Procurement Notice

National Aeronautics and

Space Administration

Washington, DC 20546

#  PN 04-36 

**August 12, 2008**

**FEDERAL PROCUREMENT DATA SYSTEM (FPDS) DATA VALIDATION AND
VERIFICATION**

***BACKGROUND:*** The Office of Federal Procurement Policy (OFPP) has
issued two memos directing agencies to take steps to improve the quality
of data in the Federal Procurement Data System (FPDS). In response to
the first memo (issued on March 9, 2007
http://www.whitehouse.gov/omb/procurement/pro_data/fpds_030907.pdf) NASA
developed a data validation and verification process that was
implemented via the NASA FAR Supplement (NFS) section 1804.604. The
second memo, dated May 9, 2008,
(http://www.whitehouse.gov/omb/procurement/pro_data/fpds_data.pdf)
supersedes the previous guidance. This PN updates this section to
reflect the revised OFPP requirements for FPDS data validation and
verification.

***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 4:5
through 4:15 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.

***HEADQUATERS CONTACT:*** Cheryl Robertson, Analysis Division,
202-358-0667; e-mail cheryl.robertson-1@nasa.gov.

William P. McNally

Assistant Administrator for Procurement

Enclosures:

1\. Procurement Officer Certification

2\. Quality Plan

**DISTRIBUTION LIST:**

**PN List**

**Subpart** **1804.5\--Electronic Commerce in Contracting**

**1804.570 NASA Acquisition Internet Service (NAIS).**

**1804.570-1 General.**

The NASA Acquisition Internet Service (NAIS) provides an electronic
means for posting procurement synopses, solicitations, and associated
information on the NAIS Internet site which in turn, automatically posts
relevant information onto the Governmentwide point of entry (GPE).

**1804.570-2 Electronic Posting System.**

\(a\) The NAIS Electronic Posting System (EPS) enables the NASA
procurement staff to \--

\(1\) Electronically create and post synopses on the NAIS Internet site
and the GPE; and

\(2\) Post solicitation documents, including solicitation amendments or
cancellations, and other procurement information on the NAIS Internet
site with linked references on the GPE.

\(b\) The EPS maintains an on-line index linking the posted synopses and
solicitations for viewing and downloading.

\(c\) The EPS shall be used to \--

\(1\) Create and post all synopses in accordance with FAR Part 5 and NFS
1805; and

\(2\) Post all competitive solicitation files, excluding large
construction and other drawings, for acquisitions exceeding \$25,000.

\(d\) The NAIS is the official site for solicitation postings which in
turn, automatically posts relevant information onto the Government-wide
point of entry (GPE). In the event supporting materials, such as program
libraries, cannot be reasonably accommodated by the NAIS, Internet sites
external to NAIS may be established after coordination with the
contracting officer. Such sites must be linked from the NAIS business
opportunities index where the solicitation resides. External sites
should not duplicate any of the files residing on the NAIS.

### 

### Subpart 1804.6\--Contract Reporting

**1804.601 Record requirements.**

The Headquarters Office of Procurement, Analysis Division, is
responsible for meeting the requirements of FAR 4.601, based on
installation validation and approval of data entered into the Federal
Procurement Data System.

(d)(1) Centers shall ensure that only actions awarded to SBA certified
HUBZone small businesses are counted towards HUBZone goal achievement
when reporting information in the Federal Procurement Data System
(FPDS). Such businesses must be determined by SBA as eligible to receive
HUBZone contracts prior to the time of proposal submission.

**1804.604 Responsibilities.**

\(c\) Centers shall perform statistically-valid comparisons of FPDS data
to contract files. The Procurement Officer Certification of Procurement
Data Submissions to FPDS and the Results of Statistically Valid
Comparison of FPDS Data and Contract Files shall be submitted to the
Office of Procurement, Analysis Division by December 15^th^ of each
year. The templates for these documents can be accessed at:
http://www.hq.nasa.gov/office/procurement/regs/ProcurementOfficerCertification.doc
and shall be attached to a cover letter forwarding Center submittals.
Definitions and specific process requirements are as follows:

\(i\) [Definitions]{.underline}:

**Overall Accuracy Rate** -- The percent of all the FPDS data elements
sampled which were determined to be correct (the elements matched the
corresponding data in the contract files and the data in the contract
files were correct). Only compute the overall data accuracy rate for the
data elements listed in (D) for the FPDS validation, verification and
certification process as required by the Office of Federal Procurement
Policy (OFPP). Center validation of additional data elements must be
accomplished separately.

**Data Element Accuracy Rate** -- The percentage of entries for each
selected data element in the sampled contract action records (CARs) that
were determined to be correct (the entry matched the corresponding data
in the contract file and the data in the contract file was correct).
Only data elements appropriate for the type of record being validated
should be counted in computing the data element accuracy rate. For
example, only count the accuracy of the "Reason for Modification"
element in modification records. Data elements that have been optional
in FPDS should be validated as though they had been required. Therefore,
data elements should only be blank if they do not apply to that record
type. Data elements that apply to the type of record being reviewed must
not be blank and must be supported by information present in the
contract file or contract writing system.

