RAR Part 1404

Information and instructions on reporting requirements under the Federal Procurement Data System Next Generation (FPDS-NG) shall be transmitted to contracting offices by AAMD, (D-7800), using electronic transfer or memoranda.

SUBPART WBR 1404.8 GOVERNMENT CONTRACT FILES

WBR 1404.804-5 Procedures for closing out contract files.

(a) The following procedures apply to deobligating unliquidated balances under physically completed contracts or completed performance years under or multi- or multiple-year contracts:

(1) For all contracts reported in FPDS-NG, the CO

(i) must deobligate by modification if the residual amount is greater than $500;
(ii) may deobligate by E-mail or memorandum if the residual amount is $500 or less.

SUBPART WBR 1404.80 -- DISTRIBUTION OF ACQUISITION DOCUMENTS

WBR 1404.8000 Information copies required by Technical Service Center (TSC) for construction related contracts.

Information copies of the following documents for acquisitions of construction or construction related supply contracts shall be provided to the Estimating, Specifications, and Value Programming Group, D- 8170, or Construction Management, D-8160.

(a) For specifications prepared with TSC assistance:

(1) Presolicitation Notice. Send three copies to D-8170.

(2) Solicitation/specifications. Send copies to D-8170. The number of copies of the solicitation/specifications and amendments required will be indicated in the transmittal of the final draft specifications (normally 10 to 15 copies).

(3) Technical and cost proposal. Send one copy of each of the successful offeror's technical and cost proposals to D-8160 (including all revisions before award).

(4) Abstract of offers. Send five copies to D- 8170.

(5) Contract. Send one copy of completed contract to D-8160 (SF 1442, SF 1447, SF 33, or equivalent.

(6) Notice to proceed. Send one copy to D- 8160.

(7) Modifications. Send one copy to D-8160.

(b) For specifications prepared without TSC assistance but meeting one or more of the following criteria:

Factory inspection required.
Submittal review required by TSC.
Special request by TSC.

(1) Presolicitation Notice. Send two copies toD-8170

(2) Solicitation/specifications. Send three copies to D-8170.

(3) Technical and cost proposal. Send one copy of each of the successful offeror's technical and cost proposals to D-8160 (including all revisions before award).

(4) Abstract of offers. Send two copies to D- 8170.

(5) Contract. Send one copy of completed contract to D-8160 (SF 1442, SF 1447, SF 33, or equivalent).

(6) Notice to proceed. Send one copy to D- 8160.

(7) Modifications. Send one copy to D-8160.

(c) For specifications prepared without TSC assistance and not having any of the criteria listed in (b):
Abstract of offers. Send one copy to D-8170.

SUBPART WBR 1404.81 -- REQUISITION AND PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM

WBR 1404.8100 Scope of subpart.

(a)This subpart prescribes policies and procedures for assigning identification numbers to --

(1) Requisitions;

(2) Procurement instruments awarded by Reclamation and numbered in accordance with requirements of the IPDS Reporting Manual (DIAR 1404.602) ; and

(3) Interagency agreements made pursuant to FAR Subpart 17.5 that are not reportable under the IPDS Reporting Manual.

(b) Instructions for assigning identification numbers for grants and cooperative agreements are contained in Part IV.C.3. of the Reclamation Financial Assistance Directive.

WBR 1404.8110 Requisition numbering.

The uniform requisition number (RN) prescribed in this section shall be used for all requisitions initiated by Reclamation offices (Subpart WBR 1401.80 ).

WBR 1404.8110-1 Elements of the requisition number.

The RN is an 11-digit number consisting of alpha-numeric characters positioned as illustrated in Appendix A of this Part and identified as follows:

(a) The first two positions shall be the last two digits of the fiscal year in which the RN is assigned.

(b) The third through eighth positions shall be the numeric organizational code (e.g. D88450) of the office initiating the requisition (add zeros to fill in any remaining digits).

beginning with the number "001" each new fiscal year.

WBR 1404.8111 Procurement instrument numbering.

(a) The uniform procurement instrument identification number (PIIN) prescribed in this section shall be used to identify all Reclamation solicitations and contracts.

(b) The procurement instrument identification number (PIIN), including any prescribed supplementary numbers, shall be placed in --

(1) The spaces provided therefor on the business instrument form to be used; or

(2) The upper right-hand corner of the form if spaces are not otherwise provided; and

(3) The spaces for Item 2, Contract Number, Item 3, Modification Number, and Item 4, Contracting Office Order Number, on Standard Form 279.

WBR 1404.8111-1 Elements of the number.

(a) The PIIN is an 11-digit number consisting of alpha-numeric characters positioned as illustrated in Appendices B through F of this subpart and identified as follows:

(1) The first and second positions --

(i) For solicitations shall be the last two digits of the fiscal year in which the PIIN is assigned.

(ii) For awards shall be the last two digits of the fiscal year in which the award is made.

(2) The third and fourth positions --

(i) For solicitations shall be the capitalized alpha code assigned to identify the solicitation type as prescribed in Appendix C of this subpart;

(ii) For reportable awards under FPDS-NG shall be the appropriate business instrument type as prescribed in Appendix D; or

(iii) For awards of interagency agreements made pursuant to FAR Subpart 17.5 (not reported under the FPDS-NG shall be the code "AA" as prescribed in Appendix D.

(3) The fifth and sixth positions shall be the first two digits of the organization code published in the Office of PAY/PERS Management Organization Description, Table 10, identifying the contracting or purchasing office issuing the business instrument. For Job Corps Civilian Conservation Centers, these positions shall contain the alpha characters which correspond to the applicable Center, as illustrated in Appendix E of this subpart.

