DLA Troop Support Clothing & Textiles Supplier Pathway

Purpose: The DLA Troop Support C&T (Clothing & Textiles) Supplier Pathway outlines the steps on how a small business can do business with DLA, from initial registration through final payment.

This decorative flowchart shows the high-level process stages. A full text description is provided throughout the article.

Navigate:

1. Reach Out to Your Local APEX Accelerator
2. Register in the System for Award Management
3. Obtain Basic Certifications and Meet Compliance Standards
4. Verify Small Business Eligibility and Set-Aside Criteria
5. Become Familiar with the Berry Amendment
6. Research Opportunities in DIBBS and SAM.gov
7. Find Solicitations That Meet Your Capabilities
8. Acquire the Technical Data Package
9. Understand Timelines and Recurring Buys
10. Understand How to Respond to a Solicitation
11. Offer Accepted for Award by DLA?
    1. Restart Process at Market Research
12. Undergo Government Inspection and Quality Assurance
13. Meet Production, Quality, and Delivery Requirements
14. Submit Invoice and Receiving Report via VIM-ASAP
15. Receive Payment from DFAS

Resources and Terms Glossary

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DLA Troop Support Clothing and Textiles                                                                  

The scale of C&T's procurement operation is immense, managing over 8,000 different items, which expands to more than 50,000 line items when factoring in individual sizes. This vast inventory is designed to meet the diverse needs of the armed forces and includes a wide array of products. Key procurement categories include:

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When working with DLA Troop Support C&T as a supplier, these specific basic certifications and compliance standards may be required in order to do business. See examples below:

Certifications

• CMMC (Cybersecurity Maturity Model Certification)  , as stated in DFARS clause 252.204-7021 , is needed to ensure suppliers are safeguarding DLA/DOW data. For more information, see DLA Office of Small Business Program's Cybersecurity Resources page

Compliance

• Berry Amendment - Requires the DOW to buy certain items, including clothing, textiles, and footwear, that are grown, reprocessed, reused, or produced in the United States.
• EJCP (Enhanced Joint Certification Program) or JCP - Before you can access most technical data, your company must have a JCP certification (DD Form 2345 (PDF)). This certification is required to handle unclassified technical data with military or space applications that is under the control of the U.S. and Canada.
• TDMT (Technical Data Management Transformation) - Required when evaluating tech data on an item in the solicitation phase
• AMPS (Account Management Provisioning System) - Required for account set up before gaining access to TDMT and other DLA applications
• VIM (Virtual Item Manager) - Required for submitting invoices and receiving reports.

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If the solicitation states Small Business status will be taken into account, determine if your business meets the requirements. The applicable NAICS code and its corresponding size standard (either by number of employees or average annual receipts) will be listed in the solicitation. 

Common NAICS categories and codes in the Clothing & Textiles industry include:

• 3152 Cut and Sew Apparel Manufacturing: Size standards vary from 500 to 750 employees depending on the specific sub-category
• 313 Textile Mills: Size standards vary from 500 to 1,500 employees depending on the sub-category
• 3162 Footwear Manufacturing: 1,000 employees
• 423220 Home Furnishing Merchant Wholesalers: 200 employees

 Size standards can be verified using the Small Business Administration's Table of Size Standards .

Socio-Economic Programs

The typical Small Business Socio-Economic programs and set-asides that may be available for domestic procurements include:

• HUBZone (Historically Underutilized Business Zone) Program
• SDVOSB (Service-Disabled Veteran-Owned Small Business) Program
• WOSB (Woman-Owned Small Business) Program

Example of a solicitation having small business set-aside opportunity:

Identifying Set-Aside Opportunities

DLA Troop Support C&T has a track record of awarding contracts to small businesses and frequently uses set-asides. The solicitation will directly state whether set-asides are available, usually on the cover page or in the contract clauses section.

