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DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCYDLA Internet Bid Board System(DIBBS)Breakout Session30-31 August 2016WARFIGHTER FIRST PEOPLE & CULTURE STRATEGIC ENGAGEMENT FINANCIAL STEWARDSHIP PROCESS EXCELLENCE1

DIBBS Breakout Agenda IntroductionThe Link NewsletterDIBBS SecurityNotices & BannersSupplier Requirements Visibility Application (SRVA)Past PerformanceDLA Master SolicitationSearchingQuotingBuy American Act ChangesUploading ProposalsPost Award Requests (PARs)Questions2

The Link Newsletter THELINK Newsletter Do you have ideas for anarticle in The Link? Please fill out thesuggestion form and dropit off at the DIBBS boothor send an email to:[email protected]

Cyber Security National security and intelligence officialshave long warned that cyber attacks areamong the most serious threats facing theUnited States The U.S. government was hit by morethan 77,000 "cyber incidents" such as datathefts or other security breaches in fiscalyear 2015, a 10% increase over theprevious year, according to a White Houseaudit “Despite unprecedented improvements insecuring federal information resources malicious actors continue to gainunauthorized access to, and compromise,federal networks, information systems,and data,” the report said“Number of U.S. government‘cyber incidents’ jumps in 2015”Reporting by Dustin Volz, www.reuters.comMarch 21, 20164

Registration & Password Security During registration, you will receive a PIN numberwhich you need to establish your new password The PIN number is only valid for 24 hours Once your password is established, you must log inimmediately Inactive accounts will be locked if not used in 35days‒10 days prior to an inactivity lockout, you willreceive an email notification5

DIBBS Password Security Passwords are required to be changed every 60 days‒ You will receive emails 30 and 10 days prior to yourpassword expiration‒ After 60 days, you will be forced to change yourpassword at log in After 3 failed log in attempts, your account will belocked and you will need to request an unlock If you “X” out of your browser without logging off, youwill need to wait 15 minutes before you can accessDIBBS again6

DIBBS Password Rules Your password must:‒ Be at least 15 characters long‒ Begin with a number or letter The first character may not be a special character The first three characters cannot all be the same7

DIBBS Password Rules Passwords must contain at least one each of thefollowing four character types:1. Upper Case Letters:ABCDEFGHIJKLMNOPQRSTUVWXYZ2. Lower Case Letters: abcdefghijklmnopqrstuvwxyz3. Numbers: 01234567894. Special Characters: @ # % & . !‒ Please use only the above characters‒ Avoid multiple special characters and do notrepeat consecutively (i.e. @@)‒ If the special character "&" is followed by a "#",an error will result8

DIBBS Banners Banners are located at the top of the DIBBS home pageand are short statements to highlight significant notices9

DIBBS Notices Notices are located at the bottom of the DIBBS home pageand provide detailed information important to suppliers10

SRVASupplier Requirements Visibility Application11

SRVASupplier Requirements Visibility Application Provides suppliers with DLA forecastinginformation to help reduce lead times, increasecustomer support and improve warfighterreadiness Allows DLA suppliers to input a list of NIINs toretrieve forecast information– Must be logged into DIBBS– 24 months of forecast information is sent to DIBBS thesecond week of each month– Projected Planned Orders (forecast/estimates) are basedon history and may include data from collaborative effortsbetween DLA and our customers– Estimates are not binding12

SRVASupplier Requirements Visibility ApplicationSRVA support is available by contacting the following: Aviation: [email protected] Land: [email protected] Maritime: [email protected] Energy: [email protected] Clothing & Textile, Construction & Equipment,Industrial Hardware, Medical or Subsistence:[email protected]

PPIRS-SR (NG)Past Performance Information Retrieval SystemStatistical Reporting (Next Generation)14

