GSA Acquisition Letter MV-03-03

MEMORANDUM FOR ALL GSA CONTRACTING ACTIVITIES

FROM: DAVID A. DRABKIN /s/David Drabkin 08/21/03

DEPUTY ASSOCIATE ADMINISTRATOR

FOR ACQUISITION POLICY (MV)

SUBJECT: Procurement Instrument Identifier

1\. [Purpose]{.underline}. This acquisition letter revises the General
Services Administration Acquisition Manual (ADM 2800.12B) to modify the
order and call instrument identification number requirements at
504.7001-3. In addition, this acquisition letter also updates the
Content Description Location for the Preparing Contracting Office Code.

2\. [Background]{.underline}. On October 1, 2003, the next generation of
the Federal Procurement Data System, \"FPDS-NG,\" will become
operational. Among its many features, FPDS-NG will maintain an
historical trail of all transactions, including interagency transactions
conducted through government-wide acquisition contracts (GWACs),
multi-agency contracts, and Federal Supply Schedule contracts. FPDS-NG
is a key component of the Integrated Acquisition Environment (IAE). IAE
will facilitate the migration and leveraging of information technology
investments to mirror the integrated nature of acquisition and enable
more strategic buying. In order to communicate effectively with other
components of IAE, FPDS-NG must be able to distinguish each reported
transaction. Accordingly, FAR 4.602 is being revised to require that
agencies use a procurement instrument identifier that complies with the
numbering guidelines established by the Joint Financial Management
Improvement Project. That guideline requires that the first positions of
the identifier be alpha characters that indicate the issuing agency. To
be consistent with the upcoming change to FAR 4.602, GSAM 504.7001-3 is
being revised to require that each order and call instrument
identification number begin with the agency identifier.

3\. [Effective date]{.underline}. October 1, 2003

4\. [Termination date]{.underline}. This acquisition letter expires one
year from its effective date or upon incorporation in the General
Services Administration Acquisition Manual (GSAM), whichever is later.

5\. [Applicability]{.underline}. This acquisition letter applies to all
orders and call instrument identification numbers issued after the
effective date.

-2-

6\. [Instructions/procedures]{.underline}. This acquisition letter
revises GSAM 504.7001-2 and 504.7001-3 as follows:

**504.7001-2 Basic procurement instrument identification number.**

The basic procurement instrument identification number normally is
assigned at award. The contracting office may assign a number when it
receives a procurement request to facilitate procurement tracking. The
basic procurement instrument identification number stays the same
throughout the life of the procurement instrument. It consists of 14
alphanumeric characters as follows:

  ------------------ ------------------------------ ---------------------- -------------
  **Character(s)**   **Content**                    **Content Description  **Example**
                                                    Location**             

  1-2                Agency Designation Code        Always \"GS\"          GS

  3-4                Region/Central Office          504.7001-5(a)          02
                     Identification Code                                   

  5                  Service/Office Code            504.7001-5(b)          P

  6-7                Last Two Digits of Fiscal Year                        99
                     of Number Assignment                                  

  8-9                Preparing Contracting Office   Located in FPDS "GSA   PF
                     Code                           Detailed Contracting   
                                                    Office Listing"        

  10                 Instrument Code                504.7001-5(c)          L

  11-14              Serial Number                  504.7001-5(d)          0002
  ------------------ ------------------------------ ---------------------- -------------

**504.7001-3 Order and call instrument identification number.**

Delivery or task orders under indefinite delivery contracts and schedule
contract orders are identified by placing a 13-character alphanumeric
identification number in the order number block of the order form as
shown in the table below. The basic indefinite delivery or schedule
contract number is placed in the contract number block of the order
form.

+---------+-----------------------------+---------------------+-------+
| **      | # Content                   | # Content D         | # Ex  |
| Charact |                             | escription Location | ample |
| er(s)** |                             |                     |       |
+---------+-----------------------------+---------------------+-------+
| 1-2     | Agency Designation Code     | Always "GS"         | GS    |
+---------+-----------------------------+---------------------+-------+
| 3       | Service/Office Code         | 504.7001-5(b)       | P     |
+---------+-----------------------------+---------------------+-------+
| 4-5     | Region/Central Office       | 504.7001-5(a)       | 01    |
|         | Identification Code         |                     |       |
+---------+-----------------------------+---------------------+-------+
| 6-7     | Last Two Digits of Fiscal   |                     | 98    |
|         | Year of Number Assignment   |                     |       |
+---------+-----------------------------+---------------------+-------+
| 8-9     | Preparing Contracting       | Located in FPDS     | PB    |
|         | Office Code                 | "Detailed           |       |
|         |                             | Contracting Office  |       |
|         |                             | Listing"            |       |
+---------+-----------------------------+---------------------+-------+
| 10-13   | Serial Number (in sequence  | 504.7001-5(d)       | B096  |
|         | as issued by the            |                     |       |
|         | contracting office)         |                     |       |
+---------+-----------------------------+---------------------+-------+

