Federal Uniform Contract Format 06 Mar 2007

Your contract is the foundation for everything you will give and receive on your program

The “Conformed Contract” –Incorporates all changes –Only accurate accounting of rights & responsibilities Electronic Document Access (EDA) –An online document access system designed to provide acquisition related information- - for use by all of DoD – –Other sources: OPR, PM, QAE, CA, CO The “Conformed Contract” –Incorporates all changes –Only accurate accounting of rights & responsibilities Electronic Document Access (EDA) –An online document access system designed to provide acquisition related information- - for use by all of DoD – –Other sources: OPR, PM, QAE, CA, CO Need to Have a Copy!! Make Sure a Conformed Copy is Maintained !!!!!!!!

That Contract Is Hard to Read!  Federal Acquisition Regulations mandate use of the “Uniform Contract Format”  Its confusing!!  If you can’t decipher your contract, you probably can’t manage it effectively!

THE UNIFORM CONTRACT FORMAT SectionTitle Part I -- The Schedule A Solicitation/contract form. BSupplies or services and prices/costs. CDescription/specifications/statement of work. DPackaging and marking. EInspection and acceptance. FDeliveries or performance. GContract administration data. HSpecial contract requirements. Part II -- Contract Clauses IContract clauses. Part III -- List of Documents, Exhibits, and Other Attachments JList of attachments.

Solicitation / Contract Form –Contract/Modification # –Effective date –Price or Cost –Type contract –Security classification –Parties to the contract –Binding signatures –Administering contract office Solicitation / Contract Form –Contract/Modification # –Effective date –Price or Cost –Type contract –Security classification –Parties to the contract –Binding signatures –Administering contract office Section A This is the cover page

Example: FA C-2108 P00017 Example: FA C-2108 P00017 Section A, cont. “C” = Contract “D” = Indefinite Delivery “G” = Basic Ordering Agreement “R” = RFP Contract Number DoD Activity Address Code (DoDAAC) (This one is 50 CONS, Schriever AFB) Year Issued (normally of RFP) Location’s Sequential # Modification Number “Poo #”

Supplies or Services & Prices/Costs –Description of supplies/services –Quantities –Price or cost of each –Accounting Classification Reference Number (ACRN) for each Supplies or Services & Prices/Costs –Description of supplies/services –Quantities –Price or cost of each –Accounting Classification Reference Number (ACRN) for each Section B Contains the “CLINs” Contract Line Item Numbers

Section B, cont.  A—Fixed Price Redetermination  J—Firm Fixed Price  K—Fixed Price Economic Price Adjustment  L—Fixed Price Incentive  M—Fixed Price Award Fee  R—Cost Plus Award Fee  S—Cost  T—Cost Sharing  U—Cost Plus Fixed Fee  V—Cost Plus Incentive Fee  Y—Time & Materials  Z—Labor Hours  9—Multiple Types  0—No Cost Contract Type Codes

Section B, cont.  NSN—National Stock Number  “N” means none  site codes  “pqa” is point of quality assurance inspections  “acp” is site of acceptance  “fob” is party NOT responsible for shipping Costs (free on board) Site code entries  “S”—Source: the contractor / his location  “D”—Destination: the government / his receiving site (Preferred) Other Mysterious Codes

Description/Specifications/ Work Statement –Initial Specs and all specification changes incorporated in the contract Description/Specifications/ Work Statement –Initial Specs and all specification changes incorporated in the contract Section C What ECPs / SCNs are included? ( Engineering Change Proposal/Specification Change Notice

Section D—Packaging, Marking, Shipping Section E—Inspection & Acceptance –Provisions for formal transfer of ownership Section D—Packaging, Marking, Shipping Section E—Inspection & Acceptance –Provisions for formal transfer of ownership Sections D & E Delivery Information

Deliveries or Performance –Delivery Contracts Indicate when items will be delivered –Performance Contracts Indicate period of performance –Level of Effort Contracts Indicate level of effort over period of time Match to Section B CLINS Deliveries or Performance –Delivery Contracts Indicate when items will be delivered –Performance Contracts Indicate period of performance –Level of Effort Contracts Indicate level of effort over period of time Match to Section B CLINS Section F When will it be done?

Contract Administration Data –Appropriation data –Listed as Accounting Classification Reference Numbers, ACRNs –ACRNs match up to CLINs in Section B Contract Administration Data –Appropriation data –Listed as Accounting Classification Reference Numbers, ACRNs –ACRNs match up to CLINs in Section B Section G How much money of what type?

Special Contract Requirements –Customized provisions/clauses Sometimes called “Local Clauses” –Very Important for PMs to know Reopeners—contingency adjustments Options Special funding requirements Incentives –READ & UNDERSTAND SECTION H !!!!!!!!! Special Contract Requirements –Customized provisions/clauses Sometimes called “Local Clauses” –Very Important for PMs to know Reopeners—contingency adjustments Options Special funding requirements Incentives –READ & UNDERSTAND SECTION H !!!!!!!!! Section H These often require the most management attention

Contract Clauses –Required by Acquisition Regulations or law –Incorporated by reference Listed by name & date of clause Full force & effect as if in full text –Date is important when you look them up Contract Clauses –Required by Acquisition Regulations or law –Incorporated by reference Listed by name & date of clause Full force & effect as if in full text –Date is important when you look them up Section I Standard & customary for contract / effort type

List of Attachments –Indexed listing of attachments –Physically attached documents Attachments Exhibits List of Attachments –Indexed listing of attachments –Physically attached documents Attachments Exhibits Section J Specialized contractual requirements for your program

Section K: Certifications and Representations of offerors Section L: Instructions to offerors Section M: Evaluation factor for award Program managers will have input to sections L and M. After award, these three sections are placed in the contract file; they are not part of the contract. Section K: Certifications and Representations of offerors Section L: Instructions to offerors Section M: Evaluation factor for award Program managers will have input to sections L and M. After award, these three sections are placed in the contract file; they are not part of the contract. Section K, L, & M Solicitation Sections Found in RFPs

Generally Believed Specifications Clauses Attachments Sections A-H Special Requirements Exhibits All about equally important Reality Strict rule of interpretation 1 st Schedule: Sections A-H 2 nd Representations/Instructions Sections K-M 3 rd Clauses: Section I 4 th Other documents, exhibits, attachments: Section J 5 th The Specifications !!!

Remember Ambiguities in contractual instruments are construed against the drafter (the govt.) In DoD contracts, the government is considered the drafter Be careful to be consistent, concise, & do not replicate requirements in different portions of the contract

SECTION A EXAMPLE

SECTION B EXAMPLE Quantity Unit Price Item No Supplies/Services Total 0001 CLIN Establish 1 $300,000, LO $300,000, noun: Martian Reconnaissance Vehicle acrn: AA nsn: N site codes pqa: S acp: S fob: S pr/mipr data: GASCYCF type contract: J 0001AA SubCLIN Establish3 noun: Spare Martian DeflectorsEA NSP acrn: AA “LO” means “lot” “EA” means “each” “Option CLIN” is not purchased until exercised: “Option Exercise” “NSP” means “not separately priced”

SECTION F EXAMPLE 0001 Delivery Schedule Establish Delivery Schedule ship to: U198AUG31 “ASREQ” means “as required” Descriptive Data will indicate where to find the actual dates.

SECTION G EXAMPLE Appropriation… Obligation ACRNSupplemental… Amount AA F03000 $144,500, C17A F pr/mipr data: GASCYCF

Section A Section B –CLIN # –ACRN Section F Section G How Do the Sections Relate to One Another?