&A (prime contractor); total direct labor, overhead, and G&A (major subcontractors); other direct costs (ODCs) include travel, material purchases, and subcontracts (other than major subcontractors), G&A/handling charge on ODCs; total other direct costs; fixed fee; total cost plus fixed fee.

Variances exceeding 5 percent between planned dollars and actual dollars for each reporting category (at the total contract level only) shall be explained.

1. DRD Title: Quarterly Financial Management Report (NF 533Q)

2. DRD No.: 006 3. Data Type: 3 4. OPR: ARC Code C

Administrative ☒

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10. Description/Use: The Contractor shall submit the NF 533Q being projected in accordance with the instructions on the reverse side of the forms and the NASA Procedural Requirements (NPR) 9501.2E, NASA Contractor Financial Management Reporting, accessible from http://nodis3.gsfc.nasa.gov/ and as set forth below. It is used to monitor financial performance on the contract.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contracting Officer Representative (COR), Financial Management Division, Code CF, and Resources Management Office, Code CR.

Initial Submission: No later than the 15th day of the month preceding the quarter being projected.

Submission Frequency: Quarterly, no later than the 15th day of the month preceding the quarter being reported.

Format: Excel.

Interrelationship: PWS 3.1, NFS 1852.242-73, NASA Contractor Financial Management Reporting Applicable Documents: Reference:

NPD 9501.1, NASA Contractor Financial Management Reporting System.

NPR 9501.2, NASA Contractor Financial Management Reporting.

Scope: For core requirement, cost categories shall be reported by CLIN (Core Management) quarterly. For IDIQ requirements, cost categories shall be reported for each task order quartely.Provides quarterly accounting and breakout of Core and Task order costs.

Contents: Reporting categories shall be elements of cost including direct labor hours (excluding subcontract); direct labor hours (major subcontractors); direct labor costs (separated by prime and major subcontractor); overhead; other direct costs (ODCs), G&A; total costs; incentive fee and award fee; total cost-plus fee. Overtime is to be reported separately for each of the above categories. ODCs include travel, material purchases, and subcontracts (other than major subcontractors). All of the above data is to be submitted for the reporting period, the cumulative periods, the Government Fiscal Year cumulative, and the estimated costs to completion and at the contract level and division, branch, project, or category (e.g. maintenance, operations, facility) level. Formats will be agreed upon between the Contractor, COR, and Contracting Officer.

Remarks: Variances exceeding + 5 percent between planned dollars and actual dollars for each reporting category (at the total contract level only) shall be explained.

1. DRD Title: Representation of Limited Rights Data and Restricted Computer Software

2. DRD No.: 007 3. Data Type: 1 4. OPR: ARC Code DL

Administrative ☒

S&MA ☐

10. Description/Use: Restrictions proposed by the Offeror/Contractor on the Government’s use, release, or disclosure of technical data or computer software, in accordance with ARC Provision 52.227-97 and ARC Clause 52.227-98.

11. Distribution: Electronic distribution to the Contracting Officer (CO)

Initial Submission: Initial submission shall be with the Offeror’s proposal in accordance with ARC Provision 52.227-97, Pre-Award Data Rights, Subcontracting, and Representation of Background Limited Rights Data/Restricted Computer Software, and ARC Clause 52.227-98, Data Rights, Subcontracting, and Representation of Background Limited Rights Data/Restricted Computer Software.

Submission Frequency: Shall be as submitted when an update is required in accordance with ARC Clause 52.227- 98.

Format: See Content Section of this DRD for Format.

Interrelationship: ARC Provision 52.227-97, Pre-Award Data Rights, Subcontracting, and Representation of Background Limited Rights Data/Restricted Computer Software, and ARC Clause 52.227-98, Data Rights, Subcontracting, and Representation of Background Limited Rights Data/Restricted Computer Software.

Applicable Documents: PWS 3.1.

Scope: Provides proposed restrictions by the Offeror/Contractor on the Government’s use, release, or disclosure of technical data or computer software in performance of the requirements stated in the PWS of the Contract and/or Task Orders.

Contents: As required in ARC Provision 52.227-97 and ARC Clause 52.227-98, the offeror shall identify and provide the following representations regarding data it proposes for fulfilling data delivery requirements under the contract. It shall provide its proposed restrictions on the Government’s use, release, or disclosure of technical data or computer software using the format below:

Such representation is hereby clarified whereby the offeror further represents it has accurately identified, through recorded information, the stages of development and the source of funds at a lowest segregable level. Furthermore, the offeror represents it has verified such recorded information, and hereby certifies that the data identified below qualify as limited rights data or restricted computer software in accordance with their respective definitions in FAR 52.227-14(a).

