Provisioning - Initial Spares Procurement

Pre-Contract Award

  1. Government Program Kick-Off Meeting Occurs.

  2. Provisioning Requirements Determined. Estimate an initial depth and quantity of spares sufficient to ensure that the training system availability requirements are met until consumption data for spares can be determined and the requirements for out year budget estimates are developed. The initial spares provided to a training activity will in effect form the basis for the site's Allowance Parts List (APL) and it will be adjusted up or down based on analysis of spares consumption and failure data. This data will also be used in predicting out year budget requirements for similar systems.
    The initial spares may be a combination of complete assemblies, subassemblies, or in special circumstances piece/part items whose selection are based on the Interim Support Items List (ISIL), historical data from similar systems or components, sparing models, Mean Time To Repair (MTTR) requirements and the training system availability criteria. This process entails only the initial sparing for training systems. NAWCTSD does not procure or budget for replenishment spares and does not function as an Inventory Control Point for spares. Replenishment of spares is the responsibility of the training system using activity.

  3. Initial Spares Budget Estimated. The Initial Spares Budgeting Process estimates the dollar amounts required for the procurement of Initial Spares to support training devices. This is an essential step in the development of APN, SPN and other funding lines for out-year requirements. In the execution year, the estimated initial spares funding, respective of the individual training system, is used by the equipment specialists during the fiscal year phasing plan reviews.
    The estimates for initial spares are generally developed by the Assistant Training System Program Manager (APMTS), the Program Manager and/or the Integrated Logistics Manager. The equipment specialists may provide consultative support in the development of the estimates. As a general rule, out-year initial spares estimates are based on a historical five to twelve percent range of similarly priced initial spares. This data is available from the equipment specialists upon request. Spares budget estimates should be established as early in the program as practicable to be available for inclusion in out-year budgets. Estimates are monitored and updated in the execution year on a continuing basis subject to updates of current year budgets.

  4. Procurement Package Inputs.

    5. For initial spares acquisitions, the following RFP templates will be used as inputs for the procurement package. It is the responsibility of the equipment specialist with support from the ILSMT to tailor these inputs to reflect the specific nature of the acquisition and the customers requirements.


  5. Participate in Proposal Evaluations.

Post Contract Award

  1. Provisioning Guidance Conference. The purpose of the conference is to ensure the contractor has a firm understanding of the provisioning requirements. The conference is required when a Provisioning Parts List (PPL) is acquired. The purpose is to verify the ISIL, hardware configuration and maintenance plans. The conference includes the assignment and verification of Source, Maintenance, and Recoverability (SM&R) Codes.

  2. PDR/CDR
    1. Preliminary Design Review (PDR) - A review conducted on each configuration item to evaluate the progress, technical adequacy and risk resolution of the selected design approach; determine its compatibility with performance and engineering specialty requirements of the development specification; and establish the existence and compatibility of the physical and functional interfaces among the item and other items of equipment, facilities, computer programs and personnel. Although the PDR primarily involves design issues, logistics personnel will review the design considerations and proposed equipment selections to insure that they are consistent with logistics life cycle support considerations.
    2. Critical Design Review (CDR) - A review to determine that the detailed design satisfies the performance and engineering specialty requirements of the development specification; establishes the detailed design compatibility between the CDR and other items of equipment, facilities, computer programs and personnel; assesses risk areas; and reviews the preliminary product specification. Successful CDR results in a design freeze which forms the basis for the development of logistics life cycle support items to be procured by the training system contract.

  3. Physical Configuration Audit (PCA). PCA should be attended by Equipment Specialist to verify items that are identified on the ISIL are actual the parts used in the trainer. Differences should be noted and brought to the attention of the contractor.

  4. Submission of ISIL/TTEL/EDFP Received and Reviewed
    1. Discrepancies Documented
    2. Discrepancies Returned to Contractor thru Contracts
    3. Contractor Corrects Discrepancies and Re-Submits
    4. If data is accepted, an acceptance MEMO/Form is completed and sent to Contracts then continue to next step

  5. Item Selection Conference. A conference during which the ISIL is reviewed in depth (usually at the contractors plant) to validate the hardware support requirements. Information developed is used to select spares to be procured.

