Attachment 4_Data Specification Document.pdf

Attachment 4 Solicitation SPE8E4-25-R-0001

INFORMATION TECHNOLOGY SYSTEMS

DLA Troop Support – Construction and Equipment Directorate

Metals Tailored Logistics Support Program

DATA SPECIFICATION DOCUMENT

Monthly Usage Data Reporting Requirements

PURPOSE: During the term of any resultant contract, DLA Troop Support has defined a monthly requirement of Usage Data Reporting. All data provided by the Tailored Logistics Support (TLS) Contractor will be used and viewed by C&E Management and DLA Troop Support personnel only. To increase the utility of this collected information, streamline the data collection process and minimize data manipulation efforts, DLA Troop Support has established specific data reporting requirements. These specifications include submission timeframes, vehicle or medium of submission and the data elements structure that will make up the submitted data set.

NOTE: THE ATTACHMENTS ARE NOT THE FINAL VERSION OF THE PROCESS.

THEY ARE MEANT TO BE AN EXAMPLE.

FILE TYPE AND DATA SPECIFICATION

TLS Contractors are required to submit monthly reports for Usage Data. Usage Data contains orders shipped in the reporting month and reflects the order at the time the TLS Contractor performs.

USAGE DATA REPORT FILE SPECIFICATIONS

Usage Data contains orders shipped in the reporting month and reflects the order at the time the TLS Contractor performs. In the event that an item requires multiple shipments to satisfy the ordered quantity, the TLS Contractor is to report the shipments performed each month.

Submission Time Frame: Usage data provided should reflect orders captured by the TLS Contractor and must be submitted by the 5th of the following month that the order was shipped by the TLS Contractor. For example, a Usage Data Report for line-item level data for the orders shipped by TLS Contractor during the month of January would be due to DLA Troop Support by no later than February 5 and should include all orders shipped during the month of January.

Should the due date pass without data being received by DLA Troop Support, a member of the DLA Troop Support-C&E IT Staff will contact the contractor to coordinate immediate submission.

Medium/Vehicle of Transfer: Files shall be provided to DLA Troop Support as a pipe (|) delimited text attachment file via email and sent to a generic email address that will be provided to the TLS Contractor IT POC. The Usage data will be verified for format and sent to the DLA Troop Support for performance analysis.

File Naming Convention: To facilitate the automated processing and identification of submitted data files, each file type has a specific file naming convention. Adhering to such conventions will provide for easy storage and organization during the automated loading and archival processes, and identification and retrieval of source data files.

Solicitation SPE8E4-25-R-0001

Usage Data – File Naming Convention

Format of filenames: USAGE.yyyymmdd.Ann.VEN.TXT

USAGE Fixed text identifying the file as a Usage Data file yyyy Year of submission mm Month of file submission dd Last day of the month of the file submission A Fixed character 'A'.

Nn Two-digit, zero filled sequence number, indicates the version of the file. Each time the TLS Contractor resubmits a file in a particular month, this value is incremented by 1.

Resubmissions are to be all inclusive of the month, not a subset of lines. The file with the highest sequence number is loaded, all others are discarded.

VEN The TLS PV three-character abbreviation assigned for the Metals Program

TXT Fixed value of the file's extension, which identifies it as a text file

Example: USAGE.20191031.A01.ABC.TXT where the TLS PV, ABC Company, has the assigned abbreviation of ABC. If you are unsure of your abbreviation, contact your contracting officer.

