Purpose: The DLA Energy Bulk Petroleum Supplier Pathway outlines the steps on how a Bulk Petroleum Supplier can work with DLA Energy.
Objectives:
- Provide instructions on how Bulk Petroleum Suppliers can do business with DLA Energy
- Give an overview of how Suppliers can conduct market research
- Provide step-by-step guidance on how to submit solicitations to DLA Energy
Revised: 6/24/2025
Navigate:
Introduction into Energy Bulk Petroleum
- Reach out to your Local APEX Accelerators for Assistance
- Register in the System for Award Management (SAM.gov)
- Obtain Basic Certifications and Meet Compliance Standards
- Search for Solicitations in SAM.gov
- Research Past Performance on Energy Contracts in Bulk CIS
- Research Bulk Energy Bid Evaluation Models from Past Solicitations in SAM.gov
- Find Solicitations that Meet your Location, Capabilities, and Contract Timelines
- Find Solicitations that Meet your Delivery Capabilities
- Find Solicitations that Align with the Supplier's Capabilities
- Establish AMPS Account and Role for Offer Entry Tool (OET)
- Establish Bulk Offer Entry Tool (OET) Account Set Up
- Submit Offer with SF1449 Package with Attachments
- Is the Supplier a Small Business?
- Complete steps required to accept set-asides for Business
- Offer Accepted for Award by Contract Admin?
- Restart Process at Market Research
- Begin Performing and Delivering on Contract
- Material Receipted and Confirmed by QAR on Site (typically)
- QAR Notifies Appropriate Parties after Inspection of Material
- Supplier Submitting ERR & Invoice in the same WAWF session?
- Complete Energy Combo Invoicing
- Complete Energy Invoice and Energy Receiving Report (EI/ERR)
- Receive Payment from DFAS
Resources and Terms Glossary
DLA Energy Bulk Petroleum Program
DLA Energy Bulk Petroleum Products provide contract support for the Bulk Petroleum supply chain, including worldwide military jet fuel and marine diesel fuel requirements including, but not limited to:
- JAA/F-24: Jet A with Additives
- JP8: Primary Land Based Jet Fuel
- JP5: Naval Shipboard Jet Fuel
- F76: Naval Marine Distillate Fuel
The Bulk Petroleum business unit also procures bulk additives, bulk lubricants, thermally stable aviation turbine fuel, and various services. Some additive examples include:
- Fuel System Icing Inhibitor (FSII): prevents the formation of ice crystals in aviation fuel systems
- Lubricity Improver Additive (LIA)
- Corrosion Inhibitor (CLA): decreases the corrosion rate of metals that come in contact with fluid
These fuels are acquired through four major purchase programs:
- Inland/East & Gulf Coast
- Rocky Mountain/West Coast
- Atlantic/Europe/Mediterranean
- Western Pacific (includes Middle East)
In addition to products, DLA Energy Bulk Petroleum also procures services such as:
- Domestic and Overseas Storage
- Aircraft Alongside Refueling
- Fuels Management Service
- Environmental and Lab Testing
APEX Accelerators, formerly known as Procurement Technical Assistance Programs, assists businesses in pursuit of Federal Government contracts by providing education and training to ensure that all businesses become capable of participating in Federal, state, and local Government contracts including DLA. Some education and training topics include:
- How to register and use DoD/DLA applications, like the System for Award Management (SAM.gov), which is required to acquire a Commercial and Government Entity (CAGE) Code
- Helping Small Businesses navigate solicitations and potential funding opportunities
The System for Award Management (previously known as Central Contract Registration) is a database that requires registration prior to award of any Federal Government contract, basic agreement, basic ordering agreement, or blanket purchase agreement.
SAM.gov, during registration, also assigns a Commercial and Government Entity (CAGE) Code, needed to do business with the DoD and DLA, during the entity validation step of registering in SAM.gov.
Registration in SAM.gov is free.
In order to become a Bulk Petroleum Supplier for DLA, certain basic certifications and adherence to compliance is required.
Certifications
Compliance
The above are general certifications and regulations that must be met. However, for the full listing of all certifications that are needed and all regulations that must be followed, review all solicitation sections.
For more information, see Understanding a Solicitation Using Uniform Contract Format.
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Before beginning to conduct market research into Bulk Petroleum opportunities, understand the following about Bulk Petroleum Contracts:
- Centered on the procurement of large volumes of petroleum products with large dollar value contracts
- The estimated quantity with high, minimum lift guarantee is 75%. Suppliers must meet this standard
- Suppliers must be prepared for awards on FOB Origin and FOB Destination basis
- Use predominantly commercial distribution systems to move petroleum product
- Distribution may be direct to end destination point or have to go through intermediate terminal(s) to reach the end destination point
To find Bulk Petroleum solicitations, search SPE602 (which is the DoD Activity Address Code associated) in SAM.gov's Contracting search.
