F.01.03 Statement of Non-Availability Tutorial.pdf

Statement of Non-Availability (SoNA) Tutorial

Wayne Sok Product Lead

CHESS

28 January 2021

Distribution Statement A. UNCLASSIFIED/Approved for Public Release

UNCLASSIFIED/Approved for Public Release

BLUF Regarding SoNA’s

• SoNA’s are a check and balance system and provide the CHESS Product

Office with data to improve our enterprise contracts.

• Army Chief Information Officer (CIO) gives final approval via the ITAS waiver process to purchase outside of CHESS.

• The SoNA and ITAS approval process is simple, easy to use

• Remember- Army spends billions every year on IT Hardware and Software.

We all must do our part to purchase efficiently

SoNA’s document that a hardware, software, and service is not available on CHESS contracts

Introduction

• This briefing will introduce the Statement of Non-Availability (SoNA) process

• SoNAs must be created by using the CHESS IT e-mart https://chess.army.mil

• You will learn:

– How to Verify a Product

– How to Access the SoNA Tool

– How to Create a SoNA

– How to View Successfully Submitted SoNAs https://chess.army.mil/

Table of Contents

Section Slide Number

Browser Requirements 4

SoNA Process 5

How to Verify Product 7

Access to SoNA Tool 11

Creating a SoNA 18

View Submitted SoNA 32

Browser Requirements

Please NOTE:

• The SoNA process runs best in Firefox, Internet Explorer 9 or 10 and Google Chrome.

Not RecommendedRecommended

SoNA Process

NOTE:

Before submitting a SoNA request, you must verify the product is not available through CHESS contract vehicles

How to Verify Product

• Prior to requesting a SoNA for Hardware, Software, or Services, you MUST determine if CHESS contracts can provide the required IT products.

– CHESS supports 2 Hardware contracts, 1 Software contract, a Software Agreements page, and 1 Services contract

• A SoNA is required for the procurement of Services outside of CHESS.

• If a product is not available from CHESS because it has not been approved for use on the Army network by the US Army Network Enterprise Technology Command (NETCOM), an approved SoNA does not authorize its use on the Army network.

• You MUST verify that your product is not on a CHESS contract, DOD Enterprise License Agreement (ELA) or the www.esi.mil website.

• A SoNA cannot be processed without verification that the product is unavailable through CHESS resources.

http://www.esi.mil/

Note on Lower Price Outside CHESS

• Before soliciting quotes outside of CHESS, you are strongly encouraged to first submit RFQs to CHESS vendors.

• If you received a CHESS quote that is higher than a non-CHESS vendor quote for product(s) available through CHESS Hardware and Software contracts:

– Step 1: You are encouraged to go back to the CHESS vendor(s) to negotiate lower pricing or price match.

• If lower pricing or price match cannot be met by the CHESS vendor(s):

– Step 2: Submit for a CHESS SoNA (Note: The SoNA will be rejected as CHESS does not issue Statements of Non-Availability based on lower price. The rejected SoNA can be used to obtain an ITAS Approval.)

• Lower Price Feedback Form: If you have received a lower-price quote from a non-CHESS contract vehicle/vendor, please complete the form (link below) and the appropriate contract manager will contact you within 3-5 business days. We might be able to assist with finding a better price that meets current rules and regulations.

https://chess.army.mil/SoNA/SoNA/CreateLowerPrice https://chess.army.mil/SoNA/SoNA/CreateLowerPrice

How To Verify Product

Hardware Products

• Utilize the CHESS RFQ Tool to send a Request For Quote (RFQ) to ADMC-3 or ITES-3H. This is required for SoNA approval.

Note: Utilize the CHESS RFI Tool to send a Request For Information (RFI) to the ADMC-3, or ITES-3H,vendors. An RFI is strictly for market research and is NOT justification for a SoNA.

Software Products

• Enterprise Software Agreements (ESAs) are listed on the Software Agreements page. Please click on the associated ESA link to obtain additional product(s) information, ordering guidelines and vendor POC information. Contact the vendor to verify product availability.

THEN

(Depending on your acquisition strategy, choose ITES-SW2 or DoD ESI)

• Utilize the CHESS RFQ Tool to send a Request For Quote (RFQ) to the ITES-SW2 vendors for product availability. This is required for SoNA approval

Or

• Visit DOD ESI at www.esi.mil. (CHESS honors the ESI BPA’s. If products are available under these agreements a SoNA is not needed. Contact vendor directly for quote)

If product is not available, then submit for a SoNA using the “No-Bid” or “Out of Scope” responses from the RFQ.

Note: Utilize the CHESS RFI Tool to send a Request For Information (RFI) to the ITES-SW2 vendors. An RFI is strictly for market research and is NOT justification for a SoNA.

https://chess.army.mil/RFTool/Admin/RFIIndex?statusFilter=Open http://www.esi.mil/

How to Verify Product

Services

• Utilize the CHESS RFP Tool to send a Request For Proposal (RFP) to ITES-3S. This is required for SoNA approval.

Note: Utilize the CHESS RFI Tool to send a Request For Information (RFI) to the ITES-3S vendors. An RFI is strictly for market research and is NOT justification for a SoNA.

If product is not available, then submit for a SoNA using the “No-Bid” or “Out of Scope” responses from the RFP.

