The purpose of the Replenishment Parts, Purchase, or Borrow (RPPOB) Program article is to give step by step guidance on how manufacturers can obtain currently approved items from DLA stock at their own expense (by loan or sale) to develop Source Approval Requests (SARs).
Objectives:
- Provide instructions on how Vendors obtain the RPPOB AMPS Role
- Give an overview of how RPPOB can lead into a SAR
- Provide step by step guidance in the RPPOB Process
Revised: 8/27/2024
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Before Starting
- Ensure Vendor Has Basic RPPOB Qualifications
- Obtain RPPOB Vendor AMPS Role
- Vendor Selects Items and Submits RPPOB Request
- Program Evaluates Item(s) & Emails Vendor
- Vendor Signs Agreement, Pays & Receives Item(s)
- Vendor Submits SAR for RE (Reverse Engineered) Item(s)
- SAR is Evaluated
- SAR Decision Letter is Sent to Vendor for Item(s)
Resources and Terms Glossary
To view any sub-step in this process, select the expand all button or individually select each expandable section to open/close.
Before Starting
Video Overview of the Aviation Reverse Engineering Process (RPPOB Program)
The primary purpose of the RPPOB program is to:
- Enhance competition among items by working with Vendors to develop alternative sources
- Increase competition to ultimately reduce DLA acquisition costs and improve lead times on items
- Provide Vendors an additional way to become an approved source of an item
Depending on the RPPOB Request Type selected this process could take 3 to 12 months.
Vendor must have basic qualifications if interested in RPPOB program:
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Once the DLA Aviation basic requirements above are satisfied and a Vendor has received their AMPS User ID and Password, they can request the RPPOB Vendor role on the Account Management and Provisioning System (AMPS) following the directions below:
A. Request RPPOB Vendor role in AMPS
- Go to the AMPS page. If the Vendor is prompted for a certificate after going to the AMPS main screen, hit the Cancel button instead.
- Once the "Welcome to the AMPS Gateway" screen appears, select the Click HERE for access to AMPS link.
- Read and agree to the conditions by selecting OK on the "Single Sign-On Authentication" page.
- Log in with Vendor DoD AMPS account credentials (i.e., User ID and Password).
- Select Login.
- After the "AMPS Home" screen opens, select Role Request.
- Read the "DLA Privacy Act Statement" and click Accept.
Under the Request Role tab, fill in User Information:
- Complete all required User Account Information and User Contact Information fields. User Information fields should populate, but if not, fill-in.
Note: Only a few fields are required, but it is best practice to fill in as many applicable fields as possible.
- Click Next.
Under the Request Role tab, fill in Select Roles:
- In the Browse Roles by Application section, select the DLA Enterprise Applications dropdown.
- Select the RPPOB option.
- Note: A user can also type the RPPOB role name into the Search Roles - Roles Name search field and select the Search button to pull up the role name.
- The RPPOB Prod - RPPOB Vendor RPPOB-100 role should now appear in the Role Name section. Select this role to ensure it is highlighted.
- Select the right arrow button to move the role into the Selected Roles area.
- Click Next.
Under the Request Role tab, fill in Justification:
- Provide required justification in the "Justification" section . Example: "Role needed to participate in DLA RPPOB program."
- Upload any optional attachments that might back the justification.
- Ensure the Vendor CAGE code is entered into the "Value" field.
- Click Next.
- Review the information on the Role Request Summary page.
- Click Submit if all of the information is correct.
- Review the "Role Request Confirmation" screen and select Ok.
- Go back to AMPS "Home" screen and select My Information.
- Read the "DLA Privacy Act Statement" and click Accept.
- Select the Applications & Roles tab under the My Information tab.
- Review Pending Requests section to confirm RPPOB Role Request submission.
B. Receive an email confirming the approved RPPOB role
When the RPPOB AMPS role is approved and provisioned for the Vendor, an email notification will be sent with confirmation details.
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The RPPOB Program generally provides for both Sales and Loans of parts. However, electronic parts, ball/roller bearings, seals and rubber products may NOT be loaned out."
RPPOB Team
The Vendor selects items of interest for reverse engineering from the RPPOB Part Catalog or the Vendor can conduct their own research to select parts. RPPOB's Auxiliary List (Excel) is another source that contains unvetted items, but Vendors are still encouraged to review this list.
