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PIC 99-6

Procurement Information Circular


March 26, 1999

NPG 7120.5 APPROVALS AND REQUIREMENTS FOR THE RELEASE OF SOLICITATIONS

PURPOSE: To provide guidance on a new requirement governing the release of solicitations (see Procurement Notice (PN) 97-28). The new requirement will be facilitated by the addition of a NASA Procedures and Guidelines (NPG) 7120.5 certification to all purchase requests (PRs). The certification will state that either -

(1) The requested action is not in support of programs and projects subject to the requirements of NPG 7120.5, or

(2) The requested action is in support of programs and projects subject to the requirements of NPG 7120.5, and -

(i) All NPG 7120.5 required documentation is current and approved; or

(ii) Authority to release the solicitation without the required documentation has been granted by the Chair of the Governing Program Management Council (GPMC) or designee.

Therefore, all PRs, irrespective of dollar value, must have the NPG 7120.5 certification (see NASA FAR Supplement (NFS) 1804.7301) or no solicitation (e.g., Requests for Proposal, Cooperative Agreement Notices, Announcements of Opportunity, NASA Research Announcements, etc.), either draft or final, in support of that PR may be released. (For Broad Agency Announcements, see NFS 1835.016 and guidance below).

BACKGROUND: NPG 7120.5 establishes the management system for processes, requirements and responsibilities for implementing NASA Policy Directive 7120.4, Program and Project Management. This management system governs the formulation, approval, implementation, and evaluation of all Agency programs and projects under the Provide Aerospace Products and Capabilities (PAPAC) process, and other projects and programs, as designated. The policy and guideline require approvals at various programmatic stages and decision points. Before a program or project formulation may commence, a Formulation Authorization Document must be approved. Similarly, before program implementation may commence, a Program Commitment Agreement and a Program Plan must be approved. Before project implementation may commence, a Program Commitment Agreement, Program Plan, and Project Plan must be approved. Approval to commence any of these activities without the required documentation must be obtained from the chair of the GPMC or designee. NPG 7120.5 is used specifically for programs/projects that provide aerospace products or capabilities, i.e., provide space and aeronautics, flight and ground systems, technologies, and operations. It is not required but may be designated for other projects, such as nonflight infrastructure, Construction of Facilities (CoF) Small Business Innovation Research (SBIR), Research & Analysis (R&A) projects, or other institutional, functional, or other management efforts. The enclosed table is provided only for information on the required documentation approvals. Also enclosed for information is a certification process summary.

GUIDANCE: Procurement Notice 97-28 changed the NFS to require that contracting offices not issue a draft or final solicitation until a PR, either planning or final, has been received that contains the NPG 7120.5 certification. That certification must be made by the project or program office that initiated the PR, or by the PR final approval authority when there is no project or program office. Normally, the contracting officer will rely on the certification provided. In those rare instances where no PR, either planning or final, is provided prior to solicitation, the certification will be made prior to solicitation release either by the Enterprise AA or Center Director.

For BAAs, which may not be accompanied by PRs, the NPG 7120.5 programmatic approval requirements nonetheless apply. See NFS 1835.016. The BAA issuing office must provide to the procurement office reviewing the BAA (see NFS 1835.016-70(b)(1)), the NPG 7120.5 certification. That certification must be signed by the Enterprise AA or Center Director in compliance with the requirements of NFS 1835.016.

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

HEADQUARTERS CONTACT: Kenneth A. Sateriale, Code HK, (202) 358-0491, email: kenneth.sateriale@hq.nasa.gov.

R. Scott Thompson
Director, Contract Management Division


NPG 7120.5 Certification Process

For Release of Solicitations

Step 1: Is the proposed solicitation in support of effort that is managed under NPG 7120.5?

Yes: Go to Step 2.

No: Certification that the requested action is not in support of programs and projects subject to the requirements of NPG 7120.5, is made by the PR final approval authority. When no PR is provided prior to solicitation, the EAA or Center Director certifies that the requested action is not in support of programs and projects subject to the requirements of NPG 7120.5.

Step 2: Is all NPG 7120.5 required documentation current and approved?

(See Table)

Yes: Certification that the documentation has been approved and is current, is made by the project or program office that initiated the PR, or by the PR final approval authority when there is no project or program office. In those cases where no PR is provided prior to solicitation, the certification is made either by the Enterprise AA or the Center Director.

No: Go to Step 3.

Step 3: Has approval to proceed without required NPG 7120.5 documentation been obtained from the Chair of the GPMC¹ or designee?

Yes: The project or program office that initiated the PR certifies that approval to release the solicitation has been granted by the chair of GPMC or designee. In those cases where no PR is provided prior to solicitation, the certification will be made either by the Enterprise AA or the Center Director.

No: The draft or final solicitation shall not be released.

 

_____________________________

¹ Governing Program Management Council


 

The following NPG 7120.5 documentation is required.

Formulation

Documentation

Approving Official

Program

Formulation Authorization Document

EAA²

Project

Formulation Authorization Document

EAA or designee

Implementation

Documentation

Approving Officials

Program

Program Commitment Agreement

Administrator
EAA

Program Plan

EAA
Lead Center Director
Program Manager

Project

Project Plan

Implementing Center Director³
Program Manager
Project Manager

__________________________

² Enterprise Associate Administrator responsible for the mission

³ Implementing Center Director when resources of the implementing center will be required