Navigate to Awards tab in Buyer Work Center. The Header sub-tab is displayed, where you can see the summary View region. A listing of awards with some of their details is displayed in the View region based on the default view. You can see all the awards to which you have access. For example, if you wish to see your Incomplete Awards, or your Approved Awards, you need to select the appropriate view. You can personalize your views as well. In order to change the emphasis of the summary view, click Headers, Lines, Schedules, Pay Items, or Distributions sub-tabs and the summary views will change accordingly.
Note: Please note that modifications to awards display in a separate sub-tab under the main Awards tab.
Views are predefined searches for awards. To use a view, select the view from the View list and click Go. Use the following pre-defined views to search for awards:
My In Process Awards - This view displays awards that have a status of In Process.
My Incomplete Awards - This view displays awards that have a status of Incomplete.
My Open Awards - This view displays all open awards assigned to the buyer.
My Approved Awards - This view displays all awards with a status of Approved.
My Awards with Rejected Acknowledgments - This view displays awards that the Supplier has rejected.
Personalized Views - You can create your own specialized views that displays only those awards in which you are interested. Click Personalize and the Personalize View page that displays enables you to create new views or modify existing ones.
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 Approved Awards view and then click Export. The Export functionality saves all your approved award information in a comma separated values file, which can be opened as an MS-Excel spreadsheet.
Search for an award by clicking the Search button on the Header page. The Search page displays with some search criteria such as Award, Supplier, Buyer, and Approval Status. Additionally, you can add more search criteria fields by using the Add Another LOV. Some of the search criteria fields that you can use are: Operating Unit, Creation Date, Effective Date, Priority Code, Issuing Office, COTR Office Address, COTR Office Contact Name, etc. You can search by opting to meet all or any of the conditions that you set the values for. The search results display in the region below and you can select an award to perform an action, such as updating the award, deleting the award, creating a modification, viewing the PDF.
You can perform actions on the awards that are listed in the view page or the search results page. For example, if the selected award has a status of Incomplete, some of the actions you can perform on the award are: Delete, Update, Place on Hold, Duplicate with Attachments, Duplicate without Attachments, View PDF, View Requisitions. Depending on the status of the award, the different actions are displayed in the Select Award LOV. Select an action from the LOV and click Go.
Note: Click on a requisition to view the details of the selected Requisition. If you access this page using the Purchasing responsibility, then you will be able to view only the Requisition, Negotiation and Awards regions with the details.
When you select an award style from the Create LOV and click Go, the Create Award page displays, with the header tab highlighted. Enter the award header information in this tab. The award header contains all the general information that applicable to the award. The award header tab consists of several regions such as the main region, Terms region, Business Priority and Project Information region, Competitive Information region, Attachments region and Standard Form-specific regions (such as SF1442 or SF252, depending on what you have selected in the Standard Form LOV).
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.
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 on which the award becomes effective. If left blank, it defaults to the current date upon finalization.
Source IDV: If the award has been created with reference to an IDV, you select the Source IDV number from the LOV.
Umbrella Program: This is a read-only field that displays the Umbrella Program title. When an order referencing an IDV is created, the Umbrella Program associated with the IDV is shown in this field. When the award (order referencing the IDV) was created, the details of the Umbrella Program associated with the IDV is stored along with the award information and is not changed on the award, even though the Umbrella Program information may change over a period of time.
Fair Opportunity Reference: If the award is an outcome document of a Fair Opportunity Notice, the Fair Opportunity Notice number is displayed in this field. When the outcome award is automatically created as a result of the solicitation process, the Fair Opportunity Reference field is populated by default with the Fair Opportunity Notice number. When the Fair Opportunity Notice has no lines, an outcome award is not created automatically. In such a situation, you need to create the award and select a Fair Opportunity Notice number from the LOV.
Award: The award number is defaulted on this field by the automatic numbering functionality. The award 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 Award field. A popup displays with the segments and you can update the values. When saving the Award, the Award Number also gets saved with the rest of the data. When canceling the Award, the Award Number does not get saved or allocated to the Award. When you submit the Award for approval, the award number gets saved and is no longer editable. For more information on Document Numbering, please refer to the Document Numbering section 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.
Undefinitized: This field tells you if any line on the award is undefinitized, if so, the value of this read-only field changes to Yes. By default, the value of this field is No.
Total: This field displays the award value including option lines.
