Approved source on DIBBS means DLA buys that NSN only from specific manufacturers, and often only by a specific part number. If your shop is not one of those sources, you usually can't win by quoting your own version of the part. You either quote the approved part from the approved manufacturer, or you submit an Alternate Offer or Source Approval Request (SAR) and wait for DLA's engineers to review it. Knowing which situation you're in before you quote saves hours.
What approved source means on a DIBBS RFQ
Many DLA spare parts are described by an OEM part number and a list of manufacturers whose parts are already qualified. DLA's own briefing on the topic describes the goal of its SAR program as "increasing competition for items that require an approved manufacturer" and moving items from a single source, or a small number of sources, to multiple sources of supply (DLA, Alternate Offer and Source Approval Request briefing, 2024).
In practice that means an RFQ can look like a simple machined part, but the government is really buying a specific manufacturer's part. If you machine it from the drawing without approval, your quote is an unapproved offer.
Reading AMSC codes before you quote a DLA RFQ
The Acquisition Method Suffix Code (AMSC) is the fastest signal. DLA's SAR briefing spells out the codes a small shop runs into most:
- AMSC G: full and open competition. DLA's briefing says these items don't need source approval: "just go ahead and bid."
- AMSC T: qualified products list (QPL) items, which go through a different qualification process.
- AMSC B: source controlled.
- AMSC C: source restricted.
- AMSC D: code and part number.
B, C and D are the "other than full and open competition" codes. Those are the NSNs where a SAR can apply (DLA SAR briefing). For a shop owner, the practical read is simple: a G code means your drawing-to-part capability matters, and a B, C or D code means the approved-source list matters more than your machines do.
Who the approved sources are, and why their CAGE codes matter
Approved sources are usually listed on the RFQ as a CAGE code paired with a part number. Before you quote, look up each CAGE: is it the OEM, a distributor, or a company that is no longer active? Our CAGE code lookup guide walks through reading a CAGE record, and How to Research an NSN Before You Bid covers the rest of the item record.
If you're a distributor or reseller, an approved-source item can still be a good fit. Your quote is for the approved part number from the approved manufacturer, so it comes down to whether you can get that part at a price and lead time that works. If the buy is also a small business set-aside, check the nonmanufacturer rule first; we cover it in Small Business Set-Asides on SAM.gov for Machine Shops. If you're a machine shop, the same RFQ is usually a no-bid for now and a possible SAR candidate later.
Alternate offer vs. source approval request (SAR) at DLA
DLA Land and Maritime draws a clear line between the two (DLA, Alternate Offers):
- Alternate Offer: an offer, under an active solicitation, to provide an item from other than an approved source and/or that isn't the exact part number cited. To be approved, the product must be identical to, or physically, mechanically, electrically and functionally interchangeable with, the cited item. You send it to the contracting officer with a valid quote and the complete technical data package.
- Source Approval Request: a manufacturer's proposal, with supporting data, to produce an item equal to or better than the OEM part. DLA notes SARs are sometimes called "unsolicited" alternate offers because there is no open requirement. They can go to the Alternate Offer Monitor at DSCCAO-SAR@dla.mil without waiting for a solicitation.
DLA's briefing groups SAR packages into four categories: Category I (you've made the exact item and supplied it to the government), Category II (a similar part in fit, form, function and criticality), Category III (a new manufacturer who can demonstrate capability) and Category IV (a reverse-engineered part, done at the supplier's expense and risk) (DLA SAR briefing).
Why most source approval request packages fail
This is the part to read twice. DLA says 80% of Alternate Offer and SAR packages fail, and it lists the reasons (DLA, Alternate Offers):
- Not economically feasible because of low annual demand
- The contractor didn't provide qualification item data and OEM drawings
- Drawing approval signature blocks weren't signed and dated
- No test plan was provided
- Drawings weren't included
The first reason is a business question, not a technical one. If the NSN barely moves, DLA may not spend engineering time approving a new source for it, however good your package is. Check demand before you invest in a package.
The other four are paperwork. DLA's briefing adds format rules: one PDF per NSN, no ZIP files, no password-protected files, and keep your own copies because submissions aren't returned.
A bid/no-bid decision routine for approved source RFQs on DIBBS
- Check the AMSC first. G: go on to price and capacity. B, C or D: keep going.
- Read the approved source list. Note every CAGE and part number on the RFQ.
- Decide your lane. Can you buy the approved part (reseller lane)? Could you realistically build a technical data package (SAR lane)? Or is it a skip?
- Check award history. Who won before, and how often does DLA buy it? Low, infrequent demand is DLA's first-listed reason packages fail.
- Don't quote a lookalike part on a source-controlled item unless you're submitting it as a proper Alternate Offer with the full data package.
Once the source question is settled, the next gates are usually first article and packaging. See First Article Testing for DLA: How to Price It.
Where FedOpp fits
FedOpp's Fit Check scores DIBBS RFQs against your Match Profile and lists approved source among the reasons behind each Pursue, Review or Skip. On restricted NSNs you can see the approved source CAGEs and part numbers before you quote. AMC/AMSC, last price and last award CAGE are one click away in Columns, and you can open any CAGE to see its record, the NSNs it holds and its award history. FedOpp is research software. It doesn't submit bids or SAR packages. You do that with DLA directly.
If you want to see how many of your target NSNs are source controlled before you spend time quoting, you can start a 7-day free trial and run your FSCs through Fit Check.
Frequently asked questions
Can I bid on an AMSC B, C or D item on DIBBS if I'm not an approved source?
You can submit an Alternate Offer with a valid quote and a complete technical data package to the contracting officer. Your product has to be identical to, or interchangeable with, the cited item, and DLA reviews it before you can be approved (DLA).
Do I need an open solicitation to submit a DLA source approval request?
No. DLA says SARs can be submitted at any time, and unsolicited packages can go to the Alternate Offer Monitor for future requirements.
Which AMSC codes don't need source approval?
According to DLA's SAR briefing, no. G is full and open competition, so you can quote it without approval, as long as you meet the rest of the RFQ.
Sources
- DLA Land and Maritime, Alternate Offers
- DLA, Alternate Offer (AO) and Source Approval Request (SAR) briefing, April 2024 (Distribution A)