Exhibit_A_ADMC-3_Contract_Management_Deliverables28Jun16.pdf

Computer Hardware, Enterprise Software and Solutions (CHESS) Army Desktop and Mobile Computing – 3 (ADMC – 3) Contract Management Deliverables (CMD)

Exhibit A

04/11/2016 Ver. 1

Contents

1. General Information (Applies to all reports)

1.1 CHESS Manages Data by Contract

1.2 Report Format

1.3 Report Delivery

1.4 Reports are due as follows

1.5 No Sales OT Reports required

1.6 Rejection of reports

1.7 Common Rejection Reasons

1.71 Formatting Issues

1.8 Revised Reports

1.9 File names

2. Equipment Failure Report

3. Order Transaction (OT) Report

3.1 Column A, “Contract Number”

3.2 Column B, “Order Number”

3.3 Column C, “Modification Number”

3.4 Column D, “Transaction Type”

3.5 Column E, “Date of Transaction”

3.6 Column F, “Date Transaction Cancelled”

3.7 Column G, “CLIN Number”

3.8 Column H, “CLIN Description”

3.9 Column I, “CLIN Quantity”

3.10 Column J, “GSA/Commercial/Open Market Unit Price”

3.11 Column K, GSA/Commercial/Open Market Extended Dollar Amount

3.12 Column L, “CLIN Unit Price”

3.13 Column M, “CLIN Extended Dollar Amount”

3.14 Column N “Dollar Amount of Transaction”

3.15 Column O, “Installation”

3.16 Column P, “CHESS Reference Number”

3.17 Column Q, “Ordering Contracting Office”

3.18 Column R, “Manufacturer”

3.19 Column S, “Major End Item”

3.20 Column T, “Operating System”

3.21 Column U “POC Last Name”

3.22 Column V “POC First Name”

3.23 Column W “POC Title”

3.24 Column X, “Telephone Number”

3.25 Column Y, “E-mail Address”

3.26 Column Z, “End User Service or Agency”

3.27 Column AA, “Army Activity (Command)”

3.28 Column AB, “Comments”

3.29 Column AC, “Vendor Reported Total for this file”

3.30 Column AD, “Contract Sales to Date”

3.31 Column AE, “File Name”

3.32 Column AF, “Shipping Item Palletization (SIP)”

4. Vendor Status (VS) Report

5. Order Transaction (OT) Definition

6. Vendor Status (VS)

1. General Information (Applies to all reports)

1.1 CHESS Manages Data by Contract

The ADMC-3 vendors must maintain and submit all appropriate reports as per the contract requirements. Vendors with more than one contract with CHESS must maintain contract data integrity by submitting and managing separate reports for each contract.

CHESS will not accept mixed contract data submitted in the same report.

1.2 Report Format

• All reports shall be submitted using Microsoft Excel. 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 characters such as apostrophes and whitespace.

• All reports 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.)

• No macros, links, drop-down lists, 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 numbers) may need to be formatted as “general” to avoid converting number values to text.

• NO NULL 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.

1.3 Report Delivery

• All reports shall be emailed as attachments to:

usarmy.belvoir.peo-eis.list.pdchess-esi@mail.mil as per most recent direction from

CHESS.

• Compress/zip large files. The file extension .zip cannot be used. Rename .zip files to .xxx.

• In the body of the email the following totals shall be identified:

- Total value since inception

- Total value of the report being submitted (Sum of column M, CLIN Extended

Dollar Amount)

- Total value change since last accepted report mailto:usarmy.belvoir.peo-eis.list.pdchess-esi@mail.mil

1.4 Reports are due as follows

• Order Transaction (OT) and Vendor Status (VS) reports are due by close of business

(COB) on the 10th of each month. 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. 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.

1.5 No Sales OT Reports required

• A report is still required by 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.

• Submissions for negative reports must include “NO SALES” at the beginning of the subject line of the email and the body of the email should indicate that the vendor is reporting no sales during the time period.

1.6 Rejection of reports

• Vendor’s OT reports will be loaded via an automated process. Therefore, CHESS reserves the right to reject reports submitted by the vendor if necessary. Possible reasons for rejection are missing information or formatting issues. Report submissions must meet the formatting guidelines provided in this document. Each report will be checked by CHESS for content as well as formatting. If CHESS 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.

