The eGreenbookNG Tool and CMM Document Generation Guidance

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The eGreenbook-NG Tool and CMM Document
Generation Guidance

• Updated 5/5/2009
• Owner Steve Lloyd

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Overview

• CMM Reminders
• Remember, it is mandatory that CMM be used to
  generate your procurement documents
• CMM/PRISM contains all current FAR/NFS clauses
• Full text of clauses/provisions is one-click away
  in CMM
• Full prescription of clauses/provisions is
  two-clicks away in CMM
• CMM also has a useful Regulation Research feature
• Agency training materials for IEM applications,
  including CMM/PRISM, are located at EPSS -
  PURCHASING PRISM

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eGreenbook-NG

• eGreenbook-NG
• eGreenbook-NG is a supplemental tool that is
  primarily used to assist reviewers with CMM
  created documents (e.g. solicitations, contracts)
• Microsoft Excel Worksheet with 4 tabs
• FAR matrix found at FAR 52.301
• NFS matrix found at 1852.301
• GSFC Local Clauses/Provisions CMM Completion
  Statements
• eGreenbook-NG legend
• Allows users to use basic excel functionality
  such as hiding/unhiding columns, sorting, and
  filtering to assist users navigation of the large
  spreadsheet
• Provides a summary level (aka Cliffs notes
  version) of the clause/provision prescriptions

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eGreenbook-NG Overview Contd
Located under the Code 210 Webpage-Procurement
Policy-Solicitation Guidance
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CMM Document Generation Overview

• After using CMM to generate your document, you
  will be using MS Word and editing an Rich Text
  Format (.rtf) file
• CMM formatted document will look different than
  many of the documents you are used to seeing from
  our previous system(s)
• May not win any beauty pageants
• Agency formatting is not wrong, just different
• What does it mean that CMM is mandatory for the
  creation of solicitations and award documents?
• Create your core document in CMM (Sections B-M),
  generate your document in CMM, then add
  necessary GSFC clauses and provisions manually
  using the eGreenbook-NG tool
• HQ is now tracking CMM usage metrics
• Any documents created outside of CMM require the
  Center to explain and justify the Centers
  actions at the monthly Procurement Steering
  Committee meeting, attended by all Center
  Procurement Officers and NASA HQ
• Good news As a Center, we have been, and
  continue to do very well in CMM usage metrics

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CMM Document Generation Tips - General

• A Table of Contents is not required
• Headers are required
• At a minimum, manually insert headers and/or
  footers with the document number and page numbers
• Section Breaks are required
• Manually insert sections breaks between all UCF
  sections
• CMM numbers all Section I by reference clauses
  (e.g. I.1 thru I.49), whereas our old system
  placed all Section I by reference clauses under
  I.1
• This looks different, but is not wrong
• Do not spend valuable time renumbering or making
  the by reference clauses look like the old way
• If a clause needs to be deleted, you can always
  make it Reserved instead of renumbering all of
  the clauses

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CMM Document Generation Tips - General

• The Difference Between a Clause and a
  Provision as provided in the FAR
• The definition of these terms can be found in FAR
  section 2.101 Definitions. This section defines
  a contract clause or clause as a term or
  condition used in contracts or in both
  solicitations and contracts, and applying after
  contract award or both before and after award.
  This section defines a solicitation provision
  or provision as a term or condition used
  only in solicitations and applying only before
  contract award. The CMM templates may have
  certain provisions listed under Section I and
  certain clauses listed under Sections L M
• Highlighted in Policy Online Weekly dated 4/12/09

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CMM Document Generation Tips Section J
Contract Attachments

• Clause J.1 of a contract should only be including
  contract Attachments that set forth contract
  performance requirements.
• Do not include proposal-instruction related
  exhibits or enclosures in Clause J.1.
• Also, remember an attachment is
  useless/unenforceable unless its compliance is
  invoked (via reference) in a contract clause.
• That is why we have a Clause C.1 entitled Scope
  of Work that invokes, via reference, the
  Statement of Work (usually Attachment A). Clause
  C.1 can also be used to invoke (list) other
  attachments such as Specifications or Quality
  Assurance documents that are not
  invoked/referenced in another clause.
• Highlighted in Policy Online Weekly dated 5/1/09

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CMM Document Generation Tips Section K
Representations and Certifications

• As provided for in FAR section 4.1202, and except
  for those solicitations issued using FAR Part 12
  procedures, if the Contracting Officer includes
  clause 52.204-8 Annual Representations and
  Certifications in Section K of their
  solicitation, many of the other "standard"
  Section K clauses can be excluded from the
  solicitation.
• FAR 4.12 requires prospective contractor's to
  annually complete Online Representations and
  Certifications Application (ORCA).
• This ORCA includes all Representation and
  Certification provisions, except Cost Accounting
  Standards provisions.
• Therefore, when you include FAR 52.204-8  ANNUAL
  REPRESENTATION AND CERTIFICATIONS in a
  solicitation--you do not include any other reps
  and certification provisions listed in FAR
  4.1202.   
• Full Open Competition Solicitation OR Large
  Business Sole Source - Three (3) Provisions
  should be included in Section K
• 52.204-8  ANNUAL REPRESENTATION AND
  CERTIFICATIONS
• 52.2301  COST ACCOUNTING STANDARDS NOTICES AND
  CERTIFICATION
• 52.230-7  PROPOSAL DISCLOSURE-COST ACCOUNTING
  PRACTICE CHANGES
• Small Business or SDB Solicitation - FAR 52.204-8
  ANNUAL REPRESENTATION AND CERTIFICATIONS only
• Using FAR clause 52.204-8 in Section K of RFPs
  eliminates the need to include many (but not all)
  other Section K clauses
• Highlighted in Policy Online Weekly dated 3/6/09