Connecting Suppliers with DLA

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Issue 26

October 2022

2022 TKO 

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DLA has recently improved its set-aside determination logic for automated 

solicitations. This logic adheres to a prioritization of set-aside types based on DLA’s 

small business and socioeconomic programs goals.

The improved determination logic may indicate that more than one type of set-aside 

is possible (ex., could be a SDVOSB, HUBZone, WOSB, or a small business set aside). 

In such instances when there is a reasonable expectation of receiving two or more 

offers in two or more socioeconomic categories, DLA’s socioeconomic small business 

set-aside prioritization schedule applies in selecting the applicable procurement note 

inserted into the automated solicitation. These priorities may be revised to address 

socioeconomic/small business set-aside goal changes in order to facilitate DLA’s 

ability to meet its goals.

FAR 19.203 clarifies there is no mandatory order of preference among small business 

programs. For procurements at or below the Simplified Acquisition Threshold, DLA 

considers multiple factors, including attainment of socioeconomic program goals, in 

selecting which set-aside program will be used for a particular procurement action. 

Set-aside requirements for individual solicitations will be identified and typically 

found on page 2 of the solicitation. DLA reassesses these decisions periodically and 

suppliers may notice our use of different set-aside types. DLA’s use of new and 

available options and considerations in making a particular set-aside decision may 

result in a new determination that is independent of any earlier decision due to the 

variability over a period of time to meet DLA’s small business goals.

Please direct solicitation-specific questions to the point of contact listed in Block 5 

of the SF-18.

If you have general small business questions on this matter, please 

contact: DLAHQSmallBusiness@dla.mil.

RECENTLY IMPROVED SET-ASIDE DETERMINATION 

LOGIC FOR AUTOMATED SOLICITATIONS
1. When a supplier has questions about the validation of their DIBBS account and they email the DIBBS Validation 

mailbox, it is necessary to know with whom we are corresponding to in the email. As DIBBS is CAGE driven, the 

supplier or DIBBS users reaching out to the DIBBS Validation helpdesk for assistance should always include the 

CAGE code number within the subject and body of the message. 

2. All correspondence is done in email ONLY; we do not call suppliers. If you have a specific question, you can email 

either of the following points of contact for assistance: 

DIBBS points of contact:

For general DIBBS questions or DIBBS reinstatement questions: DIBBS Validation 

DIBBS_Validation@dla.mil

For questions about DIBBS Terms and Conditions: DIBBS T&Cs Monitor

 DIBBS_TC_MONITOR@DLA.MIL

When you are provided instructions, read them thoroughly. Follow the instructions provided, as failure to do 

so may cause a delay in response to your request. 

FAQ DIBBS Validation

Question: Why is my account locked?

Answer: To protect the integrity of the DIBBS automated system, guarantee our Warfighters have the right equipment 

when they need it, and to ensure that your taxpayer dollars are properly stewarded, we screen businesses to confirm 

their identity. We have a process to work with our business partners whose DIBBS accounts are locked. As part of the 

process, we do require additional information from our partners. Any information provided is judiciously protected. 

DIBBS access will not be restored without your reinstatement package.

FAQ DIBBS Terms & Conditions

Question: Why is my account locked?

Answer: As of March 23, 2021, the Revised User Agreement for DIBBS went into effect. All users must sign and agree 

to these terms and conditions prior to accessing DIBBS. The agreement states, “to ensure the integrity of the DLA 

systems, access to DIBBS may be temporarily denied or indefinitely suspended.” This means that if a vendor is 

discovered violating any of the listed terms and conditions, they may be subject to suspension. When a violation 

occurs, you will be notified by the T&C Monitor email box of your violation, and you will be provided applicable steps 

to remedy the violation. Multiple violations may result in an indefinite lock of a DIBBS account. 

Question: How do I request access to DIBBS when I am outside the continental US (OCONUS) as a CONUS business?

