Part 5304 - Administrative Matters       DAFFARS PART 5304 Knowledge Center          **2019 Edition**          *Revised: June 2023*                                       Subpart 5304.1 - CONTRACT EXECUTION                                                         5304.101 Contracting Officer’s Signature                                                            5304.102 Early Effective Date                                                                             Subpart 5304.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY                                                         5304.402-90 General                                                            5304.403 Responsibilities of Contracting Officers                                                            5304.404-90 Additional Contract Clauses                                                                             Subpart 5304.6 - CONTRACT REPORTING                                                         COVID -19 and CARES Act Related Actions                                                            5304.604 (2) Responsibilities                                                                             Subpart 5304.8 - GOVERNMENT CONTRACT FILES                                                         5304.802 (f) Electronic Retention of Contract Files                                                            5304.803 Contents of Contract Files                                                            5304.804 Expedite Contract Closeout.                                                                             Subpart 5304.10 - UNIFORM USE OF LINE ITEMS                                                         5304.1001 Policy                                                                             Subpart 5304.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS                                                         5304.7003-90 Maintaining DoD Activity Address Codes (DoDAAC)                                                                             Subpart 5304.71 - [RESERVED]                                                         5304.7103-1-90 Criteria for Establishing    Subpart 5304.1 - CONTRACT EXECUTION    5304.101 Contracting Officer’s                         Signature                 Contracting officers are required to sign all                                 contract actions (either via wet signature,                                 signature as produced by CON-IT, or digital                                 signature produced with a DoD Public Key                                 Infrastructure certificate using a Common Access                                 Card), ensure contractor signatures are                                 obtained, and maintain signed contractual                                 documents within the official contract file.5304.102 Early Effective Date       1. Approval authority for the use of an early effective date is the chief of the contracting office. After reaching agreement on terms, conditions, price, and if funds are available, the contracting officer may advise a prospective contractor in writing of the Government’s intent to use an effective date before the contract mailing (award/signed) date.          2. Notice to the contractor should state that any costs recognized in a resulting contract should be limited to those allowable, allocable and reasonable; costs that would normally be recognized if incurred after contract award. The Notice to the contractor should state, that if there is no contract, all incurred costs should be at the contractor’s own risk.          3. Approval Authority should provide contractual coverage with a letter contract, or other appropriate undefinitized contractual action, if the Government intends to direct a prospective contractor, to accept benefits of efforts, or make payments before definitive contract mailing date.          4. Approval Authority should obtain legal review for early effective dates established more than 30 days prior to the envisioned contract award date.Subpart 5304.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY    5304.402-90 General       (a) 32 CFR Part 117 and DAFMAN 16-1406V2, *National Industrial Security Program: Industrial Security Procedures for Government Activities*, clarify contracting officer responsibilities and provides guidance for implementing the Department of the Air Force’s National Industrial Security Program.         (b) DAFH 16-1406, *National Interest Determination Handbook*. This instruction clarifies responsibilities and procedures for processing National Interest Determinations (NID).         (c) DAFI 16-701, *Management, Administration and Oversight of Special Access Programs*, establishes responsibilities for the management, administration and oversight of Special Access Programs. This instruction provides additional guidance for processing AF Special Access Program NIDs.         (d) DAFI 10-701, *Operations Security*, establishes responsibilities for contracting officers when there are OPSEC requirements on contract.5304.403  Responsibilities of Contracting Officers       (a) In accordance with the FAR part 4.4, the contracting officer is responsible for reviewing all proposed solicitations to determine whether access to classified information may be required by offerors or by a contractor during contract performance.         (b) Contracting officers                                 will require input and support from program                                 managers, project managers, or other personnel                                 knowledgeable of the contract requirements to                                 perform this responsibility.         (c) The Contracting Officer will, in accordance with 32 CFR Part 117 and DAFMAN 16-1406V2, National Industrial Security Program: Industrial Security Procedures for Government Activities:         i. Verify the vendor’s                                 facility clearance status and safeguarding                                 capability by accessing the National Industrial                                 Security System (NISS), unless otherwise                                 delegated.         