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    USER MANUAL

    For The

    DCIS

    NIH Module

     ;1;

    I. NIH DCIS ITEM DEFINITIONS

    ITEM 100. TYPE OF PROCUREMENT ACTION

    Coverage: N01, N02, N03, N43, N44

    Definition: A code indicating the type of action reported.

Code Definition

1 New DEFINITIVE Contract

    Document covering new work defining specifications, conditions,

    and negotiated clauses pertaining to a contractual agreement

    between the government and a non-government contractor. A

    new contract will obligate funds and specify the period of

    performance covered by the funds.

2 MAJOR Modification

    Contract modification, excluding options and incremental funding

    actions, which provides for additional supplies, equipment, or

    services. It obligates additional funds and may extend the

    period of performance.

3 MINOR Modification

    Contract modification which does not meet the tests for coding as

    Type 2, Type 5, or Type 7. In general, actions such as cost

    overruns, change orders, no cost time extensions, administrative

    changes, changes to delivery schedules, etc. will be codes Type 3.

    Actions that obligate funds may be coded Type 3 if no "new work"

    is involved. If a Type 2, Type 5, or Type 7 test is met, use that

    particular code.

     4 LETTER Contract

    Written preliminary contractual document which authorizes

    immediate commencement of work and stipulates maximum fund

    obligations which may be incurred prior to negotiation of a

    definitive contract. A letter contract will be superseded by a

    definitive contract at the earliest possible date, usually within 90

    days.

5 CONTINUATION, INCREMENTALLY-FUNDED,

    SPECIFIED IN THE CONTRACT:

     ALL actions that allocate previously negotiated funds to an

    incrementally funded contract. This action may include other

    unilateral actions with the incremental funding. Do not use this

    code to report any action covered by the definition in Code 2

    above.

    October 26, 2001 ;2;

    Item Definitions (continued)

Code Definition

7 EXERCISE OF OPTION

    Action taken to implement the Government's rights to require the

    contractor to accomplish additional work under the contract as

    negotiated in the original contract.

8 New Contract resulting from BASIC ORDERING AGREEMENT

9 New SINGLE AWARD Indefinite Delivery Contract

A New MULTIPLE AWARD Indefinite Delivery Contract

    Refers to multiple award task order contracts or Indefinite Delivery

    Indefinite Quantity (IDIQ) contracts.

G Order/Modification under FEDERAL SCHEDULE Contract

Notes:

    1. New definitions for Types 2,3,5 effective as of 10/1/93.

    2. Code 8 (Exercise of Option) established in FY 1990 to identify those contract

    actions that are an Exercise of Option (identified as additional work under a

    contract as negotiated under the original contract).

    3. Codes 9 and 10 (Single Award and Multiple Award Indefinite Delivery Contracts)

    Effective FY 1997, Indefinite Delivery Contracts split into two definitions. 4. Effective FY 1998, Code G (Order under Federal Supply Schedule Contract). 5. Required for all actions (basic awards and modifications).

    ITEM 101. ACTIVITY CODE

    Coverage: N01, N02, N03, N43, N44

    Definition: Codes established to identify NIH extramural activities supported by contracts.

CODE DEFINITION

    N01 R&D Contracts and contracts in direct support of R&D - to develop and/or apply

    new knowledge or to test, screen, or evaluate a product, material, device, or

    component for use by the scientific community. (All contracts awarded by R&D

    contracting components.)

N02 Station support contracts awarded by authorized Station Support IC contracting

    offices - to contract for intramural and extramural station support needs and

    provide resources to the intramural biomedical research programs within the NIH

    through negotiated contracts or sealed bids.

    N03 The Office of Procurement Management (OPM) - to contract for the spectrum of

    supplies, support services, audiovisual services, Architect-Engineering (A&E)

    October 26, 2001 ;3;

Item Definitions (continued)

    services, construction and equipment supporting the operating needs of the NIH

    accomplished by negotiated procedures or sealed bidding (cf. NIH Manual

    26307-1/63-7-1).

    N43 SBIR (Phase I) - to support projects, limited in time and amount, to establish the

    technical merit and feasibility of R&D ideas which may ultimately lead to a

    commercial product or service. These contracts may be awarded only to small

    business concerns.

    N44 SBIR (Phase II) - to support in-depth development of R&D ideas whose feasibility

    has been established in Phase I and which are likely to result in commercial

    products or services. These contracts may be awarded only to small business

    concerns that were previously awarded a Phase I SBIR award (N43).

