Defense Federal Acquisition Regulation Supplement; Uniform Procurement Instrument Identification Numbers

DEPARTMENT OF DEFENSE

48 CFR Parts 204 and 253

Defense Federal Acquisition Regulation Supplement; Uniform

Procurement Instrument Identification Numbers

AGENCY: Department of Defense (DoD).

ACTION: Proposed rule and request for comments.

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SUMMARY: The Defense Acquisition Regulations (DAR) Council is proposing

to amend the Defense Federal Acquisition Regulation Supplement (DFARS)

to revise the numbering system for identifying Department of Defense

(DoD) orders placed against another DoD activity's contracts and to

replace the DoD activity address numbers with DoD activity address

codes.

DATES: Comments on the proposed rule should be submitted in writing to

the address shown below on or before September 19, 1994, to be

considered in the formulation of the final rule.

ADDRESSES: Interested parties should submit written comments to:

Defense Acquisition Regulations Council, ATTN: Mrs. Linda Holcombe,

PDUSD(A&T)DP(DAR), IMD 3D139, 3062 Defense Pentagon, Washington DC

20301-3062. Please cite DFARS Case 92-D044 in all correspondence

related to this issue.

FOR FURTHER INFORMATION CONTACT:

Ms. Linda S. Holcombe, Procurement Analyst, DAR Council, (703) 604-

5929, FAX No. (703) 604-5971.

SUPPLEMENTARY INFORMATION:

A. Background

For information and planning purposes, a proposed revision to the

DFARS uniform procurement instrument identification numbering system

was included as Attachment 1 to the Defense Acquisition Circular 91-1.

The proposed revisions to DFARS Subparts 204 and 253 differ

substantially from those Attachment 1 revisions and provide a

streamlined, uniform system for identifying orders placed against

another activity's contracts as well as a uniform system of identifying

contracting activities through use of the DoD activity address codes

with are universal throughout supply, logistics and procurement

organizations.

B. Regulatory Flexibility Act

The proposed rule is not expected to have a significant economic

impact on a substantial number of small entities within the meaning of

the Regulatory Flexibility Act, 5 U.S.C. 601 et. seq. because the

numbering system proposed for DoD orders placed against another DoD

activity's contracts is identical to that presently in use throughout

DoD when numbering orders placed against contracts issued outside of

DoD. The change from use of the DoD activity address numbers listed in

DFARS Appendix G, to the use of existing DoD activity address codes

prescribed by DoD 4000.25-6-M, DoD Activity Address Directory, does not

affect the public because it merely changes the characters used to

identify particular contracting activities. No new requirements are

being imposed on the public. An Initial Regulatory Flexibility Analysis

has therefore not been performed. The proposed rule applies to both

large and small businesses. Comments are invited from small businesses

and other interested parties. Comments from small entities will be

considered in accordance with 5 U.S.C. 610. Such comments must be

submitted separately and cite DFARS Case 92-D044 in all correspondence.

C. Paperwork Reduction Act

The Paperwork Reduction Act does not apply because the proposed

rule does not impose reporting or recordkeeping requirements which

require the approval of OMB under 44 U.S.C. 3501, et. seq.

List of Subjects in 48 CFR Parts 204 and 253

Government procurement.

Claudia L. Naugle,

Deputy Director, Defense Acquisition Regulations Council.

Therefore, it is proposed that 48 CFR Parts 204 and 253 be amended

as follows:

1. The authority citation for 48 CFR Parts 204 and 253 continues to

read as follows:

Authority: 41 U.S.C. 421 and 48 CFR Chapter 1.

PART 204--ADMINISTRATIVE MATTERS

2. Section 204.7000 is revised to read as follows:

204.7000 Scope.

This subpart prescribes policies and procedures for assigning

numbers to all solicitations, contracts, and related instruments. This

supbart--

(a) Does not apply to solicitations or contracts issued by the

Defense Commerical Communications Office of the Defense Information

Systems Agency; and

(b) Is optional for solicitations and contracts that will be

completely administered and paid by purchasing office or the consignee,

except that--

(1) The procurement instrument identification (PII) number,

including modification numbers, shall not exceed 26 characters

(excluding hyphens); and

(2) The number shall begin with the DoD activity address code

(DODAAC) of the office issuing the instrument and the fiscal year in

accordance with 204.7003(a) (1) and (2).

