DLA RFQ Quote Compliance Review for Abrasive Grit Supply

RFQ Number

SPMYM4-26-Q-3214

SPMYM4-26-Q-3214 (also references email attachment label “SPMYM4-26-Q-3146” in header)

Covered

Ensure the emailed attachment filename/label matches RFQ instruction exactly.

RFQ Email Attachment Label Requirement

Quotes via email using attachment labeled “SPMYM4-26-Q-3146”

States intent to submit by email and acknowledges label requirement

Partially Covered

Draft acknowledges, but does not explicitly state: “Attachment label used: SPMYM4-26-Q-3146”. Administrative rejection risk if not followed.

Set-Aside

States: 100% SMALL BUSINESS; later SF18 excerpt states “THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE” (conflict)

Represents small business; references 100% set-aside and FAR 52.219-6

Partially Covered

Reference Criteria contains internal inconsistency; Draft aligns to synopsis portion. Risk: confusion; request clarification from CO/CS.

NAICS / FSC

NAICS 327910; FSC 5350

Acknowledges NAICS 327910 and FSC 5350

Covered

Evaluation Method

LPTA; PPIRS for responsibility; FAR 9.104 screening

Acknowledges LPTA and PPIRS/SPRS responsibility screening

Covered

Delivery Date

Delivery requested by: 19 Mar 2026

Commits to meet 19 March 2026

Covered

FOB Terms

FOB Destination (FAR 52.247-34)

Commits FOB Destination; price includes freight

Covered

Inspection/Acceptance

QA-4; 7-day acceptance timeframe; destination acceptance

Acknowledges QA-4 and 7-day acceptance at destination

Covered

Item identity

GRIT, ABRASIVE BLAST; Aluminum Oxide abrasive blasting grit

States aluminum oxide abrasive blasting media

Covered

CID conformance

CID A-A-59316 dated 3FEB99 with Valid Notice 3 dated 21NOV21

Explicitly commits to CID A-A-59316 with Notice 3

Covered

Type

TYPE-1 ALOX

Commits Type I aluminum oxide

Covered

Grade / coarseness

GRADE-SPECIAL COARSE (RFQ misspells “SPEICAL/SPECIAL COURSE” in places)

States coarse “Special” grade

Covered

Consider mirroring solicitation spelling exactly in a parenthetical to avoid clerical disputes.

Grit size

#24 grit size

Commits #24 grit size

Covered

Virgin material only

VIRGIN MATERIAL ONLY

Commits virgin material only; no reclaimed

Covered

No substitutions

“Aluminum Oxide, size #24 (no substitution allowed)”

Explicitly accepts no substitution; will not provide alternate grit/blend/reclaimed

Covered

Unit of issue

1-ton/2000# bag (BG); net weight not exceed 2000 lbs

Commits to 1-ton (2,000 lb net weight max) bags

Covered

Quantity

20 BG

Commits to deliver 20 bags

Covered

Hazardous material status

*HMAUL SDS & COC REQUIRED*; FAR 52.223-3 applies

Commits to include SDS; references hazardous material compliance

Partially Covered

Draft does not explicitly state material is HMAUL/regulated—only that SDS will be provided. Low risk if SDS is included and accurate.

SDS required with shipment

*HMAUL SDS & COC REQUIRED*; FAR 52.223-3; YM4 C7F762

Commits to include complete SDS with shipment; align to manufacturer/product

Covered

COC required with shipment

COC to be provided with shipment (additional requirement)

Commits to provide COC with shipment

Covered

COC content (manufacturer, lot/batch, qty, conformance to CID/Notice/Type/Grade/Grit)

Implicit via “COC… provided with shipment” + marking/traceability requirements

States COC will identify manufacturer, product, lot/batch, quantity; affirms CID conformance

Covered

COC lot/batch match to bag markings

Batch/lot number(s) on COC must match those on the bags

Explicitly commits and adds outbound QC check

Covered

Traceability documentation retention (C03)

