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Home / Resources / Legislation, Regulations and Guidance / Directives and Memorandum / Orders

FHWA Order 4460.2

Order
Subject
[subject]
Classification Code Date Office of Primary Interest
4460.2 November 23, 2004 HAAM-1

Par.

  1. What is the purpose of this directive?
  2. What authorities govern this directive?
  3. What is the background concerning this directive?
  4. What is the FHWA policy concerning the acquisition document numbering system?
  5. What types of actions are covered by this directive?
  6. What are the general requirements for numbering procurement documents?
  7. Who is responsible for assigning individual PIIDs to awards?
  8. How will this numbering system impact Delphi?
  9. Who should I contact for additional information?

  1. What is the purpose of this directive? This directive issues guidance to Federal Highway Administration (FHWA) offices concerning the use of the Department of Transportation's (DOT's) prescribed acquisition document numbering system and requirements for assigning unique Procurement Instrument Identifiers (PIIDs). This directive applies to all FHWA offices with independent procurement authority.

  2. What authorities govern this directive?

    1. Federal Acquisition Regulation (FAR) Subpart 4.602(e), Unique Procurement Instrument Identifier (PIID); and

    2. Transportation Acquisition Manual (TAM) 1204.602-7202, Basic Procurement Instrument Identifier.

  3. What is the background concerning this directive? FAR Subpart 4.602(e) requires each Executive Agency to establish a document numbering system to support Federal government-wide procurement related reporting. Consistent with this FAR requirement, the DOT has established a DOT numbering system for use by each DOT operating administration (see TAM 1204.602-7202). The system will support a consistent format for recording acquisition-related awards in Delphi and other Federal government reporting systems, such as the Federal Procurement Data System - Next Generation (FPDS-NG).

  4. What is the FHWA policy concerning the acquisition document numbering system? The FHWA policy concerning the acquisition document numbering system is to adhere to the requirements in FAR Subpart 4.602(e) and TAM 1204.602-7202 in the use of the prescribed acquisition document numbering system.

  5. What types of actions are covered by this directive? This directive applies to all actions covered by the FAR, reimbursable agreements issued under the authority of the Economy Act, and non-Federal-aid assistance agreements, such as grants and cooperative agreements awarded by FHWA's Office of Acquisition Management (HAAM). The numbering system applies to all acquisition-related awards made by the Division Offices, the Resource Center, Administrative Service Teams (ASTs), Federal Lands Highway (HFL) Division Offices, and HAAM. Awards made under the FHWA purchase card program do not require a FHWA PIID.

  6. What are the general requirements for numbering procurement documents? All acquisition award documents covered by this directive will be assigned a unique FHWA PIID. This PIID will represent the transactional award number for the procurement, and it will be used for all tracking and reporting purposes, including Delphi and FPDS-NG. All acquisition-related awards covered by this directive shall be numbered consistent with the formats shown in Attachments 1 through 3.

  7. Who is responsible for assigning individual PIIDs to awards? Each procuring office is responsible for assigning PIIDs for their organization. Generally, the document numbering system should be maintained by the warranted contracting officer within each procuring office or by a single point of contact to ensure that PIIDs are not duplicated.

  8. How will this numbering system impact Delphi? The acquisition number assigned to a document will represent the FHWA PIID for the award. The Delphi will use each unique PIID as the document number for financial tracking and Federal government-wide reporting purposes.

  9. Who should I contact for additional information? Contact HAAM for additional information about the acquisition document numbering system.

signature for Michael J. Vecchietti
Michael J. Vecchietti
Associate Administrator for Administration

Attachment 1

Requirements for Numbering Procurement Documents

Acquisition Document Numbering Format for New Awards

  1. Prefix "DTFH" - The prefix designates that the award originates from the Department of Transportation, Federal Highway Administration.
  2. Two digit procurement office code (example: DTFH61) - The office code identifies the procuring office responsible for the award. Attachment 2 provides a list of all organizations within FHWA with independent procurement authority and their assigned procurement office codes.
  3. Two digit fiscal year designator (example: DTFH61-05) - The fiscal year designator identifies the fiscal year in which the procurement is awarded.
  4. Acquisition type indicator (example: DTFH61-05-P ) - The acquisition type indicator describes the type of award being made. See Attachment 3 for listing of possible acquisition type indicators. No exceptions to the acquisition type indicators are allowed without the approval of the Director, HAAM.
  5. Five digit sequential number representing the number of awards originating from a particular procurement office during a fiscal year. (example: DTFH61-05-P-00012, where the 00012 is the twelfth purchase order from procurement office 61).

