![](media/image1.wmf){width="0.8243055555555555in"
height="0.6888888888888889in"} Procurement Notice

National Aeronautics and

Space Administration

Washington, DC 20546

##  PN 97-87

###  September 11, 2003

# PROCUREMENT INSTRUMENT NUMBERING SCHEME

***BACKGROUND:*** This PN revises the NASA FAR Supplement (NFS) to
change the scheme used for numbering procurement instruments.

Effective October 1, 2003, each agency is required to have unique
document numbers on contracts, BPA calls, and other procurement
instruments. Document numbers must be unique within the agency and
between agencies. The General Services Administration (GSA) has
established a register of agency numbering schemes, to assure they don't
conflict. On May 21, 2003, the Assistant Administrator for Procurement
approved a new numbering scheme to comply with this requirement. This PN
implements that scheme.

Also effective October 1, 2003, GSA is requiring that all procurements,
regardless of dollar value, be reported to the Federal Procurement Data
System -- Next Generation (FPDS-NG). This lowers the reporting threshold
from the previous amount of \$25,000. Bankcard transactions are exempt.
All reportable transactions must have a unique number assigned in
accordance with the guidance in this PN.

The numbering scheme in this PN has been registered with GSA. This
scheme will provide more "intelligence" in the numbers by indicating the
type of action and the fiscal year it was issued.

Centers will need to use the new numbers on all new actions with an
award date on or after October 1, 2003, regardless of when the
solicitation was issued, when the award becomes effective, or when
performance starts. The changeover to the new numbering scheme
[must]{.underline} occur exactly on October 1. IFMP will not accept the
new numbers before October 1, and FPDS-NG will not accept the old
numbers on new awards after September 30.

Existing awards will not need to be renumbered, but new task orders,
delivery orders, or calls against existing contracts, BOAs, Federal
Supply Schedules, or BPAs must use the new scheme. Definitizations of
letter contracts that are performed by issuance of a modification of the
letter contract do not require a new number. Hybrid procurements should
use the type of action that most clearly represents the procurement.

This scheme provides for the possibility of a separate number series for
each type of action, which in combination with the fiscal year
designator will provide over 50,000 different numbers for each type.
However, Centers with smaller annual numbers of actions may elect to use
a single series of action numbers across all types, by assigning numbers
without regard to which action-type code is used. Further, Centers may
use a few separate number series for certain action types that usually
have a large volume of actions such as delivery orders and task orders,

with another series applicable to all other action types. Centers may
also assign blocks of numbers to various offices if desired.

This change also applies to grants and cooperative agreements; however,
separate implementation instructions will be issued via a change to the
NASA Grants and Cooperative Agreements Handbook.

***ACQUISITIONS AFFECTED BY CHANGES:*** All contracts, Space Act
agreements, blanket purchase agreements, purchase orders, delivery
orders, task orders, calls, and other transactions reportable to
FPDS-NG.

***ACTION REQUIRED BY CONTRACTING OFFICERS:*** Assign procurement
instrument identifiers in accordance with the new numbering scheme.

***CLAUSE CHANGES:*** This PN makes no changes to clauses or provisions.

***PARTS AFFECTED:*** Changes are made in Part 1804.

###### DO NOT FILE UNTIL OCTOBER 1, 2003

***REPLACEMENT PAGES:*** You may use the enclosed pages to replace 4:1,
4:2, and 4:9 through 4:13.

***TYPE OF RULE AND PUBLICATION DATE:*** The PN was published as a final
rule in the Federal Register (68 FR 53525 - 53526) on September 11,
2003.

***HEADQUARTERS CONTACT:*** William Childs, Code HC, (202) 358-0454,
email: wchilds@nasa.gov.

James A. Balinskas

Director, Contract Management Division

Enclosures

# 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

resources

1804.470-1 Scope.

1804.470-2 Policy.

1804.470-3 Security plan for unclassified Federal Information Technology

systems.

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.

1804.602 Federal Procurement Data System.

1804.670 Individual Procurement Action Report (NASA Form 507 series).

1804.671 Committee on Academic Science and Engineering (C.A.S.E.)

Report.

