Government Contract Reporting Requirements:

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2 Government Contract Reporting Requirements: What did you just sign up for? Breakout Session #: A16 Katherine Adams, Senior Contract Manager, Accenture Federal Services Nathan Geesaman, Experienced Manager, Baker Tilly Date: Monday, July 25 Time: 11:15am 12:30pm

3 Introduction Reporting Requirements Congratulations, you ve won a government contract. Hopefully you ve read carefully through the contract s reporting requirements and know what you ve signed up for! This presentation will aim to give you an overview of reporting requirements that may be included in your government contract. We will describe each requirement and discuss the regulatory citation, frequency of reporting, and estimate of contractor effort. Note - This is not an exhaustive list of all reporting requirements. Always read the contract to fully understand all of its requirements. 2

4 Introduction Reporting Requirements Government contracts almost always come with reporting requirements prescribed by either contract language or incorporated clauses. They serve a number of purposes including: Maintaining a contractor past performance database [CPARS] Tracking sales [IFF] Measuring progress against goals [Subcontracting] Maintaining accountability [ICP] And many other reasons 3

5 Incurred Cost Proposal (ICP) Required if your contract includes FAR Allowable Cost and Payment An adequate submission include fifteen (15) schedules as described in FAR (d)(2)(iii) Due annually six (6) months after contractor s fiscal year-end Estimate of Effort: Varies depending on contractor s accounting and CLM systems and how they tracks costs, billing, and contract metadata Contains information that is important in finalizing indirect cost rates for the fiscal year Reasonable extensions, for exceptional circumstances, may be requested in writing to the Contracting Officer (CO) Supplemental information may be required during the audit process. The list of possible requirements is broad and is outlined in FAR (d)(2)(iv) 4

6 GSA Schedule Sales and IFF (Industrial Funding Fee) Sales Report: Contractor must report the total dollar value of sales made pursuant to the contractor s General Services Administration (GSA) Schedule for the calendar quarter IFF Remittance: Contractor must remit IFF along with their sales report. IFF is calculated as a percentage (0.75%) of the sales reported Quarterly within 30 days after the end of the reporting quarter Estimate of Effort: Varies depending on contractor s accounting system and how it tracks GSA Schedule sales Reportable sales are defined in GSAR (a)(3) as sales of contract items made to authorized users Sales made to state and local governments under Cooperative Purchasing authority shall be counted as reportable sales for IFF purposes Failure to remit full IFF constitutes a contract debt to the US Government under the terms of FAR 32.6 Must submit a zero dollar report if there are no sales during the quarter 5

7 Small Business Subcontracting Plan Contractors must submit reports measuring progress towards goals set forth in their subcontracting plan per FAR The type of plan (i.e. Commercial vs Individual) and contract language will determine which reports are required Individual Subcontract Report (ISR) under individual plan Summary Subcontract Report (SSR) under individual plan Summary Subcontract Report (SSR) under commercial plan Despite some variations, reports generally must include: Cumulative subcontracting spend separated between small and large business concerns Cumulative small business subcontracting awards separated by type (e.g. Women-owned Small Business (WOSB), Veteran-owned Small Business (VOSB)) Other administrative information (Vendor Name, Vendor Address, DUNS etc.) ISR under individual plan - semi-annually within 30 days of 3/31 and 9/30 SSR under individual plan NASA and DoD (semi-annually within 30 days of 3/31 and 9/30) and Civilian (annually within 30 days of 9/30) SSR under commercial plan - annually within 30 days of period ending 9/30 Estimate of Effort: Varies depending on contractor s accounting system and how it tracks subcontractor/vendor spend Reports are required when due regardless of subcontracting activity (i.e. must submit zero dollar reports if there is no subcontract spend) 6

8 Government Property Contractors are required by FAR to maintain an accurate database of Government-furnished property (GFP) Department of Defense requires contractors to report Government-furnished property at a slightly more detailed level to the IUID Registry as described in DFARS GFP reports per FAR due as requested by CO GFP record updates in the IUID Registry per should be performed as transactions occur or as stated in contractor s property management tool Estimate of Effort: Varies depending on contractor s asset/property management system Prior to January 1, 2014 contractor was only required to report serially managed GFP with a unit-acquisition cost greater than $5,000 Several exceptions to the rule are described in DFAR (c) 7

9 Service Contract Reporting Basic service contract reporting requirements are established in FAR Separate requirements described in FAR relate specifically to reporting requirements for Indefinite-delivery contracts Agencies review the service contract reports submitted for reasonableness and consistency Reports under both FAR and FAR are due annually by October 31 for the period October 1 - September 30 and must be submitted on sam.gov Estimate of Effort: If the agency believes revisions are warranted they must notify the contractor no later than November 15 Contract shall revise, or provide rationale supporting, the report by November 30 Varies depending on contractor s accounting system and how it tracks labor hours and billing CO will make failure to comply part of a contractor s performance information under FAR Civilian executive agencies have a requirement to prepare an annual inventory of service contracts DoD has a separate reporting tool (ecmra) and associated requirements which we will cover in the next slide 8

10 Enterprise-wide Contractor Manpower Reporting Applications (ecmra) Reporting required by DARS DoD specific system set up to capture service contract labor information in one of four systems (Army, Navy, Air Force, All Other Defense Components) System and Contracting Officer s responsibilities spelled out in detail in FAR 37.1 Contractor must annually input all labor hours into ecmra.mil no later than October 31 for the previous fiscal year Estimate of Effort Varies depending on contractor s accounting system and how it tracks labor hours and billings Exemptions for utilities, construction (including repair and maintenance), and telecommunication services that do not include discrete labor hours and dollars 9

11 Government-wide Acquisition Contracts (GWAC) GWAC reporting requirements are primarily established to support contractor payment of access fees to the agency maintaining the GWAC GSA managed GWACs (Alliant II, VETS, STARS II etc.) have a Contractor Access Fee (CAF) set at 0.75% NIH managed GWAC CIO-SP3 has a NIH Contract Access Fee (NCAF) set at 0.65% and for CIO-SP3 SB set at 0.55% GSA managed GWACs Order award and modification information due within 30 days after the month the document was signed by the Ordering Contracting Officer (OCO) CAF and invoice data due to GSA within 30 days after the end of the reporting quarter Close-out report and Cost Accounting and Earned Value Management Systems checklist due annually by May 30 th of each year NIH CIO-SP3 Estimate of Effort: Order award and modification information due within 10 calendar days of receipt by the contractor NCAF and other administrative reports are due quarterly by the 15 th day of the month following calendar quarter end Varies depending on contractor s accounting system and how it tracks order/mod information and billing/payment of CAF and NCAF Failure to remit CAF to GSA in a timely manner will constitute a contract debt to the United States Government under the terms of FAR

12 Contractor Performance Assessment Reporting System (CPARS) Used to maintain a past performance database for contractors The system is described along with the Contracting Officer s responsibilities in FAR Contracting Officer must complete an assessment of a contractor in the system Assessments completed annually, FAR (a), by Government Contractor has up to 14 calendar days from notification to submit comments, rebut statements or provide additional information in the system Estimate of Effort: Varies depending how much comment the contractor decides to input about their past performance assessment ratings No prescribed penalty for contractor not responding to feedback in CPARS system Information in the CPARS system can be used by CO s when making contract award decisions System is to only be used for UNCLASSIFIED information 11

13 Conclusion Understand reporting requirements before bidding Set up internal systems to comply with reporting requirements Remember to read your contract s requirements carefully 12

14 Contact Information 13