# DLAD PART 4 – ADMINISTRATIVE MATTERS

- SUBPART 4.1 – CONTRACT EXECUTION

- 4.103-90 Contract clause.

- SUBPART 4.2 – CONTRACT DISTRIBUTION

- 4.202 Agency distribution requirements.
- 4.202(1)(ii)(A) (FARS DEV 02-08, PERMANENT)

- 4.202-90 Agency distribution requirements.
- 4.202-91 Local contract distribution.

- SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

- 4.502-90 Electronic order transmission.

- SUBPART 4.6 – CONTRACT REPORTING

- 4.602 General.
- 4.603 [Reserved.]
- 4.604 Responsibilities.
- 4.606 Reporting Data.

- SUBPART 4.8 – GOVERNMENT CONTRACT FILES

- 4.802 Contract files.
- 4.802 (f)(S-90)

- SUBPART 4.11 – CENTRAL CONTRACTOR REGISTRATION

- 4.1103 Procedures.

- SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

- 4.1301 [Reserved.]
- 4.1302 Acquisition of approved products and services for personal identity verification.

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

- SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

- 4.7003 Basic PII number.

- 4.7003-90 Basic procurement instrument identification number (PIIN).
- 4.7004-90 Supplementary PIINs.

- SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

- 4.7103-1-90 Criteria for establishing.
- 4.7103-2-90 Surge and sustainment contract line-items.
- 4.7103-2-91 Numbering procedures.
- 4.7104-1-90 Solicitation and award documents in business system modernization (BSM) and base operations support system (BOSS).
- 4.7104-2-90 Numbering 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 Policy.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract Files.

SUBPART 4.11 – CENTRAL CONTRACTOR REGISTRATION

4.1103 Procedures.

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 4.1 – CONTRACT EXECUTION

4.103-90 Contract clause.

Use 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

(Revised March 12, 2012 through PROCLTR 2012-26)

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 the Standard Automated Material Management System (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.

4.202-91 Local contract distribution.

(a) HCAs, or their designees, or chiefs of contracting offices for which the Director, DLA Acquisition, is the HCA, may supplement local internal procedures for contract distribution; however, the procedures shall not be more restrictive than the FAR or DFARS.

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic order transmission.

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

(b) Use 52.204-9001 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 4.6 – CONTRACT REPORTING

4.602 General.

See DFARS PGI 204.602 for additional information on the federal procurement data system (FPDS) pertaining to helpful documents, user’s manual and procedures for resolving technical issues pertaining to the various contract writing systems or policy issues relating to FPDS.

4.603 [Reserved.]

4.604 Responsibilities.

See DFARS 204.604 for responsibilities in reporting to FPDS.

4.606 Reporting Data.

In addition to FAR 4.606, follow the procedures at DFARS PGI 204.606 for reporting data to FPDS. DD Form 350s and DD Form 1057s have been replaced with contract action reports (CARs). Guidance to find data elements for a CAR can be found at PGI 204.602(1) and 204.602(1)(i).

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract files.

4.802 (f)(S-90)

(a) Simplified acquisitions, autoIDPOs, bilateral purchase order, and delivery orders (regardless of dollar value).

(1) The electronic contract folder (ECF) shall be the official repository of record for simplified acquisitions (including commercial acquisitions using the procedures outlined in FAR 13.5, autoIDPOs, bilateral purchase order, and delivery orders (regardless of dollar value).

(2) Any documents not automatically inserted into the ECF through EBS processing, must be scanned and imported into the appropriate folder in the ECF. Bilateral purchase orders or purchase orders with offline documentation must be scanned into the ECF using the designated document identification description such as a scanned DO or PO. If manual scanning of acquisition documents is needed, all required documents must be scanned and imported into the ECF within ten business days from the date of award. A list of documents that are automatically fed to the ECF can be found on EBS online help under the procurement job aid titled “EBS ECF automated feeds.” Instructions for scanning documents into the ECF can be found on EBS online help under the procurement job aid titled “ECF user manual.”

(3) The contracting officer is responsible for ensuring that the ECF contains all the required documents, even if someone other than the contracting officer scans and posts the documents into the ECF.

(b) Large acquisitions, long-term contracts (LTCs), and basic ordering agreements (BOAs).

(1) For other acquisitions, including large purchases (acquisitions over the simplified acquisition threshold or FAR 13.5 threshold), LTCs, and BOAs, the ECF shall be the secondary repository of contract information. The hard copy file remains the official file of record.

