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

Notice to DLA Suppliers:  Export-controlled technical information is Controlled Unclassified Information (CUI)/Controlled Technical Information (CTI).  DLA suppliers seeking export-controlled technical data for DLA procurement opportunities must have a current National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171 cybersecurity assessment (i.e., not more than 3 years old unless a lesser time is specified in the solicitation) posted to the DoD Supplier Performance Risk System (SPRS) to be considered for award.  DLA Suppliers who currently have an approved Enhanced Joint Certification (JCP) but have not posted their NIST SP 800-171 assessment to SPRS will not be able to access export-controlled technical data in DLA’s technical data repository after 16 August 2021. Instructions for posting an assessment on SPRS can be found at https://www.sprs.csd.disa.mil/.  For additional information on NIST SP 800-171 assessments and other DoD requirements for safeguarding covered defense information please see DFARS provision 252.204-7019 and clause 252.204-7020 NIST SP 800-171 DoD Assessment Requirements. If you have any questions, please e-mail  DLAJ344DataCustodian@dla.mil

Contractors and grants recipients are reminded in most cases that registration in SAM is required in order to receive an award. SAM.gov registration is FREE. There is NO FEE to register or maintain your SAM.gov registration. If you get an email, text, or phone call from a company asking you to contact them right away about your SAM.gov registration or if you are asked to pay money to complete or renew your SAM.gov registration, be cautious. These messages are not from the Federal Government. You may complete or update your registration at www.sam.gov.

In November 2020, the Defense Logistics Agency launched its 2nd Supplier Feedback Survey. DLA invited more than 8,100 suppliers to participate that have done over $50,000 in business with the agency in the last two years (August 2018 – July 2020) and about 2,800 responded. This voluntary survey asked respondents to evaluate their experience conducting business with DLA at various stages of the acquisition lifecycle. DLA is encouraged by the results (https://www.dla.mil/Info/strategicplan/IndustryEngagementPlan/SupplierFeedbackSurvey/) and values the attention and feedback respondents provided to the survey. We look forward to even more participation in the 2022 survey. Any questions about this effort may be sent to IndustryEngagement@dla.mil.

The DLA Enterprise Service Desk (ESD) is diligently working through our ticket backlog and we are implementing process improvements to support call volume demands and decrease live agent hold times. We recognize the impact that these hold times currently have on our cFolders customers who require password resets, and we are offering a temporary process change to make it easier for them to get support.

What you need to know:

  • Effective immediately, cFolders users can send an email to the DLA J6 cFolders Reset (dlaj6cfoldersreset@dla.mil) mailbox to request a cFolders password reset. The email must contain the following information:
    • Name
    • Phone Number
    • E-mail Address
    • CAGE and User ID
  • This temporary process change is for cFolders password resets only and we anticipate it being in place until May 31, 2021.
  • DLA ESD’s intent is to reduce our ticket backlog and decrease live agent hold times so that cFolders customers can resume normal contact with Amelia Voice and connect with an ESD Tier 1 Live Agent for password support after May 31.

In order to enhance information security, DLA will be updating the DIBBS user terms and condition the evening of 23 March, 2021.  After this date, all DIBBS registered users will be prompted to accept the new terms and conditions the next time they log into the system.  Until the new terms and conditions are accepted, DIBBS users will not have their full access privileges.  

DIBBS Super User Terms and Conditions

DIBBS Subordinate User Terms and Conditions

DoD issued an interim rule to amend the Defense Federal Acquisition Regulation Supplement (DFARS) to implement a DoD Assessment Methodology and Cybersecurity Maturity Model Certification (CMMC) framework.  The purpose of the interim rule is to assess contractor implementation of cybersecurity requirements and enhance the protection of unclassified information within the DoD supply chain.  DFARS Case 2019-D041 (Assessing Contractor Implementation of Cybersecurity Requirements) is currently open for public comments.

Beginning November 30, 2020, if an offeror is required to have implemented the NIST SP 800–171 security requirements on their information systems pursuant to DFARS clause 252.204–7012 “Safeguarding Covered Defense Information and Cyber Incident Reporting”, they must complete a self-assessment and post their score in the Supplier Performance Risk System (SPRS) in order to be eligible for contract award.  In accordance with DFARS clause 252.204–7012(b), with the exception of contractors offering Information Technology (IT) services or systems to be operated on behalf of the Government, all offerors who use covered contractor information systems must implement NIST SP 800-171 security requirements or request a variance from the DoD Chief Information Officer (DoD CIO) through the contracting officer.  For contractors who already have an approved variance for their systems from the DoD CIO, the contractor must provide a copy of the approval to the contracting officer.

