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FACTSHEET | July 17, 2023

Submitting a Post Award Request (PAR) in DIBBs

Purpose: To provide guidance on how to send Post Award Requests (PARs) to a Contract Administrator in order to receive assistance regarding a Contract or Purchase Order (PO) after an award is displayed in DLA's Internet Bid Board System (DIBBS).

This is a visual flow chart of how a Vendor would submit a Post Award Request when needing answers or assistance. See Jump to section below for all steps in chronological order.
Submitting a PAR in DIBBs
This is a visual flow chart of how a Vendor would submit a Post Award Request when needing answers or assistance. The process is step by step including pictures, additional links, and detailed information to complete the task.
Photo By: John McCormick
VIRIN: 230703-D-D0441-9082

Jump to Step:

Introductory Information

  1. Open DIBBS and Select Log In Button
  2. Enter Log In Information
  3. Create PAR
  4. Decide To Copy PAR Information
  5. Fill in PAR Entry Form
  6. Review and Submit PAR

Resources and Terms Glossary

Introductory Information

Some examples of when a PAR would be used include (but are not limited to):

  • Payment Issues
  • Performance Issues
  • Vendor Requested Cancellation
  • Any Contractual Changes

 Vendors must have an account in DIBBS to create PARs and can only submit PARs for POs/Contracts that they have been awarded or that reside in the Supplier Relationship Management (SRM) system.

PARs are the initial point of contact for Vendors to request support from the contract administrators. This method should be used prior to other methods of communication (e.g., calls, emails, letters, faxes, etc.).

Access DIBBS 

Returning users should log into DIBBS using User ID and password. 

New users of DIBBS should go to DIBBS registration .

1

Open DIBBS and Select Log In Button

Open DIBBS  website and select the "Registered User Log In."

Please see adjacent text or context for equivalent information of image.
Submitting a PAR in DIBBS
Graphic demonstrates how to go to the Log In screen from the home page of DIBBS.
Photo By: John McCormick
VIRIN: 230620-D-D0441-9071

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2

Enter Log In Information

DIBBS Vendor Log In screen opens, In the Registered User Login section:

  1. Enter User Identification (Username)
  2. Enter Password
  3. Select the "Submit" button

Please see adjacent text or context for equivalent information of image.
Submitting a PAR in DIBBS
Graphic demonstrates the areas of User ID, Password and finally clicking the submit button to log into DIBBS.
Photo By: John McCormick
VIRIN: 230620-D-D0441-9072

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3

Create PAR

DIBBS Welcome screen opens:

  1. Locate the "Hot Links" section and select the "Post Award Request (PAR)" link.
    Please see adjacent text or context for equivalent information of image.
    Submitting a PAR in DIBBS
    Graphic demonstrates how to get started on submitting a PAR by selecting on the Post Award Request (PAR) link under the Hot Links section.
    Photo By: John McCormick
    VIRIN: 230620-D-D0441-9073
    1. Tip: You can also select the "Post Award Request (PAR)" link the "Awards" section on DIBBS Homepage to go straight to the Awards Post Award Requests screen after completing Log In screen.
      Please see adjacent text or context for equivalent information of image.
      Submitting a PAR in DIBBS
      Graphic demonstrates an alternative route to start the PAR submission process by selecting the Post Award Request link on the DIBBS home screen.
      Photo By: John McCormick
      VIRIN: 230620-D-D0441-9074
  2. When Post Award Requests screen opens, select the "New PAR" link from "Post Award Request (PAR)" section

Please see adjacent text or context for equivalent information of image.
Submitting a PAR in DIBBS
Graphic demonstrates selecting the New PAR link to submit a PAR on the Post Award Request screen in DIBBS.
Photo By: John McCormick
VIRIN: 230620-D-D0441-9080

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4

Decide To Copy PAR Information

No, Copy PAR

  1. "New PAR" screen opens, select No radio button
  2. Select the "Next" button 

Please see adjacent text or context for equivalent information of image.
Submitting a PAR in DIBBS
Graphic demonstrates how to copy PAR information if needed to start another PAR submission.
Photo By: John McCormick
VIRIN: 230620-D-D0441-9075

Yes, Copy PAR

  1. "New PAR" screen opens, select Yes radio button.
  2. An entry PAR # field will appear; enter the PAR number you want to copy information from.
  3. The PAR entry form (next step) should have pre-populated the Procurement Instrument Identification (PIID) Number, Contract Line Item Number (CLIN), and PAR Type fields and will be able to continue to create the additional PAR.

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5

Fill In PAR Entry Form

Important: Up to this point, you can cancel the PAR, and no data will be submitted to the system. To cancel the PAR click on “CLEAR” button towards the bottom of the PAR Entry form.

