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


 

 

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.

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, and estimated value of the requirement, and the applicability of laws and regulations.

(c) 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, and remove, 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)(15) 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 will 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 8.404-4 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 request 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 contracting officer. 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 uniform procurement instrument identification system detailed herein for procurement instruments (contracts, orders, Blanket Purchase Agreements (BPAs), etc.). Do not use this for imprest fund/convenience check purchases or purchases made with the Government-wide commercial purchase card.


(b) The basic procurement instrument identification stays the same throughout the life of the procurement instrument. It consists of 14 alphanumeric characters as follows:
 

  1. The activity code is six-digit alpha-numeric, and includes a combination of the contracting office code and the activity code of the requiring bureau or agency.
  2. Fiscal Year: The fiscal year is designated by two digits and indicates the last two positions of the fiscal year of the base transaction (e.g. 13, 14, or 15).

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The following tables provide guidance for procurement instrument identification.

Contracting Office Code Office Identification
WC Eastern Acquisition Division - Kansas City
EA Eastern Acquisition Division - Norfolk
SP Satellite & Information Acquisition Division
ST Strategic Sourcing Acquisition Division
RA Western Acquisition Division - Boulder
AB Western Acquisition Division - Seattle
EE Eastern Field Delegates
WE Western Field Delegates
EG NOAALINK - Eastern Acquisition Division
SG NOAALINK - Strategic Sourcing Acquisition Division
BG NOAALINK - Western Acquisition Division
GF NOAALINK - Field Delegates using the Eastern Finance Division
WF NOAALINK - Field Delegates using the Western Finance Division


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Requiring Code Requiring Identification 2-Digit REQ/PR Prefix Bureau Code (for ACCS)
1330 National Oceanic and Atmospheric Administration (NOAA) NA 14
133C National Ocean Service (NOS) NC 14
133E National Environmental Satellite, Data, and Information Service (NESDIS) NE 14
133F National Marine Fisheries Services (NMFS) NF 14
133M National Marine and Aviation Operations (NMAO) NM 14
133R Oceanic and Atmospheric Research (OAR) NR 14
133W National Weather Services (NWS) NW 14
1341 National Institute of Standards and Technology (NIST) NB 14
1323 Bureau of the Census BC
1341 National institute of Standards and Technology (NIST) NB 57
1350 International Trade Administration (ITA) TA 55
1325 Economic Development Administration (EDA) ED 52
1351 Bureau of Industry and Security (BIS) EX 13
1303 Office of the General Counsel AA 51
1306 Office of the CFO and Assistant Secretary for Administration AA 51
1301 Office of the Secretary (OS+) AA 51
1321 Bureau of Economic Analysis (BEA) BE 53
1352 Minority Business Development Agency (MBDA) BE 59
1314 Economic and Statistic Administration (ESA) EA 65
1304 Office of the Inspector General (OIG) GG 64
1342 National Technical Information Services (NTIS) NS 62
1335 National Telecommunication and Information Administration (NTIA) NT 61
1344 Patent and Trademark Office (PTO) PT
1359 Technology Administration (TA) TK 33

(3) Document Type Counter Code: The counter code is a two-digit alphabetic and identifies the type of acquisition transaction being processed. The first letter of the counter code designates whether the action is a Simplified acquisition; Advance pay acquisition; Unpriced order, contract, or agreement; and is designated with the codes S, A, U, C, and B, respectively. See complete list below:  

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Document Type Code Document Type
SE Priced Purchase Order- Services
SU Priced Purchase Order- Supplies
ST Priced Purchase Order- Utilities
AE Priced Purchase Order- Prepay Services
AU Priced Purchase Order- Prepay Supplies
UE Unpriced Purchase Order- Services
UU Unpriced Purchase Order- Supplies
BU Unrestricted Blanket Purchase Agreements
BR Restricted Blanket Purchase Agreements
BA Basic Ordering Agreement
CN Contracts
CQ Indefinite Delivery Type Contracts/Indefinite Quantity Type Contracts
CT Delivery Orders Against other Agency Contracts- COMMITS
CC Delivery Order Against other Agency Contracts- Other Commerce
NC Delivery Order Against other Agency Contract- Any other Agency- Including GSA, FSS Orders
RQ Request for Quotes
RP Request for Proposals
RB Sealed Bids

(4) Serial Number: The serial number is a sequential four-digit numeric field. The automated procurement system generates the serial number based upon the selected counter code. This means that more than one document may be numbered 0001 during the current fiscal year. Pay close attention to the counter code indicator to ensure a Unique Procurement Instrument Identifier is created.

Additional guidance on the award document number can be located at  Choosing the Award PIIN.

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