FAR-Compliant Subcontract Agreement
Drafts a subcontract between a prime contractor and subcontractor under a U.S. federal government prime contract with full regulatory compliance and appropriate risk allocation.
Prerequisites
Gather before drafting:
- Prime contract — number, agency, contract type (FFP/CR/T&M), period of performance, value, Section I clause list
- Parties — legal names, DUNS/UEI, CAGE codes, SAM registration for both prime and sub
- Scope — SOW portions subcontracted, deliverables, milestones, labor categories
- Security — clearance levels (facility/personnel), CUI/CDI handling, NIST SP 800-171 status
- Special — Buy American/TAA, small business goals, ITAR/EAR applicability, key personnel
Quick Start
- Identify contract type — drives pricing, termination, cost accounting, and clause selection
- Pull Section I clause list from prime contract — flow down only what actually applies
- Check FAR 52.244-2 — if CO consent required, make agreement contingent on approval
- Draft using the document structure and flow-down schedule below
Document Structure
| Section |
Key Contents |
| Preamble & Recitals |
Effective date, legal names per SAM, prime contract number, agency, sub's acknowledgment of prime contract review |
| Statement of Work |
Tasks, performance standards, deliverable specs, acceptance criteria, milestones, labor categories, GFP/GFI, work location |
| Flow-Down Clauses |
Incorporation by reference with substitution rules (see schedule below) |
| Pricing & Payment |
CLIN structure, invoicing, payment terms, withholding rights, retention, final payment/release |
| Warranties & Reps |
Workmanship, SAM registration, no debarment/suspension, OCI disclosure |
| Indemnification & Insurance |
Mutual indemnity (broad for sub, narrow for prime), minimums, additional insured, waiver of subrogation |
| IP & Data Rights |
Background IP licenses, foreground IP ownership, government data rights per FAR/DFARS, Bayh-Dole |
| Personnel & Security |
Key personnel, clearances, NISPOM/DD-254, cybersecurity controls, CUI handling |
| Lower-Tier Subcontracting |
Consent thresholds, flow-down obligations, sub remains responsible |
| Changes & Equitable Adjustments |
Written change orders, REA procedures (30-day submission), constructive changes, duty to proceed |
| Inspection & Acceptance |
QA requirements, government inspection rights, rejection/correction, written acceptance |
| Termination |
T4C and T4D mirroring FAR clauses, cure notice, conversion of improper T4D to T4C |
| Disputes |
Written claim → escalation (30–60 days) → binding resolution; duty to proceed; sponsorship of prime claims |
| General Provisions |
Integration, order of precedence, notices, severability, force majeure, confidentiality, record retention (3+ years), audit rights |
| Execution |
Signature blocks, authority reps, government consent contingency, counterparts/e-signatures |
Flow-Down Clause Schedule
Include clause number, title, and date for each. Adapt to contract type:
| Category |
Key Clauses |
| Contract Admin |
FAR 52.243-1 (Changes—FFP) or 52.243-2 (Changes—CR) |
| Termination |
FAR 52.249-2 (T4C—FFP) or 52.249-6 (T4C—CR); 52.249-8 (T4D—FFP) |
| Disputes |
FAR 52.233-1 |
| Socioeconomic |
FAR 52.219-8/9 (Small Business); 52.222-26 (EEO); 52.222-35 (Veterans); 52.222-36 (Disabilities); 52.222-50 (Trafficking) |
| Data Rights |
FAR 52.227-14 or DFARS 252.227-7013/7014 (defense) |
| Cybersecurity (defense) |
DFARS 252.204-7012 (CDI); 252.204-7019/7020 (NIST 800-171); 252.204-7021 (CMMC) |
| Cost Accounting (CR) |
FAR 52.230-2/3/6 (CAS); 52.216-7 (Allowable Cost) |
| Audit |
FAR 52.215-2 |
Substitution rule: Replace "the Government," "the Contracting Officer," and "the Contractor" with the prime contractor — except where the U.S. Government retains direct rights (audit, inspection, data rights).
Contract-Type Pricing
| Type |
Provisions |
| FFP |
Total price by CLIN/milestone; all-inclusive; no cost breakdown in invoices |
| CR |
Allowable costs per FAR Part 31; fee structure; funded/unfunded ceiling; limitation of funds/cost; adequate accounting system required |
| T&M |
Fully burdened labor rates by category; materials at cost (or with handling rate); ceiling price; labor mix controls |
Payment Terms
Invoice must include: subcontract and prime contract numbers, CLIN/milestone ID, work description, amounts per CLIN, cost backup (CR/T&M only), authorized certification.
- Prime reviews within [14] business days of proper invoice
- Payment within [30] days of approval, subject to receipt of corresponding government payment
- Prompt Payment Act flow-down if applicable
Withholding triggers: defective deliverables, failure to pay lower-tier subs, disputed amounts. Cure period required before withholding (except disputed amounts).
