Best Practices for Writing Award Descriptions in Procurement
Creating effective award descriptions in procurement is crucial for clarity and accuracy. Descriptions must be in plain English, be more than one word, and contain no acronyms or jargon. It is essential to accurately describe the procurement or modifications being made, avoiding including personal information and ensuring consistency with corresponding fields in FPDS. Following these best practices helps in transparent communication and compliance with standards.
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Award Descriptions\Description of Requirement
Award Descriptions All Descriptions of Requirement in FPDS MUST: Be in plain English Be more than one word! Contain no acronyms, abbreviations, or jargon Accurately describe what you are buying or in the case of modifications, what the mod is doing.
Award Descriptions For modifications, you should be explaining what the modification is doing. The gold standard is to explain what the modification is doing AND describe what the procurement is for. Example: This award for accounting services is being modified by exercising option year one.
Award Descriptions Be careful of what your Contract Writing System provides!!! It may automatically bring over info from the PR which is not accurate or uses the wrong terminology. For example, The resulting contract It may cut off the description!
Award Descriptions GOOD: This award is for Information Technology Services for headquarters. This award for information technology services is being modified by exercising option year one. BAD: Operations & Maintenance Berthing services Meals
Award Descriptions IF you are going to include information in the Description of Requirement field that recaps contract amounts or contract dates (period of performance, etc.) MAKE SURE THEY MATCH THE CORRESPONDING FIELDS IN FPDS. NEVER INCLUDE: Names of people, email addresses, phone numbers
Award Descriptions At times OMB may instruct agencies to put information in the Description of Requirement field in addition to the plain English language description Remember, even in these cases, you MUST still provide a plain English language description of what you are purchasing\what you are doing under a modification.
