1. December 13, 2012 WebEx Conference 9 am to 11 am CST

2. TopicPresenter Conference RegistrationJ.R. Carpentier Welcome and General InformationRichard H. Lee Opening RemarksDebra L. Johnson Orientation and Procurement OverviewJ.R. Carpentier Organization, Vision, and ObjectivesCraig Stencil SOW, J Attachments, and DRDsJ.R. Carpentier Labor Relations OverviewSuzan Thomas Safety and Health ProgramsAnselmo Lozano 10-Minute Break Q&A, Schedule, and Closing RemarksJ.R. Carpentier 2

3. 3 Welcoming Remarks Richard H. Lee HHIMS Chair

4. 4 Welcoming Remarks, con’t. Debra L. Johnson Procurement Officer, Office of Procurement

5. 5 Orientation and Procurement Overview J.R. Carpentier Contracting Officer

6.  These slides are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the RFP.  To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern. 6

7. Purpose of Pre-proposal Conference (Orientation)  The purpose of this Pre-proposal Conference is to help industry understand the Government’s requirements.  Questions: – Verbal questions regarding the RFP will not be entertained during this presentation. – Questions regarding the RFP can be submitted to the Contracting Officer at: john.r.carpentier@nasa.gov or through the anonymous questions to the C.O. link on the HHIMS website. Questions can be submitted to the C.O. until 12 p.m. CST January 4, 2013.john.r.carpentier@nasa.gov – Official responses to written questions received by the Contracting Officer will be posted to the HHIMS procurement website. 7

8.  Source Selection Authority − Robert Labrier, Johnson Space Center  Acquisition Team − SA/Richard Lee, Lead − BH/J.R. Carpentier, Contracting Officer − BH/Cheryl D. Bass, Contract Specialist 8

9.  Contract Specialist:  Cheryl Bass  Phone: 281-483-3476  Fax: 281-244-0995  Email: cheryl.d.bass@nasa.gov  Contracting Officer:  J.R. Carpentier  Phone: 281-483-1997  Fax: 281-244-0995  Email: john.r.carpentier@nasa.gov  HHIMS web address: http://procurement.jsc.nasa.gov/hhims/ − Click on the “Anonymous Questions to Contract Specialist” link to submit a question 9

10.  Ombudsman (NFS 1852.215-84): “…before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the Contracting Officer for resolution … If resolution cannot be made by the Contracting Officer, interested parties may contact the installation ombudsman …”  Address/Phone: NASA Headquarters Mail Code: LP011 Washington, DC 20546-0001 Phone: (202) 358-0445 Agency-procurementombudsman@nasa.gov 10

11.  Contract: Program Project/Planning Management and Integration (PPMI) Contract  Contract Number: NNJ08HB28C  Prime Contractor: Tietronix Software, Inc.  Contract Type: Cost-plus Fixed Fee  Period of Performance: 11-1-08 thru 4-30-13  Skills currently provided on contract include: Foreign National Badging, Scientific Technical Information, Russian Foreign Travel. 11

12.  Contract: Bioastronautics Contract  Contract Number: NAS 9-02078  Prime Contractor: Wyle Laboratories, Inc.  Contract Type: Cost-plus Award Fee  Period of Performance: 5-1-03 thru 4-30-13  Skills currently provided on contract include: Configuration Management, Comprehensive I/T and GFE Asset Management, and I/T Technical Support. 12

13. 13 Organization, Vision, & Objectives Craig Stencil Deputy Director, Human Health and Performance Directorate

14. 14 Human Health and Performance Directorate SA/DIRECTORATE OFFICE Director - Jeffrey R. Davis, M.D. Deputy Director – J. Craig Stencil Associate Director & Risk Management– Michael L. Richardson Deputy Chief Medical Officer – Terri Taddeo, M. D. Associate Director, New Initiatives – Mark Weyland Administrative Officer – Lisa A. Navy SD/Human Health Operations Division Chief – Terri Taddeo, M. D. Deputy Chief – Bradley Rhodes Administrative Officer – Deitra A. Nimmons SF/Human System Development and Engineering Division Chief – William W. Seitz Deputy Chief – Kevin Macneill Administrative Officer – Kimberly Gentry SK/Biomedical Research and Environmental Sciences Division Chief – Judith C. Hayes Deputy Chief – Antony Jeevarajan, Ph.D. Administrative Officer – Deitra Nimmons SA2/Human Research Program (HRP) Program Manager – Mike Barratt, M.D. Deputy Program Manager – Barbara J. Corbin Program Scientist – John B. Charles, Ph.D. Administrative Officer – Deitra A. Nimmons * Reports to Associate Administrator, HEOMD SA4/Business and Institutional Management Office Chief – Janice K. Hall Senior Scientist, Biological Sciences and Applications – Helen W. Lane, Ph.D. SA5/NASA Human Health and Performance Center Director - Jeffrey R. Davis, M.D.* Deputy Director - Carol W. Carroll (Ames) Portfolio Manager – Lynn Buquo Program Specialist – Carolyn A. Woolverton * Reports to Associate Administrator, HEOMD Committee for the Protection of Human Subjects (CPHS) Chair – Kathleen A. McMonigal, M.D. Alt Chair – Todd T. Schlegel, M.D. SA3/Vehicle Development Office Deputy Director: J. Craig Stencil Associate Director: Michael L. Richardson Associate Director: J. Mark Jernigan

