Attachment__7__EUCOM_and_AFRICOM__reporting_requirements_.pdf

SPE5B1-14-R-0001

Reporting Requirements

The contractor shall provide the following reports:

a. Monthly Usage Data: At a minimum, monthly usage data shall be made available to DLA Troop Support Europe and Africa within 15 days from the end of each calendar month covering each ordering activity under the contract. Data shall be arrayed to provide Government access on a line-by-line or delivery order basis.

The required format for submission of this information as cited below in the “Data Specification Requirement”.

THE DATA SUBMITTED SHALL CONTAIN THE ACTUAL MANUFACTURER’S NAME AND THE

MANUFACTURER’S PART NUMBER. ANY OTHER METHOD OF IDENTIFYING THE

MANUFACTURER AND MANUFACTURER’S PART NUMBER, SUCH AS A SYSTEM UNIQUE TO

THE VENDOR, IS UNACCEPTABLE.

Data Specification Requirement - Information Technology Systems:

Monthly Usage Reporting Requirements

Purpose: During the term of this contract, DLA TROOP SUPPORT EUROPE and AFRICA will use state-of-the-art Information Technology Systems (ITS). As part of the administration of the Construction & Equipment (C&E) Directorate’s Tailored Logistic Support Programs (TLS), DLA TROOP SUPPORT EUROPE and AFRICA has defined a monthly requirement of Usage Data Reporting. All data provided by the TLS Vendors will be used and viewed by C&E Management and DLA TROOP SUPPORT EUROPE and AFRICA Program personnel only. Data will not be shared and cannot be viewed by other TLS Vendors.

The offeror shall provide an Information Technology (IT) specialist with its proposal, who is capable and authorized to resolve systems, software and transmissions issues with DLA TROOP SUPPORT EUROPE and AFRICA assigned IT POCs. By time of award if selected the offeror shall furnish the name and point contact (POC) of the IT specialist. Offerors shall state the extent of how their current information technology (IT) is used for Electronic Commerce either in commercial or government business. To increase the utility of this collected information, streamline the data collection process and minimize data manipulation efforts, DLA TROOP SUPPORT EUROPE and AFRICA has established specific data reporting requirements. These specifications include submission time frames, vehicle or medium of submission and the data elements structure that will make up the submitted data set. As the state of the art of IT evolves, modifications may be required to accommodate the needs of DLA TROOP SUPPORT EUROPE and AFRICA and/or its customers.

TRANSMITTING DATA TO DLA TROOP SUPPORT EUROPE and AFRICA

Submission Time Frame:

Usage (line-item) Detail Data- Usage data provided should reflect only the orders that have been received by the customer and shall be submitted within 15 days from the end of each calendar month for orders received by the customer in the previous month. For example, a Usage Report for line-item level data for the orders received by customers during the month of January would be due to DLA TROOP SUPPORT EUROPE and AFRICA by no later than February 15 and to show orders received during the month of January. Should the due date pass without data being received by DLA TROOP SUPPORT EUROPE and AFRICA, a member of the DLA TROOP SUPPORT-C&E IT Staff will contact the vendor to coordinate immediate submission.

Medium/Vehicle of Transfer: Files shall be provided to DLA TROOP SUPPORT EUROPE and AFRICA as a pipe (|) delimited text attachment file via Email and sent to a generic email address that will be provided to the TLS IT POC. Processing will ensure that the appropriate internal records are created so that the TLS Vendor can be paid when they invoice the DFAS Payment Center. The data file will also determine if the sales data applies to a Credit Card or Non-Credit Card Order based on the Funding Code that is sent in Fund Code [Field 9] of the data stream [for EC Files]. The Usage data will be verified for format and sent to the DLA TROOP SUPPORT EUROPE and AFRICA for performance analysis.

File Naming Convention: To facilitate the automated processing and identification of submitted data files, each file should follow specific naming conventions. 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.

Usage Data– File Name Actual Data File = Century Year Last day of month Sequence Number.TLS Extension.txt (e.g.

20020630.A01.NAM.TXT)

Send Date = YYYYMMDD where DD is the last day of the calendar month for which transactions are being reported. Do not report items until they have been shipped.

Sequence Number = If the TLS Vendor submits more than one file on a specific day, the sequence number should increase to A02, A03 etc., such that each filename is unique.

- If errors are found in a file that precludes it from being accepted a new file shall be submitted with a new unique filename (e.g. 20020630.A04.TLS.TXT).

- Duplicate file names will be rejected.

TLS Vendor Abbreviation = A three-character file extension will be established with the TLS Vendor’s IT POC and the C&E IT Staff.

Text file extension = all files shall end in .txt. Any attachments not ending with the .txt extension will be rejected and an email will be sent to the sender indicating an invalid file name.

File Type/Format: ASCII text file format is required to standardize the collected information and automate processing. Submitted data should be without column headings, delimited by pipe symbol (|), each line should end with a pipe (|) delimiter, and a carriage return. All required or optional fields shall be present. (E.g. Starting with the manufacturer name, having no NSN and then moving onto the short item description, then Quantity Ordered ...|ABC Mfg Group||hammer, masonry|8|...). See “Sample File” at the end of this document.

