4.1005-1
Required data elements
Every contract line item or subline item must include specific, standardized data elements to ensure clarity in contract administration and payment.
Overview
FAR 4.1005-1 outlines the minimum required data elements that must be included for each line item or subline item in a contract schedule, unless an exception applies. The regulation ensures that all procurement instruments clearly identify what is being purchased, how it is classified, and how it will be accounted for and paid. This section standardizes the information necessary for contract administration, payment, and oversight, and applies to both fixed-price and cost-reimbursement contracts, as well as contracts with mixed contract types.
Key Rules
- Required Data Elements for Line Items/Subline Items
- Each line or subline item must include: item number, description, Product or Service Code (PSC), accounting classification, and pricing/cost details based on contract type.
- Accounting Classification
- Deliverable items require accounting citations; informational subline items do not.
- Pricing/Cost Information
- Fixed-price items require unit of measure, quantity, unit price, and total price; cost-reimbursement items require unit of measure, quantity, estimated cost, fee, and total estimated cost plus fee.
- Contract Type Identification
- For contracts with mixed types, each line item must specify its contract type.
- Delivery and Performance Details
- Each deliverable item or subline item must have its own delivery schedule, destination, and period/place of performance.
- Terms and Conditions Applicability
- Contract clauses or payment instructions must specify if they apply to individual line items when not applicable to the entire contract.
Responsibilities
- Contracting Officers: Ensure all required data elements are included and properly detailed for each line/subline item; specify contract type and delivery/performance details; clarify applicability of terms and conditions.
- Contractors: Provide accurate information for each required data element and comply with the specified structure.
- Agencies: Oversee compliance and maintain standardized contract documentation.
Practical Implications
- This section exists to promote clarity, consistency, and accountability in contract administration and payment processes.
- It impacts daily contracting by requiring detailed and standardized line item data, reducing errors and payment delays.
- Common pitfalls include missing data elements, unclear contract type identification, or incomplete delivery/performance information.