Reseller traceability checklist: what DLA asks a non-manufacturer to show

1. What you confirm when you quote

• If you are not the manufacturer, submitting a quotation or offer confirms that you have, or will get before delivery, documented evidence that the item comes from the approved manufacturer and meets the technical requirements. You must keep that evidence.(source 1)
• DLAD tells contracting officers to include this note, numbered C03, in solicitations and awards.(source 1)
• Keep the documents for six years after final payment under the contract.(source 1)
• Be ready to send the documents immediately when the contracting officer asks. The contracting officer decides whether they are acceptable and sufficient.(source 1)

3. Proof that fits your situation

Note L04 applies to part-numbered items. It lists what a bidder other than the approved manufacturing source must keep and provide when offering the exact product.

• Item not in stock or not yet made: a copy of an original quotation from the approved source to you. It must name the exact item in the item description and a quantity big enough for the solicitation.(source 2)
• Item in stock or already shipped: a copy of an invoice on the approved source's letterhead, or a copy of the packing slip that came with the shipment from the approved source to you. Either one must name the exact item and a big enough quantity.(source 2)
• You are an authorized dealer or distributor, or you make the item for an approved source: a copy of the contract with, or express written authority from, the approved source to buy, stock, repackage, sell or distribute the part.(source 2)
• That agreement must name the exact item, or otherwise make sure you are authorized for the exact item. If it covers a general product line or is not product-specific, you must send additional documents about the exact item.(source 2)
• The list also allows other verifiable information.(source 2)
• Superseding part number: you may be asked to show there is no change in the part's configuration.(source 2)
• Previously approved product: you may be asked for the contract, solicitation, source approval request (SAR) package or letter of approval under which the product was earlier furnished or approved.(source 2)

5. Deadlines and what is at stake

• The contracting officer may ask for evidence that the product is technically acceptable. It must be submitted within 2 days, or as otherwise specified, or the offer will not be considered.(source 2)
• Before award: if you do not give enough information in the time asked, the offer is treated as technically unacceptable and the contracting officer goes to the next acceptable offer.(source 3)
• After award: if you do not give enough information in the time asked, the award may be cancelled.(source 3)
• If you fail to keep or provide the documents, or the contracting officer finds them unacceptable, corrective action can include cancelling undelivered orders or rejecting delivered supplies.(source 1)
• If an awardee does not have full traceability information, the contracting officer is told to ask the product specialist to recommend product verification testing under procurement note E05.(source 3)

7. When DLA asks to see the documents

DLAD tells contracting officers to request unredacted traceability documents when risk indicators like these show up. If one of them applies to your quote, have your file ready.

• The supplier has no past DLA history.(source 3)
• The price offered is lower than the price of the approved source or its authorized distributor.(source 3)
• The price offered is out of line with other quotes or past pricing, or the price for new product is lower than the price for surplus material.(source 3)
• The manufacturer's CAGE code in the offer differs from the CAGE code of the approved manufacturing source in the solicitation.(source 3)
• The offeror is reluctant or unable to provide traceability documents, or its phone number, address, email or other vital information is missing, invalid or suspicious.(source 3)
• After award, documents can also be required from independent distributors and brokers that do not keep inventory and buy the product after award. The documents must show the complete line of ownership before the product ships.(source 3)
• After award, a protest questioning the awardee's ability to supply the exact product, or a request to change the part number, can also trigger a request.(source 3)