RPOC_IV_attachment_J.2_DRD_update(001).pdf

ATTACHMENT J-2

DATA REQUIREMENTS DESCRIPTION SHEETS

DRD- (Page 1 of 8)

1. DRD Title

NF533 Cost Reporting

2. Date of current version

08/02/2016

3. DRL line item no.

RPOC-01

RFP/Contract No.

(Procurement completes)

NNJ16582596R

4. Use (define need for, intended use of, and/or anticipated results of data)

Provide a basis for reporting and evaluating cost and expenditure in support of this contract. The data contained in the reports must be auditable using Generally Accepted Accounting Principles.

Supplemental cost reports submitted in addition to the NF533 must be reconcilable to the NF533.

5. DRD Category: (check one)

Technical

X Administrative

SR&QA

6. References (Optional)

NPR 950 I .2E: NASA Contractor Financial Management Reporting

7. Interrelationships (e.g., with other DRDs) (Optional)

RPOC-03

8. Preparation Information (Include complete instructions for document preparation)

Approved By:

Dorothy Rasco - Chief Financial Officer Date

C O

N C

U R

OFFICE ID

LD2 - Analyst LD2 - Lead LF3 - Cost

H. Becerra

LF3 - PP&E

D. Castillo

LF3 - Branch

K. Candee

LF - Division

G. Obert

INITIALS

DATE

DRD- (Page 2 of 8)

NASA Form 533 (NF533) Reports

The NASA Form 533 (NF533) reports provide data necessary for the following:

1. Projecting costs and hours to ensure that dollar and labor resources realistically support project and program schedules.

2. Evaluating contractors' actual cost and fee data in relation to negotiated contract value, estimated costs, and budget forecast data.

3. Planning, monitoring, and controlling project and program resources.

4. Accruing cost in NASA's accounting system, providing program and functional management information, and resulting in liabilities reflected on the financial statements.

Cost is a financial measurement of resources used in accomplishing a specified purpose, such as performing a service, carrying out an activity, acquiring an asset, or completing a unit of work or project. NASA Procedural Requirements (NPR) 9501.2E entitled “NASA Contractor Financial Management Reporting,” or its most current revision, identifies the cost reporting requirements for a contract. An NF533 format is provided in Appendix A.

NASA is required by law to maintain accrual accounting, which requires cost to be reported in the period in which benefits are received, without regard to time of payment.

The reports (NF533M [Monthly] and NF533Q [Quarterly]) are the official cost documents used at

NASA for cost type, price determination, and Fixed Price Incentive contracts. The data contained in the reports must be auditable using Generally Accepted Accounting Principles (GAAP).

Supplemental cost reports submitted in addition to the NF533 must be reconcilable to both the

NF533M & NF533Q.

Common NF533 Cost Elements

Examples of accrual accounting for common cost elements reported on the NF533 follow:

Cost Elements Definitions

Labor Reported to NASA as hours and cost are incurred.

Equipment &

Materials

(commercial off the shelf)

Generally reported to NASA when received and accepted by the contractor.

Manufactured

Equipment

Defined as any equipment that is produced to specific requirements that make it useless to anyone else without rework. Cost should be reported to NASA as the equipment is being manufactured. The straight-line method for estimating accrued costs, or the use of supplemental information obtained from the vendor, are acceptable methods used to calculate the cost accrual amount.

DRD- (Page 3 of 8)

Leases Reported to NASA using a proration over the life of the lease.

Travel Reported to NASA as costs are incurred.

Subcontracts &

Other Direct

Costs

Actual and estimated costs reported by prime contractors shall include subcontractors' incurred costs for the same accounting period.

Where subcontract costs are material, they should be separately identified on NF533 reports. The prime contractor shall include in the total cost of each subdivision of work the accrued cost (including fee, if any) of related subcontractor effort. Subcontractors should, therefore, be required to report cost to the prime contractor, using the accrual method of accounting. If the G&A and fee reported by a subcontractor are at the total subcontractor level, these costs must be allocated to specific sub- divisions of work. Data submitted by the subcontractor should be structured similar to the prime contractor's

NF533 to enable the prime contractor to properly report to NASA. For

Firm Fixed Price subcontracts with a contract value greater than

$500,000, the prime contractor is required to document the methodology used to generate the sub-contractor costs reported and provide this information to the NASA Contracting Officer and Center

Deputy Chief Financial Officer of Finance.

Unfilled Orders Reported as the difference between the cumulative cost incurred to date and amounts obligated to suppliers and subcontractors.

Fee Fee should be reported on the NF533 following the "Total Cost" line.

Award fee must be reported by the following categories: Base Fee, Fee Earned, Interim Fee, Provisional Fee, Potential Additional Fee, and Total Fee. If any of the above fee categories do not pertain, they should not be included in the NF533.

Prompt Payment

Discounts

Cumulative cost reported to NASA should be the full incurred cost.

The prompt payment discount amount taken should be reported as a separate line item on the NF533 below the cumulative cost amounts for the contract.

