5 The Procurement Process Solicitation Evaluation Award
6 Our GoalRight ItemRight TimeRight PlaceRight PriceEvery Time
7 The Purchase Request (PR) Trailer Defines the requirementIdentifies the item and quantities to be procuredUtilized in preparation of the solicitation and the awardInformation to assist buyerInformation on trailer not provided to the contractorPR trailer is located in the EProcurement System in Records Management
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
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.
10 Header - PR No.PR No: A eight digit, sequential number used to identify a purchase requestCreated in a system external to SRM (SAP ECC) and brought into SRMGenerally the number starts with a “4”Created for small and large purchase requirements
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
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) or a large (Over Small Acquisition Threshold (SAT) > $150,000)If 10 digits – Shopping Cart created for a Long Term Contract Project
13 Header – Document Type (Doc Type) Doc Type: This field is coded with PR Document Types. The following are possible values for this field:NBPurchase RequisitionZMManu Planned Order
14 Header - Solicitation Number (Sol No) Only visible if an “Automated Solicitation” or PR has been solicited manuallyProvides 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 systemAssigns solicitation number with “T” in the ninth position
15 Header - Est Value Total Estimated Procurement Price Calculated by multiplying the Est. Price (Estimated Price) by the total PR quantityThis 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 CriteriaSimplified Acquisition Threshold (Under SAT-<$150K) or Over SAT >S150K (Large Purchase)
16 Header - Est Value If a PR has more then one PR Line: A separate PR trailer will print out for each PR LineThe Est Value block on each PR will reflect the total value for both PRs
17 Calculating the Estimated Value (Est Value) Let’s Practice!Example 1:Qty 10Est. Price: $25.00Estimated Value ?????10 x $25.00=$250.00Example 2:Qty: 20Est. Price: $10.0020 x $10.00=$200.00
18 Line Items - MaterialThis field is completed with the National Stock Number (NSN)NSNs:Identifies an item of supplyUnique to each item to be purchasedNSN assigned to almost every item procured at DLA Aviation
19 Header - Material National Stock Number (NSN) Example: NSNFSG (Federal Stock Group) – 59 (There are FSGs that drive clauses)FSC (Federal Stock Class)/Material GroupNATO DesignatorSerial NumberNIIN/Material Number (5th-13th positions)NIIN is used in SAP in lieu of NSN
20 Let’s Practice Identify the FSC/Material Group Identify the NIIN/Material NumberLight IndicatorFSC/Material Group: 6210NIIN/Material Number:
21 Let’s Practice Identify the FSC/Material Group Identify the NIIN/Material NumberFSC/Material Group:1560NIIN/Material Number:
22 Line Items - Description Always contained in the item descriptionIs the name of the item
23 Line ItemsPR 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 ).
24 Line Items DPAS RatingDefense Priorities and Allocations System Rating (DPAS)Coding represents the priority the contractor should give to the performance of the awardReferred to as DPAS rating or DMS rating“DO”-Regular rated order“DX”-Highest rated orderA “DX” rating requires the manufacturer to process this order as a priority over other ordersApplies only to certain weapon systems platformsApplies only to Customer Direct PRsNo rating on trailer utilize-DO-C9
27 Line Items – Estimated Price (Est. Price) Estimated unit cost of item being purchasedDollar amount used to compute the Est Value for the procurementThe estimated unit cost should not be used when preparingyour price justificationEstimate is not always accurate
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 assignedMaximum effort to determine the applicability of AMC 1 through 5 is the objective.
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.
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.
31 Acquisition Method Suffix Code (AMSC) A-Government’s rights in data questionableB-Source ControlC-Procurement from approved sourceD-Data not physically availableG-Data is technically suitable and legally clearH-Inadequate dataK-Produced from class 1A castingsL-Low dollar value of procurementM-Master or coordinated tooling
32 Acquisition Method Suffix Code (AMSC) N-Requires special testP-Rights to use data legally unavailableQ-Government lacks data/data rightsR-Rights to use data restrictedS-Security restrictionsT-Qualified Producers List (QPL)U-Uneconomical to competeV-High reliability partY-Design unstableZ-COTS item
33 Acquisition Method Suffix Code (AMSC) Let’s Apply it!“3R”AMC-3 Acquire, for the second subsequent time, directly from the actual manufacturerAMSC-R Rights to use data restrictedShould see approved sources in Purchase Order Text (POT)
34 Acquisition Method Suffix Code (AMSC) Let’s Apply it Again!“1G”AMC-1 Suitable for competitive acquisition for the second or subsequent timeAMSC-G Data is technically suitable and legally clearFully competitive buyGovernment owns the technical dataExample: Drawing in the POT