Answer: The DIBBS User Agreement Terms and Conditions state, “If the address of my company, as registered in the 

U.S. Government System for Award Management (SAM), is a U.S. address, I agree that I will not access DIBBS outside 

the United States or U.S. territories without prior approval from DLA.” To request approval please send an email with 

the following subject line, “Request OCONUS DIBBS Access CAGE #####” to DIBBS_TC_MONITOR@DLA.MIL . You will 

then be asked a series of questions. You do not have permission to access DIBBS OCONUS until you receive an approval 

email from the T&C Monitor email box. Please be aware if approved this does NOT grant you access to cFolders while 

OCONUS, which is always prohibited.

Question: What constitutes as IP masking?

Answer: Please see the tables on the next page with IP masking definitions, that will result in DIBBS account suspension, as this is continually monitored.

KEY INFORMATION REGARDING THE VALIDATION 

OF YOUR DIBBS ACCOUNT

Page 2
PROXY_TYPE Description

“?”

Not determined to be a proxy.

Anonymous

Actual IP address of client is not available. Includes services that change location to beat DRM, 

TOR points, temporary proxies, and other masking services.

Corporate

Generally considered harmless, but location can be a concern. Can identify if multiple users are 

proxied through a central location or locations, and thus share a single network-apparent IP 

address.

Edu Proxied users from an educational institution.

Hosting

Address belongs to a hosting facility and is likely to be a proxy as end users are not typically 

located in a hosting facility.

Public Multiple users proxied from a location allowing public Internet access.

Transparent

Actual IP address of client is available via HTTP headers, though value not necessarily reliable 

(i.e., it can be spoofed).

PROXY_DESCRIPTION Description

Cloud Enables ubiquitous network access to a shared pool of configurable computing resources.

Cloud-Security

A host accessing the Internet via a web security and data protection cloud provider. 

Example providers with this type of service are Zscaler, Scansafe, and Onavo.

DNS

A proxy used by overriding the client’s DNS value for an endpoint host to that of the 

proxy instead of the actual DNS value.

Tor Exit The gateway nodes where encrypted/anonymous Tor traffic hits the Internet.

Tor Relay Receives traffic on the Tor network and passes it along. Also referred to as “routers.”

VPN

Virtual private network that encrypts and routes all traffic through the VPN server, 

including programs and applications.

Web-Browser

This value will indicate connectivity that is taking place through mobile device web 

browser software that proxies the user through a centralized location. This type of proxy 

connectivity falls within our ‘hosting’ proxy-type designation; thus, the new proxy 

description response will be returned. A couple of examples of this type of connectivity 

are Opera mobile browsers and UCBrowser.

KEY INFORMATION REGARDING THE VALIDATION 

OF YOUR DIBBS ACCOUNT (CONT.)

Page 3
All requests for cFolders IT support now need to go to the DISA Global Service Desk (GSD). The Enterprise Help Desk 

number has been disconnected. This includes password resets, account verification, and supplier access issues. 

The SAP cFolders website can be reached at: https://pcf1x.bsm.dla.mil/cFolders

For Technical Data Customer Support

For technical data packages/bidset discrepancies such as illegible or incomplete documents, missing data, lag time 

errors, empty technical data files on cFolders, additional access (license agreement) issues, you must complete a 

customer service request at DLA Product Data Management Division (PDMD) Customer Service . 

If you can access cFolders, but you are having problems accessing a certain solicitation or you find a problem with a 

drawing, please contact the following mailboxes for each major subordinate command (MSC):

Aviation: dscr.pdmddistribution@dla.mil

Land and Maritime: dscc.cddwgs@dla.mil

Troop Support: trpsptdrawings@dla.mil

General Questions

For additional questions, call the DLA Product Data 

Customer Service Help Line at 1-804-279-3477. Leave a 

message and a representative will get back with you as 

soon as possible. 

If you require additional technical data that was not 

supplied with the original solicitation or contract, you 

must contact the buyer listed in block 5 of the 

solicitation.

NEW CFOLDERS HELP DESK CONTACT INFORMATION

Page 4

Phone IT Support Call the DISA Global Service Desk and follow the call tree outlined below to reach the DISA technicians dedicated to DLA 

support:

DISA Global Service Desk

844-DISA-HLP (844-347-2457) 

***Press 5, then speak or enter D-L-A***

DLA will be changing the current 8-digit Purchase Requisition (PR) number range to a 10-digit number range that will 

initially start 7000000000. This change will become effective on or during the weekend after September 30th. Suppliers 

should make any necessary adjustments needed to internal systems to accommodate this change. This will have a 

minimal impact on many suppliers as 10-digit PR numbers are already in use for many basic long term contracts (these 

begin with a 1 followed by nine digits). 

