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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

 New Contractor (Manufacturer, Dealer & Distributor) Requirements for FSG53 Critical Safety Item Fastener NIINs
 Cybersecurity Requirements Update

The current requirements for cybersecurity, among others, include compliance with DFARS 252.204-7012, 252.204-7019, and 252.204-7020.  This includes the requirement for an active NIST SP 800-171 assessment score posted in the Supplier Performance Risk System (SPRS).

 

Cybersecurity Maturity Model Certification (CMMC), under DFARS 252.204-7021, is currently not required on any DLA acquisitions.  The CMMC DFARS clause is currently undergoing a rule-making process with the Office of the Secretary of Defense (OSD).  Changes to CMMC requirements in the DFARS will be released through an interim rule via an official Federal Register announcement.

DLA is aware of the potential conflict between anticipated CMMC requirements and our user terms and conditions.  DLA will work to resolve any conflicts once the CMMC requirements are finalized.  In the meantime, suppliers are reminded that using a VPN/Proxy server to mask internet usage/access violates the DLA Internet Bid Board System (DIBBS) and Collaboration Folders (cFolders) terms and conditions resulting in access denial to DIBBS, cFolders, and the Enhanced Joint Certification Program (EJCP).  To protect our supply chains, these terms and conditions are likely to continue until DLA implements multi-factor authentication.  

To view an information briefing on accessing DIBBS, cFolders, and export control technical data, see link: Information Briefing on CAGE Code, DIBBS, cFolders, and EJCP Sept 21 .  If suppliers are unable to access their account due to DIBBS terms and conditions (T&Cs) violations, they should contact the DIBBS T&Cs monitor at: (DIBBS_TC_Monitor@dla.mil).  For cFolders violations, contact the data custodian at:  DLAJ344DataCustodian@dla.mil.  Please continue to monitor DIBBS Notices for future updates.

 Revised DIBBS User Terms & Conditions

In order to enhance information security, DLA will be updating the DIBBS user terms and conditions the evening of 06 Jul 2023. 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. The new terms and conditions can be viewed at: 
DIBBS Super User  

DIBBS Subordinate User

Primary changes since the last update on 23 Mar 2021 include:   

  • Using another individual’s email address and password to access DIBBS is strictly prohibited, to include agency representatives and/or third-party services bidding on the company’s behalf. 
  • The address for the company as registered in SAM must be the physical address, not a P.O. Box or personal address (unless the physical address for the company is the same as the personal address of the user). 
  • Companies located outside of the U.S. must request approval prior to accessing DIBBS outside of their SAM registered country.  This aligns with what is already required for U.S. companies traveling outside of the U.S. 
  • Adding statements that access to DIBBS may be temporarily denied or indefinitely suspended if: 
  • A company fails to provide requested pre or post award traceability in accordance with Proc Note C03. 
  • A vendor quoting as a distributor/dealer supplies an item that is not from the approved manufacturer listed in the product item description of the solicitation. 
  • An individual or vendor is suspended, proposed for debarment, or debarred. 
  • The U.S. government may conduct periodic reviews to ensure registrants are abiding by the requirements set forth in PGI 204.1870-2 – Maintenance of the Commercial and Government Entity (CAGE) file. 
  • DIBBS and DLA Collaboration Folders (cFolders) are separate programs but are connected.  Therefore, if a company is temporarily denied or indefinitely suspended from DIBBS for violating the terms and conditions, they will be subject to the same denial or suspension from cFolders. 
 Changes to DIBBS Batch Quoting

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 than 30 days from this notice. As the actual date becomes firm, it will be communicated.

Higher Level Quality Indicator

A new indicator has been incorporated to establish SAE AS9100. Field 117 will show this new indicator in the batch file. When this new value is indicated in the batch file, the appropriate response will be necessary in field 118. 

Higher Level Quality Code

New responses are incorporated due to the new indicator. Also, the previous indicators incorporate the new SAE AS9100 as a new response. Field 118 has been updated accordingly. 

See the link for the new batch instructions: DIBBS Batch File and EDI 864 File Format

 

 DIBBS FAQs
 Vendor Requested Cancellation PARs (VR08) – Robotic Process Automation BOT Implementation 8/26/2021

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).

 Advanced Notification to Suppliers - UPDATED AUG 2022

On or about September 1, 2022, the Defense Logistics Agency (DLA) will reactivate 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: 

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), or by contacting the assigned DCMA office, if applicable.

 New DIBBS Batch Quote Instructions - Effective July 2022

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

 DLA Aviation Commodities Directorate Vendor PAR Escalation

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

 2022 Government Industry Outreach

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

 DLA Industry Engagement Plan

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 the Industry Engagement Plan. 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 webpages to get up-to-date information on our upcoming capstone events and other MSC opportunities in 2022.

 CISA "Shields Up" Advisory for Defense Industry Base

Due to increasing geopolitical tensions, the Department of Homeland Security’s (DHS) Cyber and Infrastructure Security Agency (CISA) has issued a “Shields Up” advisory. 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.  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.

Thank you for your continued support and collaboration.

 Accessing DIBBS, Firefox Instructions and DIBBS Unavailability Jan 21st thru Jan 24th, 2022

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

 Change in Contracting Officer Signature Appearance

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 Suppliers NIST 800-171 Assessments & Export-Controlled Tech Data

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

 Notice of Request for Comments on Barriers Facing Small Businesses in Contracting With the Department of Defense

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/ ].

 System for Award Management (SAM) Registration

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.

 Cybersecurity Maturity Model Certification Requirements
 Land Supplier Ops Available Material  

Supplier Resources

 Post Award Requests (PARs) in DIBBS - Updated Jan 2022
 Vendors are now able to upload offers and submit additional documents for open RFPs/IFBs/Other RFQs

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.

 Procurement of Materials for FAA Certificated Aircraft

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. 

 PIID Changes - Additional EDI Changes for EBS Transactions

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.

 EDI 850 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.

 Reminder to Identify Hazardous Material on the DIBBS Quote
 EDI Changes

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.

 Post Award Requests (PARs) for DCMA Administered Contracts

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.

 Electronic Data Interchange (EDI) Document Links
 DNA Marking
 VSM FAQs
 Shipping Medical Orders to OCONUS Locations - UPDATED