15. Challenges:  Finding innovative ways to mitigate human system risks  Managing and coordinating multiple small projects  Integrating efforts to leverage opportunity lines currently available within NASA and outside the agency Goals:  Create and manage a portfolio of internal and external activities  Creating a decision framework for novel problem solving techniques 15

16. 16 SOW, Section J Attachments, and DRDs Overview Cheryl Bass Contract Specialist & Procurement Team (PT) Member

17.  After several reviews by the HH&P Directorate, some effort has been removed from the draft SOW originally posted to the HHIMS website. The SOW, Section C, is now composed of 4 sections, which outlines the following:  Contract Support  Institutional Support  I/T Support  Property Mgmt. & Specialized I/T  Approved Conference Support 17

18.  The PT is taking a zero-based approach to DRDs. All DRDs associated with the current contract will be reviewed and their inclusion in the new solicitation must be justified.  DRDs that are due with the proposal are: Safety & Health Plans, OCI Mitigation Plan, Total Compensation Plan, and Management, Phase-in & Staffing Plan. 18

19. 19 Overview of RFP NNJ132BH003R J.R. Carpentier Contracting Officer

20.  The actual issued RFP and amendments take precedence over this conference or any draft RFP issued.  Competition: Service Disabled Veteran Owned Small Business Set-aside; NAICS Code 541519 and Size Standard $25.5M.  Period of Performance: − Phase-In Period: 4/1/13 to 4/30/13 − Basic Contract: 5/1/13 to 4/30/16 − Option 1-Years 4 & 5: 5/1/16 to 4/30/18 20

21.  Type of Contract: Firm-Fixed-Price (FFP) with FFP Indefinite Delivery/Indefinite Quantity (IDIQ) task orders − IDIQ task orders issued will be priced using the established prices in B.5, Fully Burdened Rates for Pricing Task Orders for the skills listed in the B.5 table − B.2, IDIQ Maximum and Guaranteed Minimum Quantity of work – Minimum Contract Total - $250,000, NTE Maximum Contract Total - $16,000,000 − The Task Ordering Procedure is described in Clause H.3, NFS 1852.216-80, Task Ordering Procedure 21

22.  When reading the RFP, note that: − Important information is contained in the SF33 and numerous clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document − Clauses incorporated by reference have the same force and effect as if they were included in their full text − Section J includes documents, exhibits, and other attachments For example, Data Requirement Descriptions (DRDs) 22

23.  The System for Award Management (SAM) is a Federal Government owned and operated free web site that consolidates the capabilities in the: ◦ Central Contractor Registration (CCR)/Federal Register; ◦ Online Representations and Certifications Applications (ORCA); and ◦ Excluded Parties List System (EPLS).  Future phases of SAM will add the capabilities of other systems used in Federal procurement and awards processes.  The SAM website is located at: https://staging.sam.gov/portal/public/SAM/.https://staging.sam.gov/portal/public/SAM/  If you had an active record in the CCR database, you have an active record in SAM.  We recommend that you create an account in SAM in order to verify that your information in this database is current or to add information to SAM. 23

24.  As outlined in L.15.6(b), if a subcontracting arrangement is proposed, offerors shall include specific detail as defined in the RFP so that the Government can determine that the prime contractor making the offer will be performing the primary and vital requirements for the contract. 24

25.  Under Clause G.3, NFS 1852.245-71, Installation Accountable Government Property, NASA anticipates providing: − Office Space, work area space, and utilities. − Office Furniture − Computer services, including printers, facsimile services, copy machines, and other office equipment services − Publications and blank forms stocked by the installation − Safety and Fire Protection − Medical treatment of a first aid nature − Cafeteria privileges − Building maintenance − On-site moving and hauling for office moves 25

