Indefinite Delivery Vehicles (IDVs) enable you to negotiate stable, long-term contracts while maintaining flexible delivery schedules and order quantity commitments. You can use IDVs to specify negotiated prices for your items before actually purchasing them.
There are two types of IDVs - Agreements and ID/IQ contracts. Agreements are further classified as Basic Ordering Agreement (BOA), Basic Agreement or Blanket Purchase Agreement (BPA). ID/IQ contracts are further classified into Requirements, Indefinite Quantity or Definite Quantity.
Note: Please note that you cannot create a release against an Agreement in CLM, you can only create orders referencing IDVs.
You can create an IDV in CLM in the following ways:
Using the IDVs tab in Buyer Work Center and selecting a document style in the Create LOV and then clicking Go. An IDV created in this way does not reference any other CLM document.
By referencing an Offer that has been created in Oracle Sourcing: A published Solicitation is a pre-requisite for this task, you can award a selected offer to the supplier by selecting the offer and awarding it; specifying the outcome document as an IDV will create an IDV in CLM from the offer information.
Note: IDVs cannot be created from a catalog upload in iProcurement in CLM. Catalog Authoring is not available for Suppliers and Catalog Administrators. IDV purchases are usually long-term agreements with suppliers, they are not quick-purchase items as are found in catalog purchases.
Please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide for details on how to set up IDVs.
The IDVs tab in Buyer Work Center consists of the following sub-tabs: Header, Address and Supplier Details, and Lines. The Document Style that you select for an IDV determines whether the IDV tab displays the Lines sub-tab or not. For example, when you create a BOA, Requirements, Definite Quantity, Indefinite Quantity, then the Lines sub-tab is enabled. When you create a BPA or Basic Agreement, the Lines sub-tab is not visible.
The Modification sub-tab enables you to view modifications that have been created for IDVs. Click the Modifications sub-tab to search for modifications and view them.
Navigate to IDVs tab in Buyer Work Center. The Header sub-tab is displayed, where you can see the summary View region. A listing of IDVs with some of their details is displayed in the View region based on the default view. You can see all the IDVs to which you have access. For example, if you wish to see your Incomplete IDVs, or Expired IDVs, you need to select the appropriate view. You can personalize the views as well. In order to change the emphasis of the summary view, click Headers, Lines, Address and Supplier Details, or Controls sub-tabs and the summary views will change accordingly.
Views are predefined searches for IDVs. To use a view, select the view from the View list and click Go. Use the following pre-defined views to search for IDVs:
My Incomplete IDVs - This view displays IDVs that have a status of Incomplete.
My Expiring IDVs - This view displays all the IDVs that will expire.
My IDVs with Rejected Acknowledgments - This view displays IDVs that the Supplier has rejected.
Personalized Views - You can create your own specialized views that display only those IDVs in which you are interested. Click Personalize and the Personalize View page that displays enables you to create new views or modify existing ones.
Using Search
Click Search to find specific IDVs. The search criteria fields for finding an IDV are: IDV, Supplier, Buyer, Approval Status. You can add more search criteria fields to the search by selecting fields from the Add Another LOV and clicking Go. Some of the additional search criteria fields that you can use are: Effective Date, Issuing Office, COTR Office Address, COTR Office Contact Name, FSC/PSC, MDAPS/MAIS, NAICS, Approval Date. The search results appear in the region below. You can also save your search as a view by clicking Save Search.
Click Export to export the entire results of the search results (that is, the view). The results can be saved or viewed in a comma delimited file format. For example, select the My Incomplete IDVs view and then click Export. The Export functionality saves all your IDV information in a comma separated values file, which can be opened as an MS-Excel spreadsheet.
Actions on IDVs
Depending on the record you select, different actions are populated in the Actions LOV. For example, if you are viewing My Incomplete IDVs, the actions that you can perform on the Incomplete IDVs are: Update, Delete, Place on Hold, Duplicate with Attachments, Duplicate without Attachments, View PDF. If you are viewing My Expiring IDVs, then the Actions LOV displays the following: View Modification, Create Solicitation, Duplicate with Attachments, Duplicate without Attachments, Communicate, View PDF.
Regardless of the view selected, the header tab displays the following header summary information for the IDV:
OU: This is the Operating Unit which the IDV is associated to.
IDV: IDV header number. This is the number for the IDV document CLM supports agency defined document number structures as well as those defined by regulation such as the DFARS. Within an operating unit, for a particular CLM document style, there can be only one numbering structure active at a time, even though multiple numbering structures can be defined. An example of a number structure that can be used to number IDVs is: DoDACC-Fiscal Year-Instrument Type-Serial Number (example: MAS123-10-C-1004).
Description: Enter a description for the IDV.
Agreed: This is IDV value agreed upon, by the buyer and the supplier.
Ordered: This is the amount that has been ordered against the IDV.
Status: An IDV can have various statuses – Incomplete, InProcess, Approved, Pending Supplier Signature, etc.
Effective Date: Date that the IDV is effective. This is different from the IDV finalization date in that it may be a past, current, or future date.
Order Start Date: The date in which orders can begin to be issued against the IDV. When creating orders against an IDV, the start date in conjunction with the end date define the period in which orders can be created against the IDV.
Order End Date: Date in which orders can no longer be issued against the IDV. When creating orders against an IDV, the start date in conjunction with the end date define the period in which orders can be created against the IDV. The profile option PO: Release Creation Tolerance For Expired Blankets, in Days enables you to define the additional days to extend the expiry date of an IDV, using which you can create the orders against the IDV at a date after the Order End Date.
Create an IDV using the Create LOV. Select a Document Style for the IDV from the Create LOV and click Go.
As a user, you can specify the office address and contracts that you want to default on the Address and Supplier Details page. Using the options on the Preferences page, select values for the different office addresses and contacts. This enables you to save on data-entry time and effort, because the office addresses and contacts values that you specify in the Preferences page default on each document you create.
Click the Preferences link located at the top of the page to view and edit the default values that will appear on the IDV. The CLM Preferences (Office and Contacts defaults) link opens a region that enables you to select the Location and Contact for an Office Type (COTR Office, Payment Office, Issuing Office etc.). The selected master data defaults on the IDV in the Address and Supplier Details tab. You can change the values of the defaulted data on the specific IDV. This data on the IDV is retained, even if the preference settings change at a later point of time.
