# DLAD PART 4

- SUBPART 4.1 - CONTRACT EXECUTION

- 4.103-90 Contract Clause

- SUBPART 4.2 - CONTRACT DISTRIBUTION

- 4.202 Agency distribution requirements.

- 4.202-90 Agency Distribution Requirements

- SUBPART 4.5 - ELECTRONIC COMMERCE IN CONTRACTING

- 4.502-90 Electronic Order Transmission

- SUBPART 4.6 - CONTRACT REPORTING

- 4.603 Solicitation provision.
- 4.670 Defense Contract Action Data System (DCADS)

- 4.670-3 Contracting office responsibilities.
- 4.670-6 Types of DD Forms 350.

- 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(a)(90) To facilitate contract funds accounting, the following contract line items shall be used and established for surge and sustainment (S&S) elements. Funding sources are either Defense Working Capital (DWC) Funds or Industrial Capability (IC) Funds.
- 4.7103-2 Numbering procedures.
- 4.7104-1(b)(1)(90) Solicitation and award documents in Business System Modernization (BSM) and Base Operations Support System (BOSS)-BSM shall not contain sub-CLINs. Acquisition specialists shall use separate CLINs as a substitute for sub-CLINs. Separate CLINs shall also be used for phased-delivery schedules. For additional guidance, reference PGI 4.7104-1 (b) (1) (90).
- 4.7104-2 Numbering procedures.

- SUBPART 4.73-- CENTRAL CONTRACTOR REGISTRATION

- 4.7303 Procedures.

PART 4

ADMINISTRATIVE MATTERS

TABLE OF CONTENTS

SUBPART 4.1 – CONTRACT EXECUTION

4.103 Contract Clause

SUBPART 4.2 – CONTRACT DISTRIBUTION

4.202 Agency Distribution Requirements

SUBPART 4.5 - ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic Order Transmission

SUBPART 4.6 - CONTRACT REPORTING

4.603 Solicitation provisions.

4.670 Defense Contract Action Data System (DCADS).

4.670-3 Contracting Office Responsibilities.

4.670-6 Types of DD Forms 350, Individual Contracting Action Report.

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 4.73 - CENTRAL CONTRACTOR REGISTRATION

4.7303 Procedures.

SUBPART 4.1 - CONTRACT EXECUTION

4.103-90 Contract Clause

Use the clause 52.204-9004, Administrative Deselect, if a clause used in the solicitation has been determined not applicable for award.

SUBPART 4.2 - CONTRACT DISTRIBUTION

4.202 Agency distribution requirements.

4.202(1)(ii)(A) (FARS DEV 02-08, PERMANENT)

The Defense Distribution Depots do not need to be provided written copies of contracts that are awarded in SAMMS and require destination acceptance.

4.202-90 Agency Distribution Requirements

Use clause 52.204-9005, Distribution of Contract to Agent, in solicitations when it is needed to supply a copy of the contract to a foreign contractor’s U.S. agent.

SUBPART 4.5 - ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic Order Transmission

Clause 52.204-9002, Solicitation Provisions & Contract Clauses Statement, is mandatory for all solicitations and awards.

Use 52.204-9001 in all LTC solicitation/awards in which electronic ordering (or Automated Outline Agreements) may be utilized for issuing delivery orders. EDI does not apply to AutoIDPOs.

SUBPART 4.6 - CONTRACT REPORTING

4.603 Solicitation provision.

(a) Contractor Identification Number. The contracting activity will be required to provide the contractor’s nine position DUNS number.

4.670 Defense Contract Action Data System (DCADS)

4.670-3 Contracting office responsibilities.

(a) For DD Form 350, Individual Contracting Action Report, contracting offices--

(2)(iv) For DLA, the input of records shall be accomplished within 3 workdays of the action date. Error corrections will be made within 3 workdays from the date the record appears on the error file. Closeout for the reporting period will be the tenth workday following the last day of the month, except September may be extended for not more than 10 days.

(2)(v) For all actions involving the current report year and the year prior to that, the reporting activity shall prepare the appropriate input and/or correcting documents for processing into the DLA Contract Action Reporting System (DCARS). The reporting activity is responsible for submission of all reportable contracting actions. Contact J-72 for instructions for entering records not reported before the fiscal year closeout date.