DRD- (Page 4 of 8)

Common NF533 Data Elements

The following NF533 Data Elements shall be included:

Data Element Name Description

Reporting Category (RC) Task, Delivery Order, Work Breakdown Structure

Cost Incurred for Month

(7a)

Prior month actual cost incurred for each RC (column 7a on

NF533)

HR/WYE Incurred for

Month (7a)

Prior month actual HR/WYE incurred for each RC (column 7a on NF533)

Contract prior month planned cost (7b)

Planned cost for prior month for each RC (column 7b on

NF533)

HR/WYE contract prior month planned hours

(7b)

Prior month planned HR/WYE for each RC (column 7b on

NF533)

Current FY Cum to Date

Actual (7c1)

Actual cumulative cost and hours incurred for the current

Government Fiscal Year through the prior month for each RC

(column 7c1 on NF533)

Current FY Cum to Date

Plan (7d1)

Planned cumulative cost and hours for the current

Government Fiscal Year through prior month for each RC

(column 7d1 on NF533)

Contract ITD cost (7c2) Contract ITD cost for each RC (column 7c2 on NF533)

Contract planned ITD cost (7d2)

Contract planned ITD cost for each RC (column 7d2 on

NF533)

Current month estimated cost (8a)

Cost estimate (not Plan) for the current month for each RC

(column 8a on NF533)

Current month estimated

HR/WYE (8a)

HR/WYE estimate (not plan) for the current month for each

RC (column 8a on NF533)

Next month estimated cost (8b)

Estimated cost for next month for each RC (column 8b on

NF533)

Balance of Contract (8c) Balance of contract for the remaining estimate to complete for each RC (column 8c on NF533)

DRD- (Page 5 of 8)

Government Fiscal Year

EAC (8d)

Actual cumulative cost and hours incurred plus remaining estimated cost and hours for the current Government Fiscal

Year (column 8d on NF533)

Contractor Estimate (9a) Contractor estimate for the total estimate to complete entire scope of contract for each RC (column 9a on NF533)

Contract Value (9b) Contract value based upon contract modifications for each

RC (column 9b on NF533)

Unfilled orders outstanding (10)

Unfilled orders outstanding at the end of the reporting period for each RC (column 10 on NF533)

Reporting Category level Used by NASA’s accounting system to determine the RC level

Reporting Category

Identifier

Identifies if the RC is an actual Reporting Category or a Sub-

Reporting Category

A Reporting Category (RC) correlates to a task order, delivery order, or Work Breakdown

Structure (WBS) and is the level at which cost is reported. Each RC can have Sub-Reporting

Category line items (detailed cost elements) that add up to a RC. The Contractor is required to coordinate with the NASA Resource Analyst assigned to the contract in order to establish and maintain the Reporting Categories the contractor shall use to comply with this data requirement.

Column 7b (planned cost incurred/hours worked for the month) and 7d (cumulative planned cost incurred/hours worked) of the NF533M represent the negotiated baseline plan for the contract.

There may not be a relationship between the estimates provided in columns 8 of the NF533M to columns 7b and 7d. Columns 7b and 7d represent the legally binding contract negotiated baseline plan plus all authorized changes.

Uncompensated overtime hours worked should be reported on NF533 reports as a separate line item or in the footnotes.

Short and long-term cost estimates, which include all data entered in columns 8 and 9a on the NF533M and NF533Q reports, shall be based on the most current and reliable information available.

Prior period cost adjustments shall be reported in column 7a and 7c of NF533M and column 7a of the NF533Q as soon as identified. In a footnote, the cost adjustment shall be delineated by government fiscal year, discuss the reasons for, the amounts of, and the time period for which the adjustment(s) relate.

Property, Plant & Equipment (PP&E) Reporting

(A.) For PP&E items the contractor plans to purchase, fabricate, or modify, the contractor shall obtain, from the JSC Finance Property Office, the NASA Capitalization/Expense determination.

DRD- (Page 6 of 8)

This determination shall be obtained by the contractor prior to any cost being incurred for the

PP&E purchase/fabrication/modification. This will help ensure appropriate 533 reporting for items identified as capital. The capitalization/expense determination governs the contractor’s cost reporting requirements associated with the PP&E.

The JSC Finance Property Office makes the capitalization/expense determination based on information provided by the NASA Project Manager. The JSC Finance Property Office acquires the information from the NASA Project Manager using the Form NF1739 Capitalization Determination Form (CDF), which is required for each asset valued at, or greater than $500K.

The JSC Finance Property Office may utilize a supplemental questionnaire and/or additional communication with the project manager, or their associates, to ensure adequate information is obtained to make the appropriate accounting treatment determination (i.e., to Capitalize or Expense the asset).

(B) For PP&E purchased, fabricated or modified, and determined by the JSC Finance Property Office to be Capital, the contractor shall:

1. Report the costs of each capital asset (i.e., each individual end item deliverable) as a separate reporting category on the NF 533 or other required cost reporting format.

2. Maintain a reporting structure that allows for the contractor’s accumulation and reporting of cost separately for each identified capital asset (i.e., each individual end item deliverable).

(C) For PP&E purchased, fabricated or modified, and determined by the JSC Finance Property

Office to be Expensed (Non-Capital), the contractor is not required to report costs at the detail asset level (i.e., as a separate reporting category on the NF 533 or other required cost reporting format).

NF533 Due Dates

The due dates for the NF533M and NF533Q reports are outlined in Chapter 3 of NPR 9501.2E.

The following is a summary of the NF533 due date requirements:

NF533 Report Due Date

NF533M Due no later than the 10th working day following the close of the contractor’s accounting period or the 15th calendar day of the month, whichever is earlier.

NF533Q Due no later than the 15th calendar day of the month preceding the quarter being reported.

The due dates reflect the date the NF533 reports are received by personnel on the distribution list, not the date the reports are generated or mailed by the contractor. It is critical that the NF533 reports are submitted in a timely manner to ensure adequate time for NASA to analyze and record the cost into the NASA accounting system.

