Enterprise Business Systems Supplier Information Resource Center

Our suppliers are integral to the success of Enterprise Business Systems (EBS). You are key players in meeting our customers' requirements. By being informed and aware of these changes, we can work together to ensure that the soldiers, sailors, airmen, and marines, have the right item at the right time and at the right place.

New Notices and Resources

UPDATE TO 8-2-18 NOTICE- All authorized facsimile machines (numbers 215-737-9300, 9301, 9302, 9303, 8558 and 9216) in the Troop Support Business Opportunities Office (BOO), are now operational again and able to receive faxes.

Changes to the 1155 have been implemented based on Defense Procurement Acquisition Policy (DPAP) Procurement Data Standard (PDS). When providing FOB details, Payment Method is mandatory. Users will see FOB PAYMENT METHOD on the 1155s.

Changes to the DD1155 from EBS.docx

Starting on or around August 2, 2018, new/expired/deleted DIBBS registrants will be subject to a two-step authentication process.  A new "Physical Address Verification" process will be implemented, adding to the current e-mail verification.  An actual post card will be mailed via U.S. mail to the address of record in SAM.  This post card will contain a PIN that once received, is used to complete the supplier's DIBBS registration.  The supplier will not be able to complete their registration or quote until that time.  Please allow up to 10 calendar days CONUS and 30 calendar days OCONUS before requesting a 2nd post card via the DIBBS website as both postcards will contain the same information to complete the registration process. 

Any questions concerning this new process should be directed to the DIBBS help desk at DIBBSBSM@dla.mil.

DLA will begin including a procurement note in many solicitations and contracts for supplies that will state that unless additive manufacturing is specifically authorized in the solicitation/contract, the offer may not include parts made from the additive manufacturing process.  Any such offer will not be evaluated and is not eligible for award for the current procurement.  The offeror may submit a request for waiver/deviation for evaluation by the Engineering Support Activities (ESA) for acceptability for future procurements of the same items.  If an item is presented to DCMA for inspection and acceptance using AM that was not authorized in the contract, DCMA may reject the item as nonconforming.  POC for questions is Stan Williams, Stanford.williams@dla.mil.

GSA’s System for Award Management (SAM) is supporting an active investigation by the GSA Office of Inspector General (OIG) into alleged, third party fraudulent activity in SAM. At this time, only a limited number of entities registered in SAM are suspected of being impacted by this fraudulent activity.

GSA has already taken proactive steps to address this issue and has notified affected entities. GSA will continue to work with the OIG and law enforcement agencies to take additional action as appropriate.

For more information, please visit the following link-

 

https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/sam-update

DLA processes payments to contractors using financial information stored in registrations submitted to the System for Award Management (SAM), operated by the General Services Administration (GSA). GSA recently identified a data discrepancy impacting a limited number of active entity registrations in SAM. As a precaution, GSA changed the status of those impacted records from active to expired. If your entity registration status is recently expired, we recommend you review and update your information in SAM, particularly the registered banking information. Incorrect SAM data can result in an erroneous and/or late payments for goods/services rendered. Contact the supporting Federal Service Desk at http://www.fsd.gov or 1-866-606-8220 for free help updating your registration.

DLA is able to carry out its global mission as the Nation's Combat Logistics Support Agency largely due to our strong partnerships with Industry. We are committed to collaborating with our industrial base at all levels to meet the goals of the Agency, its suppliers, whole of government partners, and the Warfighter. DLA's early engagement, continuous communication, and exchange of information with all our industry partners, including new businesses, is critical for DLA becoming more operationally agile, innovative and cost effective. In order to facilitate engagements, communication and exchange of ideas, DLA is hosting a number of industry focused events.  Please see the attached memorandum outlining our events.

Improving Readiness - Upcoming DLA Industry Events.pdf

Effective January 28, 2018, the Past Performance Information Retrieval System - Statistical Reporting Next Generation (PPIRS-SR NG) will be renamed the Supplier Performance Risk System (SPRS), pronounced “Spurs”.  The SPRS URL is https://www.sprs.csd.disa.mil.  The PPIRS-SR NG URL https://www.ppirssrng.csd.disa.mil/ will redirect automatically to the SPRS URL.  A list of additional PPIRS-SR NG/SPRS updates, effective on the 28th, may be accessed at https://www.sprs.csd.disa.mil/release.htmQuestions regarding these updates may be directed to the PPIRS Customer Support Desk at (207) 438-1690.

