4.1602
Identifying the PIID and supplementary PIID
Proper identification and use of PIIDs and supplementary PIIDs in all procurement documents is essential for compliance, traceability, and effective contract administration.
Overview
FAR 4.1602 establishes the requirements for identifying the Procurement Instrument Identifier (PIID) and supplementary PIID in all solicitation and contract award documentation. The regulation ensures that all procurement actions—such as solicitations, contracts, purchase orders, delivery/task orders, blanket purchase agreements (BPAs), basic ordering agreements (BOAs), and modifications—are clearly and consistently identified using the correct PIID(s). This identification is crucial for tracking, managing, and auditing procurement actions across agencies.
Key Rules
- Solicitations and Amendments
- All solicitations must display the PIID; amendments require a supplementary PIID alongside the original PIID.
- Contracts and Purchase Orders
- Each contract and purchase order must be identified by its PIID.
- Delivery and Task Orders
- Both the order and the underlying contract PIIDs must be identified for delivery/task orders.
- BPAs and BOAs
- BPAs and BOAs must display their PIIDs; orders against them must show both the order and agreement PIIDs. For BPAs under MAS contracts, the BPA and MAS contract PIIDs must be included.
- Modifications
- Modifications require a supplementary PIID in addition to the original instrument’s PIID.
- Forms Without PIID Fields
- If forms lack PIID fields, agencies must follow internal procedures to ensure PIIDs are included.
- Additional Agency Identification
- Any extra agency-specific identification must be clearly separated from the PIID.
Responsibilities
- Contracting Officers: Ensure all procurement documents include the correct PIID(s) and supplementary PIIDs as required; follow agency procedures for forms and additional identification.
- Contractors: Reference and use the correct PIID(s) in all communications and documentation.
- Agencies: Develop and enforce procedures for PIID placement and additional identification information.
Practical Implications
- This section standardizes procurement instrument identification, facilitating transparency, traceability, and auditability in federal contracting. Failure to properly identify PIIDs can lead to administrative errors, delays, or compliance issues. Contractors and contracting officers must pay close attention to PIID requirements, especially when dealing with modifications, orders, and agreements involving multiple instruments.