Understanding FPDS Solicitation Date Field Guidelines
The FPDS Solicitation Date Field specifies the crucial date to be recorded for awards above the SAT, outlining when solicitations were issued for new contracts, purchase orders, task/delivery orders, or BPA calls. The date provided plays a significant role in procurement processes and compliance requirements, ensuring transparency and accuracy in contract management.
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Solicitation Date For award of a new contract, purchase order, task\delivery order, or BPA Call valued above the SAT and if Simplified Acquisition Procedures are not used as a method of solicitation, a solicitation issuance date must be provided, regardless of whether the new award: Was required to be advertised (i.e., posted on FBO, etc.); Is an order under a single-award indefinite-delivery contract; or, Is an award that was not competed. Instruction: Task\Delivery Orders or BPA Calls: Enter the date an RFQ\Solicitation was issued. If no formal RFQ\Solicitation is issued, (i.e., orders under a single award IDIQ) enter the date the requirement was provided to the contractor When the action is the award of a task\delivery order using existing pre- priced line items under an indefinite-delivery contract where no proposal is required (i.e., there are no elements of the delivery or performance to negotiate), for example, a contract for routine parts, use the date of the award as the 'Solicitation Date. 2
Solicitation Date (contd) For awards made in response to unsolicited proposals, the 'Solicitation Date' is the date when the offeror is notified of proposal acceptance for negotiations and/or award. When the action is the award of a contract under a Broad Agency Announcement (BAA), use the date when a final (not draft) combined synopsis/solicitation is issued as the ' Solicitation Date' except: For two-step BAAs, including white paper submissions for review, selection, and subsequent request for full proposals, the 'Solicitation Date' is the date when the Contracting or Agreements Officer signs the proposal request; Under BAAs with calls, the 'Solicitation Date' is the date when the individual call is issued; For open BAAs, when white papers and/or proposals are accepted for review over an extended period (typically open for a year or longer), the 'Solicitation Date' is either the date when the Contracting or Agreements Officer signs a proposal request (white papers) or the date on which the proposal is submitted, whichever is earlier. 3
Examples A single award IDIQ was awarded 10/20/19. A new task\delivery order was provided to the contractor and was signed\obligated on 5/21/21. There was no solicitation or statement of work provided to the contractor ahead of time for the task\delivery order, i.e., the requirement\tasks went out with the task\delivery order that was issued. What is the solicitation date in FPDS? The Solicitation Date in FPDS would 5/21/21-the day you provided the contractor with the requirement\tasks, which in this case happened to be when you provided the task\delivery order. 4
Examples A single award BPA was awarded on 4/5/21. You provided the contractor with a statement of work for an upcoming BPA Call on 4/12/21. The BPA Call is signed\obligated on 4/15/21. What s the Solicitation Date in FPDS? 4/12/21 because that was the date you provided the contractor with the requirement\statement of work. REMEMBER: The Solicitation Date for Task\Delivery Orders and BPA Calls is the date you gave the contractor a solicitation\statement of work\requirement for that specific award-NOT the parent award (i.e., the IDIQ). If you gave the statement of work\requirement at the exact same time you issued the task\deliver order or BPA Call, then that is the date used for the FPDS Solicitation Date field. If you gave the contractor the statement of work\requirement ahead prior to issuing the award then you use THAT date for the FPDS Solicitation Date field. 5
Contract Writing System Warning Be careful! Some contract writing systems have been incorrectly providing the solicitation date of the IDV for task\delivery orders and that is wrong! Make sure your system is not pre-filling this date. Check your system settings and make sure to complain to your provider if the system is doing this. 6
