JCCS Middle East Vendor User Guide 03 - Questionnaires.pdf

Questionnaires

COMP LETING AND MAN AGING YOUR

QUES TIONN AIRES

1DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

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Questionnaire Manager

1. Questionnaires are forms that must be completed for your account to successfully be reviewed.

2. There are two types of questionnaire.

• Country of Origin: This is automatically assigned based on your country of origin. It cannot be deleted.

• Place of Performance: These are questions related to the place where you want to work.

3. Name: The country this questionnaire is asking about.

4. Completion: How many questions have been completed out of the total questions.

5. Status: When all questions are answered, this will be marked Complete. When it is certified, it will be marked Certified.

6. You must complete your Country of Origin and at least one Place of Performance questionnaire. One POP questionnaire will automatically be assigned to you.

7. Click Edit. Your questionnaire will open in a new browser tab.

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Edit

1. The number of sections you must complete in your Country of Origin questionnaire will vary. If something seems inapplicable, finish the rest of the questionnaire to the best of your ability, and then ask a contract office member.

2. Each section of the questionnaire loads and saves separately, so if you are on a slower internet connection, you are less likely to encounter timeout issues.

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General Information

1. Each section will turn green as you complete it.

General Information asks whether your mailing address is the same as the address of your company headquarters and what type of enterprise your company is.

2. Enter the information, click Save, and the section header will turn green.

3. Please note that if you check “Same as Company Headquarters address” it will pull the address from your company profile. If you want to edit this address, you must do so on the basic profile.

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Owned Locations

1. If this company doesn’t own any additional locations, then check We have no additional locations to complete this section.

2. You can delete a single property or multiple properties by checking the box(es) and clicking Delete Selected Properties.

3. If your company owns additional offices, warehouses, retail, or other real estate, then click Add New Property.

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Add New Owned Location

1. Enter the Location Name.

2. Select the Location Type.

3. Enter the address.

4. Click Save.

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Rental Locations

1. Rental locations work the same way, except there is more information required.

If your company rents real estate, you must list it here.

2. Enter the Location Name.

3. Enter the Lessor information. This is the person or company from whom you rent the real estate. Their name, Tax ID Number (TIN), phone, and email are required.

4. Enter the location type and the currency the rent is paid in.

5. Enter the location address.

6. Enter the Total Annual Rate.

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Parent Company

1. If you have a parent company, enter their information in this section.

2. If you do not have a parent company, check the box next to We do not have a parent company.

3. Click Save.

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Acquisitions, Joint Ventures, and Subsidiaries

1. If you have acquired any companies, participated in a joint venture, or have any subsidiaries, click Add Row to add an empty data row.

2. Select the relationship type, then enter the other company’s information.

3. Click Save.

4. If you don’t have any acquisitions, joint ventures, or subsidiaries, check the box saying so.

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Subcontractors

1. Subcontractors work the same as the previous section. If you have subcontractors, click Add Row and enter their information, then click Save.

2. If you don’t have any subcontractors, check the box.

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National Affiliations

1. If you do business with a company that makes purchases in or conducts business with one of the listed companies, please check the box next to that country.

2. If not, check the box.

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Miscellaneous Affiliations

1. If anyone in your company makes business decisions for any other foreign or domestic companies, click Add Miscellaneous Affiliation.

2. Enter the information and click Save.

3. If none of your employees are affiliated with another company, check the box.

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DoD Prime Contracts

1. If you were the Prime vendor for any contracts with the US Department of Defense, then you must include their information here.

2. Click Add Row to add a blank row of information.

3. Complete the information and click Save.

4. If you have not been the prime on any DoD Contracts, check the box.

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DoD Subcontracts

1. If you were a subcontractor for any contracts with the US Department of Defense, then you must include their information here.

2. Click Add Row to add a blank row of information.

3. Complete the information and click Save.

4. If you have not been a subcontractor on any DoD Contracts, check the box.

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Other Contracts

1. If you have any other contracts for other government, NATO, or UN entities, please list those contracts here.

2. If you do not have any other contracts, check the box.

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Key Employees/ Shareholders

1. Positions and Ownership:

The first thing to note is that key personnel and shareholders are now all on the same table.

2. Shareholder %: This must equal 100% for the section to be complete.

3. Validation: The requirement for personnel is that you include all executive-level positions as depicted on your organization chart.

JCCS is validating the minimum positions required. Your contract office will be checking to make sure the people on your organization chart match what is entered in section 12.

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Positions

1. You can now select multiple positions for one person. Just click the Positions drop down and click each applicable position to check them.

2. If you have one person in your company that is CEO and President, or the Contract Manager and the Project Manager are the same person, you no longer have to enter them multiple times in the system.

