Department of Memorandum Veterans Affairs

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Department of
        Veterans Affairs                                  Memorandum
Date:
         Sep 05, 2014
From:
         Associate Deputy Assistant Secretary for Procurement Policy, Systems and Oversight
         (003A2)
Subj:
         VA PROCUREMENT POLICY MEMORANDUM (PPM), (2012-04) - Unique
         Procurement Instrument Identifier (PIID) REVISED  This PPM supersedes VA PPM
         (2012-04) dated August 29, 2012.
  To:
         Distribution

         1. PURPOSE. This Procurement Policy Memorandum (PPM) revises information
          contained within the Unique Procurement Instrument Identifier (PIID) PPM issued
          on August 29, 2012, to provide a numbering convention code for Express Reports.
          Additionally, Basic PIID Numbers paragraphs (b)(2) and (b)(3) are revised to
          change VA PIID "VS797" to "V797".

         2. BACKGROUND. FAR 4.605 requires agencies to have a process in place that
          ensures each PIID reported to the Federal Procurement Data System (FPDS) is
          distinctive and remains so for at least 20 years from the date of contract award.
          Departmental compliance with this regulatory requirement was achieved with the
          issuance of the VA PPM 2012-04, Unique Procurement Instrument Identifier (PIID.

          FAR 4.606(a)(3) provides authorization to use FPDS Express Reporting capabilities
          for consolidated multiple actions when it be would burdensome to report each
          action individually. If used, Express Reporting would be done on a recurring
          monthly basis. The Department's Electronic Contract Management System (eCMS)
          has been utilized for Express Reports since FY 2011. The numbering convention
          established by the VA PPM 2012-04, dated August 29, 2012 did not identify a
          reporting code for Express Reporting actions.

         3. EFFECTIVE DATE. Immediately.

         4. APPLICABILITY. This guidance applies to all solicitations, contracts,
         agreements, and related instruments generated within VA's Electronic Contract
         Management System (eCMS). No other characters shall be used as a part of the
         PIID other than as prescribed in this PPM. If additional identification is needed for
         internal reasons, it shall be placed on the procurement instrument in such a location
         as to separate it from the PIID. The PIIDs will be automatically generated in eCMS
         during the procurement process. This numbering convention applies to all
         Contracting Officer (CO) initiated actions above the micro purchase threshold and
         should be entered in VA's Electronic Contract Management System (eCMS).
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Subj: VA PPM 2012-04, Unique Procurement Instrument Identifier (PIID) - REVISED




Basic PIID Numbers. The characters shall be positioned as follows:

(a) Elements of PIID numbers. The basic elements of the PIID shall consist of 12 or
13 alphanumeric characters as described in the paragraphs below. The PIID does
not contain spaces or hyphens. The characters shall be positioned as follows:

   (1) Positions one and two. A two character code which identifies the procuring
agency. Exception - For Federal Supply Schedules (FSS) contracts awarded by the
VA this code must always be "V" which identifies FSS contracts awarded by the
National Acquisition Center (NAC).

    (2) Positions three through six. A three or four character numeric or
alphanumeric code which identifies the organizational element (e.g., Site ID). When
the PIID organizational element consists of three characters the remaining positions
will decrease by one.

    (3) Positions seven and eight. The seventh and eight 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.

    (4) Position nine. This position indicates the type of instrument by entering one of
the uppercase letters in Table A (Attachment 1) in position nine.

   (5) Positions 10 through 13. Four character numeric or alpha-numeric serial
number. If the highest number is exceeded after 9999, eCMS will use an
alphanumeric serial (e.g., A001, A002). Enter the serial number of the instrument in
these positions. Contracting activities shall assign such series of PIID numbers
sequentially. An HCA may reserve blocks of numbers or alpha-numeric numbers for
use by its various components.

(b) Illustration of PIID number. A PIID will be generated in eCMS (excluding
hyphen(s)) for each new type of procurement instrument as illustrated below:

   (1) An example of a VA PIID is illustrated in the Table B below. The sample
PIID VA49A312B0001 identifies an invitation for bid issued by the Department of
Veterans Affairs, VA Center for Acquisition Innovation, Washington, D.C. in fiscal
year 2012.
Page 3
Subj: VA PPM 2012-04, Unique Procurement Instrument Identifier (PIID) - REVISED




                                     Table B
     Position                     Identification                     Code
       1-2            Agency                                          VA
       3-6            Organizational Identifier                      49A3
       7-8            Fiscal Year                                     12
        9             Type of Procurement Instrument                  B
      10-13           4 Position Serial Number                       0001

    2) Example of a VA FSS PIID. The sample PIID V797D-20001 identifies an FSS
contract issued by the Department of Veterans Affairs, National Acquisition Center in
fiscal year 2012.