Total Excluding Options: This field displays the award value without calculating the value of the option lines.
Undefinitized Total: This read-only field calculates the total undefinitized amount on all the lines of the award. When an approved modification is merged with the award, this field gets updated automatically.
Total Fund Value: This field displays the total funded amount for all the distributions in the award.
Supplier, Supplier Site, Supplier Contact: Select a supplier, a supplier site and contact information from the search dropdowns. Use the D-U-N-S Number and CAGE as search criteria to look for the supplier you require to enter in the award. A warning message is displayed if the buyer tries to validate an award with a supplier who 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.
Award Administrator: This is an internal person responsible for the administration of the award. If some or all of the award administration functions are being outsourced to an Administration Office, that person's information will be captured as the office contact for the Administration Office.
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.
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 Awards:
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 awards:
UCF - Unified Contract Format
COM - Commercial
CSI - Construction
The value of the field defaults to blank when you first open the award 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.
Confirming Order: Select Confirming Order to indicate that this order is confirming a previous informal order with the supplier.
Control Type: Select Contingency Contract or Obligation Document or none from this list of values. If you select Contingency Contract to indicate that this award is created for contingency / emergency situations, some of the data is prefilled for you.
If your supplier is not registered in CCR, then for a contingency contract, the CCR Exception Reason (in the Address and Supplier Details tab) value is defaulted to Unusual or Compelling Needs.
Additionally, if you select Contingency Contract, you need not report the CAR to FPDS-NG. The FPDS-NG Reporting Information page displays the Reporting Method as None automatically. The Approved without Reporting checkbox is selected for you and the Reason field is populated with the value Urgent and Compelling action. When you submit the contingency award for approval, the system does not warn you to report the award to FPDS-NG. The award is approved with warnings so that contracting professionals can expedite the process of procuring goods / services from suppliers.
Contract Financing: Contract financing activities/tasks take place when the Contracting Officer provides some form of financial assistance to the contractor/vendor during contract execution or performance. This financial assistance may or may not be in the form of payments to the contractor, however, assistance such as loan guarantees may be provided. Select one of the following from the Contract Financing list of values:
None (Blank)
Advance Payment
Customary Contract Financing
Interim Payments
Loan Guarantee
Performance Payments
Private Financing without Government Guarantees
Progress Payments
Unusual Contract Financing
Bilateral Indicator: This is an indicator stating that the award is bilateral, that is, both the government and vendor parties must sign before the award 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 award, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
Payment Instruction: Using the Payment Instruction list of values, the Contracting Officer defines the sequence in which the funds in the contract have to be utilized by the Payment Officer. The Payment Instruction LOV consists of the following values:
| Payment Instruction | Description |
|---|---|
| Single Funding | You can select Single Funding when there is only one source of funding for the contract line item, i.e., one ACRN. |
| Sequential ACRN Order | If there is more than one ACRN within a contract line, the payment office will make the payment according to the sequential ACRN order in the distribution, exhausting all funds in the previous ACRN before paying from the next ACRN. |
| Contracting Officer Specified | You can select Contracting Officer Specified when you want the Contracting Officer to assign the funds utilization sequence number for the award / lines. |
| By Fiscal Year | If there is more than one ACRN, then payment will be made using the oldest Fiscal Year appropriations first, exhausting all funds in the previous fiscal year before disbursing funds from the next fiscal year. |
| By Proration | If there is more than one ACRN in an award line, then all ACRNs will be used in the ratio of the funds currently un-liquidated for each ACRN. |
| By Cancellation Date | If there is more than one ACRN in an award line, then payment will be made using the ACRN with the earliest cancellation date first. |
Select one of the payment instruction from the Payment Instruction list of values in the Terms region of the award header. This value cascades to the lines, where the payment instruction is saved, however it is not displayed in the line details page. Only the header value you have selected displays in the header page.
If you select By Fiscal Year or By Cancellation Date, the system determines the relevant fiscal year or cancellation date automatically for you. If the system is unable to determine the fiscal year or cancellation date from the charge account provided, then the action Payment Instruction Sequence appears in the Actions list of values. Select the Payment Instruction Sequence action and click Go. The Payment Instruction Sequence Number page displays. The Charge Accounts for the distributions displays, along with the ACRN.
If you select Contracting Officer Specified, the action Payment Instruction Sequence appears in the Actions list of values. Select the Payment Instruction Sequence action and click Go. The Payment Instruction Sequence Number page displays. The Charge Accounts for the distributions displays, along with the ACRN.
