purchase request (pr) trailer module (eprocurement) july 2012 1

Purchase Request (PR) Trailer Module (EProcurement)

July 2012

1

Class Objectives

What is a PR Trailer?

Where is the PR Trailer located?

Why is the PR trailer so important?

Elements of a Purchase Request/Trailer

Developmental Exercises

2

Building the Foundation

3

Building the Foundation

4

The Procurement Process

Solicitation

Evaluation

Award

5

Our GoalRight Item

Right Time

Right Place

Right Price

Every Time

6

The Purchase Request (PR) Trailer

The Purchase Request (PR) Trailer:Defines the requirementIdentifies the item and quantities to be procuredUtilized in preparation of the solicitation and the

awardInformation to assist buyerInformation on trailer not provided to the

contractorPR trailer is located in the EProcurement System

in Records Management

7

Locating the PR TrailerOnce logged into the Pre Award Workload

screen, click on the PR number hyperlink you wish to open. A new window will open.

Once in the PR click on the DISPLAY hyperlink next to Records Management. A new window will open.

Click the drop down arrow next to the folder labeled PR/MIPR/REQ

8

Locating the PR TrailerDouble Click the PR trailer. This will load up a

PDF of the PR trailer.

**NOTE**If you go through the above steps, and there is

not a PR trailer, than your PR may be an auto-solicitation that has not dropped to a manual PR. If this happens, then you must either wait for it to drop, or for the system to award it.

9

Header - PR No.PR No: A eight digit, sequential number used to identify a purchase request

• Created in a system external to SRM (SAP ECC) and brought into SRM

• Generally the number starts with a “4”

• Created for small and large purchase requirements

10

Shopping CartManually created within SRM

Another term for a PR No.

10 digit number generally starting with a “1”

Would be created for Long Term Contract Projects

11

PR No. vs Shopping CartThese two terms may be used interchangeably.How to differentiate between the two:Review your PR workload screen:If 8 digits – PR No. to procure a small purchase (Under SAT< $150,000) or a large (Over Small Acquisition Threshold (SAT) > $150,000) If 10 digits – Shopping Cart created for a Long Term Contract Project

12

Header – Document Type (Doc Type)

Doc Type: This field is coded with PR Document Types. The following are possible values for this field:

13

NB Purchase Requisition

ZM Manu Planned Order

Header - Solicitation Number (Sol No)

Only visible if an “Automated Solicitation” or PR has

been solicited manually

Provides solicitation number of the procurement-

Examples: SPM4A1-10-T-0012 (Automated

Solicitation) or SPM4A1-11-Q-0105 (Manual

Solicitation)

Auto Solicited PRs are automatically solicited by the

computer system

Assigns solicitation number with “T” in the ninth

position

14

Header - Est Value

Total Estimated Procurement PriceCalculated by multiplying the Est. Price

(Estimated Price) by the total PR quantity This estimated dollar value is used to

determine how the PR should be solicited: Is a Small Business Set-Aside required? Is this a micro purchase? (<$3000) Clause Selection Criteria Simplified Acquisition Threshold (Under SAT-

<$150K) or Over SAT >S150K (Large Purchase)

15

Header - Est ValueIf a PR has more then one PR Line:

•A separate PR trailer will print out for each PR Line

•The Est Value block on each PR will reflect the total value for both PRs

16

Calculating the Estimated Value (Est Value)

Let’s Practice!Example 1:

Qty 10 Est. Price: $25.00 Estimated Value ????? 10 x $25.00=$250.00

Example 2: Qty: 20 Est. Price: $10.00 Estimated Value ????? 20 x $10.00=$200.00

17

Line Items - Material

This field is completed with the National Stock Number (NSN)

NSNs:Identifies an item of supply

Unique to each item to be purchased

NSN assigned to almost every item procured at DLA Aviation

18

Header - Material National Stock Number (NSN)

Example: NSN 5977-01-220-0128FSG (Federal Stock Group) – 59 (There are

FSGs that drive clauses) FSC (Federal Stock Class)/Material Group --

5977 NATO Designator -- 01 Serial Number -- 220-0128 NIIN/Material Number -- 01-220-0128

(5th-13th positions)NIIN is used in SAP in lieu of NSN

19

Let’s PracticeIdentify the FSC/Material Group

Identify the NIIN/Material Number

6210-01-549-3146-Light Indicator

FSC/Material Group: 6210

NIIN/Material Number: 01-549-3146

20

Let’s PracticeIdentify the FSC/Material Group

Identify the NIIN/Material Number

1560-01-370-3007

FSC/Material Group:1560

NIIN/Material Number: 01-370-3007

21

Line Items - Description

Always contained in the item

description

Is the name of the item

22

Line ItemsPR Line: The PR line item number assigned. Note if there is more than one line item each line will has it’s own PR Trailer. Sol Line (Solicitation Number): This block is filled with a line item number if the requirement has been solicited. QUANTITY: The total quantity for the procurement. UI (Unit of Issue): Two-letter designation that indicates the count, measurement, container, or form of an item of supply (Refer to Exhibit 3 of module ).

23

Line Items DPAS Rating

Defense Priorities and Allocations System Rating (DPAS) Coding represents the priority the contractor

should give to the performance of the award Referred to as DPAS rating or DMS rating “DO”-Regular rated order “DX”-Highest rated order

A “DX” rating requires the manufacturer to process this order as a priority over other orders

Applies only to certain weapon systems platforms Applies only to Customer Direct PRs

No rating on trailer utilize-DO-C9

24

Line Items - DPAS Rating

Specific codes include: A1 – Aircraft A2 – Missiles A3 – Ships A4 – Tank/Automotive A5 – Weapons A6 – Ammunition A7 – Electronics/Communications Equipment C9 – Miscellaneous

25

DPAS Ratings

Let’s Practice!