35 ProductCOTS (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.
36 Critical Item (CI)Indicates whether or not the item has a Critical ApplicationIf coded “X”-The part is:Essential to a Weapon SystemCritical to Support of MissionFailure of part could result in damage to the aircraft or loss of life
37 Product - Quality Control Code (QCC) Indicates the quality inspection requirements for a particular itemA higher level QCC is identified by the first position being either “E”,“F”, “K” “L”, “Q” or “R”“F”, “L” and “R” are most commonAdditional quality requirements are requiredExample of Higher Level Contract Quality RequirementsISO 9001/9002ANSI/ASQC 9001/9002
38 ProductQPL (Qualified Products List): This code signifies that a QPL is required for procurement of this item.NQ QPL – QPL is not applicableQ – QPL is applicableQL – QPL is applicable, limitedNQL – No QPL is applicable
39 ProductExport 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.
40 Product - “Inspection At” Field Indicates where the Inspection is to take placeProduct Specialist assigns the point of inspection of each item being procuredOrigin: 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
41 Product – “Inspection At” Field Destination: inspection takes place at delivery pointPIC code that indicate Destination inspection is:“2” – Inspect/Accept at DestinationOrigin—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
42 Product – “Inspection At” Field You will use the “Inspection At” field to determine if Inspection/Acceptance will be at Destination or OriginExceptions when buyer must solicit inspection/acceptance at Origin:Foreign Military Sales (FMS)First Article
43 Product – Flight Safety Indicator (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.
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
45 Product – Life Support An indicator that an item is related to safety Y = YesN or blank field = No.
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
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) codeInformation found in Display RFx, Notes and Attachments, Ship To Text hyperlink
48 Customer DirectTCN 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, CAir Force: D, E, F, 6Navy: N, P, Q, V, R, 5Marine: M, K, L, 4NASA: 8GSA: G, H, I, 7Coast Guard: ZOther: S, T, U, 2
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 priorityIPD 04 – 08: Fall into IPG II = Medium priorityIPD 09 – 15 : Fall into IPG III = Low priorityThe contractor ships the requisitioned items to the customerper shipping instructions provided on the Purchase Order or ContractThe buyer contacts the Customer Account Specialist if there is an issue on aCustomer Direct PR
50 Customer Direct FMS Case (Foreign Military Sales) The FMS Case is the last 3 digits of theSupplemental address.
51 DLA Direct The Need Ship Date and Stock Pri block will be filled in Does not have a Org Doc No/TCN # assignedDoes not have an IPD code assignedThe ship to address will reflect a Depot/Stock Location
52 First Article Testing (FAT) First Article Information will also be found in:MM03 (PROD ASSUR Tab)Internal CommentsService for Object (Government FAT)Item Description - May or May not see informationreferenced in item description
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
54 Auto Processing Sol Reject Field AMSC and FSC Excluded Advice Code ExcludedAMSC ExcludedNo Basic/no P.N AMSC BQCC BlankExport Control ExcludedFirst Article Test ExcludedFlight Safety Critical ExcludedFMS Country Coded Excluded
55 Procurement Item Description (PID) Text Procurement Item Description is also called:Item DescriptionPurchase Order Text (POT)Identifies the item to be purchasedIncludes descriptive data buyer must use when procuring the item
56 Nomenclature/Short Text ITEM DESCRIPTIONBATTERY, STORAGE LEAD ACID, WET Nomenclature/Short TextDSCR DOES NOT CURRENTLY HAVE AN APPROVEDTECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN.PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA. ADEQUATE DATA FOR THE EVALUATION OF ALTERNATEOFFERS IS NOT AVAILABLE AT THE PROCUREMENTAGENCY. THE OFFEROR MUST PROVIDE A COMPLETEDATA PACKAGE INCLUDING DATA FOR THE APPROVEDAND ALTERNATE PART FOR EVALUATION.
