Guidelines for Writing Clear Award Descriptions in Federal Procurement Data System (FPDS)
Ensure all descriptions of requirements in FPDS are clear, concise, and in plain English. Avoid using acronyms, abbreviations, or jargon. Describe accurately what is being purchased or modified. Be cautious of auto-populated information and ensure consistency with corresponding FPDS fields. Include necessary details without personal information. Follow OMB instructions when required, but always provide a plain English description of the procurement or modification.
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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.
