; Free Excel Purchase Order Tracking Template
Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out
Your Federal Quarterly Tax Payments are due April 15th Get Help Now >>

Free Excel Purchase Order Tracking Template

VIEWS: 2,112 PAGES: 12

Free Excel Purchase Order Tracking Template document sample

More Info
  • pg 1
									                                                                                             DTFAWA-09-R-00002
                                             PART I – SECTION C
                                            STATEMENT OF WORK

C.1.0 Introduction and Overview .................................................................................... 1
C.2.0 Scope of Work ...................................................................................................... 2
C.3.0 Requirements ....................................................................................................... 2
  C.3.1 Contract Line Items ........................................................................................ 2
      C.3.1.1    Software Maintenance, Service Agreements ...................................... 2
      C.3.1.2    Licenses, Licensing Programs ............................................................ 3
      C.3.1.3    Software Upgrades, New Versions, New Products ............................. 3
  C.3.2 Software License Tracking ............................................................................. 3
  C.3.3 Warranties ..................................................................................................... 3
  C.3.4 Configuration Management ............................................................................ 4
  C.3.5 Brand-name Products .................................................................................... 4
  C.3.6 Technology Improvement............................................................................... 4
  C.3.7 Substitution and Technology Refreshment .................................................... 4
  C.3.8 Customer Support Services ........................................................................... 4
  C.3.9 Purchasing Procedures .................................................................................. 5
      C.3.9.1    Web Portal .......................................................................................... 6
      C.3.9.2    Purchase Orders ................................................................................. 6
      C.3.9.3    Electronic Orders................................................................................. 7
      C.3.9.4    Telephone Orders ............................................................................... 7
      C.3.9.5    Ordering Guide .................................................................................... 7
  C.3.10 Returns .......................................................................................................... 7
  C.3.11 Accessibility.................................................................................................... 7
  C.3.12 Performance Reporting and Monitoring ......................................................... 8
      C.3.12.1 Service Response Time Limits ............................................................ 9
      C.3.12.2 Order Acknowledgement ..................................................................... 9
      C.3.12.3 Shipping Notification............................................................................ 9
      C.3.12.4 Shipping Time Limits ......................................................................... 10
      C.3.12.5 Customer Service Report .................................................................. 10
      C.3.12.6 Monthly Activity Reports .................................................................... 10
      C.3.12.7 Meetings ............................................................................................ 11
      C.3.12.8 Program Reviews .............................................................................. 11
  C.3.13 Management Policy and Procedures ........................................................... 11
  C.3.14 References................................................................................................... 12

C.1.0 INTRODUCTION AND OVERVIEW

This Statement of Work (SOW) describes the requirements associated with the
procurement of Federal Aviation Administration's (FAA) Information Technology (IT)
software considered to be open-market, commercial-off-the-shelf (COTS). The
software falls within categories such as application suites, operating systems, back-up
software, anti-virus software, and database software. It is estimated that the FAA
purchases in excess of $5 million on COTS software and COTS software maintenance
each year.




                                                           C-1
                                                                   DTFAWA-09-R-00002
                                 PART I – SECTION C
                                STATEMENT OF WORK

C.2.0 SCOPE OF WORK

This contract will be an FAA-wide mandatory use contract for the purchase of COTS
software by the IT community. Purchases can optionally be made by the FAA's
National Airspace System (NAS) community. The FAA reserves the right to expand the
scope of this contract to the entire Department of Transportation (DOT). The FAA's
Office of the Assistant Administrator for Information Services and Chief Information
Officer (AIO) will manage the contract.

C.3.0 REQUIREMENTS

This section defines requirements in terms of the tasks to be performed, the end
results/deliverables they must produce, the reporting and measuring system, and any
key dates.

The Contractor must appoint a primary representative to work with the Contracting
Officer (CO) and the Contracting Officer's Technical Representative (COTR) to maintain
and support this contract. The CO or COTR reserve the right to require a change in the
Contractor's then current primary representative if the assigned representative is not, in
the opinion of the Government, serving the needs of the Government and this contract.

C.3.1     CONTRACT LINE ITEMS

Certain software products and product suites on this contract will be designated as
"standard" by the FAA’s Technology Control Board (TCB), and/or any other designated
authorities, hereinafter referred to as the Standards Team. The Contract Line Item
Numbers (CLINs) for these standardized products must be configuration managed by
the Contractor as described in Section C.3.4.

