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01-08

Procurement Information Circular


April 13, 2001

ADMINISTRATIVE REPORTING UNDER CONTRACTS MANAGED BY MULTIPLE
CENTERS

PURPOSE: To provide guidance on Acquisition Management System (AMS) and Financial and Contractual Status (FACS) reporting under contracts administered by multiple Centers.

BACKGROUND: In the NASA FACS system, the most recently reported action replaces some information from previous reports. If two or more Centers report actions against the same contract number, they may inadvertently change each other's data. It has been past practice to allow some contracts to be administered by multiple Centers, and to accommodate this in our databases by use of "dummy" contract numbers that allow each Center to manage and report actions on their portion of the contract. This was only feasible because Headquarters had a single data management person who could manually combine and adjust the data whenever a report was requested. With the increased use of automated systems that extract data directly from other systems, this manual intervention is no longer possible. As a result, reports issued directly from FACS are incorrect, and systems accessing FACS are obtaining bad data.

GUIDANCE: (1) Only one Center may report data on a given contract or other agreement, and "dummy" numbers will not be issued for purposes of administrative contract reporting by multiple Centers under one contract. Because the Centers' AMS systems automatically report actions to FACS, multiple Centers shall not enter data into AMS on the same contract number. (2) If there is an acquisition planning or management decision to have a single contract with administration at multiple Centers, the awarding Center must take the lead for reporting purposes.

The other involved Centers must submit award data on each unilateral or bilateral contract modification to the lead Center for AMS and NASA Form (NF) 507 reporting.

APPLICABILITY: This PIC does not apply to orders issued under IDIQ contracts.

EFFECTIVE DATE: This PIC is effective as dated and shall remain in effect until canceled or superseded.

HEADQUARTERS CONTACT: William Childs, Code HS, (202) 358-0454, email: wchilds@hq.nasa.gov.

 

R. Scott Thompson
Director, Contract Management Division