Draft Proposed GSAM Change

Order and Call Instrument Identification Number

BASELINE: GSAM Change 3

Additions to the baseline are represented by **\[bold and brackets\]**.
Deletions are represented by ~~strikethrough.~~

PART 504 ADMINISTRATIVE MATTERS

\*\*\*\*\*

SUBPART 504.70 UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION

\*\*\*\*\*

**504.7001-2 Basic procurement instrument identification number.**

The basic procurement instrument identification number normally is
assigned at award. The contracting office may assign a number when it
receives a procurement request to facilitate procurement tracking. The
basic procurement instrument identification number stays the same
throughout the life of the procurement instrument. It consists of 14
alphanumeric characters as follows:

  ------------------ ------------------------------ ---------------------- -------------
  **Character(s)**   **Content**                    **Content Description  **Example**
                                                    Location**             

  1-2                Agency Designation Code        Always \"GS\"          GS

  3-4                Region/Central Office          504.7001-5(a)          02
                     Identification Code                                   

  5                  Service/Office Code            504.7001-5(b)          P

  6-7                Last Two Digits of Fiscal Year                        99
                     of Number Assignment                                  

  8-9                Preparing Contracting Office   Located in             PF
                     Code                           ~~G~~**\[F\]**PDS      
                                                    ~~retrieval GCO~~      
                                                    **"GSA Detailed        
                                                    Contracting Office     
                                                    Listing"**             

  10                 Instrument Code                504.7001-5(c)          L

  11-14              Serial Number                  504.7001-5(d)          0002
  ------------------ ------------------------------ ---------------------- -------------

504.7001-3 Order and call instrument identification number.

Delivery or task orders under indefinite delivery contracts and schedule
contract orders are identified by placing a ~~11~~ **\[13**\]-character
alphanumeric identification number in the order number block of the
order form as shown in the table below. The basic indefinite delivery or
schedule contract number is placed in the contract number block of the
order form.

+---------+-----------------------------+--------------------+-------+
| **      | **Content**                 | # Content De       | # Ex  |
| Charact |                             | scription Location | ample |
| er(s)** |                             |                    |       |
+---------+-----------------------------+--------------------+-------+
| **\[    | **\[Agency Designation      | **\[Always         | **\[G |
| 1-2\]** | Code\]**                    | "GS"\]**           | S\]** |
+---------+-----------------------------+--------------------+-------+
| ~~1~~** | Service/Office Code         | 504.7001-5(b)      | P     |
| \[3\]** |                             |                    |       |
+---------+-----------------------------+--------------------+-------+
| ~~2-    | Region/Central Office       | 504.7001-5(a)      | 01    |
| 3~~**\[ | Identification Code         |                    |       |
| 4-5\]** |                             |                    |       |
+---------+-----------------------------+--------------------+-------+
| ~~4-    | Last Two Digits of Fiscal   |                    | 98    |
| 5~~**\[ | Year of Number Assignment   |                    |       |
| 6-7\]** |                             |                    |       |
+---------+-----------------------------+--------------------+-------+
| ~~6-    | Preparing Contracting       | Located in         | PB    |
| 7~~**\[ | Office Code                 | ~~G~~**\[F\]**PDS  |       |
| 8-9\]** |                             | ~~retrieval GCO~~  |       |
|         |                             | **\[GSA Detailed   |       |
|         |                             | Contracting Office |       |
|         |                             | Listing\]**        |       |
+---------+-----------------------------+--------------------+-------+
| ~~8-11~ | Serial Number (in sequence  | 504.7001-5(d)      | B096  |
| ~**\[10 | as issued by the            |                    |       |
| -13\]** | contracting office)         |                    |       |
+---------+-----------------------------+--------------------+-------+