SUBPART 204.70—UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

SUBPART 204.70--UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

(Revised June 27, 2000)

204.7000 Scope.
204.7001 Policy.
204.7002 Procedures.
204.7003 Basic PII number.
204.7004 Supplementary PII numbers.

204.7000 Scope.

This subpart prescribes policies and procedures for assigning numbers to all solicitations, contracts, and related instruments. This subpart—

(a) Does not apply to solicitations or contracts issued by the Defense Commercial Communications Office of the Defense Information Systems Agency; and

(b) Is optional for solicitations and contracts that will be completely administered by the purchasing office or the consignee, except that—

(1) The procurement instrument identification (PII) number, including supplemental modification numbers, shall not exceed 19 characters (excluding hyphens); and

(2) The number shall begin with the purchasing office identifier and the fiscal year in accordance with 204.7003(a)(1) and (2) and Appendix G.

204.7001 Policy.

(a) Use the uniform 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.

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. 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 of the six positions, in upper case letters, identify the department/agency and office issuing the instrument.

(i) Department/agency identification:

(A)	Department of the Army	DA

(B)	Department of the Navy (except Marine Corps)	N

(C)	Department of the Air Force	F

(D)	Defense Information Systems Agency	DCA

(E)	Defense Logistics Agency	S

(F)	Defense Threat Reduction Agency	DTRA

(G)	National Imagery and Mapping Agency	NMA

(H)	Miscellaneous Defense Activities	MDA

(I)	Marine Corps	M

(J)	Ballistic Missile Defense Organization	HQ0006 and H95001

(K)	Defense Commissary Agency	DECA

(L)	United States Special Operations Command	USZA

(M)	Defense Microelectronics Activity	DMEA

(ii) Issuing office identification. The remaining positions are the alpha-numeric characters that identify the issuing office. These characters are in

Appendix G.

(iii) Use all six positions. If necessary, enter zeros between the department/
agency identifier and the issuing office identifier.

(2) Positions 7 through 8. The seventh and eighth positions are the last two digits of the fiscal year in which the PII number was 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 or against contracts placed by such departments or agencies outside the DoD	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 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	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

(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) 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—

Position	Contents	N00062	90	C	0001

1-6	Identification of department/agency office

7-8	Last two digits of the fiscal year in which the PII number is assigned

9	Type of instrument

10-13	Four position serial number

204.7004 Supplementary PII numbers.

(a) Uses of the supplementary number. Use supplementary numbers with the basic PII number, to identify—

(1) Amendments to solicitations;

(2) Modifications to contracts and agreements, including provisioned item orders; and

(3) Calls or orders under contracts, basic ordering agreements, or blanket purchase agreements, issued by the contracting office or by a DoD activity other than the contracting office, including DoD orders against Federal supply schedules.

(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.

(1) Number modifications to contracts and agreements using a six position alpha-numeric added to the basic PII number.

(2) Position 1. Identify the office issuing the modification—

(i)	Contract administration office	A

(ii)	Contracting office	P

(3) Positions 2 through 3. These are the first two digits in a serial number. They may be either alpha or numeric. Use the letters K, L, M, N, P, Q, S, T, U, V, W, X, Y, or Z only in the second position and only in the following circumstances—

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

(ii) Use S, and only S, in the second position 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, and only those characters, in the second position 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.

(iv) Only use Z in the second position to identify a modification which definitizes a letter contract.

(4) Positions 4 through 6. These positions are always numeric. Use a separate series of serial numbers for each type of modification listed in paragraph (c)(3) of this section. Examples of proper numbering for positions 2-6 (the first position will be either “A” or “P”) are as follows:

Normal Modification

Provisioned Items Order (Reserved for exclusive use by the Air Force only)

Shipping Instructions

00001 — 99999

then

A0001 — A9999

K0001

KA001

L0001

—

K9999

KZ999

L9999

S0001

SA001

T0001

—

S9999

SZ999

T9999

B0001 — B9999

and so on to

H0001 — H9999

then

J0001 — J9999

then

R0001 — R9999

then

AA001 — HZ999

then

JA001 — JZ999

RA001 — RZ999

LA001

M0001

MA001

N0001

NA001

P0001

PA001

Q0001

QA001

—

LZ999

M9999

MZ999

N9999

NZ999

P9999

PZ999

Q9999

QZ999

TA001

U0001

UA001

V0001

VA001

W0001

WA001

X0001

XA001

Y0001

YA001

—

TZ999

U9999

UZ999

V9999

VZ999

W9999

WZ999

X9999

XZ999

Y9999

YZ999

(5) 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.

(6) 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) Delivery orders under indefinite delivery contracts, orders under basic ordering agreements, and calls under blanket purchase agreements.

(1) Calls or orders issued by the office issuing the contract or agreement. Use a four position alpha-numeric call or order serial number added to the basic PII number. These shall be identified by using serial numbers beginning 0001 through 9999. When the numeric identifiers run out, use alpha characters in the third and fourth positions. Never use alpha characters in the first and second positions.

(2) Orders placed against another activity's contract or agreement.

(i) If the office placing the order or call is different from the office identified in the basic PII number, assign a serial number to the order or call. The first and second positions contain the call/order code assigned to the ordering office by

Appendix G. Do not use the letters A or P in the first position. The third and fourth positions are a two position serial number assigned by the ordering office. The series will begin with 01. When the numbers exceed 99, the office will assign a uniform series of identifiers containing alpha and/or numeric characters, e.g., Basic #: N00383-91-D-0001 serial #: TU01.

(ii) If an office is placing calls or orders with NIB, NISH, or UNICOR, the office shall identify the instrument with a 13 position supplementary PII number using an F in the 9th position. Modifications to these calls or orders shall be numbered in accordance with paragraph (c) of this section, e.g., Order #: DLA100-91-F-0001 modification #: A00001.

(e) Modifications to calls or orders. Use a two position alpha-numeric suffix, known as a call or order modification indicator, to identify a modification to a call or order.

(1) Modifications to a call or order 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 to a call or order 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.