DLAD Procurement Notes – Effective October 28, 2016

C01 Prescription: 11.391(a) Solicitations and contracts shall include procurement note C01 when 

procuring part numbered items.

C01 Superseded Part Numbered Items (SEP 2016) 

 If an item part number is superseded during the term of this contract, the contractor shall advise the 

contracting officer immediately upon determination. The notice shall include complete information on the 

superseding item form, fit, function, configuration, application, or physical nature. The contracting officer 

will determine whether the item is acceptable to the Government, advise the contractor within seven days, 

and modify the contract accordingly.

*****

C02 Prescription: 11.9001(b) All awards shall include procurement note C02 when materials or 

components may become obsolete.

C02 Manufacturing Phase Out or Discontinuation of Production, Diminishing Sources, and 

Obsolete Materials or Components (SEP 2016)

 The contractor shall notify the contracting officer immediately upon determining the unavailability of 

obsolete materials or components, manufacturing phase-out, or discontinuance of production of items 

under this contract. The contractor shall publish the discontinuance in the Government-Industry Data 

Exchange Program (GIDEP).

*****

C03 Prescription: 4.703(a) Solicitations and awards shall include procurement note C03.

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.

*****

C04 Prescription: 11.390(a) Solicitations shall include procurement note C04 unless there is a 

documented restriction for unused former Government surplus property material. The procurement note 

is automatically included in automated solicitations. 

C04 Unused Former Government Surplus Property (SEP 2016)

To be considered for award, the offeror must complete and submit the following representation with their 

offer. Additional supporting documentation to demonstrate the surplus material offered was previously 

owned by the Government and meets solicitation requirements must be provided within 24 hours of 

request by the contracting officer. 
 (1) The material is new, unused, and not of such age or so deteriorated as to impair its usefulness or 

safety. Yes __ No __

The material conforms to the technical requirements cited in the solicitation (e.g., Commercial and 

Government Entity (CAGE) Code and part number, specification, etc.). Yes __ No __

The material conforms to the revision letter/number, if any is cited. Yes __ No __ Unknown __

If No, the revision does not affect form, fit, function, or interface. Yes__ No __ Unknown __

The material was manufactured by: 

(Name): ______________________________________________________________________ 

(Address): _____________________________________________________________________

 (2) The offeror currently possesses the material Yes __ No __

If yes, the offeror purchased the material from a Government selling agency or other source. 

Yes __ No __ If yes, provide the following:

Government Selling Agency: ______________________________________________________

Contract Number: _______________________________________________________________

Contract Date: (Month, Year): _____________________________________________________

Other Source: __________________________________________________________________

Address: ______________________________________________________________________

Date Acquired: (Month/Year) _____________________________________________________

 (3) The material has been altered or modified. Yes __ No __

If Yes, the offeror must attach or forward to the contracting officer a complete description of the 

alterations or modifications.

 (4) The material has been reconditioned. Yes __ No __

If Yes, (i) the price offered includes the cost of reconditioning /refurbishment. Yes __ No __; and (ii) the 

offeror must attach or forward to the contracting officer a complete description of any work done or to be 

done, including the components to be replaced and the applicable rebuild standard. 

The material contains cure-dated components. Yes __ No __

If Yes, the price includes replacement of cure-dated components. Yes __ No __

 (5) The material has data plates attached. Yes __ No __

If Yes, the offeror must state below all information contained thereon, or forward a copy or facsimile of 

the data plate to the contracting officer. ___________________________________________________

 (6) The offered material is in its original package. Yes __ No __

If yes, the offeror has stated below all original markings and data cited on the package; or has attached or 

forwarded to the contracting officer a copy or facsimile of original package markings:

Contract Number ____________________________________________________________________

NSN____________________________________________________________________________

CAGE Code__________________________________________________________________________

Part Number ________________________________________________________________________

Other Markings/Data___________________________________________________________

 (7) The offeror has supplied this same material (National Stock Number) to the Government before. 

Yes __ No __ 

If Yes, (i) the material being offered is from the same original Government contract number as that 

provided previously. Yes __ No __; and (ii) state below the Government Agency and contract number 

under which the material was previously provided: 

Agency _________________________________________________________________________

Contract Number_________________________________________________________________

 (8) The material is manufactured in accordance with a specification or drawing. Yes __ No __ 

If Yes, (i) the specification/drawing is in the possession of the offeror. Yes __ No __; and (ii) the offeror 

has stated the applicable information below, or forwarded a copy or facsimile to the contracting officer. 

Yes __ No __

Specification/Drawing Number _____________________________________________________

Revision (if any) _________________________________________________________________
Date___________________________________________________________________________

 (9) The material has been inspected for correct part number and for absence of corrosion or any 

obvious defects. Yes __ No __

If Yes, (i) material has been re-preserved. Yes __ No __; (ii) material has been repackaged. Yes __ 

No __; (iii) percentage of material that has been inspected is ____%; and/or (iv) number of items 

inspected is _______; and (v) a written report was prepared. Yes __ No __; and if Yes, the offeror has 

attached the written report or forwarded it to the contracting officer. Yes__ No__

 The offeror agrees that in the event of award and notwithstanding the provisions of the solicitation, 

Inspection and acceptance of the surplus material will be performed at source or destination subject to all 

applicable provisions for source or destination inspection.

 The offeror has attached or forwarded to the contracting officer one of the following, to demonstrate that 

the material being offered was previously owned by the Government (offeror check which one applies):

___ For national or local sales, conducted by sealed bid, spot bid or auction methods, a 

solicitation/Invitation For Bid and corresponding DLA Disposition Services Form 1427, Notice of 

Award, Statement and Release Document. 

___ For DLA Disposition Services Commercial Venture (CV) Sales, the shipment receipt/delivery pass 

document and invoices/receipts used by the original purchaser to resell the material. 

