ACQ-0200

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Defense Acquisition University *

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Feb 20, 2024

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ACQ-0200 DoD Instruction 8320.03, Unique Identification (UID) Standards for Supporting the DoD Information Enterprise:  States policy and assigns responsibilities for creations, maintenance, and dissemination of UID standards to account for, control, and manage DoD assets and resources  This instruction supports the National Military Strategy of the United States of America and establishes the DoD’s integrated enterprise-wide UID strategy DoD Instruction 8320.04:  Establishes UID standards for tangible personal property. DoD Instruction 8320.06:  Established UID standards for external DoD business partners. Personal Property:  All property (systems/equipment, materials, and supplies), except real property (land and improvements to land (e.g., facilities)), and records of the Federal government. External DoD Business Partners:  Consist of commercial enterprises, other Federal and State agencies, non-governmental organizations, and domestic and foreign persons and organizations that deliver material to DoD under contracts or other agreements. Basis for DoDI 8320.04:  The DoD must, of necessity, uniquely identify the items of which it takes title to provide for better asset accountability, valuation, and life-cycle management.  Unique identification provides the DoD the opportunity to differentiate an individual item from all others.  Unique identification of items provides the Department with the source data to facilitate accomplishment the following: o Improve the acquisition of equipment and performance-based logistics services for the warfighter, o Capture timely, accurate, and reliable data on items, o Improve life-cycle asset management, and o Track items in the department and industry systems for operational, logistic, and financial accountability purposes.  The first step is to determine which items require IUID. Item:  A single hardware article or a single unit formed by a grouping of subassemblies, components, or constituent parts. DoD Instruction 9320.04:  Requires IUID for tangible personal property.

 This Instruction includes responsibilities for DoD Components that encompass life-cycle management functions of acquisition, engineering, production, quality assurance, property accountability, and logistics support. IUID requirements are also identified and expanded upon in a number of other resources, to include:  DFARS 211.274, Item Identification and Valuation Requirements  DFARS 252.11-7003, Item Identification and Valuation  DFARS 252.211-7007, Reporting of Government Furnished Property  MIL-STD-130, Identification Marking of U.S. Military Property  DoD Guide to Uniquely Identifying Items The IUID requirements are also established by policy within the Defense Federal Acquisition Regulation Supplement, or DFARS. Specifically, section 211.274-2 sets forth for the IUID policy for items. Section 211.274-4 sets forth the IUID policy for reporting of Government Furnished Property. Section 211.274-5 requires the inclusion of DFARS CLAUSE 252-211-7003 IN SOLICITATIONS AND CONTRACTS, INCLUDING THOSE USING far Part 12 procedures for the acquisition of commercial items, that require item identification or valuation, or both, in accordance with 211.274-2 and 211.274-3. Section 211.274-6 also requires the inclusion of DFARS clause 252.211-7007 in all solicitations and contracts that contain FAR 52.245-1, Government Property. IUID Policy for Items:  It is DoD policy that IUID, or a DoD recognized unique identification equivalent, is required for all delivered items, including items of contractor-acquired property delivered on contract line items: o For which the Government’s unit acquisition cost is $5,000 or more; o For which the Government’s unit acquisition cost is less than $5,000 when the requiring activity determines that IUID is required for mission essential or controlled inventory items; or o Regardless of value for any—  DoD serially managed item (reparable or nonreparable) or subassembly, component, or part embedded within a subassembly, component, or part;  Parent item (as defined in 252.211-7003(a)) that contains the embedded subassembly, component, or part;  Warranted serialized item;  Item of special tooling or special test equipment, as defined at FAR 2.101, for a major defense acquisition program that is designed for preservation and storage in accordance with the requirements of Section 815 of the National Defense Authorization Act for Fiscal Year 2009 (Pub L.110-417); and  High risk item identified by the requiring activity as vulnerable to supply chain threat, a target of cyber threats, or counterfeiting. The decision tree below is a graphical representation of the DFARS IUID requirements, and can be used by the DoD requiring activity to help determine if IUID applies to the items they will procure.

