NCS Attachment D-1 Performance Work Statement .pdf

NCS RFP 80KSC022R0012 ATTACHMENT D-1

NASA COMMUNICATION SERVICES (NCS)

CONTRACT

ATTACHMENT D-1

PERFORMANCE WORK STATEMENT (PWS)

Contents

1.0 INTRODUCTION

2.0 SCOPE

2.1 Locations:

2.2 Contract Authority

2.3 Technical Authority

2.4 Telework

3.0 MANAGEMENT AND REPORTING REQUIREMENTS

3.1 General Program Management

3.2 Business Management

3.3 Safety, Health, and Environment

3.4 Records Management

3.5 Property Management

4.0 COMMUNICATIONS TECHNICAL REQUIREMENTS – IDIQ unless specified as “Core Service”

4.1 Strategic Communications, Planning, and Integration

4.2 Engagement – Stakeholder Relations and Public Engagements

4.3 Media Relations

4.4 History and Archives – Core Service

4.5 Library Services

4.6 Freedom of Information Act (FOIA) Responses

5.0 INDEFINITE-DELIVERY INDEFINITE-QUANTITY (IDIQ)

5.1 Supplemental Communication Products and Services

5.2 Materials, Equipment, and Supplies Purchases

5.3 Travel and Training

1.0 INTRODUCTION

This Performance Work Statement (PWS) broadly defines the requirements for NASA Communication Services (NCS) provided to the National Aeronautics and Space Administration (NASA) by the Contractor in support of communication activities by all NASA Centers, Mission Directorates NASA Headquarters, including Component Facilities and Technical and Service Support Centers. This PWS is in accordance with the NASA Authorization Act of 1958, Section 203(a)(3), 51 U.S.C. § 20112(a)(3), which directs NASA to “provide the widest practicable and appropriate dissemination of information concerning its activities and the results thereof.”

NASA is looking to continue our work to effectively share NASA's stories. The focus of NCS services is strategic communications. This includes planning for a wide range of communications activities, developing messages aligned to agency goals and objectives, and facilitating collaboration and coordination. Here are the five communications goals that NASA is working toward:

• ENGAGE MORE PEOPLE MORE EFFECTIVELY: Execute strategies and tactics using our communications tools more effectively to ensure our agency priorities and stories engage and reach a higher number of people across our many audiences.

• EXPAND AWARENESS: Ensure outreach events and engagement connect with audiences outside of NASA’s traditional space community to expand awareness of aeronautics and space.

• INFUSE NASA INTO THE NATIONAL CONVERSATION: Capitalize on the opportunities for NASA to participate and get exposure in nation-wide conversations that have connections to the Artemis generation, our missions, work and people.

• FOCUS ON NASA’S VALUE: Effectively tell the stories that bring focus to NASA’s value in everyday life through humans living and working in space; scientific exploration and discovery; technological and aeronautical innovation; spinoffs; conducting of cutting-edge research and increasing commercialization of space.

• TRANSFORM COMMUNICATIONS: Continue to transform current methods of communications, internal processes, practices and delivery of services to ensure maximum effectiveness, efficiency and return on investment of our resources, people and work products.

NASA’s primary objectives for the Contractor are to provide:

1. Safe, accurate, and reliable support

2. Efficient and effective responsiveness to the concurrent needs of multiple customers

3. Flexibility to support changing requirements

4. Making scientific and technical information understandable to general audiences

Ultimately, NASA is seeking to: (1) Enhance the Agency’s goal of speaking as One Team in One Voice, (2) Enable the Agency’s ability through the Office of Communications (OCOMM) to develop an integrated communications capability with insight into all Core Service functional areas, and (3) Ensure the capability for communications services to be provided in the most efficient and effective manner possible. The Government has identified synergies and efficiencies with the Enterprise Multimedia and Integrated Technical Services (eMITS) enterprise acquisition that is in development within the Office of the Chief Information Officer. As such, communication services, including, but not limited to, Digital Media, Communication Technology, and Public Information Products are under the purview outside the scope of this NCS contract and within the scope of the eMITS Contractor.

2.0 SCOPE

NCS services provided by the Contractor are performed by means of firm-fixed-price (FFP) contract for Management and Reporting Requirements /Core Service efforts, in accordance with PWS Sections 3.0 and the sections identified as Core Service in PWS Section 4.0. OCOMM has identified requirements which are routine, known, defined, and recurring, and which are specified in the PWS below as pre-negotiated FFP Management and Reporting Requirements /Core requirements. Indefinite-Delivery Indefinite-Quantity (IDIQ) Task Orders (TOs) may be issued as FFP, FFP Level of Effort (LOE), or Time and Materials (T&M). All sections not identified as Core Service in PWS Section 4.0 and PWS section 5.0 are IDIQ.

The Contractor shall:

• Provide all the necessary management, personnel, materials, equipment/supplies, travel, and training (not otherwise provided by the Government) necessary to perform the services defined in this PWS. Travel costs for Core Service requirements shall be allocated to Core Service value. Travel costs for IDIQ requirements will be negotiated on a task order basis.

