Attachment 1a_Appendix_Contract Management Deliverables_2024-10-25.pdf

SAVES IT HWSW

Statement of Work Appendix 1a:

Contract Management Deliverables

Dated: 10/25/2024

Contents

1. General Information (applies to all reports)

1.1 SAVES Data by Vendor

1.2 Report Format

1.3 Report Delivery

1.4 Reports are due as follows

1.5 Negative OT Reports

1.6 Rejection of reports

1.7 Common Rejection Reasons

1.8 Revised Reports

2. Asset Identification (AI) Report

3. Order Transaction (OT) Report

4. Vendor Status (VS) Report

5. Product Discrepancy (PD) Report

1. General Information (applies to all reports)

1.1 SAVES Data by Vendor

The SAVES vendors must maintain and submit all appropriate reports as per the contract requirements.

1.2 Report Format

• All reports shall be submitted using Microsoft Excel (.xlsx preferred, .xls acceptable).

The spreadsheets shall contain text only. The spreadsheets shall not contain formatting;

rounding of number/dollar values, hard line returns, word wrapping or other embedded special characters such as leading apostrophes (excel precedes leading zeroes with apostrophes) and white space.

• Reports may contain data fields that are optional. If there is no data to report in these fields the field must be left empty. (No spaces, returns, tabs, etc.)

• The easiest way to achieve this is to copy all and paste into a new document by right clicking and selecting “values only”.

• After pasting the values into the new spreadsheet, the columns will need to be assigned the correct data type.

• All date columns DD-MMM-YYYY.

• All price columns number format with 2 decimals.

• The rest of the columns (pay attention to order/mod number/CLIN) may need to be formatted as “general” to avoid converting number values to text.

• NO BLANK ROWS: Row 1 should contain the column headers, there should be no blank rows above row 1. Additionally, do not “freeze panes” to allow for header locking. Reports will be rejected if “freeze panes” is enabled.

• Additional rows for internal use (such as cells containing grand totals of a column) that are not part of an order are not allowed. This should be contained to “Total” columns (ReportTotal, SalesToDate, etc).

1.3 Report Delivery “Reserved”

At time of award, the SAVES procurement officials will provide the tool being used for the following report delivery:

• The Asset Identification (AI) report

• The Order Transaction (OT) report

• The Vendor Status (VS) report

• The Product Discrepancy (PD) report

1.4 Reports are due as follows:

• Asset Identification (AI) report is due by 11:59 am Eastern Time on the Monday of each week. If the Monday falls on a government holiday, the AI report shall be due the next business day.

• Order Transaction (OT) and Vendor Status (VS) reports are due by 11:59 am Eastern Time on the 10th of each month but can be submitted as early as the 1st of each reporting cycle. If the 10th falls on a weekend or government holiday, the OT and VS reports shall be due the next business day immediately following the 10th.

• Product Discrepancy (PD) report is due at a minimum once each quarter. This report shall be submitted once each quarter, in January, April, July, and October. The PD report is due by 11:59 am Eastern Time on the 10th of the aforementioned months. If the 10th falls on a weekend or government holiday, the PD report shall be due the next business day immediately following the 10th.

1.5 No-Sales for OT Reports

A report is still required by 11:59 am Eastern Time the 10th of each month. No-sales OT reports should still be updated. The file name should reflect the date of submission, cumulative number, and the file name column within the report should reflect the updated file name. The file will contain a single row which contains the column headers.

1.6 Rejection of reports

• Vendor’s AI, OT, PD, and VS reports will be loaded via an automated process.

SAVES personnel reserves the right to reject reports submitted by the vendor if necessary. Possible reasons for rejection are missing information or formatting issues.

Each report will be checked by SAVES for content as well as formatting. If SAVES personnel rejects a report, the report will be returned to the vendor with an explanation identifying the problem(s).

• The vendor must make the necessary corrections and resubmit the report in its entirety within three (3) business days from the day the report was returned.

• SAVES personnel will advise the vendor within a reasonable number of days after receipt of a revised report whether the revised report is accepted. If the revised report still contains errors, it will be rejected and returned to the vendor for correction.

Subsequent reports will NOT be accepted until all the required corrections have been made and SAVES personnel has notified the vendor that the revised report is accepted.

