Create a Definitive Contract

Introduction

A Definitive Contract is a mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. 6301, et seq. For discussion of various types of contracts, see Part 16.

Instructions on Reporting a Definitive Contract
Steps:
  1. From the FPDS Navigation screen, under the logo, click .

  1. Enter data in the General Information section.

  1. Award Type:  Defaults to Definitive Contract

  2. Award Status:  Defaults to New

  3. Award ID - Mandatory Fields

  1. Referenced IDV ID - not applicable.

  2. Reason for Modification - Not applicable for a basic contract. Select the value that applies when reporting a modification to a basic contract.

  3. Solicitation ID - Enter the Solicitation Identifier as in FedBizOpps. Number format must be upper case alpha and numeric only with no embedded spaces or special characters. FPDS-NG will convert lower case letters to upper case, remove leading or trailing blank spaces, and remove any non-alphanumeric characters prior to validation.

  4. The Treasury Account Symbol is an optional data element and is made up of three parts: the Agency Identified (2 characters); the Main Account (4 characters); and a Sub Account (3 characters) if one exists.

  5. Initiative - The data element "Treasury Account System Initiative" has a drop down with 'American Recovery and Reinvestment Act' as the only value that can be selected. If this action is not 'American Recovery and Reinvestment Act' leave it as 'Select One'.


  1. Enter data in the Dates section.

  1. Date Signed - Enter the date that the transaction was signed. For a bilateral transaction, this is the later of the date signed by the Contractor or the Contracting Officer. For a unilateral transaction, this is the date signed by the Contracting Officer.

  2. Effective Date - Enter the effective date agreed to by the parties.

  3. Completion date - Enter the mutually agreed upon completion date. This date reflects the current period of performance excluding options that have not been exercised.

  4. Estimated Ultimate Completion Date - Enter the mutually agreed upon estimated ultimate contract completion date for the entire contract including all options whether they have been exercised or not.


  1. Enter data in the Amounts section.

  1. Action Obligation - Enter the net amount of funds (in dollars and cents) obligated or de-obligated by this transaction. If the net amount is zero, enter zero. If the net amount is a de-obligation, enter a minus sign in addition to the net amount.

  2. Base and Exercised Options Value - Enter the total value (in dollars and cents) of the base contract plus all options (if any) that have been exercised at the time of award.

  3. Base and All Options Value (Total Contract Value) - Enter the mutually agreed upon total estimated contract or order value (in dollars and cents) including the base contract and all options whether they have been exercised or not (if any).

  4. Fee Paid for Use of IDV - This data element is Not Applicable for a Definitive Contract.


  1. Enter data in the Purchaser Information section.

  1. Contracting Office Agency ID - This corresponds to the agency that awards the contract. This will be defaulted to the agency that the contracting officer belongs to.

  2. Contracting Office ID - Contracting Office Code must be a valid contracting office code in the FPDS-NG Contracting Office/Funding Office Lookup Table for the agency. If the default code is not appropriate, enter the code for the contracting office that executed or is otherwise responsible for the transaction.

  3. Funding Agency ID - Enter the agency that has funded the transaction. If this field is left blank the system will assume the Contracting Office Agency ID entered is also funding the action. This code must be in the FPDS-NG Agencies/Sub-agency look-up table.

  4. Funding Office ID - Enter the office that is funding the action. –This code must be a valid funding office code in the FPDS-NG Contracting Office/Funding table.

  5. Foreign Funding - If a foreign government or international organization funds some of the cost of the acquisition though Foreign Military Sales, then select 'Foreign Funds FMS'. If a foreign government or international organization funds some cost of the acquisition by means other than Foreign Military Sales, select 'Foreign Funds non-FMS'. If there is no foreign funding, select 'N/A'.


