GPR 5100.3H Quality Assurance Letter of Delegation.pdf

DIRECTIVE NO. GPR 5100.3H APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: July 20, 2021 NAME: Eric K. Isaac

EXPIRATION DATE: July 20, 2026 TITLE: Director, Safety and Mission Assurance

CHECK THE GSFC DIRECTIVES MANAGEMENT SYSTEM AT

http://gdms.gsfc.nasa.govTO VERIFY THAT THIS IS THE CORRECT VERSION PRIOR TO USE.

08/16

Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: 373/Quality Engineering Branch

Title: Quality Assurance Letter of Delegation

PREFACE

P.1 PURPOSE

This procedure defines how to prepare and issue requests for quality assurance support to agencies authorized to represent the Goddard Space Flight Center (GSFC) at supplier facilities where a GSFC contract has been established.

P.2 APPLICABILITY

a. This procedure applies to GSFC contracts where quality assurance services at a supplier’s facility are to be delegated by GSFC to an authorized representative(s). Such delegated services are not considered a substitute for the supplier’s quality assurance responsibilities under the terms of the contract.

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

c. 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.

P.3 AUTHORITY

NPD 1280.1, NASA Management System Policy

P.4 APPLICABLE DOCUMENTS AND FORMS

a. Federal Acquisition Regulations (FAR), Parts 9, 42, and 46

b. NPR 8735.2, Hardware Quality Assurance Program Requirements for Programs and Projects

c. NPR 1441.1, NASA Records Retention Schedule (NRRS)

d. GPR 5100.1, Procurement

e. NASA Form (NF) 1430, Letter of Contract Administration Delegation, General

f. NASA Form 1430B, Appendix B Quality Assurance, Letter of Delegation for NASA Contracts

g. NASA Form 1431, Letter Of Acceptance Of Contract Administration Delegation

DIRECTIVE NO. GPR 5100.3H Page 2 of 8

EFFECTIVE DATE: July 20, 2021

EXPIRATION DATE: July 20, 2026

P.5 CANCELLATION

GPR 5100.3G, Quality Assurance Letter of Delegation

P.6 SAFETY

None

P.7 TRAINING

P.8 RECORDS

Record Title Record Custodian Retention

Quality Assurance Letter of Delegation

Package: NF 1430, NF 1430B, NF

Contracting Officer (CO) *NRRS 5/1A1: destroy 6 years and 3 months after final payment for Contract

Actions > $100,000

*NRRS 5/1A2: destroy 3 years after final payment for

Contract Actions <

$100,000

* NRRS – NASA Records Retention Schedules (NRRS 1441.1)

P.9 MEASUREMENT/VERIFICATION

DIRECTIVE NO. GPR 5100.3H Page 3 of 8

PROCEDURES

1. LOD Determination

If, as a result of the procurement process described in GPR 5100.1, it is determined that source verification is to be performed, the NASA Safety and Mission Assurance (SMA) Point of Contact (POC) has multiple options at their disposal. One of those options is surveillance by a different government agency. This typically falls to the Defense Contract Management Agency (DCMA). DCMA has two types of support personnel; itinerant and resident. Itinerant support comes directly from a local DCMA

Contract Management Office and resident support is provided by DCMA personnel assigned to physically reside at a contractor’s facility. DCMA operates under a Memorandum of Agreement

(MOA) signed between DCMA Head Quarters (HQ) and NASA HQ per Chapter 7.3 of NPR 8735.2. If inspection support is desired, the NASA SMA POC will work in concert with the project Chief Safety and Mission Assurance Officer (CSO) and the Quality Engineering Branch Head, Code 373, and with their concurrence, prepare a Letter of Delegation (LOD) using NASA Form 1430B.