• CHESS will advise the vendor within a reasonable amount of days of 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 by CHESS until all the required corrections have been made and CHESS has notified the vendor that the revised report is accepted.

1.7 Common Rejection Reasons

1.71 Formatting Issues

• File not in Excel Spreadsheet (Version 97-2003) or .xlsx format

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

• Incorrect naming convention of the OT Report

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

• Spreadsheet contains macros, links, etc.

• The OT report sheet name should read “Sheet1” and should be the first sheet in the workbook. Mislabeled or incorrectly placed sheets will result in rejection.

1.7.2 Data Issues

• Missing “Required” data (e.g. Contract Number)

• Data type is incorrect for the column (e.g. A number is saved as “text” format in column Quantity or alpha-numeric values in a numeric column)

• Data exceeds maximum length acceptable for column(s)

• Date is presented in the incorrect format or date does not exist (e.g. 31-Feb-2015)

• 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 Service/Agency, Army Activity, Installation, Contracting Office, Major End

Item, State or Country Code/Value

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

• Duplicate Orders:

- Order with different transaction dates and no Mod associated with it

- Two rows containing the same Contract Number, Order Number, Mod

Number, Transaction Date, CLIN, Item Description, CLIN Quantity, CLIN Unit Price, and CLIN Extended Dollar Amount.

TABLE 1

EXAMPLE OF HOW TO REPORT ORDERS AND MODS

Row Contract Number

Order Modification Transaction Date of Transaction

Date

Cancelled

CLIN

Number

GSA Unit Description Quantity Price

2 W91QUZ-06-D-0000 119

3 W91QUZ-06-D-0000 119

4 W91QUZ-06-D-0000 119 1

5 W91QUZ-06-D-0000 119 2

DO

DO

DO

DO

Hardware 25 Hardware 25 Hardware 5 Hardware -5

GSA

Extended

Dollar Amount 5000.00 15000.00 -500

CLIN

Unit Price

100.00 500.00 100.00 100.00

CLIN

Extended Dollar Amount Dollar of Transaction Amount

2500.00 15000.00

12500.00 15000.00

Installation RFQ Number Number Number Type

500.00

FORT BELVOIR 9969996

FORT BELVOIR 9969996

FORT BELVOIR 9969996

FORT BELVOIR 9969996

DO NOT INCLUDE THIS ROW Total amount of order 119:

500.00 -500.00 15000.00

NOTES:

*** All Orders and Mods should be treated as a separate transaction.

Row New Order 119 Row Mod to order 119 adding 5 monitors to original order Row Mod 2 of order 119 reduces quantity and dollar amount from total order

TABLE 2

EXAMPLE OF CANCELLED TRANSACTION

Contract Number

Order Modification Transaction Date of Transaction

Date

Cancelled

CLIN

Number

CLIN

Description Quantity

GSA Unit Price

GSA

CLIN

Row

2 W91QUZ-06-D-0000 119

3 W91QUZ-06-D-0000 119

DO

DO

15-Jan-10 20-Feb-10 1019AA 15-Jan-10 20-Feb-10 1019AA

Hardware 25 Hardware 25

Unit Price Amount

5000.00 100.00

15000.00 500.00

CLIN

Extended Dollar Amount Dollar of Transaction Amount

2500.00 15000.00

12500.00 15000.00

15000.00

Installation RFQ Number Number Number Type

FORT BELVOIR 9969996

FORT BELVOIR 9969996

DO NOT INCLUDE THIS ROW Total amount of order 119:

NOTES:

To cancel an order, simply add the date cancelled into "Date Transaction Cancelled" column. Nothin else should change.

