SPECIAL OPERATIONAL EQUIPMENT - DLA Troop Support

DLA Troop Support

Construction and Equipment Directorate

Equipment Division

SPECIAL OPERATIONAL EQUIPMENT

Tailored Logistic Support Program

Customer Guidelines Document

April 2019

Version 9.0

Table of Contents

Section Page Number

Introduction

Background

Who is an authorized customer?

Program Overview & Scope

Getting started with the program

Filling out the Customer Order Request

Template

Submitting a Customer Order Request 8

Price Acknowledgement Spreadsheet 9

Receipt Procedures– Submitting a

Material Release Acknowledgement

(MRA)

Returns, Replacements &

Discrepancies

E-mail Notifications 12

E-mail Addresses and Websites 13

Participating Vendors 14

Attachments 14

Introduction

Welcome to the Special Operational Equipment (SOE) Tailored Logistic Support Program (TLSP). This

program has been designed by the Construction and Equipment Directorate of the DLA Troop Support

to provide responsive, high quality products at fair and reasonable prices.

This is accomplished by promoting competition between qualified vendors for commercial items.

This document serves as a guide to walk you through the registering and the ordering process. This

document also contains contact information and a Frequently Asked Questions (FAQ) section.

Background

DLA Troop Support is part of the Defense Logistics Agency (DLA). The primary goal of DLA TROOP

SUPPORT is to support our country’s warfighters. Our mission is as follows:

In support of the Defense Logistics Agency’s mission, we provide effective and efficient support to our

warfighters and other customers with food, clothing, construction, medical and hardware solutions to

achieve their global mission.

The success of DLA TROOP SUPPORT has been its uncompromising commitment to readiness,

customer satisfaction, quality and innovation. This commitment has also fueled the continued innovative

integration of commercial practices as DLA TROOP SUPPORT transitions from managing items to

managing the supply chain.

Our dedication to America's warfighter and readiness stands as a mark of honor-- second to none.

Who is an authorized customer?

Many types of activities may wish to use the DLA TROOP SUPPORT Special Operational Equipment

TLSP. These activities include but are not limited to military bases, camps-posts- stations, and other

federal activities (i.e. FEMA). Authorized customers will place their orders with DLA TROOP SUPPORT,

and DLA TROOP SUPPORT will then place the order with a contractor.

Program Overview & Scope

Scope

This TLSP program will have multiple vendors compete on price and delivery to fulfill each customer

order. The program will service customers worldwide utilizing a combination of commercial support

capabilities and Government transportation capabilities. All requirements will be reviewed by the

Contracting Officer to ensure they are within the scope of the contract. Any items determined to not be

within scope will be denied and the customer will be notified via e-mail. The contract scope involves the

total logistics support required to supply customers and missions related but not limited to:

Survival Gear and Equipment Kits

ii.

Tactical Equipment

iii.

Protective Eyewear Vision Enhancing Equipment

iv.

Escalation of Force Equipment

Visit Board Search and Seizure (VBSS)

- Scuba and other Diving Equipment

Thermal Protection Equipment

Surface Supplied Diving Equipment

Communication Devices

Saturation Equipment

Compressors and Air Purification Systems

Hyperbaric Instrumentation and Equipment

Lifesaving – Search and Rescue Equipment

Gas Analysis Equipment

Air Crew Support and Flight Deck Safety Items

Underwater Tools

Clothing & Textiles - Apparel

Load Carrying Equipment, i.e., vests, backpack

systems, trunk lockers

Lethality Support Items, i.e., slings, holsters,

mobility pad items, straps and fasteners,

reflective belts

Survival Kits

Mountain climbing equipment

Other Special Operations Equipment Items

Incidental services and training relating to the operational equipment items requested shall be

considered however please note the Contracting Officer makes the final determination if incidental

services and training can be supported on a case by case basis. Any service related line items must

be ordered with supply deliverables.

"Orders Requiring Additional Technical Information": DLA Troop Support's Special Operations Equipment

and Fire & Emergency Service Equipment Programs have recently been focusing on better defining the

scope of the programs in order to better support customer needs. In light of this clarification, we may

need assistance to help ensure the effort operates smoothly and efficiently.