DRD- (Page 7 of 8)

An initial NF533 report is required in the NF533Q format to be used as a baseline for the life of the contract. The initial (baseline) NF533Q report shall be submitted by the contractor within 30 days after authorization to proceed has been granted. The initial NF533 requirement cannot be waived. The initial report shall reflect the original contract value detailed by negotiated reporting categories and shall be the original contract baseline plan. In addition to the initial (baseline) report, monthly NF533 reporting shall begin no later than 30 days after the incurrence of cost.

NF533 Final Submission Upon Contract Completion

Monthly NF533 reporting is no longer required once the contract is physically complete, provided the final cost report includes actual cost only (no estimates or forecasts). The contractor must continue to submit monthly NF533 reports as long as estimates for the following period are included. If the final cost of a contract changes after the submission of the "final" contractor cost report, the contractor must submit a revised NF533 report in the month the cost change is recognized.

Electronic NF533 Flat File Requirement

(Flat file will only be submitted if requested during the course of the contract)

If requested by NASA, the contractor shall submit a Flat File NF533M electronically by the same due date. The data shall be submitted via email using the Government prescribed flat file format (if requested, an example of the Agency Defined File Format layout details will be provided by NASA).

NF533 Report Distribution

LF3 - Cost Accounting (1 electronic copy. If electronic copy is not signed, a signed hardcopy is required) BH4 - Contracting Officer (1 hardcopy, 1 electronic copy) LD2 - Budget/Program Analyst (1 electronic copy) EG4 – Technical - COR (3 electronic copy)

NF533 Supplemental Reporting

Supplemental reporting requirements will be submitted during the course of the contract in accordance with direction in Appendix B.

Appendix A NF533 Format http://nodis3.gsfc.nasa.gov/npg_img/N_PR_9501_002E_/NF533M.pdf http://nodis3.gsfc.nasa.gov/npg_img/N_PR_9501_002E_/NF533M.pdf

Appendix B Format for Initial Baseline Report and NF-533Q

NF533 Supplemental Reporting

Annual Accounting Calendar: The contractor’s accounting calendar for the contract period of performance shall be provided in electronic format to the LD2 resource analyst, and LF3 Cost

Accountant within 10 business days after contract award. Updates to the accounting calendar shall be provided in electronic format to the LD2 resource analyst and LF3 Cost Accountant before the delivery of the subsequent NF533.

Contractor Variance Report: The contractor shall submit variance reports along with the NF533M when NF533M variances meet or exceed +/- 5% for each Reporting Category for the following items:

1. Column 7A current month (actuals) to 8A previous month (estimate)

2. Column 7A current month (actuals) to 7B current month (plan)

Monthly Unfilled Orders: The contractor shall submit a report in conjunction with the delivery of the monthly NF533M if there are Unfilled Orders Outstanding (10). The report shall be broken down by reporting category and include the item description, the originally reported delivery date and costs, updated delivery date and costs, justifications for delays of greater than 30 days, and justifications for changes in costs greater than 5%. The following format shall be used for this report.

A B C D E F G H

Rept.

Category

Item

Original Estimated Delivery

Date

Adjusted Estimated Delivery

Date

Justification for delays greater than 30 days

Original Estimated

Costs

Adjusted Estimated

Costs

Justification for cost changes greater than 5%

Quarter End Estimate Report: If the contractor’s month-end reporting does not align with the last day of the calendar month, the contractor shall provide a supplemental report for each calendar-month ending a government fiscal quarter (December, March, June, and September). The report shall be broken down by reporting category and include the original and adjusted 533M Current Month Estimated

Cost and Hours (8a) that reflects the estimated costs and hours accrued through the last day of the calendar month. All estimated costs shall include unfilled orders expected to be delivered during the adjusted period. The following format shall be used for this report.

A B C D E F G

Reporting Category

533M Current Month Estimate

(8a) - Costs

533M Current Month Estimate

(8a) - Hours

Current Month

Est. Adj.

(Costs)

Current Month

Est. Adj.

(Hours)

Total Adj.

Current

Month Est.

(Costs)

Total Adj.

Current

Month Est.

(Hours)

= B + D = C + E

Annual Economic Impact Assessment: The contractor shall submit answers to the following four questions back to the LD2 resource analyst in conjunction with the delivery of the October NF533M.

The answers should be estimates only, as this requirement is not intended to be an extensive exercise.

The information provided will be rolled-up to create Center-level estimates, and will not identify any specific contract. This information will not be shared at the contract-level with anyone outside NASA.

1. What was the on-board total headcount for this contract as of September 30th? (Please include in-directs and an estimate for your major subcontractors.)

2. For the total workforce indicated in #1 above, approximately how many worked in the local Clear Lake area, including JSC? (JSC includes JSC proper, Sonny Carter Training Facility, and Ellington Field.)

3. What was the approximate dollar value of goods and services (including labor) purchased in the Houston area under this contract during the prior Government Fiscal Year?

4. What was the approximate dollar value of goods and services (including labor) purchased outside the Houston area but within the State of Texas?

JSC DATA REQUIREMENTS DESCRIPTIONS (DRD)

(Based on JSC-STD-123)

1. DRD Title 2. Date of current version

3. DRL Line

Item No.

RFP/Contract No.

Management and Staffing Plan 08/31/16 RPOC-02 NNJ16582596R

4. Use 5. DRD Category (check one)

To provide a description of the Offeror's overall management system and organization for accomplishing the requirements set forth in the contract.