C03 retention of supply chain traceability documentation

Explicitly references C03 and commits to retain traceability docs

Covered

Traceable OQE (YM4 C7F765)

Local clause requires traceable objective quality evidence

Commits to retain objective quality evidence and traceability records

Covered

Product Verification Testing support (E05)

E05 product verification testing

Commits to support testing and provide additional records if requested

Covered

Repackaging/Relabeling to correct deficiencies (C14)

C14 note in solicitation

Mentions coordinating corrective actions under repackaging/relabeling provisions if required

Partially Covered

Not a pre-award requirement, but good acknowledgment; could explicitly cite C14 if desired.

Mercury exclusion (YM4 C7F758)

Mercury-free procurement local clause

Acknowledges mercury-free requirement and compliance

Covered

Hazard warning labels (DFARS 252.223-7001)

Hazard Warning Labels clause listed

States compliance and that labels/documentation will accompany shipment where required

Partially Covered

Add explicit commitment: “Labeling will comply with 252.223-7001 and SDS will be included.” (currently somewhat conditional).

Company information

“All submitted quotes must contain… Your company information”

Provides company name, UEI/DUNS placeholder, CAGE placeholder, address/POC placeholders

Partially Covered

Fill placeholders (CAGE, address, POC, phone, email) before submission.

Price of material

“Price of material”

Provides unit/total price fields as placeholders

Gap

Insert actual unit price and extended total; include any discount/payment terms if applicable (or state none).

Name of manufacturer

“Name of the manufacturer”

States Washington Mills Electro Minerals Corp.

Covered

Country of origin (per line item)

“Vendor shall list the country of origin for each line item.” and quote content list includes “Country of Origin”

States CLIN 0001 is USA and all material U.S. origin

Covered

Business size

“Business size”

States qualifies as small business

Covered

If RFQ expects a specific size standard statement, consider adding: “Small Business under NAICS 327910.”

Delivery date / lead time

“Delivery date/ Lead Time”

Commits to delivery date; mentions lead time sufficient but does not state a numeric lead time

Partially Covered

Add explicit lead time (e.g., “X calendar days ARO”) even if delivery date is met; RFQ explicitly requests lead time.

Reseller/distributor/dealer status

“Are you a reseller, distributor, or dealer?”

States distributor/reseller

Covered

If reseller: pricing agreement or control imposed by manufacturer

“If yes, do you have a pricing agreement or control imposed by the manufacturer?”

States manufacturer pricing agreement exists; no additional pricing control beyond standard terms

Covered

Quote due date compliance

Due 02/25/2026 12:00 PM HST

Does not explicitly restate due date/time in offer letter

Partially Covered

Not strictly required, but adding confirmation of timely submission reduces admin risk.

SAM registration requirement

Quoters must be registered in SAM to be considered

States SAM registration/reps are current

Covered

Firm-Fixed Price arrangement

Pricing Arrangement: Firm Fixed Price

States firm-fixed unit and extended price (placeholders)

Partially Covered

Insert actual prices; otherwise quote is nonresponsive.

Unit price and extended amount for CLIN 0001

SF18/line item schedule expects unit price and amount

Provides placeholders only

Gap

Critical responsiveness gap for award.

Unit prices local clause

YM4 L003 UNIT PRICES (local clause in attachments)

Not specifically mentioned

Partially Covered

Not necessarily required to restate, but ensure pricing format matches clause/attachment instructions (e.g., no lump-sum ambiguity).

Taxes

SF18 indicates schedule includes applicable taxes

Mentions taxes included/excluded consistent with customary treatment (non-specific)

Partially Covered

Clarify: “No taxes apply” or specify tax treatment for HI delivery if required.

Prompt payment discount

SF18 block for discount (if any)

Not addressed

Gap

Low/optional, but leaving silent may be acceptable; if offering none, state “No prompt payment discount.”