Data Elements/Structure: To increase the utility and automate manipulation of the data submitted, DLA TROOP SUPPORT EUROPE and AFRICA is implementing a standard list of data elements that are to be provided by all submitting TLS Vendors. All data elements, data types, field lengths, and formats are shown in the tables (data grids) below and are followed by the specific detailed explanation of each data field. There are two record structures in the tables below. Their relationship is hierarchical in nature with ‘S’ being the summary data that is currently sent to DFAS and the ‘L’ being the line item detail that the TLS Vendors submit on a monthly basis.

USAGE DATA GRID

Data Element

Data Field Length Example Format

Required- R

Type Optional - O

Data Type Indicator L 1 (fixed) L

Text (alpha-numeric) R

TLS Contract Number L 13 (fixed) SPM50009D0001

Text (alpha-numeric) R

Delivery Order Number L 4 (fixed) A123

Text (alpha-numeric) R

4 Order Date L 10 (fixed) 3/20/2008 Date (mm/dd/yyyy) R

5 Required Date L 10 (fixed) 4/1/2008 Date (mm/dd/yyyy) R

6 Ship Date L 10 (fixed) 3/23/2008 Date (mm/dd/yyyy) R

7 Received Date L 10 (fixed) 3/23/2008 Date (mm/dd/yyyy) O

DoDAAC – Ordering L 6 (fixed) N12345

Text (alpha-numeric) R

DoDAAC – Ship To L 6 (fixed) N12345

Text (alpha-numeric) R

TLS-Assigned Customer Account Number L V20

Sub-Contractor Codes (Socioeconomic Indicator)

L

V30

S2;S3;S5 numeric)

R

TLS Vendor Part Number L V32

Text (alpha-numeric) R

Manufacturer Part Number L V32

Text (alpha-numeric) R

14 Manufacturer L V50 Text (alpha-numeric) R

National Stock Number (NSN) L 13 (fixed) 4.21001E+12

Text (alpha-numeric) R

Short Item Description L V50

Text (alpha-numeric) R

17 Quantity Ordered L 10 15 Number R 18 Quantity Shipped L 10 10 Number R

19 Unit Sold L 2 (fixed) EA Text (alpha-numeric) R

Unburdened Unit Price L 11,2 5.6 Number R

Data Element Data

Field Length Example Format

Required-

Burdened Unit Price

L

11,2

6.75

Number

Unburdened Extended Price L 11,2 56 Number R

Burdened Extended Price L 11,2 67.5 Number R

Requisition Number L 14 (fixed) SC050090850001

Text (alpha-

25 MIPR Number L V30 N00020409MP0014 Text (alpha- O numeric)

Manufacturer Number L V30 VN00239

Text (alpha-numeric) R

Source of Order

(POPS,

VENDOR) L V30 POPS

Text (alpha-numeric) R

TLS Vendor Specific Field 1 (Special Project Codes) L V30

Text (alpha-numeric) O

TLS Vendor Specific Field 2 L V30

Text (alpha-numeric) O

30 Line Item Type L 2 (fixed) PR, SE, TR, AF Text (alpha-numeric) R

Government Tracking Number L V35 2.00603E+19

DATA ELEMENT DETAILS

Usage Data Grid Do not frame field values with Double Quotes [" "]. Pipes [ | ] are not acceptable within the context of any field.

Data Type Indicator [Required]

• Defines data as line-item level data used in the C&E Usage Data and is denoted by LTLS Vendor Contract Number [Required]

• Specific format (e.g. SPM50009DBP01), 13-position alpha-numeric (e.g. hyphens [-], slashes

[/], spaces [ ], etc. are not acceptable). This contract number identifies the agreement, between the TLS Vendor and DLA TROOP SUPPORT EUROPE and AFRICA against which the order was placed.

• A TLS Vendor can have multiple contracts, but a contract number cannot be shared across vendors.

Delivery Order Number [Required]

• Four-position alphanumeric that identifies the order with which a transaction line is associated.

• Each line within the usage data set shall indicate a specific delivery order number.

• Multiple lines can list the same delivery order number.

• Once a delivery order number is listed against a particular TLS contract number, that specific combination of delivery order number and TLS contract number cannot be repeated.

• The same delivery order number can be listed against different TLS Contract Numbers.

• The TLS Vendor assigns and maintains these values.

Order Date [Required]

• The calendar date on which the items are ordered, as identified by the ordering facility.

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

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

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2004 =

May 4, 2004).

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 shall be submitted as a 4-digit year.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2004 =

May 4, 2004).

Ship Date [Required]

• The calendar date on which the listed item(s) was shipped to the ordering facility, as identified by the TLS Vendor.

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

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

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2004 =

May 4, 2004).

Received Date [Optional]

• 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 shall be submitted as a 4-digit year.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 03/04/2004 =

March 4, 2004).

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

DoDAAC – Ordering (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility that ordered the product.

• The Ordering DoDAAC is also the first six digits of the Requisition Number.

DoDAAC – Ship To (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility where the product is delivered.