DO-C9?Regular Rated Order/Miscellaneous

DO-A1?Regular Rated Order/Aircraft

DX-A3?Highest Rated Order/Ships

26

Line Items – Estimated Price(Est. Price)

Estimated unit cost of item being purchased

Dollar amount used to compute the Est Value for the procurement

The estimated unit cost should not be used when preparing

your price justificationo Estimate is not always accurate 27

Product Acquisition Method Code (AMC)

AMC (Acquisition Method Code): Code is used to indicate the competitiveness of an item: AMC 0.

The part was not assigned AMC 1 through 5 when it entered the inventory, nor has it ever completed screening.

Use of this code is sometimes necessary but discouraged.

This code will never be used to recode a part that already has AMC 1 through 5 assigned

Maximum effort to determine the applicability of AMC 1 through 5 is the objective.

28

Product Acquisition Method Code (AMC)

AMC 1. Suitable for competitive acquisition for the second or subsequent time.

AMC 2. Suitable for competitive acquisition for the first time.

AMC 3. Acquire, for the second or subsequent time, directly from the actual manufacturer.

AMC 4. Acquire, for the first time, directly from the actual manufacturer.

AMC 5. Acquire directly from a sole source contractor which is not the actual manufacturer.

29

Acquisition Method Suffix Code (AMSC)

AMSC (Acquisition Method Suffix Code): Reflects the amount and quality of the technical data that applies to the item.

30

Acquisition Method Suffix Code (AMSC)

A-Government’s rights in data questionableB-Source ControlC-Procurement from approved sourceD-Data not physically availableG-Data is technically suitable and legally

clearH-Inadequate dataK-Produced from class 1A castingsL-Low dollar value of procurementM-Master or coordinated tooling

31

N-Requires special testP-Rights to use data legally unavailableQ-Government lacks data/data rightsR-Rights to use data restrictedS-Security restrictionsT-Qualified Producers List (QPL)U-Uneconomical to competeV-High reliability partY-Design unstableZ-COTS item

Acquisition Method Suffix Code (AMSC)

32

ProductCOTS (Commercial Off The Shelf): The

item has been identified as a commercial item. The block will be marked Y = Yes or N or blank field = No.

Critical Part: Indicates whether or not the item has a critical application. If the item has a critical application the block will contain an “X”. If the item is not a critical application item then the block will be blank.

35

Critical Item (CI)

Indicates whether or not the item has a Critical Application

If coded “X”-The part is:

Essential to a Weapon System

Critical to Support of Mission

Failure of part could result in damage to the aircraft or loss of life

36

Product - Quality Control Code (QCC)

Indicates the quality inspection requirements for a particular item A higher level QCC is identified by the first

position being either “E”,“F”, “K” “L”, “Q” or “R”

“F”, “L” and “R” are most common Additional quality requirements are required Example of Higher Level Contract Quality

Requirements ISO 9001/9002 ANSI/ASQC 9001/9002

37

Product QPL (Qualified Products List): This code signifies that a QPL is required for procurement of this item. NQ QPL – QPL is not applicableQ – QPL is applicableQL – QPL is applicable, limitedNQL – No QPL is applicable

38

ProductExport Control: This field is coded “Y” if this item

has technical date that is subject to Export Control Regulations. This field is coded “N” or blank if export control does not apply to this requirement.

Data License Agreement: An indicator that specifies that the Technical Data Package has special licensing requirements. An indicator code of “Y” indicates that the items being purchased require special licensing requirements and an “N” or blank field indicates no special licensing requirements. If Coded “BC” then Boeing License Agreement.

 39

Product - “Inspection At” Field

Indicates where the Inspection is to take place

Product Specialist assigns the point of inspection of each item being procured

Origin: Inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection)

Destination: Inspection takes place at delivery point

40

Product – “Inspection At” Field

Destination: inspection takes place at delivery pointPIC code that indicate Destination inspection is:

“2” – Inspect/Accept at Destination Origin—inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection) PIC codes that indicate Origin inspection are:

“1” - Inspect/Accept at Source“3” - Inspect – Source/Accept – Destination“4” - Inspect – Destination/Accept - Source “C” – Critical Item Inspect/Accept - Source

41

Product – “Inspection At” Field

You will use the “Inspection At” field to determine if Inspection/Acceptance will be at Destination or Origin

Exceptions when buyer must solicit inspection/acceptance at Origin:oForeign Military Sales (FMS)oFirst Article

42

Product – Flight Safety Indicator

(Flight Safety Ind)

Flight Safety Ind: This field is coded: “Y” if the item is a critical safety item “N” or blank if not a critical safety item.

43

Product – Hazardous Material Indicator Code (HMIC)

A single alphabetic code used to indicate whether or not an item is hazardous, and if MSDS is available to user:

Y – Indicates information is in the Hazardous Materials Information Resource System (HMIRS).

D – No information in HMIRS; however, the NSN is in a FSC in Table 1 of Federal Standard 313 and a MSDS should be available to the user. Item is considered hazardous.

P – No information in HMIRS; however, the NSN is in a FSC in Table 2 of Federal Standard 313 and a MSDS may be required by the user. The requirement for a MSDS is dependent on a hazard determination of the supplier or the intended end use of the product. This item may be hazardous.