Embedded Items:  Embedded Items include subassemblies, components, or parts that are integral to the item being delivered. The embedded items that are serially managed by DoD required IUID. This criterion is applied without regard to the value of the embedded item. Each uniquely identified embedded item is contained within a higher assembly known as its parent item. The parent item may be chosen at any appropriate level of configuration above the level of the embedded item provided that the parent item of a DoD serially managed embedded item is also required to have a UII. This criterion is applied without regard to the value of the parent item. Parent Item:  The item assembly, intermediate component, or subassembly that has an embedded item with a unique item identifier or DoD recognized unique identification equivalent. Unit Acquisition Threshold:  The first IUID criterion identified in the DFAS clause established the $5,000 value as the unit acquisition cost threshold for item unique identification. All items at this threshold or above are required to have item unique identification in accordance with the threshold requirement for establishing property records. This threshold is established in DoDI 5000.64. Less than $5,000: DoD Serially Managed:  A distinction must be made between “serialized items” and “DoD serially managed” items. While DoD may use an item that has been serialized by the manufacturer, DoD may not manage the item by means of its serial number. When DoD elects to manage an item by its serial number it becomes “DoD serially managed”. Examples of DoD serially managed items may include reparable items down to and including sub-component reparable unit level; life-limited, time- controlled, or items requiring records (e.g., logbooks, aeronautical equipment service records, etc.); and items that require technical directive tracking at the part level. DoD Serially Managed:  DoD serially managed: This means it is a tangible item used by DoD, which is designated by a DoD or Service Item Manager to be uniquely tracked, controlled or managed in maintenance, repair and/or supply by means of its serial number.

Reparable:  An item of supply subject to economical repair and for which the repair (at either depot or field level) is considered in satisfying computed requirements at any inventory level (DoDI 4140.1-R). A reparable item, typically in unserviceable condition, may be repaired at the field level or forwarded to the designated repair activity for maintenance, repair, modification, or overhaul. Less than $5,000: Mission Essential:  Item essentiality is a measure of an item’s military worth in terms of how its failure would affect the ability of a weapon system, end-item, or organization to perform its intended functions. The primary use of military mission essentiality is in supply chain management for determining resource allocations, determining degree of management intensity, and communicating essentiality among the DoD Components. An assessment of mission essentiality should include item essentiality and the degree to which it impacts on the overall military mission. Less than $5,000: controlled Inventory:  The DoD employs item accountability, control, and stewardship procedures to ensure that assets are protected against waste, loss, negligence, unauthorized use, misappropriation, and compromise. Controlled inventory items include classified items (require protection in the interest of national security); sensitive items (require a high degree of protection and control due to statutory requirements or regulations, such as precious metals; items of high value, highly technical or hazardous nature; and small arms); pilferable items (items having a ready resale value or application to personal possession, which are especially subject to theft); and safety controlled items. Controlled inventory:  Those items that are designated as having characteristics that require that they be identified, accounted for segregated, or handled in a special manner to ensure their safeguard and integrity. Less than $5,000: Permanent Identification:  This criterion provides the authority for the requiring activity to specify items for item unique identification based on other rationale. Some items that are under the $5,000 threshold and do not qualify for IUID under the stated criteria may benefit from permanent unique identification. The requiring activity that deems it appropriate to provide permanent unique identification for items may require IUID. Government property that will be placed in service in the possession of contractors is an example of items that should be marked with UIIs at the time of acquisition. Long Description:  This is a decision tree to determine IUID requirements per the DFARS. START is the first box in the upper left. There are a series of five Yes/No questions. If any one of the questions is answered Yes, then DoD IUID is required. The five conditions queried are: DoD serially managed? Unit acquisition cost $5,000 or higher? Mission essentially? Controlled inventory? Permanent identification needed? In addition to determining which items IUID will apply to, there are also requirements specified in DFARS 252.211-7003, DoDI 8320.04, and other sources for implementing IUID.  Marking Requirements:

