2006 Aviation Supply Chain Business Conference2006 Aviation Supply Chain Business Conference

Small Business WorkshopSmall Business Workshop

Crystal OberCrystal Ober&&

Harriett ReddrickHarriett ReddrickSmall Business SpecialistsSmall Business Specialists

June 6-8, 2006June 6-8, 2006

Auto IDPOsWORKSHOP TOPICSWORKSHOP TOPICS

BSM CHANGESNUMBERINGBSM TERMSDIBBSABVSBSM DELIVERYCASCADING SET-ASIDESFAST AWARDSAUTO IDPOS

SMALL BUSINESS ISSUESSDVOSB PROGRAMHUBZONE PROGRAMSIZE PROTESTSELECTRONIC INVOICINGOMBUDSMAN SERVICE

BSMBSMBSMBSMDLA's Aviation Supply & Demand Chain ManagerDLA'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 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.aspx

•The website address for the Supplier Information Resources page of BSM is: http://www.dla.mil/j-6/bsm/SIRC/default.asp

DSCC

DSCP

DSCR AviationOEMNSN-166K$978M

C&ENSN-90K $1,133M

Release 2.2 RTSO AMMA

STA

BIL

IZA

TIO

N

C&TDrs ClothNSN-9 K$245M

Subs PV FSE/DFSNSN-3K$56M

Def WSDetachmtNSN-107K$289M

MaritmeNSN-269K$423M

Maritme/AviationNSN145K $417M

Maritme/LandNSN-242K$630M

Maritime/LandNSN-78K$434M

Med 2ECATItms-770k$80M

Medical 3PharmNSN-25KItms-255K $1,244M

Medical 4Med/SurgNSN-38KItms-2K$2,030M

Medical 1CapitalEquipmt$250M

DSCP Operational Acctg

HQ – Operational Acctg.

DSCR Operational AcctgDSCC Operational Acctg – Pilot & Rollout

C&TFootwearNSN-7.1K$263M

C&TOCIENSN- 8K$1,017M

C&E NSN159K$574M

C&E NSN100K $663M

C&E NSN-40K $646M

AviationDeferred NSN-75K$675M

LR GO/NO-GO Checkpoint

BSM Rollout Schedule From Jan 06 – Dec 06

(Current as of March 7, 2006)

Jan06 Feb06 Mar06 Apr06 May06 Jun06 Jul06 Aug06 Sep06 Oct06 Nov06 Dec06

STA

BIL

IZA

TIO

N

Major ChangesMajor ChangesMajor ChangesMajor ChangesDLA's Aviation Supply & Demand Chain ManagerDLA'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

Numbering ChangesNumbering Changes Numbering ChangesNumbering ChangesDLA's Aviation Supply & Demand Chain ManagerDLA'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 http://www.dscr.dla.mil/proc/CLAUSES/clauses.html

•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. 0012303704)

BSM TermsBSM Terms BSM TermsBSM TermsDLA's Aviation Supply & Demand Chain ManagerDLA's Aviation Supply & Demand Chain Manager

Customer 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)

DIBBSDIBBSDIBBSDIBBSDLA's Aviation Supply & Demand Chain ManagerDLA's Aviation Supply & Demand Chain Manager

•New bid board will be DLA DIBBS website www.dibbs.bsm.dla.mil.

•Registration in Procurement Gateway DOES NOT registeryour company in DLA DIBBS.

•Info to help register and get profile set-ups can be found at http://www.dscr.dla.mil/userweb/sbo/BSM%20Pamphlet%202005A.doc.

• 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 SEARCH FEATURESDIBBS SEARCH FEATURES

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 DisabledType in I19A01 for HUBZone

Systems Change Request has been requested to add SDV and Hub search blocks (like Small Bus Set Aside search button).

DIBBS HUBZone & Service DIBBS HUBZone & Service Disabled Vet SearchesDisabled Vet Searches

RFP Searches

• More limited

• Can search by Solicitations with Bid Sets

• Cannot use HUBZone & SDV clauses for searching

• Use FedBizOpps for in-depth searches

RFP SEARCHESRFP SEARCHES

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.

Exceptions to Public PostingExceptions to Public Posting

ABVSABVSABVSABVSDLA's Aviation Supply & Demand Chain ManagerDLA'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 1 2006 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 804-279-6431 or Mary Ann Hubbard 804-279-5790.

