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Defense Federal Acquisition Regulation Supplement

{Part 204}--Administrative Matters

TABLE OF CONTENTS

SUBPART 204.1--CONTRACT EXECUTION

204.101 Contracting officer's signature.

SUBPART 204.2--CONTRACT DISTRIBUTION

204.201 Procedures.

204.202 Agency distribution requirements.

SUBPART 204.4--SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

204.402 General.

204.404 Contract clause.

204.404-70 Additional contract clause.

SUBPART 204.6--CONTRACT REPORTING

204.600 Scope of subpart.

204.601 Record requirements.

204.602 Federal Procurement Data System.

204.602-70 Solicitation provision.

204.670 Defense Contract Action Data System (DCADS).

204.670-1 Definitions.

204.670-2 Reportable contracting actions.

204.670-3 Contracting office responsibilities.

204.670-4 Contract administration office responsibilities.

204.670-5 Departmental data collection point responsibilities.

204.670-6 Types of DD Form 350 reports.

204.670-7 Report formats.

204.670-8 Security classification.

204.670-9 Individual contract reporting of actions $25,000 or less.

SUBPART 204.8--CONTRACT FILES

204.802 Contract files.

204.804 Closeout of contract files.

204.804-1 Closeout by the office administering the contract.

204.804-2 Closeout of the contracting office files if another office

administers the contract.

204.805 Disposal of contract files.

SUBPART 204.9--INFORMATION REPORTING TO THE INTERNAL REVENUE SERVICE

204.902 General.

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TABLE OF CONTENTS (Continued)

SUBPART204.70--UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

204.7000 Scope.

204.7001 Policy.

204.7002 Procedures.

204.7003 Basic PII number.

204.7004 Supplementary PII numbers.

SUBPART 204.71--UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

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).

SUBPART 204.72--CONTRACTOR IDENTIFICATION

204.7200 Scope of subpart.

204.7201 Definitions.

204.7202 General.

204.7202-1 CAGE codes.

204.7202-2 CEC codes.

204.7202-3 Taxpayer identification numbers.

204.7202-4 Locally developed coding systems.

204.7203 Responsibilities of contracting officers.

204.7204 Maintenance.

204.7204-1 Maintenance of the CAGE file.

204.7204-2 Maintenance of the CEC code.

204.7205 Novation agreements, mergers and sales of assets.

204.7206 Using CAGE codes to identify agents and brokers.

1991 EDITION

Defense Federal Acquisition Regulation Supplement

Part 204--Administrative Matters

PART 204 ADMINISTRATIVE MATTERS

SUBPART 204.1--CONTRACT EXECUTION

{204.101} Contracting officer's signature.

(a)(i)Include the contracting officer's telephone number on contracts and modifications.

(ii)The contracting officer may sign bilateral modifications of a letter contract before signature by the contractor.

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SUBPART 204.2--CONTRACT DISTRIBUTION

{204.201} Procedures.

(1)The procuring contracting officer (PCO) retains the original signed contract for the official contract file. Administrative contracting officers and terminations contracting officers provide the original of each modification to the PCO for retention in the official contract file. Unless otherwise directed by department/agency procedures, the office issuing the orders maintains the original of orders under basic ordering agreements and the original of provisioning orders.

(2)Ensure that distribution of contracts and modifications is consistent with security directives.

(e)(i)Distribute one copy of each of the following types of contracts or modifications to the appropriate Defense Contract Audit Agency (DCAA) field audit office (listed in the DCAA Directory--Headquarters and Field Offices)--

(A) Cost reimbursement;

(B) Time-and-materials;

(C) Labor-hour;

(D)Fixed price contracts with provisions for redetermination, incentives, economic price adjustment, or cost allowability; and

(E)Any other contract that requires audit service.

(ii)If there is a question as to the appropriate DCAA field audit office, request the assistance of the DCAA procurement liaison auditor or the nearest DCAA field audit office.

(f)Provide two copies to offices performing contract administration support functions.

{204.202} Agency distribution requirements.

(1) Distribute copies of contracts as follows--

(i)Four copies to the contract administration office (send simultaneously with the copy furnished under FAR 4.201(b));

(ii)One copy to each consignee indicated in the contract. A transshipping terminal is not a consignee.

(A)Inventory control points that have an automated uniform inventory control point data base that interfaces with consignees may use their automated procedure rather than sending a written copy of the contract. However, when inspection is required at destination, send a written copy to the consignee.

(B)The Defense Logistics Agency is authorized to prescribe alternate procedures for distribution of contract documents in Defense Subsistence Region, Europe;

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(iii)Two copies to the military interdepartmental purchase request requiring activity in the case of coordinated acquisition;

(iv)One copy to the contract administration office (CAO) automatic data processing point, except when the DoDAAD code is the same as that of either the CAO or payment office (see DLAH 4105.4, DoD Directory of Contract Administration Services Components); and

(v)One copy, or an extract of the pertinent information, to the cognizant Defense Investigative Service office listed in DoD 5100.76-M, Physical Security of Sensitive Conventional Arms, Ammunition, and Explosives, when the clause at 252.223-7007, Safeguarding Sensitive Conventional Arms, Ammunition, and Explosives, is included in the contract.

(2)The activity executing a contract modification shall furnish a copy of the basic contract and all modifications to--

(i)The new and old payment office when adding or changing a payment office;

(ii)The new contract administration office, a new consignee or other activity, based on the extent to which each activity is concerned with the basic contract and modifications.

(3)Distribution of modifications issued to provide initial or amended shipping instructions under 204.7004(c)(3)(iii) and 204.7004(f) may be limited to the following--

(i)Contractor, one copy;

(ii)Receiving activity, one copy each;

(iii) Contract administration office, one copy;

(iv) Payment office, one copy; and

(v)Contract administration office automatic data processing point, one copy.

(4)Distribution of modifications generated by automated means (computer programs) may be limited to the following--

(i) Contractor, one copy;

(ii) Contract administration office, one copy;

(iii) New payment office, one copy;

(iv) Procuring contracting office, one copy;

(v) Funding activities, one copy to each; and

(vi) Consignee, one copy to each.

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SUBPART 204.4--SAFEGUARDING CLASSIFIED INFORMATION WITHIN

INDUSTRY

{204.402} General.

(1)Subpart 239.74 contains policy and procedures for securing telecommunications between Government agencies and contractors and subcontractors.

(2)Pursuant to Section 808 of Pub. L. 102-190, 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 product. Classified work products of DoD employees or members of the Armed Forces shall be handled in accordance with DoD 5220.22-M, Industrial Security Manual, and DoD 5220.22-R, Industrial Security Regulation. Contractor procedures for protecting against unauthorized disclosure of information shall not require DoD employees or members of the Armed Forces to relinquish control of their work products, whether classified or not, to a contractor.

{204.404} Contract clause.

{204.404-70} Additional contract clause.

(a)Use the clause at 252.204-7000, Disclosure of Information, in solicitations and contracts when the contractor will have access to or generate unclassified information that may be sensitive and inappropriate for release to the public.

(b)Use the clause at 252.204-7003, Control of Government Personnel Work Product, in all solicitations and contracts.

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SUBPART 204.6--CONTRACT REPORTING

{204.600} Scope of subpart.

The Defense Contract Action Data System (DCADS) (see 204.670) is the DoD reporting system which supports the uniform reporting requirements for--

(1)DD Form 350, Individual Contracting Action Report; and

(2) DD Form 1057, Monthly Summary of Actions $25,000 or Less.

{204.601} Record requirements.

(a) The DCADS meets these record retention requirements.

(d)The Directorate for Information, Operation, and Reports (DIOR), of the Washington Headquarters Services (WHS) transmits required DoD information to the Federal Procurement Data System.

{204.602} Federal Procurement Data System.

(c)DoD uses the DD Form 350, Individual Contracting Action Report, in lieu of the SF 279, Federal Procurement Data System (FPDS) Individual Contract Action Report. DoD uses the DD Form 1057, Monthly Contracting Summary of Actions $25,000 or Less, in lieu of the SF 281, FPDS Summary Contract Action Report ($25,000 or Less).

{204.602-70} Solicitation provision.

When the Commercial and government Entity codes for the prospective offerors are not available to the contracting office, use the provision at 252.204-7001, Commercial and government Entity (CAGE) Code Reporting.

{204.670} Defense Contract Action Data System (DCADS)

{204.670-1} Definitions.

As used in this section and 253.204-70 and 253.204-71--

(a)"Contract administration office" means an office, other than the contracting office, which awards or executes contracting actions on behalf of the contracting office, including actions relating to the settlement of terminated contracts.

(b)"Contracting action" means any written action obligating or deobligating funds in connection with the purchasing, renting, or leasing of supplies, services, or construction. The term does not include grants or cooperative agreements. The term includes, but is not limited to--

(1) Definitive contracts, including notices of award;

(2) Letter contracts;

(3) Purchase orders;

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(4) Orders under existing contracts or agreements, e.g.--

(i)Orders against basic ordering agreements, including service orders issued on DD Form 1164, Service Order for Personal Property, by installation transportation offices;

(ii) Calls against blanket purchase agreements;

(iii) Job orders;

(iv) Task orders;

(v) Delivery orders;

(vi) Communication services authorizations; and

(vii) Notices of termination or cancellation.

(5) Contract modifications, e.g.--

(i) Change orders;

(ii) Supplemental agreements;

(iii) Funding actions; and

(iv) Option exercises.