3. Section 204.7002 is revised to read as follows:

204.7002 Procedures.

(a) In assigning PII numbers--

(1) Use only the alpha-numeric characters, as prescribed in this

supbart; and

(2) Do not use the letters ``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 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.

If there is insufficient space provided on the form, enter the number

in the upper right corner of the form and identify what it is (e.g.,

Supplementary PII Number N00023-90-F-0120). When issuing calls/orders

against a non-DoD contract, Federal Supply Schedule or agreement, treat

the non-DoD contract, schedule or agreement number as if it is a basic

PII number for the purpose of completing solicitation, contract or

related forms.

4. Section 204.7003 is revised to read as follows:

204.7003 Basic PII number (issued by a DoD activity).

(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 office issuing the instrument.

Use the six-position alpha/numeric DoD activity address code as

prescribed by DoD 4000.25-6-M, DoD Activity Address Directory.

(2) Positions 7 through 8.

The seventh and eighth positions are the last two digits of the

fiscal year in which the PII number is assigned.

(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,

facilities contracts, sales contracts, and contracts placed with or

through other Government departments or agencies.--C

(iv) Indefinite delivery contracts--D

(v) Facilities contracts--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 placed using the

Procurement List published by the Committee for the Purchase from the

Blind and Other Severely Handicapped. This letter is also used in

supplementary PII numbers. See 204.7004(a)(2)(iii)(B).)--F

(vii) Basic ordering agreements--G

(viii) Agreements, including basic agreements and loan agreements,

but excluding blanket purchase agreements, basic ordering agreements,

and leases--H

(ix) (Do not use)--I

(x) (Do not use. This letter is used only in supplementary PII

numbers. See 204.7004(a)(2)(iii)(A).--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

(xviii) Request for proposal--R

(xix) Sales contract--S

(xx) Request for quotation--automated (assign U when numbering

capacity of T is exhausted during a fiscal year)--T

(xxi) (See T)--U

(xxii) (See P)--V

(xxiii) (See M)--W

(xxiv) (Reserved for departmental use)--X

(xxv) Imprest fund--Y

(xxvi) Reserved for departmental use--Z

(4) Positions 10 through 13.

Enter the unique serial number of the instrument in these

positions. A separate series of unique 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 serial numbers for use by its various

components.

(b) Illustration of PII number. The following illustrates a

properly configured PII number--

ABILLING CODE 5000-04-M

TP18AU94.003

BILLING CODE 5000-04-C

5. Section 204.7004 is revised to read as follows:

204.7004 Supplementary PII (SPII) numbers.

Use supplementary numbers with the basic PII number, to identify--

(a) Delivery orders under indefinite delivery contracts, orders

under basic ordering agreements, calls under blanket purchase

agreements, and DOD orders against Federal Supply Schedule contracts.

(1) Orders or calls issued by the office identified in the basic

PII number. Use a four-position alpha-numeric serial number added to

the basic PII number. Use serial numbers beginning with 0001 and

continuing through 9999. When the numeric identifiers run out, use

alpha characters or a combination of alpha and numeric characters (but

do not use alpha characters ``I'' or ``O'').

(2) Orders or calls issued by an office other than the office

identified in the basic PII number. Construct a 13-position

supplementary PII number as follows:

(i) Positions 1 through 6. To identify the office issuing the order

or call, use the six-position alpha-numeric DoD Activity Address Code

(DODAAC) prescribed by DoD 4000.25-6-M, DoD Activity Address Directory.

(ii) Positions 7 and 8.

Use the last two digits of the fiscal year in which the SPII number

is assigned.

(iii) Position 9.

(A) For orders or calls placed against a contract or agreement

issued by a department or agency within DoD, enter an upper case J.

