03-14

Procurement Information Circular


June 3, 2003

CONTRACT MODIFICATIONS FOR INTERIM PROPERTY INFORMATION

 

PURPOSE:  To provide guidance on the need to:

   1. Modify the NASA Form (NF) 1018 reporting requirements to provide for more periodic, detailed and timely submissions, and

   2. Modify a select group of existing contracts.

 

BACKGROUND:  During the Fiscal Year (FY) 2002 financial statement audit, National Aeronautics and Space Administration’s (NASA) auditors, PricewaterhouseCoopers LLP (PwC), identified a material weakness related to NASA’s internal controls over materials and property, plant and equipment.  PwC recommended that NASA modify its NASA Form (NF) 1018 reporting requirements for its contractors to provide for more periodic, detailed and timely submissions.  These changes are necessary to allow for a thorough validation of contractor data, which will in turn, permit NASA to meet the accelerated FY 2003 financial statement completion date.  To that end, approximately 55 contracts have been identified that will need to be modified to require detailed quarterly property reporting.  NASA is committed to resolving this weakness and to meeting the OMB accelerated FY 2003 financial statement completion date of November 14, 2003.  In this regard, the Deputy Chief Financial Officer has advised the Enterprises of the need to incorporate a change to require quarterly reporting.  The Enterprises have concurred in the additional reporting requirement.  A change to the NASA FAR Supplement reflecting these new requirements is being pursued.

 

GUIDANCE:  Modify the contracts listed on Enclosure 1 to reflect the need for quarterly submission of NF 1018.  If any of these contracts will be completed by September 30, 2003, the follow-on contract should also include the quarterly reporting requirement.  Any contracts not included on the enclosure that are anticipated to have property in excess of $10 million as of September 30, 2003, should also be modified.  Additionally, contractors should be requested to complete their reports using the format described in Enclosure 2.  The reports should be submitted electronically.    

 

EFFECTIVE DATE:  This PIC is effective as dated and shall remain in effect until canceled or superseded.

HEADQUARTERS CONTACT:  Lou Becker, Code HK, (202) 358-4593, e-mail: lou.becker@nasa.gov.

R. Scott Thompson Director,

Contract Management Division


 

Enclosures



Enclosure 1

 

 

Center

Contract Number

Contractor

1

GRC

NAS 3 99155

NORTHROP GRUMMAN INFO TECH INC

2

GRC

NAG 3 2248

PRINCETON UNIV

3

GRC

NAS 3 01135

GENERAL ELECTRIC CO

4

GSFC

NAS 5 50000

LOCKHEED MARTIN CORP

5

GSFC

NAS 5 60000

RAYTHEON INFORMATION SYSTEM CO

6

 GSFC

NAS 5 99089

BALL AEROSPACE & TECH CORP

7

GSFC

NAS 5 32314

NORTHROP GRUMMAN SYSTEMS CORP

8

GSFC

NAS 5 98020

P R C INC

9

GSFC

NAS 5 99124

Q S S GROUP INC

10

GSFC

NAS 5 32660

T R W INC

11

GSFC

NAS 5 30800

SANTA BARBARA RESEARCH CENTER

12

GSFC

NAS 5 01090

SWALES & ASSOCIATES INC

13

GSFC

NAS 5 97271

JOHNS HOPKINS UNIV

14

GSFC

NAS 5 32954

T R W INC

15

GSFC

NAS 5 32900

BOEING SATELLITE SYSTEMS INC

16

GSFC

NAS 5 32864

BALL AEROSPACE & TECH CORP

17

GSFC

NAS 5 99219

HONEYWELL TECHNOLOGY SOLS INC

18

GSFC

NAS 5 98009

NEW MEXICO STATE UNIV LAS CRU

19

GSFC

NAS 5 32799

RAYTHEON OPTICAL SYSTEMS INC

20

GSFC

NCC 5 538

UNIV HAWAII

21

JPL

NAS 7 1407

CALIF INSTITUTE TECHNOLOGY

22

JSC

NAS 9 20000

UNITED SPACE ALLIANCE

23

JSC

NAS15 10000

BOEING CO

24

JSC

NAS 9 98100

LOCKHEED MARTIN SPACE OPS

25

JSC

NAS 9 97220

CANADIAN COMMERCIAL CORP

26

JSC

NAS 9 97150

HAMILTON SUNDSTRAND SPACE SYS

27

JSC

NAS 9 99100

HONEYWELL TECHNOLOGY SOLS INC

28

JSC

NAS 9 01183

CANADIAN COMMERCIAL CORP

29

JSC

NAS15 10204

CANADIAN COMMERCIAL CORP

30

JSC

NAS 9 97001

INDYNE, INC

31

JSC

NAS 9 03045

CANADIAN COMMERCIAL CORP

32

KSC

NAS10 11400

MCDONNELL DOUGLAS CORP

33

KSC

NAS10 99001

SPACE GATEWAY SUPPORT

34

KSC

NAS10 12215

DELAWARE NORTH PARKS

35

KSC

NAS 5 30722

MCDONNELL DOUGLAS CORP

36

KSC

NAS10 02007

BOEING SPACE OPERATIONS CO

37

LARC

NAS 1 19039

T R W INC

38

MSFC

NAS 8 97238

THIOKOL CORP

39

MSFC

NAS 8 01140

BOEING NORTH AMERICAN INC

40

MSFC

NAS 8 36200

LOCKHEED MARTIN CORP

41

MSFC

NAS 8 00016

LOCKHEED MARTIN CORP


Enclosure 1 (Cont’d)

