NASA Contract Property

1. NASA Contract Property Michael (Mike) Showers Presentation to National Property Management Association NES 2012

2. Topics • NPD/NPR 4500 (The NASA Manual) • DoD Changes and The Impact on NASA • Latest FAR Change • Space Shuttle Closeout • “What’s going on in DC” • NESS

3. Administration of Property in the Custody of Contractors –NPD/NPR 4XXX

4. NPD/NPR 4XXX • Purpose – • Provide Guidance to NASA Personnel • Fill in the gaps in DoD guidance related to NASA • Provide a partial replacement for DoD 4161.2M • Address NASA specific requirements • Internal and external NASA delegations • Financial and other reporting requirements • Assure NASA CFO that we are providing adequate attention to management controls • Goal of establishing the PMSA as a “Performance Audit” • Better defining testing requirements and methods in audits • Assuring, at minimum, existence and completeness testing

5. NPD/NPR 4XXX • Content - 8 Chapters • Full range of Property Administration Activities • Chapter 1, General – • Defines objective, scope, • Provides authorities, • Defines responsibilities for NASA personnel • Establishes a deviation process

6. NPD/NPR 4XXX • Chapter 2, Pre-award Processes – • Speaks to procurement support, solicitation reviews • Provides specific guidance for administration of contracts for contractors operating in and out of NASA installations/facilities • Addresses the use of VCS, ILPS, Customary Commercial Practice, and existing procedures and systems in proposals • Speaks to level of review • Considers past performance

7. Administration of Property in the Custody of Contractors -NPD/NPR 4XXX.1A • Chapter 3 – Delegation • Off-site delegation requirements • Provides policy regarding off-site delegations • Requires use of NESS to maintain delegation recordkeeping • Retention of On-Site PA • Requires that on-site Property Administration be performed by a NASA PA • Links contractor performance evaluations to PA/IPO findings • Addresses CO retention of Property Administration • Requires that CO perform all PA activities, including Plant Clearance and PMSAs

8. Administration of Property in the Custody of Contractors -NPD/NPR 4XXX.1A • Chapter 4 – NASA Property Administration Requirements • Transfer requirements • To and from contractors • Between contracts • Addresses COTR involvement • Use of clauses • Recordkeeping requirements • Loss Management • Administration of reports • Actions related to decisions to hold responsible

9. Administration of Property in the Custody of Contractors -NPD/NPR 4XXX.1A • Chapter 5 – Property Management System Audit • Establishes purpose of audit • Relates audits and audit schedules to risk • Provides guidance on sampling and testing for all outcomes and segments of a property system • Speaks to the applicability of self assessments • Addresses anomalies vice systemic deficiencies • Sets documentation/recordkeeping requirements • Addresses contact with contractor via entrance and exit conferences

10. Administration of Property in the Custody of Contractors -NPD/NPR 4XXX.1A • Chapter 6 – Reporting • Financial reporting • NF1018 • NESS • PA/IPO/IPMS responsibilities • Metrics • Solicitation/Proposed System Review ratios • High Risk Contractor/PMSA performance ratio • Overall contract base/PMSA performance ratio • Unresolved findings

11. NPD/NPR 4XXX • Chapter 7 – Special Contract Situations • Progress Payments Contracts • SBIR Contracts • Storage of property • During a contract when reported by contractor as excess • After contract completion • Major program property administration • Foreign contracts • On-site contractors • Other Instruments • Space Act Agreements • CRADAs

12. NPD/NPR 4XXX • Chapter 8 – Contractor Inventory Disposition • Plant Clearance Delegation • Contractor disposition costs • Retention of disposition for on-site contractors • CO retention of plant clearance • Abandonment determination process • IPO oversight • Coordination of PA and PLCO activities • Onsite disposition • Delegated Plant Clearance Actions/Reports/PCARSS • Exchange/Sale

13. NPD/NPR 4XXX • Status • Completed internal review at IPO level • In the hands of the editors • Will have to proceed through NODIS (internal NASA system) reviews • Bottom line, probably still a year away

14. DoD Changes and Their Impact on NASA

15. DoD Changes –NASA Impact • DFARs change related to business system administration • Change affecting NASA • Removes authority of PA to provide pass/fail recommendation on contractor property systems • Retains that authority for ACO at DoD • Uses DoD systems to report deficiencies and require corrective actions (CAR) • Positive • Raises Property Management to the same level as other business systems