ii. Submit a facility                                 clearance sponsorship request to the Defense                                 Counterintelligence and Security Agency (DCSA)                                 using NISS, unless otherwise delegated.         iii. Include the security                                 requirements clause, FAR 52.204-2 and the                                 Department of Defense Contact Security                                 Classification Specification (DD Form 254) if                                 access to classified information is required                                 during the solicitation phase or award phase of                                 a contract.         iv. Ensure the DD Form 254                                 is properly prepared, reviewed, and                                 coordinated.         v. Serve as the approving                                 official for the DD Form 254, unless otherwise                                 delegated.         vi. Ensure the DD Form 254                                 is distributed to:         (1) The contractor as part                                 of the contract.         (2) All DCSA field                                 activities listed in blocks 6c, 7c, 8c, and 10                                 (as applicable).         (3) All host installation                                 Air Force Information Protection Office(s)                                 listed as government performance locations (or                                 Army, Navy, Marine Corps, Coast Guard equivalent                                 where classified performance will occur).         (4) Others in accordance                                 with local DD Form 254 processing                                 procedures.         vii. Within 30 calendar                                 days prior to classified work beginning to all                                 government performance locations:         (1) Ensure the host                                 Installation Commander is aware of the                                 contractor’s presence as a visitor on the                                 installation normally through the installation                                 Information Protection Office when performance                                 is on an Air Force installation at least 30                                 calendar days in advance.         (2) If the certified DD                                 Form 254 cannot be provided to the installation                                 Information Protection Office at least 30                                 calendar days in advance due to contract                                 performance commencing in less than 30 calendar                                 days from date of contract award, then the DD                                 Form 254 is to be provided within 72 hours after                                 contract award.         viii. Upon receipt of                                 notification of a contractor security violation                                 from the DCSA, the contracting officer or                                 designee will ensure the owner of the classified                                 information subject to loss, compromise, or                                 suspected compromise (e.g., Original                                 Classification Authority (OCA) or                                 representative) is further notified.          ix. Upon notification of an                                 adverse facility clearance action (e.g.                                 Invalidation/Intent to Revoke) and/or receipt of                                 a contractor being issued a less than                                 satisfactory security review rating issued by                                 DCSA, coordinate all potential contracting                                 actions with the program office and/or affected                                 government customer(s) personnel to ensure                                 vendor mitigates all reported instances of                                 non-compliance with FAR 52.204-2, as                                 applicable.         (d) National Interest                                 Determination (NID)         i. As of 1 October 2020, in                                 accordance with Public Law 115-232, John S.                                 McCain National Defense Authorization Act for                                 Fiscal Year 2019, Section 842, “Removal of                                 National Interest Determination Requirements for                                 Certain Entities,” August 13, 2018:         (1) NIDs are no longer                                 required for National Technology and Industrial                                 Base foreign ownership entities that require                                 access to proscribed information and under                                 Special Security Agreements to mitigate the                                 foreign ownership, control, or influence.         (2) If necessary, contact                                 the servicing Information Protection Office to                                 verify if a NID is required prior to submitting                                 a NID request.         