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GENERAL SERVICES ADMINISTRATION ACQUISITION MANUAL (GSAM)


Part 504—Administrative Matters

Subpart 504.1—Contract Execution

504.101  Contracting officer’s signature.

You must sign contracts and contract modifications manually. In your absence, another contracting officer may sign for you. Always type or stamp the name and title of the person actually signing the document on the document below the signature.

504.103  Contract clause.

Agency procedures do not require use of the clause at FAR 52.204-1, Approval of Contract, in solicitations and contracts.

Subpart 504.2—Contract Distribution

504.201  Procedures.

(a) Send documentation to the paying office on all contracts for which GSA generates a delivery or task order.

(1) For Federal Supply Service contracts entered into the FSS-19 system, send a system generated contract listing.

(2) For all other contracts, send a “Duplicate Original” of the entire contract or modification.

(b) Certify that the “Duplicate Original” is a true copy of the contract or modification by writing your signature, in ink, on the award or modification form (i.e., SF 26, 33, 1442, etc.). Certify all contracts except:

(1) Leases of real property.

(2) Schedule contracts.

(3) Standard or GSA multipage purchase/delivery/task order carbon forms.

504.203  Taxpayer identification number information.

The FAR 4.203 procedure for attaching the completed FAR provision at 52.204-3 as the last page of the contract sent to the paying office does not apply to leases of real property (See 504.903) or FSS schedule contracts.

Subpart 504.4—Safeguarding Classified Information Within Industry

504.402  General.

(a) This subpart:

(1) Prescribes procedures for safeguarding classified information required to be disclosed to contractors in connection with the solicitation of offers, and the award, performance, and termination of contracts.

(2) Implements the requirements of the Department of Defense’s Industrial Security Regulation (ISR) and Industrial Security Manual for Safeguarding Classified Information (ISM). By agreement, the Department of Defense (DoD) will act for, and on behalf of, GSA in rendering security services required for safeguarding classified information released by GSA to U.S. industry.

(b) As used in this subpart, the term:

(1) “Contractor(s)” means prospective contractors, subcontractors, vendors, and suppliers.

(2) “U.S. industry” means those industries (including educational and research institutions) located within the United States, its possessions, and the Commonwealth of Puerto Rico.

504.470  Requests for release of classified information.

(a) Prepare, in triplicate, Section I of GSA Form 1720, Request for Release of Classified Information to U.S. Industry (illustrated in Subpart 553.3) before soliciting offers or negotiating with a contractor if disclosing classified information.

(b) Sign the form as requesting officer and obtain approval from your immediate supervisor.

(c) Forward all copies of the completed form to the Office of Management Services (CA).

504.470-1  Authorization for release.

(a) CA determines if a contractor has been issued a DoD facility security clearance and completes the appropriate parts of Section 11, of GSA Form 1720. CA returns the original and one copy of the completed form to you.

(b) Do not disclose or make classified information accessible to a contractor until CA gives you the completed form. If only Item 14b, Section 11, of the form has been checked, follow the instructions on the reverse side of the form. CA will advise you if a contractor is ineligible for a security clearance.

504.470-2  Termination of authorization for release.

When circumstances support withdrawal or revocation of a security clearance, CA informs you of the termination of authorization to release classified information and provides instructions on actions required to safeguard, withhold, or obtain the return of classified information. Reasons for termination include any of the following:

(a) Failure of the contractor to maintain the physical standards required by the ISM.

(b) Information indicating either that the contractor no longer:

(1) Is eligible for clearance.

(2) Requires access to classified information.

504.471  Processing security requirements checklist (DD Form 254).

(a) Prepare DD Form 254, Contract Security Classification Specification (illustrated in FAR 53.303-DD-254), for contracts involving contractor access to classified information. This identifies for DoD and contractors the areas of classified information involved. You may use written notice of classification for research or service contracts.

(b) Obtain instructions or guidance on completing DD Form 254 from CA.

504.472  Periodic review.

(a) You must review DD Form 254 whenever a change in the phase of performance occurs or at your discretion. Review the form at least once a year to determine if the classified information can be downgraded or declassified.