T4C Recovery Formula
Recovery = accepted-work price + allowable WIP costs (FAR Part 31) + reasonable settlement expenses + reasonable profit on work performed − prior payments − setoffs.
- Cap: total subcontract price
- Sub must mitigate (stop work, cancel orders, settle lower-tier claims)
- Submission deadline: [1 year] from effective termination date
Insurance Minimums
| Coverage |
Minimum |
| CGL |
$1M/occurrence, $2M aggregate |
| Workers' Comp |
Statutory |
| Auto |
$1M CSL |
| Professional (if services) |
$1M/claim |
| Cyber (if CUI/CDI) |
$2M/claim |
Prime as additional insured (CGL, auto); waiver of subrogation; 30-day cancellation notice; certificates before work starts.
Critical Checks
- Contract type first — determines pricing, termination, CAS, and flow-down selection
- Verify Section I — flow down only clauses actually in the prime contract plus mandatory by-operation-of-law clauses
- CO consent (FAR 52.244-2) — if required above threshold, make agreement contingent on approval
- Pay-when-paid vs. pay-if-paid — some jurisdictions void pay-if-paid; use "subject to receipt of corresponding government payment" formulation
- Order of precedence — subcontract terms > FAR/DFARS clauses > attachments/exhibits > SOW (confirm with client)
- Incorporate by reference — cite clause number, title, date; do not reproduce full FAR text
- CAS (CR only) — applies above $2M (FAR 52.230-2) unless exempt [VERIFY current threshold]
- Cybersecurity (defense) — DFARS 252.204-7012 and CMMC must flow to any sub handling CDI/CUI; confirm SPRS score or CMMC level
- Export controls — if ITAR/EAR applies, prohibit disclosure to foreign persons without authorization (separate from classification requirements)
- Record retention — minimum 3 years after final payment; longer if prime contract specifies or claims pending
- Small business plans — if FAR 52.219-9 in prime and sub is other-than-small, sub may need its own plan
- Mark [VERIFY] — on current dollar thresholds, CMMC implementation dates, and recently amended clauses
1---2name: far-subcontract3description: Drafts FAR-compliant subcontract agreements between prime contractors and subcontractors under U.S. federal government prime contracts. Handles mandatory flow-down of FAR/DFARS/agency clauses, contract-type pricing, security/clearance, IP/data rights, and termination. Use when drafting government subcontracts, FAR flow-down clauses, or prime-sub agreements.4---56# FAR-Compliant Subcontract Agreement78Drafts a subcontract between a prime contractor and subcontractor under a U.S. federal government prime contract with full regulatory compliance and appropriate risk allocation.910## Prerequisites1112Gather before drafting:13141. **Prime contract** — number, agency, contract type (FFP/CR/T&M), period of performance, value, Section I clause list152. **Parties** — legal names, DUNS/UEI, CAGE codes, SAM registration for both prime and sub163. **Scope** — SOW portions subcontracted, deliverables, milestones, labor categories174. **Security** — clearance levels (facility/personnel), CUI/CDI handling, NIST SP 800-171 status185. **Special** — Buy American/TAA, small business goals, ITAR/EAR applicability, key personnel1920## Quick Start21221. Identify **contract type** — drives pricing, termination, cost accounting, and clause selection232. Pull **Section I clause list** from prime contract — flow down only what actually applies243. Check **FAR 52.244-2** — if CO consent required, make agreement contingent on approval254. Draft using the document structure and flow-down schedule below2627## Document Structure2829| Section | Key Contents |30|---|---|31| Preamble & Recitals | Effective date, legal names per SAM, prime contract number, agency, sub's acknowledgment of prime contract review |32| Statement of Work | Tasks, performance standards, deliverable specs, acceptance criteria, milestones, labor categories, GFP/GFI, work location |33| Flow-Down Clauses | Incorporation by reference with substitution rules (see schedule below) |34| Pricing & Payment | CLIN structure, invoicing, payment terms, withholding rights, retention, final payment/release |35| Warranties & Reps | Workmanship, SAM registration, no debarment/suspension, OCI disclosure |36| Indemnification & Insurance | Mutual indemnity (broad for sub, narrow for prime), minimums, additional insured, waiver of subrogation |37| IP & Data Rights | Background IP licenses, foreground IP ownership, government data rights per FAR/DFARS, Bayh-Dole |38| Personnel & Security | Key personnel, clearances, NISPOM/DD-254, cybersecurity controls, CUI handling |39| Lower-Tier Subcontracting | Consent thresholds, flow-down obligations, sub remains responsible |40| Changes & Equitable Adjustments | Written change orders, REA procedures (30-day submission), constructive