Contract Entry for Successful FPDS-NG Validation

1. Contract Entry for Successful FPDS-NG Validation SPS Spotlight Series March 2014

2. Overview • SPS FPDS-NG Integration: “PD² Pre-Fill Only” Data • Authenticating Reporting • Types of CARs • Awards • Indefinite Delivery Vehicles • BPA & BOA • Multiple CAR Reporting • Multiple CAR Transaction IDs • Express CAR Reporting • Editing, Authenticating, and Finalizing the Express CAR • Generic DUNS • Standalone Reporting

3. SPS FPDS-NG Integration: “PD² Pre-Fill Only” Data • One of the primary goals of the SPS FPDS-NG Integration is to provide greater accuracy in FPDS reporting by populating as much data as possible directly from the contract action being reported. • To achieve that goal, PD² pre-fills data when the user creates, edits, authenticates, and finalizes the FPDS-NG Contract Action Report (CAR). • For fields which must be completed in PD², PD² will send “blank” if the data is not in the contract action. • We will examine the “PD² Pre-Fill Only” Data and its location in PD².

4. Action Obligation • Net amount of funds (positive or negative) obligated or de-obligated by the transaction; for Agreements without CLINs, enter zero.

5. Base & All Options Value • Current total value of all CLINs; for mods, the difference between the conformed and current value.

6. Base & All Options Value • For Agreements without CLINs, the Agreement Estimated Total Amount

7. Base & All Options Value • For BPA Master, the Overall BPA Limit

8. Base & Exercised Options Value • Current total value of all base and exercised option CLINs; for mods, the difference between the conformed and current value.

9. CCR Exception • Value from the Create FPDS-NG Report window

10. IDV or Award ID • Value from the Create FPDS-NG Report window

11. Award or IDV Type • Value from the Create FPDS-NG Report window

12. Referenced IDV ID • Value from the Create FPDS-NG Report window

13. Claimant Program Code • Program Code corresponding to the highest dollar CLINs’ amount when all CLINs are summed after being categorized by Program Code (including Blank); for Agreements without CLINs, do not pre-fill.

14. Principal NAICS Code • NAICS corresponding to the highest dollar CLINs' amount when all CLINs are summed after being categorized by NAICS (including Blank); for Agreements without CLINs, do not pre-fill.

15. Product/ Service Code • FSC corresponding to the highest dollar CLINs' amount when all CLINs are summed after being categorized by FSC (including Blank); for Agreements without CLINs, do not pre-fill.

16. System Equipment Code • MDAP/MAIS Code corresponding to the highest dollar CLINs' amount when all CLINs are summed after being categorized by MDAP/MAIS Code (including Blank); for Agreements without CLINs, do not pre-fill.

17. Contracting Office Agency ID & Contracting Office ID • Enter the agency ID associated to the DoDAAC for the Issuing Office. For the Contracting Office ID, enter the DoDAAC for the Issuing Office. For mods, use the Issuing Office from the SF 30 to obtain the appropriate values.

18. DUNS No. • Contractor DUNS from the award; for DOs, do not pre-fill.

19. Last Date to Order • Ordering Period End Date from the Document Classification window; for BPA Masters, Period of Performance End Date on the BPA Items tab; for Agreements, Agreement Period End Date in Document Options window

20. Maximum Order Limit • Classification Order Amount Maximum; for BPA Masters, the Limit Per Call; for Agreements, the Agreement Ceiling Amount; if no value is entered, pre-fill with 0.00.

21. Clauses

22. Authenticating the CAR • The PD2 term Authenticated is used to indicate that a CAR is ready to be finalized upon release of the associated contract action because: • The CAR has been validated on the FPDS-NG web site, and there are no errors. • No data on the procurement document associated to the CAR has changed since the last authentication. • The user has not edited the CAR since the last authentication.

23. Authenticating the CAR • PD2 allows a CAR to be Authenticated without a Date Signed prior to release of the associated award because the date is not available. (If the associated award has been released, the Date Signed must be completed for the CAR to be Authenticated.) • PD2 maintains the integrity of the Authenticated status by de-authenticating the CAR if the CAR or the associated award is edited. • Every time a CAR is created/opened in Edit mode to update/authenticate, the current date is sent for an unreleased document. Once released, then the actual released date is sent.

24. Types of CARs • There are two basic form types in FPDS-NG • Awards are contract actions that purchase specific goods and services and obligate funds. • Indefinite Delivery Vehicles (IDVs) are contracts that may have orders placed against them.

25. Awards • PD2 uses three Award formats in FPDS-NG as shown in the table below:

26. Awards • From PD² CAR creation window, the Award Types:

27. Indefinite Delivery Vehicles • In PD² the following actions should be reported as IDVs: • BPA Master Agreements (A-type) • Basic Ordering Agreements (G-type) • IDC Contracts (D-type) • All other PD² actions should be reported as Awards.

