Doing Business with The Defense Logistics Agency (DLA) and Defense Supply Center Columbus (DSCC)

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1 Doing Business with The Defense Logistics Agency (DLA) and Defense Supply Center Columbus (DSCC) Eleanor Holland, Director DSCC Office of Small Business Programs (800) (614)

2 Agenda DLA Overview Socio-economic Goals DIBBS (DLA Internet Bid Board) Solicitations and Quoting Drawings & Technical Data (including JCP Certification) Forecasting Information Alternate Offers Automated Best Value System (ABVS) Vendor Scores Radio Frequency Identification (RFID) Marking Getting paid Wide Area Work Flow (WAWF) Where to go for more help

3 PRODUCTS: Consumable Spare Parts Depot Level Reparables (DLRs) Fuel Energy Food Medical Apparel Construction DLA s Business 5.2 MILLION ITEMS SERVICES: Acquisition Log Info & Document Automation Warehousing & Distribution Reutilization & Disposal National Stockpile 83% 83% of of All All Military Needs Met Met by by DLA DLA 100% of of Military Needs for for Energy, Food, Medical & Apparel Met Met by by DLA DLA Customers Deployable Units Fixed Bases Ships at sea Allies Federal Agencies FAA NASA Coast Guard TSA

4 The DLA Enterprise FY04 Sales/Services: $28B FY05 Sales/Services: $31.8B FY06 Sales/Services: $35.5B FY07 Sales/Services: $34.8B FY08 Sales/Services: $38.0B Land/Maritime: $3.5B Aviation: $3.4B Troop Support: $12.4B Energy: $13.4B Distribution: $1.3B Other: $1.2B ~95% of Services repair parts 100% of Services subsistence, fuels, medical, clothing & textile, construction & barrier materiel Foreign Military Sales Sales: $1.18B Shipments: 535K Supporting 124 Nations Scope of Business 54,000 Requisitions/Day 8,200 Contracts/Day #64 Fortune 500 Above Walt Disney #3 in Top 50 Distribution Warehouses 26 Distribution Depots 5.2 Million Items eight supply chains 25M Annual Receipts and Issues 1411 Weapon Systems Supported 132.8M Barrels Fuel Sold $14.6B Annual Reutilizations/Disposals People 20,805 Civilians 519 Active Duty Military 754 Reserve Military Located in 48 States/28 Countries 4

5 Depot Level Reparables (DLRs) Timeline to DSCC Responsibility Nov 9, 2008 Feb 15, 2009 DLA Mech (NAVICP) Phase I Mechanicsburg, PA Navy DLA Warren (TACOM) Warren, MI Army Nov 2009 DLA Mech (NAVICP) Phase II Mechanicsburg, PA Navy Oct 2010 LOGCOM Albany, GA Marine Apr 2011 TACOM (Rock Island Arsenal, IL) Rock Island, IL Army Sep 2011 CECOM Aberdeen, MD Army Scott Rybicki DLA-Warren Small Business Specialist scott.rybicki@dla.mil Tim Danowski DLA-Mech Small Business Specialist timothy.danowski@dla.mil

6 DSCC Business Profile Scope of Business 6.7M requisitions per year 707K contracts per year 1,900 contracts/day ($7.8M) 2.1M NSNs 1,400+ weapon systems 145,000+ customers 7,000+ suppliers FY09 FY09 Projected Depot Depot Level Level Reparables Contracts DLA-Mechanicsburg: 7,400 7,400 contracts valued valued at at $240M $240M DLA-Warren: contracts valued valued at at $195M $195M FY06: $2.9B; FY07: $3.2B; FY08: $3.5B

7 How do we do it? Organized into 8 Demand/Supply Chains

8 Socio-Economic Programs

9 FY09 Land and Maritime Goals LAND MARITIME Small 40.0% 65.0% HUBZone 4.3% 2.9% Small Disadvantaged (SDB) 2.3% 3.0% Woman Owned 8.0% 12.1% Service Disabled 3.0% 3.0% 8(a) 0.14%.07% Approximately 55% of DSCC dollars are awarded to Small Businesses