  1. Enter data in the Contractor Information section.

Vendor Registered in SAM

  1. Enter the DUNS number. The vendor address, CAGE Code, and socio economic status will auto populate.

  1. In the Contractor Information section, next to the Name field, click . Use the look up screen to locate a Vendor by entering the following information:

  1. After entering the vendor information click .

  1. Click on the right to load your selection.

  1. If the vendor name and address is used as the search criteria more than one vendor may display in the pick list, click on the left to make your selection.

  1. Click on the right to load your selection.

  1. If the vendor does not display, click and use other criteria like the DUNS number or the Doing Business As Name.

  1. Click .

  1. From the pick list, click on the left to make your selection.

  1. Click on the right to load your selection.

Vendor Not Registered in SAM

  1. If the vendor is not registered in the System for Award Management (SAM), then select the SAM Exception by clicking .

    1. Note: The ellipses button used to search for a vendor registered in SAM is disabled when the SAM exception button is selected. The contractor information for Vendors that are not required to register in SAM is provided by DUN and Bradstreet.

  2. A pick list will display with a selection that defines the reason the Vendor is not required to register in SAM. From the pick list, click on the left to make a selection:

  1. Click on the right to load your selection.

  2. Enter the DUNS number: The vendor information will auto populate. If an invalid DUNS number is entered the Vendor information will not populate and a validation error will be displayed at the top of the screen.

  1. Enter data in the Contract Data section.

  1. Select Type of Contract

  2. This is an optional data element. Select the appropriate value when the PSC is a service.

  3. Multi Year Contract - If the contract is a FAR 17.1 Multiyear Contract, then select 'FAR 17.1 Multiyear Contract'. Otherwise, select 'Not a FAR 17.1 Multiyear Contract'. The key distinguishing difference between multi-year contracts and multiple year contracts is that multi-year contracts buy more than 1 year's requirement (of a product or service) without establishing and having to exercise an option for each program year after the first.

  4. Major Program - If your agency has designated ‘Major Program’ and this award is part of such a program, enter the name of the ‘Major Program’.

  5. National Interest Action - Select the respective value if the contract is awarded in response to any national disaster like Katrina, otherwise select 'None'.

  6. Cost or Pricing Data - Select Yes if Cost or Pricing Data was obtained, No if not obtained, or Not Obtained because the requirement to submit cost or pricing data was waived. (FAR 15.4)

  7. Purchase Card Accepted as Payment Method - Select 'Yes' if purchase card is used to pay the vendor, else, select 'No'.

  8. Undefinitized Action - If the contract is a Letter Contract, then select 'Letter Contract'. If the contract action is some other form of Undefinitized Action, then select 'Other Undefinitized Action'. If the contract action is neither a Letter Contract nor an Undefinitized Action, then select 'N/A'.

  9. Performance Based Service Contract - Indicates whether the contract action is a PBA of services as defined by FAR 37.601.

    1. Select 'Yes - Service where PBA is used' for contracts for services where:

      1. For FY 2004 and prior actions, a minimum of 80% of the anticipated obligations under the procurement must be performance based.

      2. For FY 2005 and later actions a minimum of 50% of the anticipated obligations under the procurements action must be performance based.

    2. Select 'No- Service where PBA is not used' when the procurement is for services but the above PBA standards are not met. Select 'Not Applicable' for contract actions that are predominantly for supplies.

    3. Select 'Not Applicable' for contract actions that are predominantly for supplies.

  10. Contingency Humanitarian Peacekeeping Operation - Select the appropriate option if the action is in support of a contingency, humanitarian, or peacekeeping operation and the award is over $200,000.

  11. Contract Financing - Select the option that best indicates whether or not progress payments, advanced payments, or other financing methods were used.

