DFARS change
DFARS Publication 2024-12-18
216.470 Other applications of award fees.
Subpart 216.5 - INDEFINITE-DELIVERY CONTRACTS
+ 216.500 Scope of subpart.
216.501 RESERVED
216.501-2-70 General.
PGI 204.403 Responsibilities of contracting officers.
PGI 204.6 -CONTRACT REPORTING
+ PGI 204.601 Definitions.
PGI 204.602 General.
PGI 204.604 Responsibilities.
(6) BLOCK 6—NAME OF CONTRACTOR. Enter the
contractor's name (including division name).
− (7) BLOCK 7—DUNS NUMBER. Enter the contractor
− establishment code number.
+ (7) BLOCK 7—UNIQUE ENTITY IDENTIFIER. Enter the contractor UEI.
(8) BLOCK 8—FEDERAL SUPPLY CODE.
(9) BLOCK 9—DOD CLAIMANT PROGRAM.
(A) Name, address, and telephone number
of the point of contact for the activity making the report.
− (B) Name and address of the referred individual/contractor,
− CAGE code, and DUNS number, if applicable.
+ (B) Name and address of the referred individual/contractor, CAGE code, and unique entity identifier, if applicable.
(C) Name and addresses of the members of
the board, principal officers, partners, owners, and managers of
+ PGI 204.601 Definitions.
+ As used in this subpart, the unique entity identifier (UEI) is currently the UEI assigned by the System for Award Management (SAM).
data entry. Key manuals can be found at the top of the website homepage
under the “Training” and “Worksite” drop-down links to include:
− (i) FPDS Data Element
− Dictionary. The data dictionary outlines relevant information
− for each data field. The Data Dictionary identifies whether a data
− field is “Required,” “Optional,” “Propagates from the base action,”
− “Not Applicable,” or “System Generated,” for each type of data entry
− screen (Awards, Indefinite-Delivery Vehicles, and Transactions/Modifications).
− It also identifies the source of data entry (e.g., Contracting Officer,
− System for Award Management (SAM), FPDS); the format of the field;
− and whether the field input is derived from entries in other fields.
− At the back of the Data Dictionary is a useful summary.
+ (i) FPDS Data Element Dictionary. The data dictionary outlines relevant information for each data field. The Data Dictionary identifies whether a data field is “Required,” “Optional,” “Propagates from the base action,” “Not Applicable,” or “System Generated,” for each type of data entry screen (Awards, Indefinite-Delivery Vehicles, and Transactions/Modifications). It also identifies the source of data entry (e.g., Contracting Officer,(SAM), FPDS); the format of the field; and whether the field input is derived from entries in other fields. At the back of the Data Dictionary is a useful summary.
(ii) FPDS Data Validations.
This document identifies all the validation rules that are applied
PGI 204.606 Reporting data.
− Do not enter a generic DUNS number used for reporting to the Federal Procurement Data System (FPDS) (see FAR Subpart 4.6), nor a generic CAGE code that corresponds to a generic DUNS number, on any contractual document. These generic codes shall only be used for reporting to FPDS. Using the generic codes on actual contract actions masks the true identity of the vendor and immediately makes any accurate electronic processing of invoices, receiving reports, and payments impossible; and can, in fact, result in misdirected payments. As a reminder FAR Subpart 4.18 requires each contractor be identified by its actual CAGE code on contract actions; there is no exemption to the requirement for an actual CAGE code.
+ The use of generic UEIs is limited to those rare circumstances outlined at FAR 4.605(c). Use generic UEIs only for the purposes of reporting contract award data to the FPDS. In cases where generic codes are required for reporting, use both the generic UEI and its associated CAGE code. Do not enter a generic UEI, used for reporting to FPDS, nor a generic CAGE code that corresponds to a generic UEI, on any contractual document. Using the generic codes on actual contract actions masks the true identity of the vendor and makes any accurate electronic processing of invoices, receiving reports, and payments impossible; and it can, in fact, result in misdirected payments. As a reminder FAR Subpart 4.18 requires each contractor be identified by its actual CAGE code on contract actions; there is no exemption to the requirement for an actual CAGE code.
(1) Methods of reporting to FPDS.
