![](media/image1.wmf){width="2.7in" height="2.234722222222222in"}

**NASA Headquarters**

**Office of Space Science (OSS)**

### Office Work Instruction

JPL Reimbursable Task Order Award

Approved by: [(Original signed by Dr. Earle K. Huckins)]{.underline}
Date: [(07/05/2001)]{.underline}

Dr. Earle K. Huckins

Deputy Associate Administrator for Space Science

DOCUMENT HISTORY LOG

+---------+--------+--------+-----------------------------------------+
| **S     | **DOCU | *      | **DESCRIPTION**                         |
| TATUS** | MENT** | *EFFEC |                                         |
|         |        | TIVE** |                                         |
| **(BASE | **REVI |        |                                         |
| LINE/** | SION** | **     |                                         |
|         |        | DATE** |                                         |
| **REVI  |        |        |                                         |
| SION/** |        |        |                                         |
|         |        |        |                                         |
| **CANC  |        |        |                                         |
| ELED)** |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| B       |        | 11/1   | Initial "baseline" version of the OWI.  |
| aseline |        | 6/1999 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 05/0   | Adds definition of "Reimbursable        |
| evision |        | 1/2000 | Agreement" in Section 3.                |
|         |        |        |                                         |
|         |        |        | Adds "NASA Reimbursable and other       |
|         |        |        | Customer Agreements" as a new reference |
|         |        |        | document in Section 4.                  |
|         |        |        |                                         |
|         |        |        | Adds new Steps #6.3, #6.5, and #6.6 in  |
|         |        |        | Section 5 and Section 6.                |
|         |        |        |                                         |
|         |        |        | Deletes (old) Step #6.7 in Section 5    |
|         |        |        | and Section 6.                          |
|         |        |        |                                         |
|         |        |        | Changes Action Officer from "NMO        |
|         |        |        | Contracting Officer" to become "NMO     |
|         |        |        | Contract Specialist" for (old) Step     |
|         |        |        | #6.12 in Section 5 and Section 6.       |
|         |        |        |                                         |
|         |        |        | Changes Action Officer from "NMO        |
|         |        |        | Contracting Officer" to become "NMO     |
|         |        |        | Budget Analyst" for (old) Step #6.14 in |
|         |        |        | Section 5 and Section 6.                |
|         |        |        |                                         |
|         |        |        | Incorporates modifications by Process   |
|         |        |        | Owner to process description in (old)   |
|         |        |        | Steps #6.9, #6.10, #6.11, #6.22, #6.23, |
|         |        |        | and #6.25 in Section 6.                 |
|         |        |        |                                         |
|         |        |        | Updates all citations of quality record |
|         |        |        | "NASA-JPL Form 23A" to become "NMO Form |
|         |        |        | 23B" in Section 5, Section 6, and       |
|         |        |        | Section 7.                              |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 05/1   | Deletes mandatory requirement to secure |
| evision |        | 6/2001 | a Determination and Findings (D&F)      |
|         |        |        | document from reimbursable sponsors in  |
|         |        |        | Section 3, Section 5, and Section 6.    |
|         |        |        |                                         |
|         |        |        | Replaces references to "Headquarters    |
|         |        |        | Accounting Division (HAD)" with         |
|         |        |        | "Regional Finance Office (RFO)" in      |
|         |        |        | Section 3, Section 5, and Section 6.    |
|         |        |        |                                         |
|         |        |        | Incorporates new entries and new title  |
|         |        |        | of HCP3410-4B into Section 4.           |
|         |        |        |                                         |
|         |        |        | Incorporates url's for referenced       |
|         |        |        | documents into Section 4.               |
|         |        |        |                                         |
|         |        |        | Incorporates modifications by Process   |
|         |        |        | Owner to process description in (old)   |
|         |        |        | Steps #6.7, #6.15, and #6.22 in Section |
|         |        |        | 6.                                      |
|         |        |        |                                         |
|         |        |        | Revises format of Section 5 and Section |
|         |        |        | 6 (e.g., indicates process step numbers |
|         |        |        | as [integers]{.underline}, and          |
|         |        |        | gray-shades actions that are            |
|         |        |        | out-of-scope for NASA OSS Code SJ civil |
|         |        |        | servants).                              |
|         |        |        |                                         |
|         |        |        | Updates identity of Action Officers in  |
|         |        |        | Section 5 and Section 6.                |
|         |        |        |                                         |
|         |        |        | Revises "footer" to indicate both       |
|         |        |        | "internal" and "external" web sites for |
|         |        |        | NASA HQ ISO 9001 Documentation Master   |
|         |        |        | List.                                   |
+---------+--------+--------+-----------------------------------------+
| R       | C      | 07/0   | Addresses Observation from ISO 9001     |
| evision |        | 5/2001 | external Surveillance Audit on 05/24/01 |
|         |        |        | (regarding criteria for assessing Award |
|         |        |        | Fee, G&A, CAAS, or DRDF) via            |
|         |        |        | modifications to Paragraph 3.6 in       |
|         |        |        | Section 3 and text for Step #12 in      |
|         |        |        | Section 6.                              |
+---------+--------+--------+-----------------------------------------+

