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Unique Item Identification (UID)FACT AND FANTASY

Ms. Charlotte Delli

17 November 2005

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Unique Item Identification (UID)

FANTASY

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Unique Item Identification (UID)

REALITY

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UID is . . . the set of data for tangible assets that is globally unique and unambiguous, ensures data integrity and data quality throughout life, and supports multi-faceted business applications and users.

Unique Item Identification (UID)

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Unique Item Identification (UID)

UID VS RFID

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Unique Item Identification (UID) EXAMPLES

•Buttons

•2-D Barcodes

•Engraved Plates

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Unique Item Identification (UID) READERS

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Unique Item Identification (UID) Example – Data Matrix

WHAT YOU SEE:

WHAT THE UID READER SEES

UID: DOCVA5786950

[)>RSDDG

SMFR0CVA5GSSER786950R

S EOT

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Unique Item Identification (UID) PLAYERS

Program Management

Financial Management

Logistics

Contracting

Contractors

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UID BackgroundUID Background POLICY LETTER DATED JULY 29, 2003

Policy for new equipment, major modifications, and

reprocurements effective 01 January 2004 POLICY LETTER DATED NOVEMBER 26. 2003

Update to policy issued July 29, 2003 POLICY LETTER DATED SEPTEMBER 3, 2004

Policy update established date targets POLICY LETTER DATED DECEMBER 23, 2004

UIDs for legacy systems in inventory and use

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TargetsTargets

1 January 2004: DFARS clause incorporated in all new solicitation/contracts

1 January 2006: All GFP must have UID markings

FY 2007:– All existing serialized asset UIDs registered– UID marking capability established for all existing and

embedded assets

31 December 2010: Complete UID marking

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UID PrinciplesUID Principles

The enterprise that puts the mark on an item is responsible for guaranteeing that the serial number assigned to the item is unique to that item.

All end-items in contracts require a unit value (Government Acquisition Cost) to be assigned at the time of delivery.

Subassemblies, components and parts embedded within an end-item may be assigned a UID and marked but will not have assigned values.

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UID Principles (Cont’d)UID Principles (Cont’d)

A new or revised DID will be added to the contract through the CDRL (DD 1423) to obtain a report listing the UIDs for subassemblies, components, and parts embedded within an end-item at the time of delivery.

Once delivered, the UID and valuation remain the same for the life of the end-item. UIDs cannot be reused, even if the item is destroyed.

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Marking RequirementsMarking Requirements DFARS 211.274-1 Item Identification Contractors to provide UID for all items

delivered to DoD– With an acquisition cost of $5,000 or more– With an acquisition cost less than $5,000 when

determined necessary by the requiring activity for serially managed, mission essential or controlled inventory equipment, repairable items or consumable items/material and subassemblies, components and parts embedded within an item

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ValuationValuation DFARS 211.274-2 Government’s Unit

Acquisition Cost Contractors shall identify the Government’s

unit acquisition cost for all items delivered. – Unit price identified in the contract at time

of delivery for fixed price items, subline or exhibit items

– Contractor’s estimated fully burdened unit cost at time of delivery for cost type line, subline or exhibit items

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DFARS ClauseDFARS Clause

DFARS 252.211-7003 Item Identification and Valuation. The contractor shall provide UID or DoD recognized equivalent:

– All items with unit acquisition cost of $5000 or more

– All items with a unit acquisition cost less than $5000 identified in the clause

– All subassemblies, components and embedded parts specified in an Exhibit or Contract Data Requirements List identified in the clause

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DFARS 211.274-1 Decisions! Decisions!

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DFARS ClauseDFARS Clause

Items marked with UID in accordance with version of MIL-STD-130 cited in the contract (currently MIL-STD-130L)

UID and Government’s unit acquisition cost required on Material Inspection and Receiving Report

– Electronic submittal required

– Wide Area Workflow (WAWF) preferred method.

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WAWF - UID Code

WAWF Version 3.0.4 – May 2004– Receiving Reports with UID Codes (Contracts have to be in EDA)

DFARS Clause 252.211-7003 All Receiving Reports

– Acquisition cost of each item– UID marking of items

UID information: http://www.acq.osd.mil/uid

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Select the UID tabto see and accept UID Codes

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You have to “Accept All UIDs” before signing the shipping document

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Solicitation/Contract Solicitation/Contract

It is not intended that UID and valuation information become certified cost and pricing data, unless it would normally be used by the contractor to estimate the contract or required payment.

If UID is required on a new contract, major modification, or reprocurement of equipment (such as spare parts), the solicitation must include:– The DFARS clause 252.211-7003, Item Identification and

Valuation

– Reference to MIL-STD-130L

– New/revised DID

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SOLICITATION/CONTRACTSOLICITATION/CONTRACT

Software cost will generally be associated with the hardware on which it operates and becomes part of the capitalized value of that asset.

The UID requirement for part marking flows down to subcontracts.

The CLIN structure must be organized to identify all end-items, either at the CLIN level, or with Sub CLINs, for more complex situations where different end-items are to be delivered within a lot.

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Contract PricingContract Pricing

Pricing New Contracts– Cost of implementing UID may be

difficult to estimate with reasonable accuracy.

– Options:• Contract by contract basis• Alternative method may be allowed if

PCO and DCAA agree.

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Contract PricingContract Pricing

Pricing Costs in Existing Contracts– UID/RFID requirements may be incorporated into

existing contracts.– Such requirements do not alter CAS and FAR

requirements for assigning and allocating UID costs to cost accounting periods.

– Changes in Scope/ Need Contract Modification/ Equitable Adjustment • Cost significant• Cost of implementing was not known or

anticipated in the pricing of existing contract

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Look Ahead – DFARS Final RuleLook Ahead – DFARS Final Rule

DFARS 211.274-1(b) Exceptions (What doesn’t need a UID?)– Service Contracts [unless involves item

modification or repair (in 2006 GFP must have an UID assigned and be marked)]– R&D hardware that never sees operational

service (Program Manager determines)– Leased items

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Look Ahead – DFARS Final Rule

♦ Exceptions (Not exemptions)

- D&F executed by CAE for ACAT I program *

- D&F for all other programs signed by HCA *

*Based on finding that it is more cost effective for the Government to assign, mark and register after delivery but only for small business concern or commercial item - Not Large Business

- Copy of D&F sent to OSD UID Program Office

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Look Ahead –Look Ahead – DFARS Final Rule DFARS Final Rule

For each item that requires UID, in addition to the information provided as part of the Material Inspection and Receiving Report specified elsewhere in the contract, the Contractor shall report at the time of delivery, either as part of, or associated with, the Material Inspection and Receiving Report, the following information:– (1) Unique item identifier; or DoD recognized unique

identification equivalent.– (2) Unique item identifier type.

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Look Ahead –Look Ahead – DFARS Final Rule DFARS Final Rule

(Continued)– (3) Issuing agency code .– (4) Enterprise identifier .– (5) Original part number.– (6) Lot or batch number.– (7) Current part number (if not the same as the original part

number).– (8) Current part number effective date.– (9) Serial number.– (10) Acceptance code.

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Unique Item Identification (UID)

Websiteshttp://www.uidforum.com

http://www.acq.osd.mil/dpap/UID

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Unique Identification (UID)

THE END IS JUST THE BEGINNING!!!