Technical

Administrative

SR&QA

6. References (Optional) 7. Interrelationships (e.g., with other DRDs) (Optional)

8. Preparation Information

Data Type: 1 - Written Approval

Scope: The Management and Staffing Plan shall describe the Contractor’s management approach including staffing and retention, organization, and processes. It shall provide a comprehensive integration of all management systems of the prime and subcontractor(s). The plan shall include those processes specifically required to accomplish the Statement of

Work (SOW), as well as those systems and procedures that are to be set in place by the Contractor to adhere to regulations and requirements set forth in the solicitation and the resulting contract.

Content: The RPOC IV Management and Staffing Plan shall include at a minimum:

a. Overall management approach and quality control system to satisfying the contract requirements, including at a minimum:

(1) Management approach to include a discussion of management policies and procedures including any metrics/performance standards the Contractor will use to ensure high quality services are provided for each SOW element.

b. Description of the Contractor’s organization including:

(1) The relationship of the local contract management to the parent company shall be discussed. The relationship of the company with any proposed subcontractors, team members, or joint venture partners shall also be discussed to include a description of the components of the SOW that will be performed by the prime and subcontractor(s).

Associations with any other companies or organizations utilized to provide effective and efficient implementation of the SOW shall also be discussed

c. Description of staffing approach:

(1) Discussion of recruitment methods and policies including how the contractor will identify and recruit for positions requiring specific technical skills to satisfy the Standard Labor Categories (SLC) to meet the needs of the

NASA organizations being supported. Discuss planned method for recruiting personnel, and effects on management, subcontractor(s), continuity and quality of services, and other factors resulting from changes in staffing levels.

(2) Discussion of methods and policies for retaining personnel to meet the requirements of the SOW. To the extent the proposal is based on staffing the effort by capturing incumbent personnel, demonstrate the compensation proposed will be adequate to recruit and retain those incumbent personnel. If proposing to staff the effort with personnel other than incumbent contract personnel, describe how the proposed staffing approach will identify and recruit a workforce having the specialized skills needed to successfully perform contract work and the adequacy of the proposed compensation to recruit and retain those personnel.

(3) Discuss the contractor’s company’s fringe benefit policies and practices, including leave programs. Differences between fringe benefits offered professional and non-professional employees shall be highlighted. Indicate any other differences in fringe benefits among working groups. Inclusive of, but not limited to, address the contractor’s company policy on short and long term disability insurance, and life insurance, including information on the types of benefits offered, the effective date of coverage, and the company share of premium costs. Discuss other salary payment policies and the timing of these benefits, such as vacation leave, sick leave, paid-time off, cost-of-living adjustments, overtime pay, holiday pay, and any other premium pay anticipated.

(4) Describe the contractor’s company policy on health insurance coverage, including information on the types of health insurance benefits offered, the company share of premium costs, what co-pays are required, the deductibles, the effective date of coverage, and the anticipated escalation of insurance costs.

(5) Describe the contractor’s policy on retirement/savings plans, including how much the company provides toward the plan, information on vesting, and details on when the specific benefits are allocated to the employees.

(6) If uncompensated overtime is proposed, it shall be in accordance with FAR 52.237-10, “Identification of

Uncompensated Overtime”. If proposed, the contractor shall discuss the effects of uncompensated overtime on the Total

Compensation Plan, and provide a discussion as to whether the uncompensated overtime is voluntary or involuntary.

Describe the possible effects that uncompensated overtime will have on employee morale and retention. The contractor shall provide a copy of the company policy for uncompensated overtime with proposal.

(7) The contractor shall describe incentives to motivate and reward performance and to encourage the recruitment and retention of personnel. The contractor shall describe the policies, procedures, and experience related to these incentives.

Format: See Section L.13.2, “Proposal Arrangement, Page Limitations, Copies and Due Dates”.

Submission and Distribution:

1. Initial: Due with proposal -The offeror shall provide a management approach which discusses Paragraph C, Number 1-7 of the Management and Staffing,

2. The complete Management Plan is due 10 days after the start of Phase-In and must approved by 10 days before the end of Phase-In.

3. Frequency: Update and submit electronic copy to Contracting Officer and Contracting Officer’s Representative, as requested per the Contracting Officer. Paragraph C, Number 1-7 update required in Contract Year Three.

Maintenance: The Contractor may revise the Management and Staffing Plan at any time or at the direction of the

Contracting Officer. Changes shall be incorporated by change page or complete reissue. Revisions are subject to

Contracting Officer approval.

Note: Upon NASA approval, the Management and Staffing Plan will become part of the contract (attachment J.5).

1. DRD Title 2. Date of current version

3. DRL Line Item No.

RFP/Contract No.

Phase-in Plan 8/13/2014 RPOC-03 NNJ16582596R

4. Use (Define need for, intended use of, and/or anticipated results of data) 5. DRD Category :

To describe the Contractor’s planned approach for contract phase-in. Technical Administrative

SR&QA

6. References 7. Interrelationships

8. Preparation Information

a. Data Type: Type 1 Mandatory Submittal

b. Scope: A Phase-In Plan shall be prepared which describes the Contractor’s approach for the transition of responsibility from the

Incumbent Contractor during the 45-day transition period. The Plan must address the Contractor’s approach to assume responsibilities by contract start.

c. Format: The Contractor’s format is acceptable. The electronic format shall be compatible with Microsoft Office.

d. Frequency of Submission:

i. Initial: Due with initial proposal and must be approved prior to start of Phase-in period

ii. Update: As required. Submit revisions for Government approval after any major change in phase-in approach.

e. Distribution: The Contractor shall submit their proposed plan with the initial proposal. If updates are warranted, submit the Plan to the

Contracting Officer, the Contracting Officer’s Representative and the Pricing Analyst per the format designated by the Contracting

Officer.

f. Maintenance: The Contractor may revise the Plan at any time or at the direction of the Contracting Officer. Revisions to the Plan are subject to Contracting Officer review. Changes shall be incorporated as required by change page or complete reissue.

g. Content: The Contractor is expected to meet full performance requirements from the start date of the base contract period. Prior to performance of services ordered by the Government under this contract, the Contractor shall accomplish all tasks required to begin work ordered under this contract.

