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

FAR Rule 2019-009 published on July 14, 2020 is effective on August 13, 2020 and implements prohibitions contained in section 889(a)(1)(B) of the National Defense Authorization Act (NDAA) for Fiscal Year 2019.

Section 889 of the NDAA for FY 2019 contains two prohibitions related to Federal contracting:

The first prohibition, set forth in section 889(a)(1)(A), took effect August 13, 2019, and prohibits the Government from buying and using covered telecommunications equipment or services from five named Chinese companies and their subsidiaries or affiliates.

The second prohibition, set forth in section 889(a)(1)(B), is effective August 13, 2020, and prohibits the Government from contracting with any entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system, on or after August 13, 2020, unless an exception applies or a waiver has been granted.

The interim rule requires offerors, after conducting a reasonable inquiry, to provide a representation regarding use of covered telecommunications equipment or services when submitting an offer. Further, contracts, task orders, and delivery orders must contain a clause that requires reporting if use of covered telecommunications equipment or services is discovered during performance of the contract. The interim rule applies to acquisitions of commercial items, including COTS items, and to purchases at or below the simplified acquisition threshold.

These implementation procedures apply to contracts, task orders, and delivery orders, including orders against basic ordering agreements (BOAs), and calls against blanket purchase agreements (BPAs). These implementation procedures also apply to BPAs and BOAs to facilitate the inclusion of these terms in BPA calls and BOA orders, which is required.

For DLA’s Automated Simplified Acquisitions, the DLA Master Solicitation will be updated On Page 1 to include amended language in Section 2 (b).  In addition, effective dates will be revised for clauses 52.204-24 (AUG 2020) and 52.204-25 (AUG 2020).

For other contract ordering vehicles such Indefinite Delivery Indefinite Quantity contracts (IDIQs), Basic Order Agreements (BOAs), and Blanket Purchase Agreements (BPAs), DLA contracting activities are in process of issuing modifications to insert section 889 requirements. 

New contract actions issued after August 13, 2020 will contain the appropriate clauses to implement section 889 requirements. 

In the event contractor compliance is not possible, follow the reporting requirements in Section (d) of Clause 52.204-25 and discuss with your contract administrator/contracting officer.   

Additional information is available at Acquisition.gov FAR Case 2019-009

 

DLA has started a cancellation effort on purchase requisitions used to create contract actions that replenish inventory stock levels for our depots (e.g. stock buys) related to Class IX consumable items. The cancellations will result in a lower regeneration of requirements destined for our depots the remainder of FY20.  In addition, Suppliers will notice a reduction on the amount of solicitations for stock buys available for quoting on DIBBS.  We anticipate it will take approximately a week to complete the cancellations, reassess inventory levels, and adjust stocking parameters before any new stock purchase requisitions are generated.

As part of the planned PIEE migration from DISA hosting to the Amazon Web Services (AWS) cloud-hosting environment, the PIEE/WAWF URL updated from https://wawf.eb.mil to https://piee.eb.mil effective July 1, 2020. The old URL is supposed to automatically redirect users.  In the event this does not occur, users should access the new URL directly.

On July 14 and July 15, the Department of Defense's COVID-19 Joint Acquisition Task Force (JTAF), in coordination with DLA, will host a virtual information session regarding current and future demand for domestic personal protection equipment (PPE).  The target audience is current and potential domestic producers of PPE (end-items as well as sub-tier suppliers of material); major trade associations and members, representing consumers of PPE. 

Registration https://www.eventbrite.com/e/domestic-ppe-requirements-virtual-information-day-tickets-110715850088?aff=DIBBS

Event website: https://www.dla.mil/VirtualInformationDay

On behalf of the Secretary of Defense, please see the attached letter to the Defense Industrial Base workforce.  Your commitment has allowed the Department of Defense to sustain readiness, modernize and continue to support worldwide priorities amid the current global health crisis.  Thank you for your dedication and resolve.

/Portals/104/Documents/InformationOperations/EBS Supplier Information/Secretary of Defense Letter to the Defense Industrial Base Workforce.pdf?ver=2020-05-07-093202-550

DLA was notified of a fraudulent website (SAM-GOV.org) masquerading as the official SAM.gov website with the appearance of the real LOGIN.gov sign-in page.  The SAM-GOV.org website is NOT affiliated with the System for Award Management (SAM) or the Defense Logistics Agency.  If you have entered your official SAM.gov or LOGIN.gov credentials into the malicious SAM-GOCV.org website, you should immediately go tot the legitimate website and change your password.