Effective February 1, 2018, DLA will begin procuring materials in support of FAA certificated aircraft, as designated by a statement in the Procurement Item Description of the solicitation Only FAA approved suppliers and accredited dealers and distributors will be considered for award.  FAA accredited dealers and distributors are listed at  http://www.aviationsuppliers.org/FAA-AC00-56, which also includes information on how to obtain FAA accreditation as a dealer or distributor.

EDI 850 version 3050 delivery orders now include the new REF segment containing the Delivery Order Counter information.  This additional data will allow vendors visibility of the sequential number of delivery orders against a basic contract.  The 6-position numeric Delivery Order Counter should be provided as depicted below.

REF^ZZ^000001^DO COUNTER (3050 Version)

Please monitor the DLA Internet Bid Board System (DIBBS)

https://www.dibbs.bsm.dla.mil/Notices/) and/or the Supplier Information Resource Center (SIRC)(http://www.dla.mil/HQ/InformationOperations/Business/EBSSupplierResources.aspx) for updates. 

 Address questions to AVN BSM Supplier Communication Team at dscr.bsmsct@dla.mil. Please include PIID RFC in the Subject Line.

Effective 1 October, DLA implemented EBS changes in support of the FAR amendment to incorporate uniform Procurement Instrument Identifiers (PIIDs)across the Federal Government. Previous communications targeted changes For Vendors doing business with DLA who receive Delivery Orders via EDI 850s.

The DO PIID now generates as a unique 13-position number and will no longer reflect a sequence number corresponding to the number of awards against the contract. To allow vendors visibility of the sequential number of delivery orders against a basic contract, a 6-position numeric Delivery Order Counter was to be provided as depicted below.. It has been determined this Counter is not being passed on EDI 850 version 3050 awards.

REF^ZZ^000001^DO_COUNTER (3050 Version)

Until this is corrected, impacted vendors may view DO Counters associated to their awards on DIBBS, utilizing the wildcard search for Award/Basic Number and sorting by Delivery Order Counter.

Please monitor the DLA Internet Bid Board System (DIBBS) (https://www.dibbs.bsm.dla.mil/Notices/) and/or the Supplier Information Resource Center (SIRC) (http://www.dla.mil/HQ/InformationOperations/Business/EBSSupplierResources.aspx) for updates.

Address questions to AVN BSM Supplier Communication Team at dscr.bsmsct@dla.mil. Please include PIID RFC in the Subject Line.

DFARS 211.275(a)(2) requires passive RFID tags for specified shipments that will be shipped to locations listed at Logistics & Material Readiness passive RFID site (http://www.acq.osd.mil/log/sci/RFID_ship-to-locations.html).  Please note the website has been updated to remove all DLA locations.  Suppliers should ensure their proposals do not include costs for passive RFID tags unless the requirements of paragraph (i) and (ii) of DFARS 211.275(a)(2) are met.

Questions regarding this notice should be directed to Joanne.Battaglia@dla.mil.

Weekdays from 0800 to 1700, there may be delays of up to several hours receiving emails sent from non-DoD entities (e.g. Government Suppliers) to DoD entities (e.g. DLA contract specialists, contract administrators, and/or technical/quality personnel.)  DISA is working efforts to mitigate delays and return to normal processing timeframes of less than 5 minutes.  Potential for email delays may exist for the near future.

For DLA suppliers, this issue may delay receipt of supplemental information (e.g. traceability) amd email requests for DIBBS account assistance.  DLA is requesting contracting personnel not set return timeframes for supplemental information such as traceability to less than 24 hours.

Vendors conducting business with the Defense Logistics Agency (DLA) may be affected by the changes in the use of Electronic Data Interchange (EDI) when the Uniform Procurement Instrument Identification release for EBS goes live 1 October 2017.   

Effective 1 October, DLA will implement EBS changes in support of the FAR amendment to incorporate uniform Procurement Instrument Identifiers (PIIDs) across the Federal Government.  Previous communications targeted changes for vendors doing business with DLA who receive Delivery Orders via EDI 850s.  See the attached for more information related to EDI transactions used in our Tailored Vendor Relationship (TVR) agreements.

