Cancelled by PIC 05-14

04-06

Procurement Information Circular


March 10, 2004

ELECTRONIC REPORTING OF STANDARD FORM (SF) 294 AND STANDARD FORM (SF) 295

 

PURPOSE:  To provide guidance for entering all Subcontract Reports for Individual Contracts (SF 294) and Summary Subcontract Reports (SF 295) into the NASA Acquisition Internet Service (NAIS) application called the Interim Subcontract Reporting System (iSRS).

 

BACKGROUND:  Contracts in excess of $500,000 ($1,000,000 for construction of any public facility) that offers subcontracting possibilities include FAR clause 52.219-9, Small Business Subcontracting Plan.  Paragraph (j) of that clause requires contractors to submit a Standard Form 294 (SF 294), Subcontracting Report for Individual Contracts and/or a Standard Form 295 (SF 295), Summary Subcontract Report.  Both series of reports are frequently submitted late and often contain errors necessitating time-consuming follow up by contracting officers and/or small business specialists.

 

The Headquarters Office of Small and Disadvantaged Business Utilization, Code K, recently completed work with the NASA Acquisition Internet Service (NAIS) Project to develop an electronic version of both forms.  This electronic solution, which is now available, is called the Interim Subcontract Reporting System (iSRS).

 

The iSRS is a database which allows contractors to submit SF294 and SF295 reports directly to NASA electronically via web forms. As reports are submitted, iSRS notifies the individuals associated with that deliverable that the report has been received.  The iSRS offers reporting capabilities supporting a range of views of the iSRS data.  The iSRS is available on the NAIS web site and the Virtual Procurement Office.  For security, iSRS requires users to have a Global Logon account.

 

GUIDANCE:  NASA’s preferred method for obtaining both SF 294 and SF 295 series of reports from its contractors is electronically using iSRS.  In order for this to happen, contracting officers must ensure that the following actions take place as soon as practicable:

 

      1.  The contracting officer responsible for each contract that requires submittal of an SF 294 and/or SF 295 series of reports must be registered in iSRS.  Instructions for requesting access to iSRS can be found at: https://prod.nais.nasa.gov/srs/iSRS_registration_help.html.

 

      2.  The contracting officer responsible for each contract that requires submittal of an SF 294 and/or SF 295 series of reports must notify their contractor of NASA's preference for receiving both reports electronically via iSRS.  A sample letter that contracting officers may complete and use for this purpose can be found at: https://prod.nais.nasa.gov/srs/iSRS_contractor_letter.doc.  Modification of the letter is authorized.

 

      3.  The contractor responsible for submitting an SF 294 report for each contract must be registered in iSRS.  Instructions for requesting access to iSRS can be found at: https://prod.nais.nasa.gov/srs/iSRS_registration_help.html.

 

      4.  The contractor responsible for submitting an SF 295 report for each contract must be registered in iSRS.  Instructions for requesting access to iSRS can be found at: https://prod.nais.nasa.gov/srs/iSRS_registration_help.html.

 

Please note that while the iSRS electronic submission process is preferred, not mandatory for contractors, each center is required to assure that all SF 294 and SF 295 data is entered into the database.  Where contractors do not voluntarily do so, it is up to the center procurement officer to determine how best this can be accomplished.

 

The creation of an electronic system for tracking and receiving SF 294s and SF 295s does not relieve the contracting officer of his or her responsibility for monitoring, evaluating and documenting contractor performance in accordance with FAR 19.706, Responsibilities of the cognizant administrative contracting officer.

 

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

 

HEADQUARTERS CONTACT:  Ron Crider, Code HC, (202) 358-0428, e-mail: rcrider@hq.nasa.gov.

 

 

James Balinskas

Director, Contract Management Division