Create a Federal Supply Schedule (FSS)

Introduction

A Federal Supply Schedule is a GSA schedule contracting office issued publication containing the information necessary for placing Delivery Orders with Schedule contractors. Ordering offices issue delivery orders directly to the schedule contractors for the required supplies and services.

The Federal Supply Schedule program, directed and managed by the General Services Administration (GSA), provides Federal agencies with a simplified process for obtaining commonly used commercial supplies and services at prices associated with volume buying (also see 8.002). IDVs (including requirements contracts) are established with commercial firms to provide supplies and services at stated prices for given periods of time. Similar systems of schedule-type contracting are used for military items managed by the Department of Defense. These systems are not included in the Federal Supply Schedule program covered by this subpart.

Instructions on Reporting a Federal Supply Schedule

Steps:

1. From the Home screen, within the Basic IDVs section, click the FSS contract type.

2. Enter data in the Document Information section.

1. IDV Type: Defaults to FSS

2. IDV Status: Defaults to "NEW"

3. IDV ID - Mandatory Fields

• Agency Code (Agency) - Enter the appropriate four (4) digit agency or subagency identification code.

• PIID - Enter the unique identifier for the award. PIID shall follow the Uniform PIID Structure. The first six characters must match the Contracting Office ID (AAC). The 7th and 8th characters must match the fiscal year of the Date Signed. The 9th character represents the type of instrument. Positions 10 through 17 will be assigned by the Agency. Format must be upper case alpha and numeric only with no embedded spaces or special characters. FPDS will convert lower case letters to upper case, remove leading or trailing blank spaces, and remove any non-alphanumeric characters prior to validation.

• Mod No - Defaults to '0' on a base contract. Enter a unique value when reporting a modification to a base contract. The modification number must start with an (A) or a (P). The length must be six characters.

4. Referenced IDV ID - Not Applicable.

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

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

7. Treasury Account Symbol - The Treasury Account Symbol is an optional data element and is made up of three parts: the Agency Identifier (2 characters); the Main Account (4 characters); and a Sub Account (3 characters) if one exists. As of June 28, 2019, the Treasury Account Symbol fields will be Not Applicable and will be grayed out. That includes all three parts: the Agency Identifier (2characters); the Main Accounts (4 characters); and a Sub Account (3 characters).

8. 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. As of June 28, 2019, the Initiative field will be Not Applicable and will be grayed out.As of June 28, 2019, the Treasury Account Symbol fields will be Not Applicable and will be grayed out. That includes all three parts: the Agency Identifier (2characters); the Main Accounts (4 characters); and a Sub Account (3 characters).

3. 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 Entity or the Contracting Officer. For a unilateral transaction, this is the date signed by the Contracting Officer.

2. Period of Performance Start Date - Enter the period of performance start date agreed to by the parties.

3. Last Date to Order - Enter the last date an order may be placed against this IDV.

4. 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. This is an optional field on a FSS.

2. Base and All Options Value Amount (Total Contract Value) - Enter the total estimated contract.

3. Total Estimated Order Value - For a new IDV: Enter the total estimated value for all potential orders that are expected to be placed against this IDV. Do NOT include any obligated amounts that may have been placed on the IDV itself. If you are reporting on a modification and this value has changed, enter the new total estimated order value. This is a Required Data Element.

5. Enter data in the Purchaser Information section.

1. Contracting Office Agency ID - Defaults from the User's profile.

2. Contracting Office ID - Enter the agency-supplied code of the office that executes the transaction.

You can change the defaults by clicking to get the Agency Selection Screen.

3. Funding Agency ID - Enter the agency that has funded the transaction. Funding Agency Code must be in the FPDS Agencies/Sub-agency look-up table.

4. Funding Office ID - Enter the office that is funding the action. Funding Office ID Code must be a valid funding office code in the FPDS Contracting/Funding Office 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'.

6. Enter data in the Entity Information section.

Entity Registered in SAM

1. Enter the Unique Entity ID (UEI). The entity address, CAGE Code and socio economic status will auto populate.

Note: The entity information will only auto populate if you have JavaScript turned on in your browser. If your agency does not allow JavaScript in your browser, when the document is saved the entity information will update to match the Unique Entity ID (UEI) you have entered.

