FAQs

FREQUENTLY ASKED QUESTIONS

1. What is an IRPOD?

   IRPOD stands for Individual Repair Part Ordering Data. If applicable, this is where pertinent information about the item being procured will be listed. Every IRPOD has the following six (6) sections: 1.0 Scope, 2.0 List of Applicable Documents, 3.0 Technical Requirements, 4.0 Quality Assurance Requirements, 5.0 Preparation for Delivery, 6.0 Contract Data Requirements. These sections may have subsections that provide further direction or implement additional requirements. For more information about each section please see the Special Procedures page.

2. How do we access the IRPOD & drawings?

   IRPODs and the drawings listed therein can be accessed through the BPMI (Bechtel Plant Machinery, Inc.) E-Commerce website at https://logistics.unnpp.gov/. BPMI requires a user name and password to enter. To set up a new user account you must contact the BPMI help desk by phone at (518)395-4357.

3. What is the Ship to code?

   Ship-to codes are six character, alphanumeric identifiers that indicate to which warehouse facility items are to be shipped. In solicitations, ship to information (including code and facility address) will be listed on the final page before any applicable attachments in the Consignment Instructions section.

4. What does SMIC stand for and how does it impact our product?

   Special Material Identification Codes (SMICs) are assigned to certain items to ensure their technical integrity. Because of the nature of these items, they have stricter requirements regarding procurement, issue and receipt, inspections, tests, storage, and handling. An example would be items specially designed, manufactured, and tested for use in nuclear reactor plants, which require special handling, machining, and so forth, before being installed and used. If applicable, the SMIC will be a two character alpha or alphanumeric code at the end of an NSN. A SMIC may be assigned to an item when it requires the following:

   1. Control in source, quality, technical design or configuration requirements
   2. Control in procurement, stocking, and issue
   3. Special receipt, inspection, testing, storage or handling
   4. Weapon system applicability
5. Can you explain the packaging codes?
   1. All NAVSUP WSS packaging codes are designed to a specific item or special program requirements and are formatted in accordance with MIL-STD-2073. MIL-STD-2073 outlines standard processes for the development and documentation of military packaging, as distinct from commercial packaging. This standard covers methods of preservation to protect materiel against environmentally induced corrosion and deterioration, physical and mechanical damage, and other forms of degradation during storage multiple handling, and shipment of materiel in the defense transportation system.
   2. Code Lookup is now only available at https://logistics.unnpp.gov/. As always, that site requires a DOD certificate or CAC card. If a contractor doesn't work onsite or with GFE they are required to obtain and use a certificate from an External Certificate Authority (ECA). External Certificate Authorities (ECAs) provide digital certificates to the DoD's private industry partners, contractors using their own equipment or working in non-government facilities, allied partners, and other agencies. Approved ECA vendors are as follows: Operational Research Consultants, Inc. (ORC) http://www.eca.orc.com; Verisign, Inc.- http://www.symantec.com/verisign/shared-service-pki; IdenTrust http://www.identrust.com/certificates/eca/index.html. Access to Code Lookup does NOT require a SAAR.
   3. For further packaging information please feel free to download the power point presentation from the webinar presented on August 25, 2016 regarding packaging requirements listed under the Webinars header in the navigation panel on the left side of your screen. If after reviewing this you still have questions you may contact us via the email listed in the points of contact section found in the navigation pane.
6. Who is our contract administrator where can I find their contact information?

   The name and information of the administrator for a particular contract will be listed on page 2 of the contract document. If any changes are made to this information you will be notified.

7. Who is the Contract Administration Office (CAO)?

   The Contract Administration Office (CAO) is the DCMA (Defense Contract Management Agency) office assigned for a particular procurement. It is a collective of Contract Specialists and Officers that can perform numerous contracting functions such as: contract modifications, contract close outs and other various tasks that are required in the post award stage. Your CAO will be identified in the contract within the WAWF clause (252.232-7006) at fill-in 5 of your contract.

8. What is Navy Special Emphasis (NSEO)?

   NSEO is the DCMA organization primarily designated to perform CAO functions for NAVSUP WSS, Nuclear Reactor Program (NRP). NSEO is certified to handle all aspects of the inspection for Nuclear identified parts.

9. Why do I need to allow DCMA NSEO in my facility?

   It is a requirement to have all contract material inspected and accepted by a DCMA Quality Assurance Representative (QAR) before shipping. It is necessary to have the DCMA QAR come in to a contractor's facility to perform inspections and witness processes to ensure all requirements are met for the contract. Upon acceptance, the contractor may ship the material and invoice for payment.