USAGE DATA GRID

Data Element

Data Type

Field Length

Sample Value(s) Comments

1 Data File Record Type

Indicator

Text 1 (fixed)

L Required

2 Contractor Control Number

(CCN)

Text 9 (fixed)

BMC00000N2

(BidWiser generated)

Required

3 TLS Contract Number

Text 13 (fixed)

SPE8E419D0014 Required

4 Delivery Order Number (PIID)

Text 14 (fixed)

SPE8E219F5001 Required

5 Requisition Number

Text 14 (fixed)

N0018191500001 Required

6 Order Date Date 10

03/22/2020 Required

7 Required Date Date 10

03/25/2020 Required

8 Ship Date Date 10 (fixed)

06/15/2020 Required

9 Received Date Date 10 (fixed)

03/20/2019 Required

10 DoDAAC – Ordering

Text 6 (fixed)

N12345 Required

11 DoDAAC – Ship To

Text 6 (fixed)

N12345 Required

12 TLS

Contractor Assigned Customer Account Number

Text V20 Optional

13 Subcontractor (Socioeconomic

Indicator)

Text V30 S1; S2; S3 Optional

14 TLS

Contractor

Part Number

Text V32 Required

15 Manufacturer Name

Text V50 ACME Required

16 Manufacturer Part Number

Text V32 1-0023-D Required

17 National/Local Stock Number

(NSN/LSN)

Text 13 (fixed)

4210011367617 Optional

18 Short Item Description

Text V100 Required

19 Unit Sold Text 2 (fixed)

EA Required

20 Quantity Ordered

Number 10,2 15 Required

21 Total Quantity Shipped

Number 10,2 10 Required

22 Offer Unit Price

Number 13,4 5.60 Required

23 Burdened Unit Price

Number 13,4 6.3755 Required

24 Offer Extended Price

Number 13,4 56.00 Required

25 Burdened Extended Price

Number 13,4 63.755 Required

26 Line-Item Type

Text 2 (fixed)

PR, AF Required

27 Comments Text V100 Optional

DATA ELEMENT DETAILS

Double Quotes [" "] and Pipes [ | ] are not acceptable within the context of any field. Also, fields cannot be framed with double quotes [" "].

1. Data File Record Type Indicator [Required]

•Defines data as line-item level data used in the C&E Management Information System and is denoted by L, which identifies the contents as line level order data.

NOTE: BidWiser orders are exempt from reporting in this data file as DLA already has that information.

2. Contractor Control Number (CCN) [Required] •This value is a guaranteed unique line identifier that is used to reconcile an order line against various systems and repositories throughout DLA •For the BidWiser business model, this value is generated and provided to you in the Award Notification Spreadsheet as the ‘Contractor Control Number’.

3. TLS Contract or Contract Number [Required] •Specific format (e.g. SPE8E419D0099), 13-position alpha-numeric (e.g. hyphens [-], slashes [/], spaces [ ], etc. are not acceptable). This contract number identifies the agreement, between the TLS Contractor and DLA Troop Support against which the order was placed.

4. Delivery Order Number (PIID) [Required] •Also known as the PIID (Uniform Procurement Instrument IDentification), this 13-character alphanumeric identifies the order with which a transaction line is associated.

•For the BidWiser business model, this value is generated and provided to you in the Award Notification Spreadsheet.

•Each line within the usage data set must be associated with a Delivery Order Number.

•Multiple lines can be associated with the same Delivery Order Number, so long as the lines share the same values for:

•Ordering DoDAAC •Ship To DoDAAC •Requisition Number •Fund Code •Signal Code •MIPR Number (is applicable) •Project Code

•DLA Troop Support assigns the delivery order range that is available to the TLS Contractor. The TLS Contractor maintains these values throughout contract performance.

5. Requisition Number [Required] •For the BidWiser business model, this value is generated and provided to you in the Award Notification Spreadsheet.

•No dashes are allowed in this field. This field must be exactly 14 characters long and adhere to the below structure:

Position 1 - 6: Ship To DoDAAC

Position 7 - 10: Julian Date (i.e. March 29, 2020 = 0088) Position 11 - 14: Serial Number (Sequence # of Requisition)

6. Order Date [Required] •The calendar date on which the TLS Contractor accepted the order, where the customer and TLS Contractor agreed to terms concerning the item identification, Unit Sold Code, Quantity, and price to be delivered to the specified Ship To DoDAAC.