The LOD contents addresses elements listed in Chapter 8 of NPR 8735.2, tailored to the needs of the applicable contract. The NASA SMA POC may also notify the Contraction Officer (CO) and the

Contracting Officer’s Representative (COR)

2. LOD Preparation

The NASA SMA POC obtains a copy of Form 1430B and prepares as follows:

2.1. Blocks A, B & C of Form 1430B include the “Contract Number”, “Contract Name”, “Delegation

Number / Revision”, and “Date”. The NASA Control No. in block B of Form 1430B is the last 5 digits of the applicable GSFC Contract number followed by the date of form preparation. Delegations written against GSFC procurements other than a NAS5-XXXXX contract are to be identified in a way that is traceable to both the procurement number and the date of current form preparation. The remaining blocks on pages 1 and 2 of the Form 1430B include other applicable information; “Reference

Documents” such as the SOW, MAR, NASA Quality Assurance Surveillance Plan (QASP), etc. The

“Points of Contact” section typically lists the SMA POC as the primary and the program CSO as the secondary. Finally, fill out the fields at the bottom of the page “Contract Number”, Delegation Number” and “Revision/Date”.

2.2. Fill out the sections 1 – 12 of the 1430B form. There are three choices for each sub-section. D =

Delegated, M = Modified, and R = Retained. A “delegated” function becomes DCMA’s responsibility and is no longer the responsibility of NASA. “Modified” signals that the preparer has tailored the wording for that section in the text box at the bottom of the page. Retained functions remain the responsibility of NASA. Individual delegations should be as detailed and specific as possible to ensure adequate execution of program and project requirements..

2.3. Section 12 of the delegation is the “Additional Requirements” section. This section is used to collect all specific instructions not addressed in LOD sections 1 – 11 above and to provide greater detail

DIRECTIVE NO. GPR 5100.3H Page 4 of 8 when appropriate.

2.4. If there is an identified need for close proximity of the SMA POC’s workspace to the location at which the work is occurring in the contractor’s facility, this will also be included as in the LOD.

The CO will give the appropriate direction to the contractor for the space to be provided through either the Statement of Work (SOW) or other contract vehicle not directly covered by the LOD.

2.5. If applicable, the Project QASP(s) is included as an Attachment by the SMA POC.

3. LOD Review and Distribution

3.1. Each LOD, on NASA Form 1430B, shall be reviewed and approved for compliance to NPR

8735.2 as follows:

a. Quality Engineering Branch Head, Code 373

b. Project CSO

c. Project Manager

d. COR

e. CO

3.2. Procurement Operations Division, prepares NASA Form 1430 as a cover to the NASA Form

1430B LOD with NASA Form 1431 and the Project QASP as an attachment.

3.3. The Procurement Operations Division distributes the LOD package to the delegated Agency with a copy to the Quality Engineering Branch, Code 373.

3.4. Upon receipt of the completed NASA Form 1431 from the delegated Agency, the Procurement

Operations Division provides a copy to the Quality Engineering Branch, Code 373.

3.5. The Procurement Operations Division maintains the official file of GSFC LODs and is the point of contact with NASA HQ concerning administrative actions associated with NPR 8735.2.

3.6. A copy of the LOD, the DCMA Letter of Acceptance, any revisions and updates, and a Letter of

Closeout are entered into the program’s configuration management system for information only.

DIRECTIVE NO. GPR 5100.3H Page 5 of 8

Appendix A – Definitions

A.1 Agency – An organization providing contract administration services for quality assurance support to NASA on designated contracts. Government entities typically providing such support are the Defense Contract Management Agency, Defense Logistics Agency, Office of Naval

Research, and Air Force.

A.2 Contract – As used in this document, the term “contract” refers to any purchase conducted under the Federal Acquisition Regulations (FAR).

A.3 Contracting Officer (CO) – A person, appointed in accordance with the FAR, with the authority to enter into, administer, and terminate contracts and make related determinations and findings. Except as prohibited by the FAR, CO duties may be delegated to a Contract Specialist or Contract Administrator.

A.4 Contracting Officer’s Representative (COR) – A person exercising authority and responsibility delegated by the CO. This individual represents the CO in the daily surveillance of the contractor and provides technical management of the contract.

A.5 Quality Assurance Letter of Delegation (LOD) – Documented instructions from the GSFC

Project to an Agency detailing quality assurance support responsibilities and services required in support of a designated contract.