List of sources to find potential RPPOB parts:
When a Vendor is doing research, they are encouraged to look at the item's historical purchase quantity and price. This information can be found in DLA's Acquisition Forecast- DIBBS Supplier Requirement Visibility Application (SRVA) , which is located in DLA's Internet Bid Board System (DIBBS) . See the Vendor Resources DIBBS Tab for more information on SRVA.
Items with these AMSC codes will not be accepted:
- AMSC B: Item's data and drawings are managed by the Design Control Activity and/or Original Equipment Manufacturer (OEM).
- AMSC G: Item is already designated as fully competitive and described by drawings and specifications.
- AMSC T: Qualified Product List (QPL) item must qualify through a testing facility listed on the qualified product specification documents. Vendor will be referred to the qualifying activity (QA) that is stated on the specification (i.e., Military Standards).
Items typically reversed engineered are sole source items with a minimum $40,000 annual demand. Commonly, items that do not have a high enough annual demand will be a poor return of investment for both the Government and Vendor. For more information on item demand forecasting, see Vendor Resources DIBBS Tab.
After selection, the Vendor notifies the RPPOB team by submitting a Reverse Engineering Request by following the below:
- Request the part by clicking the DLA Aviation Managed Part Request on the main RPPOB DLA page.
- Log in to AMPS (if prompted).
- Fill in all required information in Part Purchase or Borrow Request form:
- Requestor and Requestor CAGE - This field will automatically populate based on AMPS information present in the user profile. The Requestor CAGE is the primary manufacturer or Contractor/Vendor representative.
- Associated CAGE - This field is normally left blank however, it will automatically populate based on AMPS information already present in user profile. This is the CAGE belonging to the Vendor's main source; it is only applicable if they are representing another CAGE. It cannot be an existing DLA source of supply.
- NIIN - Enter National Item Identification Number.
- Request Type - Select a RPPOB Request Type option.
- % - Percentage sign is a placeholder and holds no option. % is the same as selecting nothing for the field.
- View Part at DSCR for RE Consideration - Vendor wants to view an item at a specified location but has not made a decision as to whether or not they want to participate in the RPPOB program.
- Borrow Part for RE Effort - Vendor wants to borrow the part on loan (i.e., bailment) at Standard Unit Price, and when item is returned in original condition, the Vendor will receive the funds back.
- Purchase Part for RE Effort - Vendor wants to purchase the part at Standard Unit Price, and the item cannot be returned.
- Other - Vendor wants to propose something other than what is stated above. Typically, this option is used if a Vendor is submitting a Drawing Request or asking for NIIN data.
- Risk Assumption - Select a Risk Assumption option (field appears only when Borrow or Purchase Part is selected in "Request Type" field)
- % - Percentage sign is a placeholder and holds no option. % is the same as selecting nothing for the field.
- "I would like ESA Concurrence before purchasing or borrowing item and understand this may take 60-90 days." -
Explanation: DLA Aviation Engineering may send a funded request to the cognizant engineering organization asking for updated technical data and obtaining service acceptance of the Reversed Engineered item prior to Vendor receiving the part.
- "I assume the risk of proceeding without ESA concurrence." -
Explanation: Vendor assumes risk of development and RPPOB team continues evaluation without initial concurrence from ESA.
- Justification - Provide proper reasoning why the item should be considered for RPPOB program. The field has a max limit of 4,000 characters and if a Vendor needs more space to provide proper justification they can email the RPPOB team at dscr.boc@dla.mil.
If requesting NIIN data, enter "Drawing Request" in the field.
- Quantity - Amount of units of the NIIN the Vendor is asking to borrow or purchase.
If requesting NIIN data, place a 0 (i.e. zero) in the field.
- Estimated Savings/Unit - the approximate amount of savings per unit when the item is reverse engineered as compared to what is presently being procured by DLA.
- After reviewing all fields for accuracy, select Submit Request.
Note: To view all previously submitted RPPOB requests, return to the "Part Purchase or Borrow Request" form and select the Previous Requests tab.
The time to get a contract generated and sent to a Vendor is currently:
- Vendor Assumed Risk requests should take 3 - 5 months to be worked and part sent.
- ESA Assumed Risk requests can take anywhere from 9 - 12 months to receive a positive ESA response and have the parts ordered.
