NJST

PUBLICATIONS

NIST Special Publication 881-52

Nisr

QC

100

.U57

NO. 881 -52

1998

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 836

Contract Award (Revision 1)

Implementation Convention

U.S. DEPARTMENT OF COMMERCE

Technology Administration

National Institute of

Standards and Technology
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'At Boulder, CO 80303. ^Some elements at Boulder, CO.
NIST Special Publication 881-52

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 836

Contract Award (Revision 1)

Implementation Convention

Electronic Commerce Acquisition Program Management Office

Standard Management Committee - Secretariat

National Institute of Standards and Technology

Gaithersburg, MD 20899-0001

Editor: Dr. Jean-Philippe Favreau

January 1998

U.S. DEPARTMENT OF COMMERCE

William M. Daley, Secretary

Technology Administration

Gary R. Bachula, Acting Under Secretary for Technology

National Institute of Standards and Technology

Raymond G. Kammer, Director
Reports on Information Technology

The National Institute of Standards and Technology (NIST)'s Infornnation Technology Laboratory (ITL)

develops standards and guidelines, provides technical assistance, and conducts research for computers

and resources. As part of the overall federal effort to establish a single face to industry for conducting

electronic commerce, ITL has been designated as the organization responsible for coordinating the

development of Federal Implementation Conventions (ICs) for Electronic Data Interchange (EDI). ICs are

defined by functional-area experts who create and select options from standard EDI Transaction Sets to

yield the implementations to be used for practical EDI. These ICs are made available to federal agencies

and industry by electronic means and this Special Publication Series.

National Institute of Standards and Technology Special Publication 881-52

Natl. Inst. Stand. Technol. Spec. Publ. 881-52, 16 pages (Jan. 1998)

CODEN: NSPUE2

U.S. GOVERNMENT PRINTING OFFICE

WASHINGTON: 1998

For sale by the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402
836 Contract Award

Functional Group ID=RQ

Introduction:

This Draft Standard for Trial Use contains the format and establishes the data contents of the Contract Award

Transaction Set (836) for use within the context of an Electronic Data Interchange (EDI) environment. The

transaction set can be used by the buyer to notify the seller or other interested parties of the award of a contract which contains some indefinite features, such as delivery schedule, location, and/or quantities. This transaction set

is intended to be the notification of the award of a requirements type of contract.

Notes:

/. Federal Agencies use this transaction set to announce the award ofa contract or order. This notification will

be publicly available to all interestedparties and will provide the name ofthe party awarded the contract or order

and the price ofthe line items. Item or service descriptions may be provided in the transaction set in order to

assist in identifying subcontract opportunities.

2. Use a single occurrence ofthis transaction set to announce the award ofone contract/order to a single vendor

resultingfrom one or more solicitations.

Heading:

Pes. Seg. Req. Loop Notes and

No. ID Name Pes. Max.Use Repeat Comments

Must Use 010 ST Transaction Set Header M 1

Must Use 020 BCO Beginning Segment For Contract Award M 1

Not Used 021 ITD Terms of Sale/Deferred Terms of Sale 0 5

Not Used 022 CTB Restrictions/ Conditions 0 5

Not Used 023 CTP Pricing Information 0 25

Not Used 024 FOB F.O.B. Related Instructions 0 1 LOOP ID-Nl >1

Must Use 025 Nl Name 0 1

026 N2 Additional Name Information 0 2

Not Used 027 N3 Address Information 0 2

028 N4 Geographic Location 0 1

Not Used 029 REF Reference Numbers 0 >1

Not Used 030 PER Administrative Communications Contact 0 >1

Not Used 031 FOB F.O.B. Related Instructions 0 I

LOOP ID - POl >1

Must Use 035 POl Baseline item Data M 1

Not Used 040 P03 Additional Item Detail 0 >1

Not Used 050 CTP Pricing Information 0 >1

Not Used 060 PID Product/Item Description 0 >I

Not Used 070 MEA Measurements 0 >1

Not Used 080 PWK Paperwork 0 >1

090 REF Reference Numbers 0 >1

Not Used 100 PER Administrative Communications Contact 0 >1

Not Used 101 ITD Terms of Sale/Deferred Terms of Sale 0 I

003040F836 1 15 October 1997
102 DTM Date/Time Reference 0 10

Not Used 103 CTB Restrictions/ Conditions 0 1 LOOP ID -SLN >1

Not Used 110 SLN Subline Item Detail 0 1

Not Used 120 PID Product/Item Description 0 >1

LOOP ID -Nl >1

Not Used 130 Nl Name 0 1

Not Used 140 N2 Additional Name Information 0 2

Not Used 150 N3 Address Information 0 2

Not Used 160 N4 Geographic Location o 1

Not Used 170 REF Reference Numbers 0 >I

Not Used 180 PER Administrative Communications Contact 0 >1

Must Use 190 SE Transaction Set Trailer M 1

003040F836 1 2 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

ST Transaction Set Header

010

Heading

Mandatory

1To indicate the start of a transaction set and to assign a control number

1 The transaction set identifier (STOl ) used by the translation routines of the

interchange partners to select the appropriate transaction set definition (e.g., 810

selects the Invoice Transaction Set).

