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JULY/ AUGUST 2009

The Office of Acquisition and Logistics Management (OALM) Newsletter

Simplified Acquisition Helpline (301) 496-0400 Simplified [email protected] _________________________ Purchase Card Helpline (301) 435-6606 [email protected] ________________________ BPA Helpline (301) 496-5212

INSIDE THIS ISSUE: EVIP PHASE II IMPLEMENTATION CHANGES TAKING PLACE AT NITAAC OCTOBER SIMPLIFIED ACQUISITION CERTIFICATION BOARD NIH BPA LISTS VENDORPAY FORUM HIGHLIGHTS NEWS FOR CUSTOMERS OF THE OLAO OFFICE OF ACQUISITION ARRA INFORMATION FROM DIVISION OF FINANCIAL ADVISORY SERVICES (DFAS) NEWS FROM THE GDC & SELF SERVICE STORES FREEZER MAINTENANCE & REPAIR SERVICE LAB EQUIPMENT AND SYSTEM SERVICES

http://olao.od.nih.gov

NIH ELECTRONIC VENDOR INVOICING PROGRAM (eVIP) PHASE II IMPLEMENTATION

As you may have heard, the Electronic Vendor Invoicing Program (eVIP) has been developed to provide an invoicing solution for the NIH with the overall goal of establishing a paperless and more efficient invoicing process. On March 16, 2009, the first phase of the eVIP implementation was carried out with the successful roll out of the "view only" NIH Internal iSupplier User access. This provided OFM and the Acquisition Community with a shared, real-time view of payment status and supplier information for all NIH suppliers. The second phase involves piloting the supplier view and entry of their invoices. Initially, the eVIP Advisory Committee selected five primary and three alternate suppliers to participate in the NIH Program. Most recently, one of the five primary suppliers (Bruker Biospin Corp) rescinded their notice to participate in the eVIP process. Listed below are the participating suppliers:

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Sapient Corporation 1131935 Capital Technology Information Services, Inc. 1108099 Emergint Technologies, Inc. 1109275 Technical Resources, Inc. 1107821

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Only those suppliers identified above are part of the pilot eVIP process. New suppliers will be allowed into the eVIP process after an evaluation of the pilot suppliers' experience, in order to determine best practices and lessons learned. The Office of Acquisition and Logistics Management (OALM) has developed and standardized the modification language to be used in the contracts/order for those pilot suppliers. The four pilot suppliers will be able to submit invoices using eVIP only after their contracts/orders are bi-laterally modified, using the standard language approved by OALM. The current Contracting Officers of Record for those pilot suppliers will receive a separate message shortly with further instructions detailing the bilateral contract modification process. To ensure that Phase II of eVIP implementation is successful, it is imperative that buyers, requisitioners, and receivers are aware that: These four suppliers will have transparency and visibility into their NIH invoices. Suppliers who are participating in the pilot will be able to view the same information (for their records only) as the internal NIH user. Any new business initiated with the pilot suppliers must be invoiced through eVIP. This means that new awards may be executed with the pilot suppliers. However, those new contracts must include the additional eVIP related contract language. If you have system questions relating to eVIP, please contact the NIH Helpdesk. If you have questions relating the eVIP Contract Modification Process, please contact Georgiann Wilson on 301-435-3938. Thank you in advance for your cooperation in ensuring that Phase II of the eVIP Implementation is a success.

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Diane J. Frasier Head of the Contracting Activity, Director, Office of Acquisition and Logistics Management, OM, NIH

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ACQUISITION TRAINING

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CHANGES TAKING PLACE AT NITAAC