(c) "Departmental data collection points" are--

(1) For the Army (including Corps of Engineers Civil Works):

U.S. Army Contracting Support Agency

ATTN: SFRD-KS

5109 Leesburg Pike, Suite 916

Falls Church, VA 22041-3201

(2) For the Navy:

As directed by NAVSUP-026

(3) For the Air Force:

As directed by SAF/AQCI

(4) For the Defense Logistics Agency:

As directed by Headquarters, Defense Logistics Agency

(5) For other DoD contracting activities:

U.S. Army Contracting Support Agency

ATTN: SFRD-KS

5109 Leesburg Pike, Suite 916

Falls Church, VA 22041-3201

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(d)"United States and outlying areas" is defined in Federal Information Processing Standard Publication (FIPS PUB) 55-2, Guideline: Codes for Named Populated Places, Primary County Divisions, and Other Locational Entities of the United States and Outlying Areas. Outlying areas are--

(1) American Samoa;

(2) The Federated States of Micronesia;

(3) Guam;

(4) The Marshall Islands;

(5) Northern Mariana Islands;

(6) The Trust Territory of Palau;

(7) Puerto Rico;

(8) The U.S. Minor Outlying Islands; and

(9) The U.S. Virgin Islands.

{204.670-2} Reportable contracting actions.

(a) Except as provided in paragraph (c) of this subsection, complete a DD Form 350 for--

(1)All contracting actions that obligate or deobligate more than $25,000; and

(2)All contracting actions that obligate or deobligate $25,000 or less if the action is in a designated industry group under the small business competitiveness demonstration program (See 204.670-9 and FAR Subpart 19.10).

(b)Except as provided in paragraph (c) of this subsection, complete a DD Form 1057 for all contracting actions which obligate or deobligate $25,000 or less, including contracting actions reported on a DD Form 350 under paragraph (a)(2) of this subsection.

(c)Do not report on a DD Form 350, contingency action defined in 213.101. Summarize these actions on a DD Form 1057 in accordance with the instructions in 253.204-71(a)(3).

(d)The following contracting actions are not subject to reporting on either the DD Form 350 or DD Form 1057:

(1)Micro-purchases obtained through use of the purchase card;

(2)Transactions that cite only nonappropriated funds (Funds held in trust accounts for foreign governments shall be treated as appropriated funds.);

(3)Transactions for purchase of land, or rental or lease of real property, when the General Services Administration (GSA) executes the contracting action;

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(4)Orders from GSA stock and the GSA Consolidated Purchase Program;

(5)Transactions that involve Government bills of lading or transportation requests, except orders placed under Regional Storage Management Office's (RSMO) BOAs;

(6)Requisitions transferring supplies within or among the departments or agencies; and

(7)Pursuant to 204.670-6(b), orders placed by other contracting activities against indefinite delivery contracts awarded by the --

(i) Military Sealift Command;

(ii)Defense Fuel Supply Center for petroleum and petroleum products; or

(iii)Defense General Supply Center for petroleum products.

{204.670-3} Contracting office responsibilities.

(a) For DD Form 350, contracting offices--

(1)Prepare the appropriate type of DD Form 350 (see 204.670-5), in accordance with the instructions in 253.204-70, on all reportable contracting actions (see 204.670-2(a)), including actions accomplished by contract administration offices on behalf of the contracting office.

(2)Complete the DD Form 350 in the required format within three working days after the date on which the dollars were actually obligated or deobligated in the required format (see 204.670-7). Submit all contracting actions for the calendar month to the departmental data collection point (see 204.670-1(c)) before the close of the reporting month, in accordance with departmental/agency procedures, except--

(i)For Defense Fuel Supply Center major petroleum acquisitions which result in multiple awards, the due date is ten working days when permitted by the departmental data collection point;

(ii)For actions executed in the month of September, due dates may be extended ten calendar days when permitted by the departmental data collection point; and

(iii)For actions accomplished by a contract administration office, the due date is three working days after the receipt of the contractual instrument annotated "DD FORM 350 REPORTING COPY."

(3)Prepare and submit a corrected or cancelling DD Form 350 as required in accordance with departmental data collection point instructions.

(4)Establish a control system for assigning report numbers to DD Forms 350 (Block A2 of the DD Form 350). The number shall have four positions and may be any combination of alpha or numeric characters. If more than one activity within a contracting office utilizes the same reporting office code, the contracting office shall assign separate blocks of numbers to each activity in order to prevent duplication of report numbers.

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(5)Maintain a copy of the DD Form 350 in the contract file, as required by department/agency regulations.

(b) For DD Form 1057, contracting offices--

(1)Prepare a DD Form 1057, in accordance with the instructions in 253.204-71, covering reportable contracting actions (see 204.670-2(b)), including actions accomplished by contract administration offices on behalf of the contracting office. An installation, base, or other activity may have more than one contracting office code to separate the various types of acquisitions, such as base and central contracting, or RDT&E and non-RDT&E acquisition. Each contracting office code must submit its own DD Form 1057.

(2)Complete the DD Form 1057 in the required format within three working days after the cutoff of the reporting month in the required format (see 204.670-7 for alternate formats). Contracting offices are authorized to cutoff the reporting month no earlier than the 25th calendar day. For September only, the cutoff date shall not be later than September 30. Submit the DD Form 1057 to the departmental data collection point to arrive before the close of the reporting month as directed by the department/agency supplement.

(3)Unless otherwise instructed by the departmental data collection point, do not submit revised DD Form 1057 reports. Include any required corrections or adjustments in following month's report.

{204.670-4} Contract administration office responsibilities.

Contract administration offices executing actions subject to DD Form 350 or DD Form 1057 reporting must submit an annotated copy of the contractual instrument to the contracting office so that the contracting office can submit the required report.

(a)For DD Form 350, annotate in the heading of the contractual instrument in large block letters "DD FORM 350 REPORTING COPY." Send the annotated copy to the contracting office within one working day after the action date.

(b)For DD Form 1057, annotate in the heading of the contractual instrument in large block letters "DD FORM 1057 REPORTING COPY." Send the annotated copy with the normal distribution.

{204.670-5} Departmental data collection point responsibilities.

(a)Collect DD Forms 350 and 1057 data provided by their contracting activities;

(b)Electronically record the data in accordance with the instructions for recording and editing developed by WHS-DIOR with the majority agreement of the departments/agencies and prescribed by the Director of Defense Procurement;

(c)Submit monthly reports (noncumulative) to Washington Headquarters Services, ATTN: DIOR, within 18 days after the close of the reporting period, except the due date for September may be extended for no more than ten days.

(d)Report control symbols DD-P&L(M) 1014 and DD-P&L(M) 1015, respectively apply to reports submitted to WHS-DIOR for DD Form 350 actions and DD Form 1057 actions.

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{204.670-6} Types of DD Form 350 reports.

There are three types of reports -- single, consolidated, and multiple.

(a)A single report is one DD Form 350 report per contracting action.

(b)A consolidated report is one DD Form 350 report which combines several contracting actions.

(1)Prepare consolidated reports for--

(i)Air Mobility Command awards for international airlift services. The Command reports these at the end of each operating month with one DD Form 350 for each airlift contract.

(ii)Military Sealift Command awards of indefinite delivery contracts for ocean transportation. The Command reports at the beginning of each fiscal year the estimated value of the orders for that fiscal year on one DD Form 350.

(iii)Defense Fuel Supply Center or Defense General Supply Center indefinite delivery contracts for petroleum or petroleum supplies. The Centers, at the time of award, report the estimated value of the orders to be placed against the contract on one DD Form 350.

(iv)Orders placed by the Defense Commissary Agency (DeCA) for resale items in excess of $25,000. DeCA consolidates the orders monthly and reports the cumulative dollar amounts and actions on one DD Form 350 in accordance with departmental regulations. Defense Logistics Agency activities submit single rather than consolidated reports.

(v)Vouchers processed by the U.S. Army Contracting Command, Europe (USACCE), for the purchase of utilities from municipalities (e.g., gas, electricity, water, sewage, steam, snow removal, and garbage collection). USACCE consolidates these transactions monthly and reports the cumulative dollar amount on one DD Form 350 in accordance with departmental regulations.

(2)Consolidated reports may be prepared in accordance with departmental instructions for orders under communications service agreements for local dial tone services.

(c)A multiple report is more than one DD Form 350 per contracting action. Prepare multiple reports if--

(1)The contracting action includes foreign military sales (FMS) requirements in addition to non-FMS requirements (Block B9 on the DD Form 350). Submit one DD Form 350 report for the FMS requirements and another DD Form 350 report for the non-FMS requirements, except if either of the portions is under $25,000, report the under $25,000 portion on a DD Form 1057 in lieu of a DD Form 350.

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(2)The contracting action includes more than one type of contract (Block C5 on the DD Form 350) and the type with the least dollar value exceeds $500,000. Prepare a separate DD Form 350 for each contract type.

{204.670-7} Report formats.

Contracting offices submit the signed original DD Forms 350 and 1057, unless the data collection point approves use of an automated facsimile or electronic equivalent containing the information.

{204.670-8} Security classification.

Submit DD Forms 350 as unclassified documents. Classified contracts are not exempt from reporting solely because the contract is classified. Contact the appropriate departmental data collection points for special instructions if security reasons indicate that it is necessary to modify coding of all or any individual blocks on the DD Form 350. If such contact cannot be made for security reasons, obtain instructions from the Office of the Assistant Deputy Under Secretary of Defense for Security Policy, ATTN: Assistant for Special Programs. Telephone number is (703) 614-0578/9 or DSN 224-0578/9.

{204.670-9} Individual contract reporting of actions $25,000 or less.

Under, the Small Business Competitiveness Demonstration Program (see FAR Subpart 19.10), contract actions of $25,000 or less in four designated industry groups (for Army, includes dredging) must be reported in the same manner as if the action were in excess of $25,000.