• Provide the planning, coordination, technical management, execution, and surveillance of the activities necessary to assure disciplined performance of work and timely application of resources for the accomplishment of all requirements specified under this PWS. The technical scope of this contract includes Strategic Communications Planning & Integration, Engagement to include Stakeholder Relations and Public Engagements, Media Relations, History, and Freedom of Information Act (FOIA) Responses.

• Coordinate with Contractor employees, directorates, and offices across NASA to facilitate standardization and exercise responsibility for the required activities.

• Provide enterprise-wide support for local, regional, national, and international communications efforts of the 10 NASA Centers and all its Mission Directorates, programs, and projects. The Contractor shall support NASA’s engagement of diverse audiences over a range of event types from small scale community-based events; to regional and national medium and large-scale conferences and symposiums; to program launches. The Contractor shall collaborate and coordinate work with other Contractors who provide support to NASA’s communications community enterprise.

During performance of this contract, for mutual use and understanding between the Government and the Contractor, a list of commonly used acronyms and abbreviations is available in Section D, Attachment D-19, Acronyms and Abbreviations List.

2.1 Locations:

Communications services shall support the following NASA locations:

NASA Centers and Satellite Locations:

Ames Research Center (ARC) – Moffett Field, CA Armstrong Flight Research Center (AFRC) – Edwards Air Force Base, CA

Glenn Research Center (GRC) – Cleveland, OH

• Neil Armstrong Test Facility – Sandusky, OH

Goddard Space Flight Center (GSFC) – Greenbelt, MD

• Columbia Scientific Balloon Facility (CSBF) – Palestine, TX

• Goddard Institute for Space Studies (GISS) - New York, NY

• Katherine Johnson Independent Verification and Validation Facility (IV&V) –

Fairmont, WV

• Wallops Flight Facility (WFF) – Wallops Island, VA

National Aeronautics & Space Administration (NASA) Headquarters (HQs) – Washington D.C.

• NASA Engineering Safety Center (NESC) – Hampton, VA

• NASA Safety Center (NSC) – Brook Park, OH

• NASA Shared Services Center (NSSC) - Stennis Space Center, MS

Johnson Space Center (JSC) – Houston, TX Kennedy Space Center (KSC) – Kennedy Space Center, FL Langley Research Center (LaRC) – Hampton, VA Marshall Space Flight Center (MSFC) – Huntsville, AL

• Michoud Assembly Facility (MAF)- New Orleans, LA Stennis Space Center (SSC) – Stennis Space Center, MS

Mission Directorates:

Aeronautics Research Mission Directorate (ARMD)

Exploration Systems Development Mission Directorate (ESDMD) Science Mission Directorate (SMD) Space Operations Mission Directorate (SOMD)

Space Technology Mission Directorate (STMD)

2.2 Contract Authority

The COs identified in Clause B.8.2, NFS 1852.216-80, Task Ordering Procedure (Alternate II), are authorized to issue orders under this contract.

2.3 Technical Authority

The Contracting Officer’s Representative (COR) is authorized to provide technical direction during the performance of the work under the contract and associated task orders (TO). An Alternate COR may have the same authority as the COR.

The COR/Alternate COR may designate Task Managers (TMs) for core functions or specific task orders to assist in the oversight of the work. The TM shall support the COR by assisting with monitoring core work and/or an existing TO during the administration period of the work/TO. The TM may interface with the contractor for the TM’s specific task(s) and issue written technical direction that is coordinated with the COR/Alternate COR. The TM may not give direction to the contractor that would cause a financial change to the TO, nor have the contractor do something that is outside the scope of the contract.

“Technical Direction” means a directive to the Contractor that approves approaches, solutions, designs, or refinements; fills in details or otherwise completes the general description of work or documentation items; shifts emphasis among work areas or tasks; or furnishes similar instruction to the Contractor. Technical direction includes requiring studies and pursuit of certain lines of inquiry regarding matters within the general tasks and requirements of the NCS PWS.

The COR/Alternate COR/designated TM may not issue any instruction purporting to be technical direction that:

• Constitutes an assignment of additional work outside the scope of the PWS

• Constitutes a change to the applicable contract

• Constitutes a basis for any increase or decrease in the total price of the contract, or task order, or the time required for contract performance

• Changes any of the expressed terms, conditions, or specifications of the contract, or task order

• Interferes with the Contractor’s rights to perform the terms and conditions of the contract

The Contractor shall proceed promptly with the performance of technical direction duly issued by the COR/Alternate COR/designated TM in the manner prescribed herein and within the COR/Alternate COR/designated TM’s authority. If, in the Contractor’s opinion, any instruction or direction by the COR/Alternate COR/designated TM falls within any of the categories defined in the above paragraph of this PWS section, the Contractor shall not proceed and instead shall notify the cognizant CO in writing within 3 business days after receiving it and shall request the cognizant CO take action as described herein. Upon receiving such notification, the cognizant CO shall either issue an appropriate contract modification within a reasonable time or advise the Contractor in writing within 30 calendar days that the instruction or direction is:

• Rescinded in its entirety

• Within the requirements of the contract and does not constitute a change under the contract or task order as applicable, and that the Contractor should proceed promptly with its performance

Any action(s) taken by the Contractor in response to any direction given by any person other than the cognizant CO or the COR/Alternate COR/designated TM shall be at the Contractor’s risk.

