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Small Business Workshop Small Business Specialists

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Presentation on theme: "Small Business Workshop Small Business Specialists"— Presentation transcript:

1 Small Business Workshop Small Business Specialists
2006 Aviation Supply Chain Business Conference Small Business Workshop Crystal Ober & Harriett Reddrick Small Business Specialists June 6-8, 2006 SMALL BUSINESS CONTACT FORM. ATTACH CARD IF DESIRED.

2 Auto IDPOs WORKSHOP TOPICS BSM CHANGES NUMBERING BSM TERMS DIBBS ABVS
BSM DELIVERY CASCADING SET-ASIDES FAST AWARDS AUTO IDPOS SMALL BUSINESS ISSUES SDVOSB PROGRAM HUBZONE PROGRAM SIZE PROTESTS ELECTRONIC INVOICING OMBUDSMAN SERVICE

3 BSM DLA's Aviation Supply & Demand Chain Manager BSM (Business Systems Modernization) replaces DLA’s legacy material management systems with a state-of-the-art system linking the entire supply chain from 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 and renamed “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.aspx The 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 Checkpoint DSCC Operational Acctg – Pilot & Rollout DSCP Operational Acctg DSCR Operational Acctg Maritme NSN-269K $423M Maritme/Aviation NSN145K $417M Maritme/ Land NSN-242K $630M Medical 3 Pharm NSN-25K Itms-255K $1,244M DSCC Med 2 ECAT Itms-770k $80M Def WS Detachmt NSN-107K $289M Medical 1 Capital Equipmt $250M C&E NSN-40K $646M C&E NSN100K $663M C&T Footwear NSN-7.1K $263M Medical 4 Med/Surg NSN-38K Itms-2K $2,030M STABILIZATION STABILIZATION C&E NSN159K $574M Subs PV FSE/DFS NSN-3K $56M C&E NSN-90K $1,133M DSCP C&T OCIE NSN- 8K $1,017M C&T Drs Cloth NSN-9 K $245M Roll out schedule shows final roll-outs for DSCR in July 2006 (OEM items) and September 2006 (Land & Maritime remaining items). Aviation Deferred NSN-75K $675M DSCR Maritime/ Land NSN-78K $434M Aviation OEM NSN-166K $978M Jan06 Feb06 Mar06 Apr06 May06 Jun Jul Aug06 Sep06 Oct06 Nov06 Dec06 Release RTSO AMMA

5 Major Changes Solicitation, Contract and Clause numbering BSM Terms
DLA's Aviation Supply & Demand Chain Manager Solicitation, Contract and Clause numbering BSM Terms DIBBS ABVS BSM Delivery Evaluation Cascading Set-asides FAST awards AUTO IDPOs Session will discuss major changes that vendors may see as BSM begins its final roll-outs

6 Numbering Changes DLA's Aviation Supply & Demand Chain Manager BSM 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 at Clause numbers such as I94 or E6 are now being replaced by new clause numbers like I19A06 orE46A17 Purchase 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 Part Fourth digit - Regulation/Policy document (A=FAR, B=DFARS, C=DLAD, F=DSCR Local) Fifth/Sixth digits – numerical sequence within the UCF section

7 BSM Terms DLA's Aviation Supply & Demand Chain Manager Customer Direct aka DVD (procurement request that comes directly from a vendor) DLA Direct aka Stocked Item FSC (Federal Supply Class) aka Material Group Outline 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 Spokes Supplier 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 contracts Supply Planner: plans for supply requirements and creates and maintains Supply Plans. Part of Integrated Supplier Team Demand Planner Plans for customer demand and creates and maintains Demand Plans. Develops, enriches and publishes the final Demand Plan forecast. Part of Integrated Customer Team Customer 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 Part Fourth 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 Manager New bid board will be DLA DIBBS website Registration in Procurement Gateway DOES NOT register your company in DLA DIBBS. Info to help register and get profile set-ups can be found at Registration 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 FEATURES RFQ Searches “Custom Queries” for NSN, FSC, RFQ #, PR #, Nomenclature, Part Number, or Cage “Show Onlys” for Items with Bid Sets, Fast Award Candidates, Small Business Set-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 and SDV set-asides. Search by entering BSM clauses numbers under “Text Search” as follows: Type in I19A30 for Service Disabled Type in I19A01 for HUBZone Systems 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 searching Use FedBizOpps for in-depth searches