Effective immediately, we are requesting the following when submitting your orders:

Orders for storage systems should include: (1) manufacturer specification sheet or link to manufacturer's

website for specification in the additional comments column of the ordering form; (2) statement of

intended use (i.e. how/where system will be used, what items will be stored); (3) If incidental services (i.e.

assembly, installation) are required, a detailed Statement of Work should be provided and the order form

should include Incidental Services as an additional line item on the order form to include a brief

description regarding type of service.

All orders should provide specification sheets or link to manufacturer's website for specification in the

additional information comments column of the ordering form when possible.

Please remember to always provide a clear, concise item description and additional information in the

appropriate columns on the order form. The more detailed and accurate your order form, the quicker your

order can be reviewed for scope and processed for award.

Alternate Items

Alternate items may be proposed by the vendors as a means of decreasing overall costs.

Alternate items will be presented to the customer with specification information that will allow for

a comparison between the originally requested item and the alternate. If after reviewing this

information the customer would like to proceed with the originally requested item, justification

must be provided indicating why only that item will satisfy the customer’s requirement.

Delivery Requirements

Delivery is based on the manufacturer’s availability of the items covered.

Buy American/Trade Agreements/Berry Amendment/ Procurement Restrictions/

Compliance

The products/components provided under this contract are in accordance with applicable Buy

American Act and Berry Amendment. For this Program (acquisition) products provided are end

items that are manufactured or substantially transformed in the United States or a Qualifying or

Designated country, as set forth in FAR 25.003.

Getting Started with the Program

This section of the document will walk you through the process of getting setup to place orders with

SOE TLSP. You will need to register with DLA TROOP SUPPORT and setup your Customer and

FOPOC profiles before your initial order is processed.

Minimum Customer System Requirements

In order to utilize the order template and interface with DLA TROOP SUPPORT, you must have a

personal computer that meets the following requirements:

•

Windows Operating System

•

Email Software

•

Authorized Business Email Account that you and only you have access to

•

Access to the Internet

•

Microsoft Excel 2003 or later

If you do not meet all of the above requirements, contact DLA TROOP SUPPORT for assistance in

getting setup for the program.

Customer Registration and Finance Office Point of Contact (FOPOC) Designation

New customers will need to register for the program and designate a FOPOC at the time of

registration. The “Customer Registration/FOPOC Designation” form can be used by new

customers to accomplish this.

Customer:

A one-time registration is required for each individual using the program. Every person from

your activity who will be placing orders is required to register. After registration, you will be

sent a welcome package including your 9-digit SOE TLSP Account Number and your Excel

order template.

FOPOC:

Each Ordering Activity will be required to designate a Finance Office Point of Contract

(FOPOC) in order for DLA to ensure that orders are submitted by a user with proper

authority and funding. This will allow the Ordering Activity to obligate the order in their

system timely by providing detailed line item information, pricing, and order status.

To register, go to

https://www.dla.mil/TroopSupport/ConstructionandEquipment/Spe

cOpsmarinelifesaving/ Scroll down to “Customer

Registration/FOPOC Designation”

•

Click “Download the Registration Form”

•

Open “Registration Form”

•

Fill out the form with the requested information

•

Email the form back to DLA TROOP SUPPORT using the instructions on the form

SOECustomerRegistration@dla.mil

If using EXCEL 2007 please use the appropriate email method to send the registration form

as an attachment to the address shown on the registration form

(SOECustomerRegi[email protected]il

)

Updating Your Customer / FOPOC Account Information

In the event that there is a change to any of your information, please contact your assigned

TVLS (if known) or DLA TROOP SUPPORT at SOECustomerIn[email protected]

Obtaining the Customer Ordering Template

After you have signed up with DLA TROOP SUPPORT as a customer of SOE TLSP, you will

receive an e-mailed Welcome Packet with your Excel ordering template, your assigned Tailored

Vendor Logistics Specialist (TVLS) and your unique Account Number. The order template is

an Excel spreadsheet containing the necessary fields to submit a valid order.

For ease of use and organizational purposes, we recommend that you do the following:

Create a folder on your hard drive called SOE_TLSP

Copy your template file into the SOE_TLSP folder

Create a shortcut to your template file and place it on your Desktop

Create a shortcut to the SOE_TLSP folder and place it on your Desktop

Any new order file that you create from the template should be saved to the SOE_TLSP

folder

(Please note that the first 9 characters of your Request Order Template is your SOE TLSP Account

Number, i.e. 190000254).

