Part 504 - Administrative Matters

Subpart 504.1 - Contract Execution

504.101 Contracting officer’s signature.

504.103 [Reserved].

Subpart 504.2 - Contract Distribution

504.201 Procedures.

504.203 Taxpayer identification information.

Subpart 504.4 - Safeguarding Classified Information Within Industry

504.402 General.

504.470 Acquisitions involving classified information.

504.470-1 [Reserved].

504.470-2 [Reserved].

504.471 Processing security requirements checklist (DD Form 254).

504.472 Periodic review.

504.473 Recurring procurement.

504.474 Control of classified information.

504.475 Return of classified information.

504.476 Breaches of security.

Subpart 504.5 - Electronic Commerce in Contracting

504.500 [Reserved].

504.502 Policy.

504.570 [Reserved].

Subpart 504.6 - Contract Reporting

504.604 Responsibilities.

504.605 Procedures.

504.605-70 Federal Procurement Data System Public–Access to Data.

504.606 Reporting Data.
Subpart 504.8 - Government Contract Files

504.800 Scope of subpart.

504.802 Contract files.

504.803 Contents of contract files.

504.804 Closeout of contract files.

504.804-5 Procedures for closing out contract files.

504.805 Storage, handling, and disposal of contract files.

Subpart 504.9 - Taxpayer Identification Number Information

504.902 General.

504.904 Reporting contract information to the IRS.

Subpart 504.11 - System for Award Management

504.1103 Procedures.

Subpart 504.13 - Personal Identity Verification of Contractor Personnel

504.1301 Policy.

504.1303 Contract clause.

504.1370 GSA Credentials and Access Management Procedures.

Subpart 504.16 - Unique Procurement Instrument Identifiers

504.1603 Procedures.

504.1670 Unique identifier for procurements supporting a leasehold interest.

Subpart 504.70 - Cyber-Supply Chain Risk Management

504.7000 Scope of subpart.

504.7001 Definitions.

504.7002 Policy.

504.7003 General procedures.

504.7004 Acquisition Considerations.

504.7005 Notification procedures for cyber-supply chain events.

Subpart 504.71 - Acquisition Reviews

504.7100 Scope of subpart.
504.7101 Purpose.

504.7102 General.

504.7103 Head of the contracting activity responsibilities.

504.7104 Acquisitions and contract actions requiring SPE review and approval.

Parent topic: General Services Administration Acquisition Manual

Subpart 504.1 - Contract Execution

504.101 Contracting officer’s signature.

Contract, contract modifications, blanket purchase agreements, and task and/or delivery orders may

be executed manually or electronically using a digital signature. In the absence of the original

contracting officer, another contracting officer with appropriate warrant authority may sign. Always

type or stamp the name and title of the contracting officer signing the contract on the document,

unless it is electronically signed. An electronic contract which includes the name of the contracting

officer satisfies the typed, stamped or printed requirement found in FAR 4.101. GSA Order CIO

2162.2, GSA Digital Signature Policy, is the guidance for the use of digital signatures as the

preferred means of providing signatures for GSA documents, forms, correspondence, and emails.

504.103 [Reserved].

Subpart 504.2 - Contract Distribution

504.201 Procedures.

(a) The contracting officer must send documentation to the paying office on all contracts for which

GSA generates a delivery or task order.

(1) For Federal Acquisition Service contracts entered into the FSS-19 system, the contracting

officer must send a system generated contract listing.

(2) For all other contracts, the contracting officer must send a “Duplicate Original” of the entire

contract or modification.

(b) The contracting officer must certify that the “Duplicate Original” is a true copy of the contract,

modification, task and/or delivery order, if not electronically signed, by writing your signature, in

ink, on the award or modification form (i.e., SF 26, 33, 1442, etc.). The contracting officer must

certify all contracts except:

(1) Leases of real property.

(2) Schedule contracts.

(3) Standard or GSA multipage purchase/delivery/task order carbon forms.
504.203 Taxpayer identification information.

FAR 4.203(a) does not apply to leases of real property (see 504.904) or FAR 38 Federal Supply

Schedule Contracting.

Subpart 504.4 - Safeguarding Classified Information Within

Industry

504.402 General.

(a) This subpart prescribes procedures for safeguarding classified information required to be

disclosed to contractors in connection with the solicitation of offers, and the award, performance,

and termination of contracts.

(b) As used in this subpart, the term “Contractor(s)” means prospective contractors, subcontractors,

vendors, and suppliers.

504.470 Acquisitions involving classified information.

HCA’s must consider how adequate security will be established, maintained, and monitored before

accepting a reimbursable agreement for a requirement involving classified information. Further,

HCAs are responsible for ensuring that the contracting officers, other procurement personnel, and

contracting officer representatives (CORs) assigned to the acquisition have the appropriate security

clearances, prior to accepting a reimbursable agreement involving access to, or generation of,

classified information.

504.470-1 [Reserved].

504.470-2 [Reserved].

504.471 Processing security requirements checklist (DD Form 254).

(a) The contracting officer must prepare DD Form 254, Contract Security Classification Specification

(illustrated in FAR 53.303-DD-254), for contracts involving contractor access to classified

information. This form identifies for contractors the areas of classified information involved. The

contracting officer may use written notice of classification for research or service contracts.

(b) Obtain instructions or guidance on completing DD Form 254 from the Security and Emergency

Management Division, Office of Mission Assurance (OMA).

504.472 Periodic review.
(a) The contracting officer in coordination with the appropriate program security officer must

review DD Form 254 at least once a year, or whenever a change in the phase of performance occurs,

to determine if the classified information can be downgraded or declassified.

(b) The contracting officer must inform the contractor of the results of the review by one of the

following means:

(1) Issuance of a revised specification.

(2) Written instructions instead of DD Form 254, if authorized.

(3) Written notification if the review results in no change in the classification specifications.

(c) The contracting officer must prepare a final checklist upon termination or completion of the

contract in accordance with FAR 4.805-5.

504.473 Recurring procurement.

The contracting officer must prepare a new DD Form 254 only if a change occurs in either of the

following:

(a) End item.

(b) Previous security classification.

504.474 Control of classified information.

(a) The contracting officer must record, mark, handle, and transmit classified information in

accordance with the requirements of the Security Branch Chief, Security and Emergency

Management Division, Office of Mission Assurance (OMA).

(b) The contracting officer must obtain the consent of the originating agency before releasing

classified information to a contractor.

504.475 Return of classified information.

(a) Contracting officers must recover classified information, unless it has been destroyed as

provided in Section 7 of Chapter 5 of the National Industrial Security Program Operating Manual

(NISPOM). Information on NISPOM can be found at https://fas.org/sgp/index.html.