28. Indefinite Delivery Vehicles • From PD² CAR creation window, the IDV Types:

29. BPA & BOA • Starting from FPDS-NG v1.4, BPA and BOA are denoted as such – • From the FPDS-NG website: • From PD² CAR creation window:  

30. BPA & BOA • BPA Calls are not reported as DO/TO anymore. They are BPA Calls. • Displays thenew Award document type “A - BPA Call” in the Award/IDV Type drop-down list box, where applicable • Displays thenew IDV document type “E - BPA” in the Award/IDV Type drop-down list box, where applicable • Displays thenew IDV type “D - BOA” in the Award/IDV Type drop-down list box, where applicable

31. BPA & BOA • BPA Calls are not reported as DO/TO anymore. They are BPA Calls. • BPA/BPA Calls/BOA will be created as “BPA”/“BPA Call”/BOA document type reports instead of Other IDC/Delivery/Task Order.

32. Multiple CAR Reporting • Used to report data from a single contract action on more than one CAR • Can only be used to report Awards, not IDVs • Required under the following conditions: • Contract action contains both FMS and non-FMS funding of any dollar amount • Contract action contains both DoD and non-DoD funding where the non-DoDfunding is > $100,000 • Contract or order award includes line items with more than one type of contract pricing with a dollar value greater than $5,000,000 for that type

33. Multiple CAR Reporting • CARs have the same identifying information except for the Transaction Number • PD2 automates the process of creating multiple CARs • Basic business process is the same as with single CAR • Tip: Multiple CARs may be created manually, so if you know you will be adding FMS or non-DoD funding in a modification, report your original action using multiple CARs.

34. Multiple CAR Transaction IDs

35. Express CAR Reporting • Used to report data from more than one contract action on a single CAR (Number of Actions field on CAR > 1) • Can only be used to report Awards, not IDVs • Basic business process: • Mark contract actions to be reported on Express CAR with an Express CAR Category. • Release contract actions. • Incorporate released actions into an Express CAR monthly, or based on guidance from your Service. • Complete, validate and finalize the Express CAR.

36. Express CAR Reporting • Types of Express CARs in PD2: • High Volume Orders and Calls (high volume orders against a single contract vehicle) • High Volume Vendors • NIB (National Industries for the Blind) • NISH (National Industries for the Severely Handicapped now referred as SourceAmerica) • UNICOR (Federal Prison Industries, Inc) orders created through Auto Order

37. Editing, Authenticating, and Finalizing the Express CAR • The Express CAR may be edited, authenticated, and finalized from within SPS. • When the Express CAR is edited, authenticated, or finalized, the Award Incorporation window will open to allow the user to add or remove actions from the Express CAR package. • To finalize the Express CAR, highlight it and select Procurement  FPDS-NG Reporting  Finalize CAR from the menu.

38. Generic DUNS • In accordance with FAR subpart 4.605: • Generic DUNS numbers are approved only for use in DoD contract reporting to the FPDS and on a limited basis. • The generic DUNS number or its associated CAGE code shown in the CCR database, shall NEVER be place on the actual contract document as it can mis-direct payments and cause other contract administration issues. • For example, generic DUNS are used for: • Foreign Utilities • Miscellaneous Foreign Contractors • Navy Vessel Purchases in Foreign Ports • Spouses of Service Personnel • Student Workers in Laboratories

39. Standalone Reporting • Standalone CARs are used to report contract actions that were not created through PD², such as GPC purchases > $3000. • The users are required to complete most of the data manually. • Standalone CARs can be created by copying an existing CAR link in PD². • A separate FPDS-NG account with logon permissions is required to enter manual CARs. See your agency FPDS-NG Administrator for more information.

40. Standalone Reporting • Manual Entries for CAR Amounts • Action Obligation - the funded amount of this action • Base and Exercised Option - Change in value of exercised option • Base and All Options Value - Total value of the contract • No value (zero) is entered if the contract NTE value is unchanged • On modifications to exercise an option, report the change in Base and Exercised Option. • Ensure current values are correct • Total column is the sum of all actions in FPDS. • It is an aggregate - it DOES NOT represent the total as of each modification.

41. Standalone Reporting • Manual Entries for Dates • Date signed is the award date • Effective date is the start date of performance • Remember to update the completion date and ultimate completion dates when exercising an option on multi-year contract. • Last date to order on IDVs cannot be less than date signed. If changed on an IDV mod, update this date.