•This field shall be submitted at a fixed length of 10 characters.

•The year must be submitted as a 4-digit year.

•Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

7. Required Date [Required] •This is the negotiated calendar date, as identified by the ordering facility, by which the items ordered are required to be received.

•This field shall be submitted at a fixed length of 10 characters.

•The year must be submitted as a 4-digit year.

•Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

8. Ship Date [Required] •The calendar date on which the listed item(s) was shipped to the ordering facility, as identified by the TLS Contractor.

•This field shall be submitted at a fixed length of 10 characters.

•The year must be submitted as a 4-digit year.

•Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2011 = May 4, 2011).

9. Received Date [Required] •The calendar date on which the listed item(s) was received at its point of use, as identified by the customer.

•This field shall be submitted at a fixed length of 10 characters.

•The year must be submitted as a 4-digit year.

•Single digit months and/or days shall be entered with leading zeroes (e.g. 03/04/2011 = March 4, 2011).

•This is not an estimated date, but an actual date that the item(s) were delivered.

10. DoDAAC – Ordering (Department of Defense Activity Address Code) [Required] •Six-position alphanumeric that identifies the facility that ordered the product.

11. DoDAAC – Ship To (Department of Defense Activity Address Code) [Required] •Six-position alphanumeric that identifies the facility where the product is to be delivered.

•This field CANNOT be left blank – even if it is the same value as “Ordering DoDAAC”.

12. TLS Contractor-Assigned Customer Account Number [Optional]

•The values to be entered in this field will enable both TLS Contractors and DLA Troop Support personnel to identify lower-level ordering facilities within DoDAACs. They are assigned by the TLS Contractor and represent the ID for that specific ordering location.

•Values entered in this field may be of variable widths (up to 20 characters).

•These values would be established and maintained by the TLS Contractor to identify their customers.

•Examples, as follows: TLS Contractor Assigned # = DoDAAC, Site

465041401 = N12345, Site 1 465041402 = N12345, Site 2 465041403 = N12345, Site 3 530004500 = W41K80, Site 1 530004501 = W41K80, Site 2

13. Subcontractor (Socioeconomic Indicator) [Optional]

•Required if subcontractor is a member of any socioeconomic group as defined in FAR clauses 52.219-1 and 52.212-3.

•Small Business standard per block 10 of solicitation/contract/order for commercial items/as identified in NAICS table in “Products Covered”.

•This field indicates if the source (e.g. distributor, subcontractor, etc.) of the listed item is a small business.

•Data Entry will indicate the type of small business grouping of the source (distributor, subcontractor, etc.) member •Usage data submissions will allow for up to five socioeconomic codes to be entered per line for this field. The following restrictions apply:

•S1 and S2 cannot apply together for the same order line.

•If S7 applies, there cannot be any other socioeconomic code entries for that line •Codes must be uppercase •Codes must be separated by a semicolon. E.g. S1;S3;S5 or S1;S3;S5; are acceptable

•Valid entries in this field shall be as follows:

Value Definition S1 Small Business – Not

Disadvantaged S2 Small Disadvantaged Business S3 Small, Woman-Owned Business S4 HUBZone Small Business (see FAR

52.219-4 for guidance) S5 Veteran Owned Small Business S6 National Industries for the Blind

(see FAR 52.208-9 for guidance) S7 NISH – National Institute for the

Severely Disabled (see FAR 52.208-9 for guidance)

S8 Service-Disabled Veteran Owned Small Business

** Note: If the subcontractor involved is not a socioeconomic group as listed; this field will be left blank.

14. TLS Contractor Part Number [Required] •A series of characters that uniquely identifies each line item.

•Variable widths (up to 32 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

•These values are assigned and maintained by the TLS Contractor.

•Double Quotes [" "] and pipes [ | ] are not acceptable.

15. Manufacturer Name [Required]

•The name of the manufacturer who manufactured the listed item.