57 Nomenclature/Short Text Always contained in the item descriptionIs the name of the itemName is read from right of the comma firstExample: Battery, Storage Lead Acid, WetRead: Wet Storage Lead Acid BatteryPractice: Cover, Access, Aircraft
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) orIf commercial item, may be in accordance with a Commercial Item Description (CID)Must determine prior to solicitation
59 Technical Data Packages (TDPs) Package consists of all applicable tech data necessary for a potential offeror to manufacture the itemDrawings and associated listsSpecificationsStandardsQuality Assurance Requirements
60 Part Number (P/N) Example: Item Description EXIDE TECHNOLOGIES Cage 20038P/N GC-1106V ManufacturerCAGEPart Number
61 Part NumbersRestricted to manufacturer(s) cited & their specific part numberAll offers must be offering that specific manufacturer and part number cited in item descriptionDealer and Distributor quotes may be acceptable if they are offering the manufacturer and part number cited in item descriptionAny 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.
62 DrawingIAW 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 03/15/2001Basic Drawing Number
63 Drawings Considered Competitive Should reflect AMC/AMSC code of 1G or 2GTechnical Package is complete and legally clear for useTechnical Data Package is available at DLA AviationContractor can obtain actual drawings from DIBBS (cfolders) for current solicitationsThe Product Specialist is responsible for making sure the drawings are correct.The Contractor is responsible for obtaining the drawings
64 Military Specifications IAW BASIC SPEC NR MIL-I-19166C(1) NOTE 1REVISION NR 1 DTD 10/03/2006PART PIECE NUMBER: 3.0 IN WIDE X IN THICKMilitary Specifications(MIL-SPECS)-Basic
65 Specifications Performance and Quality Oriented Does not tell contractor how to make or build itemDoes tell how item must perform and standards items must perform toAll government agencies use Federal SpecificationsIf the “basic” spec is not cited in the POT the spec that cites the “Part Piece Number” is generally the basic specification
66 SpecificationsMilitary Specs usually designed by and for a specific branch of militaryCan reference a Revision, Part Piece NumberSpecifications are competitiveOffers should be based on specification
67 Specifications Specifications may be: Military Specifications (MIL-SPECS)Federal Specification (FED-SPECS)Commercial Specifications (ANSI and NIOSH)Commercial Item Description (CIDs)Non-Government StandardIAW BASIC NON GOVT STD SAE-AS18029
68 Specifications May be accessed through IHS Standards Reference ICON located on every DLA Aviation desktopContractor and Buyer can obtain copy of specifications in ASSIST (registration and password required)Contractor’s responsibility to obtain a copy of the specification
69 Classified Information The PID/Item Description may cite a drawing and include the statement, "access to classified data is required” orPID/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.
70 Commercial Item Description (CID) Technically not a drawing or a part numberComplete description listedItem has some type of commercialityNo additional data to support the item description
71 Commercial Item Description (CID) Fully CompetitiveAny vendor may submit a quote and be considered for awardQuote must state item is manufactured IAW CIDCopy of CID available in ASSIST
72 Qualified Products List (QPL) or Qualified Products Database (QPD) ITEM DESCRIPTION CRITICAL APPLICATION ITEMADAPTER, RISERMANUFACTURE IN ACCORDANCE WITH SA-ALC DRAWING50C7041, REVISION L, AND APPLICABLE SUPPORTS.THIS NSN HAS QUALIFIED PRODUCT LISTS (QPL) REQUIREMENTS.
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 THICKQuery QPL/QPD database using the Military Specification
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 QPDDealer acceptable if offering part of an approved source
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 awardNeither Product Specialists or Buyers cannot add manufacturers to QPL/QPDThe Approving Activity is the only organization allowed to add approved manufactures to the QPL/QPD
76 Export ControlUnder Product Section of PR Trailer the Export Control block will be marked “Y” for yes. The item description will cite export control guidance.