Must Use

Must Use

Ref.

Pes.

STOl

ST02

Data

Element

143

329

Data Element Summary

Name Attributes

Transaction Set Identifier Code M ID 3/3

Code uniquely identifying a Transaction Set

836 X12.54 Contract Award

Transaction Set Control Number M AN 4/9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set This unique control number is assigned by the originator ofthe transaction

set or by the originator's application program. This same number is carried

in SE02.

003040F836 1 3 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

BCO

020

Beginning Segment For Contract Award

Heading

Mandatory

1To indicate the beginning of the Contract Award Transaction Set and to transmit

identifying numbers and dates.

1 BCO04 is the contract number.

2 BCO06 is the contract beginning date. 3 BCO07 is the contract expiration date.

Must Use

Ref.

Pes.

BCOOl

Must Use BCO02

Must Use BCO03

Must Use BCO04

Data

Element

353

586

652

127

Data Element Summary

Name Attributes

Transaction Set Purpose Code M ID 2/2

Code identifying purpose of transaction set 00 Original

01 Cancellation

07 Duplicate

Use to indicate the re-transmission ofa previously

transmitted award announcement, |

Request for Quote Reference Number M AN 1/45

Number assigned by the purchaser to identify his request for quote

Use to identify the solicitation number (IFB, RFP, or RFQ) that is applicable

to all the line items awarded. Ifthere was no solicitation, cite the letter N. If

there were multiple solicitations resulting in the award, cite the letter Min

this data element and identify the various solicitations in the l/REF/090

segment

Request Quotation Control Date M DT 6/6

Date to be used for reference purposes in an RPQ and a response to RFQ.

Use to identify the date ofthe solicitation (IFB, RFP, or RFQ) that resulted

in this award. Ifthere was no solicitation or there were multiple solicitations

resulting in the award, enter six zeros (000000). When there were multiple

solicitations resulting in the award, cite the date ofeach solicitation in the

l/DTM/102 segment.

Reference Number M AN 1/30

Reference number or identification number as defmed for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

/. Use to identify the number ofthe contract or order awarded.

2. Ifthe award wasfor a contract or purchase order, cite the number ofthe

awarded instrument (i.e., the PUN).

3. Ifthe award wasfor a deliveiy order, call or release against a basic

contract, cite a concatenation ofthe basic contract number and the order

number (Le., the PUN and SPUN).

4. Ifthe award was a modification ofan existing contract/order, cite a

concatenation ofthe existing contract/order number and the modification

number.

Not Used BCO05 846 Contract Status Code O ID 2/2

003040F836 1 4 15 October 1997
Code designating the current status of the contract Must Use BCO06 373 Date O DT 6/6

Date (YYMMDD)

Use to indicate the date ofaward ofthe cited contract or order.

Not Used BCO07 373 Date O DT 6/6

Date (YYMMDD)

Not Used BCO08 587 Acknowledgment Type O ID 2/2

Code specifying the type of acknowledgment

Must Use BCO09 128 Reference Number Qualifier O ID 2/2

Code quahfying the Reference Number.

TN Transaction Reference Number

Use to indicate a unique number assigned by the

origini^orjp identi^ this transaction set. Must Use BCOlO 127 Reference Number * ^ ^

j^^o

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

003040F836 1 5 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

Nl Name

Must Use

Ref.

Pes.

NlOl

N102

N103

N104

Not Used N105

Not Used N106

025

Nl Optional (Must Use)

Heading

Optional (Must Use)

1To identify a party by type of organization, name, and code

1 At least one of N1 02 or N1 03 is required.

2 If either N1 03 or N 104 is present, then the other is required.

1 This segment, used alone, provides the most efficient method of providing

organizational identification. To obtain this efficiency the "ID Code" (N104) must

provide a key to the table maintained by the transaction processing party.

2 N105 and N106 further define the type of entity in NlOl.

Use 2 iterations ofthis segment to identify the entity awarded the contract/order and

the buyingparty.

Data

Element

98

93

66

Data Element Summary

Name Attributes

Entity Identifier Code M ID 2/2

Code identifying an organizational entity, a physical location, or an individual

BY Buying Party (Purchaser)

Use to indicate the buying office.