Technical data may be available for AMSC "C" items with unlimited rights.
If unsure of the AMSC of an item, please check Pub Log.
To request the data, use the RPPOB form outlined above in step 3. The process is similar to ordering a part except the Vendor needs to:
- Place a ZERO (0) in the Quantity field
- The Request Type field will be Other
- In the Justification field, the Vendor will need to enter Drawing Request.
If a Vendor is unable to log in to fill out the "Reverse Engineering Request" form after the RPPOB role was approved in step 2:
- Contact the DISA Global Service Desk at 1-844-347-2457 (Press 5, then speak or enter D-L-A)
- Use the statement "I NEED MY PASSWORD CHANGED FOR RPPOB WHICH IS DONE IN AMPS - SEND ME TO V-APPS TEAM" which will initiate resolution.
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If the item meets program requirements and is approved, an agreement will be sent (i.e., contract to purchase the item) by email to the Vendor with the purchase price of the sample in both dollars and units.
DLA requirements review will take 3 - 5 months. If ESA is selected review may take up to 12 months.
To obtain the publicly available data (can be export controlled) for the specified RPPOB item, review the following instructions on the RPPOB Program FAQ ICE page .
- Any existing drawings (If requested as "Other" request, see main RPPOB FAQ Page .)
- Economic project feasibility
- Ensuring the item meets program requirements
- If requested (ESA Concurrence risk category), contact the Engineering Support Activities (ESA) to determine their ability to evaluate a Reverse Engineering CAT IV SAR
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After the Vendor signs the agreement and pays for the item, the item(s) will be shipped in accordance with the contract and terms of the agreement. After the parts are received, the Vendor will reverse engineer at their own expense.
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The Vendor will then develop a Source Approval Request (SAR) in accordance with the instructions located in the following documents:
Typically when a Vendor goes through the RPPOB Reverse Engineering Program in order to develop a SAR, that SAR will either be a Type II (Category II) - Similar Item or Type IV (Category IV) - Reverse Engineered Part.
Category 2 SARs are requests from Vendors who have not previously manufactured or performed Repair, Overhaul, Maintenance, Modification (ROMM) on the exact NSN item on the Original Equipment Manufacturer (OEM) technical data. Instead, the Vendor has manufactured or performed ROMM on items similar in complexity, design, criticality, manufacturing/repair/overhaul processes, materials and application for any one of the following parties:
- Prime Contractor
- Original Equipment Manufacturer (OEM) or another service using OEM Data
- Civil Sector under Federal Aviation Administration Part Manufacturer Approval based on identicality
Category 4 SARs are requests from Vendors that propose a reverse engineered part that is equivalent to the OEM's.
When there is a proposed alternative design or manufacturing process than what is the ESAs standard, then it is considered Reengineering and will be addressed via Engineering Change Process MIL-HDBK-61A, Configuration Management Guidance .
A Reverse Engineering (RE) Approval from Engineering Support Activity (ESA) is conducted before a Category 4 SAR is evaluated.
The Vendor will then submit the SAR Package in accordance with the below:
- If there is an open solicitation for a NSN for which a Vendor wants to submit a SAR, submit it directly to the buyer (the one soliciting the award) noted on the solicitation.
Note: Buyer will not delay award decision because of SAR submission.
- If there are no open solicitations for a NSN, send SAR Package by email to the Competition Advocate Office (CAO) in the Small Business Office at dlaavnsmallbus@dla.mil . Include "Request a SAR drop off for RPPOB Program" in the subject and body of the email. Also include in the body of the email: what category
- In the email include "Request a SAR drop off for RPPOB Program" in the subject and body of the email. Also include in the body of the email the following information in below format:
- Category X (1-4) SAR package
- RPPOB Program: Yes or No
- NSN: ####-##-###-####
- CAGE: XXXXX
- POC: supplieremail@supplier.com
- Phone: 555-123-1234
- After it is received, the Vendor's email for "request a SAR drop off for RPPOB Program" will be returned, and then the Vendor can download the file.
- In the file include CAGE code, the NSN, and the email address where the Vendor wants to receive the link for DoD SAFE document drop off.
Note: When filling in information on the file to return through DoD SAFE, do not activate second password encryption. Otherwise, the file will not be viewable.