**TABLE OF CONTENTS**

**[SECTION]{.underline} [DESCRIPTION]{.underline} [PAGE
\#]{.underline}**

1\. Purpose 4 of 18

2\. Scope and Applicability 4 of 18

3\. Definitions 4 of 18

4\. References 6 of 18

5\. Flowchart 8 of 18

6\. Procedure 12 of 18

7\. Quality Records 18 of 18

**1. PURPOSE**

> The purpose of this Office Work Instruction (OWI) is to define the
> process by which the Office of Space Science (OSS) awards reimbursable
> Task Orders (TO's) under the NASA/Caltech prime contract for operation
> of the Jet Propulsion Laboratory (JPL).

**2. SCOPE AND APPLICABILITY**

2.1 This OWI covers award of reimbursable TO's under the NASA/Caltech
prime contract. Individual TO's are used to authorize the Jet Propulsion
Laboratory (JPL) to furnish scientific and technical support to various
Reimbursable Sponsors. Issuance of these TO's is a primary
responsibility of the Contracts Management Section (CMS) of the NASA
Management Office (NMO) at JPL.

2.2 JPL furnishes support to Reimbursable Sponsors, which JPL is
permitted to undertake provided the support falls within a special
competency as defined in the NASA/Caltech prime contract.
Reimbursable-sponsored work is designated in bi-lateral TO's issued by
the cognizant NMO Contracting Officer and accepted by the Caltech Office
of General Counsel.

2.3 This OWI describes the process from initial identification of a
requirement for JPL services or supplies through implementation of a
corresponding reimbursable TO or TO Amendment contractually authorizing
performance of the work.

**3. DEFINITIONS**

3.1 [Contracts Management Office (CMO)]{.underline}. The JPL business
organization responsible for evaluating and verifying that planned JPL
work for Reimbursable Sponsors invokes a special competency and is
otherwise compliant with the terms and conditions of the NASA/Caltech
prime contract.

3.2 [Federally Funded Research and Development Center
(FFRDC)]{.underline}. A designation permitted where critical Government
research and development needs cannot be met as effectively through
existing Government resources or normal contractor relationships,
necessary to facilitate accomplishment of NASA mission-essential
functions.

**3. DEFINITIONS *(continued)***

3.3 [Jet Propulsion Laboratory (JPL)]{.underline}. NASA's only FFRDC. It
conducts solar-system exploration.

3.4 [NASA Headquarters Form 822]{.underline}. A resource authority
warrant prepared by the NMO and issued by the RFO for funding of
reimbursable projects. It is used under the NASA/Caltech prime contract
as a funding document once allotment is assured and the funds are
certified and committed by the RFO.

3.5 [NASA Management Office (NMO)]{.underline}. The local NASA
contracting authority for matters pertaining to operation of the Jet
Propulsion Laboratory.