___ When the above documents are not available, or if they do not identify the specific NSN being 

acquired, a copy or facsimile of all original package markings and data, including NSN, commercial and 

Government entity (CAGE) code and part number, and original contract number. (This information has 

already been provided in paragraph (c)(6) of this clause. Yes __ No __.) 

___ When none of the above are available, other information to demonstrate that the offered material was 

previously owned by the Government. Describe and/or attach. 

 This only applies to offers of Government surplus material. Offers of commercial surplus, 

manufacturer’s overruns, residual inventory resulting from terminated Government contracts, and any 

other material that meets the technical requirements in the solicitation but was not previously owned by 

the Government will be evaluated in accordance with the DLAD procurement note L04, Offers for Part 

Numbered items. 

 If requested by the contracting officer, the offeror shall furnish sample units, in the number specified, to 

the contracting officer or to another location specified by the contracting officer, within 10 days after the 

contracting officer's request. The samples will be furnished at no cost to the Government. All such 

samples not destroyed in evaluation will be returned at the offeror's expense. The samples will be 

evaluated for form, fit, and function with subassembly, assembly, or equipment with which the items are 

to be used. End items furnished under any contract award to the offeror furnishing the samples can 

include the returned samples, and all acceptable end items will have a configuration identical to the 

samples. If specific tests of the samples' performance are made by the Government, the offeror will be 

furnished the results of such tests prior to a contract being entered into. In addition to any other inspection 

examinations and tests required by the contract, the performance of the end items will be required to be as 

good as that of the samples submitted.

 In the event of award, the contractor will be responsible for providing material that is in full compliance 

with all requirements in the contract or order. The surplus material to be furnished must meet the 

requirements of the current contract or order, whether or not the material met Government requirements 

in existence at the time the material was initially manufactured or sold to the Government. 

*****

C05 Prescription: 37.103(S-90) Solicitations and contracts shall include procurement note C05 when the 

services to be provided require professional employees, and evaluation of proposed key managerial 

personnel is required to assess the probability of successful performance.

C05 Changes to Key Personnel (OCT 2016)

 Certain skilled, experienced, professional and/or technical personnel are essential for successful 

accomplishment of the work to be performed under this contract. These are defined as "key personnel" 

and are those persons whose resumes are submitted as part of the technical/business proposal for 
evaluation. The contractor shall use key personnel as identified in its proposal during the performance of 

this contract and will request contracting officer approval prior to any changes. Requests for approval of 

any changes shall be in writing with a detailed explanation of the circumstances necessitating the change. 

The request must contain a complete resume for the new key personnel and any other pertinent 

information, such as degrees, certifications, and work history. New key personnel must have 

qualifications that are equal to or higher than those being replaced. The contracting officer will evaluate 

the request and notify the contractor whether the requested change is acceptable to the Government.

*****

E01 and E02 Prescription: 9.306(h) Solicitations and awards shall include either procurement note 

E01or E02 when the requirement indicates that the contractor or Government shall hold the units.

E01 Supplemental First Article Exhibit Disposition – Contractor Maintained (SEP 2016)

The first article units will be maintained or returned to the contractor to be used as a manufacturing 

standard. The contractor shall hold the approved first article units at the production facility until all 

production quantities have been produced and accepted. In the case of indefinite delivery contracts, the 

contractor shall hold the first article units until final production run has been approved and accepted on 

the first delivery order. The unit shall be considered a production guide or manufacturing standard if 

defects are reported on delivered material or problems are encountered during production. When 

disposing the units, the contractor shall follow DFARS 252.245-7004(d).

*****

E02 Supplemental First Article Exhibit Disposition – Government Maintained (SEP 2016)

The first article units will be held by the Government, either destroyed in testing or maintained as a 

manufacturing standard. The contractor will be required to produce/deliver the full quantity indicated on 

the contract order. The first article units will not be part of the production quantity.

*****

E03 Prescription: 46.291(a) Solicitations and awards shall include procurement note E03 where PLT is 

required, including FAR Part 12 acquisitions. For automated acquisitions, the fill-in information for the 

procurement note is completed in the solicitation. The contracting officer will obtain the fill-in 

information for manual acquisitions from the data field in the Product Master.

E03 Production Lot Testing – Contractor (SEP 2016)

 (1) The purpose of production lot testing (PLT) is to validate quality conformance of products. PLT 

is to be completed on the production lot(s) after first article approval, when a first article is required. 

The contractor shall price the PLT CLIN to cover the cost of the approved samples that are 

consumed, destroyed, or otherwise rendered unusable during testing. 

 (2) The contractor shall provide written notice to the contracting officer and the QAR of the time 

and location of the test at least fourteen (14) calendar days (or as otherwise specified in the contract) 

prior to the production lot test, so the Government may witness the test. 

 (3) The QAR will select [contracting officer shall insert number of samples identified in Product 

Master] samples at random from the production lot(s) produced. 

 (4) The contractor shall perform all tests on the PLT samples to verify/validate for the QAR that the 

items meet the contract technical/quality requirements. 

 (5) If a PLT sample fails, the entire production lot quantity produced fails. The contractor shall 

notify the contracting officer and propose corrective action, if appropriate. 

 (6) Prepare and disseminate the PLT report as follows:

 (a) Prepare the test report in accordance with data item description DI-NDTI-80809B and mark 

the test report, “Production Lot Test Report, Contract Number [contractor insert] and Lot/Item 

Number [contractor insert].”

 (b) Present the contractor’s PLT report to the QAR for review.