2.4 Telework

Contractor personnel may be authorized to work remotely, via telework, on a situational, temporary, or permanent basis. Telework shall be at no additional cost to the Government.

3.0 MANAGEMENT AND REPORTING REQUIREMENTS

Note: Wherever the term “Contract” is used, it also includes task orders.

3.1 General Program Management

The Contractor shall institute and maintain an effective, efficient, and responsive organization responsible for management and oversight of Contractor personnel, other contract resources, contract performance, deliverables, and cost. The Contractor shall perform contract activities in the most cost-effective and efficient manner supporting NASA’s Communication’s requirements while maintaining flexibility and responsiveness to changing requirements.

The Contractor shall:

3.1.1 Provide administration and technical management for effective direction, control, integration, documentation, and reporting of efforts performed under this contract to ensure disciplined performance of quality work, to include the timely application of resources for the accomplishment of all PWS requirements. This includes developing and executing a disciplined management philosophy, with clearly defined processes and tools applied and integrated throughout contract activities, in order to meet all requirements of this PWS.

3.1.2 Develop, implement, and maintain continuous improvement processes to increase efficiency and effectiveness and streamline work processes in accordance with DRD 008-MSA Monthly Progress Report and DRD 011-QAM, Performance Assessment Report.

3.1.3 Where applicable, perform Core Service efforts at estimated banding levels in accordance with Section D, Attachment D-1A, Core Service Estimated Annual Banding Levels.

3.1.4 Adhere to established performance measures and standards in accordance with Section D, Attachment D-4, Performance Requirements Summary (PRS) and applicable task orders.

3.1.5 Provide a Program Manager who is the single point of contact fully responsible for all services and acts as primary interface between the Contractor, the COs, COR, and NASA Communications Integration Manager.

3.1.6 Ensure frequent coordination at the contract and task order level between Government and Contractor personnel during contract performance, to include but not be limited to management meetings and reviews. The Contractor shall work with Government counterparts to ensure requirements are clearly communicated, mutually understood, and satisfied. The interactions may be in-person/office, virtual, or remote as agreed upon between NASA and the Contractor. In the event of any problems that could potentially impact or prevent the Contractor from meeting any milestones or requirements, the Contractor shall alert the COs and CORs in a timely fashion.

3.1.7 Provide personnel and other resources necessary to accomplish the requirements of the contract, to include task orders, and maintain flexibility and responsiveness to changing work volume and priorities. Ensure that all subcontractors and teaming partners, if applicable, are fully integrated into the Contractor’s management structure.

3.1.8 Comply with all applicable Federal, State, and Local laws, regulations, policies and directives as well as industry standards. Comply with applicable NASA and Center/Mission Directorate regulations, policies, directives, procedures, standards, and work instructions when performing all work under this PWS in accordance with Section D, Attachment D-5, Applicable Regulations, Procedures, and Documents and applicable task orders.

Follow the most current approved version wherever reference is made in this PWS and in task orders to specific policies, procedures, directives, work instructions, and other Government documents.

3.1.9 Provide unrestricted access to all data generated or compiled in the performance of this contract and respond, in a reasonable amount of time, to Government requests for data that are not immediately available.

3.1.10 Provide appropriate protection of personnel, assets, equipment, sensitive and classified information or materials, and Controlled Unclassified Information (CUI). In some cases, individual non-disclosure agreements may be required for Contractor access to the proprietary business information of other companies.

3.1.11 Develop and implement work control and planning processes to provide responsive support to multiple customers and balance customer requirements. The Contractor shall work with the COs and COR to prioritize customer requirements.

3.1.12 Emerging high-priority requests may come with short notice and may require a quick turn-around time. The Contractor shall maintain the flexibility to accommodate short notice/quick turn-around requirements.

3.1.13 The Contractor shall operate at standard business hours where work is performed on this contract according to agency and center policies and customer standard operational business hours. Occasional non-standard hours are required for evening, weekend, or 24 hours support, and the Contractor shall ensure timely coverage of necessary services per requirements.

3.1.14 Participate in weekly coordination meetings with the Government to discuss topics such as contract activities, risks and mitigation plans, contracting actions, cost threats, innovations, lessons learned, staffing changes, hiring status, process improvements, issues, and corrective actions.

3.1.15 Conduct a contract review meeting on a semi-annual basis. The semi-annual review shall cover all aspects of the NCS operations, both technical and business, including a concise summary of performance and risk assessment in each major work element of the PWS in accordance with, DRD 011-QAM Performance Assessment Report.

3.1.16 Establish a process to develop, update, and track Memoranda of

Understandings, Memoranda of Agreements (MOAs), Associate Contractor Agreements (ACAs), and agreements with other Contractors.

3.1.17 The Contractor shall ensure all Contractor personnel successfully complete all mandatory training courses (e.g., Safety, IT) offered by NASA.

3.1.18 In accordance with FAR Subpart 7.5, Inherently Governmental Functions, the Contractor shall not perform any inherently governmental functions during performance of this contract. The Contractor shall provide a secondary review of all assigned activities such that no Inherently Governmental Functions are performed by the Contractor, and if directed to do so, the Contractor shall immediately notify the contracting officer.

