FY 2009 Expired Lines Update & Stale Transactions Guidance

SAC Meeting

June 23, 2014

Nieshia Blocker

• FY 2009 Expiring Lines Update• Contracts Stale Transactions Guidance Update

Agenda

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LAST DAY TO CANCEL FY 2009 FUNDS WAS JUNE 20TH(MISSED DEADLINE)• 494 Lines Remain

NBS FINAL CLOSE PROGRAM RUN ON July 11, 2014• Latest report to be released week of July 14th from OALM Mailbox: all lines

processed will require reporting to DCIS within three days– NOTE: if the total contract action is equal to or above $3,000.01, the base

award and all modifications must be reported and finalized in DCIS. • Next run scheduled for Sept. 13th

• PPMB are no longer accepting Exceptions

COMMUNITY MUST KEEP WORKING TO CLOSE OUT LINES THAT DID NOT MEET DEADLINE

– Cost Type awards must be manually closed by a Buyer/CO

FY 2009 PRISM Expired Lines Update

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Contracts Stale Transactions Guidance• Any contract open for two years or more is considered stale and eligible to be

closed-out by the NBS Final Close Program. • A report detailing eligible stale transactions will be sent to each IC before the

Program is run. Exception requests must be sent to the IC’s/Organization’s Expired Funds/Stale Transactions point-of-contact within three weeks of receiving the report.

• Allowable exceptions must be signed-off by the IC’s Executive Officer or the organization’s Expired Funds/Stale Transactions point-of-contact and fall into one of the categories below:

1) Invoice still outstanding2) Expected indirect rate increases against prior year contract periods3) Contractor is working but delivery is not expected for some time and NIH is not required

to pay until delivery4) Funding is required to cover close-out costs

• The Program will run annually in September.

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Program Parameters – Stale Contract Transactions

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Category Parameter

Time 2 years

Dollar Unlimited

When Will the Program Be Run

September

Other Exclude all cost type awards

October 2014 Start of Fiscal Year

Nov 2014 – April 2015NBS Validation Reports Released

Community Action: Close-out FY 2010 (5th Year) & FY 2011 (Stale)

May 2015NBS Final Close Program Report Released &

Program Run for FY 2010 (5th Year)

Community Action: Close-out FY 2010 (5th Year)

June 2015

NBS Final Close Program Report Released & Program Run for FY 2010 (5th Year)

Community Action: Complete Close-out of FY 2010 (5th Year) and then continue

closing out FY 2011 (Stale)

September 2015NBS to Run Final Close Program for FY 2010

(5th Year) and FY 2011 (Stale)

Community Action: Continue Closing Out FY 2011 (Stale)

Contracts Close-Out Timeline

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Contracts Stale Transactions Guidance UpdateOutreach Sessions• Completed - In June OALM presented to various stakeholders to introduce Contracts Stale Transaction

Guidance

Communications• OALM preparing to release a communication to the Acquisition Community on Contracts Stale

Transaction Guidance in September

Reporting• nVision has completed out reach sessions on ACQ-47 requirements• OALM approved new requirements and nVision working to place in production by mid-August

IC Expiring Lines Points-of-Contact • Kickoff meeting was on July 10, 2014• Next scheduled meeting will be in September to prepare for the October implementation of the

Guidance

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Back-Up Slides

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Closing FY 2009 Expired Lines Update

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Office of Acquisitions 3/19/14 4/9/14 6/6/14 6/20/14 7/11/14

OLAO 1,405 360 10 22 15

NCI 598 438 316 262 140

NIAID 679 664 376 249 168

NLM 510 258 105 31 23

NIDA 417 135 129 100 53

NHLBI 350 156 120 64 34

NICHD 317 153 115 62 42

ORF 215 167 99 22 10

CC 122 116 34 11 5

NIEHS 55 25 5 6 0

NITAAC 50 11 0 0 0

NIDDK 15 61 9 5 4

NIMH 8 21 21 0 0

NIDCD 5 17 0 0 0

NIA 3 6 0 0 0

NEI 2 20 2 0 0

Closing FY 2009 Expired Lines Update

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Office of Acquisitions 3/19/14 4/9/14 6/6/14 6/20/14 7/11/14

CIT 89 2 0 0 0

CSR 6 4 0 0 0

FIC 10 5 5 0 0

NCRR 23 19 8 0 0

NHGRI 61 11 3 0 0

NIAAA 40 1 0 0 0

NIAMS 49 8 3 0 0

NIBIB 30 7 0 0 0

NIDCR 67 23 5 0 0

NIGMS 27 16 11 0 0

NINDS 134 5 0 0 0

NINR 9 5 5 0 0

OD*

Grand Total 4,751 2,694 1,360 838 494

*OLAO includes OD, OTT and OD ORS