Connecting Suppliers with DLA

THELINK

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Issue 17

July 2020

2020 TKO 

Mark Your Calendars!

TKO Seminars are 

FREE!

Learn how to do business with 

the Government

September 8 - 9

November 3 - 4

Register at: https://tko.dla.mil/

All seminars are held in 

Columbus, OH 

8:00 AM - 4:30 PM E.S.T

www.dla.mil

www.facebook.com/dla.mil

www.twitter.com/dlamil

www.youtube.com/user/

dodlogisticsagency

COVID-19 UPDATES

FOR ALL THE LATEST INFORMATION FOR DLA SUPPLIERS 

REGARDING COVID-19, PLEASE SEE THE DIBBS NOTICES 

AT: https://www.dibbs.bsm.dla.mil/default.aspx

Please take note of the following: 

 DLA has created a new PAR reason code -- VR 14 

COVID-19 -- to highlight any contracts where 

problems may exist due to coronavirus 

impacts. PAR reason code VR 14 shall only be 

used if performance is directly impacted/delayed 

based on an employee’s or employees’ 

confirmed case(s) of COVID-19 and/or local, state, or federal government 

imposed restrictions. Supporting documentation should be submitted with 

the PAR so an excusable delay determination can be made by a DLA contract 

administrator. The supporting documentation should be as thorough as 

possible to support an excusable delay, and should include mitigation efforts 

to overcome disruptions in the supplier’s supply chain. If a PAR is not 

possible, email your contract administrator to discuss any concerns. 

 In addition, for those who have not responded to DLA's Request for 

Information (RFI), we would still like to hear from you. If your company's 

status has changed since responding to the RFI, please submit an updated RFI 

response. The RFI is located at: https://www.research.net/r/DLACOVID19RFI. 

Responses will keep DLA informed of potential impacts to the welfare and 

safety of your workforce and/or overall contract performance. DLA will also 

use RFI responses to help assess the current status of the supplier base. 
E-COMMERCE AND SUPPLY CHAIN RESPONSIBILITY 

Online shopping is now ingrained in our everyday lives. It is no surprise that DLA contractors are also increasingly 

turning to online marketplaces such as Amazon, eBay, and Alibaba to source code and part numbered items. While 

these e-commerce giants promise value and convenience, they often do not provide the same level quality 

assurance—that is, the same level of confidence that an item was 

manufactured by an approved source and conforms to the technical 

requirements of the contract—as more traditional retail channels. When 

purchasing a code and part numbered item online, contractors should 

remain mindful of their obligations with respect to supply chain traceability 

documentation.

Specifically, DLAD Procurement Note C03, which is included in all DLA 

solicitations and awards, requires a contractor to obtain and 

retain documented evidence that the item of supply was manufactured by 

an approved source and conforms to the technical requirements of 

the contract. The documentation must establish an unbroken chain of traceability, through any dealers/distributors, 

back to the approved source specified in the contract. Therefore, an invoice or receipt from an eBay vendor who is 

not the approved source or an authorized dealer will not provide the requisite traceability.

In addition, documentation must be retained for a period of five years after final payment under the contract and 

must be made immediately available to the contracting officer upon request. Failure to comply with this requirement 

may result in cancellation of undelivered orders or rejection of delivered supplies, and/or other available remedies.

VENDOR NOTIFICATION FOR PACKAGING AND MARKING 

DISCREPANCIES THAT ARE LESS THAN 1000 DOLLARS

Rerun from April 2020: 

Attention Suppliers: On February 1, 2020, the Defense Logistics 

Agency activated robotic process automation (RPA) technology to 

notify contractors when nonconforming supplies received at DLA 

Distribution Centers are remediated in accordance with DLAD 

Procurement Note C14, Repackaging or Relabeling to Correct 

Deficiencies (AUG 2017). These notices are limited to preservation, 

packaging, packing, and marking (PPP&M) discrepancies only. 

The notice letter includes a description of the discrepancy, DLA’s 

cost for remediation, and resources to prevent reoccurrence. 