The Contractor identifies and represents for itself, or the persons identified below, that the Government's rights to use, release, or disclose the following technical data or computer software should be restricted—

Technical Data* Or Computer Software** to be Furnished With Restrictions

Basis for Representation***

Represented Rights Category****

Name of Person Representing Restrictions*****

(LIST) (LIST) (LIST) (LIST)

* A representation of limited rights data is applicable to a lowest segregable level pertaining to an item, component, or process. Identify the data and lowest segregable level pertaining to each item, component, or process.

** A representation of restricted computer software is applicable to a lowest segregable level pertaining to computer software. Identify the lowest segregable level pertaining to computer software.

*** A representation of data shall be made at a lowest segregable level (i.e., broad descriptions are generally unacceptable due to indefiniteness). Generally, the development of an item, component, process, or computer software at private expense is the only basis for representing limited or restricted rights to the Government. If development was not at private expense, enter the specific reason for asserting that the Government’s rights should be so limited or restricted.

**** Enter asserted rights category (e.g., Limited Rights Data or Restricted Computer Software, as defined in FAR 52.227-14, Rights in Data – General or FAR 52.227-20, Rights in Data – SBIR Program, under this or a prior contract).

***** Corporation, individual, or other person, as appropriate.

Date

Printed Name and Title

Signature

(End of identification and assertion)

When requested by the Contracting Officer, the Contractor shall provide sufficient information to enable the Contracting Officer to evaluate the Contractor's assertions of limited rights or restricted rights software status of Data. The Contracting Officer reserves the right to validate any listed assertion at a later date.

Remarks: N/A.

Maintenance: Any changes to previously submitted DRD shall include redline changes from the previous version and include rationale for changes.

1. DRD Title: Subcontract Consent Package

2. DRD No.: 008 3. Data Type: 1 4. OPR: ARC Code JA

7. Date Issued: March 11, 2024

Administrative ☒

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10. Description/Use: The Contractor shall submit subcontract consent package(s) a minimum of in accordance with

FAR 52.244-2.

11. Distribution: Electronic distribution to Contracting Officer.

Initial Submission: 10 calendar days prior to subcontract award.

Submission Frequency: 10 calendar days prior to subcontract award or as specifically requested by the Contracting Officer.

Format: Electronic.

Interrelationship: PWS Section 3.1.

Applicable Documents: FAR 52.224-2.

Scope: The Subcontractor Consent package is applicable to core management and each task order.

Contents: The Subcontractor Consent package shall include the following information:

• A description of the supplies or services to be subcontracted.

• Identification of the type of subcontract to be used.

• Identification of the proposed subcontractor.

• The proposed subcontract price.

• The subcontractor’s current, complete, and accurate certified cost or pricing data and Certificate of Current

Cost or Pricing Data, if required by other contract provisions.

• The subcontractor’s Disclosure Statement or Certificate relating to Cost Accounting Standards when such data are required by other provisions of this contract. A negotiation memorandum reflecting-o The principal elements of the subcontract price negotiations;

o The most significant considerations controlling establishment of initial or revised prices;

o The reason certified cost or pricing data were or were not required;

o The extent, if any, to which the Contractor did not rely on the subcontractor’s certified cost or pricing data in determining the price objective and in negotiating the final price;

o The extent to which it was recognized in the negotiation that the subcontractor’s certified cost or pricing data were not accurate, complete, or current; the action taken by the Contractor and the subcontractor; and the effect of any such defective data on the total price negotiated;

o The reasons for any significant difference between the Contractor’s price objective and the price negotiated; and o A complete explanation of the incentive fee or profit plan when incentives are used. The explanation shall identify each critical performance element, management decisions used to quantify each incentive element, reasons for the incentives, and a summary of all trade-off possibilities considered.

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

2. DRD No.: 009 3. Data Type: 3 4. OPR: ARC Code JA

Administrative ☒

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10. Description/Use: The DEIA 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 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: Electronic submission to: Contracting Officer (CO), Contractor Officer Representative (COR).

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

Submission Frequency: Update annually.

Format: Contractor’s format is acceptable.

Interrelationship: PWS 3.1.

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. 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: IT Security Management Plan

2. DRD No.: 010 3. Data Type: 2 4. OPR: ARC Code I

Administrative ☒

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10. Description/Use: The IT Security Management Plan is required to safeguard IT services provided to NASA such as the management, operation, maintenance, development, and administration of hardware, software, firmware, computer systems, networks, and telecommunications systems.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contractor Officer Representative (COR).

