TABLE
OF CONTENTS
SUBPART 1804.1 CONTRACT EXECUTION
1804.103 Contract
clause.
1804.170 Contract
effective date.
1804.171 Contract Management Module.
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.
1804.103
Contract clause.
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.
1804.171 Contract Management
Module.
(a) The
Contract Management Module (CMM) is NASA’s comprehensive Agency tool that
supports contract/grant writing and administration, workload management and
data reporting. CMM and associated templates are mandatory for all procurement
actions, except: (1) BPA call orders and purchase orders where purchase
card is the paying mechanism, (2) training expenditures made using Standard Form 182, and (3) Emergency Acquisitions in
accordance with FAR Part 18.
(b) In order to improve total processing time within CMM and
associated interfaces for contracts (to include contracts that issue task or
delivery orders) Contracting Officers shall:
(1) Select the “OPTIN”
contract structure in CMM and not use the selection of “OPTOUT”.
(2) Review contracts not currently
using the OPTIN structure to determine which contracts would benefit from a
migration to the OPTIN structure at the next major contract action such as
renewal or re-competition.
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.
1804.402
General.
(b) NASA security policies and procedures are
prescribed in NPD 1600.2, NASA Security Policy; NPR 1620.2, Physical
SecurityVulnerability Risk Assessments; NPR 2810.1 Security of Information
Technology; and NPD 2810.1, NASA Information Security Policy.
1804.404-70
Contract clause.
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. (a) These IT security requirements cover all NASA awards 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 itsinstitutional and mission objectives. These requirements are applicable when a contractor or subcontractor must obtain physical or electronic access beyond that granted the general public to NASA's computer systems, networks, or IT infrastructure. These requirements are applicable when NASA information is generated, stored, processed, or exchanged with 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.
(b) The Applicable Documents List (ADL) should consist of all NASA Agency-level IT Security and Center IT Security Policies applicable to the contract. Documents listed in the ADL as well as applicable Federal IT Security Policies are available at the NASA IT Security Policy Web site at: http://www.nasa.gov/offices/ocio/itsecurity/index.html.
1804.470-4 Contract clause.
(a) Insert the clause at 1852.204-76, Security Requirements for Unclassified Information Technology Resources, in all solicitations and awards 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) Parts of the clause and
referenced ADL may be waived by the contracting officer if the contractor's
ongoing IT security program meets or exceeds the requirements of NASA
Procedural Requirements (NPR) 2810.1 in effect at time of award. The current
version of NPR 2810.1 is referenced in the ADL. The contractor shall submit a
written waiver request to the Contracting Officer within 30 days of award. The
waiver request will be reviewed by the Center IT Security Manager. If approved,
the Contractor Officer will notify the contractor, by contract modification,
which parts of the clause or provisions of the ADL are waived
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, source selection statements, 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; and
(3)
Post source selection statements in accordance with 1815.308.
(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.
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, the FPDS Data Element
Template Accuracy Rate Results and the FY FPDS Data Quality Report Details
shall be submitted to the Office of Procurement, Analysis Division, by December
15th of each year. On or
about April 15th, the Analysis Division will provide the Centers with the templates
for their certification documents..
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 data elements in the sampled
contract action records (CARs) that were determined to be correct (i.e., 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 (or “use case”) being validated
should be counted in computing the accuracy rate. There are many data elements that are not
required for certain types of records (e.g., data element 6A-Type of Contract,
for a BPA Call). Such “not required”
data elements should not appear in those records and therefore can’t be
validated. Data elements that are
required for the type of data being reviewed must not be blank and must be
supported by information present in the contract file or contract writing
system to be determined to be accurate.
Certain data elements are optional for certain record types (e.g., data
element 10A-Extent Competed, is optional for a Delivery Order. If there is a value for an optional data
element, that data element must be treated as though it were required. If there
is no value for an optional data element, it should be treated as though it
were not required.