Review solicitations present in listings on SAM.gov. There are different solicitation notice types that fit within three stages:
- Sources Sought - Used to gather basic information on availability and interest for Suppliers to meet the demands of a potential future solicitation, customer need, or business need
- Pre-solicitation/Synopsis - Used to gather more details on capabilities of Suppliers and prime engagement up for when official solicitation in released
- Solicitation - Standard solicitation to make official bids
See the example below of different Notice Types.
Resources:
Research past industry performance in DLA Energy's Bulk Contract Information System (CIS) to gather market information on:
- What other Suppliers have charged and are currently charging
- How much bulk product is available and is currently being supplied to regions/locations
- In demand products from various Suppliers
To extract useful market research data from the Bulk Contract Information System, a user can:
- Obtain a global search report aggregating data from all Suppliers and customer organized groups
- Focus on a Bulk Buy Fuel Effort for historical, filterable, and sortable contract data
Global Search
Global Search produces a Requirement Report by beginning with a selection of Buys (Bulk). The Global Search option allows the user to select multiple Regions across all time periods to view at one time, as opposed to the selection of a single COG/Program or Buy.
Energy CIS Manual for Bulk Energy CIS Manual for Bulk
- Select which regions (typically associated with Suppliers that are currently servicing the regions) of interest you want the search to focus on.
- User can search and select individual regions or they can Select All.
- Select OK button.
- From the Report Data section, select the following dropdowns that you want filtered:
- Location
- Contractor
- State
- Service
- Contract Number
- Contract Lineitem
- Solicitation Number
- TSW Location
- Product
- Mode
- From the Report Sort Order section, rank the data to be sorted based on the report data column. A user can have up to nine sorting levels.
- From the Report Format Options, select one of the following options:
- Display Report in Narrative Format
- Display Report in Tabular Format
- Download Excel Spreadsheet
- Email Report in Narrative Format
Narrative Format
The Narrative Requirement Format gives various display screens with more detailed information and may include:
- Line item data
- Product data
- Lift history
- Price escalation data
- Vendor data
Example of Narrative Report with Price Escalation Details
Tabular Format
The Tabular Requirement grid will show data in an online spreadsheet table view with detailed information that may include:
- Location
- Vendor information
- Line item data
- Product data
- Price escalation data
- Lift history
Example of Tabular Report
Excel Spreadsheet
This allows the user to fully download the filtered dataset into an Excel spreadsheet with similar columns as in the Tabular Format.
Example of Downloaded Excel Spreadsheet
Email Report in Narrative Format
Users can email the Narrative Format requirement report to a specified email; however, there will not be any embedded hyperlinks to provide additional details.
Example of Emailing a Narrative Format with Confirmation Pop-Up
Bulk Fuel Buys Selection
Is populated with Buys hyperlinks that display a Create Report For: XX screen for the specific Buy named on the hyperlink.
Energy CIS Manual for Bulk Energy CIS Manual for Bulk
Select Bulk Contract Information System (CIS) and open to the main "Bulk Fuels" screen.
Select a currently operating Bulk Fuels Buy that is associated to a region and Supplier.
- From the Report Data section, select the following dropdowns to filter the data:
- Location
- Contractor
- State
- Service
- Contract Number
- Contract Lineitem
- Solicitation Number
- TSW Location
- Product
- Mode
- From the Report Sort Order, determine the ranking of how you want the data to be sorted based on report column. A user can have up to nine sorting levels.
- From the Report Format Options, select from one of the following options:
- Display Report in Narrative Format
- Display Report in Tabular Format
- Download Excel Spreadsheet
- Email Report in Narrative Format
Narrative Format
The Narrative Requirement Format gives various display screens and more detailed information. It may include:
- Line item data
- Product data
- Lift history
- Price escalation data
- Vendor data
Example of Narrative Report with Price Escalation Details
Tabular Format
The Tabular Requirement grid will show data in an online spreadsheet table view with detailed information that may include:
- Location
- Vendor Information
- Lineitem data
- Product data
- Price Escalation data
- Lift History
Example of Tabular Report
Excel Spreadsheet
The Excel spreadsheet allows the user to fully download the filtered dataset into an Excel spreadsheet with mainly the same columns as in the Tabular Format.
Example of Downloaded Excel Spreadsheet
Email Report in Narrative Format
Users can email the Narrative Format requirement report to a specified email; however, there will not be any embedded hyperlinks to provide additional details.
