Federal Procurement Data System – Next Generation (FPDS-NG)

Department of Energy Specific Data Elements

DRAFT

Prepared by:

Global Computer Enterprises, Inc.

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February 10, 2004

DOE Specific Data Elements

Table of Contents

Section Page

1Scope

2Data Fields Captured by NASA

3Data Fields Requested by the Department of Energy

3.1E-Government

3.2Cognizant Department of Energy Office

3.3Cognizant Federal Agency

3.4Office of Scientific and Technical Information (OSTI) Deliverable

3.5Research and Development

3.6Facilities Management Contract

3.7Delegated Award Administration Office

3.8Delegated Date

3.9Retirement Date/Converted Date

4Extract from the Procurement and Assistance Data System

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DOE Specific Data Elements

1Scope

This document describes the data elements requested by the Department of Energy (DOE) for inclusion in the Federal Procurement Data System - Next Generation (FPDS-NG). These data elements include eight elements currently in use by NASA and nine elements specific to DOE. This document also describes the role that DOE will play in facilitating the inclusion of these elements.

2Data Fields Captured by NASA

DOE requests access to the following data elements currently captured by NASA in FPDS-NG.

  1. Procurement Request Number
  2. Support Services Contract Type
  3. Administrator Code*
  4. Contracting Officer Code*
  5. COTR Name*
  6. Principle Investigator*
  7. Contract Administration Delegated
  8. Property Financial Reporting

*Denotes that DOE will provide the table of current values or an extract of names to populate FPDS-NG.

Validations: All the above referenced data fields are optional.

3Data Fields Requested by the Department of Energy

DOE requests that FPDS-NG provide the following data elements. The values required for each element are provided.

  1. E-Government
  2. Cognizant Department of Energy Office
  3. Cognizant Federal Agency
  4. OSTI Deliverable
  5. Research and Development
  6. Facilities Management Contract
  7. Delegated Award Administrative Office
  8. Delegated Date
  9. Retirement Date

3.1E-Government

Enter the proper code that describes whether, during the processing of this award, E-Government (electronic commerce) methods were used during the synopsis, solicitation, and/or award phase of the acquisition. Examples of E-Government methods include the use of FedBizOpps, the Industry Interactive Procurement System (IIPS), DOE C/-Web, or other similar systems that communicate electronically with vendors.

NOTE:Effective October 1, 2001, all synopses, solicitations, and related documents for which widespread notice is required must be posted on FedBizOpps (see Policy Flash 2001-17, Federal Acquisition Circulars (FACs) 97-25 and 97-26).

The following definitions are used for each code in this data element:

CODEDEFINITION

ASolicited electronically, synopsized (if required)

BSolicited and awarded electronically

CAwarded electronically (only)

DNot solicited or awarded electronically

Validation: Required on all reportable actions over $25,000.

3.2Cognizant Department of Energy Office

Enter the code of the lead office responsible for contracting activity for all DOE indirect cost matters which relate to a particular organization receiving DOE contract and financial assistance awards.

The responsible office is determined by predominance of DOE business with the specific contractor.

Use the DOE’s Contracting Office ID table, which currently exists in FPDS-NG, for this data element. The DOE’s System Administrator will update the table.

Validation: Required. However, not allowed for Fixed Price, Fixed Price with Economic Price Adjustment, No Funds, Time and Materials, and Labor Hours.

3.3Cognizant Federal Agency

Enter the code of the agency having the predominate financial interest in the organization. The Cognizant Federal Agency is responsible for performing a designated function on behalf of all Federal agencies.

Use the Contracting Office Agency table for this data element. Please note that some values do not exist in the Contracting Office Agency table and must be added.

The tablebelow provides a crosswalk from the current DOE values to those in the Contracting Office Agency ID table. In addition, the table shows which values must be added to the FPDS Contracting Office Agency ID table.

