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Purchase Request (PR) Trailer Module (EProcurement) July 2012 1.

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Presentation on theme: "Purchase Request (PR) Trailer Module (EProcurement) July 2012 1."— Presentation transcript:

1 Purchase Request (PR) Trailer Module (EProcurement) July

2 Class Objectives What is a PR Trailer? Where is the PR Trailer located? Why is the PR trailer so important? Elements of a Purchase Request/Trailer Developmental Exercises 2

3 Building the Foundation 3

4 4

5 The Procurement Process Solicitation Evaluation Award 5

6 Our Goal Right Item Right Time Right Place Right Price Every Time 6

7 The Purchase Request (PR) Trailer The Purchase Request (PR) Trailer: Defines the requirement Identifies the item and quantities to be procured Utilized in preparation of the solicitation and the award Information to assist buyer Information on trailer not provided to the contractor PR trailer is located in the EProcurement System in Records Management 7

8 Locating the PR Trailer Once logged into the Pre Award Workload screen, click on the PR number hyperlink you wish to open. A new window will open. Once in the PR click on the DISPLAY hyperlink next to Records Management. A new window will open. Click the drop down arrow next to the folder labeled PR/MIPR/REQ 8

9 Locating the PR Trailer Double Click the PR trailer. This will load up a PDF of the PR trailer. **NOTE** If you go through the above steps, and there is not a PR trailer, than your PR may be an auto-solicitation that has not dropped to a manual PR. If this happens, then you must either wait for it to drop, or for the system to award it. 9

10 Header - PR No. PR No: A eight digit, sequential number used to identify a purchase request Created in a system external to SRM (SAP ECC) and brought into SRM Generally the number starts with a “4” Created for small and large purchase requirements 10

11 Shopping Cart Manually created within SRM Another term for a PR No. 10 digit number generally starting with a “1” Would be created for Long Term Contract Projects 11

12 PR No. vs Shopping Cart These two terms may be used interchangeably. How to differentiate between the two: Review your PR workload screen: If 8 digits – PR No. to procure a small purchase (Under SAT $150,000) If 10 digits – Shopping Cart created for a Long Term Contract Project 12

13 Header – Document Type (Doc Type) Doc Type: This field is coded with PR Document Types. The following are possible values for this field: 13 NB Purchase Requisition ZMManu Planned Order

14 Header - Solicitation Number (Sol No) Only visible if an “Automated Solicitation” or PR has been solicited manually Provides solicitation number of the procurement-Examples: SPM4A1-10-T-0012 (Automated Solicitation) or SPM4A1- 11-Q-0105 (Manual Solicitation) Auto Solicited PRs are automatically solicited by the computer system Assigns solicitation number with “T” in the ninth position 14

15 Header - Est Value Total Estimated Procurement Price Calculated by multiplying the Est. Price (Estimated Price) by the total PR quantity This estimated dollar value is used to determine how the PR should be solicited:  Is a Small Business Set-Aside required?  Is this a micro purchase? (<$3000)  Clause Selection Criteria  Simplified Acquisition Threshold (Under SAT- S150K (Large Purchase) 15

16 Header - Est Value If a PR has more then one PR Line: A separate PR trailer will print out for each PR Line The Est Value block on each PR will reflect the total value for both PRs 16

17 Calculating the Estimated Value (Est Value) Let’s Practice! Example 1:  Qty 10  Est. Price: $25.00  Estimated Value ?????  10 x $25.00=$ Example 2:  Qty: 20  Est. Price: $10.00  Estimated Value ?????  20 x $10.00=$

18 Line Items - Material This field is completed with the National Stock Number (NSN) NSNs: Identifies an item of supply Unique to each item to be purchased NSN assigned to almost every item procured at DLA Aviation 18

19 Header - Material National Stock Number (NSN) Example: NSN FSG (Federal Stock Group) – 59 (There are FSGs that drive clauses) FSC (Federal Stock Class)/Material Group NATO Designator Serial Number NIIN/Material Number (5 th -13 th positions) NIIN is used in SAP in lieu of NSN 19

20 Let’s Practice Identify the FSC/Material Group Identify the NIIN/Material Number  Light Indicator  FSC/Material Group: 6210  NIIN/Material Number:

21 Let’s Practice Identify the FSC/Material Group Identify the NIIN/Material Number   FSC/Material Group:1560  NIIN/Material Number:

22 Line Items - Description Always contained in the item description Is the name of the item 22

23 Line Items PR Line: The PR line item number assigned. Note if there is more than one line item each line will has it’s own PR Trailer. Sol Line (Solicitation Number): This block is filled with a line item number if the requirement has been solicited. QUANTITY: The total quantity for the procurement. UI (Unit of Issue): Two-letter designation that indicates the count, measurement, container, or form of an item of supply (Refer to Exhibit 3 of module ). 23

24 Line Items DPAS Rating Defense Priorities and Allocations System Rating (DPAS)  Coding represents the priority the contractor should give to the performance of the award  Referred to as DPAS rating or DMS rating  “DO”-Regular rated order  “DX”-Highest rated order  A “DX” rating requires the manufacturer to process this order as a priority over other orders  Applies only to certain weapon systems platforms  Applies only to Customer Direct PRs  No rating on trailer utilize-DO-C9 24

25 Line Items - DPAS Rating Specific codes include:  A1 – Aircraft  A2 – Missiles  A3 – Ships  A4 – Tank/Automotive  A5 – Weapons  A6 – Ammunition  A7 – Electronics/Communications Equipment  C9 – Miscellaneous 25

