TABLE
OF CONTENTS
SUBPART 1804.1 CONTRACT EXECUTION
1804.103 Contract
clause.
1804.170 Contract
effective date.
SUBPART 1804.2 CONTRACT DISTRIBUTION
1804.202 Agency
distribution requirements.
1804.203
Taxpayer
identification information.
SUBPART 1804.4 SAFEGUARDING
CLASSIFIED INFORMATION WITHIN
INDUSTRY
1804.402 General.
1804.404-70 Contract clause.
1804.470 Security requirements for
unclassified information technology (IT) resources.
1804.470-1 Scope.
1804.470-2 Policy.
1804.470-3 IT
Security Requirments.
1804.470-4 Contract
clauses.
SUBPART 1804.5 ELECTRONIC
COMMERCE IN CONTRACTING
1804.570
NASA
Acquisition Internet Service (NAIS).
1804.570-1 General.
1804.570-2
Electronic
Posting System.
SUBPART 1804.6 CONTRACT
REPORTING
1804.601 Record
requirements.
1804.604 Responsibilities.
SUBPART 1804.8 GOVERNMENT CONTRACT FILES
1804.802-70 Handling of classified
material.
1804.803 Contents
of contract files.
1804.803-70
Checklist.
1804.804 Closeout
of contract files.
1804.804-2 Closeout of the contracting office files if another office
administers
the
contract.
1804.804-5 Procedures
for closing out contract files.
1804.805 Storage,
handling, and disposal of contract files.
1804.805-70
Review, separation, and
retirement of contract files.
SUBPART 1804.9 TAXPAYER
IDENTIFICATION NUMBER
1804.904 Reporting payment
information to the IRS.
SUBPART 1804.70 TRANSFER
OF CONTRACTING OFFICE RESPONSIBILITY
1804.7000 Scope
of subpart.
1804.7001
Definition.
1804.7002 Approval
of Transfer Requests.
1804.7003 Responsibilities of the contracting officer of the transferring
installation.
1804.7003-1
Coordinations.
1804.7003-2
File inventory.
1804.7003-3
Notifications.
1804.7003-4
Transfer.
1804.7003-5
Retention documentation.
1804.7004 Responsibilities
of the contracting officer of the receiving
installation.
1804.7004-1
Pre-transfer file review.
1804.7004-2
Post-transfer actions.
SUBPART 1804.71 UNIFORM
ACQUISITION INSTRUMENT
IDENTIFICATION
1804.7100 Scope
of subpart.
1804.7101 Policy.
1804.7102 Numbering
scheme for solicitations.
1804.7103 Numbering
scheme for contracts.
1804.7104 Modifications of contracts or agreements.
SUBPART 1804.72 REVIEW AND APPROVAL OF CONTRACTUAL
INSTRUMENTS
1804.7200 Contract
review by Headquarters.
SUBPART 1804.73 PROCUREMENT
REQUESTS
1804.7301 General.
The contracting officer shall include the
clause at FAR 52.204-1, Approval of Contract, in solicitations, contracts,
and supplemental agreements that require higher level approval. For actions requiring Headquarters approval,
insert "NASA Assistant Administrator for Procurement" in the clause's
blank space.
1804.170 Contract effective date.
(a)
"Contract effective date" means the date agreed upon by the
parties for beginning the period of performance under the contract. In no case shall the effective date precede
the date on which the contracting officer or designated higher approval
authority signs the document.
(b) Costs
incurred before the contract effective date are unallowable unless they qualify
as precontract costs (see FAR
31.205-32) and the
clause prescribed at 1831.205-70 is used.
1804.202 Agency
distribution requirements.
In addition to the requirements in FAR
4.201,
the contracting officer shall distribute one copy of each R&D contract,
including the Statement of Work, to the
1804.203 Taxpayer identification information.
Instead of using the last page of the
contract to provide the information listed in FAR
4.203, NASA installations may allow contracting officers to use a different
distribution method, such as annotating the cover page of the payment office
copy of the contract.
(b) NASA security policies and procedures are
prescribed in NPD 1600.2, NASA Security Policy; NPR 1620.2, Physical Security
Vulnerability Risk Assessments; NPR 2810.1 Security of Information Technology;
and NPD 2810.1, NASA Information Security Policy.
The contracting officer shall insert the
clause at 1852.204-75, Security
Classification Requirements, in solicitations and contracts if work to be
performed will require security clearances.
