December 23, 2004
UNITED STATES DEPARTMENT OF AGRICULTURE
OFFICE OF PROCUREMENT AND PROPERTY MANAGEMENT AGAR ADVISORY NO. 72
Procurement Data System – Next Generation
(FPDS-NG) Reporting Requirements
INTRODUCTION: This Agriculture Acquisition Regulation (AGAR) Advisory summarizes and revises the requirements and procedures for reporting procurement data to the Federal Procurement Data System – Next Generation (FPDS-NG).
SUMMARY: The Federal Acquisition Regulation (FAR) revised data collection and reporting requirements commencing in fiscal year (FY) 2004. To comply with these changes, the Department of Agriculture (USDA) transitioned from reporting contract actions in the USDA Procurement Reporting System (PRS) to reporting directly into FPDS-NG. This AGAR Advisory supersedes AGAR Advisory 62, which has expired and which provided preliminary reporting policies and procedures for FY 2004.
• FAR Reporting Requirements:
1. All transactions over $2,500 and modifications to those transactions regardless of dollar value must be reported. (FAR 4.602(c)(1))
2. Agencies participating under the Small Business Competitiveness Demonstration Program shall report all awards in the designated industry groups as individual contract actions, regardless of dollar value. This reporting requirement applies to USDA since USDA participates in the Small Business Competitiveness Demonstration Program. (FAR 4.602(c)(2))
3. Agencies may elect to report transactions at or below $2,500 (Except that reporting is not optional for awards in the designated industry groups – see subparagraph 2, above.) (FAR 4.602(c)(3))
4. After September 30, 2004 only individual contract action reports are to be submitted. (FAR 4.602(c)(4))
• USDA Procurement Systems:
1. USDA is transitioning from legacy procurement systems (e.g., PRCH) to a new USDA-wide Integrated Acquisition System (IAS).
2. IAS is scheduled to be fully implemented USDA-wide by the end of FY 2006.
3. IAS version 2.2, which was implemented in October 2004, has the functionality needed to transmit to FPDS-NG (machine-to-machine) the information required to comply with FAR 4.602(c).
4. During this transition period, the procedures and requirements for reporting by USDA agencies will vary based the procurement system being used, i.e., legacy (e.g., PRCH) or IAS.
5. The Kansas City Commodity Office, Farm Service Agency (KCCO) and the Agricultural Marketing Service (AMS) currently use the Processed Commodities Inventory Management System (PCIMS) to process their procurements. KCCO and AMS will not transition to IAS.
• Class Deviation from FAR Section 4.602(c)(4):
1. FAR 4.602(c)(4) requires that, after September 30, 2004, only individual contract actions reports be submitted. The summary form (SF 281) previously submitted by USDA for contract actions between $2,500 and $25,000 is no longer permitted.
2. The USDA Senior Procurement Executive has approved a class deviation from FAR Section 4.602(c)(4) to allow USDA to continue reporting actions between $2,500 and $25,000 in summary form until the Integrated Acquisition System (IAS) is fully implemented USDA-wide. The consultation with the Chairperson of the Civilian Agency Acquisition Council, as required by FAR 1.404, has been completed, therefore the class deviation is approved effective October 1, 2004. A copy is attached.
3. This AGAR Advisory supersedes the preliminary notification provided to the Procurement Council by USDA Senior Procurement Executive memorandum dated September 27, 2004.
4. This class deviation is only applicable to those USDA agencies that have not implemented IAS. Reporting procedures are described below.
5. This class deviation does not apply to PCIMS users at KCCO and AMS.
• USDA Reporting Requirements and Procedures For Agencies and/or Contracting Offices NOT using the Integrated Acquisition System (IAS):
1. Contract actions previously reported as Standard Form (SF) 279, Individual Contract Action Reports (ICARs) will be reported to FPDS-NG by direct key entry through the FPDS-NG web portal at https://www.fpds.gov/. (Examples of ICARs submitted include, but are not limited to, contract actions above $25,000, awards in the designated industry groups under the Competitiveness Demonstration Program, and modifications to existing contracts.)
2. As authorized by the USDA Class Deviation from FAR 4.602(c), PRCH/SF-281 will continue to be used to report, in a summary format, contract actions over $2,500 up to and including $25,000. Personnel must ensure that the proper SF-281 two-position code is included in Block 5 of the AD-838. A copy is attached.
3. For non-purchase card actions not processed on AD-838s through NFC, agencies shall manually prepare an SF-281 and forward the report to the Procurement Systems Division, OPPM by the 20th calendar day following the end of each quarter.
4. USDA agencies/contracting offices MAY elect to report contract actions between $2,500 and $25,000 as individual contract actions by direct entry through the FPDS-NG web portal. Agencies/contracting offices which elect to do this are required to notify Procurement Systems Division, OPPM, in writing, so that the summary data can be appropriately adjusted. The contracting office code(s) must be included in the written notification as that is the identifier which will be used to adjust the summary data obtained from PRCH.
• USDA Reporting Requirements and Procedures For Agencies and/or Contracting Offices using IAS:
1. IAS version 2.2, which was released October 2004, has the functionality that enables machine-to-machine contract action reporting from IAS to FPDS-NG.