Example of Emailing a Narrative Format with Confirmation Pop-Up
Resources
To gain insight into past offers that aided in developing quality offer packages to DLA Energy, search previous Bulk Energy solicitations.
Search SPE602 in SAM.gov's contracting page which will pull up DLA Energy's Bulk Petroleum solicitations.
After looking at active listings, switch to inactive or old 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 Solicitation or Updated Solicitation.
Begin reviewing previous successful Supplier offers to DLA Energy. Particularly, look for the following documents that will give information on Suppliers who bid, price and quantity points, and locations:
- Summary of Awards (Bid Summary of Award Information) - Displays which Suppliers were awarded contracts for needed products. Identifies product volume offered and amount awarded to Offerors as well as contract values and laid-down costs.
- MLCS (Minimum Laid Down Cost Solution Contractor Summary) - Lists all Suppliers who bid on specific products and their laid-down costs to the Government, with an evaluation of each offeror's cost for each item.
- MCBEW Report (Minimum Cost Solution Bid Evaluation Sheet) - Focuses on all Suppliers who submitted bids, detailing their minimum laid-down cost to DLA Energy that met the quantity and destination requirements. It also includes requested quantities by transportation mode, such as pipe or tanker, along with delivery percentages. Identifies each Offeror's lowest-cost option to every demand location.
- MCBAS (Minimum Cost Solution Bid Award Sheet) - Focuses on all Suppliers who were awarded and what their minimum laid-down cost was to DLA Energy. Identifies the winning Offeror's least cost move to each demand location, organized by demand location.
- Minimum Cost Solution Contractor Contract Value Sheet - Identifies product and volume to be awarded to each Offeror.
Note: DLA Energy Bulk Petroleum does not look at past performance when evaluating offers.
Tip: Remember to focus on "Solicitation" or "Updated Solicitation" in the Notice Type for most relevant information while conducting market research.
Important Concept: Bid Evaluation Model (BEM)
The Bid Evaluation Model (BEM) outlines how DLA evaluates the offers from Suppliers to award a contract. By understanding and gearing offers to match the BEM, Suppliers have a much better chance at being considered for an award.
The BEM is used to find the minimum laid-down cost (i.e., total cost including transportation expenses) for the procurement.
Laid Down Cost considerations include:
- The offered product price
- Transportation costs
- Additive costs
- Storage/onward distribution costs
- Fixed costs
- Variable costs
- Excess throughput charges
- Offer specific evaluation factors
- Base Reference Price evaluation factors
The BEM takes into consideration the following when evaluating an award:
- Volume restrictions
- Multiple transportation and delivery modes
- Injection capability
- Tiered or block pricing
The BEM also has evaluation rounds for the offers that are received from Suppliers. They typically occur in these rounds:
- Round 1: Initial Offers
- Round 2: Interim Offers with Minimum Cost Bid Evaluation Sheet
- Round 3: Final Offers with Minimum Cost Bid Evaluation Sheet and Laid Down Cost Report
- Round 4: Final Price Reduction
Important: These rounds are typical of a DLA Energy Bulk Petroleum solicitation, HOWEVER review the solicitation in entirety for nuances in procurement. There may be changes in the number of rounds or in what information can be updated in the Offer Entry Tool (OET), depending on the circumstances of the procurement. Vendors should check the Request For Proposal section M and any amendments to make sure they understand which rounds the Contracting Officer plans to use, and what available fields can be changed in succeeding rounds.
After the solicitation has been posted to the SAM.gov website, it will be posted to the Offer Entry Tool (OET) as the Initial Standard Round.
Offerors must participate in the Initial Standard Round and be in the competitive range to be eligible to participate in any subsequent rounds.
Initial Round: Offerors can edit all data fields in its Offer Submission Package (OSP) by adding shipping locations, origin and destination bid lines, quantities, prices, and offer conditions.
Offerors may change most data fields in their offer, including adding and removing shipping locations, adding or removing origin and destination bid lines, quantities, prices, and offer conditions.
The Interim Proposal Round is the last round Offerors are allowed to add new shipping points, products, modes of delivery, sources of supply, Free on Board (FOB) terms, exception requests, or new bid lines.
Interim OET round submittal is also the last opportunity for Offerors to request additional bid lines to propose tiered pricing.
Offerors will not be able to add new shipping points, products, modes of delivery, sources of supply, FOB, escalators exception requests, or new bid lines.
Offerors will still be able to edit the other fields as needed.
If the Contracting Officer determines that a Price Reduction round will be held, Offerors will only be allowed to lower their offered price and may not make revisions to any other OET fields.
Offerors will be provided with an updated copy of the Minimum Cost Bid Evaluation Worksheet (MCBEW) and a “Laid Down Cost Report” (LCR).
