Frequently Asked Questions

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Contact the CHESS Customer Support Center for any issues logging in. The Customer Support Center can be reached at armychess@army.mil.

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Yes. Instructions to utilize the Microsoft Workplace Discount Program can be found on the Microsoft DoD ESA BPA page here: https://chess.army.mil/Contract/ELA/1511000. Army users may register with their Army (army.mil) email addresses to utilize the program.

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Software procurement through CHESS can be met by using Enterprise License Agreements (ELAs), Core Enterprise Technology Agreements (CETAs), ITES-SW2, or DOD Enterprise Software Initiative (DOD ESI) blanket purchase agreements (BPAs). Army users should review ELAs and CETAs first. ELAs can be found here: https://chess.army.mil/Contract/SoftwareAgreements. CETAs and ESI BPAs, both managed by DOD ESI, can be found here: https://www.esi.mil/ If ELAs and CETAs do not satisfy the requirement, then depending on their acquisition strategy, Army customers may submit an RFQ/Reverse Auction to the ITES-SW2 contract holders via the RF(x) tool or utilize DOD ESI BPAs located at https://www.esi.mil/. If none of these options can fulfill the requirement, the customer should obtain a SoNA and an ITAS approval to purchase outside of CHESS/DOD ESI.

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This can be accomplished via the RFx Tool. Login to CHESS and then go to your index page (RFQ, RFP, RFI, or RA). Select the request that you wish to cancel and click the "Cancel" button. The vendor(s) will be informed via email of your cancellation. They will also see a note in their display screen.

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Select the quote/auction you wish to change via the RFQ/RA Tools and click the Amend button. Note: Amending the RFQ/RA starts the bidding process over and invalidates the original RFQ/RA.

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All DoD and Federal agencies may order from all CHESS hardware and services contracts. Software contracts are as followed: CHESS software ELAs: Varies. Review ELA contract pages to determine which agencies ordering is open to ITES-SW2: Open to all DoD and Federal agencies ESI Agreements: Varies. Review ESI agreement pages to determine which agencies ordering is open to.

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DOD: (DFAR Appendix G, Activity Address Numbers) CHESS contracts and Blanket Purchase Agreements (BPAs) are available for decentralized ordering. Defense Department customer delivery orders written by activities, other than the BPA/contract procuring activity, should be numbered IAW their contract address code. Civilian Agencies: Please follow the applicable policy within your agency. Reference FAR Subpart 4.16 – Unique Procurement Instrument Identifiers here: https://www.acquisition.gov/far/subpart-4.16?searchTerms=PIID

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The update to AFARS mandating Army use of CHESS contracts for IT services applies to all new acquisitions and re-competes for follow-on requirements. All other new acquisitions must review CHESS contract vehicles during market research to determine if the requirement falls within the scope of CHESS vehicles. If within scope, a CHESS contract vehicle must be utilized unless otherwise justified and an ITAS Approval is obtained to purchase outside of CHESS. If the requirement is verified as unavailable with no proposals in response to an RFI and/or RFP, then an approved SoNA will state the requirement is not available through CHESS. Approval to procure outside of CHESS must be obtained through the DCS G6 ITAS.

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In accordance with DoD Instruction 5330.03 Single Manager of DoD Document Services, the Army has implemented guidance for use of Defense Logistics Agency (DLA) contract(s), see “Army Procurement or Lease of Printing Devices and Services memorandum”, 17 November 2023. In the event the DLA contract does not meet the needs of your requirement, CHESS hardware contracts can be utilized. Please direct all questions to your Contracting Office and their determination of contract for your requirement.

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A SoNA is issued by CHESS and simply states that a particular requirement is not available through CHESS contracts. It serves as a validation that an Army organization has complied with the AFARS 5139 and AR 25-1 regulations to purchase all COTS IT through CHESS; however, no viable contract vehicle was available at the time of the requirement submission. This non-availability of a requirement is typically verified by having an expired RFQ or RA to the appropriate contract vehicle receive no bids. A SoNA does not constitute approval to purchase outside of CHESS or to deviate from any Army regulation or policy.

