CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Procurement Data Flow In order to fully understand

how contract structure affects other parts of the Department Of Defense (DOD) contracting process, it is necessary to understand how data flows among the various systems involved in the procurement process. Below is the basic procurement data flow for pre-award. Select each step to learn more about the process or click here to read about the steps in the data flow. Page 1 of 20

Basic Procurement Data Flow (Pre-Award) The graphic depicts the Pre-Award Procurement Flow. The steps are as follows: 1. Customer: The customer identifies a need and creates a Purchase Request (PR). 2. Purchase Request: PR information is sent to the Contracting Office (may be system-to-system or manual). 3. Solicitation: The Contracting Office creates the solicitation in the contract writing system (e.g., the Standard Procurement System or "SPS") and publicizes it via FedBizOpps. Any technical data (drawings, etc.) is made available to potential offerors via the Federal Technical Data Solution (FedTeDS). 4. Contractor: Prospective offerors must be registered at Central Contractor Registration (CCR). For most solicitations, registration at the Online Representations and Certifications Application (ORCA) is also required. 5. Offer: The offeror submits his/her offer to the Contracting Office. 6. Evaluation: The Contracting Office conducts its evaluation of the offers received. This may include using data from the Past Performance Information Retrieval System (PPIRS), Excluded Parties Listing Service (EPLS), Wage Determinations Online (WDOL), and local proposal evaluation tools. 7. Award & Contract Reporting: Upon award, contract reporting information (formerly DD-350) is sent to the Federal Procurement Data System-Next Generation (FPDS-NG). Contract award information is sent to the Electronic Document Access (EDA) system.

Basic Procurement Data Flow (Pre-Award) The graphic depicts the Pre-Award Procurement Flow. The steps are as follows: 1. Customer: The customer identifies a need and creates a Purchase Request (PR). 2. Purchase Request: PR information is sent to the Contracting Office (may be systemto-system or manual). 3. Solicitation: The Contracting Office creates the solicitation in the contract writing system (e.g., the Standard Procurement System or "SPS") and publicizes it via FedBizOpps. Any technical data (drawings, etc.) is made available to potential offerors via the Federal Technical Data Solution (FedTeDS). 4. Contractor: Prospective offerors must be registered at Central Contractor Registration (CCR). For most solicitations, registration at the Online Representations and Certifications Application (ORCA) is also required. 5. Offer: The offeror submits his/her offer to the Contracting Office. 6. Evaluation: The Contracting Office conducts its evaluation of the offers received. This may include using data from the Past Performance Information Retrieval System (PPIRS), Excluded Parties Listing Service (EPLS), Wage Determinations Online (WDOL), and local proposal evaluation tools. 7. Award & Contract Reporting: Upon award, contract reporting information (formerly DD-350) is sent to the Federal Procurement Data System-Next Generation (FPDSNG). Contract award information is sent to the Electronic Document Access (EDA) system.

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Procurement Data Flow, Cont. Below is the basic procurement data flow for post-award. Select each step to learn more about the process or click here to read about the steps in the data flow. Page 2 of 20

Procurement Data Flow for Post-Award The graphic depicts the post award procurement data flow process. The steps are as follows: 1. Award: Electronic Document Access (EDA) makes available contract documents and award information to several organizations and systems, including the contractor, the customer, and the Defense Finance and Accounting Service (DFAS). Award information is also passed to Wide Area Work Flow (WAWF). 2. Invoice & Receiving Reports: In accordance with the contract, the contractor inputs its invoices and receiving reports into the WAWF. 3. Customer: The customer logs into WAWF and approves/accepts the goods or services. 4. Approval/Acceptance: WAWF sends the customer's approval/acceptance and contractors invoice to DFAS. 5. Payment: After reviewing the contract information (from EDA, GEX or system interface), invoice and approval/acceptance from WAWF, DFAS pays the contractor. 6. Property Record: When applicable, WAWF sends property record information to the appropriate inventory and/or property management systems. 7. Item Pedigree: When applicable, WAWF sends the item pedigree information to the Item Unique Identification Registry. 8. Contractor: When applicable, the contractor reports its performance relative to socioeconomic subcontracting goals in the Electronic Subcontract Reporting System (eSRS). 9. Feedback: The customer provides feedback on the contractor's performance as applicable (e.g., CPARS).

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Uniform Contract Format Part I The Schedule Section A Solicitation/Contract Form Section B Supplies or Services and Price/Costs Section C Description/Specification/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries and Performance Section G Contract Administration Data Section H Special Contract Requirements Part II Contract Clauses Section I Contract Clauses Part III List of Documents, Exhibits, & Other Attachments Section J List of Attachments Part IV Representations & Instructions Section K Representations, Certifications, and other Statements of Offerors Section L Instructions, Conditions, and Notices to Offerors Section M Evaluation Factors for Award Page 3 of 20

The uniform contract format provides a number of advantages: Makes it easier to administer contracts if information is in a common structure Information can be found more readily if needed for a particular task, such as contract payment Supports automation, i.e., software can be used to determine if a clause or provision is present Clarifies the importance of clauses Click here to access the Uniform Contract Format information page on the DAU Acquisition Community Connection (ACC) web site.

