PART
1804
ADMINISTRATIVE
MATTERS
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 Requirements.
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.
PART
1804
ADMINISTRATIVE
MATTERS
Subpart 1804.1--Contract
Execution
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.
point must also ensure that certifications (with required
Excel spreadsheet data) are provided to the Office of Procurement Analysis
Division by the established due dates.
Focal point and/or alternate changes must be promptly provided to the
Analysis Division.
(ix)
Each center shall develop and maintain an FPDS-NG Data Validation and
Verification Implementation Plan. The
implementation plan must describe the method to be used in arriving at a
statistically-valid sample representing a cross-section of center contract
actions, the percentage of actions to be reviewed by the center twice yearly,
the Excel spreadsheet template to be provided with the certification, the
frequency of planned reviews, and the center plan for ensuring that the reviews
are conducted by an organization or person that did not award the contracts
being reviewed. The procurement officer
must provide a copy the center’s implementation plan, and any changes or
updates, to the Office of Procurement Analysis Division.
Subpart 1804.8--Government Contract Files
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.
PART 1853
FORMS
TABLE OF CONTENTS
SUBPART 1853.1 GENERAL
1853.100 Scope
of subpart.
1853.101 Requirements
for use of forms.
1853.103 Exceptions.
1853.105 Computer
generation.
1853.107 Obtaining
forms.
1853.108 Recommendations
concerning forms.
SUBPART 1853.2 PRESCRIPTION
OF FORMS
1853.200 Scope
of subpart.
1853.204 Administrative
matters.
1853.204-70 General (NASA Forms 533M, 533Q,
1098, 1611, 1612,
and Department of Defense Forms 1593 and
1594).
1853.208 Required
sources of supplies and services.
1853.208-70 Other Government
sources (Standard Form 1080, Air Force
Form 858, Department of Energy Form
CA-10-90.COM, Nuclear
Regulatory Commission Form 313).
1853.215 Contracting
by negotiation.
1853.215-70 Price negotiation
(NASA Form 634 and Department of Defense
Form 1861).
1853.216 Types
of contracts.
1853.216-70 Assignees under
cost-reimbursement contracts (NASA Forms
778, 779, 780, and 781).
1853.217 Special
contracting methods (NASA Form 523).
1853.225 Foreign
Acquisition (Customs Form 7501).
1853.232-70 Contract
financing (Standard Forms 272, 272A).
1853.242 Contract
administration.
1853.242-70 Delegation (NASA
Forms 1430, 1430A, 1431, 1432, 1433, and
1634) and service request (NASA Form 1434).
1853.242-71 Notifications
(NASA Form 456).
1853.242-72 Evaluation of
Performance (NASA Form 1680).
1853.245-70 Property
(NASA Form 1018, Department of Defense Form 1419).
1853.246 Quality
assurance (Department of Defense Forms 250 and 250c).
1853.249-70 Termination
of contracts (NASA Forms 1412, 1413).
SUBPART 1853.3 ILLUSTRATIONS OF FORMS
1853.300 Scope
of subpart.
1853.301 Standard
forms.
1853.303 Agency
forms.
PART 1853
FORMS
Subpart
1853.1--General
1853.100 Scope of subpart.
This
subpart contains information regarding the forms prescribed in this
Regulation. Unless specified otherwise,
the policies in FAR Part 53
apply to NASA-prescribed forms.
1853.101 Requirements
for use of forms.
The
requirements for use of the forms in this part are contained in Parts 1801
through 1852 where the subject matter applicable to each form is
addressed. The specific location of each
form's prescription is identified in subpart 1853.2.
1853.103 Exceptions.
(1) Requests for exceptions to standard or optional forms shall be
forwarded through the center forms manager to the Headquarters Office of
Procurement (Code HK).
(2) Alteration of any form in this part is prohibited unless prior approval
has been obtained from the Headquarters Office of Management Systems and
Facilities, Information Resources Management Division (Code JT). Requests for alteration shall be coordinated
with the center forms manager before transmittal to Code JT.
(3) Use for the same purpose of any form other than one prescribed by this
Regulation requires prior approval of Code HK.
1853.105
Computer generation.
Forms
prescribed by this Regulation may be adapted for computer preparation providing
there is no change to the name, content, or sequence of the data elements, and
the form carries the form number and edition date.
1853.107
Obtaining forms.
(c)(i) NASA
centers and offices may obtain forms prescribed in the FAR or in this
Regulation from Goddard Space Flight Center, Code 239. Orders should be placed on a NASA Form 2,
Request for Blank Forms, Publications and Issuances.
