# **DEFENSE LOGISTICS AGENCY (DLA) MASTER SOLICITATION**

# **FOR**

# ***EPROCUREMENT* AUTOMATED SIMPLIFIED ACQUISITIONS (PART 13)**

##### REVISION 5 (JUNE 2012)

##### 

**PART I- Instructions to Vendors for the Submission of Quotes and Automated Evaluation:**

               Quoters/Offerors are encourage to conform their delivery terms as closely as possible to the delivery days requested.

              This solicitation, called the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) is used for the solicitation of Request for Quotes (RFQ) and the award of Purchase Orders, for automated EProcurement acquisitions valued up to the Simplified Acquisition Threshold.  The DLA Solicitation for Automated Simplified Acquisitions (Part 13) is effective with the implementation of EProcurement on Oct. 24, 2011.

**The DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) is referenced in all Automated RFQs valued up to the Simplified Acquisition Threshold that are located on the DLA Internet Bid Board System (DIBBS).  Each RFQ contains a web link to this Master solicitation.**

**Vendors are required to read PART I of this solicitation to understand the solicitation, evaluation and award process for EProcurement automated acquisitions valued up to the Simplified Acquisition Threshold as of Oct. 24, 2011.**

**The DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) will be updated from time to time to reflect changes in law, regulation and acquisition policies and procedures.  Vendors should not assume that a copy of the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) once downloaded, will remain effective.  Updates to the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) will be identified by a date and revision number.  Changes to the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) will be highlighted in each revision.  Prior versions of the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) will be archived and available.**

The DLA Master Solicitation for Automated Simplified Acquisitions (Part 13) is structured in two Parts.  Part I contains important information to vendors regarding 1) the DLA Master Solicitation for Automated Simplified Acquisitions (Part 13),  2) the DLA Internet Bid Board System (DIBBS) and 3) the Automated Award Evaluation.  

Part II contains the clauses, provisions or notices that apply to automated solicitations and orders, and is organized into Subparts A through C.  A web link to the Federal Acquisition Regulation (FAR), the Department of Defense Federal Acquisition Regulation Supplement (DFARS), and the Defense Logistics Acquisition Directive (DLAD) is provided at the beginning of Part II as well as on the DIBBS homepage.  Clauses, provisions or notices are incorporated by reference when the full text is not provided, with the same force and effect as if set forth in full text, and made part of the solicitation or order as applicable.  Vendors are required to read the clauses, provisions and notices. The full text of clauses, provisions and notices can be found via the applicable links provided on the DIBBS homepage or upon request.   

 Subpart A contains the Federal Acquisition Regulation (FAR), the Department of Defense Federal Acquisition Regulation Supplement (DFARS), and the Defense Logistics Acquisition Directive (DLAD) clauses and provisions that are applicable to all solicitations and orders.  These clause and provisions are identified as “Mandatory”.  

Subpart B contains the FAR, DFARS, and DLAD clauses and provisions that apply to acquisitions based on certain conditions, and provides instructions for the vendor to read to determine when a particular clause or provisions applies to a solicitation or order. These clauses and provisions are identified as “Conditional”.  

Subpart C contains the FAR, DFARS, and DLAD clauses and provisions that apply when First Article Test conditions are required as spelled out in the solicitation and a manual evaluation and award will be made.

Automated solicitations will be identified by a “T” or “U” in the ninth position of the solicitation number.    

Questions regarding the DLA Internet Bid Board System (DIBBS) should be e-mailed to: dibbsBSM@dla.mil.  For immediate assistance, please refer to the frequently asked questions (FAQs) on DLA DIBBS at 

https://www.dibbs.bsm.dla.mil/Refs/help/FrequentlyAskedQuestions/FrequentlyAskedQuestions.htm  or phone 1-877-352-2255.

	The vendors should thoroughly review the following prior to submitting a quote as it provides **the solicitation and the evaluation criteria for automated BSM acquisitions valued up to the Simplified Acquisition Threshold and also explains how a quote is evaluated if the automated evaluation process cannot determine a price to be fair and reasonable or cannot make a contractor’s responsibility determination.  In such a case the quote will be manually reviewed.**

**DLA Internet Bid Board System (DIBBS) Quoting Information for Automated Solicitations**

(a) AUTOMATED SOLICITATIONS ON DIBBS: This provision applies to all automated solicitations valued at or below the Simplified Acquisition Threshold, Requests for Quotations (RFQs), that are posted on DLA Internet Bid Board System (DIBBS).  These automated solicitations are identified by “SPE” in the first three positions of the solicitation number and “T” or “U” in the ninth position of the solicitation number or an Eproc icon .

