IPPS DTD.pdf

AIR FORCE

INITIAL PROVISIONING PERFORMANCE SPECIFICATION (IPPS)

3 SEP 2013

1. Initial Provisioning Performance Specification (IPPS). This document provides specifications for contractor’s use in submitting Logistics Product Data compatible with the AFMC D220 Provisioning System and participating in the provisioning process with the Government.

1.1. Initiator and Prime Provisioning Activity (PPA):

406 SCMS/GULAB__

235 Byron St., Suite 19A

ROBINS AFB GA 31098-1670

1.2. Date of Initiation: _11/3/2021_______ Revision # and Date: ______________

2. Correspondence:

2.1. Address all correspondence pertaining to spare/repair parts provisioning and related data items to the PPA.

2.2. The PPA shall be the sole Government activity with which the contractor interfaces on initial provisioning matters, unless specifically authorized by the PPA. Pursuant to paragraph 2.1 and this paragraph, correspondence from the PPA shall be accepted and all provisioning actions therein accomplished unless otherwise directed by the Principal Contracting Officer (PCO).

3. Conferences.

3.1. A Provisioning Guidance Conference (PGC) shall be scheduled by the PPA and should be held within 45 days after receipt of the contract by the PPA. The PGC is normally held at the PPA for approximately two days to ensure both the contractor and the government understand the provisioning requirements on contract. If a PGC is not desired, the Contractor shall submit a written request for waiver of the PGC to the PPA. In the event a waiver is approved, a mutual understanding of the Provisioning requirements must be communicated in some forum in which the AFMC Form 718, Provisioning Performance Schedule (PPS), must be documented/completed, signed by both the government and contractor, and a contract modification issued, if required. PGCs by telecom are an option. When done by telecom, minutes and AFMC Form 718 are still required to be completed and signed.

3.2. A Spares Provisioning Conference (SPC) is required. The SPC location, date(s) and time along with specific requirements will be discussed at the PGC or during the completion of the AFMC Form 718 (PPS) if PGC is waived. SPCs may be formal face-to-face conferences or desk top reviews.

3.3. A sample article of the component/end item may or may not be available at the SPC. If available, sample article will be viewed and/or disassembled at the SPC.

4. Manufacturers or Commercial Manuals are/are not required. When required furnish a manufacturer’s or commercial manual to supplement the Short Form Provisioning Parts Lists (SFPPL) or Provisioning Parts Lists (PPL) that have embedded Commercial Off-the-Shelf (COTS) equipment. All publications prepared and printed without regard to Government format and outline but which include a parts list will be acceptable as a manufacturer or commercial manual for the purpose of this requirement.

This requirement applies only to available manuals for the end item or components thereof. No manuals will be developed to satisfy this requirement..

5. Interim Release (IR) is not authorized.

6. Statement of Prior Submission (SPS) is required where applicable. The SPS is submitted to certify that the contractor/subcontractor has previously furnished the Government Logistics Product Data for the end item or any component thereof which may satisfy the Logistics Product Data requirements of this contract. The SPS will include identifying information (current procurement or previous submission) such as contract number, contract/exhibit line item number, end item/component type or model number/reference number, item name, manufacturer’s name and Commercial and Government Entity Code, PPA receiving the Logistics Product Data and date prepared, NSN (if available) and other information as required by the PPA. If the Government determines that the previously submitted data is adequate, the SPS may result in reduction or elimination of Logistics Product Data and Engineering Data for Provisioning (EDFP) requirements specified on DD Form 1423 and conference requirements.

7. Provisioning Performance Schedule (PPS), AFMC Form 718. PPS (Atch 1) will be developed by PPA and Contractor at the PGC or in other forum agreed upon.

8. Engineering Data for Provisioning (EDFP): A drawing shall be provided for each first appearance (less drawings for MIL-SPEC CAGE Codes and Part Numbers) non-stocklisted item appearing on the PTD. However, if the end item being provisioned was stock listed on a Support Equipment Recommendation Data (SERD) document, and the type Logistics Product Data is a PPL, an end item drawing with parts list is required to be able to have visibility of the PPL indenture breakdown. For provisioning purposes, EDFP order of precedence shall be:

- Data equivalent to approved product engineering drawings.

- Commercial drawings

- Commercial manuals, when required to provide information on a commercial assembly.

- Catalogs or catalog descriptions.

- Sketches or photographs with brief descriptions of dimensional, materiel, mechanical, electrical, or other descriptive characteristics. When sketches or photographs are provided for an assembly, a bill of material shall also be provided.

During the SPC, in the event an action requires linkage within D043A, it’s possible a drawing would be required for stock-numbered items for the purposes of linking a National Stock Number (NSN) with a Part Number.