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No. In addition to a SoNA, the Army customer must request an ITAS approval from the Army Deputy Chief of Staff G-6 (DCS G-6) to purchase from sources other than CHESS regardless of cost or appropriation. The ITAS approval tool is available at https://cprobe.army.mil/enterprise-portal/web/itas/home. Policy Reference: AFARS 5139 https://chess.army.mil/Content/Page/RES_CONTPROG

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Typically yes, an approved SoNA is needed to obtain an ITAS approval for COTS IT hardware, software or services when the requirement is unavailable through existing CHESS or DOD ESI contracts. However, you can still request ITAS approval with the rejected SoNA for mission critical constraints.

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No. The two systems currently do not have the ability to exchange information. The submitter must attach the SoNA email received from the CHESS IT E-Mart to the ITAS approval request.

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CHESS processes SoNA requests within three business days.

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Information Technology Approval System (ITAS) is run by the Army DCS G-6. When an ITAS approval is needed: • Prior to procurement, all organizations must, via ITAS, request and receive approval to procure IT hardware, software and IT services • Designated Command Administrators will manage and approve only requests not reserved for final approval by HQDA • HQDA-level final approval is reserved for the following five IT procurement exemptions: – Data Centers and all IT purchases for Data Centers – IT funded by Operations Tempo (OPTEMPO) – IT purchases outside CHESS vendors and other mandatory sources (etc. CHS, DOD ESI, Navy Spiral 4, DLA) – Portable electronic devices and wireless outside the Navy IDIQ MAC – IT in forthcoming policy or guidance issued by the Army CIO Please refer to the following policy references and the ITAS POCs below: Per AFARS 5139.101, “All information technology (IT) purchases must be submitted through the Information Technology Approval System (ITAS). The ITAS approval memo and supporting documentation shall be part of the requirements package submitted to the Contracting Officer and shall also be part of the resulting solicitation and contract file documentation. The ITAS approval website is located at https://cprobe.army.mil/enterprise-portal/web/itas/home” “Information Technology Investment Accountability (ITIA) Requirement – Use of the Information Technology Approval System (ITAS)”, 26 FEB 2021 For more information and to schedule training, contact the following POC or visit the following website: Mr. Jim Mark, 703-692-4519 or james.n.mark.civ@army.mil https://cprobe.army.mil/enterprise-portal/web/itas/home

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Exercise option periods on existing contracts. Acquisitions that are currently within the 8(a) program or new acquisitions to be set-aside for 8(a). Per Memorandum, “Update to Mandatory Source for Commercial IT Services”, 15 September 2023: “All cloud services, software development, and continuous software evolution service-type contracts (e.g., labor) are no longer required to use CHESS nor are they required to obtain a Statement of Non-Availability” Note: Contact the ITAS team regarding ITAS approval requirements and questions: usarmy.pentagon.hqda-cio-g-6.mbx.itas@army.mil

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No. Catalogs and price lists posted on the CHESS IT e-mart are not always exhaustive lists. Also, many times products can be added to a vendor’s catalog based on customer requests. In order to verify that no CHESS vendor offers the desired product, do the following: Hardware: Submit an RFQ/Reverse Auction. Services: Submit an RFI or RFP. Software: CHESS Software J/ELAs and CETAs: Review the list products offered under the specific J/ELA or CETA. ITES-SW2: Submit an RFQ/Reverse Auction. ESI Agreements: Contact the listed vendor POC directly to determine product availability.

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No. The SoNA and ITAS approval processes only apply to Army customers and commands or organizations where the Army is the executive agent.

