If you sell to the Department Of Defense or are just planning to do it, you will inevitably face two agencies that are crucial for your success as a GSA contractor. These two agencies are the Defense Contract Audit Agency (DCAA) and the Defense Contract Management Agency (DCMA).
If you sell to the Department Of Defense or are just planning to do it, you will inevitably face two agencies that are crucial for your success as a GSA contractor. These two agencies are the Defense Contract Audit Agency (DCAA) and the Defense Contract Management Agency (DCMA).
- What are the DCMA and DCAA
- DCAA audit
- How Do You Find Your Cognizant DCAA Office?
- How Do You Find Your Cognizant DCMA Office?
In this article, we explain what’s so important about these agencies, how to find cognizant DCAA and DCMA offices, and why you really need to know where these offices are in the first place.
What are the DCMA and DCAA
The Defense Contract Audit Agency (DCAA) performs audits and provides financial advisory services to the Department of Defense. The goal of the DCAA is to guarantee that every dollar spent on DoD contracts delivers maximum value. The Agency performs defense and military contracts audits and reviews financial representations provided by contractors.
Any defense contractor will inevitably contact DCAA at one stage or another because this is what the Agency was created for to determine whether contracts are allowable, reasonable, and adequately priced.
The Defense Contract Management Agency (DCMA) performs the actual management of defense contracts for the Department of Defense and other federal entities. The Agency has over 12,000 employees including those who are working overseas and reviews about 1000 DoD contracts every day. The main function of DCMA is to ensure prompt delivery and the best quality of products and services provided by defense contractors.
The overall number of DoD contracts managed by DCMA exceeds 300,000 with the overall value of these contracts approaching $7 trillion. Of course, the function of this agency is not only receiving contracts. In fact, DCMA makes sure that supplies and services are delivered in a timely manner, the costs stay within the budget, and performance hits the milestones defined in the contract as planned.
Here is why knowing your cognizant DCAA and DCMA office is important
Finding your local DCAA or DCMA location is not too hard (see below in this article). However, many contractors often ask how knowing the locations of cognizant DCAA offices is important.
Well, there are a number of reasons to know your cognizant DCMA and DCAA offices if you either sell or plan to sell to DoD.
Resolving inquiries
Whenever you have a question related to your business with the Department of Defense or to your defense contract, you should direct it to the local DCAA field audit office. We’ll explain how to find the local DCAA office using the Audit Office Locator on the DCAA website, below in this article.
Pre-award survey
A pre-award survey is performed by the cognizant office. The purpose of the survey is to estimate the ability of the contractor to complete a proposed defense contract. The survey encompasses technical, financial, QA, accounting, and production spheres where contractors’ capabilities are assessed.
DCAA audit
Sometimes, a contracting officer can initiate the audit procedure by submitting a request to the cognizant DCAA office. The purpose of such an audit is to clarify supporting documentation provided by the contractor and to determine the basis of the proposal. The contractor may then be asked to provide additional information or documents to the cognizant DCAA office.
Filling in information
Some official forms and documents may require you to specify certain information that you can request from the cognizant DCAA office. For instance, filling in the Interim Public Voucher to claim reimbursement requires you to specify the name, mailing address, and telephone number of the auditor. This information can be requested from the cognizant office only.
How Do You Find Your Cognizant DCAA Office?
Currently, there are over 300 offices of DCAA including local field audit offices and sub-offices all around the world. Finding the cognizant office is simple:
- Open the DCAA website at dcaa.mil
- Open the U.S. CONUS Locator tool from the dropdown menu:
- Then, you can enter your DUNS, CAGE, or NAICS code into the search box and click the “Search” button. The easiest source for the CAGE code is your registration on SAM.gov.
All the applicable offices will be displayed instantly.
If you want to locate a DCAA office outside the continental U.S. (like in Hawaii), you should use the OCONUS tool instead. The search procedure is similar.
How Do You Find Your Cognizant DCMA Office?
Finding the local DCMA office is also easy. In fact, there are several ways to do this.
Using the Contract Administration DoDAAC / Payment Office DoDAAC Lookup Tool
The DCMA DoDAAC lookup tool is provided by the Department of Defense Activity Address Code (DoDAAC) at this link.
- In the tool, go to Purchase Code Management. Select «Contract Administration DoDAAC / Payment Office DoDAAC Lookup».
- Enter your CAGE code into the corresponding box. You can also specify your ZIP code and select the country from the list.
- Click “Next” to look up your cognizant DCMA office. The result is displayed immediately on the same page.
Locate the office on the DCMA website
- Open the DCMA home page at dcma.mil.
- Select the “Customers” menu and select the “Contract Management Team (CMT)” item.
- This will open the Contract Management Team search website (you may need to login). Now, enter your CAGE code into the corresponding box, or use your contract number instead.