 (c) Include the following documentation with all shipments of PLT Reports: DD Form 1222 and 

DD Form 250/iRAPT Receiving Report signed by the QAR; a copy of the contract/order; a copy of 

all applicable test reports showing actual results and tolerances specified in the technical data 

package; material and process certifications; process operations and inspection method sheets; copies 
of drawings used to manufacture the PLT sample, with proper marking to restrict public disclosure 

(if desired) and from Government use other than for evaluation to the extent consistent with the 

Government’s data rights under the contract, and documents required under a contract deliverables 

requirements list, if applicable.

 (d) Submit all required documentation to the Government activity specified in the contract in 

time to allow for at least [contracting officer shall insert number of days as shown in Product Master

] calendar day period for review of the PLT report, and for the contracting officer to provide written 

notification of approval/disapproval to the contractor.

*****

E04 Prescription: 46.291(b) Solicitations and awards shall include procurement note E04 where PLT is 

required. For automated acquisitions, the fill-in information for the procurement note is completed in the 

solicitation. The contracting officer will obtain the fill-in information for manual acquisitions from the 

data field in the Product Master.

E04 Production Lot Testing – Government (SEP 2016)

 (1) The purpose of production lot testing (PLT) is to validate quality conformance of products. PLT is 

to be completed on the production lot(s) after first article approval, when a first article is required. The 

contractor shall price the PLT CLIN to cover the cost of the approved samples that are consumed, 

destroyed, or otherwise rendered unusable during testing.

 (2) The contractor shall provide written notice to the contracting officer and the QAR at least fourteen 

(14) calendar days (or as otherwise specified in the contract) prior to the date when the contractor will 

present the production lot to the QAR for selection of PLT samples. 

 (3) The QAR will select [contracting officer shall insert the number of samples identified in the Product 

Master] samples, at random from the production lot(s) produced. 

 (4) The contractor shall ship the PLT samples to [contracting officer shall insert name and location of 

testing facility as identified in Product Master] by traceable means. Shipment shall be marked 

“Production lot samples – do not post to stock,” contract and lot number. A copy of the DD250/IRAPT 

Receiving Report shall be placed on the exterior of the shipping container in accordance with MIL-STD129. Include the following interior documentation: DD Form 1222 and DD250/IRAPT Receiving Report 

signed by the QAR; copy of contract/order; copies of test reports, showing actual results and tolerances 

specified in the technical data package; material and process certifications; process operations and 

inspection method sheets; copies of drawings used to manufacture the PLT sample (proper marking to 

assert proprietary or other rights to restrict public disclosure is the contractor’s responsibility); documents 

required under contract deliverables requirements list; and a prepaid shipping label or document with the 

information required to return the PLT samples to the contractor at no cost to the Government. 

 (5) At time of shipment, copies of the signed DD Form 1222, DD250/IRAPT Receiving Report, 

transportation tracking information, and information for return of the PLT samples shall be provided to 

the contracting officer. The Government testing time will be [contracting officer insert number of days for 

test, as shown in the Product Master] calendar days for the test results to be provided to the contractor. 

 (6) If a PLT sample fails, the entire production lot quantity produced fails. The contractor shall propose 

corrective action, if appropriate. 

 (7) PLT samples will be returned to the contractor, with a copy of the test report, at contractor expense.

***** 

E05 Prescription: 46.292 All solicitations and awards shall include procurement note E05.

E05 Product Verification Testing (SEP 2016)

 (1) When PVT is invoked, the QAR will notify the contractor that testing will be performed. The 

product verification testing (PVT) will be performed at a Government-designated testing laboratory. 

 (a) The contractor shall not ship or deliver any material unless directed to do so in writing by the 

contracting officer or until notified of acceptable PVT results.

 (b) PVT results will be provided in 20 working days after receipt at the Government testing facility. 

 (2) The QAR will select a random sample from the contractor’s production lot. Selected PVT samples 

are to be shipped by the contractor at Government expense with a copy of the Department of Defense DD 
Form 250 and a DD Form 1222. The packaging will be marked “Product Verification Test Samples, 

Contract Number __________, Lot/Item Number_________." 

 (3) Test results will indicate one of the following:

 (a) Samples that pass testing and are not destroyed during evaluation will be returned to the contractor 

at the Government's expense and will be included as part of the total contract quantity. The contractor and 

Government may agree to dispose of samples not destroyed when the cost of the item does not justify the 

shipping expense. These samples will be considered part of the contract quantity. Samples that pass 

testing and are not returned to the contractor will be considered part of the contract quantity for payment 

and delivery. The contractor will deliver the remaining lot quantity minus sample units.

 (b) If samples fail testing, such failure will result in rejection of the entire contract lot from which the 

samples were taken. At the Government’s discretion, parts failing any test criteria may be retained and not 

be returned to the contractor.

*****

E06 Prescription: 46.402 Solicitations and contracts that require source inspection shall include 

procurement note E06. 

E06 Inspection and Acceptance at Origin (SEP 2016)

The contractor shall indicate the location where supplies will be inspected:

Commercial and Government Entity (CAGE) code:___________________________________

Address:_____________________________________________________________________ 

Applicable to contract line-item numbers(s) (CLIN(s)):________________________________

The contractor shall indicate the location where packaging will be inspected:

( ) Same as for supplies OR

CAGE code: __________________________________________________________________

Address: _____________________________________________________________________

Applicable to CLIN(s): __________________________________________________________

***** 

H01 Prescription: 9.202(a)(2)(i) Solicitations and awards shall include procurement note H01when 

purchasing qualification items in Federal Supply Class (FSC) 5935.