(ii) Contracting officers, at the time of contract award, shall ensure that
contractors are notified of the procedures for obtaining NASA forms required
for performance under the contract.
1853.108 Recommendations
concerning forms.
Code HK is
the office responsible for submitting form recommendations.
Subpart 1853.2--Prescription
of Forms
1853.200 Scope of subpart.
This
subpart summarizes the prescriptions of NASA forms and other forms adopted by
NASA for use in acquisition.
1853.204 Administrative
matters.
1853.204-70
General (NASA Forms 533M, 533Q, 1098, 1611, 1612, and Department of Defense
Forms 1593 and 1594).
(a) The following forms are prescribed in 1842.72:
(1) NASA Form 533M, Monthly Contractor Financial
Management Report.
(2) NASA Form 533Q, Quarterly Contractor
Financial Management Report.
(b) NASA Form 1098, Checklist for Contract
Award File Content. Prescribed in
1804.803-70.
(c) NASA
Form 1611, Contract Completion Statement.
Prescribed in 1804.804-2 and 1804.804-5.
(d) The following forms are prescribed in
1804.804-5:
(1)
NASA Form 1612, Contract Closeout Checklist.
(2) DD Form 1593, Contract Administration
Completion Record.
(3) DD
Form 1594, Contract Completion Statement.
1853.208
Required sources of supplies and services.
1853.208-70 Other Government sources
(Standard Form 1080, Air Force Form 858,
Department of Energy Form CA-10-90.COM,
Nuclear Regulatory Commission Form 313).
(a) SF 1080,
Voucher for Transfers Between Appropriations and/or Funds (Disbursement). Prescribed in 1808.002-72(e).
(b) Air Force Form 858, Forecast of Requirements
(Missile Propellants and Pressurants)..
Prescribed in 1808.003-72(f).
(c) U.S. Department of Energy Isotope and Technical
Service Order Form CA-10-90.COM. Prescribed in 1808.003-70(a).
(d) Nuclear Regulatory Commission Form 313,
Application for Material License. Prescribed in 1808.002-70(a).
1853.215 Contracting
by negotiation.
1853.215-70
Price negotiation (NASA Form
634 and Department of Defense Form
1861).
(a) NASA Form
634, Structured Approach--Profit/Fee Objective. Prescribed in 1815.404-470.
(b) DD Form 1861, Contract Facilities Capital
Cost of Money. Prescribed in
1830.70, and instructions for completion are in 1830.7001-2.
1853.216 Types
of contracts.
1853.216-70 Assignees
under cost-reimbursement contracts (NASA Forms 778, 779, 780, and 781).
The
following forms are prescribed in 1852.216-89:
(a) NASA Form 778, Contractor's Release.
(b) NASA
Form 779, Assignee's Release.
(c) NASA Form 780, Contractor's Assignment of
Refunds, Rebates, Credits, and Other Amounts.
(d) NASA
Form 781, Assignee’s Assignment of Refunds, Rebates, Credits, and Other
Amounts.
1853.217
Special contracting methods (NASA Form 523).
NASA Form 523, NASA-Defense Purchase Request. Prescribed
in 1808.002-72(b) and 1817.7002.
1853.225
Foreign Acquisition (Customs Form 7501).
Customs Form
7501, Entry Summary. Prescribed in 1825.903
and 14 CFR 1217.104.
1853.232-70
Contract financing (Standard Forms 272, 272A).
The following
forms are prescribed in 1832.412(a)(ii):
(a) SF 272, Federal Cash Transactions Report.
(b) SF 272A, Federal Cash Transactions Report
Continuation.
1853.242 Contract administration.
1853.242-70
Delegation (NASA Forms 1430, 1430A,
1431, 1432, 1433, and 1634) and
service request (NASA Form 1434).
(a) NASA
Form 1430, Letter of Contract Administration Delegation, General. Prescribed in 1842.202(d)(ii).
(b) NASA Form 1430A, Letter of Contract
Administration Delegation, Special Instructions. Prescribed in 1842.202(d)(ii).
(c) NASA Form
1431, Letter of Acceptance of Contract Administration Delegation. Prescribed in 1842.202(d)(iii).
(d) NASA Form 1432, Letter of Contract
Administration Delegation, Termination.
Prescribed in 1842.202(b)(i)(G).
(e) NASA
Form 1433, Letter of Audit Delegation.
Prescribed in 1842.202(d)(iv).
(f) NASA
Form 1634, Contracting Officer Technical Representative (COTR) Delegation. Prescribed in 1842.270(b).
(g) NASA
Form 1434, Letter of Request for Pricing-Audit-Technical Evaluation Services. Prescribed in 1815.404-2(a)(1)(D).
