Printable Version

ECS III Frequently Asked Questions (FAQs) and Instructions

1. What product and services are offered on the ECS III contract Lots?

2. What are the benefits of using the ECS III Quoting System?

3. Can I obtain dicsounts from ECS III contractors (that is, obtain prices that are
less than the pre-negotiated ECS III price)?

4. How do I place an order on the ECS III contract?

5. What else do I need to consider when placing my order?

6. What documentation do I need to print and keep for my official file?

7. What do I do if I have a special situation and must go sole-source?
(How do I comply with FAR 16.505(b)(2), Fair Opportunity to be Considered (FOC) for ECS III orders?)

8. Who is the Accountable Management Official (AMO)?

9. How do I place an order for a Lot 6 service on the ECS III contract?

10. How do I contact the ECS contract administrators?

1. What product and services are offered on the ECS III contract Lots?     Top

The ECS III contract offers computer hardware and software that allows government users the ability to configure systems for their specific needs. This includes sources for network and telecommunications equipment, scientific research workstations, and related warranty, maintenance, and support services. ECS III products and services are divided into the following six Lots:

Lot 1: Commercial-Off-The-Shelf (COTS) desktop, laptop and handheld computing devices (including peripherals), workstations, software, and networking equipment

Lot 2: Commercial telecommunications equipment items related to telephony (including, but not limited to network routers, switches, repeaters, and cabling)

Lot 3: Scientific research workstations, and other electronic devices and systems

Lot 4: Software (including operating systems)

Lot 5: Related warranty and maintenance services

Lot 6: Support services that provide direct support to Lots 1-5 products/services that are being (or have been) acquired under ECS III.

Lots 1 through 5 are intended to support the agency mission. However, Lot 6 is strictly intended to provide services that directly support the products in Lots 1 through 5. For more information on placing a Lot 6 order, see question # 8.

2. What are the benefits of using the ECS III Quoting System?     Top

The ECS III Quoting System provides you with an expedited ordering process through on-line real-time transactions that speed Request for Quote (RFQ) posting, response quoting, and the award process. Customer and contractor notifications are automatic and instantaneous. Quotes can be received within 3 to 5 days of the RFQ and the quote notifications come directly to your desktop via e-mail. A NITAAC "Best Value" report that allows you to easily compare quotes.

Additionally, the system's "built-in" processes help you to meet FAR ordering requirements, including Fair Opportunity to be Considered (FAR 16.505) and best value evaluations (FAR 15.101). The ECS III Quoting System supports your documentation needs. Key documentation is printable for keeping a record in your official files.

The ECS III Quoting System is easy to use. User-friendly step-by-step instructions are provided on the NITAAC website to walk you through the process.

3. Can I obtain dicsounts from ECS III contractors (that is, obtain prices that are less than the pre-negotiated ECS III price)?     Top

Yes! When using the ECS III Quoting System, you may request discounts, especially for large-volume buys in support of customer strategic sourcing initiatives. NITAAC permits its ECS III contractors to bid lower than the pre-negotiated ECS III prices and encourages them to compete for your business with their best possible prices. By submitting your Request for Quotation (RFQ) to all eligible contractors you are promoting competition. The ECS III Quoting System automatically routes your order to eligible contractors, quickly notifies you when bids are received, and even provides a best value report.

4. How do I place an order on the ECS III contract?     Top

The ECS III Quoting System was designed for ordering with ease of use in mind. Basically, you enter a list of items you want to purchase and ECS III notifies all appropriate Contractors that you have requested a quote from them. The Contractor quotes are delivered back to you via the ECS III on-line system. You will receive email notification that responses have been sent. A Best Value Report is available to assist you in your decision making process, before awarding the order. The electronic Request for Quote (RFQ) and ordering process is summarized below:

1. Enter the NITAAC ECS III Login page at http://nitaac.nih.gov/prelogin.asp?Contype=ECS3.

2. To register click Federal Customers Instant Registration. A password will be e-mailed within 24 hours.

3. Registered Customers log in by clicking Login to G-Commerce and entering their user name and password.

4. To create an RFQ, click the RFQ (Pull Down Menu), and select Create New RFQ. On the first page, check the lot(s) describing the type of items being purchased. If the RFQ requires an Exception To FOC, check that box and select the type of exception and your selected Vendor. Finally, click the Continue button.

