Bureau of Reclamation: Acquisition & Assistance Management Division

Electronic Transmittal (ET) No. 08-07
Quarterly and Annual Certification of Procurement Data Reported to the Federal Procurement Data System – Next Generation (FPDS-NG)

Expires: Until cancelled or superseded

August 29, 2008

To:	Regional Director, PN, MP, LC, UC, GP Attention: 84-27810 (Eckelberg), PN-3700 (Ford), MP-3800 (Bell), LC-3100 (Nelson), UC-800 (Ward), GP-3800 (Worley)
From:	Karla J. Smiley /s/ Manager, Acquisition and Assistance Management Division
Subject:	Electronic Transmittal (ET) No. 08-07, Quarterly and Annual Certification of Procurement Data Reported to the Federal Procurement Data System – Next Generation (FPDS-NG)

Purpose: To transmit Federal Procurement Data System-Next Generation (FPDS-NG) quarterly and annual reporting certification policy as related to the Department of the Interior Acquisition Policy Release (DIAPR) 2008-08. This ET supersedes: ET 07-06; 07-06, Supplement 1; and 07-10.
Effective Date: This guidance is effective immediately.
Expiration Date: Until cancelled or superseded.
Background:
1. The Federal Acquisition Regulations (FAR) Subpart 4.6 requires the reporting of procurement actions and modifications to those transactions to FPDS-NG. FAR 4.604 assigns the responsibility of the submission and accuracy of the FPDS-NG record to the contracting officer who awarded the contract action.
2. The following actions are not currently reported to FPDS-NG --
  - Financial assistance actions (e.g., grants, cooperative agreement, Public Law 93-638 actions).
  - Imprest fund transactions, SF 44 purchases, and training authorizations. Purchase card transactions with a total cumulative value less than the micro-purchase threshold are not required to be reported.
  - Interagency agreements with other federal agencies (e.g., Tennessee Valley Authority), independent federal establishments (e.g., Export/ Import Bank), or federally chartered sources (e.g., Smithsonian Institute).
  - Government Bills of Lading and Government Transportation Requests.
  - Actions using predominantly non-appropriated funds.
  - FEDSTRIP and MILSTRIP requisitions.
  - Actions involving transfer of supplies within and among agencies and sub-agencies.
  - Orders from GSA Stock and the GSA Consolidated Purchase Program (e.g., GSA Advantage).
  - Actions for petroleum or petroleum products orders against a Defense Logistics Agency Indefinite Delivery Contract.
3. The data reported to FPDS-NG is utilized by the Government and private entities to: measure and assess the impact of Federal procurement on the Nation’s economy; provide visibility of spending as required under the Federal Funding Accountability and Transparency Act; measure the effectiveness of the various socioeconomic category programs; to account for competition; and assess compliance with other procurement policies.
4. DIAPR 2008-08, “Ensuring Accurate Procurement Data Reporting to the Federal Procurement Data System – Next Generation (FPDS-NG)” (attachment 1), implements new requirements for Quarterly and an Annual Certification of data reported to FPDS-NG. The Quarterly Certification requirement includes the detailed review of designated actions reported for the previous quarter; the Acquisition and Assistance Management Division (AAMD) will designate which actions are to be reviewed. The Certifications and associated reviews are intended to increase reporting accuracy and timeliness and highlight areas of concern. The DIAPR also includes requirements for a Procurement Data Quality Control Plan which will be addressed in a separate ET.

Action Required:

Data Entry --
1. All procurement actions that have the potential of exceeding the micro-purchase threshold, including those made with the Government purchase card must be entered into FPDS-NG. All modifications (regardless of dollar value) to actions reported to FPDS-NG must be reported to FPDS-NG. Also, all procurement actions that fall under the Small Business Competitiveness Demonstration program must be reported to FPDS-NG, regardless of dollar value;
2. Approval of the data and a record identified as “Final” in FPDS-NG must be accomplished within three (3) days after the procurement action is signed by the contracting officer;
3. Contract actions must be entered (i.e., saved as a draft document) into FPDS-NG by a responsible contracting officer, contract specialist or purchasing agent, who are fully trained in procurement and subjects involved in the reporting process and are able to efficiently and accurately determine the correct response to all data elements;\
4. Each action entered must be reviewed and approved by the contracting officer who signed the procurement action;
5. Corrections to and deletions of FPDS-NG actions must be made by the CO who signed the procurement action or the CO currently responsible for it; if the CO is unable to make the correction they shall contact the bureau FPDS-NG system administrator for assistance;
6. All data fields in the FPDS-NG record require a response (regardless of their identification as mandatory or non-mandatory in the system), except for the following--
  - Fields that are not required to be completed since they are Department of Defense specific:
    - System Equipment Code
    - InfoTech Commercial Item Category
    - Claimant program Code
    - Sea Transportation
  - Fields required to be completed only as applicable to the action being reported:
    - Reason for Inter-Agency Contracting
    - Major Program
    - Contingency Humanitarian Peacekeeping Operation
    - Small Business Innovation Research/Small Technology Transfer Research
    - Small Business Competitiveness Demonstration Program
    - Commercial Item Test Program
    - Price Evaluation Percent Difference
    - Reason Not Awarded to Small Disadvantaged Business
    - Reason Not Awarded to Small Business
    - Website URL
    - Federal Information Processing Standards 95 codes
    - Email Contact
    - Maximum Order Limit
    - Ordering Procedure
Quarterly Certification –
1. Approximately two weeks prior to the end of each quarter of the fiscal year, AAMD will forward to each region and the Denver Office an initial list of actions to review that have been reported to FPDS-NG during the quarter; AAMD will provide a due date for receipt of the review results when the list of review actions is sent. By close of business of the third day after the end of the quarter, AAMD shall provide a final list and due date of actions that are required to be reviewed.
2. The regions and Denver Office shall utilize the Individual Reviewed Action Report (attachment 2) to document review of each action designated in 5.b.i, above. These Report(s) shall be provided to AAMD.
3. Each Regional and the Denver Office Chief of the Contracting Office (CCO) shall submit to the Bureau Procurement Chief (BPC) a Quarterly Certification (attachment 3) of procurement data reported to FPDS-NG for the previous quarter in their Region/Office. AAMD will provide the due date for the Quarterly Certification along with the final list of actions designated in 5.b.i, above. The completed Individual Reviewed Action Report(s) shall be submitted along with the Certification.
Annual Certification –
1. Each Regional and the Denver Office CCO shall submit to the BPC an Annual Certification of procurement data reported to FPDS-NG for the previous fiscal year in their Region/Office.
2. This Annual Certification is due to AAMD concurrently with submission of the Quarterly Certification (see 5.b. above) for the fourth quarter.
3. The Annual Certification of Procurement Data Submission to FPDS-NG document (Attachment 4) is to be used for this certification.
Point of Contact: Steve Schmidt at 303-445-2477 or by email at sschmidt@do.usbr.gov.

cc:

84-27820 (Schmidt, Terrell), 84-27810 (Cody, McMillen)
PN-3702 (Fraser), MP-3800 (Keith, Steele), LC-3110 (Colwell), UC-820 (Happ), GP-3800 (Woegens)

Electronic Transmittal (ET) No. 08-07 Quarterly and Annual Certification of Procurement Data Reported to the Federal Procurement Data System – Next Generation (FPDS-NG)

Electronic Transmittal (ET) No. 08-07
Quarterly and Annual Certification of Procurement Data Reported to the Federal Procurement Data System – Next Generation (FPDS-NG)