(b) SUBMISSION OF AUTOMATED QUOTES: Automated quotes must be submitted electronically on DIBBS at https://www.dibbs.bsm.dla.mil/ prior to the solicitation return date and time for all automated Requests for Quotations (RFQs) posted on DIBBS.  Quotes received by other electronic means, even though within the FAR definition of “electronic commerce” or “electronic and information technology”, such as facsimile (fax), electronic mail (email) will not be considered for award.  Quotes received by U.S. Mail will not be considered for award.  

(c) RETURN DATE AND TIME: The time for receipt of quotes is 3:00 P.M. Eastern Standard Time, or when applicable, Eastern Daylight Savings Time on the return date.   If a return date falls on a Saturday, Sunday or federal holiday, the return date will be extended to the next business day.   Quote submission using EDI/DIBBS is subject to electronic interface latency which can result in transmission delays.  Offerors must consider transmission delays in the EDI/DIBBS system when submitting quotes for consideration, and assume the risk of late transmission/submission.  As an alternative, the direct entry of quote information into the DIBBS website is a method that precludes transmission delays, and will ensure the quote is evaluated.

Awards will not be made prior to the solicitation return date/time unless it is a FAST Auto Evaluation or there is a documented urgency.  At the return date/time all quotes received will be evaluated, therefore, all quotes over the micropurchase threshold should be submitted by the return date/time specified in the solicitation.  Fast Auto Evaluation solicitations, which are those solicitations estimated to be less than the micropurchase threshold, may be awarded prior to the solicitation return date/time. 

Auto Evaluation may extend the solicitation return date for three business days when prices from qualified quotes cannot be determined reasonable.  Notice of the extension will be provided by email to all vendors in the competitive range (bids without exception) inviting them to revise their quotes.  The notice will be sent to the email address registered on DIBBS for the person that submitted the quote.  If a third party submitted the quote, the notice will be sent to the email addresses of the third party and the superuser for the CAGE on whose behalf the quote is being submitted.  Vendors are responsible for the accuracy of email addresses in DIBBS and should ensure that they are correct.  Vendors that have submitted their best quoted price will not need to resubmit their quote.        

(d) HOW INTERRUPTIONS AFFECT RETURN TIME AND DATE:  If an emergency or unanticipated event interrupts DIBBS processes so that quotes cannot be submitted on DIBBS at the close of a solicitation, the return date/time will be extended to the same time of day on the next business day on which DIBBS processes resume.  Notice of the extension will be provided on the DIBBS home page.  A vendor’s inability to submit a quote caused by failure of a vendor’s hardware, software, Internet Service Provider, or the World Wide Web itself, is not cause for extension of a solicitation.

(e) LATE QUOTES:  Quotes received after the return date/time for automated solicitations may be considered until the evaluation process has begun.  Once the evaluation process has begun, late quotes will only be considered if the contracting officer determines that it is in the best interest of the Government and that considering the late quote would not unduly delay the award.  See **Automated Award Evaluation Information** for information related to the automated evaluation process.

(f) QUOTE REVISIONS:  Quotes may be revised on DIBBS up until the time the solicitation is awarded or cancelled by resubmitting a new quote.  Quote revisions will overlay previously submitted quotes on the same solicitation in the Government database.  

(g) QUOTE WITHDRAWAL:  Quotes may be withdrawn on DIBBS up until the time the solicitation is awarded or cancelled by resubmitting a new quote and selecting a bid type of “no bid.”  Quote withdrawal will overlay previously submitted quotes on the same solicitation in the Government database.   

(h) SET-ASIDE SOLICITATIONS:  Solicitations with an estimated dollar value exceeding the micropurchase threshold but not over the Simplified Acquisition Threshold are set-aside for small business when cited in the solicitation.  When a solicitation is set-aside, only small business quotes that comply with the non-manufacturer rule will be considered.  See FAR 19.502-2(c) for an explanation of this rule.     

(i) FAST AUTO EVALUATION SOLICITATIONS:  A Fast Auto Evaluation icon  on the DIBBS “search results” screen identifies Fast Auto Evaluation solicitations.  These solicitations, estimated to be less than the micropurchase threshold, 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 equal to or below the micropurchase threshold or less will be evaluated by DLA’s automated evaluation program for an early award.   