Use the Document Styles window to create and update purchasing document styles. Purchasing document styles allow organizations to control the look and feel of the application to match the usage of the purchasing document. Through reusable document styles, organizations can turn on or off various Oracle Purchasing features, thereby simplifying the user interface. In addition, document styles provide the ability to define purchasing document names that align more closely with the naming conventions of your organization's business. When a purchasing document is created using a document style, disabled features are hidden.
Note: Document styles only apply to authoring documents in the Buyer Work Center. Document styles are not organization specific.
Define document styles using the Setup > Purchasing > Document Styles page. For more information on setting up document styles in CLM, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The main region in the header tab consists of all the general information pertaining to the IDV. Some of the fields in this region are:
Operating Unit: An organization that uses Oracle subledgers, such as Oracle Cash Management, Order Management and Shipping Execution, Oracle Payables, Oracle Purchasing, Oracle Receivables, and related products. It may be a sales office, a division, or a department. Operating units are not associated with legal entities. Operating units are assigned to ledgers and a default legal context. Information is secured by operating unit for these applications using responsibilities. Each user can access, process, and report on data only for the operating units assigned to the MO: Operating Unit or MO: Security Profile profile option. The MO: Operating Unit profile option only provides access to one operating unit. The MO: Security Profile provides access to multiple operating units from a single responsibility. You can define operating units from the Define Organization window in Oracle HRMS or from Accounting Setup Manager in General Ledger.
Effective Date: This is the date that the IDV is effective. It is different from the IDV finalization date in that it can be a past, current, or future date.
IDV: The IDV number is defaulted on this field by the automatic numbering functionality. The IDV number consists of segments separated by a delimiter (such as hyphen), for example, MAS123-10-C-0001. You can change the value of the segments if required. To change the value of the segments, click the Edit Document Number link below the IDV field. A popup displays with the segments and you can update the values. When saving the IDV, the IDV Number also gets saved with the rest of the data. When canceling the IDV, the IDV Number does not get saved or allocated to the IDV. When you submit the IDV for approval, the IDV number gets saved and is no longer editable. For more information on Document Numbering, please refer to the Document Numbering appendix in this guide.
Status: When the award is being created, the default status is Incomplete. It may change to other statuses such as In Process, Approved, On Hold, Requires Reapproval, etc., depending on how the award is processed.
Supplier/Supplier Site/Supplier Contact: Select a supplier, supplier site and contact information from the LOVs. A warning message is displayed if the buyer tries to validate an IDV where the supplier is marked as debarred. However the buyer can continue with the transaction.
Buyer: Select a Buyer from the LOV.
Contracting Officer: Select a Contracting Officer's name from the search LOV, if a name is not already defaulted from the Preferences page.
External IDV Number: This is a free-text field that captures the contract or government schedule number when the contract is maintained in a system external to CLM. This field provides the reference contract number under for which terms and conditions, pricing or other conditions apply to this contract / order. This is for contracts that are externally maintained and for which there is no entry in CLM. The CLM award number does not depend upon this reference number.
Supplier Offer Number: This is the vendor's identifier for their offer that is being awarded in Oracle Sourcing.
Award Administrator: Point of contact from the Administration Office for the direct person responsible for this IDV. The contact-related fields that are defaulted are: Name, Telephone Number, Email address. The award administrator field is also defaulted, however it can be changed in the IDV. The contact details are retained when the IDV is finalized, and these details do not change on the IDV even if the master data changes over a period of time. This field is also used to determine which office must be contacted in order to get updated status on an IDV (audit, modifications, etc.)
Total Amount (with Options): System calculated value of total amount of all line items on the IDV including option lines.
Standard Form: The Standard Form LOV lists all the standard form options that are applicable to the document type. This list consists of the Standard Form values configured on the Document Style page for the given document type. The values below are applicable to IDVs:
SF26
SF33
SF252
SF1442
SF1447
SF1449
DD1155
OF347
When you select a standard form type (this is a mandatory field), the corresponding fields display in a header region. For example, you have selected SF252, the SF252 fields are displayed in a region called SF252 Information in the header tab.
Document Format: The Document Format LOV lists the various applicable document formats. This list consists of the Document Format values configured on the Document Style page for the given document type. The following formats are applicable for IDVs:
UCF - Unified Contract Format
COM - Commercial
CSI - Construction
The value of the field defaults to blank when you first open the IDV header page. This field must be entered if the View PDF action is to be executed. The field will remain editable to you when the status of the document is Draft. The field will remain read-only when the status of the document is Approved.
Note: Please note that modifications to IDVs display in a separate sub-tab under the main IDVs tab.
Given below is a description of the FAR fields. For an explanation of non-FAR fields, please refer to the Oracle Purchasing User's Guide.
Bilateral Indicator: This is an indicator stating that the IDV is bilateral, that is, both the government and vendor parties must sign before the IDV is considered legally binding. If the award selected as bilateral, then there must be a record of having received vendor signature or acknowledgement of the award before finally approving it in CLM. If the award is listed as bilateral, then the vendor signatory information must be completed before finally approving it in CLM. The seeded values for this field are None, Proxy Signature and Signature.
Number of Signed Copies: If the supplier is required to sign the IDV, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
The Award Categorization region provides additional details about the IDV.
No Competition Reason: Selection of valid reasons for not competing the IDV openly. The federal government is required to compete all possible procurements openly to increase competition and give equal opportunity to win government dollars. In a situation where procurement is not openly competed, it must meet one of these exception reasons and that reason must be selected on the IDV.
Contract Category: This is a selection of attributes (taken from the Procurement Data Standard) describing the category of the IDV. It is used mainly for reporting and categorization / aggregation of IDVs.
Admin SCD: Surveillance Criticality Designator (SCD) - The criticality designator can be found on the first page of a contract. It is determined by the PCO and indicates the level of delivery urgency.
The fields in this region provide information whether this IDV is set aside for a specific disadvantaged business.
Set Aside Status: This field indicates whether this IDV is set aside for a specific disadvantaged business. Ultimately, the vendor should meet the qualifications outlined in the solicitation, however, that decision is ultimately up to the contracting officer and is not enforced by CLM.
Set Aside Percent: This field enables you to enter a percentage that indicates the amount of the anticipated contract value that will be set-aside. If this percentage is less than 100, generally the solicitation will be awarded to multiple vendors (at least one disadvantaged).
Set Aside Type: The possible values for this field are:
Small Business
HUBZone Small Business
Service-Disabled Veteran-Owned Small Business
8(A) (The SBA's 8(A) BD Program, named for a section of the Small Business Act, is a business development program created to help small disadvantaged businesses compete in the American economy and access the federal procurement market)
Emerging Small Business
NAICS: The commodity group (defined by the NAICS) under which the size standard is applied.