1.7 Common Rejection Reasons

1.7.1 Formatting Issues

• File not in Microsoft Excel Spreadsheet .xls or .xlsx format

• Missing columns, extra columns, or columns not in the correct order

• Incorrect naming convention of the report

• Missing column headings or column headings with “freeze panes” enabled

• Spreadsheet contains Macros, links, etc.

• The report sheet name should read “Sheet1” and should be the only sheet in the workbook. Mislabeled or reports with additional/incorrectly placed sheets will result in rejection.

1.7.2 Data Issues

• Missing “Required” data (Ex. Contract Number)

• Data type is incorrect for the column. (Ex. A column for numeric data has text)

• Data exceeds maximum length acceptable for column(s)

• Date is presented in the incorrect format

• Numbers within the report contain more than 2 decimal places.

• The Order/Mod total does not match the sum of the items being reported

• Invalid DOT Mode, LOB/SO, State or Country Code

• No Formatting, hard line returns, embedded special characters or word wrapping within a column

• “Duplicate Orders” (Two rows containing the same Contract Number, Order Number, Mod Number, Transaction Date, SKU, Item Description, Part Quantity, Part Unit Price, and Part Extended Dollar Amount.)

1.8 Revised Reports

• Revised reports must be submitted as a complete file (e.g. make changes/corrections to the original file and resubmit the entire file, not just what was changed).

• Reserved: the file name format when submitting revised files

• Subsequent revisions to the same file should indicate the revision number (e.g. Rev2, Rev3, etc.).

2. Asset Identification (AI) Report

• The AI report provides weekly asset identification data that populates the SAVES database. This data is used to identify all products that received an asset tag including monitors, license code, type of license, and license rights. The data will be used to track our assets and provide visibility into the type of asset and where these assets are physically located and/or tracked in our environment.

• Reserved for monitors: populating bar codes.

• AI reports shall be submitted no later than 11:59 am Eastern Time the Monday of every week. If the Monday falls on a government holiday the AI report shall be due the next business day. AI reports are due by 11:59 am Eastern Time and will contain transactions up to and including the last day of the previous week.

• The AI report is cumulative in nature. Cumulative reports shall include all transactions from the start of the quarter up to the last day of the final week in the quarter.

• Reserved: the file name format for the first AI report

Table 1: Sample Asset Identification (AI) Report

Excel Column

Column Name Format Required? Comments

A Contract Number Alphanumeric Y Enter the Contract Number including dashes. Ex:

697DCK-25-D-XXXXX

B Order Number Alphanumeric

Y Enter the DO number (e.g.69XXX-25-F- XXXXX) or PC number (e.g.TPC-25-

XXXXX-SV).

Must be unique when combined with the contract number.

C CLIN Number Alphanumeric

Y Enter Contract Line Item (CLIN) structure legend found at the following link:

D Date Delivered to End User

DD-MMM-

YYYY

Y Date asset was delivered to the end user/customer (i.e. 25-MAR-2025)

E End User Name Alphanumeric

Y Name of end user/customer

F Asset Barcode Alphanumeric

Y Enter barcode

G Parent Barcode Alphanumeric

Y Enter parent barcode

H Manufacturer Alphanumeric

Y Name of Original Equipment Manufacturer

(OEM)

I Year Manufactured

Alphanumeric

Y Enter the year the asset was manufactured

J Part Number Alphanumeric

Y Enter the Part Number

K Serial Number Alphanumeric

Y Enter the Serial Number

L License Type Alphanumeric

Y Select from list of license type: device, user, float

M License Rights

Y Select from the list of license rights:

perpetual, maintenance, subscription, SaaS, server, site

N Comments Alphanumeric

N Free text

O SAVES

Reserved

Alphanumeric N Reserved for SAVES Personnel

3. Order Transaction (OT) Report

• The OT report provides monthly sales data that populates the SAVES database. This data is used to calculate sales against the contract and provides visibility into the quantity and types of products sold on the contract.

• OT reports shall be submitted no later than 11:59 am Eastern Time the 10th of every month. If the 10th falls on a weekend or government holiday the OT report shall be due the next business day immediately following the 10th. OT reports are due by 11:59 am Eastern Time and will contain transactions up to and including the last day of the previous month.

• The OT report is cumulative in nature. Cumulative reports shall include all transactions from the start of the quarter up to the last day of the final month in the quarter.

• Reserved: the file name format for the first OT report

• Order numbers must match between the OT and VS reports.