The Offeror shall submit a Phase-in Plan which shall detail the proposed implementation processes and strategies for effecting a smooth transition. The plan shall contain, at a minimum, detailed rationale, schedule, and specific approach to successfully complete each item described below. Address the following items:

(i) Describe in detail the plan for maintaining continuous and efficient operations at JSC. Describe how you will work with incumbent Contractors and NASA, including resources and interfaces expected from each to ensure an effective transition and continuous service.

(ii) Provide a phase-in schedule to accomplish all proposed phase-in steps/milestones and the personnel responsible for those steps/milestones. Describe your approach for how you will implement the schedule.

(iii) Provide details for initial staffing and training of personnel, including the percentage of incumbent personnel that you plan to hire.

Discuss proposed key personnel, if applicable and demonstrate that the key personnel are committed to employment prior to start of contract.

(iv) Address the office space that is required for phase-in, beyond what is to be provided by the Government, if any.

(v) Approach for ensuring completion of badging requirements and personnel security clearances to ensure employees are cleared for access to JSC and its associated facilities, as required, prior to start of the contract.

(vi) Describes how an inventory will be performed with the Incumbent Contractor of all records that will be transitioned. Records transition shall be completed at contract start.

(vii) Describe your approach and risk mitigation strategies to identify any requirements for application or system connectivity or integration with JSC.

(viii) Address property control transfer, including schedule and milestones for completing 100% inventory including but not limited to

Government Furnished Property and Installation Accountable Government Property.

(ix) Identify the risks associated with your plan and ways to mitigate those risks.

Note: Upon NASA approval, the Contractor’s Phase-in Plan becomes a part of the contract ( attachment J.6).

1. DRD Title 2. Date of current version

3. DRL Line Item No.

RFP/Contract No.

Organizational Conflict of Interest

Mitigation Plan

1/9/15 RPOC-05 NNJ16582596R

4. Use (Define need for, intended use of, and/or anticipated results of data)

5. Category (Check one)

To document the Contractor’s comprehensive management approach and implementation methods for avoiding, neutralizing, and mitigating organizational conflicts of interest.

Technical

Administrative

SR&QA

6. References (Optional) 7. Interrelationships (e.g., with other

DRDs)(Optional)

FAR Subpart 9.5, Organizational and Consultant

Conflicts of Interest

NFS 1852.209-71, Limitation of Future Contracting

NFS 1852.237-72, Access to Sensitive Information

NFS 1852.237-73, Release of Sensitive Information

NASA Guide on Organizational Conflicts of Interest

(March 2010)

8. Preparation Information (Include complete instructions for document preparation)

a. Data Type: 1

b. Scope: The OCI Plan describes the Contractor’s comprehensive management approach and implementation methods for avoiding, neutralizing, or mitigating organizational conflicts of interest. After approval, the OCI Plan will become part of the contract.

c. Content: The OCI Plan shall discuss the following:

(1) Purpose: A summary of the Contractor’s rationale for instituting and applying the OCI Plan;

(2) Update Criteria: A description of the criteria and process for determining when an update to the plan is required;

(3) Contractor’s OCI Assessment Methodology: A summary of the general methodology used to identify, avoid, neutralize, or mitigate OCI issues. Define company roles, responsibilities, and procedures for screening (i.e., identifying/recognizing, analyzing/evaluating, resolving, and reporting) existing and new business opportunities for actual/potential OCIs. Include any

Contractor policies defining organizational or employee sanctions for violations of

Contractor’s OCT procedures or requirements. Identify any Contractor recordkeeping or self-audit requirements related to Contractor’s OCI program. Identify any affiliated companies/entities (e.g., a parent company or a wholly-owned subsidiary) and procedures for coordinating OCIs with such affiliated companies/entities. Explain how the Contractor will flow down the provisions of this mitigation plan to any subcontractor that may have a conflict with regard to performing the requirements of this contract;

(4) Contractor’s OCI Response Procedures: A summary of the steps that the Contractor will take when an OCI has been identified of when circumstances have changed such that an OCI issue is probable. Include Contractor procedures for reporting of all potential/actual OCIs during performance of the contract and the contact of OCI reports;

(5) Identified OCI Risks: A description of identified potential OCI risks, due to the Contractor’s relationships or potential relationships with the Government, other companies, and other contracts. The description shall characterize the risk and measures to avoid, neutralize, or mitigate each OCI threat. If using a firewall, explain how these actions will operate to successfully address the conflict without adversely affecting performance of the contract.

