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subpart 204.16—UNIFORM PROCUREMENT INSTRUMENT IDENTIFIERS

(Added February 26, 2016)

 

 



 204.1601 Policy.
 204.1603 Procedures.
 204.1670 Cross reference to Federal Procurement Data System.
 204.1671 Order of application for modifications.


204.1601  Policy.

 

See DoD Class Deviation 2016-O0011, Extension for the Implementation of Uniform Procurement Instrument Identifiers, issued on September 26, 2016, which extends the date by which all DoD components are required to comply with the PIID numbering requirements at 204.1601(b) from October 1, 2016, to March 31, 2017. This class deviation remains in effect until March 31, 2017.

 

      (a)  Establishment of a Procurement Instrument Identifier (PIID). Do not reuse a PIID once it has been assigned. Do not assign the same PIID to more than one task or delivery order, even if they are issued under different base contracts or agreements.

 

      (b)  Transition of PIID numbering. Effective October 1, 2016, all DoD components shall comply with the PIID numbering requirements of FAR subpart 4.16 and this subpart for all new solicitations, contracts, orders, and agreements issued, and any amendments and modifications to those new actions. See also PGI 204.1601(b) (DFARS/PGI view).

 

      (c)  Change in the PIID after its assignment. When a PIID is changed after contract award, the new PIID is known as a continued contract.

 

              (i)  A continued contract—

 

                    (A)  Does not constitute a new procurement;

 

                    (B)  Incorporates all prices, terms, and conditions of the predecessor contract effective at the time of issuance of the continued contract;

 

                    (C)  Operates as a separate contract independent of the predecessor contract once issued; and

 

                    (D)  Shall not be used to evade competition requirements, expand the scope of work, or extend the period of performance beyond that of the predecessor contract.

 

              (ii)  When issuing a continued contract, the contracting officer shall—

 

                    (A)  Issue an administrative modification to the predecessor contract to clearly state that—

 

                            (1)  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

 

                            (2)  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

 

                    (B)  Follow the procedures at PGI 204.1601(c) (DFARS/PGI view).

 

204.1603  Procedures.

 

      (a)  Elements of a PIID. DoD-issued PIIDs are thirteen characters in length. Use only alpha-numeric characters, as prescribed in FAR 4.1603 and this subpart. Do not use the letter I or O in any part of the PIID.

 

              (3)  Position 9.

 

                    (A)  DoD will use three of the letters reserved for departmental or agency use in FAR 4.1603(a)(3) in this position as follows:

 

                            (1)  Use M to identify purchase orders and task or delivery orders issued by the enterprise FedMall system.

 

                            (2)  Use S to identify broad agency announcements.

 

                            (3)  Use T to identify automated requests for quotations by authorized legacy contract writing systems. See PGI 204.1603(a)(3)(A)(3) (DFARS/PGI view) for the list of authorized systems.

 

                    (B)  Do not use other letters identified in FAR 4.1603(a)(3) as “Reserved for future Federal Governmentwide use” or “Reserved for departmental or agency use” in position 9 of the PIID.

 

                    (C)  Do not use the letter C or H for contracts or agreements with provisions for orders or calls.

 

              (4)  Positions 10 through 17. In accordance with FAR 4.1603(a)(4), DoD-issued PIIDs shall only use positions 10 through 13 to complete the PIID. 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 FAR 4.1603(a)(3). DoD components assign such series of PIID numbers sequentially. A DoD component may reserve blocks of numbers or alpha-numeric numbers for use by its various activities.

 

      (b)  Elements of a supplementary PIID. In addition to the supplementary PIID numbering procedures in FAR 4.1603(b), follow the procedures contained in paragraphs (b)(2)(ii)(1) and (2) of this section. See PGI 204.1603(b) (DFARS/PGI view) for examples of proper supplementary PIID numbering.

 

              (2)(ii)  Positions 2 through 6. In accordance with FAR 4.1603(b)(2)(ii), DoD-issued supplementary PIIDs shall, for positions 2 through 6 of modifications to contracts and agreements, comply with the following:

 

                            (1)  Positions 2 and 3. These two digits may be either alpha or numeric characters, except—

 

                                    (i)  Use K, L, M, N, P, and Q only in position 2, and only if the modification is issued by the Air Force and is a provisioned item order;

 

                                    (ii)  Use S only in position 2, and only to identify modifications issued to provide initial or amended shipping instructions when—

 

                                          (a)  The contract has either FOB origin or destination delivery terms; and

 

                                          (b)  The price changes;

 

                                    (iii)  Use T, U, V, W, X, or Y only in position 2, and only to identify modifications issued to provide initial or amended shipping instructions when—

 

                                          (a)  The contract has FOB origin delivery terms; and

 

                                          (b)  The price does not change; and

 

                                    (iv)  Use Z only in position 2, and only to identify a modification which definitizes a letter contract or a previously issued undefinitized modification.

 

                            (2)  Positions 4 through 6. These positions are always numeric. Use a separate series of serial numbers for each type of modification listed in paragraph (b)(2)(ii) of this section.

 

204.1670  Cross reference to Federal Procurement Data System.

 

Detailed guidance on mapping PIID and supplementary PIID numbers stored in the Electronic Document Access system to data elements reported in the Federal Procurement Data System can be found in PGI 204.1670 (DFARS/PGI view).

 

204.1671  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; and

 

              (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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