When a military unit needs a spare part, a uniform, a meal, fuel or a medical supply, there is a good chance the Defense Logistics Agency bought it. DLA is the Department of Defense’s combat support agency for logistics, and it manages a large share of the supply chain that keeps the military services equipped. For manufacturers and distributors of parts and supplies, it is one of the most important federal customers, and its buying continues steadily through the fourth quarter.
A short history
DLA began in 1961 as the Defense Supply Agency, created to consolidate the purchasing and management of common supplies that the military services had previously handled separately. It took its current name in 1977. Over the decades its responsibilities expanded to include distribution, disposal of surplus property and management of the federal catalog system that assigns National Stock Numbers. Its headquarters is at Fort Belvoir, Virginia.
How the agency is organized
DLA carries out its work through major subordinate commands organized around supply chains and functions. They have included organizations focused on aviation parts, land and maritime parts, troop support items such as food, clothing, medical supplies and construction materials, energy, distribution and the disposition of excess property. Each has its own buying offices and small business staff. Names and structures change over time, so check DLA’s website for the current organization and points of contact.
How DLA buys
Much of DLA’s buying of spare parts and supplies is high-volume and repetitive. Many of its solicitations for these items are posted through the DLA Internet Bid Board System, known as DIBBS, where registered vendors can search requests for quotation by National Stock Number, Federal Supply Class and other criteria and submit quotes electronically. Many lower-dollar purchases are processed with a high degree of automation, which rewards vendors whose quotes are accurate, complete and competitively priced. Larger and more complex requirements are posted on sam.gov and may lead to long-term contracts with suppliers.
Some items can be supplied only by approved sources, and the procurement history attached to an item shows who has supplied it and at what price. Product quality and traceability matter a great deal; DLA, like the rest of the department, has strict rules to keep counterfeit and nonconforming parts out of the supply chain.
Getting started as a supplier
- Register in SAM.gov and make sure your CAGE code and entity information are accurate.
- Identify the National Stock Numbers your products or distribution lines can satisfy, and research their procurement histories.
- Learn DIBBS: how to search, how to set up notifications and how to submit quotes that meet each solicitation’s requirements.
- Understand packaging, marking and quality requirements before your first award, since they are part of what you are selling.
- Contact the small business office for the supply chain that buys your type of item.
Patience is part of the process. Many suppliers start with small, repetitive awards for parts they know well, build a record of on-time, conforming deliveries and grow from there. APEX Accelerators frequently help new suppliers learn DIBBS and research items, and DLA publishes guidance for new vendors on its website.