26 DPAS Ratings Let’s Practice!  DO-C9?  Regular Rated Order/Miscellaneous  DO-A1?  Regular Rated Order/Aircraft  DX-A3?  Highest Rated Order/Ships 26

27 Line Items – Estimated Price (Est. Price) Estimated unit cost of item being purchased Dollar amount used to compute the Est Value for the procurement The estimated unit cost should not be used when preparing your price justification o Estimate is not always accurate 27

28 Product Acquisition Method Code (AMC) AMC (Acquisition Method Code): Code is used to indicate the competitiveness of an item: AMC 0. The part was not assigned AMC 1 through 5 when it entered the inventory, nor has it ever completed screening. Use of this code is sometimes necessary but discouraged. This code will never be used to recode a part that already has AMC 1 through 5 assigned Maximum effort to determine the applicability of AMC 1 through 5 is the objective. 28

29 Product Acquisition Method Code (AMC) AMC 1. Suitable for competitive acquisition for the second or subsequent time. AMC 2. Suitable for competitive acquisition for the first time. AMC 3. Acquire, for the second or subsequent time, directly from the actual manufacturer. AMC 4. Acquire, for the first time, directly from the actual manufacturer. AMC 5. Acquire directly from a sole source contractor which is not the actual manufacturer. 29

30 Acquisition Method Suffix Code (AMSC) AMSC (Acquisition Method Suffix Code): Reflects the amount and quality of the technical data that applies to the item. 30

31 Acquisition Method Suffix Code (AMSC) A-Government’s rights in data questionable B-Source Control C-Procurement from approved source D-Data not physically available G-Data is technically suitable and legally clear H-Inadequate data K-Produced from class 1A castings L-Low dollar value of procurement M-Master or coordinated tooling 31

32 N-Requires special test P-Rights to use data legally unavailable Q-Government lacks data/data rights R-Rights to use data restricted S-Security restrictions T-Qualified Producers List (QPL) U-Uneconomical to compete V-High reliability part Y-Design unstable Z-COTS item Acquisition Method Suffix Code (AMSC) 32

33 Acquisition Method Suffix Code (AMSC) Let’s Apply it! “3R” AMC-3 Acquire, for the second subsequent time, directly from the actual manufacturer AMSC-R Rights to use data restricted Should see approved sources in Purchase Order Text (POT) 33

34 Acquisition Method Suffix Code (AMSC) Let’s Apply it Again! “1G” AMC-1 Suitable for competitive acquisition for the second or subsequent time AMSC-G Data is technically suitable and legally clear Fully competitive buy Government owns the technical data Example: Drawing in the POT 34

35 Product COTS (Commercial Off The Shelf): The item has been identified as a commercial item. The block will be marked Y = Yes or N or blank field = No. Critical Part: Indicates whether or not the item has a critical application. If the item has a critical application the block will contain an “X”. If the item is not a critical application item then the block will be blank. 35

36 Critical Item (CI) Indicates whether or not the item has a Critical Application If coded “X”-The part is:  Essential to a Weapon System  Critical to Support of Mission  Failure of part could result in damage to the aircraft or loss of life 36

37 Product - Quality Control Code (QCC) Indicates the quality inspection requirements for a particular item  A higher level QCC is identified by the first position being either “E”,“F”, “K” “L”, “Q” or “R”  “F”, “L” and “R” are most common  Additional quality requirements are required  Example of Higher Level Contract Quality Requirements  ISO 9001/9002  ANSI/ASQC 9001/

38 Product QPL (Qualified Products List): This code signifies that a QPL is required for procurement of this item. NQ QPL – QPL is not applicable Q – QPL is applicable QL – QPL is applicable, limited NQL – No QPL is applicable 38

39 Product Export Control: This field is coded “Y” if this item has technical date that is subject to Export Control Regulations. This field is coded “N” or blank if export control does not apply to this requirement. Data License Agreement: An indicator that specifies that the Technical Data Package has special licensing requirements. An indicator code of “Y” indicates that the items being purchased require special licensing requirements and an “N” or blank field indicates no special licensing requirements. If Coded “BC” then Boeing License Agreement. 39

40 Product - “Inspection At” Field Indicates where the Inspection is to take place Product Specialist assigns the point of inspection of each item being procured  Origin: Inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection)  Destination: Inspection takes place at delivery point 40

41 Product – “Inspection At” Field Destination: inspection takes place at delivery point PIC code that indicate Destination inspection is: “2” – Inspect/Accept at Destination Origin—inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection) PIC codes that indicate Origin inspection are: “1” - Inspect/Accept at Source “3” - Inspect – Source/Accept – Destination “4” - Inspect – Destination/Accept - Source “C” – Critical Item Inspect/Accept - Source 41

42 Product – “Inspection At” Field You will use the “Inspection At” field to determine if Inspection/Acceptance will be at Destination or Origin Exceptions when buyer must solicit inspection/acceptance at Origin: o Foreign Military Sales (FMS) o First Article 42

43 Product – Flight Safety Indicator (Flight Safety Ind) Flight Safety Ind: This field is coded: “Y” if the item is a critical safety item “N” or blank if not a critical safety item. 43

