11/13/2014 4:19 PM
Effective Date: November 13, 2014
This final rule amends the FAR to implement a uniform Procurement Instrument Identification (PIID) numbering system, which will require the use of Activity Address Codes (AACs) as the unique identifier for contracting offices and other offices, in order to standardize procurement transactions across the Federal Government.
- FAR 4.1601(a) requires agencies to “have in place a process that ensures that each PIID used to identify a solicitation or contract action is unique Government-wide, and will remain so for at least 20 years from the date of contract award.”
- FAR 4.1601(b) specifies the deadlines for complying with the new PIID structure:
- Agencies must submit their proposed PIID format to the GSA’s Integrated Acquisition Environment Program Office, which maintains a registry of the agency-unique identifier scheme;
- Initial transition from existing PIID numbering procedures to the new PIID structure for new solicitations, awards, and associated amendments/modifications (NLT October 1, 2017);
- ALL solicitations, awards, and associated amendments/modifications that used the previous PIID numbering procedures will NOT have to be converted.
- FAR 4.1601c specifies when a PIID may be changed:
- Agencies shall not change their PIID structure unless one of the following two circumstances apply:
- The PIID serial numbering system is exhausted. In this instance, the contracting officer may assign a new PIID by issuing a contract modification.
- Continued use of a PIID is not possible or not in the Government’s best interest solely for administrative reasons (e.g., for implementations of new agency contract writing systems). In this instance, the contracting officer may assign a new PIID by issuing a contract modification.
- The modification shall clearly identify both the original and the newly assigned PIID. Issuance of a new PIID is an administrative change.
- FAR 2.101 defines “Activity Address Code (AAC)” as a distinct six-position code consisting of a combination of alpha and/or numeric characters assigned to identify specific agency offices, units, activities, or organizations by the GSA for civilian agencies and DoD for defense agencies.
- DLA describes the AAC as a six position code that uniquely identifies a unit, activity or organization that has the authority to requisition and/or receive materiel. The first position designates the particular Service/Agency element of ownership.
- FAR 4.1603(a) specifies the elements of the Basic PIID -- The PIID consists of a combination of thirteen to seventeen alpha and/or numeric characters sequenced to convey certain information. Do not use special characters (such as hyphens, dashes or spaces).
- Positions 1 through 6. The first six positions identify the department/agency and office issuing the instrument. Use the AAC assigned to the issuing office for positions 1 through 6.
- Civilian agency points of contact for obtaining an AAC are on the AAC Contact list maintained by the General Services Administration and can be found at http://www.gsa.gov/graphics/fas/Civilian_contacts.pdf.
- For Department of Defense (DoD) inquiries contact the service/agency Central Service Point or DoDAAC Monitor, or if unknown, email DODAADHQ@DLA.MIL for assistance.
- 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. This is the date the action is signed, not the effective date if the effective date is different.
- Position 9. Indicate the type of instrument by entering one of the following upper case letters in position nine. Departments and independent agencies may assign those letters identified for department use below in accordance with their agency policy, however, any use must be applied to the entire department or agency.
- A = BPA
- B = IFB
- C = Contracts except IDC
- D = IDC
- E = DO’s/TO’s
- L = Lease Agreements
- P = PO’s
- Q = RFQ
- R = RFP
- Y = Imprest Fund
- M, N, S, T = reserved for Departmental/Agency use
- J, W, X, Z = Reserved for future Government-wide use
- Position 10 through 17. Enter the number assigned by the issuing agency in these positions. Agencies may choose a minimum of four characters up to a maximum of eight characters to be used, but the same number of characters must be used agency-wide. If a number less than the maximum is used, do not use leading or trailing zeroes to make it equal the maximum in any system or data transmission. A separate series of numbers may be used for any type of instrument listed in paragraph (a)(3) of this section.
- An agency may reserve blocks of numbers or alpha-numeric numbers for use by its various components.
- FAR 4.1603(b) specifies the elements of the Supplementary PIID -- Use the supplementary PIID to identify amendments to solicitations and modifications to contracts and agreements.
- Amendments to solicitations. Number amendments to solicitations sequentially using a four position numeric serial number added to the 13–17 character PIID beginning with 0001.
- Modifications to contracts and agreements. Number modifications to contracts and agreements using a six position alpha or numeric, or a combination thereof, added to the 13–17 character PIID.
- Position 1. Identify the office issuing the modification.
- The letter P shall be designated for modifications issued by the procuring contracting office.
- The letter A shall be used for modifications issued by the contract administration office (if other than the procuring contracting officer).
- Positions 2 through 6. These positions may be alpha, numeric, or a combination thereof, in accordance with agency procedures.
- 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.