77 Website where the DOD Certified Contractor Access List is located Export ControlDRAWING 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
78 Export Control, (cont.)Data Package restricted to offerors who are on DOD Certified Contractor Access ListContractor is responsible for requesting and renewing certification.Valid for 5 years.Technical data shall not accompany solicitationsException: Federal Prison Industries-Technical data may accompany solicitations
79 Export ControlPrior to award the buyer must verify certification of prospective awardeeOfferor must be listed with an active status on the DOD Certified Contractor Access ListCertification information must be cited on page 2 of the awardAward cannot be made to a contractor that is not listed or is not in active status on the DOD Certified Contract Access List
80 Source Control AMSC Code “B” Procuring i/a/w a part number although drawing(s) listed in the item descriptionRestricted to the source or sources cited in the item descriptionSomeone OTHER than the Gov’t owns and controls the drawingTech Data can be owned by Military or OEM (Original Equipment Manufacturer)
81 Source ControlDrawing lists the contractor’s approved sources which are also listed in item descriptionOwner usually does not manufacture the itemGovernment procures from approved sources not from owner of drawings
82 Source ControlTo be an approved source the vendor must be approved by the “owner”If “owner” approves, vendor is added to item description by Product SpecialistAlternate offers will not be evaluated by the Gov’t
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).
84 Configuration Control A systematic process that ensures any changes to configuration documentation are:Properly identifiedDocumentedEvaluatedApprovedAlternate offers may be evaluated for P/N itemsEngineering Support Activity (ESA) has authority to review data in connection with configuration control items and can review alternate offers
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
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.
87 Critical Item Application Determined by Military ServicesItem that is essential to:Weapon system performancePreservation of LifeSafety of operation personnelFailure of critical item application:Injure personnelJeopardize mission, performance, readiness or safety
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.
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 PartThis is an Air Force designated Critical Safety Item (CSI).This is a Critical Safety Item (CSI).This is a Navy identified Critical Safety Item.
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
91 Critical Safety Item,Critical Safety Items are a subgroup of Critical Application ItemsFailure of CSI Item can potentially cause:Serious injuryLoss of lifeLoss of aircraftSignificant damage to aircraft or associated equipmentNote: Only prime contractors or the actual manufacturers cited in item description can provide CSI items
92 PR Trailer – Products Section Hazardous MaterialPR Trailer – Products SectionHMIC (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.
93 Hazardous Material MSDS REQUIRED ITEM DESCRIPTION BATTERY, STORAGE LEAD ACID, WETTECHNICAL DATA PACKAGE AVAILABILITYDSCR DOES NOT CURRENTLY HAVE AN APPROVEDTECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN.PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA. ADEQUATE DATA FOR THE EVALUATION OF ALTERNATEOFFERS IS NOT AVAILABLE AT THE PROCUREMENTAGENCY. THE OFFEROR MUST PROVIDE A COMPLETEDATA PACKAGE INCLUDING DATA FOR THE APPROVEDAND ALTERNATE PART FOR EVALUATION. 1. SAMPLING FOR INSPECTION & TESTING SHALL BEIAW ANSI/ASQ Z ANY ALTERNATE PLANMUST BE APPROVED BY THE PCO. A SAMPLING PLANTHAT ACCEPTS ON ZERO DEFECTS IS REQUIRED.2. ANY DEFECTIVE ITEM DISCOVERED AFTER SHIPMENTMAY BE CAUSE FOR REJECTION OF THE ENTIRECONTRACT QUANTITY.MSDS REQUIRED
94 Hazardous MaterialThese are FSCs that have been determined to be in Group IGroup I has been determined to be hazardous by the governmentThe contractor must provide a Material Safety Data Sheet (MSDS) and a Hazard Warning Label (if applicable) with their offer
95 Hazardous Material Item Description may include requirements for: Material Safety Data Sheets (MSDS)Hazardous Warning LabelsITEM DESCRIPTION:GREASE, BALL AND ROLLER BEARINGQPL APPLIESUNIT GALLON CAN CONTAINS 6.5 LBS NET WT.MSDS AND HAZARD WARNING LABEL ARE REQUIRED.
96 Hazardous Material Example of Internal Comments: CLAUSES , ANDAPPLY.ENSURE OFFEROR CERTIFIES ON HAZARDOUS NATURE OF PRODUCT OFFERED.
