Procurement Notice

National Aeronautics and

Space Administration

Washington, DC 20546

#  PN 04-32

> **April 10, 2008**
>
> DISCONTINUANCE OF THE C.A.S.E. REPORT

***PURPOSE:*** To remove section 1804.671 and paragraph 1853.204-70(c),
and to eliminate NASA Form 1356, Committee on Academic Science and
Engineering (C.A.S.E.) Report on College and University Projects.

***BACKGROUND:*** The C.A.S.E. report had once been the basis for
reporting to the National Science Foundation's Federal Science and
Engineering Support Survey. The information obtained on the C.A.S.E.
reports is available through the Federal Procurement Data System -- Next
Generation (FPDS-NG). Therefore, NASA will discontinue preparing
C.A.S.E. reports.

***ACQUISITIONS AFFECTED BY CHANGES:*** This change affects awards to
nonprofit institutions of higher education or to nonprofit institutions
that are operationally affiliated or integrated with an educational
institution.

***ACTION REQUIRED BY CONTRACTING OFFICERS:*** NASA contracting officers
shall no longer complete the NF 1356 for awards to nonprofit
institutions of higher education or to nonprofit institutions that are
operationally affiliated or integrated with an educational institution.

***CLAUSE CHANGES*:**  None.

***PARTS AFFECTED*:**  Parts 1804 and 1853.

***REPLACEMENT PAGES*:**  You may use the enclosed pages to replace 4:1,
4:2, 4:7, 4:8, 53:1, 53:2, 53:3 and 53:4 of the NFS. Remove NF 1356
(pages 53-31, 53-32, 53-33 and 53-34).

***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*:** Jamiel Commodore, Contract Management
Division, (202) 358-0302, e-mail: jamiel.c.commodore@nasa.gov or Paul
Brundage, Contract Management Division, (202) 358-0481, e-mail:
Paul.D.Brundage@nasa.gov.

*/s/ Deborah O'Neill **for***

William P. McNally

Assistant Administrator for Procurement

Enclosures

**DISTRIBUTION LIST:**

**  PN List** 

# 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

(IT) resources

1804.470-1 Scope.

1804.470-2 Policy.

1804.470-3 IT Security Requirements.

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](#OLE_LINK6) CONTRACT REPORTING**

1804.601 Record requirements.

1804.604 Responsibilities.

**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 for solicitations.

1804.7103 Numbering scheme for contracts.

1804.7104 Modifications of contracts or agreements.

**SUBPART [1804.72](#OLE_LINK72) REVIEW AND APPROVAL OF CONTRACTUAL**

**INSTRUMENTS**

1804.7200 Contract review by Headquarters.

**SUBPART** **1804.73 PROCUREMENT REQUESTS**

1804.7301 General.

# PART 1804

# ADMINISTRATIVE MATTERS

## 

## Subpart 1804.1\--Contract Execution

**1804.103 Contract clause.**

The contracting officer shall include the clause at FAR 52.204-1**,**
Approval of Contract, in solicitations, contracts, and supplemental
agreements that require higher level approval. For actions requiring
Headquarters approval, insert \"NASA Assistant Administrator for
Procurement\" in the clause\'s blank space.

point must also ensure that certifications (with required Excel
spreadsheet data) are provided to the Office of Procurement Analysis
Division by the established due dates. Focal point and/or alternate
changes must be promptly provided to the Analysis Division.

(**ix**) Each center shall develop and maintain an FPDS-NG Data
Validation and Verification Implementation Plan. The implementation plan
must describe the method to be used in arriving at a statistically-valid
sample representing a cross-section of center contract actions, the
percentage of actions to be reviewed by the center twice yearly, the
Excel spreadsheet template to be provided with the certification, the
frequency of planned reviews, and the center plan for ensuring that the
reviews are conducted by an organization or person that did not award
the contracts being reviewed. The procurement officer must provide a
copy the center's implementation plan, and any changes or updates, 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](http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Organization_and_Administration/N_PG_1441_1C.html),
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.**

PART 1853

**FORMS**

# 

# TABLE OF CONTENTS

**SUBPART 1853.1 GENERAL**

1853.100 Scope of subpart.

1853.101 Requirements for use of forms.

1853.103 Exceptions.

1853.105 Computer generation.

1853.107 Obtaining forms.

1853.108 Recommendations concerning forms.

**SUBPART 1853.2 PRESCRIPTION OF FORMS**

1853.200 Scope of subpart.

1853.204 Administrative matters.

1853.204-70 General (NASA Forms 533M, 533Q, 1098, 1611, 1612,

and Department of Defense Forms 1593 and 1594).