PIID Changes - Additional EDI Changes for EBS Awards.docx

A new delivery score and quality classification calculation was implemented by PPIRS-SR on Monday, May 22, 2017.  The new calculation introduced age weighting of delivery and quality records; as a record gets older, its contribution to the delivery score or quality classification diminishes.  The age weighting calculation has resulted in significant decreases in delivery scores for some vendors.  Inquiries concerning this change should be directed to the PPIRS-SR Customer Support Desk at (207) 438-1690.

To view PPIRS-SR delivery score and quality classification calculations, visit the PPIRS-SR website at: https://www.ppirssrng.csd.disa.mil/reference.htm and click on the Evaluation Criteria link.

Notice to DLA Suppliers and Vendor and Value Added Networks (VAN) Community

Vendors conducting business with the Defense Logistics Agency (DLA) may be affected by changes in the use of Electronic Data Interchange (EDI) when the Uniform Procurement Instrument Identification Release for EBS goes live 1 October 2017.

EDI 850 Changes for EBS Awards.docx

EDI 850 PIID Change Impact.docx

Additional Supplier Notices and Resources

DLA is making and has made updated to the EDI in an effort to comply with Defense Procurement Acquisition Policy (DPAP) Procurement Data Standards (PDS).  The updates were done so the information mandated and requested would be in sync with business requirements.  Attached are the updates that were made and upcoming changes in the future.  All maps will be impacted by the change.

EDIChanges.docx

Effective the weekend of January 7, 2017, the Wide Area Workflow (WAWF) System will be updated to change the way Fast Pay Invoices are processed. WAWF version 5.9 invokes a requirement to submit a Receiving Report with the Fast Pay Invoice. This is a change to prior functionality, which did not require a Receiving Report at time of Invoice submittal. Going forward, suppliers who submit EDI 810 (Invoice) transactions to WAWF will need to first submit an EDI 856 (Receiving Report) transaction or optionally submit an EDI 857 (Combo Invoice and Receiving Report) transaction. Suppliers who choose to submit the Combo transaction should also be prepared to submit EDI 810 and 856 transactions in the event that either the invoice or receiving report fails and requires resubmission.
More information concerning the WAWF change is located at https://wawf.eb.mil/. Click on the Help/Training box at the upper right hand corner of the screen. EDI or FTP User Guides are located in Help – System Information. EDI User Guides useful for this implementation are Appendix A (810) Invoice, Appendix N (856) Receiving Report, and Appendix Q (857) Receiving Report Combo. Other useful information is available from this site including Web Based Training.
If a supplier needs assistance with EDI transaction implementation, they are directed to contact the WAWF Help Desk in Ogden Utah at (866)618-5988. Select Option 1 (iRAPT Assistance), then Option 2 (Vendor User), then Option 3 (Technical Support). The Supplier should have their CAGE Code and WAWF (iRAPT) User ID available for the Helpdesk. The Supplier should request that the Helpdesk open a ticket for EDI testing with the Joint Interoperability Test Command (JITC). A JITC point of contact will be assigned to assist with testing and will contact the Supplier. Note that it is recommended the Supplier contact the Helpdesk via phone versus email to receive faster assistance.

NOTE:  This message has changed from an earlier version.  Please note changes to batch quote fields 59, 60 (new fields added) and 63 (correction to referenced field) with this update.

On the evening of 25 October, 2016, changes will be made to DIBBS to make it in compliance with the Buy American/Free Trade Act and to add a qualification question for Qualified Supplier List Dealers.   

For the Buy American/Free Trade Act, we are updating the list of countries that are considered to be a Qualified Country to the drop down.  Also, we are incorporating ALT IV of DFARS 252.225-7035, which applies to solicitations estimated to be between the current value of $77,533 and $100,000. 

Under Qualification Requirements (FAR 9.203), when a vendor quotes as a Qualified Supplier List Dealer, they will now be asked a new question to provide the CAGE code of the Source of Supply. 

See the attached for the batch quoting format instructions.  All changes are highlighted in yellow.   Note: not only have the selections changed under Buy American/Free Trade, but some country codes that represent the countries have changed.  Please take time to review and understand these changes.