44 Product – Hazardous Material Indicator Code (HMIC) A single alphabetic code used to indicate whether or not an item is hazardous, and if MSDS is available to user: Y – Indicates information is in the Hazardous Materials Information Resource System (HMIRS). D – No information in HMIRS; however, the NSN is in a FSC in Table 1 of Federal Standard 313 and a MSDS should be available to the user. Item is considered hazardous. P – No information in HMIRS; however, the NSN is in a FSC in Table 2 of Federal Standard 313 and a MSDS may be required by the user. The requirement for a MSDS is dependent on a hazard determination of the supplier or the intended end use of the product. This item may be hazardous. N – Indicates there is no data in HMIRS and the NSN is in a FSC not generally suspected of containing hazardous materials 44

45 Product – Life Support An indicator that an item is related to safety Y = Yes N or blank field = No. 45

46 Product – Acquisition Advice (Acq. Advice) A code assigned by the Supply Planner to indicate the normal means of supply/stockage/nonstockage status of the NSN. D-DOD Integrated Material-Replenishment (DLA Direct) J-Not Stocked, Centrally Procured (Customer Direct) Z-Insurance/Numeric Stockage Objective Item-DLA Direct buy as needed for non-replenishment items 46

47 Customer Direct vs. DLA Direct DLA Direct vs. Customer Direct: A buyer can distinguish between a DLA Direct (stock buy) and a Customer Direct (Customer Direct) by: Org Doc No/Transportation Control Number (TCN) Issue Priority Designator (IPD) code Information found in Display RFx, Notes and Attachments, Ship To Text hyperlink 47

48 Customer Direct TCN is a number assigned to a PR when a customer (requisitioner) requests an item be purchased. The first character of the TCN indicates: Army: A, B, W, 1, C Air Force: D, E, F, 6 Navy: N, P, Q, V, R, 5 Marine: M, K, L, 4 NASA: 8 GSA: G, H, I, 7 Coast Guard: Z Other: S, T, U, 2 48

49 Customer Direct IPD is the priority that the customer assigns to the procurement to indicate the urgency of the item: IPD 01 – 03: Fall into IPG (Issue Priority Group) I = High priority IPD 04 – 08: Fall into IPG II = Medium priority IPD 09 – 15 : Fall into IPG III = Low priority The contractor ships the requisitioned items to the customer per shipping instructions provided on the Purchase Order or Contract  The buyer contacts the Customer Account Specialist if there is an issue on a Customer Direct PR 49

50 Customer Direct FMS Case (Foreign Military Sales) The FMS Case is the last 3 digits of the Supplemental address. 50

51 DLA Direct The Need Ship Date and Stock Pri block will be filled in Does not have a Org Doc No/TCN # assigned Does not have an IPD code assigned The ship to address will reflect a Depot/Stock Location 51

52 First Article Testing (FAT) First Article Information will also be found in: MM03 (PROD ASSUR Tab) Internal Comments Service for Object (Government FAT) Item Description - May or May not see information referenced in item description 52

53 First Article Testing (FAT) First Article Test section of PR Trailer: Type: C (Contractor), G (Government) or Blank if no First Article Test FAT (First Article Test) – “Y”-Yes First Article Test Required or “ N” or blank field if no First Article Test 53

54 Auto Processing Sol Reject Field AMSC and FSC Excluded Advice Code Excluded AMSC Excluded No Basic/no P.N AMSC B QCC Blank Export Control Excluded First Article Test Excluded Flight Safety Critical Excluded FMS Country Coded Excluded 54

55 Procurement Item Description (PID) Text Procurement Item Description is also called: Item Description Purchase Order Text (POT) Identifies the item to be purchased Includes descriptive data buyer must use when procuring the item 55

56 Nomenclature/Short Text ITEM DESCRIPTION BATTERY, STORAGE LEAD ACID, WET Nomenclature/Short Text DSCR DOES NOT CURRENTLY HAVE AN APPROVED TECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN. PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA. ADEQUATE DATA FOR THE EVALUATION OF ALTERNATE OFFERS IS NOT AVAILABLE AT THE PROCUREMENT AGENCY. THE OFFEROR MUST PROVIDE A COMPLETE DATA PACKAGE INCLUDING DATA FOR THE APPROVED AND ALTERNATE PART FOR EVALUATION. 56

57 Nomenclature/Short Text Always contained in the item description Is the name of the item Name is read from right of the comma first Example: Battery, Storage Lead Acid, Wet Read: Wet Storage Lead Acid Battery Practice: Cover, Access, Aircraft 57

58 Procurement Item Description In addition, procurement item descriptions are either in accordance with:  Manufacturers’ cage(s) and part number(s)  Or in accordance with a Technical Data Package (drawings or specifications) or  If commercial item, may be in accordance with a Commercial Item Description (CID)  Must determine prior to solicitation 58

59 Technical Data Packages (TDPs) Package consists of all applicable tech data necessary for a potential offeror to manufacture the item  Drawings and associated lists  Specifications  Standards  Quality Assurance Requirements 59

60 Part Number (P/N) Example: Item Description EXIDE TECHNOLOGIES Cage P/N GC-1106V Manufacturer CAGE Part Number 60

61 Part Numbers Restricted to manufacturer(s) cited & their specific part number All offers must be offering that specific manufacturer and part number cited in item description Dealer and Distributor quotes may be acceptable if they are offering the manufacturer and part number cited in item description Any quote offering a different manufacturer’s part number is considered an alternate offer. Must be reviewed by Product Specialist and/or Engineering Support Activity (ESA) for approval/disapproval. 61

