B08 Attachment 0013 - CHS 6 Process Map.pdf

PERFORMANCE WORK STATEMENT

FOR COMMON HARDWARE SYSTEMS AND SUPPORT SERVICES

Version 002, 3 August 2022 Process Steps for TIs, DOs and BPOs

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

1.0 Technology Insertion (TI)

1.1 Description

Technical Insertions (TIs) are the manner in which the U.S. Government (USG) adds items onto the existing CHS contract. During this phase, the CHS engineering team will coordinate with the customer (DoD or Federal Agency) to understand their needs and address any technical requirements they may have of the Commercial Off The Shelf Internet Technology (COTS IT) equipment

(hardware). The Engineer will then develop an Acquisition Requirements Package (ARP) which outlines the technical specifications of the equipment, at least one quote from the intended OEM, and other acquisition documents.

This ARP is then sent to the Independent Government Estimate (IGE) team (CHS). This team will review the ARP and obtain an addition quote to ensure the USG is receiving a fair and reasonable price. From there, the ARP is sent to ACC for processing. The

ACC will send a Request for Proposal (RFP) to the Prime contractor. Within 10 business days, the Prime contractor will provide the

USG with a complete proposal for the hardware item(s) with associated pricing (providing the third quote).

The Technical Evaluation team (CHS) will verify that the specifications proposed by the Prime contractor match what the USG customer needs and intends to purchase. Once the analysis is accomplished, the complete package is sent to ACC for final review and processing. Then the ACC will add the hardware to the contract via a Contract Line Item Number (CLIN) and the item will be available for procurement. This item can be procured by the initiating customer and/or any other DoD or Federal agency customer.

Configuration Management is locked for all items added via the TI process.

1.2 TI Process Flow

2.0 Delivery Order (DO)

2.1 Description

Delivery Orders (DOs) are the manner in which USG customers procure hardware through the CHS contract. Any DoD or Federal

Agency may procure any hardware listed on the CHS contract; with the exception of a few restricted items and any items that have been deemed End of Life/End of Sale (EOL/EOS) by the OEM. When a customer wishes to procure hardware, they will contact the

CHS Hardware Ordering (HO) team to obtain a current version of the CHS ordering form. The customer will fill out the form and return it to the CHS HO team. The HO team will review for completeness, verify that the item(s) are still available for procurement then input the data into the system of record (Remedy). This creates a draft order. The customer will review (offline) the draft order.

Once approved the draft order is sent to the ACC where they review the documents and send an RFP to the Prime contractor. Within

10 business days, the Prime contractor will provide the USG with a complete proposal for the hardware item(s). This proposal shall adhere to the pre-negotiated contract price. The CHS HO team will update any details on the draft order form and generate a final order. This will be sent to the USG customer at which time they will review and CAC sign the document stating they understand the technical requirements of the equipment they are purchasing and they are authorized to obligate funds on behalf of the USG (US

Military or Federal Employees only). At this point, the customer will begin the process of sending funds to the ACC through the

Finance Division while simultaneously the ACC begins to process the final documentation.

Once the ACC receives notification that the funds have been certified, they will generate the final order and send the documents to both the Prime contractor and the CHS HO team. A representative from the Prime contractor and a Federal Employee will review the documents. If any corrections need to be made, that notification will be sent to the ACC and updated documents will be resent. Once concurrence is received by both parties, the ACC will move forward and award the DO (also known as a purchase order). Notification will be sent out to CHS, ACC, DCMA, the Prime contractors and other Government stakeholders. The CHS HO team will inform the customer of the award.

2.2 DO Process Flow

3.0 Basic Purchase Order (BPO)

3.1 Description

Basic Purchase Orders (BPOs) are an alternate manner in which USG customers can procure hardware through the CHS contract. This hardware can be already listed in the CHS catalogue, or it can be a COTS IT product that has not be added to the CHS contract before.

Any DoD or Federal Agency may procure any hardware through the CHS contract.

There are three distinct processes for BPOs, depending on if the item(s) are all CHS P/Ns, if the item(s) are all non-CHS P/Ns or if there is mix of the two scenarios.

For all scenarios - When a customer wishes to procure hardware, they will contact the CHS Hardware Ordering (HO) team to request a BPO request form. The customer will fill out the form and return it to the CHS HO team. The DO team will review to see what item(s) are already available on contract, and identify (if any) item(s) that are not current on the CHS contract.