(b) Inform the contractor of the results of the review by one of the following means:

(1) Issuance of a revised specification.

(2) Written instructions instead of DD Form 254, if authorized.

(3) Written notification if the review results in no change in the classification specifications.

(c) Prepare a final checklist upon termination or completion of the contract.

504.473  Recurring procurement.

Prepare a new DD Form 254 only if a change occurs in either of the following:

(a) End item.

(b) Previous security classification.

504.474  Control of classified information.

(a) Record, mark, handle, and transmit classified information in accordance with instructions in the handbook, Information Security (ADM P 1025.2D).

(b) Get the consent of the originating agency before releasing classified information to a contractor.

504.475  Return of classified information.

(a) You must recover classified information unless it has been destroyed as provided in paragraph 19 of the ISM. The Government agency that provided classified information to a GSA contractor is responsible for the return of the information.

(b) You must ensure that classified information furnished to prospective offerors, offerors, or contractors is returned immediately after any of the following:

(1) After bid opening or closing date for receipt of proposals by non-responding offerors.

(2) After contract award by unsuccessful offerors.

(3) Upon termination or completion of the contract.

(4) Upon notification that authorization to release classified information has been withdrawn.

(5) After notification that a facility:

(i) Does not have adequate means to safeguard classified information.

(ii) Has had its security clearance revoked or inactivated.

(6) Whenever otherwise instructed by the authority responsible for the security classification.

504.476  Breaches of security.

You or any other GSA employee responsible for the information must refer the facts of an unauthorized disclosure of classified information promptly to CA.

Subpart 504.5—Electronic Commerce in Contracting

504.500  Scope of Subpart.

This subpart provides policy and procedure for use of GSA’s Electronic Posting System (EPS).

504.502  Policy.

(a) The EPS is GSA’s primary vehicle for disseminating synopses and written solicitations. GSA intends that the EPS will substitute for, not supplement, paper copies of solicitations. (Note that FAR 2.101 defines “in writing” or “written” to include “electronically transmitted and stored information.”)

(b) This policy does not apply to orders placed against existing contracts, including Federal Supply Service schedule contracts.

(c) Nothing in this policy limits your authority to obtain oral quotations or proposals as authorized by regulation (e.g., FAR 13.106-1 or FAR 15.203(f)).

504.570  Procedures for using the EPS.

(a) You must use the EPS to issue any synopsis required by FAR Part 5 or GSAR Part 505.

(b) You must issue each written solicitation on the EPS, except as provided in paragraphs (c)(2) and (d) below.

(c) Although GSA intends that the EPS will substitute for paper copies of solicitations, web-based transactions are not practical in some industries or in some geographic areas at this time.

(1) If you expect that electronic access to a solicitation will result in adequate competition, distribute the solicitation only through the EPS. Include the following notice in the related synopsis:

GSA is issuing this solicitation only electronically. Interested parties may access the solicitation at http://www.eps.gov. This site provides instructions for downloading the solicitation file.

(2) If you believe that distribution of paper copies is necessary to ensure adequate competition, document the file to justify distribution of paper copies. Include the notice in paragraph (c)(1) above in the related synopsis, leaving out the first sentence.

(d) In some cases, release of construction drawings must be controlled to ensure adequate security. In other cases, an exhibit or attachment incorporated in a solicitation may not be available electronically. In either of these cases, you must explain in both the synopsis and the solicitation how interested parties may obtain a copy. In addition to the notice required by paragraph (c), include a notice substantially the same as below in both the synopsis and solicitation. Tailor the notice as necessary for the particular acquisition.

This solicitation incorporates documents which are not available electronically. See [Identify the solicitation section that lists the subject documents]. Interested parties may request copies of these documents by writing the Contracting Officer at the address in [Identify address block in the solicitation].

(e) The Electronic Posting System Manual provides detailed instructions for using the EPS. The Manual is available at http://www.eps.gov/buyer.html.

Subpart 504.6—Contract Reporting

504.602-70  Reporting to the Federal Procurement Data System—Next Generation (FPDS-NG).