o Once items are identified as meeting the IUID requirements, they will need to be marked in a specific manner. o These marking requirements are covered in the “Constructing the Unique Item Identifier (UII)” and “Requirements for UII Marking” sections, which review the requirements established in MIL-STD-130.  Data Requirements: o Once Unique Item Identifiers are assigned, they must be registered in the IUID Registry. o The DFARS clause specifies the data elements to be submitted to the Registry. The IUID DFARS prescription sets forth the rules or policies associated with the assignment of a unique item identifier. DFARS 211.274, Item Identification and Valuation Requirements, contains six subparts.  211.274-1 o 211.274-1 in general, explains why DoD requires IUID  211.274-2 o 211.274-2 is the policy for unique item identification defines the criteria under which items required IUID. It also contains a description of the exceptions to the policy.  211.274-3 o 211.274-3 is the policy for valuation and defines the requirement for identifying the Government’s unit acquisition cost for all items delivered, even if none of the criteria for placing a unique item identification mark apply. Methods for determining the Government’s unit acquisition cost are defined.  211.274-4 o 211.274-4 defines the requirement for IUID of Government Furnished Property (GFP).  211.274-5 o 211.274-5 prescribes the policy for government-assigned serial numbers. The clause DFARS 252.211-7003  Is prescribed by DFARS 211.274 for use in contracts when items require unique item identification, valuation, or both.  It also contains an Alternate I for reporting Government unit acquisition cost when items do not require IUID.  It provides guidance for the assignment, marking and registration of UIIs.  A key requirement in paragraph (b) is that items requiring UIIs must be delivered under a Contract Line Item Number (CLIN), Sub Line Item Number (SLIN) or Exhibit Line Item Number (ELIN).  This permits items to be valued, and enables the UII and its pedigree data to be delivered through the Wide Area Workflow – Receipt and Acceptance (WAWF-RA) capability  Paragraph (c) lists the items under $5,00 and DoD serially managed embedded items that are to be marked with a UII.  It also defines the rules for the use of standards for syntax and semantics for encoding the UII is a 2-D Data Matrix and the standard practice for Machine-Readable Information (MRI) marking. Clause:  A distinct article, stipulation, or provision in a document.

Valuation:  The act of determining or estimating the value or worth; assigning a value to an item. Wide Area Workflow:  WAWF is a secure web-based system for electronic invoicing, receipt and acceptance. Exceptions to the DFARS IUID Prescription:  The Contractor will not be required to provide DoD item unique identification if either of the two exceptions shown here apply. o The items, as determined by the head of the agency, are to be used to support a contingency operation or to facilitate defense against or recovery from nuclear, biological, chemical, or radiological attack; or o A determination and findings have been executed concluding that it is more cost effective for the Government requiring activity to assign, mark, and register the unique item identification after delivery of an item acquired from a small business concern or a commercial item acquired under FAR Part 12 or Part 8.  It is important to note that these are exceptions to having the manufacturing contractor mark the items with a UII. The items will eventually have to be marked as legacy items.  The determination and findings for the small business or commercial item exception shall be executed by: o The Component Acquisition Executive for an Acquisition Category (ACAT) I program; or o The head of the contracting activity for all other programs. FAR:  Federal Acquisition Regulations DFARS:  Defense Federal Acquisition Regulations Supplements CLIN:  Contract Line Item Number SLIN:  Subcontract Line Item Number ELIN:  Exhibit Line Item Number The table below shows the preferred approaches for identifying the acquisition cost of ite4ms delivered under a contract. Informational SLINs are used to capture the acquisition cost for items to be delivered when separately priced CLINs or SLINs are not practicable.

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