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Order of Precedence Clause Any inconsistency in this solicitation or contract shall be resolved by giving precedence in the following order: The Schedule (excluding the specifications) Representations & Instructions Contract Clauses List of Documents, Exhibits, & Other Attachments The specifications Page 4 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Order of Precedence Clause, Cont. The "Order of Precedence" clause provides a tool for tailoring contract requirements to meet current needs while using standard specifications and clauses. Because of the possibility of conflicts between sections, it is vital that this be understood when drafting a contract. Page 5 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Section B Considerations Part I The Schedule Section A Solicitation/Contract Form Section B Supplies or Services and Price/Costs Section C Description/Specification/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries and Performance Section G Contract Administration Data Section H Special Contract Requirements Below are some important points to remember about Section B, Supplies or Services and Price/Costs: Provides the structure for the entire contract Should be completed before other sections Line items listed in Section B must be separately identifiable, with one statement of work (SOW)/performance work statement (PWS) or National Stock Number (NSN) per item Each line item must have a separate delivery schedule or period of performance Each line item must have a single unit price and accounting citation Page 6 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Section B Considerations, Cont. Subline Items Reference: Defense Federal Acquisition Regulation Supplement (DFARS) 204.7104 There are two types of subline items: Informational (numeric suffix, e.g. 000101) Separately Identified (alpha suffix, e.g. 0001AA) Page 7 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Informational Subline Items Informational subline items are established, for example, to identify multiple accounting classification citations assigned to a single line item. Below is an example of informational subline items: ITEM 0001 SUPPLIES/SERVICE QUANTITY UNIT UNIT PRICE Satellite 1 EA $6,700,000 AMOUNT $6,700,000 Page 8 of 20

000101 ACRN: AA $3,300,00 000102 ACRN: AB $2,000,000 000103 ACRN: AC $1,400,000

Note that in this example that the end item should be non-severable. Otherwise, separate lines should be established for each component.

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Separately Identified Subline Items Separately Identified subline items fall into the following categories: Identical items with different funds Identical items with different sizes or prices Segregated items that are individually payable (e.g., due to packaging requirements) Individual delivery dates or destinations Kits or parts with separate prices Exhibits may be used as a substitute for large numbers of subline items. Below is an example of separately identified subline items: ITEM 0013 SUPPLIES/SERVICE Boots Insulated, Cold Weather White, Type II, Class 1 50 70 30 200 QUANTITY UNIT PR UNIT PRICE $38.35 AMOUNT $13,422.50 Page 9 of 20

0013AA 8430-00-655-5541 Size 5N 0013AB 8430-00-655-5544 Size 8N 0013AC 8430-00-655-5551 Size 9N 0013AD 8430-00-655-5535 Size 9R

In this example, the subline items are structured to identify different sizes of an item that are identically Reference: Procedures, Guidance and Information (PGI) 204.7140-2

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section C Part I The Schedule Section A Solicitation/Contract Form Section B Supplies or Services and Price/Costs Section C Description/Specification/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries and Performance Section G Contract Administration Data Section H Special Contract Requirements Page 10 of 20

Below are some important points to remember about Section C, Description/Specifications/Work Statement: If the PWS/SOW is lengthy, make it an attachment and reference applicable paragraphs under the appropriate line items If the PWS/SOW is not lengthy, place it in Section C Emphasize the product or the desired outcomes rather than process Make it clear which parts belong to which line item

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section E Part I The Schedule Section A Solicitation/Contract Form Section B Supplies or Services and Price/Costs Section C Description/Specification/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries and Performance Section G Contract Administration Data Section H Special Contract Requirements Page 11 of 20

Below are some considerations of things that should be specified in Section E, Inspection and Acceptance: Where inspection and acceptance will occur Who has authority to accept How we will inspect and accept List Inspection/Acceptance Department of Defense Activity Address Code (DODAAC) for each delivery point o Used in WAWF to route Electronic Data Interchange (EDI) 856 (Ship Notice/Manifest) Reference the Contract Data Requirements List (CDRL) if applicable

Examples of Inspection and Acceptance Clause Wording Incorrect: Inspection and acceptance of these items will be made at the contractor's plant Correct: Inspection and acceptance of these items shall be at the contractor's plant by the cognizant DCMA office (Sxxxxx) in accordance with the acceptance test procedure in Attachment A, Statement of Work, section 7.7. Inspection and acceptance of these items shall be at the contractor's plant by the cognizant DCMA office (Sxxxxx) in accordance with the acceptance test procedure to be submitted and approved under CDRL G00F.

Contract Data Requirements List (CDRL) The CDRL identifies contractor data development and submission requirements in support of Government contract requirements.