3.6 [Overheads]{.underline}. The NASA/Caltech prime contract provides
that Reimbursable Sponsors are assessed a fixed percentage of each TO
that funds JPL work for JPL Director's Research and Development Fund
(DRDF), Award Fee (AF), Agency General and Administrative (G&A) Cost,
and Contract Administration and Audit Services (CAAS). DRDF and AF
amounts are applied to promote expanded research and development
activities at JPL. Agency G&A is assessed to reflect costs to operate
and maintain the Agency without regard to the programs and projects
carried out.

3.7 [Regional Finance Office (RFO)]{.underline}. The Goddard Space
Flight Center division responsible for certifying funds availability
prior to the NMO's obligating them against the NASA/Caltech prime
contract for JPL performance of effort for Reimbursable Sponsors.

3.8 [Reimbursable Agreement]{.underline}. A Task Order file that
consists of the JPL Task Plan, sponsor funding document, NMO Technical
Review memorandum, NMO Form 23, and advance payment (non-Federal agency
sponsors only).

3.9 [Reimbursable Sponsors]{.underline}. Comprising Federal-, State-,
and local-government agencies, commercial-industry firms, educational
institutions, and non-profit entities.

**3. DEFINITIONS *(concluded)***

3.10 [Reimbursable Task Order]{.underline}. A TO authorizing JPL to
perform work in support of a NASA program or mission invoking a JPL core
competency or area of specialization.

3.11 [Task Order (TO)]{.underline}. A contractual document issued by the
NMO Contracting Officer to provide specific authorization or direction
and to obligate funding for JPL to perform work within the scope of the
NASA/Caltech prime contract for a specific JPL task. Each TO contains a
separate Statement of Work describing the effort to be performed or the
services or supplies to be furnished, JPL special competency, an
estimated dollar value, and a specified period of performance. A TO
obligating [initial]{.underline} Reimbursable-Sponsor funding is
referred to as the "basic" version. TO's are amended where necessary to
obligate additional Reimbursable-Sponsor funding increments or to
incorporate JPL-initiated and NMO Contracting Officer-approved
administrative actions such as period-of-performance extensions or
modifications to contractual terms and conditions.

**4. REFERENCES**

4.1 ANSI/ISO/ASQC Q9001-1994

American National Standard, Quality Systems \-- Model for

Quality Assurance in Design, Development, Production,

Installation, and Servicing

4.2 FMM 9090 NASA Reimbursable and other Customer Agreements

4.3 HCP1400-1 Document and Data Control

*\[<http://www.hq.nasa.gov/hqiso9000/library/iso9000_detail_HCP1400-1.html>\]*

4.4 HCP1280-2 Corrective and Preventive Action

*\[<http://www.hq.nasa.gov/hqiso9000/library/iso9000_detail_HCP1280-2.html>\]*

4.5 HCP1280-3 Internal Quality Audits

*\[<http://www.hq.nasa.gov/hqiso9000/library/iso9000_detail_HCP1280-3.html>\]*

**4. REFERENCES *(concluded)***

4.6 HCP3410-4 Quality System Training

*\[<http://www.hq.nasa.gov/hqiso9000/library/iso9000_detail_HCP3410-4.html>\]*

4.7 HQPC1150.1 NASA Headquarters Quality Council Policy Charter

*\[<http://nodis.gsfc.nasa.gov/Library/Directives/HQ/>\]*

4.8 HQSM1200-1 NASA Headquarters Quality System Manual

*\[<http://www.hq.nasa.gov/hqiso9000/library/iso9000_detail_HQSM1200-1.html>\]*

4.9 NAS7-1407 NASA/Caltech Prime Contract

4.10 NPD 1000.1 NASA Strategic Plan

> *\[<http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=1___>\]*

4.11 NPD 8730.3 NASA Quality Management System Policy (ISO 9000)

> *\[<http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=8___>\]*

4.12 NPG 1000.2 NASA Strategic Management Handbook

> *\[<http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=1___>\]*

4.13 NPG 1000.3 The NASA Organization

> *\[<http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=1___>\]*

4.14 NPG 1441.1 NASA Records Retention Schedules (NRRS)

> *\[<http://nodis3.gsfc.nasa.gov/library/lib_docs.cfm?range=1___>\]*

**5.** **FLOWCHART**

> *\[NOTE #1: Process steps are numbered in accordance with their
> corresponding step numbers in Section 6.\]*
>
> *\[NOTE #2: "Quality records" are identified via bold-text titles and
> shadowing of the border of their symbols.\]*