8.1 Proper labeling of EDFP: EDFP delivered to the PPA shall be in hard copy, PLISN (Provisioning Line Item Sequence Number) sequence. Each drawing shall be labeled with the PCCN (Provisioning Contract Control Number), SCC (Submission Control Code), PLISN, CAGE (Commercial and Government Entity), P/N (Part Number), and PCC (Provisioning Control Code). EDFP delivered to DLIS, Battle Creek, MI, may be in hard copy, PLISN sequence or electronically submitted. If delivered in hard copy, labeling as stated above applies. If submitted electronically, each drawing should have a file name as follows: PLISN(space)P/N.pdf.

8.2 FSC and Item Name assignments will be in accordance with DLIS' H2 (Federal Supply Classification) and H6 (The Federal Item Name Directory) Handbooks.

9. Design Change Notices (DCN). DCNs will include all changes required to an item previously presented to align spares support with actual production items. Unless specifically instructed otherwise by the PPA, the contractor shall notify the PPA of any and all changes whether of a production or modification type which are approved for incorporation into the system/equipment furnished under the contract. DCNs are to be accompanied by applicable EDFP.

9.1. Changes resulting from omission or correction of data previously submitted are considered administrative changes. This type of change may be submitted in non-standard Logistics Product Data formats to include business letter, computer lists, etc, as directed by the PPA at the PGC or in other forum agreed upon.

9.2. Reference Number Changes. Reference numbers are not to be rolled or changed unless specifically allowed by applicable specifications. New design numbers are not to be assigned strictly for administrative or manufacturing purposes, or to facilitate the production control process.

9.3. Reference Items. Submit DCNs against only the first appearance items, unless specifically instructed otherwise by the PPA.

9.4. DCNs to document changes made during the provisioning process by the Government to previously submitted Logistics Product Data shall not be resubmitted.

9.5. Procurable Type Items. DCNs for procurable type items are required to be submitted within twenty-one (21) days after release for fabrication or procurement for prime contractor design items and forty-two

(42) days after release for fabrication and procurement of subcontractor supplied items.

9.5.1. DCNs Requiring Revision to Provisioned Item Orders (PIO). When a design change affects any part ordered by the government, the contractor shall take immediate action to affect the following revisions and incorporate the results on DCNs for approval:

9.5.1.1. Deletions. When a design change reduces or eliminates spare/repair parts requirements for the end item/component, the contractor shall delete or reduce such requirements originally ordered by PIO in the ratio authorized by the program data applicable to the end items on order that are affected by the

DCN.

9.5.1.2. Adjustments. When a spare/repair part previously ordered by the Government is replaced by another item, and the replacing part is not stocklisted, the contractor shall fabricate or procure the new item in the same ratio as the number of end items/components affected by the change not to exceed the amount funded for affected items. When the adjustment requires an increase in the total quantity recommended or additional items of support, the increase will be recommended by the contractor in accordance with program data provided by the PPA.

9.6. Nonprocurable Type Items. When required by the PPA, design change data for nonprocurable type items (items not coded as spares) (Source, Maintenance, Recoverability (SMR) Code first position X, A, M, K) will be prepared in accordance with instructions from the PPA . Submittals will be within sixty (60) days after release for fabrication or purchase.

10. PTD Submittal Specifications. The following paragraphs provide specifications for submission of Logistics Product Data by multiple card image to be compatible with the the AFMC Automated Provisioning System (hereafter referred to as the D220 System). Strict adherence to these instructions must be applied to ensure Logistics Product Data is accepted by the D220 System. Data elements to be included in the Logistics Product Data are reflected in attachment 2 (LMI Data Product Selection Sheet – Logistics Product Data).

10.1. Media/Software: Acceptable electronic media file can be compact disk (CD) or e-mail attachment.

10.1.1 Data may be input using Microsoft WORD with the paragraph marker on. This enables the spaces to be seen at all times.

10.1.2. Ensure margins are such that each line is exactly 80 characters as outlined in IPPS para 10.4.1.

through 10.6.4.5 of the IPPS. NOTE: Do Not use the tab key.

10.1.3 First line of data will be the actual Logistics Product Data header card as called out in IPPS Para 10.4.1.

10.1.4. Blank lines between entries are not acceptable. Do not put header, footer or page number in the page setup for the document. Data must be saved as a Text (.txt) file.

10.1.5. Do not submit encrypted data. The D220 Provisioning system is for unclassified data only and does not have encryption capabilities.

10.2. Labels. Cite the Contract number, PCCN, and SCC (as a minimum) on the outside of a CD ROM submittal or in the subject line on e-mail submittals.