N – Indicates there is no data in HMIRS and the NSN is in a FSC not generally suspected of containing hazardous materials

44

Product – Life SupportAn indicator that an item is related to safety •Y = Yes • N or blank field = No.

45

Product – Acquisition Advice (Acq. Advice)

A code assigned by the Supply Planner to indicate the normal means of supply/stockage/nonstockage status of the NSN.

D-DOD Integrated Material-Replenishment (DLA Direct)

J-Not Stocked, Centrally Procured (Customer Direct)

Z-Insurance/Numeric Stockage Objective Item-DLA Direct buy as needed for non-replenishment items

46

Customer Direct vs. DLA Direct

DLA Direct vs. Customer Direct: A buyer can distinguish between a DLA Direct (stock buy) and a Customer Direct (Customer Direct) by:

Org Doc No/Transportation Control Number (TCN)

Issue Priority Designator (IPD) code

Information found in Display RFx, Notes and Attachments, Ship To Text hyperlink

47

Customer DirectTCN is a number assigned to a PR when a

customer (requisitioner) requests an item be purchased. The first character of the TCN indicates: Army: A, B, W, 1, CAir Force: D, E, F, 6Navy: N, P, Q, V, R, 5Marine: M, K, L, 4NASA: 8GSA: G, H, I, 7Coast Guard: ZOther: S, T, U, 2

48

Customer DirectIPD is the priority that the customer assigns to the

procurement to indicate the urgency of the item:IPD 01 – 03: Fall into IPG (Issue Priority Group) I = High

priority

IPD 04 – 08: Fall into IPG II = Medium priority

IPD 09 – 15 : Fall into IPG III = Low priority

The contractor ships the requisitioned items to the customer

per shipping instructions provided on the Purchase Order or Contract

The buyer contacts the Customer Account Specialist if there is an issue on a

Customer Direct PR49

Customer Direct FMS Case (Foreign Military Sales)

•The FMS Case is the last 3 digits of the Supplemental address.

50

DLA DirectThe Need Ship Date and Stock Pri block will

be filled in

Does not have a Org Doc No/TCN # assigned

Does not have an IPD code assigned

The ship to address will reflect a Depot/Stock Location

51

First Article Testing (FAT)First Article Information will also be found in:

•MM03 (PROD ASSUR Tab)

•Internal Comments

•Service for Object (Government FAT)

•Item Description - May or May not see information referenced in item description52

First Article Testing (FAT)First Article Test section of PR Trailer:

Type: C (Contractor), G (Government) or Blank if no First Article Test

FAT (First Article Test) – “Y”-Yes First Article Test

Required or “ N” or blank field if no First Article Test

53

Auto Processing

Sol Reject Field•AMSC and FSC Excluded•Advice Code Excluded•AMSC Excluded•No Basic/no P.N AMSC B•QCC Blank•Export Control Excluded •First Article Test Excluded•Flight Safety Critical Excluded•FMS Country Coded Excluded

54

Procurement Item Description (PID) Text

Procurement Item Description is also called: Item Description Purchase Order Text (POT)

Identifies the item to be purchased

Includes descriptive data buyer must use when procuring the item

55

Nomenclature/Short TextITEM DESCRIPTION

BATTERY, STORAGE LEAD ACID, WET Nomenclature/Short Text

DSCR DOES NOT CURRENTLY HAVE AN APPROVED

TECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN.

PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA.

 ADEQUATE DATA FOR THE EVALUATION OF ALTERNATE

OFFERS IS NOT AVAILABLE AT THE PROCUREMENT

AGENCY. THE OFFEROR MUST PROVIDE A COMPLETE

DATA PACKAGE INCLUDING DATA FOR THE APPROVED

AND ALTERNATE PART FOR EVALUATION.

56

Nomenclature/Short TextAlways contained in the item description

Is the name of the item

Name is read from right of the comma first

Example: Battery, Storage Lead Acid, Wet Read: Wet Storage Lead Acid Battery

Practice: Cover, Access, Aircraft

57

Procurement Item Description

In addition, procurement item descriptions are either in accordance with: Manufacturers’ cage(s) and part number(s)

Or in accordance with a Technical Data Package (drawings or specifications) or

If commercial item, may be in accordance with a Commercial Item Description (CID)

Must determine prior to solicitation

58

Technical Data Packages (TDPs)

Package consists of all applicable tech data necessary for a potential offeror to manufacture the item Drawings and associated lists Specifications Standards Quality Assurance Requirements

59

Part Number (P/N)Example:Item Description EXIDE TECHNOLOGIES Cage 20038 P/N GC-1106V  

Manufacturer

CAGE

Part Number

60

Part Numbers

Restricted to manufacturer(s) cited & their specific part numberAll offers must be offering that specific manufacturer

and part number cited in item description Dealer and Distributor quotes may be acceptable if

they are offering the manufacturer and part number cited in item description

Any quote offering a different manufacturer’s part number is considered an alternate offer. Must be reviewed by Product Specialist and/or

Engineering Support Activity (ESA) for approval/disapproval.