  12. Cost Accounting Standards Clause - If the contract includes a Cost Accounting Standards clause, then select 'Yes - CAS clause included'. If the contract was subject to Cost Accounting Standards but a waiver was approved, then select 'No - CAS waiver approved'. If the contract is exempt from Cost Accounting Standards, then select 'N/A - exempt from CAS'. (FAR 30)

  13. Consolidated Contract - If the contract action is awarded by DoD or if DoD is the funding activity for an order with an estimated total value that exceeds the threshold based on the Date Signed and the action is a consolidation of contract requirements, then select 'Yes'. It is DOD's responsibility to identify consolidated requirements in the Interagency Agreement. Enter 'No' if the order is not funded by DoD, or if the contract or order:

    1. Select ‘Consolidated Requirements’ when the requirements meet the definition of “Consolidation” or “Consolidated Requirement” at FAR 2.101 but a written determination was not made because 1) the estimated value of the requirements were at or below $2 million OR 2) the requirements are bundled and a written determination for bundling is required.

    2. Select ‘Consolidated Requirements Under FAR 7.107-1(b) Exception’ when the requirements meet the definition of “Consolidation” or “Consolidated Requirement” at FAR 2.101 but do not require a written determination in accordance with FAR 7.107-1(b) Exception.

    3. Select ‘Consolidated Requirements with Written Determination’ when the requirements meet the definition of “Consolidation” or “Consolidated Requirement” at FAR 2.101 and a Written Determination is made in accordance with FAR 7.107-2.

    4. Select ‘Not Consolidated’ when the requirements do not meet the definition of “Consolidation” or “Consolidated Requirement” at FAR 2.101.

  14. Number of Actions - Enter the number of actions.


  1. Enter data in the Legislative Mandates section.

  1. Clinger Cohen Act - Select 'Yes' if the action is subject to the Clinger Cohen Act, otherwise select 'No'.

  2. Labor Standards Act (formerly Service Contract Act) - If the award is subject to Labor Standards Act (FAR 22.10) select 'Yes'. If the award is subject to the Labor Standards Act but the requirements at FAR 22.10 were not followed select 'No'. Select 'Not Applicable' if the dollar threshold is not met, the procurement does not involve services, or if one of the exemptions under 22.1003-3 or 22.1003-4 applies. FAR Clause 52.222-41 "Labor Standards" - that goes with the Service Contract Labor Standards (formerly Service Contract Act)

  3. Materials, Supplies, Articles, and Equip (formerly Walsh Healy Act) - If the award is subject to Materials, Supplies, Articles, and Equip (FAR 22.60) then select 'Yes'. If the award is subject to Materials, Supplies, Articles, and Equip but the requirements at FAR 22.608 and 22.610 were not followed then select 'No'. Select 'Not Applicable' if the procurement does not involve the manufacture or furnishing of supplies, or will be performed outside the U.S., Puerto Rico, or the U.S. Virgin Islands; or will not exceed the dollar threshold; or if one of the exemptions under FAR 22.604-1 and 22.604-2. FAR Clause 52.222-20 "Contracts for Materials, Supplies, Articles, and Equipment Exceeding $15,000" - that goes with Contracts for Materials, Supplies, Articles, and Equipment Exceeding $15,000 (formerly Walsh-Healey).

  4. Construction Wage Rate Requirements (formerly Davis Bacon Act) – - If the award is subject to Construction Wage Rate Requirements (FAR 22.403-1) then select 'Yes'. If the award is subject to Construction Wage Rate Requirements but did not contain the clause 52.222-6 then select 'No'. Select 'Not Applicable' if the award does not meet the dollar threshold or is not for construction, alteration, or repair (including painting and decorating) of public buildings or public works within the United States. FAR Clause 52.222-6 "Construction Wage Rate Requirements" - that goes with Wage Rate Requirements (Construction) (formerly David-Bacon Act)

  5. Additional Reporting - There is a list of values for this data element. Select the value or values that apply to this action. Two or more values can be chosen, unless ‘None of the Above’ is selected.

  6. Interagency Contracting Authority - If the transaction is subject to the Economy Act, select 'Economy Act'. If the transaction is subject to the Other Statutory Authority, select the 'Other Statutory Authority' and provide the name of the authority in the available text field, Other Interagency Contracting Statutory Authority. If no Statutory Authority applies, select 'Not Applicable'.

