PART 5304-ADMINISTRATIVE MATTERS
TABLE OF CONTENTS
Paragraph Title Page
SUBPART 5304.1-CONTRACT EXECUTION 4-1
5304.102 Contractor's signature. 4-1
SUBPART 5304.2-CONTRACT DISTRIBUTION 4-1
5304.201 Procedures. 4-1
5304.202 Agency distribution requirements. 4-1
SUBPART 5304.4-SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY 4-2
5304.402-90 Security procedures for Air Force contracts. 4-2
5304.404-90 Contract clause. 4-2
SUBPART 5304.6-CONTRACT REPORTING 4-2
5304.601 Record requirements. 4-2
5304.670-1 Definitions. 4-2
5304.670-3 Contracting office responsibilities. 4-2
5304.670-8 Security classification. 4-3
SUBPART 5304.8-GOVERNMENT CONTRACT FILES 4-3
5304.803 Contents of contract files. 4-3
5304.804-5 Detailed procedures for closing out contract files. 4-3
SUBPART 5304.70-UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS 4-3
5304.7002 Procedures. 4-3
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PART 5304-ADMINISTRATIVE MATTERS
(d) Joint ventures. In addition to the requirements in FAR 4.102, to ensure a single point of contact for resolution of contractual matters and payments, the contracting officer shall obtain a document signed by each participant in the joint venture as follows:
"The parties hereto expressly understand and agree as follows:
a. [Insert name, title, and company] is the principal representative of the joint venture. As such, all communications regarding the administration of the contract and the performance of the work thereunder may be directed to him or her. In the absence of [insert same name, title, and company as above], [insert name, title, and company of alternate] is the alternate principal representative of the joint venture.
b. Direction, approvals, required notices, and all other communications from the Government to the joint venture, including transmittal of payments by the Government, shall be directed to [insert name, title, and company of principal], principal representative of the joint venture."
(a) Work requests to maintenance modification and overhaul contracts are to be included in the types of instruments covered in this section.
(b) The payment office copy of all FMS contracts (including purchase orders) and modifications shall contain or be accompanied by the following notification:
"The contract payment office shall not make any payment against any Foreign Military Sales line item in this contract/modification unless the contract payment office receives expenditure authority from the Security Assistance Accounting Center, Denver, CO 80279."
(a) When shipments will be made on a commercial bill of lading to be converted to a Government bill of lading at destination (see FAR 42.1403 (a)), the contracting officer shall send one copy of the official contractual document (contract, modification, amended shipping instruction (ASI), etc.,) to the transportation officer.
(b) For operational contracting, the contracting officer shall:
(1) Furnish enough copies of the contractual document to the receiving/inspection unit to satisfy receiving/inspection report distribution requirements;
(2) If material is to be inspected at contractor's plant, the contracting officer shall send two copies of the contractual document under a letter of transmittal to the Chief, Quality Assurance Division of the DCMC activity responsible for the contractor's plant; and
(3) When purchase information is not furnished through the USAF Standard Base Supply System, the contracting officer shall send one copy of the contractual document to the appropriate stock control representative.
(a) AFI 31-601, Industrial Security Program Management, implements the industrial security program.
(b) When contract performance will involve classified information, the contracting officer shall ensure that the DD Form 254, Contract Security Classification Specification, includes the complete mailing address of the security police activity (SPA) and the responsible MAJCOM security police. This requirement also includes Air Force Reserve and Air National Guard (ANG) bases.
(c) Promptly after contract award, the contracting officer shall provide a copy of the DD Form 254 to each addressee on the DD Form 254. For contracts to be performed at ANG bases, a copy shall be sent to the Air National Guard Support Center (ANGSC/SE), Andrews AFB, MD 20331-6008; for contracts to be performed overseas, to the Director of Security Policy, HQ USAFE/SPI, or HQ PACAF/SPI, as appropriate; and for contracts to be performed in Korea, to HQ USAFK/ACJ.
The contracting officer shall insert the clauses at 5352.204-9000, Notification of Government Security Activity, and 5352.204-9001, Visitor Group Security Agreements, in classified solicitations and contracts (other than contracts for services on an "on call" basis, such as those with computer maintenance vendors) which require a DD Form 254 for performance on U.S. Government installations and overseas.
(a) AFI 64-105 addresses Contract Reporting and Contract Profit Reporting Systems.
(b) The Defense Information Systems Agency (DISA/WED22), 2721 Sacramento Street, Wright-Patterson AFB, OH 45433-5061, transmits all Air Force DD Forms 350, DD Forms 1057, and DD Forms 1547 to the Defense Contract Action Data System (DCADS) according to AFI 64-105.
(c)(3) The Air Force Departmental Data Collection Points are:
For submission of forms: Defense Information Systems Agency (DISA/WED22), 2721 Sacramento Street, Wright-Patterson AFB, OH 45433-5061. For questions concerning policies or procedures: SAF/AQCI.
(a)(1) Prepare DD Forms 350 using automated systems, if available. Operational activities use the Base Contracting Automated System (BCAS), AFMC activities use the Acquisition Management Information System (AMIS) or Automated Contract Preparation System (ACPS).
(2) Submit DD Forms 350 to the Departmental Data Collection Point as follows so that all forms prepared during the month, including corrections, are submitted no later than the tenth day of the month following the report month:
(i) Activities using BCAS transmit DD Forms 350 data over AUTODIN as directed by SAF/AQC;
(ii) AFMC activities transmit DD Forms 350 data according to HQ AFMC procedures; and
(iii) Other activities send legible copies of the form using United States mail.
(3) Transmit canceling or correcting DD Forms 350 according to (a)(2) above.
(b) Prepare and submit DD Forms 1057 according to the procedures in (a)(1) and (a)(2) above.
Contact SAF/AQCP for instructions on how to report data on classified contracts.
(a) Contracting office contract file. AF Form 3019, Contract File Content Checklist; AF Form 3020, Contract Memorandum of Transmittal; and AF Form 3021, Contract Memorandum of Transmittal (Advertised Procurement), are available for optional use in the contract file. If used, AF Form 3019 is for files of central acquisitions of $25,000 or more unless the checklist on the reverse of the AF Form 3021 is used. AF Forms 3020 or 3021, as appropriate, may be included in the file when review and approval is requested at a level above the contracting officer, unless review is waived by the approval authority. Pending issuance of a revised form, the instructions at the top of AF Form 3020, concerning block 9 of the form, are to be considered deleted. If AF Form 3020 is used, contracting officers should complete block 9 instead of referring to the price negotiation memorandum.
Accomplish the initial funds review within 30 days of contract completion and annotate the contract file to reflect dates of the review, funds status, and resulting actions taken by the ACO. In addition, accomplish a funds review whenever a major closeout milestone has been achieved.
Forward requests for changes to DFARS Appendix G, Activity Address Numbers, through the MAJCOM Director of Contracting to SAF/AQCO.
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