What is PPIRS? System is owned and maintained by the Navy (NavalSea Logistics Center Portsmouth) PPIRS is the sole Federal repository for contractor pastperformance information PPIRS has two parts:‒ Report Cards (RC) Above established threshold of 5 million for DLA‒ Statistical Reporting Next Generation (SRNG) Below established threshold of 5 million for DLA15

How Does PPIRS-SR (NG) Work? PPIRS-SR NG collects quality and deliverydata from numerous Department of Defense(DoD) databases, aggregates that data usingalgorithms, and provides the user with objectivequality and delivery ratings of a contractor’spast performance Detailed evaluation criteria & user e.htmWeighted Delivery ScoreQuality Color Classification16

PPIRS-SR (NG) Business Rules Uses 3 years of past performance/historical data Scores/classifications are now updated each dayvs. each month (24-48 hr. lag for system interface) Performance data is classified by CAGE andcommodity‒ Federal Supply Classification - FSC (DoD uses)‒ NAICS - North American Industry ClassificationSystem Quality and Delivery records are weighted ( & -)‒ Scores are classified in positive/negative recordcategories17

PPIRS-SR (NG)Logging in with a PKI Certificate Public Key Infrastructure (PKI) Certificate is nowrequired for PPIRS-SR (NG) users Mandatory as of 15 Aug 2015 for all users Purchase from External Certificate Authority (ECA) DLA is not involved in the approval of vendoraccount registration or PKI certifications Contact PPIRS Helpdesk for registration or PKIcertification related inquiries‒ Website: [email protected]‒ Phone: (207) 438-169018

PPIRS-SR (NG) ContactInformation More information available at:‒ https://www.ppirssrng.csd.disa.mil/split.htm‒ https://www.ppirssrng.csd.disa.mil/pki info.htm‒ PPIRS-SR (NG) Homepage:https://www.ppirssrng.csd.disa.mil/‒ DLA L&M related questions: [email protected]

What is VPH?Vendor Performance History Locally created tool by DLA Land and Maritime Captures vendor performance trend data‒ On time delivery percentages‒ Able to see a 12 month view Open vs. delinquent CLIN count‒ DLA wide or DLA Land and Maritime CLIN totals Awarded vs. canceled/terminated awards Compiles all PPIRS-SR (NG) scores‒ Composite vendor delivery score‒ Assists in source selection determinations20

Example of Good Performance21

Example of Poor Performance22

DLA Master Solicitation23

DLA Master Solicitation24

DLA Master SolicitationYou canfind thelink to themostcurrentMasterSolicitationon theDD115525

Searching on DIBBS Request for Quotes (RFQ) Request for Proposals (RFP),Invitation for Bid (IFB) andOther RFQs Awards26

Searching on DIBBS*Request for Quotes (RFQ)* RFQ text search update‒ More robust than previous version‒ Search by a certain number of days back‒ New sorting feature‒ Same filters as regular searching‒ Improved RFQ search27

Searching on DIBBS*Request for Quotes (RFQ) (Cont.)* Search By:‒ Federal Supply Class (FSC)‒ National Stock Number (NSN)‒ Solicitation Number‒ Purchase Request Number‒ Nomenclature‒ Approved Part Number‒ Approved Cage Can include Wildcards (*)28

Searching on DIBBS*Request for Quotes (RFQ) (Cont.)* Filter By:‒ Items with Technical Documents‒ Fast Award Candidates‒ Small Business Set-Asides‒ Hubzone Set-Asides‒ Combined Set-Asides‒ Service Disabled Veteran Owned Set-Asides29

Searching on DIBBS*RFP/IFB/Other RFQs* Search By:‒ Solicitation Number‒ NSN/Part Number‒ Nomenclature‒ Buyer Code Filter By:‒ Items with Technical Documents30

Searching on DIBBS Search By:‒‒‒‒‒‒*Awards*Award CageContract/Delivery Order #Solicitation #Purchase RequestNSN/Part NumberNomenclature Filter By:‒‒‒‒TodayPast 15 DaysDate RangeAll31