H01 Qualified Products List (QPL) for Federal Supply Class (FSC) 5935 Connector Assemblies and 

Contacts (SEP 2016)

 When an offeror includes connectors and electrical contacts manufactured by different qualified sources, 

the offeror agrees to provide to the contracting officer or quality assurance representative, prior to 

delivery, documentation signed by an authorized contractor representative responsible for quality 

assurance, demonstrating that the connectors and electrical contacts in question were manufactured 

by/obtained from a current QPL source(s). The signed documentation must as a minimum include:

 (1) Name of the quality assurance representative; 

 (2) Name of connector manufacturer(s);

 (3) Manufacturer(s) part numbers (P/N);

 (4) Name of contact manufacturer(s); and 

 (5) The Commercial and Government Entity (CAGE) code of the manufacturer.

*****

H02 Prescription: 9.202(a)(2)(v) Solicitation and awards shall include procurement note H02 when 

purchasing component qualification items. 

H02 Component Qualified Products List (QPL)/Qualified Manufacturers List (QML) (SEP 2016)

This item contains one or more components defined by a specification(s) with an associated Qualified 

Products List (QPL) or Qualified Manufacturers List (QML). By submission of an offer, the offeror will 

supply such component item(s) only from sources currently qualified on the applicable QPLs/QMLs.

*****

H03 Prescription: 9.306(a) Solicitations and awards shall include procurement note H03 when FAT is 

applied.
*****

H03 Supplemental First Article Testing Requirements (OCT 2016)

 (1) If there is not a separate contract line item number (CLIN) for FAT, production CLIN pricing shall 

include all costs and risk associated with completion of the FAT requirement. 

 (2) If there is a separate FAT CLIN, the FAT CLIN pricing shall include all costs and risk associated 

with completion of the FAT requirement; if no FAT CLIN pricing is proposed, no payment will be made 

for any costs associated with FAT. Unit pricing shall be based solely on all costs associated with 

completion of the production units and shall exclude all FAT-related costs.

 (3) The total award price will be used in selecting the best value offer from among all eligible offerors. 

However, to be eligible for award, the FAT CLIN (unless waived) and unit price CLIN(s) must each be 

determined to be a fair and reasonable price and, if set-aside under FAR part 19, a fair market price. 

Additionally, the FAT CLIN (and if separately priced, any CLIN(s) for first articles) shall not be 

materially unbalanced in relation to unit price CLIN(s) for production quantities. In the event that an 

offeror receives a waiver of the FAT requirement, the FAT CLIN price for the waived source shall be 

deducted in determining the total award price.

 (4) Waivers. The contractor may submit a request for FAT waiver to the contracting officer. The 

Government reserves the right to waive the FAT requirement when all the following criteria are met: 

 (a) Source has manufactured and delivered the product or similar product within the last five (5) years, 

or within the last three (3) years for critical safety items. The contractor shall provide the following 

supportable information:

 (i) Contract Number(s), Date(s), and Issuing Government Agency or Agencies.

 (ii) Item previously furnished, identified by part number, type, model number, etc.

 (iii) Engineering control document/change number of item previously furnished.

 (iv) There have been no changes to manufacturing processes, tooling, or locations.

 (b) There have been no changes to manufacturing data (e.g., drawing revisions that change materials, 

dimensions, processes, inspection or testing requirements; or subcontractors used to manufacture the 

items successfully in the past).

 (c) Item supplied will be of same design and manufactured by same method at same facilities as 

product or similar product previously furnished and accepted under subparagraph (4)(a).

 (5) For test report preparation and delivery of contractor FAT, utilize data item description DI-NDTI80809B report format. Mark the test report with the following: “First article test report – Contract 

number: [insert contract number] and lot/item number: [insert lot/item number]. Present the test report to 

the QAR for review. Forward the QAR signed FAT Report, accompanied by the DD Form 250 and a 

contractor certification that the same process and facilities used to manufacture the first article units will 

be used to manufacture the production units, to the contracting officer at the applicable address shown 

below:

 (a) For awards issued by DLA Aviation; or DLA Troop Support Clothing and Textile (C&T), 

Construction and Equipment, Medical Materiel, or Subsistence, submit the report to the procuring 

activity in Block 6 of the DD Form 1155, Block 7 of Standard Form (SF) 33, or Block 9 of SF 1449 

award.

 (b) For awards issued by DLA Land (SPE7L), submit the report to the following address: DLA Land 

– FLSEB, ATTN: FAT Monitor, P O Box 3990, Columbus, OH 43218-3990, or email to: 

Land.FAT.Monitor@dla.mil.

 (c) For awards issued by DLA Maritime (SPE7M), submit the report to the following address: DLA 

Maritime – FMSE, ATTN: FAT Monitor, P O Box 3990, Columbus, OH 43218-3990, or email to: 

maritime.fat.monitor@dla.mil.

 (d) For awards issued by DLA Troop Support Industrial Hardware, submit the report to the following 

address: DLA Troop Support, Attention: First Article Testing Monitor, Building 3, 700 Robbins 

Avenue, Philadelphia, Pennsylvania 19111. Preferred electronic submissions: Hardware FAT Monitor 

at DLAHardwareFATMonitor@dla.mil.
 (6) When Government testing is required, provide written notice to the contracting officer and the QAR 

at least fourteen (14) calendar days (or as otherwise specified in the contract) prior to shipment to 

Government for FAT, to accommodate in-process verification and/or final inspection by the QAR. 

 (7) For unit preparation and delivery of Government First Article orders, ship the units and completed 

DD Form 250 report to the test facility specified in paragraph (a) of FAR clause 52.209-4. Prepare the 

shipping container(s) by marking the external packages in bold letters, “First Article Exhibits – Do Not 

Post to Stock," adjacent to the MIL-STD-129R identification markings. Use a hard copy of the 

completed DD Form 250 as a packing list, in accordance with MIL-STD 129R, paragraph 5.11, Packing 

lists and documentation. The interior package shall include hard copies of the contract, test reports, 

material certifications/process operation sheets, drawings used to manufacture the units, and return 

shipping information. Send units by traceable means (e.g., certified or registered mail, United Parcel 

Service, Federal Express). Send an email with subject titled “Notification of Test Exhibits [insert 

Government Lab DODAAC]” to the corresponding address below and to the contracting officer specified 

in the contract. In the email, provide the shipment date, contract/purchase order number, National Stock 

Number, means of transportation, tracking number, and summary of container contents. 