3.2 For BPOs requesting only CHS P/Ns

This process is identical to the DO process, with the exception of the pricing proposed by the Prime contractor. For DOs, the Prime contract shall adhere to the pre-negotiated contract price; however for BPOs, the Prime contract shall propose the lowest current market price available to the USG.

3.3 For BPOs requesting only non-CHS P/Ns

The HO team will forward the request for BPO items to the TI team. The Engineer will then develop a simplified ARP package which outlines the technical specifications of the equipment, at least one quote from the intended OEM, and other acquisition documents.

This ARP is then sent to the IGE team. This team will review the ARP and obtain an additional quote to ensure the USG is receiving a fair and reasonable price. From there, the ARP is sent to ACC for processing. The ACC will send a Request for Proposal (RFP) to the

Prime contractor. Within 10 business days, the Prime contractor will provide the USG with a complete proposal for the hardware item(s). This proposal shall include the lowest current market price available to the USG.

The Technical Evaluation team (CHS) will verify that the specifications proposed by the Prime contractor match what the USG customer needs and intends to purchase. Once the analysis is accomplished, the complete package is sent to the HO team.

The CHS HO team will update any details on the draft order form and generate a final order. This will be sent to the USG customer at which time they will review and CAC sign the document stating they understand the technical requirements of the equipment they are purchasing and they are authorized to obligate funds on behalf of the USG (US Military or Federal Employees only). At this point, the customer will begin the process of sending funds to the ACC through the Finance Division while simultaneously the ACC begins to process the final documentation.

Once the ACC receives notification that the funds have been certified, they will generate the final order and send the documents to both the Prime contractor and the CHS HO team. A representative from the Prime contractor and a Federal Employee will review the documents. If any corrections need to be made, that notification will be sent to the ACC and updated documents will be resent. Once concurrence is received by both parties, the ACC will move forward and award the BPO. Notification will be sent out to CHS, ACC, DCMA, the Prime contractors and other Government stakeholders. The CHS HO team will inform the customer of the award.

3.4 For BPOs requesting both CHS and non-CHS P/Ns

The HO team will input into the system any item(s) that are already on the CHS contract while forwarding the request for the non-

CHS item(s) to the TI team. The Engineer will then develop a simplified ARP package which outlines the technical specifications of the equipment, at least one quote from the intended OEM, and other acquisition documents. This ARP is then sent to the IGE team.

This team will review the ARP and obtain an additional quote to ensure the USG is receiving a fair and reasonable price. From there, the ARP is sent to the HO team for consolidation. Once the information (CHS P/N & non-CHS P/N information) is in a single packet, the HO team will forward it to the ACC for processing. The ACC will send a Request for Proposal (RFP) to the Prime contractor.

Within 10 business days, the Prime contractor will provide the USG with a complete proposal for the hardware item(s). This proposal shall include the lowest current market price available to the USG.

The Technical Evaluation team (CHS) will verify that the specifications of the non-CHS item(s) proposed by the Prime contractor match what the USG customer needs and intends to purchase. Once the analysis is accomplished, the complete package is sent to the

HO team.

The CHS HO team will update any details on the draft order form and generate a final order. This will be sent to the USG customer at which time they will review and CAC sign the document stating they understand the technical requirements of the equipment they are purchasing and they are authorized to obligate funds on behalf of the USG (US Military or Federal Employees only). At this point, the customer will begin the process of sending funds to the ACC through the Finance Division while simultaneously the ACC begins to process the final documentation.

Once the ACC receives notification that the funds have been certified, they will generate the final order and send the documents to both the Prime contractor and the CHS HO team. A representative from the Prime contractor and a Federal Employee will review the documents. If any corrections need to be made, that notification will be sent to the ACC and update documents will be resent. Once concurrence is received by both parties, the ACC will move forward and award the BPO. Notification will be sent out to CHS, ACC, DCMA, the Prime contractors and other Government stakeholders. The CHS HO team will inform the customer of the award.

3.5 BPO Process Flow; CHS P/N

3.6 BPO Process Flow; non-CHS P/N

3.7 BPO Process Flow; CHS & non-CHS P/N