Previous PageTable Of ContentsNext Page

DFARS PGI 204_6



(Revised December 8, 2017)

PGI 204.6—CONTRACT REPORTING

As used in this subpart, the unique entity identifier is currently the Data Universal Numbering System (DUNS) number.

PGI 204.602 General.

applied to data entry. The majority of the rules apply Governmentwide. DoD specific

validation rules appear at “5.5.1 DoD Specific Validations.”

screen. However, the nature of the field is determined based on Governmentwide requirements. To determine DoD-specific requirements, refer to J3 “DoD Use Case

Summary” in the FPDS Data Element Dictionary. The FPDS User Manual is not a policy document; it is intended only for general guidance. Refer to this PGI section for specific FPDS reporting entries.

send a copy to the applicable agency representative identified in paragraph (2)(iii) of this section.

PGI 204.604 Responsibilities.

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.

or for non-DoD use until 90 days after the “Date Signed” data element in order to minimize

risk to military operations.

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.

required for the base award regardless of the amount being obligated or deobligated on the modification.

described in paragraph (1)(ii)(A) of this section is made when the contract or order is

awarded. Contracting officers are not required to delete and re-enter CARs in FPDS as multiple CARs if, during the life of the contract or order, subsequent unanticipated modifications make the award eligible for multiple CARs.

not use transaction numbers other than “0” if the requirements for multiple CARs in

paragraphs (1)(ii)(A) and (B) of this section do not apply at the time of contract or order

award. When reporting modifications, include the transaction number that was reported on

the initial base award in order to properly identify the referenced contract action report. If the situation described in paragraph (1)(ii)(A) of this section exists, transaction numbers should be assigned based on foreign military sales (FMS) and non-FMS rather than by type of

contract pricing arrangement. Do not use multiple CARs with transaction numbers other than “0” if the entire award is expected to be funded by foreign funding.

purchase card as both the method of purchase and payment under Federal Supply

Schedules, Governmentwide acquisition contracts (GWACs), blanket purchase agreements

(BPAs), basic ordering agreements (BOAs), and other indefinite-delivery type contracts;

services accomplished by Defense Logistics Agency (DLA) Energy; and

or consolidated delivery orders made using the Governmentwide commercial purchase card

where identification of the contract or agreement is not possible, use the appropriate generic

DUNS number.

“Number of Actions” data field. Also sum all of the obligations and enter in the “Action Obligation,” “Base and Exercised Options Value,” and “Base and All Options Value” data

fields. Express reports shall be submitted no less frequently than monthly.

defensewide working capital funds. DLA Energy will report these orders. It is the responsibility of the contracting office to ensure that orders placed against these vehicles using other than defensewide working capital funds are reported to FPDS.

a new contract, agreement, or order. Note that prior to fiscal year (FY)10, DoD offices

reported BOAs and BPAs as IDCs in FPDS; BPA calls issued under those pre-FY10

reported BPAs are reported using the task/delivery order format in FPDS. BPA calls issued

under DoD issued BPAs reported FY10 or later or any civilian agency issued BPA should be reported using the BPA call format.

Instrument Identifier” data field. Note that new awards will be reflected as Modification 0 in

FPDS.

Federal Supply Schedule contract number in the “Referenced IDV ID” data field.

Governmentwide acquisition contract (GWAC), BOA, or other IDC; enter that contract or BOA number in the “Referenced IDV ID” data field.

the “Referenced IDV ID” data field.

number in the “Procurement Instrument Identifier” data field and the modification number in the “Modification Number” data field.

the “Solicitation ID” data field.

American Recovery and Reinvestment Act), choose the appropriate value in the “Treasury

Account Symbol Initiative” data field.

as the “program source” data element required by the Federal Funding Accountability and Transparency Act. TAS data fields are now optional; however, if entering the data follow the instructions in this section.

character agency identifier. However at this time, DoD contracting officers are advised to

drop the leading zero (0) from a three character agency identifier, and enter the next two characters in FPDS (e.g., 097 becomes 97).

signed or otherwise awarded the contract action.

performance begins. For actions where an authorization to proceed was given prior to the

signed contract action, use the date of the authorization in this data element.

period of performance / delivery date of all of the exercised line items on the contract or

order. This data field shall be updated on the contract action report used to report the modification whenever line items are added or exercised by modification that extend the period of performance / delivery date beyond what was previously entered, including the exercise of any option years.

shall be the latest period of performance / delivery date of all line items on the contract or

order, including unexercised line items and option years. This data field shall be updated on the contract action report used to report the modification whenever line items are added or changed by modification that extend the period of performance/delivery date beyond what was previously entered.