(i) Individual contract action report (CAR) (one CAR per contract action). The normal method of reporting to FPDS is through the use of individual CARs.
(4) Multiple contract actions for energy-related supplies and associated services accomplished by Defense Logistics Agency (DLA) Energy; and
(5) Orders under communications service agreements for local dial tone services, in accordance with agency procedures.
− (B) When express reports reflect more than one contractor for overseas actions or consolidated delivery orders made using the GPC where identification of the contract or agreement is not possible, use the appropriate generic DUNS number.
+ (B) When express reports reflect more than one contractor for overseas actions or consolidated delivery orders made using the GPC where identification of the contract or agreement is not possible, use the appropriate generic UEI.
(C) When express reports are used, sum all of the actions and enter in the “Number of Actions” data field. Also sum all of the obligations and enter in the “Action Obligation,” “Base and Exercised Options Value,” and “Base and All Options Value” data fields. Express reports shall be submitted no less frequently than monthly.
− (D) When express reports are used, the contracting officer must maintain a log of individual actions being summarized on the express reports and ensure it is available for audit purposes. Logs must include the following, at a minimum, for each action: procurement instrument identifier (PIID) used for the express report under which action is summarized, referenced Indefinite-Delivery Vehicles (IDV) PIID (if the express report is summarizing task/delivery/call orders), date of award, obligation amount, vendor name, and DUNS number (if known).
+ (D) When express reports are used, the contracting officer must maintain a log of individual actions being summarized on the express reports and ensure it is available for audit purposes. Logs must include the following, at a minimum, for each action: procurement instrument identifier (PIID) used for the express report under which action is summarized, referenced indefinite-delivery vehicles (IDV) PIID (if the express report is summarizing task/delivery/call orders), date of award, obligation amount, vendor name, and UEI (if known).
(2) Actions not reported. In addition, to the types of actions listed in FAR 4.606(c), do not report the following types of actions to FPDS:
(i) Orders placed by ordering officers against IDVs awarded by—
(3) For awards made in response to unsolicited proposals, the “Solicitation Date” is the date when the offeror is notified of proposal acceptance for negotiations and/or award.
(4) For orders placed under indefinite-delivery contracts or agreements, do not use the solicitation date from the indefinite-delivery contract or agreement as the date issued in the “Solicitation Date” field unless the order was awarded at the same time as the indefinite-delivery contract or agreement.
+ (5) For new indefinite-delivery contracts awarded under a multiple-award solicitation’s on-ramp procedures that were awarded at least 3 months after the initial round of indefinite-delivery contracts were awarded, enter the date the awardee provided a proposal as the “Solicitation Date.”
(vi) FPDS Entry – Amounts Section.
(A) When entering a net deobligation on a contract action, include the minus (-) sign.
(D) Choose the appropriate value in the “Foreign Funding” data field as to whether or not the action includes foreign funding that is identified as FMS. If the action does not include foreign funds, choose “Not Applicable.”
(viii) FPDS Entry – Contractor Information Section.
− (A) Enter the DUNS number for the vendor in the “DUNS Number” data field. This DUNS number will be used to pull the associated current record from the System for Award Management (SAM) database.
− (B) If a SAM exception applies to the procurement, ensure the correct exception is chosen from the “SAM Exception” data field. In this case the DUNS number entered in the “DUNS Number” data field will be used to pull the contractor’s name and location information from Dun & Bradstreet’s database.
+ (A) Enter the UEI for the vendor in the “Unique Entity Identifier” data field. This UEI will be used to pull the associated current registration from the SAM database.
+ (B) If a SAM exception applies to the procurement, ensure the correct exception is chosen from the “SAM Exception” data field. In this case the UEI entered in the “Unique Entity Identifier” data field will be used to pull the contractor’s name and location information from SAM’s UEI database instead of SAM active registrations.
(ix) FPDS Entry – Contract Data Section.
(A) On the contract action report used to report the base award, choose the type of contract pricing in the “Type of Contract” data field that is applicable to the predominant amount of the action, based on the value of the line items. This value will automatically populate any subsequent contract action reports for modifications.
(3) Select “Employment Eligibility Verification (52.222-54)” if FAR clause 52.222-54, Employment Eligibility Verification, is included in the contract or if 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial, is included in the contract and sub-paragraph (34) is checked for 52.222-54, Employment Eligibility Verification.
