Subpart 42.12 -- Novation and Change-of-Name Agreements
42.1203 -- Processing Agreements.
(a) When a contracting officer becomes aware of a novation or change-of-name agreement or a change in ownership resulting from a stock transaction and the transaction will affect cost, performance or schedule or result in a potential organizational conflict of interest, the contracting officer shall promptly notify the addressee at 1.290(b)(2).
Subpart 42.15 -- Contractor Performance Information
(a)
(ii) When the contract period of performance will exceed 18 months, prepare interim evaluations on an annual basis. Interim evaluations shall be purged from Past Performance Information files upon completion of the final contract evaluation.
(iii) As a minimum, contractor performance evaluations shall include --
(1) Name of contractor and division, address, and Contractor Establishment Code (CEC);
(2) Contract number;
(3) Contract value (base plus options);
(4) Contract award date;
(5) Contract completion date;
(6) Contract placement information
(A) Contract type,
(B) Small business status,
(C) Sealed bid/negotiated,
(D) Competitive/noncompetitive;
(7) Text description of requirement and applicable Federal Supply Code (FSC);
(8) Type of evaluation -- interim or completion (if interim, also provide the period covered by the evaluation);
(9) Narrative evaluation (address quality of product or service, timeliness of performance, and, where appropriate, history of forecasting and controlling costs, business relations, customer satisfaction, past performance of employees, and subcontract management.
(10) The evaluator's name, address, phone number, and dated signature.
(a) Where appropriate, solicit input to contractor evaluations from the contract administration office.
(c) Pending establishment of a central Army or DoD database, each HCA shall establish and maintain a central file for contractor performance information. This data shall be made available to contracting offices and other authorized individuals within the contracting activity as necessary to comply with FAR 9.105-1 and 15.608(a)(2).
(d)
(i) The U.S. Army Contracting Support Agency, Contract Statistics Office (SFAE-CSA-PPS) shall establish and maintain a listing of Army contracting activities and the contractors with whom each activity has had business relations. The listing shall also include the names and phone numbers of those personnel within each activity authorized to receive and disseminate contractor performance information. When contractor performance information is required from sources outside the contracting activity, call the Contract Statistics Office at (703) 681-7567 or DSN 761-7567.
(ii) Within 15 days following the end of each quarter, contracting activities shall update the names and phone numbers (both commercial and DSN) of the primary and alternate points of contact who are authorized to obtain and disseminate contractor performance information. Provide this information to the addressee at 1.290(b)(5).
Subpart 42.71 -- Voluntary Refunds
(b)
(i) Requests to solicit voluntary refunds shall include --
(A) The facts of the case;
(B) Reasons for seeking a voluntary refund; and
(C) Action proposed.
(ii) Upon receipt of the HCA's approval to seek a voluntary refund, the contracting officer shall prepare a letter to the president or principal officer of the contractor which --
(A) Advises the contractor that the contracting officer is acting on behalf of the HCA and the results of the action will be forwarded to the HCA;
(B) States the results of the review of the matter;
(C) Advises that the Department of the Army considers it important that a voluntary adjustment or refund be made promptly; and
(D) Requests the contractor to refund the determined amount or make the necessary adjustment voluntarily.
(iii) If the contracting officer is unable to secure the adjustment, the contracting officer shall report actions taken to the HCA with recommendations for further action. The HCA shall exhaust every reasonable means to obtain the adjustment.