4.201
Procedures
Contracting officers must distribute signed contract and modification copies to all relevant parties within 10 working days to ensure proper administration, payment, and oversight.
Overview
FAR 4.201 outlines the mandatory procedures for distributing copies of contracts and modifications after execution. The regulation requires contracting officers to ensure timely and accurate dissemination of contract documents to all relevant parties within 10 working days. This process is critical for proper contract administration, payment, audit, and compliance functions across government agencies and contractors.
Key Rules
- Timely Distribution
- Contracting officers must distribute copies of contracts or modifications within 10 working days after execution by all parties.
- Minimum Distribution Requirements
- At least one signed copy or reproduction must be sent simultaneously to the contractor and the paying office.
- Contract Administration Assignment
- If the contract is assigned to another office for administration, provide that office with a copy of the contract, each modification, and the distribution list (including updates).
- Accounting and Finance Offices
- Distribute a copy to each accounting and finance office whose funds are cited in the contract.
- Cost Accounting Standards (CAS) Contracts
- If not assigned for administration but includes a CAS clause, send a marked copy to the cognizant administrative contracting officer for CAS administration.
- Audit Requirements
- Provide a copy to the appropriate field audit office if audit services are required.
- Contract Administration Support
- Distribute copies to organizations performing contract administration support functions, especially for contracts involving multiple manufacturing sites.
Responsibilities
- Contracting Officers: Ensure all required parties receive contract documents within 10 working days and maintain accurate distribution lists.
- Contractors: Receive and retain contract copies for compliance and reference.
- Agencies: Oversee distribution compliance and support contract administration, payment, and audit processes.
Practical Implications
- This section ensures all stakeholders have timely access to contract documents, supporting efficient administration, payment, and compliance. Delays or errors in distribution can disrupt contract performance, payment, and oversight, leading to compliance risks and administrative issues.