**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.

1804.7103 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.

**SUBPART 1804.74 CENTRAL CONTRACTOR REGISTRATION**

1804.7400 Scope.

1804.7401 Definitions.

1804.7402 Policy

1804.7403 Procedures.

1804.7404 Solicitation provisions and contract clauses.

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.**

\(a\) 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.

\(b\) The identification number shall consist of exactly 10
alpha-numeric characters positioned as prescribed in this subpart and
shall be retained unchanged for the life of the particular instrument.

\(c\) Identification numbers shall be serially assigned to the extent
feasible. Installations may designate blocks of numbers to offices for
future use.

\(d\) Solicitations shall be numbered in accordance with installation
procedures, except that in all cases the identifying number shall begin
with the three characters specified in 1804.7102(a)(1) and (2).

**1804.7102 Numbering scheme.**

\(a\) General.

\(1\) The first two characters shall be NN.

\(2\) The third character shall be the same letter as used in the
Integrated Financial Management Program (IFMP), i.e., the first letter
of the Center acronym, except for GRC which uses \"C\".

\(3\) The fourth and fifth characters shall be 2 numeric characters for
the FY in which the award is expected to be signed by the Government.

\(4\) The sixth through ninth characters shall be 4 digits for action
number; 2 alphas, 2 numbers (AA01, AA02 \... AA99, AB01, AB02, ... AZ99,
BA01, BA02, etc. through ZZ99)

\(5\) The tenth character shall be 1 alpha character for type of action.

\(b\) Codes for type of action.

A - Cooperative agreement.

B - BOA, GWAC, or other indefinite delivery type contract.

C - Contract (except Facilities or indefinite delivery type).

D - Delivery order or call against a supply contract (BOA, FSS, or other
indefinite delivery contract or BPA).

F - Facilities contract.

G - Grant (other than training).

H - Training grant.

I - Intragovernmental transaction, i.e., request to another Government
agency to furnish supplies or services. It does not include an award by
NASA to fulfill a request from another agency.

P - Purchase order. (This does not include a call or task or delivery
order, regardless of whether it is issued on a purchase order form. It
also does not include other types of actions listed in this paragraph,
notwithstanding that they are referred to as purchase orders in IFMP.)

S - Space Act agreement.

T - Task order against a service (including R&D) contract (BOA, FSS, or
other indefinite delivery contract or BPA).

Z - BPA.

\(c\) Sample.

NNG04AA01C would be a GSFC action issued in FY04. It would be the first
one issued at the Center (or the first of its type), and the action type
would be a contract:

NN G 04 AA01 C

NASA GSFC FY04 Serial No. 1 Contract

**1804.7103 Modifications of contracts or agreements.**

\(a\) Modifications of definitive or letter contracts or agreements
shall (1) bear the same identification as the contract or agreement
being modified and (2) be numbered consecutively for each contract or
agreement, beginning with Modification Number 1, regardless of whether
the modification is accomplished by unilateral or bilateral action.
Except for termination notices, modifications shall be effected by the
use of Standard Form 30, Amendment of Solicitation/Modification of
Contract.

\(b\) Definitive contracts superseding letter contracts shall retain the
same contract number as that originally assigned to the letter contract.
Actions definitizing letter contracts are considered modifications and
shall be assigned modification numbers in accordance with paragraph (a)
of this subsection.

**Subpart** **1804.72\--Review and Approval of Contractual Instruments**

**1804.7200 Contract review by Headquarters.**

\(a\) Requests for approval of contracts and supplemental agreements by
the Assistant Administrator for Procurement shall be submitted to the
Headquarters Office of Procurement (Code HS) in sufficient time to allow
a minimum of 15 days for review.

\(b\) Each request for approval shall be accompanied by (1) five copies
of the contractual document, one of which has been executed by the
contractor and contracting officer, and (2) the official contract file
containing the appropriate documentation as set forth in FAR 4.803(a).
However, for the items specified in FAR 4.803(a)10, (11), and (12), the
contracting officer shall provide documentation pertaining only to the
successful offeror; and, in lieu of the items specified in FAR
4.803(a)(26)(ii) and (iii), the contracting officer shall provide an
index briefly describing the content of all previous modifications.