10.3. Security Classification of Data. Classified data (programs or line item data) cannot be entered into the D220 System. Classified data is processed outside the D220 System using contingency operating procedures as program directed.

10.4. Logistics Product Data Format. Required format for Logistics Product Data is depicted in Attachment 3.

10.4.1. Header Card. Required for all types and submissions of Logistics Product Data. NOTE: All alpha characters must be upper case.

10.4.1.1. CC 1-6, enter PCCN which will be provided at PGC.

10.4.1.2. CC 7-25, enter Procurement Instrument Identification Number (PIIN). Do not use dashes.

10.4.1.3. CC 26-46, enter Model or Type No.

10.4.1.4. CC 47-56, Control Data:

10.4.1.4.1. CC 47, enter appropriate type Logistics Product Data Code. Mandatory entry. This code, peculiar to the Air Force, identifies the type of Logistics Product Data being submitted. Logistics Product Data code must be one of the codes defined below:

Logistics Product Data Code Definition

I Long Lead Time Items List (LLTIL) Interim Release (IR)

R Long Lead Time Items List (LLTIL)

G Provisioning Parts List (PPL)

F Short Form Provisioning Parts List (SFPPL)

D Design Change Notice (DCN)

C Common/Bulk Items List (CBIL)

B Recoverable Item Breakdown (RIB)

P Post Conference List (PCL) (Foreign Military Sales or Manual Provisioning)

10.4.1.4.2. CC 48, enter B. Mandatory.

10.4.1.4.3. CC 49-56 - For contractor use, if required, and agreed upon with the PPA.

10.4.1.5. CC 57-61, enter Prime CAGE.

10.4.1.6. CC 62-66, enter appropriate SCC (ex: 00001, 00002, etc).

10.4.1.7. CC 67-72, enter date of list, e.g. “YYMMDD”.

10.4.1.8. CC 73-80, blank.

10.4.2. Basic Line Item Records: Basic line item records shall be completed for each provisioning line item and submitted by Card Format Identifier A, B, C, D, E, F, G, H, J, and L as appropriate. The number of card images that the D220 System is capable of accepting are explained below. These instructions do not, however, impose card count restrictions upon the contractor in the submission of Logistics Product Data to the Government.

10.4.2.1. A Card. A maximum of four "A" cards can be accepted per PLISN. The number will depend upon total number of reference numbers being presented. Reference number are identified on “A” Cards as follows:

01A Card - First Precedent Reference Number (FPRN) 02A Card - Second Precedent Reference Number (SPRN) 03A Card - First Additional Reference Number (FARN) 04A Card - Second Additional Reference Number (SARN)

10.4.2.2. B Card. Only one “B” Card can be accepted per PLISN.

10.4.2.3. C Card. Only one “C” card can be accepted per PLISN.

10.4.2.4. D Card. Two “D” cards can be accepted per PLISN. This will be based on number of cards required to present reference designations.

10.4.2.5. E Card. Only one “E” card can be accepted per PLISN.

10.4.2.6. F Card. Maximum of 30 “F” cards can be accepted depending on serial effectivity. Submitted only on type Logistics Product Data “D”.

10.4.2.7. G. Card. Only one “G” card can be accepted per PLISN. Submitted only on type Logistics Product Data ‘D”.

10.4.2.8. H Card. A total of three “H” cards can be accepted per PLISN with a maximum of 105 characters in the remarks. Only the first fifteen positions of the third “H” card can be accepted by the D220 System.

10.4.2.9. J Card. Only one “J” card can be accepted per PLISN,

10.4.2.10. L Card. Only one “L” card can be accepted per PLISN.

10.4.3. Card Sequence Numbers (CSN). Two position numeric code, cc 78-79. Mandatory entry, 01, 02, 03, etc, as needed.

10.4.4. Card Format Identifiers (CFI). One position alpha code, CC 80. Mandatory entry.

10.5. Data Elements. Specific codes and definitions for data elements can be found in DOD 4100.39M, Volume 10, Federal Logistics Information System (FLIS) Procedures Manual. Specifications for the length, type, positional justification, and decimal placement of a data element field, or subfield, can be found in GEIA-HB-0007B. Data elements not contained in the GEIA-HB-0007B LMI are defined in Atch 2.

10.6. Type Logistics Product Data “D”, DCN. DCN submittals require the following:

10.6.1. Header Card per para 10.4.1.

10.6.2. For Replaced PLISNs:

10.6.2.1. 01A Card with PCCN, PLISN, Type of Change Code (TOCC), CAGE, Reference Number and CSN entered.

