OCT 5 1986
ACQUISITION LETTER (AL) NO. 86-35
| MEMORANDUM FOR: | Heads of Contracting Offices |
| FROM: | Hugh L. Brennan Director, Procurement and Administrative Services |
| SUBJECT: | Uniform Solicitation Numbering |
Purpose: To establish a uniform solicitation numbering system for all procurement actions throughout the Department.
Effective Date: October 1, 1986
Expiration Date: When incorporated into the Department of Commerce regulations system.
Background: Acquisition Letter (AL) No. 85-29 issued December 24, 1985 set forth a uniform requisition numbering system to be used throughout the Department of Commerce. This was done in light of the automated procurement systems requiring uniformity. This Acquisition Letter will institute a Departmental solicitation number format and a standardized solicitation numbering system.
Policy:
Solicitation Numbering. All solicitations issued by the Department of Commerce after October 1, 1986 shall cite a 12 digit alpha/numeric solicitation number (Solicitations issued prior to October 1 need not be renumbered). This number shall be comprised of the 12 character (alpha/numeric) contract number anticipated for the award, and consist of the following:
(1) Solicitation Type (Numeric) Position 1 will always be a "5". Based-on the type of solicitation, the second position will be one of the following:
1 = Sealed Bid
2 = Request for Proposal
3 = Request for Quotation
When assigning the contract number the second position will be changed to a "Ø".
(2) Procurement Office (Alpha) Positions 3 and 4 designate the Agency or Sub-Agency Codes which are already established. (See Exhibit C of the DOC Procurement Data System Handbook)
(3) Bureau Procured for (Alpha) Positions 5 and 6 designate the bureau that originated the procurement request.
(4) Fiscal Year (Numeric) Position 7 is the last digit of the fiscal year-in which the award is expected to occur.
(5) Numeric Serial Numbers (Alpha/Numeric) Positions 8 through 12 is the sequentially assigned five digit serial number.
| (Example: | 52DDAA700027 is a solicitation number calling for submission of proposals. When awarded the contract number will be 5ODDAA700027.) |
The solicitation, like the contract number, when entered into the contract tracking system shall not contain dashes, spaces, or other characters to separate fields. All positions must be filled.
Action Required by Heads of Contracting Offices. Heads of Contracting Offices shall disseminate the contents of this Acquisition Letter to all offices obtaining procurement services from them.