PGI 217.7404-1: Authorization.

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-The contracting officer shall obtain approval from the head of the contracting activity before--
-(a) Entering into a UCA. The request for approval must fully explain the need to begin performance before definitization, including the adverse impact on agency requirements resulting from delays in beginning performance.
-(b) Including requirements for non-urgent spare parts and support equipment in a UCA. The request should show that inclusion of the non-urgent items is consistent with good business practices and in the best interest of the United States.
-(c) Modifying the scope of a UCA when performance has already begun. The request should show that the modification is consistent with good business practices and in the best interests of the United States.+(1) The requiring activity, in coordination with the contracting office, will prepare the request for approval package for an undefinitized contract action (UCA) requirement. The approval package shall--
+(i) Document why a UCA is required (for letter contracts see DFARS 216.603);
+(ii) Provide a detailed explanation for the need to begin performance before definitization;
+(iii) Address the adverse impact on agency requirements that would result from delays in beginning performance;
+(iv) Identify the risk of using a UCA and the means by which the Government will mitigate such risk;
+(v) Identify and justify the specific contractual instrument to be used;
+(vi) Establish limitations on the obligation of funds; and
+(vii) Provide the definitization schedule of agreed-upon events that support timely definitization.
+(2) A sample format with certain variations for letter contracts is provided at this website: http://www.acq.osd.mil/dpap/dars/pgi/docs/Template_for_UCA_Authorization_Requests.pdf.