# Presentation: 168576

## Bruce Thorner
ASSYST  Contractor
May 13, 2005

***Bruce Thorner***
*ASSYST  Contractor*
***May 13, 2005***

**How To Use The Request For Quote (RFQ) System**

**National Institutes of Health Information Technology ****Acquisition and Assessment Center**

**ECS III Forum**

## Benefits Of Using ECS III

**Supporting President’s Management Agenda for eGov**
**Potential To Increase Sales Volume**
**More Opportunities To Bid On Business**
**Expedited Ordering Process**
**Easy To Use**
**Ability For Contractors To Respond Quickly**

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## Overview

**RFQ Process For Lots 1 - 5**
**Starting May 16, 2005**
**New LOT 6 Process**
**New FOC Process Starting May 16, 2005**
**How A Contractor Responds To An RFQ**
**Questions**

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## Enhancements To The RFQ Process

**All ECS III orders must now be placed using the RFQ process.**
**Lot 6 orders must be approved by the NITAAC CO prior to being placed.**
**RFQs with an exception to fair opportunity to be considered must be approved by the NITAAC CO prior to being submitted.**
**Automated RFQ process starting July 1, 2005.**

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## ECS III Request For Quote Process Flow

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## The RFQ Process For Lots 1-5 Has Not Changed

**Customer goes to the ECS III on-line system by first navigating to the NITAAC website at **_**[http://nitaac.nih.gov](http://nitaac.nih.gov/)**__**  and then clicking on the ECS III link at the top of the page.  System is then accessed by clicking on the “ECS III Quoting System” link on the left side of the screen. **_
**Customer creates and sends a detailed RFQ (Request for Quote) to the ECS III Contractors through the RFQ online quote system.**
**Contractors prepare responses to the RFQ using the ECS III system, and they are automatically sent back to the Customer for review. **
**Customer is notified via email of waiting responses, logs on to web site, reviews online quotes, makes the Best Value Decision, and prints quotes for documentation.**
**Customer converts the winning quote to an order in the ECS III system.**
**Customer provides requisition with RFQ number, NITAAC Delivery Order Authorization Number and printed quotes to own Contract Shop to place order.**
**Contract Shop faxes a copy of the Order to the Winning Contractor.**
**The winning Contractor fulfills the order.**

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## Customer Creates An RFQ Select The Lot(s) and (optionally) Attach List Of Requirements

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## Customers Can View Vendors In Each Lot And Hot Link To The Vendor’s Web Sites

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## Customer Enters The Rest Of The Information To Complete The RFQ

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## Customer Can Review Responses To All Active RFQs

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## Customer Reviews RFQ Response Summaries

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## Customer Converts The Best Value Decision To An Order

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## Enhancements Being Made For Lot 6 Orders

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## Create An RFQ With Lot 6 Selection

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## New Lot 6 Procedure

**Customer must download the ECS III Pre-Award Checklist form from the ECS III website and use to:**
**document the requirements, **
**indicate the Request for Quote (RFQ) closing/deadline date and, **
**as applicable:**
**provide an explanation of how the Lot 6 requirement will be used to support Lot 1-5 items and,**
**document the justification for an exception to FOC.**
**Customer E-mails the completed ECS III Pre-Award Checklist form to **_**[ECSIII@od.nih.gov](mailto:ECSIII@od.nih.gov)**__** or FAX to (301) 402-2431.  Be sure to include any additional Requirement Attachments and/or Security Attachments in the e-mail/FAX if they are applicable.**_
**NITAAC will distribute the RFQ to the appropriate Contractors.**
**The Contractors will reply to the Customer with quotes via e-mail.**
**Once you have made your Best Value Determination and selected a Contractor, send this information to **_**[ECSIII@od.nih.gov](mailto:ECSIII@od.nih.gov)**__** or FAX to (301) 402-2431.**_
**The NITAAC CO will review the Lot 6 order for approval.  Please be prepared to answer any questions the NITAAC CO may have regarding the order.**
**Once the order is approved, the NITAAC CO will notify the Customer and selected Contractor via e-mail of the NITAAC Delivery Order Authorization Number. **

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## By The End Of June, 2005 Enhancements Will Be Made For Lot 6 Orders That Will Automate The Manual Process

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## Enhancements Being Made For Exceptions To Fair Opportunity To Be Considered (Sole Sourcing)

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## Customer Creates An RFQ With FOC Selection (Page 1)

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## Customer Creates An RFQ With FOC Selection (Page 1)(Exception to FOC box has been checked)

## Customer Instructions For Submitting RFQ With An Exception To FOC

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## Customer Creates An RFQ With FOC Selection (Page 2)

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## FOC Reminder To Fill Out Form And Submit To NITAAC Before RFQ Can Be Released To The Vendors

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## Review Of FOC Procedure

**Customer creates RFQ and submits it as usual, remembering to check the Exception to FOC box, select applicable FOC exception and Contractor.**
**RFQ will be placed in a holding queue awaiting review by the NITAAC CO**
**Customer downloads the ECS III Pre-Award Checklist form from the ECS III website and uses it to provide an explanation of how fair opportunity to be considered is not possible.**
**Customer E-mails the completed ECS III Pre-Award Checklist form to **_**[ECSIII@od.nih.gov](mailto:ECSIII@od.nih.gov)**__** or FAX to (301) 402-2431.  Be sure to include any additional Requirement Attachments and/or Security Attachments in the e-mail/FAX if they are applicable.**_
**The NITAAC CO will review the Customer’s request.  Please be prepared to answer any questions the NITAAC CO may have regarding the order.**
**Once the order is approved, the NITAAC CO will notify the Customer via e-mail and the RFQ will be released to the selected Contractor.**
**The Contractor will respond to the RFQ using  the ECS III system.**
**When the Customer receives notification that the Contractor has responded with a quote, the Customer converts the winning quote to an order in the ECS III system. **
**Customer provides requisition with RFQ number, NITAAC Delivery Order Authorization Number and printed quotes to own Contract Shop to place order.**
**Contract Shop faxes a copy of the Order to the Winning Contractor.**
**The Contractor fulfills the order.**

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## Contractor Module:How To Respond To An RFQ

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## When You Log In To Your Vendor Account You Will Immediately See All Active RFQs You Have Received

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## Enter The Line Item Information For All Items Included In The QuoteYou Do Not Need To Enter The Totals.  They Will Be Calculated Next

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## At The Bottom Of The Screen First Click ‘Calculate Total’ And Then After Screen Is Redrawn With Totals Click ‘Submit Response’

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## Summary

**The Enhancements To The ECS III Ordering System Will Provide All Contractors The Potential To Increase Sales Volume.**
**All ECS III orders must be placed using the RFQ process.**
**Lot 6 orders must be approved by the NITAAC CO prior to being placed.**
**RFQs with an exception to fair opportunity to be considered must be approved by the NITAAC CO prior to being submitted.**
**Enhanced process will go into effect starting May 16, 2005.**

- ...Better Contracts for Better Government...