10.6.2.2. “F”, “G” and “H” Cards as required.

10.6.3. For Superseding PLISNs: Cards “A” through “L” are required as applicable.

10.6.4. The following information is provided for preparation of DCNs and use of the TOCC. There are five basic types of Logistics Product Data updates which are required when data is added, changed, or deleted affecting provisioning lists (PL) previously delivered. These transactions are required based on data changes in provisioning data baselined by a previous Logistics Product Data submittal.

10.6.4.1. Standard Data Update. For each Logistics Product Data card affected by data which has been added or changed since the previous Logistics Product Data delivery, mandatory data, i.e., PCCN, PLISN, CSN, and CFI, an “M” TOCC and the added/changed data only are required. If data has been deleted, a “G” is required in the TOCC and in the left most position of each field deleted on the appropriate Logistics Product Data card. Data deletions and changes/additions occurring on the same Logistics Product Data card will require both a change and deletion card for the appropriate data.

10.6.4.1.1. If all data on a Logistics Product Data CFI is deleted, a delete transaction is required consisting of the PCCN, PLISN, CSN “01”, CFI (except A), the key data associated with that Logistics Product Data Card, and a “G” TOCC.

10.6.4.1.2. When an entire PLISN record is deleted, a delete transaction is required consisting of the appropriate PCCN, PLISN, CAGE, Reference Number, and a “D” TOCC on the 01A card. Also, if the reference designation exists, it along with the PCCN and PLISN on the 01D card with a “G” TOCC is required. In addition, if any change authority related information is changed, CFIs “F”, “G” and “H” update transactions are also required.

10.6.4.2. Quantity Data Update. If a quantity field is updated, mandatory data, a “Q” TOCC, and the updated quantity data field(s) are required. This will only apply to the following data: Quantity Per Assembly, Quantity Per End Item, Total Quantity Recommended, Quantity Shipped, Quantity Procured and Prorated Quantity. If additional data displayed on the same Logistics Product Data card also changes, only one change card is required with TOCC “Q”. If quantity data is deleted, a change card is required with a zero filled quantity and TOCC “Q”.

10.6.4.3. Key Data Update. Certain provisioning data are considered key and associated data elements and are listed below. Changes to key data requires the submission of both a delete and change card for the appropriate key data. The deletion card should contain a “G” TOCC and the original key data. The change card should contain an “M” TOCC with new key data and applicable associated data. When key data is deleted, deletion of the corresponding associated data is required.

KEY DATA ASSOCIATED DATA

CAGE and Additional RNCC and RNVC Reference number

NHA PLISN ORR

UOC None

Reference Designation RDOC, RDC

PLCC None Change Authority Number Serial Number Effectivity Prorated Exhibit Line Item Number Prorated Quantity

IC

Replaced or Superseding PLISN Total Item Changes Quantity Shipped Quantity Procured

Serial Number Effectivity None

10.6.4.4. Associated Data Update. Changes to associated data require the submission of a change card consisting of an “M” TOCC with the changed data and entry of the applicable key data. Deletion of associated data requires the submission of a deletion card with a “G” TOCC, a “G” in the left most position of the associated data field and entry of the key data.

10.6.4.5. Design Changes with Limited Serial Effectivity. When Logistics Product Data updates are submitted for these design changes, Change Authority Number and Serial Number Effectivity along with a “L” TOCC for the replaced item are required. If a quantity change occurs on a limited effectivity item, an “L” TOCC is required in lieu of a “Q”. The superseding item is submitted with a “blank” TOCC.

11. Additional Information. Information regarding the following requirements or any other provisioning matter may be requested from the PPA through the PCO by the contractor prior to contract award.

Requests for this information must be submitted to the PCO in writing. Detailed guidance on these subjects will be provided at the PGC. This information may also be available in the Bidder’s Library.

11.l. Failure Factors, Consist of Maintenance Replacement Rate 1 (MRR1), Condemnation Below Depot (CBD), Condemnation at Depot (CAD), Overhaul Replacement Rate (ORR), and Not Repairable this Station (NRTS).

11.2. Provisioning Factor Table. This table is used to determine which factors are required for items assigned a procurable SMR code.

11.3. Contractor Notification (CN) Products. These products are generated by the AF in the provisioning process. Media/software for CN products will be returned to the contractor in a format determined at the PGC. Peculiar AF data elements will be included in CN products which will be explained at the PGC. The Government does not require the contractor to develop an Automated Data Processing (ADP) capability to accept Provisioned Item Orders (PIO) and/or the CN products.

3 Atch

1. AFMC Form 718

2. Logistics Product Data

Data Selection Sheet

3. Logistics Product Data Format