Attachment_3_Contract_Reporting_Data.xls

XLS spreadsheet 64 KB Posted Jan 27, 2016

Attached to: Herbicides and Insecticides IFB
Solicitation number: 0000000179
Issued by: California

About this file

Written by GovTribe AI · Dec 7, 2024

This file is a contract reporting data template from the Department of General Services (DGS) Procurement Division that outlines the required reporting formats for contract usage, subcontractor participation, local business activity, and aging debt reports. The template provides detailed specifications for contractors to report their contract activities, including purchase orders, delivery information, pricing details, and item descriptions.

The template requires comprehensive data collection across 25 columns for contract usage reporting, including unique identifiers, agency information, purchasing details, product specifications, pricing information, and EPP (Environmentally Preferable Purchasing) designations. The subcontractor participation section tracks payments to small businesses (SB), micro businesses (MB), and disabled veteran business enterprises (DVBE). The local business activity report monitors usage and incentive fees for local government agencies, while the aging debt report tracks outstanding payments categorized by time periods ranging from current to over 120 days past due.

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Other files

File	Type	Posted
Attachment_11_APP_Regulations.pdf	PDF	Jan 27, 2016
QA_Set_1_Event_ID_0000000179.docx	DOCX document	Jan 27, 2016
Attachment_5_Bidder_Declaration_Form_(08-09).pdf	PDF	Jan 27, 2016
Attachment_7_DVBE_Incentive.pdf	PDF	Jan 27, 2016
Attachment_1_Pricing_Worksheet.xls	XLS spreadsheet	Jan 27, 2016
Attachment_4_Customer_Reference_Form.docx	DOCX document	Jan 27, 2016
Event_ID_0000000179_-_Addendum_1.pdf	PDF	Jan 27, 2016
Attachment_10_Darfur_Contracting_Act.pdf	PDF	Jan 27, 2016
Attachment_2_Specifications_6813-3389.docx	DOCX document	Jan 27, 2016
Attachment_8_DVBE_Declaration_Form_(STD_843).pdf	PDF	Jan 27, 2016
Event_ID_0000000179_-_Addendum_2.pdf	PDF	Jan 27, 2016
Event_ID_0000000179_Final.pdf	PDF	Jan 27, 2016
QA_Set_2_Event_ID_0000000179.pdf	PDF	Jan 27, 2016

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Template Data Key

TEMPLATE DATA KEY

The following key identifies the column description, format and example for the Contract Usage Report Template.

Column Number

Column 1

Column 2

Column 3

Column 4

Column 5

Column 6

Column 7

Column 8

Column 9

Column 10

Column 11

Column 12

Column 13

Column 14

Column 15

Column 16

Column 17

Column 18

Column 19

Column 20

Column 21

Column 22

Column 23

Column 24

Column 25

Column Name

Supplier Contract Usage ID

Ordering Agency Name

State (S) or Local (L) agency

Purchasing Authority Number (for State departments)

Agency Billing Code

Purchase Order Number

Purchase Order Date

Delivery Date

Contract Line Item Number (CLIN) (RFP ID)

UNSPSC Code

(Version 10)

Manufacturer Part Number (OEM #)

Manufacturer (OEM)

SKU # / Item #

Item Description

Unit of Measure

Quantity in

Unit of Measure

EPP (Y/N)

Quantity

List Price/MSRP

Index Date / Catalog Version

Contract Unit Price

Contract Discount

Extended Contract Price Paid

Core/ NonCore

Group ID/ Segment ID

Description

This value Represents a unique identifier for the row being reported. Ideally, it should be a concatenated value of the Contract Number, Report Period, and a sequential (Unique) identifier.

This is the Department or Local Government Name that best represents the purchasing entity.

Identifies if ordering agency is a State Department or Local Governmental Agency.

Department purchasing authority as assigned by DGS.

A five-digit or six-digit code issued by the DGS for billing purposes.

Identifies the ordering department's unique purchase order number.

The date the agency placed the order.

The date the agency received the order.

This field should match the RFP identifier (unique line item number) from the contract Bid Worksheet.

This field should document the appropriate UNSPSC Commodity Code for each line item.

Identifies supplier's unique identifier for a particular line item.

Identifies the manufacturer's name for each line item.

Identifies supplier's unique identifier for a particular line item.

Informational text about the commodity being purchased. Description should be descriptive enough to show the item is consistent with the specifications (high-level).

Unit of Measure - Descriptor of the packaging unit (i.e. each, box, dozen, case, lbs, pallet etc).

This field will carry the number of base units in the packaging of the products.

Line item is categorized as an EPP Product (having one or more of the EPP Attributes as identified in Section 6).

The Quantity purchased for each line item. All returned items are reported as a negative number.

An independently verifiable public price available to the general public.

The date that designates when the source Index Price or catalog was captured. Helps DGS track index price changes (historical frame of reference)

This is the contractual price for a given line item based on the price that was bid, as relative to the

contract unit of measure.

For commodities with a discount structure - this value represents the contractual discount off the List Price.

For commodities with a fixed price structure, discount is derived based on the following calculation: ((List Price - Contract Price)/List Price) = Contract Discount %.

The suppliers representation of the extended contractual price (Contract Unit Price * Quantity)

This is a Core/NonCore field which indicates whether the Contract Line Item represents a fixed price item for a specific commodity (CORE), or if the pricing information represents a pricing discount for a group of items (NON-CORE)

This non-core identifier will uniquely categorize each commodity grouping to its respective contractual discount(s).