Quoting on DIBBS Three Ways to Submit Quotes:1. Web Quote Form - must be logged in2. Batch Quoting - must be logged in3. EDI Quoting - requires a Value Added Network(VAN) Four Different Bid Types Available:1.2.3.4.Bid without ExceptionBid with ExceptionAlternate BidNo Bid32

Quoting on DIBBS (cont.) Quoting Tips:‒ The Web Quote Form is dynamic with somepre-populated fields‒ Pay attention to what constitutes a Bid withException and what does not (in MasterSolicitation)‒ Having remarks on an Automated Solicitationis a Bid with Exception‒ Prior to submittal, make sure it is reviewed foraccuracy33

Quoting on DIBBS (cont.) Quoting Tips (cont.):‒ At submittal it will either accept or reject‒ Correct any errors‒ Successfully submitted quotes can be searched by: Today Recent Specific Date Date Range Custom Search34

Buy American/Free Trade Required in solicitations over the micropurchasethreshold ( 3,500) Depending on dollar value, either Buy Americanor Free Trade applies October 2016 will reflect the new BuyAmerican/Free Trade requirements Adding Alternate IV of DFARS 252.225-7035 The country list for Qualifying and Free Tradecountries will be updated35

Uploading Proposals You must be logged into DIBBS Unless prohibited by the solicitation, DIBBSelectronic upload is the preferred method ofproposal submission The offer must be signed and completed in itsentirety No data will be saved unless the offer issubmitted Documents may be added, but not removed Found on the RFP search screen by selecting the“Offer” icon36

Post Award Request (PARs)37

Post Award Request (PARs) A PAR is a request for a post award actionagainst a DLA contract or purchase order(PO) PARs are automatically assigned to thePost Award administrator responsible forcontract administration of the contract ororder; suppliers receive immediatefeedback of PAR assignment DIBBS PARs are the preferred method forsubmitting a PAR; email requests to theadministrators are discouraged38

Post Award Request (PARs) Each PAR is assigned a unique Case IDnumber and is tracked on the Post Awardworkload screen and in managementreports There are established Post Award metricsand performance standards for completingPARs PARs are permanent records stored in theofficial contract file39

Post Award Request (PARs)Vendor Reasons to Submit a PAR:–––––––––––VR01 – Delivery Date ChangeVR02 – Duty Free Entry RequestVR03 – Free IssuesVR04 – Price Change and Mistakes-in-BidVR05 – Request for Price Change in Accordancewith Economic PriceVR06 – Variation in Quantity ChangeVR07 – Quantity ChangeVR08 – Vendor Requested CancellationVR09 – ModificationVR10 – Wage DeterminationVR11 – Other Vendor Request40

Questions? Come see us at Booth 420 during theconference Email us at [email protected] after theconference Call the DLA Land and Maritime BusinessCounseling Center at (800) 262-327241

DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCYBackgroundSlidesWARFIGHTER FIRST PEOPLE & CULTURE STRATEGIC ENGAGEMENT FINANCIAL STEWARDSHIP PROCESS EXCELLENCE42

Post Award Requests(PARs) in DIBBSEnter DIBBS user ID and Password43

Post Award Requests(PARs) in DIBBS44

Post Award Requests (PARs)in DIBBS45

Submit a New PARSubmit a New PAR46

Submit a New PAR* Mandatory Entries47

Submit a New PAR48

Submit a New PAR49

Submit a PAR Status Request50

Submit a PAR Status RequestSPE7L314M10795088851

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WARFIGHTER LOGISTICS EXCELLENCEACCOUNTABILITY TEAMWORKURGENCY AGILITY INNOVATIONCOMMITMENT INTEGRITY DIVERSITYMUTUAL TRUST & RESPECTFinancialStewardship53

Public Key Infrastructure (PKI) Certificate is now required for PPIRS -SR (NG) users Mandatory as of 15 Aug 2015 for all users Purchase from External Certificate Authority (ECA) DLA is not involved in the approval of vendor account registration or PKI certifications Contact