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, Oracle 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.
Umbrella Program: While creating Outcome Documents in Oracle CLM Sourcing, an Umbrella Program may be specified. This selected Umbrella Program is defaulted on the IDV, however, the Umbrella Program field is an LOV and you can change the associated Umbrella Program name anytime before the IDV is approved. When auto-creating the outcome document (IDV), the system associates the Umbrella Program on the solicitation to the IDV. After the draft IDV is created, the buyer is allowed to change the Umbrella Program (in the same way any other field on the draft document can be updated). If the buyer opts to change the Umbrella Program, the system associates the newly updated Umbrella Program to the IDV.
The value of the Umbrella Program can be reported to FPDS-NG along with the IDV information.
When you copy an IDV, the Umbrella Program value does not get copied to the new IDV, you may select an Umbrella Program value for the newly created IDV.
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 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 IDV. A warning message is displayed if the buyer tries to validate an IDV that has a supplier 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.
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 not be in the form of payments to the contractor, however, assistance such as loan guarantees, advances 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 Guarantees
Performance Payments
Private Financing without Government Guarantees
Progress Payments
Unusual Contract Financing
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.