 Attach a copy of the DD Form 250 and Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) 

Receiving Report documenting the QAR inspection.

 (a) DLA Land & Maritime – DSCCProdVerif@dla.mil

 (b) DLA Aviation – DSCR.Test&EvaluationOffice@dla.mil

 (8) If Government FAT units are conditionally approved or disapproved, the Government shall take 

action in accordance with FAR 52.209-4. At the Government’s discretion, disapproved FAT units sent 

to the Government may be returned to the contractor, if the contractor submitted the return address and 

shipping account for payment.

*****

H04 Prescription: 9.270-3(a) All solicitations and contracts for CSI shall list the items in DFARS 

252.209-7010 and shall include procurement note H04.

*****

H04 Sourcing for Critical Safety Items (SEP 2016)

 The contractor procuring, modifying, repairing, or overhauling a critical safety item shall only use a 

source approved by the head of the design control activity.

*****

L01 Prescription: 4.502(b) 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.

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-vanlistdla.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

*****
L02 Prescription: 4.502(b) 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.

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

*****

L04 Prescription: 11.391(b) Solicitations shall include procurement notes L04 and M06 when items are 

identified in the item description only by the name of an approved source (CAGE code), a part number, 

and a brief description.

L04 Offers for Part Numbered Items (SEP 2016)

 (a) For part numbered items, identified in the item description only by the name of an approved source 

(CAGE code), a part number, and a brief description.

Exact product – applies to contract line-item(s) (CLIN(s)): _____

 CAGE code __________ part number ________

Alternate product – applies to CLIN(s): 

 CAGE code __________ part number ________

Superseding part number – applies to CLIN(s): _____

 CAGE code __________ part number ________

 Identify reason for superseding part number:

 Administrative P/N change only: Yes____ No____

 Minor change/No change in configuration: Yes____ No____

Previously-approved product – applies to CLIN(s): _____ 

 Contract or Solicitation Number: ____________________

 CAGE code __________ part number ________

Correction to CAGE/Part Number – applies to CLIN(s) _____

 CAGE code in error/same corporation, different division Yes ___ No___

 CAGE code in error/sold to different corporation Yes ___ No___

 Part number not recognized Yes ___ No___

 Obsolete part number Yes ___ No___

 Other Yes ___ No___
 (b) Exact product means a product described by the name of an approved source and its corresponding 

part number cited in the item description; and manufactured by, or under the direction of, that approved 

source. An offeror of an exact product must meet one of the descriptions below. 

 (1) An approved source offering its part number cited in the item description;

 (2) A dealer/distributor offering the product of an approved source and part number cited in the item 

description; 

 (3) A manufacturer who produces the offered item under the direction of an approved source; and has 

authorization from that approved source to manufacture the item, identify it as that approved source’s 

name and part number, and sell the item directly to the Government.

 (4) A dealer/distributor offering the product of a manufacturer that meets the description in 

subparagraph (3) above. 

 (c) Alternate product

 (1) The offeror must indicate that an alternate product is being offered if the offeror is any one of the 

following:

 (i) An offeror who manufactures the item for an approved source cited in the item description, but 

does not have authorization from the approved source to identify it as the approved source part number, 

and sell the item directly to the Government;

(ii) A dealer/distributor offering the product of a manufacturer that meets the description in (i) above;

(iii) An offeror of a reverse-engineered product that is not cited in the item description; or

(iv) An offeror whose product does not meet the criteria of exact product, superseding product or 

previously approved product.

 (2) An offer of an alternate product is an alternate offer.

(d) The offeror must indicate that a superseding part number is being offered if the offered item otherwise 

qualifies as an exact product, except that the part number cited in the item description has been 

superseded due to an administrative part number change with no change in configuration of the item. 

(e) The offeror must indicate that a previously-approved product is being offered if the product offered 

has previously been delivered to the Government or otherwise previously evaluated and approved. 

(f) Correction to CAGE/Part Number Cited in the Item Description 

Submitted by offeror to notify the Government if there is a CAGE code error: same corporation/different 

division; sold to different corporation; part number not recognized; obsolete part number; other. 

(g) Traceability documentation.

 (1) The contracting officer may request evidence of the technical acceptability of the product offered. 

The evidence must be submitted within 2 days, or as otherwise specified, or the offer will not be 

considered. 

 (2) For offers of exact product, offerors other than the approved manufacturing source must retain 

evidence and provide the traceability evidence of the identity of the item and its manufacturing source 

when requested by the contracting officer.

 (i) If offered item(s) are not in stock or not yet manufactured a copy of an original quotation from the 

approved source to the offeror identifying exact item cited in item description and a quantity sufficient to 

satisfy the solicitation requirement. 

 (ii) If offered item(s) are shipped or in stock, a copy of invoice on approved source's letterhead; or a 

copy of packing slip which accompanied shipment from approved source to offeror. The invoices and 

packing slips must identify exact item cited in item description and a quantity sufficient to satisfy the 

solicitation requirement.

 (iii) If the offeror is an authorized dealer/distributor, or manufactures the item for an approved source, 

a copy of the contractual agreement with, or the express written authority of, the approved source to buy, 

stock, repackage, sell, or distribute the part. The agreement must specifically identify the exact item, or 

otherwise ensure that the offeror is authorized by the approved source to manufacture or distribute the 

exact item being acquired. If the agreement covers a general product line or is otherwise not productspecific, the offeror must furnish additional documentation to address the exact item being acquired. 

