Presentation on theme: "Small Business Workshop Small Business Specialists"— Presentation transcript:
1 Small Business Workshop Small Business Specialists 2006 Aviation Supply Chain Business ConferenceSmall Business WorkshopCrystal Ober&Harriett ReddrickSmall Business SpecialistsJune 6-8, 2006SMALL BUSINESS CONTACT FORM. ATTACH CARD IF DESIRED.
2 Auto IDPOs WORKSHOP TOPICS BSM CHANGES NUMBERING BSM TERMS DIBBS ABVS BSM DELIVERYCASCADING SET-ASIDESFAST AWARDSAUTO IDPOSSMALL BUSINESS ISSUESSDVOSB PROGRAMHUBZONE PROGRAMSIZE PROTESTSELECTRONIC INVOICINGOMBUDSMAN SERVICE
3 BSMDLA's Aviation Supply & Demand Chain ManagerBSM (Business Systems Modernization) replaces DLA’s legacy materialmanagement systems with a state-of-the-art system linking the entire supply chainfrom customer to supplier modified from commercial systems.Effort restructured DLA systems as well as supply chain structure.In October 2004, Product centers and OEM supplier teams were restructured andrenamed “Integrated Supplier Teams” and “Integrated Customer Team.”Known as the Big Bang.Completion in late 2006 when all DSCR NSNs should be migrated to BSM.List of migrated NSNs is available at:https://www.webflis.dlis.dla.mil/WEBFLIS/ASPscripts/pub_search_BSM.aspxThe website address for the Supplier Information Resources page of BSM is:
4 DSCC Operational Acctg – Pilot & Rollout BSM Rollout Schedule From Jan 06 – Dec 06 (Current as of March 7, 2006)HQ – Operational Acctg.LR GO/NO-GO CheckpointDSCC Operational Acctg – Pilot & RolloutDSCP Operational AcctgDSCR Operational AcctgMaritmeNSN-269K$423MMaritme/AviationNSN145K$417MMaritme/LandNSN-242K$630MMedical 3PharmNSN-25KItms-255K$1,244MDSCCMed 2ECATItms-770k$80MDef WSDetachmtNSN-107K$289MMedical 1CapitalEquipmt$250MC&ENSN-40K$646MC&ENSN100K$663MC&TFootwearNSN-7.1K$263MMedical 4Med/SurgNSN-38KItms-2K$2,030MSTABILIZATIONSTABILIZATIONC&ENSN159K$574MSubs PVFSE/DFSNSN-3K$56MC&ENSN-90K$1,133MDSCPC&TOCIENSN- 8K$1,017MC&TDrs ClothNSN-9 K$245MRoll out schedule shows final roll-outs for DSCR in July 2006 (OEM items) and September 2006 (Land & Maritime remaining items).AviationDeferredNSN-75K$675MDSCRMaritime/LandNSN-78K$434MAviationOEMNSN-166K$978MJan06 Feb06 Mar06 Apr06 May06 Jun Jul Aug06 Sep06 Oct06 Nov06 Dec06Release RTSO AMMA
5 Major Changes Solicitation, Contract and Clause numbering BSM Terms DLA's Aviation Supply & Demand Chain ManagerSolicitation, Contract and Clause numberingBSM TermsDIBBSABVSBSM Delivery EvaluationCascading Set-asidesFAST awardsAUTO IDPOsSession will discuss major changes that vendors may see as BSM begins its final roll-outs
6 Numbering ChangesDLA's Aviation Supply & Demand Chain ManagerBSM solicitations and awards begin with “SPM” or “SPE”. Legacy awards began with “SP0”Clause numbering has changed to reflect BSM clause numbers. The Acquisition Reference List (aka Master Solicitation) reflects these changes. List of legacy and corresponding BSM clauses can be found atClause numbers such as I94 or E6 are now being replaced by new clause numbers like I19A06 orE46A17Purchase request numbers no longer begin with YPG, RPG or NPG and no longer have 14 digits. They now are 10 digit numeric (i.e )Clause numbers such as I94 or E6 are now being replaced by new clause numbers like I19A06 orE46A17. FAR/DFAR/DLAD clause cites still remain the same. Numbering for BSM consits of 6 digits and are as follows:First digit – UCF Section (A-M)Second/Third digits - Regulation /Policy PartFourth digit - Regulation/Policy document (A=FAR, B=DFARS, C=DLAD, F=DSCR Local)Fifth/Sixth digits – numerical sequence within the UCF section
7 BSM TermsDLA's Aviation Supply & Demand Chain ManagerCustomer Direct aka DVD (procurement request that comes directly from a vendor)DLA Direct aka Stocked ItemFSC (Federal Supply Class) aka Material GroupOutline Agreement aka Long Term Contract.Hub and Spoke Network: distribution network that allows vendors to ship new DLA materiel to any point in the network based on demand and supply plans. Materiel will be primarily bought to the Hubs (usually Tracy CA and Susquehanna PA) pushed to the SpokesSupplier Relationship Management (SRM): management of relationships between DLA and selected suppliers. Managers will manage these suppliers to the levels of performance and performance targets specified in their contractsSupply Planner: plans for supply requirements and creates and maintains Supply Plans. Part of Integrated Supplier TeamDemand Planner Plans for customer demand and creates and maintains Demand Plans. Develops, enriches and publishes the final Demand Plan forecast. Part of Integrated Customer TeamCustomer Account Specialist (CAS) The customer facing point of contact on the Integrated Customer Team (ICTs)First digit – UCF Section (A-M)Second/Third digits - Regulation /Policy PartFourth digit - Regulation/Policy document (A=FAR, B=DFARS, C=DLAD, F=DSCR Local)Fifth/Sixth digits – numerical sequence within the UCF section