As a result of the close working proximity between the Contractor personnel and NASA civil servants, the Contractor shall adhere to the following ground rules in performance of the effort as delineated in herein.

a. Ensure that its employees are managed by its own Contractor management, and that the Contractor management has the autonomy to deal effectively with their employees and implement corporate policies.

b. Ensure that NASA-provided office space occupied by Contractor personnel is clearly labeled with the name of the company.

c. Ensure, to the extent practicable, that correspondence signed by Contractor employees is on their company letterhead.

d. Ensure their on-site personnel, when receiving or placing telephone calls (including messages) or sending e-mails, identify their employer, in addition to whatever appropriate greeting is used.

e. Ensure, when participating in meetings with Government and other Contractor employees, that personnel identify themselves as Contractor employees so that their actions will not be construed as acts of Government officials.

3.1.19 Use the Government-provided Contract Management Portal (iSite)

The iSite Contract Management Portal (iSite) will be provided by NASA to facilitate contract administration and oversight for the NCS Contract. iSite is a suite of tools which includes configurable workflows, financial reporting, configurable estimates, document repository, and automated email notifications among other functions based on NASA managed security controls.

More information may be found at the vendor’s website https//www.isitellc.com/icmp/.

NASA and Contractor will use the provided system for requesting new work, revising existing work, financial planning, reporting actuals, technical performance feedback gathering, and as the primary system for communicating financial and funding information to include monthly time-phased plans for all work packages. The provided system will allow for the electronic initiation, receiving, review, approval, issuance, and modification of work under this contract.

The following table identifies the Contract Administration roles and responsibilities; the Contractor shall:

Table 1. Contract Administration Contract Administration Roles and Responsibilities

1. Use iSite to communicate, at a minimum, estimated costs and fee by month, posting actuals which will inform financial/funding reports, provide technical proposals in response to requests for work, describe labor categories and hours proposed and consumed, and communicate subcontractor costs proposed and consumed during performance of this contract.

2. Access to data contained within the system will be controlled through security group permissions and role-based access.

3. Work with the Government to configure the provided system for this contract as part of contract phase-in and ensure that the system is operational prior to the start date of this contract.

4. Within 5 days of contract award, the Contractor shall provide a primary point of contact for iSite efforts.

5. Work with each Center to transition from Center managed Contract Management Systems into the Government provide system, iSite, as scope is transitioned from Center managed contracts into the NCS contract, if applicable.

The Contractor shall use the iSite application for all administration efforts with this contract and associated task orders to include, but not limited to: paperless planning, processing, and reporting.

3.1.20 Data Deliverables

The Contractor shall provide to the Government all deliverables identified in Attachment D-2, Data Requirements List (DRL) in electronic form unless a different format is specified in the Data Requirements Document (DRD). The Contractor shall determine the data restriction that applies to each data deliverable and mark or transmit the data restriction in accordance with Section 2.3.3, Data Restriction Marking, of Attachment D-2, Data Requirements List (DRL).

Additional deliverables such as presentations, reports, analyses, and technical memoranda may be required as identified in this PWS or subsequent task orders. The Contractor shall provide the following:

a. Management Plan

The Contractor shall prepare, submit, implement, and maintain the Contractor’s approach to the integrated processes of contract administration and technical management by which the PWS will be performed in accordance with DRD 003- OAM, Management Plan. Note: following Government approval, this plan will be incorporated in Section D as Attachment D-9, Contractor’s Management Plan.

b. On-Site Safety, Health, and Environmental (SHE) Plan

The Contractor shall prepare, submit, implement, and maintain the Contractor’s approach for planning, controlling, and enforcing their industrial safety, occupational health, and environmental requirements over the duration of this contracted effort, while also ensuring full compliance with applicable Local, State, Federal, Center, and NASA-specific requirements/regulations in accordance DRD 015-YSA, Safety, Health, and Environment (SHE) Plan. Note: following Government approval, this plan will be incorporated in Section D as Attachment D-12, Contractor’s Onsite Safety, Health, and Environmental (SHE) Plan.

c. Organizational Conflict of Interest (OCI) Plan

The Contractor shall prepare, implement, and maintain the Contractor’s approach to identifying, resolving, and reporting all OCIs related to the performance of this contract in accordance with DRD 010-IAM, Organizational Conflict of Interest (OCI) Plan. Note: following Government approval, this plan will be incorporated in Section D as Attachment D-11, Contractor’s Organizational Conflict of Interest (OCI) Plan.

d. Information Technology (IT) Security Plan

The Contractor shall prepare, submit, implement, and maintain a comprehensive Information Technology (IT) Security Management Plan. The Contractor’s IT

Security Management Plan shall address the management and operational aspects of Contractor personnel and processes associated with IT Security in protecting the confidentiality, integrity, and availability of electronic information in accordance with Section I, NASA Federal Acquisition Regulation (FAR) Supplement (NFS) 1852.204-76, Security Requirements for Unclassified Information Technology Resources. Note: following Government approval, this plan will be incorporated in Section D as Attachment D-19, Contractor’s Information Technology (IT) Security Plan in accordance with DRD 006-YAM, Information Technology (IT) Security Management Plan.

