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

National Aeronautics and

Space Administration

Washington, DC 20546

##  PN 97-92

###  February 9, 2004

# ESTABLISHMENT OF AN AGENCYWIDE SCHEME FOR NUMBERING SOLICITATIONS

 

***BACKGROUND:***

**General.** Currently the NASA FAR Supplement (NFS) contains
information to implement or supplement the FAR. This information
contains NASA's policies, procedures, contract clauses, solicitation
provisions, and forms that govern the contracting process or otherwise
control the relationship between NASA and contractors or prospective
contractors. The NFS also contains information that consists of internal
Agency guidance that does not control the relationship between NASA and
contractors or prospective contractors. Regardless of the nature of the
information, as a policy, NASA has published in the *Federal Register*
all changes to the NFS.

FAR 1.101 states in part that the "Federal Acquisition Regulations
System consists of the Federal Acquisition Regulation (FAR), which is
the primary document, and agency acquisition regulations that implement
or supplement the FAR. The FAR System does not include internal agency
guidance of the type described in 1.301(a)(2)." FAR 1.301(a)(2) states
in part "an agency head may issue or authorize the issuance of internal
agency guidance at any organizational level (e.g., designations and
delegations of authority, assignments of responsibilities, work-flow
procedures, and internal reporting requirements)." Further, FAR 1.303
states that issuances under FAR 1.301(a)(2) need not be published in the
*Federal Register.* Therefore, NASA is not required to publish and
codify internal Agency guidance.

NASA has modified the current process for maintenance of the NFS by only
publishing that information which may have a significant effect beyond
the internal operating procedures of the Agency or have a significant
cost or administrative impact on contractors or offerors in the *Federal
Register*. However, the NFS will continue to be an integrated document
that contains information subject to public comment and codification in
the Code of Federal Regulations (CFR) under Title 48, Chapter 18, and
information that consists of internal Agency guidance and administrative
procedures that do not require public comment or inclusion in the CFR.
NASA personnel are required to comply with all information contained in
the NFS.

This PN initiates this new procedure. The changes made by this PN do not
require publication in the CFR consistent with FAR 1.303.

**Establishment of an Agencywide Scheme for Numbering Solicitations:**

The current instructions in the NASA FAR Supplement (NFS) permit NASA
Centers wide discretion in determining how to number solicitations.
However, NASA has recently implemented an automated Integrated Financial
Management Program (IFMP) which limits the number of characters that may
be used in the solicitation number field. This PN revises the NASA FAR
Supplement (NFS) to Standardize the scheme for the numbering of
solicitations across NASA.

 

***ACQUISITIONS AFFECTED BY CHANGES:*** New solicitations.

** **

***ACTION REQUIRED BY CONTRACTING OFFICERS:*** Solicitations issued
after the effective date of this PN must use the new numbering
methodology for solicitations.

 

***CLAUSE CHANGES:*** None

 

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

*** ***

***REPLACEMENT PAGES:*** You may use the enclosed pages to replace Part
1804 of the NFS.

*** ***

***TYPE OF RULE AND PUBLICATION DATE:*** Not applicable. This change
does not have a significant effect beyond the internal operating
procedures of the Agency or have a significant cost or administrative
impact on contractors or offerors and therefore does not require
codification in the CFR or publication for public comments.

 

***HEADQUARTERS CONTACT:*** **General**\--Celeste Dalton, Code HK, (202)
358-1645, email: Celeste.M.Dalton@nasa.gov; **Solicitation
Numbering**\--Ken Sateriale, Code HC, (202) 358-0491, email:
ken.sateriale@nasa.gov.

 

Tom Luedtke

Assistant Administrator for Procurement

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 for solicitations.

1804.7103 Numbering scheme for contracts.

1804.7104 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.

# 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.

**1804.170 Contract effective date.**

\(a\) **\"Contract effective date\"** means the date agreed upon by the
parties for beginning the period of performance under the contract. In
no case shall the effective date precede the date on which the
contracting officer or designated higher approval authority signs the
document.

\(b\) Costs incurred before the contract effective date are unallowable
unless they qualify as precontract costs (see FAR 31.205-32**)** and the
clause prescribed at 1831.205-70 is used.

### Subpart 1804.2\--Contract Distribution

**1804.202 Agency distribution requirements.**

In addition to the requirements in FAR 4.201, the contracting officer
shall distribute one copy of each R&D contract, including the Statement
of Work, to the NASA Center for AeroSpace Information (CASI), Attention:
Acquisitions Collections Development Specialist, 7121 Standard Drive,
Hanover, MD 21076-1320.

**1804.203 Taxpayer identification information.**

Instead of using the last page of the contract to provide the
information listed in FAR 4.203, NASA installations may allow
contracting officers to use a different distribution method, such as
annotating the cover page of the payment office copy of the contract.

### Subpart 1804.4\--Safeguarding Classified Information Within Industry

**1804.402 General.**

\(b\) NASA security policies and procedures are prescribed in NPD
1600.2A, NASA Security Policy; NPG 1600.6A, Communications Security
Procedures and Guidelines; NPG 1620.1, Security Procedures and
Guidelines; NPG 2810.1 and NPD 2810.1 Security of Information
Technology.

**1804.404-70  Contract clause.**

The contracting officer shall insert the clause at 1852.204-75, Security
Classification Requirements, in solicitations and contracts if work to
be performed will require security clearances. This clause may be
modified to add instructions for obtaining security clearances and
access to security areas that are applicable to the particular
acquisition and installation.