The process follows standard government procurement practices:

• The Rule of Two: A procurement is generally restricted exclusively to small businesses when there is a reasonable expectation that at least two responsible small business concerns will submit competitive offers. DLA utilizes a SAM.gov notice and email as its primary market research tool to identify capable small business bidders before releasing the final solicitation.
• The Nonmanufacturer Rule: If this rule is incorporated into the solicitation, a small business that is a nonmanufacturer (e.g., a distributor) must supply the product of a small, domestic manufacturer to be eligible for a set-aside award. Due to the Berry Amendment, the product must be manufactured in the U.S. anyway, but for a set-aside, the manufacturer must also be a small business.

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What is the Berry Amendment?

The Berry Amendment  is a critical statutory requirement, originating in 1941, that acts as a domestic sourcing law for the DOW. Its core mandate is to protect the U.S. industrial base by restricting the DOW from using funds to procure certain goods that are not grown, reprocessed, reused, or produced in the United States. For DLA Troop Support C&T, this is one of the most critical and non-negotiable regulations governing its procurements.

When applied to a C&T item, this means that an end product, as well as all of the components and materials that go into that final product, must be “grown, reprocessed, reused or produced in the United States.” See DFARS 225.7002-1 . Vendors who wish to do business with the C&T supply chain should familiarize themselves with the Berry Amendment, which includes how the Berry Amendment applies to various items in the supply chain (including but not limited to: clothing; tents; cotton, silk, canvas, wool, and synthetic fabrics; individual equipment; flags of the United States).

For many C&T uniforms, boots, and textile end items, this translates into strict requirements:

• Materials must be sourced domestically: From the raw fibers to the finished fabric, all components must originate in the United States.
• Manufacturing must occur in the United States: Cutting, sewing, and final assembly processes must take place within the U.S.
• Exceptions are extremely limited and must be authorized by law.

Suppliers must review DLA Troop Support’s Letter to Suppliers about Berry Amendment Compliance (PDF) and C&T Additional Quality Assurance Requirements (PDF), which are provided under C&T Industry Support resources.

What a Supplier Needs to Know to be Compliant

Failure to comply with the Berry Amendment can result in contract termination, financial penalties, and disqualification from future contracts.

Here is what a supplier must do:

1. Ensure 100% Domestic Sourcing: You must be able to prove that every single component of your end product is sourced and produced within the United States. This requires a deep understanding and diligent management of your entire supply chain.

2. Maintain Full Traceability and Documentation: You are responsible for proving compliance by maintaining meticulous records that provide an unbroken chain of custody for all materials. This often involves:

• Supply Chain Audits: Being prepared to audit your own suppliers to verify their claims of domestic origin. The prime contractor bears the ultimate responsibility.
• CoC (Certificates of Conformance): Obtaining and keeping CoCs from your own suppliers that explicitly state their products are Berry Amendment compliant.

3. Flow Down the Requirement: Prime contractors must flow down the Berry Amendment clause to all of their subcontractors and suppliers at every tier of the supply chain. It is your responsibility to ensure every partner involved in creating the product understands and adheres to the law.

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DLA Troop Support Clothing & Textiles utilizes both DIBBS (DLA Internet Bid Board System) and SAM.gov to publicize mission requirements and post formal solicitations. While opportunities may be announced on SAM.gov, once a solicitation is formally posted by DLA, DIBBS becomes the official channel for obtaining solicitation documents and submitting offers. Vendors should ensure they are monitoring DIBBS for the most current information.

Searching in DLA Internet Bid Board System

C&T conducts most of its business through DIBBS, a web-based tool for searching solicitations, viewing technical data, and submitting secure quotes. Most C&T solicitations are posted to DIBBS. To assist with the technical aspects of using this system, suppliers should review the Navigating DIBBS PowerPoint presentation (PPT) for a detailed, visual walkthrough of the platform's features.

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Searching in the System for Award Management

Procurement opportunities synopsis over $25,000 are posted on SAM.gov. Suppliers should filter by the C&T DoDAACs (DoD Activity Address Codes) and toggle between “Active” and “Inactive” status to see both current requirements and past awards. This provides valuable insight into what DLA buys, from whom, and at what quantities.

Suppliers should review current and previous postings in SAM.gov in order to understand the needs of DLA Troop Support Clothing & Textiles.

To find C&T solicitations, search in SAM.gov's Contracting  using the DoDAAC SPE1C1 .