e. Employee Location Listing

The Contractor shall prepare, submit, and maintain an on-site employee location listing detailing all Contractor employees directly working under this contract along with their designated locations, in accordance DRD 002-QAM, Employee Location Listing.

f. Re-Procurement Data Package

The Contractor shall prepare and submit information pertaining to labor resources and associated cost information to be used in future re-procurement activities in accordance with DRD 014-YAM, Re-Procurement Data Package.

g. Monthly Task Order Progress Reports

The Contractor shall prepare and submit task order progress reports that comply with NFS 1852.216-80, Task Ordering Procedure-Alternate II, in accordance with DRD 008-MSA, Monthly Task Order Progress Reports.

h. Monthly Banding Levels Progress Report

The Contractor shall prepare and submit a summary report detailing the cumulative year-to-date banding levels performed, by PWS section, per contract year, in order to provide visibility in assessing banding levels for both Core Services and IDIQ Task Order efforts (as applicable) in accordance with DRD 007-MAM, Monthly Banding Levels Progress Report.

i. Performance Assessment and Process Improvement Report

The Contractor shall prepare and submit a self-evaluation report to aid in the identification of potential or actual systemic problems meeting PWS requirements that summarizes where APLs were not met during the previous six months of contract activity in accordance with DRD 011-QAM, Performance Assessment Report.

j. On-Site Mishap and Safety Statistics Reports

The Contractor shall prepare and submit initial and follow-up reporting of mishaps, close calls, and serious non-occupational injuries or illnesses, as well as Contractor monthly safety metrics in accordance with DRD 009-MSA, On-site Mishap and Safety Statistics Reports.

l. Environmental Compliance Report

The Contractor shall prepare and submit reports pertaining to the Contractor's environmental compliance with green purchasing, waste reduction activities, ozone depleting substances notifications, and equipment notifications requirements in accordance with DRD 016-IAM, Environmental Compliance Report.

3.2 Business Management

3.2.1 General Requirements

The Contractor shall perform all business and administrative functions and integrate these functions across all areas of performance.

The Contractor shall:

a. Ensure contract and financial management requirements are accomplished and accounted for in accordance with applicable Federal and Agency procedures and regulations.

b. Implement strategies to establish and sustain appropriate relations with labor unions while using prudent business practices to facilitate cross-utilization of the workforce.

c. Generate and deliver ad hoc reports and data call responses as requested by the CO or COR.

d. The Contractor shall track the status of all FFP-LOE and T&M task orders from planning to completion, and record projected, and actual resources expended on each task order.

The results of this activity shall be reported in accordance with DRD 008-MSA, Monthly Progress Report.

e. The Contractor shall prepare and submit a Phase-out Plan in accordance with DRD 012-

OAM, Phase-Out Plan. The Contractor shall support the succeeding Contractor during the contract phase-out period. This support includes the transition of management and technical services to the successor Contractor while minimizing operational impacts.

3.2.2 Resource Management

a. Provide and maintain qualified personnel in accordance with Section D, , Attachment D-6, Labor Category Descriptions. Where applicable, the Contractor shall adhere to the payment of minimum wages, to include minimum health and welfare benefits, in accordance with FAR Subpart 22.10, Service Contract Labor Standards, and Section D, Attachment D-7, Wage Determination. Provide and maintain qualified personnel in support of the PWS.

b. Manage contract resources to maintain flexibility to respond to surge, one-of-kind, and unforeseen requirements, and coordinate with the Government to prioritize such requirements.

c. Apprise the COs and CORs of any human resource issues that could have an impact on the ability to perform required elements of this contract.

d. Implement strategies to establish and sustain appropriate relations with labor unions while using prudent business practices to provide the best value to the Government.

e. Participate in applicable NASA Center Labor Management Councils.

f. Provide a copy of Collective Bargaining Agreements (CBA), if any, to the applicable

Labor Relations Officer and CO within 30 days of execution or ratification. CBA’s will be included in Section D, Attachment D-8, Collective Bargaining Agreement(s).

g. Prepare and submit an Advance Notification of Workforce Reduction in accordance with 020-IAM, Advance Notification of Workforce Reduction Report.

h. Prepare and submit a Quarterly Contractor Workforce Reports in accordance with DRD 002-QAM, Employee Location Listing and Reporting.

i. Prepare and submit a Quarterly 3rd Step Labor Grievances and Arbitrations Report in accordance with DRD 019-QAM, Quarterly 3rd Step Labor Grievances and Arbitrations Report.

3.2.3 Performance Metrics

a. Monitor and track NCS performance against the standards listed in Attachment D-4, Performance Requirements Summary (PRS), and as identified in the task orders if applicable. NOTE: Technical Performance Standards may be modified for each task order and as such would take precedence over the technical Performance Standards in Attachment D-4.

b. Assist the Government in development, maintenance, and analysis of objective, measurable performance metrics for NCS.

c. Report existing or potential performance issues along with recommended solutions during the execution of the NCS.