CLINs for COTS software products, manufacturers' suites of products, and
maintenance and support services likely to be purchased under this contract are
provided in Section B. The list is not all-inclusive. CLIN changes, additions and
deletions will be negotiated with the Contractor at quarterly Program Reviews, when
exercising contract option years, or as required.

C.3.1.1    Software Maintenance, Service Agreements

Software manufacturers typically provide product updates, drivers, service packs,
patches, fixes and help desk support. Sometimes these items are at no cost and only
require proof of license.

CLINs associated with any costs for basic and extended maintenance, configuration
and installation support services, or service agreements will be established, as required,
on the contract. Software maintenance that has expired in the six months prior to
execution of this contract may be renewed under this contract provided that all “back”


                                           C-2
                                                                 DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

maintenance is paid. Software maintenance that expires within the term of this contract
may be renewed under this contract.

C.3.1.2    Licenses, Licensing Programs

When available, electronic versions of software are a requirement. Any associated
media, printed materials, online or electronic documentation must be provided as
requested by the purchaser. Where applicable, customers must be provided the
license agreement and/or key code upon validation and receipt of software.

The Contractor must make available any information and provide assistance on
obtaining enterprise, open, or volume licensing for software products. Any licensing
options that are available through the Contractor must be provided to the Government
on this contract.

C.3.1.3    Software Upgrades, New Versions, New Products

To facilitate the expeditious processing of contract modifications, the Contractor is
encouraged to notify the COTR when software upgrades, new versions, or new
products become available. The Standards Team makes determinations when, and if,
the new versions, upgrades or products are to be adopted as the standard. The COTR
will work with the Contractor to incorporate any changes, additions or deletions to the
CLINs to accommodate changes to standard or non-standard products or to add CLINs
for these products.

C.3.2     SOFTWARE LICENSE TRACKING

A software license tracking tool must be provided that will allow the Government the
ability to track and manage all software licenses purchased under this contract. It is
preferred that the tool provide automatic notification of pending (3 month look ahead)
software license expirations, permit ad-hoc reporting, be accessible only to authorized
personnel, and allow the inclusion of other non-contract license tracking. At a
minimum, it must consist of a MS Excel worksheet containing the product descriptions,
OEM numbers, purchasers' names, dates of purchase, versions, numbers of copies,
license types (e.g., client access, volume, enterprise, OEM, per-processor, per-user),
and serial numbers. A sample template is provided as an attachment to Section J.

C.3.3     WARRANTIES

The purchase of software generally includes a basic software warranty, which provides,
at a minimum, a 30-day warranty that the software delivery medium is free of defects.
The Contractor must facilitate the replacement of defective products.




                                          C-3
                                                                   DTFAWA-09-R-00002
                                 PART I – SECTION C
                                STATEMENT OF WORK

C.3.4   CONFIGURATION MANAGEMENT

It is the intent of the Government to establish a foundation of standard software
products as designated and managed by the Standards Team. Any contract COTS
software that conflicts with these standards must not be available for purchase on this
contract by persons governed by the standards. Questions as to whether a product
conflicts with the standards must be brought to the attention of the COTR or designee.
The COTR or designee will indicate if there is a conflict, consult with the Standards
Team as required, and allow or disallow the purchase. Exceptions to the standards
may be granted by the COTR for software testing purposes.

The Contractor must disallow purchases of product versions that are newer than the
standardized versions established by the Standards Team. For example, if Adobe
Acrobat version 7 is an FAA IT standard, then purchases of Adobe Acrobat version 8
would not be permitted by FAA IT personnel.

Non-standardized software products purchased from the contract will not require
configuration management.

C.3.5   BRAND-NAME PRODUCTS

Certain brand name products have been designated as Agency standards by the TCB.

C.3.6   TECHNOLOGY IMPROVEMENT

The Government may solicit, and the Contractor is encouraged to propose, technology
improvements to the contract. Proposals submitted by the Contractor must include a
description of the products and/or services, an electronic copy of the pricing tables, and
any technical literature.

C.3.7   SUBSTITUTION AND TECHNOLOGY REFRESHMENT

If at any time during the life of this contract, a manufacturer schedules products for
discontinuation, substitution and/or replacement, the Contractor must propose inclusion
of the new or revised products on the contract. Proposed prices for new or revised
products must be constructed in accordance with Section B of this contract.