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**5.** **FLOWCHART *(continued)***

# 

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**5.** **FLOWCHART *(continued)***

# 

![](media/image4.wmf)

**5.** **FLOWCHART *(concluded)***

# 

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**6. PROCEDURE**

> *\[NOTE #1: [Gray-shaded]{.underline} text indicates activities that
> are performed within the overall process but are outside the scope of
> this OWI (which is restricted to the actions performed by NASA OSS
> Code SJ civil servants).\]*

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
|       |             | *\[The process commences when a requirement    |
|       |             | for JPL services is identified via discussions |
|       |             | between JPL and a Reimbursable Sponsor. This   |
|       |             | new requirement is documented in an Advance    |
|       |             | Notice of Intent (ANI) provided by JPL to the  |
|       |             | NMO Technical Specialist.\]*                   |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 1     | NMO         | Perform a technical review of the ANI          |
|       | Technical   | submitted by JPL.                              |
|       | Specialist  |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 2     |             | If the NMO technical assessment of the ANI     |
|       |             | determines that the planned work does not      |
|       |             | invoke a JPL special competency, proceed to    |
|       |             | Step #3. If the scope of work is found to be   |
|       |             | acceptable, proceed to Step #4.                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 3     | NMO         | Return the ANI to JPL for correction and       |
|       | Technical   | resubmittal (prior to Step #1).                |
|       | Specialist  |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 4     | NMO         | Perform a technical review of the Task Plan    |
|       | Technical   | provided by JPL.                               |
|       | Specialist  |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 5     |             | If discrepancies are identified in the Task    |
|       |             | Plan, proceed to Step #6. If the Task Plan is  |
|       |             | acceptable, proceed to Step #7.                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 6     | NMO         | Return the rejected Task Plan to JPL for       |
|       | Technical   | correction and resubmittal (at Step #4).       |
|       | Specialist  |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+

**6. PROCEDURE *(continued)***

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 7     |             | If the Reimbursable Sponsor is an agency of    |
|       |             | the Federal Government, proceed to Step #8. If |
|       |             | the Reimbursable Sponsor is not an agency of   |
|       |             | the Federal Government, proceed to Step #9.    |
|       |             |                                                |
|       |             | \[For Federal-agency sponsors, rules governing |
|       |             | interagency acquisitions apply. These rules    |
|       |             | may require creation of an Economy Act Order   |
|       |             | by the Reimbursable Sponsor. The Economy Act   |
|       |             | authorizes agencies of the Federal Government  |
|       |             | to enter into mutual agreements to obtain      |
|       |             | supplies or services. Federal agencies must    |
|       |             | also provide a Military Interdepartmental      |
|       |             | Purchase Request (MIPR) or equivalent document |
|       |             | funding JPL work to be performed for the       |
|       |             | initial Task Order (TO) and any modification   |
|       |             | to it.\]                                       |
|       |             |                                                |
|       |             | \[Non-Federal-agency sponsors must furnish an  |
|       |             | advance payment in addition to a Purchase      |
|       |             | Order or Authorization Letter referencing the  |
|       |             | Task Plan to be funded.\]                      |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 8     | NMO         | Review Federal-agency-provided documents for   |
|       | Contract    | adequacy. For a "basic" (i.e., initial         |
|       | Specialist  | version) TO, obtain a Technical Review         |
|       |             | memorandum from the Technology Transfer        |
|       |             | Section of the NMO indicating that the         |
|       |             | proposed activity is consistent with the       |
|       |             | NASA/Caltech prime contract.                   |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 9     | NMO         | Review non-Federal-agency-provided documents   |
|       | Contract    | for adequacy. For a "basic" (i.e., initial     |
|       | Specialist  | version) TO, obtain a Technical Review         |
|       |             | memorandum indicating that the proposed        |
|       |             | activity is consistent with the NASA/Caltech   |
|       |             | prime contract.                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+

