Organizations will use CHESS, to the maximum extent possible, to purchase COTS software, desktops, and notebook computers and all other IT regardless of dollar value. If a requirement cannot be satisfied utilizing a CHESS contract, a Statement of Non-Availability may be granted allowing the purchaser to acquire COTS software and/or hardware from GSA or another approved source.
All desktops and notebooks shall be purchased during one of the CB ordering periods that occur twice annually (Jan/Mar and Jun/Sep). Desktop and notebook requirements may be fulfilled outside of a CB period only if one of the CB Exception Criteria listed below apply. CB exception memos are prepared by the requiring activity and are approved by an 06 or GS/15 (or equivalent) within the requiring activity. A request for a blanket exception for the CB for an entire organization may only be approved by the Army CIO/G-6.
CB Exception Criteria
Exception memos are only required when purchasing a notebook/desktop outside of Consolidated Buy. Mission Critical Requirements - Items that are required in a time frame that cannot be satisfied by the next regularly scheduled CB period. Non-CB Configuration Requirements - Required desktop or notebook configurations and/or capabilities differ substantially from the CB designated configurations and cannot be satisfied by the inclusion of upgrades and/or peripherals offered on the CB. Mandatory OCONUS host-country agreement requires items not available through the CB.
Prepare a CB Exception Memo following the guidelines below:
1. Prepare on customer activity letterhead with address include the following: Date Subject: CB Exception Description of required products and quantities Explanation of exception criteria: (e.g. If mission critical - what is the impact of waiting for next CB or if non-CB configuration - why your requirement cannot be filled with a CB product) Point of Contact Approver’s name, title, grade/rank, location and signature. 2) The contracting officer or ordering officer (including purchase card holders) placing the order shall maintain a copy of the approved exception in the contract order file. Provide a copy to CHESS: Email (Subject: CB Exception) as attachment to: email@example.com
NOTE: CB exceptions are approved by the requiring activity and do not require CHESS approval.
Statement of Non-Availability Process
Prior to requesting a Statement of Non-Availability customers must determine if CHESS contracts can provide the required IT products. Before requesting a Statement of Non-Availability, you MUST verify that your product is NOT on a CHESS contract or DOD Enterprise License Agreement (ELA). Statement of Non-Availability requests cannot be processed without this verification. You may obtain verification by following the methods described (in the Statement of Non-Availability Request area) below:
Send a Request for Quote (RFQ) to the ADMC-2 or ITES-3H vendors by utilizing the CHESS RFQ Manager tool. -or- Send an RFQ via email to the ADMC-2 or ITES-3H vendors by clicking on the appropriate distribution email link below:
DOD Enterprise Software Agreements (ESA) are listed on the DOD-Wide Enterprise Agreements page. Please click on the associated ESA link to obtain additional product(s) information and vendor POC information. http://www.esi.mil/default.aspx Contact the vendor to verify product availability.
Customers can request a Statement of Non-Availability through the CHESS website by accessing the Statement of Non-Availability link below.