10. What is WAWF/EDA and how do I get access?

    WAWF (Wide Area Work Flow) is an E-Business suite within the iRAPT (Invoicing, Receipt, Acceptance, and Property Transfer) module to input your receiving reports and invoices to keep track of material and data submissions. Contractor will sometimes use WAWF to submit a ROTI that are known as certification packages for engineer review. Contractor will use WAWF to get paid by submitting receiving reports and Invoices into WAWF. EDA (Electronic Document Access) is another facet of the IRAPT module where contractors may view awards and modifications that have been completed for their company. To gain access to WAWF/EDA you will need to visit the following website https://wawf.eb.mil/xhtml/unauth/web/homepage/vendorGettingStartedHelp.xhtml for instructions on how to gain access to WAWF/EDA.

11. How do I get paid?

    Contractors will have to submit the receiving reports and invoices to WAWF to show evidence that material has shipped. Once all documents are recorded in WAWF, another government agency known as DFAS (Defense Finance and Accounting Service) will process the documents and pay the contractor. Please visit the following webpage for detailed instructions on how to create and submit invoices and receiving reports. https://wawftraining.eb.mil/wawfwbt/xhtml/unauth/web/wbt/other/iraptDocuments/Combo.pdf

12. How do I read the WAWF clause/payment instruction, in order to submit my receiving report?

    The WAWF clause 252.232-7006 will need to be reviewed which is in your purchase order of the contract. This clause provides vital information to submit the receiving report and WAWF routing data tables to help contractors summarize all shipping/ inspection information. This clause will contain some information required to correctly complete receiving reports. Please visit the following webpage for detailed instructions on how to create and submit invoices and receiving reports. https://wawftraining.eb.mil/wawfwbt/xhtml/unauth/web/wbt/other/iraptDocuments/Combo.pdf. If you require further assistance with receiving reports please contact your DCMA administrator.

13. Why does this commercial item require inspection?

    All government material is required to have an inspection of some sort. Most commercial items will have inspections known as a kind-count-condition inspection as the DCMA QAR will just count the material and do a quick review of the material to ensure conformity. There are situations were a full inspection will be requested for commercial items for example: If the government has requested a modification to the commercial item or there are defined specifications that engineers are requesting due to environmental parameters that this material will be used in like seawater, high pressure area, and extreme temperature exposure.

14. How do I submit a procedure?
    1. The contractor shall submit procedures by email, fax, or postal mail service to the Contract Specialist or Contracting Officer. The contracting official may need to submit this to the Cognizant Design Agency (CDA) engineers for review and approval. The contracting official will then provide the response accordingly.
    2. Please Note: NOFORN and Confidential procedures will need to be controlled with care and within security protocols. Please, if unfamiliar with the proper security measures of submitting this type classification, please contact your Contract Specialist.
15. What is a CDRL?

    CDRL stands for Contract Data Requirements List. The CDRL is a list of authorized data requirements for a specific procurement that forms part of a contract. It is comprised of either a single DD Form 1423, or a series of DD Forms 1423 containing data requirements and delivery information. The CDRL is the standard format for identifying potential data requirements in a solicitation, and deliverable data requirements in a contract. DFAR Subpart 215.470 requires the use of the CDRL in solicitations when the contract will require delivery of data.

16. What is MCS-6/LSC-2 and how to get qualified? 
    1. MCS-6 is a "Standard for Control of Material". It provides requirements for material control during manufacturing of metal parts to ensure material traceability is maintained and that material mix-up does not occur. This document applies when specified in the contract IRPOD.
    2. LSC-2 is a document for "Special Repair Part Supplier Control Requirements" that establishes requirements for the procurement of supplies and services from lower-tier suppliers. It requires submittal of a report for approval, identifying: prospective lower-tier suppliers, the quality assurance specifications to be imposed, and information concerning quality assurance audits and product/process verifications at lower-tier suppliers. This document applies when specified in the contract IRPOD.
    3. An MCS-6/LSC-2 procurement can be identified by the inclusion of clause NAVSUPWSSLA06- Source Qualification for MCS-6/LSC-2 (MAR 1994) in solicitations and contracts. If a supplier has not been qualified and wishes to become a qualified source for this item, it should notify the PCO (Contract Specialist) in writing, and furnish a quality control manual that conforms to the requirements of MCS-6/LSC-2. If the review of the manual indicates substantial conformance, a survey of its facility will be conducted by a team of specialists to analyze and ascertain if the actual quality assurance system in operation is, in fact, the system described in its manual. If the survey team determines that the quality control system is satisfactory the company will be included as a qualified source for the next solicitation.
17. Why does the government call an item "commercial" when an IRPOD or ROTI is included?

