HOW TO DO BUSINESS WITH DeCA Alan Jones Deputy Chief Product Support.
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Transcript of HOW TO DO BUSINESS WITH DeCA Alan Jones Deputy Chief Product Support.
HOW TO DO BUSINESS
WITH DeCA
Alan JonesDeputy Chief
Product Support
Introduction
• The Marketing Business Unit (MBU) is
Responsible for Managing the Stock
Assortment for All CONUS Commissaries
• How To Do Business With DeCA
–www.commissaries.com
How To Present An Item
• DeCA Form 40-15 Item Presentation Form– www.commissaries.com
– Available By E-mail from DeCA Buyers
– Available at All Commissaries
• Present to the Store Director
– They Will Forward the Presentation Form to
the Local Regional Buyer for Evaluation
– No Need to Travel to Local Buyer or the MBU
To Present For a Single Store
To Present to A Group of Stores Within A Region
• Present to the Region/Local Buyer
• Charles Dowlen Is the Category Manager
Responsible for All Local Buying
Alaska
Hawaii
Puerto Rico
Guam, Japan,
S. Korea, Okinawa
Italy
Kaiserslautern.Germany
England
Frank Lang
VIRGINIABEACH
Vicki Sliwicki SACRAMENTO
To Present to A Group of Stores Within A Region
*Charlie Dowlen FORT LEE & SAN
ANTONIO
To Present For More Than One Region
• Present to the Appropriate MBU Buyer Listed On the Directory or Call (804)734-8614– Available on DeCA’s Website or From ALA
Steve Arland DSD Categories
Alan Flowers Frozen and Chill Foods
Angel Ramos Edible Shelf Stable
Bill Wood Non-Edible, HBC, Household
Item Presentation
• All Brand Name Resale Items Must Meet
the Requirements of USC Title 10
• DeCA Supports Local Businesses – We
Sell 17,800 Local Items
USC TITLE 10, SECTION 2486
“(e) SPECIAL RULE FOR BRAND – NAME ITEMS – The Secretary of Defense may not use the exception provided in section 2304(c)(5) [Competition In Contracting Act] of this title regarding the procurement of a brand-name commercial item for resale in, at, or by commissary stores unless the commercial item is regularly sold outside of commissary stores under the same brand name as the name by which the commercial item will be sold in, at, or by commissary stores. In determining whether a brand name commercial item is regularly sold outside of commissary stores, the Secretary shall consider only sales of the item on a regional or national basis by commercial grocery or other retail operations consisting of multiple stores.”
How Do We Determine If An Item Qualifies
• We Check Our Movement Data Base
• The Vendor Provides Evidence of Retail Sales
• The Vendor Provides Written Certification to the Contracting Officer
What Are Buyers Looking For
• Item Innovation
• Proven Consumer Acceptance
• Customer Input
• Past Brand Performance
• Anticipated Volume
• Current Assortment Efficiency
– Price/Value to Category
First Responsibility Is To The Patron
• Have the Items and Brands That Patrons
Desire at the Best Available Price
• Maintain an Efficient Stock Assortment That
Allows the Purchase of New Items When They
Hit the Market
• Negotiate the Lowest Available Price
• Promote and Display to Take Advantage of
Known Shopping Patterns
Product Coding
• Product Stock Codes
– K Mandatory Stockage in All DeCA CONUS Regions
– M Mandatory in More Than One Regional Area But
Not All Regions
– R Mandatory in Only One Regional Area
– S Optional/Available To All Stores in a Regional Area
– O Available Seasonally
– P Phase Out Pending Delete
– Numbers 1 thru 5 Indicate Store Size Required to
Stock the Product
Deleted Items
• Necessary to an Efficient Stock Assortment– Allows New Item Introductions
– Fact Based Decisions• Category Trends
– Reclama Opportunity
• Deleted Items Process– 60 Days to Liquidate Residual Stock
– DeCA Accepts No Responsibility to Flush Out Dead Stock After the 60 Days
New Suppliers
• Potential Suppliers Who Have Never Conducted
Business With DeCA Are Encouraged to:
– Read the Business Guide on DeCA’s Website
• www.commissaries.com
– Call DeCA Points of Contact and Military Retail
Resources
– Be Ready to Do Business
Summary
• The MBU Has Created an Effective and Efficient
System to Fair and Equitably Evaluate Industry
Offers
• We Provide a Resale Stock Assortment That
Provides Strong Sales and Customer Satisfaction
– Performance Is Validated Through Monthly Reviews
JUDGE F. MAYS, IIIContracting Officer
Resale Contracting Branch
Contracting Mission
• Receive Approved DeCA 40-15 From
Category Manager or Buyer
• Establish a Written Agreement Between
the Vendor and DeCA
• Resale Ordering Agreement (ROA)
Contracting Mission
• Mandatory Requirements To Obtain a
ROA:– To Get Paid You Must Utilize EFT (Electronic
Funds Transfer) - Works Like Direct Deposit – Must Be Registered In the CCR (Central
Contractor Registration) to Be Considered for any Government Contract, Including a ROA
Contracting Mission
• To Register Online for CCR:
www.ccr.gov
•
Contracting Mission
• ROA Consists of Terms and Conditions
of the Agreement Such As:
– Type of Delivery Method
Frequent Delivery System (FDS)
Direct Store Delivery (DSD)
Direct Store Delivery-Single (DSD-S)
• Terms and Conditions (con’t):
– Stores Serviced Under ROA
– Payment Terms (Net 7, Net 10, Net 30)
– Discount Terms (2% 10, Net 30 Days)
Contracting Mission
Contracting Mission
• Terms and Conditions (con’t):
– Business Size (i.e., Small, Large, etc.)