Additionally, Contractor shall identify any potential OCIs created by the requirements of this

RFP which the Contractor intended to resolve using methods other than mitigation ;

(6) Personnel Clearance Procedures: A description of the procedures the Contractor will use if needed to identify and partition Contractor personnel requiring access to or participation in activities that would otherwise create an OCI issue; and

(7) OCI Training: A description of the training to be provided to a Contractor personnel regarding potential OCIs on this contract.

d. Format: Contractor format is acceptable. The product shall be in a Microsoft Office compatible format.

e. Distribution:

Contracting Officer (1 Electronic copy)

Contracting Officer’s Representative (1 Electronic copy)

f. Submission:

(1) Initial: Due with proposal

(2) Final: By the end of the contract phase-in period

(3) Approval: Within 30 days of an acceptable OCI Plan

(4) Update Frequency: As required

g. Maintenance: Revisions to this DRD shall be incorporated by change page or complete reissue.

The Contractor shall review the OCI Plan on an annual basis or as directed by the Contracting

Officer to revise the OCI Plan if necessary. Revisions are subject to Contracting Officer approval.

1. DRD Title 2. Date of current version

3. DRL Line

Item No.

RFP/Contract No.

Non-Disclosure Agreements 09/21/15 RPOC-06 NNJ16582596R

4. Use 5. DRD Category (check one)

To ensure that agreement is made between contractor employees and the Government to protect contract proprietary data and management-sensitive Government

Information.

Technical

Administrative

SR&QA

6. References (Optional) 7. Interrelationships (e.g., with other DRDs) (Optional)

8. Preparation Information

Data Type: 2 – Mandatory Submittal

Scope: The Contractor shall submit Non-Disclosure Agreements for all personnel upon employment on the RPOC IV contract.

Content: Non-disclosure agreements shall be prepared in accordance with company policies and procedures and are required for all personnel employed on the RPOC IV Contract in order to safeguard sensitive information from unauthorized use and disclosure. Non-disclosure agreements shall include a statement that employees have completed the mandatory JSC Information Technology Security Training and will comply with the training on the Authorized Uses and

Mandatory Protections of Sensitive Information needed in performing this contract. These requirements must be completed before employees arrive at their JSC workstation. Contract management shall provide a report of mandatory information security training.

Format: Contractor’s format is acceptable and should be traceable to the content listed above. The product shall be in a

Microsoft Office compatible format.

Distribution:

1. Contracting Officer (1 electronic copy)

2. Contracting Officer’s Representative (1 electronic copy)

Submission:

1. Initial: Due prior to contract start date

2. Frequency: As necessary to maintain 100% for all employees

JSC DATA REQUIREMENTS DESCRIPTION (DRD) Section J

DRD – RPOC-07

1. DRD Title

Re-procurement Data Package

2. Current

Version 10/08/15

3. DRL

No.

RPOC-07

4. RFP/Contract No.

NNJ16582596R

5. Use (Define need for, intended use of, and/or anticipated results of data)

Provides requirements for delivery to NASA of information on specific items and supporting documentation related to resource/cost information, to be used for re-procurement activities. In the event of a competitive solicitation for a follow-on effort, NASA may provide non-proprietary historical information such as average composite direct labor rates and approximate seniority profiles of incumbent personnel to all interested parties in order to increase the probability of realistic pricing. The Government does not intend to disclose any contractor proprietary information.

6. DRD Category

Technical

Administrative

S&MA

6. References (Optional) 8. Interrelationships (e.g. with other DRDs)

(Optional)

8. Preparation Information (Include complete instructions for document preparation)

A. DATA TYPE: 2

B. SCOPE:

Resource/cost information shall be submitted in accordance with this Data Requirement Description (DRD).

C. CONTENT:

A data package shall be submitted containing the following resource/cost information. This data is required from the prime and major subcontractors, defined as subcontractors with $1M total contract value:

1. Labor Resources

a. List of directly charged labor skills by contractor labor category, mapped to NASA’s Standard

Labor Categories (SLCs) as identified in Attachment 1, and segregated by current Statement of

Work (SOW) section. Include the number of Full-Time Equivalents (FTE) currently supporting each SOW section. The FTE detail shall be at the lowest SOW level for which current contract tracking is available. Ensure that FTEs counted at the lowest SOW level are not counted again at the next highest SOW level. See example provided below in Table 1. The contractor’s format is acceptable, but must include the requested content.

Table 1: Example of Data Required per Paragraph (1a):

*A FTE is defined as the work of a full-time equivalent person based on your accounting system. For example, if your accounting system dictates that a FTE constitutes 1,880 productive hours (total hours minus paid time off), then four people working 470 hours per year would make up one FTE.

NASA SLC Contractor Labor Category SOW Section *No. of FTEs

Business Specialist Accountant I 1.2 1.75

Engineer I Jr Mechanical Eng 3.2.4 6.25 (Not Included in 3.0)

Engineer II Jr Mechanical Eng 6.1 4.5

JSC DATA REQUIREMENTS DESCRIPTION (DRD) Section J

DRD – RPOC-07

b. The average current straight time labor rate for each direct-charged labor category identified in paragraph (1a). Further, provide both the date when these wages were last adjusted for escalation by contractor labor category, and the rate of escalation applied. Also indicate whether any adjustments are projected to be made prior to contract expiration. If so, provide the anticipated date and rate of escalation, and identify the contractor labor categories expected to be affected.

See example provided below in Table 2. The contractor’s format is acceptable, but must include the requested content. Please ensure that all data clearly map to NASA SLCs.

Table 2: Example of Data Required per Paragraph (1b):

NASA SLC Contractor

Labor

Category

No. of

FTEs

**Direct

Labor

Rate

Last

Escalation

Date and

Amount

Future

Escalation

Date and

Amount

Exempt or

Non-exempt?