(a)Report contract actions of $25,000 or less in the designated industry groups on both the DD Form 350 and the DD Form 1057.

(b)The following contracting actions are not subject to the additional DD Form 350 reporting, although they must still be reported on the DD Form 1057--

(1) Contracting actions of $500 or less;

(2) Foreign military sales;

(3) Orders or modifications under a Federal supply schedule;

(4) Actions with another Federal agency;

(5) Actions with non-U.S. business firms; and

(6)Actions where the place of performance is other than the United States and its outlying areas.

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SUBPART 204.8--CONTRACT FILES

{204.802} Contract files.

Official contract files shall consist of--

(1)Only original, authenticated or conformed copies of contractual instruments--

(i)"Authenticated copies" means copies that are shown to be genuine in one of two ways--

(A)Certification as true copy by signature of an authorized person; or

(B) Official seal.

(ii)"Conformed copies" means copies that are complete and accurate, including the date signed and the names and titles of the parties who signed them.

(2)Signed or official record copies of correspondence, memoranda, and other documents.

{204.804} Closeout of contract files.

Normally, the closeout date for contract files is the date in Block 9d on the DD Form 1594, Contract Completion Statement, or in columns 59-65 on the PK9. If the contracting office must do a major closeout action that will take longer than three months after the date shown in Block 9d of the DD Form 1594, or in columns 59-65 of the PK9--

(1)The closeout date for file purposes will be the date in Block 10e of the DD Form 1594 or the date of the closeout statement executed when the MILSCAP PK9 is received.

(2)The contracting office shall notify the contract administration office of the revised closeout date by either sending a copy of the completed DD Form 1594 or by preparing a MILSCAP Format Identifier PKZ, Contract Closeout Extension.

{204.804-1} Closeout by the office administering the contract.

(1)For contracting offices administering their own contracts, locally developed forms or statement of completion may be used instead of the DD Form 1594, Contract Completion Statement. Whichever method is used, the form shall be retained in the official contract file.

(2)For contracts valued above the small purchase threshold, prepare a DD Form 1597, Contract Closeout Check List, (or agency equivalent) to ensure that all required contract actions have been satisfactorily accomplished.

{204.804-2} Closeout of the contracting office files if another office administers the contract.

(1)When an office, other than the contracting office, administers the contract, it shall--

(i)Provide the contracting office an interim contract completion statement when the contract is physically completed and accepted. This notice may be in the form of either a DD Form 1594, Contract Completion Statement, or a MILSCAP Format Identifier

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Interim PK9, Contract Physical Completion. When the DD Form 1594 is used, the contracting officer--

(A) Annotates Block 8, Remarks, with--

(1) "Notice of Physical Completion;"

(2) Final acceptance date;

(3) Signature of a responsible official; and

(4) Date signed.

(B)Does not complete Blocks 9(b), (c), and (d) at this time;

(ii)Prepare a DD Form 1597, Contract Closeout Check List, if necessary, to determine that all the required actions have been done;

(iii)Initiate DD Form 1593, Contract Administration Completion Record, if necessary to obtain statements from other organizational elements that they have completed the actions they are responsible for; and

(iv) Upon final payment--

(A)Process the DD Form 1594 with Blocks 1 through 9 completed or the MILSCAP Format Identifier PK9 verifying that all contract administration office actions have been done; and

(B)Send the original of the DD Form 1594 or the MILSCAP Format Identifier PK9 to the contracting office, and file a copy in the official contract file.

(2)If the administrative contracting officer (ACO) cannot closeout a contract within the specified time period (see FAR 4.804-1), the ACO must notify the procuring contracting officer (PCO) within 45 days after the expiration of the time period of--

(i)The reasons for the delay; and

(ii)New target date for closeout. If MILSCAP procedures apply, the ACO shall use the MILSCAP Format Identifier PKX, Unclosed Contract Status, to provide this notice to the PCO.

(3)If the contract still is not closed out by the new target date, the ACO shall again notify the PCO with the reasons for delay and new target date. If MILSCAP procedures apply, continue to use the MILSCAP Format Identifier PKX, Unclosed Contract Status, to provide this notice.

{204.805} Disposal of contract files.

(1)The sources of the period for which official contract files must be retained are General Records Schedule 3 (Procurement, Supply, and Grant Records) and General Records Schedule 6 (Accountable Officers' Accounts Records). Copies of the General Records

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Schedule may be obtained from the National Archives and Records Administration, Washington, DC 20408.

(2)Deviations from the periods cannot be granted by the Defense Acquisition Regulations Council. Forward requests for deviations to both the General Accounting Office and the National Archives and Records Administration.

(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 General Services Administration Federal Records Center that services the area.

(4)Duplicate or working contract files should contain no originals of materials that properly belong in the official files. Destroy working files as soon as practicable once they are no longer needed.

(5)Retain pricing review files, containing documents related to reviews of the contractor's price proposals, subject to certification of cost or pricing data (see FAR 15.804-2), 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.

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SUBPART 204.9--INFORMATION REPORTING TO THE INTERNAL

REVENUE SERVICE

{204.902} General.

(b)DoD uses the DD Form 350, Individual Contract Action Report, (see 204.670) to meet these reporting requirements.

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SUBPART 204.70--UNIFORM PROCUREMENT INSTRUMENT

IDENTIFICATION NUMBERS

{204.7000} Scope.

This subpart prescribes policies and procedures for assigning numbers to all solicitations, contracts, and related instruments. This subpart--

(a)Does not apply to solicitations or contracts issued by the Defense Commercial Communications Office of the Defense Information Systems Agency; and

(b)Is optional for solicitations and contracts that will be completely administered by the purchasing office or the consignee, except that--

(1)The procurement instrument identification (PII) number, including supplemental modification numbers, shall not exceed 19 characters (excluding hyphens); and

(2)The number shall begin with the purchasing office identifier and the fiscal year in accordance with 204.7003(a)(1) and (2) and Appendix G.

{204.7001} Policy.

(a)Use the uniform PII numbering system prescribed by this subpart for the solicitation/contract instruments described in 204.7003 and 204.7004.

(b)Retain the basic PII number unchanged for the life of the instrument.

{204.7002} Procedures.

(a) In assigning PII numbers--

(1)Use only the alpha-numeric characters, as prescribed in this subpart; and

(2)Do not use the letters "I" or "O," except as noted in 204.7003(a)(1)(i)(J) and (K).

(b)If department/agency procedures require other identification on the solicitation, contract, or other related instrument forms, enter it in such a location so as to separate it clearly from the PII number.

(c)Enter the basic PII number, including Federal supply contract numbers and any supplementary numbers, in the spaces provided on the solicitation, contract, or related instrument forms. Separate the major elements by dashes, e.g., N00023-90-D-0009. If there is no space provided on the form, enter the number in the upper right corner of the form and identify what it is (e.g., Supplementary Number N00023-90-F-0120).

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{204.7003} Basic PII number.

(a) Elements of a number.

The number consists of 13 alpha-numeric characters grouped to convey certain information.

(1) Positions 1 through 6.

The first of the six positions, in upper case letters, identify the department/agency and office issuing the instrument.

(i)Department/agency identification:

(A) Department of the Army DA

(B) Department of the Navy (except Marine Corps) N

(C) Department of the Air Force F

(D) Defense Information Systems Agency DCA

(E) Defense Logistics Agency S

(F) Defense Special Weapons Agency DSWA

(G) Defense Mapping Agency DMA

(H) Miscellaneous Defense Activities MDA

(I) Marine Corps M

(J) Ballistic Missile Defense Organization HQ0006

(K) On Site Inspection Agency OSIA

(L) Defense Commissary Agency DECA

(M) United States Special Operations Command USZA (ii)Issuing office identification. The remaining positions are the alpha-numeric characters that identify the issuing office. These characters are in Appendix G.

(iii)Use all six positions. If necessary, enter zeros between the department/agency identifier and the issuing office identifier.

(2) Positions 7 through 8.

The seventh and eighth positions are the last two digits of the fiscal year in which the PII number was assigned.

(3) Position 9.

Indicate the type of instrument by entering one of the following upper case letters in position nine--

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(i)Blanket purchase agreements A

(ii) Invitations for bids B

(iii)Contracts of all types except indefinite delivery C

contracts, facilities contracts, sales contracts, and contracts placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD

(iv)Indefinite delivery contracts D

(v)Facilities contracts E

(vi) Contracting actions placed with or through F

other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD (including actions with the National Industries for the Blind (NIB), the National Industries for the Severely Handicapped (NISH), and the Federal Prison Industries (UNICOR))

(vii) Basic ordering agreements G

(viii)Agreements, including basic agreements and loan H

agreements, but excluding basic purchasing agreements, basic ordering agreements, and leases

(ix) Do not use I

(x)Reserved J

(xi) Short form research contract K

(xii) Lease agreement L

(xiii)Purchase orders--manual (assign W when numbering M

capacity of M is exhausted during the fiscal year)

(xiv) Notice of intent to purchase N

(xv) Do not use O

(xvi) Purchase order--automated (assign V when P

numbering capacity of P is exhausted during a fiscal year)

(xvii)Request for quotation--manual Q

(xviii)Request for proposal R

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(xix)Sales contract S

(xx) Request for quotation--automated (assign U when T

numbering capacity of T is exhausted during a fiscal year)

(xxi) See T U

(xxii)See P V

(xxiii)See M W

(xxiv)Reserved for departmental use X

(xxv) Imprest fund Y

(xxvi)Reserved for departmental use Z

(4)Position 10 through 13.