**Total Sample Size** -- This is the total number of FPDS CARs selected
for comparison to the corresponding contract files. Records will be
randomly identified for each Center by the HQ Office of Procurement.

**Percent of Total Center Procurement Spend Covered by Sample** -- This
is computed by dividing the total obligations associated with the CARs
sampled by the total obligations associated with all procurement actions
at your Center (excluding grants) during the review period.

\(ii\) [Procedures]{.underline}:

\(A\) All reportable Center actions must be entered into FPDS. The HQ
Office of Procurement will randomly select actions (excluding grants)
for data validation and verification from records in the system and
provide a list of actions to each Center on or about April 15^th^ and
October 15^th^. The April list of actions will include awards made
October 1 through March 31. The October list will include awards made
April 1 through September 30. Centers can establish a schedule for
completing the validation and verification as long as the certification
and results report is provided as required in 1804.604(c).

\(B\) Each sampled CAR shall be validated against the associated
contract file by an individual other than the contracting officer who
awarded the contract or the person entering the contract data for that
CAR. While validation of data against the corresponding data in the
contract writing system (CWS) may still occur, for the purposes of the
validation and verification process, verification must be made against
the official contract file for each CAR.

\(C\) The reviewer(s) must obtain sufficient information to validate any
CAR data elements not contained in the contract file or CWS. Data
elements that cannot be validated shall be considered incorrect and this
includes CAR data elements that match data in the contract file or CWS
that the reviewer and his/her supervisor determine to be inaccurate.

\(D\) The data elements to be reviewed are identified by the names which
appear on the FPDS screens and correspond to the data dictionary
definition which can be accessed at
http://www.fpds-ng.com/downloads/FPDSNG_DataDictionary.pdf. The
following data elements shall be reviewed as a part of the data
validation and verification process:

1A Procurement Identifier

1C Referenced IDV ID

2A Date Signed

2C Completion Date

2D Est. Ultimate Completion Date

2E Last Date to Order

3A Base and All Options Value

3B Base and Exercised Options Value

3C Action Obligation

4C Funding Agency ID

4F Funded by Foreign Entity

5B Who Can Use

5D Fee for Use of Service

5J Fee Paid for Use of IDV

6A Type of Contract

6F Performance Based Service Acquisition

6M Description of Requirement

7A Clinger Cohen Act

7B Walsh-Healy Act

7C Service Contract Act

7D Davis Bacon Act

8A Product/Service Code

8G Principal NAICS Code

8K Use of EPA Designated Products

8L Use of Recovered Material

8N Bundled Contract

9A DUNS No

9C Principal Place of Performance Code

9H Place of Manufacture

9K Place of Performance ZIP Code (+4)

10A Extent Competed

10C Reason Not Competed

10N Type of Set Aside

10P Evaluated Preference

10R Statutory Exception to Fair Opportunity

11A CO's Business Size Selection

11B Subcontract Plan

12A IDV Type

12B Award Type

12C Reason for Modification (if 12D = M)

13N 8(a) Program Participant

13O HUBZone Firm

13P Small Disadvantaged Business

13U Woman Owned Business

13V Veteran Owned Business

13W Service-Related DVOB

\(E\) Each Center shall utilize a sample size from the random list of
contract actions that is sufficient to produce statistically valid
conclusions at the 95% confidence level, with an error rate of no more
than 5 percent. The contract actions must be reviewed in the sequential
order provided in the list from the HQ Office of Procurement. Centers
must use the Binomial Confidence Intervals calculator at
http://statpages.org/confint.html to determine if they have achieved an
error rate of no more that 5 percent in accordance with OFPP guidance.
When using the calculator note the following:

Binomial Confidence Intervals

  ------------------------------------ ----------------------------------
  **Numerator:**                       ![](media/image2.wmf)

  **Denominator:**                     ![](media/image3.wmf)

                                       

  **Proportion:**                      ![](media/image4.wmf)

  **Exact Confidence Interval:**       ![](media/image5.wmf)to
                                       ![](media/image6.wmf)

  **Confidence Level:**                ![](media/image7.wmf)

  **% Area in Upper Tail:**            ![](media/image8.wmf)

  **% Area in Lower Tail:**            ![](media/image9.wmf)
  ------------------------------------ ----------------------------------

1\. The Numerator equals the total number of errors found

2\. The Denominator equals the total number of contract action records
reviewed

3\. The Confidence Level will always be 95

4\. The percentage used in the Upper Tail block will always be five (5)

5\. The percentage in the Lower Tail block will always be zero (0)

6\. The Exact Confidence Interval and the Proportion are automatically
computed when the

numerator and denominator are inserted. An exact confidence Interval
greater than 5 percent

exceeds the OFPP tolerance level.