A.6 Quality Assurance Surveillance Plan (QASP) – Document that defines how acquirers (e.g., Government project offices, prime contractors) will conduct second-party, in-process QA surveillance, both for activities that do and do not require mandatory approval (i.e., Mandatory

Inspection Point (MIP)) to proceed to the next production step. Suppliers’ QASPs may be stand-alone documents or contained in the quality implementation plan or in QMS documentation.

A.7 Safety and Mission Assurance (SMA) Point of Contact (POC) – A GSFC individual providing technical oversight for quality assurance matters on a contract. The SMA POC is typically the Code 373 Quality Engineering Branch representative assigned to the GSFC project associated with the contract. Such actions as may be required of the contractor by the SMA POC must be issued by the CO or designated representative. The SMA POC may be located at the

GSFC, resident in the contractor’s facility, or itinerant. The SMA POC is identified in the

Quality Assurance Letter of Delegation to the Agency. The SMA POC can be any civil servant assigned by the Code 373 Branch Manager, Project CSO, COR, and/or CO. In some cases, particularly for smaller projects, the CSO will be the SMA POC.

DIRECTIVE NO. GPR 5100.3H Page 6 of 8

Appendix B – Acronyms

CO Contracting Officer

COR Contracting Officer’s Representative

CSO Chief Safety & Mission Assurance Officer

DCMA Defense Contracting Management Agency

FAR Federal Acquisition Regulations

GPR Goddard Procedural Requirements

GSFC Goddard Space Flight Center

HQ Head Quarters

LOD Letter of Delegation

MAR Mission Assurance Requirements

NF NASA Form

NRRS NASA Records Retention Schedule

POC Point of Contact

QASP Quality Assurance Surveillance Plan

SMA Safety and Mission Assurance

SOW Statement of Work

DIRECTIVE NO. GPR 5100.3H Page 7 of 8

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 08/12/98 Initial Release

A

10/18/98 Header and footer format changes. Clarified definition of NASA

QAR. Identified quality records maintenance responsibility in 3.

Updated GSFC 18-77 form (previously Form 261-93).

B 05/21/99 Changed OPR and all Management Operations Procurement

Branch references to Procurement Operations Division. Updated footer. Moved Quality Records from paragraph 3. in order for P6 to comply with GPG 1410.1

C 06/20/00 • Changed OPR to Code 303.

• Deleted forms.

• Modified definition 1.d to remove restriction that the QAR be assigned from Code 303.

D 05/01/02 • Redefined the definition of NASA QAR as the Code 303 representative.

• Deleted option of allowing non Code 303 representative as

NASA QAR in 2.3.

• Reformatted per new GPG template.

• Updated reference to reflect DCMC reorganization to DCMA, deleted reference to web site.

• Updated hypertext link to forms, added to References.

• Clarified Records requirement.

• Deleted “commercial organization” as a possible Agency.

• Updated reference from NHB 5300.4 to NPG 8735.2.

E 12/29/04 • As directed during the FY04 Center Rules Review, the

Responsible Office modified this document to remove requirements that were no longer needed and to clearly distinguish requirements from supporting information.

Administrative changes were made throughout to correct responsible organization names and codes, and to retitle

Goddard Procedures and Guidelines (GPG) to Goddard

Procedural Requirements (GPR). All changes were reviewed and approved by the Goddard QMSC.

DIRECTIVE NO. GPR 5100.3H Page 8 of 8

08/16

F 05/07/07 • Updated to reflect current Code 300 organization

• Updated to include new QA LOD form

F 09/03/08 • Revalidated for a period of 5 years.

G 06/06/13 • Adding requirement to explicitly review QA inspector proximity needs to perform inspections at contractor’s facilities

G 06/06/18 • Administratively changed to update GPR template.

Administratively extended for 1 year.

G 05/22/2019 • Administratively extended for 6 months.

G 11/18/2019 • Administratively extended for 6 months.

G 05/05/2020 • Administratively extended for 1 year.

H 07/20/2021

• Updated in response to a revision to NPR 8735.2

• Converted all but one shall statement to should/will/may

• Added an explicit requirement that the Project manager is also responsible for ensuring the LOD complies with NPR 8735.2

(per the requirements of NPR 8735.2)

• Renamed the QAR to the SMA POC

• Provided more detailed instructions.