(xi) FPDS Entry – Principal Place of Performance Section.
− (A) For supplies, the data entered in this section shall reflect the predominant place where manufacturing occurred or where procured finished products were taken out of inventory. Do not enter the Government delivery location. When the manufacturing or inventory location is unknown, and the contractor has not provided a separate address for the place of performance in FAR provision 52.214-14 or 52.215-6 with its offer, enter the contractor’s physical address that corresponds with its registration in the System for Award Management (SAM) that is identified by its DUNS number and CAGE code.
+ (A) For supplies, the data entered in this section shall reflect the predominant place where manufacturing occurred or where procured finished products were taken out of inventory. Do not enter the Government delivery location. When the manufacturing or inventory location is unknown, and the contractor has not provided a separate address for the place of performance in FAR provision 52.214-14 or 52.215-6 with its offer, enter the contractor’s physical address that corresponds with its registration in the System for Award Management (SAM) that is identified by its UEI and CAGE code.
(B) For services, identify the location that represents the predominant place the services are performed. For services that start performance in one location and complete performance in a different location, such as transportation and cargo shipment services, the completion or destination location shall be entered. If the contract or order has multiple destination locations, enter the location where the predominant amount is being delivered.
(C) For place of performance based in the United States, ensure the zip code + 4 data element is entered. This will populate the city and state fields accordingly. Zip codes and their +4 extensions can be identified at the United States Postal Service website (www.usps.com). When a “+4” extension cannot be determined for a zip code (for example, in a highly rural area or at a location with a vanity address), choose the “+4” extension that represents the area nearest to the place of performance.
(4) Reporting modifications to FPDS.
(i) Modifications against previously reported contracts, agreements, and orders are required to be reported to FPDS if they include any obligation or deobligation amount. They are also required to be reported to FPDS if there is no obligation or deobligation amount and involve a change to the data reported in any data field in the contract action report (e.g., vendor name, completion date, place of performance).
− (ii) Contracting officers should choose the “Reason for Modification” value that best represents the purpose of the modification action. If more than one reason for modification applies, choose the more specific value. When a name, address, DUNS number, or CAGE code change occurs as the result of the modification, choose “Novation,” “Vendor DUNS Change,” or “Vendor Address Change,” per the instructions at paragraphs (4)(v), (vi) and (vii), rather than other values that may also apply to the action (e.g., Exercise Option).
+ (ii) Contracting officers should choose the “Reason for Modification” value that best represents the purpose of the modification action. If more than one reason for modification applies, choose the more specific value. When a name, address, UEI, or CAGE code change occurs as the result of the modification, choose “Novation,” “Vendor UEI Change,” or “Vendor Address Change,” per the instructions at paragraphs (4)(v), (vi), and (vii), rather than other values that may also apply to the action (e.g., Exercise Option).
(iii) Do not use “Close Out” as the reason for modification in FPDS unless the modification being reported actually accomplishes the close out of the award.
(iv) DoD offices shall not use the “Transfer Action” value in the “Reason for Modification” field unless transferring the contract to a non-DoD contracting office (e.g., Department of Interior).
(v) Modifications for novations (see FAR Subpart 42.12 and DFARS subpart 242.12) shall use “Novation Agreement” in the “Reason for Modification” field.
− (A) When this value is used, the contracting officer shall enter the appropriate DUNS number for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that DUNS number into the modification contract action report. Subsequent contract action reports will show the updated DUNS number and vendor name.
+ (A) When this value is used, the contracting officer shall enter the appropriate UEI for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that UEI into the modification contract action report. Subsequent contract action reports will show the updated UEI and vendor name.
(B) When this value is used, FPDS also allows the contracting officer to update the “Contracting Officer’s Determination of Business Size” data field. The contracting officer shall ensure that the contractor’s current size status is appropriately recorded on the modification contract action report. Subsequent contract action reports will reflect the size entered on this modification contract action report (see FAR subparts 19.301-2 and 19.301-3).