2. Agencies/offices that have implemented IAS version 2.2 will submit individual contract action reports to FPDS-NG, in accordance with FAR 4.602(c)(1) and (2) requirements, via the IAS/FPDS-NG interface.
3. Agencies/offices are reminded that contract actions not executed in IAS (this may occur during the period when an agency/office is transitioning from the legacy system to IAS), but which meet the FAR reporting requirements, must be reported by direct entry through the FPDS-NG web portal.
· USDA Reporting Requirements and Procedures For KCCO and AMS Offices using PCIMS:
Contract actions over $2,500 shall be reported as individual contract actions by direct key entry through the FPDS-NG web portal at https://www.fpds.gov/.
· Additional information on FPDS-NG system reporting issues will continue to be provided in the USDA Acquisition Toolkit Reporting Tools (at http://www.usda.gov/toolkit).
If you have questions regarding this advisory, please contact Todd Repass, Chief, PPD via email at Todd.Repass@da.usda.gov or by phone at (202) 690-1060; or send an email to firstname.lastname@example.org.
This advisory is available at http://www.usda.gov/procurement/policy/advisories.html. EXPIRATION DATE: Until superseded.
Chart of SF-281 Codes
Method of Procurement
The SF-281 codes and descriptions listed below identify the methods of procurement. The method of procurement is the first position in Block 5, SF-281, on the AD-838. The second position of the SF-281 code, type of business, is described on page 2 of this attachment. It is important to use a valid code combination. These combinations are listed on page 3 of this attachment.
Method of Procurement (First Position of the SF-281 Code)
A Tariff or Regulated Acquisition
B Contract for Foreign Government or International Organizations C Simplified Acquisition Procedures
D Simplified Acquisition Procedures - Not Competitive
E Simplified Acquisition Procedures - Not Available for Competition F Orders - General Services Administration (GSA) Federal Schedules
G Orders - Other Federal Schedules
H All Other Orders - Competed
I All Other Orders - Not Competed
J All Other Orders - Not Available for Competition
K Other Procurement Methods - Competed
L Other Procurement Methods - Not Competed M Other Procurement Methods - Not Available for Competition
N 8 (a) Program Contract Awards
q Javits-Wagner-O'Day (JWOD) Nonprofit Agency
P Online Payment and Collection (OPAC) System Q Purchases From Other Federal Agencies (e.g., Government Printing Office)
U Purchases From Federal Prison Industries (UNICOR) which are non-OPAC orders
22* Entered in Federal Procurement Data System – Next Generation (FPDS-NG), formerly the Federal Procurement Data System (FPDS) (SF-279)
* ZZ and 22 are unique 2-digit method of procurement codes.
Type of Business
The SF-281 codes and descriptions listed below identify the type of business. The type of business is the second position in Block 5, SF-281, on the AD-838. The first position of the SF-281 code, method of procurement, is described on page 1 of this attachment. It is important to use a valid code combination. These valid combinations are listed on page 3 of this attachment.
Type of Business (Second Position of the SF-281 Code)
A Small Business Concern
B Small Business Concern, Service Disabled Veteran (SDV) C Small Business Concern, Small Business Set-Aside
D Small Business Concern, Veteran-Owned Small Business (VOSB) F Small Business Concern, Disadvantaged
H Small Business Concern, Disadvantaged, Small Business Set-aside
K Small Business Concern, Woman-Owned
M Small Business Concern, Woman-Owned, Small Business Set-aside
N Small Business Concern, 8 (a) Program
P Large Business Concern
R Domestic Outside U.S.
T Domestic Outside U.S., Small Business Set-aside
ü Other Entities
Y Historically Black Colleges and Universities/ Minority Institutions (HBCU/MI)
1 Small Business Concern, Disadvantaged, Woman-Owned
2 Small Business Concern, Disadvantaged, Woman-Owned, 8 (a) Program
3 HUBZone Small Business Set-Aside
4 HUBZone Small Business, 8 (a) Program
5 HUBZone Small Business, Disadvantaged
6 HUBZone Small Business Concern, Woman-Owned
7 HUBZone Small Business, Woman-Owned, Small Business Set-Aside
Valid SF-281 Code Combinations
The matrix below identifies valid code combination. Use only these combinations in Block 5 of the AD-838. The first position of the code identifies the method of procurement and the second position of the code identifies the type of business. If the type of business is not applicable, omit the second position.
SF-281 Valid Code Combinations
A B CA DA EA FA GA HA IA JA KA LA MA N O P Q U ZZ 22
CB DF EF FC GC HC IF JF KC LF MF NK CC DK EK FH GF HF IK JK KF LK MK CD DN EN FK GH HH IN JN KH LN MN CF DP EP FM GK HK IP JP KK LP MP CH DR ER FN GM HM IR JR KM LR MR CK DU EU FP GN HN IT JT KN LT MU CM DV EV FR GP HP IU JU KP LU MV CN D 1 EY FT GR HR IV JV KR LV MY CP D2 E1 FU GT HT IY JY KT LY M1 CR D3 E2 FV GU HU I1 J1 KU L1 M2 CT FY GV HV I2 J2 KV L2
CU F2 GY HY KY
CV G1 H1 K1
CY G2 H2 K2
C1 C2 C3 C4 C5 C6 C7