Quote validity

Not explicitly stated in RFQ excerpt, but common

States valid through closing date and reasonable period thereafter

Covered

G-01

Pricing

Unit price and extended total price must be provided for CLIN 0001

Placeholders $[UNIT PRICE], $[TOTAL PRICE]

Critical (quote may be rejected as nonresponsive / cannot evaluate LPTA)

Insert firm-fixed unit price per bag and total for 20 bags; ensure math and currency format; align with any YM4 L003 instructions.

G-02

Lead time

Quote must include delivery date/lead time

Commits to delivery date but does not state numeric lead time

Medium (may be considered incomplete required content)

Add explicit lead time statement (e.g., “Lead time: X days ARO” or “Ships within X days; delivery by 19 Mar 2026”).

G-03

Mandatory completed provisions (evidence of completion)

Must complete and include 52.204-24, 52.204-26, 252.204-7016, 252.204-7019

States “will provide” but not included in text; completion not evidenced

High (failure to include may render technically unacceptable)

Attach completed signed/filled provisions with the submission and reference them in a checklist within the quote (Attachment A-D).

G-04

Potential additional required representations

52.204-29 and other listed representations may be in attachments requiring completion

Not addressed

Medium

Confirm solicitation attachments; complete/include any representation forms provided (e.g., 52.204-29, 252.225-7059) if they are required fill-ins.

G-05

Email attachment label compliance

Attachment must be labeled “SPMYM4-26-Q-3146”

Acknowledges requirement but does not explicitly confirm exact label used

Medium (admin rejection risk)

Add a one-line compliance statement: “Email subject and attachment label will read: SPMYM4-26-Q-3146.”

G-06

Ship-to address precision

Section F includes specific receiving building line (BLDG 167-1 RECV)

Uses Suite 100 address and references Section F generally

Low-Medium (misdelivery/receiving delays)

Restate the exact ship-to address as listed in Section F, including building/receiving annotation and phone extension.

G-07

Packaging micro-specs clarity

Top closure and drawstring size are specified

Uses “exactly as specified” but not all micro-details repeated

Low

Explicitly restate: top closure type (nylon tension fastener/plastic-coated wire tie) and 1/8" braided polypropylene drawstring.

G-08

SF18/Synopsis set-aside inconsistency

Reference includes conflicting set-aside statements

Draft assumes 100% small business set-aside

Medium (eligibility/award documentation risk)

Request clarification from Contract Specialist and document reliance on the controlling SAM.gov combined synopsis/solicitation language.

Quote deemed nonresponsive / not evaluable under LPTA

Missing actual unit and total price (G-01)

High

High

Critical

Provide complete pricing for CLIN 0001 including unit price and extended amount; ensure consistency with any unit price clause.

Quote deemed technically unacceptable due to missing required completed provisions

Mandatory attachments not evidenced as included (G-03)

Medium-High

High

High

Attach completed 52.204-24/26 and 252.204-7016/7019; include an attachment index/checklist in the email body and quote.

Administrative rejection due to incorrect email attachment label

Label requirement is strict; Draft does not confirm execution (G-05)

Medium

Medium-High

High

Explicitly confirm label and ensure actual file naming/label matches exactly.

Award delay / clarification requests

Lead time not explicitly stated (G-02) and optional pricing fields (discount/taxes) unclear

Medium

Medium

Medium

Add numeric lead time; clarify discount (none/percent) and tax applicability.

Delivery/receiving issues at Pearl Harbor

Address not stated exactly per Section F (G-06)

Low-Medium

Medium

Medium

Restate exact ship-to/receiving address and coordinate delivery appointment with DLA Distribution POC.

Eligibility/representation dispute on set-aside

Solicitation text inconsistency (100% set-aside vs SF18 excerpt) (G-08)

Low-Medium

Medium

Medium

Seek written clarification; document that controlling requirement is SAM.gov combined synopsis/solicitation.