After looking at active listings, switch to inactive or archived listings of solicitations to see what offers and bids succeeded in the past:

Under the Status section located in the Filter By section, select the checkbox for Inactive and de-select the checkbox for Active to see old solicitations.

Begin reviewing Notice Types labeled Pre-Solicitation Notice, Request for Information, Sources Sought Notice, Synopsis, Solicitation or Updated Solicitation.

Tip: Remember to focus on Notice Type "Solicitation" or "Updated Solicitation" for the most relevant information while conducting market research.

Review solicitations present in listings on SAM.gov. There are typically four phases to a solicitation for C&T:

1. Sources Sought - Used to gather basic information on availability and interest for small businesses to meet the demands of a potential future solicitation, customer need, or business need. Usually gives basic information on:
   • Specification requirements for needed items
   • Location
   • Anticipated period of performance
   • Estimated quantities
   • Instructions for suppliers on how to submit their capability statements if interested
2. Pre-solicitation/Synopsis (usually a Request For Information or RFI) - Used to provide suppliers an opportunity to gain a better understanding of the requirement and submit their capability statements
3. Solicitation - Standard solicitation to make official bids
4. Original Award Notice - SAM.gov notice stating the successful offeror and the contract price under the award

Note: As time progresses, the above documents can be amended (updated) to reflect recent changes, such as requirement updates or additional clarifications needed within the documents themselves.

For more information on SAM.gov Solicitation Notice Types see: What are the notice types for Contract Opportunities in SAM.gov? 

See the example below of different Notice Types:

Suppliers can also use the advanced search filter on SAM.gov to save searches and then receive notifications by email every time a new solicitation is released with the saved criteria.

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Suppliers need to review the solicitation and ensure they have the capabilities to fulfill, if awarded, all requirement sections/topics and Technical Data Package, including the ability to meet (not all-inclusive):

• Supply demand schedule
• Supply demand quantity
• Location, packaging, and delivery requirements
• Technical and Quality Standards in QAPs (Quality Assurance Provisions)
• Military and Commercial Standards stated (e.g., MIL-DTL-368  for Cloth, Satin, Rayon and Cloth, Twill, Rayon)

Solicitations will state the specifications that the product being procured must meet. Most commonly they are Military Standards and ASTM (American Society for Testing and Materials) standards; however, Commercial standards may be stated and required.

Quality assurance and testing requirements are integrated directly into the specification or purchase/performance description, rather than existing as a standalone QAP document.

Example of a Quality Assurance Provision:

Suppliers should always thoroughly review the entire solicitation, especially, but not limited to:

• Section B - Schedule of Supplies and Services within the continuation pages of the solicitation
• Any separate Requirements Pages attached to the solicitation

Example of separate Requirements Page: 

In addition to standards, instructions for points of inspection will be outlined. Become familiar with what is stated to prepare for your product's point of inspection.

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What is the Technical Data Package?

The TDP (Technical Data Package) is the complete set of specification documents that defines the product criteria the government will uphold the small business to.  A supplier must acquire, interpret, and manufacture to every detail within it. 

While meeting the minimum baseline of the TDP is mandatory, the evaluation of those technical requirements will be dictated by the solicitation. Depending on the procurement, your technical proposal may be evaluated as a strict pass/fail, or it may be graded on technical superiority to determine the best overall value to the government.

Key components of a C&T TDP include:

• Specifications/Details (MIL-SPECs/MIL-DTLs): Documents detailing required material properties (e.g., tear strength, water resistance, flame retardancy), performance standards (e.g., moisture-wicking capability), and construction methods (e.g., stitch type and density).
• Patterns: For many apparel and textile items, the government provides the official, graded, electronic patterns. These are the digital templates used to cut the fabric.  Hard copy paper patterns are no longer provided, with very rare exceptions.
  • Suppliers will need compatible pattern software (e.g., Gerber, Lectra, etc.) to use the government-provided electronic patterns. The specific software requirements are typically noted in the solicitation.
• Drawings: Visual schematics providing precise dimensions, component placement, and assembly details.
• Quality Assurance Provisions: This section outlines all required inspections and tests. For most C&T items, these provisions are detailed within the item specification or purchase description itself, rather than in a separate QAP document. It specifies testing methods, frequency, and acceptance criteria.