The LCR will provide information on the price currently in line for award at each line item.
This report is limited to providing the solicitation line item, demand location, quantity currently in line for award, and the laid-down price for the quantity currently in line for award.
If there was no new offered price submitted during the OET Price Reduction round, then the previous submitted offered price will be used for evaluation.
Important: Revisions submitted after the close of a round will not be considered.
Resources
Identify solicitations that you can deliver and perform on. In most cases, Suppliers are best able to perform and deliver on awards when deliveries are within their own region.
For example, if the solicitation is for "Bulk Petroleum Products Western Pacific/Middle East Program" then there is a good chance East Coast Suppliers would not be competitive enough to bid or be able to meet the performance and delivery requirements due to not being in geographic proximity.
Also, consider that contracts in DLA's Bulk Petroleum Acquisition Purchase Program run for 12 month periods per region. As a result, the bidding window for each region typically lasts about 1-2 months unless a solicitation is updated for a region outside of the norm.
For example, the Western Pacific region's contract runs from January 1st to December 31st, which means the window of time a solicitation typically will go out is between November to early December. For more information, see DLA Energy's Bulk Petroleum: Military Specification Fuels.
| Acquisition Purchase Program |
Date |
| Western Pacific |
Jan. 1 - Dec. 31 |
| Inland / East / Gulf Coast |
April 1 - March 31 |
| Atlantic / Europe / Mediterranean |
July 1 - June 30 |
| Rocky Mountain/West Coast |
Oct. 1 - Sept. 30 |
| JPTS |
April 1 - March 31 |
| Lubes |
April 1 - March 31 |
| Additives |
July 1 - June 30 |
| Foreign Military Sales - Israel |
Oct. 1 - Sept. 30 |
| Deep Freeze |
Dec. 1 - Jan. 31 |
In addition to time windows, a Supplier must also be aware of the Total Estimated Quantities DLA Energy is seeking to procure within the contract period.
An example solicitation stating:
The Total Estimated Quantities are as follows:
Turbine Fuel, Aviation, JP8, PP 2.2a, 8,015,000 USG (US Gallons).
The Supplier must deliver 8,015,000 USG of JP8 Aviation Turbine Fuel.
Resources
Suppliers must ensure they can meet the delivery requirements stated in the solicitation.
Some common delivery methods stated in requirements are:
- Tanker
- Barge
- Shallow Draft Tanker
- Railcar
- Truck
- Pipeline
- Both FOB Origin and Destination (depending on the specific requirement and location)
Example of stated expected delivery methods:
Solicitations often specify the requirements that the procured product must meet. Most commonly they are MIL and ASTM standards; however, commercial standards may be stated and required.
Some of the standards maybe directly stated in the solicitation on SAM.gov; however, they will always be stated in the Quality Assurance Provisions (QAPs) which will be included in the "Attachments" section on the solicitation.
Examples of Quality Assurance Provisions
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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The Account Management Provisioning System (AMPS) is DLA's centralized account application that allows users to access other DLA systems and tools, like DLA Energy's Offer Entry Tool. For more information on AMPS, see AMPS - DLA Account Management and Provisioning System.
To establish your DLA Account Management and Provisioning System Account, follow the instructions on How To Register in DLA's Account Management Provisioning System (AMPS).
After your AMPS account has been set up, a new AMPS role must be acquired in order to gain access to OET.
- Log into your AMPS account to request the OET.
- Select Energy Applications on the Browse Roles by Application tab.
- Select Energy OET.
- Select the Energy OET Prod - 100 role.
- Complete all information and submit request.
Note: OET temporary username and password will be sent to you via email from the Energy Procurement Support Tools (EPST) Provisioner. User ID and Password for AMPS are NOT the same as for OET.
After receiving your temporary password, you must log on to OET within 48 hours and change the provided temporary password to a password that you create and is known only to you; once your password has been changed the temporary password is invalid. The password you create during the password change is the one that you will use to access OET.
What is the Bulk Offer Entry Tool (OET)?
The Bulk OET allows prospective Bulk Fuel Suppliers to securely enter and submit complex offers on a DLA Energy fuel solicitation. Offers must be submitted using the Bulk Offer Entry Tool (OET). Use of the OET is mandatory for DLA Energy Bulk Petroleum solicitations so that offers can be imported directly into the Bulk Bid Evaluation Model (BEM) for the evaluation of price. Any documents not submitted in the OET cannot be rated as part of the Vendor’s Offer Submission Package (OSP).
