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End of Year: 6 Things You Need to Know About DLA’s TLS Contracts in 2017

Although this article was originally written and posted to their website by ADS, Inc, the information is applicable to the TLS program writ large. Naturally, DLA wants to close out TLS earlier than last year but with so many years of Sequestration, CRAs and OCO money, the services have forgotten how to trickle funding down to the unit level in a timely and predictable manner. Consequently, every year, chaos ensues at EOY. That’s why it’s imperative to be aware of the latest processes for placing your TLS order.

ADS Inc. is a proud multiple award recipient of the Defense Logistics Agency’s (DLA) Special Operations Equipment (SOE) and thedla Fire & Emergency Services Equipment (FESE) contracts as part of the Tailored Logistics Support Program (TLSP). As an incumbent Prime Vendor, ADS has proven itself successful in fulfilling customer equipment and incidental service needs and requirements since its first prime vendor contract awarded back in 2001 and its first TLS award acceptance in 2005.

ADS’ experienced contracting team, expansive customer-focused sales task force, and its positive relationships with over 3,000 partner suppliers contribute to its ability to exceed the TLS program’s primary goals of reducing costs, ensuring product of choice, improving logistics response time, and improving customer support. In this blog, we highlight six important things you need to know about leveraging DLA’s TLS contracts in 2017. Be informed with ADS!

1. The deadline for submitting End of Year (EOY) orders through DLA’s TLSP Contracts is earlier than last year.

It’s all too common for government entities to reach a use it or lose it period toward the end of the fiscal year. This is a pertinent time for buyers to determine any outstanding requirements and submit them to their contracting office for approval.
For customers, this means NOW is the time to start gathering any last minute purchasing requirements. See Diagram A – TLSP Procurement Vehicles for additional information regarding order processing as it pertains to the FESE and SOE programs.

Submission Date: All TLS orders must be submitted to DLA by September 8, 2017 at 11:59 p.m. Funding must be in by September 22 at 11:59 p.m. Any orders with Fiscal Year (FY) 17 funds submitted past that timeframe will be returned to the submitter. Any orders received after that timeframe will be processed as FY18 funds.

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2. The process for ordering through FESE and SOE TLS remains the same for FY17. Reminder: Kits have new requirements.

As defense budgets shrink and a larger emphasis is put on improving the ordering process, the FESE and SOE TLSP contracts adapted to continue to provide users with a simple, efficient procurement vehicle. The changes adopted in FY16 gave customers greater visibility on orders, more accurate pricing information, and valid obligation/transfer of funding directly with DoD Finance personnel.

Changes were effective the SOE TLS Program (in November 2015) & FESE TLS Program (in May 2016): Due to a mandate to conform to Audit Readiness requirements, several changes have been made to the SOE and FESE ordering process that the customer may or may not be informed of.

Kitting Requirements: Kit purchases must include a breakdown for both SOE and FES. ADS provides a full list, pulled from each manufacturer and compiled.

DLA Troop Support – Construction and Equipment Program:
For more information on how these changes affect the ordering process flow please download the flowchart provided by DLA.
1. Customer must register a designated Finance Office Point of Contact (FOPOC) with their account and submit their information. Here are instructions on how to complete the designation form provided by DLA.
2. Once the customer’s FOPOC is registered, orders can be submitted for equipment, supplies and/or services under the current Order Request Spreadsheet. Once DLA approves the items for scope the request will be solicited amongst the qualified TLSP vendors.
3. DLA will email the Price Acknowledgement Spreadsheet to BOTH the Ordering Activity as well as the FOPOC.
4. Once the order is approved by the FOPOC and the Ordering Activity, the customer submits required funding information via the FOPOC Review Spreadsheet to DLA.
5. Upon award, DLA will send a second notification to the FOPOC and the Ordering Activity letting them know the order is awaiting obligation in the system.
6. Once the KO obligates the order, a third email will be sent to the FOPOC and the Ordering Activity with final order line item details.
7. A final email will be sent from DLA to the customer and will include a request to post receipt of the order in DoD FedMall.

3. It’s easier than ever to register with DLA.

To have access to a wide variety of Commercial Off-The-Shelf (COTS) equipment, incidental services and training through the SOE and FESE TLS Programs, qualifying customers must be authorized DOD, Federal or other DLA approved, federally-funded agencies. For more information on how to register, if you haven’t already, contact the following contracting offices:

FESE
FESE WEBSITE
Registration: Email | FESECustomerRegistration@dla.mil
Ordering: Email | FESOrders@dla.mil
Questions: Email | FESECustomerInfo@dla.mil

SOE
SOE WEBSITE
Registration: Email | SOECustomerRegistration@dla.mil
Ordering: Email | SOEOrders@dla.mil
Questions: Email | SOECustomerInfo@dla.mil

4. Every request is approved on a case-by-case basis. Increase your chances of a quick, smooth approval process with these tips:

There are several reasons why DLA would not award or approve product requests. It’s important to keep in mind that DLA may not always know of the product (if it’s new technology for example) and may not always know the relevant application and how it pertains to your mission and the contract scope.

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5. You can buy incidental services through TLS if they’re ancillary and purchased with a product.

According to Bloomberg Government, the government’s top four spending categories are services-related.
When it comes to the purchase of incidental services through the FESE and SOE TLS Program contracts, they are typically requested as an additional line item on the Customer Order Request Form and are ancillary to a product being requested.

Incidental service requests should also ensure proper functional capability and safety of the accompanying product(s). Consistent with product requests, DLA will approve incidental service requests on a case-by-case basis.

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See Diagram C – EXAMPLES OF INCIDENTAL SERVICE REQUESTS for examples of these requests for both FESE and SOE programs. For additional instruction, visit the DLA SOE TLS Customer Guidelines and DLA FESE TLS Customer Guidelines or contact your respective TSLP Contract Manager.

6. ADS can…

-Help you tackle road blocks early on.

-Help you select equipment that fits your needs and requirements.

-Provide procurement options through both of our FES and SOE TLS contracts.

-Keep you updated on shipping information when your order is complete.

HOW TO ORDER:

1. Send RFQ to ADS
Request a quote from your ADS Account Manager. They will help you identify the best procurement options for your requirements – GSA, TLS, Open Market, etc.

2. ADS Provides Quote
Our knowledgeable ADS Account Managers can help you select equipment to satisfy your requirements, determine procurement options, as well as verify part numbers, lead times, pricing (including freight), and country of origin.

3. Register for the Program
If you determine that the TLS Program is best for your requirement, register for the corresponding TLS Program with DLA Troop Support.
Instructions for Customer/FOPOC Registration:
FESE | SOE

4. Submit Your Order
Email your completed order request to DLA Troop Support. They will act as your contracting office.
Contact Info: SOE TLS Orders: SOEorders@dla.mil
Contact Info: FESE TLS Orders: FESorders@dla.mil

5. You’re All Set!
DLA Troop Support will compete the requirement amongst the participating TLS vendors and provide best pricing for all items requested.
Once approved, DLA Troop Support will contact you and your FOPOC for funding information.
Once that is processed, an award will be made!

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