PAR Entry screen opens, enter information into the following fields if not already pre-populated from a copied PAR:

  1. Contract Number (*Mandatory Entry)
    Note: If your request changes the terms and conditions of the contract use the basic contract number. Otherwise use the Delivery Order number.
    Tip: The Delivery Order number can be found on block 2 of the DD1155.
  2. CLIN (if applicable)
  3. PAR Reason – Click on the Dropdown List arrow for the field to select a value (*Mandatory Entry)

    PAR Reason Code PAR Reason Code Description
    VR01 Delivery Date Change
    VR02 Duty Free Entry Request
    VR03 Free Issues
    VR04 Price Change and Mistakes-in-Bid
    VR05 Economic Price Adjustments and Redeterminations
    VR06 Quantity Change or Variation in Quantity Change
    VR07 Unit of Issue Change
    VR08 Vendor Requested Cancellation
    VR09 Packaging Change or Clarification
    VR10 Place of Performance Change
    VR11 Other Vendor Request
    VR12 Payment Issues
    VR13 Tooling Request
    VR14 Transportation Issues
    VR15 Request for Variance (from NIIN Technical Data)
    VR16 First Article Test (Govt or CTR) Inquiry
    VR17 Production Lot Test Inquiry
    VR18 Technical Data Package Request & Clarification of Drawings
    VR19 Change Administrative Office or Inspection/Acceptance
    VR20 Addition of Non-Recurring Expenses
    VR21 Part Number of Revision Change
    VR22 Modification

  4. Consideration amount – only fill out if offering to pay consideration
  5. Enter an explanation and/or justification of the requested action into the “Type additional notes to the Contract Administrator here” block
    Please see adjacent text or context for equivalent information of image.
    Submitting a PAR in DIBBs
    Graphic demonstrates the multiple fields that need to be updated when entering PAR information in the PAR Entry screen.
    Photo By: John McCormick
    VIRIN: 230703-D-D0441-0019
  6. Upload any attachments to the PAR by selecting the "Browse" button, and then selecting the desired file from your computer's file explorer that opens.

Note: Attach any necessary documents to justify requested actions such as:

  • Proof of total costs incurred
  • Cost breakdowns
  • Copies of invoices
  • Shipping documents

Please see adjacent text or context for equivalent information of image.
Submitting a PAR in DIBBs
Graphic demonstrates the use of the browse button when filling in PAR entry fields to upload applicable attachments.
Photo By: John McCormick
VIRIN: 230703-D-D0441-0020

File Types Acceptable File Type Descriptions
.doc Microsoft Word document/ Word Perfect document
.docx Microsoft Office Open XML Format Word document
.gif GIF image file
.htm Hypertext Markup Language File
.html Hypertext Markup Language File
.jpe JPEG Image File
.jpg JPEG Image File
.pdf Portable Document Format / Printer description file
.png Portable Network Graphic file
.pps Power Point slide show / Ping Plotter file
.ppt Power Point presentation file
.pptx Power Point Microsoft Office Open XML Format Presentation
.rtf Rich text file
.rtx Rich text file
.tif  TIFF file
.tiff  TIFF file
.txt Text File
.xls Microsoft Excel Spreadsheet 
.xlsx Microsoft Excel Open XML Document 

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6

Review and Submit PAR

After reviewing all information in PAR Entry form: 

  1. Select the "Submit" button.
    Please see adjacent text or context for equivalent information of image.
    Submitting a PAR in DIBBS
    Graphic demonstrates clicking the submit button after filling in all PAR entry form fields.
    Photo By: John McCormick
    VIRIN: 230620-D-D0441-9078
  2. Once submitted the PAR Creation Confirmation page opens, with PAR number and details.
    Please see adjacent text or context for equivalent information of image.
    Submitting a PAR in DIBBS
    Graphic demonstrates the PAR submission confirmation number that appears after clicking the submit button.
    Photo By: John McCormick
    VIRIN: 230620-D-D0441-9079

Tip: Record the PAR number for future usage.

Note: The following PAR Details are displayed on this screen:

  • PAR number
  • PAR creation date
  • Contract  Number (PIIN)
  • CLIN (if applicable)
  • PAR Reason code
  • Consideration Amount (if applicable)
  • Submitter’s CAGE
  • Submission Date
  • Contract Administrator’s:
    • Name
    • Phone number
    • Email address

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Resources:

Terms Glossary

Find meanings for acronyms, abbreviations and codes used throughout the process article below in the table:

Term Used Meaning/Definition
CAGE Commercial and Government Entity
CLIN Contract Line Item Number
DD1155 Order for Supplies or Services
DIBBS DLA Internet Bid Board System
DLA Defense Logistics Agency
FAQ Frequently Asked Questions
ID Identifier
PAR Post Award Request
PDF Portable Document Format
PIIN Procurement Instrument Identification Number
PO Purchase Order