The Office of Federal Procurement Policy (OFPP), in accordance with 41 U.S.C. 405(d), requires all Federal agencies to report information on contract actions to the Federal Procurement Data System—Next Generation (FPDS-NG). Federal agencies are required to report all transactions over $2,500 and modifications to those transactions regardless of dollar value, in accordance with FAR 4.602(c)(1). Additionally, Federal agencies participating under the Small Business Demonstration Program, in acccordance with FAR 4.602(c)(2), are required to report as an individual contract action all awards, regardless of dollar value, in the designated industry groups. With the implementation of FPDS-NG, the General Services Procurement Data System (GPDS) was discontinued and all transactions are reported directly to FPDS-NG.

(a) Reporting requirements. Detailed specification of FPDS-NG data reporting requirements is contained in the FPDS-NG Reports document (available at http://www.fpds-ng.com/downloads.html). Reporting offices are encouraged to utilize automated information systems for FPDS-NG data reporting, provided that the systems contain all required FPDS-NG data elements via the machine- to-machine process and the automated acquisition system has received the proper certification from the FPDS-NG system manager.

(b) Responsibilities.

(1) Senior Procurement Executive. The Senior Procurement Executive—

(i) Exercises overall responsibility for policy matters relating to reporting by GSA contracting activities to the FPDS-NG;

(ii) Provides GSA officials with information necessary for the management, evaluation and oversight of GSA procurement activity. Provides GSA officials with policy guidance required to implement reporting requirements, and periodic changes to reporting requirements, prescribed by OFPP;

(iii) Approves reporting procedures, including use of GSA automated data systems, for reporting data to the FPDS-NG;

(iv) Ensures complete and accurate data reporting, including correction of error listings, for data submitted by Central Office staff offices and ensures that GSA contracting activities are in compliance with all special data reporting requirements specified in the FPDS-NG Validations and Data Dictionary (available at
http://www.fpds-ng.com/downloads.html);

(v) Assists the Heads of Services in establishing procedures to ensure complete and accurate reporting of procurement data to the FPDS-NG by their respective services, and developing appropriate training to ensure accurate reporting by contracting offices; and

(vi) Evaluates the completeness and accuracy of FPDS-NG data reporting through information retrievals.

(2) Heads of Services. The Head of each Service—

(i) Establishes procedures within the Service to ensure complete and accurate reporting of procurement data to the FPDS-NG by all contracting offices within the Service;

(ii) Communicates reporting procedures provided by the Senior Procurement Executive to all contracting offices within the Service that do not report procurement data through an automated system;

(iii) Ensures, for all contracting offices within the Service using automated systems for reporting procurement data, that user manuals for the systems incorporate all data elements required for FPDS-NG reporting. User manuals for automated systems, edit checks incorporated into these systems, and conversion programs for extraction of data in a format suitable for transmission to the FPDS-NG, will be subject to periodic review by the Senior Procurement Executive to validate conformance with FPDS-NG reporting requirements;

(iv) Implements changes to reporting procedures when advised of changes to FPDS-NG reporting requirements by the Senior Procurement Executive;

(v) Designates FPDS-NG Coordinators to manage and monitor the submission and editing of FPDS-NG Data; and

(vi) Conducts training for contracting office personnel, where necessary, to ensure complete and accurate procurement data reporting.

(3) Regional Heads of Contracting Activities (HCAs). The Regional Heads of Contracting Activities (the Regional Administrators)—

(i) Exercise responsibility for complete and accurate reporting of procurement data submitted to the FPDS-NG, including data input and correction of error records, for all contracting offices that are not within the responsibility of the Heads of Services;

(ii) Periodically evaluates the completeness and accuracy of FPDS-NG data reporting in all regional contracting offices through use of information retrievals; and

(iii) Designates FPDS-NG Regional Coordinators to manage and monitor the submission and editing of FPDS-NG data.

(4) Heads of Staff Offices. The Heads of Staff Offices will ensure that staff offices report procurement data to the FPDS-NG in accordance with established procedures.

