Solicitation Numbers

April 13, 2006

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The Solicitation Number for a specific bid opportunity is a wonderful source of information that can help you identify a procurement office. Using the Defense Logistics Agency (DLA) buying centers, let's look at what the number means and the type of contract that is contemplated.

Sample Solicitation Number: SPO450-05-Q-1234

SPO450 is the alpha/numeric identifying the buying office that issued the solicitation as the Defense Supply Center Richmond. DLA has used the facility location to designate which center is the buying office (i.e., DSCC is in Columbus, Ohio; DSCP is in Philadelphia; and DSCR is located in Richmond, Va.). Here are the alpha/numeric designations for the three centers, note that Philadelphia has four major commodity areas:
SPO100 - DSCP (Philadelphia) - Clothing and Textile
SPO200 - DSCP (Philadelphia) - Medical
SPO300 - DSCP (Philadelphia) - Subsistence
SPO400 - DSCR (Richmond) - Industrial and aerospace equipment and supplies, misc.
SPO500 - DSCP (Philadelphia) - General and Industrial
SPO700 - DSCC (Columbus) - Electronics

Sometimes you will see that the last two digits of the six-digit number are different, as in our sample solicitation number: the DSCR identification is SPO450, not SPO400. This indicates that the solicitation comes from the same buying office, DSCR, but a different commodity area within that buying office.

The next two digits (character position seven and eight) designate the fiscal year that the solicitation was issued, so 05 is 2005, 02 was 2002, 03 was 2003, etc.

The next digit (in the ninth location) is an alpha character that identifies the type of solicitation and contract. This is important. In our sample solicitation number, that letter is a "Q," SPO450-05-Q-1234. Here are the explanations for the various letters that are used:

T - - Indicates that the item meets the criteria for award by computer. The computer will determine what terms would apply and attempts to award the solicitation two days after the closing under the PACE (Procurement Automated Contract Evaluation) System. The value of these awards is usually below $2,500 and just for fun, no human is involved.
Q - - Represents a solicitation generally more complex then a T bid. It might have a higher level of inspection, restricted drawing, first article or long-term contract terms. A "buyer" is involved who can answer questions, review/evaluate offers and award contracts. An offeror can submit quotes up to the point of award.
U - - Signifies a manual bid, similar to a Q, but designated as a PACE award candidate by the buyer. The terms and conditions of PACE will apply; the same as for T bid solicitations.
X - - Belongs to an express quote or award. It is usually issued orally by the buyer because of the need for quick award, therefore, time is shortened by a few days and the purchase is not posted on the Procurement Gateway. The buyer will usually only go to known sources and the value will be under $25,000.
R - - Identifies a large buy solicitation over $100,000 through negotiated procurement. Offers must be mailed in on the original solicitation format and must be received prior to the closing date of the bid. These bids are posted on FedBizOpps. If you're late on these, you're out of luck.
B - - Reveals that the solicitation is "Invitation for Bid" or "Sealed Bid," which are less frequently used. The requirements are clear and the technical data complete. All offers received are opened at a public meeting at a specific time and date. The apparent low offeror is known by the conclusion of the opening.

The last series of numbers, 1234, in our sample solicitation number are nothing more than a sequential number series in a log that keeps track of the number of solicitations issued.