PART 4 –– ADMINISTRATIVE MATTERS

 SUBPART 4.1 –– CONTRACT EXECUTION

 4.101 Contracting officer's signature.

 4.102 Contractor’s signature.

 SUBPART 4.4 — SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

 4.403 Responsibilities of contracting officers.

 SUBPART 4.5 — ELECTRONIC COMMERCE IN CONTRACTING

 4.502 Policy.

 SUBPART 4.6 – CONTRACT REPORTING

 204.604 Responsibilities.

 SUBPART 4.8 –CONTRACT FILES

 204.802 Contract files.

 204.804 Closeout of contract files.

 SUBPART 4.10 — UNIFORM USE OF LINE ITEMS

 4.1005 Data elements for line items and subline items.

 4.1005-1 Required data elements.

 SUBPART 204.71 — UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

 204.7103-2 Numbering procedures.

 204.7105 Contract exhibits and attachments.

SUBPART 4.1 –– CONTRACT EXECUTION

4.101 Contracting officer's signature.

(S-90) Original signatures or electronic signatures which utilize PKI certificates are considered

binding and legal.

(S-91) Automatic telecommunications contract/order modifications that account for usage charges

marked with IDEAS Generated Auto-Modification signature blocks are considered binding and legal.
4.102 Contractor’s signature.

(S-90) All negotiated contract awards, both sole source and competitive, shall include the

contractor’s signature on the award form.

SUBPART 4.4 — SAFEGUARDING CLASSIFIED

INFORMATION WITHIN INDUSTRY

4.403 Responsibilities of contracting officers.

(c)(1) Instructions for filling out DD Forms 254 can be found on the Industrial Security SharePoint

site.

(S-90) Solicitations shall not be released without an approved/signed DD Form 254. The HCO can

waive this requirement.

(S-91) After the source selection recommendation has been made and the contracting officer intends

to process the award documentation, the contracting officer shall provide the PMO with the

successful offeror’s DD Form 254, which includes the contract/order number. The DD254 and

PWS/SOO/SOW will be reviewed by the mission partner Security Manager and sent (for DISA

requirements) to MP6 Industrial Security for review/approval; allow 5 business days. The mission

partner Security Manager will forward the approved DD Form 254 to PSD.

SUBPART 4.5 — ELECTRONIC COMMERCE IN

CONTRACTING

4.502 Policy.

(d) Electronic signatures are created using an individual's PKI certificate or signed scanned

documents. If a document is not PKI enabled, utilize software (AdobePro) to sign the document. The

documents should be scanned into .pdf format to file in EDMS.

SUBPART 4.6 – CONTRACT REPORTING

204.604 Responsibilities.

(S-90) The Contract Action Report (CAR) will be completed and executed at time of award or

modification issuance unless FPDS system issues prevent execution. At no time, should the inability

to execute a CAR prevent a timely award or modification issuance. In these events, the CAR should
be executed as soon as possible within three business days.

(S-91) For telecommunication contracts/orders, an automatic CAR may be used for recurring price

changes associated with usage for contracts/orders in the Integrated Defense Enterprise Acquisition

System (IDEAS). IDEAS will create an automatic CAR to report the obligation in the FPDS-NG

reporting system after the automatic modification is executed. Monthly CARs based on each

modification will be reported to FPDS-NG automatically against the individual contracts/orders.

Each automatic CAR will increase the obligation and the lifecycle cost of the contract/order each

month that usage is recorded.

SUBPART 4.8 –CONTRACT FILES

204.802 Contract files.

(S-90) The contracting officer shall use the contract file checklist applicable to the procurement and

file the completed contract file checklist and any required supporting documents in the Electronic

Document Management System (EDMS) contract file. Contract Specialists using the Procurement

Administrative Lead Time (PALT) Tracking Application (PTA) shall export the contract checklists out

of the PTA and file the checklist into EDMS in accordance with the Standard Operating Procedure

for the PTA. The required checklists for procurements accomplished in accordance with FAR Part

8.4/Federal Supply Schedules and FAR Part 16.5/Indefinite Delivery Contracts, FAR Part

12/Acquisition of Commercial Items, FAR Part 13/Simplified Acquisition Procedures, FAR Part

15/Contracting by Negotiation, IDIQ CSA Orders, and Inquiry/Quote/Order (IQO) Contracts are

incorporated into the PTA. If the Contracting Officer is not using the PTA checklist, the contract file

checklists for the awards and modifications located in DARS PGI 204.802(S-90) shall be used. A new

contract file checklist is required for each new procurement action.

(S-91) When using the Integrated Defense Enterprise Acquisition System (IDEAS), the system is the

checklist and leads the user through the process by issuing various tasks when required. Therefore,

(S-90) is not applicable when using IDEAS.

204.804 Closeout of contract files.

(S-90) Responsibilities

(1) Contract Closeout Team is responsible for the financial portion of the closeout process, (e.g final

payment, modification deobligations, reporting to RMC).

(2) The Procuring/Administrative contracting officer is responsible for all other contract

administration issues (e.g., property, CORs, terminations, data rights).

(S-91) The contract closeout process shall begin upon contract expiration.
SUBPART 4.10 — UNIFORM USE OF LINE ITEMS

4.1005 Data elements for line items and subline items.

4.1005-1 Required data elements.

(a)(5)(i)(B),(C), and (D)

(S-90) When awarding telecommunications contracts for usage or variable charge

telecommunications services (e.g., Other Charges and Credits (OCCs)), in accordance with DFARS

239.74, contracting officers may not use zero or $0.00 in the quantity, unit price, or total (extended)

price. These fields may be left blank for the affected contract line item(s) or subline item(s) until

actual usage of the telecommunications services is known per Class Deviation 2020-E0001 (located

in the DITCO Corporate Library).

SUBPART 204.71 — UNIFORM CONTRACT LINE ITEM

NUMBERING SYSTEM

204.7103-2 Numbering procedures.

(S-90) Contract line items for the base period are to be numbered 000x.

(S-91) Contract line items for the option periods are to be numbered sequentially: 100x for the first

option year line items, 200x for the second option year line items, 300x for the third option year line

items, 400x for the fourth option year line items, etc.

(S-92) Line Item structure shall be accomplished in accordance with this DFARS subpart. In

accordance with Defense Pricing and Contracting (DPC)/ memorandum, Line Item Structure, dated

14 Nov 2014 “line item quantity and unit of measure must match the actual deliveries that are

required of the contractor”. 1 LOT or 1 EA shall not be used if there are multiple items/systems

required to be delivered by the contractor.

Each item/system shall be identified individually on a separate Contract Line Item with the

appropriate quantity and unit of measure for the item/system. For further guidance, see DFARS PGI

204.7103 and 7105.

204.7105 Contract exhibits and attachments.

The contracting officer shall use separate Contract Line Item Numbers (CLIN) for hardware

requirements of less than 10 line items. The contracting officer may use an exhibit (the CLIN must
reference the exhibit) when hardware requirements exceed 10 line items (generally, listed on an

electronic products list). During the fourth quarter of the fiscal year, the HCO may determine to

reduce the 10-CLIN threshold to a number that is reasonably needed for efficiency. The contracting

officer must also adhere to DFARS PGI 204-7105 policy on the use of exhibits.