How to Request Technical Data, Patterns, and Drawings

Suppliers should follow a multi-layered process when searching for technical documents. This ensures the most efficient methods are used first before resorting to manual requests. After reviewing the solicitation, a supplier's journey to gather the complete TDP for a C&T solicitation typically follows these steps:

Special Case: Courtesy Sample Evaluations for Dress Uniforms

The Courtesy Sample Evaluation allows a potential supplier to voluntarily submit a sample for informal, pre-solicitation feedback from DLA's technical experts.

This is not a formal test and has no bearing on a future contract award. However, it provides a glance from experts who can point out potential non-conformities in fit, shade, or construction, giving you a chance to correct your processes before entering the environment of a live solicitation.

It is best practice for suppliers to take the following steps to use courtesy sample evaluations for Dress Uniforms:

1. Identify an Opportunity: This process is best suited for complex dress uniform items where precise fit, shade, and appearance are critical and difficult to achieve.
2. Produce a High-Quality Sample: Manufacture a sample to the best of your ability, using the correct patterns and specifications from previous solicitations.
3. Formally Request an Evaluation: Contact the C&T technical/engineering support staff or the appropriate technical point of contact to request a courtesy sample evaluation.
4. Submit the Sample and Await Feedback: Send the sample to the designated DLA product specialist. The feedback you receive will be informal and advisory in nature.
5. Incorporate the Feedback: Use the expert feedback to refine your manufacturing processes, correct any identified deficiencies, and improve the quality of your product. This significantly reduces the risk of your official sample being rejected during a formal solicitation.

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Many C&T items, particularly essentials like combat uniforms, boots, and physical training gear, are subject to recurring buys based on predictable demand cycles. By understanding these cycles and taking advantage of unique C&T programs, a supplier can increase their competitive advantage.

Track Recurring Buys for Market Intelligence

Instead of waiting for a solicitation to be released, suppliers should anticipate future needs by analyzing past procurement data. This market intelligence allows you to plan your material sourcing, production capacity, and pricing strategy well in advance.

It is best practice for suppliers to take the following steps to track recurring buys:

• Research Procurement History: Use DIBBS and SAM.gov to search for past awards, not just active solicitations. Search by NSN (National Stock Number) or FSC (Federal Supply Class) for items you can produce.

Analyze the data to identify patterns:

• Who won previous contracts? (Your competition)
• What was the award price? (Helps with pricing strategy)
• What were the quantities? (Indicates scale)
• How often is this item procured? (Helps you forecast the next opportunity)

• Monitor Long-Range Forecasts: Keep an eye out for long-range acquisition forecasts published by DLA. These documents, often discussed during industry events, can provide insight into major upcoming procurements for the next 1-5 years. 

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C&T solicitations appear as RFQs (Requests for Quotation) or RFPs (Requests for Proposal). Suppliers should download and thoroughly review all documents, including:

• Product specifications, patterns, and quality requirements
• Berry Amendment clauses and certifications
• Delivery schedule and inspection points
• Instructions to Offerors (Section L), which explains how to format the offer

Depending on the complexity and dollar value of the requirement, there are two primary methods for submitting a response to a DLA Troop Support Clothing & Textiles solicitation: completing the automated web-quote form on DIBBS or uploading a formal written proposal via the DIBBS Upload Offer feature.

Respond to a Solicitation in DIBBS

On-line secure quoting is available for simplified acquisition RFQ solicitations. For large purchase solicitations, RFPs/IFBs, offers/sealed bids shall be submitted in accordance with the instructions in the solicitation.

