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DFARS 204



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 Reporting of individual contracting actions of $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

204.805 Disposal of contract files.

SUBPART 204.9--INFORMATION REPORTING TO THE INTERNAL REVENUE SERVICE

204.902 General.

SUBPART 204.70-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 DUNS numbers.

204.7202-3 Taxpayer identification numbers.

204.7203 Responsibilities of contracting officers.

204.7204 Maintenance of the CAGE file.

204.7205 Novation agreements, mergers and sales of assets.

204.7206 Using CAGE codes to identify agents and brokers.

204.73--CENTRAL CONTRACTOR REGISTRATION

204.7300 Scope.

204.7301 Definitions.

204.7302 Policy.

204.7303 Procedures.

204.7304 Contract clause.

SUBPART 204.1--CONTRACT EXECUTION

(Revised December 15, 1998)

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 clauses.

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-

204.601 Record requirements.

204.602 Federal Procurement Data System.

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-

204.670-2 Reportable contracting actions.

204.670-3 Contracting office responsibilities.

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.

204.670-5 Departmental data collection point responsibilities.

Departmental data collection points-

204.670-6 Types of DD Form 350 reports.

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

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 it is necessary for security reasons to modify coding of all or any individual blocks on the DD Form 350. If contact cannot be made for security reasons, obtain instructions from the Office of the Deputy to the Under Secretary of Defense for Policy Support, ATTN: Director for Special Programs. Telephone number is (703) 614-0578/9 or DSN 224-0578/9.

204.670-9 Reporting of individual contracting actions of $25,000 or less.

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

SUBPART 204.8--CONTRACT FILES

204.802 Contract files.

Official contract files shall consist of-

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-

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.

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-

204.7001 Policy.

204.7002 Procedures.

204.7003 Basic PII number.

Appendix G.

204.7004 Supplementary PII numbers.

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.

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.

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.

204.7103-2 Numbering procedures.

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 which consist of more than one item that requires separate identification.

204.7104-2 Numbering procedures.

ITEM NO.

SUPPLIES/SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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 IPD: 2 RDD: 334 PROJ: 501

10

EA

$100.00

$1,000.00

0001AB

A3168R-9030-4026 A51AXBM IPD: 2 RDD: 325 PROJ: 502

10

EA

$100.00

$1,000.00

0001AC

A3168R-9030-4027 A67KBCM IPD: 2 RDD: 349 PROJ: 503

15

EA

$100.00

$1,500.00

ITEM NO.

SUPPLIES/SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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 IPD: 2 RDD: 334 PROJ: 501

10

EA

$100.00

$1,000.00

0001AB

A3168R-9030-4026 A51AXBM IPD: 2 RDD: 325 PROJ: 502

20

EA

$ 99.00

$1,980.00

0001AC

A3168R-9030-4027 A67KBCM IPD: 2 RDD: 349 PROJ: 503

30

EA

$ 98.00

$2,940.00

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

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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.

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

Regular

1936

SE

$331.77

$642,306.72

0002AC

8470-00-141-0936 Large

Regular

625

SE

$355.77

$222,356.25

0002AD

8470-00-141-0937, Medium

Long

1237

SE

$346.77

$428,954.49

0002AE

8470-00-141-0938, Large

Long

804

SE

$365.77

$294,079.08

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

6105-00-635-6568 50380 Ref No 63504-WZ Armature Motor ACRN: AA

       

0001AA

6105-00-635-6568 50380 Ref No 63504-WZ Armature Motor ACRN: AA

2

EA

$2,895.87

$5,791.74

0001AB

Packaging ACRN:AA

2

EA

$ 289.58

$ 579.16

AJ: 17X150518350315069100000192B000000000000000000

AK: 17X150518370317569100000192B000000000000000000

AL: 17X150519350314369100000192B000000000000000000

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0002

Pulse Decoder

KY-312/A5Q-19

 

EA

$3,037.40

 

0002AA

Pulse Decoder

KY-312/A5Q-19 ACRN: AJ

2

   

$ 6,074.80

0002AB

Pulse Decoder

KY-312/A5Q-19 ACRN: AK

6

   

$18,224.40

0002AC

Pulse Decoder

KY-312/A5Q-19 ACRN: AL

2

   

$ 6,074.80

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

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

       

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0003

Automatic Degausing System Consisting of: (2 ea @ $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 V DC)

2

EA

NSP

 

*

*

*

   

*

*

0003AF

Power Supply (A Coil) SSM Type (118 Amps, 220 V DC)

2

EA

NSP

 

ITEM NO.

SUPPLIES/ SERVICE

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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 587569

50

EA

NSP

 

0031AC

Drive Shaft Assy LD 587559

50

EA

NSP

 

*

*

*

   

*

 

0031BF

Actual Panel Assy LD 542924

50

EA

NSP

 

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

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.

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

204.7201 Definitions.

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.

204.7202-2 DUNS numbers.

Requirements for use of DUNS numbers are contained in FAR 4.602(d) and 4.603.

204.7202-3 Taxpayer identification numbers.

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

204.7203 Responsibilities of contracting officers.

204.7204 Maintenance of the CAGE file.

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:

204.7206 Using CAGE codes to identify agents and brokers.

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

SUBPART 204.73--CENTRAL CONTRACTOR REGISTRATION

204.7300 Scope.

This subpart prescribes policies and procedures for requiring contractor registration in the DoD Central Contractor Registration (CCR) database to comply with the Debt Collection Improvement Act of 1996 (31 U.S.C. 3332; 31 U.S.C. 7701), and to increase visibility of vendor sources for specific supplies and services and their geographical locations.

204.7301 Definitions.

"Central Contractor Registration (CCR) database," "Data Universal Numbering System (DUNS) number," "Data Universal Numbering System+4 (DUNS+4) number," and "Registered in the CCR database" are defined in the clause at 252.204-7004, Required Central Contractor Registration.

204.7302 Policy.

After May 31, 1998, prospective contractors must be registered in the CCR database, prior to award of a contract, basic agreement, basic ordering agreement, or blanket purchase agreement, unless the award results from a solicitation issued on or before May 31, 1998. This policy applies to all types of awards except the following:

204.7303 Procedures.

204.7304 Contract clause.

Except as provided in 204.7302, use the clause at 252.204-7004, Required Central Contractor Registration, in-

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