From the Secure Access Files Exchange v2.0 User Guide:
"Department of Defense (DoD) Secure Access File Exchange (SAFE) is a web-based file transfer service that provides authenticated DoD Common Access Card (CAC) users (authenticated users) and guests (unauthenticated users) the capability to securely send and receive large files, including files that are too large to be transmitted via email.
Guests can receive files from CAC users and send files to CAC users only if the CAC user has requested the files.
A notification of the file transfer is sent through email."
For more information, see the AVN SAR Submission Instructions 12-14-2022 (PDF).
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The SAR will be evaluated by the appropriate team and, if required, forwarded to the military service(s) for their review and approval.
Approval or disapproval does not change a Vendor's ability to bid on fully competitive items.
The review process can take over 180 days from the date the SAR is received by DLA Aviation. Once a decision is made, the Vendor will receive a formal notification letter advising of the results.
If a Vendor does not have a track record of producing high quality items for the Government, it can be harder to obtain a SAR approval.
If disapproved the Vendor may resubmit their SAR package at any time.
The following Government entities will review the SAR Package:
- CAO: gives initial review, logs the SAR case, coordinates SAR approval tracking, and coordinates all communication (i.e., notifications) between the Government and a Vendor.
- Value Engineering: reviews SAR Package business case and technical data.
- ESA: evaluates weapon system engineering and any other technical system in their domain.
SARs may not be processed if it is determined that the SAR is not cost effective due to:
- Low item demand
- Low dollar value
- Years of stock on hand
- Multiple sources cited on TIR (Total Item Record)
- Obsolescence - Government no longer intends to purchase this item
Award of Solicitations will not be delayed due to pending AO/SAR package evaluations.
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The CAO or another representative from the Small Business Office will send the SAR decision letter approving, rejecting, or asking for more information from the Vendor.
When responding, one of the following decisions will be communicated:
- SAR is rejected, reason examples include (not all inclusive):
- Need additional data to evaluate SAR
- Need to complete qualification testing (i.e., looks good on paper, but needs to be tested for government usage)
- Minimal Savings
- Low Demands on NSN item
- Test cost would be to high
- NSN part item could not be evaluated because Government doesn't have sufficient data to compare for a fair evaluation.
- Note: If rejected, the Vendor (source) can respond to the POC on the letter challenging the decision.
- SAR is accepted. Vendor will receive written authorization to participate as an Approved Source for the specific NSN(s) in future procurements.
Becoming an approved source of supply only grants the opportunity to compete to supply the item, it does not guarantee future awards.
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Resources:
Reverse Engineering Resources:
Tech data may be obtained through:
- Quick Search Assist - Houses Government developed standards, specifications, and some drawings.
- 3rd Party Publications - Purchase from the applicable publisher or licensed dealer. DLA can’t supply these due to license issues.
- Freedom of Information Act Request - Any reference documents or other data that has been delivered to the Government with unlimited rights and is not available through the options above.
- Army Technical Data Requests
- Air Force Engineering Data Request Procedures
- Navy Drawings -
Qualified Contractor Program customers requesting engineering drawings and NAVAIR Publications must: be certified by DLIS; hold a current DD Form 2345 per the OPNAVINST 5510.161; send an email to: nani_qualifiedcontractor@navy.mil including in the email the Engineering Drawing Number, Manufacture Cage Code, and Revision Level. To request a publication include, NAVAIR Publication Number, Change Level, and Title.
If a company does not have the basic qualifications, then they can send a FOIA request to NANI_FOIA@navy.mil or file a FOIA request through www.Securerelease.us.
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 |
| AO |
Alternate Offer |
| AVN |
Aviation |
| CAGE |
Commercial and Government Entity |
| CAO |
Competition Advocate Office |
| DIBBS |
DLA's Internet Bid Board System |
| DLA |
Defense Logistics Agency |
| DoD |
Department of Defense |
| ESA |
Engineering Support Activity |
| JCP |
Joint Certification Program |
| NSN |
National Stock Number |
| OEM |
Original Equipment Manufacturer |
| PDF |
Portable Document Format |
| RE |
Reverse Engineered |
| ROMM |
Repair, Overhaul, Maintenance, Modification |
| RPPOB |
Replenishment Parts, Purchase or Borrow |
| SAM |
System for Award Management |
| SAR |
Source Approval Request |
| SRVA |
Supplier Requirement Visibility Application |
| TIR |
Total Item Record |