Filling out the Customer Order Request Template

The Customer Order Request Template is used to obtain pricing and delivery for the requested items.

Once filled out, the spreadsheet is emailed to SOEOrders@dla.mil.

NOTE: This program is for ordering Commercial MFG Part Numbers only. NSNs will not be accepted

and must be submitted through normal MILSTRIP ordering channels.

Please refer to the following guidance when preparing your request. If a template submission is

incorrect, we will not assume we understand the customer’s intentions. You will be requested to

correct your submission.

Column A: “Request Type” – Please enter “R” or “M” for the order in Column A. Although DLA

will be providing pricing on all requests prior to accepting funding, we will need your method of

funding to be identified upfront. If funding will be provided in the form of a requisition number

/ document number, enter R. If funding will be provided in the form of a DD Form 448 MIPR,

enter M.

Columns B through E: “POC Information” – Entering ordering and/or receiving POC contact

information. These are mandatory fields.

Columns F & G: “Manufacturer Name” and “Manufacturer Part Number” – Enter the

manufacturer name and part number of the item(s) you are requesting. These are mandatory

fields.

Column H: “Item Description” - Please enter a description of the item you are requesting. This

field has a character limit of 120 characters. This is a mandatory field.

Column I: “Additional Information” – Please enter any additional information in regards to

intended use and further description of the item. This cell allows DLA to further understand the

requirement that is submitted and how it falls within scope of the contract. Also describe any

item customization that is needed.

Column J: “Requested Delivery Date” – Enter the date you want to receive the item.

NOTE: Delivery is based on manufacturer’s production capability. While vendors ensure the

best delivery is made possible, there is no guarantee that your order will be delivered by the

date requested. All proposed lead times are sent for review with the pricing spreadsheet.

Column K: “Quantity” – Enter the number of units requested. This is a mandatory field.

Column L: “Unit of Issue” – Enter the two (2)-letter unit of issue abbreviation. This is a

mandatory field. Refer to the “Unit of Issue Codes” tab of the order spreadsheet if assistance is

needed identifying a unit of issue abbreviation.

Column M: “Ordering DoDAAC” – Enter the 6 character DoDAAC for the activity for which you

are ordering. This is usually the DoDAAC you registered under. This is a mandatory field.

Column N: “Ship To DoDAAC” – Enter the 6 character DoDAAC where the material must be

delivered. This is a mandatory field.

Column O: “Supp Add” – If applicable, enter the Supplemental Address for each line of your

order.

Column P: “Delivery Destination” - Enter any additional information about delivery that is not covered by

the Ship To DoDAAC.

Column Q: “Special Project Code” – Enter your 3 character project code associated with the

requested item or leave blank if not applicable or unknown.

Column R: “Special Instructions” – Enter any special instructions concerning your request. You

must also use this field to convey why an item has emergency status or if you require that all of

the materials requested in the order be delivered together and the rationale for why the order

request should be treated as a single Bill of Materials and not individual line items. In addition to

having this information in this column, please copy all this information and put this into Column I:

“Additional Information” below what information may already be in this column.

Submitting a Customer Order Request

The Excel Customer Order Request is to be E-mailed to SOEOrder[email protected]. Please ensure

that the mandatory fields are filled in on the template. Once received, your Order Request will be

reviewed to ensure that all necessary fields are complete and then loaded into our system. You

will receive your 1

e-mail notification confirming that your request has been received and

loaded.

PLEASE NOTE – a Load Batch Number will be assigned to your order and will be listed in

the subject line and will serve as the common reference indicator on all emails moving

forward for the order. Please do not remove or alter the subject name in the email when

corresponding with us regarding your order.

