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DARS PART 4 -- ADMINISTRATIVE MATTERS



PART 4 -- ADMINISTRATIVE MATTERS

TABLE OF CONTENTS

SUBPART 4.1 -- CONTRACT EXECUTION

4.101 Contracting officer's signature.

4.103 Contract clause.

SUBPART 4.4 — SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

4.403 Responsibilities of contracting officers.

SUBPART 4.5 — ELECTRONIC COMMERCE IN CONTRACTING

4.502 Policy

SUBPART 4.6 – CONTRACT REPORTING

204.604 Responsibilities.

204.606 Reporting Data.

SUBPART 4.71 — UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

204.7103-1 Contract line items.

204.7103-2 Numbering procedures.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

204.802 Contract files.

PART 4 -- ADMINISTRATIVE MATTERS

SUBPART 4.1 -- CONTRACT EXECUTION

4.101 Contracting officer's signature.

(S-90) Only original signatures or electronic signatures which utilize PKI certificates are considered binding and legal.

4.103 Contract clause.

(S-90) Insert the clause at 52.204-9000 in all solicitations and contracts that include DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions, and any other solicitations and contracts as deemed appropriate by the Contracting Officer. Point of contact information for the Contracting Office Representative (COR) shall not be filled in prior to contract award.

SUBPART 4.4 — SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

4.403 Responsibilities of contracting officers.

(c)(1) Instructions for filling out DD Forms 254 are provided in the DISA Acquisition Deskbook entitled “Industrial Security Program & DD Form 254, Contract Security Classification Specification, Implementation Guide.”

SUBPART 4.5 — ELECTRONIC COMMERCE IN CONTRACTING

4.502 Policy

(d) Electronic signatures are created using an individual's PKI certificate or signed scanned documents. If the document that needs signing is not PKI enabled, then it is recommended to utilize software such as AdobePro to sign the document. Original signatures, recommend using blue ink, should be scanned into .pdf format.

SUBPART 4.6 – CONTRACT REPORTING

204.604 Responsibilities.

(S-90) The Contract Action Report (CAR) will be completed and executed at time of award or modification issuance whenever possible unless FPDS system issues prevent execution. At no time, should the inability to execute a CAR prevent a timely award or modification issuance. In these events, the CAR should be executed as soon as possible within three business days.

204.606 Reporting Data.

(S-90) Treasury Account Symbols (TAS).

(1) In order to assist contractors to comply with the Federal Funding Accountability and Transparency Act of 2006 (FFATA) and FAR clause 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards, contracting officers shall include the Treasury Account Symbol (TAS) for any new contract, order, or modification valued at $25,000 or more

in the contract action report provided to the Federal Procurement Data System (FPDS). Modifications that include funding deobligations of $25,000 or more shall also include the TAS in the contract action report.

(2) The TAS is obtained from the customer’s Line of Accounting (LOA). The TAS consists of the two character Agency Identifier and four character Main Account code, which come from the customer’s LOA, and a three character Subaccount code. For example, if the customer’s LOA is

97 X 0100 XXX XXX XXX XXXX, the Agency Identifier is 97 and the Main Account code is

0100. The Subaccount code is always 000.

(3) If there is more than one LOA associated with a single contract action, report the TAS that represents the predominant portion of the funds obligated or deobligated on the contract action. The TAS can be obtained for the customer’s LOA provided on their MIPR, AF Form 9, or interagency agreement. For acquisitions based on a TSR/TSO and supported by a Program Designator Code (PDC), the TAS can be obtained by accessing the Telecommunications Inventory and Billing Information (TIBI) application and reviewing the customer’s LOA associated with the PDC. Directions for accessing TIBI and locating the customer’s LOA are available at: https://intranet.ditco.disa.mil/CorporateLibrary/home.asp . The TAS for all “Y” PDCs is 97 (Agency Identifier) 4930 (Main Account code) 000 (Subaccount code).

(4) Additional information regarding the TAS is available in the Frequently Asked Questions attachment to the DPAP policy memorandum, 28 Oct 2010, “Update to Deployment of Subcontract Reporting Requirements for the Federal Funding Accountability and Transparency Act,” http://www.acq.osd.mil/dpap/policy/policyvault/USA005225-10-DPAP.pdf and the US Treasury “FAST Book” http://www.fms.treas.gov/fastbook/index.html.

SUBPART 4.71 — UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

204.7103-1 Contract line items.

204.7103-2 Numbering procedures.

(S-90) Contract line items for the base period are to be numbered 000x.

(S-91) Contract line items for the option periods are to be numbered sequentially: 100x for the first option year line items, 200x for the second option year line items, 300x for the third option year line items, 400x for the fourth option year line items, etc.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

204.802 Contract files.

(S-90) The contracting officer shall use the contract file checklist applicable to their procurement and file the completed contract file checklist in the Electronic Data Management System (EDMS) contract file. The required checklists for procurements accomplished in accordance with FAR Part 8.4/Federal Supply Schedules and FAR Part 16.5/Indefinite Delivery Contracts, FAR Part 12/Acquisition of Commercial Items, FAR Part 13/Simplified Acquisition Procedures, FAR Part 15/Contracting by Negotiation, IDIQ CSA Orders, and Inquiry/Quote/Order (IQO) Contracts and Modifications are located at: https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=contract_file_checklists. A new contract file checklist is required for the start of each new procurement action.

204.804 Closeout of contract files.

(S-90) The contracting officer shall insert the clause at DARS 52.204-9001 in all fixed-price, time-and-material, and labor-hour solicitations and contracts/orders (excluding Inquiries and Orders for telecommunications services issued pursuant to the Inquiry/Quote/Order process). For indefinite delivery contracts, insert the clause at the task order level rather than in the base contract. This clause shall not be used in cost-reimbursement solicitations or contracts/orders.

(S-91) Upon contract or order completion, the Contracting Officer shall provide directions to the COR on how to close-out the COR's working file. The Contracting Officer may require that the COR transfer their working file to the Contracting Officer.

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