Initial Submission: 15 Days after start of Phase-In.

Submission Frequency: Reviewed annually. If updates or changes are required anytime during performance, a revised IT Security Management Plan is due within 15 days to the COR, CO, Cybersecurity Risk Manager (CSRM), and Center Chief Information Security Officer (CISO) for review.

Format: Word document with any required records to be transferred.

Interrelationship: PWS Section 3.1, NFS clause 1852.204-76, Security Requirements for Unclassified Information Technology Resources.

Applicable Documents: ARC IT Security Management Plan template.

Scope: The contractor shall provide an IT Security Management Plan which will be reviewed and approved by the CO, COR, and CSRM, and the Center CISO.

Contents: The Contractor shall submit an IT Security Management Plan, describing the management and technical controls required to implement and operate an effective IT Security process for the COSMC contract. This plan shall adhere to the NASA ARC IT Security Management Plan Template and 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. The template includes an IT Security Management Statement that addresses:

• Protecting Sensitive Information.

• IT Information Types.

• Security Plan Compliance.

• Assessment and Authorization.

• Configuration Control.

• Incident Response.

• System Configuration.

• Vulnerability Mitigation.

• Security Training.

• General Rules of Behavior.

Remarks: The IT Security Management Plan will be reviewed and approved after award and incorporated into the contract as Section J.1(a).

1. DRD Title: IT Security Training

2. DRD No.: 011 3. Data Type: 2 4. OPR: ARC Code I

Administrative ☒

S&MA ☐

10. Description/Use: The Contractor shall provide a monthly count of contractor employees who have completed the appropriate IT security training pursuant to NFS Clause 1852.204-76. IT Security Training is mandatory for all federal employees, contractors, students and associates who use NASA Federal IT assets and information, and is available through the System for Administration, Training, and Educational Resources for NASA (SATERN) at https://satern.nasa.gov/.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contractor Officer Representative (COR).

Initial Submission: 30 days after end of Phase-In.

Submission Frequency: Due no later than 5 working days after the end of each month.

Format: Plan shall be submitted as an Excel document listing status and due dates for training for each individual.

Interrelationship: PWS 3.1 NFS 1852.204-76, Security Requirements for Unclassified Information Technology Resources.

Applicable Documents: N/A.

Scope: Provides up to date list of employee status as regards IT security training, which is critical to assuring continued access to IT resources by contractor employees.

Contents: The IT Training report shall indicate the specific IT training required; the date required by, and date of last completion for each contractor personnel performing requirements under the COSMC contract. The training report shall indicate any employee with outstanding training requirements due within 30 days. This report shall include the status for all NASA-mandated training requirements for all staff, as specified in the IT Security Management Plan.

Remarks: The report shall be provided monthly from the point of issuance of new annual training until 100 percent of Contractor and subcontractor personnel have completed training. Thereafter, the report shall be updated no later than 5 working days after the end of each month in which new Contractor personnel are hired and require training.

Center-wide progress toward 100 percent completion of this requirement will be tracked by organization and reported to center management. To ensure that Ames Research Center meets the required agency metrics, the center must be 100 percent complete in IT security training each year by the deadline of May 30. An individual’s failure to meet the training deadline will result in his or her computer system’s being disconnected from the network.

1. DRD Title: Standard Operating Procedures (SOPs)

2. DRD No.: 012 3. Data Type: 3 4. OPR: ARC Code Q

Technical ☒ Administrative ☐

S&MA ☐

10. Description/Use: Provide procedures to ensure that routine tasks are performed consistently.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contractor Officer Representative (COR).

Initial Submission: Last day of phase-in.

Submission Frequency: Once. However, subsequent submissions may be required if SOPs need to be modified for accuracy after Government review of the initial submission.

Format: Word Document.

Interrelationship: PWS 3.1.

Applicable Documents: N/A.

Scope: See block 10.

Contents: At a minimum, the SOPs shall describe the methods to be used, data to be collected, and standardized formats to be used for presentation of data and results. The SOPs shall not have any proprietary markings as the Government may provide the SOPs to Government Contractors that require use of the SOPs while performing contractual requirements for the Government.

Remarks: SOPs listed in PWS section 4.3.4 for health physics and PWS 4.6.12 will be provided by the government at the beginning of phase in. These should be edited as needed and submitted for government review.

