RFP_ATT_E_MLSR_Instructions__Template.docx

Attachment E

ENCLOSURE

MONTHLY LETTER STATUS REPORT INSTRUCTIONS

FOR CONTRACTS AND ORDERS

The contractor shall submit an electronic Monthly Letter Status Report (MLSR) by the 20th day of each month that covers the prior month’s effort to the Contracting Officer’s Representative (COR) and the Contracting Officer (CO). If orders are issued under the contract, a separate MLSR shall be provided for each order. MLSRs are no longer required once the NRC determines that work under the contract/order is complete, and the final costs are acceptable. A SAMPLE TEMPLATE, WHICH SHALL BE USED TO COMPLETE THE MLSR, IS ENCLOSED.

Provide the information requested in each of the following sections IF APPLICABLE

I. CONTRACT/ORDER IDENTIFICATION & CONTACT INFORMATION

· Reporting period;

· Contract number;

· Order number;

· Contract/Order title and period of performance;

· COR’s name, telephone number, and e-mail address;

· Full name and address of the contractor; and

· Name, telephone numbers and email addresses of the Contractor Project Manager(s)/Contractor Lead Reviewer.

II. FINANCIAL STATUS

A. Overall Funding Information

· Total Ceiling Amount: $

· Total Amount of Funds Obligated to Date: $

· Total Invoiced for this Reporting Period: $

· Total Amount Invoiced - Cumulative Amount to Date: $

· Total Amount of Funds Expended to Date (Based on Obligated Funds): $

· Percentage of Funds Expended to Date (Based on Obligated Funds): %

· Balance of Obligated Funds Remaining (Based on Invoiced Amount): $

· Total Amount Invoiced & Costs Incurred (Invoiced amounts & amounts not yet invoiced—e.g. pending /outstanding to subcontractor): $

· Balance of Obligated Funds Remaining After Deducting Total Amount Invoiced & Amounts Not Yet Invoiced (Costs Incurred): $

· Balance of Funds Required for Completion: $

B. Contractor Acquired Property

Report all property with an acquisition cost of $500 or more (including Information Technology (IT) hardware and software), acquired for the project during the month. Report all sensitive property regardless of cost. The following information is required for each reported item:

· Item and property description;

· Manufacturer, model number, and serial number, if applicable;

· Acquisition cost or development cost; and

· Date received

· Property Identification Number.

If property was not acquired during the reporting month, include a negative statement to that effect in the MLSR.

The final MLSR for the contract shall include a closeout property report certifying that property with an acquisition cost of greater than $5,000 (including IT hardware and software) and sensitive property regardless of cost is included in the final property report and that the list is complete. For each item listed, the report shall contain:

· Item/property description;

· Manufacturer; the model number, & the serial number, if applicable;

· Acquisition or development cost; and

· Date received

· Property Identification Number.

The closeout property report shall identify any ongoing or contemplated NRC projects on which the property could be utilized. If no property was acquired under the contract, include a negative report. Note as part of the report any property requiring special handling based on security, health, safety, or other reasons.

C. NRC-Funded Software Developed

Report NRC funded software with a useful life of 2 years or more and a development cost of greater than $5,000. Provide the following information for each item of NRC funded software:

· Software name and function;

· Development cost;

· Computer language used;

· Operating system;

· Physical location of the software and/or the hardware system;

· Date the software development was completed; and

· Scheduled replacement date or projected useful life. If the useful life is not readily apparent, the useful life is considered to be 5 years from the day the software was considered operational.

III. TECHNICAL STATUS

A. Deliverables/Milestones Schedule

Provide the following information for each deliverable/milestone identified in the SOW:

· Task/subtask;

· Description;

· Planned completion date;

· Revised completion date if applicable; and

· Actual completion date.

The deliverables/milestones schedule shall be revised as necessary. Any variance in schedule shall be identified and discussed in detail. Discussion shall include the cause for the variance, together with any proposed solution to bring the dates within the original planned dates.

