DODI 5000.74 Enclosure 6: Data Collection, Reporting, and Inventory of Contracted Services
DoDI 5000.74 Defense Acquisition of Services
3. Oversight of Contracted Services Portfolios
4. Key Services Acquisition Management Roles and Responsibilities
5. Services Acquisitions Requirements Development, Validation, and Oversight
6. Data Collection, Reporting, and Inventory of Contracted Services
7. Acquisition Considerations for IT Services (Including IT As-a-Service)
a. This enclosure establishes data collection requirements and reporting requirements to support annual updates to the senior officials and FDEs that will, in turn, support the Annual DoD Services Acquisition Report and the annual reporting requirements under the ICS, pursuant to section 2330a of Reference (h). The USD(AT&L) and the USD(P&R) will issue annual guidance regarding the collection and submission of the ICS.
b. This enclosure’s guidance applies to all requirements, regardless of dollar value, for the purposes of data collection and reporting of total contract spending within product and service codes relevant to the service portfolios outlined in Enclosure 3.
2. DATA COLLECTION
DoD Components will establish procedures to collect acquisition of contracted services data. Collection of the data, described in paragraphs 2a-o of this enclosure, will be automated, as it is either already captured in DoD’s standard procurement data systems or reported under the requirements of the annual ICS:
a. Acquisition and financial management procedures and systems must ensure that all purchase requests (PRs) for requirements to be fulfilled under service contracts include a fourdigit product service code (PSC) at the contract line item level of detail. The requiring activities in collaboration with the contracting activities will assign PSCs for each PR line item so that the PSC can be linked at the point of commitment to the object class recorded in the accounting system. Once established in PRs, PSCs must then be made available to, and captured in, the accounting system at the point of obligation to enable linkage of contracting with financial data.
b. The total price or total estimated value of the contract, task order, or interdepartmental PR, to include base year(s) and options.
c. The total dollar amount obligated to date on the contract.
d. The type of contract awarded (e.g., firm fixed price (FFP), cost plus fixed fee, time and materials, or indefinite delivery, indefinite quantity contract). e. Whether the contract award was:
(1) A performance-based contract, performance-based task order, or other performance based arrangement that contains FFPs for the specific tasks to be performed; or
(2) Any contract, task order, or other arrangement that is not performance-based.
f. The identity of the agency that made the contract award, if the award was made on behalf of the DoD pursuant to an interagency agreement under the Economy Act or in accordance with an intra-agency agreement in accordance with Component procedures.
g. The extent of competition in making the contract award and the number of offerors.
h. Whether the contract award was made to:
(1) A small business concern;
(2) A small business concern owned and controlled by socially and economically disadvantaged individuals;
(3) A small business concern owned and controlled by women;
(4) A small business concern owned and controlled by a veteran;
(5) A small business concern owned and controlled by a service-disabled veteran; or
(6) A small business concern certified by the Small Business Administration as a historically underused business zone concern.
i. The functions and missions performed by the contractor under the services contract awarded.
j. The contracting organization, and the customer organization whose requirements are being met through contractor performance of this function.
k. A determination of whether the contract is a personal services contract and, if so, the statutory authority for entering into such a contract.
l. Identification of contracts under which critical functions or functions closely associated with inherently governmental functions are being performed.
m. The funding source, by appropriation and operating agency.
n. The fiscal year for which the activity first appeared on the ICS requirements.
o. Direct labor hours and associated costs from contractors to calculate contractor full time equivalents (CFTE).
3. INVENTORY OF CONTRACTED SERVICES
a. DoD Components will submit an annual ICS. The inventory and associated review are to be used to inform acquisition planning and workforce-shaping decisions, and includes programming and budgetary matters as well as requests to realign work from contractor to military or civilian performance, as appropriate.
b. DoD Components will use the Enterprise-wide Contractor Manpower Reporting Application to compile their annual inventory of services. DPAP will provide a certified data set from the FPDS-NG annually, no later than February of each year. FPDS-NG data should be used to cross-check against the data fields compiled by DoD Components for their inventory.
c. Detailed guidance for reporting the functions and mission for the ICS will be issued annually by USD(AT&L) and USD(P&R) consistent with the requirements of section 2330a of Reference (h).
4. REPORTING REQUIREMENTS
a. Reporting Frequency. FDEs and their leadership teams will provide the USD(AT&L) semi-annual updates. The updates will review implementation of the strategic management processes and framework to lead, manage, and support the effective and efficient acquisition of services. Suggested update content is outlined in paragraph b of this section. FDEs will recommend specific portfolio data content to the USD(AT&L) for approval.
b. Contents of FDE Annual Services Update. Contents should include, but are not limited to:
(1) Portfolio spend data, demographic data, and metrics used to track performance and identify areas for process improvement within the portfolio.
(2) DoD Component requirements forecasts. SSMs will recommend the reporting and data requirements for their DoD Component in order to predict upcoming service requirements to allow sufficient time for planning and execution. For S-CATs I and II, these forecasts will be provided to the FDEs, as requested, to oversee their portfolio. The report should include:
(b) PSC description.
(c) Total dollar value.
(e) Year of appropriation.
(f) Line of accounting (if available).
(g) A brief description of the requirement.
(h) An estimated start date of the acquisition.
(i) An estimated award date.
(3) Discussion of best practices or lessons learned that were implemented during contract performance or that are currently being reviewed for process implementation that contributed or will contribute to improved effectiveness, efficiency, or cost savings.
(4) Significant trends or findings relevant to post-award administration and tripwires.
(5) Recommendations, if any, for policy or guidance to improve DoD-wide management of services acquisitions.