Enter the serial number of the instrument in these positions. A separate series of serial numbers may be used for any type of instrument listed in paragraph (a)(3) of this section. Activities shall assign such series of PII numbers sequentially. An activity may reserve blocks of numbers or alpha-numeric numbers for use by its various components.

(b) Illustration of PII number.

The following illustrates a properly configured PII number--

Position Contents N00062 90 C 0001

! ! ! !

1-6 Identification of ! ! ! !

department/agency ! ! ! !

office _______________! ! ! !

! ! !

7-8 Last two digits of the ! ! !

fiscal year in which ! ! !

the PII number is ! ! !

assigned _______________________! ! !

! !

9 Type of instrument ____________________! !

!

10-13 Four position serial !

number _______________________________________!

{204.7004} Supplementary PII numbers.

(a) Uses of the supplementary number.

Use supplementary numbers with the basic PII number, to identify--

(1) Amendments to solicitations;

(2) Modifications to contracts and agreements, including provisioned item orders; and

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(3)Calls or orders under contracts, basic ordering agreements, or blanket purchase agreements, issued by the contracting office or by a DoD activity other than the contracting office, including DoD orders against Federal supply schedules.

(b) Amendments to solicitations.

Number amendments to solicitations sequentially using a four position numeric serial number added to the basic PII number and beginning with 0001, e.g., N00062-91-R-1234-0001.

(c) Modifications to contracts and agreements.

(1)Number modifications to contracts and agreements using a six position alpha-numeric added to the basic PII number.

(2) Position 1.

Identify the office issuing the modification--

(i) Contract administration office A

(ii) Contracting office P

(3) Positions 2 through 3.

These are the first two digits in a serial number. They may be either alpha or numeric. Use the letters K, L, M, N, P, Q, S, T, U, V, W, X, Y, or Z only in the second position and only in the following circumstances--

(i)Use K, L, M, N, P, and Q in the second position only if the modification is issued by the Air Force and is a provisioned item order.

(ii)Use S, and only S, in the second position to identify modifications issued to provide initial or amended shipping instructions when--

(A)The contract has either FOB origin or destination delivery terms; and

(B) The price changes.

(iii)Use T, U, V, W, X, or Y, and only those characters, in the second position to identify modifications issued to provide initial or amended shipping instructions when--

(A) The contract has FOB origin delivery terms; and

(B) The price does not change.

(iv)Only use Z in the second position to identify a modification which definitizes a letter contract.

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(4) Positions 4 through 6.

These positions are always numeric. Use a separate series of serial numbers for each type of modification listed in paragraph (c)(3) of this section. Examples of proper numbering for positions 2-6 (the first position will be either "A" or "P") are as follows:

Provisioned Items Order

Normal (Reserved for exclusive Shipping

Modification use by the Air Force only) Instructions

00001 - 99999 K0001 - K9999 S0001 - S9999

then KA001 - KZ999 SA001 - SZ999

A0001 - A9999 L0001 - L9999 T0001 - T9999

B0001 - B9999 LA001 - LZ999 TA001 - TZ999

and so on to M0001 - M9999 U0001 - U9999

H0001 - H9999 MA001 - MZ999 UA001 - UZ999

then N0001 - N9999 V0001 - V9999

J0001 - J9999 NA001 - NZ999 VA001 - VZ999

then P0001 - P9999 W0001 - W9999

R0001 - R9999 PA001 - PZ999 WA001 - WZ999

then Q0001 - Q9999 X0001 - X9999

AA001 - HZ999 QA001 - QZ999 XA001 - XZ999

then Y0001 - Y9999

JA001 - JZ999 YA001 - YZ999

RA001 - RZ999

(5)If the contract administration office is changing the contract administration or disbursement office for the first time and is using computer generated modifications to notify many offices, it uses the six position supplementary number ARZ999. If either office has to be changed again during the life of the contract, the supplementary number will be ARZ998, and on down as needed.

(6)Each office authorized to issue modifications shall assign the supplementary identification numbers in sequence. Do not assign the numbers until it has been determined that a modification is to be issued.

(d)Delivery orders under indefinite delivery contracts, orders under basic ordering agreements, and calls under blanket purchase agreements.

(1)Calls or orders issued by the office issuing the contract or agreement. Use a four position alpha-numeric call or order serial number added to the basic PII number. These shall be identified by using serial numbers beginning 0001 through 9999. When the numeric identifiers run out, use alpha characters in the third and fourth positions. Never use alpha characters in the first and second positions.

(2)Orders placed against another activity's contract or agreement.

(i)If the office placing the order or call is different from the office identified in the basic PII number, assign a serial number to the order or call. The first and second positions contain the call/order code assigned to the

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ordering office by Appendix G. Do not use the letters A or P in the first position. The third and fourth positions are a two position serial number assigned by the ordering office. The series will begin with 01. When the numbers exceed 99, the office will assign a uniform series of identifiers containing alpha and/or numeric characters, e.g., Basic #: N00383-91-D-0001 serial #: TU01.

(ii)If an office is placing calls or orders with NIB, NISH, or UNICOR, the office shall identify the instrument with a 13 position supplementary PII number using an F in the 9th position. Modifications to these calls or orders shall be numbered in accordance with paragraph (c) of this section, e.g., Order #: DLA100-91-F-0001 modification #: A00001.

(e) Modifications to calls or orders.

Use a two position alpha-numeric suffix, known as a call or order modification indicator, to identify a modification to a call or order.

(1)Modifications to a call or order issued by a purchasing office begin with 01, 02, and so on through 99, then B1 through B9, BA through BZ, C1 through C9, and so on through ZZ.

(2)Modifications to a call or order issued by a contract administration office begin with 1A, 1B, and so on through 9Z, followed by A1, A2, and so on to A9, then AA, AB, and so on through AZ.

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SUBPART 204.71--UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

{204.7100} Scope.

This subpart prescribes policies and procedures for assigning contract line item numbers.

{204.7101} Definitions.

"Accounting classification reference number (ACRN)" means a two position alpha or alpha/numeric control 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.

{204.7102} Policy.

(a) The numbering procedures of this subpart shall apply to all--

(1) Solicitations;

(2)Solicitation line and subline item numbers, if practicable;

(3) Contracts as defined in FAR Subpart 2.1;

(4) Contract line and subline item numbers;

(5) Exhibits;

(6) Exhibit line and subline items; and

(7)Any other document expected to become part of the contract.

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[see AFAC 92-49,B1]

(b)The numbering procedures are mandatory for all contracts where separate contract line item numbers are assigned, unless--

(1)There are no postaward contract administration functions that the contracting officer will assign to an office listed in the DoD Directory of Contract Administration Services Components;

(2)The contract is an indefinite delivery type for petroleum products against which posts, camps, and stations issue delivery orders for products to be consumed by them; or

(3)The contract is a communications service authorization issued by the Defense Information Systems Agency's Office of Defense Commercial Communications.

{204.7103} Contract line items.

{204.7103-1} Criteria for establishing.

Contracts shall identify the items or services to be acquired as separate contract line items unless it is not feasible to do so.

[see AFAC 92-49,B1]

(a)Contract line items shall have all four of the following characteristics; however, there are exceptions within the characteristics, which may make establishing a separate contract line item appropriate even though one of the characteristics appears to be missing--

(1) Single unit price.

The item shall have a single unit price or a single total price, except--

(i)If the item is not separately priced (NSP) but the price is included in the unit price of another contract line item, enter NSP instead of the unit price;

(ii)When there are associated subline items, established for other than informational reasons, and those subline items are priced in accordance with 204.7104;

(iii)When the items or services are being acquired on a cost-reimbursement contract;

(iv)When the contract is for maintenance and repair services (e.g., a labor hour contract) and firm prices have been established for elements of the total price of an item but the actual number and quantity of the elements are not known until performance. The contracting officer may structure these contracts to reflect a firm or estimated total amount for each line item;

(v)When the contract line item is established to refer to an exhibit or an attachment (if management needs dictate that a unit price be entered, the price shall be set forth in the item description block and enclosed in parentheses); or

(vi)When the contract is an indefinite delivery type contract and provides that the price of an item shall be determined at the time a delivery order is placed and the price is influenced by such factors as the quantity ordered (e.g., 10-99 @ $1.00, 100-249 @ $.98, 250+ @ $.95), the destination, the FOB point, or the type of packaging required.

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(2) Separately identifiable.

A contract line item must be identified separately from any other items or services on the contract.

(i)Supplies are separately identifiable if they have no more than one--

(A) National stock number (NSN);

(B) Item description; or

(C) Manufacturer's part number.

(ii)Services are separately identifiable if they have no more than one--

(A) Scope of work; or

(B) Description of services.

(iii)This requirement does not apply if there are associated subline items, established for other than informational reasons, and those subline items include the actual detailed identification in accordance with 204.7104. Where this exception applies, use a general narrative description instead of the contract item description.

(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).

[see AFAC 92-49,B1]

(i)The fact that there is more than one delivery date, destination, performance date, or performance point may be a determining factor in the decision as to whether to establish more than one contract line item.

(ii)If a contract line item has more than one destination or delivery date, the contracting officer may create individual contract line items for the different destinations or delivery dates, or may specify the different delivery dates for the units by destination in the delivery schedule.

(4)Single accounting classification citation.

(i)Each contract line item shall have reference a single accounting classification citation except as provided in paragraph (a)(4)(ii) of this section.