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.
98 Shelf LifeThe 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 restrictionActual length of timeTwo Types of Shelf Life:Type I-Non-RenewableType II-Renewable (Product Specialist can extend the shelf life)
99 Shelf LifeItem 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)
100 First Article Testing (FAT) Testing and evaluating the first item produced for conformanceItem 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 dateGovernment Testing-Contractor delivers specified number of units to the Government testing facility for testing and approval or disapprovalA bilateral award is required.
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 andQuality requirements in the contract or purchase order
103 Production Lot Testing (PLT) Testing occurs during productionGovernment Inspector randomly selects a sample of the items for testingIf approved: samples are included in the shipment of the production articles of the same lotIf one item fails: then the entire lot is disapprovedIF First Article Testing (FAT) is required the PLT occurs after the FAT
104 Production Lot Testing (PLT) There are 2 types of PLTGovernment-Samples sent to a government testing facilityContractor-Contractor sends samples to an independent testing lab or contractor performs testingA bilateral award is required
105 Government Fit Test Government tests the unit on the aircraft for: FormFitFunctionTest unit that is submitted is not returned to the contractor to be shipped as part of the contract quantityA bilateral award is required.
106 Commercial -Off-The-Shelf Item (COTS) A Commercial-Off-The-Shelf item can beidentified by reviewing the PR Trailer-ProductSection: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)
107 Commercial Item AMSC Coded “Z” MM03, Classification tab, INDUST SUP sub-tabOther than real propertyCustomarily used for non-governmental purposes that has been sold, leased, or licensed to general publicFAR Part 12 appliesThe KO has the final decision in determining if an item iscommercial.A bilateral award is required.
108 Quality Assurance Provision (QAP) Governs the level of inspection to be performed on the itemNot every item description has a QAPIf 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-E09Revision NR A DTD 04/27/2004PART PIECE NUMBER
109 Mylars Similar to a pattern that is used with a Technical Data Package (Stable Based Film Mylar) – A Mylar PatternProvided to awardee within 30 days of receiving the award orDownloaded by Contractor (Digital Format Mylar)Can determine type of Mylar available by querying MM03 in the INDUST SUP Tab
110 Mylars (Stable Base Drawings) Item description will contain a statement such as:“ GOVERNMENT FURNISHED MYLARSNOTE: A STABLE BASE DRAWING FORMS A PART OFTHE DATA PACKAGE REQUIRED FOR PERFORMANCE AND AS SUCH WILL BE FORWARDED TO THE SUCCESSFULOFFEROR WITHIN 30 DAYS AFTER AWARD OF THE CONTRACT.”
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.”
112 Restricted Technical Data Packages (RTDPs) PR TRAILER – PRODUCT SECTION:Data License Agreement block -An indicator that specifies thatthe Technical Data Package has special licensing requirements.“Y” indicates that the items being purchased requirespecial licensing requirements“N” or blank field indicates nospecial licensing requirements.“BC” indicates a Boeing License Agreement
113 RTDPs Restricted Technical Data Packages called: Rights Guard-subset of RTDPsLimited Rights Technical DataControlled Technical Data Packages (CTDPs)Special Data License Agreement
114 Restricted Technical Data Packages (RTDPs) ITEM DESCRIPTION:CRITICAL APPLICATION ITEMCOVER,ACCESSRIGHTS GUARD APPLIESEXCEPTIONS:SPECIAL INSTRUCTIONS FOR NSN
115 RTDPsRTDPs are:Available for the Gov’t to use to procure parts competitivelyProprietaryIAW restricted agreementsFurnished by the Government to potential offerorsRequired to be returned or destroyed after use
116 Award cannot be made to a vendor that is RTDPsBuyer’s BewareBuyer must confirm with DLA Aviation-VAB that the proposed awardee is eligible to receive dataVendors failing to certify destruction of data will be ineligible for receiving RTDPSAward cannot be made to a vendor that isNOT certified!!