TABLE 3

EXAMPLE OF DUPLICATE ORDER

Contract Number

Order Modification Transaction Date of Row

Date

Cancelled

CLIN

Number

GSA Unit Description Quantity Price

GSA

Extended

Dollar Amount 5000.00 36000.00 6500.00

CLIN

Unit Price

CLIN

Extended Dollar Amount Dollar of Transaction Amount

2500.00 32500.00

30000.00 32500.00

6000.00 32500.00

32500.00

Installation RFQ Number Number Number Transaction

2 W91QUZ-06-D-0000 2569

3 W91QUZ-06-D-0000 2569

4 W91QUZ-06-D-0000 2569

DO

DO

DO

15-Jan-10 25-Jun-09 5-Nov-08

1019AA

1010AA

1013AA

Hardware Hardware Hardware

200.00 600.00

100.00 500.00

ATEC - DREN

ATEC - DREN

ATEC - DREN

7775777 7775777 7775777

DO NOT INCLUDE THIS ROW Total amount of order 2569:

NOTES:

Order number 2569 was recorded with three different dates. This would cause the file to be rejected.

EXAMPLE OF DUPLICATE ORDER II

Order Modification Transaction Date of Date

CLIN CLIN

CLIN

GSA Unit CLIN GSA Extended Extended Dollar Amount

Dollar of Transaction Installation RFQ Number

DO NOT INCLUDE THIS ROW Total amount of order 2500:

NOTES:

Order number 2500 contains the same values for all columns. To make the rows unique, enter a serialized number in the S.I.P. column

TABLE 4

EXAMPLE OF HOW TO MAKE CORRECTIONS

CLIN

GSA Unit CLIN GSA Extended Extended Dollar Amount

Dollar of Transaction Installation RFQ Number

DO NOT INCLUDE THIS ROW Total amount of order 2569: 30250.00

NOTES:

Order number 2569 as originally entered. Unit price for the 22' Monitor was entered incorrectly.

CLIN

GSA Unit CLIN GSA Extended Extended Dollar Amount

Dollar of Transaction Installation RFQ Number

DO NOT INCLUDE THIS ROW Total amount of order 2569: 30250.00

NOTES:

Vendor corrects the unit price and corrects columns "CLIN Unit Price & CLIN Extended Dollar Amount." Submit with next OT Submission.

Number Number Number Type Transaction Cancelled Number Description Quantity Price Unit Price Dollar Amount Amount 2 W91QUZ-06-D-0000 2500 DO 15-Jan-10 1019AA Hardware 1 200.00 100.00 200.00 100.00 300.00 SOCSOUTH 1085963 3 W91QUZ-06-D-0000 2500 DO 15-Jan-10 1019AA Hardware 1 200.00 100.00 200.00 100.00 300.00 SOCSOUTH 1085963 4 W91QUZ-06-D-0000 2500 DO 15-Jan-10 1019AA Hardware 1 200.00 100.00 200.00 100.00 300.00 SOCSOUTH 1085963

Number Number Number Type Transaction Cancelled Number Description Quantity Price Unit Price Dollar Amount Amount 2 W91QUZ-06-D-0000 2569 DO 15-Jan-10 1019AA Hardware 25 20.00 10.00 500.00 250.00 30250.00 ATEC - DREN 7775777 3 W91QUZ-06-D-0000 2569 DO 15-Jan-10 1010AA Hardware 60 600.00 500.00 36000.00 30000.00 30250.00 ATEC - DREN 7775777

Number Number Number Type Transaction Cancelled Number Description Quantity Price Unit Price Dollar Amount Amount 2 W91QUZ-06-D-0000 2569 DO 15-Jan-10 1019AA Hardware 25 200.00 100.00 5000.00 2500.00 30250.00 ATEC - DREN 7775777 3 W91QUZ-06-D-0000 2569 DO 15-Jan-10 1010AA Hardware 60 600.00 500.00 36000.00 30000.00 30250.00 ATEC - DREN 7775777

• No summary or summed cells at the bottom of columns or at the end of rows. The OT report should contain raw data only.

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).

• The file name format when submitting revised files must follow the file name format stipulated for each report (Order Transaction, Vendor Status) with the addition of (Rev) immediately preceding the file extension .xls. For example, the first revision of an OT report would be named:

CONTRACTNUMBER_OT_YYYY_MM_DD_20161REV1.XLSX OR .XLS

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

1.9 File names

• File names must not exceed 50 characters. The date in the file name should be the date that the report is due. This date should not change when submitting revisions.

• Reports are due on the 10th of each month and will be quarterly cumulative reports.

