1400 DIBBS Overview - Distribution Industry Day.pptx

DIBBS Overview Automated Systems Branch Mike Williams, DIBBS Sub-Process Owner May 14, 2025

Title and Date: Name of The Engagement

Give an overview of DIBBS.

DIBBS Activity DIBBS Homepage Master Solicitation Searching and Quoting in DIBBS Supplier Portal – DIBBS Future State The overall classification of this presentation is:

Cleared for Open Publication

Purpose:

Information Other

Guidance

Decision

Agenda:

Warfighter Always

PEOPLE PRECISION POSTURE PARTNERSHIPS

3 of xx

DIBBS OVERVIEW

Solicitation Types Requests for Quotations (RFQs) Requests for Proposals (RFPs) Requests for Information (RFIs) Invitations for Bids (IFBs)

MSCs DLA Land & Maritime DLA Aviation DLA Troop Support DLA Energy

DIBBS User Metrics

4 of xx View and submit quotes on RFQs Web quote form, Batch Quoting, EDI Quoting View RFPs and Upload Proposals View award information Create and Submit a Post Award Request (PAR) View provisions, clauses, and packaging specs View price history Access technical data via cFolders Access acquisition forecasts using Supplier Requirement Visibility Application (SRVA) tool Access Supplier Performance Risk System (SPRS) via a web link

DIBBS is a web-based application that provides vendor end-users the ability to

RFQ and RFP Activity 5 of xx

DIBBS Helpdesk 6 of xx

DIBBS Helpdesk Stats

FY24 Total 14,209

Average monthly requests

DIBBSBSM@DLA.MIL

Master Solicitation 7 of xx

Master Solicitation 8 of xx

RFQ Search 9 of xx

RFP Search

NATIONAL STOCK NUMBER (NSN)

• FEDERAL SUPPLY CLASS (FSC)

• SOLICITATION NUMBER (SPM)

• PURCHASE REQUEST (PR)

• NOMENCLATURE

• APPROVED PART NUMBER

• APPROVED OEM CAGE CODE

Only solicitations with the word “Bumper” in the Nomenclature are listed Search by words or phrases RFQ Database Search

Now to show you how to do a nomenclature search.

VENDORS: (1) change the drop down to Nomenclature.

Enter the word “Bumper” into the Search Value field You have the option to Click the item with technical documents

Only solicitations with the word “Bumper” in the nomenclature are listed in your results.

VENDORS CLICK RFQ SEARCH

Solicitation Results - FSC 3040

Number of open solicitations CLICK: a “NSN” link for Code & Part Number example Note: T or U Solicitations –Automated by the System

Note: Q Solicitations –Generated by an Actual Buyer

*CLICK DIBBS returns over 1,450 open solicitations for that FSC. That should give you a feeling for the scope and breadth of what DLA buys, and the potential sales opportunities open to you.

ASK VENDORS: how many results they found.

We could take a long time going through that number of solicitations. So you’ll want to narrow your search to a more manageable list. You might want to limit your search to Small business set-asides, opportunities with Technical documents, or sort the results by nomenclature.

VENDORS: Go ahead and click on the first NSN in column 2 that has the word“None” in the Technical Document field Column 4

3040 Solicitations – AMSC code “G”

AMSC (Acquisition Method Suffix Code) “G” – indicates the adequacy of the available technical data

List of drawings w/ rev & date required to make item of supply List of Gov’t & Industry Spec’s & Standards required to make item of supply

Icon to cFolders to down load Tech Docs

In my example the AMSC Codeis “G” which indicates that DLA has the complete Technical Data Package for this item.

If you look down at the bottom of that screen, you’ll see a little icon for technical documents, and that verifies that we have the documents that you can download and determine whether or not you can make that particular item.

If you are a manufacturer and the AMSC is other than “G” Remember you want to access solicitations that have the complete technical documents. We recommend you to to the previous page and look for AMSCs of “G:go to the previous page and choose the next NSN.

As a reminder if you have questions in regards to accessing the Technical Data in cFolders you can go to the FAQ section on DIBBS home page.

SAY: Go back to top left or VENDORS CLICK ON RFQ SEARCH

VENDORS CLICK ON RFQ SEARCH.

DIBBS Quoting 13 of xx

Bid Types - Bid Without Exception

Bid Type dropdown Bid Without Exception: (Found in Master Solicitation) Used to indicate quote is in exact compliance with the solicitation requirements.

The following conditions ARE NOT considered exceptions:

Quoting a different delivery than the required delivery.

Quoting origin inspection on solicitations requiring destination inspection.

Quoting a superseding or previously approved part or correction to a CAGE/part number cited in the AID on an item described by manufacturers CAGE and part number.

Quoting a used, reconditioned, remanufactured, new/unused Govt. surplus, foreign, or hazardous end item.

5. Quoting different “quote valid for” days than registration

Bid Type --- From the dropdown box vendors need to select 1 of 4 choices based on their quote. The information provided in this field is used by the auto evaluation system to evaluate automated solicitations which contain a “T” or “U” in the ninth position of the solicitation number.