Purchasing IT products and services has never been easier and cheaper if you use one of the NIH Information Technology Acquisition and Assessment Center's (NITAACs) three Government-Wide Acquisition Contracts (GWAC). Each NITAAC GWAC offers a streamlined procurement process for IT products and services. The Chief Information Officer-Solutions and Partners 2 Innovations (CIO-SP2i) contract offers customized IT services and solutions in the form of task orders while the Electronic Commodities Store III (ECSIII) contract offers computer hardware and software products through delivery orders. The Image World 2 New Dimensions (IW2nd) contract offer customers a unique opportunity to purchase the imaging of medical, business, geographic and related systems using either task or delivery orders. NITAAC has enhanced its program and services through many recent organizational and policy changes. Newly appointed Deputy Program Director, Robert Coen, was introduced during a recent Vendor Business Meeting and Customer Open House which attracted nearly 200 attendees. "Changes are underway at NITAAC" Coen said. As a result of the event, orders through the NITAAC system spiked immediately. "It was good to see that NITAAC is making a commitment to higher service levels and continual improvement," said Bill Cratty, Director of Business Development for BAE Systems. One of the most noteworthy changes is that the Department of Health and Human Services (HHS) has designated the ECSIII contract as the strategic source for all computer hardware and software purchases. This will decrease costs and increase efficiencies across all of its operating and staff divisions. The ECSIII features a quick and easy electronic procurement request for quote system. NITAAC continues to improve and make changes to benefit the procurement community. Changes include offering the lowest fee for use across the federal Government for the ECSIII program at ½ percent ($10,000 cap per order) and offering a reduced fee of ½ percent on all CIO-SP2i and IW2nd contracts for American Recovery and Reinvestment Act (ARRA) related orders. NITAAC also has a new marketing and customer outreach team that will provide training to customers, participate in trade events and campaigns, and promote the three NITAAC GWACs. To request a training session please contact: (301) 435-4622. Additionally, the NITAAC customer support center has added additional points of contact. "Our customer support team is available to walk you through your entire ordering process," said Coen. With the eminent renewal of the Chief Information Officer ­ Solutions and Partners 3 (CIO-SP3) contract, the future for NITAAC could not look brighter. The sources sought announcement and draft RFP are posted on FedBizOpps (www.fbo.gov). For additional information contact: http://nitaac.nih.gov (888) 773-6542 or [email protected] .

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OCTOBER SIMPLIFIED ACQUISITION CERTIFICATION BOARD

There will be a Board meeting to review requests for Simplified Acquisition Certification (SAC-A) some time in October, 2009. Please send your packages to Annette Romanesk by October 7th. You can send them to her as an email attachment or fax to her at 301-496-8422. The following must be provided in your SAC-A package: 1. A "Simplified Acquisition Certification Application Form", Appendix N-2. See: http://oamp.od.nih.gov/Division/acp/AcqCertification/ SAC_ApplicationForm.pdf 2. If you are also requesting a warrant as a Purchase Card Holder or Card Approving Official with authority over $3,000 or delegated authority for BPA Calls and TODOs up to $500,000 and Purchase Order authority up to $3,000, then also submit the "Contracting Officer's Warrant Application Form", Appendix P-1. See: http://oamp.od.nih.gov/Division/acp/Warrants/WarrantApplication.pdf 3. A current resume identifying buyer or approver duties 4. Copy of the certificate from either "Basic Simplified Acquisition" or the on-line class "CON-237" and a copy of the certificate from "Advanced Simplified Acquisition" class 5. A copy of the cover page of your last performance appraisal with the final rating. 6. Proof that you have completed Green Purchasing

NIH BLANKET PURCHASE AGREEMENTS ( B PA ) L I S T S AVA I L A B L E O N L I N E !

Lists of all NIH Blanket Purchase Agreements (BPA's) can be found at the following URL: http://olao.od.nih.gov/acquisitions/references/ This location contains three BPA lists: 1) complete vendor alphabetical list; 2) vendor list sorted by commodity; and 3) a listing of the preferred HHS Strategic Sourcing vendors. If you have questions or need further clarification, please contact the BPA helpline at (301) 496-5212.

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VENDOR PAY FORUM HIGHLIGHTS

June 2009 Vendor Pay Forum The Office of Acquisition and Logistics Management's (OALM) first Vendor Pay Forum was held on Monday, June 29th, with over 50 registrants in attendance. The Forum provided an opportunity for vendors and presenters to share information that will expedite the award and payment process. Specifically, individual invoice or payment issues were not addressed. Presentations by NIH staff covered stages of the acquisition and payment cycle, from requisitioning to payment. Question and answer sessions were held at the end of the morning presentations, and again following the afternoon presentations. These sessions allowed the vendors to ask questions of the presenters. The Vendor Pay Forum is available via video archive from your desktop at: http://videocast.nih.gov/PastEvents.ASP Forum topics included: Introduction and Welcome: Tom Keith, Associate Director Office of Logistics & Acquisition Operations (OLAO) Background and Enhancements: Ken Stith, MBA, CGFM, Director, Office of Financial Management, Deputy Chief Financial Officer, Office of the Director, NIH Requisitioning: Jason Plummer, Administrative Officer, OD Executive Office, NIH Awards ­ Purchase Orders: Valerie Jones, Branch Chief, Simplified Acquisition Branch, OLAO Awards ­ Contracts: Ken Goodling, Deputy Branch Chief, NIDA R&D Contracts Management Branch, Neurosciences Office of Acquisitions, NIDA/NIH Receiving: Jason Plummer, Administrative Officer, OD Executive Office, NIH Vendor Information: Karen Logue, Chief of the Government Accounting Branch within the Office of Financial Management Proper Invoices and Prompt Payment: Priscilla Irick, Chief, Commercial Accounts Branch eVIP: Pat Evans, Federal systems Team Lead for the NIH iSupplier Project Jack Miner, Change Management Lead on the NIH iSupplier Project

