Transcript in DIBBS (cont`d) - APTAC - Association of Procurement Technical

DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
WebFLIS
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Logistics Information Available
via WebFLIS
http://www.dlis.dla.mil/WebFlis/pub/pub_search.aspx
Types of Searches:
NIIN / NSN
Item Keyword
Part Number
Cage Code
Medical Keyword Search
UIT Code
MCN / LSN / NIIN
RNCC / RNVC = 3 / 2
Primary Identifying
item of production –
Ref/PN & Cage CD
are Primary Buy item
(5 / 2 Secondary)
Every Bold header is
linked to a detailed
explanation of the
acronym and the
codes under them
Source of Supply Code – MILSTRIP
routing identifier code which ID’s the
activity as a potential source of supply
SMS = DLA
AKZ = US Army Tank-automotive And
Armaments Command Warren, MI
NRP = NAVICP, Philadelphia
Every Bold header is
linked to a detailed
explanation of the
acronym and the
codes under them
American Metal casting Consortium Search
for NSNs by Material and/or Process
http://www.defensecastingtoolkit.com
American Metal casting Consortium Search
for NSNs by Material and/or Process
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Update User Profile & Manage
Vendor Accounts
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Logging onto DIBBS (registered user)
Logging onto DIBBS (registered user) (cont’d)
User ID &
Password
Home Page
Hot Links to:
Manage your Accounts –
User & Vendor, Your
Submitted Quotes, SRVA,
Market Ready Orders
Home Page:
– Date password expires
– Shows if SAM needs updating and
provides link to website (yearly update)
* System will let you quote but you can NOT
receive an Award until SAM updated
Accounts Options (Profile)
Location: Home > My Account
Options Available on Page:
- User & Super User - options to manage
accounts
- Our Quotes Searches
- Non-Public Buyer Direct Solicitations
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
Update My User Profile
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Update My User Profile
Location: Home > My Account
Update My User Profile
– Change your email address, Fax or phone #
Update My User Profile (cont’d)
To update your Vendor Account go to:
My Account > User Profile
Change – email address, Fax & phone #
Click “update” button
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
Forgot / Change
Password
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Change My Password (voluntary change)
Location: Home > My Account > User Options
Change My Password whenever you need to
Change My Password (voluntary) (cont’d)
Forgot Password (new or involuntary change)
Location: Home > Log In (Key Logo)
ANYTIME you cannot get into DIBBS (other than being
locked out) you need to go into the Forgot Password
process and change your password
New Users then must go into the Forgot
Password process to create their password
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
Manage User
Accounts
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Manage User Accounts
Location: Home > My Account
Super User creates other User accounts, edits
accounts or deletes user accounts in
“Manage User Accounts” (02-99)
New Users then must go thru the Forgot
Password process to create their password
Manage User Accounts (cont’d)
To update a user account, click on
“SELECT” for that user ID/Name.
To add a new account, click on “New
Account”.
Manage User Accounts (cont’d)
The Super User is able to update Name,
Phone #, Fax # and/or email.
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
Manage Vendor Accounts
Profile
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Manage Vendor Accounts Profile
Location: Home > My Account
Super User Option >
Manage Vendor Profile
– Quoting Defaults & Notification Options
Manage Vendor Accounts Profile (cont’d)
Location:
Home > My Account > Accounts > Vendors
(only view if authorized to quote for multiple cages but also go if want to
add sub-accounts to your account {click on Cage} numbered 02 thru 99)
Link to SAM data
CAGE: cannot quote if “red status flag” visible, need to update your account info or DLA has
tried to send you an email based on your DIBBS email account and have been unable to do
so. If email correct contact DIBBS Helpdesk to verify email address and clear flag.
Click on “CAGE” to do for Vendor Profile – also maintenance
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Manage Vendor Accounts Profile (cont’d)
Super User can Check or Change the default Vendor representations as required
Manage Vendor Accounts Profile (cont’d)
Award and Solicitation Notifications – Primary and
Secondary (Alternate) POCs – can only ONE Primary and
Alternate POC, no more POCs can be added.