26.  HHIMS is a lowest price/technically acceptable (LPTA) procurement. As a result, offeror’s proposal should contain the best terms from a price and technical standpoint.  The Government preference is to award without discussions, however, the Government reserves the right to conduct discussions with the highest rated offerors.  If discussions are held, the Offeror will: − have the opportunity to revise its offer and; − be requested to resubmit the SF33 with Final Proposal Revisions (FPR) which will include clearly marked changes. 26

27.  Volume I – Technical Acceptability  Management, Phase-In, and Staffing Approach  Total Compensation Plan  Technical Approach  Volume II—Price Proposal & Total Compensation Templates  Templates  Price Narrative  Volume III—Eligibility Considerations  Organizational Conflict of Interest (OCI) Plan  Subcontractor Arrangement Information  Safety and Health Plan Approach  Volume IV— Model Contract − Sections A-J, with all fill-ins completed, and Section K, Representations and Certifications, with all fill-ins completed 27

28.  In accordance with Section M.2, Proposal Arrangement, Page Limitations, Copies, and Due Date: Instructions for proposal arrangement, page limitations, copies and the due date are specified in Section L.15.2. Offerors shall submit their proposals in accordance with those instructions. Pages and foldouts not conforming to the definition of a page and pages submitted in excess of the limitations specified will not be evaluated by the Government, will not be adjusted by the Government to conform to the RFP requirements, and will be returned to the Offeror.  For example, Volume III has a requirement for a page limit of 25 pages with a non-compressed Calibri font with single-spaced 12 point text printed on both sides of the sheet. If an offeror submits this volume with 30 pages, two of which contain tables with 10 point font [if those two pages of tables in 10 point font were not removed as a result of excess pages] the 5 pages will be returned to the offeror and will not be adjusted or evaluated. 28

29.  Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section L.15.2.  Please note page limitations. — Some volumes/sections are subject to a page limitation and others are not. For example, The Management, Phase-In, and Staffing Plan has a page limit of 30 pages, while the Total Compensation Plan has no limit. — Proposal information must be provided in the correct volume. — Proposal information in a page-limited volume or section should not be moved to another volume/section without such page limitations. ► Having non-conforming pages returned may affect the Government’s evaluation of a proposal, and how this proposal is ultimately rated. 29

30.  NOTE TO PROSPECTIVE OFFERORS Prospective offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract. 30

31. 31 Suzan P. Thomas JSC Contractor Industrial Labor Relations Officer Labor Relations Guidelines for Responding to Labor Relations Requirements in the RFP

32.  Exemption to the Service Contract Act (SCA)  Total Compensation Plan (TCP)  References (Regulations and Clauses) 32

33.  The SCA (41 U.S.C. 351, et seq.) applies to every contract entered into by the United States of the District of Columbia, the principal purpose of which is to furnish services in the United States through the use of service employees. ◦ Section 8(b) of the SCA defines the term “service employee” as any person engaged in the performance of a contract or that portion of a contract subject to the SCA except those employees in bona fide executive, administrative, or professional capacities as those terms are defined in the FLSA regulations found at 29 C.F.R. Part 541.  In practice, a 10 to 20% guideline has been used to determine whether there is more than a minor use of service employees.  This contract is anticipated to employ only professional labor categories. ◦ Therefore, the SCA is not triggered by this contract. 33

34.  A Department of Labor (DOL) Wage Determination (WD) is not required for this procurement as the SCA is not triggered by this procurement. ◦ Therefore, there is no DOL WD in Section J  Offerors are reminded that compliance with the Fair Labor Standards Act (FLSA) – in absence of a DOL WD is mandatory per FAR 22.1002-2 for any non-exempt labor categories proposed. 34

35.  TCPs identify and discuss wages, salaries, and fringe benefits for professional employees and non-exempt service employees for both the prime and all major subcontractors.  The Compensation Templates a - e will be submitted in the Cost/Price volume from the prime and all major subs. ◦ The requirement is found at FAR 52.222-46, “Evaluation of Compensation for Professional Employees”, and in FAR 22.1103. ◦ NFS 1852.231-71 is not applicable because the contract type is not cost- reimbursable nor non-competitive fixed-price. ◦ The TCPs for the proposed prime and major subs can be combined into one document or submitted separately.  Be sure to include any restrictive markings with your subcontractor TCPs.  The TCP is due with the proposal, and is updated upon any major changes and every three years. 35

36. ReferenceTitle FAR Part 22Application of Labor Laws to Government Acquisitions NFS Part 22Application of Labor Laws to Government Acquisitions 29 CFR 541Defining and Delimiting the Exemptions for Executive, Administrative, Professional, Computer, and Outside Sales Employees 36

