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The Nation’s Combat Logistics Support Agency

E s t a b l i s h e d 1 9 6 1

DEFENSE LOGISTICS AGENCY

DLA

1

The Source Approval 

Request (SAR) Process

Jamie Spangler, SAR Monitor

DLA Land and Maritime
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Purpose

• Increasing competition for items that require an approved 

manufacturer

• Going from single source, or small number of sources, to 

multiple sources of supply
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Where do I start?

• Use the DLA SAR Guide

– Guide includes detailed information about what needs 

to go into your package
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SAR Defined

• Source Approval Request (SAR) – A Source Approval 

Request is a package of information provided by a 

prospective new supplier to become an approved source 

for procurement of an NSN. This package must contain 

all technical data needed to demonstrate competence to 

manufacture the NSN to the same, or better, level of 

quality than the current approved source(s).

Submission can be made 

at ANY time and does not

require an active 

solicitation!
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• Alternate Offer (AO) – An “Alternate Offer” is submitted 

for evaluation against an active solicitation in order for a 

company and their product information to be reviewed, 

potentially qualifying them as an “Approved Source” on 

the current (and future) solicitations.

AO Defined

Hey! My company 

can make this. I 

will submit my 

offer, AND 

technical data!
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Any Restrictions?

• Acquisition Method Suffix Code (AMSC)

– Must not be coded as “G” for full and open competition –

these don’t require approval, just go ahead and bid!

– Must be coded as “other than full and open competition,” 

for example:

• Source Controlled (AMSC B)

• Source Restricted (AMSC C)

• Code & Part Number (AMSC D)
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Choosing a Category

• Category I – Actual Item: A company may submit a 

Category I package if they make the exact material, can 

prove this with thorough documentation, and the material has 

been provided to the government

This category is for you if you have made the EXACT item before, to 

drawing specifications, and have provided the item to the government.
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Choosing a Category, cont’d

• Category II - Similar Part: A company may submit a Category 

II package if they make a similar part and can prove they have 

the capability to make the exact part

This category is for you if you haven’t made the EXACT part and provided it 

to the government, but you have made something very similar in fit, form, 

function, and criticality – and provided those to the government.
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Choosing a Category, cont’d

• Category III - New Manufacturer: This category covers 

items that do not meet Category I or II criteria, but the 

company may have capabilities to make the exact part and 

can fully demonstrate those capabilities

This category is for you if you have not made the exact item for the 

government, but you are a proven manufacturer and can demonstrate 

your capabilities to produce the exact item.
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Choosing a Category, cont’d

• Category IV – Reverse Engineered Part: Submissions for 

material under Category IV are submitting for source 

approval by means of reverse engineering (done at the 

expense – and risk – of the supplier)

This category is for you if you have reverse engineered an actual 

approved item that was procured through the government, and have 

done all required testing, inspection, etc., to build an entire technical 

data package, including drawings and manufacturing plan.
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Package Considerations

• Provide all required elements defined in the Defense 

Logistics Agency (DLA) Source Approval Request 

(SAR) and Alternate Offer (AO) Guide

• Inclusion of the potential replacement product:

– Estimated unit price

– Quantity ranges (and if quantity influences price)

– Clear identification of the actual manufacturer 

(Company Name, CAGE Code, Point of Contact, 

Manufacturing Site, etc.)
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Technical Data

• Technical data must include:

– Legible and complete copies of all drawings (signed and 

approved), specifications or other data necessary to clearly 

describe the characteristics and features of the product offered 

– Cover design, materials, performance, function, 

interchangeability, inspection and/or testing criteria and other 

characteristics

– Required Certifications for Master Tooling, Technical Data 

Rights, etc.

– Value Added

– Reference DLAD Procurement Note L04 Offers for Part 

Numbered Items (SEP 2016)
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Submission

• Format:

– Electronic copy via email, requested DoD Safe link, or CD

• Please note, the preferred submission format is via 

email. If your package is too large for email, a DoD Safe 

link will be provided at your request.

– Cover letters should clearly identify the package as an 

Alternate Offer or SAR, along with other info outlined in 

Land and Maritime guidance

– Submit only one .pdf file for each NSN. No ZIP files.

– Ensure NSN, CAGE Code and Company Name is labeled 

on CDs

– NO password protected files/CDs will be accepted

– Always retain copies. AO and SAR submissions will not 

be returned.
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Submission, cont’d

• Submission (with technical data) 

– Contracting Officer (KO) 

• AO must be submitted to the KO listed in all manual 

solicitations. The KO will forward for review

– SAR Monitor, Competition Advocate Office (CAO)

• AO for automated solicitation must be submitted to the CAO

• SAR must be submitted directly to the SAR Monitor, CAO for 

review and evaluation

• dsccao-sar@dla.mil

It is acceptable, and encouraged, to send your alternate offer to the Contracting 

Officer AND the SAR monitor address to ensure it is received.
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Tracking

• Tracking/Administrative Review

– SAR Monitor will log in all submissions for tracking and 

notify contractor of receipt 

– SAR Monitor will perform the initial review to include 

projected cost savings, coordinating with the KO (if 

applicable) and Product Specialist (PS) as needed

– Packages that appear to meet minimum requirements are 

forwarded to Value Engineering (VE) for further review

Who is tracking

my package?
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Notification

• Notification

– Once a decision is made, the manufacturer will receive a 

formal notification from the SAR/Alternate Offer Monitor 

– If the AO/SAR package is approved, the manufacturer will 

receive written authorization to participate as an Approved 

Source for the specific NSN in future procurements

– If the AO/SAR package is rejected, the SAR monitor will 

provide reasons, and will answer any questions

Please note: becoming an approved source of supply only grants the 

opportunity to compete to supply the item – it does not guarantee 

future contracts or orders. 
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1

st Year as Source Approved

• While awards are NOT guaranteed:

– The Government reserves the right to make multiple 

awards if, after considering the additional administrative 

costs, it is in the Government’s best interest to do so

– If awards will be made to more than one source, the offer 

that represents the best value to the Government shall 

receive not less than 60% of the total requirement

– Unless an offeror submits unit prices for other quantities, 

unit prices submitted for the total requirement will apply to 

any partial awards

In short, we will do our best to ensure you are given the opportunity 

to compete for items you are a newly approved source on – and will 

continue to support your effort.
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Important Note

• Award of Solicitations will not be delayed due to pending 

AO/SAR package evaluations. The only exception will be 

for non- critical/weapon system items when mission 

requirements allow, and there are no qualified sources 

quoting. 

• The AO/SAR program allows for submission at any time, 

whether an open solicitation has been published for the 

subject NSN, or not
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Resources

• AO/SAR submission dsccao-sar@dla.mil

• Technical Issues ve.sar@dla.mil

(Engineering/Analysts)

• RPPOB DSCC.PartRequest@dla.mil

• Land and Maritime SMBIZLandCOLS@dla.mil

Small Business Office

Where can I

get help?