(b) Contracting officers must ensure that classified information provided by the government is

returned immediately after any of the following events:

(1) Bid opening or closing date for receipt of proposals by non-responding offerors.

(2) Contract award by unsuccessful offerors.

(3) Termination or completion of the contract.
(4) Notification that authorization to release classified information has been withdrawn.

(5) Notification that a facility:

(i) Does not have adequate means to safeguard classified information; or

(ii) Has had its security clearance revoked or inactivated.

(6) Whenever otherwise instructed by the authority responsible for the security classification.

(c) The Government agency that provided classified information to a GSA contractor is responsible

for the return of the information.

504.476 Breaches of security.

GSA employees responsible for the protection of classified information must refer the facts of an

unauthorized disclosure promptly to Security Branch Chief, Security and Emergency Management

Division, Office of Mission Assurance (OMA).

Subpart 504.5 - Electronic Commerce in Contracting

504.500 [Reserved].

504.502 Policy.

Use of electronic signatures is encouraged and can be used to sign and route documents in GSA’s IT

systems to contractually obligate funds. The method of authentication used for electronic signatures

shall be consistent with the level (1-4) determined from the e-authentication risk assessment in

accordance with OMB M-04-04, E-authentication Guidance for Federal Agencies, and the respective

technology safeguards applicable to that level or risk from National Institute of Standards and

Technology 800-63, Electronic Authentication Guideline.

504.570 [Reserved].

Subpart 504.6 - Contract Reporting

504.604 Responsibilities.

In accordance with FAR 4.604, the Senior Procurement Executive (SPE) has implemented the

following policies to monitor and ensure the accurate and timely input of data into FPDS. Additional

guidance is available on GSA’s Acquisition Portal at https://insite.gsa.gov/acquisitionportal.

(a) Contract writing systems.
(1) The responsibility of the contracting officer to report awards in FPDS per FAR 4.604 may be

accomplished by a contract writing system that reports the contract action directly to FPDS.

(2) Contract writing systems capable of reporting directly into FPDS shall be configured to report as

a condition of making an award.

(3) Contract actions reported through contract writing systems shall be routinely examined and

compared to data contained in FPDS to ensure that those actions have been reported accurately to

FPDS.

(b) Quarterly Reviews.

(1) The HCAs are responsible for the following:

(i) Establishing a selection methodology for an appropriate random sample of contract files for

review that is representative of their Service's contract actions. The sample does not need to be

statistically significant.

(ii) Verifying and validating the accuracy of contract action reports (CARs) entered into FPDS

through the reviews.

(iii) Submitting a certification of the accuracy of the CAR data to the Chief Acquisition Officer

(CAO). Certifications are due no later than 30 business days after the end of the quarter.

(2) Any data discrepancies identified in the contract file during the verification and validation

process shall be corrected.

(3) File selection and review may begin immediately after the end of each quarter using the

selection methodology determined by the HCA in paragraph (b)(1)(i) of this section.

(c) Annual Reviews.

(1) In accordance with FAR 4.604(c), the CAO shall annually sample the GSA FPDS records and

provide a list of transactions to each HCA for verification, validation, and certification.

(2) The verification and validation shall be conducted by an organization or person that did not

award the contracts being reviewed. HCAs may institute any appropriate process that complies with

this requirement.

(3) The process to verify and validate shall include comparisons of contract file data to FPDS data

entries and comparisons of FPDS data to contract writing system data to determine completeness

and accuracy, if applicable.

(4) HCAs shall provide certifications of the accuracy and validity of their FPDS data to the CAO

based on the list of transactions provided to HCAs under paragraph (c)(1) of this section.

(5) Certifications to the CAO shall include a description of the means used to verify the accuracy

and completeness of the data and a statement that all discrepancies found have been corrected.
504.605 Procedures.

(a) Uniform procurement instrument identification. This subpart:

(1) Prescribes procedures for identifying contracts, orders, and other procurement instruments

regardless of dollar threshold.

(2) Applies to all contracting activities, except real property leasing.

(b) Transition of procurement instrument identifier (PIID) numbering.

(c) Policy.

(1) Contracting officers shall use the uniform PIID numbering requirements for procurement

instruments reported to FPDS.

(2) Complete the contract number block provided on the applicable forms. If a space is not reserved

for the prescribed number, place the number in the upper right-hand corner of the form.

(3) Each contracting office must maintain records to ensure continuity and control of PIID

numbering.

(d) Activity Address Codes (AACs).

(1) AACs are made up of the following:

(i) The first two characters of the AAC must be “47” to identify GSA.

(ii) The third character must be the service/office code identified as follows:

Service/Office Code Letter Designation

Office of the Administrator A

Office of the Chief Financial Officer B

Office of Human Resources Management C

Office of Mission Assurance D

Office of Small Business Utilization E

Office of GSA IT F

Civilian Board of Contract Appeals G
Service/Office Code Letter Designation

Office of Administrative Services H

Office of Inspector General J

Office of General Counsel L

Office of Governmentwide Policy M

Public Buildings Service P

Federal Acquisition Service Q

Congressional & Intergovernmental Affairs S

Office of Communications and Marketing Z

(iii) The remaining characters are determined by each service organization, and can be found on

GSA’s Acquisition Portal at https://insite.gsa.gov/acquisitionportal.

(2) Central Service Point (CSP) individuals are responsible for establishing and updating AAC

assignments in the Department of Defense Activity Address Directory (DoDAAD). Additional

guidance on AAC assignments and updates can be found on GSA’s Acquisition Portal at

https://insite.gsa.gov/acquisitionportal.

504.605-70 Federal Procurement Data System Public–Access to Data.

(a) The FPDS database. The General Services Administration awarded a contract for creation and

operation of the Federal procurement Data System (FPDS) database. That database includes

information reported by departments and agencies as required by FAR subpart 4.6. One of the

primary purposes of the FPDS database is to provide information on Government procurement to the

public.

(b) Fee for direct hook-up. To the extent that a member of the public requests establishment of realtime integration of reporting services to run reports from another application, a one-time charge of

$2,500 for the original integration must be paid by the requestor. This one-time charge covers the

setup and certification required for an integrator to access the FPDS database and for technical

assistance to help integrators use the web services. The fee will be paid to the FPDS contractor and

credited to invoices submitted to GSA by the FPDS contractor.