**6. PROCEDURE *(continued)***

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 10    |             | If the Reimbursable Sponsor's documents are    |
|       |             | determined to be adequate, proceed to Step     |
|       |             | #11. If any of the Reimbursable Sponsor        |
|       |             | *Federal* agency documents are incomplete,     |
|       |             | return to Step #8. If any of the Reimbursable  |
|       |             | Sponsor *non-Federal* agency documents are     |
|       |             | inadequate, return to Step #9.                 |
|       |             |                                                |
|       |             | *\[The NMO Contract Specialist coordinates     |
|       |             | requisite document changes with the submitting |
|       |             | Reimbursable Sponsor. If these coordination    |
|       |             | efforts are unsuccessful, the documents are    |
|       |             | returned to the Reimbursable Sponsor without   |
|       |             | action after notifying JPL of the relevant     |
|       |             | circumstances.\]*                              |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 11    | NMO         | Ensure that the NMO Support Contractor         |
|       | Contract    | prepares a permanent TO file to associate all  |
|       | Specialist  | related documents.                             |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 12    | NMO         | Review the TO File and Task Plan to determine  |
|       | Contract    | whether they are subject to Award Fee, G&A,    |
|       | Specialist  | CAAS, or DRDF. The specific amount of Award    |
|       |             | Fee, G&A, CAAS, or DRDF to be assessed against |
|       |             | the individual TO is identified in the         |
|       |             | "Business and Cost" portion of the supporting  |
|       |             | Task Plan, under Section E "Special            |
|       |             | Provisions" within the subsection              |
|       |             | "Miscellaneous Charges".                       |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 13    |             | If the TO File and Task Plan are subject to    |
|       |             | Award Fee, G&A, CAAS, or DRDF, proceed to Step |
|       |             | #14. If not, proceed to Step #15.              |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 14    | NMO         | Annotate the Suspense File for informational   |
|       | Contract    | purposes (to be used in Step #15, and in Step  |
|       | Specialist  | #24 to calculate overheads).                   |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+

**6. PROCEDURE *(continued)***

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 15    | NMO Budget  | Prepare a draft Estimated Price Report (EPR)   |
|       | Analyst/    | to determine applicable overhead charges to be |
|       | NMO         | assessed (e.g., Agency G&A and CAAS). Prepare  |
|       | Contract    | a draft NASA Headquarters Form 822             |
|       | Specialist  | "Reimbursable Resource Authority Warrant"      |
|       |             | based upon financial data provided by the      |
|       |             | Reimbursable Sponsor and the draft EPR.        |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 16    |             | If the EPR and the NASA Headquarters Form 822  |
|       |             | are determined by the NMO Contract Specialist  |
|       |             | to be accurate and complete, proceed to Step   |
|       |             | #17. If not, return to Step #15.               |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 17    |             | If the EPR involves a sponsor request for a    |
|       |             | waiver, then the NMO Director's approval is    |
|       |             | required. If the NMO Director approves the     |
|       |             | NASA Headquarters Form 822 via signature on    |
|       |             | that document, proceed to Step #18. If the EPR |
|       |             | and/or the NASA Headquarters Form 822 is not   |
|       |             | approved, the NMO Budget Analyst or NMO        |
|       |             | Contract Specialist revises the contents of    |
|       |             | the EPR and/or the NASA Headquarters Form 822  |
|       |             | per comments from the NMO Director and         |
|       |             | resubmits the form at Step #15.                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 18    | NMO         | Provide the approved EPR and NASA Headquarters |
|       | Contract    | Form 822 to the RFO.                           |
|       | Specialist  |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 19    | NMO Chief   | Review the initial submission of the           |
|       | Counsel     | Reimbursable Agreement (provided by the NMO    |
|       |             | Contract Specialist) for legal sufficiency.    |
|       | NMO Patent  | The results of this review are indicated on    |
|       | Counsel     | NMO Form 23.                                   |
|       |             |                                                |
|       |             | *\[In rare circumstances, if the NMO Contract  |
|       |             | Specialist is apprised of a legal issue at the |
|       |             | time of initial Task Plan review, the NMO      |
|       |             | Chief Counsel and NMO Patent Counsel review    |
|       |             | may be requested earlier (at Step #7).\]*      |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+