After a fiscal year quarter has completed, the vendor will begin a new cumulative report. The cumulative number will be indicated with the fiscal year (four digits) and the quarter (single digit). A sample of file names over the course of a fiscal year are as follows (each grouping represents a new cumulative file):

File Contains: File Name:

FY15 Jul, Aug, Sep W91QUZ-16-D-0099_OT_2015_10_10_20154 FY16 Oct W91QUZ-16-D-0099_OT_2015_11_10_20161 FY16 Oct, Nov W91QUZ-16-D-0099_OT_2015_12_10_20161 FY16 Oct, Nov, Dec W91QUZ-16-D-0099_OT_2016_01_10_20161REV2 FY16 Jan W91QUZ-16-D-0099_OT_2016_02_10_20162 FY16 Jan, Feb W91QUZ-16-D-0099_OT_2016_03_10_20162 FY16 Jan, Feb, Mar W91QUZ-16-D-0099_OT_2016_04_10_20162 FY16 Apr W91QUZ-16-D-0099_OT_2016_05_10_20163 FY16 Apr, May W91QUZ-16-D-0099_OT_2016_06_10_20163REV1 FY16 Apr, May, Jun W91QUZ-16-D-0099_OT_2016_07_10_20163 FY16 Jul W91QUZ-16-D-0099_OT_2016_08_10_20164 FY16 Jul, Aug W91QUZ-16-D-0099_OT_2016_09_10_20164 FY16 Jul, Aug, Sep W91QUZ-16-D-0099_OT_2016_10_10_20164REV3

• The (rev1, rev2, etc.) is only required if the vendor is re-submitting due to errors.

• Current file name must be in the file name column within the report, all rows should be populated with this file name

• Government Quarters are defined as follows:

- Quarter 1: October through December

- Quarter 2: January through March

- Quarter 3: April through June

- Quarter 4: July through September

2. Equipment Failure Report The equipment failure report shall be submitted on an as requested basis. A sample format is provided below. The 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.

EQUIPMENT FAILURE REPORT

Call # OEM Model # Part # Product Description

Failure Description

Problem Notification

Date

Resolution Problem Resolution

Date 1234 Thompson FT12345 45678 Pentium 4 Laptop Battery overheating dd/mmm/yy Replaced battery dd/mmm/yy

3. Order Transaction (OT) Report

• The OT report provides monthly sales data that populates the CHESS 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 each month on the 10th. 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 COB 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.

• The file name format for the first OT report is:

ContractNumber_OT_yyyy_mm_dd_yyyyq.xls. Due to the limitations of Excel, and for optimal processing speeds, the cumulative periods will encompass fiscal year quarters. Subsequent files shall be named using the fiscal year and the quarter being reported as such: ContractNumber_OT_yyyy_mm_dd_yyyyq.xls

• CHESS matches order data in the OT report with the Vendor Status (VS) report therefore, order numbers must match between the OT and VS reports.

• The report may be requested in .csv format at any time by CHESS.

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

• The email message that forwards the OT report must include the total dollar value of the cumulative OT report being submitted (Sum of column M, CLIN Extended Dollar Amount). For all subsequent cumulative reports, the email message must include the total dollar value of sales to date and the total dollar value of the cumulative OT report being submitted. The value stated in the email message will be used to match the sales dollars in CHESS’ database after the load process. If the total dollar value stated in the email message does not match the total of the line items in column M (CLIN Extended Dollar Amount) from the OT report, the report will be rejected and returned to the vendor for correction.

• Since the OT report is cumulative vendors may correct previously reported information in subsequent reports (see Section 1. General Information, Revised Reports above and examples below) such as:

- Canceling a transaction or a mod to a transaction previously reported

- Correcting dollar amounts previously reported

- Correcting products previously reported

3.1 Column A, “Contract Number”

• Enter the Contract Number including hyphens. (e.g. W91QUZ-06-D-XXXX).

Contract numbers that are formatted incorrectly will be rejected (e.g.

‘W91QUZ06DXXXX’ or ‘W91QUZ-06-D-XXXX’ (note the spaces at the end).

• The same Contract Number must be entered in every transaction row.

3.2 Column B, “Order Number”

• Enter the delivery order number. Must be unique when combined with columns Contract Number, Transaction Date, CLIN, Item Description, CLIN Quantity, CLIN Unit Price, CLIN Extended Dollar Amount, and Shipping Item Palletization.

