Interagency Contract Transfers via FPDS FAQ

Executive Summary

As part of President Trump’s Executive Order 14240: Eliminating Waste and Saving Taxpayer Dollars by Consolidating Procurement, GSA will now be responsible for the majority of domestic federal procurement. As a result, it is expected that most federal agencies will Interagency Transfer their acquisition power and procurement contracts to GSA. The EO outlines that OPM, SBA, HUD, and the Dept. of Ed. will be the first agencies to transfer their procurement contracts to GSA.

These Interagency Transfers must be reflected in the Federal Procurement Database System (FPDS). The following list of questions/answers provides clarity on Interagency Contract Transfers in FPDS and the requirements for a mass Agency Transfer request.

What is an FPDS Interagency Contract Transfer?

An Interagency Contract Transfer in FPDS occurs when a contract modification is created and finalized in the Federal Procurement Data System (FPDS), transferring the ownership/administration of a contract from one government agency to another. The modification record will have a “Reason For Modification” as ‘Transfer Action’, and the “Contracting Office Agency ID” will reflect the agency code of the receiving federal agency.

Who is responsible for reporting an Interagency Contract Transfer to FPDS?

The responsibility for reporting a Transfer Action on a contract in FPDS lies with the agency administrator of the original awarding agency. For mass transfers in FPDS, requests can be made by contacting your FPDS Department/Agency administrator. Mass Transfer action requests require administrative approval from both the awarding agency and receiving agency.

Who has access to update contract actions in FPDS before an Interagency Transfer?

Only FPDS users with contracting privileges from the original awarding agency are authorized to update or modify contract actions in FPDS before a Transfer Action is completed.

Who has access to update contract actions in FPDS after an Interagency Transfer?

Only FPDS users with contracting privileges from the receiving agency are authorized to continue normal contract action reporting to FPDS after the transfer action is complete. This applies to actions with a Date Signed on or after the Date Signed of the Transfer Action. Contract actions signed before the Transfer Action and the Transfer Action itself will not be accessible for editing by any FPDS users.

What data element fields are available for editing in FPDS when creating a Transfer Action?

The following FPDS data fields are required/editable for Transfer Actions:

• Modification Number
• Date Signed
• Completion Date (Awards only)
• Est. Ultimate Completion Date (Awards only)
• Last Date to Order (IDVs only)
• Contracting Agency ID
• Contracting Office ID
• Funding Agency ID
• Funding Office ID
• Action Obligation
• Base And Exercised Options Value
• Base and All Options Value (Total Contract Value)

Where can I submit a mass Interagency Transfer request to FPDS?

A mass Transfer request can be sent by the awarding Agency (with Department/Agency administrator approval) to the FPDS Change Management team. FPDS will respond with further instructions and a spreadsheet template for the necessary contract values if needed. The receiving Agency Department/Agency administrator representative will also be copied to provide approval for the Transfer request.

Please note: This process is only for mass transfers. Smaller transfer requests will be rejected, and the transferring agency will be required to perform a manual Transfer Action modification on the FPDS website.

What data values and file formats need to be provided to FPDS for a mass Transfer request?

The contracts to be transferred must be provided as a spreadsheet with values that exist in FPDS for the following data elements:

• Agency ID
• PIID
• Transaction Number (DoD and Awards only)
• Reference Agency ID (Awards only)
• Reference IDV PIID (Awards only)
• Contracting Agency Code (for new receiving Agency)
• Contracting Office Code (for new receiving Agency)

The following data values will be derived as such:

• Prepared User - (predetermined standardized user account from transferring Agency)
• Last Modified User - (predetermined standardized user account from transferring Agency)
• Approved By - (predetermined standardized user account from transferring Agency)
• Prepared Date - (Set to the date when the mass transfer is deployed to FPDS)
• Last Modified Date - (Set to the date when the mass transfer is deployed to FPDS)
• Approved Date - (Set to the date when the mass transfer is deployed to FPDS)
• Date Signed - (Set to the date when the mass transfer is deployed to FPDS)
• Description of Requirement - (Set to a predetermined statement)

The following data values will be derived as such unless otherwise identified by the Agency for these required values:

• Modification Number - (standardized unused mod number, such as ATRAN1)
• Completion Date - (Awards only and populated from the latest signed modification)
• Est. Ultimate Completion Date - (Awards only and populated from the latest signed modification)
• Last Date to Order - (IDVs only and populated from the latest signed modification)
• Funding Agency ID - (populated from the latest signed modification)
• Funding Office ID - (populated from the latest signed modification)
• Action Obligation - Zero dollars
• Base And Exercised Options Value - Zero dollars (Awards Only)
• Base and All Options Value - Zero dollars
• Total Estimated Order Value - (IDVs only and populated from the latest signed modification)

What is the record limit for a mass Interagency Transfer request?

There is no specific limit for the number of contracts submitted for a mass Transfer request. However, if the total number of records across all Agencies that have submitted a Transfer request exceeds 50,000 records, then the Transfer Actions will be deployed incrementally at 50,000 records per day.

When multiple agency requests are submitted, a queue will be maintained for subsequent agencies. The threshold for deployed transfer actions is 50,000 per day, not per agency.

How long does it take to complete a mass Interagency Transfer request in FPDS?

If the request contains all necessary data values in a spreadsheet with department/agency administrator approvals, then it will take approximately 5-7 days to prepare and begin to deploy the Transfer Actions, up to 50,000 per day.

How can the PIID or Award ID be changed in FPDS to match the format of the receiving Agency?

An Agency administrator from the receiving Agency can create the first modification after the Transfer and select ‘Change PIID’ as the “Reason for Modification” while the document is in “NEW” status. This will allow the Agency ID and PIID fields to be changed in FPDS. For mass Change PIID actions in FPDS, requests can be made by contacting the FPDS Change Management team, which also requires Department/Agency administrator approval from the receiving agency.

• FPDS will respond with further instructions and a spreadsheet template for the necessary contract values if needed.

Will these mass requests for ‘Transfer Action’ and ‘Change PIID’ actions negatively impact downstream systems such as CPAR, eSRS, and USA Spending?

There should not be any negative impact to downstream systems since the FPDS functionality of the Transfer Action and Change PIID action have been in use since 2009. As contracts are Interagency Transferred to GSA and to ensure awareness, FPDS will inform appropriate downstream systems of forthcoming changes.

Can “Other Transaction” contracts (Order, Agreement, and IDV) be transferred in FPDS to any federal Agency?

No, the Other Transaction types in FPDS have a specific authority and can only be transferred to federal Agencies that have that authority.