Concerning access to the OET:
- Allow 3-5 business days after submission for OET access
- Log in every 30 days per DoD policy
- Ensure account is tied to your CAGE code
- Do not share your username or password
- Only the account holder can submit for reset of account/password
- Passwords expire every 60 days (users will be prompted to change)
- Revalidate your Bulk Vendor Role OET - 105 AMPS role annually
Resources:
Log in and Basic Account set up
Log into the EPST Offer Entry Tool. A Supplier can also access the OET by clicking the link in an Invitation to Bid email notification sent by a Buyer.
Accept the DoD Access Warning pop-up by clicking OK.
Company Info and Buy Selection
If a new user is logging in for the first time, the User Account Info Screen will display to confirm the Company information and Buy Selection(s). At least one Buy Selection must be chosen.
CAGE and Business Unit
If you are logging on using a standard password (i.e., one you created via Password Change function) the next step in the log in process is dependent on the number of CAGE Codes associated with your account and whether the account is active. If your account is inactive upon clicking Log On, a message will be displayed notifying you that administrative assistance is required via the link on the EPST OET Splash Page to complete the log on process.
If you have multiple CAGE Codes associated with your active account, clicking Log On invokes the "Select a CAGE Code" screen displaying a list of the CAGE Codes associated with your account. Click the CAGE Code to be used during the current log-on session, then click Select to proceed to the "Select Business Unit" screen.
If you have a single CAGE Code associated with your active account, clicking Log On on the completed "User Authentication" screen invokes the "Select Business Unit" screen. Click the radio button associated with Bulk Fuels, and then the Continue button.
Upon clicking Continue on the "Select Business Unit" screen, the "Login Authentication Success" screen, which displays navigation guidelines for the application and any other message that could be pertinent to the user, is produced.
Click Continue on the "Login Authentication Success" screen to display the "Bulk OET Start" screen.
Vendor will define company’s physical shipping location capabilities (e.g. physical location, SPLC (Standard Point Location Code), available product(s), available fuel additive(s), and available modes of transportation).
Resources:
Enter Offer Submission Package data which contains all contracting requirements (FAR, Certs, etc.), payment information per the solicitation, and Offer Submission Data.
A Supplier can withdraw a previously submitted offer from consideration.
OSP data can include, but is not limited to, such information as:
- Source of Supply - production capacity for each source, shipping points supplied by each refinery source
- Parcel shipping sizes and daily load/move capacity (by shipping mode)
- Origin tanker/barge loading facility data and port restrictions
- Quality assurance documentation
- Truck/truck trailer free time and detention rates
- Schedule of refinery shutdowns for turnarounds
- K clauses
When editing in the OET, it is recommended that only ONE user edits at a time to ensure no data issues.
Generally speaking, the process to submit an offer in the OET is:
- Vendor logs on through the EPST OET web entry point, selects the business unit Bulk Fuels, and then selects the solicitation upon which to submit offer(s).
- Vendor enters/reviews the physical capabilities of their shipping locations.
- Vendor enters any FOB Origin Bid Offers (up to a maximum limit of 9,999 combined origin/destination offer lines).
- May review entries via the Origin Bid Summary Report.
- Vendor enters any FOB Destination Bid Offers (up to a maximum limit of 9,999 combined origin/destination offer lines).
- May review entries via the Destination Bid Summary Report.
- Vendor enters any/all Offer Conditions (up to a maximum limit of 35 for each AND, OR, or BEFORE offer condition).
- Review offer data via Bid Package Report.
- Enter Offer Submission Data.
- Produce an Offer Package Report.
- Vendor uploads supporting offer package documents.
- Vendor submits solicitation response (includes offer data entered in OET, Offer Submission Data, .pdf offer package documents, and electronically signed SF1449).
- Vendor repeats the offer submission process for all offer rounds (Standard and Price Reduction) that the DLA Buyer opens, via BEM (discussed in the section Important Concept: Bid Evaluation Model (BEM)), for a solicitation.
Important: The following instructions are not intended to replace the OET User Manual. They are provided as a tool to assist you in submitting your offer under a Bulk Fuels solicitation using the Offer Entry Tool (OET). For detailed instructions on how to use the OFFER ENTRY TOOL, please select and review the OET Bulk User Manual.
- Access the BULK OET. Click ‘OK’ when the DoD warning page comes up. The Main Page will have ‘EPST OET’ at the top of the page and ‘OFFER ENTRY TOOL' at the bottom of the page. Click on either of these to continue the login process.
- Note that this page has a link to download the OET User Manual, and a link to email the Help Desk and Tech Team for help.
- Input your OET User Name (Case sensitive) and Password and click ‘Logon’. Do not use your AMPS username.
- Select your CAGE code and company name from the list and click ‘Select.’ If you have OET accounts for multiple CAGE codes, you will be asked to select the CAGE Code for the offer you wish to work on. Note that you will need to log out of the OET and log back in to change accounts.