8 DIBBS New bid board will be DLA DIBBS website www.dibbs.bsm.dla.mil. DLA's Aviation Supply & Demand Chain ManagerNew bid board will be DLA DIBBS websiteRegistration in Procurement Gateway DOES NOT registeryour company in DLA DIBBS.Info to help register and get profile set-ups can be found atRegistration and vendor profile set-up in DIBBs is critical.Also can contact Leticia Evans at for more registration and set-up information.
9 “Custom Queries” for NSN, FSC, RFQ #, DIBBS SEARCH FEATURESRFQ Searches“Custom Queries” for NSN, FSC, RFQ #,PR #, Nomenclature, Part Number, or Cage“Show Onlys” for Items with Bid Sets, FastAward Candidates, Small BusinessSet-Asides or IDPOs.DIBBs allows for custom searches and show onlys for RFQs
10 DIBBS HUBZone & Service Disabled Vet Searches For HUBZone and Service Disabled set-aside searches:Use “Text Search” to bring up HUBZone andSDV set-asides.Search by entering BSM clauses numbers under “Text Search” as follows:Type in I19A30 for Service DisabledType in I19A01 for HUBZoneSystems Change Request has been requested to add SDV and Hub search blocks (like Small Bus Set Aside search button).HUBZone and Service Disabled Set-asides can be searched for by using “Text Searches” BSM clause numbers need to be typed in to faciliate search.
11 RFQ Search Screen from DIBBs. Point out search features
12 RFP Searches More limited Can search by Solicitations with Bid Sets Cannot use HUBZone & SDV clauses for searchingUse FedBizOpps for in-depth searches
14 Exceptions to Public Posting Some RFQs are posted to restricted area of DIBBS.Only Cages to whom the buyer directs the solicitation can view the RFQ.Used only for mandatory sources of supply—JWOD and 8(A) solicitations.Mandatory sources like 8(a) and JWOD are exceptions to public posting.
15 ABVSDLA's Aviation Supply & Demand Chain ManagerPrior to January 2006, contracts performed in BSM were not counted toward the vendor’s ABVS score.In December 2005, vendors were informed that BSM performance data from June 1 – December 31, 2005 would be made available through the challenge process prior to its inclusion in your ABVS score, with inclusion expected to take place in March 2006.After input from vendors, a decision was made to utilize BSM data for award issued January and forward.In addition, effective January 1, 2006, ABVS will also begin to capture performance data on awards for non-NSN items.As always, vendors are strongly urged to review their performance data often and coordinate with the appropriate ABVS Administrator to resolve any concerns. ABVS POC is Carolyn Harris or Mary Ann HubbardTopic: ABVS Update - BSM Performance Data To our Vendor Community: In December 2005 we informed you that BSM performance data from June 1 - December 31, 2005 would be made available to you through the challenge process prior to its inclusion in your ABVS score, with inclusion expected to take place in March As a result of your valuable input through the challenge process, we have identified data integration issues involving BSM performance data. Consequently, we have determined it in the best interest of the Government and our vendors to utilize BSM data for awards issued January 1, 2006 forward. As always, we strongly urge our vendors to review their performance data often and coordinate with the appropriate ABVS Administrator to resolve any concerns. 7/1/2006 Post Date/Time: 04/18/ :09:44 PM
16 Exceptions to Public Posting BSM DELIVERY EVALUATIONClause & (PACE)Delivery is critical element to BSM Attainment Plan.Delivery will only be evaluated when identified in solicitation as an evaluation factor—otherwise, no preference for offers/quotes will fewer delivery days.Quoting/offering a greater number of delivery days than requested may result in less favorable evaluation.Attainment to Plan Measures how well DLA’s Supply Chain executes to supply plans created by Planning. First – it measures execution of purchasing and supplier deliveries against the Planned Orders (Recommended Buys). Secondly – measures execution of logistics actions against Stock Transport Orders (Redistribution Orders). .PROCLTR can be viewed at DLA website.