Business

Specialist

Accountant I 1.75 $23.25 April 2014

(2.70%)

April 2015

(2.20%)

Exempt

Engineer I Jr Mechanical

Eng

15.55 $26.12 April 2014

(2.70%)

April 2015

(2.20%)

Exempt

**This is the current weighted average straight-time direct labor rate with NO BURDENS APPLIED and is NOT the contract’s Section B rate table rates, if there are any.

c. Seniority level of all FTEs identified in paragraph (1a) above, for fringe benefit calculation purposes. Provide data separately for exempt and non-exempt personnel:

i. Number of FTEs with 0 to 5 years of experience.

ii. Number of FTEs with greater than 5 years and up to 10 years of experience.

iii. Number of FTEs with greater than 10 years and up to 15 years of experience.

iv. Number of FTEs with greater than 15 years of experience.

2. Non-Labor Resources

a. Provide total non-labor cost incurred for the most recent 12 month period grouped by expense type (examples may include travel, training, facilities).

D. FORMAT:

Contractor’s format is acceptable, but must include the requested content.

E. SUBMISSION:

See Attachment J-01, Data Requirements List. The Contractor and major subcontractor(s) shall each provide 1 electronic copy in Excel of the requested data, due within 30 days of a written request from the Contracting

Officer. Subcontractors may submit the requested data directly to the Contracting Officer.

F. DISTRIBUTION:

See Attachment J-01, Data Requirements List.

G. MAINTENANCE:

Revisions to this DRD shall be incorporated by change page or complete reissue. Revisions are subject to

Contracting Officer approval.

DRD- RPOC-08

1. DRD Title 2. Current Version Date

3. DRL

Line Item No.

RFP/Contract No.

(Procurement completes)

Safety and Health Plan 07/16 (replaces 08/13 version)

RPOC-08 NNJ16582596R

4. Use:

Establishes Safety and Health Plan for Contractors providing support to JSC organizations

***The Office of Primary Responsibility for this DRD is the JSC Safety and Test Operations Division

5. DRD Category: (check one) Technical Administrative X SMA

6. References (Optional) 7. Interrelationships (e.g., with other DRDs) (Optional)

OSHA CSP 03-01-003, Voluntary Protection Program (VPP): Policies and Procedures Manual JPR 1700.1 JSC Safety and Health Handbook JSC 17773, Preparing Hazard Analysis for JSC Ground Operations JPD 1040.2, JSC Emergency Preparedness Program JPR 1040.4, JSC Emergency Preparedness Plan NPR 8621, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping JPR 2310.1, JSC Organizational Learning Program

Frequency of Submission. Initial submission due 10 days after start of phase-in, must be approved 10 days prior to contract start date. Upon NASA approval, the Contractor’s Safety and Health Plan shall become a part of the contract as Attachment J.7.

Distribution: Send copies to each of the following:

Contracting Officer (1 electronic copy)

Contracting Officer’s Representative (1 electronic copy)

NS/Safety and Test Operations Division (1 electronic copy)

JSC Occupational Health Office (1 electronic copy)

JSC Emergency Preparedness Office (1 electronic copy)

Revisions to the Plan: Review the plan annually or as directed by the CO. Update the plan to meet the latest OSHA, JSC, and VPP requirements. Provide a copy of the updated plan with the changes highlighted to the distribution list above at the start of each Contract year. If no changes are required after the annual review, notify the individuals in the distribution list in writing to that affect.

Other Deliverables: The plan must include instructions for submitting the deliverables in Table 1 below to the

Government and represent contractual commitments by the Contractor to provide this information. Include copies to the Contracting Officer and Contracting Officer’s Representative.

Deliverable Frequency DRD ¶ Comments

Identity of key safety and health personnel:

Company Physician/Occupational Injury/illness case manager

Designated Safety Official

Safety Representative

Building Fire Wardens (Roster)

Within 15 days of contract start and updated with changes

1.5 Include in plan or

attachment to plan

Safety and Health Self Evaluation Report

Yearly by Sept 30 1.8 Send to Safety and Test Operations Division

Roster of Terminated Employees Yearly, 30 days after the end of the contract year

1.9.1 Send to the Occupational

Health Branch

Material Safety Data Sheets (MSDS)/Safety Data Sheets (SDS)

When you introduce a new hazardous material

1.9.2 Send to the Occupational

Health Branch See JPR 1700.1, Chapters

9.1 & 9.2

Hazardous Materials Inventory Yearly or when quantities or locations change significantly. Some products require quarterly updates

1.9.3 Send to the Occupational

Health Branch See JPR 1700.1, Chapter 9.2

Inspection results entered in Building Inspection Tracking System (BITS)

10 working days after completing inspection

2.4

On-site close calls forwarded to JSC close call tracking system

Within 3 working days of receipt

2.6 Send to Safety and Test

Operations Division Required only for contractor close call systems

Mishap reporting Immediate and follow-up as required in JPR 1700.1

2.7.1 See Chapter 2.6 of JPR

1700.1

Lessons Learned Report Enter data into the JSC LLDB or NASA LLIS:

Within 30 days of a triggering event;

Within 30 days of a program milestone, mishap investigation, or hazard or other engineering analysis / evaluation is completed; or

30 days before end of contract evaluation period or 45 days before end of contract, whichever is applicable.