C.3.8   CUSTOMER SUPPORT SERVICES

The Contractor must provide the following customer support services within 21 days
after contract award:
    1. A toll-free telephone number to receive orders with availability within Government
       working hours on Government business days (see Section C.3.12)
    2. An alternate telephone number to accommodate teletypewriter (TTY)
       functionality (see Section C.3.9.4)


                                           C-4
                                                                DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

   3. A web portal (see Section C.3.9.1)
   4. An ordering guide as described in Section C.3.9.5 and the ability to download the
      guide from the web portal

Optionally, the Contractor may be asked to:

   1. Create webcasts, webinars, or seminars to provide training on the use of the web
      site
   2. Participate in Government-sponsored expositions, fairs or conferences

C.3.9   PURCHASING PROCEDURES

Within 21 calendar days of contract award the Contractor must begin accepting orders
from authorized Government personnel via credit card, electronic data interchange
(EDI), email, fax, web portal, telephone and purchase order. The Contractor must
assign one or more account representatives to assist with the placement of orders.

The Contractor must:

   1. Provide non-web portal quotes within the time period described in Section
      C.3.12.1.
   2. Provide an order receipt acknowledgment as described in Section C.3.12.2.
   3. Notify the ordering agency or organization if an item is out of stock. The
      ordering organization must have the option of requesting a back-order,
      substituting an available product, or canceling the item from the order. Under
      no circumstance is Contractor permitted to make unauthorized substitutions.
   4. Indicate unfilled orders and partial shipments on the order acknowledgement.
      Contractors must inform ordering organizations of availability date of unfilled
      and partial shipment orders upon request.
   5. Provide a shipping notification as described in Section C.3.12.3 and ship goods
      within the time period described in Section C.3.12.4.
   6. Provide an automatic tax exemption, where applicable, for all purchases
      covered under this contract.
   7. Be able to respond to emergency delivery orders for any item at any time, and
      be able to ship to multiple delivery points, as needed.
   8. Replace any shipped items that are lost or damaged in transit at no additional
      charge.




                                         C-5
                                                                  DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

C.3.9.1    Web Portal

The Contractor must create a Web site within a secure Web portal for the exclusive use
of FAA personnel. Access to the web site must only be granted after creation of a
customer account with a Government email address and password. It must be
operational from 6 AM to 12 AM Eastern time, 7 days a week. The web site must have
the following capabilities:

      Provide detailed product information including list price, contract price and
       photograph (if available)
      Ability to show special promotions, end-of-life items, and sale items
      Provide fax number, TTY number and account representatives' phone numbers
      Have shopping cart features (e.g., place on hold, purchase, send to approving
       official)
      Provide order confirmation at checkout
      Supply shipment tracking information
      Provide access to quotes and order status
      Permit purchases by an authorized Government credit card
      Ability to accept shipping addresses and organizational information (e.g.,
       agency, line of business, organizational office)
      Ensure the security of purchaser’s private information
      Provide informational links and documents
      Provide links back to Government web sites
      Offer training materials (e.g., user guides, manuals) and Help screens to assist
       customers with procedures such as web portal usage, order placement and
       order tracking

Optionally, it is desirable that the web portal contain an administrative area that is
accessible only to the COTR and any designated contract administrators. The area
would provide details on web page hits, purchase histories and data, software licenses,
meeting minutes, contract reports, and any other contractual data required by the
Government. At a minimum, these data must be provided to the COTR, as requested,
in electronic document format.

C.3.9.2    Purchase Orders

The Contractor must allow purchases to be made via a Government Delivery Order
(DO) created by the CO.




                                          C-6
                                                                   DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

C.3.9.3    Electronic Orders

The Contractor must be capable of accepting orders via Electronic Data Interchange
(EDI) using the American National Standard Institute (ANSI) ASC X12 Standard,
Extensible Markup Language (XML), or provide an email address with 24-hour
availability.

C.3.9.4    Telephone Orders

The Contractor must provide a toll-free telephone number with availability within normal
Government working hours (see Section C.3.12). The Contractor must also provide an
alternate number that accommodates TTY functionality in compliance with Section 508
of the Rehabilitation Act of 1973 (see Section J).

C.3.9.5    Ordering Guide

The Contractor must develop a users’ Ordering Guide, in coordination with the
Government, which will be posted to the web site. The Ordering Guide must be
submitted to the COTR within thirty (30) days of contract award for review and approval.
This guide must be continuously updated as required. The guide must contain all
information necessary for geographically dispersed facilities to place orders, including,
as a minimum:

      Government and Contractor points of contact
      How to obtain quotes
      Detailed step-by-step description of the ordering process
      How to track orders
      How to make returns

C.3.10 RETURNS

Goods that are found to be damaged or in unacceptable condition may, at the
discretion of the authorized purchaser, be returned to the Contractor at the Contractor’s
expense. Credit for returned goods must be made immediately after the Contractor
receives the returned goods.