This clause may be modified to add instructions for obtaining security
clearances and access to security areas that are applicable to the particular
acquisition and installation.
1804.470 Security requirements for unclassified
information technology (IT) resources.
1804.470-1 Scope.
This
section implements NASA's acquisition requirements pertaining to Federal
policies for the security of unclassified information and information
systems. Federal policies include the
Federal Information System Management Act (FISMA) of 2002, Homeland Security
Presidential Directive (HSPD) 12, Clinger-Cohen Act of 1996 (40 U.S.C. 1401 et
seq.), OMB Circular A-130, Management of Federal Information Resources, and the
National Institute of Standards and Technology (NIST) security requirements and
standards. These requirements safeguard
IT services provided to NASA such as the management, operation, maintenance,
development, and administration of hardware, software, firmware, computer
systems, networks, and telecommunications systems.
1804.470-2 Policy.
NASA
IT security policies and procedures for unclassified information and IT are
prescribed in NASA Policy Directive (NPD) 2810,
Security of Information Technology; NASA Procedural Requirements (NPR) 2810,
Security of Information Technology; and interim policy updates in the form of
NASA Information Technology Requirements (NITR). IT services must be performed in accordance
with these policies and procedures.
1804.470-3 IT Security Requirements.
These
IT security requirements cover all NASA contracts in which IT plays a role in
the provisioning of services or products (e.g., research and development,
engineering, manufacturing, IT outsourcing, human resources, and finance) that
support NASA in meeting its institutional and mission objectives. These requirements are applicable where a
contractor or subcontractor must obtain physical or electronic (i.e.,
authentication level 2 and above as defined in NIST Special Publication 800-63,
Electronic Authentication Guideline) access to NASA's computer systems,
networks, or IT infrastructure. These
requirements are also applicable in cases where information categorized as low,
moderate, or high by the Federal Information Processing Standards (FIPS) 199,
Standards for Security Categorization of Federal Information and Information
Systems, is stored, generated, processed, or exchanged by NASA or on behalf of
NASA by a contractor or subcontractor, regardless of whether the information
resides on a NASA or a contractor/subcontractor’s information system.
1804.470-4 Contract clause.
(a)
Insert the clause at 1852.204-76, Security Requirements for Unclassified
Information Technology Resources, in all solicitations and contracts
when contract performance requires contractors to --
(1)
Have physical or electronic access to NASA's computer systems, networks, or IT
infrastructure; or
(2)
Use information systems to generate, store, process, or exchange data with NASA
or on behalf of NASA, regardless of whether the data resides on a NASA or a
contractor’s information system.
(b) Paragraph (d) of the clause
allows contracting officers to waive the requirements of paragraphs (b) and
(c)(1) through (3) of the clause.
Contracting officers must obtain the approval of the --
(1) Center IT Security Manager before granting
any waivers to paragraph (b) of the clause; and
(2) The Center Chief of Security before granting
any waivers to paragraphs (c)(1) through (3) of the clause.
Subpart
1804.5--Electronic Commerce in Contracting
1804.570 NASA Acquisition
Internet Service (NAIS).
1804.570-1 General.
The NASA Acquisition Internet Service (NAIS)
provides an electronic means for posting procurement synopses, solicitations,
and associated information on the NAIS
Internet site which in turn, automatically posts relevant information onto the
Governmentwide point of entry (GPE).
1804.570-2 Electronic Posting System.
(a) The NAIS Electronic Posting System (EPS)
enables the NASA procurement staff to --
(1)
Electronically create and post synopses on the NAIS Internet site and
the GPE; and
(2) Post solicitation documents, including
solicitation amendments or cancellations, and other procurement information on
the NAIS Internet site with linked references on the GPE.
(b) The EPS maintains an on-line index
linking the posted synopses and solicitations for viewing and downloading.
(c) The EPS shall be used to --
(1)
Create and post all synopses in accordance with FAR Part 5 and NFS 1805;
and
(2)
Post all competitive solicitation files, excluding large construction
and other drawings, for acquisitions exceeding $25,000.
(d) The NAIS is the official site for
solicitation postings which in turn, automatically posts relevant information
onto the Government-wide point of entry (GPE).
In the event supporting materials, such as program libraries, cannot be
reasonably accommodated by the NAIS, Internet sites external to NAIS may be
established after coordination with the contracting officer. Such sites must be linked from the NAIS
business opportunities index where the solicitation resides. External sites should not duplicate any of
the files residing on the NAIS.
