NOAA Acquisition Manual


Main Table of Contents

Subchapter A- General

Part 1330-4 Administrative Matters

Subpart 1330-4.2 Contract Distribution

1330-4.201 Procedures

Subpart 1330-4.8 Government Contract Files

1330-4.801 General

1330-4.802-70 Contract Files

1330-4.804-570 Procedures for Closing Out Contract Files

Subpart 1330-4.14 Reporting Executive Compensation and First-Tier Subcontract Awards

1330-4.1402 Procedures for Closing Out Contract Files

Subpart 1330-4.16 Unique Procurement Instrument Identifiers

1330-4.1601 Policy

1330-4.1603 Procedures


 

 

Part 1330-4 Administrative Matters

Subpart 1330-4.2 Contract Distribution

1330-4.201 Procedures

Until contract documents are made available through a centralized AGO information system, the distribution of paper copies is as follows:

(a) Original to the contract file,
(b) Duplicate original to the contractor,
(c) Duplicate original to FO,
(d) Copy to requisitioner and COR(s),
(e) Copy to the NOAA Office of the Chief Administrative Officer Branch Personal Property Management Branch (PPMB) if the acquisition requires purchase and delivery of accountable property,
(f) Copy to the NOAA Small and Disadvantaged Business Utilization Specialist (SADBUS) for any contract requiring submission of Small/Disadvantaged Business Subcontracting reports, and
(g) A link to the Customer Survey sent to client to obtain feedback,
(h) A NOAA Contract Distribution Checklist is provided as part of the AGO website.

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Subpart 1330-4.8 Government Contract Files

1330-4.801 General

(b) To constitute a complete history of the transaction, the documentation in the file generally starts with the receipt of the PR in the contracting office from the program office. If significant planning activity occurs prior to the contracting officer’s receipt of the PR, the file includes documentation from prior to receipt of the PR.

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1330-4.802-70 Contract Files

(a)(1)

  1. The CO shall prepare and maintain a file for each acquisition and award consistent with the requirements below and shall ensure file contents adhere to the informational requirements for reviews, audits, approvals, and project management needs.
  2. The Contract File Checklist provides a tool to ensure that each AGO contract, simplified acquisition, and delivery/task order file is sufficient to constitute a complete history of each acquisition and meet applicable legal, statutory, regulatory, and policy requirements. The extent of file documentation is dictated by the nature, complexity, commercial availability, estimated value of the requirement, and the applicability of laws and regulations.

(b) Assemble and file documents in accordance with Contract File Checklist as follows:

  1. Tab the contract file,
  2. Omit any tab not required for the contract,
  3. File items in reverse order starting with Tab (1) on the bottom of the file and the highest applicable tab number on top,
  4. File documents within a tab chronologically with the most recent document on top,
  5. Place documents too voluminous for an individual tab in a separate file. Annotate the tab with the location of the file, and
  6. Do not include any extra or duplicate copies of award or other documents.

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1330-4.804-570 Procedures for Closing Out Contract Files

(a) NOAA Legacy Contracts: The funding amounts authorized in C. Suite shall match the recorded funding amount in the Commerce Business System (CBS) for contracts awarded prior to 2007.
 

  1. Before distribution of the NOAA legacy obligation document, the CO shall request documentation of the recorded obligation amount in CBS from the Program Office;
  2. The CO shall verify that the NOAA legacy obligation document amount in C. Suite matches the recorded amount in CBS; and
  3. The CO shall coordinate with the Program Office and the Finance Office and document in the contract file the reconciliation of any funding discrepancy.

(b) All NOAA Contracts, Task/Delivery Orders, and Modifications: Any contract, task/delivery order, or modification containing excess funds and is physically complete shall require an analysis of the excess funds and the generation of a purchase request for the de-obligation of funds in a timely manner.
  1. The contracting officer shall analyze the contract or task/delivery order containing excess funds within 60 days of physical completion of the work, as defined in FAR 4.804-4 or subsequent to the final contract payment.
  2. During the analysis of the excess funds, the contracting officer will make a determination on whether the excess funding is suitable for de-obligation. The contracting officer shall document the contract file with the performed analysis of the excess funds and, if applicable, the determination that the deobligation of excess funding is inappropriate.
  3. Within 60 days following the analysis, if the CO determines excess funds are appropriate to de-obligate, the contracting officer shall request that the Program Office provide a Purchase Request for the de-obligation of the excess contractor task/delivery order funds.