C.3.11 ACCESSIBILITY

The Contractor must comply with the accessibility standards under Section 508 of the
Rehabilitation Act of 1973. Please refer to Section J for further information on this
requirement.




                                          C-7
                                                               DTFAWA-09-R-00002
                               PART I – SECTION C
                              STATEMENT OF WORK

C.3.12 PERFORMANCE REPORTING AND MONITORING

The Contractor's performance will be measured through data collected in reports,
meetings and surveys. The data collected will be a basis for determining whether to
award contract option years. The Government requires the following from the
Contractor:
         Item                      Medium                         Measure
1. Service Response       E-mail or facsimile to    Provided all non-web portal
   Time Limits            customer                  quotes requested by the
                                                    Government in a calendar month
                                                    within 1 business day at least
                                                    95% of the time
                          Phone call, e-mail,       Responded to all customer
                          facsimile, meeting, etc.  service requests made by the
                                                    Government in a calendar month
                                                    within 4 business hours at least
                                                    95% of the time
                          Service Log (MS Excel)    Reported no later than the fifth
                                                    (5th) business day of each month
2. Order                  E-mail to customer        Sent within 4 business hours of
   Acknowledgement                                  order acceptance
                          Service Log (MS Excel)    Reported no later than the fifth
                                                    (5th) business day of each month
3. Shipping               E-mail to customer        Sent within 24 business hours of
   Notification                                     shipment
                          Service Log (MS Excel)    Reported no later than the fifth
                                                    (5th) business day of each month
4. Shipping Time          Shipment                  Shipped all orders placed in a
   Limits                                           calendar month within 10
                                                    business days at least 95% of the
                                                    time
                          Delivery Report (MS       Reported no later than the fifth
                          Excel)                    (5th) business day of each month
5. Monthly Activity       Financial Report,         Reported no later than the fifth
   Reports                Delivery Report, Service (5th) business day of each month
                          Log, Customer Service
                          Report (MS Excel)
6. Meeting Attendance Teleconference,               Conducted monthly, or as
                          videoconference or in-    required by the Government
                          person
7. Program Review         Teleconference,           Conducted quarterly, or as
   Attendance             videoconference or in-    required by the Government
                          person




                                         C-8
                                                                 DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

        Item                    Medium                            Measure
8. Meeting Minutes        MS Word document           Sent to COTR by close of
                                                     business on the following
                                                     business day
9. Customer               E-mail, web-based, or      Conducted annually, or as
    Satisfaction Survey   as directed                requested by the Government
10. Customer issues,      Customer Service           Reported no later than the fifth
    problems, and         Report (MS Excel)          (5th) business day of each month
    compliments

Business days are the normal working days within the Government calendar and
exclude Federal holidays. Business hours are Monday through Friday, 7 AM to 8 PM
Eastern Time. Further information on each of the above items is provided in the
following sections.

C.3.12.1   Service Response Time Limits

The Contractor must provide all non-web portal quotes requested by the Government in
a calendar month within one (1) business day at least 95% of the time. Exceptions will
be granted for special orders which receive prior approval from the COTR or the
customer. Quote requests must be recorded in the Service Log of the Monthly Activity
Report (C.3.12.6).

The Contractor must respond to all customer service requests by the Government in a
calendar month within four (4) business hours at least 95% of the time. These requests
must be recorded in the Service Log of the Monthly Activity Report.

C.3.12.2   Order Acknowledgement

The Contractor must send an email notification to the customer acknowledging the
receipt of an order. This email must include, at a minimum, the Contractor order
number, customer order number, summary of items ordered and total amount of order.
This email must be sent within four (4) business hours of order acceptance to the email
address specified by the customer. Order receipt and notification times must be
recorded in the Service Log of the Monthly Activity Report (C.3.12.6).

C.3.12.3   Shipping Notification

Within twenty-four (24) business hours of shipment, the Contractor must send a
notification to an email address specified by the customer. This email must include
Contractor order number, customer order number, shipping company, and tracking
information. Shipping notification times must be recorded in the Service Log of the
Monthly Activity Report (C.3.12.6).