(ii)The use of multiple accounting classification citations for a contract line item is authorized in the following situations:

(A)A single nonseverable deliverable to be paid for with R&D or other funds properly incrementally obligated over several fiscal years in accordance with DoD policy;

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(B)A single nonseverable deliverable to be paid for with different authorizations or appropriations, such as in the acquisition of a satellite or the modification of production tooling used to produce items being acquired by several activities: or

(C)A modification of an existing contract line item for a nonseverable deliverable that results in the delivery of modified item(s) where the item(s) and modification are to be paid for with different accounting classification citations.

(iii)When the use of multiple accounting classification citations is authorized for a single contract line item, establish informational subline items for each accounting classification citation in accordance with 204.7104-1(a).

(b)Exhibits may be used as an alternative to putting a long list of contract line items in the schedule. If exhibits are used, create a contract line item citing the exhibit's identifier. See 204.7015(a).

(c)If the contract involves a test model or a first article which must be approved, establish a separate contract line item or subline item for each item of supply or service which must be approved. If the test model or first article consists of a lot composed of a mixture of items, a single line item or subline item may be used for the lot.

(d)If a supply or service involves ancillary functions, like packaging and handling, transportation, payment of state or local taxes, or use of reusable containers, and these functions are normally performed by the contractor and the contractor is normally entitled to reimbursement for performing these functions, do not establish a separate contract line item solely to account for these functions. However, do identify the functions in the contract schedule. If the offeror separately prices these functions, contracting officers may establish separate contract line items for the functions; however, the separate line items must conform to the requirements of paragraph (a) of this subsection.

{204.7103-2} Numbering procedures.

(a)Contract line items shall consist of four numeric digits 0001 through 9999. Do not use numbers beyond 9999. Within a given contract, the item numbers shall be sequential but need not be consecutive.

(b)The contract line item number shall be the same as the solicitation line item number unless there is a valid reason for using different numbers.

(c)Once a contract line item number has been assigned, it shall not be assigned to another, different, contract line item in the same contract.

{204.7104} Contract subline items.

{204.7104-1} Criteria for establishing.

Contract subline items provide flexibility to further identify elements within a contract line item for tracking performance or simplifying administration. There are only two kinds of subline items: those which are informational in nature and those whichconsist of more than one item that requires separate identification.

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(a) Informational subline items.

(1)This type of subline item identifies information that relates directly to the contract line item and is an integral part of it (e.g., parts of an assembly or parts of a kit). These subline items shall not be scheduled separately for delivery, identified separately for shipment or performance, or priced separately for payment purposes.

[see AFAC 92-49,B1]

(2)The informational subline item may include quantities, prices, or amounts, if necessary to satisfy management requirements. However, these elements shall be included within the item description in the supplies/services column and enclosed in parentheses to prevent confusing them with quantities, prices, or amounts that have contractual significance. Do not enter these elements in the quantity and price columns.

(3)Informational subline items shall be used to identify each accounting classification citation assigned to a single contract line item number when use of multiple citations is authorized (see 204.7103-1(a)(4)(ii)).

[see AFAC 92-49,B1]

(b) Separately identified subline items.

(1)Subline items will be used instead of contract line items to facilitate payment, delivery tracking, contract funds accounting, or other management purposes. Such subline items may be used when items bought under one contract line item number--

(i)Are to be paid from more than one accounting classification. A subline item shall be established for the quantity associated with the single accounting classification citation. Establish a line item rather than a subline item if it is likely that a subline item may be assigned additional accounting classification citations at a later date. Identify the funding as described in 204.7104-1(a)(3);

(ii)Are to be packaged in different sizes, each represented by its own NSN;

(iii)Have collateral costs, such as packaging costs, but those costs are not a part of the unit price of the contract line item;

(iv)Have different delivery dates or destinations or requisitions, or a combination of the three; or

(v)Identify parts of an assembly or kit which--

(A)Have to be separately identified at the time of shipment or performance; and

(B) Are separately priced.

(2)Each separately identified contract subline item shall have its own--

(i)Delivery schedule, period of performance, or completion date;

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(ii)Unit price or single total price or amount (not separately priced (NSP) is acceptable as an entry for price or amount if the price is included in another subline item or a different contract line item). This requirement does not apply--

(A)If the subline item was created to refer to an exhibit or an attachment. If management needs dictate that a unit price be entered, the price shall be set forth in the item description block of the schedule and enclosed in parentheses; or

(B)In the case of indefinite delivery contracts described at 204.7103-1(a)(1)(vi).

(iii)Identification (e.g., NSN, item description, manufacturer's part number, scope of work, description of services).

(3) Unit prices and extended amounts.

(i)The unit price and total amount for all subline items may be entered at the contract line item number level if the unit price for the subline items is identical. If there is any variation, the subline item unit prices shall be entered at the subline item level only.

(ii)The unit price and extended amounts may be entered at the subline items level.

(iii)The two methods in paragraphs (b)(3)(i) and (ii) of this subsection shall not be combined in a contract line item.

(iv)When the price for items not separately priced is included in the price of another subline item or contract line item, it may be necessary to withhold payment on the priced subline item until all the related subline items that are not separately priced have been delivered. In those cases, use the clause at 252.204-7002, Payment for Subline Items Not Separately Priced.

{204.7104-2} Numbering procedures.

(a)Number subline items by adding either two numeric characters or two alpha characters to the basic contract line item number.

(1) Information subline item numbers.

Use numeric characters only for information subline items, running 01 through 99. Do not use spaces or special characters to separate the subline item number from the contract line item number that is its root. For example, if the contract line item number is 0001, the first three subline items would be 000101, 000102, and 000103. Do not use a designation more than once within a contract line item.

(2) Separately identified subline items.

Use alpha characters only for separately identified subline items, running AA through ZZ. Do not use spaces or special characters to separate the subline item number from

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the contract line item number that is its root. For example, if the contract line item number is 0001, the first three subline items would be 0001AA, 0001AB, and 0001AC.

(i)Do not use the letters I or O as alpha characters.

(ii)Use all 24 available alpha characters in the second position before selecting a different alpha character for the first position. For example, AA, AB, AC, through AZ before beginning BA, BB, and BC.

(b)Within a given contract line item, the subline item numbers shall be sequential but need not be consecutive.

(c)Exhibits may be used as an alternative to setting forth in the schedule a long list of contract subline items. If exhibits are used, create a contract subline item citing the exhibit's identifier. See 204.7105.

(d)If a contract line item involves ancillary functions, like packaging and handling, transportation, payment of state or local taxes, or use of reusable containers, and these functions are normally performed by the contractor and the contractor is normally entitled to reimbursement for performing these functions, do not establish a separate subline item solely to account for these functions. However, do identify the functions in the contract schedule. If offeror separately prices these functions, then contracting officers may establish separate subline items for the functions; however, the separate subline items must conform to the requirements of 204.7104-1.

(e)The following examples illustrate subline items numbering--

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(1)Subline items structured to identify destinations for identical items, identically priced (delivery schedule shall be established for each subline item, not the contract line item).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0001 NSN 1615-00-591-6620

Shim, Aluminum Alloy,. . .

Apbl, Rotor, Helicopter

PRON A1-9-63821-M1-M1

ACRN:AA

0001AA A3168R-9030-4025 A2537M 10 EA $100.00 $1,000.00 IPD: 2 RDD: 334 PROJ:501

0001AB A3168R-9030-4026 10 EA $100.00 $1,000.00 A51AXBM IPD: 2 RDD:

325 PROJ: 502

0001AC A3168R-9030-4027 15 EA $100.00 $1,500.00 A67KBCM IPD: 2 RDD:

349 PROJ: 503

(2)Subline items structured to identify destinations for identical items, not identically priced (delivery schedule shall be established for each subline item, not the contract line item).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT SERVICE PRICE

0001 NSN 1615-00-591-6620

Shim, Aluminum Alloy,. . .

Apbl, Rotor, Helicopter

PRON A1-9-63821-M1-M1

ACRN:AA

0001AA A3168R-9030-4025 A2537M 10 EA $100.00 $1,000.00 IPD: 2 RDD: 334 PROJ:501

0001AB A3168R-9030-4026 20 EA $99.00 $1,980.00 A51AXBM IPD: 2 RDD:

325 PROJ: 502

0001AC A3168R-9030-4027 30 EA $98.00 $2,940.00

A67KBCM IPD: 2 RDD:

349 PROJ: 503

NOTE: Difference in prices for identical items is due to separate destinations for FOB destination delivery.

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(3)Subline items structured to identify different sizes of an item that are identically priced (delivery schedule shall be established for each subline item, not the contract line item).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0013 Boots Insulated, Cold

Weather White, Type II,

Class 1 PR $38.35 $13,422.50 0013AA 8430-00-655-5541 Size 5N 50

0013AB 8430-00-655-5544 Size 8N 70

0013AC 8430-00-655-5551 Size 9N 30

0013AD 8430-00-655-5535 Size 9R 200

NOTE:Unit price and total amount shown at line item level rather than at subline item level.

(4)Subline items structured to identify different sizes of an item that are not identically priced (delivery schedule shall be established for each subline item, not the contract line item).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0002 Body Armor Ground Troops

Variable Type Small Arms,

Fragmentation Protective

Nylon Felt Vest, Front and

Back Plates, Ceramic Plate,

Type I

0002AA First Article 1 LO NSP

0002AB 8470-00-141-0935 Medium 1936 SE $331.77 $642,306.72

Regular

0002AC 8470-00-141-0936 Large 625 SE $355.77 $222,356.25

Regular

0002AD 8470-00-141-0937, Medium 1237 SE $346.77 $428,954.49

Long

0002AE 8470-00-141-0938, Large 804 SE $365.77 $294,079.08

Long

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[see AFAC 92-49,B1]

(5)Subline items structured to provide the capability for relating subordinate separately priced packaging costs to the overall contract line item. (Separate delivery schedules shall be established for the subline item identifying the contractor's product and for the subline item identifying packaging. No schedule will be established for the contract line item.)