Revised DIBBS Batch File Format.docx

If you have any questions, please contact the DIBBS Help Desk at dibbsbsm@dla.mil

If you submit a Post-Award Request (PAR) on DIBBS concerning an issue with an award that is assigned to DCMA for administration, you should also contact the Administrative Contracting Officer (ACO) at the DCMA Contract Management Office (CMO) identified in Block 7 of your contract. If you do not know the name of your ACO, the Contract Management Team (CMT) for your CAGE can be found at the following link:

https://pubmini.dcma.mil/CMT_View/CMT_View_Search.cfm

Suppliers are requested to validate their Zip Code + 4 in System for Award Management (SAM).

Instructions are provided in the attached job aid.How_to_update_ ZipCode4_v3.pdf

Unless prohibited by the solicitation, DIBBS electronic upload is the preferred method of proposal submission.  You are able to upload a completed offer and all associated documents.  

For complete instructions and preparation, see the attached document. Upload Proposal DIBBS Help.docx  If you have any additional questions, please send an email to dibbsBSM@dla.mil.

Effective June 1, 2015, Federal Standard No. 313-E, Material Safety Data, Transportation Data and Disposal Data for Hazardous Materials Furnished to Government Activities, established the requirement for preparation and submission of Safety Data Sheets (SDS) in lieu of Material Safety Data Sheets (MSDS) by suppliers who provide hazardous materials to government activities. 

The Occupational Safety and Health Administration (OSHA) has modified its Hazard Communication Standard (HCS) to conform to the United Nations Globally Harmonized System of Classification and Labeling of Chemicals.  As a result of this change, Federal Standard No. 313-E was revised to require Safety Data Sheets for classifying chemicals and communicating the applicable information on labels.

In accordance with the revised standard after June 1, 2015:

1. Offerors/Contractors are required to submit, to the contracting officer for review and approval prior to award,  safety data sheets consistent with the requirements found at 29 C.F.R.1910.1200 for any hazardous materials or items containing hazardous materials that are to be delivered to the Government.

2. Offerors/Contractors are required to submit, to the contracting officer for review and approval prior to award, hazardous warning labels in accordance with 29 C.F.R. 1910.1200 for hazardous materials delivered to the Government.

3. Finally, offerors/contractors are required as part of the new FEDSTD 313E to train their employees on the new safety data sheets, hazardous warning labels, and requirements of 29 C.F.R.1910.1200.

For more information on SDS, offerors/contractors should refer to the OSHA website, available at:

https://www.osha.gov/dsg/hazcom/ghs-final-rule.html.

For information on 29 C.F.R. 1910.1200, offerors/contractors should refer to the below link:

http://www.gpo.gov/fdsys/pkg/CFR-2009-title29-vol6/pdf/CFR-2009-title29-= vol6-sec1910-1200.pdf.

Medical Troop Support Vendors:

NOTICE TO UPDATE DIBBS CONTACT/ACCOUNT INFORMATION

In an effort to have the most up-to-date vendor information, we are reaching out to the Medical Troop Support vendor community for assistance.  Your help will save time in the  acquisition process by allowing DLA Troop Support Contract Specialists access to the necessary information to promptly obtain quotes and expedite possible awards to your company.

Please open the attached template, fill out the necessary data fields, and email the completed Excel file to TrpSpt Vendor Accounts.
Troop Support Medical Vendor DIBBS POC Reference Attach.xls 
Beginning May 10, 2015, the transportation management for all contracts will be based upon the office administering the contract.   DCMA's transportation specialists will provide transportation management for contracts administered by DCMA using either SIR or VSM.  Contracts containing APO/FPO addresses, requiring an OCONUS inspection point with FOB Origin items, HAZMAT contracts, FMS contracts or contracts requiring Transportation Protective Services will be submitted to DCMA via SIR.  Shipment instructions for all other DLA contracts will be processed in VSM.  DLA Distribution will continue to provide transportation management using VSM for contracts that are administered by DLA.  Vendors should contact the appropriate office in Block 7 of their contract for any questions or problems.

For DLA administered contracts, the POC information for transportation is delivery@dla.mil or 800-456-5507.

For DCMA administered contracts, the POC is vsm.shipments@dcma.mil or ‎314-331-5573.

For general questions, the POC is Juanita McKee (Juanita.McKee@dla.mil).