> ![](media/image1.png){width="0.7576388888888889in"
> height="0.6854166666666667in"} GSA Office of the Chief Acquisition
> Officer
>
> MAY 2 4 2005 GSA Acquisition Letter V-05-05
>
> MEMORANDUM FOR ALL GSA CONTRACTING ACTIVITIES
>
> FROM: DAVID A. DRABKIN
> ![](media/image2.jpeg){width="1.7104166666666667in"
> height="0.21736111111111112in"}
>
> SENIOR PROCUREMENT EXECUTIVE
>
> OFFICE OF THE CHIEF ACQUISITION OFFICER
>
> SUBJECT: Central Contractor Registration Automation in Pegasys

1\. Purpose. GSA is proceeding with the automation of the Central
Contractor Registration (CCR) in Pegasys. The integration of CCR
contractor data into Pegasys is accomplished through the Central
Contractor Registration Connector (CCRC). This Acquisition Letter
transmits the new policy and procedures that will be required following
the implementation of the automation process on April 5, 2005.

2\. Background, On October 1, 2003, the Federal Acquisition Regulation
(FAR) was amended to require contractor registration in the CCR database
prior to award of any contract, basic agreement, basic ordering
agreement or blanket purchase agreement. Contractors are to provide
basic contractor data relating to procurement, payment and billing
transactions. Contracting Officers were also required to modify existing
contracts and agreements to implement CCR changes by December 31, 2003,
for performance or payment requirements extending beyond December 31,
2003. FAR Section 4.1102 lists the exceptions to CCR registration.

> 3\. Effective Date. Date of this letter,

4\. Termination Date. This Acquisition Letter will expire one year from
the effective date unless cancelled or extended.

5\. Applicability. This Acquisition Letter applies to all GSA
contracting activities and to all contracts GSA issues, including those
used by other agencies. Each service should take appropriate steps to
communicate and implement the policy set forth in paragraph 7.

6\. Reference to regulations. FAR Subpart 4.11,

7\. Instructions/procedures. GSA contracting activities shall comply
with the attached memorandum issued by the GSA Chief Financial Officer
and the Chief Acquisition Officer, Subject: Central Contractor
Registration Automation in Pegasys (Attachment).

Attachment

U.S. General Services Administration 1800 F Street, NW

Washington, DC 20405-0002 [www.gsa.gov](http://www.gsa.gov/)

![](media/image1.png){width="0.7576388888888889in"
height="0.6854166666666667in"} GSA Office of the Chief Financial Officer

MAY 10 2005

MEMORANDUM FOR HEADS OF SERVICES AND STAFF OFFICES REGIONAL
ADMINISTRATORS

FROM: KATHLEEN M. TURCO
![](media/image3.jpeg){width="2.8340277777777776in" height="0.3375in"}

CHIEF FINANCIAL OFFICER (B)

EMILY W.MURPHY ![](media/image4.jpeg){width="1.2361111111111112in"
height="0.32569444444444445in"} CHIEF FINANCIAL OFFICER (V)

SUBJECT: Central Contractor Registration Automation in Pegasys

GSA has upgraded to Fzeg8aVoverSk\]O 5.1 and is now proceeding with the
automation of the Central Contractor Registration (CCR) in Pegasys. This
memorandum serves to update you on the new policy and procedures that
will be required following the implementation of the automation process
on April 5, 2005.

As you are aware, on October 1, 2003, the Federal Acquisition
Regulations (FAR) were amended to require contractor registration in the
CCF\', database prior to award of any contract, basic agreement, basic
ordering agreement or blanket purchase agreement. Contractors are to
provide basic contractor data relating to procurement, payment and
billing transactions, Contracting Officers were also required to modify
existing contracts and agreements to implement CCR changes by December
31, 2003, for performance or payment requirements extending beyond
December 31,20O3. The integration of this CCR contractor data to Pegasys
is accomplished through the Central Contractor Registration Connector
(CCRC). The CCRC will serve as an automated interface tool by which
Pegasys receives contractor updates from CCR.

Attached are detailed procedures that provide specific guidance and
instructions to contracting officers on CCRC operations. Please
distribute the attachment to the appropriate personnel in your
respective service or staff office. These procedures were developed
after consultation with CCR and Dun & Bradstreet officials and the
United States Department of Treasury (Treasury).

Questions regarding FAR-based contracts or concerning FAR regulations
should be referred to Michael 0. Jackson in the Contract Policy Division
at (202) 208-4949. For questions regarding the above memorandum, please
contact Norma Tolson at (2O2) 208-0584 or your customer service
representative in the applicable Finance Center.

