PGI 204.202-72: Required data elements.

(a)(1) Line items. Line items must consist of four numeric digits from 0001 to 9999.

(2) Subline items.

(i) Subline items must consist of a “line item base” (four numeric digits derived from the separately identifiable or informational line item associated with one or more subline items) concatenated with an “extension” of either two numeric or two alpha characters, depending on the type of subline item.

(ii) Types of subline items.

(A) Deliverable subline items. The line item extension for deliverable subline items must only consist of two alpha characters from AA through ZZ. Use alpha characters for deliverable subline items, running AA through ZZ. For example, where line item 0005 is associated with three deliverable subline items, line item base 0005 would be concatenated with extensions AA, AB, and AC to form deliverable subline items 0005AA, 0005AB, and 0005AC.

(B) Informational subline items. The line item extension for informational subline items must only consist of two numeric characters from 01 through 99. For example, where line item 0001 has two informational subline items, line item base 0001 would be concatenated with extensions 01 and 02 to form info subline items 000101 and 000102.

(3) Exhibit line items. Exhibit line items must be associated with informational line items or subline items using an exhibit identifier. Exhibit line items must consist of the exhibit identifier concatenated with a serial extension. For example, where informational line item 0004 is associated with Exhibit C, associated ELINs would be C001, C002, C003, etc. Where exhibit Identifiers consist of two alpha characters, excluding I and O, the serial number following the exhibit identifier in an exhibit line item number would be two digits. For example, given Exhibit GG, exhibit line items could include GG01, GG02, GG03, GG04, etc. Serial numbers need not be consecutive, but they must be unique.

(b) Line item descriptions. Two types of descriptions may exist: a short description, sometimes referred to as a “noun”, and a long description. Sh(1)ort descriptions should concisely describe a deliverable or label a line item or subline item as informational. Contracting officers must take great care to not use vague descriptions or descriptions that provide redundant information otherwise captured in data elements such as the period of the effort, such as supplies, products, spares, option line, FY 20XX requirement. While contracting officers may use “miscellaneous text” to further describe deliverables, overuse is highly discouraged. Styling text with bold, underline, strikethrough, etc., is also highly discouraged. Contracting officers should not use tables within text fields, despite several contract writing systems making them available for use.

(c)(1) Use of PSCs. The list of active PSCs is available in the PSC Manual at https://www.acquisition.gov/PSC_Manual. Contracting officers must ensure PSCs are current at the time a line item, subline item, or exhibit line item is established; however, unless otherwise required by statute, regulation, policy, or the contract, contracting officers are not required to change a PSC on an existing line item if the PSC is deactivated or modified.

(2) The list of allowable units of measure is on the Defense Pricing, Contracting, and Acquisition Policy website at https://www.acq.osd.mil/asda/dpc/ce/ds/docs/pds/Line_Item_UoM_List.xlsx.

(3) Delivery and acceptance locations must be defined using Activity Address Codes published in (1) DoD Activity Address Directory (DODAAD), DoD 4000.25-6-M, or (2) Military Assistance Program Address Directory System (MAPAD), DoD 4000.25-8-M and available for verification at https://www.daas.dla.mil/daasinq/default.asp.

(4) Assign acceptance or approval responsibility using an Activity Address Code. Do not assign acceptance responsibility to an Activity Address code that does not have acceptors assigned in WAWF, unless one of the exceptions to WAWF at section 232.7002 applies. Available roles for an Activity Address Code can be verified at the Active DoDAACs & Roles link on the WAWF homepage at https://piee.eb.mil/xhtml/unauth/home/login.xhtml.

(5) Use an Accounting Classification Reference Number (ACRN) to associate an accounting classification citation with a line item, subline item, or exhibit line item. (See PGI 204.202-75).

(6) Contracts for foreign military sales (FMS) must provide traceability for each Defense Security Cooperation Agency FMS case identifier to a deliverable.

(d) Define delivery locations using Activity Address Codes located at https://home.daas.dla.mil/DAASINQ/default.asp and in accordance with—

(1) DoD Activity Address Directory (DODAAD), DoD Defense Logistics Manual (DLM) 4000.25, Volume 6, Chapter 2; or

(2) Military Assistance Program Address Directory System (MAPAD), DoD DLM 4000.25, Volume 6, Chapter 3.

(e) The following examples illustrate when the requirements at paragraph (a) apply—

(1) Separately identifiable subline items. The rule applies to subline items 0001AA and 0001AB. It does not apply to the line item 0001, because it does not have a deliverable.

(2) Informational subline items. The rule applies to line item 0001. It does not apply to subline items 000101, 000102, and 000103 because they do not have deliverables.

(3) Line item with no subline items. The rule applies.

(4) Line item is parent to an exhibit. The rule applies to the exhibit lines.

(5) Line is parent to a subline item which refers to an exhibit. The rule applies to the exhibit lines.

(f) Exceptions to required data elements .

(1) Line items that are not priced separately are labelled “Not Separately Priced or NSP as an entry for price or amount if the price is included in another subline item or a different line item. Include the line item or subline item that includes the price in the description block.

(2) This requirement does not apply if the subline item or line item was created to refer to an exhibit. If management needs dictate that a unit price be entered, the price must be included in the item description block of the schedule and enclosed in parentheses.

(3) When a subline item has deliverable separately priced exhibit line items, the delivery schedule, destination, period of performance, or place of performance should be identified at the exhibit line level, rather than the subline item level.