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DLAD PART 4 – ADMINISTRATIVE MATTERS



PART 4 – ADMINISTRATIVE MATTERS

(Revised February 17, 2017 through PROCLTR 2017-11)

TABLE OF CONTENTS

SUBPART 4.2 – CONTRACT DISTRIBUTION

4.270 Electronic Document Access.

4.270-2 Procedures

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502 Policy.

SUBPART 4.7 – CONTRACTOR RECORDS RETENTION

4.703 Policy.

SUBPART 4.8 – GOVERNMENT CONTRACT FILES

4.802 Contract files.

4.804 Closeout of contract files.

4.805 Storage, handling and contract files.

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1302 Acquisition of approved products and services for personal identity verification.

4.1303 Contract clause.

4.1303-90 Contract clause – personal identity verification of contractor personnel.

SUBPART 4.16 - UNIQUE PROCUREMENT INSTRUMENT IDENTIFIERS

4.1601 Policy.

SUBPART 4.73 – SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT REPORTING

4.7303-1 General.

4.7303-2 Safeguarding controls and requirements.

4.7303-3 Cyber incident and compromise reporting.

4.7303-4 DoD damage assessment activities.

SUBPART 4.2 – CONTRACT DISTRIBUTION

4.270 Electronic Document Access.

4.270-2 Procedures.

(a)(2) Contracting officers will accept or reject contract deficiency reports (CDRs) in EDA within 10 days of submission, and resolve the CDR within 30 days of submission. The DLA Acquisition Operations Division is responsible to track and report performance on a monthly basis to the SPE. Procuring organizations shall track and report monthly to the HCA.

SUBPART 4.5 – ELECTRONIC COMMERCE IN CONTRACTING

4.502 Policy.

(b) The DLA Internet Bid Board System (DIBBS) https://www.dibbs.bsm.dla.mil is the DLA supplier-facing portal utilized to:

(i) Post solicitations, solicitation amendments, awards, and award modifications

(ii) Facilitate submission of quotations by suppliers in response to request for quotations

(iii) Enable upload of offers in response to request for proposals

DIBBS solicitations for purchase orders and contracts (except indefinite delivery/indefinite quantity task or delivery order contracts, requirements contracts, and multiple award federal supply schedule-type contracts) shall include procurement note L01.

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L01 Electronic Award Transmission (SEP 2016)

Notice of awards are provided to suppliers by either:

(1) Electronic email containing a link to the electronic copy of the Department of Defense (DD) Form 1155, Order for Supplies or Services, on the DIBBS; or

(2) Electronic Data Interchange (EDI) 850 utilizing American National Standards Institute (ANSI) X12 Standards through a DLA transaction services approved value added network (VAN).

Information regarding EDI, ANSI X12 transactions and DLA transaction services approved Value Added Networks (VANs) can be obtained at https://www.transactionservices.dla.mil/daashome/edi-vanlist-dla.asp.

Questions concerning electronic ordering should be directed to the appropriate procuring organization point of contact below:

DLA Land and Maritime, Helpdesk.EBS.L&M.LTCs@dla.mil

DLA Troop Support, dlaedigroup@dla.mil

DLA Aviation, avnprocsysproceddiv@dla.mil, phone # 804-279-4026

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DIBBS solicitations for indefinite-delivery/indefinite quantity task or delivery order contracts, requirements contracts, and multiple award federal supply schedule-type contracts shall include procurement note L02.

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L02 Electronic Order Transmission (SEP 2016)

Offerors shall identify one of the following alternatives for paperless order transmission:

( ) American National Standards Institute (ANSI) X12 Standards through a DLA transaction services approved value added network (VAN).

( ) Electronic mail (email) award notifications containing web links to electronic copies of the Department of Defense (DD) Form 1155, Order for Supplies or Services.

Email notification requires registration on the DLA Internet Bid Board System (DIBBS) home page at https://www.dibbs.bsm.dla.mil/ .