(3)(i) J-72 will process corrections or cancellations only for those records that predate the most recent full reporting fiscal year. However, corrections will not be made to records more than 5 fiscal years old. The reporting activity shall prepare the document using the current fiscal year form and forward to HQ DLA for processing. The reporting activity shall include a memorandum which explains why the original action required correction or cancellation.

(5)(i) DLA contracting offices with DCARS capability may use an electronic equivalent to comply with the DFARS requirement for contract file record.

(b) For DD Form 1057, Monthly Contracting Summary of Actions $25,000 or Less, contracting offices--

(2)(i) Closeout for the reporting period will be the tenth workday following the last day of the month, except September may be extended for not more than 10 days.

(3)(i) For DLA, any prior month DD Form 1057 report that requires correction or adjustment will be submitted using a Correct Code 2 Report. Current month DD Form 1057 reports that require correction or adjustment will be corrected before month-end closeout.

4.670-6 Types of DD Forms 350.

(b)(4)(i) A DD Form 350 template record shall be entered into the DLA Contract Action Reporting System (DCARS) for all other indefinite delivery contracts (IDCs) or agreements awarded by DLA contracting offices. These records shall indicate the total estimated dollar value as a subelement to Item B8. These actions are not reported to DoD but support DLA management.

(c)(3) Local procedures which combine two or more actions into a single award or modification may require multiple reports. Any reportable portion with a dollar value of $25,000 or less shall be reported on the DD Form 1057. These procedures will permit accurate reporting of set-asides and other actions which would either not be reported or reported with an incorrect dollar value if reported as a single action. Examples include but are not limited to the following:

(i) One part of the action was unrestricted while the other part involved one or more socioeconomic programs such as set-asides; or

(ii) A part of the action was under multiyear contract procedures (see FAR 17.1) and the remainder was not.

(c)(4) If multiple reports are required, the unrestricted or multiyear portion should be reported as the initial or definitive contract and the other portion as a modification. The second portion is a modification of the contract for reporting purposes, but may be assigned a modification number of P00000 to indicate this was reported as a modification for reporting purposes. Alternatively, an alpha character may be used in the last four positions of the modification number block to indicate a modification for the purpose of contract reporting, e.g., P0000A, P0000B, etc.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1301 Contract Clause

(90) Use the clause 52.204-9003, Vendor Security Requirements, in solicitations and contracts when contractor performance requires contractors to have any access to a Federally-controlled facility and/or Federally-controlled information system as required by DLAR 5200.11,

4.1302 Acquisition of approved products and services for personal identity verification

(c) Contracting Officer is required to coordinate with Information Operations (J-6), when not using the process at Federal Acquisition Regulation Subpart 4.1302(c) when acquiring personal identity verification products and services.

4.1303 Contract Clause.

Use the clause 52.204-9000, Contractor Personnel Security, in solicitations and contracts that contain FAR 52.204-9, Personal Identity Verification of Contractor Personnel, when contract performance require contractors to have routine access to a federally-controlled facility and routine access to a federally-controlled information system. Contractors that require only intermittent access (e.g. short term (i.e. less than six months) require coordination with the Office of Counsel and the local Security Office.

SUBPART 4.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

4.7003 Basic PII number.

(90) The letter Y in the ninth position of the basic procurement instrument identification number is reserved to identify imprest fund orders posted to the Standard Automated Materiel Management System (SAMMS) or other DLA automated system.

(91) Corporate Contracts

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

(1) Positions 1 through 3 will be SPM.

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

| Contracting Activity
7 | Defense Supply Center Columbus
1,2,3,5 or 8 | Defense Supply Center Philadelphia
4 | Defense Supply Center Richmond

(3) Position 5 identifies the Supply Chain.

| Supply Chain
A | Aviation
L | Land
M | Maritime
S | Subsistence
C | Clothing and Textile
D | Medical
E | Construction and Equipment

(4) Position 6 identifies the division designator.

| Division
0 | Emergency Supply Operations (ESOC) Buy
X | Strategic Material Sourcing Group (SMSG) Long Term Contracts (to include Corporate Contracts) (Included items are cross supply chains)
G | Strategic Material Sourcing Group (SMSG) Long Term Contracts (to include Corporate Contracts) (Included items are supply chain specific)
K | Kitting
Other | The Procurement Business Process Analyst will assign a numeric other than “0” for the division designator when one of the above designators are not appropriate for use.