- Click “Search”.
- The results with the nearest cognizant DCMA offices will be displayed below.
Note that the same procedure allows you to perform DCMA ACO lookup to know your Administrative Contracting Officer, and for cognizant security office lookup.
In conclusion
As you see, knowing your cognizant DCMA and DCAA offices is really important, but fortunately, you can find out this information fairly easily. However, not every federal contracting task is resolved so fast. For instance, if you are new to government contracting and need help getting on GSA or if you want to renew your GSA Schedule contract, you may decide that delegating this to a third-party agent is easier and less time- and effort-consuming.
If you want to learn more about acquiring or managing GSA Schedule contracts, please visit the Price Reporter website, a leading service provider in the GSA contracting industry with more than 13 years of experience.
The process to find the Cognizant DCAA office responsible for your contract will depend on the agency that awarded your contract and the specific details of your contract. Here are some general steps you can take to find the Cognizant DCAA office for your contract:
Check your contract documentation: Your contract documents may include information on the Cognizant DCAA office responsible for your contract. Look for any references to DCAA, cognizant or audit offices, or contract administration.
Contact your contracting officer: Your contracting officer is the primary point of contact for your contract and should be able to provide you with information on the Cognizant DCAA office responsible for your contract. You can reach out to your contracting officer via email or phone, and ask for the information.
Search the DCAA website: The DCAA website provides a list of its regional offices and contact information. You can visit the DCAA website and search for the regional office that has jurisdiction over your geographic area or agency.
Contact the DCAA hotline: The DCAA also provides a hotline for contractors to call for assistance. You can contact the DCAA hotline and ask for assistance in identifying the Cognizant DCAA office responsible for your contract.
Check with other contractors in your area: If you know of other contractors in your area that have worked with the same agency or have similar contracts, you can ask them for information on the Cognizant DCAA office responsible for their contracts.
Remember, it is important to work closely with the Cognizant DCAA office responsible for your contract throughout the duration of your contract. They will be responsible for conducting audits and reviews of your contract to ensure compliance with regulations and contractual requirements. Maintaining open communication and providing accurate and timely information can help to ensure successful contract performance.
What is the process to find the Cognizant DCAA office responsible for my contract?
The designation of the Cognizant DCAA office for your contract is typically based on several factors, including:
Contract type: The type of contract you have will determine which DCAA office has cognizance over your contract. For example, contracts with the Department of Defense will typically be assigned to a DCAA regional office that has jurisdiction over the geographic area where the contractor is located.
Contract value: The value of your contract may also be a factor in determining the Cognizant DCAA office. Larger contracts may be assigned to a regional office that has more resources and experience handling larger contracts.
Contractor Location: The location of your business may also play a role in determining the Cognizant DCAA office. Contracts with contractors located in remote or hard-to-reach areas may be assigned to a regional office that has experience working with contractors in that area.
The complexity of the contract: The complexity of your contract, including the scope of work, the number of subcontractors, and the level of risk involved, may also be a factor in determining the Cognizant DCAA office. Contracts with a high level of complexity may be assigned to a regional office with more experience handling complex contracts.
Agency-specific requirements: Some agencies may have specific requirements for the assignment of Cognizant DCAA offices, such as a preference for a certain regional office or a requirement for certain certifications or qualifications for DCAA auditors.
Ultimately, the assignment of the Cognizant DCAA office to your contract is based on a variety of factors and can vary depending on the specific circumstances of your contract. If you have any questions about which DCAA office has cognizance over your contract, you should reach out to your contracting officer or DCAA representative for clarification.
What factors determine which DCAA office is designated as the Cognizant office for my contract?
The frequency of your interactions with the Cognizant DCAA office may depend on the specific contract or project that you are working on. Generally, you can expect to have periodic interactions with your Cognizant DCAA office throughout the duration of your contract. This could include regular meetings or reviews, as well as occasional requests for information and documentation.
In terms of the types of information that you should provide to the Cognizant DCAA office, this will depend on the specific requirements of your contract and the information that is necessary for the DCAA to perform its oversight responsibilities. You should work closely with your Cognizant DCAA office to understand their specific requirements and provide the necessary information in a timely and accurate manner.
Some examples of information that you may be required to provide to the Cognizant DCAA office include:
Financial reports and statements
Timekeeping records
Invoices and billing documentation
Contract deliverables and progress reports
Subcontractor information and documentation
Cost and pricing data
Compliance documentation and certifications.
It is important to maintain clear and accurate records and to be prepared to provide any requested information in a timely manner. This can help to ensure a smooth and efficient contracting process and avoid any potential issues with the DCAA.
How often should I expect to interact with my Cognizant DCAA office, and what types of information should I provide to them?