4.1603 Procedures
Source: FAR 4.1603 on acquisition.gov
FAR 4.1603 mandates a standardized, detailed structure for PIIDs and supplementary PIIDs to ensure every federal procurement action is uniquely and consistently identified.
Overview
FAR 4.1603 outlines the detailed procedures for creating and assigning Procurement Instrument Identifiers (PIIDs) and supplementary PIIDs for federal contracts, orders, agreements, and related modifications. The regulation standardizes the structure, content, and assignment process for PIIDs to ensure consistency and traceability across all federal agencies.
Key Rules
- PIID Structure
- PIIDs must be 13-17 alpha/numeric characters, with no special characters. The structure includes agency codes, fiscal year, instrument type, and a unique serial number.
- Agency and Office Identification
- Positions 1-6 use the Activity Address Code (AAC) to identify the issuing agency/office. Agencies must use the official AAC and can find contacts for AAC assignment via GSA or DoD resources.
- Fiscal Year and Instrument Type
- Positions 7-8 are the last two digits of the fiscal year of issuance. Position 9 is a letter designating the type of procurement instrument (e.g., contract, BPA, order, etc.), with specific letters assigned for each type.
- Serial Number Assignment
- Positions 10-17 are a unique serial number (4-8 characters) assigned by the agency, consistent across the agency, with no padding zeroes.
- Supplementary PIIDs
- Amendments and modifications use supplementary PIIDs: amendments to solicitations use a four-digit serial, while modifications use a six-character code (starting with P or A, depending on issuing office).
Responsibilities
- Contracting Officers: Must assign PIIDs and supplementary PIIDs according to the specified structure and agency procedures, ensuring uniqueness and compliance with the format.
- Contractors: Must reference and use the correct PIIDs and supplementary PIIDs in all documentation and correspondence.
- Agencies: Must maintain consistent PIID assignment practices, provide AACs, and ensure all offices follow the standardized procedures.
Practical Implications
- This section ensures every procurement action is uniquely and consistently identified, supporting transparency, auditability, and data integrity. Errors in PIID assignment can cause confusion, delays, or compliance issues. Agencies and contractors must be diligent in using and referencing the correct identifiers throughout the procurement lifecycle.
(a) Elements of a 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).
(1) 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 https://community.max.gov/x/24foL" target="_blank">https://community.max.gov/x/24foL. For Department of Defense (DoD) inquiries, contact the service/agency Central Service Point or DoD AAC Monitor, or if unknown, email DODAADHQ@DLA.MIL for assistance.
(2) 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.
(3) 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.
| Instrument | Letter designation |
|---|---|
|
(i) Blanket purchase agreements |
A |
|
(ii) invitations for bids |
B |
|
(iii)Contracts of all types except indefinite-delivery contracts (see subpart 16.5) |
C |
|
(iv) Indefinite-delivery contracts (including Federal Supply Schedules, Governmentwide acquisition contracts (GWACs), and multi-agency contracts) |
D |
|
(v) Reserved for future Federal Governmentwide use |
E |
|
(vi) Task orders, delivery orders or calls under– Indefinite-delivery contracts (including Federal Supply Schedules, Governmentwide acquisition contracts (GWACs), and multi-agency contracts); Blanket purchase agreements; or Basic ordering agreements |
F |
|
(vii) Basic ordering agreements. |
G |
|
(viii) Agreements, including basic agreements and loan agreements, but excluding blanket purchase agreements, basic ordering agreements, and leases. Do not use this code for contracts or agreements with provisions for orders or calls |
H |
|
(ix) Do not use this letter |
I |
|
(x) Reserved for future Federal Governmentwide use |
J |
|
(xi) Reserved for departmental or agency use |
K |
|
(xii) Lease agreements |
L |
|
(xiii) Reserved for departmental or agency use |
M |
|
(xiv) Reserved for departmental or agency use |
N |
|
(xv) Do not use this letter |
O |
|
(xvi) Purchase orders (assign V if numbering capacity of P is exhausted during a fiscal year) |
P |
|
(xvii) Requests for quotations (assign U if numbering capacity of Q is exhausted during a fiscal year) |
Q |
|
(xviii) Requests for proposals |
R |
|
(xix) Reserved for departmental or agency use |
S |
|
(xx) Reserved for departmental or agency use |
T |
|
(xxi) See Q, requests for quotations |
U |
|
(xxii) See P, purchase orders |
V |
|
(xxiii) Reserved for future Federal Governmentwide use |
W |
|
(xxiv) Reserved for future Federal Governmentwide use |
X |
|
(xxv) Imprest fund |
Y |
|
(xxvi) Reserved for future Federal Governmentwide use |
Z |
(4) Positions 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.
(5) Illustration of PIID. The following illustrates a properly configured PIID using four characters in the final positions:
(b) Elements of a supplementary PIID. Use the supplementary PIID to identify amendments to solicitations and modifications to contracts, orders, and agreements. The supplementary PIID is reported as a separate data element used in conjunction with, but not appended to, the PIID.
(1) 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.
(2) Modifications to contracts, orders, and agreements. Number modifications to contracts, orders, and agreements using a six position alpha or numeric, or a combination thereof, added to the 13-17 character PIID. For example, a modification could be numbered P00001. This would be added to the end of the 13-17 character PIID illustrated in (a)(5) of this section.
(i) 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 office).
(ii) Positions 2 through 6. These positions may be alpha, numeric, or a combination thereof, in accordance with agency procedures.
(iii) Each office authorized to issue modifications shall assign the supplementary identification numbers in sequence (unless provided otherwise in agency procedures). Do not assign the numbers until it has been determined that a modification is to be issued.