DA / 1200 / DEPARTMENT OF AGRICULTURE
DC / 1300 / DEPARTMENT OF COMMERCE
DD / 9763 / DEFENSE CONTRACT MGT COMMAND
DE / 9100 / DEPARTMENT OF EDUCATION
DF / 5700 / DEPT. OF THE AIR FORCE
DG / 8900 / Department of Energy
DH / 8600 / DEPARTMENT OF HOUSING & URBAN DEV.
DI / 1400 / DEPARTMENT OF INTERIOR
DJ / 1500 / DEPARTMENT OF JUSTICE
DL / 1600 / DEPARTMENT OF LABOR
DN / 1714 / OFFICE OF NAVAL RESEARCH
DP / 6800 / ENVIRONMENTAL PROTECTION AGENCY
DR / 7500 / DEPARTMENT OF HEALTH & HUMAN SERVICES
DS / 4900 / NATIONAL SCIENCE FOUNDATION
DT / 6900 / DEPARTMENT OF TRANSPORTATION
DX / Add / OTHER
R0 / Add / HHS REGION X, SEATTLE
R1 / Add / HHS NORTHEAST OFFICE, NEW YORK
R2 / Add / HHS MID-ATLANTIC OFFICE, ATLANTA
R3 / Add / HHS CENTRAL STATES OFFICE, DALLAS
R4 / Add / HHS WESTERN OFFICE, SAN FRANCISCO
R5 / Add / HHS REGION V, CHICAGO
R6 / Add / HHS REGION VI, DALLAS
R7 / Add / HHS REGION VII, KANSAS CITY
R8 / Add / HHS REGION VIII, DENVER
R9 / Add / HHS REGION IX, SAN FRANCISCO

Validation: Required. However, not allowed for Fixed Price, Fixed Price with Economic Price Adjustment, No Funds, Time and Materials, and Labor Hours.

3.4Office of Scientific and Technical Information (OSTI) Deliverable

This field is used only by the Office of Scientific and Technical Information (OSTI) to identify required scientific/technical reporting deliverables. Enter the 2-character code that closely corresponds to the scientific/technical reporting deliverables specified on the DOE 4600.2, “Federal Assistance Reporting Checklist.” The code should not be used to identify any other reporting requirements (e.g., management or financial reporting, such as project status reports).

The following definitions are used for each code in this data element:

CODEDEFINITION

ADFinal Report

AUConference Proceedings (scientific/technical conferences ONLY)

AZNo Technical Deliverable Required

COConference Paper

DDOther, e.g., Reports at the end of a phase or task, scientific/technical videos or movies, etc.

YYComputer Software

YZComputer Software Plus Final Report

Validation: Required.

3.5Research and Development

Use the following values for this data element:

Yes50 percent or more of the funding on this award is considered to be for research and development.

NoLess than 50 percent of the funding on this award is considered to be for research and development.

Validation: This code should be consistent with Product/Service Code (PSC), which should begin with an “A.” When PSC begins with an “A,” this field is required.

3.6Facilities Management Contract

Use the following values for this data element:

Y = Management and Operating Contract

O = Other Facilities Management Contract

X = Former Management and Operating Contract

Validation: The DOE System Administrator must set the values for this data field. Blanks are allowed.

3.7Delegated Award Administration Office

If award audit and/or property administration is delegated, enter the proper 2-character code that identifies the delegated office. If the award is delegated outside DOE, this value must be entered.

While most of the required values currently exist in the DOE’s Contracting Office ID table, some do not. Therefore, it may be best to use a copy of the DOE’s Contracting Office ID table to create the new table for this element and add the following values:

AF / AIR FORCE PLANT REPRESENTATIVES OFFICE
DA / DEFENSE CONTRACT AUDIT AGENCY
DC / DEFENSE CONTRACT ADMIN SERVICES (DCAS)
MO / MANAGEMENT AND OPERATING CONTRACTOR
ON / OFFICE OF NAVAL RESEARCH (ONR)
OT / OTHER NON-DOE ACTIVITY
WB / WESTERN - BILLINGS AREA OFFICE
WC / WESTERN - HURON DISTRICT OFFICE
WD / WESTERN - BISMARK DISTRICT OFFICE
WE / WESTERN - FORT PECK DISTRICT OFFICE
WF / WESTERN - WATERTOWN OPERATIONS OFFICE
WG / WESTERN - BOULDER CITY AREA OFFICE
WH / WESTERN - PHOENIX DISTRICT OFFICE
WJ / WESTERN - LOVELAND AREA OFFICE
WK / WESTERN - MONTROSE DISTRICT OFFICE
WL / WESTERN - SALT LAKE CITY AREA OFFICE
WN / WESTERN - SACRAMENTO AREA OFFICE

Allow the System Administrator for DOE to update this table.

Validation: Optional.

3.8Delegated Date

Enter the date (MM/DD/YYYY) on which the award administration was delegated. This date must be entered if Delegated Award Administration Office is completed.

Validation: Required when a value is entered into Delegated Award Administration Office.

3.9Retirement Date/Converted Date

Enter the date (MM/DD/YYYY) the completed award was retired, i.e., all deliverables have been received and final payment made; or enter the date a DOE prime contractor was converted to a subcontractor under a prime contract.

Validation: None.

4Extract from the Procurement and Assistance Data System

DOE will provide an extract from the Procurement and Assistance Data System to include existing awards that have values entered for the requested data elements. These values can then be used to populate FPDS-NG.

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