                                          C-9
                                                                    DTFAWA-09-R-00002
                                 PART I – SECTION C
                                STATEMENT OF WORK

C.3.12.4   Shipping Time Limits

The Contractor must ship all orders placed in a calendar month within ten (10) business
days at least 95% of the time. Exceptions will be granted for special orders which have
received prior approval from the COTR or authorized purchaser. Shipping dates and
times must be recorded in the Delivery Report of the Monthly Activity Report (C.3.12.6).

Timing assumes no industry-wide parts constraints or vendor parts shortages. The
Contractor must not be liable for any excess costs if the failure to perform the contract
arises out of causes beyond the control and without the fault or negligence of the
Contractor. Such causes may include, but are not restricted to acts of God or of the
public enemy, acts of the Government in either its sovereign or contractual capacity,
fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and
unusually severe weather but in every case the failure to perform must be beyond the
control and without the fault or negligence of the Contractor.

No partial shipments must be made without prior approval by the CO, COTR, or
authorized purchaser.

C.3.12.5   Customer Service Report

If a customer has a complaint or problem surrounding a quote request, the processing
of an order, or any other issue with the Contractor, the Contractor must provide
background information such as times and dates of any interaction with the customer
(e.g., conversations, e-mails, meetings, correspondence, etc.). The Contractor is also
encouraged to provide information on any commendations or notes of appreciation
provided by customers. The Customer Service worksheet of the Monthly Activity
Report (C.3.12.6) will be used to report these items.

On an annual basis, or as requested by the Government, a customer satisfaction
survey must be compiled in cooperation with the COTR and distributed via e-mail, web-
site, mail, or other mechanism. The data collected will be presented and discussed at
Program Review meetings.

C.3.12.6   Monthly Activity Reports

The Contractor must create a Monthly Activity Report (MS Excel) no later than the fifth
(5th) business day of each month and send it by e-mail to the COTR and any other
designated person. The report (see template in Section J) has four parts: 1) the
Delivery Report contains information on items such as the order number, order date,
shipped date, shipper and tracking number; 2) the Financial Report contains
information such as item quantities and prices; (3) the Service Log contains information
on customers' requests for quotes, order acknowledgements and shipping notifications;
and (4) the Customer Service report provides information on any complaints or



                                           C-10
                                                                DTFAWA-09-R-00002
                                PART I – SECTION C
                               STATEMENT OF WORK

problems lodged by FAA customers, in addition to commendations or notes of
appreciation.

C.3.12.7   Meetings

Contractor representatives must be available, as requested by the Government, for
meetings to discuss price adjustments; contract line item changes, additions or
deletions; Contractor performance; warranty issues or other items with the COTR
and/or CO via teleconference (or videoconference) or in person at an agreed upon
location.

It is the Contractor’s responsibility to have personnel at the meetings who have
decision-making authority. The Contractor is also responsible for any expenses for
Contractor personnel in conjunction with the meetings. Minutes from the meetings
must be kept by the Contractor and sent to the COTR by close of business on the
following business day.

C.3.12.8    Program Reviews

A Program Review meeting will take the place every three months, or as scheduled by
the Government. Examples of locations for the meetings include FAA Headquarters in
Washington, DC and the FAA William J. Hughes Technical Center at the Atlantic City
International Airport, NJ. Meeting topics will include customer input, problems, and
possible contract modifications.

The Contractor is responsible for any expenses for Contractor personnel in conjunction
with this meeting. Minutes from the Reviews must be kept by the Contractor and sent
to the COTR by close of business on the following business day.

C.3.13 MANAGEMENT POLICY AND PROCEDURES

At the request of the Government, the Contractor must provide documentation on the
processes and procedures used in the following areas:

      Supplier management
      Supplier certification/qualification
      System for inventory and packaging
      System for distribution and delivery to DOT locations worldwide
      Purchasing
      Quality assurance
      Management of short supply of materials and services from suppliers
      Disaster Recovery Program
      Return policy
      Customer service program and online customer assistance



                                         C-11
                                                                DTFAWA-09-R-00002
                               PART I – SECTION C
                              STATEMENT OF WORK

C.3.14 REFERENCES

All applicable documents referenced in this SOW are listed below:

   1. Monthly Report template, Section J, Attachment I
   2. Section 508 of the Rehabilitation Act of 1973, Section J, Attachment II
   3. Software License Tracking template, Section J, Attachment III
   4. “Information Technology Standards”, August 21, 2008, Version 5.4, Section J,
      Attachment IV
   5. “Information Technology Standards”, August 21, 2008, Version 5.4, Appendix A,
      Section J, Attachment V




                                        C-12

								
To top