117 Contract Data Requirements List (CDRLs) Referenced in PID Text:Appears as a QAP with “CDRL” in the descriptionThere is other technical data referenced in PID such as drawings or specifications.Provides additional guidance to the contractor
118 Contract Data Requirements List (CDRLs) REFNO DTD AMEND NR DTD 09 MAR 31 TYPE NUMBER: I/A/W QAP CDRL
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.
120 Contract Data Requirements List (CDRLs) Usually contain specific test requirement:First Article Test (FAT)Production Lot Testing (PLT)Government Fit Testing (FIT)
121 IRPODs (Individual Repair Parts Ordering Data) IRPODs are a:Control documentLists all technical documents and data required to identify and procure a component for a Nuclear Propulsion SystemSupplement to the Government’s requirements
122 Packaging Data Section, (cont.) Prep for Delivery-provides packaging and marking requirements for the NSNMilitary Packaging-MIL-STD-2073Commercial Packaging-ASTM standards
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, 2008
124 Packaging Data Section PACKAGING TEXT: PKGING DATA – QUP: 001 SHALL BE PACKAGED STANDARD COMMERCIAL IN ACCORDANCE WITH ASTM D 3951
125 Packaging Data Section, (cont.) QUP = Quantity Unit PackThe Quantity Unit Pack indicates the number of units of issue bound or packaged as a unit packEach line item quantity should be divisible by the QUP #If multiple lines each line must be divisible by the QUP #For Example:QUP=10Line Item Qty is 30 EAOK: 30 is divisible by 10
126 Packaging Data Section Example 2:QUP=10Line Item Qty is 45 EAProblem! 45 is not divisible by 10What should I do?Verify QUP is correct with the Packaging SpecialistIf correct, contact the Supply Planner for DLA Direct PRs or Customer Account Specialist (CAS) for Customer Direct PRs to change the quantity
127 When is Palletization Required? Include clause G22 (Section F) in solicitation and awardwhen:Palletization is indicated in the Prep for DeliveryOver Micro Purchase ThresholdSelf deleting if not applicableUnder the Micro Purchase Threshold:Only include clause in solicitation and award if the buyer hasreason to believe:Shipment Weight 250 lbs or 20 cubic feet
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
129 Contract HistoryProcurement 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
130 Contract HistoryTIC (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 terminatedVendor 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 NameQuantity: Number of units procured on the award.
131 Contract History UNIT: See Exhibit 3 for Unit of Issue Codes Net Price: Price per unit on the awardCurr (Currency): USD – US DollarsPer: Not ApplicableAward Date: Date of the award.
132 Contract HistoryIncoterms (International Commercial Terms): SAP term for Place of Inspection, Acceptance, and FOBB – FOB Destination and Origin (Both)D – FOB Destination Inspection: Destination Acceptance: DestinationE – FOB Origin Inspection: Origin Acceptance: OriginF – FOB Destination Inspection: Origin Acceptance: Origin1 – FOB Origin Inspection: Destination Acceptance: Destination FAST PAY
133 Contract HistoryPRC 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.
135 Contract History SAP PO No.: Wgt Avg – Not applicable 135135 The 10 digit number that EBS assigns when a PR is awardedNumber begins with a #45Wgt Avg – Not applicable
136 Unilateral Purchase Order B13F A-9G Notification of RejectionGovernment’s offer to purchase is made on basis of quotationreceived-Binding to GovernmentContractor not legally bound to performMust promptly notify contract administrator if contractor isnot going to perform by the specified delivery datePrompt Notification-As soon as possible after receiving theorderFailure to provide notification-Adversely affects contractor’s Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) score
137 Bilateral Purchase Order and Bilateral Contract Purchase Order and Contract is binding once signed by both the government and the contractorContractor’s failure to perform can result in a Termination for Default
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
139 Summary The Purchase Request (PR) trailer Is the foundation for your acquisition.Defines the requirementWhat we are buying? the quantity? Prep for Delivery? etc.Specifies the unique characteristics that require provisions and/or clausesConfiguration Control QCCFirst Article Inspection/AcceptanceMylar Data License Agreements/Rights Guard
140 Summary (continued)Specifies the unique characteristics that require provisions and/orclauses:SpecificationsShelf LifeDrawingsCritical Application ItemsCritical Safety ItemsPalletizationProduction Lot TestingPart Numbered ItemsHazardous Material