Purchase Request (PR) Trailer Module (EProcurement) July 2012

1. Purchase Request (PR) Trailer Module (EProcurement)July 2012

2. Class Objectives • What is a PR Trailer? • Where is the PR Trailer located? • Why is the PR trailer so important? • Elements of a Purchase Request/Trailer • Developmental Exercises

3. Building the Foundation

4. Building the Foundation

5. The Procurement Process Solicitation Evaluation Award

6. Our Goal • Right Item • Right Time • Right Place • Right Price • Every Time

7. The Purchase Request (PR) Trailer The Purchase Request (PR) Trailer: • Defines the requirement • Identifies the item and quantities to be procured • Utilized in preparation of the solicitation and the award • Information to assist buyer • Information on trailer not provided to the contractor • PR trailer is located in the EProcurement System in Records Management

8. Locating the PR Trailer • Once logged into the Pre Award Workload screen, click on the PR number hyperlink you wish to open. A new window will open. • Once in the PR click on the DISPLAY hyperlink next to Records Management. A new window will open. • Click the drop down arrow next to the folder labeled PR/MIPR/REQ

9. Locating the PR Trailer • Double Click the PR trailer. This will load up a PDF of the PR trailer. **NOTE** If you go through the above steps, and there is not a PR trailer, than your PR may be an auto-solicitation that has not dropped to a manual PR. If this happens, then you must either wait for it to drop, or for the system to award it.

10. Header - PR No. PR No: A eight digit, sequential number used to identify a purchase request • Created in a system external to SRM (SAP ECC) and brought into SRM • Generally the number starts with a “4” • Created for small and large purchase requirements

11. Shopping Cart • Manually created within SRM • Another term for a PR No. • 10 digit number generally starting with a “1” • Would be created for Long Term Contract Projects

12. PR No. vs Shopping Cart These two terms may be used interchangeably. How to differentiate between the two: Review your PR workload screen: • If 8 digits – PR No. to procure a small purchase (Under SAT< $150,000) or a large (Over Small Acquisition Threshold (SAT) > $150,000) • If 10 digits – Shopping Cart created for a Long Term Contract Project

13. Header – Document Type (Doc Type) • Doc Type:This field is coded with PR Document Types. The following are possible values for this field:

14. Header - Solicitation Number (Sol No) • Only visible if an “Automated Solicitation” or PR has been solicited manually • Provides solicitation number of the procurement-Examples: SPM4A1-10-T-0012 (Automated Solicitation) or SPM4A1-11-Q-0105 (Manual Solicitation) • Auto Solicited PRs are automatically solicited by the computer system • Assigns solicitation number with “T” in the ninth position

15. Header - Est Value • Total Estimated Procurement Price • Calculated by multiplying the Est. Price (Estimated Price) by the total PR quantity • This estimated dollar value is used to determine how the PR should be solicited: • Is a Small Business Set-Aside required? • Is this a micro purchase? (<$3000) • Clause Selection Criteria • Simplified Acquisition Threshold (Under SAT-<$150K) or Over SAT >S150K (Large Purchase)

16. Header - Est Value If a PR has more then one PR Line: • A separate PR trailer will print out for each PR Line • The Est Value block on each PR will reflect the total value for both PRs

17. Calculating the Estimated Value (Est Value) • Let’s Practice! • Example 1: • Qty 10 • Est. Price: $25.00 • Estimated Value ????? • 10 x $25.00=$250.00 • Example 2: • Qty: 20 • Est. Price: $10.00 • Estimated Value ????? • 20 x $10.00=$200.00

18. Line Items - Material • This field is completed with the National Stock Number (NSN) • NSNs: • Identifies an item of supply • Unique to each item to be purchased • NSN assigned to almost every item procured at DLA Aviation

19. Header - Material National Stock Number (NSN) • Example: NSN 5977-01-220-0128 • FSG (Federal Stock Group) – 59 (There are FSGs that drive clauses) • FSC (Federal Stock Class)/Material Group -- 5977 • NATO Designator -- 01 • Serial Number -- 220-0128 • NIIN/Material Number -- 01-220-0128 (5th-13th positions) • NIIN is used in SAP in lieu of NSN

20. Let’s Practice • Identify the FSC/Material Group • Identify the NIIN/Material Number • 6210-01-549-3146-Light Indicator • FSC/Material Group: 6210 • NIIN/Material Number: 01-549-3146

21. Let’s Practice • Identify the FSC/Material Group • Identify the NIIN/Material Number • 1560-01-370-3007 • FSC/Material Group:1560 • NIIN/Material Number: 01-370-3007

22. Line Items - Description • Always contained in the item description • Is the name of the item

23. Line Items PR Line: The PR line item number assigned. Note if there is more than one line item each line will has it’s own PR Trailer. Sol Line (Solicitation Number): This block is filled with a line item number if the requirement has been solicited. QUANTITY: The total quantity for the procurement. UI (Unit of Issue): Two-letter designation that indicates the count, measurement, container, or form of an item of supply (Refer to Exhibit 3 of module ).