504.606 Reporting Data.
(a) Reporting requirements. Detailed specification of FPDS data reporting requirements is

contained in the FPDS-NG FAQs document available at https://www.fpds.gov/. Reporting offices are

encouraged to use automated information systems for FPDS data reporting, provided that the

systems contain all required FPDS data elements via the machine-to-machine process and the

automated acquisition system has received the proper certification from the FPDS system manager.

(b) The GSA FPDS Sustainability Coding Guidelines found on GSA's Acquisition Portal at

https://insite.gsa.gov/acquisitionportal must be followed when selecting codes for the following

sustainability data elements:

(1) Recovered Materials/Sustainability.

(2) Use of EPA Designated Products.

(c) FPDS reporting for acquisitions supporting customer agencies.

(1) GSA-funded acquisitions. There are instances where GSA conducts an acquisition in support of a

customer agency but also provides the predominance of funding for the contract award. In these

instances, GSA’s Activity Address Codes (AACs) must be used for the contracting agency codes (e.g.

Contracting Office ID) and funding agency codes (e.g. Funding Office ID) in FPDS. Examples of GSA

funded acquisitions may include those made in support of—

(i) Requisitions. These transactions are transfers of property conducted in accordance with the

Federal Property Management Regulation (FPMR) (41 CFR 101-26). Examples of programs that

facilitate requisitions from customer agencies include GSA stock supply programs and GSA motor

vehicle purchasing. Customer agencies submit requisitions (sometimes referred to as “orders”) to

GSA for items under these programs in accordance with the FPMR. GSA then acquires these items

from suppliers through contracts or orders in accordance with the FAR and GSAM.

(ii) Shared Services. Under this model, common administrative services-those activities that are

common across all agencies-are conducted by an agency (e.g. shared service provider) with

expertise in a particular area to reduce duplication and redundancy. In turn, the customer agency

reimburses the shared service provider for its costs. Often, shared service providers must conduct

acquisitions in order to provide services to other agencies. Accordingly, only the contract/order

awarded by the shared service provider to a contractor is reported in FPDS.

(2) Customer-funded acquisitions. There are instances where GSA conducts an acquisition in

support of a customer agency but the customer agency provides the predominance of funding for the

contract action. In these instances, GSA’s AACs must be used for the contracting agency codes (e.g.

Contracting Office ID) but the customer agency's AACs must be used for funding agency codes (e.g.

Funding Office ID) in FPDS. Examples of customer-funded acquisitions may include—

(i) Reimbursable Work Authorizations (RWAs). An RWA is an interagency agreement between GSA

and a tenant (e.g. federal agency or non-federal source when authorized by statute) whereby GSA

recovers its costs for altering, renovating, repairing, or providing services in GSA-managed space

over and above the basic operations financed through rent paid by the tenant.

(ii) Assisted acquisitions (see definition at FAR 2.101). GSA regularly acts as the servicing agency in

this type of interagency acquisition, where it performs acquisition activities on a customer

(requesting) agency's behalf, such as awarding and administering a contract, while the requesting

agency provides the required funding.
(d) Inherently Governmental Functions. If the procurement is for services, enter the appropriate

indicator in the Inherently Governmental Functions field:

(1) “Closely Associated” means functions that are closely associated with inherently governmental

functions; those contractor duties that could expand to become inherently governmental functions

without sufficient management controls or oversight on the part of the Government. Office of

Federal Procurement Policy (OFPP) Policy Letter 11–01, Performance of Inherently Governmental

and Critical Functions, provides examples of work that is inherently governmental and therefore

must be performed by Federal employees and work that is closely associated with inherently

governmental functions that may be performed by either Federal employees or contractors.

(2) “Critical Functions” means functions that are necessary to the agency being able to effectively

perform and maintain control of its mission and operations. Typically, critical functions are recurring

and long-term in duration.

(3) “Other Functions” means neither “Closely Associated Functions” nor “Critical Functions.”

(4) For services that include performing both “Closely Associated” and “Critical Functions,” select

“Closely Associated, Critical Functions.”

Subpart 504.8 - Government Contract Files

504.800 Scope of subpart.

(a) This subpart prescribes a contract file format standard for all contracts that exceed the micropurchase threshold. This subpart may be applied to purchases at or below the micro-purchase

threshold.

(b) The purpose of this standard is to ensure that the documentation in the file complies with FAR

4.801(b)(1) and FAR 4.802(c) requirements.

504.802 Contract files.

(a) Contract files shall be maintained electronically, unless otherwise determined, in writing, by the

HCA to be prohibitively burdensome.

(b) The contracting officer must place all information and documentation required by FAR 4.802 and

4.803 in the contract file and organize the file in the format as set out in each individual contracting

activity's contract file standard.

(c) Contracting officer responsibilities.

(1) The contracting officer is responsible for the official contract file. Individuals creating

documents relating to the contract must provide those documents to the contracting officer for

inclusion in the file. Other members of the acquisition team may be responsible for the maintenance

and archival of any delegated responsibilities (e.g., contract administration and delegated contract

administration function) according to prescribed contracting activity policies and procedures.
(2) The contracting officer shall-

(i) Place all information and documentation required by the FAR (see FAR subpart 4.8), the GSAM,

and any other policy and procedure in the contract file.

(ii) Include an index or checklist identifying the location of any documentation contained in the

contract file when such identification is not already prescribed by policy. The index or checklist can

be electronic.

(iii) Identify in a clear and logical manner, within the contract file, any documentation maintained in

another location.

(iv) Comply with applicable file and document naming convention/nomenclature requirements.

(3) When responsibility for a contract transfer from one contracting officer to another contracting

officer (e.g., employee departure, transfer of assignments, or redelegation of contract administration

authority (intraoffice or interoffice))-

(i) The successor contracting officer shall review the files being transferred. The purpose of the

review is to identify any issues with the contract file (e.g., missing or incomplete documentation or

information).

(ii) The successor contracting officer shall attempt to resolve any issues identified during their

review of the transferred files. The successor contracting officer should write a memo-to-file that

documents any issues with the contract file that were not able to be resolved as part of the transfer.