To submit responses through the web-based quoting form in DIBBS:

1. Navigate to the DIBBS Home Page. You must log in using your CAGE Code and the password associated with your Super User or authorized user account.
2. Select RFQ and search for the solicitation you wish to quote.
3. In the search results, look for the red "Q" icon or the "Quote" button. Clicking this generates a unique, one-time web form for that specific solicitation.
4. Complete the dynamic web form. You must fill out sections for Header, Pricing, Product Offered, and Certifications & Representations.
5. Click the green Next button. The system will validate your data; if errors are found, you must correct them before the system allows you to proceed.
6. Review the Quote Synopsis for accuracy. In certain quote types, you may enter optional remarks in the designated area during this step.
7. If the data is accurate, click the green Submit button to transmit the quote to the DLA procurement system.
8. Monitor the screen for a message stating "Successful" or "Unsuccessful." A quote is only recorded if the "Successful" message appears.

Consult DIBBS Upload Offer User Help (PDF) for additional assistance.

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Submitting a Formal Written Proposal

Formal RFPs are used for complex C&T acquisitions as they require a multi-volume written proposal rather than a simple web quote.

1. Review the Entire Solicitation Package

As soon as a solicitation is released, download every document associated with it from SAM.gov, DIBBS, and the linked TDMT library. A missed requirement in a seemingly minor attachment is a common reason for proposal rejection.

Pay special attention to:

• Section L (Instructions, Conditions, and Notices to Offerors): Provides explicit, step-by-step instructions on what to submit, the required format, and the designated submission portal (e.g., DIBBS Upload)
• Section M (Evaluation Factors for Award): Explains exactly how the government will grade your offer and which factors (e.g., Technical Capability, Past Performance, Price) carry the most weight
• Technical Data Package: All required MIL-SPECs, patterns, technical drawings, and Quality Assurance Provisions
• Contract Clauses (Section I): Details mandatory compliance requirements, especially the Berry Amendment, cybersecurity frameworks (DFARS 252.204-7012 ), and the required Quality Management System
• Solicitation Remarks: Provides additional detail on the specifics of the acquisition.

2. Acknowledge All Amendments

The supplier is responsible for continuously monitoring the solicitation on SAM.gov or DIBBS for amendments. You must acknowledge receipt of all amendments as instructed, typically by signing and returning the SF30 (Standard Form 30)  with your proposal. Failure to acknowledge an amendment is a fatal flaw and grounds for immediate rejection.

3. Prepare and Ship Mandatory Samples

If the solicitation requires a PDM (Product Demonstration Model) or other pre-award samples, this is a mandatory, pass/fail requirement.

• Produce the sample in exact accordance with the TDP.
• Label it precisely as instructed in the solicitation.
• Ship it physically to the address listed in the solicitation to arrive before the solicitation deadline.

4. Assemble the Written Proposal

Following the instructions in Section L to the letter, compile all required written volumes as separate digital files (PDF/Word). The following volumes are typically included, but be sure to review the solicitation for the exact volumes required.

• Technical Volume: Detailed manufacturing plan and evidence for meeting the technical requirements
• Business Volume: Financial, administrative, and compliance aspects of the bid

5. Conduct a Final Review

Before submission, conduct a rigorous internal review of the entire proposal package. Verify that all forms are signed, all amendments are acknowledged, and all required documents are included. Organize your digital files exactly as instructed so evaluators can easily find the information as outlined in the solicitation. Be mindful of page limitations/formatting requirements as information that does not meet those requirements may not be evaluated.

6. Submit Electronically On Time

Submit your digital proposal files through the exact method specified in the solicitation. 

• DIBBS Upload Offer: Used for many C&T RFPs; requires uploading your proposal files directly to the DIBBS portal.

 Pay close attention to the time zone specified in the solicitation. A proposal received even one minute after the official closing time will be rejected. Submit early to avoid technical delays.

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The specific evaluation method for each solicitation is detailed in the solicitation. C&T evaluations generally fall into two categories:

• LPTA (Lowest Price Technically Acceptable): The government awards the contract to the lowest-priced offer that meets all mandatory minimum technical requirements.
• BVTO (Best Value Trade-Off): The government weighs price against non-price factors (e.g., technical merit, past performance). A higher-priced offer may win if it provides superior overall value.