61

DrawingIAW BASIC DRAWING NR 80064 1197032

REVISION NR G DTD 01/16/1990

PART PIECE NUMBER 1197032 PIECE 21-30 FT

IAW DRAWING NR 80064 312587972

REVISION NR B DTD 02/25/2000

PART PIECE NUMBER

IAW DRAWING NR 80064 1234567

REVISION NR DTD 03/15/2001

PART PIECE NUMBER

62

Basic Drawing Number

Drawings

Considered CompetitiveShould reflect AMC/AMSC code of 1G or 2GTechnical Package is complete and legally clear

for useTechnical Data Package is available at DLA

AviationContractor can obtain actual drawings from

DIBBS (cfolders) for current solicitationsThe Product Specialist is responsible for making

sure the drawings are correct.The Contractor is responsible for obtaining the

drawings63

Specifications

IAW BASIC SPEC NR MIL-I-19166C(1) NOTE 1 REVISION NR 1 DTD 10/03/2006 PART PIECE NUMBER: 3.0 IN WIDE X 0.010 IN THICK  Military

Specifications (MIL-SPECS)-Basic

64

SpecificationsPerformance and Quality Oriented

Does not tell contractor how to make or build item

Does tell how item must perform and standards items must perform to

All government agencies use Federal Specifications

If the “basic” spec is not cited in the POT the spec that cites the “Part Piece Number” is generally the basic specification65

SpecificationsMilitary Specs usually designed by and for a

specific branch of military

Can reference a Revision, Part Piece Number

Specifications are competitive

Offers should be based on specification

66

Specifications

Specifications may be: Military Specifications (MIL-SPECS)

Federal Specification (FED-SPECS)

Commercial Specifications (ANSI and NIOSH)

Commercial Item Description (CIDs)

Non-Government Standard IAW BASIC NON GOVT STD SAE-AS18029

67

Specifications

May be accessed through IHS StandardsReference ICON located on every DLA Aviation

desktop

Contractor and Buyer can obtain copy of specifications in ASSIST (registration and password required)

Contractor’s responsibility to obtain a copy of the specification

68

Classified Information

•The PID/Item Description may cite a drawing and include the statement, "access to classified data is required” or •PID/Item Description may cite a Part-Numbered item and include the same statement. • For additional information refer to the DAAP 4.4 and BAM 12-37 for clauses and procedures for processing a classified information requirement.

69

Commercial Item Description (CID)

Technically not a drawing or a part number

Complete description listed

Item has some type of commerciality

No additional data to support the item description

70

Commercial Item Description (CID)

Fully Competitive

Any vendor may submit a quote and be considered for award

Quote must state item is manufactured IAW CID

Copy of CID available in ASSIST

71

Qualified Products List (QPL) or Qualified Products Database

(QPD)

ITEM DESCRIPTION

 CRITICAL APPLICATION ITEM

ADAPTER, RISER

MANUFACTURE IN ACCORDANCE WITH SA-ALC DRAWING

50C7041, REVISION L, AND APPLICABLE SUPPORTS.

THIS NSN HAS QUALIFIED PRODUCT LISTS (QPL) REQUIREMENTS.

72

Qualified Products List (QPL) or Qualified Products

Database (QPD)

THIS NSN HAS QUALIFIED PRODUCT LISTS (QPL) REQUIREMENTS.

 MIL-STD-130N DATED 17 DEC 2007. IDENTIFICATION MARKING OF U.S. MILITARY PROPERTY

 MERCURY OR MERCURY CONTAINING COMPOUNDS SHALL NOT BE INTENTIONALLY ADDED TO,OR COME IN DIRECT CONTACT WITH,ANY HARDWARE OR SUPPLIES FURNISHED UNDER THIS CONTRACT.

CRITICAL APPLICATION ITEM

 IAW BASIC SPEC NR MIL-I-19166C(1) NOT 1

REVISION NR 1 DTD 10/03/2006

PART PIECE NUMBER: 3.0 IN WIDE X 0.010 IN THICK

Query QPL/QPD database using

the Military Specification

73

Qualified Products List (QPL) or Qualified Products Database

(QPD)AMSC Code “T”

A list of products that are pretested in advance of actual procurement to determine which suppliers can comply properly with specification requirements. This is usually done because of the length of time required for Test and Evaluation (T&E).

Contractor must be listed as an “approved source” on QPL or QPD

Dealer acceptable if offering part of an approved source

74

Qualified Products List (QPL) or Qualified Products

Database (QPD)Contractors not listed can be awarded to if

they can demonstrate their product meets the standards before award

Neither Product Specialists or Buyers cannot add manufacturers to QPL/QPD

The Approving Activity is the only organization allowed to add approved manufactures to the QPL/QPD

75

Export ControlUnder Product Section of PR Trailer the

Export Controlblock will be marked “Y” for yes.

The item description will cite export control guidance.

76

Export ControlDRAWING PACKAGE CITED IS SUBJECT TO

EXPORT-CONTROL

REGULATIONS AND DISTRIBUTION IS LIMITED TO THOSE

CONTRACTORS QUALIFIED THROUGH JCP CERTIFICATION.

TO APPLY FOR CERTIFICATION, COMPLETE DD FORM

2345, "MILITARY CRITICAL TECHNICAL DATA

AGREEMENT." FORM IS AVAILABLE AT THE WORLD

WIDE WEB ADDRESS HTTP://WWW.DLIS.DLA.MIL/JCP

OR BY WRITING TO:

.UNITED STATES/CANADA JOINT CERTIFICATION OFFICE

DEFENSE LOGISITICS INFORMATION SERVICE

FEDERAL CENTER

74 WASHINGTON AVE, NORTH

BATTLE CREEK, MI 49017-3084

.CONTRACTS WILL BE AWARDED ONLY TO THOSE

CONTRACTORS WITH JCP CERTIFICATION ISSUED

PRIOR TO AN AWARD.

Website where the DOD Certified

Contractor Access List is located

77

Export Control, (cont.)

Data Package restricted to offerors who are on DOD Certified Contractor Access List Contractor is responsible for requesting and

renewing certification. Valid for 5 years.