\(F\) Errors or discrepancies identified must be documented and
corrected in FPDS and PRISM/CMM. Current year awards will be provided in
the list of actions, but if an error has been carried forward from the
basic award, the basic award must be corrected so that the change
carries forward to all modifications. In addition to the Results of
Statistically Valid Comparison of FPDS Data and Contract Files report
that accompanies the Procurement Officer's certification, each Center
shall maintain a record of all findings, corrections, and the date(s)
corrections were made in CMM and/or FPDS. When requested, this
information shall be provided to the Office of Procurement, Analysis
Division.

\(G\) Errors in fields that originate from external sources (i.e. CCR
data and basic contract award information input by another agency (when
placing orders)) cannot be corrected by NASA. Each occurrence must be
counted as an error and identified in the results report if this is
considered to be the cause of systemic errors for a data field being
reviewed. Specific descriptions of these errors shall be maintained in
the Center record of findings.

\(H\) Each center shall identify a primary focal point and one alternate
for FPDS data verification and validation responsibility. The focal
point is responsible for establishing and coordinating the center's
review process and ensuring that reviews comply with the requirements of
this section and the OFPP mandate for independent review of contract
actions against the contract file. The focal point shall also ensure
that certifications are provided to the Office of Procurement, Analysis
Division on or before the December 15^th^ due date each year. Focal
point and/or alternate changes shall be promptly provided to the
Analysis Division.

\(I\) Each center shall develop and maintain an FPDS Data Quality Plan.
The template for the plan is available at:
http://www.hq.nasa.gov/office/procurement/regs/QualityPlan.doc. The
focal point shall ensure that the most current copy/version of the
Center's Data Quality Plan is provided 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.**

**\"Transfer of a contract,\"** as used in this subpart, means that
process whereby a contract and all future responsibility for a contract
held by one installation are transferred or reassigned in writing to
another installation.

**1804.7002 Approval of Transfer Requests.**

\(a\) The approval authority for requests to transfer a contract is the
official in charge of the cognizant Headquarters program office or
designee. Requests for approval shall be submitted by the director of
the transferring installation after receiving the concurrence of the
director of the receiving installation. Concurrence of the Associate
Deputy Administrator (Code AI) is also required for a transfer where an
installation\'s roles and missions may be affected.

\(b\) Approval of a program transfer by the cognizant Headquarters
official constitutes approval to transfer program-related contracts.

**1804.7003 Responsibilities of the contracting officer of the
transferring installation.**

**1804.7003-1 Coordinations.**

The contracting officer of the transferring installation shall take the
following steps before transferring the contract:

\(a\) Agree on a plan and schedule with the contracting officer of the
receiving installation for transferring contract responsibility and
contract files.

\(b\) Coordinate with the following offices:

\(1\) Financial Management Office, to determine the contract financial
records to be transferred and the method, timing, and dollar amount of
such transfers.

\(2\) Technical (Engineering and Project) Office, to determine the
status of any outstanding engineering changes.

\(3\) Reliability and Quality Assurance Office, to determine status and
method of transferring the reliability and quality assurance functions.

\(4\) Industrial Property and Facilities Office, to determine the method
of transferring the Government property records.

\(5\) Transportation Office, to determine the status of bills of lading
furnished the contractor.

\(6\) Security Office, to determine whether any classified material is
outstanding and whether special precautions are necessary during the
transfer process.

\(7\) Other organizational elements, to determine the status of any
other actions such as new technology, materials reports, PERT, and
safety.

**1804.7003-2 File inventory.**

The contracting officer of the transferring installation shall prepare
an inventory of the contract file. This inventory shall also include a
separate listing of all outstanding requests for contract 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, draft 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

J = Draft RFP

K = BAA (other than AOs or NRAs) or other grant announcements

L = RFI

N = NRA

O = AO

Q = RFQ

R= RFP

\(b\) The solicitation number is also referred to as the "collective"
number within the Integrated Enterprise Management (IEM) system. Since
the "collective" field in IEM is limited to ten characters, omit the
first two characters (NN) when the solicitation number is entered into
the "collective" field.

**1804.7103 Numbering scheme for awards.**

\(a\) The identification number for awards shall consist of exactly ten
alpha-numeric characters. Identification numbers shall be serially
assigned to the extent feasible. Installations may designate blocks of
numbers to offices for future use.

\(b\) The identification number shall consist of the following:

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

\(2\) The third character shall be as set forth in 1804.7102(a)(2) .

\(3\) The fourth and fifth characters shall be two 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 four digits for action
number; two alphas, two numbers (AA01, AA02 \... AA99, AB01, AB02, ...
AZ99, BA01, BA02, etc. through ZZ99)

(5) The tenth character shall be an alpha character for type of action,
    as follows:

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 IEM.)

S - Space Act agreement.

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

Z - BPA.

\(b\) 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

**1804.7104 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.**

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 -

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

\(b\) 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;

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

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