24. Line Items DPAS Rating • Defense Priorities and Allocations System Rating (DPAS) • Coding represents the priority the contractor should give to the performance of the award • Referred to as DPAS rating or DMS rating • “DO”-Regular rated order • “DX”-Highest rated order • A “DX” rating requires the manufacturer to process this order as a priority over other orders • Applies only to certain weapon systems platforms • Applies only to Customer Direct PRs • No rating on trailer utilize-DO-C9

25. Line Items - DPAS Rating • Specific codes include: • A1 – Aircraft • A2 – Missiles • A3 – Ships • A4 – Tank/Automotive • A5 – Weapons • A6 – Ammunition • A7 – Electronics/Communications Equipment • C9 – Miscellaneous

26. DPAS Ratings • Let’s Practice! • DO-C9? • Regular Rated Order/Miscellaneous • DO-A1? • Regular Rated Order/Aircraft • DX-A3? • Highest Rated Order/Ships

27. Line Items – Estimated Price(Est. Price) • Estimated unit cost of item being purchased • Dollar amount used to compute the Est Value for the procurement • The estimated unit cost should not be used when preparing your price justification • Estimate is not always accurate

28. Product Acquisition Method Code (AMC) • AMC (Acquisition Method Code): Code is used to indicate the competitiveness of an item: • AMC 0. • The part was not assigned AMC 1 through 5 when it entered the inventory, nor has it ever completed screening. • Use of this code is sometimes necessary but discouraged. • This code will never be used to recode a part that already has AMC 1 through 5 assigned • Maximum effort to determine the applicability of AMC 1 through 5 is the objective.

29. Product Acquisition Method Code (AMC) • AMC 1. Suitable for competitive acquisition for the second or subsequent time. • AMC 2. Suitable for competitive acquisition for the first time. • AMC 3. Acquire, for the second or subsequent time, directly from the actual manufacturer. • AMC 4. Acquire, for the first time, directly from the actual manufacturer. • AMC 5. Acquire directly from a sole source contractor which is not the actual manufacturer.

30. Acquisition Method Suffix Code (AMSC) • AMSC (Acquisition Method Suffix Code): Reflects the amount and quality of the technical data that applies to the item.

31. Acquisition Method Suffix Code (AMSC) • A-Government’s rights in data questionable • B-Source Control • C-Procurement from approved source • D-Data not physically available • G-Data is technically suitable and legally clear • H-Inadequate data • K-Produced from class 1A castings • L-Low dollar value of procurement • M-Master or coordinated tooling

32. Acquisition Method Suffix Code (AMSC) • N-Requires special test • P-Rights to use data legally unavailable • Q-Government lacks data/data rights • R-Rights to use data restricted • S-Security restrictions • T-Qualified Producers List (QPL) • U-Uneconomical to compete • V-High reliability part • Y-Design unstable • Z-COTS item

33. Product • COTS (Commercial Off The Shelf): The item has been identified as a commercial item. The block will be marked Y = Yes or N or blank field = No. • Critical Part: Indicates whether or not the item has a critical application. If the item has a critical application the block will contain an “X”. If the item is not a critical application item then the block will be blank.

34. Critical Item (CI) • Indicates whether or not the item has a Critical Application • If coded “X”-The part is: • Essential to a Weapon System • Critical to Support of Mission • Failure of part could result in damage to the aircraft or loss of life

35. Product - Quality Control Code (QCC) • Indicates the quality inspection requirements for a particular item • A higher level QCC is identified by the first position being either “E”,“F”, “K” “L”, “Q” or “R” • “F”, “L” and “R” are most common • Additional quality requirements are required • Example of Higher Level Contract Quality Requirements • ISO 9001/9002 • ANSI/ASQC 9001/9002

36. Product QPL (Qualified Products List): This code signifies that a QPL is required for procurement of this item. • NQ QPL – QPL is not applicable • Q – QPL is applicable • QL – QPL is applicable, limited • NQL – No QPL is applicable

37. Product • Export Control: This field is coded “Y” if this item has technical date that is subject to Export Control Regulations. This field is coded “N” or blank if export control does not apply to this requirement. • Data License Agreement: An indicator that specifies that the Technical Data Package has special licensing requirements. An indicator code of “Y” indicates that the items being purchased require special licensing requirements and an “N” or blank field indicates no special licensing requirements. If Coded “BC” then Boeing License Agreement.