10 DLA Internet Bid Board (DIBBS) What is on DIBBS? View RFQs and submit quotes View RFPs & Long Term Contracting Opportunities View provisions, clauses and specifications View award history Access drawings and technical data (C-folders) Access Forecast Information Access the Automated Best Value System (ABVS) (your Performance Score used in award decisions)

11 DIBBS Home Page Under $100K Over $100K Vendor Rating System Forecast Tool

12 DIBBS Registration

13 DIBBS Registration 078P7

14 DIBBS Registration DIBBS pulls certain info from the CCR Other info required to be entered at registration XYZ Company 100 East Street John Doe

15 DIBBS Registration (cont d)

16 DIBBS Registration (cont d)

17 DIBBS Screen if Already Registered xxxxx John Doe (555)

18 Logging onto DIBBS

19 Logging onto DIBBS (cont d) XXXXXXX

20 Starting Solicitation Search

21 RFQ Database Search Categories

22 RFQ Database Search Timeframe

23 RFQ Database Limit Search To...

24 Solicitations - FSC 2510 Vehicle Cab, Body & Frame Structural Components

25 Solicitation Results - FSC 2510 Vehicle Cab, Body & Frame Structural Components

26 Is the Data Complete? AMSC = G Means Data is Technically Suitable and Legally Clear

27 AMSC CODES One-position alpha code - reflects the type of technical data 0 Not established A Governments rights in data questionable B Source control C Contracting from approved source D Data to produce is not physically available E Reserved F Reserved G Data is technically suitable and legally clear H Inadequate data J Reserved K Produced from class 1A castings L Low dollar value of contracting M Master of coordinated tooling N Requires special test P Rights to use data legally unavailable R Rights to use data restricted S Restricted to limited sources because of security T Qualified Products List (QPL) U This item is uneconomical V High reliability part W Reserved Y Design unstable Z Commercial/Non-Developmental/Off-the-Shelf-Items

28 Solicitation Results - FSC 2510 Vehicle Cab, Body & Frame Structural Components

29 RFQ Solicitation One Time Buy

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31 Because the AMSC Code = G

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39 Transformation Performance Searching for Solicitations by Key Words Culture

40 BUMPER SEARCH

41 BUMPER RESULTS

42 DLA s Master Solicitation The DLA Master Solicitation for Automated Simplified Acquisitions (under $100,000) is used for the solicitation of Request for Quotes (RFQ) and the award of Purchase Orders for each Defense Supply Centers: DSCC, DSCP, and DSCR Master_Solicitation_Current.doc

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45 Linking to the Actual Clauses Link to the Regulation Pick the Clause from the RFQ

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48 Back to DIBBS Ready to Quote On-line

49 Opening the Quote Form

50 Complete the Quote Form

51 Bid Without Exception The following are not considered exceptions: Quoting delivery different than required delivery days Quoting origin inspection on solicitations requiring destination inspection Quoting a superseding or previously approved part or correction to a CAGE/part number Quoting a used, reconditioned, remanufactured, new/unused Govt. surplus, foreign, or hazardous items

52 Bid With Exception precludes receiving automated awards The following are considered exceptions: Quoting alternate product or taking exception to the item description Exceptions to packaging and RFID requirements (RFID required for shipment to all depot locations) Exceptions to FOB point Quoting destination inspection on solicitations requiring origin inspection Exceptions to required quantity Quoting a quantity variance outside the specified range

53 Complete the Quote Form

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55 Manufacturer Dealer QSL Dealer QSL Manufacturer

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63 Your Quote Acceptance

64 Already Quoted Checkmark Indicates You Already Quoted

65 Submitted Quotes

66 Submitted Quotes

67 Revise Your Quote Click to Revise Your Quote

68 Accessing Technical Data

69 Viewing Technical Data First, download the viewer: Need Assistance? Call Hours are from 7:00am to 4:00pm (Central Time) Monday through Friday