(d) Head of contracting activity responsibilities. Head of contracting activities consistent with their

delegated authorities are responsible for-

(1) Developing policies and procedures that discuss, at a minimum, the following:

(i) The different types of files identified in FAR 4.801(c) along with any other files that are to be

established (e.g., unsolicited proposals);

(ii) The location where file documentation is to be stored (e.g., an electronic contract filing system,

another official system of record, or some type of combination thereof). If file documentation must

be stored in different locations, the policy and procedure shall discuss the rationale for the need

(e.g., separation of classified and unclassified documentation) and medium (e.g., paper) to be used;

(iii) The approach used to identify the documents to be retained within a contract file (see FAR

4.803) and any other files established per paragraph (d)(1)(ii) of this section (e.g., use of a checklist

or index that includes the citation of the authority for retaining a document);

(iv) The organization(s) or individual(s) responsible for maintaining file documentation when such

responsibility does not reside with the contracting officer (see 504.802(b));

(v) The filing and document convention/nomenclature to be used;

(vi) The content, access, and other applicable requirements for contracting officer representative

(COR) contract files (see FAR 1.604) and any other files (see paragraph (a) of this section); and

(vii) The internal controls (e.g. quarterly review by the contracting activity) to be used for ensuring

compliance with FAR, GSAM, and other requirements.
(2) Designating a point of contact within its organization for purposes of supporting file audits and

reviews by internal and external organizations (e.g., the Procurement Management Review (PMR)

office). Support may include, but not be limited to:

(i) Providing copies of applicable policies and procedures;

(ii) Assisting in resolving issues (e.g., locating a contract file) and questions;

(iii) Providing access to files and systems; and

(iv) Notifying the contracting officer of the status of the review or audit.

504.803 Contents of contract files.

In addition to the examples of contract file documents described in FAR 4.802 and listed in FAR

4.803, the contract file shall include, if applicable, the following:

(a) GSA Form 2689 (see 519.502-70 for applicability), and

(b) Checklist documenting review of the small business subcontracting plan (see 519.705-4 for

applicability).

(c) Documents required by individual contracting activity in accordance with such activity's internal

policies and procedures.

504.804 Closeout of contract files.

504.804-5 Procedures for closing out contract files.

(a) Contracting Officer Responsibilities Upon Evidence of Physical Completion. Upon receipt of

evidence of physical completion of a contract, the contracting officer must, within 14 calendar days,

ensure input of the status of “physically complete” (or similar) into any contract administration

and/or financial systems applicable to the contract.

(b) Contracting Officer Responsibilities To Reconcile Financial Balances of Physically Completed

Contracts.

(1) Upon receipt of evidence of physical completion of a contract (including those contracts using

simplified acquisition procedures), the contracting officer must, within 14 calendar days, determine

if any outstanding financial balance exists. The contracting officer may request, as needed,

information from the Office of the Chief Financial Officer (OCFO).

(2) The contracting officer must reconcile any outstanding balances (e.g., through discussing final

billings with contractors, descoping, deobligating funds, cancelling the contract in whole or in part,

or terminating the contract in whole or in part, as applicable). The contracting officer must then take

the necessary corrective actions to resolve such financial balances, in coordination with OCFO as

needed.

(3) Contracting officers must notify OCFO within 30 days of receipt of evidence of physical
completion, of all known or anticipated excess financial balances remaining that meet or exceed

$100,000, that have not previously been communicated to OCFO through other means such as

regular OCFO data calls. Excess financial balances are any known or anticipated financial balances

after receipt and payment of the final invoice or billing from the contractor (e.g., the amount

expected remaining to be deobligated or descoped by the contracting officer).

504.805 Storage, handling, and disposal of contract files.

The contracting officer’s accountability for contract files ends when the following three conditions

exist:

(a) The files’ retention period expires.

(b) The contracting officer receives the notice of disposal from the National Archives and Records

Administration.

(c) The records liaison officer whose organization has functional responsibility for the files approves

disposal.

Subpart 504.9 - Taxpayer Identification Number Information

504.902 General.

(a) Debt collection. The Debt Collection Improvement Act of 1996 requires each contractor doing

business with GSA to furnish its Tax Identification Number (TIN). The Government is required to

include with each certified voucher prepared and submitted to a disbursing official, the TIN of the

contractor receiving payment under the voucher. The TIN may be used by the Office of Financial

Policy and Operations to collect and report on any delinquent amounts arising out of the contractor's

relationship with the Government.

(b) Information reporting to the IRS. The TIN is also required for Office of Financial Policy and

Operations reporting of certain contract information (see FAR 4.903) and payment information (see

GSAM 504.904) to the IRS.

504.904 Reporting contract information to the IRS.

(a) The Office of Financial Policy and Operations reports to IRS on payments made to certain

contractors for services performed and to lessors for providing space in buildings. This is required

by 26 U.S.C. 6041 and 6041A and implemented in 26 CFR. To assist the Office of Financial Policy

and Operations in reporting to the IRS, contracting officers must indicate on obligating documents

sent to Finance (e.g., purchase, delivery, or task orders; contracts; or certified invoices) the

contractor's organizational structure (e.g., corporation, or partnership) and taxpayer identification

number (TIN).
Subpart 504.11 - System for Award Management

504.1103 Procedures.

In addition to the requirements found in FAR 4.1103, prior to awarding a contractual instrument the

contracting officer must-

(a) Verify that the prospective contractor’s legal business name, Doing-Business-As (DBA) name (if

any), physical street address, and unique entity identifier, as found in the System for Award

Management (SAM), match the information that will be included in the contract, order, or

agreement resulting from the vendor's quote or proposal. Correct any mismatches by having the

vendor amend the information in the SAM and/or the quote or proposal. 

(b) Ensure that the contractor’s address code exists in Pegasys and that it is SAM enabled with the

contractor’s unique entity identifier. This can be done by searching Pegasys records using the

contractor’s Taxpayer Identification Number (TIN). If no code exists, request that a new address

code be established by the Finance Center for SAM compliance.

(c) Ensure that the contractor’s identifying information is correctly placed on the contractual

instrument, using special care to ensure that the legal name and “remit to” name match exactly.

(Note: Lockbox names or numbers should not be used to replace the contractor’s name in the

remittance block on the contractual instrument.)

(d) Unless one of the exceptions to registration in SAM applies (see FAR 4.1102(a)), the contracting

officer must not award a contract to a prospective contractor who is not registered in SAM. If no

exceptions are applicable, and the needs of the requiring activity allows for a delay in award, see

FAR 4.1103(b)(1).

Subpart 504.13 - Personal Identity Verification of Contractor

Personnel

504.1301 Policy.

Contracting officers must follow the procedures contained in CIO P2181.1 - GSA HSPD-12 Personal

Identity Verification and Credentialing Handbook, which may be obtained from the CIO Office of

Enterprise Solutions, to ensure compliance with Homeland Security Presidential Directive-12

(HSPD-12) “Policy for a Common Identification Standard for Federal Employees and Contractors,”

Office of Management and Budget Memorandum M-05-24, and Department of Commerce FIPS PUB

201.

