(a)(2) Requests for HQ DLA preaward review and approval of a letter contract or other undefinitized contract action (UCA) shall be made by the chief of the contracting office. Requests subject to 1.690-6(g) may be transmitted electronically to J-73.
(b) At a minimum, requests for approval shall include:
(1) A written Statement of Urgency supporting the requirement for a UCA, including:
(i) The quantities, dates and priorities of existing and projected requirements to be filled by the buy;
(ii) The date that the requirement was first known to exist;
(iii) Why the interests of national defense demand that a contractor be given a binding commitment so that work can begin immediately;
(iv) Why negotiation of a definitive contract or priced order did not and cannot occur in sufficient time to meet the acquisition need; and
(v) The determination required by FAR 16.603-3 (letter contracts only) and authorization to take the necessary actions for entering into an UCA required by DFARS 217.7404-1;
(2) The contracting officer's responsibility determination of the prospective contractor (FAR 9.103);
(3) The ceiling total price and ceiling unit price(s) to be included in DFARS Clause 252.217-7027 Contract Definitization, an explanation of how they were derived, and documentation of the reasonableness of each ceiling unit price (see 16.703(d)(90) or 17.7603-3(a), as applicable), to include identification of the lowest unit price for each item within the most recent 12-month period.
(4) The obligated amount, interim billing price, and the predefinitization limits of the Government's liability under the UCA;
(5) A discussion of any requirement for progress payments, provisional payments, and options for increased quantity or performance period;
(6) The proposed definitization schedule including dates for-
(i) Receipt of the contractor's proposal;
(ii) Beginning of negotiations;
(iii) Completion of negotiations;
(iv) Target date for definitization; and
(7) The following additional milestone dates (unless another contract management activity will definitize):
(i) Receipt of field pricing report;
(ii) Receipt of the local price or cost/price analysis; and
(iii) Submission of the proposed definitive contract and supporting file for HQ DLA review and approval, pursuant to 1.690-6(c)(6).
(8) The delivery schedule.
(c) A copy of the signed letter contract shall be forwarded to HQ DLA, ATTN: J-73, within 1 week of execution.
