ePS_RFP_Attach_2_SRS_Attachment_5_ePS_COTS_CWS_Data_Validations.pdf

N00039-17-R-0002 electronic Procurement System

Request for Proposal

Attachment 2: System Requirements Specification

SRS Attachment 5: ePS COTS CWS Data Validations

ACAT 1

Version 1.2

6 March 2017

Distribution Notice D: Authorized to the Department of Defense (DoD) and DoD Contractors only. This document is for administrative or operational use, as of the date of approval for this document. Refer to the Program Manager (PM), PMW 220 Navy Enterprise Business Solutions

(Navy EBS), Program Executive Office Enterprise Information System (PEO EIS), Washington

Navy Yard, 1325 10 th

St. SE, Bldg. 196, Washington, D.C. 20374 for additional document requests.

Handling and Destruction Notice: Comply with distribution statement and destroy by any method that will prevent disclosure of contents or reconstruction of the document.

System Requirements

Specification

(SRS)

COTS CWS Data Validations

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1 COMMERCIAL OFF THE SHELF (COTS) CONTRACT

WRITING SYSTEM (CWS) DATA VALIDATIONS

The following table includes data element validations that the COTS CWS must perform internal to the solution (e.g. before a document is approved). The table does not address all data elements validations that must be addressed by or included in the COTS CWS solution, but rather specific data validations that are critical to the Department of the Navy (DON) Procure-to-Pay (P2P) and

Contract Vendor Pay (CVP) processes and must be addressed according to specified rules, criteria and regulations.

The table is defined by:

Class: Identifies the high level procurement process associated to the validation

Business Name: Identifies the procurement process step associated with the validation

Edit: The validation

Error Level: Warning (W) or Error (E)

Table 1-1: COTS CWS Data Validations

CLASS BUSINESS NAME EDIT

ERROR

LEVEL

Award

(Awd) Admin Office If Admin office exists, it must be "current" W

Awd Admin Office If Admin office exists, it must be "approved" W

Awd Admin Office

If Admin office exists, it must have an identifier (Contractor and Government Entity (CAGE), Department of Defense

Activity Address Code (DoDAAC), or Data Universal

Numbering System (DUNS)) other than null or spaces.

W

Awd Clause Local clauses must exist in full text, rather than by reference W

Awd Clause Fill-in clause must have fill-in text. W

Awd Clause

If variations in quantity are specified in the award, Federal

Acquisition Regulation (FAR) 52.211-16 or FAR 52.211-18 must be included with the award

E

Awd Contract Line Item

Number (CLIN)

An award must have at least one line item. Bypass this check for Basic Ordering Agreements (BOA) or basic agreements.

E

Awd Discount Terms Discount terms detected, but days due missing or format is invalid… please update using popup E

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CLASS BUSINESS NAME EDIT

ERROR

LEVEL

Awd

Discount terms

DON changed to a warning

Discount terms detected, but format contains a decimal point…please confirm W

Awd

Defense Priorities and Allocations

System (DPAS)

Code

If DPAS code exists, must begin with DO- or DX- E

Awd DPAS Code If DPAS code exists, must be length of 5 E

Awd DPAS Code If DPAS code exists, must be in uppercase E

Awd

Electronic Funds

Transfer (EFT)

Code

If the EFT code is unmarked as not applicable, there must be an exclusion reason E

Awd Exchange Rate If currency is not "$", an exchange rate must exist. E

Awd Exchange Rate If currency is not "$", the currency chosen must not have been deleted by the system administrator.

W

Awd Exchange Rate If currency is not "$", the currency chosen the conversion should be the most current.

W

Awd Funding For new awards, contract cannot use contract level funding, only line item (clin_id = -1 on contract level funding) E

Awd Funding

For modifications, warn user if mod uses contract level funding

(clin_id = -1 on contract level funding); bypass this check for mods where the original used contract level funding.

W

Awd Funding Sum of line item level funding must equal the total CLIN funding E

Awd Issuing office Issuing office must be "current" E

Awd Issuing office Issuing office must be "approved" E

Awd Issuing Office An award or mod must have an issuing office E

Awd

Issuing Office

Department of

Defense Activity

Address Code

An award or mod must have an issuing office DoDAAC E

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ERROR

LEVEL

(DoDAAC)

Awd Issuing Office

DoDAAC The DoDAAC must be 6 positions E

Awd Non-DoD number If Procurement Instrument Identifier (PIID) position 9 = "F", the parent contract can NOT be a DoD contract E

Awd Pay Office Pay office must be "current" E

Awd Pay Office Pay office must be "approved" E

Awd

Pay Office DON changed to a warning

No payment Information, this award may reject from

Electronic Document Access (EDA) W

Awd Pay Office

DoDAAC An award must have a payment office DoDAAC E

Awd

Procurement

Instrument

Identifier (PIID)-

Supplemental

Procurement

Instrument

Identifier (SPIID)

In order for Integrity to perform validations, the PIID-SPIID must meet FAR formatting specifications W

Awd Total Cost For non-basic contracts, there must be a total cost from CLINs, and it must be non-zero.