- Select ‘Bulk Fuels’ and click ‘Continue’ when asked which business unit published the solicitation.
- Click ‘Continue’ on the Login Authentication Success page.
- Click ‘Select Solicitation.’ A list of solicitations will appear. Click ‘View/Edit’ for the solicitation you are interested in. If you do not see your solicitation listed, try clicking the ‘Refresh List’ button at the bottom.
- If the solicitation round is closed, you will automatically go into View Only mode where you can review your offer and print reports but will not be able to make changes.
- If the solicitation round is open and you have not previously submitted your offer, you will automatically go into Edit mode, where you can update and submit your offer.
- If the solicitation round is open and you have previously submitted your offer, you will receive a warning that your offer has already been submitted. You can choose to go into VIEW mode to review your offer data and print reports. You can also choose to go into EDIT mode. WARNING!!! If you elect to go into EDIT mode, your offer will be un-submitted to allow you to make changes. You MUST then resubmit your offer before the closing time and date for the solicitation round in order to have a responsive offer. You are now on the home page for the BULK OET. If the round is open, you will see the solicitation number, the solicitation round, when the round opened, and the date and time when the round closes at the top of the page. There will also be a ‘doomsday clock’ providing you with a countdown of the time remaining until the round closes. Note: All times are based on local time (Fort Belvoir, VA on Eastern Standard Time). If the round is closed, there will be a note at the top indicating that the round is closed. You will be able to view your offer, but you will not be able to make changes.
- To update your account data, select ‘My Account’ from the top right corner of the page.
- Ensure your company name, phone number and e-mail address are correct.
- If you have multiple CAGE codes in your account, you can elect to have the e-mail address provided linked to just this CAGE code, or to all CAGE codes.
- Ensure your company class (size status/standard) is correct.
- Move any purchase programs that you are interested in from the ‘Available’ to the ‘Selected’ table at the bottom of the page. You will receive an automated email every time the OET is opened for any solicitation that you put on the selected table.
- If you need to change/update your password, there is a button here to do so.
- Click on ‘Save’ to save your updates and to move back to the home page.
- The menu items on the left hand side of the page beginning with ‘Shipping Point Physical Abilities’ and ending with ‘Submit Offer Package’ is where you input your offer. It is where you define your shipping points, submit FOB Origin or Destination offers, tie your offers to price escalators, and include any conditions with your offer. The options listed on the right hand side of the page - ‘Offer Bid Spreadsheet’ through ‘Change Solicitation’ is where you complete the Offer Submission Package. Please see the OET User Manual for detailed information on each menu item.
- You MUST define shipping point information for at least one shipping point using the ‘Shipping Point Physical Abilities’ tab. Here you will define the product, shipping mode, and additive injection capabilities for your shipping point.
- You MUST submit at least one offer bid line using either the ‘Origin Bid Offers’ or the ‘Destination Bid Offers’ tab. After entering each offer, select the ‘Additional Bid Line Data’ button to tie that offer to an escalator. The OET will not allow you to submit an offer without tying it to an escalator.
- All items under ‘Offer Conditions’ are optional, you may use none, some, or all of the various option conditions as needed. Make sure that any conditions entered do not conflict with each other.
- The ‘View/Upload Bid Package Documents’ button is used to upload any attachments you will be providing with your offer. You may attach multiple documents to your offer, but all documents must be in PDF format. The type of OET round will determine if attachments are allowed:
- For the INITIAL OFFER rounds, at least one attachment is REQUIRED.
- For all additional ‘standard’ rounds (IPR, FPR, etc.), attachments are OPTIONAL.
- For all Price Reduction rounds – no attachments are allowed.
- The ‘Offer Submission Data’ tab is where you complete the Offer Submission Package, excluding those clauses that are completed in the System for Award Management (SAM). When you click on the tab, a new page will open with menu items down the left side of the page. Each of these items represents a different section of the offer submission package. You should complete the information in each area as applicable to your offer. Please note that the OET will not allow you to submit your offer if you have failed to provide required information, including at least one Authorized Negotiator (K Clause data), the Overall Quantity by Refinery Source, and Source of Supply information. The bottom menu item (Return to Bid Entry) will return you to the offer main menu page.
- The ‘Bid Package Report’ button will produce an Adobe pdf report of your bid line data.
- The ‘Offer Submission Package’ button will produce an Adobe pdf version of your Offer Submission Package.
- The ‘Change Solicitation Button’ may be used to return to the Main Menu to select a different solicitation to work in.
