Source: https://www.cao.gov/dfars/part-204-administrative-matters
Timestamp: 2020-01-22 23:52:50
Document Index: 611945268

Matched Legal Cases: ['art 204', 'art 204', 'art. 204', 'art. 204', 'art 4', 'ART 204', 'ART 204', 'art 12', 'art 12', 'art 12', 'ART 204', 'art 12']

Part 204 Administrative Matters | Acquisition.GOV
HomePart 204 Administrative Matters
204.402 General. 204.403 Responsibilities of contracting officers. 204.404 Contract clause. 204.404-70 Additional contract clauses. 204.470 U.S.-International Atomic Energy Agency Additional Protocol. 204.470-1 General. 204.470-2 National security exclusion. 204.470-3 Contract clause.
204.602 General. 204.604 Responsibilities. 204.606 Reporting data.
204.802 Contract files. 204.804 Closeout of contract files. 204.805 Disposal of contract files.
204.1601 Policy. 204.1603 Procedures. 204.1670 Cross reference to Federal Procurement Data System. 204.1671 Order of application for modifications.
204.7100 Scope. 204.7101 Definitions. 204.7102 Policy. 204.7103 Contract line items. 204.7103-1 Criteria for establishing. 204.7103-2 Numbering procedures. 204.7104 Contract subline items. 204.7104-1 Criteria for establishing. 204.7104-2 Numbering procedures. 204.7105 Contract exhibits and attachments. 204.7106 Contract modifications. 204.7107 Contract accounting classification reference number (ACRN) and agency accounting identifier (AAI). 204.7108 Payment instructions. 204.7109 Contract clause.
204.7200 Scope of subpart. 204.7201 Definition. 204.7202 Policy. 204.7203 Contract clause.
204.7300 Scope. 204.7301 Definitions. 204.7302 Policy. 204.7303 Procedures. 204.7304 Solicitation provision and contract clauses.
204.7400 Scope of subpart. 204.7401 Definitions. 204.7402 Policy. 204.7403 Solicitation provision and contract clauses.
Follow the procedures at PGI 204.101 (DFARS/PGI view)for signature of contract documents.
204.201 Procedures
204.270-1 Policy
204.270-2 Procedures. 204.201 Procedures.
Follow the procedures at PGI 204.201 (DFARS/PGI view) for the distribution of contracts and modifications.
(a) The Electronic Data Access (EDA) system, an online repository for contractual instruments and supporting documents, is DoD’s primary tool for electronic distribution of contract documents and contract data. Contract attachments shall be uploaded to EDA, except for contract attachments that are classified, are too sensitive for widespread distribution (e.g., personally identifiable information and Privacy Act and Health Insurance Portability and Accountability Act, or cannot be practicably converted to electronic format (e.g., samples, drawings, and models). Section J (or similar location when the Uniform Contract Format is not used) shall include the annotation “provided under separate cover” for any attachment not uploaded to EDA.
(b) The procedures at PGI 204.270-2(b) (DFARS/PGI view) provide details on how to record the results of data verification in EDA. When these procedures are followed, contract documents and data in EDA are an accurate representation of the contract and therefore may be used for audit purposes.
(c) The procedures at PGI 204.270-2(c) (DFARS/PGI view) provide details on the creation and processing of contract deficiency reports, which are used to correct problems with contracts distributed in EDA.
DoD employees or members of the Armed Forces who are assigned to or visiting a contractor facility and are engaged in oversight of an acquisition program will retain control of their work products, both classified and unclassified (see PGI 204.402 (DFARS/PGI view)).
(1) Contracting officers shall ensure that solicitations comply with PGI 204.403(1) (DFARS/PGI view).
(2) For additional guidance on determining a project to be fundamental research in accordance with 252.204-7000(a)(3), see PGI 204.403(2) (DFARS/PGI view).
Under the U.S.-International Atomic Energy Agency Additional Protocol (U.S.-IAEA AP), the United Statesis required to declare a wide range of public and private nuclear-related activities to the IAEA and potentially provide access to IAEA inspectors for verification purposes.
Use the clause at 252.204-7010, Requirement for Contractor to Notify DoD if the Contractor’s Activities are Subject to Reporting Under the U.S.-International Atomic Energy Agency Additional Protocol, in solicitations and contracts for research and development or major defense acquisition programs involving—
See PGI 204.602 (DFARS/PGI view) for additional information on the Federal Procurement Data System (FPDS) and procedures for resolving technical or policy issues relating to FPDS.
In addition to FAR 4.606, follow the procedures at PGI 204.606 (DFARS/PGI view)for reporting data to FPDS.