1853.208 Required sources of supplies and services.

1853.208-70 Other Government sources (Standard Form 1080, Air Force

Form 858, Department of Energy Form CA-10-90.COM, Nuclear

Regulatory Commission Form 313).

1853.215 Contracting by negotiation.

1853.215-70 Price negotiation (NASA Form 634 and Department of Defense

Form 1861).

1853.216 Types of contracts.

1853.216-70 Assignees under cost-reimbursement contracts (NASA Forms

778, 779, 780, and 781).

1853.217 Special contracting methods (NASA Form 523).

1853.225 Foreign Acquisition (Customs Form 7501).

1853.232-70 Contract financing (Standard Forms 272, 272A).

1853.242 Contract administration.

1853.242-70 Delegation (NASA Forms 1430, 1430A, 1431, 1432, 1433, and

1634\) and service request (NASA Form 1434).

1853.242-71 Notifications (NASA Form 456).

1853.242-72 Evaluation of Performance (NASA Form 1680).

1853.245-70 Property (NASA Form 1018, Department of Defense Form 1419).

1853.246 Quality assurance (Department of Defense Forms 250 and 250c).

1853.249-70 Termination of contracts (NASA Forms 1412, 1413).

**SUBPART 1853.3 ILLUSTRATIONS OF FORMS**

1853.300 Scope of subpart.

1853.301 Standard forms.

1853.303 Agency forms.

PART 1853

**FORMS**

**Subpart 1853.1\--General**

**1853.100** **Scope** **of** **subpart.**

This subpart contains information regarding the forms prescribed in this
Regulation. Unless specified otherwise, the policies in FAR Part 53
apply to NASA-prescribed forms.

**1853.101** **Requirements** **for** **use** **of** **forms.**

The requirements for use of the forms in this part are contained in
Parts 1801 through 1852 where the subject matter applicable to each form
is addressed. The specific location of each form\'s prescription is
identified in subpart 1853.2.

**1853.103** **Exceptions.**

**(1)** Requests for exceptions to stan­dard or optional forms shall be
forwarded through the center forms manager to the Headquarters Office of
Procurement (Code HK).

**(2)** Alteration of any form in this part is prohibited unless prior
ap­proval has been obtained from the Headquarters Office of Management
Systems and Facilities, Information Resources Management Division (Code
JT). Requests for alteration shall be coordinated with the center forms
manager before transmittal to Code JT.

**(3)** Use for the same purpose of any form other than one pre­scribed
by this Regulation requires prior approval of Code HK.

**1853.105 Computer generation.**

Forms prescribed by this Regulation may be adapted for computer
prepara­tion pro­viding there is no change to the name, content, or
sequence of the data elements, and the form carries the form number and
edition date.

**1853.107 Obtaining** **forms.**

(c)**(i)** NASA centers and offices may obtain forms prescribed in the
FAR or in this Regulation from Goddard Space Flight Center, Code 239.
Orders should be placed on a NASA Form 2, Request for Blank Forms,
Publications and Issuances.

**(ii)** Contracting officers, at the time of contract award, shall
ensure that contrac­tors are notified of the procedures for obtaining
NASA forms required for performance under the contract.

**1853.108** **Recommendations** **concerning** **forms.**

Code HK is the office responsible for submitting form recommendations.

**Subpart** **1853.2\--Prescription of Forms**

**1853.200** **Scope** **of** **subpart.**

This subpart summarizes the prescrip­tions of NASA forms and other forms
adop­ted by NASA for use in acquisition.

**1853.204** **Administrative** **matters.**

**1853.204-70 General (NASA Forms 533M, 533Q,** **1098, 1611, 1612, and
Department of Defense** **Forms 1593 and 1594).**

\(a\) The following forms are prescribed in 1842.72:

\(1\) NASA Form 533M, Monthly Contrac­tor Financial Management Report.

\(2\) NASA Form 533Q, Quarterly Con­trac­tor Financial Management Report.