**1804.470 Security requirements for unclassified information technology
resources.**

**1804.470-1 Scope.**

This section implements NASA\'s acquisition‑related aspects of Federal
policies for assuring the security of unclassified automated information
resources. Federal policies include, but are not limited to, the
Computer Security Act of 1987 (40 U.S.C. 1441 et seq.), the
Clinger-Cohen Act of 1996 (40 U.S.C. 1401 et seq.), Public Law 106-398,
section 1061, Government Information Security Reform, OMB Circular
A-130, Management of Federal Information Resources, and the National
Institute of Standards and Technology security guidance and standards.

**1804.470-2 Policy.**

\(a\) NASA policies and procedures on security for automated information
technology are prescribed in [NPD
2810.1](http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Policies/Legal_Policies/N_PD_2810_1.html),
Security of Information Technology, and in NPG 2810.1, Security of
Information Technology. The provision of information technology (IT)
security in accordance with these policies and procedures, is required
in all contracts that include IT resources or services in which a
contractor must have physical or electronic access to NASA\'s sensitive
information contained in unclassified systems that directly support the
mission of the Agency. This includes information technology, hardware,
software, and the management, operation, maintenance, programming, and
system administration of computer systems, networks, and
telecommunications systems. Examples of tasks that require security
provisions include:

\(1\) Computer control of spacecraft, satellites, or aircraft or their
payloads;

\(2\) Acquisition, transmission or analysis of data owned by NASA with
significant replacement costs should the contractor's copy be corrupted;
and

\(3\) Access to NASA networks or computers at a level beyond that
granted the general public, e.g. bypassing a firewall.

\(b\) The contractor must not use or redistribute any NASA information
processed, stored, or transmitted by the contractor except as specified
in the contract.

**1804.470-3 Security plan for unclassified Federal Information
Technology systems.**

\(a\) The requiring activity with the concurrence of the Center Chief
Information Officer (CIO), and the Center Information Technology (IT)
Security Manager, must determine whether an IT Security Plan for
unclassified information is required.

\(b\) IT security plans must demonstrate a thorough understanding of NPG
2810.1 and NPD 2810.1 and must include, as a minimum, the security
measures and program safeguards planned to ensure that the information
technology resources acquired and used by contractor and subcontractor
personnel \--

\(1\) Are protected from unauthorized access, alteration, disclosure, or
misuse of information processed, stored, or transmitted;

\(2\) Can maintain the continuity of automated information support for
NASA missions, programs, and functions;

\(3\) Incorporate management, general, and application controls
sufficient to provide cost-effective assurance of the systems\'
integrity and accuracy;

\(4\) Have appropriate technical, personnel, administrative,
environmental, and access safeguards;

\(5\) Document and follow a virus protection program for all IT
resources under its control; and

\(6\) Document and follow a network intrusion detection and prevention
program for all IT resources under its control.

\(c\) The contractor must be required to develop and maintain an IT
System Security Plan, in accordance with NPG 2810.1, for systems for
which the contractor has primary operational responsibility on behalf of
NASA.

\(d\) The contracting officer must obtain the concurrence of the Center
Chief of Security before granting any contractor requests for waiver of
the screening requirement contained in the clause at 1852.204‑76.

**1804.470-4 Contract clauses.**

The contracting officer must insert a clause substantially the same as
the clause at 1852.204‑76, Security Requirements for Unclassified
Information Technology Resources, in solicitations and contracts which
require submission of an IT Security Plan.

**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 (Code HC) is responsible for
meeting the requirements of FAR 4.601, based on installation submission
of Individual Procurement Action Reports (NASA Form 507 series) data.

**1804.602 Federal Procurement Data System.**

\(d\) Code HC is responsible for requesting, obtaining, and reporting
Contractor Establishment Codes to the FPDS.

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

The Individual Procurement Action Report and Supplements (NASA Form 507
series) provide essential procurement records and statistics through a
single uniform reporting program as a basis for required recurring and
special reports to Congress, Federal Procurement Data Center, and other
Federal agencies. The preparation and utilization of the NASA Form 507
series are integral parts of the agencywide Financial and Contractual
Status (FACS) system. The Headquarters Office of Procurement issues
Procurement Information Circulars (PICs) to \--

\(a\) Identify the procurement actions subject to reporting; and

\(b\) Provide instructions on preparation of the NASA Forms 507.

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

NASA Form 1356, C.A.S.E. Report on College and University Projects,
shall be prepared for awards to nonprofit institutions of higher
education or to nonprofit institutions that are operationally affiliated
or integrated with an educational institution. Information on this form
is used to produce reports required by the National Science Foundation
and to respond to inquiries. Submission is required regardless of
instrument type (contract, grant, cooperative agreement, or funded Space
Act agreement) and type of proposal (solicited or unsolicited).
Instructions appear on the form itself and constitute the detailed
guidance for preparation and submission. The form, which is either
included with the acquisition package or initiated by the contracting
office, shall be completed, reviewed, and promptly forwarded upon award
to the Headquarters Office of Human Resources and Education (Code FE).

### 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 NPG 1441.1C, 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 NPG 1441.1C,
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:

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

\(2\) The third character shall designate the Center issuing the
solicitation as follows: A=ARC, C=GRC, D=DFRC, G=GSFC, H=HQ, J=JSC,
K=KSC, L=LaRC, M=MSFC, and S=SSC.

\(3\) 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 Financial Management (IFM) system. Since
the "collective" field in IFM 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 IFMP.)

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.**

\(a\) 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.