Notes:

    1. Effective March 1993, the N02 activity is to be used only for station support

    contracts awarded by IC contracting offices other than the Division of

    Procurement. It is not to be used for contracts for Research and Development.

    The authorized decentralized Station Support contracting components are:

    NCI (CB, CM, CN, CO, CP, BC, PC, SC, NS, AT); NHLBI (HB, HC, HI, HL,

    HO, HR, HV, RR, OR, WH, DE); CC; NIDDK; NLM; NIAID and NIEHS

    (ES, HG)

    2. The N03 activity was developed to accommodate the identification of station

    support contracts awarded by the Office of Procurement Management only. It is

    effective FY 1993.

ITEM 102. ADMINISTERING IC, SERIAL NUMBER, SUFFIX (X003)

Coverage: N01, N02, N03, N43, N44

Definition: This item contains the following parts:

Name Description

    Institute/Center Mnemonic code identifying the NIH organization administering the

    contract. See Appendix A, Code Chart 1 for a listing of NIH

    awarding components and the codes assigned.

October 26, 2001 ;4;

Item Definitions (continued)

ITEM 103. FORMER NUMBER

Coverage: N01, N43, N44

Definition: FORMER NUMBER: R&D Contracts (N01, N43, N44): When a modification

    action indicates that the contract number has been changed, all records to the

    contract will be automatically updated with the new number. The former number

    is then entered into the modification record that indicated the change. Data in

    this item is automatically set by the contract update program in any modification

    records subsequently established.

ITEM 104. ADB CONTRACT NUMBER

Coverage: N02, N03

Definition: ADB CONTRACT NUMBER: Station Support Contracts (N02, N03): Each

    contracting office maintains a log book of contract numbers. Prior to award the

    contract specialist obtains the next available number and completes the log with

    pertinent information on the description, dollar amount, award date, specialist, and

    solicitation number. The contract numbers must be assigned in sequential

    order.

ITEM 105. DATE - ACTION EFFECTIVE

Coverage: N01, N02, N03, N43, N44

    Definition: The date upon which any action (initial award or modification) is effective, as

    indicated on the face page of the contract document.

    Note:

    1. Century Date - Action Effective (yyyymmdd)

ITEM 106. FISCAL YEAR

Coverage: N01, N02, N03, N43, N44

    Definition: Fiscal year appropriation from which the funds were obligated. (YYYY)

October 26, 2001 ;5;

Item Definitions (continued)

ITEM 107. DOLLARS FUNDED TO DATE

    Coverage: N01, N02, N03, N43, N44

Definition: The total funds (cumulative) obligated to date without regard to fiscal years.

    This item is automatically computed by a DCIS contract update program whenever

    a record is established containing an obligation or deobligation. Any subsequent

    correction in any record will result in an automatic recomputation of Item 107

    being updated on this record as well as all subsequent modification records existing

    on the DCIS.

ITEM 108. DOLLARS - TOTAL IN SUBCONTRACTING PLAN

Coverage: N01, N02, N03, N43, N44

    Definition: The total estimated dollar value of all planned subcontracts to all

    organizations (nonprofit, large business, small business, woman-owned

    business, etc.) throughout the entire contract period.

    This item applies to any contract which requires a prime contractor to submit a

    subcontracting plan. This item is required for contract actions whose total

    obligations are or are expected to exceed $500,000 ($1,000,000 for construction).

ITEM 109. DOLLARS - SUBCONTRACTING PLAN, SMALL BUSINESS GOAL

Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to small business

    concerns under this contract award.

    The amount, if any, contained in this item is a subset of the total subcontracting

    dollars contained in Item 108.

ITEM 110. DOLLARS - SUBCONTRACTING PLAN, DISADV. BUSINESS GOAL

Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to disadvantaged

    business concerns under this contract award. The amount, if any, contained in

    this item is a subset of the small business subcontracting dollars contained in Item

    108.

October 26, 2001 ;6;

Item Definitions (continued)

ITEM 111. DOLLARS - SUBCONTRACTING PLAN, WOMAN-OWNED BUSINESS

    GOAL

Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to small

    woman-owned business concerns under this contract award.

    The amount, if any, contained in this item is a subset of the total subcontracting

    dollars contained in Item 108.

ITEM 112. DOLLARS - SUBCONTRACTING PLAN, HUBZONE GOAL

    Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to HubZone-owned

    business concerns under this contract award.

    The amount, if any, contained in this item is a subset of the total subcontracting

    dollars contained in Item 108.