Size Standard: You can select the size standard from the LOV based on the vendor information provided, however this value can be changed for each award, as vendor size standards can change depending on the product or service being acquired.
Ordering Period (Order Start Date and Order End Date): The Order Start Date is equal to or after the Effective Date. The Order End Date should be after the Order Start Date. When orders are created referencing the IDVs, the Order Effective Date should be within this date range (Order Start Date and Order End Date). This date validation is carried out when the order is submitted for approval.
The profile option PO: Release Creation Tolerance For Expired Blankets, in Days enables you to define the additional days to extend the expiry date of an IDV, using which you can create the orders against the IDV at a date after the Order End Date.
Maximum Ceiling Award Amount: This field enables you to enter the maximum ceiling award amount for the IDV. This is the total amount that can be ordered on all orders referencing a given IDV. The system ensures that the total amount of all orders referencing IDVs do not exceed the Amount Limit set up for the IDV.
Minimum Guarantee Award Amount: Enter this field to indicate the minimum Amount that must be ordered over the life of the IDV. This field is used to ensure that a minimum amount is ordered against an IDV. it is user-entered and is not enforced by the system.
Minimum Guarantee Award Amount Percentage: The minimum percent of the amount guaranteed to be ordered against the IDV. This field is used to ensure that a minimum amount (as a percentage) is ordered against an IDV. It is user-entered and is not enforced by the system. If the Minimum Guarantee Award Amount is also entered, there is no cross-validation between these two fields.
Minimum Order Amount: The minimum Amount that must be ordered for the IDV on an individual order. This field is used to ensure that an individual order meets the minimum amount required for an IDV.
Maximum Order Amount: The maximum amount that can be ordered for the IDV on an individual order. This field is used to ensure that an individual order meets the maximum amount required for an IDV.
Total Amount Remaining: This is a calculated field that will display the amount for the IDV that has not yet been ordered. This field is utilized to determine how much of the IDV is left to order.
This region displays only when you select the value SF1442 on the Standard Form field in the IDV header.
Bond Required: Designates whether one or more bonds is required throughout the life of the project. Prints in block 12a of SF1442.
Bond Days: Number of days that the contractor has to furnish bonds. Prints in block 12b of the SF1442.
Days to Start: Number of days the contractor has to start the construction project. Prints in block 11 of the SF1442.
Days to Complete: Number of days the contractor has to complete the overall construction project. Individual lines may have their own delivery dates and / or period of performance, but the overall total number of days anticipated is recorded here. Prints in block 11 of the SF1442.
Period Status: Indicates whether the number of days to start/complete is mandatory or negotiable. Prints in block 11 of the SF1442.
Period Reference: If the period above is negotiable, text in this field refers to the location in the solicitation / or IDV document that describes the flexibility. Prints in block 11 of the SF1442.
Work Description: Text area where the buyer can provide summary information about the work and reference attachments that more fully describe the work. Purely informational from the buyer to the contractor. Prints in block 10 of the SF1442.
This region consists of fields that are specific to the SF252 – Architect and Engineer form. This region displays only when you select SF252 on the Standard Form field in the IDV header.
Administrative, Accounting and Appropriation Data: Free text field to type information that is administrative in nature. Prints in block 9 of the SF252 fom.
Contract Amount: The total amount of the contract, written out in words as if you were writing a check for that amount. Applies only to the SF252. Prints in block 7 of the SF252 fom. The total contract cost also displays in this field while printing.
Negotiation Authority: FAR or other regulatory citation that defines the authority under which the government is allowed to enter into this contract. This is entered by the user. Prints in block 8 of the SF252 fom.
Contract For: Free text field to describe the general description of the supplies and services to be provided. Specific line item data prints in the continuation pages after the SF252 face page. Prints in block 6 of the SF252 form.
Relevant Clauses and Document List: Free text field to describe or elaborate on any attachments, clauses, or other relevant information. Specific clause and attachment data prints in the continuation pages after the SF252 face page. Prints in block 10 of the SF252 form.
The Addresses and Supplier Details tab enables you to select Office Types, Locations and Contacts that need to be associated to the IDV. This information often defaults from the user preferences or previous documents in the process, and can be changed / updated any time prior to approval. When the IDV is approved, this data on the IDV may not be changed / updated, except through a modification. Even if the master data changes over a period of time, the data that is stored as part of the IDV does not change. For example, an Issuing Office location is changed after 2 years after the approval of an IDV. The value of the fields in the IDV which used that office location will not change to the new office location value, it will retain the original location values which existed at the time of approving the IDV.
Office Address and Contact Details
Each address row consists of the following information: Address Details, Address Type, Location Address Code and Contact.
Issuing Office: The Issuing Office is responsible for completing the IDV. The Issuing office is also often used as a reporting field to aggregate spending or contract actions, workload, etc. across organizations. Changing the Issuing Office from the original IDV changes the value for the conformed IDV. On a Modification there is a Modification Issuing Office field that indicates the contracting office that is creating the Modification document. The Modification Issuing Office is specific to the modification only and does not affect the Issuing office for the overall IDV. The address detail elements of the Issuing office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default Issuing office that will populate the IDV upon creation but can be changed later.
Enter the Contact details for the Issuing Officer - the name of the individual responsible for the contracting action. This field prints on each standard form in the Printed Name block next to the signature block depending on the form selected. The Contact details are: Name, Title, Phone Number, Email Address.
COTR Office: The COTR is the Contracting Officer Technical Representative – a stakeholder who has responsibility around the contract. Within the system, a COTR’s duties could include accepting deliverables under the contract, receiving notifications related to the contract.
During the creation of the solicitation or IDV, the buyer decides if a COTR is necessary for the procurement and, if required, selects an appropriate COTR and COTR address. Subsequent tasks such as approval of invoices and acceptance of services or similar items may be given to the COTR. The address detail elements of the COTR Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default COTR office that will populate the IDV upon creation but can be changed later. The COTR address details remain as is, when the IDV is finally approved.
Depending on the value you select in the COTR Contact Name field, the contact details are displayed. The Contact details are: Name, Telephone Number, Email address.
The COTR Office Address and COTR Contact details may be changed anytime without a modification.
