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DLAD PART 4 – ADMINISTRATIVE MATTERS



PART 4 – ADMINISTRATIVE MATTERS

(Revised December 16, 2013 through PROCLTR 2014-41)

TABLE OF CONTENTS

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic order transmission.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract Files.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1301 Contract clause.

4.1302 Acquisition of approved products and services for personal identity verification.

4.1303 Contract clause.

SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

4.7003 Basic PII number.

4.7004 Supplementary PII numbers.

SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-1 Criteria for establishing.

4.7103-2 Contract Subline Items.

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic order transmission.

(b) Use 52.204-9001, Electronic Order Transmission, in all long term contract (LTC) solicitation/awards in which electronic ordering (or automated outline agreements) may be utilized for issuing delivery orders. Electronic data interchange (EDI) does not apply to automatic indefinite delivery purchase orders (AutoIDPOs).

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract files.

(a) Contract files shall be maintained in electronic format in an electronic contract file (see FAR 2.101 for definition of contracts) unless electronic file storage is unavailable. Personnel responsible for copying paper documents into electronic format shall ensure that the copies are legible and complete. Documents requiring signature will be included in the electronic contract file with all required signatures; copies with a “/signed” or similar notation will not be substituted for copies of the actual signed documents. Oversized or voluminous documents that cannot be scanned into the electronic file will be maintained as a hard copy. A reference statement will be added to the electronic file notifying authorized users of the location of hardcopy documents.

(b) For complex or multi-NSN contracts, the contract file may be maintained either in electronic or paper format.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1302 Acquisition of approved products and services for personal identity verification.

(a) When acquiring personal identity verification products and services, the contracting officer is required to coordinate with Information Operations (J6) pursuant to FAR 4.1302(c) when not using the process at FAR 4.1302(b).

4.1303-90 Contract clause - personal identity verification of contractor personnel.

(a) Use clause 52.204-9000 in solicitations and contracts that contain FAR 52.204-9, Personal Identity Verification of Contractor Personnel, when contract performance requires contractors to have routine access to a federally-controlled facility and/or routine access to a federally-controlled information system. Contractors who require access only intermittently or for a period of less than six months, shall coordinate obtaining approval with the local Office of Counsel and the local security office through the contracting officer.

(b) Contracting officers located at depot level repairable (DLR) or Industrial Support Activity (ISA) sites may exclude clause 52.204-9000 if physical site and/or information technology security requirements (the latter if applicable) specific to their locations are included in solicitations and resulting contracts.

SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

4.7003-90 Basic procurement instrument identification number (PIIN).

(a) The awarding activity will assign the basic PIIN in accordance with DFARS 204.7003. Elements of the thirteen character basic number are as follows.

(2) Position 4 identifies the physical location of the awarding contracting activity.

(4)The letter Y in the ninth position of the basic procurement instrument identification number is reserved to identify imprest fund orders posted to DLA automated systems.

4.7004-90 Supplementary PIINs.

(a) Corporate contracts.

(1) Multiple PIINs may be cited on the basic contract if it is known at the time of award that there is a possibility of exhausting the supplementary PIINs for the contract.

(2) All contracting actions (delivery order processing, contract administration, etc. ) are the responsibility of the issuing contracting activity or office, not the contracting activity responsible for the NSN.

SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-2-91 Numbering procedures.

(a) In accordance with DLA HQ permanent class deviation DEV 2009-02, DLA Disposition Services, contracting offices are exempt from DFARS PGI 204.7103-2(a).

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