PART 5304 -
Revised: 2 May 2022
Table of Contents
Contracting officers are required to sign all contract actions (either via wet signature, signature as produced by CON-IT, or digital signature produced with a DoD Public Key Infrastructure certificate using a Common Access Card), ensure contractor signatures are obtained, and maintain signed contractual documents within the official contract file.
(a) AFMAN 16-1406V2, National Industrial Security Program: Industrial Security Procedures for Government Activities, provides guidance for implementing the Air Force’s National Industrial Security Program.
(b) AFH 16-1406, National Interest Determination Handbook. This instruction clarifies responsibilities and procedures for processing National Interest Determinations (NID).
(c) AFI 16-701, Management, Administration and Oversight of Special Access Programs, establishes responsibilities for the management, administration and oversight of Special Access Programs. This instruction provides additional guidance for processing AF Special Access Program NIDs.
(a) Upon receiving adequate written justification from the requesting program office or activity, the contracting officer reviews, validates, and processes the NID and associated written approvals, in accordance with AFH 16-1406, National Interest Determination Handbook.
(b) The contracting officer shall maintain a copy of the approved program, project, or contract specific NID package in the contract file.
The contracting officer must insert the clause at AFFARS 5352.204-9000, Notification of Government Security Activities, in solicitations and contracts which require a DD Form 254 for performance on U.S. Government installations and overseas. The contracting officer may change the number of days specified in AFFARS 5352.204-9000(a). If less than thirty days is used, coordinate with the servicing information protection office.
Immediately subsequent to each contract action, the contracting officer must place approved Contract Action Report (CAR) in the official contract file. The approved CAR provides evidence that the contracting officer has reviewed and validated the accuracy of the data reflected in the CAR when a contract action is accomplished.
5304.802(f) Electronic Retention of Contract Files
For contracting offices who have elected to use the KT Fileshare (KTFS) application, KTFS shall be used to store, access, and route documents necessary to manage the acquisition process for review and approval. Contracting officers in contracting offices using KTFS shall ensure that KTFS contains all appropriate contract documents required for the official contract file. If a contract document is maintained within the Procurement Integrated Enterprise Environment (PIEE, https://wawf.eb.mil/) or the Federal Procurement Data System-Next Generation (FPDS-NG)), then that system is the official system of record; contracting officers are not required to duplicate the document and file it in KTFS, unless the contracting office determines an exception applies to ensure ready accessibility to principal users (e.g., clearance reviewers, auditors) per FAR 4.802(c)(2). Examples of such documents include Contract Action Reports (see AFFARS 5304.604(2)), evidence of inputs to the Joint Appointment Module (JAM) (e.g., screenshots), and copies of Government-Furnished Property (GFP) attachments."
SCOs may use the Air Force contract file content index templates below, or their own specific contract file content checklist or index to maintain contract files:
(c) The contracting officer should refer to the Standard Operating Procedure (SOP) for Internal Use Software (IUS) Accountability found in AFMAN 17-1203 when an IUS is identified by the requiring activity.
(c)(3)(i)(90) Use the letter "K" in the second position of the supplementary PII number for PIOs unless separately identified below:
L -- AFSC/Tinker
M -- AFSC/Hill OL
Q -- AFSC/Robins OL
(c)(3)(iii)(90) Procurements which are completely administered by the purchasing office should use normal modification numbering procedures for amended shipping instructions (ASIs). All other procurements should use the letter "T" in the second position of the supplementary PII number for ASIs unless separately identified below:
V-- AFSC/Hill OL
Y-- AFSC/Robins OL
The contracting officer administering the contract must obtain a contractor DoDAAC (see AFMAN 23-230, Maintaining Air Force DoD Activity Address Codes (DoDAAC)) for contracts that furnish Government property or authorize requisition from a Government supply source. The contracting officer administering the contract must provide the DoDAAC to the program management office/requiring activity to facilitate the shipment of government furnished property. The Purpose Code Management module contained within Procurement Integrated Enterprise Environment (PIEE) must be used to:
(a) Obtain the existing DoDAAC or submit a new DoDAAC request for all contracts awarded;
(b) Initiate contractor DoDAAC account changes, including extensions of contract completion dates and contract terminations;
(c) Initiate contractor DoDAAC deletion when the contract is physically complete, unless the DoDAAC covers other active contracts; and,
(d) Validate contractor DoDAACs in accordance with AFMAN 23-230, paragraph 4.2.
Exchangeable repair contracts with provisions for modifications require specific CLIN structures when there are multiple output national stock numbers permitted. Whenever a family of part numbers may be input under a specific repair and modification CLIN and the output parts may have different NSNs, then each output NSN should have a separate subCLIN. This will permit assigning a completion date to specific reparable for delivery schedule tracking purposes.