Requesting Office: The Requesting Office is the office where the purchase requisition originates. The buyer who is assigned the requisition uses the address to know whom to contact in the case the requisition needs to be revised or questions arise. It can also be used in reporting to know how much business is coming from the different offices. This office information is usually entered on the originating requisition and is passed on to the solicitation and then to the IDV. The address detail elements of the Requesting Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country. The Requesting Office details are defaulted from the purchase requisition (or solicitation). The address details are retained as is, when the IDV or modification is finalized.
Note: When creating an IDV with a reference to a purchase requisition, if there are lines from different requisitions, then the Requesting Office address from the earliest created requisition is used.
Requesting Office Contact Name field enables you to enter the Contact details for the Requesting Office. The Contact details are: Name, Telephone Number, Email address.
Property Administration Office: The Property Administration Office is responsible for maintaining and tracking any government property that may be acquired or used as part of the resulting contract.
When the solicitation or IDV is created, the buyer checks if the line item uses government property or acquires government property, and if required, selects the appropriate property administration office and contact.
The address detail elements of the Property Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Property Administration Office value populates the field, however this information can be changed anytime prior to the approval of the award.
Administration Office: This office is responsible for making changes to the IDV (via modifications, additions to the contract file, etc.) and monitoring its progress.
This office is also used to determine which office must be contacted in order to get an updated status on an IDV (audit, modifications, etc.).
The address detail elements of the Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Administration Office value is populated in the field, however this information can be changed anytime prior to the approval of the award.
The contact details for the Administration Contact populate depending on the value you select in the Contacts field. The Contact details are: Name, Telephone Number, Email address.
Small Business Administration Office: The Small Business Administration Office is responsible for coordinating and reviewing plans for setting aside procurements for small businesses and similar groups.
At the time of IDV creation, the buyer decides if the IDV has a small business implication and if so, the buyer selects the appropriate small business administration office and contact.
The address detail elements of the Small Business Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Small Business Administration Office value is populate in the field, however this information can be changed anytime prior to the approval of the IDV.
When you select a value in the Small Business Administration Contact Name field, the Contact details for the Small Business Administration Office are displayed. The Contact details are: Name, Telephone Number, Email address.
Payment Office: The Payment Office is responsible for disbursing the payment to the vendor.
Depending upon the organizational structure and responsibilities of the agency, there may be central management of payments for an organization or several organizations within a larger organization. For example, DFAS centrally manages almost all payments on DoD contracts.
The address detail elements of the Payment Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Payment Office value is populated in the field, however this information can be changed anytime prior to the approval of the IDV.
When you enter a value in the Payment Contact Name field, the corresponding Contact details for the Payment Office are displayed. The Contact details are: Name, Telephone Number, Email address.
Invoice Office: The office responsible for collecting invoices against this IDV. The address where invoices are to be received is often different from the issuing or payment office.
The address detail elements of the Invoice Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Invoice Office value populates the field, however this information can be changed anytime prior to the approval of the IDV.
When you enter a value in the Invoice Contact Name field, the corresponding contact detail fields are displayed for the Invoice Office. The Contact details are: Name, Telephone Number, Email address.
Remit To Address: This is the vendor's address for sending payments when there is a non-electronic payment method. The vendor's address where payment should be sent is often different from the vendor's location defined on the vendor field. You can select only those available pay sites that are associated to the vendor and vendor site combination that are selected on the IDV.
Remit To Contact – A Remit To contact is added to the above addresses. The fields for the Remit To Contact are: Name, Telephone Number, Email address.
EFT Indicator: This checkbox indicates whether payments will be made through electronic transfer rather than a live check. This flag, indicating whether EFT will be used to pay the vendor, defaults from the supplier record and allow you to enter this information in a situation where the supplier record does not have this information.
EFT Exclusion Reason: Allows the contracting officer to specify a reason why electronic funds transfer (preferable method) cannot or is not being used. Selection of valid reasons for issuing an IDV without EFT: FAR 32.1103 (a), FAR 32.1103 (b), FAR 32.1103 (c), FAR 32.1103 (d), FAR 32.1103 (e) (1), FAR 32.1103 (e) (2), FAR 32.1103 (f), FAR 32.1103 (g), FAR 32.1103 (h), FAR 32.1103 (j).
Vendor Size (Supplier Size) : Categorization of the IDV as being made to a small business or other than small business. This determination is made based upon the items or services being bought on the particular IDV and what the vendor's size is considered for those types of items/services.
Remit To Address: Vendor's address for sending payments when there is a live check. Vendor's address where payment should be sent is often different from the vendor's location defined on the vendor field.
CCR Exception Reason: The Central Contractor Registration (CCR) is a website where vendors who wish to do business with the Federal Government must register. The government is responsible at time of award to ensure that they have the latest vendor information from the CCR in the Vendor table for the vendor selected on the award. This is done by the CCR synchronization process. There are exceptions that can be cited if a user can not synchronize with the CCR prior to award finalization. Please refer to the Oracle U.S. Federal Financials User Guide for more information.
The Lines tab consists of the following fields:
Line: The Contract Line (CLIN) and Sub-line (SLIN) structure is used in CLM documents, including modifications to the purchasing documents. A Contract Line captures information about the item(s) or service(s) to be procured in the contract with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an informational line. The CLIN number is a mandatory field if you need to enter and save any other line information.
Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines. By default, all CLINs are regarded as priced lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported and an error message displays if a duplicate number is found. Default CLIN numbers are editable.
SLINS are lines that use a 6-character numbering format – numeric or alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN number. The next 2 digits are automatically generated, based on whether the SLIN is a Priced sub-line or an Informational sub-line. SLIN numbers cannot be update. For Informational SLINs, the last 2 digits numeric have values in the range 01-99. For Priced SLINs, the last 2 digits are always alphabetical values ranging from AA to ZZ (except the alphabets I and O which are not used in number generation at all).
Info: Define an informational line by selecting the Informational checkbox at the line level.
Type: You can select a line type which are broadly classified as Quantity Based or Amount Based.
Item / Job: Selecting a line type from the Type LOV is a factor in determining how the total amount will be calculated for the item/service that the agency wishes to procure. If the Type selected is Quantity Based, then the Item/Job field is enabled and on choosing an item/job, the Description field is automatically populated or you can enter a description. If the Type selected is Amount Based, then the Item/Job field is disabled and on choosing a service, you need to enter a Description.
