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National Institutes of Health Information
Technology Acquisition and Assessment Center
Electronic Commodities
Store III
Kick Off Business Meeting
Victor E. Powers
Program Director, NITAAC
January 30, 2003
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Reporting Requirements
ECS-III reporting for better business,
revenue, and accountability
ECS-III Kickoff Meeting 2
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Reporting Requirements
Bi Weekly Sales Report due by
the Friday following the sales
reporting period
Copy of Check
Monthly Check Report due by the
10th of the month
Negative report stating “No
Sales” is required if there were
no sales for the reporting period
ECS-III Kickoff Meeting 3
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Sales Report Requirements
Reports should Include:
• Sales to NIH
– Record of Call
– Purchase Order
– Credit (Purchase) Card
• Sales to External Federal Agencies
• All Modifications to Task Orders and Delivery Orders
ECS-III Kickoff Meeting 4
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Monthly Check Report
During FY 2002, NITAAC processed over 300 checks covering
12,000+ orders
This Fiscal Year we have received 110 checks covering 4,296
orders
The original of the check is sent to the Cashier’s Office in
Building 31 where thousands of checks are processed every
year.
In order to ensure proper identification of the checks, it is
imperative that the following information be included on the
original check:
– NITAAC
– Contract Name (ECS-III, ECS-II)
– Contract Number
– Appropriation/Can Number: 4554/0440
ECS-III Kickoff Meeting 5
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Suggested Check Format
1913
XYZ Corporation THE BANK OF NEW YORK
BAYSIDE, NY 11361
123 Main Street
Rockville, Maryland 20852 1/27/2003
PAY TO THE
ORDER OF NIH, OFM, Cashier’s Office $ **300.00
Three Hundred and 00/100******************************************* DOLLARS
NITAAC
Contract Name – ECS-III
Contract Number – 263-03-D-0001
MEMO 4554/0440 e ntrac r
J o Co to
Mail Check to: NIH, OFM, FSB
Building 31, Room B1B23
31 Center Drive, MSC 2054
Bethesda, MD 20892-2054
ECS-III Kickoff Meeting 6
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Suggested Check Stub Format
Your Invoice Invoice Date Invoice Amount Paid Discount Net Check
No. Amount Taken Amount
Ref. No.
01913 1% Fee 12/20/02 300.00 300.00 0.00 300.00
NITAAC
Contract Name – ECS-III
Contract Number – 263-03-D-0001
4554/0440
TOTALS 300.00 300.00 0.00 300.00
ECS-III Kickoff Meeting 7
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Monthly Check Report
Things to Remember:
• Contractors on more than one NITAAC Contract, should submit a
separate check for each contract.
• NITAAC contractors should not make partial payments of the fee.
• The entire fee for each funding document should be included in the
first invoice to the customer.
• A photocopy of the check must be faxed, mailed, e-mailed or
delivered to the Financial Team & the Contracting Officer.
• A check should be sent by the 10th of the month for fees collected
from customer agencies. Federal Law and the contract expressly
prohibit the retention of the NIH fee by contractors.
ECS-III Kickoff Meeting 8
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Monthly Check Report
Things to Remember:
• Prompt Payment of the NIH fee is a requirement of
the contract, and will be considered in the
evaluation of Past Performance.
• Proper procedures to track the collection of the NIH
fee from the customers will ensure that the
contractor is in compliance with the contract.
ECS-III Kickoff Meeting 9
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Monthly Check Report
Things to Remember:
The contractor should include the following on their
Check Report:
– List all Delivery Orders paid on this check
NIH Authorization Number and
Customer Agency Order Number
– List all Modifications to Delivery Orders paid on this check
as separate line items on the report
ECS-III Kickoff Meeting 10
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Best Practices to Ensure Effective Reporting
Proper and complete reporting of sales is integral to
good past performance evaluations which can be
accomplished by the contractors:
– Having procedures in place to ensure all sales &
modifications by their marketing and sales reps are
reported to the individual responsible for the
weekly/monthly sales report
– Instructing customers to always send a copy of orders
and all modifications to the NITAAC finance team
ECS-III Kickoff Meeting 11
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Finance Team Assignments for ECS-II
CAMILLA JEFFRESS PRAHLAD MATHUR KENT ALSTON
Macroland Applied Computer T echnology Advaced Computer Enhancement
ComPu Com Systems, Inc. CDW-Government
Management Systems Designers,
CSR Daly Computers, Inc.
