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Important Notice to all NASA LaRC Contractors

Status Report From: Langley Research Center
Posted: Thursday, March 13, 2003

General Information

  • Document Type: Special Notice
  • Solicitation Number: NASA-SNOTE-030313-001
  • Posted Date: Mar 13, 2003
  • Original Response Date:
  • Original Archive Date: Mar 13, 2004
  • Current Archive Date:

Contracting Office Address

NASA/Langley Research Center, Mail Stop 144, Industry Assistance Office, Hampton, VA 23681-0001

Description

As you may know, NASA is implementing IFMP, an agency-wide initiative to modernize its financial and administrative systems and processes. NASA Langley Research Center (LaRC) is going "live" with the Core Financial module, the backbone of IFMP, in June 2003.

The Core Financial module provides timely, consistent, and reliable information for accounting and budgeting decisions, and facilitates improved information exchange with NASA's Centers and contractors -- laying the foundation for NASA's e-commerce and e-government initiatives. NASA LaRC is scheduled to shutdown our legacy financial systems in May 2003 and begin using the Core Financial module of IFMP the end of June 2003.

To facilitate the cutover process, we are attempting to assemble our contractor cost data early so that we can complete our May month-end closing by our established shutdown date. You can assist us by submitting the Contractor Financial Management Reports (NASA Form 533M) for April no later than, but preferably before, Monday, May 5, 2003, if your report is not currently required before that date. Although costs and hours reported should be based upon actual amounts incurred, we recognize that you may need to estimate some costs for the latter part of April. If this is necessary, please ensure that the 533M for May identifies any adjustments made to the costs and hours reported for April.

The Center's Deputy Chief Financial Officer for Finance has determined that it is prudent to make early payments prior to closing the legacy financial system. Invoices received between April 16 and May 7, 2003, will not be subject to the Prompt Payment Act waiting period and will be paid early. During the cutover period (May 16 through the end of June), NASA LaRC will be unable to make payments. Therefore, we are encouraging contractors, where possible, to submit invoices to the address specified in the Purchase Order or Contract no later than May 7, 2003. NASA LaRC will make every effort to pay all approved invoices that are received by May 7, 2003, prior to shutdown of our legacy financial system. Those invoices not received and approved by May 7, 2003, may not be paid until after NASA LaRC successfully implements Core Financial.

The LaRC Financial Management and Procurement Offices will be working with you to maintain continuity of service since payment processing will be interrupted during our cutover window. As part of our cutover planning, we are currently investigating our options for making emergency payments should the need arise. As we get closer to our shut down, we will finalize these plans and provide additional information via an announcement on the NASA Acquisition Internet Service (NAIS) at: http://prod.nais.nasa.gov/cgi-bin/nais/hottopic.cgi.

The Core Financial Project Team will present specific information on the cutover process and the impacts it will have on those doing business with LaRC. The date and time of the forum is April 1, 2003, at 9:00 a.m. (Eastern). Contractors may participate in this event in person or by telephone. If you plan to attend in person, you should so indicate by completing and faxing the BADGE AND PASS FORM linked below at this site to Peggy Lewis (757-864-4002) by March 26, 2003. Your notification of attendance must include information on whether the individuals are U.S. Citizens, possess a green card, or are resident aliens for access to the Center.

If you plan to participate by telephone, the USA Toll Free Number is 888-889-4940. Upon calling in you will need to provide the following PASSCODE: 12345 and the Leader name: Peggy Lewis. In order that as many questions as possible may be answered at the NASA Presentation, written questions should be submitted to Peggy Lewis (p.p.lewis@larc.nasa.gov) no than March 26, 2003. A limited time may be available for answering questions on the day of the conference. However, as there is no assurance that adequate time to answer such questions will remain, submission of questions prior to the conference, by the date specified above, will assure their being fully answered. We need your cooperation in this effort and ask for your patience as we transition to the new financial management system.

If you have any questions or require further details, please contact Peggy Lewis at 757-864-1487. This Special Notice and any documents related to this Announcement will be available over the Internet. These documents will be in Microsoft Office 97 format and will reside on a World-Wide Web (WWW) server, which may be accessed using a WWW browser application. The Internet site, or URL, for the NASA/LaRC Business Opportunities page is http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=C&pin=23

Email your questions to Peggy Lewis at P.P.LEWIS@LaRC.NASA.GOV

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