Contract Type: The Contract Type LOV contains all the Contract Types that can be used for that Line Type. If you select Quantity Based Line Types, the LOV for the Contract Type displays only those Contract Types that don't depend on any pricing attribute other than Quantity and Unit Price for the price calculation. For Amount based lines, the pricing related fields are entered in the Pricing Details popup and the final computed amount is stored for that line. For more information on Contract Types and pricing the line, please refer to the appendix – Common CLM Functionality.
Unit: Unit of Measure
Price: Unit Price for the item
Expiration Date: the date the IDV line expires
Add Slin: Click the colored + icon to add a SLIN to the CLIN. The possible combinations of CLIN/SLINs that are used in CLM are as follows:
Priced CLIN and Informational SLINs
Informational CLIN with Priced SLINS
Note: Priced CLINs may not have Priced SLINs.
Option: You can choose to create an option line on a CLM document that you intend to exercise at a future point in time. Instead of modifying the source document to add the line at a future date, you can enter the anticipated options on the original award. For example, a software purchase can be entered as a base line. This necessarily entails support and training as options for the purchase of a software package. Therefore support and training can be entered as option lines as the vendor has promised them. At a later date, the options of support and training can be exercised because the vendor has now promised to deliver support and training. The option lines of support and training, once exercised, can be received and invoiced as well. A CLIN or SLIN can be further defined as an Option Line. An Option Line stores and displays information that is used at a future point in time.
An Option Line is numbered in the same way as a CLIN or a SLIN. For more information on numbering CLINs and SLINs, please refer to the section Numbering CLINs and SLINs in Appendix A. An Option Line can be Priced or Informational. An Option Line cannot have any further option lines associated to it. For more information on Options, please refer to the appendix – Common CLM Functionality.
You can also perform actions such as Update, Duplicate and Delete for each line. The Delete Action deletes a line from the award. If you are deleting a CLIN that has SLINs associated to it, the entire CLIN/SLIN structure is deleted. If you delete a SLIN only, the SLINs below it move up one level in the structure for that CLIN/SLIN hierarchy. The Duplicate action makes a copy of the line and places it below the original line. The Update action enables you to view the Update Line page and enter/edit additional line information.
To enter line information in the IDV, click the Lines tab. Enter the relevant information on the line, and then click the Update icon (pencil icon) to enter further details in this tab.
More on CLINs / SLINs:
Copy options:
Select an entire CLIN/SLIN structure and copy it to a new CLIN/SLIN structure.
When you copy a SLIN, a new SLIN is created in the CLIN/SLIN hierarchy.
When a Standalone CLIN is copied, a new CLIN is created.
When copying CLINs or SLINs, the data on the lines are also copied to the new lines, that is, the data on the original line(s) is the same as the data on the copied lines(s).
Search - You can search for lines, using line numbers, along with other search criteria, in the Search pages.
Contract Type: There are some seeded Contract Types in CLM, that you can select. The Contract Type is a major factor in determining the price of the line.
Cost Constraint: A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN.
IDC Type: Indefinite Delivery Contracts (IDCs) are contracts for supplies and/or services that do not procure or specify a firm quantity of supplies (other than a minimum or maximum quantity) and that provide for the issuance of orders for the delivery of supplies during the period of the contract. The values for IDC Type are: Not Applicable, Definite Quantity, Indefinite Quantity, Requirements. The combination of IDC type and the contract type determines the pricing calculation for the lines.
Extended Price: The Extended Price is a calculated field, it displays the formula that went into the price calculation as a caption below the Extended Price value.
You can open a popup window called Pricing Details for Amount Based Lines. This popup enables you to input the values for the pricing elements and calculates the line amount. The pricing elements that are derived from the calculation logic are view-only fields and you cannot update them. The popup has a Calculate button to calculate the final price (Total Amount) and any other calculated pricing elements.
For more information on Pricing, please refer to the appendix - Common CLM Functionality.
The fields in this region provide information that enable the IDV to designate a particular classification code or program to the item being procured.
FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed to help the federal government in supplying operations.
MDAPS/MAIS: Major Defense Acquisition Programs/ Major Automated Information System Acquisition Programs.
NAICS: The commodity group that classifies an item.
Customer Project Code: This identifies PRs created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group PRs. It is used to capture the Construction Project Number for the SF1442 (block 6).
Customer Project Text: Text Description of the selected project code. It is used to capture / map the A&E Project Title and Location for the SF252 form and the Project number for the 1442 form as well.
Program Code: Enables you to select from established Program Codes. Programs are also agency-defined and can be used to group and report purchases under a particular program.
The fields in this region enable you to provide specific details about the item that will be ordered. The fields described below are free-text fields are not validated in the system.
NSN: A National Stock Number (NSN) is a 13-digit number assigned to an item of supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit National Item Identification Number (NIIN). A NIIN is a unique nine character code assigned to each item of supply purchased, stocked or distributed within the Federal Government; when combined with the four character FSC it composes the NSN. The NSN is used as the common denominator to tie together logistics information for an item of supply. An example of the NSN is 6130-01-537-7617 DC Power Adapter for Panasonic laptops.
This is the item number of what the government is procuring. The supplier, receiving clerk, and payment office will use this to ensure that the correct items are shipped, received and invoiced.
Manufacturer Name: The name of the manufacturer by whom the goods are made. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Manufacturer Part Number: The part number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Supplier Part Number: The part number as given by the supplier for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Product/Catalog Number: In the case where a manufacturer provides a catalog from which goods can be purchased, this is the product/catalog number associated to the item being requested. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Drawing Number: The drawing number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Specification Number: The specification number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Serial Number: The serial number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Piece Number: The piece number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Model Number: The model number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Item Long Description: In cases where the Commodity or Service Name / short description field does not provide enough space for the item/service being requested, the Item Long Description field is used to enter additional descriptive text. The text entered within this field is carried forward to subsequent transactions. This is the description of what the government is procuring.
The supplier, receiving clerk, and payment office use the item long description to ensure that the correct items are shipped, received and invoiced.
Order Start Date: The date in which orders can begin to be issued against the IDV line. When creating orders against an IDV, the start date in conjunction with the end date define the period in which orders can be created against the IDV line. The Order Start Date is equal to or after the Effective Date. The Order End Date should be after the Order Start Date. When orders are created referencing the IDVs, the Order Effective Date should be within this date range (Order Start Date and Order End Date). This date validation is carried out when the order is submitted for approval.
Order End Date: Date in which orders can no longer be issued against the IDV line. When creating orders against an IDV line, the start date in conjunction with the end date define the period in which orders can be created against the IDV line. This Order End Date (at the line level) should be equal to or less than the Order End Date at the header level. This validation occurs only when the Order Start Date and Order End Date are entered at the header level.
