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DFARS PGI 204_6



(Revised December 22, 2016)

PGI 204.6—CONTRACT REPORTING

PGI 204.602 General.

documented and corrected by the system, the user should contact the Federal Service Desk (FSD), by telephone at 866-606-8220 (U.S. or DSN), or 334-206-7828 (International), or submit a comment or request at www.fsd.gov. When e-mailing FSD, also

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.

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.

of contract pricing (e.g., fixed-price, cost-plus-fixed-fee) and each of the types of contract

pricing have a dollar value greater than $5,000,000 for that type. Use a separate CAR for each type of contract pricing arrangement.

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.

burdensome (e.g., orders placed by the Defense Commissary Agency; installation housing

maintenance; and recurring blanket purchase agreement actions);

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

and associated services using 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.

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.

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.

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.

contracts, BOAs, and 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.

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 have a specific ceiling identified (see FAR 16.504(a)(4)(ii)). This data field shall 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.

Action’ if the procurement is for any other unpriced action that shall be subsequently

definitized. Enter ‘No’ if neither of these situations is applicable.

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

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.

Egypt, Estonia, Finland, France, Germany, Greece, Israel, Italy, Japan, Luxembourg,

Netherlands, Norway, Poland, Portugal, Slovenia, Spain, Sweden, Switzerland, Turkey, or the United Kingdom. These are the only current qualifying countries.

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. 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:

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.

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).

source authorized 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.

Transfer Research (STTR) Program. SBIR and STTR Phase III awards require that a previous SBIR or STTR award exists.

Competition,” “Authorized by Statute” if a sole source set-aside shall also be noted, or

“Authorized for Resale” when the award is noncompetitive and simplified acquisition procedures were used, including those awards under the commercial items test program. Do not choose other values from the list.

resulted from an 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.

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).

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.

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.

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—

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