Technical data shall not accompany solicitations Exception: Federal Prison Industries-

Technical data may accompany solicitations

78

Export Control

Prior to award the buyer must verify certification of prospective awardeeOfferor must be listed with an active status

on the DOD Certified Contractor Access ListCertification information must be cited on

page 2 of the awardAward cannot be made to a contractor that

is not listed or is not in active status on the DOD Certified Contract Access List

79

Source Control

AMSC Code “B”Procuring i/a/w a part number although

drawing(s) listed in the item description Restricted to the source or sources cited in the

item description

Someone OTHER than the Gov’t owns and controls the drawing

Tech Data can be owned by Military or OEM (Original Equipment Manufacturer)

80

Source Control Drawing lists the contractor’s approved

sources which are also listed in item description

Owner usually does not manufacture the item Government procures from approved

sources not from owner of drawings

81

Source Control

To be an approved source the vendor must be approved by the “owner” If “owner” approves, vendor is added to item

description by Product Specialist Alternate offers will not be evaluated by the

Gov’t

82

Configuration Control

ITEM DESCRIPTION

CRITICAL APPLICATION ITEM

BRACKET-NLG,AFT DOOR

LOCKHEED MARTIN CORP. CAGE 98897,,

P/N 352210

EXCEPTION DATA

100, 336446, 363174, 0471, G14 ARE NOT REQUIRED

FINISH: AA-17-1

"17" USE MIL-C-8514

"1" USE MIL-PRF-23377, TYPE I, CLASS C

"AA" USE MIL-A-8625, TYPE II, CLASS C.

MARK IAW MIL-STD-130N, DATED 17 DEC 2007.

CONFIGURATION CONTROL APPLIES

SEE CLAUSE 52.246-9G36 (SECTION I).83

Configuration Control

A systematic process that ensures any changes to configuration documentation are: Properly identified Documented Evaluated Approved

Alternate offers may be evaluated for P/N items

Engineering Support Activity (ESA) has authority to review data in connection with configuration control items and can review alternate offers 84

Critical Item Application Two ways to tell if the item is a Critical Application Item:

•On PR Trailer- In Product Section, there will be a “X” marked in the Critical Part block

•“Critical Application Item” will be cited in the item description

85

Critical Item Application

ITEM DESCRIPTIONCRITICAL APPLICATION ITEMBRACKET-NLG,AFT DOORLOCKHEED MARTIN CORP. CAGE 98897,,P/N 352210EXCEPTION DATA100, 336446, 363174, 0471, G14 ARE NOT REQUIREDFINISH: AA-17-1"17" USE MIL-C-8514"1" USE MIL-PRF-23377, TYPE I, CLASS C"AA" USE MIL-A-8625, TYPE II, CLASS C.

86

Critical Item Application

Determined by Military Services

Item that is essential to: Weapon system performance Preservation of Life Safety of operation personnel

Failure of critical item application: Injure personnel Jeopardize mission, performance, readiness or

safety87

Critical Safety Item (CSI)Two ways to tell if you have a Critical Safety

Item:

PR Trailer-In the Product Section, Flight Safety

Ind: This field is coded “Y” if the item is a critical

safety item and will be coded “N” or blank if not a

critical safety item.

88

Critical Safety Item (CSI)The item description on the PR trailer will contains statements such as:

This is an Army identified Critical Safety Item.

Flight Safety Critical Aircraft PartThis is an Air Force designated Critical

Safety Item (CSI). This is a Critical Safety Item (CSI).This is a Navy identified Critical Safety

Item.

89

Critical Safety Item (CSI)

ITEM DESCRIPTION

CRITICAL APPLICATION ITEM

WIRE ROPE ASSEMBLY, SINGLE LEG

FLIGHT SAFETY CRITICAL AIRCRAFT PART

THIS IS A NAVY IDENTIFIED CRITICAL SAFETY

ITEM (CSI).

.ALL REQUESTS FOR WAIVERS OR DEVIATIONS MUST BE

FORWARDED TO THE DSC CONTRACTING OFFICER FOR

REVIEW AND APPROVAL.

.ALL ITEMS OF SUPPLY SHALL BE MARKED IAW

MIL-STD-129.

IN ADDITION EACH UNIT PACK WILL BE MARKED WITH

LOT NUMBER (IF AVAILABLE), CONTRACTOR CAGE

90

Critical Safety Item,

Critical Safety Items are a subgroup of Critical Application Items

Failure of CSI Item can potentially cause: Serious injury Loss of life Loss of aircraft Significant damage to aircraft or associated

equipment

Note: Only prime contractors or the actual manufacturers cited in item description can provide CSI items

91

Hazardous Material

PR Trailer – Products SectionHMIC (Hazardous Material Indicator Code): A single alphabetic code used

to indicate whether or not an item is hazardous, and if MSDS is available to user:

Y – Indicates information is in the Hazardous Materials Information Resource System (HMIRS). Item is considered hazardous.

D – No information in HMIRS; however, the NSN is in a FSC in Table 1 of Federal Standard 313 and a MSDS should be available to the user. Item is considered hazardous.

P – No information in HMIRS; however, the NSN is in a FSC in Table 2 of Federal Standard 313 and a MSDS may be required by the user. The requirement for a MSDS is dependent on a hazard determination of the supplier or the intended end use of the product. This item may be hazardous.

N – Indicates there is no data in HMIRS and the NSN is in a FSC not generally suspected of containing hazardous materials. This item is not considered hazardous.