If the offeror elects ANSI/VAN order transmission, DLA will send Electronic Data Interchange (EDI) transaction sets at time of award.The contractor shall acknowledge receipt of transaction sets with a functional acknowledgement or order receipt message within 24 hours. If the award transaction set is received on a weekend or Federal holiday, the acknowledgement must be received on the next working day. This acknowledgement will confirm that the contractor’s interface with the system is working as needed for contract ordering.

Note: Information regarding EDI, ANSI X12 transactions, and DLA transaction services approved VANs can be obtained from the DAAS web site by going to https://www.transactionservices.dla.mil/daashome/edi-vanlist-dla.asp.

Questions concerning electronic ordering should be directed to the appropriate procuring organization point of contact below:

DLA Land and Maritime, Helpdesk.EBS.L&M.LTCs@dla.mil

DLA Troop Support, dlaedigroup@dla.mil

DLA Aviation, avnprocsysproceddiv@dla.mil, phone # 804-279-4026

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SUBPART 4.7 - CONTRACTOR RECORDS RETENTION

4.703 Policy.

(a) Contractors other than manufacturers shall make available documents that demonstrate the item conforms to the technical requirements and is from the actual manufacturer. Solicitations and awards shall include procurement note C03.

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C03 Contractor Retention of Supply Chain Traceability Documentation (SEP 2016)

(1) By submitting a quotation or offer, the contractor agrees that, when the contractor is not the manufacturer of the item, it is confirming that it currently has or will obtain before delivery and shall retain documented evidence (supply chain traceability documentation) that the item is from the approved manufacturer and conforms to the technical requirements. The retention period is five years after final payment under this contract.

(2) At a minimum, the supply chain traceability documentation for the item shall include: basic item description, part number and/or national stock number, manufacturing source, manufacturing source’s Commercial and Government Entity (CAGE) code, and clear identification of the name and location of all supply chain intermediaries between the manufacturer to the contractor to item(s) acceptance by the Government. The documentation should also include, where available, the manufacturer's batch identification for the item(s), such as date codes, lot codes, or serial numbers.

(3) Examples of acceptable supply chain traceability documentation can be found at:

http://www.dla.mil/LandandMaritime/Business/Selling/Counterfeit-Detection-Avoidance-Program/

(4) The contractor shall immediately make available documentation upon request of the contracting officer. The contracting officer determines the acceptability and sufficiency of documentation. If the contractor fails to retain or provide the documentation or the contracting officer finds the documentation to be unacceptable, corrective action may be taken including, but not limited to, cancellation of undelivered orders or rejection of delivered supplies.

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SUBPART 4.8 – GOVERNMENT CONTRACT FILES

(Revised May 25, 2017 through PROCLTR 2017-13)

4.802 Contract files.

(f) DLR sites shall follow the processes and systems at the Military Services sites.

4.804 Closeout of contract files.

Contracting officers shall follow the FAR standard timeframe for closeout. Contracting officers shall assess the validity of their unliquidated obligations (ULOs) that are 120 calendar days or more past the contract delivery date and document the results by following the Process Cycle Memorandum (PCM), P_P2P_1_eProcurement Contract Award to Closeout. Resolution of ULOs is required upon physical completion with the exception of any contract in litigation, termination, or contractor bankruptcy.

4.805 Storage, handling, and contract files.

(a) Procuring organizations shall follow the Records Management Procurement Job Aid for storage and retrieval of electronic documents. Procuring organizations shall store all acquisition contract file records in EProcurement “Records Management,” the official DLA records repository, except as stated in 4.805(b).

(b) Procuring organizations shall maintain documents that contain classified or personally identifiable information, contractor bid or proposal information or any other contractor proprietary information, source selection information, and legal reviews as a hard copy. Procuring organizations may omit oversized or voluminous documents that cannot be scanned into the electronic file and attachments that cannot be converted to electronic format (e.g., samples, models, drawings) from EProcurement “Records Management” and shall maintain them as a hard copy. Procuring organizations shall add a reference statement to the electronic file notifying authorized users of the location of any hardcopy documents.