− (vi) Modifications for contractor name changes that do not require a novation (see FAR Subpart 42.12 and DFARS Subpart 242.12) shall use “Vendor DUNS Change” in the “Reason for Modification” field. When this value is used, the contracting officer shall enter the appropriate DUNS number for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that DUNS number into the modification contract action report. Subsequent contract action reports will show the updated DUNS number and vendor name.
+ (vi) Modifications for contractor name changes that do not require a novation (see FAR Subpart 42.12 and DFARS Subpart 242.12) shall use “Vendor UEI Change” in the “Reason for Modification” field. When this value is used, the contracting officer shall enter the appropriate UEI for the contractor in the modification contract action report. FPDS will then bring over the current vendor name and address from the contractor’s SAM record for that UEI into the modification contract action report. Subsequent contract action reports will show the updated UEI and vendor name.
(vii) Modifications for contractor address changes that do not require a novation shall use “Vendor Address Change” in the “Reason for Modification” field. When this value is used, FPDS will bring over the current address from the contractor’s SAM record into the modification contract action report. Subsequent contract action reports will show the updated address.
(viii) Modifications for re-representation actions (see FAR 19.301-2 and 19.301-3) shall use either “Re-representation” or “Re-representation of Non-Novated Merger/Acquisition”, as appropriate, in the “Reason for Modification” field. When this value is used, FPDS allows the contracting officer to update the “Contracting Officer’s Determination of Business Size” data field. The contracting officer shall ensure that the contractor’s current size status is appropriately recorded on the modification contract action report. Subsequent contract action reports will reflect the size entered on this modification contract action report.
(A) Report each order individually to FPDS;
(B) Report a consolidated express report to FPDS using the delivery order or BPA call format that references the individual contract or BPA, respectively; or
− (C) Report a consolidated express report to FPDS using the purchase order format that uses the generic DUNS 136721250 for “GPC Consolidated Reporting” or 136721292 for “GPC Foreign Contractor Consolidated Reporting”, as appropriate, as the identifier. Note that when a generic DUNS number is used to report these actions, only “Other than Small Business” is allowed as the “Contracting Officer’s Determination of Business Size” selection.
+ (C) Report a consolidated express report to FPDS using the purchase order format that uses the generic UEI R5NWZ87HPLX4 for “GPC Consolidated Reporting” or U9X7H1UVY6U5 for “GPC Foreign Contractor Consolidated Reporting”, as appropriate, as the identifier. Note that when a generic UEI is used to report these actions, only “Other than Small Business” is allowed as the “Contracting Officer’s Determination of Business Size” selection.
(iii) For orders placed on FedMall, contracting officers are not required to separately report such awards to FPDS.
− (6) Using generic DUNS numbers.
− (i) Generic DUNS numbers may only be used for reporting to FPDS in accordance with FAR 4.605(c) or paragraph 204.606 (5)(ii)(C) of this section. Note that if a generic DUNS number is used on the report to FPDS, systems that prepopulate data based on the DUNS number reported to FPDS may not be able to use the DUNS number for further reporting on that contract action because the contractor identification information is not accurately reflected. For example, assessing officials cannot report past performance reports to the Contractor Performance Assessment Reporting System (CPARS) (see FAR Subpart 42.15) if a generic DUNS number was used to report the action to FPDS. Additionally, some reporting requirements placed on the contractor, such as subcontract reporting required by FAR subparts 4.14 and 19.7, are not able to be completed. Therefore, it is important that the use of generic DUNS numbers in reporting to FPDS be rare and only when necessary.
− (ii) The following generic DUNS numbers are available for use in contract reporting only if the conditions in FAR 4.605(c) or paragraph 204.606 (5)(ii)(C) of this section apply:
− (A) DUNS 167445928 – Student Workers in Laboratories. Used to report actions awarded to student workers providing goods/services in government laboratories (or other government facilities) when obtaining a DUNS number would place a financial hardship on the student. Corresponding CAGE code in the System for Award Management (SAM): 35HL9.
− (B) DUNS 123456787 – Miscellaneous Foreign Awardees. Used to report actions awarded to vendors located outside the United States providing goods/services when a specific DUNS number is not available. Corresponding CAGE code in SAM: 35KC0.
− (C) DUNS 136666505 – Spouses of Service Personnel. Used to report actions awarded to service personnel dependents located and providing goods/services outside the United States when obtaining a DUNS number would place a financial hardship on the dependent. Corresponding CAGE code in SAM: 3JDV7.