The Headquarters Office of Procurement,
Analysis Division, is responsible for
meeting the requirements of FAR
4.601, based on installation validation and approval of
data entered into the Federal Procurement Data System.
(d)(1) Centers
shall ensure that only actions awarded to SBA certified HUBZone small
businesses are counted towards HUBZone goal achievement when reporting
information in the Federal Procurement Data System (FPDS). Such businesses must be determined by SBA as
eligible to receive HUBZone contracts prior to the time of proposal submission.
1804.604 Responsibilities.
(c)
Centers shall perform statistically-valid comparisons of FPDS data to contract
files. The Procurement Officer
Certification of Procurement Data Submissions to FPDS and the Results of
Statistically Valid Comparison of FPDS Data and Contract Files shall be
submitted to the Office of Procurement, Analysis Division by December 15th
of each year. The templates for these
documents can be accessed at: http://www.hq.nasa.gov/office/procurement/regs/ProcurementOfficerCertification.doc and shall be attached to a cover
letter forwarding Center submittals.
Definitions and specific process requirements are as follows:
(i)
Definitions:
Overall
Accuracy Rate – The percent of all the FPDS data elements sampled which were
determined to be correct (the elements matched the corresponding data in the
contract files and the data in the contract files were correct). Only compute the overall data accuracy rate
for the data elements listed in (D) for the FPDS validation, verification and
certification process as required by the Office of Federal Procurement Policy
(OFPP). Center validation of additional
data elements must be accomplished separately.
Data
Element Accuracy Rate – The percentage of entries for each selected data
element in the sampled contract action records (CARs) that were determined to
be correct (the entry matched the corresponding data in the contract file and
the data in the contract file was correct).
Only data elements appropriate for the type of record being validated
should be counted in computing the data element accuracy rate. For example, only count the accuracy of the
“Reason for Modification” element in modification records. Data elements that have been optional in FPDS
should be validated as though they had been required. Therefore, data elements should only be blank
if they do not apply to that record type.
Data elements that apply to the type of record being reviewed must not
be blank and must be supported by information present in the contract file or
contract writing system.
Total
Sample Size – This is the total number of FPDS CARs selected for comparison to
the corresponding contract files.
Records will be randomly identified for each Center by the HQ Office of
Procurement.
Percent
of Total Center Procurement Spend Covered by Sample – This is computed by
dividing the total obligations associated with the CARs sampled by the total
obligations associated with all procurement actions at your Center (excluding
grants) during the review period.
(ii) Procedures:
(A) All reportable Center actions must be entered
into FPDS. The HQ Office of Procurement
will randomly select actions (excluding grants) for data validation and
verification from records in the system and provide a list of actions to each
Center on or about April 15th and October 15th. The April list of actions will include awards
made October 1 through March 31. The
October list will include awards made April 1 through September 30. Centers can establish a schedule for
completing the validation and verification as long as the certification and
results report is provided as required in 1804.604(c).
(B) Each sampled CAR shall be validated against
the associated contract file by an individual other than the contracting
officer who awarded the contract or the person entering the contract data for
that CAR. While validation of data
against the corresponding data in the contract writing system (CWS) may still
occur, for the purposes of the validation and verification process,
verification must be made against the official contract file for each CAR.
(C) The reviewer(s) must obtain sufficient
information to validate any CAR data elements not contained in the contract
file or CWS. Data elements that cannot
be validated shall be considered incorrect and this includes CAR data elements
that match data in the contract file or CWS that the reviewer and his/her
supervisor determine to be inaccurate.