E

Awd Vendor An award or mod must have a vendor E

Awd Vendor A vendor address must be "current" E

Awd Vendor A vendor must be "approved" E

Awd Vendor A United States (US) vendor must have a CAGE code E

Awd Vendor The CAGE code must be 5 positions W

Awd

Non-DoD Number

DON does not use this edit. Coded around.

Type F award without corresponding parent contract detected...please update award

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ERROR

LEVEL

Awd

Unit Price DON does not use this edit. Coded

Around.

A priced CLIN that is Cost Plus Award Fee (CPAF) must have an estimated cost and either a base fee OR an award fee unless the line item Undefinitized Contract Action (UCA) indicator is on, or “Not Separately Priced (NSP)” is designated.

E

Awd

Vendor

DON does not use this edit. Coded

Around.

Effective Date missing. Please update Award E

Delivery

Order

(DEL)

Delivery Date All priced CLIN/subCLINs must have a required delivery date or a period of performance E

DEL

Period of

Performance

All priced CLIN/subCLINs must have a period of performance start date or a delivery date E

DEL

Period of

Performance

All priced CLIN/subCLINs must have a period of performance end date or a delivery date E

DEL POP/Delivery Date Priced CLIN is missing a period of performance or a delivery date E

DEL

Ship To CAGE

Code “Ship To” CAGE Code must be five characters long. E

DEL Ship To DoDAAC “Ship To” DoDAAC must be six characters long. E

DEL

Ship To DoDAAC and CAGE Code Ship To DoDAAC and CAGE Code cannot be blank. E

CLIN/Line CLIN

A line item with a funding source must also have a CLIN #.

Bypass this on a modification to an award that did not have a

CLIN#.

E

Line CLIN $ For a non-option year priced CLIN, line item funding should = line item cost, rounded to nearest cent W

Line Cost Code Cost code must be 12 characters long W

Line Delivery

All priced CLINs or subCLINs that have not been cancelled or terminated, must have a CLIN delivery date or a performance delivery date. CLINS that have a cost constraint of NSP are excluded from this check.

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LEVEL

Line Description There must be a CLIN description E

Line

Funds Alignment

(Navy Enterprise

Resource Planning

(Navy ERP)

Funding was increased on a previously awarded CLIN or sub-

CLIN. This is not allowed

Line

Line of

Accountings

(LOA)

Mechanization of Contract Administration Services (MOCAS) edit - when the LOA has a service designator of 97 or 17 the data length of the LOA must be 39, 41, 43, 44, 54, 56, or 57.

E

Line LOA

MOCAS edit – when the LOA has a data length of forty-one then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

Centralized Master Edits Table (CMET).

E

Line LOA

MOCAS edit – when the LOA has a data length of fifty-four then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

E

Line LOA

MOCAS edit – when the LOA has a data length of forty-four then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

E

Line LOA

MOCAS edit – when the LOA has a data length of fifty-seven then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

E

Line LOA

MOCAS edit – when the LOA has a data length of thirty-nine then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

E

Line LOA

MOCAS edit – when the LOA has a data length of forty-three then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

E

Line LOA

MOCAS edit – when the LOA has a data length of fifty-six then the format of the LOA is checked for spaces in specific locations. The format requirements for MOCAS are located in

CMET.

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ERROR

LEVEL

Line Local Info Field #1

(Navy-ERP)

All funded CLIN/subCLINs must have the CLIN Level Local

Info field #1 Simplified Acquisition Procedures (SAP)

Purchase Request (PR) # be a 10 digit number

E

Line Local Info Field

#1(Navy-ERP)

All funded mod CLIN/subCLINs for awards issued before Apr

21, 2003 will display a warning that the CLIN Level Local Info field #1 SAP PR # may require a 10 digit number

W

Line Local Info Field #2

(Navy-ERP)

All funded CLIN/subCLINs must have the CLIN Level Local

Info field #2 SAP PR Line Item # be a 5 digit number E

Line Local Info Field #2

(Navy-ERP)

All funded CLIN/subCLINs must have the CLIN Level Local

Info field #2 SAP PR Line Item # be a 5 digit number W

Line

Major Defense

Acquisition

Program/ Major

Automated

Information

System

(MDAP/MAIS)

All priced CLIN/subCLINs must have a MDAP/ MAIS Code.

The MDAP/MAIS Code is a required field in Federal

Procurement Data System – Next Generation (FPDS-NG) to complete the Contract Action Report (CAR).

E

Line

Military Standard

Requisitioning and

Issue Procedures (MILSTRIP) Code

A priced CLIN with a MILSTRIP cannot begin with “G”, “I”, “O”, “X”, or “Y”.

E

Line MILSTRIP Code A priced CLIN with a MILSTRIP must be 14 or 15 characters. E

Line

North American

Industry

Classification

System (NAICS)

All priced CLIN/subCLINs must have a NAICS Code. The

NAICS Code is a required field in FPDS-NG to complete the

CAR.