62 Drawing IAW BASIC DRAWING NR REVISION NR G DTD 01/16/1990 PART PIECE NUMBER PIECE FT IAW DRAWING NR REVISION NR B DTD 02/25/2000 PART PIECE NUMBER IAW DRAWING NR REVISION NR DTD 03/15/2001 PART PIECE NUMBER 62 Basic Drawing Number

63 Drawings Considered Competitive Should reflect AMC/AMSC code of 1G or 2G Technical Package is complete and legally clear for use Technical Data Package is available at DLA Aviation Contractor can obtain actual drawings from DIBBS (cfolders) for current solicitations The Product Specialist is responsible for making sure the drawings are correct. The Contractor is responsible for obtaining the drawings 63

64 Specifications IAW BASIC SPEC NR MIL-I-19166C(1) NOTE 1 REVISION NR 1 DTD 10/03/2006 PART PIECE NUMBER: 3.0 IN WIDE X IN THICK Military Specifications (MIL-SPECS)-Basic 64

65 Specifications Performance and Quality Oriented Does not tell contractor how to make or build item Does tell how item must perform and standards items must perform to All government agencies use Federal Specifications If the “basic” spec is not cited in the POT the spec that cites the “Part Piece Number” is generally the basic specification 65

66 Specifications Military Specs usually designed by and for a specific branch of military Can reference a Revision, Part Piece Number Specifications are competitive Offers should be based on specification 66

67 Specifications Specifications may be:  Military Specifications (MIL-SPECS)  Federal Specification (FED-SPECS)  Commercial Specifications (ANSI and NIOSH)  Commercial Item Description (CIDs)  Non-Government Standard  IAW BASIC NON GOVT STD SAE-AS

68 Specifications May be accessed through IHS Standards Reference ICON located on every DLA Aviation desktop Contractor and Buyer can obtain copy of specifications in ASSIST (registration and password required) Contractor’s responsibility to obtain a copy of the specification 68

69 Classified Information The PID/Item Description may cite a drawing and include the statement, "access to classified data is required” or PID/Item Description may cite a Part-Numbered item and include the same statement. For additional information refer to the DAAP 4.4 and BAM for clauses and procedures for processing a classified information requirement. 69

70 Commercial Item Description (CID) Technically not a drawing or a part number Complete description listed Item has some type of commerciality No additional data to support the item description 70

71 Commercial Item Description (CID) Fully Competitive Any vendor may submit a quote and be considered for award Quote must state item is manufactured IAW CID Copy of CID available in ASSIST 71

72 Qualified Products List (QPL) or Qualified Products Database (QPD) ITEM DESCRIPTION CRITICAL APPLICATION ITEM ADAPTER, RISER MANUFACTURE IN ACCORDANCE WITH SA-ALC DRAWING 50C7041, REVISION L, AND APPLICABLE SUPPORTS. THIS NSN HAS QUALIFIED PRODUCT LISTS (QPL) REQUIREMENTS. 72

73 Qualified Products List (QPL) or Qualified Products Database (QPD) THIS NSN HAS QUALIFIED PRODUCT LISTS (QPL) REQUIREMENTS. MIL-STD-130N DATED 17 DEC IDENTIFICATION MARKING OF U.S. MILITARY PROPERTY MERCURY OR MERCURY CONTAINING COMPOUNDS SHALL NOT BE INTENTIONALLY ADDED TO,OR COME IN DIRECT CONTACT WITH,ANY HARDWARE OR SUPPLIES FURNISHED UNDER THIS CONTRACT. CRITICAL APPLICATION ITEM IAW BASIC SPEC NR MIL-I-19166C(1) NOT 1 REVISION NR 1 DTD 10/03/2006 PART PIECE NUMBER: 3.0 IN WIDE X IN THICK Query QPL/QPD database using the Military Specification 73

74 Qualified Products List (QPL) or Qualified Products Database (QPD) AMSC Code “T” A list of products that are pretested in advance of actual procurement to determine which suppliers can comply properly with specification requirements. This is usually done because of the length of time required for Test and Evaluation (T&E). Contractor must be listed as an “approved source” on QPL or QPD Dealer acceptable if offering part of an approved source 74

75 Qualified Products List (QPL) or Qualified Products Database (QPD) Contractors not listed can be awarded to if they can demonstrate their product meets the standards before award Neither Product Specialists or Buyers cannot add manufacturers to QPL/QPD The Approving Activity is the only organization allowed to add approved manufactures to the QPL/QPD 75

76 Export Control Under Product Section of PR Trailer the Export Control block will be marked “Y” for yes. The item description will cite export control guidance. 76

77 Export Control DRAWING PACKAGE CITED IS SUBJECT TO EXPORT-CONTROL REGULATIONS AND DISTRIBUTION IS LIMITED TO THOSE CONTRACTORS QUALIFIED THROUGH JCP CERTIFICATION. TO APPLY FOR CERTIFICATION, COMPLETE DD FORM 2345, "MILITARY CRITICAL TECHNICAL DATA AGREEMENT." FORM IS AVAILABLE AT THE WORLD WIDE WEB ADDRESS OR BY WRITING TO:.UNITED STATES/CANADA JOINT CERTIFICATION OFFICE DEFENSE LOGISITICS INFORMATION SERVICE FEDERAL CENTER 74 WASHINGTON AVE, NORTH BATTLE CREEK, MI CONTRACTS WILL BE AWARDED ONLY TO THOSE CONTRACTORS WITH JCP CERTIFICATION ISSUED PRIOR TO AN AWARD. Website where the DOD Certified Contractor Access List is located 77