(1) Except as provided in paragraph (3) of this section, contracting officers shall close out contracts in accordance with the procedures at PGI 204.804 (DFARS/PGI view). The closeout date for file purposes shall be determined and documented by the procuring contracting officer.
(2) The head of the contracting activity shall assign the highest priority to close out of contracts awarded for performance in a contingency area. Heads of contracting activities shall monitor and assess on a regular basis the progress of contingency contract closeout activities and take appropriate steps if a backlog occurs. For guidance on the planning and execution of closing out such contracts, see PGI 207.105(b)(20)(C)(8) (DFARS/PGI view) and PGI 225.373(e) (DFARS/PGI view).
(3)(i) In accordance with section 836 of the National Defense Authorization Act for Fiscal Year 2017 (Pub. L. 114-328) and section 824 of the National Defense Authorization Act for Fiscal Year 2018 (Pub. L. 115-91), contracting officers may close out contracts or groups of contracts through issuance of one or more modifications to such contracts without completing a reconciliation audit or other corrective action in accordance with FAR 4.804-5(a)(3) through (15), as appropriate, if each contract—In accordance with section 836 of the National Defense Authorization Act for Fiscal Year 2017 (Pub. L. 114-328) and section 824 of the National Defense Authorization Act for Fiscal Year 2018 (Pub. L. 115-91), contracting officers may close out contracts or groups of contracts through issuance of one or more modifications to such contracts without completing a reconciliation audit or other corrective action in accordance with FAR 4.804-5(a)(3) through (15), as appropriate, if each contract—
(iv) USD(A&S) is authorized to waive any provision of acquisition law or regulation in order to carry out the closeout procedures authorized in paragraph (3)(i) of this section (see procedures at PGI 204.804(3)(iv)) (DFARS/PGI view).
(3) Hold completed contract files in the office responsible for maintaining them for a period of 12 months after completion. After the initial 12 month period, send the records to the local records holding or staging area until they are eligible for destruction. If no space is available locally, transfer the files to the GeneralServicesAdministrationFederalRecordsCenter that services the area.
(5) Retain pricing review files, containing documents related to reviews of the contractor's price proposals, subject to certified cost or pricing data (see FAR 15.403-4) , for six years. If it is impossible to determine the final payment date in order to measure the six-year period, retain the files for nine years.
See PGI 204.1103 (DFARS/PGI view) for helpful information on navigation and data entry in the System for Award Management (SAM) database.
(1) On contract award documents, use the contractor’s legal or “doing business as” name and physical address information as recorded in the SAM database at the time of award.
(i) The contractor’s record is active in the SAM database; and
(ii) The contractor’s Data Universal Numbering System (DUNS) number, Commercial and Government Entity (CAGE) code, name, and physical address are accurately reflected in the contract document.
(3) At any time, if the DUNS number, CAGE code, contractor name, or physical address on a contract no longer matches the information on the contractor’s record in the SAM database, the contracting officer shall process a novation or change-of-name agreement, or an address change, as appropriate.
(4) See PGI 204.1103 (DFARS/PGI view) for additional requirements relating to use of information in the SAM database.
When using the provision at FAR 52.204-8, Annual Representations and Certifications—
(ii) 252.209-7003, Reserve Officer Training Corps and Military Recruiting on Campus—Representation.
(iii) 252.216-7008, Economic Price Adjustment–Wage Rates or Material Prices Controlled by a Foreign Government—Representation.
(iv) 252.225-7000, Buy American—Balance of Payments Program Certificate
(xi) 252.229-7012, Tax Exemptions ( Italy)—Representation.
(xii) 252.229-7013, Tax Exemptions ( Spain)—Representation.
(b) Transition of PIID numbering. Effective October 1, 2016, all DoD components shall comply with the PIID numbering requirements of FAR subpart 4.16 and this subpart for all new solicitations, contracts, orders, and agreements issued, and any amendments and modifications to those new actions. See also PGI 204.1601(b) (DFARS/PGI view).
(B) Follow the procedures at PGI 204.1601(c) (DFARS/PGI view).
(3) Use T to identify automated requests for quotations by authorized legacy contract writing systems. See PGI 204.1603(a)(3)(A)(3) (DFARS/PGI view) for the list of authorized systems.
(B) Do not use other letters identified in FAR 4.1603(a)(3) as “Reserved for future Federal Governmentwide use” or “Reserved for departmental or agency use” in position 9 of the PIID.
(b) Elements of a supplementary PIID. In addition to the supplementary PIID numbering procedures in FAR 4.1603(b), follow the procedures contained in paragraphs (b)(2)(ii)(1) and (2) of this section. See PGI 204.1603(b) (DFARS/PGI view) for examples of proper supplementary PIID numbering.