504.602-71  Federal Procurement Data System—Public Access to Data.

(a) The FPDS database. The General Services Administration awarded a contract for creation and operation of the Federal Procurement Data System (FPDS) database. That database includes information reported by departments and agencies as required by Federal Acquisition Regulation (FAR) Subpart 4.6. One of the primary purposes of the FPDS database is to provide information on Government procurement to the public.

(b) Fee for direct hook-up. To the extent that a member of the public requests establishment of real-time integration of reporting services to run reports from another application, a one-time charge of $2,500 for the original integration must be paid by the requestor. This one-time charge covers the setup and certification required for an integrator to access the FPDS database and for technical assistance to help integrators use the web services. The fee will be paid to the FPDS contractor and credited to invoices submitted to GSA by the FPDS contractor.

Subpart 504.8—Government Contract Files

504.800  Scope of subpart.

This subpart prescribes a standard contract file format for all contracts that exceed the simplified acquisition threshold, except leases of real property. You may also apply this subpart to purchases using simplified acquisition procedures.

504.802  Contract files.

(a) File standardization. Place all information and documentation required by FAR 4.802 and 4.803 in the contract file. Organize the file in the standard contract file format in 504.803.

(b) Responsibility for files. You are responsible for the official file. Those initiating documents about the contract must forward the documents to you for inclusion in the file. You are accountable for contract files transferred to the records center and for knowing where the National Archives and Records Administration placed the files.

(c) Transfer of responsibility for contract files.

(1) When responsibility for a contract transfers from you to another contracting officer, e.g., transfer of assignments or redelegation of contract administration (intraoffice or interoffice), you must prepare a detailed listing by file number and name to identify the file(s) to be transferred.

(2) Retain a copy of the listing and send a copy to your successor as advance notice of the files to be transferred.

(3) Retain duplicates of the files transferred until your successor acknowledges receipt of the files.

(4) Send the files to be transferred to your successor by certified mail, return receipt requested, or by another method requiring your successor’s signature to acknowledge receipt. Send two copies of the listing with the transferred files.

(5) Your successor must sign one copy of the listing, certifying receipt of the files listed, and return the signed copy to you.

504.803  Contents of contract files.

(a) Arrangement.

(1) Tab the contract file.

(2) File items in reverse order starting with item (1) on the bottom of the file and item (27) on the top.

(3) File documents within a tab chronologically with the most recent document on top.

(4) Place documents too voluminous for an individual tab in a separate file. Annotate the tab with the location of the file.

(5) Omit any tab not required for the contract.

(b) Tab contents. The following instructions apply to contract actions up to award. Contracting activities may develop further guidance on tabbing postaward actions tailored to their requirements. Tab the contract file as specified below:

(1) Requisition or request for contractual action. Include the certification of the accuracy and completeness of data supporting a recommendation by technical or requirements personnel to use other than full and open competition. (See FAR 6.303-1(b).)

(2) Specifications, drawings, and other technical documents.

(3) Acquisition plan including, if applicable, the determination required by OMB Circular A-76 and concurrence of the cognizant competition advocate.

(4) Determination and findings required by FAR 1.7 and 501.7, or justification required by FAR 6.303, including the certification of accuracy and completeness of the justification.

(5) Department of Labor Wage Determination.

(6) Small business determinations.

(7) Source list.

(8) Statement as to synopsis of proposed procurement under FAR 5.2 or other required advertisements under 505.2.

(9) Presolicitation notice.

(10) IFB/RFP and amendments.

(11) Abstract of bids or proposals including identification of the low bidder or offeror, discounted price, etc.

(12) Cost or pricing data and information other than cost or pricing data. Include the waiver and documentation supporting the waiver if the requirement for submission of cost or pricing data is waived, as provided in FAR 15.403-1(b)(4).

(13) Field pricing report (see FAR 15.404-2).

(14) Price or cost analysis report prepared under FAR 15.404. Include:

(i) Supporting technical analyses, other than those supporting an audit report.

(ii) Profit or fee analysis required by FAR 15.404-4 and 515.404-4.

