Overview
FAR 4.201 establishes the mandatory timeline and distribution requirements for executed contracts and modifications to ensure all stakeholders—including contractors, financial offices, and administrative agencies—possess the necessary documentation for performance and oversight.
Key Rules
- Timeline: Contracting officers must distribute contract copies or modifications within 10 working days after execution by all parties.
- Mandatory Primary Distribution: Signed copies must be sent simultaneously to both the contractor and the paying office.
- Funding Oversight: A copy must be provided to every accounting and finance office whose funds are cited in the contract.
- Administrative Delegation: If contract administration is assigned to another office, the contracting officer must provide that office with a copy of the contract and a distribution list for future modifications.
- Specialized Oversight:
- Audit: Copies must be sent to field audit offices if audit services are required.
- CAS: If the contract includes Cost Accounting Standards (CAS) but is not assigned for administration, a copy marked "For Cost Accounting Standards Administration Only" must be sent to the cognizant administrative contracting officer.
- Support: Organizations providing manufacturing or technical support at multiple sites must also receive copies.
Practical Implications
- Payment Accuracy: Strict adherence to the 10-day window ensures that paying offices have the data needed to process invoices promptly, reducing the risk of Interest Penalties under the Prompt Payment Act.
- Coordination: These procedures prevent "silos" by ensuring that the Procuring Contracting Officer (PCO), Administrative Contracting Officer (ACO), and Defense Contract Audit Agency (DCAA) are all working from the same legal baseline.