Detailed guidance on mapping PIID and supplementary PIID numbers stored in the Electronic Data Access system to data elements reported in the Federal Procurement Data System can be found in PGI 204.1670 (DFARS/PGI view).
Follow the procedures and guidance at PGI 204-1870 concerning Commercial and Government Entity (CAGE) codes and CAGE file maintenance.
“Accounting classification reference number (ACRN)” means any combination of a two position alpha/numeric code used as a method of relating the accounting classification citation to detailed line item information contained in the schedule.
“Attachment” means any documentation, appended to a contract or incorporated by reference, which does not establish a requirement for deliverables.
“Definitized item,” as used in this subpart, means an item for which a firm price has been established in the basic contract or by modification.
“Exhibit” means a document, referred to in a contract, which is attached and establishes requirements for deliverables. The term shall not be used to refer to any other kind of attachment to a contract. The DD Form 1423, Contract Data Requirements List, is always an exhibit, rather than an attachment.
“Nonseverable deliverable,” as used in this subpart, means a deliverable item that is a single end product or undertaking, entire in nature, that cannot be feasibly subdivided into discrete elements or phases without losing its identity.
“Undefinitized item,” as used in this subpart, means an item for which a price has not been established in the basic contract or by modification.
Follow the procedures at PGI 204.7103 (DFARS/PGI view) for establishing contract line items.
(3) Separate delivery schedule. Each contract line item or service shall have its own delivery schedule, period of performance, or completion date expressly stated (“as required” constitutes an expressly stated delivery term).
(g) Certain commercial items and initial provisioning spares for weapons systems are requested and subsequently solicited using units of measure such as kit, set, or lot. However, there are times when individual items within that kit, set, or lot are not grouped and delivered in a single shipment. This creates potential contract administration issues with inspection, acceptance, and payment. In such cases, solicitations should be structured to allow offerors to provide information about products that may not have been known to the Government prior to solicitation and propose an alternate line item structure as long as the alternate is consistent with the requirements of 204.71, which provides explicit guidance on the use of contract line items and subline items, and with PGI 204.71 (DFARS/PGI view).
Follow the procedures at PGI 204.7103-2 (DFARS/PGI view) for numbering contract line items.
Follow the procedures at PGI 204.7104-2 (DFARS/PGI view) for numbering contract subline items.
Follow the procedures at PGI 204.7105 (DFARS/PGI view) for use and numbering of contract exhibits and attachments.
Traceability of funds from accounting systems to contract actions is accomplished using ACRNs and AAIs. Follow the procedures at PGI 204.7107 (DFARS/PGI view) for use of ACRNs and AAIs.
Follow the procedures at PGI 204.7108 (DFARS/PGI view)for inclusion of payment instructions in contracts.
(a) Any of the standard payment instructions at PGI 204.7108 (DFARS/PGI view)(d)(1) through (6); or
(b) Other payment instructions, in accordance with PGI 204.7108 (DFARS/PGI view) (d)(12), that require contractor identification of the contract line item(s) on the payment request.
SUBPART 204.72--ANTITERRORISM AWARENESS TRAINING
(Added February 11, 2019)
“Military installation” means a base, camp, post, station, yard, center, or other activity under the jurisdiction of the Secretary of a military department or, in the case of an activity in a foreign country, under the operational control of the Secretary of a military department or the Secretary of Defense (see 10 U.S.C. 2801(c)(4)).
SUBPART 204.73--SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT REPORTING
(a) This subpart applies to contracts and subcontracts requiring contractors and subcontractors to safeguard covered defense information that resides in or transits through covered contractor information systems by applying specified network security requirements. It also requires reporting of cyber incidents.
“Adequate security” means protective measures that are commensurate with the consequences and probability of loss, misuse, or unauthorized access to, or modification of information.
“Contractor attributional/proprietary information” means information that identifies the contractor(s), whether directly or indirectly, by the grouping of information that can be traced back to the contractor(s) (e.g., program description, facility locations), personally identifiable information, as well as trade secrets, commercial or financial information, or other commercially sensitive information that is not customarily shared outside of the company.
“Controlled technical information” means technical information with military or space application that is subject to controls on the access, use, reproduction, modification, performance, display, release, disclosure, or dissemination. Controlled technical information would meet the criteria, if disseminated, for distribution statements B through F using the criteria set forth in DoD Instruction 5230.24, Distribution Statements on Technical Documents. The term does not include information that is lawfully publicly available without restrictions.
“Covered contractor information system” means an unclassified information system that is owned, or operated by or for, a contractor and that processes, stores, or transmits covered defense information.