(iii) An independent Government estimate, if required.

(15) Documentation required by FAR 15.406, written to permit reconstruction of the acquisition’s major events.

(16) Certificate of current cost or pricing data, if applicable.

(17) Pre-award survey.

(18) EEO compliance review.

(19) “No bid” or “no proposal” correspondence.

(20) Unsuccessful bids or proposals. Include a copy of each rejected bid and unacceptable proposal.

(21) Mistakes in bids and protests. Include all correspondence and determinations relating to Mistakes in bids disclosed before award or protests.

(22) Actions taken on late bids or proposals.

(23) Contract action. Include:

(i) Successful bid or proposal and all pertinent correspondence applicable to the contract action, including evidence of submission of contract award data to paying office (see 504.201).

(ii) Subcontracting plans incorporated in and made a material part of a contract, as required by FAR 19.705-5(a)(5).

(24) Evidence of legal review, if required.

(25) Approvals. Include, as applicable:

(i) GSA Form 1535, Recommendation for Award.

(ii) Documentation of approval of subcontracting plan.

(iii) Record of individuals authorized access to contractor bid or proposal information or source selection information (see 503.104-4(a)(4)).

(26) Notices of award.

(27) SF 279, FPDS Individual Contract Action Report, or system-generated equivalent.

(c) Index.

(1) Place an index of the file tabs in the file. Mark items that do not apply. If necessary, briefly explain why. You may use the GSA Form 3420, Contract/Modification File Checklist File Format (Award), for the index.

(2) Include subheadings under a tab if required by your office.

504.804-5  Detailed procedures for closing out contract files.

The administrative contracting officer (ACO) must forward the statement required by FAR 4.804-5(b) and the contract files to the cognizant procuring contracting officer (PCO). The ACO must follow the procedures outlined in 504.802(c) when transferring files to the PCO.

504.805  Storage, handling, and disposal of contract files.

Your accountability for contract files ends when the following three conditions exist:

(a) The files’ retention period expires.

(b) You receive the notice of disposal from the National Archives and Records Administration.

(c) The records liaison officer whose organization has functional responsibility for the files approves disposal.

Subpart 504.9—Information Reporting to the Internal Revenue Service

504.903  Payment information.

(a) The Office of Finance reports to IRS on payments made to certain contractors for services performed and to lessors for providing space in buildings. This is required by 26 U.S.C. 6041 and 6041A and implemented in 26 CFR. To assist Finance, you must indicate on obligating documents you send them (e.g., purchase, delivery, or task orders; contracts; the GSA Form R-620 for leases; or certified invoices) all the following information:

(1) Contractor’s organizational structure (e.g. corporation, partnership).

(2) Contractor’s taxpayer identification number (TIN).

(b) Make reports required by 26 U.S.C. 6050M through the FPDS.

Subpart 504.70—Uniform Procurement Instrument Identification

504.7001  Uniform procurement instrument identification.

This subpart:

(a) Prescribes procedures for identifying contracts, orders, and other procurement instruments regardless of dollar threshold.

(b) Applies to all contracting activities, except:

(1) FSS’s procurement activities, except FSS Property Management Division (FBP) which must comply with these procedures.

(2) Real property leasing.

504.7001-1  Policy.

(a) Use the uniform procurement instrument identification system for procurement instruments listed in 504.7001-5(c). Do not use it for:

(1) Purchases made through certified invoice procedures (see 513.370).

(2) Imprest fund purchases.

(3) Purchases made with the Governmentwide commercial purchase card.

(b) Complete the contract number block provided on the applicable forms. If a space is not reserved for the prescribed number, place the number in the upper right-hand corner of the form.

(c) Each contracting office must maintain records to ensure continuity and control of procurement instrument identification numbers. (See 504.7002.)

504.7001-2  Basic procurement instrument identification number.