• SAVES personnel reserves the right to request a new cumulative file iteration at any time as much as a new iteration monthly.

• Reserved: At time of award, all report submissions will be tracked through a reporting tool for timeliness and monthly submission compliance.

• Since the OT report is cumulative vendors may correct previously reported information in subsequent reports (see section Revised Reports above and examples below) such as:

o Canceling a transaction or a mod to a transaction previously reported o Correcting dollar amounts previously reported o Correcting products previously reported

Table 2: Sample of Order Transaction (OT) Report

Name Format Required Comments

A Contract

Number Alphanumeric

Y Enter the Contract Number including dashes.

(e.g. 697DCK-25-D-XXXXX). The same Contract Number must be entered in every transaction row.

B Order Number

Alphanumeric Y Enter the DO number (e.g.69XXX-25-F-XXXXX) or PC number (e.g.TPC-25-XXXXX-SV).

Must be unique when combined with the contract number.

C

CLIN

Y

Enter Contract Line Item (CLIN) structure legend found at the following link:

D

Date of Transaction

DD-MMM-

YYYY

Date of the order or modification (e.g. 25-MAR- 2025) e.g. Date signed by Contracting officer on the delivery order or the date the order is entered in the contractor’s system for a credit card purchase.

E

Date Transaction Cancelled

DD-MMM-

YYYY

Y* * Required for canceled transactions. Do not enter filler values such as ‘N/A’ (e.g. 25-MAR-2025)

F

Manufacturer Alphanumeric Y Name of Original Equipment Manufacturer (OEM)

G

Product Name Alphanumeric Y Name of Product

H Product Description

Alphanumeric Y A description of the product that was purchased.

(Example: Adobe Creative Cloud Pro term license/user 12 month term).

I SKU Alphanumeric Y Manufacturer’s unique Stock Keeping Unit identifier for the product sold

J Part Number Alphanumeric Y

Part Number being ordered

K Part Quantity Number Y Quantity being ordered. Cannot be left blank or be Zero (0).

L

MSRP Unit Price

Commercial price per item. Price should reflect the unit price in dollars and cents. Do not round up to whole dollars and use only two decimal places to indicate “cents” (e.g.

10125.15)

M

MSRP

Extended Dollar Amount

MSRP Extended Dollar Amount = (Part Quantity x MSRP unit price). Do not round up to whole dollars and use only two decimal places to indicate “cents.” (e.g. 10125.15)

N

Part Unit Price

Number Y

Price per item. Price should reflect the unit price in dollars and cents. Do not round up to whole dollars and use only two decimal places to indicate “cents.”

(e.g. 10125.15)

O

Part Extended Dollar Amount

Extended Dollar Amount = (Part quantity x Part unit price). The sum of this column must equal the amount reported in column “AG”. Do NOT round up to whole dollars and use only two decimal places to indicate “cents.” (e.g. 10125.15)

P

Dollar amount of Transaction

Total dollar amount of the transaction (order or order mod). Do NOT round up to whole dollars and use only two decimal places to indicate “cents.” (e.g.

10125.15)

Q

Installation

Y*

*Required if column “AB” equals “US.” Installation of End User

R RFQ

Alphanumeric Y Enter RFQ number (Reference Number “1234”).

S

Contracting Office/Purcha se Cardholder

Enter DOT/FAA Contracting Officer or Purchase Cardholder who executed delivery order or placed a purchase/credit card order.

T End User Name Alphanumeric Y Ship to Customer/End User Name

U Telephone Number

Alphanumeric Y Ship to Customer’s telephone number. (Format:

9999999999)

V Email address Alphanumeric Y Ship to Customer’s email address

W

Street Address 1

Y

First line of Customer’s Ship-To address

X Street Address 2 Alphanumeric N Second line of Customer’s Ship-To address

Y Street Address 3 Alphanumeric N Third line of Customer’s Ship-To address

Z City Alphanumeric Y Customer’s Ship-To city.

AA State Alphanumeric Y Customer’s Ship-To state for USA only. Post office two character abbreviation

Indicate the “Ship-To” country. Entry must be “US” for the United States or the 2-Character country code abbreviation from the Service/Agency/Country Code

AB Country Alphanumeric Y list located at:

This column is only 2-characters wide so you must use abbreviations only.