3.3 Column C, “Modification Number”

• Required when reporting mods. This may be a vendor or customer assigned number.

Mod numbers indicate that a previously reported transaction has been changed by a customer (e.g. 1, P0004).

• Report mods that change quantities, dollar values or products.

• Mods must reflect the date of the mod NOT the original transaction date.

• DO NOT change original transaction dates to reflect mod dates.

• Cancellations are NOT considered mods (see instructions for column F below).

• If OR no mods leave blank.

3.4 Column D, “Transaction Type”

• Enter CC for a credit card purchase or DO for a Delivery Order/Paper Order.

3.5 Column E, “Date of Transaction”

• Must reflect the effective date of the order. For example: 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.g. 14-FEB-2006)

3.6 Column F, “Date Transaction Cancelled”

• Must contain the date that an order or mod was cancelled. (e.g. 14-FEB-2006)

• If an entire order is cancelled, including all associated mods, all rows associated with the order must include the date cancelled.

• A mod may be cancelled without cancelling the rest of the order. The date cancelled must be entered only in the rows for the mod being cancelled.

• When canceling an order or mod no dollar values or quantities should change.

Those numbers should remain the same. Do not change them to a negative number or a zero.

3.7 Column G, “CLIN Number”

• Consolidated Buy (CB) Contract Line Item Numbers (CLINs) must be used when reporting CB transactions

- Base Product CLINs (e.g. 1010AA, 1010AB, 1010AC) should only be used for the items in a transaction that report the quantity of desktops or notebooks sold on that transaction.

- Base Product CLINs must NOT be used when reporting options or upgrades.

Using base product CLINs for options/upgrades causes inflated calculation of how many CB desktops and/or notebooks were sold. Only use CB Option/Upgrade CLINs when options/upgrades are called out separately when reporting a CB transaction.

• Contract Line Item Number (CLIN) Unique contract identifier of item being ordered (as identified in contract, e.g. product number, manufacturer part number).

3.8 Column H, “CLIN Description”

• A short description of the item/CLIN that was purchased (OEM, Make, Model).

3.9 Column I, “CLIN Quantity”

• Quantity of item being ordered. Cannot be left blank or be zero (0).

3.10 Column J, “GSA/Commercial/Open Market Unit Price”

• Unit Price from vendor’s GSA Schedule contract.

• 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)

3.11 Column K, GSA/Commercial/Open Market Extended Dollar Amount

• Total Price from vendor’s GSA Schedule contract.

• Extended Dollar Amount = (Quantity x GSA unit price).

• Do not round up to whole dollars and use only two decimal places to indicate

“cents.” (e.g. 10125.15)

3.12 Column L, “CLIN Unit Price”

• 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)

3.13 Column M, “CLIN Extended Dollar Amount”

• Extended Dollar Amount = (CLIN Quantity x CLIN unit price).

• Do NOT round up to whole dollars and only two decimal places to indicate “cents.”

(e.g. 10125.15)

3.14 Column N “Dollar Amount of Transaction”

• The dollar amount reflected in Column N (Dollar amount of Transaction) must equal the sum of column M (CLIN Extended Dollar Amount) where all order and mod values are the same.

• The dollar amount of the transaction must be repeated in every row containing the same order and mod number combination associated with the transaction in Column N.

• Do NOT round up to whole dollars and only two decimal places to indicate “cents.”

(e.g. 10125.15)

3.15 Column O, “Installation”

• Enter Installation name (e.g. Fort Belvoir). Select from ‘Installation List’ list located at https://chess.army.mil/Static/SRV_ARMY_ACT. If other than Army, enter installation name.

• Required if column “Z” equals “USA.”

3.16 Column P, “CHESS Reference Number”

• The CHESS Reference number (RFQ number or Reserve Auction (RA) number) from the CHESS website that correlates to the vendor order number (e.g. 123456, NOT RFQ-123456).

• Enter “AE” for award via email and “FB” for award via FedBid.

3.17 Column Q, “Ordering Contracting Office”

• Enter the ordering Contracting Office executing delivery order. Select from Ordering

Contracting Office List located at https://chess.army.mil/Static/SRV_ARMY_ACT.

If other than Army, enter name of Ordering Contracting Office.