 (iv) Other verifiable information.
 (3) For superseding part number, the offeror may be requested to furnish evidence to establish that 

there are no changes in the configuration of the part. 

 (4) For previously approved products, upon request of the contracting officer, the offeror must furnish 

the contract, solicitation, source approval request (SAR) package, or letter of approval under which the 

product was previously furnished or approved.

(h) Alternate offer data.

 (1) The contracting officer may request drawings, specifications, or other data necessary to clearly 

describe the characteristics and features of an alternate offer. Data submitted shall cover design, 

materials, performance, function, interchangeability, inspection or testing criteria, and other 

characteristics of the offered product. The contracting officer may also request drawings and other data 

covering the design, materials, etc., of the exact product cited in the item description if the Agency does 

not possess data sufficient to evaluate the alternate product. The data must be submitted within 10 days, 

or as otherwise specified, or the offer will not be considered. 

(2) If the alternate product is a reverse-engineered product, the offeror shall provide: technical 

documentation to establish that the offered item represents the exact item specified in the item description 

(i.e., invoice from an approved source or submission of samples having markings of an approved source); 

number of samples that were examined; the process/logic used; raw data (measurements, lab reports, test 

results) used to prepare drawings or specifications for the offered item; any additional evidence that 

indicates the reverse-engineered item will function properly in the end item; and any evidence that life 

cycle/reliability considerations have been analyzed. 

(j) Evaluation of alternate offers

If the solicitation does not provide for evaluation of alternate offers for the current procurement, the 

offeror may submit a request for evaluation of the alternate product’s technical acceptability for future 

procurements of the same item. The request for evaluation shall cite the national stock number (NSN) of 

the exact product and include the applicable level of technical data. The level of technical data that the 

Government has available for use to evaluate the acceptability of an alternate product offered, and the 

corresponding level of technical data that must be furnished with an offer of alternate product, will be 

identified in the item description and/or via correspondence with the appropriate location below. 

(1) For solicitation numbers beginning with SPE7:

DLA Land and Maritime 

Directorate of Procurement

Alternate offer monitor, BPP

Post Office (P.O.) Box 3990

Columbus, Ohio 43218-3990 

(2) For solicitation numbers beginning with SPE4:

DLA Aviation 

Office of the Competition Advocate

Attention: BPC

8000 Jefferson Davis Highway

Richmond, Virginia 23297-5100

(3) For solicitation numbers beginning with SPE1, SPE2, SPE3, SPE5, or SPE8:

DLA Troop Support 

Attention: (see note below)

700 Robbins Avenue

Philadelphia, Pennsylvania 19111-5096

Note: The address (attention line) will change based on the 4th digit of the PIIN as follows:

SPE1 = Clothing and Textile (C&T)

SPE2 = Medical

SPE3 = Subsistence

SPE5 = Industrial Hardware (formerly Aviation or L&M detachments) 

SPE8 = Construction and Equipment (C&E)
(4) For solicitation numbers beginning with SPRRA1 and SPRRA2:

Defense Logistics Agency – DLA Aviation

Office of the Competition Advocate

Building 5201

Redstone Arsenal, Alabama 35898

(5) For solicitation numbers beginning with SPRPA1:

DLA Philadelphia

Competition Advocate Office

700 Robbins Avenue Building 1

Philadelphia, Pennsylvania 19111-5098

(6) For Tank-Automotive and Armaments Command (TACOM) Depot Level Repairable (DLR) -

DLA Land and Maritime solicitations beginning with SPRDL1: 

Defense Logistics Agency

DLR Procurement Operations - ZG

6501 East Eleven Mile Road

Warren, Michigan 48397-5000

(7) For Communications-Electronics Command (CECOM) DLR-DLA Land and Maritime solicitations 

beginning with SPRBL1: 

Defense Logistics Agency

DLR Procurement Operations - ZL

6001 Combat Dr., Rm. C1-301

Aberdeen Proving Ground, MD 21005-1846

*****

L05 Prescription: 11.9001(a) All solicitations shall include procurement note L05.

L05 Notification to Government of Obsolescence and Diminishing Manufacturing (SEP 2016) 

 The offeror shall notify the contracting officer immediately upon determining the unavailability of 

obsolete materials or components. The offeror may recommend a solution. 

*****

L07 Prescription: 37.110(a) Solicitations shall include procurement note L07 to identify Government 

points of contact for offerors who wish to inspect the Government installation where services will be 

performed.

*****

L07 Site Visit Instructions (OCT 2016)

Primary Name: Phone Number 

Alternate Name: Phone Number 

*****

L08 Prescription: 15.303(c)(3)(i) Solicitations must include procurement note L08 to advise offerors 

when Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) application will be 

used in the evaluation of suppliers’ past performance for best value source selections valued under $10 million. 

L08 Use of Past Performance Information Retrieval System—Statistical Reporting in Past Performance 

Evaluations (OCT 2016)

 (1) The Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) application 

(http://www.ppirs.gov/) will be used in the evaluation of suppliers’ past performance.

 (2) PPIRS-SR collects quality and delivery data on previously awarded contracts and orders from existing 

Department of Defense reporting systems to classify each supplier’s performance history by Federal supply 

class (FSC) and product or service code (PSC). The PPIRS-SR application provides the contracting officer 

quantifiable past performance information regarding a supplier's quality and delivery performance for the FSC 

and PSC of the supplies being purchased.

 (3) The quality and delivery classifications identified for a supplier in PPIRS-SR will be used by the 

contracting officer to evaluate a supplier’s past performance in conjunction with the supplier’s references (if 
requested). The Government reserves the right to award to the supplier whose offer represents the best value to 

the Government.