 92

Hazardous MaterialITEM DESCRIPTION

 BATTERY, STORAGE LEAD ACID, WET

TECHNICAL DATA PACKAGE AVAILABILITY

DSCR DOES NOT CURRENTLY HAVE AN APPROVED

TECHNICAL DATA PACKAGE AVAILABLE FOR THIS NSN.

PLEASE DO NOT SUBMIT REQUEST TO DSCR-VABA.

 ADEQUATE DATA FOR THE EVALUATION OF ALTERNATE

OFFERS IS NOT AVAILABLE AT THE PROCUREMENT

AGENCY. THE OFFEROR MUST PROVIDE A COMPLETE

DATA PACKAGE INCLUDING DATA FOR THE APPROVED

AND ALTERNATE PART FOR EVALUATION.

 1. SAMPLING FOR INSPECTION & TESTING SHALL BE

IAW ANSI/ASQ Z1.4-2003. ANY ALTERNATE PLAN

MUST BE APPROVED BY THE PCO. A SAMPLING PLAN

THAT ACCEPTS ON ZERO DEFECTS IS REQUIRED.

2. ANY DEFECTIVE ITEM DISCOVERED AFTER SHIPMENT

MAY BE CAUSE FOR REJECTION OF THE ENTIRE

CONTRACT QUANTITY.

MSDS REQUIRED 93

Hazardous MaterialThese are FSCs that have been determined

to be in Group I

Group I has been determined to be hazardous by the government

The contractor must provide a Material Safety Data Sheet (MSDS) and a Hazard Warning Label (if applicable) with their offer

94

Hazardous Material

Item Description may include requirements for: Material Safety Data Sheets (MSDS) Hazardous Warning Labels

ITEM DESCRIPTION:

GREASE, BALL AND ROLLER BEARING

QPL APPLIES

UNIT GALLON CAN CONTAINS 6.5 LBS NET WT.

MSDS AND HAZARD WARNING LABEL ARE REQUIRED.

95

Hazardous Material

Example of Internal Comments:

CLAUSES 52.223-3, 252.223-7001 AND52.223-9000 APPLY.ENSURE OFFEROR CERTIFIES ON HAZARDOUS NATURE OF PRODUCT OFFERED.

96

Hazardous Material

Item description may cite “may be hazardous”

These are Group II FSCs which could or could not be hazardous and we would rely on contractor to advise if item is hazardous on their quote.

97

Shelf LifeThe total period of time beginning with the date of

manufacture, cure, assembly, packaging etc. that an item may remain in the wholesale and retail storage systems and still remain suitable for issue to and consumption by the end user.

Item Description includes: Shelf life restriction Actual length of time

Two Types of Shelf Life: Type I-Non-Renewable Type II-Renewable (Product Specialist can extend the

shelf life)

98

Shelf Life

Item Description:TYPE I SHELF LIFEThis NSN has shelf life. Products delivered under this contract shall be manufactured/cured/assembled to ensure that a minimum of 85% shelf-life is remaining at time of receipt by the first government activity. Shelf life markings shall be in accordance with the latest revision of MIL-STD-129. Shelf life for this NSN is as follows:60 MONTHS (NON-RENEWABLE)

99

First Article Testing (FAT)

Testing and evaluating the first item produced for conformance

Item Description may or may not cite “First Article Test required”

Two types of FAT: Contractor Testing-Contractor to test specified

number of units and submit a first article test report to the Government for approval or disapproval by a specified date

Government Testing-Contractor delivers specified number of units to the Government testing facility for testing and approval or disapproval

A bilateral award is required. 100

Production Lot Testing (PLT)PRODUCTION LOT SAMPLE TESTING REQUIRED,

GOVERNMENT TESTING. THE PRODUCTION LOT SAMPLE QUANTITY SHALL BE IN ACCORDANCE WITH ANSI/ASQC Z1.4-1993, LEVEL S-2, SELECTED AT RANDOM BY THE COGNIZANT GOVERNMENT REPRESENTATIVE. SAMPLES SHALL BE IDENTIFIED BY CONTRACT NUMBER AND LOT NUMBER, AND BE CLEARLY MARKED PRODUCTION LOT SAMPLE. TESTING WILL BE IN ACCORDANCE WITH THE APPLICABLE DWGS/SPECS AND CONTRACT REQUIREMENTS. UPON COMPLETION OF TESTING, SAMPLES WILL BE RETURNED TO THE CONTRACTOR. IN ORDER FOR A PRODUCTION LOT TO BE ACCEPTABLE, ALL SAMPLES REPRESENTATIVE OF THE LOT MUST PASS ALL OF THE CONTRACT REQUIREMENTS. UPON NOTIFICATION OF ACCEPTANCE, SAMPLES WILL BE CONSIDERED PART OF THE PRODUCTION QUANTITY AND SHIPPED WITH THE REST OF THE PRODUCTION LOT. IN THE EVENT A SAMPLE FAILS TO PASS SUCH REQUIREMENTS, THE LOT WILL BE REJECTED. SAMPLES SHALL BE SENT TO:

COMMANDING OFFICERNAVAL AIR WARFARE CENTERWEAPONS DIVISION, CODE 466200D,NAVAIRWARCENWPNSDIVATTN: FA MONITORBLDG 20210, QA LABCHINA LAKE, CA 93555-6107

101

Production Lot Testing (PLT) Purpose of PLT:

Ensure the items are in compliance with the Technical and

Quality requirements in the contract or purchase order

102

Testing occurs during production

Government Inspector randomly selects a sample of the items for testingIf approved: samples are included in the

shipment of the production articles of the same lot

If one item fails: then the entire lot is disapproved

IF First Article Testing (FAT) is required the PLT occurs after the FAT

Production Lot Testing (PLT)

103

Production Lot Testing (PLT)There are 2 types of PLT

Government-Samples sent to a government testing facility

Contractor-Contractor sends samples to an independent testing lab or contractor performs testing

A bilateral award is required

104

Government Fit Test

Government tests the unit on the aircraft for: Form Fit Function

Test unit that is submitted is not returned to the contractor to be shipped as part of the contract quantity

A bilateral award is required.