Notifications sent ONLY to Primary, unless get notification back
(undeliverable only) that the e-mails did not go through then
Notifications sent to Alternate POC
Specific NSNs
FSCs - will
get every
open
solicitation
in all the
loaded
FSCs
(computer
overload)
Approved
Manufacturer /
Cage
Codes Distributers
use this feature
a lot
Super User – updates these fields that direct email
notification of new solicitations that match
selections for FSC, NSN, and Approved
Manufacturer CAGE Codes in the profile.
Can enter up to 3000 values per category (FSCs,
NSNs, and/or CAGEs) separated by commas.
Do not enter an NSN that falls within an FSC
already chosen for vendor directed solicitation
notification
Manage Vendor Accounts Profile (cont’d)
Review and Submit changes
Manage Vendor Accounts Profile (cont’d)
“Submit” brings you back to the
“Manage Vender Accounts “ page
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
Manage Vendor Quotes
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Manage Vendor Quotes
Our Quotes >
Search Submitted Quotes
For your CAGE Code you can:
Search for, Look at, Revise or Re-Enter Quote (a Re-Entered Quote will
overlay an original quote, do not kept multiple variations of quotes)
Non-Public Buyer Direct Solicitations
If you have any or were sent a solicitation directly to your CAGE, i.e. are
on QPL / QML Lists or PRE qualified some way, look here
Manage Vendor Quotes (cont’d)
Quote Search page:
For your Cage Code you can search:
- Today’s Quotes
- Recent’s Quotes (past 15 days)
- Date
- Date Range
- Custom Search
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Extra Slides –
DIBBS
Quoting
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
Welcome Page
Fast Trak Quoting
xxxxxxxxxxxxxxxxxxxxxxxxxxx
“RFQ Search” & enter in search criteria
If you know the solicitation #, you can type it directly in the FAST TRAK QUOTING
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NOTE: The quoting portion of the system is timed. It may lock you out after about 15 minutes.
It takes a little bit of time to submit a bid if you haven’t done it before, so print out the
solicitation
To print a solicitation, click on the solicitation number interested in
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Use the print icon in the upper right hand
side to print a copy of the solicitation
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Ready to quote? Click on the letter “Q” (quote image)
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DIBBS Quote Input Form
Step 1
Choose 1 from multiple CAGEs you are preauthorized to quote on behalf of.
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DIBBS Quote Input Form
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Bid Types - Bid Without Exception
Bid Without Exception:
Bid Type dropdown
Used to indicate quote is in exact compliance with the
solicitation requirements.
**This information is used to evaluate automated
solicitations (T or U in ninth position).**
The following conditions ARE NOT considered exceptions:
One recommendation
provided is to NOT change
the Bid Type but continue to
fill in all required
information. Once you
SUBMIT QUOTE system will
validate the information and
inform you of any errors and
what to do next.
1. Quoting a different delivery than the required delivery.
2. Quoting origin inspection on solicitations requiring
destination inspection.
3. Quoting a superseding or previously approved part or
correction to a CAGE/part number cited in the AID on
an item described by manufacturers CAGE and part
number.
4. Quoting a used, reconditioned, remanufactured,
new/unused Govt. surplus, foreign, or hazardous end
item.
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Bid Types - Bid With Exception
Bid Type dropdown
Bid With Exception:
The following ARE considered exceptions to the
solicitation:
1. Taking exception to the item description
2. Exceptions to packaging requirements
3. Exceptions to FOB point
4. Quoting destination inspection on a solicitation
requiring origin inspection
5. Exceptions to required quantity
6. Quoting a quantity variance outside the range
specified on automated solicitations (“T” or “U” in 9th
position of solicitation number).
NOTE: Quoting Bid With Exception WILL preclude you
from receiving an automated award.
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Bid Types – Alternate Bid
Bid Type dropdown
Alternate Bid:
If you wish to supply other than the approved part, you
will have to submit your bid as an Alternate Offer.