37. 37 Anselmo Lozano Safety and Test Operations Division Safety & Health Programs Guidelines for responding to Safety Requirements in the RFP

38.  NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, or environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities  NASA shall comply with all applicable regulations − NASA Safety & Health requirements − Requirements of those Federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT  NASA requires every employee to report workplace hazards − NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions 38

39.  The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-workers. Risk within the work environment must be managed to control hazards and we strive to continuously improve workplace conditions  The OSHA has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP)  As a VPP Star, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor 39

40.  All contractors performing work at JSC shall comply with all applicable safety and health regulations  Every major onsite contractor shall have a designated safety official and shall conform to a written safety and health plan  Safety and health approach shall follow OSHA, JSC, and VPP guidelines  Failure to comply with safety and health requirements may result in one or more of the following - contract termination, and exclusion from future contract awards 40

41. Submission of detailed safety and health data as part of the proposal including:  Safety & Health Plan which includes detailed discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract. 41

42.  Based on 4 Basic VPP elements defined by OSHA 42 Worksite Analysis Hazard Prevention and Control Management Leadership Employee Involvement Safety and Health Training

43.  Safety & Health Plan provisions you should expect to address on a typical JSC service contract − Management Leadership and Employee Involvement  Policy, Goals, and Objectives - Discuss company policies, goals and objectives for safety and health. Describe top leadership’s level of commitment for achieving objectives  Management Leadership and Employee Participation - Discuss visible leadership actions that motivate and reinforce safety and health performance and discuss meaningful opportunities for employees to engage and support the safety and health program  Assignment of Responsibility – Discuss roles, responsibilities, and accountability of safety representatives  Program Evaluation – Discuss annual evaluation of safety and health program consistent with OSHA’s VPP criteria 43

44.  Worksite Analysis  Hazard Identification – Describe the methods and techniques used to systematically identify hazards  Inspections – Describe the procedures and frequency for regular inspections and who will be accountable for implementing corrective measures  Employee Reports of Hazards – Describe the methods to be used to encourage employees to report hazards and how the reports will be analyzed and resolved  Mishap Investigations – Discuss methods of response, reporting, and investigation of mishaps  Trend Analysis – Discuss approach in performing trend analysis and methods of documenting data 44

45.  Hazard Prevention and Control Discuss the approach to be used for selecting controls appropriate to the hazardous operations associated with this contract Maintain a list of hazardous operations and processes Develop written procedures to identify safety procedures Describe methods for notification of personnel Medical (Occupational Healthcare) Program – describe medical surveillance program, response to injuries & illnesses, case management Disciplinary System – approach used to modify behaviors Emergency Preparedness – methods used for emergency preparedness and contingency planning that addresses fire, explosion, weather, environmental releases or other potential emergencies 45

46.  Safety and Health Training − Program Description – describe your training program to ensure safe work practices, hazard recognition, and to meet all regulatory requirements − Tailor training toward specific audiences – managers, supervisors, employees (crafts, office workers, etc.) − Train for emergencies – fire drills, evacuation drills, site emergencies 46

47.  Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan DRD under Other Deliverables – includes: building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; Program self evaluation.  Tailor your plan to what you will do on the contract  Review the requirements provided in JSC Safety and Health Handbook (JPR 1700.1) http://jschandbook.jsc.nasa.gov and describe how you will incorporate JSC requirements into your Safety & Health Programhttp://jschandbook.jsc.nasa.gov  For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries. 47

48. 48 Any questions regarding the material presented during this pre-proposal conference?

49. 49  For your proposal to be considered timely, your package must be delivered to Building 420 by the due date and time stated in the RFP.  Review all proposal delivery instructions with your courier to stress the importance of timeliness and the proper location of delivery. ◦ Shipping and Receiving will give your courier a receipt of delivery.  When delivering a proposal in person, remember to deliver the proposal through Gate 4, and not through the Central JSC Gate 1. ◦ Directions to Gate 4 are in the proposal instructions.  Allot at least 48 hours to overnight a proposal through a mail carrier. ◦ A commercial/government mail carrier may have a mechanical breakdown or otherwise fail to deliver in a timely manner.  If you choose to deliver in person on the due date, remember that late flights, traffic jams, and congestion in the JSC area may affect the timeliness of your proposal.  Review the proposal instructions, coordinate with the point of contact in advance of the delivery, and ask questions if any instructions are not clear.  Review paragraph (c)(3) of FAR 52.215-1,“Instructions to Offerors – Competitive Acquisition”.

50. This concludes the Johnson Space Center Pre-proposal Conference for the Pre-proposal Conference for the Human Health and Institutional Management Support (HHIMS) Contract 50