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

TLS Vendor-Assigned Customer Account Number [Required]

• The values to be entered in this field will enable both TLS Vendors and DLA TROOP

SUPPORT EUROPE and AFRICA personnel to identify lower-level ordering facilities within DoDAACs. They are assigned by the TLS Vendor 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 Vendor to identify their customers.

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

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

TLS Vendor 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 Vendor.

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

Manufacturer 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.

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

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

• 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 is not a valid manufacturer.

• Variable widths (up to 50 characters) are acceptable.

• Consistency shall be used when reporting these names. “ABC CO”, “ABC INC” and

“ABC” are not consistent. Use 1 name.

National Stock Number (NSN) [Optional – TLS Program Dependent]

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

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

• Some TLS Vendors may and do provide the first four characters only, which designate the Federal Stock Class (FSC).

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 50 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'.

Quantity Ordered [Required]

• The number of units, as listed in the ‘unit sold‘ field, of the item that the customer ordered.

Quantity Shipped [Required]

• The number of units, as listed in the ‘unit sold‘ field, of the item that was shipped.

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 SHALL be exactly two characters.

Unburdened Unit Price [Optional – TLS Program Dependent]

• The value entered into this field represents the price paid by the TLS Vendor for a single unit, and includes the cost of delivery to the vendor’s facility, when appropriate, as listed in the ‘unit sold’ field. However, this price is prior to program applicable appropriate fees being applied, such as the distribution fee or the DLA TROOP SUPPORT cost recovery rate.

Burdened Unit Price [Required]

• The value entered into this field represents the cost to the customer for a single unit, as listed in the ‘unit sold’ field. This value is to include program applicable fees such as the TLS Vendor distribution fee as well as the DLA TROOP SUPPORT cost recovery rate.

• This is the amount the customer pays per unit.

Unburdened Extended Price [Required]

• The value entered into this field represents the total line product cost to the vendor (quantity delivered times unburdened unit price), and includes the cost of delivery into the vendor’s facility. However, this price is prior to program applicable appropriate fees being applied, such as the distribution fee or the DLA TROOP SUPPORT cost recovery rate.

Burdened Extended Price [Required]

• The value entered into this field represents the total line price to the 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 customer.

Requisition Number [Required]

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

Position 1 - 6: DODAAC of Ordering location Position 7 - 10: Julian Date (i.e. March 29, 2001 = 1088) Position 11 - 14: Serial Number (Sequence # of Requisition)

MIPR Number [Optional]

• If the items are part of a MIPR Order, then report the MIPR Number

• If the items are not part of a MIPR Order, leave the field blank

• The requiring department identification code as prescribed in DoD 4000.25-6-M, Department of Defense Activity Address Directory (DoDAAD).

• The first 6 positions of the number will be the Ordering DoDAAC

• The 7th position is the last digit of the fiscal year

• The remaining positions are the number of the particular MIPR (numbered consecutively by the requiring activity).

Manufacturer Number (TLS Contractor Number) [Required]

• This value is the unique number that the vendor has given to the manufacturer of the item.

• Once a number is given to a particular manufacturer, the number for that manufacturer should not change.

Order Type [Required]

• This field indicates whether the order was placed through POPS order or directly through the vendor.

• The acceptable values for this field are: POPS or VEND.

Optional TLS Vendor Specific Field 1 & 2 [Optional]

• The TLS Vendor can use these fields at their discretion for any supplemental data unique for their program or report.

• A series of characters that can be used to identify an item (e.g. name, size, color, etc.) or other appropriate information pertinent to an order or item.

• Variable widths (up to 30 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

NOTE: You may use TLS Vendor Specific Field 2 to report special project codes. The Customer is responsible for identifying any special project codes. If a special project code is supplied by the customer and the TLS Vendor reports it in the “project code” field of the “Summary” data, then it shall be entered here for each of the line-items on the monthly reports. Every effort should be made by the TLS Vendor to obtain special project codes from the customer.

• NOTE: Do not frame text fields with Double Quotes.

Line Item Type [Optional – TLS Program Dependent]

• Either products or services are sold through the TLS program, these shall be delineated separately using the codes:

PR denotes Products SE denotes Services TR denotes Training AF denotes items where Air Freight is included within the Unit Price

Government Tracking Number [Required]

• This value is obtained from DLA TROOP SUPPORT EUROPE and AFRICA as a result of the BidWiser Review Process, which is communicated to the vendor electronically.

• This value enables Usage Data to be tied back to the Pre-Award Data, which is used in conjunction with Usage Data to provide DLA TROOP SUPPORT EUROPE and AFRICA valuable analytical information.

SAMPLE OF DELIMITED ASCII TEXT FILE FOR LINE ITEM USAGE DATA

L|SP050099D0086|A123|03/20/2004|04/01/2004|03/22/2004|03/24/2004|N12345|N12349

|CUS00123|S2;S3;S5|TLS_VENDOR_PARTNUM2|MFGPARTNUM234|MANUFACT

URER_NAME|4210011367613|BLUEWIDGET|10|10|EA|5.50|6.75|55.00|67.50|FC5260

40850014|N000204000142|VN00293|POPS|||PR|20060315123542000001