CHESS RFQ_Tutorial.pdf

HARDWARE/SOFTWARE

Request for Quote (RFQ) Tutorial

Sarah Mullins Product Lead

CHESS

March 2023

UNCLASSIFIED/Approved for Public Release

Introduction

• This briefing will introduce the Request for Quote (RFQ) process

• Requests for Quotes (RFQs) must be created by using the CHESS IT e-mart https://chess.army.mil

• You will learn:

– CHESS IT e-mart Registration

– How to create and submit an RFQ

– How to view RFQ responses from Vendors

– How to print an RFQ https://chess.army.mil/

Browser Requirements

Not RecommendedRecommended

The RFQ Process

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 RFQ Manager.

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 automa�cally 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 continued

Click “Login”

Your name and last the top-right corner of the IT e-mart

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

You will need to login to access the RFQ process.

login will appear in

Step 4 - Access the RFQ Tool

Hover over “RFx” on the Main Menu then click “Request for

Quote

You will automatically be defaulted to the Request for

Quote Index page. Proceed to the menu on the left, then click

“Create” to continue.

Step 5 - Create a New RFQ

Step 6 - Select a Category

Select a Item Type, product category and program from the drop down menus.

If your requirement is a Small Business set aside, you can check the box “Is this a small business set aside?” and it will automatically select all the small business on ITES-3H.

Step 7 - Select Vendors

Select all vendors unless the requirement meets one of the exceptions as defined in FAR 16.505 (b) or

DFARS 216.505-70.

Step 8 - Enter Requirement

(1) Name the RFQ

(3) Enter requirement and contact information (Type or cut & paste into the block)

(2) Select Agency (e.g. Army) and Activity (e.g. PEO EIS, AMC, etc.)

(4) Attach up to 5 documents (up to 5MB per file)

NOTE: Please DO NOT add an attachment with other vendor pricing!

Enter the details of your request. Provide a quantity for each product. Include sufficient information/details about your requirement so that the vendor can provide you with an accurate quote.

NOTE: You are limited to 4,000 characters. Use the file attachment feature below if you need more space.

Step 9 - Dates

Date Time Frames Acknowledge Expected Date: 2 Days

Response Expected Date: 5 Days Due Date: 5 Days

(Time frame is in business days and does not include holidays)

NOTE: The “Customer Required By Date” can be altered but we ask you follow the time frame when applicable.

To alter the “Customer

Required By Date” date click on the date.

Dates cannot equal current date.

Step 10 - Enter Shipping Info & Submit Completed RFQ

(1) Select CONUS or OCONUS from drop down menu

(2) Enter Shipping Information

UNCLASSIFIED/Approved for Public Release 17

Step 11 – Review and Answer SCRM

(2) Click “Submit” to submit RFQ

(1) Select “YES” or “NO” to the SCRM question

View of Successfully Submitted RFQ

Once your RFQ is submitted your screen will look like this. A bar at the bottom of the page will indicate that your

RFQ has been created.

NOTE: Your screen will automatically update every 90 days and auto archive outdated RFQ’s

View of Successfully Submitted RFQ

Click the “Details” tab to expand, view responses and version history

NOTE: Your screen will automatically update every 90 days and auto archive outdated RFQ’s

The RFQ Process After Submission

• The requestor and vendor will receive RFQ notifications via email from the CHESS IT e-mart

• The vendor responds to the RFQ

• The requestor receives email notifications that RFQ responses have been posted to the RFQ Manager

• The requestor logs back into the RFQ Manager to view responses

Email to Requestor

• Once your RFQ is submitted you will receive an email from the CHESS IT e-mart like the one below

Email to Vendor(s)

• Each vendor receives an email, which looks similar to this one, alerting them of your RFQ.

Requestor View of

RFQ Responses

View RFQ Responses

0/17 indicates number of vendors that have responded.

(Ex: Out of 17 Vendors 0 responded)

Ensure you are on the “RFQ

Hardware/Services Index page when reviewing responses.

Printing an RFQ

Printing an RFQ

Open the RFQ that you would like to print

Scroll down and Click the “Print” button at the bottom of the page

Questions

For information about using the CHESS IT e-mart, contact the CHESS Customer Support

Team by email at:

armychess@mail.mil mailto:armychess@mail.mil