/Portals/104/Documents/InformationOperations/EBS Supplier Information/April 2020 Fake SAM Website.pdf?ver=2020-04-28-152948-827

On behalf of the Principal Director, Defense Pricing and Contracting, the following is an information release regarding the subject memorandum:

Across the Department, industry partners have been contacting us, offering to help provide the needed medical resources and mission support services necessary to support the national response to COVID-19.  I am appreciative of the flood of offers to support the Department of Defense (DoD) and broader Federal government requirements.

For those who have not previously done business with the Federal government or the DoD, Contracting with the Department of Defense: A Step by Step Approach to the DoD Marketplace is designed to help these partners get started.  I ask your help in disseminating this document broadly, along with our thanks for the offers of support in our collective fight to respond to this pandemic.  For more information, please see the memorandum and the Contracting with the Department of Defense document at the links below.

Policy Vault

https://www.acq.osd.mil/dpap/ops/policy_vault.html

Memorandum

https://www.acq.osd.mil/dpap/policy/policyvault/Contracting_with_DoD_COVID-19_Memo_DPC.pdf

Contracting with the Department of Defense: A Step by Step Approach to the DoD Marketplace

https://www.acq.osd.mil/dpap/cpic/cp/docs/COVID-19/Contracting_with_DoD_COVID-19_Step_by_Step_27_March_2020.pdf

DPC COVID-19 Page

https://www.acq.osd.mil/dpap/pacc/cc/COVID-19.html

 

For vendors interested in assisting with personal protective equipment products and services, please visit the FEMA - How To Help website at: https://www.fema.gov/coronavirus/how-to-help

Beginning February 1, 2020, DLA will activate robotic process automation (RPA) technology to notify contractors when nonconforming supplies received at DLA Distribution Centers are remediated in accordance with DLAD Procurement Note C14, Repackaging or Relabeling to Correct Deficiencies (AUG 2017).  These notices are limited to preservation, packaging, packing, and marking (PPP&M) discrepancies only. 

The notice letter includes a description of the discrepancy, DLA's cost for remediation, and resources to prevent reoccurrence.  Contractors are encouraged to closely review these notices and implement corrective actions to prevent future PPP&M discrepancies.  Continued negligence will impact your company's past performance rating and may result in monetary penalties.  Please use these notices to develop adequate quality controls ensuring PPP&M compliance.

Notices originate from a central e-mail address: DLA Vendor Notifications VendorPackagingNotification@dla.mil.  Please include this address on your safe senders list to avoid spam routing.

If you have any questions, please contact your contract administration office via the Post Award Request (PAR) tool on DIBBS.

Thank you for your continued support of the Defense Logistics Agency's mission.    

On the evening of November 21, 2019, DLA released the code to production that will allow the issuing of automated Indefinite Delivery Contracts (AIDC) below the Simplified Acquisition Thresholds under DLAD Subpart 13.390.  There will be a limited amount of these solicitations (designated by a “U” in the ninth position of the solicitation number) to start and will not be issued until the week of 25 Nov 2019.  AIDCs are long-term contracts for a single material that DLA stocks and generally plans to order multiple times per year. The coverage period is one year. These contracts will have a guaranteed contract minimum quantity. The solicitation will contain our estimated annual buy quantity. This is our best estimate of what we believe we will order over the next year however our customer demands do change so the quantity is not a guarantee. The total value of all orders placed against the contract will not exceed the contract maximum of $250,000 (simplified acquisition threshold). The solicitations will be open for 14 days (initial population will be longer), have no phased delivery, and no quantity ranges. Evaluation will be based on a single price decision, surplus offers and alternate offers will not be allowed (they will be considered a bid with exception). AIDCs will cause a number of changes to DIBBS. Here is a summary of changes you will see:

AIDC Solicitations Only:

  • An AIDC indicator on the search results screen
  • An AIDC search filter
  • A new required question related to the minimum buy quantity of each order when quoting on AIDC solicitations
  • Quotes on AIDC solicitations must be valid for minimum of 90 days to be bid without exception and consider for automated award
  • Quoting Surplus on an AIDC solicitation requires a bid with exception.
  • Quantity price break ranges were removed and must be null in batch/EDI for AIDC solicitations

Both AIDC and Non-AIDC Solicitations:

  • Quotes will be able to be submitted as a “Bid With Exception” where remarks are the only exception taken, however, quotes that are Bid With Exception are not considered for an automated award.
  • Trade Agreements (FAR Subpart 25.4) certifications will be added to the quote form when applicable.
  • Quoting any change to the inspection point from the solicitation requirement will now be a bid with exception and your quote will not be considered for an automated award.

The revised DIBBS Batch quote file format and validations are available at: https://www.dibbs.bsm.dla.mil/refs/help/Quoting/Batch/BatchFormat.aspx

If you have questions, please email the DIBBS Helpdesk at DIBBSBSM@DLA.mil.  