105

Commercial -Off-The-Shelf Item (COTS)

A Commercial-Off-The-Shelf item can beidentified by reviewing the PR Trailer-ProductSection:COTS Block - The item has been identified

as a commercial item. The block will be marked Y = Yes or N or blank field = No.

 QCC Block – This block should be coded BAA (FAR Part 12 applies)

106

Commercial Item• AMSC Coded “Z”• MM03, Classification tab, INDUST SUP sub-tab• Other than real property• Customarily used for non-governmental purposes that

has been sold, leased, or licensed to general public• FAR Part 12 applies• The KO has the final decision in determining if an item

is commercial.• A bilateral award is required.

107

Quality Assurance Provision (QAP)

Governs the level of inspection to be performed on the item

Not every item description has a QAP

If no QAP, buyer uses the Quality Control Code (QCC)

An example of the QAP as used in the Enterprise Business System (EBS) is provided: IAW Reference QAP 13873 QAP-E09 Revision NR A DTD 04/27/2004 PART PIECE NUMBER   108

Mylars

Similar to a pattern that is used with a Technical Data Package

(Stable Based Film Mylar) – A Mylar PatternProvided to awardee within 30 days of receiving

the award orDownloaded by Contractor (Digital Format Mylar)

Can determine type of Mylar available by querying MM03 in the INDUST SUP Tab

109

Mylars (Stable Base Drawings)

Item description will contain a statement such as:

“ GOVERNMENT FURNISHED MYLARS NOTE: A STABLE BASE DRAWING FORMS A PART

OF THE DATA PACKAGE REQUIRED FOR

PERFORMANCE AND AS SUCH WILL BE FORWARDED TO THE SUCCESSFULOFFEROR WITHIN 30 DAYS AFTER AWARD OF THE CONTRACT.”

110

Digital MylarItem description will contain a statement such as:

“ELECTRONIC MYLAR DATA EXISTS FOR THIS NSN. IF UNABLE TO USE THE DATA IN THE ELECTRONIC FORMAT PROVIDED, THE CONTRACTOR WILL BE RESPONSIBLE FOR HAVING THE DATA CONVERTED TO THE NECESSARY FORMAT (I.E. MYLAR FILM) THROUGH A THIRD PART AND BEAR THE ASSOCIATED COSTS. THE ELECTRONIC MYLAR WILL BE INCLUDED IN THE BIDSET PROVIDED BY DSCR.”

111

Restricted Technical Data Packages (RTDPs)

PR TRAILER – PRODUCT SECTION:Data License Agreement block -An indicator

that specifies that the Technical Data Package has special

licensing requirements.

• “Y” indicates that the items being purchased require

special licensing requirements • “N” or blank field indicates no special licensing requirements. • “BC” indicates a Boeing License Agreement

112

RTDPs

Restricted Technical Data Packages called:

Rights Guard-subset of RTDPs Limited Rights Technical Data Controlled Technical Data Packages

(CTDPs) Special Data License Agreement

113

Restricted Technical Data Packages (RTDPs)

ITEM DESCRIPTION:CRITICAL APPLICATION ITEMCOVER,ACCESSRIGHTS GUARD APPLIESEXCEPTIONS:SPECIAL INSTRUCTIONS FOR NSN

114

RTDPs

RTDPs are: Available for the Gov’t to use to procure

parts competitively Proprietary IAW restricted agreements Furnished by the Government to

potential offerors Required to be returned or destroyed

after use115

RTDPs

Buyer’s BewareBuyer must confirm with DLA Aviation-

VAB that the proposed awardee is eligible to receive data

Vendors failing to certify destruction of data will be ineligible for receiving RTDPS

Award cannot be made to a vendor that is NOT certified!!

116

Contract Data Requirements List (CDRLs)

Referenced in PID Text: Appears as a QAP with “CDRL” in the

description There is other technical data

referenced in PID such as drawings or specifications.

Provides additional guidance to the contractor

117

Contract Data Requirements List (CDRLs)

REFNO DTDAMEND NR DTD 09 MAR 31TYPE NUMBER:I/A/W QAP 13873 CDRL-009623514REFNO DTDAMEND NR DTD 09 MAR 31

118

Contract Data Requirements List

(CDRLs) The CDRL is a document that cites what data is required

from the contractor and to whom it will be delivered and possibly when the information is required.

For example, the CDRL would specify to which address the contractor’s first article report would be sent and how many copies of the report were required.

The DD Form 1423 is the standard format for identifying potential data requirements in a solicitation, and for the deliverable data requirements in a contract. DD Form 1423 is prepared by the Product Specialist. 

The CDRL document is linked by the Product Specialist to the Material in the Document Management System (DMS) prior to releasing the PR.

119

Contract Data Requirements List

(CDRLs) Usually contain specific test requirement:

First Article Test (FAT) Production Lot Testing (PLT) Government Fit Testing (FIT)

120

IRPODs (Individual Repair Parts Ordering Data)

IRPODs are a:Control documentLists all technical documents and data

required to identify and procure a component for a Nuclear Propulsion System

Supplement to the Government’s requirements

121

Packaging Data Section, (cont.)