3.18 Column R, “Manufacturer”

• Name of Original Equipment Manufacturer (OEM).

3.19 Column S, “Major End Item”

• A final combination of end products ready for its intended use (e.g. standard desktop, lightweight notebook, tablet/slate, etc.) Select from Major End Item List located at https://chess.army.mil/Static/SRV_ARMY_ACT.

3.20 Column T, “Operating System”

• Operating System installed. Naming convention is first 3 letters of OS, + version number (e.g. Win10, IOS9, etc.)

3.21 Column U “POC Last Name”

• Ship-to Customer’s Last Name

3.22 Column V “POC First Name”

• Ship-to Customer’s First Name https://chess.army.mil/Static/SRV_ARMY_ACT https://chess.army.mil/Static/SRV_ARMY_ACT

3.23 Column W “POC Title”

• Ship-to Customer’s Title (e.g. COL, Mr. Mrs., Ms., etc.)

3.24 Column X, “Telephone Number”

• Ship-to Customer’s telephone number. (e.g. 9999999999)

3.25 Column Y, “E-mail Address”

• Ship-to Customer’s e-mail address

3.26 Column Z, “End User Service or Agency”

• Use the abbreviation from the Service/Agency code list found at the following link:

3.27 Column AA, “Army Activity (Command)”

• Must be completed if column Z indicates “USA” (USA = United States Army).

• Use the abbreviation from the Army Activity List located at

• Must be blank if column Z is other than “USA.”

3.28 Column AB, “Comments”

• Free text for vendor/reseller notes.

3.29 Column AC, “Vendor Reported Total for this file”

• The sales on contract that are included in the current file being submitted.

• This should amount to the sum of column M ‘CLIN Extended Dollar Amount’ (e.g.

10125.15).

• All rows in this column should contain identical values.

• If the amount differs from the sum amount or contains more than a single value for all rows, an error will occur.

3.30 Column AD, “Contract Sales to Date”

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

• This number should be a cumulative sum of all sales since contract award.

• All rows in this column should contain identical values.

3.31 Column AE, “File Name”

• File name shall follow the correct file naming convention and should be the same name for all rows.

• File names in this column must match document file name.

• The file name should change with each submission to include revisions. (e.g.

ContractNumber_OT_yyyy_mm_dd_20161(Rev1).xls)

• All rows in this column should contain identical values

3.32 Column AF, “Shipping Item Palletization (SIP)”

• If two rows exist that are being duplicated, distinguish here (e.g. 1, 2, 3, 4; or different serial numbers; or different shipping addresses).

4. Vendor Status (VS) Report

• The Vendor Status report provides delivery status of individual delivery orders. 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 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 close of business (COB) 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.

• The file name format for the VS report is ContractNumber_VS_yyyy_mm_dd.xls

• CHESS matches the VS report with the Order Transaction report to update vendor status information therefore, order numbers must match between the two reports.

• CHESS 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). Corrected reports must be resubmitted in their entirety. (See Section 1. General Information, Revised Reports)

5. Order Transaction (OT) Definition

Excel Column Column Name Format Required Comments

A Contract

Number

Alphanumeric (21)

Y

Enter the Contract Number including dashes.

e.g. W91QUZ-06-D-XXXX. The same Contract Number must be entered in every transaction row.

B Order Number Alphanumeric (50) Y Enter the delivery order number. Must be unique when combined with the contract number. If no sales leave blank.

C

Modification

Alphanumeric (30)

Y*

* Required only when reporting mods. NOTE: This may be a vendor or customer assigned number. Mod numbers indicate that a previously reported transaction has been changed by a customer. (e.g. 1, P0004) If no sales or no mods leave blank.

D Transaction Type Alphanumeric (2) Y CC = Credit Card, DO= Delivery Order/Paper Order

E

Date of

Transaction

DD-MMM-YYYY

Date of the order or modification (e.g. 14-FEB-2006) 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.

F

Transaction Cancelled

DD-MMM-YYYY Y* * Required for cancelled transactions. Order must be cancelled in its entirety. Do not enter filler values such as ‘N/A’ (e.g. 14-

FEB-2006)

G

CLIN Number

Alphanumeric (39)

Contract Line Item Number (CLIN) Unique contract identifier of item being ordered (as identified in contract, e.g. product #, manufacturer part #)

H CLIN

Description Alphanumeric (250) Y A short description of the item/CLIN that was purchased.