E

Line NAICS All priced CLINs must have a current NAICS code. This edit checks to see if the NAICS code has been marked as deleted E

Line National Stock

Number (NSN) A priced CLIN with an NSN cannot contain dashes (-). E

Line NSN For info only CLINs you must have an NSN E

Line Packing If pack size is specified, pack size unit must be specified E

Line Packing If pack size unit is specified, the pack size must be specified E

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ERROR

LEVEL

Line Packing If gross weight is specified, weight qualifier must be specified E

Line Packing If gross weight is specified, weight unit of measure must be specified E

Line Packing If weight unit of measure is specified, the gross weight must be specified E

Line Packing If length, width, or height is specified, dimensional unit must be specified E

Line Packing If dimensional unit is specified, the length, width or height must also be specified E

Line Program Code All priced CLIN/subCLINs must have a Claimant Program

Code (PROG). Please enter a PROG.

E

Line Quantity

A priced CLIN or subCLIN that is fixed price (except Fixed

Price Incentive (FPI)), or Time and Materials (T&M) or Labor

Hours (LH) must contain a quantity (not null or blank), except on Indefinite Delivery Indefinite Quantity (IDIQ) contracts and agreements

E

Line Shipping If there is a "Ship to" address, there must be an associated quantity.

E

Line Shipping Address An informational CLIN must not have “Ship To” information E

Line Shipping Address A shipping address must be "current" E

Line Shipping Address A shipping address must be "approved" E

Line Shipping Address A CLIN with a delivery schedule must have a “Ship To” organization.

W

Line Unit of Issue Priced CLIN or subCLIN must have a unit of issue E

Line Unit of Issue, Quantity

A priced CLIN with a unit of issue must have a quantity specified. Bypass this check for agreements and external agreements.

E

Line Unit of Issue, Quantity

A priced CLIN with a quantity must have a unit of issue specified.

Line Unit Price A Priced CLIN that is FPI must have a target cost unless the E

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LEVEL

line item UCA indicator is on, or "NSP" is designated

Line Unit Price A Priced CLIN that is FPI must have a target profit unless the line item UCA indicator is on, or "NSP" is designated E

Line Unit Price A Priced CLIN that is FPI must have a share ratio above unless the line item UCA indicator is on, or "NSP" is designated E

Line Unit Price A Priced CLIN that is FPI must have a share ratio below unless the line item UCA indicator is on, or "NSP" is designated E

Line Unit Price A Priced CLIN that is FPI must have a ceiling dollars unless the line item UCA indicator is on, or "NSP" is designated E

Line Unit Price

A Priced CLIN that is fixed price (except FPI), or T&M or LH must have a unit price unless the line item UCA indicator is on, or "NSP" is designated

E

Line Unit Price

A Priced CLIN that is Cost Plus Incentive Fee (CPIF) must have a target cost and target profit fee unless line_item UCA indicator is on, or "NSP" is designated

E

Line Unit Price

A Priced CLIN that is CPIF must have a minimum and maximum fee unless line_item UCA indicator is on, or "NSP" is designated

E

Line Unit Price

A Priced CLIN that is CPIF must have a share ratio above unless the line_item UCA indicator is on, or "NSP" is designated

E

Line Unit Price

A Priced CLIN that is CPIF must have a share ratio below unless the line_item UCA indicator is on, or "NSP" is designated

E

Line Unit Price

A priced CLIN that is Cost (C) or Cost Sharing (CS) must have an estimated cost unless the line_item UCA indicator is on, or

"NSP" is designated

E

Line Unit Price

A Priced CLIN that is Cost Plus Fixed Fee (CPFF) must have estimated cost and/or a fixed fee unless the line item UCA indicator is on, or "NSP" is designated is on

E

Line Unit Price An informational CLIN that is Fixed Price (FP) (except FPI), T&M or LH cannot contain a unit price

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LEVEL

Line Unit Price An informational CLIN that is FPI cannot contain a target cost E

Line Unit Price An informational CLIN that is CPIF cannot contain a target cost or target fee E

Line Unit Price An informational CLIN that is C or CS cannot contain an estimated cost E

Line Unit Price An informational CLIN that is CPFF cannot contain an estimated cost or fixed fee E

Line Unit Price An informational CLIN that is Cost Plus Award Fee (CPAF) cannot contain an estimated cost, base fee or award fee E

Line Unit Price An informational CLIN that is FPI cannot contain a target profit.

E

Line Unit Price An informational CLIN that is FPI cannot contain a share ratio above E

Line Unit Price An informational CLIN that is FPI cannot contain a share ratio below E

Line Unit Price An informational CLIN that is FPI cannot contain a ceiling dollars E

Line Unit Price An informational CLIN that is CPIF cannot contain a target profit.

E

Line Unit Price An informational CLIN that is CPIF cannot contain a share ratio above E

Line Unit Price An informational CLIN that is CPIF cannot contain a share ratio below E

Line Unit Price An informational CLIN that is CPIF cannot contain a ceiling percent E

Line Unit Price A CLIN with a cost constraint of "NC" must not have a unit price W