Procurement Instrument Identification

SUBPART 204.70--UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

204.7000 Scope.

This regulation:

• (a) Prescribes policies and procedures for assigning numbers to all solicitations, contracts, and related instruments; and

• (b) Does not apply to solicitations or orders for communication service authorizations issued by the Defense Information Technology Contracting Organization of the Defense Information Systems Agency in accordance with 239.7407-2.

204.7001 Policy

• (a) Use the uniform procurement instrument identification (PII) numbering system prescribed by this subpart for the solicitation/contract instruments described in 204.7003 and 204.7004.
• (b) Retain the basic PII number unchanged for the life of the instrument unless the conditions in paragraph (c) of this section exist.
• (c)(1) If continued performance under a contract number is not possible or is not in the Government’s best interest solely for administrative reasons (e.g., when the supplementary PII serial numbering system is exhausted or for lengthy major systems contracts with multiple options), the contracting officer may assign an additional PII number by issuing a separate continued contract to permit continued contract performance.
  • (2) A continued contract—
    • (i) Does not constitute a new procurement;
    • (ii) Incorporates all prices, terms, and conditions of the predecessor contract effective at the time of issuance of the continued contract;
    • (iii) Operates as a separate contract independent of the predecessor contract once issued; and
    • (iv) Shall not evade competition, expand the scope of work, or extend the period of performance beyond that of the predecessor contract.
  • (3) When issuing a continued contract, the contracting officer shall—
    • (i) Issue an administrative modification to the predecessor contract to clearly state that—
      • (A) Any future awards provided for under the terms of the predecessor contract (e.g., issuance of orders or exercise of options) will be accomplished under the continued contract; and
      • (B) Supplies and services already acquired under the predecessor contract shall remain solely under that contract for purposes of Government inspection, acceptance, payment, and closeout; and
    • (ii) Follow the procedures at PGI 204.7001(c) (DFARS/PGI view).

204.7002 Procedures.

• (a) In assigning PII numbers—
  • (1) Use only the alpha-numeric characters, as prescribed in this subpart; and
  • (2) Do not use the letter “I” or “O”.
    • (b) If department/agency procedures require other identification on the solicitation, contract, or other related instrument forms, enter it in such a location so as to separate it clearly from the PII number.
    • (c) Enter the basic PII number, including Federal supply contract numbers and any supplementary numbers, in the spaces provided on the solicitation, contract, or related instrument forms. Separate the major elements by dashes, e.g., N00023-90-D-0009 (not necessary in electronic transmission). If there is no space provided on the form, enter the number in the upper right corner of the form and identify what it is (e.g., Supplementary Number N00023-90-F-0120).

204.7003 Basic PII number.

• (a) Elements of a number. The number consists of 13 alpha-numeric characters grouped to convey certain information.
  • (1) Positions 1 through 6. The first six positions identify the department/agency and office issuing the instrument. Use the DoD Activity Address Code (DoDAAC) assigned to the issuing office. DoDAACs can be found at https://www.daas.dla.mil/daasinq/.
  • (2) Positions 7 through 8. The seventh and eighth positions are the last two digits of the fiscal year in which the procurement instrument is issued or awarded.
  • (3) Position 9. Indicate the type of instrument by entering one of the following upper case letters in position nine—
    • (i) Blanket purchase agreements -- A
    • (ii) Invitations for bids -- B
    • (iii) Contracts of all types except indefinite delivery contracts, sales contracts, and contracts placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD. Do not use this code for contracts or agreements with provisions for orders or calls. -- C
    • (iv) Indefinite delivery contracts -- D
    • (v) Reserved -- E
    • (vi) Contracting actions placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD (including actions with the National Industries for the Blind (NIB), the National Industries for the Severely Handicapped (NISH), and the Federal Prison Industries (UNICOR)) -- F
    • (vii) Basic ordering agreements -- G
    • (viii) Agreements, including basic agreements and loan agreements, but excluding blanket purchase agreements, basic ordering agreements, and leases. Do not use this code for contracts or agreements with provisions for orders or calls. -- H
    • (ix) Do not use -- I
    • (x) Reserved -- J
    • (xi) Short form research contract --K
    • (xii) Lease agreement --L
    • (xiii) Purchase orders--manual (assign W when numbering capacity of M is exhausted during the fiscal year) -- M
    • (xiv) Notice of intent to purchase -- N
    • (xv) Do not use -- O
    • (xvi) Purchase order--automated (assign V when numbering capacity of P is exhausted during a fiscal year) -- P
    • (xvii) Request for quotation--manual -- Q
  • (4) Position 10 through 13. Enter the serial number of the instrument in these positions. A separate series of serial numbers may be used for any type of instrument listed in paragraph (a)(3) of this section. Activities shall assign such series of PII numbers sequentially. An activity may reserve blocks of numbers or alpha-numeric numbers for use by its various components.
• (b) Illustration of PII number. The following illustrates a properly configured PII number—
  • 1-6 -- Identification of department/agency office
  • 7-8 -- Last two digits of the fiscal year in which the procurement instrument is issued or awarded
  • 9 -- Type of instrument
  • 10-13 -- Four position serial number

204.7004 Supplementary PII numbers.

For more detailed instructions on supplementary numbers, and other information, please go to the site referenced below.

204.7005 Assignment of order codes.

(a) Defense Procurement and Acquisition Policy, Program Development and Implementation, maintains the order code assignments for use in the first two positions of an order number when an activity places an order against another activity’s contract or agreement (see 204.7004(d)(2)).

(b) Contracting activities shall follow the procedures at PGI 204.7005 (DFARS/PGI view) for requests for assignment of or changes in two-character order codes.

204.7006 Cross reference to Federal Procurement Data System.

Detailed guidance on mapping PII and supplementary PII numbers stored in the Electronic Document Access system to data elements reported in the Federal Procurement Data System can be found in PGI 204.7006 (DFARS/PGI view).

204.7007 Order of application for modifications.

(a) Circumstances may exist in which the numeric order of the modifications to a contract is not the order in which the changes to the contract actually take effect. (b) In order to determine the sequence of modifications to a contract or order, the modifications will be applied in the following order: (1) Modifications will be applied in order of the effective date on the modification; (2) In the event of two or more modifications with the same effective date, modifications will be applied in signature date order; (3) In the event of two or more modifications with the same effective date and the same signature date, procuring contracting office modifications will be applied in numeric order, followed by contract administration office modifications in numeric order.

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