- Once all information is complete in your offer, you may ‘SUBMIT OFFER PACKAGE’. When you do this, you will be electronically signing an SF1449 and submitting an offer submission package for that solicitation round. You MUST submit your initial offer prior to the date and time set for close of initial offers in order to be eligible to submit an updated offer in any subsequent round. As stated above, if you have submitted your offer and wish to make changes, you may elect to ‘un-submit’ your offer to make changes. Remember – the offer must be submitted again prior to close of the round!
- The OET will validate your offer when you submit it and may produce an error message that indicates what portion of your offer needs to be corrected.
- Select ‘Logout’ at the top of the page after you have submitted your offer.
Request For Proposal Addenda to FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES states:
“If an offeror has a physical address in the U.S. Central Command (CENTCOM); is submitting FOB Destination Offer(s) to CENTCOM; and/or is offering FOB Origin Shipping Point(s) in CENTCOM, then the offeror shall be registered in the Joint Contingency Contracting System (JCCS) to be considered for contract award. If awarded, active registration shall be maintained throughout the contract period of performance. Countries in CENTCOM include Afghanistan, Bahrain, Egypt, Iran, Iraq, Jordan, Kazakhstan, Kuwait, Kyrgyzstan, Lebanon, Oman, Pakistan, Qatar, Saudi Arabia, Syria, Tajikistan, Turkmenistan, United Arab Emirates, Uzbekistan, and Yemen.
Likewise, if an offeror has a physical address in the U.S. Africa Command (AFRICOM); is submitting FOB Destination Offer(s) to AFRICOM; and/or is offering FOB Origin Shipping Point(s) in AFRICOM, then the offeror shall be registered in JCCS to be considered for contract award.”
Resources:
In order for a Supplier to be considered an eligible small business for set-asides or other small business program considerations, they must have the NAICS classification 324110 Petroleum Refineries.
If the solicitation states "Small business statuses will be taken into account," determine if you meet either of these Small Business requirements:
- Either no more than 1,500 employees or
- No more than 200,000 barrels per calendar day total Operable Atmospheric Crude Oil Distillation capacity
The typically Small Business Socio-Economic considerations that may be available (for domestic procurement only):
- 8(a) Reservations
- HUBZone Premium Program
- Small Business Set-Asides (price matching)
Set-asides
Small Business set-asides are determined independently for each procurement.
Note: Since the Nonmanufacturer Rule is incorporated into the solicitation, a small business that is a nonmanufacturer must receive their product from a small business manufacturer in order to be considered a small business eligible for set-asides.
Determine if the solicitation states "Small business set-aside is available." Available set-aside quantity percentage, if applicable, is set out in schedule B of the solicitation which will indicate whether set-asides will be available for small businesses.
Example of a solicitation having Small Business set-aside opportunities.
Example of a solicitation not having Small Business set-aside opportunities.
Resources
Before award, eligible small businesses who are evaluated to requirement locations that have set-asides will be sorted into an order going by their laid-down price at that location.
The small business with the lowest laid-down price will be given the first opportunity to price match the price that the Government would otherwise pay.
If the price match is accepted, the small business will be awarded the set-aside quantity at the new price match price.
If the price match is declined, the set-aside quantity will be offered to the next lowest eligible small business.
This process repeats until either there is no set-aside quantity left or no eligible small businesses are left.
If there is still set-aside quantity available after this process, the quantity reverts into the unrestricted quantity at that requirement location.
Resources
After submissions, the Contract Administrator will determine which offer to choose based on the following criteria:
- Lowest pricing
- Volume restrictions
- Multiple transportation and delivery modes
- Injection capability
- Tiered or block pricing
For help understanding or reading your contract, see Understanding Contract Basics.
If offer is not accepted, a Supplier can restart the process and begin researching Bulk Petroleum opportunities using Step 4 - Search Solicitations.
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Begin to perform on contract adhering to all:
- Standards
- Contract delivery methods
- Contract delivery schedules
- Contract quantity
- Any other details mentioned in the SF1449
Who to Contact for Questions During Performance Period?
For contract related questions and requests, reach out to the Contract Administrator assigned to your contract. Most times, it is the same Point of Contact (POC) as stated on the solicitation.
Quality Assurance Representative (QAR) ensures material was delivered in accordance with Quality Assurance Provisions (QAPs) outlined in the solicitation and contract as discussed in Step 9 - Quality Standards.
Examples may include:
- If delivered by truck with tank, ensure the tank is properly cleaned and no residue or containments of other loads of different materials are present.
- If by pipeline, quality check will occur at Origin inspection.
Quality Assurance Representative (QAR) will notify all appropriate parties after inspection of material, whether by pipeline, barge, tanker, etc.,
If the quality inspection passes, the Acceptor will receive and process material.
