52.253-1 Computer Generated Forms
Source: FAR 52.253-1 on acquisition.gov
Contractors may use computer-generated forms for required submissions if they are identical in content, format, and identifiers to the official forms, unless agency regulations prohibit it.
Overview
FAR 52.253-1 allows contractors to submit required data on computer-generated versions of Standard, Optional, or agency-unique forms, as long as the computer-generated forms are identical in name, content, and data sequence to the official forms, and display the correct form number and edition date. This flexibility is intended to streamline submission processes and accommodate modern business practices, provided that the integrity and consistency of required information are maintained. If a contractor submits a computer-generated form that deviates from the required format, the official form's content will govern the parties' rights and obligations. Agencies may prohibit the use of computer-generated forms for agency-unique forms through their own regulations.
Key Rules
- Use of Computer-Generated Forms
- Contractors may use computer-generated versions of Standard, Optional, or agency-unique forms if the format, content, and sequence are unchanged and the correct form number and edition date are present.
- Agency Restrictions
- Agencies may prohibit computer-generated versions of agency-unique forms through their own regulations.
- Form Deviations
- If a submitted computer-generated form differs from the required form, the official form's content prevails in determining contractual rights and obligations.
Responsibilities
- Contracting Officers: Ensure submitted forms comply with format and content requirements; enforce agency-specific prohibitions if applicable.
- Contractors: Submit computer-generated forms only if they are identical in all required aspects to the official forms and include the correct identifiers.
- Agencies: May issue regulations prohibiting computer-generated forms for agency-unique documents.
Practical Implications
- This clause enables electronic and automated form generation, reducing administrative burden and supporting digital workflows.
- Contractors must be vigilant to avoid altering required forms, as any deviation could impact contract enforceability.
- Common pitfalls include omitting required identifiers or altering the sequence/content of data elements.
As prescribed in FAR 53.111 , insert the following clause:
Computer Generated Forms (Jan 1991)
(a) Any data required to be submitted on a Standard or Optional Form prescribed by the Federal Acquisition Regulation (FAR) may be submitted on a computer generated version of the form, provided there is no change to the name, content, or sequence of the data elements on the form, and provided the form carries the Standard or Optional Form number and edition date.
(b) Unless prohibited by agency regulations, any data required to be submitted on an agency unique form prescribed by an agency supplement to the FAR may be submitted on a computer generated version of the form provided there is no change to the name, content, or sequence of the data elements on the form and provided the form carries the agency form number and edition date.
(c) If the Contractor submits a computer generated version of a form that is different than the required form, then the rights and obligations of the parties will be determined based on the content of the required form.
(End of clause)