42. Standalone Reporting • There are three identified issues where it is appropriate to use the workaround of attaching a standalone CAR to a released award (or order) as a resolution. • The user will receive validation error messages from FPDS-NG when attempting to create a CAR: • for a base award that was released before the user's site went live with FPDS-NG • for a base award that has a fiscal year 2013 document number but was released in fiscal year 2014 • for a released base award that references an old issuing office DoDAAN that is no longer valid for the site • For more information, please review KB ID 7895.

43. Q&A • I thought only one NAICS was allowed per contract because it is used to determine the small business size standard. Is this correct? • No. Block 10 on SF1449 form allows the selection of the NAICS and vendor size. PD²/FPDS Engine looks at the NAICS on the line items to determine which NAICS is sent. • Should the ultimate completion date be changed if options are chosen NOT to be exercised? • The date change is a Contracting/Business rule decision. Please consult with your contracting officer. • Who is qualified for access to fill out standalone CARS? • Your site will make that decision. • BOAs or BPAs have multiple NAICS. How can you change or specify a NAICS on an order that is different from the BOA or BPA IDV? • The NAICS in the CAR is a pre-fill value. It is determined by the values entered on the document. There should not be a NAICS that is different from the BOA or BPA IDV as one is supposed to be ordering the same items from them. If you order something different from that which was put on the master document, that is a problem.

44. Q&A • When creating a CAR for GPC actions, is there a specific 9th position code to use? • Since the GPC actions are not usually entered in PD², the CARs would be entered directly on the FPDS-NG website. All 9th position codes are determined by regulation. • How do Express CARs work? • Please refer to any SPS FPDS-NG Integration How To Guide v3.x. • In contract mod extension of service, would you manually enter the total contract value change? • No. The value (or delta) is pre-fill only. The value will pull into FPDS-NG. • Will the PSC code change in an SF 30 reflect on the CAR reporting? • The PSC codes are not pre-filled in the mods. They are system generated based on the information in the base documents. Therefore, the answer is no. • BPA calls. If you have not established a ceiling in the BPA Master will that create a CAR reporting error? • No. The value (or delta) is pre-fill only. The value will pull into FPDS-NG as 0.00.

45. Q&A • What is considered high volume to a contract action? Is there a dollar value threshold considered to be high volume? • It is not so much a dollar value, but rather a frequently occurring order with the same information over and over. • Which PSC code should be used for service type contracts? Also, which PSC code should be used for A-E type contracts? • Use the PSC code that your organization says that you should use. This is a contracting decision. • How are inherently governmental services coded in PD² and where? • At present there is no exact code in PD² for “Inherently Governmental Services.” They are coded as regular services. • Do you create a CAR even for a modification that has no monetary amount? • Yes, ALL modifications would need a CAR created against them.

46. Q&A • What is the standalone CAR process? • Please refer to any SPS FPDS-NG Integration How To Guide v3.x. Essentially, all data must be manually entered. • I know the FSC and NACIS pull from the highest value CLIN, but what do you do when a NACIS is pulled in that was not on the contract? • NAICS will always reference the base IDV. When dealing with F orders, the codes will pull from the “GSA Schedule” CAR on FPDS-NG. • The Contractor DUNS and CAGE has to be loaded in the Vendor File to fill-in on the CAR, correct? • Yes, the DUNS needs to be in Vendor Maintenance to be pre-filled. The CAGE is not used for Pre-Fill information, but it can be used to synchronize the vendor with SAM or CCR. • What is the difference between validating and authenticating the CAR? • Validation occurs on the FPDS-NG side while authentication occurs on the PD² side. While Validation checks if the CAR conforms to the FPDS-NG rules, Authentication ensures that the data in the contract and the CAR are in sync. This is usually done when all updates and changes to the CAR and contracts are done and KO is about to Release the Contract/Finalize the CAR.

47. Q&A • Issue: A specific clause is a requirement for a Pre-fill on the CAR, but the contract does not include the clause. If the contract is modified to include the clause, will the CAR for the mod check the box (e.g., Davis-Bacon) and does the Basic contract CAR need to be corrected? • Each clause needs to be addressed individually. Regarding Davis-Bacon, this information is not sent to FPDS-NG for modifications. They can either do corrections directly in FPDS-NG on the base CAR or correct the base contract in PD², thus correcting it on the CAR. The latter is the recommended course of action. • I'm having issues creating a CAR for an SF1449 BPA. It seems to code my document as a delivery order versus an IDV or BPA. This results in an error message that states that a CAR report cannot be created as there is no IDV PIID. What is the cause? • Based on your statement, it seems that the user created anSF1449 and changed the PIIN to an “A”. If this is the case, you will have CAR issues. At present, PD² cannot create BPA Master on SF1449 form. • Is it appropriate to use Express CARs for BPA calls outside of SPS where we have the payment method as GPC? • Express CARs are created within SPS/PD². If the action is outside of SPS/PD², Express CARs cannot be utilized.