(D) The data elements to be reviewed are identified
by the names which appear on the FPDS screens and correspond to the data
dictionary definition which can be accessed at http://www.fpds-ng.com/downloads/FPDSNG_DataDictionary.pdf. The following data elements shall be reviewed
as a part of the data validation and verification process:
1A Procurement Identifier
1C Referenced IDV ID
2A Date Signed
2C Completion Date
2D Est. Ultimate Completion Date
2E Last Date to Order
3A Base and All Options Value
3B Base and Exercised Options Value
3C Action Obligation
4C Funding Agency ID
4F Funded by Foreign Entity
5B Who Can Use
5D Fee for Use of Service
5J Fee Paid for Use of IDV
6A Type of Contract
6F Performance Based Service
Acquisition
6M Description of Requirement
7A Clinger Cohen Act
7B Walsh-Healy Act
7C Service Contract Act
7D
8A Product/Service Code
8G Principal NAICS Code
8K Use of EPA Designated Products
8L Use of Recovered Material
8N Bundled Contract
9A DUNS No
9C
10A Extent Competed
10C Reason Not Competed
10N Type of Set Aside
10P Evaluated Preference
10R Statutory Exception to Fair
11A CO’s Business Size Selection
11B Subcontract Plan
12A IDV Type
12B Award Type
12C Reason for Modification (if 12D = M)
13N 8(a) Program Participant
13O HUBZone Firm
13P Small Disadvantaged Business
13U Woman Owned Business
13V Veteran Owned Business
13W Service-Related DVOB
(E) Each Center shall utilize a sample size from
the random list of contract actions that is sufficient to produce statistically
valid conclusions at the 95 percent confidence level,
with an error rate of no more than 5 percent.
The contract actions must be reviewed in the sequential order provided
in the list from the HQ Office of Procurement.
Centers must use the Binomial Confidence Intervals
calculator at http://statpages.org/confint.html to determine if
they have achieved an error rate of no more that 5 percent in accordance with
OFPP guidance. When using the calculator
note the following:
Binomial Confidence
Intervals
|
Numerator: |
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Denominator:
|
|
|
|
|
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Proportion: |
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Exact
Confidence Interval: |
to
|
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Confidence
Level: |
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%
Area in Upper Tail: |
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%
Area in Lower Tail: |
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1.
The Numerator equals the total number of errors found
2.
The Denominator equals the total number of contract action records
reviewed
3.
The Confidence Level will always be 95
4.
The percentage used in the Upper Tail block will always be five (5)
5.
The percentage in the Lower Tail block will always be zero (0)
6.
The Exact Confidence Interval and the Proportion are automatically computed
when the
numerator and denominator are
inserted. An exact confidence Interval
greater than 5 percent
exceeds the OFPP tolerance level.
(F) Errors or discrepancies
identified must be documented and corrected in FPDS and PRISM/CMM. Current year awards will be provided in the
list of actions, but if an error has been carried forward from the basic award,
the basic award must be corrected so that the change carries forward to all
modifications. In addition to the
Results of Statistically Valid Comparison of FPDS Data and Contract Files
report that accompanies the Procurement Officer’s certification, each Center
shall maintain a record of all findings, corrections, and the date(s)
corrections were made in CMM and/or FPDS.
When requested, this information shall be provided to the Office of
Procurement, Analysis Division.
(G) Errors in fields that
originate from external sources (i.e. CCR data and basic contract award
information input by another agency (when placing orders)) cannot be corrected
by NASA. Each occurrence must be counted
as an error and identified in the results report if this is considered to be
the cause of systemic errors for a data field being reviewed. Specific descriptions of these errors shall
be maintained in the Center record of findings.
(H) Each center shall
identify a primary focal point and one alternate for FPDS data verification and
validation responsibility. The focal
point is responsible for establishing and coordinating the center’s review
process and ensuring that reviews comply with the requirements of this section
and the OFPP mandate for independent review of contract actions against the
contract file. The focal point shall
also ensure that certifications are provided to the Office of Procurement, Analysis
Division on or before the December 15th due date each year. Focal point and/or alternate changes shall be
promptly provided to the Analysis Division.
(I) Each center shall develop
and maintain an FPDS Data Quality Plan.
The template for the plan is available at: http://www.hq.nasa.gov/office/procurement/regs/QualityPlan.doc.
The focal point shall ensure that the most current copy/version of the
Center’s Data Quality Plan is provided to the Office of Procurement, Analysis
Division.
1804.802-70 Handling of classified material.
When a contract is unclassified, classified
material relating to that contract shall be maintained in a separate file
folder and container, and the unclassified folder shall be marked to indicate
the location of the classified material.
The front and back of each folder containing classified material shall
be marked with the highest classification assigned to any document in the
folder.
1804.803 Contents of
contract files.
NASA Form 1098, Checklist for Contract Award
File Content, shall be used as the "top page" in contract files.
1804.804 Closeout of
contract files.
1804.804-2 Closeout of the contracting office files if
another office administers the contract.
(b)
Upon receiving the NASA Form 1611
or DD Form 1594, Contract Completion Statement, from the contract
administration office and complying with FAR 4.804-2(b), the contracting officer shall complete the form.
1804.804-5 Procedures
for closing out contract files.