For automated solicitations ("T" or "U“ in 9th position of
solicitation number), the following applies to your alternate
offer:
• Offers of alternate products will not be evaluated for the
current procurement, ONLY for FUTURE procurements.
• You may submit a request to the Supply Center for
evaluation for future procurements of the same item.
Additional information presented during “Submitting an
Alternate Offer” presentation.
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Bid Types – No Bid
Bid Type dropdown
No Bid:
Declining to submit a quote on this
solicitation.
• Quoting zero quantity for all line
items will force a bid type of "No
Bid.”
• A “No Bid” will also delete a
previously submitted bid.
Note: “No Biding” is the ONLY way to
delete a previously submitted bid.
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Vendor Quote #
Optional fill-in for a vendor reference number – if
calls, buyer can provide the internal reference #
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Accept Packaging & RFID
Are you quoting in accordance with the packaging & RFID requirements
as stated in the solicitation? Select appropriate response.
- If no, your bid type will change to bid with exception
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Discount Terms
Select dropdown to select from a list of six
most common discount terms. This field will
default from vendor DIBBS registration.
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Quote Valid For
Enter number of days your quote is valid.
Validation forces a numeric response from 1-999.
This field will default from vendor DIBBS
registration.
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FSS / BOA / BPA
Defaults to N/A
Select "FSS/BOA/BPA" ONLY if applicable and
include Contract # and expiration date, otherwise
leave N/A.
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FOB (Free on Board) Point
Defaults to Solicitation requirement.
Select Destination or Origin for FOB point. FOB
Origin will require City, State and Country.
If quoting other than what is required, bid type
must be Bid with Exception.
If vendor quotes FOB Destination, then all shipping costs
must be included into the unit price of the item.
If vendor quotes FOB Origin, shipping costs are NOT
included in the unit price. Vendors will invoice twice --once for the cost of supplies and second for the cost of
shipping.
First Destination Transportation (FDT) RFQs must be quoted
FOB origin as solicited. If you quote FOB Destination on an
FDT eligible solicitation, the quote will be considered a “bid
with exception” and the quote will not be considered for an
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automated award
Government Inspection Point
Defaults to Solicitation requirement.
Select Destination or Origin for Inspection point.
Inspection at Origin will require the CAGE code
where the supplies and packaging may be
inspected.
If solicitation requirement is Origin Inspection and
vendor quotes Destination Inspection, bid type
must be Bid with Exception.
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SPI Process Proposed
Applies only over micro-purchase threshold
Management or Manufacturing process that has
been previously accepted by DoD under the Single
Process Initiative (SPI) for use in lieu of specific
military or Federal specs or standards at specific
facilities.
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Pricing & Delivery
First Article
price/delivery
and Waiver
Request
Enter price and delivery by line item.
If price or delivery do not vary per line, enter info into first line and click on “cascade
fill” for all other line items.
If quantity quoted is not in accordance with RFQ, bid type must be Bid with Exception.
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Min Order, Qty Variance
Immediate Shipment
Select appropriate
response to question.
Qty % Government will accept
under or over required quantity.
Select appropriate
response to question.
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Price Breaks
Enter price break ranges and unit
prices in the blocks provided.
1
5
10.00
6
10
7.00
11
15
5.00
If price breaks are solicited,
default values will show. Ranges
may be altered using the “CLEAR”
button.
If price break ranges were not
solicited, values will be blank.
However, vendors can provide
ranges and unit prices with
quote.
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Part Number Offered
Exact Product & Alternate Product
Exact Product = providing EXACT
manufacturer CAGE code & part
number as it appears in the
solicitation. Bid type is “Bid
without exception”.
Alternate Product = providing
manufacturer CAGE code & part
number that is NOT listed in
solicitation. Bid type is “Alternate
Bid”.
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Part Number Offered
Superceding P/N
Superceding P/N = providing
exact product; however, there is a
part number change. Bid type is
“Bid without Exception”.
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Part Number Offered
Previously-Approved Product
Previously-Approved Product = Product
previously furnished to Gov’t or
previously evaluated and approved. Bid
type is “Bid without Exception”.