**6. PROCEDURE *(continued)***

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 20    |             | If the initial Reimbursable Agreement is       |
|       |             | determined to be legally sufficient, proceed   |
|       |             | to Step #21. If the initial Reimbursable       |
|       |             | Agreement is not legally sufficient, return to |
|       |             | Step #7.                                       |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 21    | NMO         | Receive a telefaxed copy of the RFO-certified  |
|       | Contract    | NASA Headquarters Form 822 indicating          |
|       | Specialist/ | verification of available funding. Ensure that |
|       | NMO         | the NMO Support Contractor compiles an Excel   |
|       | Contracting | spreadsheet supporting the NASA HQ Form 822,   |
|       | Officer     | including applicable Award Fee or DRDF.        |
|       |             |                                                |
|       |             | *\[Receipt of the certified NASA Headquarters  |
|       |             | Form 822 and performance of the NMO legal      |
|       |             | review at Step #19 often occur simultaneously. |
|       |             | This is to ensure that the NMO handles each    |
|       |             | reimbursable transaction as expeditiously as   |
|       |             | possible.\]*                                   |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 22    | NMO         | Verify the accuracy and completeness of the    |
|       | Contract    | Excel spreadsheet supporting each NASA         |
|       | Specialist/ | Headquarters Form 822.                         |
|       | NMO         |                                                |
|       | Contracting |                                                |
|       | Officer     |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 23    | NMO         | Ensure that the NMO Support Contractor         |
|       | Contract    | forwards a copy of the NASA Headquarters Form  |
|       | Specialist  | 822 and associated overhead computations to    |
|       |             | the JPL Contracts Management Office.           |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 24    | NMO         | Review the TO or TO Amendment prepared by the  |
|       | Contract    | JPL Contract Administrator (utilizing          |
|       | Specialist  | information contained in the NASA Headquarters |
|       |             | Form 822) for accuracy and completeness.       |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 25    |             | If the TO or TO Amendment is acceptable,       |
|       |             | proceed to Step #26. If a deficiency is noted  |
|       |             | in the TO or TO Amendment, return to Step #24  |
|       |             | (i.e., return the TO or TO Amendment to JPL    |
|       |             | for correction and resubmission to the NMO).   |
+-------+-------------+------------------------------------------------+

**6. PROCEDURE *(concluded)***

+-------+-------------+------------------------------------------------+
| *     | *[ACTION]{. | *[DESCRIPTION]{.underline}*                    |
| [STEP | underline}* |                                                |
| \     |             |                                                |
| #]{.u | *[          |                                                |
| nderl | OFFICERS]{. |                                                |
| ine}* | underline}* |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 26    | NMO         | Ensure that the NMO Support Contractor         |
|       | Contract    | prepares the TO or TO Amendment for review by  |
|       | Specialist  | the NMO Contracting Officer.                   |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 27    | NMO         | Conduct the final contractual review of the TO |
|       | Contracting | or TO Amendment.                               |
|       | Officer     |                                                |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 28    |             | If the NMO Contracting Officer approves the TO |
|       |             | or TO Amendment, proceed to Step #29. If the   |
|       |             | TO or TO Amendment is not approved, return to  |
|       |             | Step #26.                                      |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 29    | NMO         | Sign the original copy of the TO or TO         |
|       | Contracting | Amendment and a duplicate original copy of the |
|       | Officer     | TO or TO Amendment.                            |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 30    | NMO         | Provide both the original copy of the TO or TO |
|       | Contracting | Amendment and the duplicate original copy of   |
|       | Officer     | the TO or TO Amendment to the Caltech Office   |
|       |             | of General Counsel.                            |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 31    | NMO         | Receive the original copy of the TO or TO      |
|       | Contracting | Amendment signed by the Caltech Office of      |
|       | Officer     | General Counsel.                               |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 32    | NMO         | Ensure that the NMO Support Contractor         |
|       | Contracting | telefaxes the awarded TO or TO Amendment to    |
|       | Officer     | the RFO.                                       |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
| 33    | NMO         | Ensure that the NMO Support Contractor files   |
|       | Contracting | the original copy of the awarded TO or TO      |
|       | Officer     | Amendment in the NMO permanent TO file.        |
+-------+-------------+------------------------------------------------+
|       |             |                                                |
+-------+-------------+------------------------------------------------+
|       |             | *\[This process ends when a new TO or TO       |
|       |             | Amendment has been awarded and begins to be    |
|       |             | implemented.\]*                                |
+-------+-------------+------------------------------------------------+