Core Evaluation Factors

Regardless of the method, evaluations focus on four key factors. A supplier must address each clearly in their proposal:

• Technical Compliance: You must meet every requirement in the TDP, including fit, fabric, shade, and construction. Your proposal must include a sound manufacturing plan, a robust quality control system, and a flawless Product Demonstration Model (if required).
• Berry Amendment & Domestic Sourcing: You must prove a 100% domestic supply chain. Submit all signed DFARS certifications and maintain full documentation and traceability for all raw materials and components.
• Past Performance: The government will review your track record on similar contracts, including your CPARS (Contractor Performance Assessment Reporting System) ratings and SPRS (Supplier Performance Risk Assessment System) scores. List relevant recent contracts and proactively address any past negative ratings by explaining the corrective actions you implemented per the terms of the solicitation. The government will review commercial contracts if there is no previous government contracting experience.
• Price & Cost Reasonableness: The government compares your proposed price against historical data and market estimates.

Following the evaluation, the KO (Contracting Officer) makes the final award decision and issues a formal notice to the successful offeror.

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If offer is not accepted, request a debriefing from DLA to understand why your proposal was not selected and to gain insight to help you improve your proposals in the future. Suppliers can restart the process and begin researching Clothing & Textiles opportunities using Step 6 - Search Solicitations.

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Inspections can include fabric content testing, stitch counts, visual inspection for defects, and fit/measurement tolerances. If an item fails inspection, the government can reject the item, and the supplier may be required to correct deficiencies or resubmit compliant goods.

First Article Testing (FAT)

First Article Testing is a risk-mitigation process that validates a supplier’s ability to produce a compliant item before authorizing full-scale production. It can be mandatory depending on the solicitation and requirement. The FAT process confirms that the supplier's materials, tooling, and manufacturing processes can come together to create a product that meets every single requirement in the TDP.

Steps a Supplier Must Complete for FAT:

Step	Action Required	Key Considerations
1. Review the FAT Clause	Read the First Article Testing clause in the contract (e.g., FAR 52.209-3  or 52.209-4 ). This clause will specify the number of units required for the test, the delivery timeframe for the samples, and whether testing will be done by the contractor, the government, or a third party. Please also ensure you review the solicitation remarks and associated technical documents which may include more detailed requirements for FAT.	Review the FAT delivery schedule. It is separate from the main production delivery schedule and missing this deadline can put the contract at risk.
2. Produce the First Article Samples	Manufacture the exact number of units specified for the test. These units must be produced using the same processes, materials, equipment, personnel, and at the same facility intended for the main production run. Do not use prototype methods.	The samples must be a true representation of your full production capability. Any deviation could invalidate the test.
3. Conduct Required Testing	Perform (or have performed) all inspections and tests required by the contract/QAPs in the TDP on your FAT samples. This includes everything from dimensional checks to material performance tests (e.g., tear strength, flame resistance).	All testing must be done in a DLA-approved or accredited laboratory. You must compile all test data into a comprehensive report.
4. Submit the FAT Package	Assemble and submit the complete First Article Test package to the designated government representative (often the contracting officer or a quality assurance specialist). This package should include the following but ensure you are reviewing the specific requirements within your contract: The physical First Article samples. A complete and detailed FAT report with all test results. Certificates of Conformance for all materials used.	The submission must be complete and on time. An incomplete package may be rejected and will cause significant delays.
5. Await Government Approval	The government will evaluate the physical samples and review your test report. They will verify that the end item conforms to the TDP. The outcome will be one of three results: Approved: You are authorized to begin the main production run. Conditionally Approved: Minor deficiencies were found. You may be authorized to proceed with production provided you correct the issues. Disapproved: Major deficiencies were found. You cannot start production. You must submit a corrective action plan and may have to produce a new set of first articles.	Do not start main production until you have written approval from the contracting officer. Starting early is a significant contractual risk.

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Laboratory Testing & Accreditation

DLA requires that all testing be performed by a facility that has been verified as competent, ensuring that test results are accurate, impartial, and reliable.

Steps a Supplier Must Complete for Lab Compliance:

1. Identify All Required Tests: Review the TDP and list every single test required for the materials and the final product.

