[Federal Register Volume 59, Number 159 (Thursday, August 18, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-20224]
[[Page Unknown]]
[Federal Register: August 18, 1994]
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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..................... ..................
------------------------------------------------------------------------
(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