(a)
When the contracting office retains contract administration (excluding
acquisitions under the simplified acquisition threshold), the contracting
officer must comply with FAR 4.804-5(a) by completing NASA Form 1612, Contract Closeout
Checklist, and DD Form 1593, Contract Administration Completion Record.
(b) To
comply with FAR 4.804-5(b), the contracting officer must complete NASA Form
1611 or DD Form 1594, Contract Completion Statement, except for acquisitions
under the simplified acquisition threshold.
1804.805 Storage,
handling, and disposal of contract files.
(a) See NPR
1441.1, NASA Records Retention Schedules.
1804.805-70 Review, separation, and retirement of
contract files.
(a)
Upon determination of contract completion under the procedures outlined
in 1804.804, each office shall remove the official contract files from the
active file series, mark each file folder with "Completed (Date)",
and place the folder in a completed (inactive) contract file series. Separate series should be established for
contracts of $25,000 or less and for contracts of more than $25,000, to
facilitate later disposal. Any original
or official file copies of documents contained in duplicate or
"working" contract files shall be removed and placed in the
appropriate official file; any remaining material in the duplicate or
"working" file shall be destroyed immediately or segregated and
marked for early disposal.
(b)
Each office shall review contractor "general" files (i.e., a
file containing documents relating generally to a contractor rather than a
specific contract) at least once annually and remove documents that --
(1)
Are obsolete or superseded documents relating generally to the
contractor (e.g., documents no longer pertinent to any aspect of a contractor's
current or future capability, performance, or programs, and documents relating
to a contractor that is no longer a possible source of supplies, services, or
technical assistance) and dispose of the
documents as authorized in 1804.805; or
(2)
Pertain only to completed contracts.
Place those files that are not routine in nature in inactive files for
later disposal, and immediately dispose of routine documents as authorized in NPR 1441.1, NASA Records Retention Schedules.
Subpart
1804.9--Taxpayer Identification Number Information
1804.904 Reporting payment information to the IRS.
Each NASA installation, that has its own
employer identification number, may elect to report to the IRS payments under
purchase orders and contracts for merchandise and other exempt bills.
Subpart 1804.70--Transfer
of Contracting Office Responsibility
This subpart contains policies and procedures
applicable to the transfer of contracts between NASA installations.
"Transfer of a contract," as used in this
subpart, means that process whereby a contract and all future responsibility
for a contract held by one installation are transferred or reassigned in
writing to another installation.
1804.7002
Approval of Transfer Requests.
(a)
The approval authority for requests to transfer a contract is the official
in charge of the cognizant Headquarters program office or designee. Requests for approval shall be submitted by
the director of the transferring installation after receiving the concurrence
of the director of the receiving installation.
Concurrence of the Associate Deputy Administrator (Code AI) is also
required for a transfer where an installation's roles and missions may be
affected.
(b)
Approval of a program transfer by the cognizant Headquarters official
constitutes approval to transfer program-related contracts.
1804.7003
Responsibilities of the contracting officer of the transferring
installation.
The contracting officer of the transferring
installation shall take the following steps before transferring the contract:
(a)
Agree on a plan and schedule with the contracting officer of the
receiving installation for transferring contract responsibility and contract
files.
(b)
Coordinate with the following offices:
(1)
Financial Management Office, to determine the contract financial records
to be transferred and the method, timing, and dollar amount of such transfers.
(2)
Technical (Engineering and Project) Office, to determine the status of
any outstanding engineering changes.
(3) Reliability and Quality Assurance Office, to
determine status and method of
transferring the reliability and quality assurance functions.
(4)
Industrial Property and Facilities Office, to determine the method of
transferring the Government property records.
(5)
Transportation Office, to determine the status of bills of lading
furnished the contractor.
(6)
Security Office, to determine whether any classified material is
outstanding and whether special precautions are necessary during the transfer
process.
(7)
Other organizational elements, to determine the status of any other
actions such as new technology, materials reports, PERT, and safety.
The contracting officer of the transferring
installation shall prepare an inventory of the contract file. This inventory shall also include a separate
listing of all outstanding requests for contract administration assistance
issued to other Government agencies, indicating the name and address of the
agency office, functions requested to be performed, estimated cost of the
services, and estimated reimbursement due the administration agency for the
services yet to be performed for each requested function. Copies of this
inventory shall be provided to the contracting officer of the receiving
installation.
