PGI 204.16 -UNIFORM PROCUREMENT INSTRUMENT IDENTIFIERS

PGI 204.1601 Policy.

(b) Transition of PIID numbering. Components are encouraged to transition to the Procurement Instrument Identifier (PIID) numbering schema as soon as possible, but no later than the date specified at DFARS 204.1601(b).

(c)(i) A continued contract is issued solely for administrative reasons. When issuing a continued contract, the contracting officer shall perform the following tasks:

(A) Obtain approval at a level above the contracting officer before issuance of the continued contract.

(B) Assign a PIID to the continued contract that is different from the PIID assigned to the predecessor contract, using the uniform PIID numbering system prescribed in FAR 4.1603 and DFARS 204.1603. The predecessor contract will retain the PIID originally assigned to it.

(C) Find a clear breaking point (e.g., between issuance of orders, exercise of options, or establishment of a new line of accounting) to issue the continued contract.

(D) Clearly segregate contractual requirements for purposes of Government inspection, acceptance, payment, and closeout. Supplies already delivered and services already performed under the predecessor contract will remain under the predecessor contract. This will allow the predecessor contract to be closed out when all inspection, acceptance, payment, and other closeout issues associated with supplies delivered and services performed under the predecessor contract are complete.

(E) Include in the continued contract all terms and conditions of the predecessor contract that pertain to the supplies and services yet to be delivered or performed. At the time it is issued, the continued contract may not in any way alter the prices or terms and conditions established in the predecessor contract.

(F) Provide advance notice to the contractor before issuance of the continued contract, to include the PIID and the effective date of the continued contract.

(G) Modify the predecessor contract to—

(1) Reflect any necessary administrative changes such as transfer of Government property, and make the Government property accountable under the continued contract;

(2) Clearly state that future performance (e.g., issuance of orders or exercise of options) will be accomplished under the continued contract; and

(3) Specify the administrative reason for issuing the continued contract.

(H) Reference the predecessor contract PIID on the face page of the continued contract to ensure traceability.

(ii) Sample language for the administrative modification to the predecessor contract follows:

This modification is issued for administrative purposes to facilitate continued contract performance due to [state the reason for assigning an additional PIID]. This modification is authorized in accordance with FAR 4.1601 and DFARS 204.1601.

Supplies and services already acquired under this contract number shall remain solely under this contract number for purposes of Government inspection, acceptance, payment, and closeout. All future [delivery orders] [task orders] [options exercised] will be accomplished under continued contract [insert contract number].

PGI 204.1603 Procedures.

(a)(3)(A)(3) Legacy contract writing systems authorized to use the letter T in position 9 of the PIID for automated requests for quotation include the following:

(i) Department of Navy’s Item Management and Procurement (ITIMP) system.

(ii) Defense Logistics Agency’s Enterprise Business System (EBS).

(4) Positions 10 through 17. Positions 10 through 13 of a DoD-issued PIID shall not be a sequence of four zeroes (i.e., “0000”).

(b) Elements of a supplementary PIID.

(1) Position 1. Use a “U” in position 1 (e.g., “U00001”) in lieu of an “A” or “P”, as necessary, to process draft modifications through contract writing systems and associated applications. Change the “U” to an “A” or “P” prior to award to comply with FAR and DFARS standards.

(2) Positions 2 through 6. Examples of proper numbering for positions 2 through 6 are as follows:

Normal modification

Provisioned items order (reserved for exclusive use

by the Air Force only)

Shipping Instructions

00001 — 99999

K0001

—

K9999

S0001

—

S9999

then

KA001

—

KZ999

SA001

—

SZ999

A0001 — A9999

L0001

—

L9999

T0001

—

T9999

B0001 — B9999

LA001

—

LZ999

TA001

—

TZ999

and so on to

M0001

—

M9999

U0001

—

U9999

H0001 — H9999

MA001

—

MZ999

UA001

—

UZ999

then

N0001

—

N9999

V0001

—

V9999

J0001 — J9999

NA001

—

NZ999

VA001

—

VZ999

then

P0001

—

P9999

W0001

—

W9999

R0001 — R9999

PA001

—

PZ999

WA001

—

WZ999

then

Q0001

—

Q9999

X0001

—

X9999

AA001 — HZ999

QA001

—

QZ999

XA001

—

XZ999

then

JA001 — JZ999

Y0001

—

Y9999

RA001 — RZ999

YA001

—

YZ999

(3) If the contract administration office is changing the contract administration or disbursement office for the first time and is using computer generated modifications to notify many offices, it uses the six position supplementary number ARZ999. If either office has to be changed again during the life of the contract, the supplementary number will be ARZ998, and on down as needed.

PGI 204.1670 Cross reference to Federal Procurement Data System.

The following matrices should be used as a cross reference between the terms used in the FAR, DFARS, and the Federal Procurement Data System (FPDS).