17 Combined/Cascading Set-Asides Achieving small business goals via multi-tiered competitionOffers considered in hierarchical tiersAll SBs can submit quotesBSM automated solicitations only (SASP T solicitations $2,500 to $100,000)Logic will not be used in manual solicitations (RFQs)Systems logic allows consideration of more than one kind of set-aside in a combined or “cascading” fashion, according to the order of precedenceSimultaneously accommodates SDV, HUBZone and total SB set-asides(REF: DLAD )
18 Combined SA Solicitation Combined Set-Aside SolicitationsAt time of solicitation, if there is a reasonable expectation of receiving offers from two or more SDV or HUB small business concerns, the BSM software will use a combined solicitationExpectation of offers is based on BSM award and quote historyAll SBs are encouraged to submit quotes on Cascading Set-Asides.Order of precedence will be stated in the solicitationIt is imperative that if you feel you can offer on an item, that you quote. In addition to award information, quote history is used by BSM Logic to decide if this set-aside should be used. If you are a HUBZone or SDV and do not quote, the likelihood of the item being set-aside as a combined set-aside in the future won’t be helped.
19 Types of Cascading Solicitations Types of Combined Set-AsidesThree types of cascades:1. SDV & HUBZone—expectation of receiving offers from 2 or more SDV or HUBZone SBs (Clause or 9014)2. SDV—expectation of receiving offers from 2 or more SDV SBs (Clause or 9016)3. HUBZone—expectation of receiving offers for 2 or more HUBZone SBs (Clause or 9009)There are three type of cascades—each reflecting the expectation of the award info and quote history as appropriate
20 Combined SA Order of Precedence Combined Set-Aside Order of PrecedenceService-Disabled Veteran-Owned Small BusinessHUBZone Small BusinessSmall BusinessUnrestrictedThis is order of precedence that has been established by DLA’s Procurement letter Can be viewed at DLA website.
21 Sample Cascade SAMPLE CASCADE/COMBINED SET ASIDE If solicitation went out with expectation of SDV and HUBZone offers, evaluation would be performed in the following order of precedence:1st tier: SDV Small Businesses2nd tier: HUBZone Small Businesses3rd: Other Small BusinessesIf no qualified quote is received from a small business at a fair market price, the set-aside will be withdrawn and the buy re-solicited on a unrestricted basis.Ref: DLAD (b)Here is a sample of what a solicitation that went out SDV and HUBZone would look like. The system will source SDV first. If no responses or no FMP, then source HUBZone. If this criteria is not meet either, the system will source other SBs. If not qualified quotes are received, the set-aside will be removed and buy will be resolicited unrestricted.
22 FAST Awards FAST Awards On solicitations, a Fast PACE icon on the DIBBS “search results” screen identifies Fast PACE solicitations.These solicitations, estimated to be less than $2,500, are not set-aside for small businesses.The solicitations may be awarded prior to the solicitation return date/time.Commencing at 3:00 P.M., 3 business days after the issue date, and continuing every day thereafter at 3:00 P.M. until the return date, all quotes $2,500 or less will be evaluated by DLA’s Procurement Automated Contract evaluation (PACE) program for an early award.FAST awards have FAST logo.They are low dollar value.Award can be made before closing date.You will need to be quick when quoting these.
23 AUTO IDPOsAuto IDPOsCreates IDPO awards for DLA stock replenishment items.Uses pricing logic & other automated filters to make fully automated and buyer assisted automated IDPO awards.Considers only “qualified quotes” for award. Qualified quotes are bids without exception & alternate bids.Awards do not specify a firm quantity of supplies other than a minimum quantity.Identified by a "U" in the 9th position & an "alpha" in the 10th position (i.e. "UA" "UB" etc.) of the solicitation number.If no qualified quotes are received or Auto IDPO is unable to make a price reasonableness or contractor responsibility determination, manual evaluation will be doneRef: Procurement Automated Contract Evaluation (PACE) Information (JAN 2006) – DLAD Part IIWeighted factor just in case:Weighted factor will be applied to the avg unit price for each price break range inlcudin zones and option years (5% for first ordering range, 65% for second ordering range, 25% for third ordering range and 5% for fourth ordering range. The summation of the four average weighted unit prices will be the total weighted average unit price for the quote. The total weighted average unit price is mulitplied by the estimated annual demand value to arrive at the total weighted average per year. This total weighted average is mulitpled by number of contract years to arrive at the total weighted average price for the IDPO.