• Important Note Regarding Information Assurance (IA) Products: Verify that your product and version is listed on the DOD Information Network Approved Product List (DOD IN APL) https://aplits.disa.mil/processAPList.action

• For Information Assurance (IA) or IA enabled products not listed on the UC APL contact the CIO/G-6 Cyber Directorate Tools Management Team at usarmy.pentagon.hqda-cio-g-6.mbx.cyber-ia-tools@mail.mil for additional guidance prior to requesting a CHESS SoNA.

https://aplits.disa.mil/processAPList.action mailto:usarmy.pentagon.hqda-cio-g-6.mbx.cyber-ia-tools@mail.mil

Access to SoNA Tool

Step 1 - Register

• If you do not have an account with the CHESS IT e-mart you must first register in order to gain access to the SoNA Tool.

Click “Register” at the top right section of the

CHESS IT e-mart.

Step 2 – Create an Account

Fill out the form with your email address and select “Register”

NOTE: CHESS IT e-mart users should ensure their password is unique to CHESS and you do not use passwords from other systems (e.g., network, banking, email, etc.)

Step 3 - Login

• If you are not automatically logged-in with your CAC, you will need to login in order to gain access to certain pages and tools.

Click “Login”

Step 3 - Login (cont’d)

Click “Login”

Your name and last login will appear in the top-right corner of the IT e-mart

After logging in you will be returned to the home page – click on the SoNA links again.

You will need to login to access the SoNA process.

Step 2 - Access SoNA Tool

Click on “Statement of Non-Availability” under “RFx”

Step 3 - Begin Request Process

• After you have verified that the desired product is not available on a CHESS contract vehicle, you may begin the SoNA request process.

• Scroll to the bottom of the “SoNA Request” page (https://chess.army.mil/Content/Page/SONA) and click “Continue to SoNA” https://chess.army.mil/Content/Page/SONA

Creating a SoNA

Step 1 - Create

Click “Create” to start the SoNA process

Step 2 - Select a Category

From the Drop Down Menu select a category:

1. Bundled

2. Hardware

3. Services

4. Software

*NOTE: Bundled = Multiple Products from the Same

Vendor

Step 3 - Input Requestor Information

When choosing Hardware or

Software as a category you must select a sub category in order to provide additional details.

Step 4 - Input Requestor Information

Make sure to choose a Request Reason from the drop down menu Please provide

Justification

Once your category is selected input the remaining information

Please include an RFQ#

Step 5 - Create SoNA

Once the form is completed click

“Next”

Step 6 - SoNA Successfully Created

Once your SoNA is created you will see this screen. You must click “Submit Request For Approval” at the top of this screen to submit your SoNA!

To add another Item follow additional

Steps 6 – 10 starting on slide 26

Send all supporting SoNA documentation to armychess@mail.mil or have CHESS RFQ/RFP number on hand at the time you submit your

SoNA request.

– Reference the SoNA Request Number in the subject line of any emails related to your request.

NOTE!

mailto:armychess@mail.mil

Step 7 - Add Another Item

To add additional items to your SoNA click “Add another

Item”

Step 8 - Select a Category

From the Drop Down Menu select a category:

1. Bundled

2. Hardware

3. Services

4. Software

Step 9 - Input Requestor Information

Make sure to choose a Request Reason from the drop down menu Please provide

Justification

Once your category is selected input the remaining information

Please include an RFQ#

Step 10 – Add An Item

Once the form is completed click

“Add An Item” to submit

Step 11 - Additional Item Added

Once your item has been added a banner will appear at the bottom of your screen and the new product will appear under your previously submitted product

Step 12 - SoNA Successfully Created (cont’d)

Once you submit your request you will be taken to the final page with an important reminder about the mandatory CIO/G6

ITAS Approval for all SoNA requests.

View submitted SoNA

Step 1 - Pending Folder

Once your SoNA has been submitted click “Pending” to see a list of your recently submitted SoNAs

Click on “Statement of

Non-Availability” under “RFx”

Re-Access to SoNA Tool

• If you had left the SoNA page you will need to ensure you are logged in to the CHESS IT e-mart and will have to re-access the SoNA Tool.

2. Scroll down the SoNA page and click on “Continue to SoNA”

Step 2 - Line Item Detail

Once you are on the Pending page click “View

Item(s)” for detailed information about the SoNA.

Step 2 - Line Item Detail

Once you are on the Pending page if you see “Yes” in the Draft column, this indicates that your SoNA is still a draft and needs to be submitted for approval. To submit your

SoNA click “View Item(s)” for detailed information about the SoNA.

Please note that if you see "Yes" under the "Draft" column as seen in this picture, then their SoNA has NOT been submitted and therefore can NOT be processed.

UNCLASSIFIED/Approved for Public Release 38

Step 2 Cont. - Line Item Detail

Once line item details drop down, you will need select “Details” under the Actions column to view your pending SoNA.

Once the Item Details open you will need to select the “Comment or

Instructions” tab to leave a comment, add another item. To submit your SoNA request for approval, select the “Submit Request for Approval” button.

Step 3 - Additional Details

For additional detailed information about a particular line item click “Details” and the SoNA information will display as a pop up.

Questions

For information about using IT e-mart, contact the CHESS Support Team at armychess@mail.mil or toll free at: (888) 232-4405

M-F 0800-1700 EST

mailto:armychess@mail.mil