16. DoD Changes – NASA Impact • NASA Situation • Problem • NASA Contract Administrators not familiar with property • IPO interface will be required • EWAM will have to be available to all IPOs • Solution • Revision to PA Delegation instructions • Lay out differences between DoD and NASA requirements • Request that DoD Documentation will be forwarded to NASA • Expect PA statement on whether systems meet or do not meet contract requirements (specifically those in FAR 52.245-1(f)) • Retains other PA related requirements

17. FAR Change and Relevance to NASA

18. FAR Change – NASA Relevance • Defines “loss” as inclusive of LDD&T throughout FAR • Changes Part 45 scope to incorporate IAGP concept • Redefines “Acquisition Cost” as “Unit Acquisition Cost” • Removes adequate/inadequate language and replaces with compliant or noncompliant with contract requirements • Limits use of FAR 52.245-2 to fixed price contracts • Incorporates “customary commercial practices” with VCS and ILPS language • Restates and clarifies loss reporting requirements

19. FAR Change – NASA Relevance • Addresses requirements for abandonment/destruction determinations • Follows Government priorities for disposition when abandonment/destruction is not appropriate • Agency reuse • Federal Reuse • Donation to eligible recipients • Sale • Defines production scrap and reduces its reporting requirements • Encourages Exchange/Sale processes

20. SPACE SHUTTLE CLOSEOUT

21. Shuttle Closeout • Property to be “transitioned” by March 2013 • Many items reserved for future NASA work • Used in relation to Space Act Agreements • Used in support of Commercial Space Launch Agreements • Used to support SLS Program

22. Shuttle Closeout • Artifact working group • 13 offerings of property internal and external • Screened over 32,000 items of property • Reutilized over 3,000 items within NASA public affairs programs, by donation to schools and museums • http://gsaxcess.gov/NASAWel.htm

23. Shuttle Closeout • Shuttle delivery • Discovery delivered to NASM • Enterprise delivered to Intrepid Museum • Endeavor scheduled to be delivered to California Science Center later this year • Atlantis moved to the KSC Visitor’s Center later this year, opening next year • Related Major Items • Shuttle Display formerly at KSC Visitor’s Center to JSC • Model of external tank from JSC moving to Wings of Dreams Museum

24. What Else’s Going on in DC? • Electronic stewardship • Will affect disposal of just about everything • NASA working with UNICOR to address e-stewardship at most locations • Data – data – data • Proper methods for destruction of data on storage devices still in play with NASA CIO. Could affect disposal of just about everything • New standards from NIST recently released • Driving change from our CIO to their draft regulations • Most NASA data storage devices must be destroyed

25. NESS CHANGES AND ACCESS

26. NESS Changes • Working on an email submission program • Will allow contractors to submit the 1018 form via email • Will not require IDMAX access • Planned for 2013 reporting period • IDMAX/NAMS implementation on hold until “Federal Bridge” in effect at NASA • DCMA/ONR need not have NASA IDMAX Access • Contractors not required to have NASA IDMAX Access

27. Getting Access to NESS • Go to NESS Homepage www.ness.gsfc.nasa.gov

28. Getting Access to NESS Click “Request Access”

29. Getting Access to NESS Click “New User Radio Button” then… Click “Next Step” Button

30. Getting Access to NESS Click “do not have a NASA Agency User ID” then… Click “Next Step” Button

31. Getting Access to NESS Click “Contractor/DoD/NASA Radio Button” then… Click “Next Step” Button

32. Getting Access to NESS READ THE USER TYPES, THEN…. Click the appropriate user type then… Click “Next Step” Button

33. Getting Access to NESS Select your company’s cage code from the drop down list” then… Click “Next Step” Button

34. Getting Access to NESS Enter your contact information, then… Enter your address only if different from the cage code address, then… Click “Next Step” Button

35. Getting Access to NESS Enter your supervisor’s contact information, then… Click “Next Step” Button

36. Getting Access to NESS If you have more cage codes, select them here, then select applicable NASA contract numbers then… Click “Next Step” Button

37. Getting Access to NESS Verify that the information on the page is correct, then… Click “Verify information and submit ” Button

38. Getting Access to NESS This page has submission information for the NESS hard copy…Yes, a hard copy is still required. Click “Print Application” Button

39. Getting Access to NESS The first page of the hard copy of the form will look like this….The system will prompt you to print the form using your system’s normal print call pop-up.

40. Getting Access to NESS You must sign and date here Your supervisor must sign and date here, then….

41. Getting Access to NESS Submit the form according to these instructions… You will receive two emails.

42. Need Help?

44. Contact Me At: Michael (Mike) Showers NASA Headquarters, Washington, DC 20546-0001 Michael.showers-1@nasa.gov Phone: 202.358.0272 FAX: 202.358.3068