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Part Number Offered
Correction to CAGE/PN cited in AID
Correction to CAGE/PN Cited in
Acquisition Item Description = used to
notify the Gov’t if there is a CAGE code
error, obsolete p/n etc. Bid type is “Bid
without Exception”.
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Drawing Item Offered
For a DRAWING ITEM: Select the type
of supplies being offered based on the 4
options provided. Bid type is not
affected.
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Higher Level Quality
Requirements
Select appropriate higher level quality
system that is currently in place at the
manufacturing facility for the supplies.
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Product Offered
Are you a Manufacturer or Dealer?
Select one of the following
If quoting as dealer or QSL
dealer – provide CAGE of
mfg or if unknown, provide
Name and address
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Material Requirements
Select one of the following,
if your reply is “YES”
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Material Requirements
Surplus / On-line Certification
Fill-in completely
Government Surplus Material certification
To assist with the evaluation, recommended
that you complete the surplus certification
with your offer.
Note: Vendor surplus is NOT accepted.
Previously owned Government surplus Only
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Hazardous Material Identification and
Material Safety Data
Select one of the following,
if your reply is “YES” to
Hazardous Material
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Buy American Act
Fill-in for information purposes only on FMS, overseas shipments, and all micropurchases as the restrictions of the Buy American Act DO NOT apply.
Select one of the following:
Domestic
Qualifying Country
Non-Qualifying Country
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Duty Free Entry
Default = NO
If requesting duty free,
select yes and answer
questions 1 – 3.
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Business Size Representation
Select one based on vendors
applicable business type for
this solicitation
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Small Business
Size Representation
If a small business, select
one or more of the
socioeconomic
categories listed.
HUBZone Joint Venture
SDB Designated Groups:
Veteran-Owned Small
Business selections:
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Affirmative Action
Compliance
Affirmative Action Compliance applies to quotes exceeding $10,000 when FAR
52.222-26 (Equal Opportunity) applies.
Select one as applicable
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Previous Contracts and
Compliance Reports
Previous Contracts and Compliance Reports applies to quotes exceeding $10,000
when FAR 52.222-26 (Equal Opportunity) applies.
Select one as applicable
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Alternate Disputes Resolution
Select as applicable
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Certification Regarding
Child Labor
Select as applicable
Make sure all information on your
quote is complete and correct.
Click on NEXT.
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Review Quote
and Submit
Validate Quote for Accuracy
Scroll down to bottom of webpage
Click “Submit”
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Review Quote
and Submit (cont’d)
IMPORTANT NOTICE: Make sure you read and understand the Notices portion of this quote
prior to submitting a quote. This will explain to you based on your quote information, what
we expect from you. Many vendors have went to court & lost because they did not abide
by this NOTICE
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Quote Accepted
If you do not receive this screen, then your quote did not submit and you’ll have to redo it
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View Submitted Quotes
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Quote Search
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Quote Search
Results
Here is a sample of the quote search.
If you need to revise a quote that’s been previously submitted, you may do so
here before the PR is awarded
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Award Search
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Award Search
(cont’d)
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Award Search (cont’d)
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Award Search (cont’d)
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Post Award Requests (PAR)
in DIBBS
Enter DIBBS user ID and Password
Ability to make modification requests via DIBBS replacing formerly-used methods such as phone
calls, emails, letters, faxes etc
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Post Award Requests (PAR)
in DIBBS (cont’d)
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Post Award Requests (PAR)
in DIBBS (cont’d)
85
Submit a New PAR
Submit a New PAR
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Submit a New PAR (cont’d)
* Mandatory Entries - Provide as much
information as possible on your request
Ability to add an
attachment is
currently not working
but will be fixed
Note: When entering text within this field, do not use the “Enter” key at the end of each
line. Allow the system to word wrap your sentences to the next line.
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Submit a New PAR (cont’d)
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Submit a New PAR (cont’d)
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Submit a PAR Status Request
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Submit a PAR Status Request (cont’d)
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