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0001 6105-00-635-6568 50380

Ref No 63504-WZ Armature

Motor ACRN: AA

0001AA 6105-00-635-6568 50380 2 EA $2,895.87 $5,791.74 Ref No 63504-WZ Armature

Motor ACRN:AA

0001AB Packaging ACRN:AA 2 EA $289.58 $579.16

(6)Subline items structured to identify different accounting classifications for identical items (delivery schedule shall be established for each subline item, not the contract line item).

AJ: 17X150518350315069100000192B000000000000000000

AK: 17X150518370317569100000192B000000000000000000

AL: 17X150519350314369100000192B000000000000000000

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0002 Pulse Decoder

KY-312/A5Q-19 EA $3,037.40

0002AA Pulse Decoder 2 $6,074.80

KY-312/A5Q-19 ACRN: AJ

0002AB Pulse Decoder 6 $18,224.40

KY-312/A5Q-19 ACRN: AK

0002AC Pulse Decoder 2 $6,074.80

KY-312/A5Q-19 ACRN: AL

NOTE: Unit price may be shown at line item level and total amounts shown at subline item level.

[see AFAC 92-49,B1]

(7)Informational subline items established to identify multiple accounting classification citations assigned to a single contract line item.

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0001 Air Vehicle 1 EA $6,700,000 $6,700,000

000101 ACRN: AA $3,300,000

000102 ACRN: AB $2,000,000

000103 ACRN: AC $1,400,000

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[see AFAC 92-49,B1]

(8)Subline items structured to identify parts of an assembly (delivery schedule and price shall be established for each identified part at the subline item level, not for the assembly at the contract line item level).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0003 Automatic Degausing

System Consisting of

(2ea@ $52,061; $104,122

total)

0003AA Switchboard 2 EA $52,061.00 $104,122.00

0003AB Remote Control Panel 2 EA NSP

0003AC Power Supply (M Coil)

SSM Type 145 Amps, 220 2 EA NSP

V DC)

* * * *

0003AF Power Supply (A Coil) 2 EA NSP

SSM Type (118 Amps, 220

V DC)

(9)Subline items structured to identify parts of a kit (delivery schedule and price shall be established for each identified part at the subline item level, not for the kit at the contract line item level).

ITEM NO. SUPPLIES/ QUANTITY UNIT UNIT AMOUNT

SERVICE PRICE

0031 Conversion Kit to Convert

Torpedo MK 45 Mod 0 to

Torpedo MK 45 Mod 1

(50 Kt @ $10,868.52;

$543,426 total)

0031AA Integrator Assy LD 620106 50 EA $10,868.52 $543,426.00 0031AB Pulse Generator Assy LD 50 EA NSP

587569

0031AC Drive Shaft Assy LD 587559 50 EA NSP

* * * *

0031BF Actual Panel Assy LD 50 EA NSP

542924

NOTE:In this example, the prices of subline items 0031AB through 0031BF are included in the Integrator Assembly.

{204.7105} Contract exhibits and attachments.

(a) Use of exhibits.

(1)Exhibits may be used instead of putting a long list of contract line items or subline items in the contract schedule. Exhibits are particularly useful in buying spare parts.

(2)When using exhibits, establish a contract line or subline item and refer to the exhibit.

DAC 91-9 204.71-11

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(3) Identify exhibits individually.

(4)Each exhibit shall apply to only one contract line item or subline item, except--

(i)One exhibit may apply to one or more option line item(s) when the data required under the exhibits is identical in all respects except the period during which the option is to be exercised; and

(ii)An exhibit may apply to more than one contract line item if the exhibit is not separately priced and the exhibit deliverable is identical for all applicable contract line items.

(5)More than one exhibit may apply to a single contract line item.

(6)Data items on a DD Form 1423, Contract Data Requirements List, may be either separately priced or not separately priced.

(i) Separately priced.

When data are separately priced, enter the price in only one place in the contract: in either Section B of the contract schedule or on the DD Form 1423. Whichever place, display the price there consistently.

(A) Section B.

If the prices are entered in section B of the schedule, detach Blocks 17 and 18 of the DD Form 1423 and file elsewhere in the contract file. If the prices are entered on the DD Form 1423, do not detach Blocks 17 and 18 of the DD Form 1423.

(B) DD Form 1423.

If the prices are entered on the DD Form 1423, the price of all separately priced deliverable data items attributable to a line item shall be totalled and included, for information purposes, in parentheses, below the supplies services for that line item, in section B of the schedule.

(ii) NSP.

Include prices in a priced contract line item or subline item. Detach Blocks 17 and 18 of the DD Form 1423 and retain them elsewhere as required.

(7)The contracting officer may append attachments to exhibits, as long as the attachment does not identify a deliverable requirement which has not been established by a contract or exhibit line or subline item.

(b) Numbering exhibits and attachments.

(1)Use alpha characters to identify exhibits. The alpha characters shall be either single or double capital letters. Do not use the letters I or O.

(2)Exhibit identifiers need not be either consecutive or sequential.

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(3)Once an identifier has been assigned to an exhibit, do not use it on another exhibit in the same contract.

(4)The identifier shall always appear in the first or first and second positions of all applicable exhibit line item numbers.

(5)If the exhibit has more than one page, cite the procurement instrument identification number, exhibit identifier, and applicable contract line or subline item number on each page.

(6) Use numbers to identify attachments.

(c) Numbering exhibit line items and subline items.

(1) Criteria for establishing.

The criteria for establishing exhibit line items and subline items is the same as those for establishing contract line items and subline items (see 204.7103 and 204.7104, respectively).

(2) Procedures for numbering.

(i)Number items in an exhibit in a manner similar to Contract line items and subline items.

(ii)Number line items using a four position number.

(A)The first position or the first and second position contain the exhibit identifier.

(B)The third and fourth positions contain the alpha or numeric character serial numbers assigned to the line item.

(iii)Assign alpha or numeric characters to the line item on the basis of the same criteria outlined in contract subline items at 204.7104.

(iv)Exhibit line item numbers shall be sequential within the exhibit.

DAC 91-9 204.71-13

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(3) Examples.

(i)Two position serial number for double letter exhibit identifier.

Cumulative No. of Line Items Serial Number Sequence

1-33 01 thru 09, then OA thru OZ, then

34-67 10 thru 19, then 1A thru 1Z, then

68-101 20 thru 29, then 2A thru 2Z, then

102-135 30 thru 39, then 3A thru 3Z, then

136-169 40 thru 49, then 4A thru 4Z, then

170-203 50 thru 59, then 5A thru 5Z, then

204-237 60 thru 69, then 6A thru 6Z, then

238-271 70 thru 79, then 7A thru 7Z, then

272-305 80 thru 89, then 8A thru 8Z, then

306-339 90 thru 99, then 9A thru 9Z, then

340-373 A0 thru A9, then AA thru AZ, then

374-407 B0 thru B9, then BA thru BZ, then

408-441 C0 thru C9, then CA thru CZ, then

442-475 D0 thru D9, then DA thru DZ, then

476-509 E0 thru E9, then EA thru EZ, then

510-543 F0 thru F9, then FA thru FZ, then

544-577 G0 thru G9, then GA thru GZ, then

578-611 H0 thru H9, then HA thru HZ, then

612-645 J0 thru J9, then JA thru JZ, then

646-679 K0 thru K9, then KA thru KZ, then

680-713 L0 thru L9, then LA thru LZ, then

714-747 M0 thru M9, then MA thru MZ, then

748-781 N0 thru N9, then NA thru NZ, then

782-815 P0 thru P9, then PA thru PZ, then

816-849 Q0 thru Q9, then QA thru QZ, then

850-883 R0 thru R9, then RA thru RZ, then

884-917 S0 thru S9, then SA thru SZ, then

918-951 T0 thru T9, then TA thru TZ, then

952-985 U0 thru U9, then UA thru UZ, then

986-1019 V0 thru V9, then VA thru VZ, then

1020-1053 W0 thru W9, then WA thru WZ, then

1054-1087 X0 thru X9, then XA thru XZ, then

1088-1121 Y0 thru Y9, then YA thru YZ, then

1122-1155 Z0 thru Z9, then ZA thru ZZ

204.71-14 DAC 91-9

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(ii) Three position numbers.

Cumulative No. of Line Items Serial Number Sequence

1-33 001 thru 009, then 00A thru 00Z, then

34-67 010 thru 019, then 01A thru 01Z, then

68-101 020 thru 029, then 02A thru 02Z, then

102-135 030 thru 039, then 03A thru 03Z and so

136-305 on to

306-339 090 thru 099, then 09A thru 09Z, then

340-373 0A0 thru 0A9, then 0AA thru 0AZ, then

374-407 0B0 thru 0B9, then 0BB thru 0BZ, then

408-441 0C0 thru 0C9, then 0CA thru 0CZ, and so

442-1121 on to

1122-1155 0Z0 thru 0Z9, then 0ZA thru 0ZZ, then

1156-1189 100 thru 109, then 10A thru 10Z, then

1190-1223 110 thru 119, then 11A thru 11Z, then

1224-1257 120 thru 129, then 12A thru 12Z, and so

1258-1461 on to

1462-1495 190 thru 199, then 19A thru 19Z, then

1496-1529 1A0 thru 1A9, then 1AA thru 1AZ, then

1530-1563 1B0 thru 1B9, then 1BA thru 1BZ, and so

1564-2277 on to

1278-2311 1Z0 thru 1Z9, then 1ZA thru 1ZB, then

2312-2345 200 thru 109, then 10A thru 10Z, then

2346-2379 210 thru 219, then 21A thru 21Z,then

2380-2413 220 thru 229, then 22A thru 22Z, and so

2414-2617 on to

2618-2651 290 thru 299, then 29A thru 29Z, then

2652-2685 2A0 thru 2A9, then 2AA thru 2AZ, then

2686-2719 2B0 thru 2B9, then 2BA thru 2BZ, and so

2720-3433 on to

3434-3467 2Z0 thru 2Z9, then 2ZA thru 2ZZ, then

3468-3501 300 thru 309, then 30Z thru 30Z, and so

3502-10403 on to

10404-10437 900 thru 909, then 90A thru 90Z, then

10438-10471 910 thru 919, then 91A thru 91Z, and so

10472-10709 on to

10710-10743 990 thru 999, then 99A thru 99Z, then

10744-10777 9A0 thru 9A9, then 9AA thru 9AZ, then

10778-10811 9B0 thru 9B9, then 9BA thru 9BZ, and so

10812-11525 on to

11526-11559 9Z0 thru 9Z9, then 9ZA thru 9ZZ

{204.7106} Contract modifications.

