Small Business Innovation Research Small Business Technology Transfer

1. Small Business Innovation Research Small Business Technology Transfer NASA SBIR/STTR Contract Negotiations EHB Training for Procurement https://ehb8.gsfc.nasa.gov/sbir/logon.jsp

2. Function: Facilitates the notification, negotiations, award, and reporting of NASA’s SBIR and STTR contracts Small Business Innovation Research Small Business Technology Transfer Contract Negotiations EHB Access to Contract Negotiations across all program years and phases in one EHB • Key Features: • Negotiation and award of contracts electronically and efficiently • Facilitates communication and coordination within NASA and with the firms • Maintains and provides summary information on the current status of each contract throughout the award and procurement process • Centralized repository of SBIR/STTR contract folders • One EHB across years and phases for SBIR and STTR, starting with STTR 2003-2, which allows an integrated registration and single login id for Contract Negotiations • Automated population of standard deliverables based on start and completion dates • Excel reporting capability in all reports and printer friendly pages for most forms and report

3. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations EHB User Roles COTR: Assigned to contracts being awarded by their Center; can review proposal, technical evaluations, and contract document for assigned contracts; completes COTR delegation form. Awardee: Point of contact at the awardee firm that negotiates the contract and completes the Reps & Certs Program and Field Center Managers: Read access and reporting capabilities across all Centers Procurement and Safety Reviewers: Read access and reporting capabilities for contracts at assigned Center Procurement Manager: Oversees Contract Negotiation process; provides model contract documents and sets up NASA-wide checklist template; has read access and reporting capabilities across all Centers Field Center Procurement Manager: Oversees Contract Negotiation activities for contracts administered at their Center*; customizes checklist per Center requirements; can review and update checklist for all Center contracts; read access across all Centers Contract Specialist: Assigned to one or more contracts administered at their Center; oversees contract negotiation and award; responsible for populating EHB with required award information * Awardee Center may be different from the Administering Center

4. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 1: Karin Huth, Procurement Manager, sets up model documents that are copied to the Center checklists by REI. These include the model contract and the price negotiation memorandum (default format: RTF) Step 2: Procurement Manager notifies the Field Center Procurement Managers when the handbook is ready and model documents available.

5. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 3: Field Center Procurement Managers should download the model documents, make the necessary updates specific for their Center, and upload the Center versions into the handbook.

6. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 4: Field Center Procurement Managers should assign contract numbers, register Contract Specialists, and assign Contract Specialists to the contracts Note: After the handbook is made online following the selection announcement, firms receive a system generated email from the SBIR/STTR Program Support Office directing them to the Contract Negotiations EHB . For Phase 1, awarded firms can go to the handbook to complete their Representations and Certifications.

7. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 5 (Phase 1 only): Completed Reps and Certs should be reviewed by the Contract Specialist from the checklist or from Section 3. Step 6: Contract Specialists review checklist and contract and update accordingly. Then make the contract available to firm.

8. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 7: Contract Specialists are responsible for registering and assigning COTRs to each contract. Field Center Procurement Managers also have this capability. Step 8: Once the COTR Delegation Form has been reviewed and updated, Contract Specialists should notify COTRs to review and sign the form

9. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 9: All final price, award, and completion dates must be provided by the Contract Specialist for each contract. This information is required for the contract data to be transferred to the Contract Administration EHB, and is used to pre-populate the contract deliverables.

10. Small Business Innovation Research Small Business Technology Transfer Contract Negotiations Workflow Step 10: Contract Deliverables Deliverables are pre-populated based on the contract award/completion dates provided by the Contract Specialist. Any additional deliverables proposed by the firm are also shown. Contract Specialists can add/update the contract deliverables for their contracts. Once the deliverables are final, the Contract Specialist must certify that the deliverables are complete and accurate.

11. Small Business Innovation Research Small Business Technology Transfer Frequently Asked Questions Contract Negotiations and Awards Is the EHB ever locked to prevent updates? Yes. Once the data has been transferred over to the Contract Administration and Closeout EHB, those contracts are no longer updatable in the Contract Negotiations EHB. I have emailed the firm to access the contract but the firm cannot view it in the EHB. As a contract specialist, after you have uploaded the contract file to the EHB, you must go to Section 4.3 and give the firm access to the contract. If I cannot download a Center version of a document, what should I do? In the checklist, for that item, there should be a Copy link. Click on that copy the center version of the document to your contract folder. How do I replace the current contract with a newer version? You can upload the new version via the Contract Upload link. The new upload will replace the old one. A history of the uploaded files is provided on the upload screen.