(Example: OEM, Make, Model) I CLIN Quantity Number (7,0) Y Quantity being ordered. Cannot be left blank or be Zero (0).

J

GSA/Commercial/ Open Market Unit Price

Number (12,2)

Unit Price from vendor’s GSA/Commercial/Open Market Schedule contract. 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.

K

GSA/Commer cial/Open Market

Total Price from vendor’s GSA/Commercial/Open Market Schedule contract. Extended Dollar Amount = (Quantity x GSA unit price). Do not round up to whole dollars and use only two decimal places to indicate “cents.” (e.g. 10125.15)

L CLIN Unit

Price

(11, 2)

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

CLIN Extended Dollar Amount

Number (11,2)

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

N 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)

O Installation

Alphanumeric (50)

*Required if column “Z” equals “USA.” Installation of End User/Requiring Activity. Select from ‘Installation List’ list located at https://chess.army.mil/Static/SRV_ARMY_ACT

P CHESS Ref

Alphanumeric (50)

Enter CHESS IT e-mart RFQ or RA number (Reference Number “123456”). Enter “AE” for award via email and FB for award via FedBid.

Q

Ordering

Contracting Office

Alphanumeric (100)

*Required if column “Z” equals “USA.” Ordering Contracting Office executing delivery order. Select from Ordering Contracting Office List located at https://chess.army.mil/Static/SRV_ARMY_ACT. If other than Army, enter name/address of Contracting Office.

R Manufacturer Alphanumeric (100) Y Name of Original Equipment Manufacturer (OEM)

S

Major End Item

Alphanumeric (20)

A final combination of end products ready for its intended use (e.g. standard desktop, lightweight notebook, tablet/slate, etc.).

Select from Standardized Major End Item code list located at https://chess.army.mil/Static/SRV_ARMY_ACT

T Operating System Alphanumeric (100) Y Operating System installed. Naming convention is First 3 letters of OS, + version number (e.g. Win7, iOS8, etc.)

U POC Last Name Alphanumeric (50) Y Ship to Customer’s Last Name

V POC First Name Alphanumeric (50) Y Ship to Customer’s First Name

W POC Title Alphanumeric (50) N Ship to Customer’s Title (e.g. COL, Mr., Ms., etc.)

X Telephone Number Alphanumeric (50) Y Ship to Customer’s telephone number. (Format: 9999999999)

Y Email address Alphanumeric (100) Y Ship to Customer’s email address

Z End User Service or Agency

Use the abbreviation from the Service/Agency/Country code list found at the following link:

AA Army Activity

(Command)

* Required if column “Z” equals “Army”. Use the abbreviation from the Army Activity list located at

Leave blank if column “Z” is not USA (Army) AB Comments Alphanumeric (250) N Free text for vendor/reseller notes.

AC

Vendor Reported total for this file

(12, 2)

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 M “CLIN Extended Dollar Amount.”

AD Contract Sales to date

(12, 2)

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.

AE

File Name

Alphanumeric

(50)

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. (e.g.

ContractNumber_OT_yyyy_mm_dd_20161Rev1).xls)

AF

Shipping Item Palletization

(SIP)

Alphanumeric (50)

N If two rows exist that are duplicated, distinguish here

(SIP)

6. Vendor Status (VS)

Excel Column Column Name Format Required? Comments

A Contract Number Alphanumeric (21) Y Enter the Contract Number including dashes.

E.g. W91QUZ-06-D-XXXX

B Order Number Alphanumeric (30) Y Must match a previously reported order.

C Order Mod Number Alphanumeric (25) Y* * Required when reporting status on a mod

D Date Received by Vendor DD-MMM-YYYY Y Date order or mod was received by the vendor (e.g. 14-FEB-2006)

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 “services” M Service Completion Date DD-MMM-YYYY N Applies to orders related to “services” N Comments Alphanumeric (250) N Free text O CHESS Reserved 1 Alphanumeric (250) N Reserved for Product Leader P CHESS Reserved 2 Alphanumeric (250) N Reserved for Product Leader