Rejection of Order Lines by DLA TROOP SUPPORT

Should at any point in the process the order be rejected by DLA TROOP SUPPORT, the

customer will be notified by a 2

email notification (if applicable). Potential reasons for

rejection are:

The item is not within scope of the Special Operational Equipment TLSP

The item is not Berry Compliant

The item is not in compliance with the Buy American Act or not manufactured or

substantially transformed in the United States or a Qualifying or Designated country, as

set forth in FAR 25.003

Requested items cannot be obtained

Incomplete or erroneous information on the order request form

Canceling or Changing an Order

Should you need to cancel an order at any point in the process, immediately contact your

assigned TVLS, or if unknown contact SOECustomerI[email protected]

Once the order is loaded and the scope check performed by the contracting officer, the request for quote

(RFQ) is sent to all six vendors for price and delivery.

NOTE : Timeframe to obtain pricing: from the time of receiving the Customer Order Request to

DLA providing a quote is approximately 21 business days. During the fourth quarter of the

fiscal year, volume increases could cause delays.

Price Acknowledgement Spreadsheet

Once the vendors respond to the RFQ, the Contracting Officer reviews the quotes, makes a best

value decision for selecting the winning offer for each line and then sends a Price Acknowledgement

Spreadsheet via a 3

email notification to the registered customer and registered FOPOC for the

order. The spreadsheet will show each line, requested quantity, its pricing, and delivery lead time

information. All lines on the spreadsheet will be locked to prevent modification except for the following

editable fields, which will need to be completed by the FOPOC:

MILS-Like funded document/requisition number (if applicable)

Signal code (if applicable)

Fund code (if applicable)

MIPR number (if applicable)

Approved quantity

There will be three categories of funding authorized:

•

Customer-provided, MILS-like document number, fund code and signal code

•

DD Form 448 Military Interdepartmental Purchase Request (MIPR)

•

DLA-generated MILS-like document numbers using a preselected serial range designated by

the customer

The screenshots below identify each field, and how the spreadsheet will appear to the registered

customer and registered FOPOC for the order:

Columns A through H are locked fields and cannot be changed. These columns revalidate all details

pertaining to your order. NOTE: Again, please note that the Load Batch Number (located in Column

D) is the number to be referenced throughout the entire procurement process when requesting any

information about your order. This is also discussed on Page 10, Section 7. Submitting a Customer

Order Request above.

Columns I through R are locked fields and cannot be changed. These columns revalidate all details

pertaining to your order.

Columns S through Y are locked fields and cannot be changed. These columns revalidate all details

pertaining to your order.

Columns Z through AD are locked fields and cannot be changed. These columns revalidate all details

pertaining to your order. Please note that Column AD will indicate the total price of your order after it

has been competed amongst the six (6) TLS Vendors. NOTE: At this time, an award has not yet been

made.

Column AE is a mandatory field (highlighted in yellow) and will require the FOPOC to confirm the

quantity for each line of the subject order. The quantity for a given line can remain the same as the

original quantity requested at the time of the order submission. The quantity can also be increased or

decreased, if needed.

For orders funded via a MILS-like document (i.e. MILSTRIP Requisitions): Column AG is a mandatory

field (highlighted in yellow), and requires the FOPOC to input the applicable MILS-like Document (one

unique requisition number per line item) Numbers. NOTE: For those orders funded via a MILS-like

Document Number, the FOPOC will not have the option to populate Column AN (“MIPR Number”), as

this Column will be locked (and will not be highlighted in yellow - shown in the screenshot above). For

this funding method, Columns AJ through AK are also mandatory fields and will require the FOPOC to

input the applicable Signal Code, Fund Code, and Supplemental Address information.

For orders funded via a MIPR: Column AH is a mandatory field (although not in the above screenshot,

actual orders will show this Column as highlighted in yellow), and requires the FOPOC to input the

applicable MIPR Number information. NOTE: For those orders funded via a MIPR, the FOPOC will not

have the option to populate Column AG (“Req Number”), as this Column will be locked (and will not be

highlighted in yellow). In addition, when using a MIPR, please input the following: Signal Code (Column

AI)-B; Fund Code (Column AJ)-XP; and Supp Add (Column AK)-SC0503.

Once the FOPOC has entered the confirmed quantities and applicable funding information into the Price

Acknowledgment Spreadsheet, it must be e-mailed back to DLA Troop Support to the

SOEPriceAcknowledge@dla.mil

mailbox. If the order will be funded by a MIPR, the MIPR will need to

be attached to the same email as the Price Acknowledgement Spreadsheet.