  6. Method of Spares Procurement Determined
    1. Buy Through the PRIME
      1. Enter spares into ILS2 database
      2. Send Site Report
      3. Prepare Buy Request and assign package number in ILS2 database. Enter this information on package log-in sheet
      4. Create PR for funding of spares and spares procurement support costs lines in contract.
        1. NAWCTSD PR web page
        2. Notes:
          1. Document Management System (DMS)
            • Include applicable area of Section B
            • Include List of parts required
            • No J&A/SSJ is required
          2. For PR instructions in datashare, use same package number with an "A" suffix (i.e. A5055A)
          3. APN-6 (or spares procurement money) cannot be used to fund spare procurement support cost.
        3. Checkbook Updated
          • Sample checkbook
        4. Enter PR number on package log-in sheet
        5. Update ILS2 database with delivery information as received
    2. In House Procurement
      1. List screened to determine type of buy
        1. All part numbers will be entered into LOGRUN or similar program to determine if the part is available through the Stock System
        2. All parts that are not Stock System items should be grouped together by Vendor
        3. Total dollar value by vendor will determine if the buy is Large Vendor =>$100K, Small Vendor $2500 to < $100K, or Credit Card < $2500.
          1. Large Vendor buys will require an J&A or Class J&A Certification (if they are listed on the Class J&A List), attached to the PR in DMS.
          2. Small Vendor buys will require an Sole Source Justification (SSJ) or Class J&A Certification (if they are listed on the Class J&A List). If a small vendor buy is not a sole source buy- three quotes will be required. These items will be attached to the PR in DMS.
          3. Credit Card Buys- A priced quote with purchase information should be attached to the Buy Request when forwarded to the Credit Card Buyer. Credit Card purchases may be awarded without soliciting competitive quotations as long as the price is considered to be reasonable. Therefore, action to verify price reasonableness need only be taken if- the Equipment Specialist suspects or has information to indicate that the price may not be reasonable.
          4. NSN Buys- A copy of the screening Data should be attached to the Buy request when forwarded to the NSN Buyer
        4. After identifying the above items, remove them from the list that will be forwarded to DLIS.
        5. If anticipated screening turnaround time from DLIS will not support program specific schedules, the Equipment Specialist will augment accomplishment of the screening process in house. DLIS should be notified of any items screened by Equipment Specialist to eliminate duplication of effort. Prioritization of screening through DLIS will be accomplished through the Federation Equipment Specialist.
      2. Enter spares into ILS2 database
      3. Send site report
      4. Buy request prepared and package number assigned in ILS2 database
        1. Vendor
          1. Create PR.
            1. NAWCTSD PR web page
            2. Notes:
              1. DMS
                • Include copy of vendor quote
                • Include List of parts required
              2. J&A/SSJ is required
          2. Checkbook Updated
          3. Enter PR number on package log-in sheet
          4. When contract is awarded, update package log-in sheet with contract number. the package log-on sheet should be reviewed weekly for items that may require follow-up.
          5. Update ILS2 database with expected delivery dates and notify site
          6. Update ILS2 database with actual delivery dates when notified by site
        2. Credit Card
          1. Buy request forwarded to credit card buyer
          2. When credit card is entered in SAP - buyer will update package log-in sheet with PR number
          3. Credit card buyer will notify site of items being procured and estimated delivery dates
          4. Credit card buyer will notify Equipment Specialist when item is delivered
          5. Update ILS2 database with acutal delivery dates
        3. NSN
          1. Buy request forwarded to credit card buyer
          2. When credit card is entered in SAP - buyer will update package log-in sheet with PR number
          3. Credit card buyer will notify site of items being procured and estimated delivery dates
          4. Credit card buyer will notify Equipment Specialist when item is delivered
          5. Update ILS2 database with acutal delivery dates
NAWCTSD Logo NAVAL AIR WARFARE CENTER
TRAINING SYSTEM DIVISION
ORLANDO FLORIDA 		Last Update: 18 April 2014