The contracting officer of the transferring
installation shall provide written notification of the planned transfer to the
contractor and all agencies performing or requested to perform administration
services.
(a)
Upon completion of the actions described in 1804.7003-1 through
1804.7003-3, the contracting officer of the transferring installation shall
issue a letter to the contractor, agencies performing contract administration
functions, contracting officer representatives, and the contracting officer of
the receiving installation. This letter
shall provide notification of the transfer date, termination of appointment of
the contracting officer's representatives, and the name, mailing address, and
telephone number of the contracting officer of the receiving installation.
(b)
After issuing the letters described in 1804.7003-4(a), the contracting
officer of the transferring installation shall send the contract file to the
contracting officer of the receiving installation with a letter transferring
contract responsibility. This letter
shall contain a provision for acceptance of the responsibility for the contract
and its related files by the contracting officer of the receiving installation.
1804.7003-5 Retention documentation.
The contracting officer of the transferring
installation shall retain for permanent file a copy of the approvals and
concurrences required by 1804.7002, the transfer acceptance letter of the
contracting officer of the receiving installation, and any additional documents
necessary for a complete summary of the transfer action.
1804.7004
Responsibilities of the contracting officer of the receiving
installation.
1804.7004-1 Pre-transfer file review.
The contracting officer of the receiving
installation shall review the contract, letters of request, actions in process,
and other related files and to request corrective action, if necessary, before
the official transfer of the contract.
This review may be waived by written notification to the contracting
officer of the transferring installation.
1804.7004-2 Post-transfer actions.
The contracting officer of the receiving
installation shall --
(a)
Provide the contracting officer of the transferring installation written
acceptance of contract responsibility and receipt of the contract files;
(b)
Inform all offices affected within the installation of the receipt of
the contract;
(c)
Appoint new contracting officer's technical representatives, as
necessary;
(d)
Issue a contract modification to provide for the administrative changes
resulting from the transfer action (e.g., identifying offices responsible for
performing contract administration and making payment and the office to which
vouchers, reports, and data are to be submitted);
(e)
Provide copies of the contract documents to affected installation
offices; and
(f) If
appropriate, supplement the letter of request to the Government agency
providing contract administration services to reflect the changes resulting
from the transfer action. The supplement
may terminate or amend an existing contract administration support arrangement
or may request support in additional areas.
Subpart 1804.71--Uniform
Acquisition Instrument Identification
This subpart contains the procedures for
uniform numbering of NASA solicitations, contracts (including letter
contracts), purchase orders (including requests to other Government agencies),
basic ordering agreements, other agreements between the parties involving the
payment of appropriated funds or collection of funds for credit to the Treasury
of the United States, and modifications or supplements to these instruments.
1804.7101 Policy.
Contractual
documents shall be numbered with approved prefixes, suffixes, and serial
numbers as prescribed in this subpart.
If other identification is required for center purposes, it shall be
placed on the document in such a location as to clearly separate it from the
identification number.
1804.7102 Numbering scheme for solicitations.
(a) Solicitations shall use the following twelve
character alpha-numeric numbering scheme.
For the purposes of this
section, solicitations include RFPS, draft RFPs, IFBs, RFQs, RFIs, BAAs, NRAs,
AOs, and cooperative agreement notices (CANs).
(1)
The first two characters shall be NN.
(2)
The third character shall designate the Center/Installation issuing the solicitation as follows: A=ARC,
C=GRC, D=DFRC, G=GSFC, H=HQ, J=JSC, K=KSC, L=LaRC, M=MSFC, N=NMO-JPL,
P=NMO-APL, S=SSC, and X=NSSC.
(3)
The fourth and fifth characters shall be two numeric characters for the
FY in which the solicitation is expected to be issued.
(4)
The sixth through eleventh characters shall be the last six digits of
the purchase request (PR) number, except for cases where the solicitation is to
be issued without an assigned PR number, for example NASA Research
Announcements (NRAs) and Announcements of Opportunity (AOs). In those cases: the sixth character shall be
the letter Z; the seventh and eighth characters shall represent the issuing
organization’s code; and the ninth through eleventh characters shall be an
action number (001-999), assigned sequentially by the issuing organization.
(5)
The twelfth character shall be one alpha character for type of
solicitation, as follows:
K = BAA (other
than AOs or NRAs) or other grant announcements
L = RFI
N = NRA
O = AO
Q = RFQ
R= RFP
(b) The
solicitation number is also referred to as the “collective” number within the
Integrated Enterprise Management (IEM) system.