The basic procurement instrument identification number normally is assigned at award. The contracting office may assign a number when it receives a procurement request to facilitate procurement tracking. The basic procurement instrument identification number stays the same throughout the life of the procurement instrument. It consists of 14 alphanumeric characters as follows:

Character(s)
Content
Content Description
Location
Example
1–2
Agency Designation Code
Always “GS”
GS
3–4
Region/Central Office Identification Code
02
5
Service/Office Code
P
6–7
Last Two Digits of Fiscal Year of Number Assignment
 
99
8–9
Preparing Contracting Office Code
Located in FPDS-NG
 
GSA Detailed Contracting Office List
PF
10
Instrument Code
L
11–14
Serial Number
0002

504.7001-3  Order and call instrument identification number.

Delivery or task orders under indefinite delivery contracts and schedule contract orders are identified by placing an 13-character alphanumeric identification number in the order number block of the order form as shown in the table below. The basic indefinite delivery or schedule contract number is placed in the contract number block of the order form.

Character(s)
Content
Content Description
Location
Example
1–2
Agency Designation Code
Always “GS”
GS
3
Service/Office Code
P
4–5
Region/Central Office Identification Code
01
6–7
Last Two Digits of Fiscal Year of Number Assignment
 
98
8–9
Preparing Contracting Office Code
Located in FPDS-NG
 
GSA Detailed Contracting Office List
PB
10–13
Serial Number (in sequence as issued by the contracting office)
B096

504.7001-4  Supplemental procurement instrument identification number.

Modifications to the basic contract instrument and to calls/orders against contracts are numbered with a four character alphanumeric number. The supplemental identification numbering system applies to all modifications to contracts and to call/orders against contracts.

Character(s)
Content
Description
Example
1
Office Issuing
Modification
A = Administrative Office
P = Purchasing Office
A
2
Action Type
A = Administrative Change
C = Change Order
O = Other
S = Supplemental Agreement (bilateral signatures)
S
3–4
Serial Number
01–99
Al–A9 to ZI–Z9
AA–AZ to ZA–ZZ
B2

504.7001-5  Codes for instrument identification numbers.

(a) Region/Central Office Codes.

00
Central Office
01
Region 1
02
Region 2
03
Region 3
04
Region 4
05
Region 5
06
Region 6
07
Region 7
08
Region 8
09
Region 9
10
Region 10
11
National Capital Region

(b) Preparing Service/Office Codes.

B
Office of the Chief Financial Officer
F
Federal Supply Service
G
GSA Board of Contract Appeals
C
Office of the Chief People Officer
I
Office of Chief Information Officer
J
Office of Inspector General
L
Office of General Counsel
M
Office of Governmentwide Policy
P
Public Buildings Service
T
Federal Technology Service

(c) Procurement Instrument Type Codes.

A
Agreements, including basic agreements, basic ordering agreements, and blanket purchase agreements.
B
Reserved.
C
Contracts, including letter contracts; contracts referencing basic agreements, or basic ordering agreements, excluding indefinite delivery contracts.
D
Indefinite delivery contracts, including definite quantity, requirements, and indefinite quantity.
E
Sales contracts.
F–L
Reserved.
M
Purchase orders (open market simplified acquisition)—manual.
N
Reserved.
P
Purchase orders (open market simplified acquisition)—automated.
Q–R
Reserved.
S
Schedule contract.
T–Z
Reserved.

(d) Serial Number Codes.

(1) A separate series of numbers may be used for each basic instrument type (see 504.7001-2 and 504.7001-5(c)).

(2) For delivery or task orders, each order issued by contracting office must receive a consecutive serial number. That is, orders are numbered in sequence as issued by the contracting office; not in sequence under any individual contract.

(3) At the beginning of each fiscal year, the first number assigned is 0001.

(4) Alphanumeric characters are serially assigned after the numeric series is exhausted.

(5) The allowable numeric and alphanumeric sequences, excluding alpha I and O are:

(i) 0001 through 9999.

(ii) AOO1 through A999, BOO1 through B999.

(iii) and so on to ZOO1 through Z999.

(6) Each issuing office is responsible for controlling serial number assignments.

504.7002  Procurement contract register.

GSA Form 2728, Procurement Contract Register, or an automated register, is used to ensure continuity and control of procurement instrument identification numbers.


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