(a)If new items are added, assign new contract line or subline item numbers or exhibit line item numbers, in accordance with the procedures established at 204.7103, 204.7104, and 204.7105.

DAC 91-9 204.71-15

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(b)Modifications to existing contract line items or exhibit line items.

(1)If the modification relates to existing contract line items or exhibit line items, the modification shall refer to those item numbers.

(2)If the contracting officer decides to assign new identifications to existing contract or exhibit line items, the following rules apply--

(i) Definitized and undefinitized items.

(A)The original line item or subline item number may be used if the modification applies to the total quantity of the original line item or subline.

(B)The original line item or subline item number may be used if the modification makes only minor changes in the specifications of some of the items ordered on the original line item or subline item and the resulting changes in unit price can be averaged to provide a new single unit price for the total quantity. If the changes in the specifications make the item significantly distinguishable from the original item or the resulting changes in unit price cannot be averaged, create a new line item.

(C)If the modification affects only a partial quantity of an existing contract or exhibit line item or subline item and the change does not involve either the delivery date or the ship-to/mark-for data, the original contract or exhibit line item or subline item number shall remain with the unchanged quantity. Assign the changed quantity the next available number.

(ii)Undefinitized items.

In addition to the rules in paragraph (b)(2)(i), the following additional rules apply to undefinitized items--

(A)If the modification is undefinitized and increases the quantity of an existing definitized item, assign the undefinitized quantity the next available number.

(B)If the modification increases the quantity of an existing undefinitized item, the original contract or exhibit line item or subline item may be used if the unit price for the new quantity is expected to be the same as the price for the original quantity. If the unit prices of the two quantities will be different, assign the new quantity the next available number.

(C)If the modification both affects only a partial quantity of the existing contract or exhibit line or subline item and definitizes the price for the affected portion, the definitized portion shall retain the original item number. If there is any undefinitized portion of the item, assign it the next available number. However, if the modification definitizes the price for the whole quantity of the line item, and price impact of the changed work can be apportioned equally over the whole to arrive at a new unit price, the quantity with the changes can be added into the quantity of the existing item.

204.71-16 DAC 91-9

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(D)If the modification affects only a partial quantity of an existing contract or exhibit line or subline item but does not change the delivery schedule or definitize price, the unchanged portion shall retain the original contract or exhibit line or subline item number. Assign the changed portion the next available number.

[see AFAC 92-49,B1]

{204.7107} Contract accounting classification reference number (ACRN).

(a)When a contract contains more than one accounting classification citation, contracting offices shall use ACRNs. Assigning the ACRNs is the responsibility of the contracting office issuing a contract, basic ordering agreement, or blanket purchase agreement. This authority shall not be delegated. If more than one office will use the contract (e.g., ordering officers, other contracting officers), the contract must contain instructions for assigning ACRNs.

(b)ACRNs are used to process certain contract data through the Military Standard Contract Administration Procedures (MILSCAP) system. The MILSCAP system uses the ACRN to relate certain contract administration records to the accounting classification used to obligate funds on the contract. Among these records are the accounting classification trailer record, the supplies schedules data record, and the services line item data record. ACRNs are also used to associate the various record formats of the contract payment notice as described in chapter 9 of the MILSCAP Manual, DoD 4000.25-5-M.

(c)Procedures for establishing ACRNs.

ACRNs consist of a two position alpha or alpha/numeric code assigned to each discrete accounting classification within each contract. ACRNs shall be established in accordance with the following guidelines:

(1) Do not use the letters I and O.

(2)In no case shall an ACRN apply to more than one accounting classification citation, nor shall more than one ACRN be assigned to one accounting classification citation.

(d)Using the ACRN in the contract.

(1)Show the ACRN as a detached prefix to the accounting classification citation in the accounting and appropriation data block or, if there are too many accounting classification citations to fit reasonably in that block, in section G (Contract Administration Data).

(2)ACRNs need not prefix accounting classification citations if accounting classification citations are present in the contract only for the transportation officer to cite to Government bills of lading.

(3)If the contracting officer is making a modification to a contract and using the same accounting classification citations, which have had ACRNs assigned to them, the modification need cite only the ACRNs in the accounting and appropriations data block or on the continuation sheets.

DAC 91-9 204.71-17

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(e) Showing the ACRN in the contract.

If there is more than one ACRN in a contract, all the ACRNs will appear in several places in the schedule (e.g., ACRN:AA).

(1)Ship-to/mark-for block.

Show the ACRN beside the identity code of each activity in the ship-to/mark-for block unless only one accounting classification citation applies to a line item or subline item. Only one ACRN may be assigned to the same ship-to/mark-for within the same contract line or subline item number unless multiple accounting classification citations apply to a single nonseverable deliverable unit such that the item cannot be related to an individual accounting classification citation.

(2) Supplies/services column.

(i)If only one accounting classification citation applies to a line item or a subline item, the ACRN may be shown in the supplies/services column near the item description.

(ii)If more than one accounting classification citation applies to a single contract lime item, identify each assigned ACRN and the amount of associated funds using informational subline items (see 204.7104-1(a)).

(3) Payment Instructions.

(i)When a contract line item is funded by multiple accounting classification citations the contracting officer shall provide adequate instructions in section G (Contract Administration Data), under the heading "Payment Instructions for Multiple Accounting Classification Citations" to permit the paying office to charge the accounting classification citations assigned to that contract line item (see 204.7104-1(a)) in a manner that reflects the performance of work on the contract. If additional accounting classification citations are subsequently added, the payment instructions must be modified to include the additional accounting classification citations.

(ii)Payment instructions shall provide a methodology for the paying office to assign payments to the appropriate accounting classification citation(s), based on anticipated contract work performance. The method established should be consistent with the reasons for the establishment of the line items. The payment method may be based upon a unique distribution profile devised to reflect how the funds represented by each of the accounting classification citations support contract performance. Payment methods that direct that payments be made from the earliest available fiscal year funding sources, or that provide for proration across accounting classification citations assigned to the line item, or a combination thereof, may be used if that methodology reasonably reflects how each of the accounting classification citations supports contract performance.

204.71-18 DAC 91-9

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SUBPART 204.72--CONTRACTOR IDENTIFICATION

{204.7200} Scope of subpart.

This subpart prescribes uniform policies and procedures for identification of commercial and Government entities when it is necessary to:

(a)Exchange data with another contracting activity, including contract administration activities and contract payment activities, or to comply with the reporting requirements of subpart 204.6; or

(b)Identify contractors for the purposes of developing computerized acquisition systems or solicitation mailing lists.

{204.7201} Definitions.

(a) "Commercial and Government entity (CAGE) code" means--

(1)A code assigned by the Defense Logistics Services Center (DLSC) to identify a commercial or Government entity; or

(2)A code assigned by a member of the North Atlantic Treaty Organization (NATO) and maintained by the Defense Logistics Services Center.

(b)"Contractor identification codes" means any code required by the contracting office for the purpose of identifying the offeror. CAGE codes and contractor establishment codes (CEC) are two examples of contractor identification codes.

{204.7202} General.

Various coding systems are in use to identify commercial and government entities. Codes are requested by contracting and contract administration offices for various reasons. This guidance is designed to improve the accuracy of the initial code assignment and to help ensure that the data are maintained accurately and are up-to-date.

{204.7202-1} CAGE codes.

(a)CAGE codes are assigned or maintained by the Defense Logistics Services Center (DLSC) to identify commercial and Government activities. Their use is prescribed by 213.505-70(b)(2), 253.204-70(b)(5)(ii)(B) and DoD 4000.25-5-M, Military Standard Contract Administration Procedures (MILSCAP).

(b)CAGE codes have also been known in the past as federal supply codes for manufacturers (FSCM) and federal supply codes for nonmanufacturers (FSCNM).

(c)If the CAGE code is not already available in the contracting office, and the apparent awardee does not respond to the provision at 252.204-7001, Commercial and Government Entity (CAGE) Code Reporting, use the following procedures in the order listed--

1991 EDITION 204.72-1

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Part 204--Administrative Matters

(1)Use the bimonthly H-8 microfiche or CD ROM publication issued by DLSC. (Their address is: DLSC-RP, Federal Center, 74 N. Washington, Battle Creek, MI 49017-3084. Their telephone numbers are: DSN 932-4725, FTS 552-4725, or commercial (616) 961-4725.);

(2)Use the on-line access to the CAGE file through the Defense Logistics Information System;

(3)Use the on-line access to the Defense Logistics Agency CAGE file through the DLA Network or dial-up capability; or

(4)Ask DLSC to assign a CAGE code. Submit a DD Form 2051, Request for Assignment of a CAGE Code, (or electronic equivalent) to the address in paragraph (c)(1) of this subsection, ATTN: DLSC-SBB. The contracting activity completes Section A of the DD Form 2051, Request for Assignment of a Commercial and Government Entity (CAGE) Code, and the contractor completes Section B. The contracting activity must verify Section B before the form is submitted.