BPAs shall be the last date allowed by the contract for the contractor to accept orders. This

data field shall be updated whenever this date is changed by modification from what was previously entered.

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 shall 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.

shall be the total potential value of the award (represented in U.S. dollars and cents) (e.g.,

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. Note: on IDV formats in FPDS, this data element is named “Base and All Options Value (Total Contract Value).”

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 shall have a specific ceiling identified for that specific period (see

FAR 16.504(a)(4)(ii)).

report the modification whenever the total potential value is changed by modification,

including changes made as a result of overruns or claims. 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 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.

total value of all the obligated funds on the contract or order, represented in U.S. dollars and

cents. When reporting a modification, report the net value of the change in funding

accomplished by the modification in the “Current” field; FPDS will calculate the new total

action obligation value. When an 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 “Action Obligation Value” field to ensure a correct total is represented. The ACO shall document the

discrepancy correction in the contract file.

the “Contracting Office ID” data field.

the requiring office in the “Funding Office ID” data field. This is normally the DoDAAC that is

included on the purchase request in the purchase request number. If the contract action is

supporting working capital funded efforts and the specific requiring office is unknown, enter 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.

Office ID provided on the interagency agreement in the “Funding Office ID” data field.

This DUNS number will be used to pull the associated current record from the System for

Award Management (SAM) database.

is chosen from the “SAM Exception” data field. In this case the DUNS number entered in

the “DUNS Number” data field will be used to pull the contractor’s name and location

information from Dun & Bradstreet’s database.

type of contract pricing in the “Type of Contract” data field that is applicable to the

predominant amount of the action, based on the value of the line items. This value will

automatically populate any subsequent contract action reports for modifications.

“Major Program” field if there is an associated program name. Contracts and agreements

with ordering provisions established as multi-agency contracts or for wide use within an

agency shall always include a program name in order to ensure they are correctly represented in the Interagency Contract Directory (ICD) (see FAR 7.105(b)(1) for website).

a National Interest Action that is listed in this field (for example, “Hurricane Sandy” or “Operation Enduring Freedom (OEF),”) then select the appropriate value. Otherwise, enter “None.”

above criteria for a multiple award.

to be placed by other contracting offices, enter the acronym or short abbreviation of the

program name for the program supported by the contract or agreement with ordering

provisions in the “Program Acronym” field. Contracts and agreements with ordering

provisions established as multi-agency contracts or for wide use within an agency shall

always include an acronym or abbreviated program name, and the first five characters of this field shall be:

the Department of Defense.

section, an agency-wide acquisition vehicle is an IDC, BPA, or basic ordering agreement

intended for the sole use of the Department of Defense. These may be for DoD-wide use or

limited to one or more specific Military Services or Defense Agencies.

were obtained. Enter “Not Obtained – Waived” if the requirement for certified cost and

pricing data was waived. Enter “No” if certified cost or pricing data were not obtained and no

waiver was required. See FAR 15.403 for the requirements for certified cost and pricing

data.

case.

procurement is for services and performance based acquisition procedures were used.

Enter “No” if the procurement is for services and performance based acquisition procedures

were not used. Enter “Not Applicable” if the procurement is not for services.

procurement was subject to cost accounting standards (CAS) and the associated clauses

were included in the contract. Enter “No – CAS Waiver Approved” if the procurement is

subject to CAS but a waiver was approved. Enter “Not Applicable” if neither situation

applies.

Reporting procedures described in paragraph (1)(iii) of this section.

subject to the Economy Act, a different statutory authority, or if interagency authorities are

not applicable. If the contracting officer selects “Other Statutory Authority” in the

“Interagency Contracting Authority”, they shall enter the name of the other authority in the

associated text box.

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.

(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.

find the best information about ordering under the vehicle. This is an optional field, but each

multi-agency contract being reported should include one.

which agencies are allowed to have their contracting officers place orders under the vehicle.