  7. Other Interagency Contracting Statutory Authority - If the value selected in the Interagency Contracting Authority is 'Other Statutory Authority', then provide the name of the authority in this free form text field.


  1. Enter data in the Principal Place of Performance section.

  1. Place Of Performance Zip Code (+4) - Enter or select the appropriate U.S. Zip Code (+4) to auto populate the City, the State, the County, and the Congressional District. If the Place of Performance is a non-U.S. country, then enter or select the Country. A Postal Code value does not need to be provided for a foreign county but can be entered.


  1. Enter data in the Product or Service Information section.

  1. Product or Service Code - Pick the code that best identifies the product or service procured. If more than one code applies, then report the code that represents most of the ultimate contract value.

  2. NAICS Code - Report the code that was used in the solicitation.

  3. Bundled Contract -

    1. Select ‘Not Bundled’ when the requirements do not meet the definition of “Bundling” at FAR 2.101.

    2. Select ‘Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101.

    3. Select ‘Substantially Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101 and has an estimated value outlined at FAR 7.107-4 Substantial Bundling.

    4. Select ‘Bundled Requirements Under a FAR 7.107-1(b) Exception’ when the requirements meet the definition of “Bundling” at FAR 2.101 but do not require a written determination in accordance with FAR 7.107-1(b).

  4. DOD Acquisition Program - Enter the code for the DoD component followed by the code established for that component for the program, system, or equipment that this transaction is related to.

  5. Country of Product or Service Origin - If the product or service being procured is a domestic end product or service, enter U.S. If the product or service is not a domestic end product or service, enter the country code that designates the preponderance of the product or service.

  6. Place of Manufacture - When product has substantial foreign components or services are performed by foreign entities, this field indicates whether the contract is still technically a U.S. contract. Select Mfg in U.S if the action is predominantly for acquisition of manufactured end products that are manufactured in the United States. Select Mfg outside U.S. - Use outside the United States if the foreign manufactured end products acquired are predominantly for use outside the United States (FAR 25.100). Select Mfg outside U.S. - Resale if the foreign manufactured end products acquired are predominantly for resale(FAR 25.103(d). Select Mfg outside U.S. - Trade Agreements if the foreign manufactured end products are predominantly eligible products acquired under Trade Agreements (FAR 25.402(a)(1)). Select Mfg outside U.S. - Commercial information technology if the foreign manufactured end products are predominantly commercial information technology items (FAR 25.103(e)). Select Mfg outside U.S -Public interest determination if the head of the agency has made a determination that domestic preferences would be inconsistent with the public interest (FAR 25.103(a)). Select Mfg outside U.S. - Domestic non-availability if the foreign manufactured end products were predominantly not domestically available as shown by one of the following: (i) The item is listed at FAR 25.104 (FAR 25.103(b)(1). (ii) The agency did an individual determination (FAR25.103(b)(2)). (iii) No offer of a domestic end product was received, even though the acquisition was synopsized and conducted through full and open competition (FAR 25.103(b)(3). Select Mfg outside U.S. - Unreasonable cost if the cost of the offered domestic end products was unreasonable (FAR 25.103(c), 25.105, and Subpart 25.5) Select Mfg outside U.S. - Qualifying country (DOD only) For DoD only, the foreign manufactured end products are predominantly qualifying country end products (DFARS 225.003 and 225.872-1).

  7. Domestic or Foreign Entity - This field indicates a vendor entity. Select any of the three U.S. related entries or either of the two foreign entries to indicate whether the vendor is a domestic or a foreign entity respectively.

  8. Recovered Materials/Sustainability - Select the appropriate option based on the clauses used in the award. If none of the appropriate clauses were used select No Clauses Included.

  9. InfoTech Commercial Item Category - When the contracting agency or the funding agency is DoD and this procurement is for computer hardware or services, select a value certified by the funding office as to the commercial nature of the products or services.

