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SOFARS PART 5604ADMINISTRATIVE MATTERS



SOFARS PART 5604 - ADMINISTRATIVE MATTERS
SUBPART 5604.1 - CONTRACT EXECUTION
5604.103
Contract Clause.
SUBPART 5604.2 - CONTRACT DISTRIBUTION
5604.202
Agency Distribution Requirements.
SUBPART 5604.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY
5604.402
General.
5604.403 Responsibilities of Contracting Officers.
5604.404-80 Foreign Persons
SUBPART 5604.5 ELECTRONIC COMMERCE IN CONTRACTING
5604.502 (Removed December 2015)
SUBPART 5604.6 - CONTRACT REPORTING
(Revised December 2014)
5604.670 Contract Action Reporting Requirements

5604.670-2 Reportable Contracting Actions
5604.670-2-90 Reporting Rerepresentation Actions
5604.670-2-91 Reporting Inherently Governmental Functions Indicators.
5604.670-3 Contracting Officer Responsibilities
5604.670-5 Departmental Data Collection Point Responsibilities
5604.680 Removed (2014)
SUBPART 5604.8 – GOVERNMENT CONTRACT FILES
5604.803 Contents of Contract Files 
5604.804 Closeout of Contract Files.
5604.804-1 Closeout by the Office Administering the Contract.
5604.804-2 Closeout of the Contracting Office Files if another Office Administers the Contract.
SUBPART 5604.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM
5604.7003
Basic PII Numbers.
5604.7004 Supplementary PII Numbers.
SUBPART 5604.71 - UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM
5604.7107
Contract Accounting Classification Reference Number (ACRN)

SOFARS PART 5604
ADMINISTRATIVE MATTERS

 

SUBPART 5604.1 - CONTRACT EXECUTION

5604.103 Contract Clause.
Contracting officers must insert 5652.204-9000, Individual Authorized to Sign, in all solicitations.

SUBPART 5604.2 - CONTRACT DISTRIBUTION

5604.202 Agency Distribution Requirements. 
(Revised July 2011)
Follow the procedures in Part 4, Item 3 of the DCG for the distribution of contracts and modifications.

SUBPART 5604.4 - SAFEGUARDING CLASSIFIED INFORMATION WITHIN INDUSTRY

5604.402 General.
All procedures involving safeguarding both classified and unclassified information must be made in accordance with the local security requirements and procedures.
5604.403 Responsibilities of contracting officers.
(Revised June 2013) (Revised September 2013-reorganization)
(a) Contracting officers must insert the clause 5652.204-9001, Cognizant Security Office, when utilizing FAR 52.204-2, Security Requirements.
(b) Contracting officers shall insert the clause 5652.204-9003. Disclosure of Unclassified Information, in all USSOCOM solicitations and contracts. This clause may be used in place of DFARS clause 252.204-7000, Disclosure of Information. All media queries will be coordinated with SOPA, SOF AT&L-AS-J2X, Mr. David Lesieur (SCSO-J2X-RPT), Mr. Rance Rutherford (SOF AT&L-AS), and SOJA-AQ. All cyber security breaches shall be reported to SOF AT&L-AS, Mr. David Lesieur (J2X-RPT, Mr. Rance Rutherford (SOF AT&L-AS).

(c) To ensure appropriate control of classified material within the contracting office, no foreign firm or individual will be added to any source list which may, at present or eventually, require or permit access to classified material during any phase of procurement without the written concurrence of the contracting office's servicing Security Management Office. For additional guidance and emphasis on handling sensitive and classified documents and OPSEC reviews, please see SOF AT&L-K Policy Memo 11-03, Contracting Officer Responsibilities Regarding Classified Contract Information and Operational Security (OPSEC) Reviews of Contracting Documents.


5604.404-80 Foreign Persons.
Contracting officers must insert the clause at 5652.204-9004, Foreign Persons, for all Service/R&D contracts.

SUBPART 5604.5 ELECTRONIC COMMERCE IN CONTRACTING

5604.502 Policy.
(Removed December 2015)

SUBPART 5604.6 - CONTRACT REPORTING

(Revised February 2007)
5604.670 Contract Action Reporting Requirements.


5604.670-2 Reportable Contracting Actions.
(Revised August 2012)
(a) A Contract Reporting Action (CAR) or DD350 (for ECITS submittals), should be completed for the following, regardless of dollar value:

(a) Agencies participating in the Small Business Competitiveness Demonstration Program (see FAR 19.10) shall complete a CAR for each award in the designated industry groups, regardless of dollar value in accordance with DFARS PGI 204.670-2.