(5)Direct questions on obtaining computer tapes, electronic updates, or code assignments to DLSC (DLSC-SBB) at DSN 932-4358, FTS 552-4358, or commercial (616) 961-4358.

{204.7202-2} CEC codes.

[See AFAC 92-25, B2, filed below for DEVIATION. EFFECTIVE FROM MAR 8, 1993 UNTIL CANCELLED BY A SUBSEQUENT AFAC.]

Use of the contractor establishment code (CEC) is prescribed by 253.204-70(b)(5)(ii)(A). When the (CEC) is not already available within the contracting activity, use the following procedures in the order listed--

(a)Look in the Federal Procurement Data Center (FPDC) Contractor Establishment Code file alphabetical listing available from the FPDC, GSA Regional Office Building, Room 5652, 7th and D Streets, S.W., Washington, DC 20407, (202) 401-1529;

(b)(1)If the listing in paragraph (a) of this subsection has no entry, ask the FPDC contractor for a CEC by--

(i)Telephone (215) 865-0204.

(ii) Facsimile (215) 882-7295.

(iii)Writing to FPDC Department, Dun & Bradstreet Information Services, 899 Eaton Avenue, Bethlehem, PA 18025-0013.

(2) All requesters should provide the following information:

(i) Name of requesting contracting office;

(ii)Contracting office code (Block A3 on the DD Form 350) assigned by the departmental data collection point;

(iii) Appropriate agency code as follows:

(A)Army activities - 2100;

204.72-2 DAC 91-4

AFAC 92-25March 29, 1993 B-1

OFFICE OF THE UNDER SECRETARY OF DEFENSE

WASHINGTON, DC 20301

ACQUISITION

DP/CPA

MEMORANDUM FOR DIRECTORS OF DEFENSE AGENCIES

DEPUTY FOR ACQUISITION POLICY, INTEGRITY, AND

ACCOUNTABILITY, ASN(RD&A)/API&A

DEPUTY ASSISTANT SECRETARY OF THE AIR FORCE

(CONTRACTING), SAF/AQC

DIRECTOR, PROCUREMENT POLICY, ASA(RD&A)/SARD-PP

EXECUTIVE DIRECTOR, CONTRACTING, DLA-P

EXECUTIVE DIRECTOR, CONTRACT MANAGEMENT, DLA-A

SUBJECT: Expiration of DAR Deviation 92-904-02, Contractor Establishment Code (CEC) (DFARS 204.7202-2 and 253.204-70

The subject deviation, issued October 9, 1992 (attached), permitted the use of a DUNS number instead of a CEC code in Block B5A of the Individual Contract Action Report, DD Form 350, until "such time that the updated [CEC] listing is published." DOD has published a tailored CEC alphabetical listing dated November 1992 to replace the Federal Procurement Data Center listing cited in DFARS 204.7202-2. It contains domestic entities (pages 1 through 1711) and foreign entities (pages 1714 through end), with respective CEC codes. In the interest of economy, it is in distribution to selected purchasing offices which make awards in large volume. A purchasing office without access to a published CEC listing should follow the guidance in DFARS 204-7202-2(b) unless otherwise directed by Department/Agency procedures.

This is also to inform preparers of the DD Form 350, or equivalent, that each report which contains a date after March 31, 1993, in Block B3, must be coded with a CEC code in Block B5A. The CEC number is required even if a DUNS number was reported in a prior DD Form 350 for that contract.

Please expedite the distribution of this information to all personnel who prepare DD Form 350 reports.

/s/

Eleanor R. Spector

Director, Defense Procurement

Attachment Withdrawn

(See AFAC 92-22, B2)

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(B)Navy activities - 1700;

(C)Air Force activities - 5700;

(D)Defense Logistics Agency - 97AS;

(E)Other DoD contracting activities - 9700.

(iv)Contracting office area code and commercial telephone number;

(v)Name of individual making the request;

(vi)Total number of CEC requests, if more than one; and

(vii)Contractor establishment name, street address P.O. Box, city/town, state, ZIP code, and telephone number, (if available). For foreign offerors, include province, country, and postal code.

{204.7202-3} Taxpayer identification numbers.

The taxpayer identification number (TIN) is prescribed in FAR Subpart 4.9.

{204.7202-4} Locally developed coding systems.

Locally developed coding systems may be used to identify contractors as long as the contracting activity is able to comply with the identification requirements of the activities with which it must share data, e.g., furnish the CAGE code to the contract administration activity.

{204.7203} Responsibilities of contracting officers.

(a)The contracting officer shall assist the offeror in obtaining the required contractor identification code(s).

(b)Prospective offerors may not be denied a solicitation or bid set because the offeror does not have a contractor identification code.

(c)The contracting officer or designee shall not request a new code assignment until the appropriate microfiche, hardcopy or computer files have been screened in an effort to identify a current code for the entity. If the contracting officer does not have access to the files or listings, then initiate action to obtain the files or listings and any equipment necessary to use those files and/or listings (see 204.7202-1 and 2).

(d)If a CAGE code is being requested, it is the responsibility of the contracting activity to request the assignment of the CAGE code by completing section A of the DD Form 2051, Request for Assignment of a Commercial and Government Entity (CAGE) Code (see 253.303-2051). The prospective contractor will complete section B of the form. The completed form or electronic equivalent will be submitted by the contracting activity to DLSC-SBB for processing and code assignment after the contracting activity has verified the data submitted by the contractor. CAGE codes may be requested at the time

DAC 91-7 204.72-3

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the offeror is sent a solicitation package or added to the mailing list to ensure that a code is assigned in sufficient time to process the DD Form 350, Individual Contracting Action Report, without delay.

(e)CECs may only be requested by the contracting office and only for the apparent awardee(s).

{204.7204} Maintenance.

Maintenance transactions such as changes in name or address are to be submitted to the maintenance activity.

{204.7204-1} Maintenance of the CAGE file.

(a) Changes, except name changes, may be submitted in writing--

(1)By the entity identified by the code, using company letterhead, through the contract administration office;

(2) By the contracting office; or

(3)By the contract administration office (see also FAR Subpart 42.12, Novation and Change-of-Name Agreements.)

(4)Using the DD Form 2051, facsimile or electronic equivalent to:

Defense Logistics Services Center

DLSC-SBB

Federal Center

74 N. Washington

Battle Creek, MI 49017-3084.

Telephone Numbers: DSN 932-4358, FTS 552-4358

commercial (616) 961-4358.

Facsimile: (616) 961-4528, 4352, 4265

Bulletin Board: (616) 961-4589, 4527, 5262, 5303

Message: RUEBUAA

(b)The change-of-name agreement shall be submitted to DLSC-SBB by the contracting officer responsible for execution of the agreement (see FAR 42.12). In the event there are no current contracts in force, each contracting and contract administration office receiving notification of changes from the commercial entity shall forward a copy of the change notice annotated with the CAGE code to the DLSC-SBB unless the change notice indicates that DLSC-SBB has already been notified.

(c)Additional guidance for maintaining CAGE codes is set forth at Volume 7 of DoD 4100.39-M, Defense Integrated Data System (DIDS) Manual.

{204.7204-2} Maintenance of the CEC codes.

Changes, except name changes, may be submitted in writing using company letterhead by the entity identified by the code through the contract administration office, by the contracting office or the contract administration office (see also FAR Subpart 42.12, Novation and Change-of-Name

204.72-4 DAC 91-4

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Agreements), using the agency letterhead, by mail, facsimile or electronic equivalent to FPDC Department, Dun & Bradstreet Information Services, 899 Eaton Avenue, Bethlehem, PA 18025-0013.

{204.7205} Novation agreements, mergers and sales of assets.

Contracting officers shall process and execute novation agreements in accordance with FAR Subpart 42.12, Novation and Change-of-Name Agreements. These actions are independent of code and name assignments made as a result of the occasion which created the need for the novation agreement. The maintenance activity will determine which entity(s) will retain the existing code(s) and which entities will be assigned new codes. The contracting officer responsible for processing the novation agreement shall provide the maintenance activity with the following information:

(a)Name(s), address(es), and code(s) of the contractor(s) transferring the original contractual rights and obligations.

(b)Name(s), address(es), and code(s) (if any) of the entity who is the successor in interest (transferor).

(c)Name(s), address(es), and code(s) (if any) of the entity who is retaining or receiving the rights to the technical data.

(d)Description of the circumstances surrounding the novation agreement and especially the relationship of each entity to the other.

{204.7206} Using CAGE codes to identify agents and brokers.

Authorized agents and brokers are entities and, as such, may be assigned CAGE codes and CEC codes for identification and processing purposes.

(a)A single CAGE code will be assigned to the agent/broker establishment in addition to any codes assigned to the entities represented by the agent/broker, i.e., only one code will be assigned to a specific agent/broker entity regardless of the number of firms represented by that agent/broker.

(b)Additional codes may be assigned to an agent/broker if they meet the criteria for assigning additional codes for entities, e.g., different location.

(c)Codes will not be assigned to an agent/broker in care of the entity being represented or in any way infer that the agent/broker is a separate establishment bearing the name of the entity represented by the agent/broker.

DAC 91-1 204.72-5

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