 (4) PPIRS-SR classifications are generated monthly for each contractor and can be reviewed by following the 

access instructions in the PPIRS-SR User’s Manual found at https://www.ppirs.gov/pdf/PPIRSSR_UserMan.pdf. Contractors are granted access to PPIRS-SR for their own classifications only. Suppliers are 

encouraged to review their own classifications, the PPIRS-SR reporting procedures and classification 

methodology detailed in the PPIRS-SR User's Manual, and PPIRS-SR Evaluation Criteria available from the 

references at https://www.ppirs.gov/pdf/PPIRS-SR_DataEvaluationCriteria.pdf. The method to challenge a 

rating generated by PPIRS-SR is provided in the User’s Manual.

*****

L09 Prescription: 15.407-90(c) Solicitations shall include procurement note L09 when the contracting 

officer may use a reverse auction.

L09 Reverse Auction (OCT 2016)

The Contracting Officer may utilize reverse auctioning to conduct price discussions. If the Contracting 

Officer does not conduct a reverse auction, award may be made on initial offers or following discussions. 

If the Contracting Officer decides to use line reverse auctioning to conduct price negotiations, the 

Contracting Officer will notify Offerors of this decision and the following applies:

 (1) The contracting officer may use reverse auction as the pricing technique during discussions to 

receive the final offered prices from each offeror. 

 (2) During each round of reverse auction, the system displays the lowest offer price(s) unless the 

auction instructions are different. All offerors and authorized auction users see the displayed lowest 

price(s). This disclosure is anonymous and a generic identifier displays for the offeror. Generic 

identifiers include designators such as “offer A” or “lowest-priced offeror.” By submitting a proposal in 

response to the solicitation, offerors agree to participate in the reverse auction and that their prices may be 

disclosed, including to other offerors, during the reverse auction.

 (3) An offeror’s final auction price at the close of the reverse auction is considered its final price 

proposal revision. No price revisions will be accepted after the close of the reverse auction, unless the 

contracting officer decides that further discussions are needed and final price proposal revisions are again 

requested in accordance with Federal Acquisition Regulation (FAR) 15.307, or the contracting officer 

determines that it would be in the best interest of the Government to re-open the auction.

 (4) The contracting officer identifies participants to the DLA commercial reverse auction service 

provider. To be eligible for award and participate, the offeror must agree with terms and conditions of the 

entire solicitation and the commercial reverse auction service. The reverse auction pricing tool system 

administrator sends auction information in an email. The reverse auction system designates offers as 

"lead," meaning the current low price in that auction, or "not lead," meaning not the current low price in 

that auction. In the event of a tie offer, the reverse auction provider's system designates the first offer of 

that price as "lead" and the second or subsequent offer of that price as "not lead." If a tie offer is 

submitted and no evaluation factors other than price were identified in the solicitation or a low-price 

technically acceptable source selection is being used, the "Not Lead” offeror that submitted the tie offer 

must offer a changed price; otherwise its offer will be ineligible for award. If evaluation factors in 

addition to price were listed in the solicitation and a tradeoff source selection is being used, tie offers that 

are "Not Lead" will be considered and evaluated. 

 (5) Offerors unable to enter pricing through the commercial reverse auction service provider’s system 

during a reverse auction must notify the contracting officer or designated representative immediately. The 

contracting officer may, at their sole discretion, extend or re-open the reverse auction if the reason for the 

offeror’s inability to enter pricing is determined to be without fault on the part of the offeror and outside 

the offeror’s control.

 (6) Training. The commercial reverse auction service provider or government representative conducts 

training for offerors. Offerors receive training through written material, the commercial reverse auction 

service provider’s website, or other means. Trainers name employees successfully completing the 

training as a “Trained Offeror.” Only trained offerors may engage in a reverse auction. The contracting 
officer reserves the right to remove the “trained offeror” title from anyone who fails to obey the 

solicitation or commercial reverse auction service provider terms and conditions. 

*****

L10 Prescription: 15.407-90(d) Contracting officers must use procurement note L10 when reverse 

auction may be used for some or all delivery orders issued against a multiple award contract with 

competitive ordering. Examples include FAR Subpart 8.4 requests for quotes and blanket purchase 

agreements (BPAs) when the BPA ordering process follows FAR 8.405-3(c)(2)(ii) or (iii).

L10 Competing Individual Delivery Orders Through Reverse Auctions (OCT 2016)

 (1) A reverse auction may be used as the price negotiation technique when competing delivery orders 

under this contract. The contracting officer issues a request for proposal. After receiving proposals, the 

contracting officer will then send written notice via email to contractors with specifics about the reverse 

auction.

 (2) Each contractor identified by the contracting officer as a participant in the reverse auction will be 

contacted by the DLA commercial reverse auction service provider to advise the contractor of the event 

and to provide an explanation of the process.

 (3) The reverse auction will be conducted using the commercial reverse auction service provider’s 

website, as embedded in the email notification. Participants shall be responsible for providing their own 

computer and Internet connection. 

 (4) Prior to the reverse auction, the Government will determine whether all participants’ prices, or just 

the lowest price(s), will be disclosed to other auction participants and to anyone else having authorized 

access to the auction. This disclosure is anonymous, meaning that each participant’s identity will be 

concealed from other participants (although it will be known to the Government). If the Government opts 

to disclose one or more participant’s prices, only generic identifiers will be used for each participant’s 

proposed pricing (e.g., “participant A or “lowest priced participant”). By submitting a proposal for a 

solicitation that includes this note, a contractor agrees to participate in the reverse auctions that will be 

conducted for award of specific delivery orders to be issued under the resulting multiple award contract, 

and that its quoted prices for a delivery order may be disclosed to other Contractors participating in the 

reverse auction.