Forum Presentations Available The Forum presentations are available on the Vendor Pay SharePoint site: http://www.od.nih.gov/OALM/OLAO/VP/Presentations/Forms/AllItems.aspx

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Vendor Pay Forum Evaluation After viewing the video archive from your desktop, we welcome your feedback. Or, if you attended the Forum and were unable to complete and submit your Vendor Pay Forum evaluation, you may still do so. The Vendor Pay Forum evaluation form can be found on the Vendor Pay SharePoint site at the following link. As shown below, please click on the Respond to this Survey button:

http://www.od.nih.gov/OALM/OLAO/VP/Lists/Vendor%20Pay%20Forum%20June%202009%20% 20Evaluation/overview.aspx

At the completion of the survey, please click on the Finish button located in the lower right hand corner of the screen. If you need technical assistance, you may contact Yvette Porter at 301-443-1999.

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NEWS FOR CUSTOMERS OF THE OLAO OFFICE OF ACQUISITION

The Office of Logistic and Acquisition Operations (OLAO), Simplified Acquisitions Branch has an online requisition tracking system that customers can use to check the status of their requisitions. The OLAO Simplified Acquisition Database can be accessed at http://olaosa.od.nih.gov. If your IC is interested in utilizing this system, please contact Valerie Jones, Branch Chief, Simplified Acquisitions Branch at (301) 496-6529 or email your request to [email protected] . Your request must include your name, Institute and your NIH user Id. Did you know? The Office of Acquisitions, Office of Logistics and Acquisition Operations (OLAO) will assist your IC with planning your new acquisition requirements. Our office provides assistance with developing specifications, conducting market research, completing acquisition plans, and sole source justifications. Contact our office (301) 496-2303 for more information today. Plan your requirements early to ensure timely delivery.

ARRA INFORMATION FROM THE OALM DIVISION OF FINANCIAL ADVISORY SERVICES (DFAS)

Do you plan to make a Recovery Act (ARRA) award to a commercial (for-profit) organization that does not have a current indirect cost rate agreement? DFAS will expedite your request (ARRA only): To request the establishment of rates, please use the form at http://oampintranet.od.nih.gov/ARRA/ARRAform.asp

DFAS will provide funding rates (in most cases) within 7 business days of receiving an indirect cost proposal

from a prospective awardee. DFAS plans to have a rate agreement issued within 120 calendar days of the receipt of an indirect cost proposal. Please contact Mr. Ray Woodruff, Chief, Indirect Cost Branch, DFAS at 301-496-2444 or [email protected] if you have any questions or concerns.

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News from the GDC and Self Service Stores

Since September 2008, the GDC and Self Service Stores (SSS) have introduced over 100 new items to the NIH community, with 39 new items just introduced this past May and June.