Bag type and safety factor

Bulk commodity shipping bags; 5:1 safety factor

Commits 5:1 safety factor bags

Covered

Material and weave

Woven polypropylene; denier ≥1400 warp / ≥1200 weft; count ≥16x14

Commits to woven polypropylene with denier and count thresholds

Covered

Sidewalls/top/bottom

Double strength sidewalls; single poly top and bottom

Commits to double strength sidewalls and single poly top/bottom

Covered

UV treatment

Retain 75% strength after 1200 hours Weatherometer

Commits to UV treated to retain 75% after 1200 hours

Covered

Burst test

≥ 450 lbs per inch

Commits minimum burst test 450 lbs/in

Covered

Sling and pickup points

Sling with 4+ pickup points and 4+ lift straps cradling bottom

Commits to sling with 4+ pickup points and cradling lift straps

Covered

Reinforced strap around perimeter

Reinforced strap 1-1/2" or wider sewn around top perimeter

Commits reinforced strap sewn around top perimeter (1-1/2"+)

Covered

Sling webbing strength

2"+ polyester webbing; break strength ≥2000 lbs

Commits 2"+ polyester webbing; break strength ≥2000 lbs

Covered

Top closure

Nylon tension fastener or plastic coated wiretie

States “top closure… exactly as specified” but does not name fastener type

Partially Covered

Add explicit closure method to mirror RFQ language (nylon tension fastener/plastic coated wire tie).

Bottom discharge spout dimensions/closure

10" dia x 20" long concentric spout; closure nylon tension fastener or plastic coated wire tie

Explicitly states 10"x20" spout and closures; “exactly as specified”

Partially Covered

Dimensions are covered; closure type could be stated explicitly to eliminate ambiguity.

Liner/moisture barrier

3.5 mil polyester liner inserted & tied off through bottom discharge spout

Commits 3.5 mil polyester liner inserted/tied off through spout

Covered

Flap barricade and drawstring

Woven polypropylene flap; 1/8" braided polypropylene draw string

Commits flap barricade secured with braided drawstring (does not specify 1/8")

Partially Covered

Add 1/8" braided polypropylene drawstring detail.

Net weight limit

Net weight must not exceed 2000 lbs

Commits 2000 lb max net weight

Covered

Palletization standard and strapping

Palletized IAW MIL-STD-147 (latest); without strapping

Commits IAW MIL-STD-147 without strapping

Covered

Pallet protection layer

Fiberboard or plywood between bag & pallet

Commits fiberboard or plywood between bag and pallet

Covered

Bag marking - stock number

Mark each sack with stock number 5350-HM-CN0-9875

Commits to mark with stock number 5350-HM-CN0-9875

Covered

Bag marking - lot/batch number

Mark each sack with batch/lot number; must match COC

Commits to mark and match to COC; outbound QC check

Covered

Ship-to DoDAAC and destination

DoDAAC N32253; PHNSY IMF; address in Section F includes BLDG 167-1 RECV

Commits DoDAAC N32253; provides address 667 Safeguard St Suite 100 and notes “and/or receiving building address shown in Section F”

Partially Covered

Add the exact Section F receiving address line (BLDG 167-1 RECV) to avoid misdelivery risk.

Government receiving POC (DLA Distribution)

distrcustomerservice@dla.mil; 808-473-8000 x4961

States will coordinate with DLA Distribution customer service; no explicit POC reference

Partially Covered

Optional but helpful: include the provided POC contact details in logistics plan.

Delivery schedule commitment

Delivery requested by 19 Mar 2026 (CLIN 0001)

Commits to deliver by required date

Covered

VSM (Vendor Shipment Module) applicability

C20 Vendor Shipment Module (VSM) note

States will comply with VSM where applicable

Partially Covered

If the solicitation/attachments specify mandatory VSM steps, consider explicitly confirming use (or request clarification if not applicable).

