DFARS Part 204: Administrative and Information Matters

In plain English

DFARS Part 204 covers administrative and information matters for DoD contracts, including contract distribution, electronic data access, reporting requirements, and various clauses. It matters to contractors because it dictates how contracts are signed, distributed, reported, and closed out, and imposes specific requirements for safeguarding information, reporting contracted services, and complying with cybersecurity and other mandates.

Key rules

• Contracting officers must distribute one signed copy or reproduction of the signed contract to the contractor, instead of following the FAR requirement. (204.201)
• The Electronic Data Access (EDA) system is DoD's primary tool for electronic distribution of contract documents and contract data, and contract attachments must be uploaded to EDA. (204.270-1)
• Contracting officers must use the clause at 252.204-7000, Disclosure of Information, when the contractor will have access to or generate unclassified information that may be sensitive and inappropriate for release to the public. (204.404-70)
• Service contractor reporting is required in the System for Award Management (SAM) when a contract or order has a total estimated value exceeding $3 million and is for specified services. (204.1703)
• The contracting officer shall not procure or obtain covered defense telecommunications equipment or services unless a waiver is granted. (204.2102)
• Contractors and subcontractors must provide adequate security on all covered contractor information systems, and contracting officers must verify a current NIST SP 800-171 DoD Assessment summary level score. (204.7302, 204.7303)
• Contracting officers must include the required Cybersecurity Maturity Model Certification (CMMC) level in solicitations and contracts, and shall not award to a contractor without the required CMMC level. (204.7502, 204.7503)
• Use of Supplier Performance Risk System (SPRS) risk assessments is required for evaluation of quotations or offers for supplies and services, and the contracting officer must consider price risk and supplier risk as part of the award decision. (204.7602, 204.7603)

Who does what

In practice

• When bidding, ensure you understand the reporting and cybersecurity requirements, as they may affect your eligibility and performance.
• During performance, maintain adequate security for covered defense information and comply with CMMC level requirements if applicable.
• Be aware that contract documents and data in EDA are considered accurate representations and may be used for official purposes.
• For service contracts over $3 million, be prepared to report information in SAM.

Common pitfalls

• Do not include classified or sensitive information in EDA, as it is accessible by multiple parties including the contractor.
• Do not reuse a Procurement Instrument Identifier (PIID) once assigned, and do not assign the same PIID to more than one task or delivery order.
• Do not procure covered defense telecommunications equipment or services from Huawei or ZTE without a waiver.
• Do not assume the FAR taxpayer identification procedure applies if the contract includes FAR 52.204-7; the payment office obtains the information from SAM.

Written by AI from this part's codified text (2026-10-04); cited sections are checked against the part. A guide, not legal advice: the regulation text, the solicitation and your contract rule.