– If Your Business is:
• A Sole Proprietorship
• A Partnership
• A Corporation
– Vendor’s Authorized Negotiators
Contracting Mission
• Contract Changes:– Moving Items From One ROA to Another – Moving Stores From One Delivery Method to
Another – Method of Delivery (i.e., DSD-S to FDS)– Mail To and Remit To Addresses– Method of Invoicing
(Manual Invoice to Delivery Ticket Invoice)
Carol Ricker
Chief File Maintenance and
Cataloging Branch
File Maintenance Branch
• Responsibilities– Cataloging/File Maintenance In DIBS
(Catalog Master File)• Addition Of New Items• Phaseout/Deletion of Old Items• Changes to Existing Items
• Pricing- Electronic Data Interchange
• National Vendors• Vendor Number/ Contract Driven
File Maintenance Branch
• Pricing– Web
• Local/Regional Vendor/Contract Driven• Internet Based (www.deca-ec.com)
File Maintenance Branch
• Pricing– Cut off Dates for EDI & Web
• Effective 1st of Month– 10th of The Prior Month
• Effective 16th of Month– 25th of The Prior Month
– Weekly Web Pricing• Effective Sunday
– Tuesday of the prior week by 6 PM
File Maintenance Branch
Donna Starkus-WardChief
Distributor Coordinator Unit
• Industry Responsibilities:
– You Must Choose a Distributor
– You Establish a Contract With the Distributor
– You Communicate to DeCA and the
Distributor All New Items, Changes to Items,
Delays in Production, Product Recalls, Etc.
Distributor Coordinator Unit
• Distributor Responsibilities:
– Receives 875 (Electronic Purchase Orders)
– Receive, Warehouse, and Deliver Product
– Sends 856 (Electronic Shipping Notice)
– Receives RODS (Discrepancies in
Shipment)
– Identifies Errors in Order Transmissions
Distributor Coordinator Unit
• DeCA Responsibilities:
– Responds to Inquiries From Distributors on
Issues As They Occur
– Region POC Coordination
– Processes Distributors’ Exception Reports
– Publishes the Add/Delete Program
Distributor Coordinator Unit
Distributor Coordinator Unit
Donna Starkus-WardChief
(804) 734-8154
Phil ThomsonDistributor Coordinator
(804) 734-8184
Jimaye Sones
Director of Accounting
Resale Accounting
WHAT WE CONTROL
•Analysis and Reconciliation Business Unit
•All CONUS Accounts Control Sections (ACS)
Resale Accounting
Resale Accounting
RESPONSIBLE MANAGERS
Jimaye Sones, Director of Accounting (804) 734-8333Cassell Brabble, Chief, Resale Accounting (804) 765-2784Roger Miles, Chief Consolidated ACS (804) 765-2783Cheryl Dancy, Chief, A&R (804) 765-2782Jeri Dennis, Chief, Langley ACS (757) 225-3135Elvie Meidinger, Chief, Langley ACS (757) 225-3137Doris Lowenstrom, Chief, Western Pacific ACS (916) 569-3801Sonia Rodriguez, Chief, Midwest ACS (210) 925-4832
What We Do• Process Receipts for All CONUS Stores
• Reconcile Distributor Bimonthly Rollups
• Provide Requested Receipts And/or Roll-ups to Vendors and Distributors
• Correct Case Pack Errors and DSD Errors
• Research and Reconcile Payment Discrepancies
• Collect Overpayments to Vendors and Distributors
Resale Accounting
What We Do (con’t)• Issue Supplemental Payments to Vendors and Distributors
• Maintain the VCM Credit Card Program (Approximately 245
Vendors)
• Perform Vendor Coupon Accounting Including Collections
and Complaints From Vendors on Coupon Processing
• Reconcile and Process Vendor Payments for Coupon
Redemption
• Gather Container Redemption Value Data and Add to Rollup
Receipt
Resale Accounting
QUESTIONS