Please follow the specific “Reply All” directions provided in the email that sent the pricing spreadsheet. If

the completed FOPOC spreadsheet and related funding is not sent to SOEPriceAcknowl[email protected]

it could cause further delays.

After the Price Acknowledgement Spreadsheet and funding is received, the contracting officer will

process the order for award. The customer and FOPOC will receive a 4

email notification of the

award to include vendor information, pricing and delivery information (similar to the MILS AE process).

Once DLA obligates the funds and authorizes the vendor to perform, the customer and FOPOC will

receive a 5

email notification that funds are in fact obligated (similar to the MILS BV process).

When the vendor ships the material, a 6

email notification will be sent to the customer and the

FOPOC to let them know material is on the way. Once material is received, the customer will submit

the MRA by posting the goods receipt (see below).

Receipt Procedures – Submitting a Material Release Acknowledgement (MRA)

It is imperative that once an order is received by the customer, an MRA is posted into DoD

FEDMALL. Failure to submit timely and accurate MRAs could result in payment/billing issues and

could delay the delivery of needed items. DoD FEDMALL an internet based Electronic Mall which

allows military customers and other authorized government customers to search for and order items

from government and commercial sources. However, in this case FEDMALL will be used only for

submitting an MRA. DoD FEDMALL is a Department of Defense program operated by DLIS. All

users are required to register, be authenticated, and authorized by a DLIS Access Administrator. All

FEDMALL users will follow the Department of Defense rules for login and passwords. FEDMALL is

available 24 hours a DAY, 7 DAYS A WEEK.

Please see the MRA tutorial and the MRA Job Aid for FEDMALL at the end of this document for step-by-step

instructions on registering for DoD FEDMALL and posting MRAs.

Returns, Replacements & Discrepancies

In the event of any type of material discrepancy, the customer must notify their assigned TVLS or send a

request for assistance to SOECustomerInfo@dla.mil

immediately. The TVLS will coordinate with the

Contracting Officer, vendor and customer to develop a resolution to the issue.

E-mail Notifications to be expected during an order process from order placement

until order shipment:

Email Notification – we have received your order

Email Notification (if applicable) – items were denied for contract scope

Email Notification – Price Acknowledgement Spreadsheet sent to the customer and FOPOC

Email Notification – DLA processed the order and is pending award

Email Notification – DLA obligated funds and authorized vendor to perform

Email Notification – Vendor ships material

E-mail Addresses and Websites

•

Obtain Registration Form:

https://www.dla.mil/TroopSupport/ConstructionandEquipment/SpecOpsmarinelifesaving/

•

Submit Registration Form: SOECustomerRegistratio[email protected]

•

Submit Order Requests: [email protected]

•

Submit Price Acknowledgement Spreadsheet with applicable funding:

SOEPriceAcknowledge@dla.mil

•

Submit Requests for Information: SOECustomerInfo@dla.mil

Participating Vendors

Atlantic Diving Supply, Inc. (ADS)

621 Lynnhaven Parkway, Suite 400

Virginia Beach, VA 23452-7349

Contract number: SPM8EJ14D0005

Web Address:

www.adstactical.com

Phone number: 800-948-9433

Unifire

3924 E. Trent Avenue

Spokane, WA 99202-4425

Contract number: SPM8EJ14D0007

Web Address: www.unifire.com

Phone number: 800-745-3282

Federal Resources Supply Company

235-G Log Canoe Circle

Stevensville, MD 21666-2165

Contract number: SPM8EJ14D0006

Web Address: www.federalresources.com

Phone number: 800-892-1099

Tactical & Survival Specialties, Inc (TSSI)

3900 Early Road

Harrisonburg, VA 22801-9500

Contract number: SPM8EJ14D0003

Web Address: www.tssi-ops.com

Phone number: 877-535-TSSI

Quantico Tactical

9750 Aberdeen Road

Aberdeen, NC 28315-7742

Contract number: SPM8EJ14D0008

Web Address: www.quanitcotactical.com

Phone number: 910-944-5800

W.S. Darley & Co

325 Spring Lake Drive

Itasca, IL 60413-2001

Contract number: SPM8EJ14D0004

Web Address: www.darleydefense.com

Phone number: 800-323-0244

Attachments

•

Customer Order Form

•

DLA MRA Job Aid for FEDMALL