PART 42 – CONTRACT ADMINISTRATION

SUBPART 42.1 – CONTRACT AUDIT SERVICES

42.101 Contract audit responsibilities.

SUBPART 42.2 – CONTRACT ADMINISTRATION SERVICES

42.202 Assignment of contract administration.

SUBPART 42.3 – CONTRACT ADMINISTRATION OFFICE FUNCTIONS

42.302 Contract administration functions.

SUBPART 42.11 – PRODUCTION SURVEILLANCE AND REPORTING

42.1101 General.

42.1104 Surveillance requirements.

SUBPART 42.15 – CONTRACTOR PERFORMANCE INFORMATION

42.1503 Procedures.

SUBPART 42.1 – CONTRACT AUDIT SERVICES

(Revised September 20, 2016 through PROCLTR 2016-10)

42.101 Contract audit responsibilities.

The Contract and Pricing Compliance Division Chief is the designee to oversee contract audit followup in accordance with DoDI 7640.02, Policy for Follow-Up on Contract Audit Reports (

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/764002p.pdf ).

SUBPART 42.2 – CONTRACT ADMINISTRATION SERVICES

(Revised May 15, 2019 through PROCLTR 2019-13)

42.202 Assignment of contract administration.

(a) Delegating functions.

(3) Contracting officers shall manually attach or forward, as applicable, copies of all documentation

incorporated into the contract by reference when providing a copy of the contract to the cognizant
contract administration office.

(S-90) Delegate contract administration to DCMA for contracts and orders that require—

(i) Source inspection/acceptance (I/A) by DCMA (excludes drugs, biologics, and other medical

supplies) when the Food and Drug Administration (FDA) is responsible for quality assurance, and

items procured for the Wildland Fire Protection Program);

(ii) ACO support for cost-type, labor-hour, or time-and-material contracts;

(iii) ACO support for progress payment or performance-based payment financing terms.

(S-91) DLA procuring organizations shall not delegate administration to DCMA when the contract

payment office is designated as SL4701, destination I/A applies, and no DCMA support is required.

(S-92) In addition to the conditions in 42.202(a)(S-90), the following contract requirements may

justify DCMA administration, whether the contract provides for source or destination I/A:

(i) Government property;

(ii) Plant clearance;

(iii) Production surveillance of criticality designator A or B contracts when requesting DCMA

delivery surveillance;

(iv) Classified data (DD Form 254, Contract Security Classification Specification);

(v) First article testing (FAT);

(vi) Foreign military sales (FMS);

(vii) Critical safety items (CSIs);

(viii) Higher-level contract quality requirements;

(ix) Economic price adjustments, unless administered by MOCAS and paid by DFAS;

(x) DCRL treatment code 07;

(xi) High-risk suppliers (e.g., surplus dealers, kitters);

(xii) High-risk items (e.g., those with PQDRs);

(xiii) Contracts administered by MOCAS and paid by DFAS;

(xiv) Hazardous Material;

(xv) Arms, Ammunition, or Explosives; and

(xvi) Safety of Flight.

(S-93) When DLA retains contract administration and the contract includes a duty free clause,

contracting officers shall use the DCMA eTool. Contracting officers shall request registration

through the DCMA External Web Access Management (EWAM) Application (

https://eadf.dcma.mil/ewam2/registration/setup.do ).
(S-94) DLA may retain administration of a basic LTC but require DCMA administration of specific

orders on a case-by-case basis. In those instances when some LTC delivery orders require DCMA

administration and some require DLA administration, the contracting officer shall identify DLA as

the administration office and state which items require DCMA administration. The contracting

officer shall notify DCMA by email when the LTC identifies certain orders for DCMA administration.

To ensure acceptance of subsequent delivery orders, DCMA will retrieve the basic contract from

EDA for input into MOCAS. If all orders on an LTC require DCMA administration, the contracting

officer shall identify the cognizant contract administration office in the contract.

SUBPART 42.3 – CONTRACT ADMINISTRATION OFFICE

FUNCTIONS

(Revised March 30, 2022 through PROCLTR 2022-06)

42.302 Contract administration functions.

(a) The contracting officer shall follow the approved contract management plan (CMP) (reference

7.105 Contents of written acquisition plans.(b)(19)).

(13)(B)(1) Contracting officers shall designate the payment office as DoD Activity Address Code

(DoDAAC) SL4701 for Enterprise Business System (EBS) contracts, except for contracts with

progress or performance based payments and cost type contracts, which shall be paid by MOCAS

payment offices ( Contract Management Team Search (

https://pubmini.dcma.mil/CMT_View/CMT_View_Search.cfm )), or for contracts with the Canadian

Commercial Corporation when DCMA will perform contract administration: use payment office

HQ0337. DLR contracting officers shall use the applicable MOCASpayment code for the payment

office specified in the Federal Directory of Contract Administration Services Components.

