HOW TO DO BUSINESS WITH DeCA Alan Jones Deputy 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 To Present For a Single Store • 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 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 To Present to A Group of Stores Within A Region England Italy Vicki Sliwicki Alaska SACRAMENTO Kaiserslautern. Germany Frank Lang VIRGINIA BEACH Hawaii Guam, Japan, S. Korea, Okinawa *Charlie DowlenPuerto FORT LEE & SAN ANTONIO Rico 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, III Contracting 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) Contracting Mission • 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 • 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) Resale Contracting Branch JUDGE F. MAYS, III (804) 734-8923 [email protected] 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 File Maintenance Branch • 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 Carol Ricker (804) 734-8366 [email protected] Distributor Coordinator Unit Donna Starkus-Ward Chief 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 Donna Starkus-Ward Chief (804) 734-8154 Phil Thomson Distributor Coordinator (804) 734-8184 Resale Accounting Jimaye Sones Director of Accounting Resale Accounting WHAT WE CONTROL •Analysis and Reconciliation Business Unit •All CONUS Accounts Control Sections (ACS) Resale Accounting RESPONSIBLE MANAGERS Jimaye Sones, Director of Accounting Cassell Brabble, Chief, Resale Accounting Roger Miles, Chief Consolidated ACS Cheryl Dancy, Chief, A&R Jeri Dennis, Chief, Langley ACS Elvie Meidinger, Chief, Langley ACS Doris Lowenstrom, Chief, Western Pacific ACS Sonia Rodriguez, Chief, Midwest ACS (804) 734-8333 (804) 765-2784 (804) 765-2783 (804) 765-2782 (757) 225-3135 (757) 225-3137 (916) 569-3801 (210) 925-4832 Resale Accounting 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 QUESTIONS