504.1303 Contract clause.

Insert the clause at 552.204-9, Personal Identity Verification Requirements, in solicitations and

contracts when it is determined that contractor employees will require access to federally controlled

facilities or information systems to perform contract requirements.
504.1370 GSA Credentials and Access Management Procedures.

(a) General.

The CIO P 2181.1 - GSA HSPD-12 Personal Identity Verification (PIV) and Credentialing Handbook

includes guidance for–

(1)Managing contract employee credentials;

(2) Ensuring contract employee credentials are returned to the GSA Office of Mission Assurance

(OMA) when a contractor employee receives an unfavorable suitability determination, leaves the

contract or when a contract ends; and

(3) Disabling access to information technology when a contractor employee leaves the contract or

when a contract ends.

(b)Delegating Responsibilities.

(1) Contracting officers must manage PIV cards, also referred to as “GSA Access Cards”, provided to

contractor employees. Contracting officers may delegate this authority to a contracting officer’s

representative.

(2) If delegated, the contracting officer must ensure any contracting officer's representative

delegation letter includes language for credentials and access management responsibilities.

(3) The Government contracting official who requests PIV cards on behalf of a contractor employee

is also referred to as a “requesting official” pursuant to CIO P 2181.1.

(4) Standard delegation language can be found on GSA's Acquisition Portal at

https://insite.gsa.gov/acquisitionportal.

(c) Required Verifications. There are multiple types of verifications to ensure only contractor

employees who require PIV cards have them.

(1) Automated verification.

(i) Contractors and authorized Government contracting officials are automatically notified prior to

the end date of the contract period of performance listed in the Office of Mission Assurance (OMA)

system GSA Credentialing and Identity Management System (GCIMS). PIV cards will be

automatically inactivated 30 days after the period of performance.

(ii) If the contractor requires a PIV card beyond 30 days after the contract period of performance,

the authorized Government contracting official must submit a contractor information worksheet

(CIW) (GSA Form 850) to update GCIMS, including appropriate justification.

(iii) When a contractor is made inactive in GCIMS, GCIMS will send an email to contractors and

authorized Government contracting officials notifying everyone that the contractor PIV card needs to

be returned. If the contractor does not comply with the terms of the automated notification, the

authorized Government contracting official shall take the actions listed in paragraph (d).

(iv) The contracting officer shall include documentation in the contract file, as necessary.

(2) Manual verification.
(i) Authorized Government contracting officials are required to conduct a PIV card review annually

or prior to exercising an option (see 517.207 Exercise of options.(c)), whichever comes first, to verify

the contract information in GCIMS is correct (e.g. contract number, contract period of performance,

contractor point of contact).

(ii) Authorized Government contracting officials shall send a letter to contractors to determine the

need for continued access of individual employees and for return of PIV cards, requesting a response

within no more than 15 business days.

(iii) Authorized Government contracting officials are required to submit a contractor information

worksheet (CIW) (GSA Form 850) to update GCIMS, as necessary.

(iv) The contracting officer shall include documentation in the contract file, as necessary.

(d) The authorized Government contracting official shall take the following actions when contractors

do not return PIV cards.

(1) Withhold Final Payment - COs may delay final payment under a contract if the contractor fails to

comply with the PIV card requirements in accordance with paragraph (c) of FAR 52.204-9.

(2) Contractor Performance Assessment Rating System (CPARS) - If the authorized Government

contracting official has been unsuccessful in retrieving PIV cards and other Government Furnished

Equipment (GFE) from the vendor in accordance with FAR 52.245-1 Alternate 1, then the CO shall

document this in CPARS. Assessment may be noted under the “management or business relations”

or “other” section of the CPARS report.

(3) Suspension/Debarment Referral Considerations - For willful non-compliance, the CO shall refer

the contractor to the Suspension and Debarment Official (SDO). The SDO will review the complaint

and decide whether or not action should be taken against the contractor.

(4) Termination Considerations - If the contractor shows a pattern of willful non-compliance

regarding PIV card requirements during the performance of the contract (e.g., annual review of PIV

cards), the CO may terminate the contract.

(e) The CIO P 2181.1 - GSA HSPD-12 Personal Identity Verification and Credentialing Handbook, as

well as additional resources for implementing the credentials and access management requirements,

can be found on the Acquisition Portal at: https://insite.gsa.gov/hspd12inprocurement.

Subpart 504.16 - Unique Procurement Instrument

Identifiers

504.1603 Procedures.

(a) Elements of a PIID. The PIID consists of 13 alphanumeric characters as follows:
Character(s) Content Content Description

Location Example

1-6 Activity Address Code See 504.605 47PA01

7-8 Last Two Digits of Fiscal Year

of Number Assignment 15

9 Instrument Code See 504.1603(b) F

10-13 Serial Number See 504.1603(c) 0001

(b) Procurement Instrument Type Codes. Indicate the type of instrument consistent with the letter

designation provided in FAR 4.1603(a)(3). The letter designations for the identified type of

instruments unique to agency policy are identified as follows:

Instrument Letter Designation

Purchase orders (open market simplified acquisition) - manual M

Request for information N

Standing price quote (SPQ) T

(c) Serial Number Codes.

(1) A separate series of numbers may be used for each basic instrument type (see 504.1603(b)).

(2) For delivery or task orders, each order issued by contracting office must receive a consecutive

serial number. That is, orders are numbered in sequence as issued by the contracting office, but they

are not in sequence under any individual contract.

(3) At the beginning of each fiscal year, the first number assigned is 0001.

(4) Alphanumeric characters are serially assigned after the numeric series is exhausted.

(5) The allowable numeric and alphanumeric sequences, excluding alpha I and O are–

(i) 0001 through 9999;

(ii) A001 through A999, B001 through B999;

(iii) and so on to Z001 through Z999.

(6) Each issuing office is responsible for controlling serial number assignments.
504.1670 Unique identifier for procurements supporting a leasehold interest.

(a) General. Procurements supporting a leasehold interest include: architectural and engineering

(A&E) design and other related activities, project management, construction, space alterations

(irrespective of size or scope), security-related tenant buildout, building-specific security

countermeasures, personal (moveable) property, and overtime utilities.

(b) Procurement Actions. Any procurement supporting a leasehold interest (including those at or

below the micro-purchase threshold), including stand-alone contracts or lease amendments, must

reference the associated lease number (8-character number such as LMA00001) in the system of

record (e.g., EASi, G-REX, RETA, REXUS, Pegasys) in which that action is being processed or

recorded, and on the procurement document. Data must be recorded in a standardized data field, as

appropriate. For systems that do not have the capability to capture the associated lease number, the

lease number may be placed on the procurement document itself alone.