(2) At a minimum the following acquisition documents must be scanned and placed in the ECF in the appropriate location: Solicitation, DD 2579, acquisition plan, amendments, pre-negotiation briefing memorandum, price negotiation memorandum, final abstract, copy of the signed contract, and contract modifications.

(c) Contract modifications.

(1) Modifications processed in the DLA post-award contracting system (DPACS) will automatically be fed into the ECF, unless the offline documentation or bilateral modification block has been checked on the DPACS prepare modification screen (see 3b).

(2) Modifications prepared outside DPACS must to be scanned into the ECF and assigned a description that matches the modification number of the document being imported.

(d) Sensitive information and processing guidance.

(1) The scanning and posting of contractor bid or proposal information, source selection information, procurement sensitive or proprietary information into the ECF shall occur after contract award only and only those individuals identified at 3.104-4 are allowed to view this information. Once this information is scanned, the contracting officer is responsible for importing these documents to the appropriate folder in the ECF. The sensitive, proprietary or source selection information shall be processed in accordance with normal procedures for handling this category of information.

(2) Oversized documents, such as drawings, that cannot be scanned into the ECF will be maintained as a hard copy. A reference statement or pointer will be added to the ECF by the acquisition specialist notifying authorized users of the location of hardcopy documents.

(3) Cancelled purchase requests and other documents, such as no bids or part number information, may be scanned into the ECF for future reference.

(4) Documents associated with any contracting officer or Agency protests received in the course of the acquisition must be scanned and imported into the ECF.

SUBPART 4.11 – CENTRAL CONTRACTOR REGISTRATION

4.1103 Procedures.

(d)(S-90) Provide the commercial and Government entity code on contractual documents transmitted to the payment office.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

(Revised June 6, 2012 through PROCLTR 2012-28R)

4.1301 [Reserved.]

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

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

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

(a) Use clause 52.204-9000 Contractor Personnel Security Requirements, 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) and supply, storage, and distribution (SS&D) sites that are not controlled by DLA, may exclude clause 52.204-9000 Contractor Personnel Security Requirements, 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

(Revised December 21, 2011 through PROCLTR 2012-13)

4.7003 Basic PII number.

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

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

(1) Positions 1 through 3 will be for EProcurement, a DLR site, or other contracts.

Positions 1-3 designators | Corporate Contracts
SPE | For EProcurement
SPR | For a DLR site (even after EProcurement)
SPM | All others

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

Position 4 designator | Awarding Contracting Activity and/or Location (if a Depot Level Repairable (DLR) or Supply, Storage, and Distribution (SS&D) Detachment)
1,2,3,5 or 8 | DLA Troop Support
4 | DLA Aviation
7 | DLA Land and Maritime
R | Huntsville, Alabama
W | Warner Robins, Georgia
P | Philadelphia, Pennsylvania
T | Oklahoma City, Oklahoma
H | Ogden, Utah
D | Warren, Michigan
M | Mechanicsburg, Pennsylvania
B | Aberdeen, Maryland
A | Albany, Georgia
Y | Supply, Storage, and Distribution (SS&D) Detachment, DLA Shipyard (note that Position 6 will denote location as follows): 1 = Norfolk, Virginia 2 = Puget Sound, Washington 3 = Portsmouth, New Hampshire 4 = Pearl Harbor, Hawaii) (NOTE: use of the 1 - 4 in the 6th position is not restricted to the Shipyards)

(3) Position 5 identifies the supply chain.

Position 5 designator | 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.

Position 6 designator | Division
0 (zero) | 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 | SMSG long term contracts (items are supply chain specific)
K | Kitting
Other Number | The procurement business process analyst will assign a number other than “0” (zero) or alphabetic character for the division 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 issued or awarded.

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

(7) Use the number“9” in position 10 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.

4.7004-90 Supplementary PIINs.

(a) Corporate contracts.

(1) The awarding contracting activity will assign the basic PIIN in accordance with 4.7003-90.

(2) 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 PGI 4.7004-90.

(3) 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.

SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-1-90 Criteria for establishing.

(d) 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). Additive CLINs create a system record for such charges at activities using the Standard Automated Material Management System (SAMMS).

4.7103-2-90 Surge and sustainment contract line-items.

(a) 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 the EBS procurement job aid for additive CLINS/service material for more information.

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).

4.7104-1-90 Solicitation and award documents in business system modernization (BSM) and base operations support system (BOSS).

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

4.7104-2-90 Numbering procedures.

(a)(1) 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).

(a)(2) 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 sub-elements 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