3.3 Safety, Health, and Environment

3.3.1 The Contractor shall establish and implement an industrial safety, occupational health, and environmental program that will:

a. Provide a workplace that is incident and injury free by preventing employee fatalities, reducing the number of incidents, and reducing the severity of employee injuries and illnesses;

b. Protect the environment through the ongoing planning, implementation, integration, and management control of these programs; and

c. Comply with all Center and facilities SHE core program requirements (CPRs) including the sub-elements.

3.3.2 The Contractor shall comply with NASA Procedural Requirements (NPR) 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping; NFS 1852.223-70, Safety and Health Measures and Mishap Reporting; in accordance with DRD 009-MSA On-site Mishap and Safety Statistics Reports, and applicable Center requirements in the event that any activity during the performance of this contract results in a NASA mishap or close call. The Contractor shall use the NASA Mishap Information System (NMIS) to report mishaps and close calls. In accordance with NFS 1852.223-70(d), the Contractor shall immediately notify the Contracting Officer’s Representative (COR) of any Mishap or close call as defined in NPR 8621.1. The Contractor will keep the COR informed of all actions taken in response to NASA mishaps and close calls. The Contractor shall encourage all employees located on NASA property to report hazardous conditions and/or situations which, if not corrected, have the potential to result in an injury to personnel or damage to equipment/property.

3.4 Records Management

a. Ensure accurate and complete records of Government business are maintained in accordance with the NPR 1441.1, NASA Records Management Program Requirements.

Information and records include electronic and paper records, including but not limited to legacy records inherited from previous contracts. Records of Government business shall be segregated from company-owned records and from non-record materials. Provide the Government access to Government records in accordance with FAR Subpart 4.7, Contractor Records Retention. The Government reserves the right to inspect, audit, and copy record holdings.

Note: Ensure all records are managed in an electronic format to the fullest extent possible.

b. Develop, implement, and maintain a Records Management Program Plan in accordance with the following DRDs:

(1) DRD 1.7-1, Records Management Program Plan

(2) DRD 1.7-2, File Plan

(3) DRD 1.7-3, Contract Records Close out Plan

c. Establish an annex Record Liaison with each Centers’ Records Manager to ensure the

Records Management Program and File Plan requirements are adhered to.

3.5 Property Management

3.5.1 In accordance with FAR 52.245-1, the Contractor shall manage a Government-approved inventory management system to identify, control and account for NCS property, to include Government Furnished Property (GFP) and/or Contractor-acquired property (Attachment D-16, Government Furnished Property). NCS property includes, but is not limited to: exhibits, space hardware, artifacts, artwork, models, electronics, shop tools, machinery, furniture, and materials. Regarding Attachment D-16 property, specific property storage requirements in addition to the 50 mile radius will be provided in the task order(s). Contractor shall work with NASA and eMITS Contractor in accordance with clause C.26, Associate Contractor Agreement (ACA).

3.5.2 In accordance with NFS 1852.245-71, NPR 4100.1, 4200.1, and 4300.1, the Contractor shall safeguard and have custodial responsibilities for Government-provided property designated in Section D, Attachment D-15, Installation-Accountable Government Property (IAGP), for use in the performance of this PWS, in accordance with NFS 1852.245-71 and processed in accordance with NPR 4100.1, 4200.1, and 4300.1.

3.5.3 In accordance with DRD 017-IAM, Government Property Management Plan, the

Contractor shall develop, submit, implement, and maintain the Contractor's approach to controlling and managing GFP (see Attachment D-16, Government Furnished Property), utilizing a Government approved inventory management system for the property record, during performance of this contract (note: following Government approval, this plan will be incorporated in Section D as Attachment D-13, Contractor's Government Property Management Plan).

3.5.4 During performance of this contract, the Contractor shall perform the following additional property management functions:

(a) prepare external partnership loans of NCS property for Government processing in accordance with NPD 4200.1 Equipment Management Program; NASA NPR 4200.1 Equipment Management Procedural Requirements under the direction of the Center Exhibit Manager for Attachment D-15 property. For Attachment D-16 property, loans shall be processed in accordance with FAR 52.245-1.

(b) perform inventory annual physical inventory report of all GFP and Contractor

Acquired Property (CAP) and self-assessment report to the NASA center assigned Property Administrator (PA) for Attachment D-16 property. Submit annual property submission in NASA Electronic Submission System (NESS) at https://ness.nasa.gov/contracontractor; and once property is disposition submit a final property submission in NESS; complete Property Management System Analysis (PMSA) provided by Government Property Administrator (GPA) in accordance with

NASA NPR 4500.1;

(c) facilitate shipping and receiving of NCS and/or its customer's property used in performance of this contract;

(d) store and manage NCS-provided pre-printed materials (e.g., publications, NASA bags, brochures, fact sheets, still photos, stickers) for current and future use; and

(e) deliver, to designated sites, a consolidated inventory of the aforementioned NCS-provided pre-printed materials for NASA’s media, exhibits, public inquiries, employee relations, local and state government, community, and guest operations.

3.5.5 For use in the performance of this PWS, the Contractor shall have access to additional

Government-provided property and services in accordance with Section D, Attachment D-14, Installation-Provided Property and Services.

