Transcript How to process a NETCENTS order

How to process a
NETCENTS order
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What is an RFQ or an RFP?
RFQ – request for quote; for product only orders
RFP – request for proposal; for product and service orders, solutions
and service orders
What do you need when issuing an RFQ or RFP?
For RFQs:
• a list of the products you need quoted
• Government cost estimate
• funding in the amount your estimate
•**No evaluation criteria is needed – they are low price technically
acceptable unless you specify otherwise
For RFPs:
• requirements document (performance based)
• evaluation criteria
• Government cost estimate
• DD254, if required
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• CDRLs, if required
• Funding in the amount of your estimate
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You have the package together, now what?
To process an order, you need to log-on to AFWAY @
https://afway.af.mil
Once in AFWAY, you’ll need to click on the NETCENTS link.
As a CO, or a buyer with your CO’s approval, request a User Profile
change to a Decentralized Contracting Officer (DCO)
Once your role has been changed to a DCO, you will have the authority
to issue RFQs and RFPs
You are now ready to begin the process!
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Just a quick note before you begin on how the portal works….
The portal works through automated e-mails that notify the contractors
of any requirements posted to the portal or changes to the requirements.
Contractors can also ask questions on the portal by selecting the “FAQ”
button at the end of the screen. When that happens, the portal will send
You an e-mail letting you know a question has been posted. You will answer
the question by opening the particular RFQ/RFP and then selecting the
“FAQ” button near the bottom of the opened RFQ/RFP page. Just update
the FAQ page with the answer and submit it. A word of caution: If the
question and response needs to be limited to the contractor that submitted it,
don’t check the box located by the “update” button; otherwise, check it and
select “Update”. The portal sends an e-mail to the contractors letting them
know that an FAQ or FAQ response has been posted.
It also sends the CO and the customer (if listed in the RFQ/RFP) e-mails
letting you know when and if a proposal or quote has been posted.
Some noteworthy information…..
*You can print the FAQ page for your files
*The
portal will not accept proposals or quotes when the due date and time
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has passed.
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And your off……….
Once you enter the NETCENTS portal and have your permissions changed,
You are ready to issue your RFQ/RFP.
Simply select the RFQ or RFP link and begin completing the template.
Some noteworthy information…..
*You’ll notice the portal assigns you a tracking number so as you get automatic
E-mail notifications, you’ll know which RFQ/RFP requires attention.
*You assign the due date and time, depending on how long you think is
reasonable for the contractors to respond back. Please note that there are
as many as 250 requests at any one time so contractors need ample time
to respond!
*You can enter instructions in the description box or attach them to the
request as a separate document.
*You can save a draft of your request and come back to it later. To activate
the request and generate an automatic e-mail notification, you must hit the
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“SUBMIT”
button.
As you complete the POC section, a note of caution: if you don’t want
the contractors to contact the customer, don’t put the customer’s information
in here. I usually put my name in as the CO and the customer or you can put
your buyer’s name here so he/she has access to the RFQ/RFP. **Having an
alternate and their associated e-mail address identified has proven beneficial
when either person is out of the office.
Once you get past the due date and time and the description box,
you’re ready to select your contractors. You have 3 choices – pick one:
•Full and Open competition – e-mail notification goes to all 8 primes
•Small Business – e-mail notification goes to the 4 small businesses
•Sole source – You must have the appropriate documentation and
approvals in the file prior to issuing a sole source RFQ/RFP
Now you are ready to attach your documents – just go to the documentation
section and select the browse button. Locate each document you want
to attach and then select the attach button.
Once you’ve attached all of your documents, hit the SUBMIT button!
Associated prime contractors, customer and contracting officer will receive
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an automatic e-mail letting you know the request has been processed.
Have Changes?
If your RFQ or RFP needs a change, you will need to open it and then
select “Edit” near the bottom of the page. You will have edit capabilities
only while the RFQ/RFP has an “Open” status. Changes are limited to
Closeout Date, Status, Description, Contact information, and attachments.
Changes should be clearly identified to the prime contractors and is
usually accomplished at the top of the Description block and a date of the
change noted. Attachments can be removed, and overwritten if the
filename(s) remain the same. To post the changes, simply scroll to the
bottom of the page and select “Save” and a notice will again be e-mailed to
all concerned parties.
What do you do now?
Answer questions if you have any.
Wait for quotes or proposals to come in……..
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How do I access the orders or proposals?
Just log back in to the NETCENTS portal and open your RFQ/RFP
**Note: Check the “Status” drop down filter for “Open”
You’ll see a tracking table that tells you when the contractors first
viewed your requirement and whether they posted a response or not.
If the portal shows a response, highlight the contractor’s name and
click on the view response button.
You can copy responses and send to the customer for reviewing
and evaluation.
Once you have the necessary documentation from your customer,
you are ready to process your order………..
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You will use your contract writing system to generate the order,
but please remember the following things…….
You need to use the contract number for the contractor you are
awarding to. Please see below:
FA8771-04-D-0002 for awards to Centech
FA8771-04-D-0003 for awards to Multimax
FA8771-04-D-0004 for awards to Northrop Grumman
FA8771-04-D-0005 for awards to NCI
FA8771-04-D-0006 for awards to Booz Allen Hamilton
FA8771-04-D-0007 for awards to General Dynamics
FA8771-04-D-0008 for awards to Lockheed Martin
FA8771-04-D-0009 for awards to Telos
You will need to use YOUR contracting office’s order number. If you
aren’t sure what your number is, you can find it by clicking on the link
below:
http://www.acq.osd.mil/dpap/dfars/ordercode.htm
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More information to make your life easier…….
You must use the CLIN structure on the basic contract
For example, if you are purchasing only products, you must use
CLIN 0003. You can have as many subCLINS as you need or you
can attach your list of products to the order, but the parent
CLIN must be 0003. Note: Refer to the contract for the various
CLINs available.
Once you solicit either ALL 8 contractors or you solicit ALL 4 small
businesses, even if you don’t receive 3 proposals, you have
met the Fair Opportunity requirements stated in Section 803.
DD350s, 2579 and other contract information for the basic contract are
posted on the NETCENTS Website which can be accessed by clicking on the
following link:
https://ossg.gunter.af.mil/aq/netcents/ContractAwards.aspx
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Once you complete the order and
make the award, e-mail the order** to:
[email protected]
Log onto the NETCENTS Portal thru
AFWAY and Register your Order, PLEASE!
**Please also mail any modifications
to your orders to the same address.
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Points of contact:
Customer Support/NETCENTS Portal Questions:
John Taylor, 334-416-5672, [email protected],
Or Pat Quinn, 334-416-5434, [email protected],
Or Dave Schmitt, 334-416-5608, [email protected]
Contracting: Cyndi Crews, 334-416-1660, [email protected]
or Francine Nix, 334-416-4555, [email protected]
or Marsha Goodman, 334-416-4773, [email protected]
Technical: Dr. William Barnes, 334-416-102, [email protected]
Or John Allegro, 334-416-3963, [email protected]
Program Manager: Dr. Melva Strang, 334-416-5323, [email protected]
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