78 Export Control, (cont.) Data Package restricted to offerors who are on DOD Certified Contractor Access List  Contractor is responsible for requesting and renewing certification.  Valid for 5 years.  Technical data shall not accompany solicitations  Exception: Federal Prison Industries-Technical data may accompany solicitations 78

79 Export Control Prior to award the buyer must verify certification of prospective awardee Offeror must be listed with an active status on the DOD Certified Contractor Access List Certification information must be cited on page 2 of the award Award cannot be made to a contractor that is not listed or is not in active status on the DOD Certified Contract Access List 79

80 Source Control AMSC Code “B” Procuring i/a/w a part number although drawing(s) listed in the item description  Restricted to the source or sources cited in the item description  Someone OTHER than the Gov’t owns and controls the drawing  Tech Data can be owned by Military or OEM (Original Equipment Manufacturer) 80

81 Source Control  Drawing lists the contractor’s approved sources which are also listed in item description  Owner usually does not manufacture the item  Government procures from approved sources not from owner of drawings 81

82 Source Control To be an approved source the vendor must be approved by the “owner”  If “owner” approves, vendor is added to item description by Product Specialist Alternate offers will not be evaluated by the Gov’t 82

83 Configuration Control ITEM DESCRIPTION CRITICAL APPLICATION ITEM BRACKET-NLG,AFT DOOR LOCKHEED MARTIN CORP. CAGE 98897,, P/N EXCEPTION DATA 100, , , 0471, G14 ARE NOT REQUIRED FINISH: AA-17-1 "17" USE MIL-C-8514 "1" USE MIL-PRF-23377, TYPE I, CLASS C "AA" USE MIL-A-8625, TYPE II, CLASS C. MARK IAW MIL-STD-130N, DATED 17 DEC CONFIGURATION CONTROL APPLIES SEE CLAUSE G36 (SECTION I). 83

84 Configuration Control A systematic process that ensures any changes to configuration documentation are:  Properly identified  Documented  Evaluated  Approved Alternate offers may be evaluated for P/N items Engineering Support Activity (ESA) has authority to review data in connection with configuration control items and can review alternate offers 84

85 Critical Item Application Two ways to tell if the item is a Critical Application Item: On PR Trailer- In Product Section, there will be a “X” marked in the Critical Part block “Critical Application Item” will be cited in the item description 85

86 Critical Item Application ITEM DESCRIPTION CRITICAL APPLICATION ITEM BRACKET-NLG,AFT DOOR LOCKHEED MARTIN CORP. CAGE 98897,, P/N EXCEPTION DATA 100, , , 0471, G14 ARE NOT REQUIRED FINISH: AA-17-1 "17" USE MIL-C-8514 "1" USE MIL-PRF-23377, TYPE I, CLASS C "AA" USE MIL-A-8625, TYPE II, CLASS C. 86

87 Critical Item Application Determined by Military Services Item that is essential to:  Weapon system performance  Preservation of Life  Safety of operation personnel Failure of critical item application:  Injure personnel  Jeopardize mission, performance, readiness or safety 87

88 Critical Safety Item (CSI) Two ways to tell if you have a Critical Safety Item: PR Trailer-In the Product Section, Flight Safety Ind: This field is coded “Y” if the item is a critical safety item and will be coded “N” or blank if not a critical safety item. 88

89 Critical Safety Item (CSI) The item description on the PR trailer will contains statements such as: This is an Army identified Critical Safety Item. Flight Safety Critical Aircraft Part This is an Air Force designated Critical Safety Item (CSI). This is a Critical Safety Item (CSI). This is a Navy identified Critical Safety Item. 89

90 Critical Safety Item (CSI) ITEM DESCRIPTION CRITICAL APPLICATION ITEM WIRE ROPE ASSEMBLY, SINGLE LEG FLIGHT SAFETY CRITICAL AIRCRAFT PART THIS IS A NAVY IDENTIFIED CRITICAL SAFETY ITEM (CSI)..ALL REQUESTS FOR WAIVERS OR DEVIATIONS MUST BE FORWARDED TO THE DSC CONTRACTING OFFICER FOR REVIEW AND APPROVAL..ALL ITEMS OF SUPPLY SHALL BE MARKED IAW MIL-STD-129. IN ADDITION EACH UNIT PACK WILL BE MARKED WITH LOT NUMBER (IF AVAILABLE), CONTRACTOR CAGE 90

91 Critical Safety Item, Critical Safety Items are a subgroup of Critical Application Items Failure of CSI Item can potentially cause:  Serious injury  Loss of life  Loss of aircraft  Significant damage to aircraft or associated equipment Note: Only prime contractors or the actual manufacturers cited in item description can provide CSI items 91

92 Hazardous Material PR Trailer – Products Section HMIC (Hazardous Material Indicator Code): A single alphabetic code used to indicate whether or not an item is hazardous, and if MSDS is available to user: Y – Indicates information is in the Hazardous Materials Information Resource System (HMIRS). Item is considered hazardous. D – No information in HMIRS; however, the NSN is in a FSC in Table 1 of Federal Standard 313 and a MSDS should be available to the user. Item is considered hazardous. P – No information in HMIRS; however, the NSN is in a FSC in Table 2 of Federal Standard 313 and a MSDS may be required by the user. The requirement for a MSDS is dependent on a hazard determination of the supplier or the intended end use of the product. This item may be hazardous. N – Indicates there is no data in HMIRS and the NSN is in a FSC not generally suspected of containing hazardous materials. This item is not considered hazardous. 92