If only the office that awarded the IDV is allowed to place orders under the vehicle, choose

“Only My Agency”. Do not list codes or text under the “Codes” or “Other” options unless the

vehicle only allows very specific parts of agencies to place orders.

contracting officer responsible for the IDV who is able to answer questions concerning

ordering. A group email address may only be used in this field if it is continuously monitored.

percentage, an upper and lower amount if based on a varying factor, or as “no fee.” This is

not the fee paid to a contracting office for placing an order on behalf of a requiring office.

however, ensure that the website provided gives the user enough information to be able to

place an order.

represents the predominant amount of supplies or services being procured on the award. The list of active PSCs for use in FPDS reporting is available on the FPDS website under

the “Worksite” section under “Reference.”

represents the type of industry related to the predominant amount of supplies or services being procured on the award. If the award was a result of a solicitation that included any of

the following provisions, use the NAICS code that was included in the provision: 52.204-8, Annual Representations and Certifications; 52.212-3, Offeror Representations and Certifications – Commercial Items; or 52.219-1, Small Business Program Representations.

The list of active NAICS codes for use in FPDS reporting is available on the FPDS website

under the “Worksite” section under “Reference”.

of services occurred in the “Country of Product or Service Origin” data field. If needed, use

the code look-up table provided for the data element in the CAR to identify the code for a

country.

answer regarding the ownership of the contractor.

is included on the award in the “GFE/GFP Provided Under This Action” data field.

contracts or agreements, this data element reflects whether GFP is or is not included specifically as a part of the order itself. The value for the underlying contract or agreement is collected separately.

what is being procured by the action. This should be entered in plain English with no

acronyms or military jargon such that the public can understand what is being acquired by 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.

from the list below that reflects the requirements of sustainability incorporated into the

contract or order. If there is a combination of the attributes on the contract that does not exist in the list below, choose the one from the list that most closely reflects the situation on the contract.

requirement for recovered materials in accordance with FAR subpart 23.4 and provision

52.223-4, Recovered Material Certification, was included in the solicitation.

the requirement for recovered materials in accordance with FAR subpart 23.4, provision

52.223-4 was included in the solicitation, and clause 52.223-9 is included in the contract.

contract includes neither requirements nor provisions/clauses for recovered materials or

energy efficient, biobased, or environmentally preferable products or services.

energy efficient products or services in accordance with FAR subpart 23.2.

biobased products or services in accordance with FAR subpart 23.4.

requirement for environmentally preferable products or services in accordance with FAR

subpart 23.7.

requirement for–

requirement for–

includes the requirement for–

includes the requirement for–

the contract includes the requirement for–

preferable. Use when the contract includes the requirement for–

noncompetitive contract actions that used simplified acquisition procedures in accordance

with FAR part 13, to include acquisitions using the Commercial Items Test Program. However, if the action is noncompetitive and the reason for other than full and open

competition is other than “Authorized by Statute,” “Authorized Resale,” or “SAP Noncompetition,” then enter “Only One Source Solicited” as the solicitation procedure.

(Note that most times when in conflict, the reason for other than full and open competition

takes precedence over the type of solicitation procedure used.)

was used or only one source is solicited for the action.

actions that use negotiated procedures (FAR parts 12, 13, or 15).

procedures (FAR part 14).

sealed bids and negotiated procedures (FAR 6.102).

selection of sources for architect-engineer contracts pursuant to FAR 6.102(d)(1).

selection of basic research proposals pursuant to FAR 6.102(d)(2).

procedures that provided for full and open competition after exclusion of sources to establish

or maintain alternative sources pursuant to FAR 6.202.

populate this entry for orders placed against multiple award contracts (to include Federal

Supply Schedules) and FAR part 8 BPAs (and orders issued under such BPAs that are subject to fair opportunity pursuant to FAR 16.505(b)(1).

extent competed for any modification or order against a task or delivery order contract pulls

from the basic contract and is shown in the “Extent competed for referenced IDV” data field.

were awarded using FAR part 13 Simplified Acquisition Procedures (i.e., solicitation

procedures were “Simplified Acquisition”), to include for the Commercial Item Test Program.

resulted from an award pursuant to FAR 6.102(a), Sealed bids; FAR 6.102(b), Competitive

proposals; FAR 6.102(c), Combination; or any other competitive method that did not exclude sources of any type.

excluded before competition. (Note: This terminology is broader than FAR subpart 6.2,

which includes set-aside actions and actions to establish or maintain alternate sources, in that it also includes actions justified by a justification and approval that provided for competition).

available for competition (i.e., contract actions where the solicitation procedure was “Only

One Source” and the reason not competed is “Authorized by Statute,” “International

Agreement,” “Utilities,” or “Authorized Resale.”) Note that sole source awards for 8a firms,

HUBZone firms, and service-related disabled veteran-owned concerns should always be

identified as “Authorized by Statute” as the reason for other than full and open competition.

solicitation procedures were “Simplified Acquisition”).

and the solicitation procedures are “Only One Source.”

under part 19 of the FAR, choose the applicable value. In order to indicate a FAR part 19 set-aside or sole source on an order under a multiple-award contract, see paragraph (F) of this section.

action is a result of a Small Business Innovative Research (SBIR) or Small Technology Transfer Research (STTR) Program. SBIR and STTR Phase III awards require that a previous SBIR or STTR award exists.