    The Navy may invoke additional contract and material certification requirements to include: drawing submittals, cleaning, testing, special quality assurance procedures, packaging, packing and marking. However, it is important to note that the additional requirements listed above do not modify the basic form, fit, and function of the item; therefore, they do not impact the commercial item determination. The definition of commercial item as used here can be found in FAR 2.101.

18. What is a Pre-award Survey and what does the process entail?

    The purpose of a Pre-Award Survey (PAS) is to review a supplier's capability to provide material in accordance with a contract. The PAS team would obtain information on the supplier's quality, technical, packaging and financial capability. A PAS will also determine if the supplier has the required Inspection/Quality System specified in the contract. If lower-tier suppliers are to be used on the contract, a PAS may be required on them as well. A PAS is typically needed under one of the following situations:

    1. A supplier has never provided material to N94 before.
    2. A supplier has never provided material to N94 at the higher inspection/quality level of MIL-I-45208 or ISO-9001.
    3. There has been a history of a supplier's quality, production or financial issues.

    To learn about the Pre-Award Survey process please use the Pre-Award Survey link in the navigation panel located under the New to NAVSUP header on the left side of your screen.

19. How do I get copies of DIDs?
    1. A Data Item Description (DID) is a document that defines the data required of a contractor and is included in a CDRL. The document specifically defines the data content, format, and intended use.
    2. All active and canceled DIDs are indexed in the ASSIST database: https://assist.dla.mil. DIDs specific to N94 contracts can be found at https://logistics.unnpp.gov/ under Procurement Documents -- Contracting Documents. *Note: Registration and passwords are required for both websites.
20. What are procedures, ROTI's, FAT, PLT?
    1. IRPOD Sections 6.1.1 and 6.1.2 list the procedures that the supplier must submit to N94 for approval prior to use. Examples of procedures that may be requested for review and approval are those for welding, heat treatment, non-destructive testing, hydrostatic testing, etc. The supplier should not proceed with material processing/testing until the procedures are approved in writing from N94.
    2. ROTI is Report Of Test Inspection. IRPOD Section 6.1.3 lists the test reports and certifications that the supplier must submit to Code N94 for review and approval. The ROTI must be approved prior to material shipment.
    3. FAT is First Article Testing. Some contracts may require the supplier to submit a sample prior to production and test report for review and approval. The FAT will prove that the supplier's manufacturing process is capable of providing material in accordance with the contract.
    4. PLT is Production Lot Testing. Some contracts may require the supplier to submit random samples and a test report from the contract production lot for review and approval. The PLT will prove that the supplier's production material is in compliance with contract requirements.
    5. These requirements, if applicable, will be identified in the contract data requirements list (DD-1423)
21. What is NECO and the purpose of NECO?

    NECO stands for Navy Electronic Commerce Online and can be accessed at https://www.neco.navy.mil/ NECO is a Navy unique website and is one of two locations where you can find information about Navy procurements, such as solicitations and synopses, depending on the estimated value of the procurement. If you have an account, you may also submit bids for procurements with an estimated value of less than $150,000.00 through the NECO website. Another resource for procurement information is the FBO, Federal Business Opportunities, website at https://sam.gov/content/opportunities. This website contains similar procurement information to NECO, but is used by all branches of federal government.

22. What is government source inspection?

    Government Source Inspection (GSI) is when a DCMA NSEO QAR goes to the contractor's facility for the purpose of inspection and product verification. This is allowed in accordance with FAR Clause 52.246-2, which is included in all contracts issued by the NAVSUP WSS Nuclear Directorate. When significant processes are sub-contracted to other facilities, GSI may need to be included in purchase orders or service agreements to permit government oversight and/or inspection at the sub-contractor facility.

23. Who do I notify if my company is moving/change of address?

    You would need to contact the QAR /DCMA Administrative Contracting Officer (ACO) for further assistance on this type action.

24. Who do I notify if my company is being sold/novation agreement?

    You will need contact your ACO at DCMA for this type of task and the ACO will be able to assist you.

25. How do we get our name and line card/product line out to government employees so we can received hard copies of solicitations?

    For information on how to begin working with N94, please contact the small business specialist, at (717)605-6625. If the vendor is currently pulling the electronic solicitations off of Navy Ecommerce (NECO), they should contact the contract specialist listed to receive a hard copy of the solicitation. Vendor name and line card/product line can be provided to the contract specialist listed on NECO for distribution to the rest of the buyers.