NASA Procedures and Guidelines
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NPR 8735.1C Eff. Date: February 13, 2013 Cancellation Date:	Procedures for Exchanging Parts, Materials, Software, and Safety Problem Data Utilizing the Government-Industry Data Exchange Program (GIDEP) and NASA Advisories
| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | ALL |

Appendix B. Guidelines for Contractual Implementation of GIDEP

B.1 Per paragraph 1.2.4 c of this NPR, Program, Project, and Operations/Institutional Managers are responsible for incorporating requirements for contractor participation in GIDEP and the NASA Advisory Reporting System in contract statements of work or specifications.

B.2 The following factors should be considered in this determination:

a. Type of Procurement - consider the commodity (items, parts, and materials) being purchased.

b. Acquisition Phase - consider the phase of the program and the utility of the GIDEP Notice* and NASA Advisory data to support that phase; generally, activities after the conceptual design phase can benefit most from participation.

c. Dollar Value of Contract - consider the amount of the contract and the benefit to be obtained from participation or the risks of not participating. There is no membership fee to contractors for participating in GIDEP. There are resources required to review and evaluate GIDEP Notice and NASA Advisory information. Participation in GIDEP should be included in all procurements for supplies that exceed $500,000 and should be considered for all procurements for services that exceed $500,000.

d. Criticality of the Equipment - consider the potential for loss of or damage to the equipment or personnel if GIDEP Notice and NASA Advisory information is not utilized. The primary focus of having contracts for participation in GIDEP is to ensure that GIDEP Notice and NASA Advisory data are available and utilized during research, design, development, production, and operational phases of the life cycle for systems, facilities, and equipment. Participation in GIDEP should be included for all procurements for safety-critical items as defined in Appendix A.

e. The following is a suggested GIDEP/NASA Advisory Participation Statement of Work. This text may be tailored at the Center's discretion.

"The Contractor shall participate in the Government-Industry Data Exchange Program (GIDEP) in accordance with the requirements of the GIDEP Operations Manual and the GIDEP Requirements Guide, available from the GIDEP Operations Center, PO Box 8000, Corona, California 92878-8000. The Contractor shall review all GIDEP Notices* and designated NASA Advisories to determine if they affect the Contractor's products/and or services provided to the Government. The Contractor shall respond by stating, in writing, whether or not each GIDEP Notice and NASA Advisory affects the Contractor's products and services provided to the Government. The contractor is responsible for stating whether or not each GIDEP Notice and NASA Advisories affects the subcontractor's products and services provided to the Government. For GIDEP Notices and NASA Advisories that affect the Contractor's products and services provided to the Government, the Contractor shall take action to eliminate or mitigate any negative effect and inform the Government of such actions to ensure GIDEP Notices and NASA Advisories adhere to close-loop reporting**. The Contractor shall generate applicable GIDEP Notices in accordance with the requirements of GIDEP Operations Manual and GIDEP Requirements Guide whenever failed or nonconforming items, available to other buyers, are discovered during the course of the Contract."

*The term "GIDEP Notices" means "GIDEP Alerts, GIDEP Safe-Alerts, GIDEP Problem Advisories, and GIDEP Agency Action Notices." Life-cycle logistics should be addressed per contractual requirements identified by the Program/Project.

"** The term "close-loop reporting" means providing a written response of no impact, no usage or impact with rationale at program milestone and readiness reviews or according to contract or other specified reporting times/events for each GIDEP Notice and NASA Advisory."

"If suspect/counterfeit parts are furnished under this agreement and are found on the (site), such items shall be impounded by (site). The Seller shall promptly replace such items with items acceptable to the (site) and the Seller shall be liable for all costs relating to impoundment, removal, and replacement. (Site) may turn such items over to NASA Office of Inspector General, FBI, etc., for investigation and reserves the right to withhold payment for the suspect counterfeit items pending the results of the investigation."

f. Contractors shall provide GIDEP Notice and NASA Advisory disposition documentation to NASA up to the time that process closed-loop reporting is no longer required. The GIDEP and NASA Advisory Coordinator is responsible for ensuring records management and retention, as set forth by Federal records procedures and guidelines of NPR 1441.1, NASA Records Retention Schedules, in coordination with the Agency or Center Records Officer. GIDEP Notice and NASA Advisory data and records are part of the Agency Filing Scheme Program Management category with an 8700 Primary Identification Codes Series for Safety and Mission Assurance.

g. The contractor is responsible for the flow-down of these requirements to subcontractors and subcontractor adherence to closed-loop reporting. Therefore, the Contractor agrees to insert the preceding paragraphs in any subcontract for supplies hereunder exceeding $500,000 or supplying safety-critical item(s) as identified by the Contract. When inserted, the words, "Contractor" should be changed to "Subcontractor," and "Government" should be changed to "Customer."

h. Information and materials concerning GIDEP are available from:

GIDEP Operations Center
P.O. Box 8000 Corona, CA 92878-8000

Phone: (951) 898-3207
Fax: (951) 898-3250
Website: http://www.gidep.org

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