B. Progress During Reporting Period

Provide a clear and concise discussion of the work performed during the reporting period. Include sufficient detail to support the costs reported for the reporting period. A summary of significant meetings and conference calls shall be included. In addition, the current status of each deliverable, task/subtask, or service shall be identified. Progress reported as "worked on all tasks" is not acceptable.

C. Travel

Travel taken during the reporting period shall be fully described and shall include, at a minimum, the purpose of the travel, whether prior NRC authorization was required and obtained, the names of all travelers, the beginning and ending dates of the travel, and the destination point.

D. Anticipated and Encountered Problem Areas

Problems encountered during the reporting period and anticipated in subsequent period(s) (to include, for example, problems or circumstances that require a change in the level of effort or estimated cost, scope of work, or travel requirements) shall be identified. Discussion of problems encountered during the reporting period shall include the actual solution. If the solution was not implemented during the reporting period, a detailed discussion of the proposed solution shall be included. The status of the problem shall be updated in subsequent MLSRs until problem resolution is achieved and reported. Clearly identify the person(s) and/or organization(s) with responsibility to address the problem. If NRC is required to take action to resolve a problem or concern, the COR and CO shall receive a notification separate from that which is contained in this report.

A discussion of the impact on the projected cost and schedule of the project or task order shall be included. If the projected actual cost is expected to be greater than or less than the planned cost and/or if the schedule is projected to be longer than or less than the planned schedule, an in depth rationale for the difference(s) shall be provided. Actions to mitigate schedule delays and/or cost/price increases shall be thoroughly described.

Problems or circumstances requiring a modification to the level of effort, estimated cost, scope of work, or travel requirements shall also be discussed in the MLSR. The COR and CO shall receive a notification separate from that which is contained in this report if a modification is needed. Such notification shall not be delayed until issuance of the MLSR.

E. Plans for the Next Reporting Period

Provide a concise discussion of work to be performed and a description of anticipated travel during the next reporting period. Describe deliverables/milestones anticipated to be completed in the next reporting period.

F. Staff Hours Summary

The staff hours summary shall identify the task/subtask, the staff assigned to the task/subtask, hours budgeted, hours expended for this reporting period, and total cumulative hours expended.

IV. INFORMATION TECHNOLOGY SECURITY TRAINING

In accordance with the clause, NRC INFORMATION TECHNOLOGY SECURITY TRAINING (MAY 2014), contractors shall ensure that their employees, consultants, and subcontractors with access to the agency's information technology (IT) equipment and/or IT services complete NRC's online initial and refresher IT security training requirements to ensure that their knowledge of IT threats, vulnerabilities, and associated countermeasures remains current. Both the initial and refresher IT security training courses generally last an hour or less and can be taken during the employee's regularly scheduled work day.

Where the contract/order includes the clause, NRC INFORMATION TECHNOLOGY SECURITY TRAINING (MAY 2014), the MLSR shall include the following information for all training completed during the month:

(1) Name of the individual who completed the course;

(2) Course title; and

(3) Course completion date.

The MLSR shall also include the following information for those individuals who have not completed their required training:

(1) Name of the individual who has not yet completed the training;

(2) Title of the course(s) which must still be completed; and

(3) Anticipated course completion date(s).

V. LICENSE FEE RECOVERY COST STATUS (Applicable to Fee-Recoverable work only)

Pursuant to the provisions on fees of Title 10 of the Code of Federal Regulations Parts 170 and 171, provide the total amount of fee recoverable costs incurred during the reporting period, the fiscal year to date costs, and the cumulative total costs to date for each task order/contract. The License Fee Recovery Cost Status (LFRCS) shall be recorded on a separate page as part of the MLSR, and shall be in the format provided in the MLSR template under the LFRCS Section.

Each report shall contain a docket number or other unique identifier. Facilities shall be sorted by docket number/identifier. Unit numbers shall be identified for each facility included in the LFRCS table. For work that involves more than one facility at the same site, each facility shall be listed separately and the costs shall be split appropriately between the facilities. Common costs, as defined below, shall be identified separately in the LFRCS.