NEW! 10 DIGIT PURCHASE REQUISITION NUMBERS
DLA AVIATION VENDOR PAR ESCALATION 

Page 5

On May 2, 2022, DLA Aviation Commodities Directorate launched a Vendor PAR Escalation mailbox 

VendorPARescalation@dla.mil.

The initial 90 day testing period (May 1, 2022 through July 31, 2022) has been extended. Testing of the Vendor PAR 

Escalation mailbox will continue through October 31, 2022.

IMPORTANT NOTE:

(1) This escalation mailbox is only for orders issued to suppliers by DLA Aviation Commodities Directorate, Richmond, 

VA.

(2) Orders issued by other contracting offices, e.g., DLA Land & Maritime and DLA Troop Support, will not be processed.

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

20Escalation%20Checklist%20Rev%203%2018%20April%2022%20for%20the%20DIBBS%20SIRC%

20Announcement.pdf?ver=YLm6MGxl2pab4XDj4FRIxg%3d%3d

INACTIVE CFOLDERS AND DIBBS ACCOUNTS

All suppliers holding a valid and current cFolders and DIBBS accounts should be aware 

that it is important to regularly sign in to cFolders and DIBBS to avoid being inactivated, 

locked out, or terminated. 

cFolder accounts not accessed within 30 days will be placed in inactive status. cFolders 

accounts not accessed in one year will be terminated. 

DIBBS accounts are locked after 30 days and can be deleted if not accessed in one year. 

By keeping your log-on up to date, you will avoid delays and re-registrations that can take a considerable amount of 

time. If you have a brand new DIBBS account, it is important that you log in within 30 days of creation. Failure to do so 

will result in your account being automatically terminated.

Questions for cFolders log on issues can be directed to: DISA Global Service Desk: 1-844-347-2457, Press 5, and then 

speak or enter D-L-A Questions for DIBBS can be directed to: dibbsbsm@dla.mil.

DLA Enhanced Joint Certification 

Program (EJCP) Renewals UPDATED

DLA suppliers who require access to DLA managed export-controlled technical data for DLA procurement 

opportunities must have a DLA Enhanced Joint Certification Program (EJCP) certificate. Instructions for obtaining an 

EJCP certificate can be found at DLA Export Control Data Access. EJCP certificates are valid for three years from the 

date of approval and DLA suppliers must reapply to renew their EJCP certificates. To renew their EJCP certificate, DLA 

suppliers should follow the instructions at DLA Export Control Data Access, or contact the DLA JCP/EJCP Team at 

jcp-admin@dla.mil. To avoid a gap in their EJCP certification, DLA encourages suppliers to submit their EJCP renewal 

documentation 30 days prior to their EJCP expiration. All suppliers now require “DLA Controlling Authority 

Approval” (DCAA) when either Export Control/ Joint Certification Program (JCP)/or Enhanced Validation (also known 

as EJCP) apply in order to access technical data.
In September 2022, the Defense Logistics Agency (DLA) reactivated the robotic process automation (RPA) technology 

to provide suppliers a monthly advanced notification email for 1.) contract awards created in the past 30 days and 2.) 

contract deliveries due in the next 30 days. The email includes an Excel attachment with applicable information. The 

attachment will not be all inclusive and is focused on contract actions supporting on-time delivery metrics. Suppliers 

are encouraged to review these files to verify awards have been received and shipments are scheduled to meet ontime delivery.

A single notification email will originate from the DLA activity having the majority of awards. See link for a sample 

email.