5. On the second page, enter a Closing Date and Subject line to appear on the e-mail notification sent to the Contractors. If you already have a prepared list of items in a separate file, you can attach that file next. If you are not attaching a file, enter the list of items you wish to purchase; THEN, click the Submit RFQ button. You will be given a RFQ Number by the system.

6. Customers are notified via e-mail of Contractor responses. To review quotes, log into the web site using the same password that was assigned to you.

7. After logging in, the RFQ Status screen will be displayed, showing all open RFQs and the number of responses received for each one. Click your RFQ Number to review the Best Value Report.

8. Before making the final selection, print out the quotes received for your purchasing file. To select the winning Contractor, click the Vendor Quote Details link for the selected quote, and click the RED Convert To Order button.

9. Customers provide a requisition with RFQ number, the NITAAC Delivery Order Authorization Number (assigned when the Convert To Order button is clicked), and printed quotes to own Contract Shop to place order.

10. Your Contract Shop faxes a copy of the Order to the Winning Contractor.

5. What else do I need to consider when placing my order?     Top

When placing an order, remember to consider Federal Acquisition Regulation (FAR) compliance items such as Fair Opportunity to be Considered, through fair-minded Market Research, RFQ distribution, and Best Value Evaluations. Also, you will need to keep the appropriate documentation for the official delivery order file.

Market Research. FAR Part 10 prescribes policies and procedures for conducting market research to arrive at the most suitable approach to acquiring, distributing, and supporting supplies and services. Under the ECS III contract, once the Customer has determining his/her requirements, he/she performs market research by reviewing the electronic catalogs of the Contractors that offer the applicable Lot(s). The ECS III "Prime Contractor" list on the NITAAC website indicates which Lot(s) each Contractor offers and gives a URL for the Contractor's website. Each contractor's catalog can be accessed through the Contractor's website.

RFQ Distribution and Fair Opportunity. In order to meet the FAR requirement at FAR 16.505(b)(2) for "fair opportunity to be considered", Customers shall consider all the ECS III Contractors who offer the product or service described in the customer delivery order requirement. All qualified sources should be accessed to determine the best value to the Government for the product or service. The NITAAC ECS III Quoting System helps you to meet FAR 16.505(b)(2) by automatically disseminating the RFQ to all qualified Contractors, unless an exception to the Fair Opportunity to be Considered (FOC) requirement exists. The system also allows you to print out the quotes you receive for your records.

Best Value Evaluations. The Customer, taking into consideration price, delivery scheduling, past performance, quality, etc., performs a best value evaluation (see FAR 15.101). Using the ECS III Quoting System's Best Value Report, a best value judgment can be made by comparing all the quotations received before awarding the delivery order. If the lowest priced offer was not accepted, the Customer must document the rationale including the basis for the award and the rationale for any tradeoffs among price and non-price considerations (see FAR 16.505(b)(4)). The source selection decision should be documented in the official delivery order file.

6. What documentation do I need to print and keep for my official file?     Top

It is important to document your ordering process and the ECS III Quoting System can help make documentation easier. Using your browser menu, or the print button provided, you can print the necessary documentation for your official file. To be compliant with FAR documentation requirements, you should print the following items from the ECS III Quoting System:

RFQ (including any Security Attachments or other special requirement specifications.)