93 Hazardous Material ITEM DESCRIPTION BATTERY, STORAGE LEAD ACID, WET TECHNICAL DATA PACKAGE AVAILABILITY DSCR DOES NOT CURRENTLY HAVE AN APPROVED TECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN. PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA. ADEQUATE DATA FOR THE EVALUATION OF ALTERNATE OFFERS IS NOT AVAILABLE AT THE PROCUREMENT AGENCY. THE OFFEROR MUST PROVIDE A COMPLETE DATA PACKAGE INCLUDING DATA FOR THE APPROVED AND ALTERNATE PART FOR EVALUATION. 1. SAMPLING FOR INSPECTION & TESTING SHALL BE IAW ANSI/ASQ Z ANY ALTERNATE PLAN MUST BE APPROVED BY THE PCO. A SAMPLING PLAN THAT ACCEPTS ON ZERO DEFECTS IS REQUIRED. 2. ANY DEFECTIVE ITEM DISCOVERED AFTER SHIPMENT MAY BE CAUSE FOR REJECTION OF THE ENTIRE CONTRACT QUANTITY. MSDS REQUIRED 93

94 Hazardous Material These are FSCs that have been determined to be in Group I Group I has been determined to be hazardous by the government The contractor must provide a Material Safety Data Sheet (MSDS) and a Hazard Warning Label (if applicable) with their offer 94

95 Hazardous Material Item Description may include requirements for:  Material Safety Data Sheets (MSDS)  Hazardous Warning Labels ITEM DESCRIPTION: GREASE, BALL AND ROLLER BEARING QPL APPLIES UNIT GALLON CAN CONTAINS 6.5 LBS NET WT. MSDS AND HAZARD WARNING LABEL ARE REQUIRED. 95

96 Hazardous Material Example of Internal Comments: CLAUSES , AND APPLY. ENSURE OFFEROR CERTIFIES ON HAZARDOUS NATURE OF PRODUCT OFFERED. 96

97 Hazardous Material Item description may cite “may be hazardous” These are Group II FSCs which could or could not be hazardous and we would rely on contractor to advise if item is hazardous on their quote. 97

98 Shelf Life The total period of time beginning with the date of manufacture, cure, assembly, packaging etc. that an item may remain in the wholesale and retail storage systems and still remain suitable for issue to and consumption by the end user. Item Description includes:  Shelf life restriction  Actual length of time Two Types of Shelf Life:  Type I-Non-Renewable  Type II-Renewable (Product Specialist can extend the shelf life) 98

99 Shelf Life Item Description: TYPE I SHELF LIFE This NSN has shelf life. Products delivered under this contract shall be manufactured/cured/assembled to ensure that a minimum of 85% shelf-life is remaining at time of receipt by the first government activity. Shelf life markings shall be in accordance with the latest revision of MIL-STD-129. Shelf life for this NSN is as follows: 60 MONTHS (NON-RENEWABLE) 99

100 First Article Testing (FAT) Testing and evaluating the first item produced for conformance Item Description may or may not cite “First Article Test required” Two types of FAT:  Contractor Testing-Contractor to test specified number of units and submit a first article test report to the Government for approval or disapproval by a specified date  Government Testing-Contractor delivers specified number of units to the Government testing facility for testing and approval or disapproval  A bilateral award is required. 100

101 Production Lot Testing (PLT) PRODUCTION LOT SAMPLE TESTING REQUIRED, GOVERNMENT TESTING. THE PRODUCTION LOT SAMPLE QUANTITY SHALL BE IN ACCORDANCE WITH ANSI/ASQC Z , LEVEL S-2, SELECTED AT RANDOM BY THE COGNIZANT GOVERNMENT REPRESENTATIVE. SAMPLES SHALL BE IDENTIFIED BY CONTRACT NUMBER AND LOT NUMBER, AND BE CLEARLY MARKED PRODUCTION LOT SAMPLE. TESTING WILL BE IN ACCORDANCE WITH THE APPLICABLE DWGS/SPECS AND CONTRACT REQUIREMENTS. UPON COMPLETION OF TESTING, SAMPLES WILL BE RETURNED TO THE CONTRACTOR. IN ORDER FOR A PRODUCTION LOT TO BE ACCEPTABLE, ALL SAMPLES REPRESENTATIVE OF THE LOT MUST PASS ALL OF THE CONTRACT REQUIREMENTS. UPON NOTIFICATION OF ACCEPTANCE, SAMPLES WILL BE CONSIDERED PART OF THE PRODUCTION QUANTITY AND SHIPPED WITH THE REST OF THE PRODUCTION LOT. IN THE EVENT A SAMPLE FAILS TO PASS SUCH REQUIREMENTS, THE LOT WILL BE REJECTED. SAMPLES SHALL BE SENT TO: COMMANDING OFFICER NAVAL AIR WARFARE CENTER WEAPONS DIVISION, CODE D, NAVAIRWARCENWPNSDIV ATTN: FA MONITOR BLDG 20210, QA LAB CHINA LAKE, CA

102 Production Lot Testing (PLT) Purpose of PLT: Ensure the items are in compliance with the Technical and Quality requirements in the contract or purchase order 102