ii. Upon receiving adequate                                 written justification from the requesting                                 program office or activity, the contracting                                 officer reviews, validates, and processes the                                 NID request and associated written                                 approvals/documentation, in accordance with AFH                                 16-1406, National Interest Determination                                 Handbook         iii. The contracting                                 officer shall maintain a copy of the approved                                 program, project, or contract specific NID                                 package in the contract file.5304.404-90  Additional Contract Clauses       The contracting officer must insert the clause at DAFFARS 5352.204-9000, *Notification of Government Security Activities*, in solicitations and contracts which require a DD Form 254 for performance on U.S. Government installations and overseas. The contracting officer may change the number of days specified in DAFFARS 5352.204-9000(a). If less than thirty days is used, coordinate with the servicing information protection office.Subpart 5304.6 - CONTRACT REPORTING    COVID -19 and CARES Act Related Actions       See Contracting Policy Memos 20-C-03 and 20-C-05.5304.604 (2) Responsibilities       Immediately subsequent, to each contract action, the contracting officer may reference the CAR approval date in the official contract file.Subpart 5304.8 - GOVERNMENT CONTRACT FILES           5304.802 (f) Electronic Retention of Contract Files       Contracting offices using KT Fileshare (KTFS) shall use it as both the working and official file, per FAR 4.802(c)(3). It shall be used to create, modify, store, access, and route documents necessary to manage the acquisition process for review and approval, over the life of the entire acquisition lifecycle, (e.g. requirements development to contract closeout.) Contracting Officers shall ensure that KTFS contains all appropriate contract documents required for the official contract file. If a contract document is maintained within the Procurement Integrated Enterprise Environment (PIEE, https://wawf.eb.mil/ ), within Electronic Document Access (EDA), or the Federal Procurement Data System (FPDS) then that system is the official system of record; contracting officers are not required to duplicate the document in KTFS, unless the contracting office determines an exception applies to ensure ready accessibility to principal users (e.g., clearance reviewers, auditors) per FAR 4.802(c)(2). Examples of such exceptions, which shall be included in KTFS, include Award Documents, and copies of Government-Furnished (GFP) attachments. However, contracting officers should add screenshots of system of record documents (Reps/Certs, SAM/FAPIIS, etc.) that are dynamic/overwritten to reflect status at time of contract action. In addition, KTFS shall not be used to store documents that are not required to be part of the contract file such as CDRL submittals and annual CPARS reports.5304.803  Contents of Contract Files       If contracting offices are not using KTFS and maintain hard copy official contract files, SCOs may use the Air Force contract file content index templates below, or their own specific contract file content checklist or index to maintain contract files:         Operational Services and Construction         Research and Development         Systems and Logistics5304.804 Expedite Contract Closeout.       Contracting officers shall use the clause at DFARS 252.204-7022, Expediting Contract Closeout, in all solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial products and commercial services.Subpart 5304.10 - UNIFORM USE OF LINE ITEMS    5304.1001 Policy       (c) The contracting officer should refer to the Standard Operating Procedure (SOP) for Internal Use Software (IUS) Accountability found in DAFMAN 17-1203             https://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/afman17-1203/afman17-1203.pdf when an IUS is identified by the requiring activity.          Use the letter "K" in the second position of the supplementary PII number for PIOs unless separately identified below: DFARS 204.1603         L -- AFSC/Tinker         M -- AFSC/Hill OL         Q -- AFSC/Robins OL          (c)(3)(iii)(90) Procurements which are completely administered by the purchasing office should use normal modification numbering procedures for amended shipping instructions (ASIs). All other procurements should use the letter "T" in the second position of the supplementary PII number for ASIs unless separately identified below: DFARS 204.1603         U-- AFSC/Tinker         V-- AFSC/Hill OL         Y-- AFSC/Robins OLSubpart 5304.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS    5304.7003-90 Maintaining DoD Activity Address Codes (DoDAAC)       The contracting officer administering the contract must obtain a contractor DoDAAC (see DAFMAN 23-230, *Maintaining Air Force DoD Activity Address Codes (DoDAAC)*) for contracts that furnish Government property or authorize requisition from a Government supply source. The contracting officer administering the contract must provide the DoDAAC to the program management office/requiring activity to facilitate the shipment of government furnished property. The Purpose Code Management module contained within Procurement Integrated Enterprise Environment (PIEE) must be used to:         (a)  Obtain the existing DoDAAC or submit a new DoDAAC request for all contracts awarded;         (b)  Initiate contractor DoDAAC account changes, including extensions of contract completion dates and contract terminations;         (c)  Initiate contractor DoDAAC deletion when the contract is physically complete, unless the DoDAAC covers other active contracts; and,         (d)  Validate contractor DoDAACs in accordance with DAFMAN 23-230, paragraph 4.2.Subpart 5304.71 - [RESERVED]   5304.7103-1-90 Criteria for  Establishing       Exchangeable repair contracts with provisions for modifications require specific CLIN structures when there are multiple output national stock numbers permitted. Whenever a family of part numbers may be input under a specific repair and modification CLIN and the output parts may have different NSNs, then each output NSN should have a separate subCLIN. This will permit assigning a completion date to specific reparable for delivery schedule tracking purposes.