2. In the Entity Information section, next to the Legal Business Name field, click . Use the lookup screen to locate an Entity by entering the following information:

• Legal Business Name

• Or Address

• Or Unique Entity ID (UEI)

3. After entering the entity information, click .
   Note: If the entity name and address is used as the search criteria, more than one entity may display in the pick list. If the entity does not display, click and use other criteria like the Unique Entity ID (UEI) or the Doing Business As Name.
   

5. Click the radio button on the left to make your selection.

6. Click on the right to load your selection.

Entity Not Registered in SAM

1. If the entity is not registered in the System for Award Management (SAM), then select the FAR 4.1102 Exception by clicking the ellipsis . Note: This data element is the same as the "2 CFR Part 25 Exception" data element in FAADC.

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

• Awards made to foreign entities for work performed outside the United States, if it is impractical to obtain SAM registration.

• Classified contracts when registration in the SAM database, or use of SAM data, could compromise the safeguarding of classified information or national security.

• Contracting Officers deployed in the course of military operations, including, but not limited to, contingency operations as defined in 10 U.S.C. 101(a)(13) or humanitarian or peacekeeping operations as defined in 10 U.S.C. 2302(7).

• Contracting Officers conducting emergency operations, such as responses to natural or environmental disasters or national or civil emergencies, e.g., Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5121).

• Contracts to support unusual or compelling needs.

• Purchases that use a government-wide commercial purchase card as both the purchasing and payment mechanism, as opposed to using the purchase card only as a payment method.

• Micro-purchases that do not use the electronic funds transfer (EFT) method for payment and are not required to be reported (see subpart 4.6).

3. Click on the right to load your selection.

4. Enter the Unique Entity ID (UEI). The entity information will auto populate. If an invalid Unique Entity ID (UEI) is entered, the Entity information will not populate and a validation error will be displayed at the top of the screen.

7. Enter data in the Contract Data section.

1. Select Type of Contract - Select the value that best describes the contract type.

2. Inherently Governmental Functions - This is Not Applicable for an FSS.

3. Major Program - This is Not Applicable for an FSS.

4. National Interest Action - The respective value if the contract is awarded in response to any national disaster like Katrina, otherwise 'None'. As of 1/27/2024, the National Interest Action field is not selectable for all record types where the field was previously open.

5. Type of IDC - This is Not Applicable for an FSS.

6. Multiple or Single Award IDV - This data element is auto populated with Multiple Award.

7. Program Acronym - This is Not Applicable for an FSS.

8. Cost or Pricing Data - This is Not Applicable for an FSS.

9. 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)

10. Consolidated Contract - Enter Code A, ‘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. Enter Code B’ 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. Enter Code C, ‘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. Enter Code D, ‘Not Consolidated’ when the requirements do not meet the definition of “Consolidation” or “consolidated requirement” at FAR 2.101.

11. Undefinitized Action - This is Not Applicable for an FSS.

12. Multiyear Contract - This is Not Applicable for an FSS.

13. 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.

14. Emergency Acquisition - This is Not Applicable for an FSS.

8. 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 - The data element is required on an FSS, GWAC, BOA, IDC, and Part 13 BPA. It populates to the Modifications and a Part 8 BPA populates from the FSS. Select Yes if the IDV is subject to Labor Standards and the Labor Standards clause and wage determination or the collective bargaining agreement is included in the award. Otherwise, select No or Not Applicable. (FAR 22.10). Select Not Applicable if the award does not meet the dollar threshold or was listed as exempt under FAR 22.10. See Data Dictionary Element 7C Use Case for appropriate data entry requirements. 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 - The data element is required on an FSS, GWAC, BOA, IDC, and Part 13 BPA. It populates to the Modifications and a Part 8 BPA populates from the FSS. Select Yes if the IDV is subject to Materials, Supplies, Articles, and Equipment and the Materials, Supplies, Article, and Equipment clause is included in the award. The Materials, Supplies, Articles, and Equipment applies to the manufacture or furnishing of materials, supplies, articles, and equipment (referred to as supplies) in any amount exceeding $10,000. Otherwise, select No or Not Applicable. (FAR 22.6). Select Not Applicable if the dollar threshold was not met or if the award was exempt based on the fact that it was not a manufactured item. See Data Dictionary Element 7B Use Case for appropriate data entry requirements. 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 The data element is required on an FSS, GWAC, BOA, IDC, and Part 13 BPA. It populates to the Modifications and a Part 8 BPA populates from the FSS. Select Yes if the award is subject to the Construction Wage Rate Requirements clause and wage determination or the collective bargaining agreement is included in the IDV. The Construction Wage Rate applies to contracts in excess of $2,000 for construction, alteration, or repair (including painting and decorating) of public buildings or public works within the United States. Otherwise, select No or Not Applicable. (FAR 22.403-1). Select Not Applicable if the procurement is not for construction or if the dollar threshold was not met. See Data Dictionary Element 7D Use Case for appropriate data entry requirements. The FAR Clause 52.222-6 “Construction Wage Rate Requirements” – that goes with Construction Wage Rate Requirements (Construction) (formerly Davis 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.