NSN 681000L068209 681000L064819 681000L062372 681000L060079 681000L060087 681000L060070 681000L062612 681000L062613 681000L065500 681000L060078 681000L067936 681000L067923 681000L068680 681000L062430 681000L068013 681000L068668 681000L066426 650500L068026 681000L064448 681000L064442 681000L068014 681000L062380 681000L062617 681000L062618 681000L062622 681000L062623 681000L062615 681000L062614 681000L062624 681000L062625 664000L015135 664000L015136 664000L015137 664000L015138 664000L015139 664000L015140 664000L015141 664000L015142 664000L015143 Description G521801 - E-GEL 1.2% WITH SYBR SAFE 18 PAK LC2000 - NITROCELLULOSE MEMBRANE 0.2UM 20/PK LC6070 - SILVERQUEST KIT 1 KIT/STAINING FOR 25 MINI GEL NP0302BOX - NUPAGE 10% BT GEL 1.0MM 12W 10 PER BOX NP0336BOX - NUPAGE 4-12% BT GEL 1.5MM 15W 10 PER BOX WG1402BOX - NP MIDI 4-12BT GEL, 20W BOX OF 10 GELS + MANUAL 10007D - DYNABEADS« PROTEIN A, 1 ML 1 ML 10006D - DYNABEADS« PROTEIN G, 1 ML DY NC2015 - CASSETTES 1.5MM 25/PK EACH NP0342BOX - NUPAGE 12% BT GEL 1.0MM 12W 10 PER BOX WATER, MOLECULAR BIOLOGY GRADE PCR QUALIFIED WATER TBS, PH 7.4 10X SDS (10%) WATER, MOLECULAR BIOLOGY GRADE 10X TBE SOC MEDIUM YT MEDIUM 2X SUPER BROTH LB BROTH BROTH, (LURIA-BERTANI) CELL CULTURE GRADE WATER, ULTRA PURE ACK LYSING BUFFER GENEJET PLASMID MINIPREP KIT - 250 PREPS GENEJET PLASMID MINIPREP KIT - 50 PREPS GENEJET GEL EXTRACTION KIT - 250 PREPS GENEJET GEL EXTRACTION KIT - 50 PREPS GENEJET PCR PURIFICATION KIT - 250 PREPS GENEJET PCR PURIFICATION KIT - 50 PREPS PAGEBLUE PROTEIN STAINING SOLUTION - 1L 6X LOADING DYE SOLUTION - 5X1ML MICROAMP 96-WELL RXN PLATE - NO BARCODE MICROAMP CLEAR ADHESIVE FILM, 100 PC FG,TCII REACTION PLT,96 WELL,BARCODE,KIT FG,384-WELL CLEAR RXN PLATE FG,OPTICAL ADHESIVE COVERS FG,OPTICAL CAP (8 CAPS/STRIPS) FG,MICROPLATE, LHS 96 WELL, BARCODE MICROAMP CAPS, 8 CAPS/STRIP OPTICAL ADHESIVE COVERS 25 PCS/PACK Vendor Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Invitrogen Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Quality Biological Fermentas Fermentas Fermentas Fermentas Fermentas Fermentas Fermentas Fermentas Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Applied Biosystems Location GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS SSS SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS GDC/SSS

New items are constantly being added to the GDC and SSS, so be sure to check the next newsletter for updates on more new item introductions. Items to look for in the future include recycled paper and recycled paper towels, medical grade power strips, life science products to support cell culture and molecular biology, and much more! We are currently in the process of updating our online NIH Supply Stock Catalog, so if want to know if we are currently stocking a certain item, please contact the GDC Customer Service team at (301) 496-3395 or [email protected] The online NIH Supply Stock Catalog can be found on the OLAO website: http://olao.od.nih.gov/Acquisitions/TypeOfAcquisitions/SuppliesAndEquipment/FindingASource/ SupplyCatalog.htm. If the GDC or Self Service Stores are not currently carrying a product that you are after, please let us know by filling out a New Item Request Form (link on the right-hand side of the OLAO website: http://olao.od.nih.gov/).

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FREEZER MAINTENANCE AND REPAIR SERVICES LABORATORY EQUIPMENT AND SYSTEM SERVICES

Maintenance and emergency repair services of appropriate laboratory freezers across the National Institutes of Health (NIH) are currently available via an NIH contract with Thermo Fisher Scientific (Asheville). The contract number is HHSN263200800014I. This contract expires September 30, 2009. The NIH has Blanket Purchase Agreements (BPA's) in place for freezer services as well. These BPA's have been placed with small companies and provide another set of sources to meet NIH requirements. These NIH BPA's are with: 1. DIVERSIFIED LABORATORY REPAIR, INC. NIH BPA number: 200800038B 2. RELIABLE P.M. SERVICE COMPANY, LLC NIH BPA number: 999900878B Limited laboratory equipment and systems services were available via a General Services Administration (GSA) contract, again with Thermo Fisher Scientific (Asheville). This contract number is GS-24F-1289C. The NIH has a BPA written against this GSA contract. The NIH BPA number is 200800018B. The services portion of this contract was removed from the GSA schedule in May of this year. Thermo Fisher Scientific (Asheville) has now demonstrated an interest in increasing provision of services via their GSA contract to include their full line of equipment and systems. This increased and comprehensive service support would then also be reflected in their NIH BPA. This may take some time to occur. The NIH has established an open market BPA with Thermo Fisher Scientific (Asheville). This BPA number is 999900321B. Service agreements may be established using this BPA up to a maximum order limit of $25,000.00. Please note that the no longer available GSA/NIH BPA services include support for a number of Thermo Fisher Scientific (Asheville) equipment and systems. Other means for providing maintenance and repair services to the affected equipment and systems are being considered. Freezer services, as well as other laboratory equipment and systems maintenance and repair services, are very important to the NIH and further means are under consideration to meet these needs. Please direct questions, comments, or suggestions to Jeff Klein at 301.402.5262 - [email protected] or Joe Fessler at 301.435.3922 [email protected]