(c) HCAs shall ensure compliance with this policy.

(S-90) Retain Financial Management Regulation records for 10 years in accordance with DLA Finance Director memorandum dated September 15, 2016, SUBJECT: New DoD Change for Financial Record Retention in Support of Audit Compliance. This policy applies only to records necessary to support financial transactions and financial statement balances; and document evidence of effective internal controls over financial reporting (e.g., reviews and approvals).

SUBPART 4.13 – PERSONAL IDENTITY VERIFICATION

4.1302 Acquisition of approved products and services for personal identity verification.

(c) DLA Information Operations is responsible for determining compliance.

4.1303 Contract clause.

4.1303-90 Contract clause – personal identity verification of contractor personnel.

The contracting officer shall insert clause 52.204-9000 in solicitations and contracts that contain FAR 52.204-9, Personal Identity Verification of Contractor Personnel, when contract performance requires contractor access to a Federally controlled facility and/or access to a Federally controlled information

system. Contractors requiring intermittent access for a period of less than six months shall obtain approval from the installation security office through the contracting officer.

When the contractor employee(s) is/are required to obtain a Common Access Card (CAC) and DLA will serve as the Trusted Agent, follow the procedures in the Contractor Common Access Card (CAC) Issuance and Accountability Process for DLA Contracts, found at https://eworkplace.dla.mil/sites/S18/Pages/SOP.aspx.

For all contracts where contractor CACs and/or Installation Access Badges will be issued, contracting officers shall ensure that responsibilities for oversight and retrieval of contractor CACs and Installation Access Badges are addressed in the COR designation letter. If a COR is not designated, the contracting officer is responsible for oversight and retrieval of contractor CACs and Installation Access Badges issued under the contract.

If contract performance is to occur at a non-DLA site and the site has physical site and/or information technology security requirements, in addition to the DLA CAC requirements, the contracting officer shall identify those requirements and include them in the solicitation and subsequent contract.

SUBPART 4.16 – UNIQUE PROCUREMENT INSTRUMENT IDENTIFIERS

4.1601 Policy.

(a) This process, for Business Process Analyst use only, is located in the Procurement Job Aid applicable to PIIN maintenance in EP and ECC:

Supplier Relationship Management (SRM)/EProcurement:

Table Maintenance: Maintaining PIIN Tables

Table Maintenance: Maintaining Basic Agreement PIIN/SPIIN Tables

Enterprise Core Component (ECC):

Table Maintenance: PIIN and Call Number Table Maintenance and Associated Error Workflow Tables

SUBPART 4.73—SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT REPORTING

4.7303-1 General.

The requiring activity for DLA managed items varies, but generally will be the organization or activity submitting the requirement.

4.7303-2 Safeguarding controls and requirements.

Provide a copy of the submission to J6 Cybersecurity for DLA managed items. DLR contracting officers provide a copy of the submission to the Military Service CIO.

4.7303-3 Cyber incident and compromise reporting.

(a)(1) The contracting officer shall also send the incident report for DLA managed items via encrypted e-mail to DLACyberIncidentReport@dla.smil.mil and copy their supervisor, and DLR contracting officers shall also send a copy of the incident report to the Military Service CIO. The contract file shall be documented accordingly.

(a)(3)(i) Consultation and assessment will be performed for DLA managed items by the J6 Cybersecurity and DLA Intelligence Office. Include the requiring activity for DLA managed items.

(c) Email requests for DLA managed items encrypted to the contractors and DLACyberIncidentReport@dla.smil.mil.

4.7303-4 DoD damage assessment activities.

Email correspondence for DLA managed items encrypted to DLACyberIncidentReport@dla.smil.mil.

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