4. Requesting data/documentation after the receipt of the proposal.

a. When the contracting officer requests supporting data/documentation from a contractor (whether verbally or in writing), the request must clearly state what data/documentation is needed and when it should be provided. Generally, data/documentation in support of the proposal should be readily available and provided upon request. If requested data/documentation is not readily available because of extenuating circumstances (such as a request for data that did not form the basis of the contractor's proposal), the contracting officer should allow the contractor reasonable time to provide the requested data/documentation. In such circumstance, generally an agreement between the contracting officer and the contractor should be made in writing as to a reasonable time for submittal of data. Where system generated data is to be provided, the contracting officer should review the data fields to be reported before the data is generated to ensure a common understanding of what is needed. The contracting officer shall inform contractors that all data requests will be tracked and will be considered open action items until the government concurs that the data has been received and is complete.

b. If the data is not provided by the requested date or, if applicable, the agreed-to-date, and an acceptable resolution cannot be achieved, the issue shall be immediately elevated to appropriate senior contracting management for both the government and the contractor until an appropriate resolution is reached. The outcome of the elevation process should be documented in writing to include any revised dates for receipt of requested data/documentation.

c. If, after elevation, an acceptable resolution has not occurred or the contractor fails to provide the data/documentation within the revised agreed-to date, the contracting officer may take remedial actions. For example, for UCAs, contracting officers should consider reducing or suspending progress payments (FAR 32.503-6) when the contractor does not submit a timely qualifying proposal or has otherwise not supported the established definitization schedule. In addition, contracting officers should be aware that assigned Contractor Performance Assessment Reporting System (CPARS) ratings must track to the definitions provided in Attachment 2, "Evaluation Rating Definitions" to the DoD CPARS Policy Guide. For example, a singular performance problem, such as the failure to submit a timely, complete and quality proposal (or subsequent data submissions), in connection with a UCA is of such serious magnitude that it alone justifies an unsatisfactory (red) rating in the assessment of Management Responsiveness or Business Relations.