Enter a numeric value in the Sequence field (for example: 1,2,3). Thus if you enter 1 for the ACRN AB and 2 for AC, then the funds associated with that charge account (where ACRN is AB) will be used first for making the payment, followed by AC. In this manner, you can specify the order or sequence in which the funds can be used for payment among various distributions.
When you submit the award for approval, the Payment Sequence field in the Distribution details page (click on the Update icon at a distribution to open the Distribution details page) is automatically populated with the value that you entered or that was automatically calculated by the system. From the example above, the distribution with the ACRN AB displays the value 1 in the Payment Sequence field.
If you do not select a payment instruction from the Payment Instruction list of values (<Blank>) in the Terms region of the award header, the Payment Instruction list of values displays for each header line and you can select a Payment Instruction for each line.
Note that Payment Instruction and the Payment Instruction sequence number generation is always at the line level, the header level field is used to default the value at the lines.
Note: Payment Instructions are enabled only if the checkbox Enable Payment Instructions is selected in the Setup: Purchasing Options page > CLM Controls region.
Funds are classified into 3 types: Single year funds, Multi-Year Funds and No Year Funds. For single year and Multiple year funds, the Fiscal Year and Cancellation Date can be identified, however, in case of No Year Funds there will be no Fiscal Year and Cancellation Date. Therefore, when Payment Instruction is selected as By Fiscal Year or By Cancellation Date and any of the funds selected is a No Year fund type, while generating Payment Instruction Sequence Number, these funds will be marked as last for utilization i.e. with a least priority number (last number).
DPAS Rating: Defense Priorities and Allocations System Rating.
Priority Code: A numerical rating, 1-15, that describes the priority and is used internally within the Department of Defense. It is from the UNIFORM MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM. It is to help the buyer prioritize their workload and for management tracking in reports.
Customer Project Code: This identifies documents 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 solicitations. Used in reporting especially across entire agencies to know how much was done for a given project.
Customer Project Text: Text Description of the selected project code. Used in reporting especially across entire agencies to know how much was done for a given project.
No Competition Reason: This field captures the reason why the award has not been competed.
Contract Category: This is a selection of attributes (taken from the Procurement Data Standard) describing the category of the award. Used mainly for reporting and categorization / aggregation of awards.
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 as to whether this award is set aside for a specific disadvantaged business.
Set Aside Status: Indication of whether this award is set aside for a specific disadvantaged business. Ultimately, the federal agency would want the vendor on the award to meet the qualifications outlined in the solicitation; however, that decision is ultimately up to the contracting officer and is not system enforced.
Set Aside Percent: Percentage indicating 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). If the value of the Set Aside Status field is Set Aside, then the Set Aside Percentage field should be entered with an integer value greater than 0. If there is a referenced solicitation, the Set Aside Percentage is defaulted from the solicitation.
Set Aside Type: Set aside Information is captured on the award in order to communicate to the supplier. The supplier may need to ensure that the appropriate percentage of work is performed by small businesses or other groups. The set aside percentage of business need not be directly from the buying agency. It could be from the supplier as well. The values for this field are:
Small Business
HUBZone Small Business
Service-Disabled Veteran-Owned Small Business
8(A)
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.
The fields in this region provide information that is specific to the SF1442 (Construction Contract). The fields will only display with the form SF1442 is selected and used.
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 captured here. Prints in block 11 of the SF1442.
Period Status: Indicated whether the number of days to start/complete is mandatory or negotiable. Prints in block 11 of the SF1442. The available values are: Mandatory, Negotiable.
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.
Administrative Accounting and Appropriation Data: This text field enables you to type information that is administrative in nature. It is a local use field that will get populated differently by each user and each site. It prints in block 9 of the SF252 form.
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 form.
Negotiation Authority: FAR or other regulatory citation that defines the authority under which the government is allowed to enter into this contract. You can enter a value in this field. It prints in block 8 of the SF252 form.
Contract For: Enter data in this field to describe the general description of the supplies and services to be provided. Specific line item data will print in the continuation pages after the SF252 face page. Prints in block 6 of the SF252 form.
Relevant Clauses and Document List: This is a text field that describes or elaborates information on any attachments, clauses, or other relevant details. Specific clause and attachment data will print in the continuation pages after the SF252 face page. Prints in block 10 of the SF252 form.