Automatic
Delegations. Where the contract
shows a place of performance
outside the cognizance of
the administering CMO, an
automatic delegation is created.
When there is an automatic
delegation, the administering
CMO should promptly notify
the delegated CMO of the
existence of the contract
because the EDW system should
not forward the delegated
contract automatically. (See EDW
Reference Guide.) This
notification should be by
e-mail and should include,
at a minimum, the contract
number, contractor CAGE,
date of issue, Admin by DODAAC.
This should give the delegated
office the information necessary
for them to find and download
the contract from the Electronic
Document Access (EDA) system.
If the delegated CMO requests
a copy of the contract, it
should be provided by the
prime CMO. If the buying
activity is still providing
hard copy contracts, the
delegated CMO should still
be included on the distribution
listing and the notification
need not be sent
Other
Support Delegations/Contracts.
Support delegations are handled
like automatic delegations
except that a Letter of Delegation
should be received. The Letter
of Delegation should include
the information identified
above and should also include
the tasks/functions to be
delegated and a point of
contact (phone and e-mail
address) at the delegating
CMO. Contract Management
Services are sometimes performed
for non-DoD Government agencies
and foreign governments or
international organizations,
usually on a reimbursable
basis. NASA retains
prime administration for
their contracts. NASA contracts
assigned to DCMA should be
entered as support contracts. Department
of Energy (DOE) contracts
received for administration
should be input as prime
administration. Customer
Acknowledgements and ALERTS. An
Acknowledgement Letter is
no longer required to be
issued by CMOs where Alerts
is operational and in use.
The Contract Administration
Team (CAT) Locator is
the vehicle for identifying
DCMA team members to the
buying commands. The CMOs
should keep the information
current and accurate in the
Alerts Tool Suite.Where Alerts
is not yet operational (i.e.
NASA, OCONUS), the CMO designated
personnel should prepare
an acknowledgment (preferably
electronic) for the buying
command. The letter
should identify the CMO personnel
assigned to the contract.
No acknowledgement is required
in situations where the CMO
deals with a single contractor
and the CMO is certain that
the buying office is already
aware of the assigned CMO
team members. MOCAS
Users Manual for Contract
Administration DLAI
5015.1,
Files Maintenance and Disposition
DCMAI
System Integrated Contract
Management Database (SICM)