The interim rule also established two new provisions and clauses to further address NIST SP 800–171 requirements.  DFARS provision 252.204-7019 “Notice of NIST SP 800–171 DoD Assessment Requirements” will be inserted into solicitations and DFARS clause 252.204–7020 “NIST SP 800–171 DoD Assessment Requirements” will be used in solicitations and awards.

As a reminder, DoD will be implementing CMMC requirements over the next several years.  CMMC is a framework that measures a contractor’s cybersecurity maturity to include the implementation of cybersecurity practices and institutionalization of processes (see https://www.acq.osd.mil/cmmc/index.html).  Vendors are strongly encouraged to review DFARS Subpart 204.75—Cybersecurity Maturity Model Certification and other Government links to prepare for upcoming procurement requirements.

Designed to help vendors understand CMMC, Project Spectrum is an initiative supported by the DoD Office of Small Business Programs (https://projectspectrum.io).  Project Spectrum provides information, training, and risk assessments to help vendors improve cyber readiness and comply with DoD requirements.
 

The DLA ICD (Industry and Collider Day) is designed to bring together government program sponsors, corporations, academia, and small businesses to identify, in a stream lined fashion, the opportunities to collaborate on defense and commercial solutions from across a variety of functional and technical areas.

This event represents a new day for DLA, using its SBIR program as a mechanism for fusing the power of industry-led ingenuity to DLA's R&D opportunities with increased speed, volume, and cross-pollination between government agencies, corporations and startups to address clearly communicated challenges.  Please join us at this virtual conference on 18 November 2020. 

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
 

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 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.
 

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.

Learn more about fake SAM.gov logins.
 

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:

For vendors interested in assisting with personal protective equipment products and services, please visit the FEMA: How To Help website.
 

Visit DLA's Small Business pages for resources related to coronavirus support.
 

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

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

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 on DLA's Enhanced Validation page.
 

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. 
 

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. 
 

Notice to DLA Suppliers:  Export-controlled technical information is Controlled Unclassified Information (CUI)/Controlled Technical Information (CTI).  DLA suppliers seeking export-controlled technical data for DLA procurement opportunities must have a current National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171 cybersecurity assessment (i.e., not more than 3 years old unless a lesser time is specified in the solicitation) posted to the DoD Supplier Performance Risk System (SPRS) to be considered for award.  DLA Suppliers who currently have an approved Enhanced Joint Certification (JCP) but have not posted their NIST SP 800-171 assessment to SPRS will not be able to access export-controlled technical data in DLA’s technical data repository after 16 August 2021. Instructions for posting an assessment on SPRS can be found at https://www.sprs.csd.disa.mil/.  For additional information on NIST SP 800-171 assessments and other DoD requirements for safeguarding covered defense information please see DFARS Clause 252.204-7020 NIST SP 800-171 DoD Assessment Requirements. If you have any questions, please e-mail  DLAJ344DataCustodian@dla.mil

Notice to DLA Suppliers:  Export-controlled technical information is Controlled Unclassified Information (CUI)/Controlled Technical Information (CTI).  DLA suppliers seeking export-controlled technical data for DLA procurement opportunities must have a current National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171 cybersecurity assessment (i.e., not more than 3 years old unless a lesser time is specified in the solicitation) posted to the DoD Supplier Performance Risk System (SPRS) to be considered for award.  DLA Suppliers who currently have an approved Enhanced Joint Certification (JCP) but have not posted their NIST SP 800-171 assessment to SPRS will not be able to access export-controlled technical data in DLA’s technical data repository after 16 August 2021. Instructions for posting an assessment on SPRS can be found at https://www.sprs.csd.disa.mil/.  For additional information on NIST SP 800-171 assessments and other DoD requirements for safeguarding covered defense information please see DFARS Clause 252.204-7020 NIST SP 800-171 DoD Assessment Requirements. If you have any questions, please e-mail  DLAJ344DataCustodian@dla.mil

More 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.

See the complete instructions and preparation. 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.  Check the FAA accredited dealers and distributors, 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 PIID Changes - Additional EDI Changes for EBS Awards for more information related to EDI transactions used in our Tailored Vendor Relationship (TVR) agreements.
 

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.

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.  See the updates that were made and upcoming changes in the future.  All maps will be impacted by the change.
 

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.
 

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 look up the Contract Management Team (CMT) for your CAGE.
 

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

Instructions are provided in a job aid.
 

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).