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Owner/ Shareholder

1. If this person is a shareholder and/or owner, you can check the relevant box and the shareholder/information will light up to allow you to input the information.

2. Note: Unless you check the box, the boxes will be grayed out.

3. 100% of shares are required to complete this section. If you have shareholders that own less than 1% of a share, they can combined into a single person called “Small Shareholders” and a list uploaded for them instead of the passport/national ID.

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Completed Section

1. This is what your corrected, completed section should look like!

All positions are included and all validation has turned green.

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Organization Chart

1. Your Organization Chart is a depiction of your company’s executive-level personnel. Click Upload to add it.

2. Browse to the document, enter the file name and effective date, and click Save.

3. Accepted file types are .jpg, .png, .pdf, and Microsoft Office file types.

4. The document will appear in a small document manager.

5. Click Replace to replace the document.

6. Uploading a document marks this section complete.

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Financial

1. You are required to upload the Balance Sheet, Profit and Loss Statement, and Income Tax documents to complete this section. If your country does not have income tax, upload a document stating, “My country [Country Name], does not collect income tax.”

2. As you upload each document, the red box will turn into a green checkmark.

3. If you are required to upload bank statements, they will be for the last six months.

4. Click View beside each document type to view the uploaded documents. You can click Replace to upload a new document in their place.

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Licenses

1. Section 15 works the same way as Financial Information.

2. Because of the wide variation in country and even local business standards, the only required field is Business License. Once your business license is uploaded, this section will be marked complete.

3. However, if your country issues a Tax ID, Industrial License, Commercial License, etc., please include those documents.

4. Afghan Companies must include Articles of Incorporation.

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Certify

1. Once all sections of your questionnaire are green, the certification section can be complete.

2. By certifying the questionnaire, you are stating all the information therein is true and accurate. An incorrect or incomplete questionnaire will slow down or even end your company review.

3. Click I certify this information is complete and accurate.

4. Close this browser tab.

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View Updated Managers

1. On your original browser tab, click Refresh.

2. You will see the completion column and status column of your questionnaire update.

3. Expand the Document Manager.

4. All of the documents you uploaded in your questionnaire have been extracted so you can easily see what documents might have expired.

5. You can sort each column to move like documents together, and replace outdated or incorrect documents from this page, without having to re-open your questionnaire.

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Place of Performance

1. Place of Performance is the place where you want to work.

2. You will need to add and complete a Place of Performance (POP) questionnaire for each country in which you want to compete for US government contracts.

3. You must complete one POP questionnaire as a minimum.

4. To add a POP questionnaire, click Add POP Questionnaire.

5. Select the desired country and click Add.

6. Click Edit to open the questionnaire.

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POP

1. Local Teams: These are people who are either

• Already working on contracts for the US government in this country

• Are included on a formal proposal for a contract for the US government in this country.

1. If all your company personnel have already been added to the COO questionnaire, then you can just check “We have not yet hired team members” to complete this questionnaire.

2. If you have additional teams performing on contracts in other locations that are NOT included on the COO questionnaire, then you need to add them to the Place of Performance (POP) questionnaire.

3. Note the validation is included to check for the required positions.

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Add Team Member

1. In case part of your local team was included on the COO questionnaire, you can copy them into your local team by checking the box and selecting them from the dropdown.

2. All the information will copy over and populate, so all you will need to do is enter the address and contract number.

3. Complete the required fields, upload documents, and click Save.

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Add Team

1. Once you have included all the required positions, the validation will turn green and the section will be completed.

2. Add Team: If you have multiple contracts or multiple places of work in this country, you can add additional teams by clicking Add Team. This will allow you to differentiate between different teams you have working in the same country.

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Local Financial

If you have a local bank different from your corporate bank, please upload the bank statement in that section. It will reflect very poorly on your company if you do not, and it is discovered during your company’s review.

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View Updated Managers

1. On your original browser tab, click Refresh.

2. You will see the completion column and status column of your questionnaire update.

3. Until all of your questionnaires are certified, your questionnaire status will not update under your account status. It is advised that you do not add Place of Performance questionnaires until you actually hire people to work there.

4. When a contract officer reviews your questionnaires, you will see their status change to Locked. When a document or questionnaire is locked, you cannot edit it. But that’s good news—that means your account is being reviewed! DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

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What Next?

Your company will not be reviewed immediately.

Contract officers will review your profile only when they are considering you for a contract.

View solicitations, submit proposals, and stay in contact with your local contract office for opportunities.

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Questions?

Click the Helpdesk & Feedback button and submit a helpdesk ticket for assistance.

A Helpdesk Specialist will reply to assist you.

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