Common costs are those costs that are not licensee unique and are associated with the performance of an overall program that benefits all similar licensees covered under that program or that are required to satisfactorily carry out the program. Common costs include costs associated with the following: preparatory or start-up efforts to interpret and reach agreement on methodology, approach, acceptance criteria, regulatory position, or technical reporting requirements; efforts associated with the "lead plant" concept that might be involved during the first one or two plant reviews; meetings and discussions involving the above efforts to provide orientation, background knowledge, or guidance during the course of a program; any technical effort applied to a docket or other unique identifier; and project management. Common costs shall be reported monthly for each docket or unique identifier. Common costs shall be computed based on the proportion of direct costs incurred against each docket or unique identifier for the reporting period.

VI. SPENDING PLAN UPDATE—Required for Cost Reimbursement, Labor-Hour and Time-and-Materials Contracts/Orders (Complete as Applicable for Other Contract Types) The initial Spending Plan shall be included in the initial MLSR. Thereafter, the spending plan shall be updated on the MLSR Spending Plan Update Template in Excel (enclosed), and submitted with the MLSR. Spending plan updates shall encompass two fiscal years (current fiscal year and following fiscal year). Definitions of spending plan terms are provided below:

Planned – Spending plan agreed to by the parties at time of award.

Revised – Updated spending plan revised by the contractor. Spending plan shall be updated as necessary.

Actual – Total amount/costs expended by the contractor as reported in the MLSR.

Variance – Percentage difference between planned, or revised if applicable, and actual

MONTHLY LETTER STATUS REPORT-TEMPLATE

Reporting Period Start Date

Reporting Period End Date

NRC Contract Number

Order Number (if applicable)

Contract/Order Title

Period of Performance Start Date:

Period of Performance End Date:

Contracting Officer’s Representative (COR)

Contractor Name

Contractor Complete Address (Street, City , State, and Zip Code)

Contract Project Manager(s)/Contractor Lead Reviewer

PROVIDE THE INFORMATION REQUESTED IN EACH OF THE FOLLOWING SECTIONS IF APPLICABLE (Please insert N/A beside items that are not applicable)

FINANCIAL STATUS

A. Overall Funding:

B. Contractor Acquired Property:

*Asterisk represents sensitive item

C. NRC-Funded Software Developed:

Useful Life

*Asterisk represents sensitive software

TECHNICAL STATUS

A. Deliverables/Milestones Schedule:

(Any variance in schedule shall be identified and discussed in detail. Discussion shall include the cause for the variance, together with any proposed solution to bring the dates within the original planned dates.)

B. Progress During Reporting Period: ___________________________________________

C. Travel for this Period:

Obtained*

Date Destination/Activity

*Include name of NRC authorizing official and date authorization was obtained.

D. Anticipated and Encountered Problem Areas: __________________________________

E. Plans for the Next Reporting Period: ___________________________________________

F. Staff Hours Summary:

TRAINING

(Complete if contract/order includes the clause, NRC INFORMATION TECHNOLOGY SECURITY TRAINING (MAY 2014))

Completed Training:

Course Completion Date

Training To Be Completed:

Anticipated Course Completion Date

LICENSE FEE RECOVERY COST STATUS

(Applicable to Fee-Recoverable work only)

Reporting Period Start Date

Reporting Period End Date

Project Title

Licensee

Common costs shall be identified separately.

State if no license fee recoverable costs were incurred during the reporting period.

SPENDING PLAN - Fiscal Year (FY) _______ Required for Cost Reimbursement, Labor-Hour and Time-and-Materials Contracts/Orders (Complete as applicable for other contract types)

Planned ($)

Revised ($)

Actual ($)

Variance (%)

Planned ($)

Revised ($)

Actual ($)

Variance (%) image1.emf

Spending Plan.xlsx Spending Plan

Contractor Spending Plan Update

Contract Number: Contract/ Task Order Number:

Project Title:

Date:

SPENDING PLAN

FY ________

M/Y October November December January February March April May June July August September

Planned ($) 150 150

Revised ($) 100 100

Actual ($) 10 110

Variance (%) -90.00% 10.00%

FY ________

October November December January February March April May June July August September

Planned ($)

Revised ($)

Actual ($)

Variance (%)