DISCLAIMER:  The Fast Auto Evaluation icon is used to indicate a “T” or “U” solicitation with an estimated dollar value equal to or less than the micropurchase threshold, not the potential quoted value.  Quotes  valued less than the micropurchase threshold that are submitted in response to solicitations that have an estimated value equal to or greater than the micropurchase threshold, may result in an early award as a result of being evaluated as a Fast  Auto Evaluation quote, even if not originally designated as such.  

**Automated Award Evaluation Information**

(a) AUTOMATED EVALUATION:  Acquisitions are candidates for automated award under DLA's Automated Evaluation program, when the solicitation states that the Auto Evaluation program applies.  The program uses price logic and other automated filters to make fully automated and buyer assisted automated awards valued at the Simplified Acquisition Threshold or less.  A purchase order with a “V” in the ninth position denotes an order issued under the Automated Evaluation System. The Automated Evaluation system only considers “qualified quotes” for award.  Qualified quotes are in exact compliance with the solicitation requirements (bid type equal to “bid without exception”), and are submitted on the DLA Internet Bid Board System (DIBBS).    

(1) The following are not, by themselves, considered exceptions to the solicitation requirements and will not make a quote ineligible** for an award:

(i) Quoting delivery days different than the required delivery days;

(ii) **Quoting origin inspection on solicitations requiring destination Inspection;  

(iii) Quoting a superseding or previously approved part or correction to a CAGE/part number cited in the acquisition identification description (AID) on an item described by manufacturer’s CAGE and part number;

(iv) Quoting a used, reconditioned, remanufactured item; 

(v) Quoting other than a domestic end product on an unrestricted solicitation; 

(vi) Quoting a hazardous item; 

(vii) Quoting a new/unused Government surplus item; and

	(viii) Quoting “Other” when the solicitation states a Higher Level Quality requirement is required

** NOTE:  The Department of Defense is implementing a policy that limits government source inspections, and permits government source inspection for specific instances.  Vendors should submit quotes based on the requirements stated in the solicitation.  If a vendor’s quote does not comply with the requirements stated in the solicitation, evaluation factors will be applied.  See paragraph (b)(1) below.  Additionally, should a quote citing origin inspection for a solicitation requiring destination inspection be evaluated manually, the quote may become ineligible for award.          

(2) The following are considered exceptions to the solicitation requirements and will make a quote ineligible for an

automated award:

(i) Quoting an alternate product or otherwise taking exception to the solicitation’s item description; 

(ii) Exceptions to Packaging requirements;

(iii) Exceptions to FOB terms;

(iv) Quoting destination inspection on a solicitation requiring origin inspection;

(v) Exceptions to required quantity;

(vi) Quoting a quantity variance greater that what is specified on the solicitation;

(vii)Quoting “None” when a Higher Level Quality Requirement is required; and 

(viii) Quoting the use of Child Labor

(b)  AUTOMATED EVALUATION FACTORS:  The Automated System evaluates all qualified quotes on the basis of price alone and does not consider quantity price breaks.  Price evaluation factors are added to the total quoted price in the following instances:

(1) $250 for quoting origin inspection when the Government’s requirement is for destination inspection (see DLAD 52.213-9001);

(2) $200 for quoting surplus material on non-critical items; $800 for quoting surplus material on critical items.  When an automated quote of surplus material is in line for award after applying the above evaluation factors, a manual evaluation will be conducted in accordance with the more detailed evaluation criteria in DLAD 52.211-9003;

(3) The Buy American Act (BAA) places restrictions on the purchase of supplies that are not domestic end products.  Refer to DFARS 252.225-7036; and

(4) First Article Test (FAT) evaluation factor of $1150 for critical items and $200 for non-critical items will be applied when a manufacturer is not waived for FAT.

(c)****SOLICITATIONS WITH FAT REQUIREMENTS:****Offers that do not cite a price for the FIRST ARTICLE LINE ITEM shall be evaluated under the assumption that there is no separate charge for the FAT.  In the event the FAT requirement is waived, no award will be made for the FIRST ARTICLE LINE ITEM.  An automated award will not be made when there is a FAT requirement.

(d) TIE QUOTES:  If evaluated offers results in a tie between qualified quotes, the award decision will be based on the following order of precedence: 

(1) A domestic end product offer over a non-qualifying country end product offer;

(2) Small business offer over a large business offer;

(3) Offer with the shortest delivery (If a quote contains different deliveries for multiple line items the automated evaluation program uses the average of the delivery periods); and  

(4) First quote submitted.   

