Section_J _Attachment_4_-_SDR_Process.pdf

PROS Supply Discrepancy Report (SDR) Processes

In accordance with PWS Paragraph 4.3 and Appendix A, the processes outlined in this document shall be used for all PROS Supply Discrepancy Reports (SDR). ILCO timeframes are provided for illustrative purposes only. All timeframes are calendar days.

Table of Contents Process 1 – Original SDR

Process 2 – Request for Reconsideration

Process 3 – Contested SDR

Process 4 – Request for Additional Information

Process 5 – Exhibit Return Request

Solicitation 8630-16-R-5030

Section J, Attachment 4 – Supply Discrepancy Report Process

11 Feb 2015

Version 1.2, 6 Feb 15 2 of 7

Process 1 – Original SDR

Step Activity Max Calendar

Days

Action

1 ILCO

(AFSAC

SDR

Office)

5 Review and release to PROS contractor and PMO

Update SDRA to status 20 – Awaiting Action Agency Response

PROS

PMO

50 PMO review and coordinate with contractor

Contractor

Review SDR and coordinate with vendor as applicable

If SDR is for information only (H1), such as extended dollar value is $200.00 or less, contractor shall reply with action activity response code 144 “Recorded for information and trend analysis”

If contractor requires additional information from customer to process SDR, refer to Process 4

If contractor requires exhibit return for evaluation, refer to Process 5

If necessary, request PMO approve extension of Estimated Completion Date (ECD); there shall be no more than two extensions of ECD and total of extension(s) shall not exceed 180 days without valid justification and approval of PMO; Valid justification consists of documentary evidence from vendor of action(s) in process to resolve SDR

Input interim response in WebSDR extending ECD; response shall provide progress status

Provide draft detailed validity recommendation with supporting documentation and Proof of Delivery (POD) to PMO for review prior to WebSDR input

If POD is not available, contractor shall input interim response pending POD receipt

PMO 10 Evaluate contractor’s reply and supporting documentation; coordinate as needed

Contractor Upload all supporting documentation and POD (as applicable) in WebSDR

Input PMO-approved reply in WebSDR

If interim response (21), contractor shall obtain POD and input final reply in WebSDR

4 ILCO 5 Review contractor’s reply and

Release SDR to FMS customer or

Reject SDR response if missing attachments identified in response or

Coordinate, via email, with PMO if clarification of response is required

Reject response (23), if PMO does not provide clarification within 5 days

PMO 5 If rejected due to missing attachments, input documentation in WebSDR

If email is received from ILCO for clarification, provide response

For rejected response (23) in step 4, coordinate and input revised response in WebSDR

Contractor

6 ILCO

Review contractor’s reply and

Release SDR to FMS customer

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Process 2 – Request for Reconsideration If original SDR claim is determined not valid, customer may request reconsideration. A request for reconsideration containing additional discrepancies NOT reported in original SDR may be determined not valid unless the initial failure prevented customer from discovering additional discrepancy, e.g. item failed on step 1 of test in original SDR and upon return to customer it failed on step 3.

Customer must request reconsideration within 45 days of original SDR response release date as indicated in SDRA, unless exhibit was returned during original SDR. If exhibit was returned, customer is allowed 90 days to request reconsideration.

Days

Action

1 Customer 45 or 90 Request Reconsideration of SDR

2 ILCO 5 Update SDR to status 20 “Awaiting Action Agency Response” and route to contractor and PMO

3 PMO 50 Coordinate with contractor

Contractor Review SDR and coordinate with vendor as applicable

Recommend SDR not valid if customer claims additional discrepancies not reported in original SDR

If contractor requires additional information from customer to process SDR, refer to Process 4

If contractor requires exhibit return for evaluation, refer to Process 5

If necessary, request PMO approve extension of Estimated Completion Date (ECD); there shall be no more than two extensions of ECD and total of extension(s) shall not exceed 180 days without valid justification and approval of PMO; valid justification consists of documentary evidence from vendor of action(s) in process to resolve SDR

Input interim response in WebSDR extending ECD; response shall provide progress status

Provide draft detailed validity recommendation with supporting documentation to PMO for review/approval

4 PMO 10 Evaluate contractor’s reply and supporting documentation; coordinate as needed

Contractor Upload all supporting documentation and POD (as applicable) in WebSDR

Input PMO-approved reply in WebSDR

If interim response (21), contractor shall obtain POD and input final reply in WebSDR.

5 ILCO 5 Review contractor’s reply and

Release SDR to FMS customer or

Place SDR in Interim status (21) if awaiting POD and update suspense or

Reject reply (23) if missing attachments identified in response or

Coordinate, via email, with PMO if response clarification required

Reject response (23), if PMO does not clarify within 5 days

6 PMO 5 If rejected due to missing attachments, input documentation in SDRA

If email is received from ILCO for clarification, provide response

For rejected response (23) in step 5, coordinate and input revised response in SDRA

Contractor

7 ILCO

Review contractor’s reply and

Release SDR to FMS customer

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Process 3 – Contested SDR If Reconsideration SDR is determined invalid, customer may contest decision with additional supporting documentation. Additional discrepancies NOT reported in original or reconsideration SDRs will be determined invalid unless initial failure prevented customer from discovering additional discrepancy, e.g.

item failed on step 1 of test in original SDR and upon return to customer it failed on step 3.

Customer must request contest within 45 days of reconsideration SDR response release date as indicated in SDRA, unless exhibit was returned during reconsideration SDR. If exhibit was returned, customer is allowed 90 days to request contest.