3.5.6 The Contractor shall utilize the IT tools as identified in Attachment D-3, Government

Provided Technology Tools List, in the performance of this PWS. The Contractor shall coordinate with the Government prior to using an alternative tool

4.0 COMMUNICATIONS TECHNICAL REQUIREMENTS – IDIQ unless specified as

“Core Service” NOTE: This PWS often refers to coordination “with NASA” or approval “by NASA.” Specific processes for compliance with these requirements, including the NASA officials responsible for their completion, will be determined by the task being performed and where the work is being done.

4.1 Strategic Communications, Planning, and Integration

NASA seeks to consistently achieve our strategic vision, goals, and operations strategy in order to clearly and consistently communicate to both internal and external stakeholders. As part of this, NASA requires research, analysis, and reporting on a variety of strategic efforts to ensure we are best achieving the work of the Agency’s communications. NASA seeks to ensure recommendations are generated for changes to NASA’s operations to take advantage of data-driven insights, emerging methods, and new technologies. The Contractor shall provide solutions to improve NASA’s ability to meet its communications goals.

https://ness.nasa.gov/contracontractor

4.1.1 NASA Integrated Strategic Communications - Core Service

The Contractor shall support NASA’s communication strategy and planning efforts in developing an annual comprehensive NASA Integrated Strategic Communication Plan (NISCP). When available, the Contractor shall use Government-provided strategic research and analysis data to ensure all communications align with NASA’s strategic vision and guidance, along with the Government’s goals and business strategy.

4.1.1.1 The Contractor shall support NASA’s quarterly review of NISCP, as well as any ad hoc changes resulting from Agency or Center redirection which necessitates NISCP redirection.

4.1.1.2 The Contractor shall ensure all of NASA’s communication products and services supported or created in PWS Section 4.0 and Section 5.0 are aligned with existing NASA strategic communications plans, the NISCP, and other communication policies, rules, and guidance to include supporting the Office of Communication’s (OCOMM’s) customers in the development, enhancement, and innovation of their communication strategies towards achieving their goals, ensuring those communication efforts remain aligned with the Agency’s strategic direction.

4.1.1.3 The Contractor shall support the research, documentation, and recommendation of communication strategies to accomplish a broad range of Agency, Center, Directorate, and organizational public outreach goals and initiatives that:

a. Develop a sustaining communication process;

b. Support integrated communications;

c. Support effective dissemination of information; and

d. Increase stakeholder knowledge about program performance and management objectives.

4.1.2 Communication Strategy

Communications strategies are designed to help NASA communicate effectively and meet core organizational objectives. When developing a communications strategy, the goal is to ensure the strategies show how effective communications can help us achieve overall objectives, engage effectively with stakeholders, demonstrate the success of our work, ensure people understand what we do, and change behavior and perceptions where necessary.

4.1.2.1 In support of this goal, the Contractor shall assist in researching, planning, implementing, and evaluating Agency strategic communication priorities for public and internal audiences.

4.1.2.2 The Contractor shall provide recommendations for Agency strategic communications processes as directed by the Government.

4.1.2.3 The Contractor shall, as directed, plan and host a series of meetings and virtual forums with the purpose of integrating strategic communications efforts from specific organizations as identified.

4.1.2.4 The Contractor shall, as directed, brief out the results of these meetings and virtual forums to specific organizations as identified.

4.1.2.5 The Contractor shall, as directed, document communications strategies as requested, ensuring the documentation covers what NASA hopes to achieve with the strategy in question so this documentation may act as a reference and reminder for those using it in their work. The documentation shall be maintained by the Contractor in a Government-provided database.

4.1.2.6 The Contractor shall assist with the coordination of NASA communications and engagement goals, assessing their alignment to Agency directions and communications priorities, strategy, policy, and national priorities. Includes making recommendations to ensure alignment with the Agency’s strategic goals and objectives.

4.1.3 Strategic Research and Analysis

Strategic research and analysis serve as the foundation for all communications efforts.

Ultimately, the goal of strategic research and analysis is to understand the collective internal and external environments in which NASA operates such that communication efforts achieve their intended outcome of increasing awareness of NASA’s activities to the broadest range of audiences practical.

4.1.3.1 In support of this goal, the Contractor shall provide analysis and assessments of the internal and external environments in which NASA operates and identification of relevant issues and trends important to NASA. Strategic research and analysis shall be used in developing communication strategy, planning, and integrated message development in alignment with NASA’s strategic vision and guidance, along with communication’s goals and operations strategy.

4.1.3.2 In an effort to provide the Government with an increased awareness for fostering effective decision-making, the Contractor shall, as directed, use assessment results in the development, enhancement, and innovation of effective strategic communication channels and venues which deliver the knowledge gained from environmental monitoring.

4.1.3.3 The Contractor shall, as directed, provide environmental monitoring, analysis, and assessment services to improve the Government literacy and awareness of aeronautics and space-related business and policy environments to include a concentration on Agency, legislative, political, economic monitoring relevant to OCOMM and NASA’s mission assignments. These services shall provide relative content and information to be incorporated into communication product development activities.