Maximum Total Amount: The maximum amount that can be ordered over the life of the contract line. This field is used to ensure that a maximum amount is ordered against an IDV line. For example, if the Maximum Total Amount is $1000, all order lines created against the IDV line cannot (in total) exceed this amount. Therefore, you could have 3 orders, Order #1 - Line 0001 for $500, Order #2 - Line 00001 for $250 and Order #3, Line 0001 for $200, all of which total $950 and does not exceed the maximum amount. However, if Order #4 is created with line 0001 for $100 and references the IDV line, the system will prevent the order from being approved because it exceeds the constraint.
Minimum Total Amount: The minimum Amount that must be ordered over the life of the contract line. This field is used to ensure that a minimum amount is ordered against an IDV line. For example, if the IDV has a Minimum Total Amount of $80, and the IDV line amount is $100, then a minimum $80 of orders will be created against the IDV line. So there could be 3 orders created and in total they should exceed $80 during the life of the contract. This field is user-enterable and is not validated by the system.
Maximum Total Quantity: The maximum quantity that can be ordered over the life of the contract line. This field is used to ensure that a maximum quantity is ordered against an IDV line. For example, if the Maximum Total Quantity is $1000, then all order lines created against the IDV line cannot (in total) exceed this quantity. Therefore, you could have 3 orders, Order #1 - Line 0001 quantity 500, Order #2 - Line 00001 quantity 250 and Order #3, Line 0001 quantity 200, all of which total 950 and does not exceed the maximum amount. However, if Order #4 is created with line 0001 for quantity 100 and references the IDV line, the system prevents the order from being approved because it exceeds the constraint.
Minimum Total Quantity: The minimum quantity that must be ordered over the life of the contract line. This field is used to ensure that a minimum quantity is ordered against an IDV line. For example, if the IDV has a Minimum Total Quantity of 80, and the IDV line amount is 100, then a minimum 80 of orders will be created against the IDV line. So there could be 3 orders created and in total they should exceed 80 during the life of the contract. You can manually ensure that the minimum is met procedurally via reports/queries and the enforcement is typically done as a part of the contract close-out procedures.
Maximum Per-Order Amount: The maximum Amount that can be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the maximum amount required for an IDV line. For example, if the IDV has a Maximum Per-Order Amount of $120 when an order is created against the IDV line it must have a total line amount of $120 or less. If the amount is greater than $120 then the order will not be approved.
Minimum Per-Order Amount: The minimum Amount that must be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the minimum amount required for an IDV line. For example, if the IDV has a Minimum Order Amount of $80 when an order is created against the IDV line it must have a total line amount of $80 or greater. If the amount is less than $80 then the order will not be approved.
Maximum Per-Order Quantity: The maximum quantity that can be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the maximum quantity required for an IDV line. For example, if the IDV has a Maximum Per-Order Quantity of 100, when an order is created against the IDV line it must have a quantity of 100 or less. If the amount is greater than 100 then the order will not be approved.
Minimum Per-Order Quantity: The minimum quantity that must be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the minimum quantity required for an IDV line. For example, if the IDV has a Minimum Per-Order Quantity of 50, when an order is created against the IDV line it must have a quantity of 50 or greater. If the quantity is less than 50 then the order will not be approved.
Total Amount Ordered: This is a calculated field that tracks the total amount that was ordered against the IDV line. This field is utilized to determine how much of the IDV line has already been ordered.
Total Amount Remaining: This is a calculated field that displays the amount for the IDV line that has not yet been ordered. This field is utilized to determine how much of the IDV line is left to order.
Total Quantity Ordered: This is a calculated field that tracks the total quantity that was ordered against the IDV line. This field is utilized to determine quantity already ordered for a given IDV line.
Total Quantity Remaining: This is a calculated field that displays the quantity for the IDV that has not yet been ordered. This field is to determine how much of the IDV line is left to order.
Price Breaks region
The Price Breaks region enables you to enter price breaks for the IDV. For example, the following price breaks could be entered:
| Quantity | Break Price |
|---|---|
| 1 - 10 | 100 |
| 11 - 20 | 90 |
| 21 - 30 | 80 |
| more than 30 | 70 |
You can also enter the Discount field to calculate the price break. Enter the effective dates to indicate the time limits for the price breaks.
The Organize Lines page consists of 2 regions: Current Structure (source) and Target Structure (destination). Select one or more lines by clicking on the Select checkbox in the Current Structure region. Then select the type of move you wish to perform using the Select Action LOV in the Target Structure region. Select from one of the 3 possible values: Move After Selected Line (moves the line after the line you selected in the Edit Lines page), Move Before Selected Line (moves the line above the line you selected in the Edit Lines page) and Move as sub-line(s) under selected line (moves a line as a SLIN under a CLIN). Click Done to save and apply your changes and return to the Lines page. The Lines page displays, showing you the new structure of the lines.
Your CLM document (Award, IDV or Modification) has an action called Update FPDS-NG Reporting Information in the Actions LOV (the Actions LOV is available on all the tabs). For example, the tabs in an award are: Header, Addresses and Supplier Details, Lines, Schedules and Distributions. Using the Actions LOV on any of these tabs, you can select the action Update FPDS-NG Reporting Information to open the Edit FPDS-NG Reporting Information page. This page enables you to enter/update/view the reporting details for the CLM document. That is, all the information relevant to FPDS-NG reporting is displayed in this page.
You can also select the action Update FPDS-NG Reporting Information using the Views region in any summary page for any CLM document. Select one CLM document using the Select radiobutton and then choose the action Update FPDS-NG Reporting Information from the Select Award (or Select IDV or Select Modification) LOV.
Please refer to the chapter Federal Procurement Data System – Next Generation (FPDS-NG) for more information.
A Contracting Officer is an official with the authority to obligate money for the federal government. The Contracting Officer’s duties include issuing solicitations, awards, modifications, and orders, and he/she utilizes the majority of the processes and features within the federal system as well.
A Contracting Officer is also assigned the task of approving and signing awards, IDVs and modifications that are within the warrant amount associated with the Contracting Officer. For example, the Contracting Officer has a Type 1 warrant of $5000, and the Type 1 warrant is associated with an IDV. This means that the total amount of the IDV should be $5000 or less, if it needs to be approved by the supplier and the Contracting Officer. If the total amount of the IDV exceeds $5000, the buyer can assign another Contracting Officer who has the authority to approve and sign for a larger sum of money.