2. Select a Qualified Laboratory: There are two options for performing these tests:

• Third-Party Laboratory: Choose an independent lab that is accredited to ISO/IEC 17025 (PDF) (International Organization for Standardization/International Electrotechnical Commission - DLA Troop Support C&T Additional Quality Assurance Requirements). The lab's scope of accreditation must explicitly list the specific tests you need performed.
• In-House Laboratory: If using your own lab, it must also be either accredited to ISO/IEC 17025 or be evaluated and approved directly by DLA through a laboratory survey. This survey assesses your equipment, personnel qualifications, and quality control procedures.

• Government-Designated Laboratory: In some cases, the solicitation will direct suppliers to use a specific government-designated laboratory for testing. In these instances, a separate lab survey is not necessary.

3. Maintain and Submit Test Records: For every production lot, you must perform the required tests and maintain the results. These test reports should be available for review by a DLA QAR (Quality Assurance Representative) at any time and may be required as part of the documentation package for product acceptance and payment. These records are a critical part of proving ongoing compliance throughout the life of the contract.

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Awarded suppliers must manufacture and deliver according to the contract schedule, packaging, and labeling requirements. C&T contracts often require lot traceability, shade control, and on-time delivery. 

Below are the key steps and considerations an awarded business must manage throughout the life of the contract:

• Acknowledge the Contract & Confirm Schedule: Review the contract immediately upon award. Confirm your understanding of all critical dates with the KO, including First Article Test deadlines and delivery windows.
• Execute Production to Exacting Standards: Initiate the manufacturing process in strict accordance with the approved First Article sample and the Technical Data Package. All production must adhere to the contract's place of performance requirements.
• Implement In-Process Quality Control: Implement in-process quality control measures to monitor and manage production characteristics continuously.
  • Shade & Lot Control: You must have systems to manage and control dye lots to ensure shade consistency across all items in a delivery. Production lots must be clearly defined and segregated to ensure full traceability.
• Maintain Full Lot Traceability: Maintain meticulous records that allow every finished item to be traced back to its specific production lot and, from there, to the raw materials used. This is essential for quality control and in the event of a quality issue or recall. Keep all material certifications available for the DLA and/or DCMA QAR.
• Prepare Items for Delivery (Packaging & Marking): Each item must be packaged, packed, and marked in exact accordance with the contract's PPP (Preservation, Packaging, and Packing) requirements. Improper labeling or barcoding will result in immediate rejection at the depot. All VIM labels must be fully visible from the outside of the pallet after it is shrink wrapped to reduce shipment rejections and/or delays in receipting at the third-party logistics facilities.
• Schedule Inspection & Submit for Acceptance: Before shipment, the finished production lot must be presented to your assigned DLA QAR for government inspection and acceptance, if applicable. You will need to provide all required quality documentation and test reports for the lot. Government acceptance is a prerequisite for invoicing and payment.
• Ship On Time & Provide Notice: Ship the accepted lot to the DLA depot (or customer as applicable) specified in the contract. Shipments must be receipted by the date listed on the contract/deliver order.  Please ensure you are making appointments at the third-party logistics facilities as they are required. After shipment, you must submit a DD250 in Virtual Item Manager (VIM). Late deliveries will negatively impact your CPARS and SPRS rating.
• Maintain Open Communication: If an issue arises that threatens your cost, quality, or delivery schedule, notify your Contract Administrator immediately. Open communication allows DLA to help mitigate supply chain risks.

Troop Support Clothing & Textiles requires suppliers to use a specialized system called VIM-ASAP (Virtual Item Manager – Apparel Research Network Supply-chain Automated Processing). VIM-ASAP is designed to handle the complex, item-level data (like specific sizes, quantities, and RFID (Radio-Frequency Identification) tags) required for apparel and textile contracts.

The supplier will use the VIM-ASAP portal to prepare all shipping documents (DD250 Receiving Report and MSL Shipping Labels). Once finalized, VIM-ASAP automatically transmits the data to WAWF for government acceptance and payment processing.

There are two primary workflows depending on your contract's requirements:

For Non-RFID Contracts

This workflow uses a sequential process within the VIM-ASAP portal to build the shipping documents from scratch.