24 Auto IDPOsAUTO IDPO Important RemindersNo limit to number of orders issued during the contract periodContractor’s method of accepting the IDPO is their performance on the first delivery order. Once that order is performed, the contract is formed and contractor agrees to honor additional orders. Different from legacy where bilateral signature was acceptanceSame set-aside logic as automated purchasesProbably be a base and two year IDPONote change of acceptance from legacy IDPOs.
25 DIBBS Navigation or BSM questions??? Auto IDPOsDIBBS & BSM HELPDIBBS Navigation or BSM questions???Inside VirginiaOutside VirginiaHelp with DIBBS also available from PTACs.
26 Auto IDPOs What is a Service Disabled Veteran? SDVOSB PROGRAMWhat is a Service Disabled Veteran?A veteran with a disability that is service connectedWhat is a Service Disabled Veteran-Owned Small Business?A business directly owned and controlled at least 51% by one or more service disabled veterans andQualifies as a small business under applicable NAICS Code
27 Auto IDPOs SDVOSB SET-ASIDES Competitive – FAR 19.1405 and 52.219-27 Expectation of two SDVOSBs, SB productAward will be made at fair market priceSole Source – FARSole source awards – only one SDVOSB can satisfy the requirementSDV Program Manager Anne Mastrincola
28 Auto IDPOs HUBZONE REQUIREMENTS Company must be located in a HUBZone –35% of employees reside in a HUBZoneMust be certified by SBA prior to submittal of proposalCompany must perform 50% of manufacturing costDealers must provide the product manufactured by a HUBZone SB
29 Auto IDPOs HUBZONE PROCUREMENT PROGRAMS Competitive – FAR andExpectation of two HUBZone SB manufacturersAward will be made at fair market priceSole Source – FARSole source awards – only one HUBZone can satisfy the requirementNotice of price evaluation Preference– FAR and10% price evaluation preference – only on projects notset-aside for SBs – Unrestricted/full & open type projectsHUBZone Program Manager, Connie McNeill (804)
30 Auto IDPOs LOCATING DSCR SET-ASIDES DIBBS/BSM Less than $100K/Legacy Click Business OpportunitiesElectronic CommerceOpen RFQ and Backorder SearchGreater than $100KSearch by Contracting Activity and type of set-asideDIBBS/BSMClick search categoriesSubmit
31 Auto IDPOsSET-ASIDE GUIDELINESWhat does it take to set-aside a procurement for small business?Dollar thresholds:$2,500 - $25K – 2 SBs offering the product of 2 different manufacturers (small or large)$25K - $100K – 2 SBs offering the product of any Small Business> $100K SBs offering the product of 2 different Small Businesses
32 Auto IDPOs SIZE PROTESTS FAR (a)(2), Notification to Unsuccessful Offerors, Preaward Notices for Small Business Programs – projects > $100KContracting Officer (KO) shall notify each offeror in writing prior to award & after completion of negotiations & Determination of ResponsibilityNotice shall state:Name & address of apparent successful SB offerorGovernment will not consider revisions to offeror’s proposalNo response is required unless basis exist to challenge the SB size statusNotice is not required when KO determines in writing urgency of project or 8A SA (non-competitive)
33 Auto IDPOsSIZE PROTESTS (con’t)Protest received regarding business size representation must contain the basis for the challenge with evidence supporting the claimAny KO who receives a Size Protest (timely or not) shall promptly forward protest to area SBATimely Size Protests should be received by KO within five business days from receiptMay be made orally if confirmed in writing either within the five day period or by letter post marked no later than one business day after oral protest
34 Auto IDPOs ELECTRONIC INVOICES SUBMISSION Wide Area Work Flow – Receipt and Acceptancehttps://wawf.eb.milWeb Invoicing Systemhttps://ecweb.dfas.milAmerican National Standards Institute (ANSI)Invoices are done by PIIN/DFAS on actual order. That distinquishes BSM from Legacy.LTCs may advise new payment info for future orders as the NSNs migrate to BSM.
35 Auto IDPOs What issues do you need to be addressed SMALL BUSINESS ISSUESWhat issues do you need to be addressedQuestion/Answer timeDid you know there is an on-line place to get your concerns addressed ? Ombudsman web site found at click on DSCR SB Office click on Ombudsman:
36 Auto IDPOs OMBUDSMAN WEB PAGE Note change of acceptance from legacy IDPOs.