Days

Action

1 Customer 45 or 90 Submit Contested SDR with additional supporting information

2 ILCO 20 Upon receipt, ILCO will review the contested SDR submission and supporting documentation (status code 14 – “Rejected SDR Submission

– Requires ILCO Review”)

Change SDR to status 26 – “ILCO Intervention”

Validate and prepare the contested package to include cover letter for PMO and AFSAC/WFG, to include statement of events and copies of any supporting documentation

If additional, substantive information provided by customer or an event has occurred requiring another PMO review, forward contested SDR package to PMO

Change SDR status code to 15 – “Awaiting PROS PMO Assessment (Contested)”

3 PMO 50 Review and generate PMO assessment of SDR claim

As part of PMO assessment, contractor may be required to review any additional information provided in contested package to determine if additional information impacts previous decision

Attach PMO assessment to contested SDR package and return to ILCO

If, during PMO assessment, vendor reverses previous denial and proposes resolution to SDR, PMO will coordinate contractor’s response via email with ILCO; If additional information or exhibit return is required, the process reverts back to Process 2; Request info or exhibit return per Process 4 or 5 as applicable

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Calendar

Days

Action

4 ILCO As required

Coordinate with AFSAC management (Legal, SAF/IA & DSCA as applicable); If no contractor/USG liability:

Determine location of assets and direct return to customer if required

Obtain evidence of material return and attach to final reply

Input reply closing SDR in SDRA (status code CD – “Credit Denied”) and send final reply to customer

If USG liable:

Determine location of assets and direct return to customer if required

Obtain evidence of material return and attach to final reply

Input reply closing SDR (status code CA – “Credit Approved”) and send final reply to customer

Process reimbursement via admin funds

If Contractor liable:

Forward package to AFSAC/WFG for resolution

Change Status code to 54 – “Awaiting AFSAC/WFG Action on Legal or MILDEP/DSCA Approval.”

5 AFSAC/

WFG

30 If AFSAC/WFG accepts SAF/IA and DSCA final determination of contractor liability, take appropriate action by issuing demand letter to PROS contractor with copies to ILCO, Legal, and PMO

If AFSAC/WFG disagrees with SAF/IA and DSCA final determination and justifies contractor non-validity recommendation:

Coordinate response with necessary parties

Generate official correspondence for SAF/IA and DSCA review that justify contractor’s recommendation

Forward official correspondence to ILCO

6 Contractor 30 Respond to demand letter

Provide credit by inputting reply with action activity response code 101 – “Credit Approved” and process credit invoice, if applicable, or

Provide alternate method of resolution

7 AFSAC/

WFG &

PMO

5 Notify ILCO of final contract resolution

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Process 4 – Request for Additional Information

Days

Action

1 Contractor 10 Coordinate request for additional information with PMO

PMO Approve request for additional information with contractor

Contractor Input PMO approved reply in WebSDR (Reply code104 – “Additional Clarification Required from Customer. See Remarks”

2 ILCO 5 Forward SDR reply requesting additional information to customer and update SDR status to 99 - “Awaiting Customer Response”

3 Customer 45 Provide additional information requested

4 ILCO 5 If received within 45 days, SDRA will automatically forward updated SDR to contractor and PMO

Update SDR to status 20 – “Awaiting Action Agency Response”

Process reverts to Process 1 or 2 as applicable

If response from customer not received by day 46, SDRA will automatically close SDR and provide email notification to customer, PMO and contractor

Process 5 – Exhibit Return Request Note 1: Customer is required to return exhibit to USG custody within 180 days of notification as indicated in SDRA. If vendor requires exhibit receipt at its facility (versus USG in-country turn-in point) within specified warranty timeframe and that timeframe is less than the required 180 days, contractor shall notify customer of reduced exhibit return time.

Note 2: When requesting exhibit, contractor shall include POC name and phone number at the exhibit destination in the exhibit request per U.S. Customs requirement.

Days

Action

1 Contractor 10 Provide Not To Exceed (NTE) cost if evaluation fee will be charged for TTI should SDR be denied

Notify customer of reduced exhibit return time if applicable

PMO Review contractor request, coordinate and reply to contractor

Contractor Input PMO-approved exhibit request in WebSDR (Reply Code 107 – “Forward Material to Address Shown for Inspection/Exhibit Analysis)

2 ILCO 5 Generate DD 1348 for customer to return discrepant material

Update SDR status to 99 – “Pending Exhibit Return”

Monitor SDR until material physically returned to final destination provided by contractor

3 Customer 180 Properly package SDR exhibit for shipment

Return SDR exhibit as directed to final destination provided by contractor (USG allows an additional 30 days for customer to provide notification of shipment for total of 210 days, except as indicated in Note 1 above. Customer will receive follow-up reminder at 60 and 120 days and notice of closure at 210 days)

Notify ILCO of material return; Failure to notify may result in closure of

SDR

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Calendar

Days

Action

4 ILCO 5 If customer provides notification of exhibit turn-in to USG custody, ILCO will:

Initiate tracer action of exhibit to final destination (status code 17 – “Material Return Tracer Requested”)

Upon confirmation of exhibit receipt at final destination, ILCO will send notification of exhibit receipt to contractor and update SDR status to 20

– “Awaiting Action Agency Response”

If contractor inputs exhibit receipt, ILCO will update SDR record to status 21 – “Interim reply”

5 Contractor 60 If exhibit not received as required, contractor inputs denial in WebSDR;

SDR may revert back to Process 1 or 2

Contractor shall input exhibit receipt in WebSDR with Estimated Completion Date (ECD) of TTI

SDR reverts back to Process 1 or 2 as applicable

ILCO Update ECD and status in SDRA