4.1603
Procedures
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.