“Covered defense information” means unclassified controlled technical information or other information (as described in the Controlled Unclassified Information (CUI) Registry at http://www.archives.gov/cui/registry/category-list.html) that requires safeguarding or dissemination controls pursuant to and consistent with law, regulations, and Governmentwide policies, and is—
“Information system” means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information.
“Media” means physical devices or writing surfaces including, but not limited to, magnetic tapes, optical disks, magnetic disks, large-scale integration memory chips, and printouts onto which covered defense information is recorded, stored, or printed within a covered contractor information system.
“Rapidly report” means within 72 hours of discovery of any cyber incident.
“Technical information” means technical data or computer software, as those terms are defined in the clause at DFARS 252.227-7013, Rights in Technical Data-Non Commercial Items, regardless of whether or not the clause is incorporated in this solicitation or contract. Examples of technical information include research and engineering data, engineering drawings, and associated lists, specifications, standards, process sheets, manuals, technical reports, technical orders, catalog-item identifications, data sets, studies and analyses and related information, and computer software executable code and source code.
(2) Contracting officers shall refer to PGI 204.7303-4(c) (DFARS/PGI view) for instructions on contractor submissions of media and malicious software.
(c) Information shared by the contractor may include contractor attributional/proprietary information that is not customarily shared outside of the company, and that the unauthorized use or disclosure of such information could cause substantial competitive harm to the contractor that reported the information. The Government shall protect against the unauthorized use or release of information that includes contractor attributional/proprietary information.
(d) A cyber incident that is reported by a contractor or subcontractor shall not, by itself, be interpreted as evidence that the contractor or subcontractor has failed to provide adequate security on their covered contractor information systems, or has otherwise failed to meet the requirements of the clause at 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting. When a cyber incident is reported, the contracting officer shall consult with the DoD component Chief Information Officer/cyber security office prior to assessing contractor compliance (see PGI 204.7303-3(a)(3) (DFARS/PGI view)). The contracting officer shall consider such cyber incidents in the context of an overall assessment of a contractor’s compliance with the requirements of the clause at 252.204-7012.
(e) Support services contractors directly supporting Government activities related to safeguarding covered defense information and cyber incident reporting (e.g., forensic analysis, damage assessment, or other services that require access to data from another contractor) are subject to restrictions on use and disclosure of reported information.
Follow the procedures relating to safeguarding covered defense information at PGI 204.7303 (DFARS/PGI view).
(a) Use the provision at 252.204-7008, Compliance with Safeguarding Covered Defense Information Controls, in all solicitations, including solicitations using FAR part 12 procedures for the acquisition of commercial items, except for solicitations solely for the acquisition of commercially available off-the-shelf (COTS) items.
(b) Use the clause at 252.204-7009, Limitations on the Use or Disclosure of Third- Party Contractor Reported Cyber Incident Information, in all solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items, for services that include support for the Government’s activities related to safeguarding covered defense information and cyber incident reporting.
(c) Use the clause at 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting, in all solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items, except for solicitations and contracts solely for the acquisition of COTS items.
SUBPART 204.74--DISCLOSURE OF INFORMATION TO LITIGATION SUPPORT CONTRACTORS
204.7403 Solicitation provision and contract clauses.
“Computer software” means computer programs, source code, source code listings, object code listings, design details, algorithms, processes, flow charts, formulae, and related material that would enable the software to be reproduced, recreated, or recompiled. Computer software does not include computer data bases or computer software documentation.
“Litigation information” means any information, including sensitive information, that is furnished to the contractor by or on behalf of the Government, or that is generated or obtained by the contractor in the performance of litigation support under a contract. The term does not include information that is lawfully, publicly available without restriction, including information contained in a publicly available solicitation.
“Litigation support” means administrative, technical, or professional services provided in support of the Government during or in anticipation of litigation.
“Litigation support contractor” means a contractor (including its experts, technical consultants, subcontractors, and suppliers) providing litigation support under a contract that contains the clause at 252.204-7014, Limitations on the Use or Disclosure of Information by Litigation Support Contractors.
“Sensitive information” means controlled unclassified information of a commercial, financial, proprietary, or privileged nature. The term includes technical data and computer software, but does not include information that is lawfully, publicly available without restriction.
“Technical data” means recorded information, regardless of the form or method of the recording, of a scientific or technical nature (including computer software documentation). The term does not include computer software or data incidental to contract administration, such as financial and/or management information.
(a) Any release or disclosure of litigation information that includes sensitive information to a litigation support contractor, and the litigation support contractor’s use and handling of such information, shall comply with the requirements of 10 U.S.C. 129d.
(b) Use the clause at 252.204-7015, Notice of Authorized Disclosure of Information for Litigation Support, in all solicitations and contracts, including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items.