PGI Part 211 - DESCRIBING AGENCY NEEDS

PGI 211.1 -SELECTING AND DEVELOPING REQUIREMENTS DOCUMENTS

PGI 211.105 Items peculiar to one manufacturer.

PGI 211.2 -USING AND MAINTAINING REQUIREMENTS DOCUMENTS

PGI 211.201 Identification and availability of specifications.

PGI 211.273 Removed.

PGI 211.273-3 Removed.

PGI 211.274 Item identification and valuation requirements.

PGI 211.274-2 Policy for unique item identification.

PGI 211.70 -PURCHASE REQUESTS

PGI 211.7001 Procedures.

Parent topic: PGI Defense Federal Acquisition Regulation

PGI 211.1 -SELECTING AND DEVELOPING REQUIREMENTS

DOCUMENTS

PGI 211.105 Items peculiar to one manufacturer.

Office of Federal Procurement Policy memorandum of April 11, 2005, Subject: Use of Brand Name

Specifications, reinforces the need to maintain vendor and technology neutral contract

specifications, and asks agencies to publish the supporting justification when using brand name

specifications in a solicitation.

Office of Federal Procurement Policy memorandum of April 17, 2006, Subject: Publication of Brand

Name Justifications, provides additional guidance regarding publication of justifications for use of

brand name specifications.

PGI 211.2 -USING AND MAINTAINING REQUIREMENTS

DOCUMENTS

PGI 211.201 Identification and availability of specifications.

(1) Specifications, standards, and data item descriptions are indexed in the Acquisition Streamlining

and Standardization Information System (ASSIST).
(2) Most unclassified specifications, standards, and data item descriptions, and DoD adoption notices

on voluntary consensus standards may be downloaded from the ASSIST database

(https://assist.dla.mil or http://quicksearch.dla.mil ). Documents contained in ASSIST that are not

available for download may be identified and obtained by following the instructions at

http://assist.dla.mil/online/faqs/overview.cfm .

PGI 211.273 Removed.

PGI 211.273-3 Removed.

PGI 211.274 Item identification and valuation requirements.

PGI 211.274-2 Policy for unique item identification.

(b)(2)(ii) Send the copy of the determination and findings required by DFARS 211.274- 2(b)(2)(i) to

DPAP/Program Development and Implementation, Deputy Director, 3060 Defense Pentagon, 3B855,

Washington, DC 20301-3060; or via email to: osd.pentagon.ousd-atl.mbx.pdi@mail.mil .

PGI 211.70 -PURCHASE REQUESTS

PGI 211.7001 Procedures.

Requiring activities are responsible for developing and distributing purchase requests, except for

the requirements for Military Interdepartmental Purchase Requests (MIPRs) (DD Form 448)

addressed in 253.208-1 .

(a) Agencies may use a combined numbering series for MIPRs and internal purchase requests,

following the rules at 253.208-1 (c)(1) for both. If using a separate numbering sequence for internal

purchase requests, procedures shall be in place to ensure that the same number cannot be assigned

to both a MIPR and an internal purchase request. Use of a purely internal tracking number in

addition to the purchase request number is authorized and supported by the data standards.

Number the purchase request by using—

(1) The requiring activity’s Department of Defense Activity Address Code (DODAAC), as described in

DLM 4000.25 Volume 6, Chapter 2. DODAACs may be verified at

https://www.transactionservices.dla.mil/daasinq.

(2) A serial number of eight alphanumeric characters, excluding “I” and “O”; and

(3) A revision number, with the original request being assigned zero and subsequent revisions or

amendments being numbered consecutively.

(b) Prior to taking action on a purchase request, contracting officers shall ensure that the requiring

activity has prepared the purchase requests in uniform contract format (see FAR 14.201-1 and

15.204), except for procurement of construction (see part 36), which should follow the current

edition of the Construction Specifications Institute format. Purchase requests shall include all
supporting documentation required by local contract procedures.

(c) Prior to taking action on a purchase request, contracting officers shall ensure that the purchase

requests follow the line item rules and data requirements in DFARS 204.71 . Purchase requests for

individual supplies (i.e., not bulk commodities such as oil) shall identify whether the item to be

acquired is subject to the item unique identification requirements of DFARS 211.274-2.

(d)(1) Purchase requests may be unfunded for planning purposes, partially funded, or fully funded.

(2) Funding data in purchase requests will, at a minimum, identify the following elements of the

funding source: Department Code (e.g. 21 Army), Main Account (e.g. 1804, Operation and

Maintenance, Navy), Subaccount (where applicable), and Fiscal Year. Lists of these codes are

published in Supplement 1 to Volume I of the Treasury Financial Manual, Federal Account Symbols

and Titles, generally referred to as The FAST Book .

(3) Agencies shall have sufficient procedures in place to enable traceability of line items identified in

the purchase request to those in the resulting contract. In developing such procedures, agencies

shall ensure that provisions are made for circumstances in which the deliverables may be more

completely defined during the process of soliciting offers and making an award.

(e) Contracting officers shall not obligate funds that have not been certified as currently available

and suitable. All purchase requests shall be reviewed and certified after agreement on price and

prior to award to ensure that the funds are—

(1) Suitable and available for the purpose and amount of the contract; and

(2) Traceable from the purchase request to the resultant contract.

(f) Purchase requests transmitted between requiring systems and contract writing systems shall be

transmitted via the Global EXchange system (GEX) using the Purchase Request Data Standard

Extensible Markup Language (XML) format at

https://www.acq.osd.mil/asda/dpc/ce/ds/procurement-data-standard.html . Copies shall be sent via

the GEX to the Electronic Data Access (EDA) system at http://eda.ogden.disa.mil . Requiring systems

and contract writing systems may use a format that can be translated to or from the purchase

request Data Standard (XML) format.