38. Product - “Inspection At” Field • Indicates where the Inspection is to take place • Product Specialist assigns the point of inspection of each item being procured • Origin: Inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection) • Destination: Inspection takes place at delivery point

39. Product – “Inspection At” Field Destination: inspection takes place at delivery point PIC code that indicate Destination inspection is: “2” – Inspect/Accept at Destination Origin—inspection takes place at either the manufacturer’s plant or at the shipping point (also known as “source” inspection) PIC codes that indicate Origin inspection are: “1” - Inspect/Accept at Source “3” - Inspect – Source/Accept – Destination “4” - Inspect – Destination/Accept - Source “C” – Critical Item Inspect/Accept - Source

40. Product – “Inspection At” Field • You will use the “Inspection At” field to determine if Inspection/Acceptance will be at Destination or Origin • Exceptions when buyer must solicit inspection/acceptance at Origin: • Foreign Military Sales (FMS) • First Article

41. Product – Flight Safety Indicator(Flight Safety Ind) Flight Safety Ind: This field is coded: • “Y” if the item is a critical safety item • “N” or blank if not a critical safety item.

42. Product – Hazardous Material Indicator Code (HMIC) A single alphabetic code used to indicate whether or not an item is hazardous, and if MSDS is available to user: Y – Indicates information is in the Hazardous Materials Information Resource System (HMIRS). D – No information in HMIRS; however, the NSN is in a FSC in Table 1 of Federal Standard 313 and a MSDS should be available to the user. Item is considered hazardous. P – No information in HMIRS; however, the NSN is in a FSC in Table 2 of Federal Standard 313 and a MSDS may be required by the user. The requirement for a MSDS is dependent on a hazard determination of the supplier or the intended end use of the product. This item may be hazardous. N – Indicates there is no data in HMIRS and the NSN is in a FSC not generally suspected of containing hazardous materials

43. Product – Life Support An indicator that an item is related to safety • Y = Yes • N or blank field = No.

44. Product – Acquisition Advice (Acq. Advice) A code assigned by the Supply Planner to indicate the normal means of supply/stockage/nonstockage status of the NSN. • D-DOD Integrated Material-Replenishment (DLA Direct) • J-Not Stocked, Centrally Procured (Customer Direct) • Z-Insurance/Numeric Stockage Objective Item-DLA Direct buy as needed for non-replenishment items

45. Customer Direct vs. DLA Direct • DLA Direct vs. Customer Direct: A buyer can distinguish between a DLA Direct (stock buy) and a Customer Direct (Customer Direct) by: • Org Doc No/Transportation Control Number (TCN) • Issue Priority Designator (IPD) code • Information found in Display RFx, Notes and Attachments, Ship To Text hyperlink

46. Customer Direct • TCN is a number assigned to a PR when a customer (requisitioner) requests an item be purchased. The first character of the TCN indicates: • Army: A, B, W, 1, C • Air Force: D, E, F, 6 • Navy: N, P, Q, V, R, 5 • Marine: M, K, L, 4 • NASA: 8 • GSA: G, H, I, 7 • Coast Guard: Z • Other: S, T, U, 2

47. Customer Direct IPD is the priority that the customer assigns to the procurement to indicate the urgency of the item: • IPD 01 – 03: Fall into IPG (Issue Priority Group) I = High priority • IPD 04 – 08: Fall into IPG II = Medium priority • IPD 09 – 15 : Fall into IPG III = Low priority • The contractor ships the requisitioned items to the customer per shipping instructions provided on the Purchase Order or Contract • The buyer contacts the Customer Account Specialist if there is an issue on a Customer Direct PR

48. Customer Direct FMS Case (Foreign Military Sales) • The FMS Case is the last 3 digits of the Supplemental address.

49. DLA Direct • The Need Ship Date and Stock Pri block will be filled in • Does not have a Org Doc No/TCN # assigned • Does not have an IPD code assigned • The ship to address will reflect a Depot/Stock Location

50. First Article Testing (FAT) First Article Information will also be found in: • MM03 (PROD ASSUR Tab) • Internal Comments • Service for Object (Government FAT) • Item Description - May or May not see information referenced in item description