(S-90) Post award administrators shall complete all PARs within an average of 30 days from the date

of submission. This policy applies only to MSC hardware items and the PAR reason codes listed

below and in DLAI 5025.18, Enterprise Status Post-Award Request (PAR) Instruction (

https://issuances.dla.mil/Published_Issuances/Enterprise%20Status%20Post%20Award%20Request%

20(PAR).pdf ) for both internal requests and requests from suppliers. This policy supersedes the PAR

processing times in Enclosure 2, paragraph 5.(a)(1) of DLAI 5025.18.

PAR Reason Code PAR Reason

ST06 Delinquency

ST07 Delivery Acceleration

ST08 Request for Delivery Status

ST09 Estimated Ship Date Change
ST11 Other Status Request

ST12 CRM Ticket

ST14 21N Expedite

ST15 Nuclear Enterprise

ST17 CPS Expedite

ST18 CPS Delinquency

ST20 Monthly Briefing and Readiness Updates

ST21 Super KID

VR01 Delivery Date Change

VR02 Duty Free Entry Request

VR03 Free Issues

VR04 Price Change and Mistakes-in-Bid

VR05 Request for Price Change in Accordance with Economic Price

VR06 Variation in Quantity Change

VR07 Quantity Change

VR08 Vendor Requested Cancellation

VR09 Modification

VR10 Wage Determination

VR11 Other Vendor Request

VR12 Payment Issues
VR13 Tooling Request

VR14 COVID-19

VR15 Request for Variance (from NIIN Technical Data)

VR16 First Article (Govt or Contractor)

VR17 Production Lot Test Inquiry

SUBPART 42.11 – PRODUCTION SURVEILLANCE AND

REPORTING

(Revised September 20, 2016 through PROCLTR 2016-10)

42.1101 General.

When the contracting officer retains administration functions, the contracting officer shall monitor

contractor performance to ensure compliance with terms and conditions of the contract action.

When it is determined that a need date may require a shorter delivery, the material planner or the

customer account specialist will follow the policies and processes for expediting delivery in CrossProcess Policy Memorandum CP-12-001, Sales Order Expedite and Customer Inquiry Policy, dated

December 11, 2012 (available on eWorkplace, Logistics Operations (J3), Shared Documents, J3

Policies and Procedures, Cross Process). The contracting officer shall negotiate revised delivery with

the contractor.

Prior to taking action for contract action non-compliance, the contracting officer shall coordinate

with the material planner, customer account specialist, or product specialist. Coordination with the

Office of Counsel is required prior to taking cancellation or termination action.

42.1104 Surveillance requirements.

(a)(iii)(D) DCMA uses the Delivery Schedule Manager (DSM) eTool to communicate potential and

existing delinquencies, respond to an acceleration request, or recommend delivery extension on a

contract. To access this tool and respond to any communications from DCMA and review system

generated reports, contracting officers shall be registered in DCMA's External Web Access

Management (EWAM) application. Registration can be requested through the DCMA External Web

Access Management (EWAM) Application ( https://eadf.dcma.mil/ewam2/registration/setup.do ).

SUBPART 42.15 – CONTRACTOR PERFORMANCE
INFORMATION

(Revised September 20, 2016 through PROCLTR 2016-10

42.1503 Procedures.

(a)(1) Contracting officers are responsible for coordination with the technical office, quality

assurance, DCMA counterparts, and other end users of the product or service, as necessary, to

complete their assessment and input past performance information into CPARS. The DLA Acquisition

Procurement Process and Systems Division will track compliance on a monthly basis and report to

the DLA Acquisition Director.

(h)(3) The DLA Acquisition Procurement Process and Systems Division is the CPARS focal point.

Each procuring organization shall designate a FAPIIS point of contact (POC) to input information

provided by the contracting officer into FAPIIS. FAPIIS POCs shall notify the contracting officer

when the record has been submitted. The contracting officer shall document the contract file to

show that the action was reported to FAPIIS. The procuring organization FAPIIS POC shall report

contract terminations to the DLA Acquisition Procurement Process and System Division FAPIIS POC

via email to FAPIISInbox@dla.mil and include the contract number, date and type of termination,

any change, and when data was reported to FAPIIS.