(c) Reimbursable Work Authorizations (RWAs).

(1) RWAs prior to lease award. For any RWA submissions (including at or below the micro-purchase

threshold) where the lease is not yet awarded, the associated lease number (8-character number

such as LMA00001) shall be input into the system of record for the RWA and on the procurement

document, within 3 business days of the lease award date or the creation of a lease number,

whichever is later. Data must be recorded in a standardized data field, as appropriate. For systems

that do not have the capability to capture the associated lease number, the lease number may be

placed on the procurement document itself alone.

(2) RWAs after lease award. For any RWA submissions (including at or below the micro-purchase

threshold) where the lease is already awarded, the associated lease number (8-character number

such as LMA00001) shall be input into the system of record for the RWA and on the procurement

document. Data must be recorded in a standardized data field, as appropriate. For systems that do

not have the capability to capture the associated lease number, the lease number may be placed on

the procurement document itself alone.

Subpart 504.70 - Cyber-Supply Chain Risk Management

504.7000 Scope of subpart.

This subpart prescribes acquisition policies and procedures for mitigating cyber-supply chain risks

of procurements funded by GSA. Procedures in this subpart apply to all GSA-funded contracts and

orders, regardless of the estimated value of the solicitation, contract or order, including purchases

under the micro-purchase threshold and purchases using a Government Purchase Card.

504.7001 Definitions.

“Cyber-Supply Chain Event” means any situation or occurrence in or to a network, information

system, or within the supply chain, not purchased on behalf of another agency, that has the potential

to cause undesirable consequences or impacts. Cyber-Supply Chain Events, as they relate to this

subpart, can include:
(a) Occurrence of an IT security incident;

(b) Discovery of a prohibited article or source; and

(c) Identification of supply chain risk information.

“Cyber-Supply Chain Risk Management”, or “C-SCRM”, means management of cyber-related (or,

more generally, technology-related) risks in all phases of the acquisition lifecycle and at all levels of

the supply chain, regardless of the product(s) or service(s) procured.

“Cyber-Supply Chain Risk Management Policy Advisor” means the identified lead of the Service-level

acquisition management (e.g., the Federal Acquisition Service’s Office of Policy and Compliance

(OPC), the Public Building Service’s Office of Acquisition Management (OAM), the Office of

Administrative Services).

“IT security incident” means an occurrence that:

(a) Actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or

availability of information or an information system;

(b) Constitutes a violation or imminent threat of violation of law, security policies, security

procedures, or acceptable use policies;

(c) Results in lost, stolen, or inappropriately accessed Controlled Unclassified Information (CUI)

(including Personally Identifiable Information (PII)), lost or stolen GSA-owned devices (mobile

phones, laptops, Personal Identity Verification (PIV) cards), and any other incident included in CIOIT-Security-01-02); or

(d) Results in a situation that severely impairs, manipulates, or shuts down the operation of a system

or group of systems (e.g., Building Automation Systems, Heating, Ventilation, Air Conditioning

(HVAC) systems, Physical Access Control Systems (PACS), Advanced Metering Systems, Lighting

Control Systems).

“Prohibited article” means any prohibited product, system, or service that the contractor offers or

provides to the Government that conflicts with the supply chain terms or conditions of the

solicitation or contract (e.g., Federal Acquisition Security Council (FASC) exclusion order, GSA CIO

Order, counterfeit items, or FAR provision or clause, including, without limitation, FAR Clause at

52.204-23, Prohibition on Contracting for Hardware, Software, Products and Services Developed or

Provided by Kaspersky Lab and Other Covered Entities, FAR Provision at 52.204-24, Representation

Regarding Certain Telecommunications and Video Surveillance Services or Equipment, and FAR

Clause at 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment).

“Prohibited source” means any entity with which the Government may not enter into or renew a

contract or from which the Government may not purchase products or services due to conflicts with

the supply chain terms or conditions of the solicitation or contract (e.g., FASC exclusion order, GSA

CIO Order, FAR provision or clause, contract-specific provision or clause).

“Supply chain risk information” is defined at 41 C.F.R. 201-1.101. Failure of an offeror to meet a

solicitation’s requirements, including security requirements, will not by itself constitute supply chain

risk information.

Substantial supply chain risk information” means supply chain risk information that leads to any of
the following:

(a) Removal of a presumptive awardee from pre-award consideration or competition;

(b) Rejection of a proposed subcontractor;

(c) Removal of a subcontractor from a contract; or

(d) Termination of a contract.

504.7002 Policy.

(a)The Federal Information Security Modernization Act of 2014 (Public Law 113-283) and associated

National Institute of Standards and Technology (NIST) guidance requires Federal agencies to

manage supply chain risks for Federal information systems and to ensure the effectiveness of

information security controls and risks.

(b)The SECURE Technology Act (Public Law 115-390), which includes the Federal Acquisition

Supply Chain Security Act of 2018, established the Federal Acquisition Security Council (FASC) to

improve executive branch coordination, supply chain information sharing, and actions to address

supply chain risks and requires GSA to have a lead representative for the agency.

(c) OMB Circular A-130, “Managing Information as a Strategic Resource,” directs agencies to

implement supply chain risk management principles to protect against the insertion of counterfeits,

unauthorized production, tampering, theft, insertion of malicious software, and poor manufacturing

and development practices throughout the system development life cycle.

(d) GSA Information Technology (IT) Security Procedural Guide CIO-IT Security-01-02, “Incident

Response (IR)” (including successor policies), provides additional processes and procedures for

incident response, as outlined by GSA’s Office of the Chief Information Security Officer (OCISO).

(e) GSA Information Technology (IT) Security Procedural Guide CIO-IT Security-21-117, “Office of

the Chief Information Security Officer (OCISO) Cyber Supply Chain Risk Management (C-SCRM)

Program” (including successor policies), establishes a C-SCRM program within GSA’s OCISO and

serves as the Tier 2 plan for GSA.

(f) GSA CIO Order 2100.1, “GSA Information Technology (IT) Security Policy” (including successor

policies), sets forth GSA’s IT security policy and establishes controls required to comply with Federal

laws and regulations.

504.7003 General procedures.

(a) GSA contracting activities may discuss supply chain concerns with the relevant Cyber-Supply

Chain Risk Management Policy Advisor(s) listed on the GSA Acquisition Portal

(http://insite.gsa.gov/cscrm) at any time, including during acquisition planning, requirements

development, and post award. Changes to this list shall be reported to spe.request@gsa.gov.

