FAR Part 4 Overview Administrative Matters

FAR 4.1 Contract Execution Only contracting officers (CO) shall sign contracts on behalf of the United States. CO signs the contract after the contractor has signed Contractor signature may be provided by: Individuals Partnerships Corporations Joint Ventures Agents

FAR 4.2 Contract Distribution Contracting officers shall distribute copies of contracts or modifications within 10 working days after execution by all parties Taxpayer Identification Information (TIN) – Contractor must provide TIN and type of organization information

FAR 4.4 Safeguarding Classified Information Within Industry Executive Order 12829, January 6, 1993 (58 FR 3479, January 8, 1993), entitled “National Industrial Security Program” (NISP), establishes a program to safeguard Federal Government classified information that is released to contractors, licensees, and grantees of the United States Government. The National Industrial Security Program Operating Manual (NISPOM) incorporates the requirements of the NISP Executive orders , – CO shall review proposed solicitations and determine security requirements. – CO ensures acquisition is NISP compliant.

FAR 4.5 Electronic Commerce in Contracting The Federal Government shall use electronic commerce whenever practicable or cost effective.

FAR 4.6 Contract Reporting Federal Procurement Data System (FPDS) FPDS Purpose – Provide database of information regarding business types, types of contracts awarded, products purchased and associated costs, from which reports can be generated for the Government or general public.

FAR 4.6 Continued Reporting Data Contract Actions agencies must report to FPDS Definitive contracts, including purchase orders and imprest fund buys over the micro-purchase threshold awarded by a contracting officer Indefinite delivery vehicles, including Task and Delivery Order contracts, GSA Federal supply schedules, Blanket Purchase Agreements, and any other agreement or contract against which purchases can be placed

FAR 4.7 Contractor Records Retention Applicable to contracts where FAR , Audit and Records – Sealed Bidding or FAR , Audit and Records - Negotiation have been incorporated into the contract Contractors are required to have available: records (i.e. books, documents, accounting procedures and practices, and other source data) for 3 years after final payment Financial and cost accounting records, pay administration, acquisition and supply records – 2-4 years.

FAR 4.8 Government Contract Files Contract files are kept for all contract actions. – Files document complete history of the contract – Files are readily accessible to principal users – Include quotations, certifications, source selection information, etc.

FAR 4.8 Continued Closeout of Contract Files – Simplified contracts closed upon CO receipt of evidence of receipt of property and final payment – FFP contracts should be closed within 6 months after CO receipt of evidence of physical completion. – Contracts requiring settlement of indirect cost rates should be closed within 36 months after CO receipt of evidence of physical completion. – All others – within 20 months.

FAR 4.9 Taxpayer Identification Number Information (TIN) Purpose of TIN – Debt collection – Internal Revenue Service (IRS) reporting

FAR 4.10 Contract Line Items Method utilized to identify items or services being acquired.

FAR 4.11 Central Contractor Registration CCR The Central Contractor Registration (CCR) system is a part of the System for Award Management, or SAM Prior to contract award, contractors are to be registered with CCR. – Provides the federal government a database of information on contractors. – Allows the Government to identifying and assist in paying contractors. – Registering requires: DUNS number, Cage Code, and proper ORCA Filings.

FAR 4.12 Representations and Certifications Online Representations and Certifications Application (ORCA) Allows contractors to provide “representations and certifications” where they can be accessed by numerous contracting and procurement offices Now a component of the System for Award Management ( websitewww.sam.gov

FAR 4.13 Personal Identity Verification Applicable when contractor and/or subcontractor personnel are performing services routinely at Federally-controlled facilities and/or have routine access to an information system that is Federally controlled. Personal Identity Verification is also applicable to the acquisition of products and services.

FAR 4.14 Reporting Executive Compensation and First-Tier Subcontract Awards Applicable to contracts awarded at $25k or higher, the exception being classified contracts and contracts awarded to individuals. Contractors is required to report its five most highly compensated executives and of its first tier subcontractors. Exception – contractors and subcontract whose gross income in the prior tax year was under $300k.

FAR 4.15 American Recovery and Reinvestment Act – Reporting Requirements Applicable for contracts or mods that are funded the American Recovery and Reinvestment Act. Information to be included in reporting: – Dollar amount of contractor invoices – Supplies and services provided – Status report on work progress – Estimate of the number of jobs created and/or retained due to the Recovery Act funding – Executive compensation for contractor and first tier subcontractors.

FAR 4.16 Unique Procurement Instrument Identifiers (PIID) PIID is a standardized method by which the Government identifies contract actions Consists of four fields: – Agency identification: 6 characters e.g., FA5941 – Fiscal year: 2 characters e.g. 14 – Type instrument: 1 character e.g., C, D, – Sequential serial number: 4 characters – Supplemental: 4 characters Mxxx = Solictation amendment xxx Axxx = Administrative modification xxx Pxxx = PCO Contract modification xxx

Type Instrument Codes B Invitations for bids C Contracts of all types except indefinite delivery contracts, facilities contracts, sales contracts, and contracts placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside OPM D Indefinite delivery contracts E Facilities contracts F Contracting actions placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD (including actions with theNational Industries for the Blind (NIB), the National Industries for thSeverely Handicapped (NISH), and the Federal Prison Industries (UNICOR)) G Basic ordering agreements H Agreements, including basic agreements and loan agreements, but excluding blanket purchase agreements, basic ordering agreements, and leases K Short form research contract L Lease agreement M Purchase orders—manual (assign W when numbering capacity of M is exhausted during the fiscal year) N Notice of intent to purchase P Purchase order—automated (assign V when numbering capacity of P is exhausted during a fiscal year) Q Request for quotation—open market R Request for proposal S Sales contract T Request for quotation—GSA schedule (assign U when numbering capacity of T is exhausted during a fiscal year)