In CLM, a buyer is specified as a Contracting Officer. When a buyer is marked as a Contracting Officer in the system, a warrant is also associated with the Contracting Officer. For more details on setting up warrants, Contracting Officer, associating CLM documents with warrants, etc, please refer to the Contract Lifecycle Management for Public Sector Implementation Guide.
A Warrant consists of Warrant Types and a Contracting Officer association. A Contracting Officer can be associated with one Warrant only. Every Warrant Type has a Warrant Amount associated with it. The Warrant Types are available as lookup values and are seeded in CLM as:
Type 1
Type 2
Type 3
Type 4
Type 5
The Warrant Types can be defined and set up by individual agencies, according to their particular requirements. Additionally, implementers can enter different Warrant Amounts for each Warrant Type, and again, this differs from agency to agency. Warrant Amounts cannot be negative values.
If you wish to ensure that the IDV amount you submitted for approval is validated against the Warrant Amount, your system administrator needs to enforce warrants by associating a Warrant Type to a CLM document style in the Document Styles page. For example, your Document Style is Basic Agreement, and the Warrant Type associated with it is Type 1; Type 1 has a Warrant Amount of $5000 and is associated with a Contracting Officer. Thus, you create a Basic Agreement with a total amount of $6000, and the Basic Agreement has a Contracting Officer’s name defaulted on it. The Contracting Officer is associated with a Warrant Amount of $5000 for this document style (that is, Basic Agreements). Therefore, the system validates if the Basic Agreement total amount exceeds the Warrant Amount that is associated to the Contracting Officer. In our example, the Basic Agreement total amount ($6000) exceeds that of the Warrant Amount, and an error message is displayed. You cannot proceed further unless you change the delivery order total amount or the Contracting Officer, so that another Contracting Officer who has greater authority for obligating larger sums of money can be associated with the Basic Agreement.
Navigate to the IDVs page using the appropriate Purchasing responsibility.
Use the Create LOV to select a Document Style and thereby create a CLM IDV. Note that if a warrant is enforced for your selected document style, the total amount of the IDV is validated against the warrant amount.
Use the Header tab to specify a Contracting Officer, if one is not already defaulted.
Enter the relevant information in the Header, Lines, Addresses and Supplier Details tabs.
Save your work, and then submit your document for approval.
If the warrant currency is different from the ledger currency or the document currency, appropriate validations are carried out and you see an error message.
During document submission, some validations are performed: checks such as the validity of the warrant and Contracting Officer, active status of the warrant, total amount of the IDV and the total warrant amount, etc are carried out. If any of the validation checks fails, an error message is displayed and you need to make the necessary corrections in order to proceed.
The status of your IDV is now Pre-Approved or Approved, depending on whether you need the document to be electronically signed by the Contracting Officer. The Acknowledgement column displays whether a signature is required. For more information on electronic signatures, please refer to the Electronic Signatures section.
When you complete the IDV entry and are ready to initiate the approval process, select the Submit button in the Update page using any of the sub-tabs (Header, Lines). The Approvals Workflow along with the Approvals Management Engine (AME) is used to perform the approval cycle. When you select the Submit button, Oracle Purchasing performs submission checks to verify that the document is complete and in an appropriate state for the action you chose. Status checks are performed when you take an approval action.
You can approve documents through the Notification Details Web page, accessible through the Notifications Summary menu in Purchasing. The Notifications Summary page lists all the documents awaiting your approval, so that you can manage your pending approval queue and take approval actions. After opening a notification, you can drill down to the document itself, and review it and its action history.
Note: You can modify the document only if Approver Can Modify is enabled for the document type.
Oracle Purchasing performs a submission check on all documents that successfully complete a status check whenever you perform or attempt an approval action. The submission check verifies that all mandatory fields have been entered and that various quantities, amounts, and dates are within prescribed ranges or limits. If your document fails any of the submission check rules, Oracle Purchasing automatically brings you to the Approval Errors window where you can review the cause(s) of failure. You can then return to the document entry window to make required corrections.
Purchasing offers the following document approval actions in the notification: Approve, Approve and Forward, Forward, and Reject. You can also reassign a notification to somebody else.
Prior to finally approving an IDV, the system checks to see if the award’s Bilateral Indicator field indicates whether the IDV approval should be done by the buyer and the supplier. Thus, the contracting officer may send the IDV to the supplier and after receiving the supplier’s signature on the printed IDV, he may update the IDV header with the Vendor Signatory information.
After the IDV is approved, you may make any further changes to it via Modifications. For more information on Modifications, please refer to the Modifications chapter in this guide.
If the value of the profile option Contracting Officer’s Electronic Signature Required is set to Yes, then the Contracting Officer will be required to sign an award, IDV or modification document. The value of the Bilateral Indicator LOV can be one of the following:
| Bilateral Indicator value | Document Signed By |
|---|---|
| None | Contracting Officer |
| Proxy Signature | Buyer (on behalf of the supplier) and Contracting Officer |
| Signature | Supplier and Contracting Officer |
Use the Header tab to specify a Contracting Officer if one is not already defaulted from the Preferences page.
The Purchasing CLM Defaults page in the Preferences link enables you to view the default Contracting Officer. You can override the default values of the Preferences page by entering or selecting the value you want in the CLM document.
When you create an IDV and wish to get supplier acceptance for the IDV, you need to ensure that the value of the Bilateral Indicator field (in the header tab) is set to Signature and the number of Signed Copies is greater than zero. This enables electronic signature of the IDV by the supplier and the Contracting Officer. After you submit the document for approval, the status of the document displays as Pre-Approved and the Acknowledgement column displays Pending Supplier Signature.
The following steps need to be performed in order to complete the electronic signature process:
The supplier will sign the document electronically via iSupplier Portal. After the supplier signs the document, you (the Contracting Officer) need to navigate to the Notifications Summary page.
Open the notification that requests your signature. The Notification page requires you to Accept or Reject the document. Enter an acceptance or rejection reason in the Response region and then click Accept if you wish to accept the document, otherwise click Reject or Reassign (to reassign to another Contracting Officer).
On accepting, the Notifications page prompts you for your user name and password to complete the electronic signature process.
If you have logged in as a buyer, use the Awards > Views page to see that the status of the award is now Approved and that the value of the Acknowledgement column is now Accepted. Click the Accepted link to view the Acknowledgement History page. Click the eSignature icon in the Acknowledgement History page to view the history of the signature process for this document. The E-record page displays, enabling you to view the signature details, acknowledgement details and other information related to the e-record.