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

20Notification%20Letter_1.docx?ver=0M_rkRfCmj4pfnRExulZkw%3d%3d

Advanced notification letters are generated from the following RPA bot accounts:

svc_RPAPrd01@dla.mil

svc_RPAPrd02@dla.mil

svc_RPAPrd03@dla.mil

svc_RPAPrd04@dla.mil

svc_RPAPrd05@dla.mil

svc_RPAPrd06@dla.mil

svc_RPAPrd07@dla.mil

svc_RPAPrd08@dla.mil

svc_RPAPrd09@dla.mil

svc_RPAPrd10@dla.mil

svc_RPAPrd11@dla.mil

svc_RPAPrd12@dla.mil

svc_RPAPrd13@dla.mil

svc_RPAPrd14@dla.mil

svc_RPAPrd15@dla.mil

Please include the above email addresses on your safe senders list to avoid spam routing. If your company prefers to 

be excluded from receiving future DLA Award/Delivery Summary notices, please send an email to the DIBBS helpdesk 

at dibbsBSM@dla.mil with the subject line “Requesting removal from distribution DLA Award/Delivery Summary.”

Please direct contract-specific questions regarding a specific award, including delivery delays, to your assigned 

contract administration office by submitting a DIBBS Post-Award Request (PAR) at https://www.dibbs.bsm.dla.mil, or 

by contacting the assigned DCMA office, if applicable.

ADVANCED NOTIFICATIONS TO SUPPLIERS

Page 6

It’s a New Year!

Reminder! DLA’s fiscal year-end is 9/30/2022. All new solicitations 

starting 10/1/2022 will now have the date of 2023 in the in the RFQ 

number. Example: SPE7M5-23-T-0001. 
The Defense Logistics Agency (DLA) Office of Small Business Programs offers monthly webinars to educate small 

businesses and others about DLA’s mission and opportunities to participate in our various supply chains. Hear directly 

from experts at our diverse buying commands as they discuss the DLA Small Business Program and our requirements, 

which include procuring military spare parts, food, fuel, uniforms, medical supplies, and construction material for the 

Army, Navy, Air Force, Marine Corps, Space Force, Coast Guard, 10 combatant commands, other federal agencies, and 

partner and allied nations. All webinars are FREE! You just need to register.

Land and Maritime Webinars:

• Post Award—October 11, 2022, 2—3 PM EST

• Casting and Forging—November 15, 2022, 2—3 PM EST

• Doing Business with DLA—December 15, 2022, 2—3 PM EST

Make reservations at: https://tko.dla.mil (Select Land & Maritime) 

Small Business Office Webinars:

• Understanding How to Do Business with DLA Energy—October 12, 2022, 1:30 PM EST

• Understanding How To Do Business with DLA Land and Maritime—November 9, 2022 , 1:30 PM EST

• Understanding How to Do Business with DLA Aviation— January 11, 2023, 1:30 PM EST

• Doing Business with DLA with an Emphasis on 8(a) SDB Program—February 8, 2023, 1:30 PM EST

• Doing Business with DLA with an Emphasis on WOSB Program—March 8, 2023, 1:30 PM EST

• Understanding How To Do Business with DCSO— April 5, 2023, 1:30 PM EST

• Understanding How To Do Business with Troop Support—May 10, 2023, 1:30 PM EST

• Doing Business with DLA with an Emphasis on SDVOSB Program—June 14, 2023, 1:30 PM EST

• Understanding How To Do Business with DLA Distribution—July 12, 2023, 1:30 PM EST

• Understanding How To Do Business with DLA Disposition—August 9, 2023, 1:30 PM EST

Register for an event by following the registration instructions within the event of your choice located at 

www.dla.mil/SmallBusiness/Calendar

FY 2023 Webinar Schedule 

LAND SUPPLY CHAIN - “HOT” ITEMS LIST

Do you have parts on hand? Government surplus? Manufacturers’ overruns? 

DLA Land Supply Chain has posted a list of items that are urgently needed at:

https://www.dla.mil/LandandMaritime/Business/Selling/DLA-Land-and-Maritime

-Procurement-Initiatives/ .

We are looking for readily available and usable material. We are asking our industry partners to review this list and let us know if you have surplus, manufacturers’ overruns, or residual inventory. 

The intent is to update this list monthly so please check back regularly. 

Please submit inquiries to FL.AvailMat@dla.mil or contact Lori Archibald @ 614-692-4214. Page 7