AC 5-digit Zip Code

Number Y Five-digit Customer Ship-To zip code.

AD DOT Mode Alphanumeric Y Use the abbreviation from the DOT mode list found at the following link:

AE LOB/SO Alphanumeric Y Use the FAA LOB/SO list located at:

AF Comments Alphanumeric N Free text for vendor/reseller notes.

AG Vendor Reported total for this file

Number Y The sales on the contract that are reported in the file being submitted. All rows should contain the same value. The value should amount to the sum of column O “Part Extended Dollar Amount.”

AH

Contract Sales to date

Total sales to date on this contract (e.g. 141752.10).

All rows in this column should contain identical values. This number should be a cumulative sum of all sales since contract award.

AI

File Name

Reserved: Exact file name of the file being submitted. All rows in this column should contain the same file name. File names in this column must match document file name. The file name should change with each submission to include revisions.

AJ

Order Discount

Number Y Order Discount = (MSRP Extended Dollar Amount – Part Extended Dollar Amount)

AK Bundle

HWSW

Alphanumeric Y Yes or No only values will be accepted

AL Product-Based Services

Alphanumeric Y Yes or No only values will be accepted

AM Delivery Order with Options

Alphanumeric Y Yes or No only values will be accepted

4. Vendor Status (VS) Report

• The Vendor Status report provides status of orders for any new hardware, software, multi-function device, and product based services. This report is NOT cumulative.

• The VS report shall report the initial status of an order and any changes to the status of the order until shipment/delivery is complete. For orders with multiple shipments, continue to update the ship date until all shipments are completed.

• VS reports shall be submitted monthly. The VS report is due by 11:59 am Eastern Time on the 10th of each month. If the 10th falls on a weekend or government holiday the VS report shall be due the next business day immediately following the 10th.

• Reserved: the file name format for the VS report

• Order numbers must match between the VS report and the OT report.

• SAVES personnel will notify the vendor when an order(s) reported in the VS report do not match with an order(s) that have been reported in an OT report. The vendor must determine the source of the error (missing from OT, incorrect order number, etc.) and make the necessary corrections to the OT and/or VS report(s). Revised or Corrected reports must be resubmitted in their entirety. (See General Information (applies to all reports).

Table 3: Sample of Vendor Status Report

Column Name Format Required? Comments

A Contract Number

Alphanumeric Y Enter the Contract Number including dashes. Ex:

697DCK-25-D-XXXXX

B Order Number Alphanumeric

Y Must match a previously reported order.

C CLIN Number Alphanumeric

Y Enter Contract Line Item (CLIN) structure legend found at the following link:

D Date Received by Vendor

DD-MMM-

YYYY

Y Date order or mod was received by the vendor (i.e. 25-MAR-2025)

E Date Rejected by Vendor

DD-MMM-

YYYY

Y* * Required for rejected orders

F Date Accepted by Vendor

DD-MMM-

YYYY

Y* * Required for orders that have been accepted by the vendor

G Date Transaction Cancelled

DD-MMM-

YYYY

Y* * Required for Cancelled order/mods

H Projected Ship Date by Vendor

DD-MMM-

YYYY

N

I Vendor Ship Date

DD-MMM-

YYYY

Y* * Required for orders shipped by the Vendor

J Projected Delivery Date

DD-MMM-

YYYY

N

K Contractually Due Date

DD-MMM-

YYYY

Y Date by which delivery is due as required by the ordering contracting officer/delivery order

L Service Start Date

DD-MMM-

YYYY

N Applies to orders related to “product based services”

M Service Completion Date

DD-MMM-

YYYY

N Applies to orders related to “product-based services”

N Comments Alphanumeric

N Free text

O SAVES

Reserved

Alphanumeric N Reserved for SAVES Personnel

5. Product Discrepancy (PD) Report

• The PD Report shall identify the product that failed, the reason for failure, the date the customer notified the contractor of the problem, and the date the problem was resolved.

The report shall calculate the time to repair. The PD reports shall be submitted quarterly.

• The PD report is due by 11:59 am Eastern Time on the 10th of January, April, July, and October. If the 10th falls on a weekend or Government holiday, the PD report shall be due the next business day immediately following the 10th.

6. Table 4: Sample of Product Discrepancy Report

Contract

Call

OEM Model # Part # Product Description

Failure Description

Problem Notification Date

Resolution Problem Resolution Date