**7. QUALITY RECORDS**

+--------------+--------+--------+---------+---------+--------------+
| **RECORD**   | **O    | **LOCA | **M     | **NPG   | **RETENTION/ |
|              | WNER** | TION** | EDIA:** | 1       | D            |
| **IDEN       |        |        |         | 441.1** | ISPOSITION** |
| TIFICATION** |        |        | **ELE   |         |              |
|              |        |        | CTRONIC | **S     |              |
|              |        |        | OR      | CHEDULE |              |
|              |        |        | HAR     | NUMBER  |              |
|              |        |        | DCOPY** | AND     |              |
|              |        |        |         | ITEM    |              |
|              |        |        |         | N       |              |
|              |        |        |         | UMBER** |              |
+--------------+--------+--------+---------+---------+--------------+
| NMO Form 23  | NMO    | NMO    | H       | S       | Retire to    |
|              | Contr  | CMS    | ardcopy | chedule | FRC when no  |
|              | acting | files  |         | 5,      | longer       |
|              | O      |        |         |         | needed for   |
|              | fficer |        |         | Item 6  | reference.   |
|              |        |        |         |         | Destroy when |
|              |        |        |         |         | related      |
|              |        |        |         |         | contract     |
|              |        |        |         |         | *\[sic\]* or |
|              |        |        |         |         | when 25      |
|              |        |        |         |         | years old,   |
|              |        |        |         |         | whichever is |
|              |        |        |         |         | later.       |
+--------------+--------+--------+---------+---------+--------------+
| NASA         | NMO    | NMO    | H       | S       | Destroy      |
| Headquarters | Contr  | CMS    | ardcopy | chedule | after        |
| Form 822     | acting | files  |         | 5,      | completion   |
|              | O      |        |         |         | or           |
|              | fficer |        |         | Item 23 | cancellation |
|              |        |        |         |         | of Program.  |
+--------------+--------+--------+---------+---------+--------------+
| Awarded Task | NMO    | NMO    | H       | S       | Destroy      |
| Order        | Contr  | CMS    | ardcopy | chedule | after        |
| (original    | acting | files  |         | 5,      | completion   |
| copy)        | O      |        |         |         | or           |
|              | fficer |        |         | Item 23 | cancellation |
|              |        |        |         |         | of Program.  |
+--------------+--------+--------+---------+---------+--------------+
| Awarded Task | NMO    | NMO    | H       | S       | Destroy      |
| Order        | Contr  | CMS    | ardcopy | chedule | after        |
| Amendment    | acting | files  |         | 5,      | completion   |
| (original    | O      |        |         |         | or           |
| copy)        | fficer |        |         | Item 23 | cancellation |
|              |        |        |         |         | of Program.  |
+--------------+--------+--------+---------+---------+--------------+

> *\[NOTE #1: These "quality records" are identified in Section 5
> ("Flowchart") of this OWI via bold-text titles and shadowing of the
> border of their symbols.\]*
>
> *\[NOTE #2: In accordance with NPG 1441.1 NASA Records Retention
> Schedules, "... installations' office of primary responsibility will
> maintain one official record copy ...; reference copies may be
> maintained for related work". Therefore, the "Retention" and
> "Disposition" aspects of quality records apply only to the one
> official record copy of each quality record.\]*