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Per the SecArmy memo, the following exceptions are in effect: The United States Military Academy (USMA), in support of the academic and cadet development mission will use CHESS as the required source of supply. In the event CHESS is not able to support the procurement within mission requirements, USMA is authorized to execute the procurement consistent with existing regulations and policies. Non-Program Executive Officer/Project Manager managed Military Intelligence (MIP) systems. Non-PEO/PM managed MIP systems will be requested using the Army G-2 Automated systems Integration Database system. The request will include the CHESS SoNA for alternate contract purchase approval and will be reported to the CIO/G6. Policy Reference: “Army Waiver Process for Commercial-Off-the-Shelf Information Technology (COTS IT) Procurement Outside the Computer Hardware, Enterprise Software, and Solutions Program”, 06JUN13Note: Per AFARS 5139 “All information technology (IT) purchases must be submitted through the Information Technology Approval System (ITAS).”

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AFARS 5139 designates CHESS as the mandatory source for COTS IT hardware, software, and services. AR 25-1 defines Information Technology (IT) as "Any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information . . ." AR 25-1 also designates CHESS as the primary source for COTS IT hardware and software. Use the AR 25-1 definition above to make a reasonable determination if the products or services you require are IT. Review the contracts' Scope Statement and/or Catalog Items to find examples of COTS IT products provided through CHESS. Note: The update to AFARS mandating Army use of CHESS contract, ITES-3S, for IT services applies to all new acquisitions and re-competes for follow-on requirements. A scope determination can be offered via submission to the CHESS help desk or using the RFI tool. If within scope, the CHESS contract vehicle ITES-3S must be utilized unless otherwise justified and an ITAS Approval is obtained to purchase outside of CHESS.

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Yes, all shipping costs are included for both CONUS and OCONUS locations.

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CB prices include shipping. OCONUS prices are higher to cover the higher cost of shipping products to OCONUS locations.

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Yes, call the vendor to place an order using the Impac Card. NOTE: Be sure to comply with all of your local credit card ordering procedures.

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Yes. The Army policy does not differentiate between NAF and Appropriated Funds. The signed policy states that all organizations purchasing desktop or notebook computers shall use the Consolidated Buy unless the organization submits an exception.

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Yes, FAR 16.505 and DFARS 216.505-70 does apply during the CB. However, if the order is at or below the simplified acquisition threshold (SAT), and you are procuring equipment off of the ADMC-3 contract, no additional competition is required if you utilize the Consolidated Buy (CB) compare tool. As part of the CB process CHESS has provided each ADMC-3 vendor the CB specifications and has given them the opportunity to submit CB proposals for each category. CHESS has reviewed/approved the proposed product and the prices were determined to be fair and reasonable by the Contracting Officer. The ordering Contracting Officer/Contract Specialist can consider the approved price for each ADMC-3 vendor for example through the CHESS CB Products and Prices compare tool. Contracting officers must document in the contract file the rationale for placement and price of each order, including the basis for award and the rationale for any tradeoffs among cost or price and non-cost considerations in making the award decision. This documentation does not need to quantify the tradeoffs that led to the decision. The contract file shall also identify the basis for using an exception to the fair opportunity process. This satisfies the Fair Opportunity requirements of FAR 16.505(b)(1) for orders valued at SAT or less. If the order exceeds SAT, competition is required. The order must be placed on a competitive basis in accordance with DFARS 216.505-70. A completed Request for Quotation (RFQ) submission to all 10 Consolidated Buy (CB) vendors for the respective order via the CHESS IT E-Mart RFx Tool will satisfy this requirement.

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A CB exception memo must be obtained if desktops/notebooks offered through the CB do not meet your requirement. Instructions to create a CB Exception Memo can be found at https://chess.army.mil/Content/Page/CB_EXPT. Once you’ve obtained the CB Exception Memo, you may purchase notebooks/desktops from CHESS hardware contracts (i.e. ITES-3H). Purchases made outside of CHESS contracts still require a SoNA and ITAS approval.

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Yes, your local contracting officer may authorize a support contractor to make purchases on the government's behalf from the CB IAW FAR 51.1 "Contractor use of Government Supply Sources."