changes, duty to proceed |41| Inspection & Acceptance | QA requirements, government inspection rights, rejection/correction, written acceptance |42| Termination | T4C and T4D mirroring FAR clauses, cure notice, conversion of improper T4D to T4C |43| Disputes | Written claim → escalation (30–60 days) → binding resolution; duty to proceed; sponsorship of prime claims |44| General Provisions | Integration, order of precedence, notices, severability, force majeure, confidentiality, record retention (3+ years), audit rights |45| Execution | Signature blocks, authority reps, government consent contingency, counterparts/e-signatures |4647## Flow-Down Clause Schedule4849Include clause number, title, and date for each. Adapt to contract type:5051| Category | Key Clauses |52|---|---|53| Contract Admin | FAR 52.243-1 (Changes—FFP) or 52.243-2 (Changes—CR) |54| Termination | FAR 52.249-2 (T4C—FFP) or 52.249-6 (T4C—CR); 52.249-8 (T4D—FFP) |55| Disputes | FAR 52.233-1 |56| Socioeconomic | FAR 52.219-8/9 (Small Business); 52.222-26 (EEO); 52.222-35 (Veterans); 52.222-36 (Disabilities); 52.222-50 (Trafficking) |57| Data Rights | FAR 52.227-14 or DFARS 252.227-7013/7014 (defense) |58| Cybersecurity (defense) | DFARS 252.204-7012 (CDI); 252.204-7019/7020 (NIST 800-171); 252.204-7021 (CMMC) |59| Cost Accounting (CR) | FAR 52.230-2/3/6 (CAS); 52.216-7 (Allowable Cost) |60| Audit | FAR 52.215-2 |6162**Substitution rule**: Replace "the Government," "the Contracting Officer," and "the Contractor" with the prime contractor — *except* where the U.S. Government retains direct rights (audit, inspection, data rights).6364## Contract-Type Pricing6566| Type | Provisions |67|---|---|68| FFP | Total price by CLIN/milestone; all-inclusive; no cost breakdown in invoices |69| CR | Allowable costs per FAR Part 31; fee structure; funded/unfunded ceiling; limitation of funds/cost; adequate accounting system required |70| T&M | Fully burdened labor rates by category; materials at cost (or with handling rate); ceiling price; labor mix controls |7172## Payment Terms7374Invoice must include: subcontract and prime contract numbers, CLIN/milestone ID, work description, amounts per CLIN, cost backup (CR/T&M only), authorized certification.7576- Prime reviews within [14] business days of proper invoice77- Payment within [30] days of approval, subject to receipt of corresponding government payment78- Prompt Payment Act flow-down if applicable7980Withholding triggers: defective deliverables, failure to pay lower-tier subs, disputed amounts. Cure period required before withholding (except disputed amounts).8182## T4C Recovery Formula8384Recovery = accepted-work price + allowable WIP costs (FAR Part 31) + reasonable settlement expenses + reasonable profit on work performed − prior payments − setoffs.8586- Cap: total subcontract price87- Sub must mitigate (stop work, cancel orders, settle lower-tier claims)88- Submission deadline: [1 year] from effective termination date8990## Insurance Minimums9192| Coverage | Minimum |93|---|---|94| CGL | $1M/occurrence, $2M aggregate |95| Workers' Comp | Statutory |96| Auto | $1M CSL |97| Professional (if services) | $1M/claim |98| Cyber (if CUI/CDI) | $2M/claim |99100Prime as additional insured (CGL, auto); waiver of subrogation; 30-day cancellation notice; certificates before work starts.101102## Critical Checks103104- **Contract type first** — determines pricing, termination, CAS, and flow-down selection105- **Verify Section I** — flow down only clauses actually in the prime contract plus mandatory by-operation-of-law clauses106- **CO consent (FAR 52.244-2)** — if required above threshold, make agreement contingent on approval107- **Pay-when-paid vs. pay-if-paid** — some jurisdictions void pay-if-paid; use "subject to receipt of corresponding government payment" formulation108- **Order of precedence** — subcontract terms > FAR/DFARS clauses > attachments/exhibits > SOW (confirm with client)109- **Incorporate by reference** — cite clause number, title, date; do not reproduce full FAR text110- **CAS (CR only)** — applies above $2M (FAR 52.230-2) unless exempt [VERIFY current threshold]111- **Cybersecurity (defense)** — DFARS 252.204-7012 and CMMC must flow to any sub handling CDI/CUI; confirm SPRS score or CMMC level112- **Export controls** — if ITAR/EAR applies, prohibit disclosure to foreign persons without authorization (separate from classification requirements)113- **Record retention** — minimum 3 years after final payment; longer if prime contract specifies or claims pending114- **Small business plans** — if FAR 52.219-9 in prime and sub is other-than-small, sub may need its own plan115- **Mark [VERIFY]** — on current dollar thresholds, CMMC implementation dates, and recently amended clauses
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