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72 Download Both

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74 User Name is CAGE + 01 (if Super User) Password is your original DIBBS password

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79 Accessing DoD and Federal Specs and Standards ASSIST on Line

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83 Restricted Drawing Access JCP Joint U.S./Canadian Certification Program

84 Why Why is Certification is JCP Certification Necessary? Required? Performance Culture Transformation To establish eligibility of U.S. or Canadian contractors to receive technical data under the control of DoD or the Canadian Department of National Defence To limit access to military critical data

85 How to get a JCP How to Get JCP Certified Certification Number Performance Culture Transformation Go to Complete DD Form 2345 Submit the completed form and copies of the following: State or Provincial License, Incorporation Certificate, Sales Tax Identification Form, or Other documentation which verifies the legitimacy of your company Response is usually within 2 weeks

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87 Requests for Proposals Opportunities over $100,000

88 Requests for Proposals Solicitations over $100,000 RFP Search

89 Search for RFPs By Search Category or View All

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92 If you just want to look at the RFP, check NO and submit

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95 Return by Date & Time is Critical

96 Forecast Information on DIBBS Supplier Requirements Visibility Application

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101 Alternate Offer Approval

102 Alternate Offers at DSCC Alternate offers not normally evaluated for current procurement For "T" and "U" solicitations (9 th position of RFQ #) Submit evaluation requests to: Defense Supply Center Columbus Katie Hines Gibbs or ) Alternate Offer Monitor, DSCC-BPI PO Box 3990 Columbus, OH For other than T or U solicitations, send the alternate offer package to the buyer

103 Alternate Offers at DSCR For "T" and "U" solicitations (9 th position of RFQ #) Submit evaluation requests to: Defense Supply Center Richmond Jan Strickland or ) Alternate Offer Monitor, DSCR-DU 8000 Jefferson Davis Hwy Richmond, VA For other than T or U solicitations, send the alternate offer package to the buyer

104 What Information Is Required? 1. Legible / complete copies of all drawings, specs, or other data clearly describing characteristics and features 2. Must cover design, materials, performance, function, interchangeability, inspection and or testing criteria and other characteristics of the offered product. 3. Must furnish drawings and other data covering the design, materials, etc. of the exact product cited. 4. You MUST provide the National Stock Number (NSN) & the PROPOSED UNIT PRICE (with price breaks)

105 Evaluation Costs: GOVERNMENT AVERAGE PRICE - PROPOSED UNIT PRICE = PER UNIT DOLLAR SAVINGS X Evaluation Costs & Savings Calculations $200 - Local Evaluation $1,500 per Engineering Support Activity (ESA) $1,700 - $6,200 minimum and maximum amount of savings required if the package must be forwarded to the ESA(s) for further evaluation ANNUAL DEMAND = SAVINGS CALCULATION

106 Transformation Performance Culture Radio Frequency Identification RFID Jeanie Beisner

107 What is RFID? A means of identifying an object using a radio frequency transmission Readers can be either stationary or hand-held Tags can be read remotely There are 2 types of RFID tags: Active - large, costly, used on high priced end items Passive - small, inexpensive, used on exterior packages and pallets when shipped to a DoD warehouse DFARS Clause ( ) (Locations, Commodities, Tags and Requirements)

108 Why we need RFID... Rapidly moving force on a dynamic battlefield Demand for better information on assets Need for more effective management of inventory` Visibility is Critical to Effective Logistics Support

109 RFID Tag Types Active RFID Self-contained power source (long-life battery) Long read range 100 feet or more Capable of sending and receiving signals to and from readers Currently in-use by DOD Cost between $75 - $100. High price precludes widespread adoption

110 Passive RFID Tags Much smaller than active tags Short read range Relies on signal emitted from a reader, no selfcontained power source. Costs are decreasing as technology matures and suppliers enter the market. Low cost allows for widespread deployment and use.