WAWF/PIEE invoicing

DFARS 252.232-7003, 252.232-7006; G01 WAWF info note

States compliance with WAWF/PIEE

Covered

FAR 52.204-24

“OFFERORS MUST COMPLETE… 52.204-24 … and include completed provisions with their offer.”

States will provide completed 52.204-24 with submission

Partially Covered

High risk if not actually attached/filled. Ensure completed attachment is included with the email.

FAR 52.204-26

Must complete and include

States will provide completed 52.204-26

Partially Covered

High risk if omitted.

DFARS 252.204-7016

Must complete and include

States will provide completed 252.204-7016

Partially Covered

High risk if omitted.

DFARS 252.204-7019

Must complete and include

States will provide completed 252.204-7019

Partially Covered

High risk if omitted; ensure correct current version and system score info if required.

FAR 52.212-3 and Alt I (if not updated in SAM)

Reminder to include completed copy if not updated in SAM

States will include unless Government confirms SAM is sufficient

Partially Covered

To avoid technical unacceptability disputes, include it proactively (unless solicitation explicitly waives).

FAR 52.204-29 (FASCSA Representation)

Listed with “See Attachment for this provision” (not in the “must complete” note, but is a representation)

Not mentioned

Gap

Moderate risk: if provided as an attachment requiring completion, omission can delay/impact acceptability. Verify attachments list and include if required.

DFARS 252.225-7059 (XUAR Representation)

Listed as representation

Not mentioned

Gap

Moderate risk depending on whether included as fillable representation in attachments; consider including completed reps where required.

Other clause acknowledgments

Numerous FAR/DFARS/DLAD/local clauses incorporated by reference

General acknowledgment of compliance with incorporated clauses

Partially Covered

General acknowledgment is acceptable for many IBR clauses, but does not replace required completed provisions.

Pricing completeness

Replace all price placeholders with firm-fixed unit price per bag and total for 20 bags; include statement “No prompt payment discount” or specify discount; clarify tax applicability.

Quote must include price; SF18 pricing fields; YM4 L003 Unit Prices

Eliminates critical nonresponsiveness risk and supports clean LPTA evaluation.

Lead time specificity

Add a dedicated line: “Lead time: ___ calendar days ARO (delivery NLT 19 Mar 2026).”

Quote must contain “Delivery date/Lead Time”

Reduces clarification cycles; ensures required content is present.

Attachment checklist & mandatory provision completion evidence

Add an “Attachments Included” section listing completed 52.204-24, 52.204-26, 252.204-7016, 252.204-7019 (and 52.212-3 Alt I); ensure signed/dated where required.

Explicit note requiring completion and inclusion of these provisions

Reduces risk of technical unacceptability for missing forms.

Representations beyond the four mandatory note items

Verify whether 52.204-29 and other representations are included as fillable attachments; if so, complete and attach them as well.

List of FAR/DFARS provisions includes additional representations

Avoids post-submission findings of incomplete representations.

Email submission compliance hardening

State exact email subject line, attachment label, and recipient address in the quote (and follow it operationally).

Instruction: email quotes with attachment labeled “SPMYM4-26-Q-3146” to specified POC

Prevents administrative rejection based on submission instructions.

Ship-to address precision

Restate the Section F ship-to address exactly including “BLDG 167-1 RECV” and phone extension; keep Suite 100 only if it matches Section F or clarify as alternate only if approved.

Section F delivery address and POC

Reduces misdelivery/receiving delays and supports on-time acceptance.

Packaging micro-requirements explicitness

Explicitly name the top-closure type and specify “1/8-inch braided polypropylene drawstring” to mirror the RFQ text.

Preparation for Delivery detailed bag construction requirements

Eliminates any perceived ambiguity in technical acceptability screening.

Set-aside inconsistency management

Ask Contract Specialist to confirm set-aside status in writing due to conflicting SF18 excerpt; keep small business representation consistent with confirmation received.

Conflicting statements within the RFQ text

Prevents eligibility disputes and avoids misrepresentation risk.