 (5) Any contractor unable to enter pricing through the commercial reverse auction service provider’s 

system during a reverse auction must notify the contracting officer or designated representative 

immediately. The contracting officer may, at their sole discretion, extend or re-open the reverse auction if 

the reason for the contractor’s inability to enter pricing is determined to be without fault on the part of the 

participant and outside the contactor’s control.

 (6) Training. The commercial reverse auction service provider or government representative conducts 

training for offerors. Offerors receive training through written material, the commercial reverse auction 

service provider’s website, or other means. Trainers name employees successfully completing the 

training as a “Trained Offeror.” Only trained offerors may engage in a reverse auction. The contracting 

officer reserves the right to remove the “trained offeror” title from anyone who fails to obey the 

solicitation or commercial reverse auction service provider terms and conditions. 

*****

M01 Prescription: 9.202(a)(2)(ii) Solicitations shall include procurement note M01 when purchasing 

qualification items in FSCs 5961 and 5962

M01 Qualified Suppliers for Federal Supply Class (FSC) 5961 Semiconductors and Hardware 

Devices and FSC 5962 Electronic Microcircuits (SEP 2016)

 (1) This is a qualified item. Only the approved source (e.g., Original Component Manufacturer (OCM)

or Original Equipment Manufacturer (OEM)) for the item specified in the solicitation/contract; or the 

approved source on the applicable Qualified Products List (QPL) or Qualified Manufacturers List (QML); 

or the authorized distributors of the OCM/OEM or QPL/QML; or distributors listed on the Qualified 

Suppliers List of Distributors (QSLD), with adequate supply chain traceability documentation to the 

approved source of the item, are eligible to receive an award.
 (2) When no offer is received from qualified suppliers listed in paragraph one, the Government reserves 

the right to make an award based on offers received from suppliers listed on the Qualified Testing 

Suppliers List (QTSL).

 (3) The full listing of QSLD and QTSL suppliers, along with the qualification criteria, can be viewed 

electronically at: 

https://landandmaritimeapps.dla.mil/offices/sourcing_and_qualification/offices.aspx?Section=QSL .

*****

M02 Prescription: 9.202(a)(2)(iii) Solicitations shall include procurement note M02 when purchasing 

Land and Maritime QSLM Gun Parts qualification items. 

M02 Qualified Suppliers List of Manufacturers (QSLM) for Gun Parts Federal Supply Classes

(FSCs) 1005, 1010, 1015, 1025, 1055, and 1095 (SEP 2016)

 (1) This is a qualified item. Only manufacturers listed on the QSLM, or the authorized distributors of the 

manufacturer listed on the QSLM, with adequate supply chain traceability of the item specified in the 

solicitation/contract are eligible to receive an award. 

 (2) The full listing of QSLM suppliers, along with the qualification criteria, can be viewed electronically 

at: 

https://landandmaritimeapps.dla.mil/offices/sourcing_and_qualification/offices.aspx?Section=QSA.

*****

M03 Prescription: 9.202(a)(2)(iv) Solicitations shall include procurement note M03 when purchasing 

Troop Support QSLM/QSLD qualification items. 

M03 Qualified Suppliers List for Manufacturers (QSLM)/Qualified Suppliers List for Distributors 

(QSLD) for Troop Support (SEP 2016)

 (1) This is a qualified item. Only manufacturers listed on the Qualified Suppliers List for Manufacturers 

(QSLM), and the distributors on the Qualified Suppliers List of Distributors (QSLD), with adequate 

supply chain traceability of the item specified in the solicitation/contract back to the QSLM are eligible to 

receive an award. 

 (2) The full listing of QSLM and QSLD suppliers, along with the qualification criteria, can be viewed 

electronically at: 

http://www.dla.mil/TroopSupport/IndustrialHardware/EngineeringandTechnicalservices/QualifiedSupplie

rsList.aspx.

*****

M04 Prescription: 9.306(i) Solicitations shall include procurement note M04 when the Government’s 

laboratory cost will be a factor in evaluating offers. For automated acquisitions, this information is prepopulated in the solicitation. For manual acquisitions, the information shall be obtained from the Product 

Master (Classification section > Product Assurance tab).

M04 Evaluation Factor for Government Testing of First Articles (SEP 2016)

The cost to the Government for first article testing shall be a factor in evaluating offers. The 

Government’s testing cost will be added to the offered price of the applicable item. Unless cited 

elsewhere in the solicitation, the testing cost is shown below:

Item Government testing cost

$

$

*****

M05 Prescription: 11.390(b)(1) All offers for unused former Government surplus property will be 

evaluated and a $200 evaluation factor shall be applied. Solicitations shall include procurement note 

M05 unless there is a documented restriction for unused former Government surplus property. The 

procurement note is automatically included in automated solicitations.

*****

M05 Evaluation Factor for Unused Former Government Surplus Property (SEP 2016)

 (1) All offers for unused former Government surplus property shall have a $200 evaluation factor. 
 (2) All offers for CSI require evaluation by the ESA(s). An evaluation factor of $600 shall be applied 

for coordination with each ESA. 

 (3) If the contracting officer cannot determine acceptability and coordinates with the ESA(s) on other 

than CSI, an evaluation factor of $600 shall be applied for each ESA. 

*****

M06 Prescription: 11.391(b) Solicitations shall include procurement notes L04 and M06 when items are 

identified in the item description only by the name of an approved source (CAGE code), a part number, 

and a brief description.

M06 Evaluation of Offers for Part Numbered Items (SEP 2016)

Offers of alternate product will not be evaluated for the contract action if: 

(1) The solicitation is automated; 

(2) It does not meet the dollar threshold for savings, after an evaluation factor of $600 is applied for 

coordination with each ESA; or

(3) When the time proposed for award does not permit evaluation and delay of award would adversely 

affect the Government.