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ACQUISITION TRAINING SCHEDULE

2609 NIH Federal Supply Schedule

Dates

September 15, 2009

Times

9:00 AM---12:00 PM

Location

6120 Executive Plaza South

Cost

$315

Cancellation Date

August 24, 2009

2610 NIH Consolidated Purchasing Through Contracts

Dates

September 14, 2009

Times

1:00 PM ---4:00 PM

Location

6120 Executive Plaza South

Cost

$315

Cancellation Date

August 23, 2009

2611 NIH Buying From Businesses on the Open Market

Dates

September 14, 2009

Times

9:00 AM --- 12:00 PM

Location

6120 Executive Plaza South

Cost

$315

Cancellation Date

August 23, 2009

2617 NIH Price Reasonableness in Simplified Acquisition

Dates

September 1, 2009

Times

8:30 AM --- 12:00 PM

Location

6120 Executive Plaza South

Cost

$325

Cancellation Date

August 10, 2009

2635 NBS P-Card Logs & Reconciliation (Refresher)

Dates

No Classes Scheduled.

Times

Location

Cost

Cancellation Date

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ACQUISITION TRAINING SCHEDULE

5512 NIH Professional Services

Dates

No Classes Scheduled

Times

Location

Cost

Cancellation Date

5513 NIH Negotiation Techniques for Simplified Acquisition

Dates

August 26, 2009

Times

9:00 AM-- 4:00 PM

Location

6120 Executive Plaza South

Cost

$390

Cancellation Date

August 12, 2009

5514 Appropriations Law for Simplified Acquisitions

Dates

August 27, 2009

Times

9:00 AM-- 4:00 PM

Location

6120 Executive Plaza South

Cost

$390

Cancellation Date

August 12, 2009

5515 Buyer Acquisition (Refresher)

Dates

No Classes Scheduled.

Times

Location

Cost

Cancellation Date

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ACQUISITION TRAINING SCHEDULE

8801 Writing Statements of Work

Dates

No Classes Scheduled

Times

Location

Cost

Cancellation Date

9512 Purchase Card Training (NIH Purchase Card Program)

Dates

Sept 10 and Sept 11, 2009 Sept 16 and Sept 17, 2009

Times

8:30 AM--4:00 PM 8:30 AM--4:00 PM

Location

6120 Executive Plaza South 6120 Executive Plaza South

Cost

$800 $800

Cancellation Date

August 19, 2009 September 15, 2009

9513 Simplified Acquisition & Delegated Procurement

Five (5) Day Class!

Dates

No Classes Scheduled

Times

Location

Cost

Cancellation Date

9515 Buyer Contracts

Dates

August 26 Thru August 28, 2009

Times

8:30 AM--4:00 PM

Location

6120 Executive Plaza South

Cost

$935

Cancellation Date

July 25, 2009

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ACQUISITION TRAINING SCHEDULE

9516 Internal & External Requisitioner

Dates

September 11, 2009

Times

8:30--4:30

Location

6120 Executive Plaza South

Cost

$405

Cancellation Date

August 10, 2009

9519 Simplified Acquisition for Offices of Acquisition *

This class is only for NBS/Prism approvers and buyers in the Offices of Acquisition. This class is not appropriate for NBS/Prism approvers and buyers in delegated offices. NBS/Prism approvers and buyers in Delegated offices should take Course Number 9513 "Simplified Acquisition & Delegated Procurement".

Dates

No classes Scheduled

Times

Location

Cost

Cancellation Date

For information on courses descriptions and other details, and to register, please contact the Human Resource Development Division on (301) 496-6211 or visit their training website at http://trainingcenter.nih.gov

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SPECIAL THANKS! We'd like to thank all those who contributed to this and future editions of the OALM Newsletter.

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The OALM Acquisition Newsletter will be published six (6) times in 2009. We encourage the ICs to submit articles that are related to acquisition. We will do our best to include such articles in future editions of the OALM Newsletter. OALM invites your comments and suggestion for future articles. Please address all correspondence to the editors: Nic D'Ascoli, [email protected], Cynthia Henderson, [email protected], Alfreda Mire, [email protected], Milton Nicholas, [email protected], or Annette Romanesk, [email protected] If you have any questions or comments regarding the information, policy and/or procedures published in this issue, you may contact Cynthia Henderson at the email address above. For future issues please contact the Simplified Acquisitions Helpline on (301) 496-0400 or via email at [email protected] and you will be referred to the appropriate editor.

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