111 Locations Requiring RFID (1) Defense Distribution Depot, Susquehanna, PA: DoDAAC W25G1U or SW3124 (2) Defense Distribution Depot, San Joaquin, CA: DoDAAC W62G2T or SW3224 (3) Defense Distribution Depot, Albany, GA: DoDAAC SW3121 (4) Defense Distribution Depot, Anniston, AL: DoDAAC W31G1Z or SW3120 (5) Defense Distribution Depot, Barstow, CA: DoDAAC SW3215 (6) Defense Distribution Depot, Cherry Point, NC: DoDAAC SW3113 (7) Defense Distribution Depot, Columbus, OH: DoDAAC SW0700 (8) Defense Distribution Depot, Corpus Christi, TX: DoDAAC W45H08 or SW3222 (9) Defense Distribution Depot, Hill, UT: DoDAAC SW3210 (10) Defense Distribution Depot, Jacksonville, FL: DoDAAC SW3122 (11) Defense Distribution Depot, Oklahoma City, OK: DoDAAC SW3211 (12) Defense Distribution Depot, Norfolk, VA: DoDAAC SW3117 (13) Defense Distribution Depot, Puget Sound, WA: DoDAAC SW3216 (14) Defense Distribution Depot, Red River, TX: DoDAAC W45G19 or SW3227 (15) Defense Distribution Depot, Richmond, VA: DoDAAC SW0400 (16) Defense Distribution Depot, San Diego, CA: DoDAAC SW3218 (17) Defense Distribution Depot, Tobyhanna, PA: DoDAAC W25G1W or SW3114 (18) Defense Distribution Depot, Warner Robins, GA: DoDAAC SW3119 (19) Air Mobility Command Terminal, Charleston Air Force Base, Charleston, SC: Air Terminal Identifier Code CHS. (20) Air Mobility Command Terminal, Naval Air Station, Norfolk, VA: Air Terminal Identifier Code NGU. (21) Air Mobility Command Terminal, Travis Air Force Base, Fairfield, CA: Air Terminal Identifier Code SUU.

112 Supplier Options for Meeting DOD RFID Requirement Pre-Programmed DOD Compliant Tag On Demand Internal Printing Solution Full RFID Integration Suppliers Guide MIL-STD-129P Military Marking for Shipment and Storage Link to DFARS RFID Clause ( )

113 DON T Best Value Contracting DROP THE BALL DLA Vendor Rating System: Automated Best Value System (ABVS)

114 Automated Best Value System (ABVS) What is ABVS? Vendors past performance (delivery & quality) Translates into a numeric score Displayed for the buyers How does my ABVS score affect me? Buyers uses the score as an additional evaluation factor when making best value award decisions IN OTHER WORDS Poor Performance Today may mean lost awards in the future!

115 ABVS Score Breakdown DELIVERY 50% QUALITY 50% PERCENT ON TIME 60% AVERAGE DAYS LATE 40% PRODUCT 80% PACKAGING 20% Scores range from indicates no performance history 24 months of data, excludes most recent 60 days Delinquent 1 Day after CDD If Undelivered or partially delivered Includes contractor caused cancellations & T4Ds

116 Accessing ABVS from DSCC Homepage

117 Your ABVS Score GET YOUR SCORE

118 All DLA ABVS Data and Scores Accessed through DSCR s Portal

119 Protected by Passwords

120 ABVS Points of Contact DSCC Pat McCreay phone (614) fax (614) DSCR Carolyn Harris phone (804) fax (804) DSCP Tim Atwell phone (215) fax (215)

121 Invoicing and Payment Using Wide Area Workflow (WAWF)

122 What is WAWF? WAWF Eliminates Paper from the Acquisition Process WAWF is an interactive web-based application that allows Vendors to electronically submit invoices and receiving reports, and allows the Government to inspect, accept, receive and pay electronically

123 and Enables Users to Access and Process Documents Electronically Users include: Vendors Government Officials Documents include: Contracts Invoices Receiving Reports Documents are used to generate payments for goods and services

124 Why WAWF for Electronic Invoicing? It s the Law - Section 1008 of National Defense Authorization Act of 2001 DFARS Clause Requires electronic invoicing Requires electronic supporting documentation One of the three acceptable electronic forms for transmission of invoices (WAWF, WInS and EDI)

