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04-65

Procurement Notice

August 26, 2011

CONTRACT REPORTING & SOLICITATION AND CONTRACT NUMBERING

 

PURPOSE:  This Procurement Notice reinstates numbering instructions for NASA Research Announcements and Announcements of Opportunity at NFS 1804.7102.  These instructions were erroneously deleted by PN 04-51, dated September 28, 2010.   

 

ACQUISITIONS AFFECTED BY CHANGES:   None.

 

ACTION REQUIRED BY CONTRACTING OFFICERS:  None.

 

CLAUSE CHANGES:  None.

 

PARTS AFFECTED:  Part 1804.

 

REPLACEMENT PAGES:   You may use the enclosed pages to replace 4:11 and 4:12 of the NFS.

 

TYPE OF RULE AND PUBLICATION DATE:  This change does not have a significant impact beyond the internal operating procedures of NASA and does not have a significant cost or administrative impact on contractors or offerors, and therefore does not require codification in the Code of Federal Regulations (CFR) or publication for public comment.

 

HEADQUARTERS CONTACT:  Leigh Pomponio, Contract Management Division, (202) 358-0592; email leigh.pomponio@nasa.gov.

 

            /s/

William P. McNally

Assistant Administrator for Procurement

 

Enclosures

 

DISTRIBUTION LIST:

  PN List

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

 

1804.7100 Scope of subpart.

   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:

      C= CAN

      E = IFB

      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.