Reporting Forms

Material Inspection and Receiving Report

The standard DoD form used to document government inspection and acceptance of supplies or services delivered under defense contracts. It serves as the contractor's shipping document, the government's receiving report, and the basis for payment. DCMA inspectors and contracting officer representatives use DD-250 to certify acceptance.

Individual Contracting Action Report

A reporting form used to document individual contract actions for the Federal Procurement Data System (FPDS). It captures data about the procurement method, contract type, socioeconomic data, competition, and dollar values. While largely automated through FPDS-NG, the form defines the data elements collected for every reportable contract action.

Report of Inventions and Subcontracts

Used by contractors to report inventions, discoveries, improvements, and innovations made during contract performance. It also reports subcontracts that include patent rights clauses. Required by the Bayh-Dole Act and FAR 52.227 patent rights clauses to ensure the government is aware of all intellectual property created under funded research.

Contract Data Requirements List (CDRL)

Lists all data deliverables required under a DoD contract. Each CDRL item specifies the data item description (DID), delivery schedule, distribution, format, and approval requirements. CDRLs are central to defense contract management and define the technical documentation the contractor must produce.

Contract Administration Completion Record

Documents the completion of all contract administration functions and closeout of a defense contract. It verifies that all deliverables have been accepted, all payments made, all property accounted for, and all administrative actions completed. DCMA uses this form to certify a contract is ready for final closeout.

Architect-Engineer and Related Services Questionnaire

A legacy form that was used by A-E firms to provide their qualifications to federal agencies. It captured firm experience, personnel qualifications, and project history. SF-254 has been superseded by Part I of SF-330 but is still referenced in older procurement guidance and some agency databases.

Subcontracting Report for Individual Contracts

Used by prime contractors to report subcontracting achievements under individual contracts that contain subcontracting plans. It tracks dollars awarded to small business, small disadvantaged business, women-owned, HUBZone, SDVOSB, and other socioeconomic categories. This form has been largely superseded by electronic reporting in eSRS.

Summary Subcontract Report

A summary-level subcontracting report that aggregates subcontracting data across all of a contractor's federal contracts. It provides a corporate-wide view of small business subcontracting achievement. Like SF-294, this form has been largely replaced by electronic reporting through eSRS.

Report Documentation Page

The standard cover page for technical reports delivered under federal contracts. It captures bibliographic data including title, authors, performing organization, sponsoring agency, report classification, and abstract. Required by the Defense Technical Information Center (DTIC) and other federal repositories.

Preaward Survey of Prospective Contractor (General)

Used by government preaward survey teams to evaluate a prospective contractor's capability to perform a contract. It assesses the contractor's technical capability, production capacity, quality assurance, financial resources, and overall responsibility. The general section covers basic company information and capabilities.

Preaward Survey of Prospective Contractor — Technical

The technical portion of the preaward survey assessing a prospective contractor's technical capabilities, equipment, facilities, and personnel qualifications. Survey teams use this form to determine if the contractor can meet technical requirements of the proposed contract.

Preaward Survey of Prospective Contractor — Production

The production portion of the preaward survey evaluating a prospective contractor's manufacturing or production capacity, scheduling capabilities, and ability to meet delivery requirements. It examines current workload, production facilities, and capacity planning.

Audit and Records — Negotiation

Grants the government the right to audit contractor records related to pricing, cost, and performance. It requires contractors to maintain records for 3 years after final payment and make them available for examination by DCAA, GAO, and other authorized auditors. Applies to negotiated contracts over the SAT.

Hazardous Material Identification and Material Safety Data

Requires contractors to identify hazardous materials in delivered products and provide material safety data sheets (SDS). It ensures the government is aware of hazardous substances in supplies and can implement proper handling, storage, and disposal procedures.

Preaward Survey of Prospective Contractor — Accounting System

Evaluates a prospective contractor's accounting system during a preaward survey to determine if it can properly accumulate and report costs under government contracts. DCAA auditors use this form to assess whether the accounting system is adequate for cost-type or incentive contracts.

Exchange of Financial Information

Used to exchange financial information between the VA and its contractors or grantees. It documents financial status, expenditures, and remaining balances under VA contracts or grants. Primarily used for research contracts and cooperative agreements managed by the VA.