SE Selling Party

Use to indicate the eittt^Tmrnied the contract/order.

Name X AN 1/35

Free-form name

When NlOl is code SE, use to identify the entity awarded the contract/order.

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification

Code (67)

When NlOl is code BY, use to identify tlte entity awarding the

contract/order.

1 D-U-N-S Number, Dun & Bradstreet

Use oftlte DUNS or DUNS+4 number is preferred over any other coded number to identify a named

party.

9 D-U-N-S+4, D-U-N-S Number with Four Character

Suffix

Use ofthe lbUNS or VUNSl+Jf number is preferred

over any otlter coded number to identify a named

party.

67 Identification Code X AN 2/17

Code identifying a party or other code

706 Entity Relationship Code O ID 2/2

Code describing entity relationship

98 Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

003040F836 1 6 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

N2 Additional Name Information

026

Nl Optional (Must Use)

Heading

Optional

2

To specify additional names or those longer than 35 characters in length

Use this segment only ifentity name cited in N102 is longeftHM

Must Use

Ref.

Pes.

N201

N202

Data Element Summary

Data

Element Name

93 Name

Free-form name

93 Name

Free-form name

Attributes

M AN 1/35

O AN 1/35

003040F836 1 7 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

N4 Geographic Location

028

Nl Optional (Must Use)

Heading

Optional

1To specify the geographic place of the named party

1 If N406 is present, then N405 is required.

1 A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

2 N402 is required only if city name (N401) is in the USA or Canada.

When NlOl is code SE, this segment is REQUIRED to identify the geographic area where the entity awarded the contract/order is located.

Data Element Summary

Ref.

Des.

Not Used N401

Not Used N402

N403

N404

Not Used N405

Not Used N406

Data

Element

19

156

116

26

309

310

Attributes

O AN 2/30

Name

City Name

Free-form text for city name

State or Province Code O ID 2/2

Code (Standard State/Province) as defined by appropriate government agency

Postal Code O ID 3/9

Code defining international postal zone code excluding punctuation and blanks

(zip code for United States)

Required when an award was made to a United States Company.

Country Code O ID 2/3

Code identifying the country

Use only when an award is made to a selling party outside ofthe United

States. Location Qualifier X ID 1/2

Code identifying type of location

Location Identifier O AN 1/30

Code which identifies a specific location

003040F836 1 8 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

Ref.

Pes.

Must Use POlOl

Must Use PO102

Must Use PO103

Must Use PO104

PO105

POl Baseline Item Data

035

POl Mandatory

Heading

Mandatory

1To specify basic and most frequently used line item data

1 If POl 03 is present, then POl 02 is required.

2 If POl 05 is present, then POl 04 is required.

3 If POl 06 is present, then POl 07 is required.

4 If POl 08 is present, then POl 09 is required.

5 IfPOllO is present, then POl 11 is required.

6 If POl 12 is present, then P0113 is required.

7 If POl 14 is present, then P0115 is required.

8 If POl 16 is present. then P0117 is required.

9 IfPOllS is present. then P0119 is required.

10 If POl 20 is present. then P0121 is required.

11 If POl 22 is present, then P0123 is required.

12 If POl 24 is present, then P0125 is required.

12

3

See the Data Dictionary for a complete list of ID's. POlOl is the line item identification.

POl 06 through POl 25 provide for ten (10) different product/service ID's per each

item. For example: Case, Color, Drawing No., UPC No., ISBN No., Model No.,

SKU.

Use to identify award datafor a line item in the cited solicitation.

k Use multiple iterations as needed to identify multiple line items. Each iteration will

^identify only one line item.

Data Element Summary

Data

Element

350

330

Name Attributes

O AN 1/11

355

212

Assigned Identification

Alphanumeric characters assigned for differentiation within a transaction set Use to indicate the line item number contained in the solicitation.

Quantity Ordered X R 1/9

Quantity ordered

Cite the total awarded quantity ofthe line item awarded, not the solicited

quantity.

Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in

which a measurement has been taken

1. Use any code.

2. Cite the unit ofmeasurefor the awarded quantity identified in the 850

transaction set

Refer to 003040 Data Element Dictionary for acceptable code values.

Unit Price X R 1/14

Price per unit of product, service, commodity, etc.

1. Use to indicate the awardprice ofthe line item.

639

2. When POl05 is code NC or NQ cite the number "

Basis of Unit Price Code

Code identifying the type of unit price for an item

Any code may be used, but the listed codes are preferred.

O ID 2/2

003040F836 1 9 15 October 1997
Must Use PO106

Must Use PO107

PO108

PO109

POllO

POlll

P0112

P0113

P0114

P0115

P0116

P0117

P0118

ES Estimated

NC No Charge

NQ No Quote

Use to indicate the item is Not Separately Priced.