 

 

Center

Contract Number

Contractor

42

MSFC

NCC 8 190

BOEING NORTH AMERICAN INC

43

MSFC

NAS 8 98053

UNITED TECHNOLOGIES CORP

44

MSFC

NCC 8 00115

LOCKHEED MARTIN CORP

45

MSFC

NAS 8 36801

UNITED TECHNOLOGIES CORP

46

MSFC

NAS 8 50000

BOEING CO

47

MSFC

NAS 8 39243F

LOCKHEED MARTIN CORP

48

MSFC

NAS 8 39236F

BOEING NORTH AMERICAN INC

49

MSFC

NAS 8 38680F

THIOKOL CORP

50

MSFC

NAS 8 39073

SMITHSONIAN INSTITUTION

51

MSFC

NAS 8 39225

STANFORD UNIV

52

MSFC

NAS 8 97327

CORTEZ III SERVICE CORP

53

MSFC

NAS 8 60000

COMPUTER SCIENCES CORP

54

MSFC

NAS 8 39400

MCDONNELL DOUGLAS CORP

55

MSFC

NAS 8 37710

T R W INC.



Enclosure 2

 

General Instructions for NF 1018 Quarterly Reporting and Detailed Spreadsheet

 

  1. The NF 1018 report provides financial data on Government-furnished and contractor-acquired property to which NASA has title.  Contractors shall report on all NASA-owned property, in US dollars, (regardless of location) including real property and equipment, special test equipment, special tooling, and agency peculiar property, greater or equal to $100,000, as well as materials and contract work in process of any value, in their possession (including subcontractors).  Negative reports are required.  This reporting shall be completed in accordance with the NASA FAR Supplement (NFS) Subpart 1845.7101 and any supplemental guidance provided by the Contracting Officer.  Additionally, quarterly reports are also required.  The reports shall be electronically submitted using the format described in Enclosure 2. 
  2. Acquisition costs shall be developed using actual costs to the greatest extent possible, especially costs directly related to fabrication such as labor and materials.  Where estimates are used, there must be a documented basis.  Supporting documentation shall be maintained and available for all amounts reported.
  3. Items that are considered obsolete, in the plant clearance cycle, or heritage assets must be reported separately.  Obsolete property is property for which there are no current plans for use in their intended purpose.  Examples of obsolete property are items in configurations which are no longer required or used by NASA or items held for engineering evaluation purposes only.  NASA may have approved the retention of these items for programmatic reasons even though they have no current plans to be used.
  4. The due dates for the data required for the quarterly submissions are as follows: 

July 21 for the quarter ending June 30

                        October 15 for the quarter ending September 30

                        January 21 for the quarter ending December 31

April 21 for the quarter ending March 31

  1. Due date for submittal of the annual NF 1018 has been extended to November 30 for the contracts listed on Enclosure 1. 

 

Complete the attached spreadsheet as follows:

 

PIC Attachment Quarterly Property.xls

 



Enclosure 2 (Cont’d)

 

TAB ONE - SUMMARY: Complete a summary of property activity for the reporting period.  Normally, the period would be defined as one quarter (three months).  However, for the first data call, the period is the first three quarters of Fiscal Year (FY) 2003, October 1, 2002 – June 30, 2003.  Identify any amounts of obsolete, plant clearance, or heritage asset items in columns f – h.

 

TAB TWO – ADJUSTMENTS: List all adjustments (with explanation) that were reported in column b of the summary.  Complete all fields where applicable. 

 

TAB THREE – EQUIPMENT TRANSACTIONS: List all transactions (additions, deletions or modifications of equipment (including software) accountable to this contract). For the purpose of this exercise, equipment includes general purpose, special test, special tooling and agency peculiar property greater or equal to $100,000.  Complete all fields.  The total of these items should equal columns C & D for lines 5 – 8 on the summary, tab one.

 

TAB FOUR – MATERIALS >=$100k:  Provide a listing of all materials with a unit price of $100,000 or more.  Complete all fields.  The total of these items should equal column E of line 10 on the summary, tab one.

 

TAB FIVE – CONTRACT WIP:  Provide a listing (including description of item(s) and related NASA program) of all Work in Process (WIP) which includes both construction in progress and contract work in process projects which have accumulated costs of $100,000 or more.  WIP consists of property items under development (i.e. not complete) and includes the costs of all WIP regardless of value for all categories of property, including real property, all types of equipment and material as well as WIP for International Space Station and Space Shuttle components.  Do not include the costs of WIP for other assets destined for permanent operation in space such as satellites and space probes and their components.  If WIP amounts are not calculated by individual project, provide program, types of items and methodology for determining values.  The total of these items should equal column E of line 11 on the summary, tab one. 

 

TAB SIX – HERITAGE ASSETS: Include a listing of all heritage assets (any value) as of the end of the reporting quarter.  Include all attributes listed.

 

TAB SEVEN – EQUIPMENT SEPTEMBER 30, 2002: For the June 30, 2003, submission only.  Include a listing of all equipment (general purpose, special test, special tooling and agency peculiar) that was greater or equal to $100,000, which you reported as of September 30, 2002.  Totals should be equal to the beginning balance on column A. of the summary, tab one.  Include all attributes listed.

 

Please e-mail information required by this notification to: NASAContractorProperty@nasa.gov.  Questions may be directed to the following:

            Darwina Marks, (202) 358-0989, e-mail: dmarks@hq.nasa.gov

            Elaine Slaugh, (202) 358-2599, e-mail: elaine.m.slaugh@nasa.gov