Justification for an exception to FOC, if the delivery order is non-competitive

Best Value Report

Quote from the chosen vendor

7. What do I do if I have a special situation and must go sole-source? (How do I comply with FAR 16.505(b)(2), Fair Opportunity to be Considered (FOC) for ECS III orders?)     Top

In accordance with the FAR, NITAAC provides each ECS III Contractor with a "Fair Opportunity to be Considered" (FOC) for each Delivery Order, unless one of the exceptions cited in FAR 16.505(b)(2) applies, and the appropriate Accountable Management Official (AMO) fully documents and certifies the justification citing the rationale for using one of these exceptions. NITAAC CO approval is required for all exceptions to FOC.

1. If you are citing one of the exceptions to FOC cited in FAR 16.505(b)(2) below, you will click the check box labeled Exception to FOC on the first Create an RFQ screen. A Vendor selection box will appear on the screen when you do this along with the following list of FAR 16.505(b)(2) exceptions to FOC:

Urgency	(i) The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.
Unique Source	(ii) Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.
Logical Follow-on	(iii) The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.
Minimum Guarantee	(iv) It is necessary to place an order to satisfy a minimum guarantee. (Not applicable for ECS III.)

2. Indicate which exception you are citing by clicking the button to the left of the exception and select a Vendor from the drop down list provided.

3. Enter your justification for the Exception to FOC into box 4 of the second Create an RFQ data entry screen.

4. If you are not the AMO, you can use the system to submit the RFQ to your AMO for certification. Once the RFQ is certified by the AMO, the RFQ with an exception to FOC is submitted by the system to the ECS III Contracting Officer for approval. You will receive an e-mail notice when your RFQ is approved, and the system will automatically forward your RFQ to your Vendor of choice.

5. At this point the RFQ will appear in the List of Open/Responded RFQs on your Customer RFQ Status screen. The Vendor will respond to your RFQ and you will be able to view the response by clicking the RFQ Number link on the Open RFQ screen.

6. You should print the Vendor response (Vendor Quote Details screen) and click the "Convert to Order" button to finalize the order and receive your Delivery Order Authorization Number.

8. Who is the Accountable Management Official (AMO)?     Top

The AMO is the individual within the customer's organization (NIH or external), who is empowered to obligate the Government; this individual has the authority to bind the Government to the extent of the authority delegated to him/her. The dollar threshold set forth in the individual's delegation may not be exceeded. In most cases, this individual will be the contracting officer. This individual would have control over their individual Delivery orders.

When submitting a Request for Quote (RFQ) for orders with an exception to Fair Opportunity to be Considered, the AMO must certify the order by entering their User ID, password, and e-mail address into the system.

9. How do I place an order for a Lot 6 service on the ECS III contract?     Top

Lot 6 is for the purchase of direct support services pertaining to other items that were purchased under the ECS III Contract (e.g., Lots 1-5). The items do not need to be purchased on the same order, but they must have been purchased using the ECS III contract vehicle. Please note that NITAAC Contracting Officer (CO) approval is required for all Lot 6 orders.

1. To submit an RFQ with Lot 6 items, you will complete the on-line RFQ form and submit your RFQ using the ECS III system.

2. While Lots 1 through 5 are intended to support an agency's mission, Lot 6 is strictly intended to provide services that directly support the CLINs in Lots 1 through 5. (See the diagram of the relationship between Lots 1 - 5 and Lot 6.) When entering your requirements in your RFQ, you must either have the Lot 1 - 5 item(s) that will be supported by the Lot 6 item on the same order, or you must identify the previous ECS III order number of the Lot 1 - 5 item(s) that will be supported by the Lot 6 item.

3. Once the ECS III CO has approved your Lot 6 RFQ, the RFQ will be quickly released to the ECS III Vendors by the ECS III Quoting System.

4. The Vendors will respond via the ECS III system back to you (the Customer) as they would for any other RFQ.

5. You will make your Best Value Determination and convert the selected quote to an order via the Vendor Quote Details screen.

10. How do I contact the ECS III contract administrators?     Top

If you have any questions, comments or requests, please e-mail them to ECSIII@od.nih.gov or call (888) 773-6542.