Attachment

US, General Services Administration 1800 F Street, NW

Washington, DC 20405-0002 www.gsa.gov

**Central Contractor Registration**

[General Information:]{.underline}

On October 1, 2003 the Federal Acquisition Regulations (FAR) were
amended to require contractor registration in the CCR database prior to
award of any contract, basic agreement, basic ordering agreement or
blanket purchase agreement. Contractors are to provide basic contractor
data relating to procurement, payment and billing transactions.
Contracting Officers were also required to modify existing contracts and
agreements to implement CCR Changes by December 31, 2003, for
performance or payment requirements extending beyond December 31, 2003.
The integration of this CCR contractor data to Pegasys is the Central
Contractor Registration Connector (CCRC). The CCRC will serve as an
aUtDR1at8d interface tool by which Pegasys receives contractor updates
from CCR.

The government contractor is responsible for the accuracy and
completeness of the data within the CCR database and for any liability
resulting from the Government\'s reliance on inaccurate or incomplete
data (FAR 52.204-7). After publishing contractors initially, CCRC
captures any changes to the selected contractors and automatically
transfers on a daily basis all relevant data elements to keep contractor
data in Pegasys current (e.g., legal name, physical street address,
Doing Business As (DBA) name, remit to address and banking information.
It should be noted that the remit to point of contact in CCR and remit
to name in Pegasys do not have the same meaning. The remit to point of
contact/name in CCR is simply part of an address for mailing checks in
case the government is unable to make payment by Electronic Funds
Transfer (EFT). The remit to name in Pegasys is the payee on the check.
For these reasons, it is not a requirement that the remit to point of
contact/name in CCR match the remit to name on the GSA Form 300, other
ordering document or Electronic Data Interchange (EDI) record. The remit
to name on the ordering document should match the name in the contract,
whether it is the legal name or DBA name.

The Contracting Officer will:

> I . Verify that a contractor has registered before awarding (or
> modifying) a contract (includes basic agreement, basic ordering
> agreement or blanket purchase agreement). The Contracting Officer must
> verify in CCR, by Data Universal
>
> Number System (DUNS) or DUNS+4 number, the contractors exact legal
> business name, DBA name (if any), physical street address and
> socio-economic status at a minimum prior to award of the contract via
> the Internet at [www.ccr.gov](http://www.ccr.gov/) or by calling
> toll-free: (888) 227-2423.\[commercial (269) 961-5757\] or through
>
> GSA\'s CCR repository. Access to the repository will require an Oracle
> Database Connection (ODBC) process along with a user Id and password
> issued by Gregg Rovinsky of the Systems Programming Branch at (202)
> 501-2908.
>
> Attachment
>
> -2­
>
> 2\. Include a DUNS/DUNS+4 Number in the contract for FAR-based
> contracts only. A Contracting Officer should specifically exclude a
> DUNS/DUNS+4 number for non-FAR based contracts. including a
> DUNS/DUNS+4 number with a non-FAR based contract may lead to improper
> updating of information in the Pegasys vendor files and to issuance of
> erroneous payment. The Finance Center will differentiate between FAR
> and non-FAR ba\~ed contracts by establishing different vendor address
> codes.
>
> 3\. Retrieve Taxpayer Identification Number (TIN) and search Pegasys
> to determine if an address code exists that is CC\[A enabled (existing
> DUNS/DUNS+4). If no code exists, request hat a new address code be
> established by the Finance Center for CCR compliance.
>
> 4\. Provide the Finance Center with DU NSIDUNS+4 number to retrieve
> contractor information from CCR.
>
> 5\. Follow-up with contractor to correct or change CCR or contract
> information according to the attached supplemental procedures.
>
> 6\. Ensure that the legal name in Block 7 and remit to name in Block
> 12 of GSA Form 3OO other ordering document or EDI record match
> exactly. Please do not include lockbox names in block 12 of the
> remittance information.
>
> The Finance Center will :
>
> 1\. Use the DUNS/DUNS+4 number to retrieve contractor information from
> CCR, including TIN, legal name, physical street address, remit to
> address, DBA if applicable and EFT information. If a Contracting
> Officer provides a TIN or remit to address that does not match CCR,
> the finance center will use the TIN and remit to information in CCR
> and the Contracting Officer will be notified accordingly.
>
> 2\. Enable contractors for CCR automatic updates^;^ if DUNS/DUNS+4
> number is
>
> provided by the Contracting Officer.
>
> 3, Establish new vendor address code if necessary and enable for CCR.
>
> 4\. Return immediately 8OVorder information does not match CCR records
> for legal name, DBA name, physical street address and EFT data. The
> Contracting Officer will be responsible for resolution in accordance
> with the supplemental procedures.
>
> 5\. Process payments if the order, invoice and CCR records match. If
> information
>
> does not match, the Finance Center will suspend payment in accordance
> with
>
> FAR and notify the Contracting Officer who will resolve matter with
> the contractor.
>
> 6\. Notify Contracting Officer of any novations, name changes or
> assignments taking
>
> place through CCRC updates. Suspend payment if Contracting Officer
> determines that the contractor has made any improper novations, name
> changes or assignments. The Contracting Officer is responsible for
> resolution with the contractor.
>
> \'
>
> 7\. Return any Form 3881 (ACH Vendor/Miscellaneous Payment Enrollment
> Form) to the contractor if vendor address code is CCR enabled and
> request that contractor update OCR. If the contractor has vendor
> address codes that are not CCR enabled, Finance will honor Form 3881
> for those codes.