103 Testing occurs during production Government Inspector randomly selects a sample of the items for testing If approved: samples are included in the shipment of the production articles of the same lot If one item fails: then the entire lot is disapproved IF First Article Testing (FAT) is required the PLT occurs after the FAT Production Lot Testing (PLT) 103

104 Production Lot Testing (PLT) There are 2 types of PLT Government-Samples sent to a government testing facility Contractor-Contractor sends samples to an independent testing lab or contractor performs testing A bilateral award is required 104

105 Government Fit Test Government tests the unit on the aircraft for:  Form  Fit  Function Test unit that is submitted is not returned to the contractor to be shipped as part of the contract quantity A bilateral award is required. 105

106 Commercial -Off-The-Shelf Item (COTS) A Commercial-Off-The-Shelf item can be identified by reviewing the PR Trailer-Product Section: COTS Block - The item has been identified as a commercial item. The block will be marked Y = Yes or N or blank field = No. QCC Block – This block should be coded BAA (FAR Part 12 applies) 106

107 Commercial Item AMSC Coded “Z” MM03, Classification tab, INDUST SUP sub-tab Other than real property Customarily used for non-governmental purposes that has been sold, leased, or licensed to general public FAR Part 12 applies The KO has the final decision in determining if an item is commercial. A bilateral award is required. 107

108 Quality Assurance Provision (QAP) Governs the level of inspection to be performed on the item Not every item description has a QAP If no QAP, buyer uses the Quality Control Code (QCC) An example of the QAP as used in the Enterprise Business System (EBS) is provided: IAW Reference QAP QAP-E09 Revision NR A DTD 04/27/2004 PART PIECE NUMBER 108

109 Mylars Similar to a pattern that is used with a Technical Data Package (Stable Based Film Mylar) – A Mylar Pattern Provided to awardee within 30 days of receiving the award or Downloaded by Contractor (Digital Format Mylar) Can determine type of Mylar available by querying MM03 in the INDUST SUP Tab 109

110 Mylars (Stable Base Drawings) Item description will contain a statement such as: “ GOVERNMENT FURNISHED MYLARS NOTE: A STABLE BASE DRAWING FORMS A PART OF THE DATA PACKAGE REQUIRED FOR PERFORMANCE AND AS SUCH WILL BE FORWARDED TO THE SUCCESSFULOFFEROR WITHIN 30 DAYS AFTER AWARD OF THE CONTRACT.” 110

111 Digital Mylar Item description will contain a statement such as: “ELECTRONIC MYLAR DATA EXISTS FOR THIS NSN. IF UNABLE TO USE THE DATA IN THE ELECTRONIC FORMAT PROVIDED, THE CONTRACTOR WILL BE RESPONSIBLE FOR HAVING THE DATA CONVERTED TO THE NECESSARY FORMAT (I.E. MYLAR FILM) THROUGH A THIRD PART AND BEAR THE ASSOCIATED COSTS. THE ELECTRONIC MYLAR WILL BE INCLUDED IN THE BIDSET PROVIDED BY DSCR.” 111

112 Restricted Technical Data Packages (RTDPs) PR TRAILER – PRODUCT SECTION: Data License Agreement block -An indicator that specifies that the Technical Data Package has special licensing requirements. “Y” indicates that the items being purchased require special licensing requirements “N” or blank field indicates no special licensing requirements. “BC” indicates a Boeing License Agreement 112

113 RTDPs Restricted Technical Data Packages called:  Rights Guard-subset of RTDPs  Limited Rights Technical Data  Controlled Technical Data Packages (CTDPs)  Special Data License Agreement 113

114 Restricted Technical Data Packages (RTDPs) ITEM DESCRIPTION: CRITICAL APPLICATION ITEM COVER,ACCESS RIGHTS GUARD APPLIES EXCEPTIONS: SPECIAL INSTRUCTIONS FOR NSN 114

115 RTDPs RTDPs are:  Available for the Gov’t to use to procure parts competitively  Proprietary  IAW restricted agreements  Furnished by the Government to potential offerors  Required to be returned or destroyed after use 115

116 RTDPs Buyer’s Beware Buyer must confirm with DLA Aviation-VAB that the proposed awardee is eligible to receive data Vendors failing to certify destruction of data will be ineligible for receiving RTDPS Award cannot be made to a vendor that is NOT certified!! 116

117 Contract Data Requirements List (CDRLs)  Referenced in PID Text:  Appears as a QAP with “CDRL” in the description  There is other technical data referenced in PID such as drawings or specifications.  Provides additional guidance to the contractor 117

118 Contract Data Requirements List (CDRLs) REFNO DTD AMEND NR DTD 09 MAR 31 TYPE NUMBER: I/A/W QAP CDRL REFNO DTD AMEND NR DTD 09 MAR

119 Contract Data Requirements List (CDRLs) The CDRL is a document that cites what data is required from the contractor and to whom it will be delivered and possibly when the information is required. For example, the CDRL would specify to which address the contractor’s first article report would be sent and how many copies of the report were required. The DD Form 1423 is the standard format for identifying potential data requirements in a solicitation, and for the deliverable data requirements in a contract. DD Form 1423 is prepared by the Product Specialist. The CDRL document is linked by the Product Specialist to the Material in the Document Management System (DMS) prior to releasing the PR. 119

120 Contract Data Requirements List (CDRLs)  Usually contain specific test requirement:  First Article Test (FAT)  Production Lot Testing (PLT)  Government Fit Testing (FIT) 120