Since the “collective” field in IEM is limited to ten characters, omit
the first two characters (NN) when the solicitation number is entered into the
“collective” field.
1804.7103
Numbering scheme for awards.
(a) The identification number for awards shall
consist of exactly ten alpha-numeric characters. Identification numbers shall be serially
assigned to the extent feasible.
Installations may designate blocks of numbers to offices for future use.
(b) The
identification number shall consist of the following:
(1)
The first two characters shall be NN.
(2)
The third character shall be as set forth in 1804.7102(a)(2) .
(3)
The fourth and fifth characters shall be two numeric characters for the
FY in which the award is expected to be signed by the Government.
(4) The
sixth through ninth characters shall be four digits for action number; two
alphas, two numbers (AA01, AA02 ... AA99, AB01, AB02, … AZ99, BA01, BA02, etc.
through ZZ99)
(5) The tenth character shall
be an alpha character for type of action, as follows:
A - Cooperative agreement.
B - BOA, GWAC, or other indefinite
delivery type contract.
C - Contract (except Facilities or
indefinite delivery type).
D - Delivery order or call against a supply
contract (BOA, FSS, or other indefinite delivery contract or BPA).
F - Facilities contract.
G - Grant (other than training).
H - Training grant.
I - Intragovernmental transaction, i.e.,
request to another Government agency to furnish supplies or services. It does not include an award by NASA to
fulfill a request from another agency.
P - Purchase order. (This does not include
a call or task or delivery order, regardless of whether it is issued on a
purchase order form. It also does not
include other types of actions listed in this paragraph, notwithstanding that
they are referred to as purchase orders in IEM.)
S - Space Act agreement.
T - Task order or call against a service
(including R&D) contract (BOA, FSS, or other indefinite delivery contract
or BPA).
Z - BPA.
(b) Sample.
NNG04AA01C would be a GSFC action issued in FY04. It would be the first one issued at the
Center (or the first of its type), and the action type would be a contract:
NN G 04 AA01 C
NASA GSFC
FY04 Serial No. 1 Contract
1804.7104
Modifications of contracts or agreements.
(a)
Modifications of definitive or letter contracts or agreements shall (1) bear
the same identification as the contract or agreement being modified and (2) be
numbered consecutively for each contract or agreement, beginning with
Modification Number 1, regardless of whether the modification is accomplished
by unilateral or bilateral action. Except for termination notices,
modifications shall be effected by the use of Standard Form 30, Amendment of
Solicitation/Modification of Contract.
(b)
Definitive contracts superseding letter contracts shall retain the same
contract number as that originally assigned to the letter contract. Actions definitizing letter contracts are
considered modifications and shall be assigned modification numbers in
accordance with paragraph (a) of this subsection.
Subpart 1804.72--Review
and Approval of Contractual Instruments
1804.7200 Contract review by Headquarters.
(a)
Requests for approval of contracts and supplemental agreements by the
Assistant Administrator for Procurement shall be submitted to the Headquarters
Office of Procurement (Code HS) in sufficient time to allow a minimum of 15
days for review.
(b)
Each request for approval shall be accompanied by (1) five copies of the
contractual document, one of which has been executed by the contractor and
contracting officer, and (2) the official contract file containing the
appropriate documentation as set forth in FAR 4.803(a). However, for the items specified in FAR 4.803(a)10,
(11), and (12), the contracting officer shall provide documentation pertaining
only to the successful offeror; and, in lieu of the items specified in FAR
4.803(a)(26)(ii) and (iii), the contracting officer shall provide an index
briefly describing the content of all previous modifications.
(c)
The approval required under this section shall be made by signature of
the Assistant Administrator for Procurement on the contract/supplemental
agreement.
Except in unusual circumstances, the
contracting office shall not issue solicitations until an approved procurement
request (PR), containing a certification that funds are available, has been
received. However, the contracting office may take all necessary actions up to
the point of contract obligation before receipt of the PR certifying that funds
are available when -
(a)
Such action is necessary to meet critical program schedules;
(b)
Program authority has been issued and funds to cover the acquisition
will be available prior to the date set for contract award or contract
modification;
(c)
The procurement officer authorizes such action in writing before
solicitation issuance; and
(d)
The solicitation includes the clause at FAR
52.232-18, Availability
of Funds. The clause shall be deleted from the resultant contract.