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 will use the lists of actions to
conduct a verification and validation two times per year. Centers can establish a schedule for
completing the validation and verification as long as the verification and
validation of actions is conducted two times per year and 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 FPDS User’s
Manual and data dictionary definition which can be accessed at http://www.fpdsng.com/downloads/FPDS_NG_Users_Manual_V1.4.pdf. The following twenty five (25) data elements
shall be reviewed as a part of the data validation and verification process:
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
(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 FPDS User’s
Manual and data dictionary definition which can be accessed at http://www.fpdsng.com/downloads/FPDS_NG_Users_Manual_V1.4.pdf.
The following twenty five
(25) data elements shall be reviewed as a part of the data validation and
verification process:
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
6A Type of Contract
6F Performance Based Service
Acquisition
6M Description of Requirement
8A Product/Service Code
8G Principal NAICS Code
9A DUNS No
10A Extent Competed
10C Reason Not Competed
10D Number of Offers Received
10N Type of Set Aside
10R Statutory Exception to Fair
11A CO’s Business Size Selection
11B Subcontract Plan
12A IDV Type
12B Award Type
(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% 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 than5 percent in accordance with OFPP guidance. When using the calculator note the following:
|
Numerator: |
|
|
Denominator: |
|
|
|
|
|
Proportion: |
|
|
Exact Confidence Interval: |
to |
|
Confidence Level: |
|
|
% Area in Upper Tail: |
|
|
% Area in Lower Tail: |
|
1. The Numerator equals the total number of
errors found
2. The Denominator equals the total number of data elements reviewed (Note:
Only data elements appropriate for the type of CAR being validated should be counted
when arriving at the value of the denominator.
Centers should not multiply twenty five (25) data elements times the
total number of CARs because this does not provide the accurate denominator.)
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. The
Exact Confidence Interval computed for this example shows that there is 95
percent confidence that the error rate is 5 percent which is within the OFPP
tolerance level set forth in the guidance.
(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 FPDS Data Element Template
Accuracy Rate Results and FY FPDS Data Quality Report Details 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 PRISM/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. Central Contractor Registration 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. 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.
1804.803-70 Checklist.
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
1804.7000 Scope of subpart.
This
subpart contains policies and procedures applicable to the transfer of
contracts between NASA installations.
1804.7001 Definition.
"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.
1804.7003-1 Coordinations.
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.
1804.7003-2 File inventory.
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.
1804.7003-3 Notifications.
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.
1804.7003-4 Transfer.
(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, 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
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).
W – Purchase card transaction over the
micro-purchase threshold.
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.
1804.7301 General.
(a) The
procurement request (PR) is known as a “purchase requisition” (requisition) and
is developed in NASA’s Integrated Enterprise Management Program/Core Financial
Module (CF). In order for a requisition
to be sent forward for action, CF requires that several coordinations be
obtained first. However, there are
additional required coordinations at the Agency level and sometimes at the
Center level. The initiator of the
requisition is responsible for obtaining those additional coordinations. A NASA Form (NF) 1707, Special Approvals and
Affirmations for Requisitions, must be used to document additional
coordinations. The form can be obtained
at http://server-mpo.arc.nasa.gov/Services/NEFS/User/ForSea.taf?function=search&sort=type. The completed NF 1707 and any additional
special approvals or affirmations required must be electronically attached to
the requisition in CF and must include the name of the approver and date
approved. The contracting officer must
include a hard copy in the contract file, or a link to the electronic
copy. The procurement office must not
accept a requisition until all required coordinations have been
documented. The NF 1707 is not required
for within scope actions for which special approvals and affirmations have
previously been obtained. In addition,
the NF 1707 is not required for grants, cooperative agreements, and space act
agreements.
(b) 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 necessary actions, up to the point of obligation of funds,
before the acceptance of the requisition certifying that funds are available
only when –
1. Such action is
necessary to meet critical program schedules;
2 . 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;
3. The Procurement
Officer authorizes such action in writing before solicitation issuance; and\
4. The solicitation includes the clause at FAR
52.232-18, Availability of Funds.
The clause shall be deleted from the resultant contract.