Non-competition.”

select “Authorized by Statute” in the “Other than Full and Open Competition” data field.

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.

6(a)(1)(i)(A) or 16.505(b)(2)(i)(A).

FAR 8.405-6(a)(1)(i)(B) or 16.505(b)(2)(i)(B).

to satisfy a minimum amount guaranteed to the contractor. See FAR 16.505(b)(2)(i)(D).

or requires that the purchase by made from a specified source. See FAR16.505(b)(2)(i)(E).

pursuant to FAR 16.505(b)(1).

to FAR 19.502-4(c) and a sub-set of multiple-award contract holders meeting the set-aside criteria were provided fair opportunity to submit an offer. If this value is selected, also

choose the appropriate set-aside in the “Type of Set-Aside” field. Do not select this value if

the original multiple award contract itself was set-aside or partially set-aside.

19.502-4(c) and awarded to a single contract holder meeting the socio-economic criteria without providing fair opportunity to other multiple-award contract holders. If this value is

selected, also choose the appropriate value in the “Type of Set-Aside” field.

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.

indicate if the contract action utilized procedures under FAR 13.5.

A-76 / FAIR Act competitive sourcing process. Note, however, that DoD is currently under a moratorium from procuring services using these procedures. See PGI 207.302 for more information.

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.

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.

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.

FPDS unless the “Contracting Officer’s Determination of Business Size” field is completed

with “Small Business,” and other required socio-economic designations are present in the

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

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

the contract action, and, if so, which type applies from the following values:

Department of Interior).

DUNS number for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that DUNS number into the modification contract action report. Subsequent contract action reports will show the updated DUNS number and vendor name.

the “Contracting Officer’s Determination of Business Size” data field. The contracting officer

shall ensure that the contractor’s current size status is appropriately recorded on the

modification contract action report. Subsequent contract action reports will reflect the size entered on this modification contract action report (see FAR subparts 19.301-2 and 19.301-3).

FAR subpart 42.12 and DFARS subpart 242.12) shall use “Vendor DUNS Change” in the

“Reason for Modification” field. When this value is used, the contracting officer shall enter

the appropriate DUNS number for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that DUNS number into the modification contract action report. Subsequent contract action reports will show the updated DUNS number and vendor name.

is used, FPDS will bring over the current address from the contractor’s SAM record into the modification contract action report. Subsequent contract action reports will show the updated address.

contractor’s current size status is appropriately recorded on the modification contract action report. Subsequent contract action reports will reflect the size entered on this modification contract action report.

to the Federal Awardee Performance and Integrity Information System (FAPIIS) in accordance with FAR 42.1503(h) requirements.

method of both purchase and payment under federal schedules, agreements, or contracts

are required to be reported to FPDS regardless of value. Contracting offices shall ensure all such purchases made by their authorized cardholders are reported to FPDS no less frequently than monthly. Any individual purchase valued greater than $25,000 shall be reported individually to FPDS. For individual purchases valued less than $25,000, there are three acceptable methods for reporting to FPDS. They are, in preferred order of use—

format that uses the generic DUNS 136721250 for “GPC Consolidated Reporting” or 136721292 for “GPC Foreign Contractor Consolidated Reporting”, as appropriate, as the 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.

DUNS number is used on the report to FPDS, systems that prepopulate data based on the

DUNS number reported to FPDS may not be able to use the DUNS number for further reporting on that contract action because the contractor identification information is not accurately reflected. For example, assessing officials cannot report past performance reports to the Contractor Performance Assessment Reporting System (CPARS) (see FAR subpart 42.15) if a generic DUNS number was used to report the action to FPDS. Additionally, some reporting requirements placed on the contractor, such as subcontract reporting required by FAR subparts 4.14 and 19.7, are not able to be completed. Therefore, it is important that the use of generic DUNS numbers in reporting to FPDS be rare and only when necessary.

only if the conditions in FAR 4.605(c) or paragraph 204.606(5)(ii)(C) of this section apply:

Previous PageTop Of PageTable Of ContentsNext Page