\(b\) *NASA Form 1098, Checklist for Con­tract Award File Content.*
Prescribed in 1804.803-70.

\(c\) *NASA Form 1611, Contract Comple­tion Statement*. Prescribed in
1804.804-2 and 1804.804-5.

\(d\) The following forms are prescribed in 1804.804-5:

\(1\) NASA Form 1612, Contract Closeout Checklist.

\(2\) DD Form 1593, Contract Adminis­tra­tion Completion Record.

\(3\) DD Form 1594, Contract Completion Statement.

**1853.208 Required** **sources** **of** **supplies** **and services.**

**1853.208-70 Other Government sources (Standard Form 1080, Air Force
Form 858,**

**Department of Energy Form CA-10-90.COM, Nuclear Regulatory Commission
Form 313).**

\(a\) *SF 1080, Voucher for Transfers Between Appropriations and/or
Funds (Disbursement).* Prescribed in 1808.002-72(e).

\(b\) *Air Force Form 858, Forecast of Re­quirements (Missile Propellants
and Pressurants)..* Prescribed in 1808.003-72(f).

\(c\) *U.S. Department of Energy Isotope and Technical Service Order
Form CA-10-90.COM.* Prescribed in 1808.003-70(a).

\(d\) *Nuclear Regulatory Commission Form 313, Application for Material
License.* Prescribed in 1808.002-70(a).

**1853.215** **Contracting** **by** **negotiation.**

**1853.215-70  Price negotiation (NASA Form** **634 and Department of
Defense Form 1861).**

\(a\) *NASA Form 634, Structured Ap­proach\--Profit/Fee Objective.*
Prescribed in 1815.404-470.

\(b\) *DD Form 1861, Contract Facilities Capital Cost of Money.*
Prescribed in 1830.70, and instructions for completion are in
1830.7001-2.

**1853.216** **Types** **of** **contracts.**

**1853.216-70 Assignees under** **cost-reim­bursement contracts (NASA
Forms 778,** **779, 780, and 781).**

The following forms are prescribed in 1852.216-89:

\(a\) NASA Form 778, Contractor\'s Re­lease.

\(b\) NASA Form 779, Assignee\'s Release.

\(c\) NASA Form 780, Contractor\'s Assign­ment of Refunds, Rebates,
Credits, and Other Amounts.

\(d\) NASA Form 781, Assignee's Assign­ment of Refunds, Rebates, Credits,
and Other Amounts.

**1853.217 Special** **contracting** **methods** **(NASA Form 523).**

*NASA Form 523, NASA-Defense Purchase Request.* Prescribed in
1808.002-72(b) and 1817.7002.

**1853.225 Foreign Acquisition (Customs Form 7501).**

*Customs Form 7501, Entry Summary.* Prescribed in 1825.903 and 14 CFR
1217.104*.*

**1853.232-70 Contract financing (Standard** **Forms 272, 272A).**

The following forms are prescribed in 1832.412(a)(ii):

\(a\) SF 272, Federal Cash Transactions Report.

\(b\) SF 272A, Federal Cash Transactions Report Continuation.

**1853.242 Contract administration.**

**1853.242-70 Delegation** **(NASA Forms** **1430, 1430A,** **1431,**
**1432,** **1433, and 1634) and service request (NASA Form 1434).**

\(a\) *NASA Form 1430, Letter of Contract Administration Delegation,
General.* Prescribed in 1842.202(d)(ii).

\(b\) *NASA Form 1430A, Letter of Contract Administration Delegation,
Special Instruc­tions.* Prescribed in 1842.202(d)(ii).

\(c\) *NASA Form 1431, Letter of Acceptance of Contract Administration
Delegation.* Prescribed in 1842.202(d)(iii).

\(d\) *NASA Form 1432, Letter of Contract Administration Delegation,
Termination.* Prescribed in 1842.202(b)**(i)(G)**.

\(e\) *NASA Form 1433, Letter of Audit Delegation.* Prescribed in
1842.202(d)(iv).

\(f\) *NASA Form 1634, Contracting Officer Technical Representative
(COTR) Delegation.* Prescribed in 1842.270(b).

\(g\) *NASA Form 1434, Letter of Request for Pricing-Audit-Technical
Evaluation Servic­es.* Prescribed in 1815.404-2(a)(1)**(D)**.