13 RFP DIBBs search site.

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 ABVS DLA's Aviation Supply & Demand Chain Manager Prior 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 Hubbard Topic: 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 EVALUATION Clause & (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 competition Offers considered in hierarchical tiers All SBs can submit quotes BSM 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 precedence Simultaneously accommodates SDV, HUBZone and total SB set-asides (REF: DLAD )

18 Combined SA Solicitation
Combined Set-Aside Solicitations At 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 solicitation Expectation of offers is based on BSM award and quote history All SBs are encouraged to submit quotes on Cascading Set-Asides. Order of precedence will be stated in the solicitation It 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-Asides Three 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 Precedence Service-Disabled Veteran-Owned Small Business HUBZone Small Business Small Business Unrestricted This 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 Businesses 2nd tier: HUBZone Small Businesses 3rd: Other Small Businesses If 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 IDPOs Auto IDPOs Creates 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 done Ref: Procurement Automated Contract Evaluation (PACE) Information (JAN 2006) – DLAD Part II Weighted 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 IDPOs AUTO IDPO Important Reminders No limit to number of orders issued during the contract period Contractor’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 acceptance Same set-aside logic as automated purchases Probably be a base and two year IDPO Note change of acceptance from legacy IDPOs.

25 DIBBS Navigation or BSM questions???
Auto IDPOs DIBBS & BSM HELP DIBBS Navigation or BSM questions??? Inside Virginia Outside Virginia Help with DIBBS also available from PTACs.

26 Auto IDPOs What is a Service Disabled Veteran?
SDVOSB PROGRAM What is a Service Disabled Veteran? A veteran with a disability that is service connected What is a Service Disabled Veteran-Owned Small Business? A business directly owned and controlled at least 51% by one or more service disabled veterans and Qualifies 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 product Award will be made at fair market price Sole Source – FAR Sole source awards – only one SDVOSB can satisfy the requirement SDV Program Manager Anne Mastrincola

28 Auto IDPOs HUBZONE REQUIREMENTS
Company must be located in a HUBZone – 35% of employees reside in a HUBZone Must be certified by SBA prior to submittal of proposal Company must perform 50% of manufacturing cost Dealers must provide the product manufactured by a HUBZone SB

29 Auto IDPOs HUBZONE PROCUREMENT PROGRAMS
Competitive – FAR and Expectation of two HUBZone SB manufacturers Award will be made at fair market price Sole Source – FAR Sole source awards – only one HUBZone can satisfy the requirement Notice of price evaluation Preference– FAR and 10% price evaluation preference – only on projects not set-aside for SBs – Unrestricted/full & open type projects HUBZone Program Manager, Connie McNeill (804)

30 Auto IDPOs LOCATING DSCR SET-ASIDES DIBBS/BSM Less than $100K/Legacy
Click Business Opportunities Electronic Commerce Open RFQ and Backorder Search Greater than $100K Search by Contracting Activity and type of set-aside DIBBS/BSM Click search categories Submit

31 Auto IDPOs SET-ASIDE GUIDELINES What 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 > $100K Contracting Officer (KO) shall notify each offeror in writing prior to award & after completion of negotiations & Determination of Responsibility Notice shall state: Name & address of apparent successful SB offeror Government will not consider revisions to offeror’s proposal No response is required unless basis exist to challenge the SB size status Notice is not required when KO determines in writing urgency of project or 8A SA (non-competitive)

33 Auto IDPOs SIZE PROTESTS (con’t) Protest received regarding business size representation must contain the basis for the challenge with evidence supporting the claim Any KO who receives a Size Protest (timely or not) shall promptly forward protest to area SBA Timely Size Protests should be received by KO within five business days from receipt May 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 Acceptance https://wawf.eb.mil Web Invoicing System https://ecweb.dfas.mil American 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 ISSUES What issues do you need to be addressed Question/Answer time Did 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.

37 Auto IDPOs OMBUDSMAN WEB PAGE (Con’t)


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