PIIDs for Orders against General Services Administration (GSA) contracts

Orders under the GSA Federal Supply Schedule (FSS) will follow the same numbering format described above, using the "F" acquisition type indicator. The order number will represent the FHWA PIID, and it will be used by Delphi for tracking purposes. For example, "DTFH61-05-F-00039" would represent an order against a GSA schedule contract and would represent the Agency PIID. The Optional Form (OF) 347, Order for Supplies or Services, is the Federal agency standard document for awarding orders against GSA contracts. The OF 347 should reflect the GSA contract number in block 2, and the order number should be reflected in block 3. Only the FHWA PIID in block 3 will be reflected in Delphi.

PIIDs for Task Orders against Indefinite Delivery Indefinite Quantity (IDIQ) type contracts

The PIID for task orders against IDIQ type contracts will be formed based on a combination of the base contract award number and a task order identifier. The task order identifier will be developed as follows:

  1. Prefix of "T" - The "T" prefix will be used to identify transactions as an order against an IDIQ type contract.
  2. Fiscal Year Indicator - "05" reflects the fiscal year of the award.
  3. Sequential number within the base award - "004" reflects that this is task order number four.

Accordingly, a task order number of DTFH61-03-D-00123/T-05-003 would represent:

The third task order issued against contract number DTFH61-03-D-00123 in fiscal year 05. The dash and slash mark are dropped in Delphi.

In Delphi, this award number would appear as "DTFH6103D00123T05003".

A task order PIID in Delphi will always represent an obligating award document.

PIIDs for Interagency Agreements

Interagency agreements shall use the PIID to reflect whether the FHWA is receiving funds from another Federal agency or transferring funds to another Federal agency. When the FHWA is transferring funds to another Federal agency, the sequential number of the PIID shall start with a "3". For example, DTFH61-04-X-30001 will indicate that a reimbursable agreement is transferring funds from FHWA to another Federal agency.

When FHWA is receiving funds from another Federal agency, the sequential numbering of the PIID shall start with a "5". For example, DTFH61-04-X-50003 will indicate that a reimbursable agreement is transferring funds from another Federal agency to the FHWA.

Modifications to an award

Modifications to an award shall be numbered sequentially within each individual PIID (for both prime contracts and orders). The modification number shall consist of three digits (example: DTFH61-05-P-00012, Modification No.001, Modification 002, Modification 003, etc.).

Modifications to an award are not separately tracked transactions in Delphi.


Attachment 2

Federal Highway Administration Procurement Office Numbers

Organization

Procurement Office Number

Organization

Procurement Office Number

Division Offices

 

Division Offices

 

Alabama

01

North Dakota

38

Alaska

02

Ohio

39

Arizona

03

Oklahoma

40

Arkansas

04

Oregon

41

California

06

Pennsylvania

42

Colorado

08

Rhode Island

44

Connecticut

09

South Carolina

45

Delaware

10

South Dakota

46

District Of Columbia

11

Tennessee

47

Florida

12

Texas

48

Georgia

13

Utah

49

Hawaii

15

Vermont

50

Idaho

16

Virginia

51

Illinois

17

Washington

53

Indiana

18

West Virginia

54

Iowa

19

Wisconsin

55

Kansas

20

Wyoming

56

Kentucky

21

Puerto Rico

72

Louisiana

22

   

Maine

23

Federal Lands Highway Division Offices

 

Maryland

24

Eastern Federal Lands

71

Massachusetts

25

Central Federal Lands

68

Michigan

26

Western Federal Lands

70

Minnesota

27

Resource Center locations

 

Mississippi

28

Baltimore, MD

57

Missouri

29

Olympia Fields, IL

58

Montana

30

Atlanta, GA

59

Nebraska

31

San Francisco, CA

60

Nevada

32

Administrative Service Teams

 

New Hampshire

33

Atlanta, GA

62

New Jersey

34

Lakewood, CO

63

New Mexico

35

Washington Headquarters

 

New York

36

HAAM

61

North Carolina

37

   

Attachment 3

Acquisition Type Indicators

The acquisition type indicators that are appropriate for use with all FHWA acquisition actions are as follows:

A - Agreement under a basic ordering agreement, or blanket purchase agreement

B - Solicitation under sealed bidding

C - Contracts (excluding IDIQ)

D - IDIQ contracts (prime IDIQ contract)

E - Agreements with non-Federal entities

F - Delivery orders against GSA, FSS, and other Government Wide Acquisition Contracts (GWACs)

G - Grants (award)

H - Cooperative agreements (award)

L - Leases

P - Purchase orders

Q - Request for quotes

R - Request for proposals (prime contracts)

RA - Request for applications (solicitation for grants and cooperative agreements)

T - Task order under IDIQ type contract

U - Utilities

X - Interagency agreements

Page last modified on October 19, 2015
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