  10. Claimant Program Code - DoD: A claimant program number designates a grouping of supplies, construction, or other services. Enter the appropriate code from the DoD Procurement Coding Manual Section III, DoD Claimant Program Number.

  11. Sea Transportation - This field designates whether the contractor anticipates some of the supplies may be transported by sea. Select Yes when the contractor's response to the provision at 252.247-7022, Representation of Extent of Transportation by Sea, or 252.212-7000(c)(2), Offeror Representations and Certifications - Commercial Items, indicates that the contractor anticipates that some of the supplies being provided may be transported by sea. Select No if they won't be transported by sea, otherwise select Unknown.

  12. GFP Provided Under This Action - Select the appropriate option.

  13. Use of EPA Designated Products - When purchasing products on the EPA Designated Products List without the required minimum recovered material content, a written justification based on exception codes Price, Performance, or Time is required by FAR 23.405(c). If more than one exception applies or more than one justification was completed, report the predominant exception or the exception that pertains to the highest cost EPA-designated item for which a justification was completed. Select 'Meets Requirements' if EPA-designated product or products were purchased and all contained the required minimum recovered material content. Select 'Justification - Time' if EPA-designated product or products were purchased without the required minimum recovered material content and a justification was completed based on inability to acquire the product(s) competitively within a reasonable time (FAR 23.405(c)(1)). Select 'Justification - Price' if EPA-designated product or products were purchased without the required minimum recovered material content and a justification was completed based on inability to acquire the product(s) at a reasonable price (FAR 23.405(c)(2)). Select 'Justification - Performance' if EPA-designated product or products were purchased without the required minimum recovered material content and a justification was completed based on inability to acquire the product(s) to reasonable performance standards in the specifications (FAR 23.405(c)(3)). Select 'Required No' EPA-designated product(s) were required.

  14. Description of Contract Requirement - Enter a brief description of the goods or services that you are buying.


  1. Enter data in the Competition Info section.

  1. Extent Competed For Referenced IDV - As Definitive Contract does not have a Referenced IDV, value for this field will be blank.

  2. Extent Competed - Click the dropdown and make a selection.

  3. Solicitation Procedures - Click the dropdown and make a selection.

  4. IDV Type of Set Aside - System Generated.

  5. Type of Set Aside - Click the dropdown and make a selection.

  6. Type of Set Aside Source - System Generated.

  7. Evaluated Preference - Click the dropdown and make a selection.

  8. SBIR/STTR - Click the dropdown and make a selection.

  9. Fair Opportunity/Limited Sources - This data element is Not Applicable for a Definitive Contract and will be grayed out.

  10. Other Than Full and Open Competition - Click the dropdown and make a selection.

  11. Local Area Set Aside - Select 'Yes' if preference to the local firms is given through a local area set-aside. Select 'No' if a local area set-aside is not applicable. FAR 6.207

  12. FedBiz Opps - If the transaction is subject to FedBiz Opps, then select 'Yes'. If the transaction is subject to the FAR 5.102 or 5.202 exceptions, then select 'No'. If the Action Obligation on the transaction is less than or equal to $25K, then select 'Not Applicable'.

  13. A-76 Action - Select 'Yes' if the contract action resulted from an A-76/Fair Act competitive sourcing process, otherwise select 'No'.

  14. Commercial Item Acquisition Procedures - Click the dropdown and make a selection.

  15. Number of Offers Received - Enter the number of offers received.

  16. Number of Offers Source - System Generated.

  17. Small Business Competitive Demonstration Program - This field is system generated.

  18. Commercial Item Test Program - Select the appropriate value from the drop down list.


  1. Enter data in the Preference Programs/Other Data section.

  1. Contracting Officer Business Size Selection - Report the Contracting Officer's determination of whether the selected contractor is a small business for this contract.

  2. Subcontract Plan - Subcontracting plan requirement. (See FAR Part 19.702). Select the appropriate option.

  3. Price Evaluation Percent Difference - Enter the appropriate percentage.


  1. Click .