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section G Part I The Schedule Section A Solicitation/Contract Form Section B Supplies or Services and Price/Costs Section C Description/Specification/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries and Performance Section G Contract Administration Data Section H Special Contract Requirements Page 12 of 20

Some considerations regarding Section G, Contract Administration Data include: Incorporate payment instructions IAW PGI 204.7108. Specify codes for offices involved in handling acceptance and payments. Click here to view a list of DODACC types. DODAAC queries can be performed using the Defense Logistics Agency Inquiry System. Entering the DODACC code will provide addresses and other information about the DODACC.

DODACC Types Issuing Office DODAAC Admin Office DODAAC Inspector DODAAC Ship To DODAAC (for Combo) Service Acceptor DODAAC (for 2 in 1) Service Approver DODAAC (for Cost Voucher, if applicable) Acceptor DODAAC DCAA Office DODAAC (Cost Voucher Approver - if applicable) Paying Office DODAAC

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section G, Cont. 3. Incorporate Electronic Invoicing (E-Invoicing) instructions in accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests. 4. Incorporate Wide Area Work Flow (WAWF) instructions. WAWF instructions should include the specific data elements required by the contractor to create the appropriate documents. If the contract was been prepared using a digital contract writing system, verify that the required data elements are available via an interface with WAWF. WAWF instructions contain the following elements, click on each element to learn more. o Basic data o DODAAC extensions o Routing alerts Page 13 of 20

Basic Data The WAWF instructions contain the basic data elements needed. However, based on the payment clauses incorporated, additional data elements may be needed. DODAAC Extensions DODAAC Extensions may also be required. These enable further subdivision of WAWF documents within a location code in a group. Note that contractors may also use CAGE extensions to enable sub-contractors to access their WAWF documents. Routing Alerts WAWF will automatically route alerts to organizational email addresses, and will also prompt the contractor to include additional e-mail submissions. You may want to add specific e-mail addresses to prevent any delays in processing the documents.

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section I Part II Contract Clauses Section I Contract Clauses Considerations for Section I, Contract Clauses, include: 1. Federal Acquisition Regulation (FAR) Subpart 52.3, Provisions and Clauses Matrix 2. Use the FAR Site Clause Logic Application, which is "designed to help Government buyers quickly and successfully navigate the myriad of required clauses and government regulations necessary for valid contract preparation" Ensure that Government-furnished property (GFP) provisions are included in contracts in which the contractor will be handling government property. Such contracts often include the following types of work: Repair Maintenance Performance on Government installations Development or production Page 14 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Considerations for Section I, Cont. Additional considerations for section I include: 3. Unique identification (UID) in contracts: The DOD's UID program relies upon contracting officers adhering to FAR and DFARS contract structure requirements so the benefits of UID can be realized. Certain line items and subline items require item unique identification (IUID). Page 15 of 20

Benefits of UID UID enables easy access to information about DOD possessions that makes acquisition, repair, and deployment of items faster and more efficient. Item visibility regardless of platform or "owner" Lower item management costs Item data necessary for top-level logistics and engineering analysis Accurate sources for property and equipment valuation and accountability Improved access to historical data for use during systems design and throughout the life of an item Better item intelligence for warfighters for operational planning Reduced workforce burden through increased productivity and efficiency Improved inventory accuracy

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations UID Compliance Do's and Don'ts The following lists the "do's" and "don'ts" of UID compliance for contracts: DO Use the clause at DFARS 252.211-7003, Item Identification and Valuation, in solicitations and contracts that require item identification or valuation, or both (in accordance with DFARS 211.274-4) Specify to which line items the clause applies Identify any embedded components that are subject to UID Include language requiring use of the WAWF Ensure that each deliverable has a separate line, subline, or exhibit line item and a defined delivery schedule Ensure that inspection and acceptance criteria address UID Include the current version of MIL-STD-130, DOD Standard Practice, Identification Marking of U.S. Military Property DON'T Lump dissimilar units of issue together such as "lot" and "kit" Specify a particular UID construct which must be used Require that the contractor use Governmentassigned identifiers for enterprise, part, or serial number Impose unusual payment or acceptance procedures Page 16 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Knowledge Review Which one of the following sections of the uniform contract format provides the structure for the entire contract? Section A, Solicitation/Contract Form Section B, Supplies or Services and Prices/Costs Section C, Description/Specifications/Statement of Work Section D, Packaging and Marking That is correct. Section B, Supplies or Services and Prices/Costs, provides the structure for the entire contract.

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CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Knowledge Review Which one of the following sections of the uniform contract format contains payment instructions? Section A, Solicitation/Contract Form Section B, Supplies or Services and Prices/Costs Section G, Contract Administration Data Section H, Special Contract Requirements That is correct. Section G, Contract Administration Data contains payment instructions.

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CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Lesson Summary During this lesson we examined sections A through M of the uniform contract format and discussed important considerations associated with the various sections. Page 19 of 20

CLC033 - Contract Format/Structure DOD e-Biz Uniform Contract Format Considerations Page 20 of 20

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