If the quality inspection fails, a Product Quality Deficiency Report (PQDR), used to report a product defect or issue, will be generated and the Supplier will need to contact their Contract Administrator for resolution.
In order to a submit an invoice that DFAS can pay, the Supplier must submit the Invoice and Energy Receiving Report (ERR) into WAWF.
To submit an invoice, users must have access to Procurement Integrated Enterprise Environment (PIEE), which provides access to Wide Area Workflow (WAWF), the system used to submit invoices to DLA and route the information to Defense Finance and Account Service (DFAS) for payment processing.
There are two slightly different invoicing processes depending on whether the Supplier already has an ERR in hand or not. Suppliers have different business practices based upon their priorities.
Combo Invoicing
If an ERR was not created during delivery, the Supplier will need to complete an Energy Combo Invoice. With an Energy Combo Invoice, the Supplier enters information into WAWF and WAWF will generate both the Invoice and the ERR. Proceed to Step 18a - Energy Combo Invoicing.
Energy Invoice / Energy Receiving Report
If an ERR was created by the acceptor of the material or by the Supplier, then the Supplier will need to enter data separately for the Energy Invoice and then re-enter it again for the Energy Receiving Report. Proceed to Step 19 - Energy Invoice / Energy Receiving Report.
When creating a Combo Invoicing Process, both the Invoice and Receiving Report will be generated at the same time. Review the following guides:
Important: If a WAWF user attempts to create an ECOMBO with an Inspector or Acceptor DoDAAC that has no active users registered against it, the user will receive a pop-up message stating "No active users are registered against the entered DoDAAC" and advises them to submit a stand-alone Invoice (i.e., the EI and ERR).
After completing the Energy Combo Invoice, skip to step 20 - Receiving Payment from DFAS.
Supplier will need to complete two rounds of entering data into WAWF. The first round is entering data to create an Energy Receiving Report and the second round is to enter information to create an Energy Invoice.
See the following WAWF guides to create the EI and ERR separately:
Once the invoice (typically with receiving report) has been submitted in WAWF, it will be routed to the Defense Finance And Accounting Service (DFAS) for processing.
Typically payment terms are 30 days, but this will be stated in the contract. DFAS evaluates the submitted Invoice and ERR by using a "3-Way Match" approach which seeks matching information across the Contract, Invoice, and ERR and then pre-validates the invoice. After approval, the DFAS Disbursing Office will send a check or Electronic Finance Transfer (EFT) to Vendor 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 Procurement Integrated Enterprise Environment (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:
- Login to WAWF and select the Vendor tab.
- From the dropdown, select History folder.
- Use the search fields to locate the Combo Invoice.
- Click Submit.
- Locate the invoice heading and then click on the linked document below.
- 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.
Resources:
Terms Glossary
Find meanings for acronyms, abbreviations, and codes used throughout the process article below in the table:
| Term Used |
Meaning/Definition |
| AMPS |
Account Management and Provisioning System |
| ASTM |
American Society for Testing and Materials |
| BEM |
Bid Evaluation Model |
| CAGE |
Commercial and Government Entity |
| CIS |
Contract Information System |
| CMMC |
Cybersecurity Maturity Model Certification |
| DFAS |
Defense Finance and Accounting Services |
| DoDAAC |
Department of Defense Activity Address Code |
| ECombo |
Energy Combo |
| EI |
Energy Invoice |
| EPST |
Energy Procurement Support Tools |
| ERR |
Energy Receiving Report |
| FAR |
Federal Acquisition Regulation |
| FOB |
Free on Board |
| GSA |
General Services Administration |
| HUB Zone |
Historically Underutilized Business Zone |
| IPR |
Interim Proposal Round |
| LCR |
Laid Down Cost Report |
| MCBAS |
Minimum Cost Solution Bid Award Sheet |
| MCBEW |
Minimum Cost Bid Evaluation Worksheet |
| MCLS |
Minimum Laid Down Cost Solution |
| MIL |
Military |
| OET |
Offer Entry Tool |
| OSBP |
Office of Small Business Programs |
| OSP |
Offer Submission Package |
| PIEE |
Procurement Integrated Enterprise Environment |
| PQDR |
Product Quality Deficiency Report |
| QAPs |
Quality Assurance Provisions |
| QAR |
Quality Assurance Representative |
| SAM.gov |
System for Award Management |
| SF1449 |
Solicitation/Contract/Order for Commercial Products and Commercial Services |
| TAA |
Trade Agreement Act |
| TSW |
Temporary Storage Warehouse |
| USG |
United Stated Gallon |
| WAWF |
Wide Area Workflow |
| TIR |
Total Item Record |