1. DRD Title: Safety and Health (S&H) Plan

2. DRD No.: 013 3. Data Type: 5 4. OPR: ARC Code Q

Administrative ☐

S&MA ☒

10. Description/Use: The detailed Safety and Health (S&H) Plan shall state how the contractor intends to protect the life, health, and well-being of the public, and NASA and contractor employees as well as property and equipment. The contractor shall abide by the approved Safety and Health Plan in performance of contractual requirements conducted completely or partly on a Federally controlled facility. S&H Plan shall be consistent with the proposed technical approach, cost/price, and contractual requirements.

11. Distribution: Electronic submission to: Contracting Officer (CO), Contractor Officer Representative (COR).

Initial Submission: The initial submission shall be 15 calendar days after the effective date of the contract.

Submission Frequency: Contractor shall review annually and revise and submit updates, within 30 days, as necessary if contractual requirements, processes used by the contractor, or conditions change that warrant a change to the S&H Plan.

Format: The document shall be in a formal report with table of contents, approval signature page, and record of revisions. The plan shall follow the format and content in stated in the Content Section of this DRD. If a particular section listed in the Content Section of the DRD is not applicable to the effort, state that it is Not Applicable (N/A) and provide an explanation as to why that is the case. Do not delete sections or renumber sections stated in the Content Section of this DRD.

Interrelationship: PWS 3.1; NFS 1852.223-70 Safety and Health Plan; RFP Attachment J.1(a)12.

Applicable Documents: APR 8715.1 Ames Health and Safety Manual.

Scope: The contractor will develop and subsequently implement a safety and health program based on the approved S&H Plan and applicable requirements in the PWS that will include policies and procedures for compliance with pertinent NASA policies and requirements, and Federal, State and local regulations for safety, health, environmental protection, and fire protection. The contractor's Safety and Health Program will be used to assure integration of the contractor as a full participant in the Center's Safety and Health Program.

Contents:

Title: Safety and Health Plan for the COSMC Contract.

1.0 INTRODUCTION

List the work activities to provide context for the essential elements of an effective safety program by checking all of the following that apply to the proposed work:

• Office work

• Hazardous chemical use

• Hazardous noise exposure

• Use of biohazardous materials

• Use of nanomaterials

• Use of explosives or propellants

• Use of radioactive materials

• Use of high energy lasers

• Field work in extreme environments

• Use of pressure systems

• Use of lifting devices

• Use of aircraft (including UAVs)

• Construction of buildings or research facilities

2.0 MANAGEMENT LEADERSHIP AND EMPLOYEE PARTICIPATION

2.1 Office Safety

2.1.1 Policy: Provide the contractor's corporate safety policy statement.

2.1.2 Management Leadership: Describe the process and procedures for implementing management commitments to safety and health through visible activities and initiatives.

2.1.3 Employee Involvement: Describe procedures to implement and promote employee (e.g., non-supervisory) involvement in safety and health program development, implementation, and decision making.

2.1.4 Assignment of Responsibility: Describe the line and staff responsibilities for safety and health program implementation.

2.1.4.1. Designated Safety Official: Identify, by title, the official(s) responsible for implementing the proposed Safety and Health Plan. This individual will be the official designated as the company representative for all formal contacts with regulatory agencies that concern the company’s employees.

2.1.5 Accountability: Describe the procedures for ensuring that management and employees will be held accountable for implementing their tasks in a safe and healthful manner. The use of traditional and/or innovative personnel management methods (including discipline, motivational techniques, or any other technique that ensures accountability) should be referenced, as a minimum, and described, as appropriate.

2.2 Labs, shops, and research facility support:

For contracts that include work with hazards beyond those found in an office setting, include the following information in addition to the topics covered in section 2.1. If this section does not apply to thiscontract, insert N/A and an explanation of why it does not apply.

2.2.1 Program Evaluation: Describe the method to be used for internal program reviews and evaluations. Consider using OSHA guidance at OSHA CSP 03-01-005, Voluntary Protection Program (VPP): Policies and Procedures Manual.

2.2.2 Program Documentation. Describe the approach to be taken to document its safety and health program performance and maintain records required by OSHA.

2.2.3 Procurement: Describe how safety and health requirements will be stated in subcontracts. Describe methods that will be used to assure that specifications for purchases of equipment contain appropriate safety criteria and instructions. Describe procedures for purchases of hazardous materials. Identify procedures used to comply with the requirement in APR 8715.1 Chapter 24, Hazard Communication, to assure that the contractor's hazardous material purchases are reviewed by a competent person for safety considerations.

2.2.4. Safety Data Sheets and Hazardous Chemical Inventory: Prepare a written program as required by OSHA 29 CFR 1910.1200 and include it as an appendix to this safety and health plan if any hazardous materials will be acquired under this contract. Describe the procedure to be used by the contractor to maintain a hazardous material inventory and make Safety Data Sheets available to employees for hazardous materials brought onto NASA Ames Research Center (ARC) or included in products delivered to the Government.

