Getting Correct Specs

April 13, 2006

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These days, finding specs and standards can be as easy as logging onto a subscription service on the Internet. Subscription services can get you the specs quickly and easily, but at a hefty price tag. On the other hand, your local Procurement Technical Assistance Center (PTAC) can provide you with the specs you need and, in most cases, will either charge only a small fee or provide them for free. Either way, it ensures that you get the specs required by the solicitation.

Warning

Caution

If there appears to be a conflict or question about what specs are required, get it resolved immediately. Whatever you do, don't try to second-guess the government. We can cite case after case where a contractor made a wrong assumption about a spec and it ended up costing the contractor big money.

Normally when you order the solicitation from the buying office, it will send the necessary technical data package with it unless the documents are considered common and are only referenced. If the buying office doesn't send the tech information, then you will have to contact the resource identified in the solicitation. Because of the government's shift to the Internet and e-commerce environment, the solicitation may include a web site where you can download the necessary documents and the appropriate readers for the drawings.

Work Smart

You may also want to think about developing your own library of the specs and standards that you use most often, either in hard copy or electronic format. When you find a good site on the Internet for specs and standards, remember to bookmark it for later visits. Government specifications are required on a large number of items. Check out what is required on the bids that interest you and start to build your library. It will be very helpful to you in the long run.

Technical Data Web Sites

The federal government continues to move more and more acquisition processes to the Internet and e-business environment. To secure technical data, the government has developed a new web site, Federal Technical Data Solutions (FedTeDS). It is an online dissemination solution designed to safeguard sensitive acquisition-related information for use by all federal agencies and their approved business partners (https://www.fedteds.gov/). This now means that there are more controls in place to keep track of who is asking for the information.

These sites should help you locate the data you will need. The Technical Data Packages (TDPs) found on these sites have the engineering design and manufacturing drawings related to the items found in FedTeDS solicitations.

Automated Bidsets Interface Web Server (http://abiweb.dscp.dla.mil/abi/) -- The ABIWeb Server is a system that allows Engineering Data Lists (EDLs) and digitized drawings for open procurements to be electronically retrieved by the public. The ABIWeb Server allows the identification and retrieval of drawing lists and digitized drawings for solicitations currently open at DLA Supply Centers. Drawings that are not in electronic format, are classified, or have restrictions on dissemination will not be available from ABIWeb.
Naval Logistics Library Virtual Bidroom (http://logtool.net/) -- This site offers engineering drawings for the Naval Supply Systems Command bid-sets only. Instructions for using this site are available at the site.
Army Corps of Engineers Electronic Bid Solicitation (EBS) (http://tsn.wes.army.mil/Default.asp) -- The USACE corporate EBS process implements a standard DoD business process for the electronic delivery and distribution of contract solicitation documents. Prospective bidders are provided a CD-ROM containing all contract documents and the royalty-free software that enables complete utilization of the documents from any Windows-based personal computer. Internet access is also required for the solicitation announcement and for accessing entire bid packages for small projects that do not require contract drawings.
Defense Standardization Program (DSP) (http://www.dsp.dla.mil/) -- Customers now have immediate and free access to Defense specifications and standards through this greatly improved site. Users simply click on 'SPECS and STDS', and they are led to a DTIC document search screen, on which they enter the document information (e.g., number or title). The results are then displayed, and the user selects the desired document. If it's a Defense Spec or Std, the ASSIST-Enterprise screen is then displayed, allowing the user to click on the selected document's icon. The user then views a full text version of the document in Adobe PDF, which can be downloaded and printed.
Government Industry Data Mart (GIDM) (http://www.dlis.dla.mil/GIDM/) -- Through this site you have access to the following:
- CCR system, which is a repository of all companies and agencies registered to do business with the federal government
- Universal Directory of Commercial Items (UDCI), which is a global catalog of items based on Commercial bar code (Universal Product Code (UPC) or European Article Number (EAN)
- The U.S./Canada Joint Certification Program System, which assists in the identification of companies that have been assigned a Certification Number under the Joint Certification Program
- The Business Identification Number Cross-reference System (BINCS), which identifies foreign and domestic government/commercial contractors, manufacturers and suppliers
- Government Industry Reference Data Edit and Review (GIRDER) program, which works with government manufacturers and suppliers to maintain the correct relationship between the CAGE code, manufacturer part number and National Stock Number (NSN)

Web Tools

The following tools and links can assist you in viewing solicitations and technical drawings.

Adobe Acrobat Reader: The free Adobe Acrobat Reader allows you to view the solicitations that are offered by the many sources contributing to DoDBusOpps.com.
CALS Raster Format Viewer: The CALS Raster Format Viewer is required to view technical drawings. DoDBusOpps is aware of two viewers that support this format:
- ImageR is an image viewer for viewing and manipulating various types of raster and vector files. You must register with the JEDMICS web site to download ImageR.
- SwiftView's Plug-In is a free trial download. After a several week trial, there is a 30-second time delay before each document is viewed. Information on licensing is available from this site.