STRUCTURE OF REQUIRED IDENTIFIERS

Key and

Description

Format

A - DoD Procurement Instrument

Identifier (PIID)

Consists of the concatenation of the following four fields:

Enterprise Identifier - DODAAC of contracting office

Fiscal Year in which award is made

Procurement Instrument Type Code

Serialized Identifier

Six alpha-numeric characters excluding

I and O

Two numeric characters

One alpha character excluding

I and O

Four alpha-numeric characters excluding

I and O. 0000 is not an acceptable value.

B - DoD Order Number (Supplementary PIID)

Four alpha-numeric characters excluding I and O. A and P are prohibited in the first position. 0000 is not an acceptable value.

(NOTE: Four character supplementary PIID order numbers are only allowed to be issued through FY16. Subsequently, all orders must be in the format shown above in section A of this table. DoD activities are encouraged to transition as soon as possible in FY16 to this new method for numbering orders under DoD contracts and agreements. Transition must be completed no later than October 1, 2016.)

C - DoD Procurement Instrument Modification Identifier (Supplementary PIID)

Six alpha-numeric characters beginning with A or P, excluding I and O. P00000 and A00000 are not acceptable values.

D - DoD Order Modification Identifier (Supplementary PIID)

Two alpha-numeric characters excluding I and O. 00 is not an acceptable value.

(NOTE: Two character supplementary PIID modification numbers are only allowed to be issued to DoD orders issued through FY16. Modification to DoD orders issued after the transition to the new method of numbering orders under DoD contracts and agreements must be in the form shown in section C of this table.

E - Non DoD Procurement Instrument Number

4 to 50 Alpha-numeric characters

ELEMENTS NEEDED TO IDENTIFY A DEPARTMENT OF DEFENSE PROCUREMENT ACTION

Procurement Instrument Action Type

Required as shown below to uniquely identify the action.

Reference Procurement Instrument (Reference Use Only)

Procurement Instrument Identifier (PIID) (Contract Number)

Modification Number Order Number

BPA or Order under a Schedule or other non-DoD Instrument

E

A

Order against a BPA under a Schedule (FY16 and later)

E

A

A

Order against a BPA under a Schedule (Pre-FY16)

E

A

B

DoD Contract, Purchase Order, BOA, BPA not under a Schedule, or other instrument

A

Order against a DoD Contract, BOA, BPA not under a Schedule, or other instrument (FY16 and later)

A

A

Order against a DoD Contract, BOA, BPA not under a Schedule or other instrument

(Pre-FY16)

A

B

Modification to a BPA or Order under a Schedule or other non- DoD instrument

E

A

C

Modification to an Order against a BPA under a Schedule

(FY16 and later)

E

A

A

C

Modification to an Order against a BPA under a Schedule

(Pre-FY16)

E

A

B

D

Modification to a DoD Contract, Purchase Order, BOA, BPA not under a Schedule, or other instrument

A

C

Modification to an Order against a DoD Contract, BOA, or BPA not under a schedule (FY16 and later)

A

A

C

Modification to an Order against a DoD Contract, BOA, or BPA not under a schedule (Pre-FY16)

A

B

D

FPDS Crosswalk

FPDS FIELD NAME

REF_IDV_PIID

REF_IDV_MODIFI-CATION_NUMBER

PIID

MODIFICATION_NUMBER

BPA or Order under a Schedule or other non-DoD Instrument

E

Use 0

A

Use 0

Order against a BPA under a Schedule (FY16 and later)

A

Use 0

A

Use 0

Order against a BPA under a Schedule

(Pre-FY16)

A

Use 0

B*

Use 0

DoD Contract, Purchase Order, BOA, BPA not under a Schedule, or other instrument

A

Use 0

Order against a DoD Contract, BOA, BPA not under a Schedule, or other instrument (FY16 and later)

A

Use 0

A

C

Order against a DoD Contract, BOA, BPA not under a Schedule, or other instrument

(Pre-FY16)

A

Use 0

B*

D*

Modification to a BPA or Order under a Schedule or other non-DoD Instrument

A

C

Modification to an Order against a BPA under a Schedule

(FY16and later)

A

Use 0

A

C

Modification to an Order against a BPA under a Schedule

(Pre-FY16)

A

Use 0

B*

D*

Modification to a DoD Contract, Purchase Order, BOA, BPA not under a Schedule, or other instrument

A

C

Modification to an Order against a DoD Contract, BOA, or BPA not under a Schedule

(FY16 and later)

A

Use 0

A

C

Modification to an Order against a DoD Contract, BOA, or BPA not under a Schedule

(Pre-FY16)

A

Use 0

B*

D*

* Note that FPDS strips leading zeroes, so that modification 02 to order 0024 is shown as modification 2 to order 24.