− (D) DUNS 167446249 – Navy Vessel Purchases In Foreign Ports. Used to report actions awarded to vendors located outside the United States providing goods/services in support of vessels located in foreign ports when a specific DUNS number is not available. Corresponding CAGE code in SAM: 35KD3.
− (E) DUNS 153906193 – Foreign Utility Consolidated Reporting. Used to report procurement actions awarded to vendors located outside the United States providing utilities goods/services when a specific DUNS number is not available. Corresponding CAGE code in SAM: 3JDX5.
− (F) DUNS 790238638 – Domestic Awardees (Undisclosed). Used to report actions awarded to vendors located in the United States where identifying the vendor could cause harm to the mission or the vendor (for example, domestic shelters). Corresponding CAGE code in SAM: 3JEH0.
− (G) DUNS 790238851 – Foreign Awardees (Undisclosed). Used to report actions awarded to vendors located outside the United States when identifying the vendor could cause harm to the mission or the vendor. Corresponding CAGE code in SAM: 3JEV3.
− (H) DUNS 136721250 – GPC Consolidated Reporting. Used to report orders and calls issued via the GPC under indefinite-delivery type contracts and agreements to businesses located in the United States, and the identity of the DUNS number for the vendor is not available to the office reporting the action. Corresponding CAGE code in SAM: 3JDW4.
− (I) DUNS 136721292 – GPC Foreign Contractor Consolidated Reporting. Used to report orders and calls issued via the GPC under indefinite delivery type contracts and agreements to businesses located outside the United States, and the identity of the DUNS number for the vendor is not available to the office reporting the action. Corresponding CAGE code in SAM: 3JDV9.
+ (6) Using generic UEIs
+ .
+ (i) Generic UEIs may only be used for reporting to FPDS in accordance with FAR 4.605(c) or paragraph (5)(ii)(C) of this section. Note that if a generic UEI is used on the report to FPDS, systems that prepopulate data based on the UEI reported to FPDS may not be able to use the UEI for further reporting on that contract action because the contractor identification information is not accurately reflected. For example, assessing officials cannot report past performance reports to the Contractor Performance Assessment Reporting System (CPARS) (see FAR Subpart 42.15) if a generic UEI was used to report the action to FPDS. Additionally, some reporting requirements placed on the contractor, such as subcontract reporting required by FAR subparts 4.14 and 19.7, are not able to be completed. Therefore, it is important that the use of generic UEIs in reporting to FPDS be rare and only when necessary.
+ (ii) The following generic UEIs are available for use in contract reporting only if the conditions in FAR 4.605(c) or paragraph (5)(ii)(C) of this section apply:
+ (A) UEI LX9KAH68DKV5 – Student Workers in Laboratories. Used to report actions awarded to student workers providing goods/services in Government laboratories (or other Government facilities) when obtaining a UEI would place a financial hardship on the student. Corresponding CAGE code in the System for Award Management (SAM): 35HL9.
+ (B) UEI LN9PU5M2YZN5 – Miscellaneous Foreign Awardees. Used to report actions awarded to vendors located outside the United States providing goods/services when a specific UEI is not available. Corresponding CAGE code in SAM: 35KC0.
+ (C) UEI L2UVLEUTJU39 – Spouses of Service Personnel. Used to report actions awarded to service personnel dependents located and providing goods/services outside the United States when obtaining a UEI would place a financial hardship on the dependent. Corresponding CAGE code in SAM: 3JDV7.
+ (D) UEI KBD2CJ5JXJV5 – Navy Vessel Purchases In Foreign Ports. Used to report actions awarded to vendors located outside the United States providing goods/services in support of vessels located in foreign ports when a specific UEI is not available. Corresponding CAGE code in SAM: 35KD3.
+ (E) UEI JKRMS84PMND5 – Foreign Utility Consolidated Reporting. Used to report procurement actions awarded to vendors located outside the United States providing utilities goods/services when a specific UEI is not available. Corresponding CAGE code in SAM: 3JDX5.
