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

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

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

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.
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).