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SOFARS PART 5604ADMINISTRATIVE MATTERS



SOFARS PART 5604 - ADMINISTRATIVE MATTERS
SUBPART 5604.1 - CONTRACT EXECUTION
5604.103
Contract Clause.
SUBPART 5604.2 - CONTRACT DISTRIBUTION
5604.202
Agency Distribution Requirements.
SUBPART 5604.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY
5604.402
General.
5604.403 Responsibilities of Contracting Officers.
5604.404-80 Foreign Persons
SUBPART 5604.5 ELECTRONIC COMMERCE IN CONTRACTING
5604.502 Policy.
SUBPART 5604.6 - CONTRACT REPORTING
(Revised March 2009)
5604.670 Contract Action Reporting Requirements

5604.670-2 Reportable Contracting Actions
5604.670-2-90 Reporting Rerepresentation Actions
5604.670-3 Contracting Officer Responsibilities
5604.670-5 Departmental Data Collection Point Responsibilities
5604.680 Accounting for Contract Services / Contractor Manpower Reporting
SUBPART 5604.8 – GOVERNMENT CONTRACT FILES
5604.803 Contents of Contract Files 
5604.804 Closeout of Contract Files.
5604.804-1 Closeout by the Office Administering the Contract.
5604.804-2 Closeout of the Contracting Office Files if another Office Administers the Contract.
SUBPART 5604.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM
5604.7003
Basic PII Numbers.
5604.7004 Supplementary PII Numbers.
SUBPART 5604.71 - UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM
5604.7107
Contract Accounting Classification Reference Number (ACRN)

SOFARS PART 5604
ADMINISTRATIVE MATTERS

 

SUBPART 5604.1 - CONTRACT EXECUTION

5604.103 Contract Clause.
Contracting officers must insert 5652.204-9000, Individual Authorized to Sign, in all solicitations.

SUBPART 5604.2 - CONTRACT DISTRIBUTION

5604.202 Agency Distribution Requirements. 
(Revised November 2007)
(a) Contracting officers must distribute the contract in accordance with the individual contract needs and document the distribution(s) on the Contract Distribution List or a similar format. Distribute copies to the servicing Defense Finance and Accounting Center via the Electronic Document Access (EDA) website when the capability exists.  Annotate the Distribution List whenever any official contractual documents are issued, including all modifications and may be used to document the distribution of COR/TCR appointments or terminations, and Ordering Officer Appointments.
(b) Distribute all contractual documents electronically where the capability exists.

SUBPART 5604.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

5604.402 General.
All procedures involving safeguarding both classified and unclassified information must be made in accordance with the local security requirements and procedures.
5604.403 Responsibilities of contracting officers.
(Revised August 2010)
(a) Contracting officers must insert the clause 5652.204-9001, Cognizant Security Office, when utilizing FAR 52.204-2, Security Requirements.
(b) Contracting officers shall insert the clause 5652.204-9003. Disclosure of Unclassified Information, in all USSOCOM solicitations and contracts. This clause may be used in place of DFARS clause 252.204-7000, Disclosure of Information. All media queries will be coordinated with SOPA, SORDAC-M, Mr. David Lesieur (SCSO-J2X-RPT), Mr. Rance Rutherford (SORDAC-MO), and SOJA-AQ.

(c) To ensure appropriate control of classified material within the contracting office, no foreign firm or individual will be added to any source list which may, at present or eventually, require or permit access to classified material during any phase of procurement without the written concurrence of the contracting office's servicing Security Management Office.


5604.404-80 Foreign Persons.
Contracting officers must insert the clause at 5652.204-9004, Foreign Persons, for all Service/R&D contracts.

SUBPART 5604.5 ELECTRONIC COMMERCE IN CONTRACTING

5604.502 Policy.
Contracting officers must insert the clause, 5652.204-9002, Instructions for the Use of Electronic Contracts, whenever electronic contracting methods are used.

SUBPART 5604.6 - CONTRACT REPORTING

(Revised February 2007)
5604.670 Contract Action Reporting Requirements.


5604.670-2 Reportable Contracting Actions.
(Added January 2009)
(a) Except as provided in 5604.670(b), a Contract Reporting Action (CAR) or DD350 (for ECITS submittals), should be completed for the following, regardless of dollar value:

(a) Agencies participating in the Small Business Competitiveness Demonstration Program (see FAR 19.10) shall complete a CAR for each award in the designated industry groups, regardless of dollar value in accordance with DFARS PGI 204.670-2.


5604.670-2-90 Reporting Rerepresentation Actions.
(Added March 2009)
(a) Follow the instructions at DCG chapter 4, item 4, Instructions for Reporting Rerepresentation Actions in FPDS-NG.


5604.670-3 Contracting Officer Responsibilities.
(Revised November 2007)
(a)(4) 


5604.670-5 Departmental data collection point responsibilities.
(1)   Special or unique reporting requirements may be coordinated with SORDAC-K liaison officers.
5604.680 Accounting for Contract Services / Contractor Manpower Reporting.
The contracting officer shall include the clause 5652.204-9005 in all USSOCOM contracts over $25,000 that are funded with MFP-2 (US Army) funding. This requirement is targeted to United States Army Special Operations Command (USASOC) contracts, but it is also required for all other contracts that include MFP-2 funds. Contracting Officers shall also include a CLIN in each contract that incorporates 5652.204-9005 in order for contractors to separately price the cost for this work effort.