(e) MANUAL EVALUATION:  If the solicitation did not state that it was a candidate for  Automated evaluation, or if the solicitation stated that it was a candidate for Automated evaluation but is unable to make price reasonableness or contractor responsibility determinations, the solicitation and quote will be evaluated and awarded manually.  When a quote is manually evaluated the contracting officer may consider quantity price breaks offered without further solicitation or discussion.  

(f) MANUAL EVALUATION FACTORS:  If the requirement is evaluated manually, price, delivery, and past performance will be considered in accordance with the terms in the solicitation.  Delivery will be considered consistent with 

DLAD 52.211-9011.

(g) ALTERNATE OFFERS:  Alternate offers will not be considered for automated award.  Alternate offers may be submitted for evaluation for future procurements to the location identified in DLAD Clause 52.217-9002.  

(h) NOTICE OF AWARD:  The Government’s offer to purchase, as evidenced by an order, is made on the basis of a submitted quotation.  Vendors are requested to notify the administrative contracting officer, within 14 days after receiving the notice of award, when they will not perform in accordance with an order.  Failure to provide prompt notice will adversely affect your past performance evaluation if this order is later cancelled at other than the Government’s request.

(i) Automated Evaluation Distribution:  The automated award will be posted to the DLA DIBBS web site and distributed via email notification with a Web link to an electronic copy of the DD Form 1155, Order for Supplies or Services.  Orders will be transmitted via Electronic Data Interchange (EDI) to contractors who are EDI capable.  Contractors that are not EDI capable will receive their orders via email award notification containing Web links.  Delays in the receipt of awards that are caused by email interruptions and Internet access are not excusable delays and will not extend delivery schedules.

**PART II –Clauses, Provisions and Notices:**

The following web site is provided to vendors to obtain the full text of the FAR, DFARS, and DLAD provisions, clauses and notices listed below.  

Federal Acquisition Regulation (FAR):  https://www.acquisition.gov/far/index.html

DoD FAR Supplement (DFARS):  http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

DLA Acquisition Directive (DLAD):  http://www.dla.mil/Acquisition/Pages/DLAD.aspx

**All clause, provision and notices are incorporated herein by reference with the same force and effect as if set forth in full text, and made a part of the solicitation/order as applicable.**

**THE SUBMISSION OF AN OFFER IN RESPONSE TO A REQUEST FOR QUOTATION WHICH REFERENCES THIS DOCUMENT CONSTITUTES THE OFFEROR’S COMPLIANCE WITH THE REPRESENTATIONS AND CERTIFICATIONS AND ACCEPTANCE OF THE INDIVIDUAL CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE HEREIN.  CERTAIN REPRESENTATIONS AND CERTIFICATONS MAY BE REQUIRED AS PART OF AN OFFER SUBMITTED VIA THE DLA INTERNET BID BOARD SYSTEM (DIBBS).  THESE REPRESENTATIONS AND CERTIFICATIONS WILL BE CONTAINED ON THE DIBBS QUOTE INPUT FORM.**

**OFFERORS ARE REMINDED THAT ALL PROVISIONS INCORPORATED HEREIN BY REFERENCE REMAIN BINDING IN THEIR ENTIRETY.  ANY PENALTIES FOR MISREPRESENTATION CONTAINED IN THE REFERENCED CLAUSES AND PROVISIONS APPLY.**

**SUBPART A -  FAR/DFARS/DLAD MANDATORY CLAUSE/PROVISION LIST**

The FAR/DFARS/DLAD clauses and provisions in Subpart A are applicable to all solicitations and orders, and therefore are categorized as “Mandatory”. 

**SUBPART B – FAR/DFARS/DLAD CONDITIONAL CLAUSE/PROVISION LIST**

The FAR/DFARS/DLAD clauses and provisions in Subpart B may be applicable to solicitations and orders.  These clauses and provisions are categorized as “Conditional”.   **THE VENDOR IS REQUIRED TO READ THE INSTRUCTIONS PROVIDED TO DETERMINE THE APPLICATION OF EACH CLAUSE AND PROVISION.**

**SUBPART C – FIRST ARTICLE TEST CLAUSE/PROVISION LIST**

The clauses, provisions in Subpart C apply to solicitations issued when First Article Test requirements are a requirement of the solicitation.  Vendors are required to read and understand the full text of each clause, provision or notice and provide the information as applicable.  These clauses and provisions are only applicable when a manual award is being made that include a First Article Test requirements.

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# **DEFENSE LOGISTICS AGENCY (DLA) MASTER SOLICITATION *EPROCUREMENT***

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