Effective November 15, 2019, DLA will transition from a 15-day accelerated payment for small businesses to payment within 30 days for contracts with payment terms of 30 days.

Also on November 15, 2019, for all vendors, DIBBS will no longer accept a quote with the payment terms of Net 10 in accordance with DLAD 32.904(b)(1)(S-90) (Revised October 11, 2019 through PROCLTR 19-19).  The web quote form will no longer provide this option in the Prompt Payment Discount Terms drop down.  Batch/EDI will return an error for field 25 when using a value of "15" representing Net 10 payment terms, so please select a different valid value.  For those that have set the default value on DIBBS to Net 10, it will be reset to Net 30.  If you wish to default to one of the other valid values (Net 30, 2% 10 days, 1/2% 20 days, 1/2% 10 days, or 1/4% 20 days), then you must access your profile and change your default to a valid value.

On or about October 31, 2019, the Defense Logistics Agency (DLA) will institute a single process for accessing item technical data with its Collaboration Folders (cFolders) that is subject to export control under either the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).  DLA will limit distribution of the export controlled technical data to DLA suppliers that have an approved US/Canada Joint Certification Program (JCP) certification; completed the "Introduction to Proper Handling of DOD Export Controlled Technical Data Training"; the DLA "Export Controlled Technical Data Questionnaire"; and have been approved by the DLA controlling authority to access the export controlled data.  Instructions for obtaining access to the export controlled data can be found at: https://www.dla.mil/HQ/LogisticsOperations/EnhancedValidation/

 

It has come to our attention that vendors are experiencing difficulty processing some Fast Pay invoices in WAWF.  If you are not able to process an invoice with the Fast Pay box checked, simply uncheck the box and the invoice will load.  When the Defense Finance and Accounting Service (DFAS) processes the invoice for payment, the Fast Pay Terms will be applied because they are reflected in the purchase order.

Federal Business Opportunities (FBO) is moving to beta.SAM.gov the weekend of November 8, 2019. Until then, FBO.gov remains the authoritative source for Federal Business Opportunities. Once FBO has fully transitioned, you will be directed to beta.SAM.gov for contracting opportunities. Visit beta.SAM.gov today to preview new features like saved searches and the ability to follow notices. For more information, please visit the beta.SAM.gov learning center at https://beta.sam.gov/help/new-to-sam.

DLA is assessing requirements for the remainder of the Fiscal Year.  This may result in the cancellation of select active solicitations and changes to traditional acquisition activity to include receipt of FedMall order notifications for awards that were not fully executed, and therefore not posted on DIBBS.  We will post updated forecast information as soon as available.

Effective May 6, 2019, DLA will discontinue its 2-day accelerated payments.  It is DLA’s intent to minimize any disruption by continuing to accelerate payments ahead of the contract payment terms.  Small businesses should begin to receive 15-day accelerated payments after May 6, 2019. 

Internet Browser Compatibility Required, Update before March 21, 2019

ALL USERS: PIEE will launch a new version (v6.0), currently scheduled for March 22, 2019 and REQUIRES specific browsers for PIEE site usage. An update may be required to avoid a work stoppage.

 These major browsers WILL be supported:

  • Internet Explorer 11 or later
  • Chrome 56.0 or later
  • Opera 11 or later
  • Firefox 50 or later

Steps to take to avoid being blocked from PIEE after March 21, 2019:

  • Check your browser version
  • If it is not listed above, download a newer version with your organization’s guidance

 

For questions, contact the PIEE Help Desk, (888) 618-5988

DLA has enhanced its Joint Certification Program (JCP) registration and validation procedures.  Selected National Stock Numbers (NSNs) will require additional permissions to access the associated technical data.  In the event a vendor cannot access the technical data for a NSN in DLA cFolders, the vendor must submit a onetime request to jcpvalidation@dla.mil for technical data access consideration. If a vendor has inquiries after having submitted required information to the JCP office, these inquiries are to be directed to DLAJ344DataCustodian@dla.mil.

 

DLA processes the vendor’s technical data request on a first come, first served basis.  Failure to comply timely with required information may result in lack of consideration for DLA solicitations.  It is vitally important that vendors provide correct company official name(s) and contact information in all correspondence.  DLA will work diligently on validating vendor requests.  Vendors will be notified within 3 business days of when their requests were approved.  However, DLA cannot guarantee that it can complete all validation requests by the due date for any solicitation responses. 

Additional Supplier Notices and Resources

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 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. 

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.

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

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

EDI 850 PIID Change Impact

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
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).