2.7.1.7 Database entry with 1

electronic copy to the Contracting Officer’s Representative

JSC Form 288, “Statistical Information - Contractor Safety and Health Program”

Monthly by the 10th of the month

2.7.2. a Send to JSC-Safety-Report- Submittals <JSC-Safety- Report- Submittals@mail.nasa.gov>

OSHA logs Yearly by Feb 15 and within 30 days of contract end

2.7.2.b Send to Safety and Test Operations Division OSHA 300 & 300A with names removed. Equivalent forms from contractor database are acceptable.

Hazards recorded in JSC Hazard Abatement Tracking System (HATS)

Within 5 working days of discovery

3.1, 3.11

Applies to hazards not corrected within 30 days

Interim and Final Abatement Plans Within 5 working days of discovery

3.11.2 Updates for hazards entered

into HATS

Table 1, Safety and Health Deliverables

Format:

1. Cover page - to include as a minimum, blocks for the signatures of Contractor's project manager and designated safety official; NASA COR; JSC Safety and Test Operations Division: JSC Occupational Health Branch: and the NASA Contracting Officer. Other signatures may be required at the discretion of the Government. Once approved by NASA, signatures will be collected and the plan placed on the contract.

2. Table of Contents. See content below.

3. Body of plan - as required. Contractor’s format is acceptable but should be aligned with the elements of the content below.

4. The contractor is part of a larger program – the NASA safety program – which has other contracted employees, civil servants, and other third parties that must be protected from any hazard in the workplace wherever they arise.

This includes the following:

a. Hazards associated with work done on contractual tasks.

b. Hazards that arise from non-contractual operations in the vicinity of contractor’s workers.

c. Hazards that arise from contractual operations which may affect the safety and health of individuals and assets outside this contract.

5. The plan will clearly identify those resources to be provided by the Contractor and proposed resources to be provided by the Government. The contractor will make this review and supporting rationale available to the Government as part of this plan. It can be documented as a checklist or outline, inserted directly in the body of the plan, or in any format developed by the Contractor that clearly conveys the results of this review including the basis for any underlying assumptions. For further information, see the LIST OF INSTALLATION PROVIDED FACILITIES AND SERVICES provided in this RFP.

6. The plan must cover the prime contractor and all subcontractors.

Details: Address the following items in your plan:

1. MANAGEMENT LEADERSHIP AND EMPLOYEE PARTICIPATION

Management and employees work together as a team to provide a safe and healthful workplace. Management and employee synergies often must work together across contractual lines.

1.1 Policy: Provide the Contractor’s safety and health compliance policy statement with the plan. Compare the Contractor’s policy statement with those of NASA and OSHA and discuss any differences.

1.2 Goals and Objectives. Describe your approach to the following:

1.2.1 Specific annual safety and health goals and objectives to be met. Include innovative employee input systems and management approaches that produce a measurable rate of improvement in employee participation. These goals and objectives may or may not be quantifiable. Explain how you will evaluate your accomplishment of these goals and objectives.

1.2.2 Methods to be used, if any, to improve on the Days Away Case Rate (DACR), the Total Recordable Injury Rate (TRIR), and the total Days Away plus Restricted Duty plus Job Transfer (DART).

1.3 Management Leadership. Describe how management will demonstrate its commitment to safety and health compliance through visible management activities and fulfill its line management responsibilities for safety and health.

Describe specific processes and techniques for implementation in all Contract and subcontract activities and products. Include a statement from the project manager or designated safety official indicating that the plan will be implemented as approved and that the project manager will take personal responsibility for its implementation.

1.4 Employee Involvement. Describe procedures to promote, implement, and sustain employee (non-supervisory) involvement in safety and health compliance program development, implementation and decision-making from all areas of the contract.

1.5 Assignment of Responsibility. Describe line and staff responsibilities for safety and health program implementation. Identify any other personnel or organizations that provide safety services or exercises any form of control or assurance in these areas. As a minimum, the plan will identify the following:

1.5.1 Safety Representative - identify by title, the individual who will be responsive to Center-wide safety, health and fire protection concerns and goals, and who will participate in various joint meetings, forums, and other activities related to the JSC Safety and Health program.

1.5.2 Company Physician/Occupational Injury/illness case manager - identify a point of contact who is responsible for the transfer or receipt of company medical data and who will be the primary contact for the company in the event any employee suffers a work related injury or illness by name, address, and telephone number to the JSC Clinic, mail code SD32. This will facilitate communication of medical data to Contractor management. Promptly notify the JSC Clinic of any changes that occur in the point of contact.

1.5.3 Building Fire Wardens - provide a roster of fire wardens at the start of each Contract year (their names, telephone numbers and pagers, and mail codes). Contractor fire wardens facilitate the JSC fire safety program, including coordination of related issues with NASA facility managers and emergency planning and response officials and their representatives. Fire wardens will be trained per JPR 1700.1. Update the Roster by letter to the JSC Safety and Test Operations Division, mail code NS2, with copies to the Contracting Officer and the COR. Provide the initial letter to the Government not later than 15 days after contract start.

1.5.4 Designated Safety and Health Official - identify by title the official(s) responsible for implementation of this plan and all formal contacts with regulatory agencies and with NASA.

1.6 Provision of Authority. Describe your approach to maintain consistency of this plan throughout the life of the contract with applicable NASA and JSC requirements and contractual direction as well as applicable Federal, State, and Local regulations.

1.7 Accountability. Describe procedures for ensuring that management and employees will be held accountable for implementing their tasks in a safe, healthful, and environmentally compliant manner.

1.8 Safety and Health Program Self Evaluation. Describe your approach to safety and health program evaluation. The program evaluation consists of providing a written self-evaluation report once per year that assesses your safety…