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Undefinitized Contract Action and Unpriced Change Order
Reporting Spreadsheet FAQs
This aid is designed to help answer common questions related to the reporting of undefinitized
contract action (UCA) and unpriced change order (UCO) data and the use of the reporting
spreadsheet.
1. What do I need to report?
2. How do I complete the Consolidated UCA Management Report spreadsheet?
3. When do I need to report UCAs and UCOs?
4. What UCAs/UCOs need to be reported?
5. When does a UCA/UCO no longer need to be reported?
6. Do I need to report UCAs/UCOs over $5 million which are (1) not behind schedule or (2)
which are not subject to the requirements of DFARS 217.74 because of an exception?
7. Why is OSD requiring this information?
8. My question is not answered here. Who should I contact?
1. What do I need to report? You need to submit a Consolidated UCA management report
(a list of UCAs and UCOs with an estimated value exceeding $5 million).
2. How do I complete the Consolidated UCA management report spreadsheet? Each
column header in the spreadsheet contains detailed comments. If you roll your cursor over
the red triangle in the upper right-hand corner of the column, the instruction will appear.
Additional information is provided below. The column instructions are included below, by
column letter, for reference:
A. Contract #: Enter Contract Number. This should be filled in for every entry.
1. Do not include Delivery Order (DO) or Task Order (TO) numbers in this field.
2. Contract numbers shall use the format: NXXXXX-18-C-0001.
3. Only report actions at the contract and/or order level unless the UCA/UCO was
initially entered into at the CLIN level. Specifically, report at the level
(contract/TO/DO, or CLIN) at which the UCA/UCO was initially issued. If a
single UCA/UCO established multiple undefinitized CLINs, only enter the date
of definitization once all of those CLINs are definitized.
B. TO / DO / Call #: Enter TO / DO/ Call # when applicable.
1. If Column A contains a contract / agreement number with an A, D or G, Column
B must contain appropriate data. If you are not reporting a UCA/UCO on a
Task Order, Delivery Order, or Call please insert “N/A” in that cell.
2. Column B cannot contain more than one task/delivery order or call in each row.
Each UCA/UCO stands on its own and cannot be combined with another.
C. Program/Requirement Description: Enter a brief description of the
program/requirement or title of the contract.
Revised on Sep 1, 2021 1
1. Must contain a program or requirement description.
2. Description should be brief with the audience (DoD senior leaders and
Congress) in mind.
3. If reported previously, maintain the same information. If a correction is
necessary, please include a note in Column Y.
D. Date the Action was Awarded: Enter the date the action was awarded in DD-
MMM-YYYY format. Example: 19-Aug-2020. This must be filled in for every
entry.
1. Must use the prescribed format, as this is a calculated cell.
E. Is the Action an Undefinitized Contract Action (UCA) or an Unpriced Change
Order (UCO): Select from the drop down list (within the cell). Reference DFARS
217.7401 for Undefinitized Contract Actions. Reference FAR 43.204(b)(3) and
DFARS 243.204-70 for Unpriced Change Orders.
1. ONLY Use the dropdown menu to select UCA or UCO.
2. Do NOT enter any other data.
F. Original Due Date for Definitization: This is the original due date for definitization
without any extensions and should be no more than 180 days from the date of
award. This should be filled in for every entry. This date should not exceed the
time periods permitted by the DFARS. Use these time periods as a guideline even if
the UCA/UCO is not subject to the timelines due to an exception. Use DD-MMM-
YYYY format. Date format example: 19-Aug-2020.
1. If reported previously, maintain the same information through this and all
future reporting periods as this is for the original due date, not a modified
one.
G. Date Qualifying Proposal Received: If applicable, enter the date the Government
received a qualifying proposal from the contractor in DD-MMM-YYYY format.
Date format example: 19-Aug-2020. Do not enter dates for partial qualifying
proposals or for projected receipt of qualifying proposals – use the “comments
column” to communicate this information if desired.
1. If there is not a date in this column, the activity should not have an obligated
amount of more than 50% in Column W unless other authority exists. If so,
add a comment in the “comments column” citing the authority.
2. If reported previously, maintain the same information.
H. Extended Due Date for Definitization: Enter the extended definitization due date
for the UCA/UCO, if applicable. This date should not exceed the time period
permitted by DFARS 217.7404-3(a) which provides for a 180-day extension
starting from the date of receipt of a qualifying proposal. This date may not be
extended beyond an additional 90 days without a written determination by the head
of the contracting activity without power of redelegation, the commander of the
Revised on Sep 1, 2021 2
combatant command concerned, or the Under Secretary of Defense for Acquisition
and Sustainment. Use DD-MMM-YYYY format. Date format example: 19-Aug-
2020.