                                     Table C

      Position                           Identification                 Code
         1                Agency                                          V
        2-4               Organizational Identifier                      797
         5                Type of Procurement Instrument                  D
         6                Always a dash                                   -
                          5 Position numeric Serial Number with
         7-11             first digit always being the Fiscal Year     20001


    (3)  Example of a VA FSS Letter Contract Interim Agreement PIID. The
sample VA PIID V797D-2000E identifies a Letter Contract Interim Agreement issued
by the Department of Veterans Affairs, National Acquisition Center in fiscal year
2012.

                                     Table D

      Position                         Identification                   Code
         1                Agency                                          V
        2-4               Organizational Identifier                      797
         5                Type of procurement Instrument                  D
         6                Always a dash                                   -
                          5 Position alphanumeric Serial Number
                          with first digit always being the Fiscal
         7-11             Year and the last character being an E       2000E
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 Subj: VA PPM 2012-04, Unique Procurement Instrument Identifier (PIID) - REVISED




Supplementary PIID numbers.

  (a) Supplementary PIID Numbers. Supplementary elements shall be used in
conjunction with the basic elements of the PIID, to identify:

      (1) Amendments to Solicitations. Amendments shall be assigned a six position
 alphanumeric serial number in eCMS. The first position will always be the letter "A"
and the last five positions will always be numeric and numbered sequentially beginning
with 00001. (e.g., A00001).

      (2) Modifications to Contracts, Agreements, and Orders. Modifications to contracts,
agreements, and orders shall be assigned a six position alphanumeric serial number in
eCMS. The first position will always be "P" and the five last positions will always be
numeric and numbered sequentially beginning with 00001. (e.g. P00001).

         (3) Calls or orders under contracts, basic ordering agreements, or blanket purchase
agreements issued by the contracting office or by a VA activity other than the contracting
office, including VA orders against GSA and VA FSS contracts. See paragraph (b)(1) and
(2) this section.

(b) Task or 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 PIID number.
These shall be identified by using serial numbers beginning 0001 through 9999. When the
numeric identifiers are depleted, use alpha characters in the third and fourth positions.
The use of alpha characters in the first and second positions is prohibited.

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

                (i) When the office placing the order or call is different from the office
identified in the basic PIID 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 the
head of the contracting activity (HCA). 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 #:
VA79712D001serial #: TU01.

           (ii) When an office is places calls against non-VA blanket purchase
 agreements or orders under non-VA issued contracts (including GSA and VA Federal
 Supply Schedules, Government wide acquisition contracts, and multi-agency contracts),
Page 5
 Subj: VA PPM 2012-04, Unique Procurement Instrument Identifier (PIID) - REVISED




 or basic ordering agreements, the office shall identify the instrument with a 12 or 13
 position supplementary PIID number using an F in the 9th position. Do not use the same
 supplementary PIID number with an F in the 9th position on more than one order.

 NAC FSS PIID and Letter Contract Interim Agreements Numbers. The elements of
 a NAC FSS PIID shall consist of 10 alphanumeric characters as described in the
 paragraphs below. The characters shall be positioned as follows:

      (1) Position one. A one character code which identifies the procuring agency. This
 code must always be "V" which identifies the Department of Veterans Affairs.

       (2) Positions two through four. A three character numeric code which identifies the
 organizational element (e.g., Site ID).

       (3) Position five. A one character alphabetic code which identifies the type of
procurement instrument as a NAC FSS contract. The position will always be "D."

        (4) Position six. A one character numeric code which is the last digit of the fiscal
year in which the PIID is assigned to the procurement instrument.

       (5) Positions 7 through 10. Four character numeric serial number. The serial
numbers for odd years will be 0001-4999 and even years 5000-9999. (i.e. fiscal years
2012-2019 the number will be serial numbers 0001-4999 and fiscal year 2020-2029 will
be serial numbers 5000-9999).

      (6) Letter Contract Interim Agreements for compliance with Section 603 of Public
Law 102-585, Veterans Healthcare Act of 1992 will contain the elements as described in
paragraphs 1 through 5 above with the exception of position 10 which will always be a
one character alphabetic code.

5. POINT OF CONTACT. Please direct questions regarding this memorandum to the
Office of Acquisition and Logistics, Office of Procurement Policy and Warrant
Management Service, at (202) 632-5288 or email VA.Procurement.Policy@va.gov.



/s/
C. Ford Heard III
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