9. Enter data in the Interagency Contracting Authority section.

1. 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'.

2. 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

10. Enter data in the Contract Marketing Data section.

1. Website URL

2. Who can use

3. Agency codes/Other Text

4. Email Contact

5. Maximum Order Limit

6. Fee for Use of Service

7. Ordering Procedure

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

3. Claimant Program Code - This is Not Applicable for an FSS.

4. Bundled Contract - Select 'Mission Critical' if the agency has determined that the consolidated of requirements is critical to the agency's mission, but the measurably substantial benefits do not meet the thresholds set forth in the FAR 7.107 to determine that the consolidation is necessary and justified. B OMB Circular A-76. Select 'OMB Circular A-76' if the agency used the OMB Circular A-76 process to determine that the consolidation of the requirements is necessary and justified rather than applying the substantial benefits analysis required by FAR 7.107. Select 'Other' when the requirement is "bundled" and neither 'Mission Critical' nor 'OMB Circular A-76' applies. Select 'Not Applicable' if the contract requirements were not bundled or if this is a consolidated contract. Select ‘Not a Bundled Requirement’ if the contract requirements were not bundled or if this is a consolidated contract. The above values will only be able to be selected if the “Date Signed” on the action is on or earlier than February 2, 2017. Beginning with the new values, the thresholds have been deprecated.
   
   The values for Bundled Contracts have changed beginning for actions with a “Date Signed” on or later than February 3, 2017. See below.
   
   Enter Code E ‘Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101. Enter Code F, ‘Substantially Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101 but has an estimated value outlined at FAR 7.107-4 Substantial Bundling. Enter G, ‘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). Enter Code H, ‘Not Bundled’ when the requirements do not meet the definition of “Bundling” at FAR 2.101.

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

6. Recovered Materials/Sustainability - This data element is required on an FSS when the 'Date Signed' is 4/29/2023 or later.

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

8. Sea Transportation - This data element is Not Applicable to an FSS.

9. Description of Contract Requirement - Enter a brief description of the goods or services that you are buying or for an IDV, a brief description of the goods or services available.

12. Enter data in the Competition Info section.

1. Extent Competed For Referenced IDV - This data element is Not Applicable for an FSS.

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

3. Source Selection Process - Click the dropdown and make a selection.

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

5. IDV Type of Set Aside - Not Applicable.

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

7. Type of Set Aside Source - Not Applicable.

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

9. SBIR/STTR - This data element is Not Applicable to an FSS.

10. Fair Opportunity/Limited Sources - This data element is Not Applicable to an FSS and will be grayed out.

11. Other Than Full and Open Competition - Click the dropdown and make a selection. This is an optional field for an FSS.

12. Commercial Products or Services Acquisition Procedures - Click the dropdown and make a selection.

13. A-76 Action - Select 'Yes' if the contract action resulted from an A-76/Fair Act competitive sourcing process, otherwise select 'No'. As of 10/29/2022, the A-76 Action field is Not Applicable for all record types where the field was previously open.

14. Contract Opportunities Notice - If the transaction is subject to Contract Opportunities Notice, 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'.

15. 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)

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

17. Number of Offers Soure - Not Applicable.

18. Small Business Competitiveness Demonstration Program will be derived based on the NAICS code, referenced IDV and the entity business type.

19. Simplified Procedures for Certain Commercial Products and Commercial Services - Select ‘Yes’ if simplified procedures for certain commercial products/services used. Select ‘No’ if simplified procedures for certain commercial products/services not used.

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

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

2. Subcontract Plan - Subcontracting plan requirement. (See FAR Part 19.702).  Report the code for the subcontracting requirement.

14. Click .