+ (F) UEI KA5HQCLKUVW1 – Domestic Awardees (Undisclosed). Used to report actions awarded to vendors located in the United States where identifying the vendor could cause harm to the mission or the vendor (for example, domestic shelters). Corresponding CAGE code in SAM: 3JEH0.
+ (G) UEI NN2NGPDNCK23 – Foreign Awardees (Undisclosed). Used to report actions awarded to vendors located outside the United States when identifying the vendor could cause harm to the mission or the vendor. Corresponding CAGE code in SAM: 3JEV3.
+ (H) UEI R5NWZ87HPLX4 – GPC Consolidated Reporting. Used to report orders and calls issued via the GPC under indefinite-delivery type contracts and agreements to businesses located in the United States, and the UEI for the vendor is not available to the office reporting the action. Corresponding CAGE code in SAM: 3JDW4.
+ (I) UEI U9X7H1UVY6U5 – GPC Foreign Contractor Consolidated Reporting. Used to report orders and calls issued via the GPC under indefinite delivery type contracts and agreements to businesses located outside the United States, and the UEI for the vendor is not available to the office reporting the action. Corresponding CAGE code in SAM: 3JDV9.
(7) Contract Action Report Status.
(i) The “Status” data element on contract action reports indicates whether an award is still open or officially “closed” and applies to the family of actions comprising the contract or order (i.e., includes all modifications to that contract or order). Values in this field will either be null (blank), indicating that the contract is still open; or “Closed,” indicating the contract or order has completed closeout activities in accordance with FAR 4.804, as supplemented. Awards without the “Closed” status are assumed to still be open and either still within the established delivery dates or period of performance, or in a post-performance period preparing for closeout.
204.1870-2
(c) for contact information);
− (b) Not deny a potential offeror a solicitation package because the offeror does not have a CAGE code, DUNS number, or TIN;
+ (b) Not deny a potential offeror a solicitation package because the offeror does not have a CAGE code, unique entity identifier, or TIN;
(c) Not require a contractor to register sections or locations of their organization in SAM for reasons not already required by clauses present in their contracts in order to obtain a CAGE code; and
(d) Not require a contractor to obtain new CAGE codes or change CAGE code records assigned to their locations solely for Government administration purposes (such as a result of a Government reorganization, change in Government contracting officer or office) or for distinction in Government systems beyond physical address and Electronic Funds Transfer (EFT) data.
proprietor entity identified by the code, if located in the United
States or its outlying areas.
− (A) For CAGE records for which there is
− a corresponding registration in SAM, the entity shall update their
− Dun & Bradstreet (D&B) record to begin the process and then
− proceed to update and submit their SAM registration for validation.
− If the update includes a change to the entity’s legal business name,
− the additional steps at PGI
− 204.1870-2
− (c)(3)(i)(C)
− will be necessary.
+ (A) For CAGE records for which there is a corresponding registration in SAM, the entity shall update and submit their SAM registration for validation. If the update includes a change to the entity’s legal business name, the additional steps at PGI 204.1870-2 (c)(3)(i)(C) will be necessary.
(B) For CAGE records for which there is
not a corresponding registration in SAM, the entity shall use company letterhead
+ 216.500 Scope of subpart.
+ (d)(i) When awarding task orders or delivery orders for architect-engineer services under a multiple-award contract, follow the procedures for the selection of contractors and placement of orders at FAR 36.6 to implement 10 U.S.C. 3406(h)(1).
+ (ii) Contracting officers shall not request additional information related to contractor qualifications, unless it is necessary to determine the most highly qualified contractor for the particular task order or delivery order (10 U.S.C. 3406(h)(2)).
225.802-71 End use certificates.
− Contracting officers considering the purchase of an item from a foreign source may encounter a request for the signing of a certificate to indicate that the Armed Forces of the United States is the end user of the item, and that the U.S. Government will not transfer the item to third parties without authorization from the Government of the country selling the item. When encountering this situation, refer to DoD Directive 2040.3, End Use Certificates, for guidance.
+ Contracting officers considering the purchase of an item from a foreign source may encounter a request for the signing of a certificate to indicate that the Armed Forces of the United States is the end user of the item, and that the U.S. Government will not transfer the item to third parties without authorization from the Government of the country selling the item. When encountering this situation, refer to DoD Instruction 2040.03, End Use Certificates, for guidance.
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