Exceptions to Public Posting

• Clause 52.211-9011 & 52.213-9008 (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.

BSM DELIVERY EVALUATIONBSM DELIVERY EVALUATION

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 19.508)

Combined/Cascading Set-AsidesCombined/Cascading Set-Asides

Combined SA Solicitation

• 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

Combined Set-Aside SolicitationsCombined Set-Aside Solicitations

Types of Cascading Solicitations

Three types of cascades: • 1. SDV & HUBZone—expectation of

receiving offers from 2 or more SDV or HUBZone SBs (Clause 52.219-9013 or 9014)

• 2. SDV—expectation of receiving offers from 2 or more SDV SBs (Clause 52.219-9015 or 9016)

• 3. HUBZone—expectation of receiving offers for 2 or more HUBZone SBs (Clause 52.219-9008 or 9009)

Types of Combined Set-AsidesTypes of Combined Set-Asides

Combined SA Order of Precedence

• Service-Disabled Veteran-Owned Small Business

• HUBZone Small Business

• Small Business

• Unrestricted

Combined Set-Aside Order of PrecedenceCombined Set-Aside Order of Precedence

Sample Cascade

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 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 19.590(b)

SAMPLE CASCADE/COMBINED SET ASIDESAMPLE CASCADE/COMBINED SET ASIDE

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 AwardsFAST Awards

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: 52.213-9008 Procurement Automated Contract Evaluation (PACE) Information (JAN 2006) – DLAD Part II

AUTO IDPOsAUTO IDPOs

Auto IDPOs

• 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

AUTO IDPO Important RemindersAUTO IDPO Important Reminders

Auto IDPOs

DIBBS Navigation or BSM questions???

Inside Virginia 800-544-5634

Outside Virginia 800-227-3603

DIBBS & BSM HELPDIBBS & BSM HELP

Auto IDPOs

• 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

SDVOSB PROGRAMSDVOSB PROGRAM

Auto IDPOsSDVOSB SET-ASIDESSDVOSB 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 19.1406– Sole source awards – only one SDVOSB can satisfy the

requirement

SDV Program Manager Anne Mastrincola 804-279-5242

Auto IDPOs

• Company must be located in a HUBZone – http://www.sba.gov/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

HUBZONE REQUIREMENTSHUBZONE REQUIREMENTS

Auto IDPOsHUBZONE PROCUREMENT PROGRAMSHUBZONE PROCUREMENT PROGRAMS

• Competitive – FAR 19.1305 and 52.219-3– Expectation of two HUBZone SB manufacturers

– Award will be made at fair market price

• Sole Source – FAR 19.1306– Sole source awards – only one HUBZone can satisfy the

requirement

• Notice of price evaluation Preference– FAR 19.1307 and 52.219-4

– 10% price evaluation preference – only on projects not

set-aside for SBs – Unrestricted/full & open type projects

HUBZone Program Manager, Connie McNeill (804) 279-5290

Auto IDPOs

Less than $100K/Legacy– www.dscr.dla.mil

– Click Business Opportunities» Electronic Commerce» Open RFQ and Backorder Search

Greater than $100K– www.fedbizopps.gov– Search by Contracting Activity and type of set-aside

DIBBS/BSM–www.dibbs.bsm.dla.mil–Click search categories–Submit

LOCATING DSCR SET-ASIDESLOCATING DSCR SET-ASIDES

Auto IDPOs

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

SET-ASIDE GUIDELINESSET-ASIDE GUIDELINES

Auto IDPOs

FAR 15.503(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)

SIZE PROTESTSSIZE PROTESTS

Auto IDPOs

• 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

SIZE PROTESTS (con’t)SIZE PROTESTS (con’t)

Auto IDPOsELECTRONIC INVOICES SUBMISSIONELECTRONIC INVOICES SUBMISSION

Wide Area Work Flow – Receipt and Acceptancehttps://wawf.eb.mil

Web Invoicing Systemhttps://ecweb.dfas.mil

American National Standards Institute (ANSI)http://www.X12.org

Auto IDPOs

• 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 www.dscr.dla.mil click on DSCR SB Office click on Ombudsman:

http://www.dscr.dla.mil/SBO/index.asp

SMALL BUSINESS ISSUESSMALL BUSINESS ISSUES

Auto IDPOsOMBUDSMAN WEB PAGEOMBUDSMAN WEB PAGE

Auto IDPOsOMBUDSMAN WEB PAGE (Con’t)