(B) For orders or calls placed against a contract or agreement

issued by a department or agency outside DoD, enter an upper case F.

(iv) Positions 10 through 13.

Enter the unique serial number beginning with 0001 and continuing

through 9999. Each office issuing orders or calls may assign a separate

series of unique serial numbers for the J or F instrument types listed

in (iii). When the numeric identifiers run out, use alpha characters as

follows: A000-ZZZZ, except do not use the letters ``I'' and ``O''.

Activities shall assign such series of SPII numbers sequentially.

An activity may reserve blocks of serial numbers for use by its various

components.

(b) Amendments to solicitations.

Number amendments to solicitations sequentially using a four-

position numeric serial number added to the basic PII number and

beginning with 0001, e.g., N00062-91-R-1234-0001.

(c) Modifications to contracts and agreements.

(1) Number modifications to contracts and agreements using a six-

position alpha-numeric serial number added to the basic PII number.

(2) Position 1.

Identify the office issuing the modification--

(i) Contract administration office

(ii) Contracting office

(3) Position 2.

Identify Air Force provisioned orders, initial or amended shipping

instructions meeting the conditions given below, and definization of

letter contracts by using only the letters prescribed below. If none of

the following situations apply, then assign the modification a serial

number using positions two through six, but do not use I, K through Q

or S through Z in this position two. See examples in paragraph (c)(5)

of this section.

(i) Use K, L, M, N, P or Q in position two if the modification is

issued by the Air Force and is a provisioned item order.

(ii) Use S in position two if the modification provides initial or

amended shipping instructions and the price changes.

(iii) Use T, U, V, W, X or Y in position two if the modification

provides initial or amended shipping instructions when the contract has

f.o.b origin delivery terms and the price does not change.

(iv) Use Z in position two if the modification definitizes a letter

contract.

(4) Positions 3 through 6.

Use a separate series of serial numbers for each type of

modification listed in paragraph (c)(3) of this section.

(5) Examples of proper numbering for positions 2-6 (the first

position will be either ``A'' or ``P'') are as follows:

------------------------------------------------------------------------

Provisioned items

order (reserved Shipping

Normal modification for use by the Air instructions

Force only)

------------------------------------------------------------------------

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.......................... .................. Y0001-Y9999

JA001-JZ999..................... YA001-YZ999

RA001-RZ999..................... ..................

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(6) 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.

(7) Each office authorized to issue modifications shall assign the

supplementary identification numbers in sequence. Do not assign the

numbers until it has been determined that a modification is to be

issued.

(d) Modifications to calls or orders issued by the office

identified in the basic PII number.

Use a two-position alpha-numeric suffix, known as a call or order

modification indicator, to identify these modifications.

(1) Modifications issued by a purchasing office begin with 01, 02,

and so on through 99, then B1 through B9, BA through BZ, C1 through C9,

and so on through ZZ.

(2) Modifications issued by a contract administration office begin

with 1A, 1B, and so on through 9Z, followed by A1, A2, and so on to A9,

then AA, AB, and so on through AZ.

(e) Modifications to calls or orders issued by an office other than

the office identified in the basic PII number.

Number these modifications as prescribed in paragraph (d) of this

section. Disregard the instructions in paragraph (c)(3) for identifying

certain types of modifications by coding position two, and assign the

modification a serial number using positions two through six, e.g.,

A00001 or P00001.

PART 253--FORMS

6. Section 253.204-70(b)(2) is revised to read as follows:

253.204-70 DD Form 350, Individual Contracting Action Report.

(a) * * *

(b) (1) * * *

(2) Block B2, Mod. Order or Other ID Number. Enter the Supplemental

procurement instrument identification number (if there is one) that was

assigned in accordance with 204.7004 or as permitted by 204.7000. Calls

and orders will have either a four-position or a 13-position number

(see 204.7004(a)) and modifications (including modifications of calls

or orders) will have either a six position or a two-position

modification number (see 204.7004(c), (d) or (e)).

* * * * *

[FR Doc. 94-20224 Filed 8-17-94; 8:45 am]

BILLING CODE 5000-04-M