(4) The seventh through the tenth positions shall be a sequentially assigned serial number of the business instrument. The serial number may consist of four numeric characters (9999) or three numeric characters and an alpha character (999A), depending on the specific operational circumstances of the acquisition office. For offices using the first option, multiple awards shall be designated by the assignment of a separate serial number. For offices using the second option, when multiple awards are to be made from a solicitation the tenth position of the PIIN shall be a capital letter. "A" shall be used for the first award, "B" for the second award, etc., (e.g.,97CP81999AX). Alpha letters I and Oshall not be used. All serial numbers shall commence with the number "0001" or "001" and continue until the number "9999" or "999" is reached. Offices may choose to start the numbering again at "0001" or "001"at the beginning of each fiscal year.

(5) The eleventh space shall be reserved for Finance to identify payments.

(b) For transactions involving Job Corps Centers the PIIN shall be used in addition to the internal Job Corps Finance Number. The PIIN shall be used for Reclamation reporting.

WBR 1404.8111-2 Supplemental numbers.

(a) The supplemental number is a number used in addition to the PIIN to further identify a solicitation amendment, a contract modification, a delivery order issued under a Reclamation contract; or a BPA call.

(b) The supplemental number shall --

(1) For an amendment to a solicitation or a contract modification, use a sequential number which identifies the amendment or modification commencing with the number "1."

(2) For a delivery or task order under a Reclamation contract, use a ten-digit alpha-numeric designator: the last two numbers of the fiscal year of the basic contract in the first two positions; a sequential alpha-numeric identifier for the delivery/task order number in the third and fourth positions commencing with A1 and proceeding through Z0 (260 possible order numbers); if total delivery orders exceed 260, designate additional orders with a two alpha identifier: AA, AB, AC through ZZ; the contracting office organizational code in the fifth and sixth positions; and the serial number of the basic contract in the seventh through tenth positions - e.g., 99A1810001.

(3) For a BPA call, use a ten-digit alpha-numeric designator: the last two numbers of the fiscal year of the BPA in the first two positions; a sequential alpha-numeric identifier for the call in the third and fourth positions commencing with A1 and proceeding through Z0 (260 possible call numbers); the contracting office organizational code in the fifth and sixth positions; and the serial number of the BPA in the seventh through tenth positions - e.g., 99A1810001.

WBR 1404.8111-4 Number registers.

(a) The CCO shall ensure that a register of all assigned PIIN's and supplemental numbers, either automated or manual, is maintained in each office which has contracting authority.

(b) The HCO shall ensure that a register is maintained to track interagency acquisitions awarded under FAR Subpart 17.5 (See Subpart WBR 1417.5) .

APPENDIX A - ILLUSTRATION OF REQUISITION NUMBER

POSITION	POSITION	POSITION
(1-2)	(3-8)	(9-11)
96	D88450	001
Fiscal Year	Organization Code	Serial Number

APPENDIX B - PROCUREMENT INSTRUMENT IDENTIFICATION NUMBER

Position

(1-2)

(3-4)

(5-6)

(7-10)

(11)

9999

Fiscal Year

Business Instrument Type

Organization Code

Business Instrument Serial No.

PaymentNumber

APPENDIX C - TYPE OF SOLICITATION CODE EXPLANATION SOLICITATIONS

CODE

EXPLANATION

SOLICITATION

Invitation for bids

Request for proposals

Request for quotations

APPENDIX D - TYPE OF BUSINESS INSTRUMENT CODE EXPLANATION FOREIGN ACQUISITIONS

CODE

EXPLANATION

FOREIGN ACQUISITIONS

Contract entered into for a foreign government

Purchase order entered into for a foreign government

AGREEMENTS

Orders placed with a Government agency when the contractual instrument is an Interagency Agreement

PUBLIC LAW 93- 638

NA	Actions executed under P.L. 93-638 with Indian Tribal Organizations

CONTRACTS

Architect - engineer contract

Construction contract

Advisory and assistance service contract

Contract incorporating a basic agreement

Personal property contract (including leases and rental) but excluding real property

Research and development contract

Service (other than architect-engineering, construction, advisory and assistance, and research and development)

Utilities contract

Contract for lease of real property

PURCHASE AND DELIVERY ORDERS

Orders placed with a Federal government agency when the contractual instrument is a Purchase Order

ICC transaction

Blanket purchase agreement

Purchase order for construction

Delivery order under Reclamation contract

Order placed under another agency contract (e.g. Federal Supply Schedule Orders)

Purchase order (OF form 347 or Reclamation form 7-711),or SF1449 when used as an order pursuant to FAR 13.004(a))

Purchase order for advisory and assistance services

Purchase order incorporating a basic agreement

Order for utilities

O ral order

APPENDIX E - JOB CORPS CENTERS CODES CODE EXPLANATION

CODE

EXPLANATION

Columbia Basin

Collbran

Fort Simcoe

Fort Centennial

Weber Basin

1. The Economy Act applies when more specific statutory authority does not exist. Examples of interagency acquisitions to which the Economy Act does not apply include acquisitions from required sources of supplies prescribed in FAR Part 8, which have separate statutory authority (UNICOR and JWOD Nonprofit Agency awards are reported to FPDS-NG; and acquisitions of information technology from agencies designated by OMB as executive agents under the authority of Public Law 104-106. Each Economy Act order (placed by either an Interagency Agreement or a Purchase Order) must be supported by a Determination and Finding pursuant to FAR 17.503.

APPENDIX F - ORGANIZATIONAL CODES

CODE

OFFICE

ASC

RSC