(b)In addition to the Cyber-Supply Chain Events listed in 504.7005, additional risks may require

notification to GSA’s Office of Mission Assurance (OMA):
(1) Any law enforcement or criminal activity, suspicious packages, or damage to GSA infrastructure

should be reported to the GSA Emergency Operations Center (as specified under GSA Order 2400.2)

at EOC@gsa.gov or 202-219-0338.

(2)Insider threats, including acts of commission or omission by an insider who intentionally or

unintentionally compromises an agency's ability to accomplish its mission (e.g., espionage,

unauthorized disclosure of information, any activity resulting in the loss or degradation of

departmental resources or capabilities) should be reported to the OMA Insider Threat Program at

insider-threat-program@gsa.gov

504.7004 Acquisition Considerations.

(a) Acquisition Planning. For cyber-supply chain risk management acquisition planning

considerations, see 507.105 (f).

(b) Market Research. For cyber-supply chain risk management market research considerations, see

510.002 (c) and (d)

(c) Evaluation. As part of evaluating past performance, review the Contractor Performance

Assessment Reporting System (CPARS) for any reported noncompliance with supply chain

requirements and/or otherwise evaluate similar past performance information in accordance with

the policies and procedures contained in the applicable subpart.

(d) Pre-award. Apparent successful offeror. If the apparent successful offeror responds that it “will”

provide or “does” use covered telecommunications equipment or services in response to the

representation provision at FAR 52.204-24 then, regardless of the offeror’s response to the SAM

representation provision(s) (e.g., FAR 52.204-26, FAR 52.212-3(v)), clarify with the apparent

successful offeror to ensure that it accurately completed the representation(s). After clarifying the

apparent successful offeror accurately completed the representation(s), follow the procedures at

504.7005 (c) and consider the following:

(1) If the contracting officer determines that awarding to the apparent successful offeror will result

in a violation of the prohibition at FAR 52.204-24(b), the contracting officer should determine that

the offeror is not eligible for award and should move to the next offeror in line for award.

(2) If the contracting officer does not identify an eligible offeror, the acquisition team should explore

other acquisition strategies, making a partial award, cancelling the solicitation, changing the

requirement, or finding another approach that does not involve the use of covered

telecommunications equipment or services.

(3) As a last resort, the acquisition team may consider pursuing a waiver for an offeror. The

acquisition team should contact the appropriate Cyber-Supply Chain Risk Management Policy

Advisor (see 504.7003 (a)) for assistance and coordination. Instructions for requesting a waiver are

available on the GSA Acquisition Portal (http://insite.gsa.gov/cscrm).

504.7005 Notification procedures for cyber-supply chain events.

(a) General.

(1) For any potential cyber-supply chain event, including occurrence of an IT security incident,
discovery of a prohibited article or source, or identification of supply chain risk information, the

contracting officer or another acquisition team member must contact the GSA IT Service Desk by

phone at 866-450-5250 or by email at ITServiceDesk@gsa.gov.

(i) Do not include source selection sensitive information in the notification to the GSA IT Service

Desk.

(ii) Do not include other sensitive information (e.g., IP address, access information such as an

account login and password) in the notification to the GSA IT Service Desk. The notification should

state that additional information is sensitive and will be provided in person or via a secured method.

(iii) Determining whether the identified issue or potential issue is applicable under the procedures

for each event type should not delay the acquisition team member from submitting a notification.

When unsure, it is better to notify quickly rather than delay the event notification. The GSA IT

Service Desk can assist in defining the event type once submitted.

(b) Occurrence of an IT security incident.

(1) If an IT security incident occurs, concerning any GSA information system or data (owned or

operated by GSA or by a contractor or other organization on behalf of GSA), regardless of the

estimated value of the contract or order, including purchases under the micro-purchase threshold

and purchases using a Government Purchase Card, the contracting officer or another acquisition

team member must immediately contact the GSA IT Service Desk.

(2) The notification to the GSA IT Service Desk - whether via phone or email - should document as

much information as possible, including:

(i) Description, date and time of the incident;

(ii) Whether any PII or contractor-attributional information is affected; and

(iii) Contract information (contract number, contractor name, name of GSA contracting office), as

applicable.

(3) Do not delay notifying the GSA IT Service Desk even if all the information requested or

considered to be relevant is not available.

(4) Additional guidance is available from the GSA IT Security Procedural Guide CIO-IT

Security-01-02, “Incident Response (IR)”, and GSA IT Security Procedural Guide CIO-IT

Security-21-117, “OCISO Cyber Supply Chain Risk Management (C-SCRM) Program”.

(5) After initial notification, GSA IT may request additional information and will work with the

notifier to resolve the issue.

(c) Discovery of a prohibited article or source .

(1)If a prohibited article or source is discovered within the supply chain of a procurement,

regardless of the estimated value of the solicitation, contract, or order, including purchases under

the micro-purchase threshold and purchases using a Government Purchase Card, the contracting

officer or another acquisition team member must immediately contact the GSA IT Service Desk.

(2)The notification to the GSA IT Service Desk - whether via phone or email - should document as

much information as possible, including:
(i)Contract or solicitation information, including contract or solicitation number, contractor or

offeror name, and name of GSA contracting office;

(ii)Prohibited article or source name; and

(iii)Reason why prohibited article or source is banned on contract.

(iv) A “critical date,” no less than three (3) business days in the future, for when a response from

GSA’s Supply Chain Review Board is requested.

(3) Do not delay notifying the GSA IT Service Desk even if all the information requested or

considered to be relevant is not available.

(4) After initial notification, GSA’s Supply Chain Review Board may request additional information

and will work with the notifier to resolve the issue.

(i) If the SCRM Review Board has not responded by the “critical date” required by

504.7005(c)(2)(iv), the contracting officer may make a determination without the SCRM Review

Board’s input, but should seek input and guidance from the appropriate Cyber-Supply Chain Risk

Management Policy Advisor (see GSAM 504.7003(a)) and review additional guidance available on

the GSA Acquisition Portal (http://insite.gsa.gov/cscrm) prior to making the determination.

(d) Identification of supply chain risk information.

(1)If substantial supply chain risk information is identified, or the contracting officer or another

acquisition team member including the GSA Information Technology Office (GSA IT) (e.g., Chief

Information Officer, Chief Information Security Officer) thinks supply chain risk information should

be voluntarily shared with the FASC, the contracting officer or another acquisition team member

must contact the GSA IT Service Desk. The GSA IT Service Desk will gather relevant information and

share it with the appropriate Cyber-Supply Chain Risk Management Policy Advisor.