**Supplemental Procedures:**

**Contractor changes legal name**

It is a requirement of CCR that the legal name in CCF? must match Dun &
B\[8d31re8 DUNS record exactly; there are no exceptions. If information
does not match exactly, CCR will reject the registration (see attached
CCR Handbook). Minor punctuation differences such as a comma or period
may be ignored; however all other data elements must match the CCR
record precisely. GSA has consulted with Treasury and been informed that
there are no prescribed regulations regarding abbreviations or acronyms;
however, the information must match exactly on the offer and in the CCR
record.

The following procedures should be followed for a Contractor that has
changed its legal name:

> 1\. Contractor notifies Contracting Officer of intent to change legal
> name. Contractor provides documentation to support legal name change
> to Contracting Officer according to timeline established by
> Contracting Officer (FAR 4.1102\\.
>
> 2\. Contracting Officer ensures that documentation to support legal
> name change has been submitted and is sufficient (FAR 4.1102)
>
> 3\. Contracting Officer processes modification for name change into
> financial system or subsystem or notifies the
>
> appropriate office responsible for the data entry,
>
> 4\. Contractor calls Dun & Bradstreet customer\[ service with a
> request for a legal name change (Dun & Bradstreet has special
> telephone service at (866)-705-­5711 and web forms at
> <https://eupdate.dnb.com/requestoptions/government/ccrreg/> for
> Federal Government contractors to ensure prompt, free service). Legal
> name must exactly match documentation submitted to Contracting
> Officer.
>
> 5\. Dun and Bradstreet processes legal name change in DUNS record and
> sends automatic notification to CCR to update legal name in CCR.
>
> 6\. CCR updates legal name change.
>
> 7\. Updated Contractor legal name is downloaded into Pegasys vendor
> records through CCRC routine.
>
> 8\. Since the Finance Centers do not automatically receive
> documentation to support name changes from the Contracting Officers,
> all name changes identified in the CCRC routine will be reported to
> the Contracting Officer.

If the Contracting Officer determines that an improper legal name change
has taken place, the Contracting Officer notifies Finance Center to
enforce suspension of payment clause until matter is resolved by
Contracting Officer (FAR 4.1102). Contracting Officer is responsible for
informing the Finance Center when matter is resolved.

> -4­
>
> **Contractor changes physical street address**
>
> It is a requirement of CCR, that the physical street address in CCR
> must match the Dun 8\* Bradstreet DUNS record. If the information does
> not match, CCR will reject registration. Information must match
> precisely; however, commonly used address abbreviations prescribed by
> the United States Postal Service do not constitute a mismatch from the
> spelled out names. Examples are \"Aye\" for Avenue, \"St\" for Street
> and City and State names. The Contracting Officer has the right to
> require the contractor to update CCR or the offer if he/she believes
> that the aforementioned differences may cause confusion as to the
> stated address.

The following procedures should be followed for a Contractor that has
changed its physical street address:

> 1\. Contractor notifies Contracting Officer of intent to change
> address.
>
> 2\. Contracting Officer processes a contract: modification to reflect
> new address.
>
> 3\. Contractor calls \[}un& Bradstreet Federal customer service at the
> above number or via the Federal website shown
>
> above with a request for an address change.
>
> 4\. Dun and Bradstreet processes address change in DUNS record and
> sends automatic notification to CCR to update address in CCR. 5. CCR
> updates address change. 6. Updated address is downloaded into Pegasys
> through CCRC routine.

**Contracting Officer discovers that legal name or physical street
address on offer and CCR do not match**

> The Contracting Officer has two choices:
>
> 1\. Request offeror to amend offer so that it matches exactly the CCR
> record; or
>
> 2\. Request offeror to update CCR record to match the offer by
> contacting DUN & Bradstreet customer service to correct legal name
> and/or physical street address in DUN & Bradstreet records. Legal Name
> and physical street address should exactly match the offer. DUN &
> Bradstreet will process request and send automatic update to CCR.
>
> **Contracting Officer discovers that DBA name on offer and CCR do not
> match.**
>
> 1\. Request offeror to amend offer so that it matches exactly the CCR
> record.
>
> 2\. Request offeror to update OCR record to match offer.