Inc.
DPC T echnologies, Inc.
Planning Technologies, Inc. Digicon Corporation
Dynamic Decisions, Inc.
Executive Information Systems formerly
The Presidio Corporation ECS T echnologies, Inc.
Management Systems Applications
Edgemark Systems, Inc.
Force 3, Inc.
Federal Computer Corporation
GCG Computers, Inc.
Federal Services, Inc.
ICN (e-Plus)
SONYA LLOYD-HOBBS Friendship Computers
GTSI Fuentez Systems Concepts, Inc. Intelligent Enterprise Solutions formerly
NorthStar Systems, Inc.
GovConnection, Inc. formerly Logicon, FDC (Northrop Grumman
Comteq Federal IT) Laptops Towson, Inc.
Native American Sales McBride and Associates
i-GOV.com formerly Microage
McBride Enterprise Solutions
Intelligent Decisions, Inc.
Multimax, Inc.
Logicon, DPC SHERYL OSIENE
CompUSA PlanetGov
Logicon, FDC formerly Sylvest
Management System, Corp. OAO Corporation Raytheon Data Systems
SOZA International, Ltd. Pulsar Data Systems Telestar Corporation
Unisys Corporation
World Wide Technology
ECS-III Kickoff Meeting 12
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Finance Team Assignments for ECS-III
CAMILLA SHERYL OSIENE SONYA LLOYD- PRAHLAD MATHUR KENT ALSTON
JEFFRESS AVR Enterprises, HOBBS Compucom Systems CDW-G
Inc. Automation Research Northern NEF
A & T Systems CHM Computer Hi
Dell Marketing L.P. Systems, Limited Corporate Systems
Bay State Tech Management
DLT Solutions (ARS) Resources Inc. lnc.
Computers, Inc Comark Government
Dynamics Systems Dynamic Decisions, Daly Computers, lnc.
Compaq Federal, Government & Education Sales, Inc.
LLC Acquisitions Inc. (Insight) DIGICON
FCN
Corporation
Converge Networks GovPlace Countertrade Fuentez Systems
Corp James River Tech Products Inc. Force 3 Inc
Concepts, Inc.
Inc. DataT ech Enterprise Government Micro Intelligent
Digital Management
LTI DataComm Inc. Resources Enterprises
Eyak Technology Solutions, LLC
Mobile Computer GovConnection, Inc. Native American
LLC
Corp. GTSI Systems McBride Enterprises
Global TechPro LLC Native Technologies Solutions, Inc.
iGov.com PC Specialist
Lockheed Martin Inc. Information Inc.dba: Technology Multimax
Management Northrop Grumman Technology Integration Group PlanetGov Inc.
Computing Systems, Engineering Inc.
System Designers, Severn Companies, Sigma
Inc.
Inc. Intelligent Decisions lnc. Sterling Computers
Panamerica
Micro Warehouse Computer, Inc. Knowledge SMF Systems Corp Corp.
Information Solutions Snell Enterprises
Net Star Pulsar STG
Inc. Transsource
PC Mall Gov World Wide Telestar Corporation
Metalloy Industries, Inc. Computers
Technology
Phoenix Systems Soza Westwood
The Presidio ECS-III Kickoff Meeting
Computers 13
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Monthly Check Report
Vendor RFQ System Features
Check calculator—provides a list of all unpaid orders
Vendors unpaid orders and fees report
Vendors paid orders report
Contractors must verify paid and unpaid orders.
ECS-III Kickoff Meeting 14
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Vendors Unpaid Orders and Fee Calculator
ECS-III Kickoff Meeting 15
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Vendors Paid Orders Report
ECS-III Kickoff Meeting 16
Nati onal Inst itutes of Heal th
Information Technology Acquisi tion and Assessment Center
Dollar$
Make
ense $
ECS-III Kickoff Meeting 17