ITEM 113. DOLLARS - SUBCONTRACTING PLAN, VETERAN’S GOAL

Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to Veteran-owned

    business concerns under this contract award.

    The amount, if any, contained in this item is a subset of the total subcontracting

    dollars contained in Item 108.

ITEM 114. DOLLARS - SUBCONTRACTING PLAN, DISABLED VETERANS GOAL

Coverage: N01, N02, N03, N43, N44

    Definition: The estimated dollar value planned to be subcontracted to disabled

    Veteran-owned business concerns under this contract award.

    The amount, if any, contained in this item is a subset of the total subcontracting

    dollars contained in Item 108.

October 26, 2001 ;7;

Item Definitions (continued)

     1ITEM 115. HUMAN SUBJECTS CODE

Coverage: N01, N43, N44

    Definition: Indicates whether or not human subjects are involved in the research project

    as stated in the Work Statement.

    Code Definition

    10 No Human Subjects

    20 Project Involves Human Subjects

    30 Exemption Claimed

    NOTE: Exemptions from coverage by regulations relating to the protection of

    human subjects are activities in which the only involvement of human subjects

    will be in one or more of the following categories:

    - Research conducted in established or commonly accepted educational settings

    involving normal educational practices.

    - Research involving the use of educational texts, if information taken from these

    sources is recorded in such a manner that subjects cannot be identified, directly or

    through identifiers linked to the subjects.

    - Research involving survey or interview procedures.

    - Research involving the observation of public behavior.

    - Research involving the collection/study of existing data, documents, records,

    pathological specimens, or diagnostic specimens, if these sources are publicly

    available or if the information is recorded by the investigator in such a manner that

    the subjects cannot be identified.

ITEM 116. SIGNAL - LATEST RECORDED CONTRACT ACTION

Coverage: N01, N02, N03, N43, N44

    Definition: As each modification is established on file, this field is automatically set with

    a '1' to indicate that this is the latest recorded action to a contract.

    This item is essentially for use in producing reports in which the latest reported

    information for any given data field is desired (i.e., current expiration date, total

    funds awarded to date, current project officer/principal investigator, etc.).

October 26, 2001 ;8;

Item Definitions (continued)

ITEM 117. DATE - END OF CURRENT FUNDING PERIOD

Coverage: N01, N02, N03, N43, N44

    Definition: This date represents the end of the period over which funding (including the

    latest reported obligation) is expected to support project performance. In

    the case of fully-funded contracts, this date also represents the expected expiration

     date of the contract. (yyyy-mm-dd)

ITEM 118. AGENT CODE

Coverage: N02, N03

    Definition: Station Support (N02, N03): This item is used for identifying Agent Codes

    assigned to acquisitions specialists for reporting purposes only.

ITEM 119. COMPETITIVE SERVICE CENTER

Coverage: N01, N02, N43, N44

    Definition: Identifies the IC designator of the contracting office authorized to act as a

    Competitive Service Center performing contracting activities on behalf of

    another IC. The IC indicator listed in Item 102 should reflect the IC

    designator of the customer.

    Customer Service Centers:

    NCI CB, CM, CN, CO, CP, BC, PC, SC, NS (N02), AT

    NHLBI HB, HC, HI, HL, HO, HR, HV, OR, RR, WH, DE

    Simplified Acquisitions: DA, RG

    NIEHS ES, HG

    NLM LM, CT

ITEM 120. SBIR RESEARCH TOPIC CODE

Coverage: N43, N44

Definition: Indicates specific research being conducted within a particular program area.

     The code is assigned by the IC having primary responsibility for the contract.

October 26, 2001 ;9;

Item Definitions (continued)

ITEM 121. AIDS AFFILIATED DOLLARS

Coverage: N01, N02, N03, N43, N44

Definition: Reports the actual dollar amount that is AIDS affiliated for each action with

    an obligation. If dollars are reported in this field, then Item 122 (AIDS

    Affiliated Contract) must be coded 'Y.'

ITEM 122. AIDS AFFILIATED CONTRACT

Coverage: N01, N02, N03, N43, N44

    Definition: Identifies whether or not the contract action is affiliated with AIDS research.

     If this action is coded 'Y,' then X121 (AIDS Affiliated Dollars) must be

    completed.

    Code Definition

    Y Yes

    N No

ITEM 123. PRIVACY ACT APPLICABLE

Coverage: N01, N02, N03, N43, N44

    Definition: Indicates whether a contract award is subject to the Privacy Act (P.L.

    93-579).

    Code Definition

    Y Yes

    N No

October 26, 2001 ;10;

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