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Subpart 1330-4.14 Reporting Executive Compensation and First-Tier Subcontract Awards

1330-4.1402 Procedures

(a)

  1. COs may elect to delegate this responsibility to a contract specialist or others, but the COs remain responsible for accomplishment of the quarterly verification of contractor reports in FSRS to comply with the requirements of FFATA. The verification is limited to ensuring consistency with contract information that is readily available to the CO. The review is necessary because the integrated system will cross check contractor entries against FPDS data and anomalies in contract information will require correction by either the contractor or the CO. Examples of data fields that COs must verify include:
    1. Prime contract number
    2. Awarding Agency name and code
    3. Funding Agency name and code
    4. Government contracting office code
    5. Treasury Account Symbol (TAS)
    6. Prime NAICS
  2. The contractor’s reporting requirements include many data elements that COs will not know and; therefore, are not responsible for verifying, such as:
    1. Whether or not a subcontract has been issued
    2. Whether or not reported subcontract value, place of performance, etc., is accurate.
    3. Whether or not a prime or subcontractor meets the thresholds or qualifies under an exemption to executive compensation reporting.
  3. The CO shall inform the contractor of any inconsistencies found with the contract data and require that the contractor correct the report or provide a reasonable explanation as to why it believes the information is correct. The CO shall document the results of the review and verification of the report data, including any corrective action required and accomplished by the contractor, in the official contract file. Because the FSRS is a subcomponent of eSRS, users already registered in eSRS will have access to FSRS to verify contractor reporting. Others needing access to eSRS/FSRS for purposes of FFATA reporting verification should register at the eSRS site. Registration instructions can be found at https://esrs.symplicity.com/government_registration. Contractor reports may be accessed either via the www.esrs.gov site or directly at the www.fsrs.gov site.

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Subpart 1330-4.16 Unique Procurement Instrument Identifiers

1330-4.1601 Policy

(a) Use the process detailed herein to determine the uniform Procurement Instrument Identifier (PIID) for procurement instruments (contracts, orders, Blanket Purchase Agreements (BPAs), etc.). Do not use this process for imprest fund/convenience check purchases or purchases made with the Government-wide commercial purchase card under the micro-purchase threshold.

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1330-14.1603 Procedure

(a) Elements of a PIID. The basic PIID stays the same throughout the life of the procurement instrument. It consists of 17 alphanumeric characters, and is broken down utilizing the structure provided in the table below:

PIID Breakdown Example: 1332KQ18CANWWW1234 
Activity Address Code (AAC) Position 1-6. Activity Address Code (AAC) means a distinct six-position code consisting of a combination of alpha and/or numeric characters assigned to identify specific agency offices, units, activities, or organizations. The AAC identifies the contracting office awarding the requirement. 1332KQ
Fiscal Year Position 7-8. Two digits and indicates the last two positions of the fiscal year of the base transaction (e.g. 17, 18, 19, etc.). 18
PIID Instrument Identifier Position 9. A one character alphabetic code identifies the type of acquisition transaction being processed (contract, IDIQ, etc.). C
Client Identifier Position 10-13. Four characters used to identify the client end user (e.g. NWS Pacific Region). This is typically the first four characters of the Purchase Request. NWWW
Serial Number Position 14-17. The automated procurement system generates the serial number based on the selected counter code. This means that more than one document may be numbered 0001 during the current fiscal year. The numbers and letters ahead of this serial number differentiate the actions. Pay close attention to the counter code indicator to ensure a Unique PIID is created. 1234

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(b) Elements of a Supplementary PIID.  Supplementary PIIDs are procurement action identifiers that are added to the end of the 13-17 character primary PIIDs for all solicitation amendments (4 numeric characters) and award/order modifications (6 alphanumeric characters). The structure of supplemental PIIDs are broken down in the table below:

Supplemental PIID-Amendments to Solicitations Example: 1332KQ18CNWWW12340001
Serial Number Position 1-4. Four numeric characters numbered sequentially beginning with 0001.
0001
Supplemental PIID Modifications to contracts, orders, and agreements: 1332KQ18CNWWW1234P18001
Office issuing the modification Position 1. Office issuing modification represented by the letter “P” or “A.” The letter “P” shall be designated for modifications issued by the procuring contracting office. The letter “A” shall be used for modifications issued by the contract administration office (if other than the procuring contracting office). P
Fiscal Year Position 2-3. Two digits and indicates the last two positions of the fiscal year of the modification (e.g., 17, 18, 19 etc.). 18
Modification Number Position 4-6. Three-digit system generated sequential modification number. 001

Reference material including the full lists of NOAA AACs, PIID Instrument Identifiers, and Client Identifiers; PIID (including legacy PIIDs); and Supplementary PIIDs can be found at here: 

https://docs.google.com/presentation/d/1zLrssyk62mXhm6IPd2zOQ5g1br_9VFIUezdgvsSOGis/edit?usp=sharing

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