125 WAWF Benefits Compliance with public law Eliminates lost or misplaced documents Increases accuracy Secure & auditable transactions Enables DoD to take benefit of discounts Timely & accurate payments Decreases DoD s interest penalties Enables capture of RFID data Tracks movement of Government Furnished Property (GFP) and Equipment (GFE)

126 WAWF Can Be Used to Create & Process a Number of Documents Stand Alone Invoice Fast Pay Invoice Invoice 2-IN-1 Commercial Item Financing Performance Based Payment Progress Payment Stand Alone Receiving Report Invoice and Receiving Report Cost Voucher Miscellaneous Payment

127 WAWF Registration

128 WAWF Tool Box Contents include: WAWF Vendor Getting Started Guide Interactive system demonstrations Step-by-step user guides Links to additional learning tools

129 WAWF Training Opportunities WAWF Web-Based Training Site - How to use WAWF via self paced, online training: WAWF Vendor Classroom Training provided by DFAS: WAWF Training Practice Web Site - Practice using the WAWF application:

130 For More WAWF Information WAWF Customer Service Center TOLL FREE: PHONE: FAX: DFAS ecommerce web site DFAS Customer Service: myinvoice

131 Help is Available Where Do I Go For More Help and Information on Doing Business with DLA?

132 DSCC Small Business Team or Eleanor Holland Will Chavez Vikki Hawthorne Rebecca Parks Tom Pfenning Dwight deweaver Charles Miller Kevin Scoles Scott Rybicki Tim Danowski Director, DSCC Small Business Office Small Disadvantaged Business and 8(a) Outreach and Woman Owned Program HUBZone Program AbilityOne Workshops Service Disabled Veteran Owned Program Opportunity Specialist Opportunity Specialist DLA-Warren Small Business Specialist (TACOM) DLA-Mechanicsburg Small Business Specialist (NAVICP)

133 DSCP Small Business Team NAME address Michael McCall Genevieve Venturo Joann Gatica Paul Rooney Arlene Ruble Robert Baldino FOCUS Director, DSCP Small Business Office Subsistence Clothing & Textiles Medical Construction & Equipment Special Programs PHONE

134 DSCR Small Business Team or XXXX

135 Procurement Technical Assistance Centers (PTACs) What are PTACs??? Government funded local resources available across the country providing assistance in marketing your products and services to Federal, state and local governments PTAC Goals: Help small businesses be competitive Explain the complexities of Government procurement Encourage economic development through job retention and creation Build strong contractors through targeted training and one-on-one assistance

136 DLA Packaging Support Defense Supply Center Columbus (614) , 4227, or 3757 Fax: (614) Defense Supply Center Philadelphia Defense Supply Center Richmond (804) Fax: (804)

137 Other Packaging Information For downloading of Military and Federal Specifications: For interpretations of MIL-STD E: For the procurement of ASTM documents:

138 Training Knowledge Opportunities Free Seminars 2009 Schedule: July September October Free Vendor Training Defense Supply Center Columbus Doing Business with the Defense Logistics Agency: Getting Started: Selling to DLA Assistance in your area (PTACs) Small Business Programs Finding opportunities & quoting (DIBBS) Radio Frequency Identification (RFID) Alternate Offers how to get approved Understanding quality requirements Packaging what the government wants How to get Drawings and Specifications Payment Processing (Wide Area Workflow) And much more! Performance Seating is limited make reservation at: Culture Transformation

139 DSCC s Land & Maritime Annual Supplier Conference Save these dates DATES: August 17-19, 2009 WHERE: Hyatt Regency Hotel - Convention Center 350 North High Street, Columbus, OH More information available soon at

140 What We Need From You Performance Culture Transformation High Quality Products Timely Or Early Delivery Fair And Reasonable Price Responsible Adherence To Contract Terms Immediate Notification Of Any Problems Why???? Lives Of Our Service Men And Women Depend On It!

141 Let s work together to bring them home safely!