•Note: This is not the supplier name. It is the manufacturer's name. Home Depot, Grainger, and other distributors/retailers are not valid manufacturers and should not be reported in this field.

•Variable widths (up to 100 characters) are acceptable.

•Consistency must be used when reporting manufacturer names. "ABC CO", "ABC INC" and "ABC" are not consistent. Use one version of each manufacture's name.

•Double Quotes [" "] and pipes [ | ] within the manufacturer name are not acceptable.

16. Manufacturer Part Number [Required] •A series of characters that uniquely identifies the item associated with the line.

•Variable widths (up to 100 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

•Double Quotes [" "] and pipes [ | ] are not acceptable.

•These values are assigned and maintained by the manufacturer of the listed item.

17. National Stock Number/Local Stock Number (NSN/LSN) [Optional]

• If applicable, for the BidWiser business model, this value is generated and provided to you in the Award Notification Spreadsheet.

•The NSN is a series of numbers that the Government uses to uniquely identify a specific item with a government specification.

•Thirteen characters (XXXXXXXXXXXXX) in the shown format (where the X’s represent numbers) no dashes should be included (defined as a text field not numeric).

•The LSN is a series of numbers that the Government/TLS customer uses to uniquely identify a specific item.

•Typically a LSN is also thirteen characters (XXXXXXXXXXXXX) in the shown format (where the X’s represent numbers or letters) no dashes should be included (defined as a text field not numeric). The first four characters are usually the Federal Supply Code (FSC), i.e.

“9515XXXXXXXXX.”

18. Short Item Description [Required]

•A series of characters that specifies identifiable characteristics (e.g. item name, size, color, etc.) of the listed item.

•Variable widths (up to 255 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

•Framing values with Double Quotes [" "] or the use of pipes [ | ] within the description text are not acceptable. The exception to this rule is use of " as the abbreviation for inches, and ' as the abbreviation for feet. For example, a two by four by eight piece of lumber may be described as: LUMBER, 2" X 4"X 8'.

19. Unit Sold [Required] •The values entered into this field shall represent the authorized government unit-of-issue codes for the listed item (e.g. CS = case, BX = box, EA = each, etc.).

•The values entered into this field MUST be exactly two characters.

•Values must be one of the standard codes listed within The DLA Customer Handbook :

DOD 4100.39-M, VOL 10, TABLE 53

20. Quantity Ordered [Required] •The number of units, as listed in the "Unit Sold" field, of the item that the customer ordered.

•Negative numbers are prohibited.

21. Total Quantity Shipped [Required] •The number of units that the TLS Contractor shipped.

•Negative numbers are prohibited.

22. Offer Unit Price [Required] •The value entered into this field represents the acquisition price for a single unit (actual invoice price paid by the TLS Contractor for the product) paid to the manufacturer or supplier.

•This value is the TLS Contractor’s acquisition cost per unit sold for the item.

23. Burdened Unit Price [Required] •The value entered into this field represents the price to the Troop Support customer for a single unit, as listed in the ‘unit sold’ field. This value is to include the DLA Troop Support cost recovery rate.

•This is the amount the Troop Support customer pays per unit.

24. Offer Extended Price [Required] •The value entered into this field represents the total line price paid by the TLS Contractor to the manufacturer/supplier (quantity delivered times acquisition unit price).

•This value is the TLS Contractor’s total acquisition cost for the line item(s).

25. Burdened Extended Price [Required] •The value entered into this field represents the total line price to the Troop Support customer (quantity delivered times burdened unit price).

•This value does include the DLA Troop Support cost recovery rate.

•This is the total amount paid by the Troop Support customer.

26. Line-Item Type [Required]

• These must be delineated separately using the codes:

PR denotes Products AF denotes items where Air Freight is included within the Acquisition Unit Price

27. Comments [Optional] •TLS Contractors/Acquisition Specialists are able to use this field to annotate any remarks or comments related to the item.

•Maximum of 100 characters are permitted for this field.