Prep for Delivery-provides packaging and marking requirements for the NSN Military Packaging-MIL-STD-2073 Commercial Packaging-ASTM

standards

122

Packaging Data SectionPACKAGING TEXT:

PKGING DATA - MIL-STD-2073-1D, 15 DEC 1999

QUP = 001: PRES MTHD = 10: CLNG/DRY = 1: PRESV MAT = 00:

WRAP MAT = XX: CUSH/DUNN MAT = XX: CUSH/DUNN THKNESS = X:

UNIT CONT = D3: OPI = O:

INTRMDTE CONT = XX: INTRMDTE CONT QTY = AAA:

PACK CODE = U:

MARKING SHALL BE IN ACCORDANCE WITH MIL-STD-129.

SPECIAL MARKING CODE: 00 -

PALLETIZATION SHALL BE IN ACCORDANCE WITH MD00100452

REV B DATED JULY 01, 2008123

Packaging Data SectionPACKAGING TEXT:

PKGING DATA – QUP: 001SHALL BE PACKAGED STANDARD COMMERCIAL IN ACCORDANCE WITH ASTM D 3951

124

Packaging Data Section, (cont.)

QUP = Quantity Unit PackThe Quantity Unit Pack indicates the number of

units of issue bound or packaged as a unit packEach line item quantity should be divisible by

the QUP #If multiple lines each line must be divisible by

the QUP #

For Example: QUP=10 Line Item Qty is 30 EA OK: 30 is divisible by 10

125

Packaging Data Section

Example 2: QUP=10 Line Item Qty is 45 EA Problem! 45 is not divisible by 10

What should I do? Verify QUP is correct with the Packaging

Specialist If correct, contact the Supply Planner for DLA

Direct PRs or Customer Account Specialist (CAS) for Customer Direct PRs to change the quantity

126

When is Palletization Required?

Include clause 52.211-9G22 (Section F) in solicitation and award

when:• Palletization is indicated in the Prep for Delivery• Over Micro Purchase Threshold• Self deleting if not applicable

Under the Micro Purchase Threshold:Only include clause in solicitation and award if the

buyer has reason to believe:Shipment Weight 250 lbs or 20 cubic feet

127

Contract History FieldsThis information is not found on the

PR trailer.

This information must be Exported to an Excel Spreadsheet and printed.

The Contract History should be sent to Records Management

128

Contract History

Procurement history for both DLA Direct PRs (stock) and Customer Direct PRs (shipped directly to customer)SMART NUMBER (PIIN): Contract Number field provides the contract number for previous procurements.

Source Type: SRC Type indicates type/size of the business to which the previous purchase was made. This code may be used to assist the acquisition specialist in making their determination whether to establish their procurement as a small business set-aside or unrestricted

129

Contract HistoryTIC (Termination Indicator Code): Also known as

Termination Indicator Code (TIC), which indicates the reason that a contract/contract line item has been or will be terminated

Vendor CAGE Code (Commercial and Government Entity Code): The five-position code representing the contractor which received a previous contract/purchase order listed in the contract history.

Vendor Name

Quantity: Number of units procured on the award.130

Contract HistoryUNIT: See Exhibit 3 for Unit of Issue Codes

Net Price: Price per unit on the award

Curr (Currency): USD – US Dollars

Per: Not Applicable

Award Date: Date of the award.

131

Contract History

132

Incoterms (International Commercial Terms): SAP term for Place of Inspection, Acceptance, and FOB

B – FOB Destination and Origin (Both)D – FOB Destination Inspection: Destination Acceptance: DestinationE – FOB Origin Inspection: Origin Acceptance: OriginF – FOB Destination Inspection: Origin Acceptance: Origin1 – FOB Origin Inspection: Destination Acceptance: Destination FAST PAY

Contract History

PRC RSN (Price Reasonableness Code): Indicates the method by which the previous price was justified as fair and reasonable. Some of the more common codes are shown on next slide.

133

134

Contracting Officer’s Determination of Fair &

ReasonablePRC: BY

In Accordance with PROCTLTR 2012-07 Effective 6 Feb 2012

Contract HistorySAP PO No.:

The 10 digit number that EBS assigns when a PR is awarded

Number begins with a #45

Wgt Avg – Not applicable 135135

135

Unilateral Purchase Order B13F01 13-1A-9G Notification of Rejection • Government’s offer to purchase is made on basis of

quotation received-Binding to Government• Contractor not legally bound to perform• Must promptly notify contract administrator if

contractor is not going to perform by the specified delivery date• Prompt Notification-As soon as possible after

receiving the order• Failure to provide notification-Adversely affects

contractor’s Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) score 136

Bilateral Purchase Order and Bilateral Contract

Purchase Order and Contract is binding once signed by both the government and the contractor

Contractor’s failure to perform can result in a Termination for Default

137

What We Have Covered

What is a PR Trailer?

Where is the PR Trailer located?

Why is the PR trailer so important?

Elements of a Purchase Request/Trailer

138

SummaryThe Purchase Request (PR) trailer

Is the foundation for your acquisition.Defines the requirement

What we are buying? the quantity? Prep for Delivery? etc.

Specifies the unique characteristics that require provisions and/or clauses

Configuration Control QCCFirst Article Inspection/AcceptanceMylar Data License Agreements/ Rights Guard

139

Summary (continued)Specifies the unique characteristics that require provisions

and/or clauses:• Specifications • Shelf Life• Drawings• Critical Application Items• Critical Safety Items• Palletization• Production Lot Testing• Part Numbered Items• Hazardous Material

140

Questions

141