SUBPART 5604.8 – GOVERNMENT CONTRACT FILES

5604.803 Contents of Contract Files.
(Revised March 2009)
(a) The use of electronic contract files is mandatory, unless otherwise approved in writing by the Deputy Director of Procurement (DDOP). If there is a classified document(s) to an otherwise unclassified contract file, the document electronic file shall be stored in a folder on the appropriate secure network, and the hardcopy documents shall be stored in the appropriate secure container. A cross-reference annotation will be made on the file index specifying where the document is located.
(b) All contract files must be arranged in accordance with the appropriate file index located in the DCG.
(c) Additionally, 6 part folders shall be used when hardcopy files have been approved in accordance with paragraph (a) above. Numbered tabs must be at the side of a page, which act as a divider between each category of documents (i.e. A-1, B-1, B-2, B-3).
(d) Use of the contract Administrative Checklist is recommended for all contracts exceeding the simplified acquisition threshold. Use of the Delivery/Task Order Checklist is recommended for all orders.
(e) Filing conventions for contract files are specified in DCG chapter 4, item 1.
(f) Follow DCG chapter 4, item 2 for specific mandatory contract files assurance actions.
(g) A Critical Documents Checklist is provided to alert contracting officers of the 15 critical documents that will be surveyed during all policy reviews, regardless of scope of the required review. The list includes their review point and the file tab in which the documents are expected to be located.
5604.804 Closeout of Contract Files.


5604.804-1 Closeout by the Office Administering the Contract.
(Revised November 2007)
(1)

Contracting officers must use the DD 1597, Contract Closeout Checklist, and DD 1594, Contract Completion Statement, for all contracts other than firm-fixed price that are not administered by a Defense Contract Management Agency (DCMA) contract administration officer. A copy of the final contract closeout action must be forwarded to the Comptroller Office.


5604.804-2 Closeout of the Contracting Office Files if another Office Administers the Contract.
(Revised April 2008)
Contracting officers must obtain all the proper closeout documentation from both the administering and paying offices per DFARS 204.804 within the time parameters established in FAR 4.804-1. Upon receipt of the required documentation from the coordinating offices, the Contracting Officer must complete the actions required by FAR 4.804-2(b), using the USSOCOM Primary Contracting Office (PCO) Closeout Checklist, and forward a copy of the completed DD 1597 to the Comptroller Office.

SUBPART 5604.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM

5604.7003 Basic PII number.
(Revised August 2008)
(a)(1) DoDAAC codes for USSOCOM offices are assigned as follows:

 OFFICE

DoDAAC

SORDAC-KA

H92236

SORDAC-KH, KI, KP, KR, KW

H92222

SORDAC-KCC

H92237

AID

H92238

USASOC

H92239

NSWG - 1

H92240

TAKO

H92241

NSWG - 4

H92242

NSWG - 2

H92243

NSWDG

H92244

SOFSA

H92254

MARSOC

H92257

 

5604.7004 Supplementary PII Numbers.
(Revised August 2008)
(a)(3) The following order numbers must be utilized by USSOCOM contracting offices:

OFFICE

OFFICE CODE

DoDAAC

ORDER NUMBERS

SORDAC-KA

USZA26

H92236

B951 – B999

SORDAC-KH, KI, KP, KR, KW

USZA22

H92222

2U01 – 2U50

SORDAC-KCC

USZA26

H92237

1Z01 – 1Z99

AID

USZA23

H92238

 

USASOC

USZA92

H92239

1F01 – 1F99

NSWG-1

USZA94

H92240

ZL01 – ZL50

NSWG-2

USZA97

H92243

B801 – B899

TAKO

USZA95

H92241

1A01 – 1A99

NSWG-4

USZA96

H92242

1P01 – 1P99

NSWDG

USZA99

H92244

B901 – B950

SOFSA

 

H92254

2U51 – 2U99

MARSOC

 

H92257

ZL51 – ZL99

  

SUBPART 5604.71 - UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

5604.7107 Contract Accounting Classification Reference Number (ACRN).
(a)

(1) Contracts, task orders, and delivery orders under indefinite delivery contracts or basic ordering agreements, must not contain more than one fund cite from the same congressional funding line except as provided in Paragraph (2).
(2) Multiple fund cites from the same congressional funding line may be used in situations where it is needed to comply with one of the following requirements:
(i) Congressionally mandated reporting requirements contained in regulation or congressional committee reports.
(ii) Information specifically required in the DOD Financial Management Regulation.
(iii) Information specifically required in a Program Objective Memorandum or budget guidance signed by the Under Secretary of Defense (Comptroller) (USD(C)), or the Director Program Analysis and Evaluation.
(iv) Information identified in writing by the USD(C) as necessary to prepare the department's annual audited financial statements.
(v) Information required by the Office of Management and Budget, Department of Treasury, or other federal agency when the requirement is contained in a signed policy directive issued by the applicable agency.
(3) Use of multiple fund cites not falling within the requirements of paragraph (2) above must be approved by the Commander, United States Special Operations Command, and the Director of Defense Procurement, Office of the Under Secretary of Defense (Acquisition & Technology). This authority must not be delegated. Request for approval must be submitted through the Director of Procurement (DOP). The approval document must be included in the contract file.

 
HQ, United States Special Operations Command
Special Operations Research, Development, and Acquisition Center (SORDAC-K)
SOFARS 5604
February 2007

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