Contractors are encouraged to closely review these notices and 

implement corrective actions to prevent future PPP&M 

discrepancies. Continued negligence will impact your company’s past performance rating and may result in monetary 

penalties. Please use these notices to develop adequate quality controls ensuring PPP&M compliance.

If you have questions, please contact your contract administration office via the Post-Award Request (PAR) 

tool on DIBBS. 

CORRECTION! 

PLEASE SEE BELOW FOR THE CORRECT EMAILS 

THAT THE PACKAGING LETTERS CAN BE SENT TO 

FROM ANY OF THE FOLLOWING RPA BOTS:

svc_RPAPrd01@dla.mil

svc_RPAPrd02@dla.mil

svc_RPAPrd03@dla.mil

svc_RPAPrd04@dla.mil

svc_RPAPrd05@dla.mil

svc_RPAPrd06@dla.mil

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DIBBS PASSWORD RULES

Page 3

Your password must contain at least 2 characters from each of the 

following 4 classes listed in the chart below: 

 1. English Upper Case Letters: ABCDEFGHIJKLMNOPQRSTUVWXYZ

 2. English Lower Case Letters: abcdefghijklmnopqrstuvwxyz

 3. Westernized Arabic Numerals: 0123456789

 4. Non-alphanumeric (special characters): @ # $ % ^ & + . = ! 

 Password must have no more than 4 Upper and Lower Case letters in 

a row, or 4 numbers in a row. (i.e. aBcD, 5678, not aBcDf or 56783). 

 New passwords must differ from your last 10 passwords. 

 NEW! Your new password characters must differ from previous password by at least 8 characters. A change from an upper 

case letter to a lower case letter and vice versa does constitute a change in a character.

 Passwords are valid for 60 days. You will receive emails 30 and 10 days prior to your password expiring. If you do not change 

your password before this, you will be required to change it the next time you log into DIBBS.

 After 3 failed log in attempts, you will be locked out and need to wait 1 hour before you can try again.

 If you “X” out of your browser without logging off, you will need to wait 15 minutes before you can access DIBBS again.

Never share your password!

Did You Know?

 If you do not log into your DIBBS account within 35 days 

your DIBBS account will automatically lock.

 If you do not log into DIBBS account within 60 days, your 

DIBBS account may be terminated.

Log into your DIBBS account every 30 days to avoid your 

DIBBS account being locked or terminated!

REMINDER TO SUPPLIERS WHEN QUOTING!

Quoting any change to the inspection point from the solicitation requirement is now a “Bid With Exception” and the 

quote will not be considered for an automated award.
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ALERT: FAKE SAM WEBSITE

DLA was notified of a fraudulent website (SAM-GOV.ORG) masquerading as the official SAM.GOV website with the 

appearance of the real LOGIN.GOV sign-in page. The SAM-GOV.ORG website is NOT affiliated with the System for 

Award Management (SAM) or the Defense Logistics Agency. If you have entered your official SAM.GOV or LOGIN.GOV 

credentials into the malicious SAM-GOV.ORG website, you should immediately go to the legitimate website and 

change your password!

Please see additional, important information posted at: 

https://www.dla.mil/Portals/104/Documents/InformationOperations/EBS%20Supplier%20Information/April%

202020%20Fake%20SAM%20Website.pdf?ver=2020-04-28-152948-827

Vendors are also reminded that SAM registration is free. You 

should never respond to requests for money to complete or 

update your SAM registration. If you are in doubt about any 

message you receive, please contact the SAM Help Desk at 

www.fsd.gov or 866-606-8220. You may also contact the cognizant 

contracting officer or Small Business Office at the DLA location 

handling your solicitation or award.

ATTENTION SUPPLIERS!

AUGUST 25-26 SUPPLIERS CONFERENCE IN 

COLUMBUS, OH HAS BEEN CANCELLED!

SEE YOU IN 2021!

Thanks to our Suppliers for their Mission Essential Support of the Warfighter