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No. CB Exceptions are approved by an O-6 or GS-15 (or equivalent) at the customer activity. Send a copy of the approved CB Exception letter to the Ordering Contract Officers (OCO)'s contract file.

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It is ultimately up to the customer and contracting office to make the determination if OMA or OPA is appropriate. Per the ACC-RI Contracting Office, and supporting Legal Counsel, there is no ‘color of money’ issue with using OMA funding for bulk general purpose CB buys. The investment threshold of $250K for OMA purchases applies to ‘systems’. Although the computers procured would all be connected via the NIPRnet, they are all individually functioning pieces of equipment being used for different general purpose tasks by many users. Therefore, a bulk CB buy is not for a single "system" but for many individual items. Since none of the individual computers being purchased comes anywhere close to $250K per unit, they do not individually cross the threshold for a system. Different criteria would likely apply to CB purchases made by a PM in support of a program of record. These may cross the threshold for a “system.” In every case it is important to coordinate with your supporting contracting office early in the process regarding the type of funding you will be using.

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The ‘Bona-Fide Need Rule’ states that money spent on items should support requirements for that fiscal year. Production / delivery lead time, respective to the ordering date may provide a valid exception to this. Customers must decide if there is a true bona fide need if delivery slips into the next FY, taking into consideration the delivery lead time exception.

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Yes. iPads listed on DODIN APL are available through CHESS IT e-mart. All devices offered are Wi-Fi only and have no cellular data plans or capabilities. Further information can be found at the link below:

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Yes, mobile devices can be used for Army Email. Please contact DISA for more information. DISA Contact Link: http://disa.mil/About/Contact DISA DOD Mobility Program Link: https://www.disa.mil/Enterprise-Services/Mobility/DOD-Mobility

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Approved devices are located on the Department of Defense Information Network Approved Products List (DODIN APL), found at https://aplits.disa.mil/processAPList.action.

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Customers will be able to purchase Wi-Fi capability only devices through CHESS. However, cellular service must be purchased separately. (Ref: NAVY Spiral 4) For ordering process and procedures please visit the Navy Strategic Sourcing website at: https://my.navsup.navy.mil/webcenter/portal/nss. Once on the site, click directly on the “Mandatory Solutions" tab on the left, then on “Navy Wireless Service Contracts” link on the left to access Wireless information. Non-NAVSUP users must register their CAC prior to attempting to gain access to the secure web pages. Note: If you're unable to access the site, you'll need to register your PKI certificate in the NAVSUP Master Directory: https://www.navsup.navy.mil/registration

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Customers can use mobile devices for publicly accessible, non-CUI data. Mobile devices that involve storing and accessing CUI or higher data must be vetted by DISA.

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Customers requiring the ability to sign/encrypt DEE must contact DISA Mobility PMO for the latest guidance.

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Yes, as long as the mobile device is Wi-Fi only enabled (which are available through CHESS ICW NASA SEWP). The mobile devices available through CHESS are not cellular or data based plans.

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Contracts that are participating in the CHESS Reverse Auction capability are ADMC-3, ITES-3H, and ITES-SW2.

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Start times are upon submission of the auction. End times are determined by the buyer.

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No, customers are not required to utilize the CHESS Reverse Auction capability. Benefits of the CHESS Reverse Auction capability include no fee and direct CHESS oversight. It is also reinforced by the Deputy CIO memo dated 19 May 2017.

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Conducting multiple competitions for the same requirement will lead to duplicate effort for all parties involved and greater potential for quoting error and is highly discouraged.

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Yes. Customers may utilize the RFI tool to obtain information prior to conducting a traditional RFQ or a Reverse Auction.

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Yes. Then the second bid automatically becomes the lead bid.

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If the customer chooses “Make Maximum Price Active” then there will be no designated Lead if every vendor bids over the maximum price. If that is not made active, then the Lead will be designated.

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Yes, all vendors included in the Reverse Auction that have not “No Bid” will have access to review all questions and answers.