**CLICK**

Bid Without Exception: (Found in Master Solicitation) Used to indicate quote is in exact compliance with the solicitation requirements.

The following conditions ARE NOT considered exceptions:

Bid Types - Bid With Exception

Bid With Exception: (Found in Master Solicitation)

The following ARE considered exceptions to the solicitation:

Taking exception to the item description Exceptions to packaging requirements Exceptions to FOB point Quoting destination inspection on a solicitation requiring origin inspection Exceptions to required quantity

6. Quoting a quantity variance outside the range specified on automated solicitations.

NOTE: Quoting Bid With Exception WILL preclude you from receiving an automated award.

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Second bid type is Bid With Exception: This indicates that the quote is NOT in exact compliance with the solicitation. The following conditions are considered an exception to the solicitation.

Taking an exception to the solicitation item description, packaging requirements, FOB point or required solicitation quantity.

Quoting destination inspection when the solicitation requires origin inspection.

Quoting a quantity variance which is outside the range specified on automated solicitations. An automated solicitation will contain a “T” or “U” in the 9th position of a solicitation number. Manual solicitations have a “Q” in the 9th position.

Quoting an exception will preclude you from receiving an automated award.

Bid Types – Alternate Bid

Alternate Bid:

If you wish to supply other than the approved part, you will have to submit your bid as an Alternate Bid.

For automated solicitations ("T" or "U“ in 9th position of solicitation number), the following applies to your alternate offer:

Offers of alternate products will not be evaluated for the current procurement, ONLY for FUTURE procurements.

You may submit a request to the Supply Center for evaluation for future procurements of the same item.

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Third bid type is Alternate Bid: This indicates the vendor wishes to supply other than the approved part which is listed in the solicitation. Alternate offers are not evaluated on automated solicitations.

If vendors wish to have their alternate item evaluated for future requirements, they would need to submit a technical data package to the supply center which will be discussed later.

Bid Types – No Bid

No Bid:

Declining to submit a quote on this solicitation.

Quoting zero quantity for all line items will force a bid type of "No Bid.”

A “No Bid” will also delete a previously submitted bid.

Note: “No Bidding” is the ONLY way to delete a previously submitted bid.

Last bid type is No Bid. Most vendors do not submit No Bids; however, it is beneficial to do so if the part number listed in the solicitation is obsolete. Vendors can add a quote remark to inform the supply center of a possible obsolete item.

Also submitting a “No Bid” is the only way to delete a previously submitted bid prior to a solicitation award.

DIBBS Web Quote Form

Defaults to Solicitation requirement.

Select Destination or Origin for Inspection point.

Inspection at Origin will require the CAGE code where the supplies and packaging may be inspected.

If solicitation requirement is Origin Inspection and vendor quotes Destination Inspection, bid type must be Bid with Exception.

Next section is Government Inspection Point.

This field will default to the solicitation requirement.

Inspection at destination means that the supplies/packaging will be inspected at the shipping destination on the order.

Inspection at origin means that the supplies/packaging will be inspected at the CAGE code provided for supplies and packaging per the quote, prior to shipping.

To view submitted quotes, go back to the welcome screen of DIBBS and under HOT LINKS – click on QUOTES.

FLOOR WALKERS: Make sure vendors are now following along online.

On this quote search page you can search by:

Today’s Quotes Recent Quotes View quotes by date View quotes by date range

Or

Custom search for solicitation number, quote for CAGE or Vendor Quote Number

VENDORS For this exercise: Click on Today’s Quotes.

**CLICK**

Just click on “GO” next to search criteria for results.

THELINK

21 of xx THELINK Newsletter

Do you have ideas for an article in “The Link” quarterly newsletter?

Let us know after this session or drop by our booth. You can also send an email to: dibbsbsm@dla.mil

All editions of the newsletter can be viewed on the Enterprise Business Systems Supplier Information Resource Center website: http://www.dla.mil/HQ/InformationOperations/Business/EBSSupplierResources.aspx

Supplier Portal and DIBBS Future State 22 of xx

What is Supplier Portal?

It is a response to the inefficiencies caused by suppliers having to access separate applications and entry points for information.

Supplier Portal will provide:

Single point of entry.

Improved process for vendor onboarding, by combining several platforms into a single-entry point alleviating the need to log into multiple systems.

Landing space accessible by our external suppliers to conduct business using modernized quote/proposal and post award request submission tools.

Two-way communications and access to Artificial Intelligence (AI) and self-service features for added efficiency and the convenience of self-help. AI to include chat bot capabilities and automated frequently asked questions (FAQs).

DIBBS Future State Major component of the Supplier Portal.

Years of feedback from multiple internal/external stakeholders gathered during research and development (R&D) effort to develop requirements.

End Slide 1

Warfighter Always

PEOPLE PRECISION POSTURE PARTNERSHIPS

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