\(c\) The approval required under this section shall be made by
signature of the Assistant Administrator for Procurement on the
contract/supplemental agreement.

### Subpart 1804.73\--Procurement Requests

**1804.7301 General.**

\(a\) Except in unusual circumstances, the contracting office shall not
issue solicitations until an approved procurement request (PR),
containing a certification that funds are available, has been received.
However, the contracting office may take all necessary actions up to the
point of contract obligation before receipt of the PR certifying that
funds are available when -

\(1\) Such action is necessary to meet critical program schedules;

\(2\) Program authority has been issued and funds to cover the
acquisition will be available prior to the date set for contract award
or contract modification;

\(3\) The procurement officer authorizes such action in writing before
solicitation issuance; and

\(4\) The solicitation includes the clause at FAR 52.232-18,
Availability of Funds. The clause shall be deleted from the resultant
contract.

\(b\) The contracting office shall not issue either a draft or final
solicitation until a PR, either planning or final, has been received
that contains an NPG 7120.5 certification. That certification must be
made by the project or program office that initiated the PR, or the PR
approval authority when there is no project or program office. The
certification must state that either -

\(1\) The requested action is not in support of programs and projects
subject to the requirements of NPG 7120.5, or

\(2\) The requested action is in support of programs and projects
subject to the requirements of NPG 7120.5, and -

\(i\) All NPG 7120.5 required documentation is current and has been
approved; or

\(ii\) Authority to proceed without the required documentation has been
granted by the Chair of the Governing Program Management Council or
designee.

**Subpart** **1804.74\--Central Contractor Registration**

**1804.7400 Scope.**

This subpart prescribes policies and procedures for requiring contractor
registration in the DoD Central Contractor Registration (CCR) database.

**1804.7401 Definitions.**

**"Central Contractor Registration (CCR) database," "Data Universal
Numbering System (DUNS) number," "Data Universal Numbering System+4
(DUNS+4) number," "Commercial and Government Entity (CAGE) Code,"** and
**"Registered in the CCR database"** are defined in the clause at
1852.204-74, Central Contractor Registration.

**1804.7402 Policy.**

Prospective contractors must be registered in the CCR database, prior to
any award of a contract, purchase order, basic agreement, basic ordering
agreement, or blanket purchase agreement. This policy applies to all
types of awards except the

following:

\(a\) Purchases made with a Government-wide commercial purchase card.

\(b\) Awards made to foreign vendors for work performed outside of the
United States.

\(c\) Purchases under FAR 6.302-2, Unusual and Compelling Urgency.

**1804.7403 Procedures.**

\(a\) (1) The contracting officer shall verify that the prospective
awardee is registered in the CCR database using either the Cage Code,
DUNS number or, if applicable, the DUNS+4

number, via the Internet at http://www.ccr.gov or by calling toll free:
888-CCR-2423 (888-227-2423), commercial: 616-961-5757.

\(2\) Verification of registration is not required for orders or calls
placed under contracts, basic agreements, basic ordering agreements, or
blanket purchase agreements in which vendor registration was verified at
the time of award of the contract or agreement.

\(b\) If the contracting officer determines that a prospective awardee
is not registered in the CCR database, the contracting officer shall \--

\(1\) If delaying the acquisition would not be to the detriment of the
Government, proceed to award after the contractor is registered; or

\(2\) If delaying the acquisition would be to the detriment of the
Government, proceed to award to the next otherwise successful registered
offeror, with the written approval of the Procurement Officer.

\(c\) The contracting officer shall protect against improper disclosure
of contractor CCR information.

**1804.7404 Solicitation provisions and contract clauses.**

Except as provided in 1804.7402, the contracting officer must use the
clause at 1852.204-74, Central Contractor Registration, in all
solicitations and contracts, including those for commercial items.