4.1.3.4 Environmental source monitoring products and services shall include, but are not limited to, the following:

a. Synopses of OCOMM and Center management activity at the specified frequency;

b. Stakeholder biographical briefs;

c. Stakeholder biographical briefs book updates at the specified frequency;

d. Environmental characterizations at the specified frequency; and

e. Providing summaries of key topics to OCOMM developed from:

(1) Daily monitoring and assessments of news sources to OCOMM, and

(2) Integration assessments of Center/Agency meetings, events, and milestones at the specified frequency.

4.1.3.5 The Contractor shall, as directed, maintain a Government-provided electronic integrated calendar of strategic events and reports of interest to the Government. Including identifying and recommending events that are of strategic interest for NASA participation.

4.1.3.6 The Contractor shall provide, as directed, recommendations to the Government on best communication practices after benchmarking a wide variety of program processes and/or functions across the Government, using a broad range of research tools and techniques.

The intent of the Contractor’s recommendations to the Government shall be for use in further identifying innovative strategic research and analysis practices and/or process strategies for eventual adoption and integration into NASA’s approach to strategic research and analysis.

4.1.3.7 Pending the Government’s acceptance of any Contractor recommendations and, as directed, the Contractor shall provide the necessary education or training to the Government and/or select customers for the adoption of recommended benchmarking best communication practices.

4.1.4 Communications Planning

4.1.4.1 Communication plans provide the foundation for integrated communication service and product development and delivery. As directed, the Contractor shall provide communication plans to:

a. Describe ways and methods to implement a diverse, broad, and integrated set of efforts and activities to communicate with, and engage target audiences, the public, and other stakeholders in understanding the program, its objectives, elements, and benefits.

b. Describe how the plan relates to the larger NASA vision and mission.

c. Focus should be placed on activities and campaigns that are relevant, compelling, accessible, and, where appropriate, participatory.

d. Describe how these efforts and activities will promote interest and foster participation in NASA’s endeavors.

e. Address how these efforts and activities will develop exposure to, and appreciation for, (Science Technology Engineering and Math) STEM.

f. Define goals and outcomes, as well as key overarching messages and themes.

g. Identify target audiences, stakeholders, and partnerships.

h. Summarize and describe products to be developed and the tools, infrastructure, and methods that will be used to communicate, deploy, and disseminate those products, including media, multimedia, Web, social media, and publications for non-technical audiences.

i. Describe events, activities, and initiatives focused on public engagement and how they link with planned products and infrastructure.

j. Identify milestones and resources required for implementation.

k. Define metrics to measure success.

l. Describe the relationship, roles, and responsibilities between the Agency, organizations, programs, and projects regarding communications activities.

4.1.4.2 Prior to the Contractor developing a communication plan, the plan’s structure will be defined by the Government, with aspects that may include:

a. Programmatic objectives;

b. Management initiatives;

c. Desired innovations; and/or

d. Business development situations.

4.1.4.3 In support of developing specific communication plans for the Government and/or its customers, the Contractor shall, as directed, research new and existing communication channels and/or venue opportunities for appropriateness and relevance.

4.1.4.4 Utilizing communication strategies developed in PWS Section 4.1.2, the Contractor shall develop clear, concise, and focused communication plans that align with NISCP in supporting OCOMM and/or its customer’s goals.

4.1.4.5 The Contractor shall ensure communication plans are comprehensive and answer key questions such as, but not limited to:

a. What communication strategy(s) and tactics shall be used to reach defined audience(s);

b. Which segments of the defined audience(s) should be addressed;

c. Which channels are already serving the defined audience(s);

d. Which channels should be used to reach defined audience(s);

e. Which key messages (see PWS Section 4.1.5) should be used to reach defined audiences;

f. How frequently communication should occur to defined audience(s); and

g. How communication effectiveness should be measured.

4.1.4.6 The Contractor shall submit communication plans for final review and approval by the Government.

4.1.5 Key Messages Development

Key messages identify and articulate strategic objectives and themes to audiences including stakeholders. The Government uses key messages in communicating the Government’s goals, milestones, and/or discoveries.

4.1.5.1 The Contractor shall support the Government in developing and integrating key messages into communication products and/or services consistent with NISCP in conveying understandable, credible, and repeatable core messages to audiences.

4.1.5.2 The Contractor shall, as directed, develop, implement, and maintain key message development and management processes, which shall include, but is not limited to:

a. Creation of a list of communicators (i.e., pertinent Contractors and personnel involved in the planning, development, review, approval, and/or delivery of communication products and services);

b. Planning, development, review, and approval criteria of key messages by communicators;

c. Notification to communicators of any key message updates and/or changes;

d. Delivery (e.g., publishing, distribution) of key messages to communicators and archiving and maintenance of key messages in a Government-provided system for version control and reference.

4.1.5.3 Key message documentation shall include, but not be limited to, the:

a. Targeted audience(s);

b. Message theme(s);

c. Message topic(s);

d. Message(s) being conveyed;

e. Message goal(s);

f. Date implemented; and

g. Revision date(s).

4.1.5.4 The Contractor shall, as directed, infuse approved key messages in applicable PWS Section 4.1.5 communication products and services in the event of any key message updates or changes.

4.1.5.5 All communication plans shall be archived and maintained by the Contractor in a

Government-provided system for version control and reference.

4.1.6 Project Management, Coordination, and Implementation

The Contractor shall, as directed, assist the Government with program,…