I. Enter Date of Definitization Modification (if Definitized): If the UCA/UCO has
been definitized, enter the date of the UCA/UCO definitization modification.
Otherwise, leave this field blank. Do not use this column for projected or partial
definitizations. Use DD-MMM-YYYY format. Date format example: 19-Aug-
2020.
1. The date should be within the 6-month current reporting period. If not,
explain in the “comments column.”
2. If Column I contains a date, Column G must also contain a date.
3. If Column I contains a date, Columns J - N must not be blank. If this is not
the case, explain in “comments column.”
J. Enter Negotiated Amount (if Definitized): If the UCA/UCO has been definitized,
enter the total negotiated amount including the profit/fee (i.e., the total value of the
contract).
1. If Column I contains a date, Column J must contain the negotiated amount.
2. If Column J is $100M or greater, a separate Weighted Guidelines (WGL)
form must accompany the report submission.
a. The contract and task order/delivery order number must be on the
WGL form.
b. The dollar values must match the reported data.
c. A PowerPoint briefing is not acceptable in lieu of the WGL form.
K. Enter Profit/Fee Percentage Negotiated (if Definitized): If the UCA/UCO has been
definitized, enter the profit/fee percentage that was negotiated for the whole
contract.
1. If Column I contains a date, Column K must contain the profit/fee
percentage.
2. Do not use dollar amounts in this field.
3. If an explanation is necessary to highlight different percentages based on the
separate negotiation outcomes, please include that in the comments.
L. Contract Type (if Definitized): If the UCA/UCO has been definitized, select from
the drop-down list (within the cell) the contract type that was utilized to definitize
the UCA/UCO. Note: If an action has multiple contract types, select the
predominant contract type for the definitized effort.
1. If Column I contains a date, Column L must contain a contract type.
2. Multiple contract types listed with slashes are acceptable; i.e. CPFF/FPIF
3. “Predominant” is based on dollar value and should match what is reported in
FPDS-NG.
4. Use Column Y to provide any clarifying information, as necessary.
Revised on Sep 1, 2021 3
M. In the Weighted Guidelines, was the contract type risk (DFARS 215.404-71-3(c)) in
the low end of the designated range, as provided in section 215.404-71-3(d)(2) of
the DFARS? If no, please provide a justification in column W comments: Refer to
the contract type risk value (DFARS 215.404-71-3(c)) that was entered in the
Record of Weighted Guidelines.
1. If Column I contains a date, Column M must contain a “Yes” or “No”.
2. If the answer = “No”, then explain in Column Y. Do not use Y or N as a
response.
N. Estimated percentage of actual costs incurred prior to definitization (if Definitized):
If the UCA/UCO has been definitized, enter the total estimated percentage of actual
costs (excluding profit/fee) that were incurred prior to definitization.
1. If Column I contains a date, Column N must contain a dollar amount.
2. The amount in Column N can be no more than 75% of costs incurred prior
to definitization unless an exception applies.
3. If an exception applies, please explain in the “comments column.”
O. Enter Reporting Date: This is the date of the semiannual report. This should be
filled in for every entry.
1. Must contain the last date of the reporting period.
2. This date must either be 3-31-202X or 9-30-202X.
P. Calculated Due Date (selected from columns F and H) (calculated field): Do not
enter any information into this field. This is a calculated field. This field represents
the calculated due date of the UCA/UCO. This field will select either the original
due date, if no qualifying proposal was received, or the extended due date, if a
qualifying proposal was received. This field is used to determine the definitization
date of the UCA/UCO.
Q. Report Date or Definitization Date (either column I or O) (calculated field): Do not
enter any information in this field. This is a calculated field. This field represents
either the date the UCA/UCO was definitized (if definitized) or the date of the
reporting period (if the UCA/UCO was not definitized).
R. # Days Before / Past Scheduled Definitization Date (calculated field): Do not enter
any information in this field. This is a calculated field. This field represents the
status of each UCA.
1. For a definitized action, a negative number represents the number
of days early the action was definitized while a positive number represents
how many days after the due date the action was definitized.
2. For a yet to be definitized action, a negative number represents the
number of days left for the action to be definitized in, while a positive
Revised on Sep 1, 2021 4
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