When you create an IDV and wish to get the document proxy signed, you need to ensure that the value of the Bilateral Indicator field is set to Proxy Signature and the Number of Signed Copies field should have a value greater than zero. This enables electronic signature of the IDV by the Contracting Officer and proxy signature on behalf of the supplier by the buyer. After you have entered the data in the document and submitted it for approval, the status of the document displays In Process and the Acknowledgement column should display Requires Signature. After the approvers have approved the IDV, the status of the document should be Pre-Approved and the Acknowledgement column should display Requires Signature.
As a buyer, you need to perform the following steps to complete the proxy signature process:
The buyer opens the notification and signs on behalf of the supplier. The notification requesting your (buyer's) signature displays in the Open Notifications view in the Notifications Summary. The sender of this notification is the supplier user, on whose behalf the you will be signing.
Enter relevant values in the Response region (for the following fields: Comments, Supplier Contact Name, Supplier Title, Signed Date).
On accepting (user can reject or reassign as well) you need to enter your user name and password in order to complete the proxy signature process.
The status of the CLM document is still Pre-Approved, and the value of the Acknowledgement column is Pending Contracting Officer Signature.
As the Contracting Officer, you need to perform the following steps to complete the Proxy Signature process:
Login as the Contracting Officer and use the appropriate Purchasing responsibility. Navigate to the Notifications Summary page.
The Notifications Summary page shows you the notification requesting your signature. Click on the notification link or select the checkbox next to the notification link and then click Open.
The Notification Details page displays the supplier and buyer names. Additionally, you can enter a reason for accepting or rejecting the IDV. You can perform the following actions with respect to the document: Accept, Reject, Forward, Reassign.
If you click Accept, the Sign Notification page displays, where you (as the Contracting Officer) need to enter your user name and password in order to complete the electronic signature process. Enter your user name and password in the fields indicated, and then click Sign.
The status of your IDV should be Approved and the Acknowledgement column should display a value Accepted. Click the Accepted link in the Acknowledgement column to display the Acknowledgement History page.
Click each or any of the e-Signature icons in the Acknowledgment History page to open the Electronic Records and Signatures: E-record details page. This page displays the signature, acknowledgement and other details pertaining to the signature action.
When your IDV has been approved, and you wish to update some information on it without going through the modification process, select the Update without Modification action in the View region of the IDVs page. This action is available only for the views that display approved IDVs.
The Update page opens, showing you 2 regions that you can update: Addresses region and Attachments region.
The Addresses region shows you the COTR Office and Contact details that you can update for an approved IDV.
The Attachments region displays the existing attachments to the IDV and enables you to add other attachments, if required. The Attachments region displays the existing attachments to the IDV and enables you to add other attachments, if required. In the Add Attachment page, the Attachment Summary Information region enables you to select a Category. Note that you can only select the Internal to Purchase Order category.
When you save and apply your work, you return to the IDVs page with the Views region displaying your approved IDVs.
You can closeout contracts in a different process from that of annual closes or financial closes where closed funds are never reopened for follow-on actions.
Contracts are closed and retained in different timeframes, depending on agency to agency. The average retention period is at least six years. The contract closeout process is more complicated when contracts have been administered by separate ACO (administrative contract office) and PCO (procuring contract office) offices, since each office has a different set of modifications that must be reconciled. Complicating the process even more is the fact that contract closeout can occur prior to the funds being formally closed since fiscal close is an independent process.
Navigate to the IDVs page use the Views region to view approved IDVs, because only approved IDVs can be closed out. Select the Closeout action from the Actions LOV and click Go. The Closeout page displays. The Closeout Indicator LOV has 4 values:
Physically Complete: As indicated in FAR 4.804-4, a contract is considered to be physically completed when
Paragraph (a): Except as provided in Paragraph (b) of this section, a contract is considered to be physically complete when
The contractor has completed the required deliveries and the Government has inspected and accepted the supplies;
The contractor has performed all services and the Government has accepted these services; and
All option provisions, if any, have expired; or
The Government has given the contractor a notice of complete contract termination.
Paragraph (b): Rental, use and storage agreements are considered to be physically complete when -
The Government has given the contractor a notice of complete contract termination; or
The contract period has expired.
Administratively Complete: A contract will go through the administrative closeout process after it is considered physically complete. A contract is administratively complete once the contract administration office has gone through the closeout procedures as outlined in FAR 4.804-5 which includes completing the contract closeout checklist and contract completion statement.
In Closeout: Contracts in which contract administration personnel have initiated the closeout process, but the contract is not physically or administratively complete.
Closed out: The contract closeout procedures have been completed for the contract and it is considered both physically and administratively complete. At which point, it is closed for further action and can only be accessed in a read-only state. If additional actions are required, it would need to first be reopened. The Reason field is enabled and is a required field only for the Closed out value.
Select a value from the Closeout Indicator and click Apply. The closeout process may take place in any of the following ways:
You can proceed with closeout process in the following order, that is, first set the Closeout Indicator to Physically Complete, then Administratively Complete, then In Close Out and finally, Closed Out.
Alternatively, you can closeout the IDV from any status without proceeding sequentially: for example, you can go to the Closed Out status from Administratively Complete without going to the In Closeout status at all.
Additionally, you can select the Closed Out status from the Closeout Indicator directly, without selecting any other status.
If you have a draft modification associated with the IDV, the system displays an error message. You need to cancel or approve the modification before proceeding with closeout.
The IDVs page is displayed again and your IDV status now shows the Closeout Indicator value. For example, if you have selected Physically Complete from the Closeout Indicator, the IDV status displays Physically Complete. Click on the Status hyperlink to view the action history of the closeout in the Action History page. It will show the closeout and reopen actions only, not the intermediary stages of closeout.
If you have finally closed out your IDV, you can reopen it if required. The award can be closed out and reopened any number of times. The Actions LOV in the View region of the IDVs page enables you to reopen the closed out IDV. The status of the IDV changes to Approved again, however you can see that the IDV was reopened when you click the Status hyperlink and view the Action History page.
The Action History page displays when you click the Status hyperlink of the approved IDV. The Action History page shows you the sequence number of the action you took with respect to the closed out IDV. In addition, this page also displays the person who performed the action on the IDV, the date the action was performed, etc. The Notes column captures and displays the Reason you provided while closing out or re-opening an IDV.