Format

Variable Character

State - "S"

Local - "L"

Variable Character

Date

Variable Character

Integer

Variable Character

Integer

Yes/No

Integer

Currency

Date / Variable Character

Currency

Percentage

Currency

Variable Character

Example

Contract Number + YYYYMM + Report Row Sequence Number

Department of General Services

9G-1209-DGS-HQ1

003110

2832820

6/30/08

7/1/08

625

43211503

PT-674344457

4576543245-JH/4567C

HP Compaq 8710p Notebook PC

BOX

Yes

$2,500.00

OSD 15

$1,650.00

66%

$ 1,650.00

Non-Core

Provided by

Supplier

Contract Administrator

Supplier

&RAttachment 3

Usage Report Template

Department of General Services

CONTRACT USAGE REPORT

PROCUREMENT DIVISION

Contractor Name:

Contract Number:

Reporting Period:

Column 1

Column 2

Column 3

Column 4

Column 5

Column 6

Column 7

Column 8

Column 9

Column 10

Column 11

Column 12

Column 13

Column 14

Column 15

Column 16

Column 17

Column 18

Column 19

Column 20

Column 21

Column 22

Column 23

Column 24

Column 25

Supplier Contract Usage ID

Ordering Agency Name

State (S) or Local (L) agency

Purchasing Authority Number (for State departments)

Agency Billing Code

Purchase Order Number

Purchase Order Date

Delivery Date

Contract Line Item Number (CLIN) (RFP ID)

UNSPSC Code

(Version 10)

Manufacturer Part Number (OEM #)

Manufacturer (OEM)

SKU # / Item #

Item Description

Unit of Measure

Quantity in

Unit of Measure

EPP (Y/N)

Quantity

List Price/MSRP

Index Date / Catalog Version

Contract Unit Price

Contract Discount

Extended Contract Price Paid

Core/ NonCore

Group ID/ Segment ID

Subcontractor Participation

Department of General Services

PROCUREMENT DIVISION

SUBCONTRACTOR PARTICIPATION REPORT

Contract Name:

Contractor Name:

Monthly Sales Total $

Contract Number:

Monthly Participation Total $

$ - 0

Reporting Month:

Monthly Participation %

0.00%

Note: Report all payments to the subcontractors

Participation Payments to Subcontractors

Column 1

Column 2

Column 3

Column 4

Column 5

Column 6

Column 7

Column 8

Column 9

Column 10

Column 11

Column 12

Column 13

Ordering Agency Name

Purchase Order Number

Purchase Order Date

Purchase Order Total $

Subcontractor Name

Subcontractor SB/DVBE Certification #

Identify Subcontractor as SB/MB/DVBE/NA

Work Performed or Product Provided

SB Participation Amount $

DVBE Participation Amount $

Payment Issued Date

Check #

Payment Amount $

Local Business Activity Report

	CONTRACT REPORTING DATA
	Local Business Activity Report
	Contractor Name:							Total Local Usage (Dollar $ Value):	$ - 0
	Contract Number:							Total Incentive Fee (Dollar $ Value):	$ - 0
	Reporting Month:
	Column Number	Column 1	Column 2	Column 3	Column 4	Column 5	Column 6	Column 7	Column 8
	Column Name	Supplier ID	Local Governmental Agency Name	Purchase Order Number	Purchase Order Date	Total Purchase Amount
(excluding taxes)	Agency Contact Name	Agency Telephone Number	Agency Address

Aging Debt Report

CONTRACT REPORTING DATA
Contractor Name:					Cash Discount Terms:
Contract Number:
Reporting Month:
Column 1	Column 3	Column 4	Column 5	Column 6	Column 7	Column 8	Column 9
Department Name	Total Current Debt	Status of Debt
	Current Debt	Within Terms	Over Terms and within 45 days	46-60 Days	61-90 Days	91-120 Days	Over 120 days

&L&"Arial,Bold"Form #: CMU 09-06d&"Arial,Regular"

REV 3/1/2013

Aging Debt Report Key

CONTRACT REPORTING DATA
Contractor Name:					Cash Discount Terms:
Contract Number:
Reporting Month:
Column Number	Column 1	Column 3	Column 4	Column 5	Column 6	Column 7	Column 8	Column 9
Column Name	Department Name	Total Current Debt	Status of Debt
		Current Debt	Within Terms	Over Terms and within 45 days	46-60 Days	61-90 Days	91-120 Days	Over 120 days
Description	This is the Department or Local Government Name that best represents the purchasing entity.	Department's total outstanding debt.	Dollar amount of outstanding debt within Cash Discount Terms.	Dollar amount of outstanding debt over Cash Discount Terms but within 45 days of invoice date.	Dollar amount of outstanding debt 46-60 days from invoice date.	Dollar amount of outstanding debt 61-90 days from invoice date.	Dollar amount of outstanding debt 91-120 days from invoice date.	Dollar amount of outstanding debt over 120 days from invoice date.
Format	Variable Character	Currency	Currency	Currency	Currency	Currency	Currency	Currency
Example	Department of General Services	$ 50,000.00	$ 50,000.00	$ 50,000.00	$ 50,000.00	$ 50,000.00	$ 50,000.00	$ 50,000.00
Provided by	Supplier	Supplier	Supplier	Supplier	Supplier	Supplier	Supplier	Supplier

&L&"Arial,Bold"Form #: CMU 09-06d&"Arial,Regular"

REV 3/1/2013

File details come from the government source that posted it. Updated Dec 7, 2024.