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.

Supplier Notifications

DLA Land and Maritime launched a new automated BOT process to analyze and accelerate processing of vendor requested cancellations for unilateral purchase orders on award numbers beginning with "SPE7L" or "SPE7M".

Cancellation modifications (SF30s) processed by the BOT will have the automated system's name in block 16 A and 16 B and cites the contracting officer's authority for the modification on the SF30 continuation page (see attached). In addition, the PAR will be reassigned and completed by the BOT.

Any issues with cancellation modifications processed by the BOT should be directed to the Contract Administrator by submitting a DIBBS Post Award Request (PAR) at https://www.dibbs.bsm.dla.mil/Ra/Par/.

The following changes of the quote form and batch quote/EDI will be incorporated with the next release of DIBBS changes.  It is anticipated this will occur no earlier that July 16, 2022.  As the actual date becomes firm, it will communicated.

Joint Venture

The ability to quote Joint Venture is no longer limited to HUBZone set-aside.  It applies to all set-asides when quoting as a small business.  Fields 18 and 19 have been changed to accommodate this.

HUBZone Preference Indicator and Waiver of HUBZone Preference

When FAR 52.219-4 applies (an indicator is added to batch/EDI, field 57), the capability will be available to waive or not waive the HUBZone preference (field 58). This is only applied when the solicitation is Unrestricted and quoting as a HUBZone small business.  

See link for the new batch quote instructions. DIBBS Batch File Format

To DLA Suppliers:

On May 2, 2022, DLA Aviation Commodities Directorate will launch a Vendor PAR Escalation mailbox VendorPARescalation@dla.mil.

This escalation mailbox will be tested for 90 days and allow suppliers to follow up on PARs that have both not been resolved in 60 days or more and a response has not been received from the DLA Aviation Commodities Directorate contract administrator during that same time frame.

The projected response time will be three business days for all submissions receipted in the escalation mailbox.

Please note:  

This escalation mailbox is only for DLA Aviation Commodities Directorate suppliers. The attached document lists suppliers that should not use the escalation mailbox. 

A checklist is provided along with an email template for this escalation process.

PAR Escalation Checklist

DLA Aviation has been invited to participate in this upcoming Government Industry Outreach event.

DLA Aviation has many small business vendors nationwide.  This event affords them an opportunity to engage with DCMA and SBA to better understand:  (1) working with the Government; (2) obtaining an update on cybersecurity; (3) locating additional business opportunities; (4) learning more about payment and finance procedures; (5) staying up to date on quality surveillance process; and more.

2022 Government Industry Outreach Marketing Flyer

The strong relationship DLA has with our supplier community is critical to our ability to successfully carry out our mission. This commitment is the main theme throughout our newly published IEP available at https://www.dla.mil/Info/strategicplan/IndustryEngagementPlan/. The IEP will serve as the guide as we continue to build and strengthen our industry partnerships on behalf of our Warfighters.

While many of our DLA/supplier events have been virtual the last couple of years due to COVID-19, we are hoping we can safely get together in person soon. We encourage you to frequently visit our IEP and Demand Forecast (https://www.dla.mil/Info/Strategic-Plan/Industry-Engagement-Plan/DemandForecast/) webpages to get up-to-date information on our upcoming capstone events and other MSC opportunities in 2022.

Due to increasing geopolitical tensions, the Department of Homeland Security’s (DHS) Cyber and Infrastructure Security Agency (CISA) has issued a “Shields Up” advisory (www.cisa.gov/shields-up).   The Defense Industrial Base is one of 16 official United States critical infrastructure sectors.  Like the other critical infrastructure sectors’ leaders, we’re reaching out to encourage you to do three things.

1. Heed the advisory.

2. Report Cyber Incidents.  DFARS 252.204-7012 stipulates a contractor’s requirement to rapidly report cyber incidents impacting Covered Defense Information (CDI) and/or the ability to perform operationally critical support within 72 hours of discovery to https://dibnet.dod.mil.  For questions or more information, contact DCISE (DC3.DCISE@us.af.mil or call the 24/7 Hotline at 1-877-838-2174).

3.  Get Assistance and Partner.  These three organizations can assist you.

  • DoD Cyber Crime Center’s (DC3) DoD- Defense Industrial Base Collaboration Information Sharing Environment (DCISE) – www.dc3.mil; DC3.DCISE@us.af.mil; 24/7 Hotline – 1-877-838-2174
  • National Security Agency’s Cybersecurity Collaboration Center (CCC) --  https://www.nsa.gov/About/Cybersecurity-Collaboration-Center
  • National Defense Information Sharing and Analysis Center (ND-ISAC) – ND-ISAC is the official ISAC for the DIB Critical Infrastructure Sector recognized by DoD and DHS.  The ND-ISAC is a private sector self-organized and self-governing entity; it is a trusted partner providing exceptional technical solutions and support to its members.  Please email Info@NDISAC.org to contact the team or see ND-ISAC’s public facing website at www.ndisac.org.