1. Start Production

• In the "Manufacturing" module, select Process Contracts/Orders - Start Production.
• Enter the quantity of items you intend to ship.
  • This moves the quantity from "Uncut" to "Cut" status, making it available for the next step.

2. Prepare DD250

• Go to the "Prepare DD250s" function.
• Enter all required shipment details, such as weight, lot number, and your internal manufacturer invoice number.
  • This will generate a draft DD250 (Receiving Report) in a "VOID" status. Review it for accuracy.

3. Finalize DD250

• After reviewing the draft, click the Finish button.
  • The system removes the "VOID" watermark and populates the ship date, finalizing the DD250.

4. Prepare MSL

• Go to the "Prepare Shipment Labels" function. The data from your finished DD250 will be available.
• Enter the final carrier and tracking information.
  • This will generate a draft MSL (Military Shipping Label) in a "VOID" status.

5. Finalize MSL

• After reviewing the draft MSL, click the Finish button. This is the final step.
  • Finishing the MSL triggers the automated transmission of the completed DD250 and Invoice data to WAWF, typically within the hour.

For RFID-Required Contracts

This workflow is used when item-level RFID tags are mandatory. It relies on uploading a pre-formatted data file containing all your RFID and packing information.

1. Create Shipment File

• Using your internal systems (or third-party software), generate a shipment file in the specified ASCII or XML format. This file must contain all RFID tag data and the "parent-child" relationships linking items to cases and cases to pallets.
  • You will need an FTP account, set up by the VIM-ASAP team, to upload your file.

2. Upload to VIM

• Upload the completed shipment file to the VIM-ASAP FTP site.
  • A successful upload will automatically create a draft (un-finished) DD250 within the VIM-ASAP portal.

3. Finalize DD250

• In the "Manufacturing" module, go to View/Edit Existing DD250s.
• Locate the draft DD250 created by your file upload and review it for accuracy.
• Click Finish.
  • This finalizes the Receiving Report portion of the shipment.

4. Finalize MSL

• Go to "View/Edit Existing Shipment Labels." Locate the corresponding draft MSL, enter any final carrier information, and click Finish.
  • Finishing the MSL is the final trigger that transmits your complete invoice and receiving report data to WAWF for processing.

VIM Helpdesk

For assistance with VIM, please contact the help desk at  VIMsupport@dla.mil.

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Once VIM-ASAP has successfully pushed your invoice and receiving report into WAWF, it will be routed to the Defense Finance and Accounting Service (DFAS)  for payment.

For Invoice-Only submissions:

• The invoice will process directly to DFAS.

For Combo (Invoice and Receiving Report) submissions:

• The package will be routed to the designated government inspector (typically DCMA) in WAWF. The inspector must electronically sign the receiving report before it is sent to DFAS for payment.

You can check the status of your payment by logging into the Procurement Integrated Enterprise Environment (PIEE)   and accessing the myInvoice module.

Typically payment terms are 30 days, but this will be stated in the contract. DFAS evaluates the submitted Invoice and Receiving Report by using a "3-Way Match" approach which seeks matching information across the Contract, Invoice, and Receiving Report and then pre-validates the invoice. After approval, the DFAS Disbursing Office will send a check or EFT (Electronic Funds Transfer) to the supplier and update myInvoice.

MyInvoice is a web-based application developed specifically for suppliers and government users to obtain status of suppliers' invoices.

To check invoice payment status, a supplier can check myInvoice in PIEE  or see if a Payment Official has completed any action on the WAWF submitted invoice.

See the following DFAS video below to see how to check payment status in myInvoice.

 

Check for Payment Official Action

Another way to check the status of your invoice in WAWF is to follow these steps: 

1. Login to WAWF and select the Vendor tab. 
2. From the dropdown, select History folder.
3. Use the search fields to locate the Combo Invoice.
4. Click Submit.
5. Locate the invoice heading and then click on the linked document below. 
6. Once invoice opens, scroll down to the bottom of the page and under Action By: Payment Official, you can view the status of your invoice.

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This information includes elements of AI-generated content, which were reviewed and edited by relevant War Department employees to verify appropriateness and compliance with DOW policies and guidance.