(i) Service-level policy may adopt additional procedures to provide acquisition team members with

guidance prior to notifying the GSA IT Service Desk.

(2) After initial notification, the appropriate Cyber-Supply Chain Risk Management Policy Advisor

may request additional information and will work with the notifier to resolve the issue.

(3) The Cyber-Supply Chain Risk Management Policy Advisors will share information with the Office

of Acquisition Policy within OGP.

(4)OGP will share supply chain risk information with relevant GSA offices and personnel, as

appropriate, and with the FASC when:

(i)The FASC requests information associated with a particular source, a covered article, or a covered

procurement (as defined at 41 U.S.C. 4713(k));

(ii) GSA determines that a substantial supply chain risk associated with a source, a covered article,

or a covered procurement exists as described in 41 C.F.R. 201-1.101; or

(iii) GSA identifies supply chain risk management information (including both C-SCRM and non-CSCRM risks) associated with a source, a covered article, or a covered procurement action and deems

such information relevant to share with the FASC.
(e) Cyber-Supply Chain Event Risk Mitigation. The contract administration procedures under FAR

part 49 (e.g., cure notice, termination for cause, past performance review) can be used as needed to

address immediate or future supply chain event concerns. Additional guidance on contract

administration procedures is available on the GSA Acquisition Portal (http://insite.gsa.gov/cscrm).

(f) Past Performance Evaluation. The contracting officer must report any contractor non-compliance

with supply chain requirements within the “Other Areas” portion of any applicable past performance

evaluation form.

Subpart 504.71 - Acquisition Reviews

504.7100 Scope of subpart.

This subpart prescribes policies and procedures concerning acquisition reviews. FAR part 18

acquisitions are exempt from this subpart.

504.7101 Purpose.

The purpose of this subpart is to–

(a) Support FAR parts 7, 10, and 11 to ensure requirements meet the needs of the customer, align

and support the mission, are acquired efficiently and effectively, and comply with Federal and

agency policies and procedures;

(b) Establish a requirement for acquisition reviews for various types of acquisitions and contract

actions; and

(c) Promote early and frequent engagement by the SPE.

504.7102 General.

(a) An acquisition review is a type of internal control as well as a best practice that provides an

opportunity for collaboration and meaningful conversation amongst members of the acquisition team

and stakeholders. Acquisition reviews enable information to be shared early and often during the

acquisition life cycle.

(b) The need for an acquisition review should be commensurate with the risk, complexity, and

criticality of the acquisition or contract action. Criteria supporting the need for an acquisition review

may include the criteria described in 507.103 (b)(2).

(c) An acquisition may require more than one acquisition review. An acquisition review may occur at

any time during the various phases of the acquisition life cycle:

(1) Market research phase;

(2) Acquisition planning phase;
(3) Pre-solicitation phase;

(4) Pre-award phase; and

(5) Post-award phase.

(d) The following are examples of topics that may be a part of an acquisition review:

(1) Requirement details (e.g., description of requirement, period of performance, estimated value);

(2) Market research (e.g., techniques to be used, historical data, commerciality, industry capabilities

and practices, potential sources, existing contract vehicles, expected usage by other agencies);

(3) Acquisition strategy (e.g., degree of competition, small business consideration, contract type,

category management, proposed evaluation factors);

(4) Business and procurement risks (e.g., project scope, funding, life cycle, compliance, alignment to

agency mission, political interest, other external factors or circumstances);

(5) Important policies, procedures, and processes (e.g., IT requirements, customer agency

requirements, class deviations, consolidation and bundling analyses, category management

requirements);

(6) Pre-award milestones (e.g., existing contract expiration date, planned solicitation date,

anticipated date of award);

(7) Debriefings, brief explanations, and other post-award communications;

(8) Contract administration requirements and key activities (e.g., post-award orientation, contractor

performance, government property, option renewal or award term review, disposal requirements);

and

(9) Post-award milestones, deliverables, and other important information.

504.7103 Head of the contracting activity responsibilities.

The head of the contracting activity consistent with their delegated authority shall establish

acquisition policies, procedures and guidance concerning acquisition reviews for their respective

organization(s) in support of this subpart.

(a) These acquisition policies, procedures and guidance shall include, but be not limited to:

(1) Commensurate with the risk, complexity, and criticality of the acquisition or contract action–

(i) Pre-award acquisition reviews (e.g., contract review board, peer reviews); and

(ii) Post-award acquisition reviews.

(2) A process for capturing best practices and innovative approaches to share with the acquisition

workforce.
504.7104 Acquisitions and contract actions requiring SPE review and

approval.

Acquisitions and contract actions requiring SPE review or approval must conduct an acquisition

review, consistent with HCA policy established under 504.7103.

(a) General. The FAR, GSAM, Acquisition Letters, and other policies and procedures identify

acquisitions and contracting actions that require SPE review or approval. The SPE may request

review of any acquisition or contract action, in addition to those where SPE review or approval is

required.

(1)An HCA may notify the SPE according to paragraph (b) of this section of acquisitions or contract

actions that otherwise do not require SPE review or approval. A reason may be to seek assistance,

advice, or guidance from the SPE about a potential or planned acquisition, a contract action, or an

award.

(b) Notification. The SPE shall be notified of acquisitions and contract actions requiring SPE review

or approval as early in the acquisition life cycle as possible. Notification shall be sent to

spe.request@gsa.gov and include the following information:

(1)Description of the need for SPE involvement (e.g., SPE approval of a consolidation

determination);

(2)Description of the requirement, including key dates (e.g., anticipated solicitation date, anticipated

award date);

(3)Date(s) of acquisition review(s); and

(4)Any other important information.

(c) Approval. Acquisitions and contract actions requiring SPE review or approval shall be sent to

spe.request@gsa.gov and include the following information;

(1)Description of the requirement, action required, and due date;

(2)The document(s) requiring SPE review or approval;

(3)Evidence of Service-level concurrences;

(4)Evidence of legal concurrence;

(5)Evidence of other applicable concurrences where applicable (e.g., category manager and

OSDBU);

(6)Supporting attachments, if applicable; and

(7)Any other important information.

(d) Participants. Acquisition reviews involving the SPE are to include key members of the acquisition

team as well as the following participants:

(1)SPE or authorized designee;
(2)Head of the contracting activity or authorized designee;

(3)Office of Small and Disadvantaged Business Utilization; and

(4) Office of the Chief Sustainability Officer, Office of Federal High Performance Green Buildings, or

authorized sustainability designee

(5) Other key stakeholders (e.g., GSA Office of Information Technology for GSA-funded technology

acquisitions).