Thank you for your continued support and collaboration.

UPDATE - The Advanced Notification BOT implementation has been delayed and is being reworked to improve performance.  An updated notice will be posted when the BOT is ready for deployment.

On or about February 1, 2022, the Defense Logistics Agency (DLA) will activate robotic process automation (RPA) technology to provide suppliers a monthly advanced notification letter for [1] contract awards created in the past 30 days and [2] contract deliveries due in the next 30 days.  The letter will include Excel attachments with applicable information.  The attachments will not be all inclusive and are focused on contract actions supporting on-time delivery metrics. Suppliers are encouraged to review these files to verify awards have been received and shipments are scheduled to meet on-time delivery.

A single notification letter will originate from the DLA activity having the majority of awards. See attached sample letter.  Advanced Notification Letter

Advanced Notification letters are generated from the following RPA BOT accounts: 

svc_RPAPrd03@dla.mil

svc_RPAPrd11@dla.mil

svc_RPAPrd13@dla.mil

svc_RPAPrd14@dla.mil

svc_RPAPrd15@dla.mil

Please include the above email addresses on your safe senders list to avoid spam routing. If your company prefers to be excluded from receiving future DLA Award/Delivery Summary notices, please send an email to the DIBBS helpdesk at dibbsBSM@dla.mil with the subject line “Requesting removal from distribution DLA Award/Delivery Summary.”

Please direct contract-specific questions regarding a specific award, including delivery delays, to your assigned contract administration office by submitting a DIBBS Post-Award Request (PAR) at  https://www.dibbs.bsm.dla.mil, or by contacting the assigned DCMA office, if applicable.

Due to some recent changes in DLA's information systems, some suppliers have reported an inability to access DIBBS using their Firefox browser, DLA suggests using another browser; however, another option is to adjust your browser settings following the instructions in the attached document.  Please be advised changing browser settings could cause issues with other websites.

Additionally, the following message has been posted on DIBBS advising suppliers that DIBBS will be unavailable Friday, January 21, 2022 beginning at 1800 through Monday, January 24, 2022 at 2200 for maintenance:

DIBBS will be down for maintenance from 1800 ET Friday, January 21, 2022 ET on Monday, January 24, 2022. DIBBS will show to be in maintenance. After this period, you will need to clear your cache and history.  Also, Auto Evaluation will not process on Monday, January 24th. It will run on Tuesday, January 25th, 2022 for solicitations that close both on Monday and Tuesday.

Firefox DIBBS Error

Beginning October 25, 2021, the Contracting Officer signature appearance on manually generated contract actions will be changing due to modern web browser requirements. The Contracting Officer signature will appear in a simple cursive style instead of showing as a Common Access Card applied digital signature. This signature format is valid for all DLA contracting actions and examples are provided for reference.

Signature Example

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

DoD issued a federal register notice requesting comments on barriers facing small businesses in contracting with the Department of Defense. The below Press Release was published on September 8, 2021, and can be found at: https://www.defense.gov/Newsroom/Releases/Release/Article/2767014/leveraging-the-capabilities-of-small-businesses/

Small businesses are the economic engine of our nation. They are our job creators, innovators and contribute daily to the mission of the Department of Defense (DoD). DoD is committed to increasing opportunities for small businesses, including those from underserved communities, to compete for defense contracts. 

As Deputy Hicks stressed in her address Sept.1 to the Pennsylvania showcase on Commerce, "We are committed to examining the administrative barriers that small businesses face in working with us. And we will take meaningful action to remove barriers where we can." As part of this effort, DoD is committed to hearing directly from small businesses on the barriers they face in competing for defense contracts and incorporating this feedback into the Department's overall small business strategy.

Today, DoD issued a federal register notice [ https://www.federalregister.gov/public-inspection/2021-19352/barriers-facing-small-businesses-in-contracting-with-the-department-of-defense ] requesting comments and information from small businesses that are part of the defense supply chain or are interested in becoming part of it. This information will help DoD to leverage the capabilities of small businesses to increase competition, strengthen domestic supply chains and support equity and inclusion in defense procurements.

For more on the Deputy Secretary's address to Pennsylvania Showcase on Commerce, visit [ https://www.defense.gov/Explore/News/Article/Article/2761938/deputy-secretary-how-industry-can-continue-supporting-dods-national-security-pr/ ].

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 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

Supplier 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.
 

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.