(5) Positions 7 through 8 identify the last two digits of the fiscal year in which the contract instrument number was awarded

(6) Position 9 identifies the type of contracting instrument as defined in DFARS 204.7003.

(7) Position 10 will be used to identify Corporate Contracts. Use “9” in this position if awarding a Corporate Contract.

(8) Positions 11 through 13 identify the serial number of the instrument in these positions as defined in DFARS 204.7003.

4.7004 Supplementary PII Numbers

(90) Corporate Contracts

(a) Orders placed by all activities under a Corporate Contract will cite the basic PII number as specified in DFARS 204.7004. Follow the mandatory procedures in the DLAD PGI 4.7004 (a) through (g).

(b) 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 SPIINs for the contract.

SUBPART 4.71 - UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-1 Criteria for establishing.

(d)(90) The cost of a deliverable, a non-deliverable, or a financial adjustment for which the contractor is entitled to payment, but did not appear on the purchase request, or was not known prior to receipt of the bids/offers, may be identified as an additive contract line item number (CLIN) in accordance with DFARS 204.7103-1(d) and DLAM 4715.1, Manual of Operating Procedures for the Contracting Subsystem, Appendix E. Additive CLINs create a system record for such charges at activities using the SAMMS.

4.7103-2(a)(90) To facilitate contract funds accounting, the following contract line items shall be used and established for surge and sustainment (S&S) elements. Funding sources are either Defense Working Capital (DWC) Funds or Industrial Capability (IC) Funds.

Additive CLIN | Service Material Number | Description
9910 | S00000041 | S&S Capability Assessment – DWC* Funds
9999 | S00000049 | S&S Investments – DWC Funds
9953 | S00000057 | S&S Lump Sum Decrease – DWC Funds
9952 | S00000045 | S&S Lump Sum Increase – DWC Funds
9999 | S00000050 | S&S Material Storage Maintenance – DWC Funds
9999 | S00000047 | S&S Miscellaneous – DWC Funds
9910 | S00000042 | S&S Testing Plan – DWC Funds
9910 | S00000043 | S&S Testing Report – DWC Funds
9960 | S00000029 | S&S Capability Assessment – IC** Funds
9965 | S00000034 | S&S Investments – IC Funds
9968 | S00000056 | S&S Lump Sum Decrease – IC Funds
9967 | S00000036 | S&S Lump Sum Increase
9966 | S00000035 | S&S Material Storage Maintenance – IC Funds
9969 | S00000037 | S&S Miscellaneous – IC Funds
9962 | S00000031 | S&S Testing – IC Funds
9961 | S00000030 | S&S Testing Plan – IC Funds
9963 | S00000032 | S&S Testing Report – IC Funds

Note: See EBS Procurement Job Aid for Additive CLINs/Service Material for more information if necessary.

*DWC – Defense Working Capital

**Industrial Capability

4.7103-2 Numbering procedures.

(a)(91) IAW DLA HQ permanent class deviation DEV 2009-02, DRMS contracting offices are exempt from DFARS PGI 204.7103-2(a).

4.7104-1(b)(1)(90) Solicitation and award documents in Business System Modernization (BSM) and Base Operations Support System (BOSS)-BSM shall not contain sub-CLINs. Acquisition specialists shall use separate CLINs as a substitute for sub-CLINs. Separate CLINs shall also be used for phased-delivery schedules. For additional guidance, reference PGI 4.7104-1 (b) (1) (90).

4.7104-2 Numbering procedures.

(a)(1)(90) IAW DLA HQ permanent class deviation DEV 2009-02, DRMS contracting offices are exempt from DFARS PGI 204.7103-2(a).

(a)(2)(90) SUBCLINS may be used for the CLINs established under 4.7103-2(a)(90), as necessary. To facilitate contract funds accounting, the following subclins shall be used for CLIN 6003 under 4.7103-2(a)(90) when these subelements are required and pricing needs to be established for them:

CLIN 6003 S&S Testing

CLIN 6003AA S&S Test Plan

CLIN 6003AB Performance of S&S Test

CLIN 6003AC S&S Test Report

SUBPART 4.73-- CENTRAL CONTRACTOR REGISTRATION

4.7303 Procedures.

4.7303(b)(2)(d) Provide the Commercial and Government Entity Code on contractual documents transmitted to the payment office. (See DFARS 253.213-70(e), Block 9.)