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DLAD PART 42 – CONTRACT ADMINISTRATION



PART 42 – CONTRACT ADMINISTRATION

(Revised October 24, 2016 through PROCLTR 2016-10)

TABLE OF CONTENTS

SUBPART 42.1 – CONTRACT AUDIT SERVICES

42.101 Contract audit responsibilities.

SUBPART 42.2 – CONTRACT ADMINISTRATION SERVICE 42.202 Assignment of contract administration.

SUBPART 42.3 – CONTRACT ADMINISTRATION OFFICE FUNCTIONS 42.302 Contract administration functions.

SUBPART 42.11 – PRODUCTION SURVEILLANCE AND REPORTING

42.1101 General.

42.1104 Surveillance requirements.

SUBPART 42.15 – CONTRACTOR PERFORMANCE INFORMATION

42.1503 Procedures.

SUBPART 42.1 – CONTRACT AUDIT SERVICES

42.101 Contract audit responsibilities.

The Contract and Pricing Compliance Division Chief is the designee to oversee contract audit follow-up in accordance with DoDI 7640.02.

SUBPART 42.2 – CONTRACT ADMINISTRATION SERVICES

42.202 Assignment of contract administration.

(a) Delegating functions.

Delegate contract administration to DCMA for contracts and orders that require—

(1) Source inspection and acceptance by DCMA (excludes drugs, biologics, Wildland Fire Protection Program, and other medical supplies when the Food and Drug Administration (FDA) is responsible for quality assurance);

(2) ACO support for cost-type, labor-hour, or time-and-material contracts;

(3)(ii) ACO support for progress payment or performance-based payment financing terms.

DLA procuring organizations shall not delegate administration to DCMA when the contract payment office is designated as SL4701, inspection and acceptance is destination, and no DCMA support is required.

When contract administration is retained by DLA and the contract includes a duty free clause, contracting officers shall use the DCMA eTool. Registration can be requested through EWAM at the following link: https://eadf.dcma.mil/ewam2/registration/setup.do.

DLA may retain administration of a basic LTC contract but require DCMA administration of specific orders on a case-by-case basis. In such instances, the contracting officer shall, prior to release of an order that requires DCMA administration, email the contract management office to advise them of the forthcoming order so they may retrieve the basic contract from EDA.

SUBPART 42.3 – CONTRACT ADMINISTRATION OFFICE FUNCTIONS

42.302 Contract administration functions.

(a) The contracting officer shall follow the approved contract management plan (CMP) (reference 7.105(b)(19)).

(a)(13)(B)(1) Contracting officers shall designate the payment office as DoD Activity Address Code (DoDAAC) SL4701 for Enterprise Business System (EBS) contracts, except for contracts with progress or performance based payments and cost type contracts, which shall be paid by MOCAS payment offices (https://pubapp.dcma.mil/CASD/main.jsp), or for contracts with the Canadian Commercial Corporation when DCMA will perform contract administration: use payment office HQ0337. DLR contracting officers shall use the applicable MOCAS payment code for the payment office specified in the Federal Directory of Contract Administration Services Components.

SUBPART 42.11 – PRODUCTION SURVEILLANCE AND REPORTING

42.1101 General.

When the contracting officer retains administration functions, the contracting officer shall monitor contractor performance to ensure compliance with terms and conditions of the contract action. When it is determined that a need date may require a shorter delivery, the material planner or the customer account specialist will follow the policies and processes for expediting delivery in Cross-Process Policy Memorandum CP-12-001, Sales Order Expedite and Customer Inquiry Policy, dated December 11, 2012 (available on eWorkplace, Logistics Operations (J3), Shared Documents, J3 Policies and Procedures, Cross Process). The contracting officer shall negotiate revised delivery with the contractor.

Prior to taking action for contract action non-compliance, the contracting officer shall coordinate with the material planner, customer account specialist, or product specialist. Coordination with the Office of Counsel is required prior to taking cancellation or termination action.

42.1104 Surveillance requirements.

(a)(iii)(D) DCMA uses the Delivery Schedule Manager (DSM) eTool to communicate potential and existing delinquencies, respond to an acceleration request, or recommend delivery extension on a contract. To access this tool and respond to any communications from DCMA and review system generated reports, contracting officers shall be registered in DCMA's External Web Access Management (EWAM) application. Registration can be requested through EWAM at the following link: https://eadf.dcma.mil/ewam2/registration/setup.do.

SUBPART 42.15 – CONTRACTOR PERFORMANCE INFORMATION

42.1503 Procedures.

(a)(1) Contracting officers are responsible for coordination with the technical office, quality assurance, DCMA counterparts, and other end users of the product or service, as necessary, to complete their assessment and input past performance information into CPARS. The DLA Acquisition Procurement Process and Systems Division will track compliance on a monthly basis and report to the DLA Acquisition Director.

(h)(3) The DLA Acquisition Procurement Process and Systems Division is the CPARS focal point. Each procuring organization shall designate a FAPIIS point of contact (POC) to input information provided by the contracting officer into FAPIIS. FAPIIS POCs shall notify the contracting officer when the record has been submitted. The contracting officer shall document the contract file to show that the action was reported to FAPIIS. The procuring organization FAPIIS POC shall report contract terminations to the DLA Acquisition Procurement Process and System Division FAPIIS POC via email to FAPIISInbox@dla.mil and include the contract number, date and type of termination, any change, and when data was reported to FAPIIS.

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