121 IRPODs (Individual Repair Parts Ordering Data) IRPODs are a: Control document Lists all technical documents and data required to identify and procure a component for a Nuclear Propulsion System Supplement to the Government’s requirements 121

122 Packaging Data Section, (cont.) Prep for Delivery-provides packaging and marking requirements for the NSN  Military Packaging-MIL-STD-2073  Commercial Packaging-ASTM standards 122

123 Packaging Data Section PACKAGING TEXT: PKGING DATA - MIL-STD D, 15 DEC 1999 QUP = 001: PRES MTHD = 10: CLNG/DRY = 1: PRESV MAT = 00: WRAP MAT = XX: CUSH/DUNN MAT = XX: CUSH/DUNN THKNESS = X: UNIT CONT = D3: OPI = O: INTRMDTE CONT = XX: INTRMDTE CONT QTY = AAA: PACK CODE = U: MARKING SHALL BE IN ACCORDANCE WITH MIL-STD-129. SPECIAL MARKING CODE: 00 - PALLETIZATION SHALL BE IN ACCORDANCE WITH MD REV B DATED JULY 01,

124 Packaging Data Section PACKAGING TEXT: PKGING DATA – QUP: 001 SHALL BE PACKAGED STANDARD COMMERCIAL IN ACCORDANCE WITH ASTM D

125 Packaging Data Section, (cont.) QUP = Quantity Unit Pack The Quantity Unit Pack indicates the number of units of issue bound or packaged as a unit pack Each line item quantity should be divisible by the QUP # If multiple lines each line must be divisible by the QUP # For Example:  QUP=10  Line Item Qty is 30 EA  OK: 30 is divisible by

126 Packaging Data Section Example 2:  QUP=10  Line Item Qty is 45 EA  Problem! 45 is not divisible by 10 What should I do?  Verify QUP is correct with the Packaging Specialist  If correct, contact the Supply Planner for DLA Direct PRs or Customer Account Specialist (CAS) for Customer Direct PRs to change the quantity 126

127 When is Palletization Required? Include clause G22 (Section F) in solicitation and award when: Palletization is indicated in the Prep for Delivery Over Micro Purchase Threshold Self deleting if not applicable Under the Micro Purchase Threshold: Only include clause in solicitation and award if the buyer has reason to believe: Shipment Weight 250 lbs or 20 cubic feet 127

128 Contract History Fields This information is not found on the PR trailer. This information must be Exported to an Excel Spreadsheet and printed. The Contract History should be sent to Records Management 128

129 Contract History Procurement history for both DLA Direct PRs (stock) and Customer Direct PRs (shipped directly to customer)  SMART NUMBER (PIIN): Contract Number field provides the contract number for previous procurements.  Source Type: SRC Type indicates type/size of the business to which the previous purchase was made. This code may be used to assist the acquisition specialist in making their determination whether to establish their procurement as a small business set-aside or unrestricted 129

130 Contract History TIC (Termination Indicator Code): Also known as Termination Indicator Code (TIC), which indicates the reason that a contract/contract line item has been or will be terminated Vendor CAGE Code (Commercial and Government Entity Code): The five-position code representing the contractor which received a previous contract/purchase order listed in the contract history. Vendor Name Quantity: Number of units procured on the award. 130

131 Contract History UNIT: See Exhibit 3 for Unit of Issue Codes Net Price: Price per unit on the award Curr (Currency): USD – US Dollars Per: Not Applicable Award Date: Date of the award. 131

132 Contract History 132 Incoterms (International Commercial Terms): SAP term for Place of Inspection, Acceptance, and FOB B – FOB Destination and Origin (Both) D – FOB Destination Inspection: Destination Acceptance: Destination E – FOB Origin Inspection: Origin Acceptance: Origin F – FOB Destination Inspection: Origin Acceptance: Origin 1 – FOB Origin Inspection: Destination Acceptance: Destination FAST PAY

133 Contract History PRC RSN (Price Reasonableness Code): Indicates the method by which the previous price was justified as fair and reasonable. Some of the more common codes are shown on next slide. 133

134 134

135 Contract History SAP PO No.: The 10 digit number that EBS assigns when a PR is awarded Number begins with a #45 Wgt Avg – Not applicable

136 Unilateral Purchase Order B13F A-9G Notification of Rejection Government’s offer to purchase is made on basis of quotation received-Binding to Government Contractor not legally bound to perform Must promptly notify contract administrator if contractor is not going to perform by the specified delivery date Prompt Notification-As soon as possible after receiving the order Failure to provide notification-Adversely affects contractor’s Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) score 136

137 Bilateral Purchase Order and Bilateral Contract Purchase Order and Contract is binding once signed by both the government and the contractor Contractor’s failure to perform can result in a Termination for Default 137

138 What We Have Covered What is a PR Trailer? Where is the PR Trailer located? Why is the PR trailer so important? Elements of a Purchase Request/Trailer 138

139 Summary The Purchase Request (PR) trailer Is the foundation for your acquisition. Defines the requirement What we are buying? the quantity? Prep for Delivery? etc. Specifies the unique characteristics that require provisions and/or clauses Configuration ControlQCC First ArticleInspection/Acceptance MylarData License Agreements/ Rights Guard 139

140 Summary (continued) Specifies the unique characteristics that require provisions and/or clauses: Specifications Shelf Life Drawings Critical Application Items Critical Safety Items Palletization Production Lot Testing Part Numbered Items Hazardous Material 140

141 Questions 141


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