# DLAD PART 4 – ADMINISTRATIVE MATTERS

- SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

- 4.502-90 Electronic order transmission.

- SUBPART 4.8 – GOVERNMENT CONTRACT FILES

- 4.802 Contract files.

- SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

- 4.1302 Acquisition of approved products and services for personal identity verification.

- 4.1303-90 Contract clause - personal identity verification of contractor personnel.

- SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

- 4.7003-90 Basic procurement instrument identification number (PIIN).
- 4.7004-90 Supplementary PIINs.

- SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

- 4.7103-2-91 Numbering procedures.

PART 4 – ADMINISTRATIVE MATTERS

(Revised December 16, 2013 through PROCLTR 2014-41)

TABLE OF CONTENTS

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic order transmission.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract Files.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1301 Contract clause.

4.1302 Acquisition of approved products and services for personal identity verification.

4.1303 Contract clause.

SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

4.7003 Basic PII number.

4.7004 Supplementary PII numbers.

SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-1 Criteria for establishing.

4.7103-2 Contract Subline Items.

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502-90 Electronic order transmission.

(b) Use 52.204-9001, Electronic Order Transmission, in all long term contract (LTC) solicitation/awards in which electronic ordering (or automated outline agreements) may be utilized for issuing delivery orders. Electronic data interchange (EDI) does not apply to automatic indefinite delivery purchase orders (AutoIDPOs).

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract files.

(a) Contract files shall be maintained in electronic format in an electronic contract file (see FAR 2.101 for definition of contracts) unless electronic file storage is unavailable. Personnel responsible for copying paper documents into electronic format shall ensure that the copies are legible and complete. Documents requiring signature will be included in the electronic contract file with all required signatures; copies with a “/signed” or similar notation will not be substituted for copies of the actual signed documents. Oversized or voluminous documents that cannot be scanned into the electronic file will be maintained as a hard copy. A reference statement will be added to the electronic file notifying authorized users of the location of hardcopy documents.

(b) For complex or multi-NSN contracts, the contract file may be maintained either in electronic or paper format.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

(Revised August 19, 2014 through PROCLTR 2014-76)

4.1302 Acquisition of approved products and services for personal identity verification.

(a) When acquiring personal identity verification products and services, the contracting officer is required to coordinate with Information Operations (J6) pursuant to FAR 4.1302(c) when not using the process at FAR 4.1302(b).

4.1303-90 Contract clause - personal identity verification of contractor personnel.

(a) Use clause 52.204-9000 in solicitations and contracts that contain FAR 52.204-9, Personal Identity Verification of Contractor Personnel, when contract performance requires contractors to have routine access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. Contractors who require access only intermittently or for a period of less than six months, shall coordinate obtaining approval with the local Office of Counsel and the local installation security office through the contracting officer.

(b) When the Contractor employee(s) will be required to obtain a Common Access Card (CAC) and DLA will serve as the Trusted Agent, follow the procedures in the J7 Standard Operating Procedures for Contractor Common Access Card (CAC) Accountability, found at https://eworkplace.dla.mil/sites/S18/Pages/SOP.aspx.

(c) For all contracts where contractor CACs will be issued, contracting officers shall ensure that responsibilities for oversight and retrieval of contractor CACs are addressed in the COR designation letter. If a COR is not designated, the contracting officer is responsible for oversight and retrieval of contractor CACs issued under the contract.

(d) If contract performance is to occur at a non-DLA site and the site has physical site and/or information technology security requirements specific to that location, and in addition to the DLA CAC requirements, the contracting officer shall work with the customer to identify those requirements and ensure they are included in the solicitation and subsequent contract.

SUBPART 4.70 – UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS

4.7003-90 Basic procurement instrument identification number (PIIN).

(a) The awarding activity will assign the basic PIIN in accordance with DFARS 204.7003. Elements of the thirteen character basic number are as follows.

(1) Positions 1 through 3 will be for EProcurement, a DLR site, or other contracts.

Positions 1-3 Designators |
HQ0 | Defense Media Activity
SP3 | DLA Distribution
SP4 | DLA Disposition Services DLA Contracting Services Office
SP7 | DLA Document Services
SP8 | DLA Strategic Materials
SPE | For EProcurement DLA Aviation DLA Energy DLA Land and Maritime DLA Troop Support
SPM | All others
SPR | For a DLR site

(2) Position 4 identifies the physical location of the awarding contracting activity.

Position 4 Designator |
0 | Defense Media Activity DLA Document Services DLA Strategic Materials
1 | DLA Distribution (prior to EProcurement) DLA Troop Support
2 | DLA Troop Support
3 | DLA Distribution (EProcurement) DLA Troop Support
4 | DLA Aviation at Richmond
5 | DLA Disposition Services DLA Troop Support
6 | DLA Energy
7 | DLA Land and Maritime at Columbus, OH DLA Contracting Services Office
8 | DLA Troop Support
A | DLA Land at Albany, GA
B | DLA Land at Aberdeen, MD
D | DLA Land at Warren, MI
H | DLA Aviation at Ogden, UT
M | DLA Maritime at Mechanicsburg, PA
P | DLA Aviation at Philadelphia, PA
R | DLA Aviation at Huntsville, AL
T | DLA Aviation at Oklahoma City, OK
W | DLA Aviation at Warner Robins, GA
Y | Industrial Support Activities (for DLA Shipyards) (note that Position 6 will denote location as follows): 1 = Norfolk, VA 2 = Puget Sound, WA 3 = Portsmouth, NH 4 = Pearl Harbor, HI

(3) Position 5 identifies the supply chain.

Position 5 designator |
A | Aviation
CL | Clothing and Textile
DM | Medical
ES | Construction & Equipment
LC | Land
M | Maritime
S | Subsistence
0 | Energy Distribution Strategic Materials Document Services Contracting Services (note that Position 6 will denote location as follows) 0 = Headquarters 1 = Philadelphia 2 = Columbus 3 = Richmond 4 = Battle Creek 5 = Headquarters 6 = Energy 7 = Disposition Services in Battle Creek
1 | Disposition Services in Battle Creek, (Operations Division)
2 | Defense Media Activity Disposition Services in Europe (Germany)
3 | Disposition Services in Pacific (Hawaii)

(4) The letter Y in the ninth position of the basic procurement instrument identification number is reserved to identify imprest fund orders posted to DLA automated systems.

(5) Use the number “9” in position 10 if awarding a corporate contract.

4.7004-90 Supplementary PIINs.

(a) Corporate contracts.

(1) Multiple PIINs may be cited on the basic contract if it is known at the time of award that there is a possibility of exhausting the supplementary PIINs for the contract.

(2) All contracting actions (delivery order processing, contract administration, etc. ) are the responsibility of the issuing contracting activity or office, not the contracting activity responsible for the NSN.

SUBPART 4.71 – UNIFORM CONTRACT LINE ITEM NUMBERING SYSTEM

4.7103-2-91 Numbering procedures.

(a) In accordance with DLA HQ permanent class deviation DEV 2009-02, DLA Disposition Services, contracting offices are exempt from DFARS PGI 204.7103-2(a).