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DFARS PGI 204_6



(Revised December 11, 2014)

PGI 204.6—CONTRACT REPORTING

PGI 204.602 General.

PGI 204.604 Responsibilities.

The OSD Procurement Data Improvement Plan, posted at http://www.acq.osd.mil/dpap/pdi/eb/dataimp.html#, applies to each of the military services and agencies with procurement authority, and identifies the data validation requirements and responsibilities that support the annual Department of Defense certification identified at FAR 4.604(c). These review requirements encompass contract action reports submitted to FPDS, terminations for default and other documents submitted to the Federal Awardee Performance and Integrity Information System (FAPIIS), and other reporting and posting requirements.

PGI 204.606 Reporting data.

Do not enter a generic DUNS number used for reporting to the Federal Procurement Data System (FPDS) (see FAR subpart 4.6), nor a generic CAGE code that corresponds to a generic DUNS number, on any contractual document. These generic codes shall only be used for reporting to FPDS. Using the generic codes on actual contract actions masks the true identity of the vendor and immediately makes any accurate electronic processing of invoices, receiving reports, and payments impossible; and can, in fact, result in misdirected payments. As a reminder FAR subpart 4.18 requires each contractor be identified by its actual CAGE code on contract actions; there is no exemption to the requirement for an actual CAGE code.

The normal method of reporting to FPDS is through the use of individual CARs.

awards shall be the total value (represented in U.S. dollars and cents) of all the exercised line items on the contract or order regardless of whether they are partially or fully funded. This data field must be updated on the contract action report used to report the modification whenever the current value of the contract or order is changed by modification, including when options are exercised. When reporting such a modification, report the net value of the change itself in ‘Current’ field; FPDS will calculate the new total Base and Exercised Options Value. When an Administrative Contracting Officer (ACO) executes a modification and the previous value reported in FPDS is incorrect, the ACO shall notify the procuring contract office of the discrepancy and enter the appropriate value in the ‘Current’ field of the ‘Base and Exercised Options Value’ to ensure a correct total is represented. The ACO shall document the correction of the discrepancy in the contract file.

total price, total not-to-exceed amount, maximum award amount, etc.), including the value

of all unexercised line items and options. For blanket purchase agreements and basic ordering agreements, enter the total expected amount for orders that will be issued. For

each contract resulting from a solicitation where multiple awards were contemplated, this is the maximum for that resulting specific contract. Note: this amount is not always the same as the ceiling for the program under which multiple contracts were awarded. Each contract must have a specific ceiling identified (see FAR 16.504(a)(4)(ii)). This data field must be updated on the contract action report used to report the modification whenever the total potential value is changed by modification. When reporting such a modification, report the net value of the change itself in ‘Current’ field; FPDS will calculate the new total Base and All Options Value. When an Administrative Contracting Officer (ACO) executes a modification and the previous value reported in FPDS is incorrect, the ACO shall notify the procuring contract office of the discrepancy and enter the appropriate value in the ‘Current’ field of the ‘Base and All Options Value’ to ensure a correct total is represented. The ACO shall document the discrepancy correction in the contract file.

the DoDAAC for the working capital funded office. Do not enter the DoDAAC from the contracting office in the ‘Funding Office ID’ field unless the contracting office is also the requiring organization.

DUNS number will be used to pull the associated current record from the System for Award Management (SAM) database.

entered in the ‘DUNS No.’ data field will be used to pull the contractor’s name and location information from Dun & Bradstreet’s database.

Reporting procedures described in PGI 204.606(1)(iii).

inventory. Do not enter the Government delivery location. When the manufacturing or inventory location is unknown, and the contractor has not provided a separate address for the place of performance in FAR provision 52.214-14 or 52.215-6 with its offer, enter the contractor’s physical address that corresponds with its registration in the System for Award Management (SAM) that is identified by its DUNS number and CAGE code.

4 data element is entered. This will populate the city and state fields accordingly. Zip codes

and their +4 extensions can be identified at the United States Postal Service website (www.usps.com). When a ‘+4’ extension cannot be determined for a zip code (for example, in a highly rural area or at a location with a vanity address), choose the +4 extension that represents the area nearest to the place of performance.

the Department. Do not use national stock numbers, part numbers, or other identifiers without also including associated plain English descriptions. When reporting modifications,

do not use this field to explain what type of procurement process is accomplished (e.g., exercise option year, incremental funding); continue to address what is being procured. When the procurement is primarily for services (i.e., the PSC Code begins with a letter),

include, in addition to the description of what is being procured, the following indicators

regarding the nature of the services at the beginning of the Description of Requirement field

exactly as shown below:

subject to fair opportunity pursuant to FAR 16.505(b)(1).

whether competition is provided for on orders placed against multiple-award contracts (to include DoD contracts, Governmentwide Acquisition Contracts, Federal Supply Schedules, and BPAs issued under the Federal Supply Schedules). If a Federal Supply Schedule contract or a Governmentwide multiple-award contract is not coded as a multiple-award vehicle, thereby preventing completion of this field, the FPDS user should advise the agency FPDS so that the contracting office for the multiple-award contract can be notified and pursue correction.

simplified acquisition, did not provide the maximum extent of competition practicable; select the value in the ‘Other Than Full and Open Competition’ field that represents the justification used.

commercial procedures were (1) used for commercial items, (2) used for supplies or services pursuant to FAR 12.102(f), (3) used for services pursuant to FAR 12.102(g), or (4) not used.

action utilized procedures under FAR 13.5.

resulted from an A-76 / FAIR Act competitive sourcing process.

resulted from a local area set-aside in accordance with FAR 26.202.

$25,000 in value and subject to FAR 5.2 synopsis requirements. Enter ‘No’ if the award was greater than $25,000 in value, but an exception to synopsis requirements applied. Enter ‘Not Applicable’ if the award was less than or equal to $25,000 in value.

received in response to the solicitation. In the case of contracts awarded as a result of a Broad Agency Announcement, enter the number of proposals received under the specific announcement. In the case of orders under a multiple-award contract (including Federal Supply Schedules and GWACs), BOAs, and BPAs, enter the number of offers received for the specific order.

FPDS, contracting officers shall ensure they appropriately choose ‘Small Business’ or ‘Other than Small Business’ in the Contracting Officer’s Determination of Business Size data field according to the NAICS code applied to the award, its associated size standard, and the contractor’s response to provision 52.212-3 or 52.219-1. The contracting officer shall enter ‘Other than Small Business’ for awards where the contractor has not certified to its status in one of these provisions.

completed with ‘Small Business’, the contractor’s other socio-economic information that it has entered or the Small Business Administration (SBA) has provided to the System for Award Management (SAM) database will be included in the contract action report. This includes designations such as SBA-Certified 8(a), Women-owned Small Business, Service Disabled Veteran Owned.

contractor’s SAM record (e.g., contractor must have the SBA-Certified 8(a) designation in

order to identify an 8(a) type set-aside in FPDS).

purchase card is both the method of purchase and payment.

identifier. Note that when a generic DUNS number is used to report these actions, only ‘Other than Small Business’ is allowed as the ‘Contracting Officer’s Determination of Business Size’ selection.

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