5604.670-2-90 Reporting Rerepresentation Actions.
(Added March 2009)
(a) Follow the instructions at DCG chapter 4, item 5, Instructions for Reporting Rerepresentation Actions in FPDS-NG.


5604.670-2-91 Reporting Inherently Governmental Functions Indicators.
(Added January 2014)
(a) Follow the instructions at DCG chapter 4, item 6, Instructions for Inherently Governmental Functions Indicators (IGF) in FPDS-NG.


5604.670-3 Contracting Officer Responsibilities.
(Revised April 2011)
(a)(4) 


5604.670-5 Departmental data collection point responsibilities.
(1)   Special or unique reporting requirements may be coordinated with SOF AT&L-K liaison officers.
5604.680 Removed (2014)

SUBPART 5604.8 – GOVERNMENT CONTRACT FILES

5604.803 Contents of Contract Files.
(Revised August 2015)
(a) The use of electronic contract files is mandatory, unless otherwise approved in writing by the Deputy Director of Procurement (DDOP) or by the DDOP-MAR. If there is a classified document(s) to an otherwise unclassified contract file, the document electronic file shall be stored in a folder on the appropriate secure network, and the hardcopy documents shall be stored in the appropriate secure container. A cross-reference annotation will be made on the file index specifying where the document is located.
(b) All contract files must be arranged in accordance with the appropriate file index located in the DCG.
(c) Additionally, 6 part folders shall be used when hardcopy files have been approved in accordance with paragraph (a) above. Numbered tabs must be at the side of a page, which act as a divider between each category of documents (i.e. A-1, B-1, B-2, B-3).
(d) Use of the Contract File Administrative Checklist is recommended for all contracts exceeding the simplified acquisition threshold. This checklist may also be used to document an independent internal review Use of the Delivery/Task Order Checklist is recommended for all orders.
(e) Filing conventions for contract files are specified in DCG chapter 4, item 1.
(f) Follow DCG chapter 4, item 2 for specific mandatory contract files assurance actions.
(g) A Critical Documents Checklist is provided to alert contracting officers of the 15 critical documents that will be surveyed during all policy reviews, regardless of scope of the required review. The list includes their review point and the file tab in which the documents are expected to be located.
5604.804 Closeout of Contract Files.


5604.804-1 Closeout by the Office Administering the Contract.
(Revised October 2014)
(1)

Contracting officers must use the DD1597, Contract Closeout Checklist, and DD 1594, Contract Completion Statement, for all contracts other than firm-fixed price that are not administered by a Defense Contract Management Agency (DCMA) contract administration officer.


5604.804-2 Closeout of the Contracting Office Files if another Office Administers the Contract.
(Revised October 2014)
Contracting officers must obtain all the proper closeout documentation from both the administering and paying offices per DFARS 204.804 within the time parameters established in FAR 4.804-1. Upon receipt of the required documentation from the coordinating offices, the Contracting Officer must complete the actions required by FAR 4.804-2(b)..

SUBPART 5604.70 - UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM

5604.7003 Basic PII number.
(Revised October 2012)
(a)(1) DoDAAC codes for USSOCOM offices can be found in the DCG.
5604.7004 Supplementary PII Numbers.
(Revised October 2012)
(a)(3) The order numbers that must be utilized by USSOCOM contracting offices can be found in the DCG.

SUBPART 5604.71 - UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

5604.7107 Contract Accounting Classification Reference Number (ACRN).
(a)

(1) Contracts, task orders, and delivery orders under indefinite delivery contracts or basic ordering agreements, must not contain more than one fund cite from the same congressional funding line except as provided in Paragraph (2).
(2) Multiple fund cites from the same congressional funding line may be used in situations where it is needed to comply with one of the following requirements:
(i) Congressionally mandated reporting requirements contained in regulation or congressional committee reports.
(ii) Information specifically required in the DOD Financial Management Regulation.
(iii) Information specifically required in a Program Objective Memorandum or budget guidance signed by the Under Secretary of Defense (Comptroller) (USD(C)), or the Director Program Analysis and Evaluation.
(iv) Information identified in writing by the USD(C) as necessary to prepare the department's annual audited financial statements.
(v) Information required by the Office of Management and Budget, Department of Treasury, or other federal agency when the requirement is contained in a signed policy directive issued by the applicable agency.
(3) Use of multiple fund cites not falling within the requirements of paragraph (2) above must be approved by the Commander, United States Special Operations Command, and the Director of Defense Procurement, Office of the Under Secretary of Defense (Acquisition & Technology). This authority must not be delegated. Request for approval must be submitted through the Director of Procurement (DOP). The approval document must be included in the contract file.

 
HQ, United States Special Operations Command
Special Operations Forces Acquisition. Technology and Logistics (SOF AT&L)
SOFARS 5604
February 2007

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