PV Provisional Price

Use to indicate a price that includes the use ofgovernmentfurnished

property (GFP).

Refer to 003040 Data Element Dictionary for acceptable code values.

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

1. Use any code.

2. As a minimum, there must be one occurrence ofa DE235/234 pair citing

either code CN or SV. Other listed codes may be used to further identify the

line item. Code values must correspond to those usedfor the corresponding

line item in the cited contract/order.

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product^Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

234 Product/Service ID X AN 1/30

Identifying number for a product or service

235 Product/Service ID Qualifier O ID 2/2

003040F836 1 10 15 October 1997
Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

P0119 234 Product/Service ID X AN 1/30

Identifying number for a product or service

PO120 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

P0121 234 Product/Service ID X AN 1/30

Identifying number for a product or service

P0122 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

P0123 234 Product/Service ID X AN 1/30

Identifying number for a product or service

P0124 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values.

P0125 234 Product/Service ID X AN 1/30

Identifying number for a product or service

003040F836 1 11 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

REF Reference Numbers

090

POl Mandatory

Heading

Optional

>1

To specify identifying numbers.

1 At least one of REF02 or REF03 is required.

Use this l/REF/090 segment when the solicitation varies by awarded line item. When

the solicitation is the samefor all ofthe awarded line items, cite the solicitation

number in BCO02.

Must Use

Ref.

Pes.

REFOl

Not Used

REF02

REF03

Data

Element

128

127

352

Data Element Summary

Name Attributes

Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

KS Solicitation

A discreet number assigned by the purchasing activity

to differentiate between different solicitations

Use to indicate the solicitation (IFB, RFP, RFQ) that

contained the awarded line item.

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Description X AN 1/80

A free-form description to clarify the related data elements and their content

003040F836 1 12 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

DTM Date/Time Reference

102

POl Mandatory

Heading

Optional

10

To specify pertinent dates and times

1 At least one of DTM02 DTM03 or DTM06 is required.

2 If either DTM06 or DTM07 is present, then the other is required.

Use this l/DTM/102 segment to identify the date ofthe solicitation cited in REFOl/02.

Must Use

Ref.

Pes.

DTMOl

DTM02

Not Used DTM03

Not Used DTM04

DTM05

Not Used DTM06

Not Used DTM07

Data

Element

374

Data Element Summary

Name

Date/Time Qualifier

Code specifying type of date or time, or both date and time

Attributes

M ID 3/3

993 Request for Quotation

The reference date associated with a specifically

numbered request for quotation

Use to indicate the date ofthe solicitation (e.g., IFB, J|

RFP, RFQ) cited in REFOl/02. J

373 Date X DT 6/6

Date (YYMMDD)

337 Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

623 Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

Organization standard 8601, time can be specified by a + or - and an indication

in hours in relation to Universal Time Coordinate (UTC) time; since + is a

restricted character, + and - are substituted by P and M in the codes that follow

624 Century O NO 2/2

The first two characters in the designation of the year (CCYY)

1250 Date Time Period Format Qualifier X ID 2/3

Code indicating the date format, time format, or date and time format

1251 Date Time Period X AN 1/35

Expression of a date, a time, or range of dates, times or dates and times

003040F836 1 13 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use:

Purpose:

Syntax Notes:

Semantic Notes:

Comments:

SE Transaction Set Trailer

190

Heading

Mandatory

1To indicate the end of the transaction set and provide the count of the transmitted

segments (including the beginning (ST) and ending (SE) segments).

1 SE is the last segment of each transaction set.

Must Use

Must Use

Ref.

Pes.

SEOl

SE02

Data

Element

96

329

Data Element Summary

Name Attributes

Number of Included Segments M NO 1/10

Total number of segments included in a transaction set including ST and SE

segments

Transaction Set Control Number M AN 4/9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Cite the same number as the one carried in ST02.

003040F836 1 14 15 October 1997
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Federal Information Processing Standards Publications (FIPS PUB)—Publications in this series

collectively constitute the Federal Information Processing Standards Register. The Register serves as the

official source of information in the Federal Government regarding standards issued by NIST pursuant to the Federal Property and Administrative Services Act of 1949 as amended. Public Law 89-306 (79 Stat. 1127), and as implemented by Executive Order 1 1717 (38 FR 12315, dated May 11, 1973) and Part 6 of

Title 15 CFR (Code of Federal Regulations).

NIST Interagency Reports (NISTIR)—A special series of interim or final reports on work performed by

NIST for outside sponsors (both government and nongovernment). In general, initial distribution is handled

by the sponsor; public distribution is by the National Technical Information Service, Springfield, VA 22161,

in paper copy or microfiche form.
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