3.0 WORKPLACE ANALYSIS

3.1 Office Safety:

3.1.1 Inspections: This section should include the procedures and frequency for regular inspections and evaluations of work area hazards and who will be accountable for implementing corrective measures.

3.1.2 Employee Reports of Hazards: Identify the methods to be used to encourage employees to report hazardous conditions (e.g., close calls) and analyze/abate hazards. Describe steps to be taken to create reprisal-free employee reporting with emphasis on management support for employees.

3.2 Labs, Shops, and Research Facility Support:

For contracts that include work with hazards beyond those found in an office setting, include the following information in addition to the topics covered in section 3.1.

3.2.1 Hazard Identification: Describe the procedures and techniques to be used to identify hazards associated with the work to be performed on this contract. Consider the work specified in the contract as well as the hazards associated with operations and work environments in close proximity to contract operations. Describe the information collection process including a combination of surveys, analyses, inspections of the workplace, investigations of mishaps and close calls, and the collection and trend analysis of safety and health data such as records of occupational injuries and illnesses; findings and observations from preventive maintenance activities;

reports of spills and inadvertent releases to the environment; facilities-related incidents related to partial or full loss of systems functions; and employee reports of hazard.

3.2.2 Hazards addressed in the Ames Safety and Health Manual: Evaluate the applicability of chapters in the Ames Safety and Health Manual (APR 8715.1) to the anticipated work activities under the contract. Include the table below that has been completed for the Contractor’s proposed approach as an Appendix to the S&H Plan.

*Applicable, Yes or No?

APR 8715.1 Ames Safety and Health Manual Chapter

Purpose

Chapter 2: Safety and Health Responsibilities

Assigns safety and health responsibilities to ARC personnel, contractors, and Center-wide Safety and Health Committees.

Chapter 4, Mishap and Close Call Reporting and Investigating

Establishes requirements to report, investigate, and document mishaps, close calls, and previously unidentified serious workplace hazards to prevent recurrence of similar accidents.

Chapter 5: Smoking Policy Establishes that the ARC No Smoking policy encompasses all tobacco products (including electronic cigarettes), describes where smoking is not permitted, and provides guidance to supervisors on accommodating employees who wish to smoke.

Chapter 6: Work Alone Establishes specific safety requirements for working in certain hazardous conditions. (Note: For safety reasons, working alone is not permitted under specified hazardous conditions.)

Chapter 7: Ames Radiation Safety Provides, along with supplements, a technical specification for the safe use of radioactive materials and ionizing radiation producing equipment at ARC.

Specific procedures outlined in the Ionizing Radiation Safety Manual available from the Ames Radiation Safety Officer. (Note: Required to contact the Ames Radiation Safety Officer prior to bringing any radioactive source (e.g., soil density measurements, radiography, or other non-destructive testing) on to ARC.)

Chapter 8: Laser, Microwave, and other Nonionizing Safety

Provides requirements for the safe use of nonionizing radiation devices (i. e., lasers, microwaves, radio frequency energy, static magnetic fields, and ultraviolet radiation).

Chapter 10: Pressure Systems Safety

Provides requirements for the safe use of systems containing fluid under positive or negative pressure relative to atmosphere.

Chapter 11: Electrical Safety Assigns authority, responsibility, and requirements relative to electrical work.

Chapter 12: Explosives Safety Provides policy and procedures for handling, storing, and accountability for explosives.

Chapter 13: Chemical Hygiene Program

Establishes minimum requirements to protect laboratory workers from chemical hazards through hazard assessment, hazard communication, training, safe work practices, and special controls for some specific hazardous chemicals. (Note: Any active laboratory is required to have an acceptable lab safety plan. See Appendix H for an example of a lab safety plan template.)

Chapter 14: Shop Safety Provides general shop safety requirements not specifically covered in other chapters. (Note: Job Hazard Analysis is required for hazardous work.)

Chapter 15: Cryogenic Safety Assigns authority, responsibility, and requirements for safe use of cryogens.

Chapter 17: Lifting Devices and Provides safety requirements and procedures for the use

Equipment of cranes, other lifting devices, and lifting equipment at ARC. (Note: Lift plan approval is required prior to conducting crane lifting activities on all critical lifts (i.e., lifts using a forklift, manlift, or any other lifting device or equipment).)

Chapter 18: Emergency Eyewash and Shower Equipment

Provides requirements on the selection, installation, use, and maintenance of eyewash and shower equipment for emergency flushing treatment.

Chapter…