jccs ng contract office

JCCS NG Contract OfficeREVIEW VENDOR PROFILE

1DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-

CENTCOM Vendor Review

DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM -UNCLASSIFIED-

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CONTRACT OFFICE USER/NATO

VENDOR

Review Vendor

Complete?

Y

N Message Vendor

Complete?

Y

N

Lock Questionnaire(s)

View Questionnaire(s)

View Profile

Y

N

Submit for Vetting

Complete?

View Documents

Add Missing Information

Message KO

CENTCOM Vendor Vetting Process


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VENDOR VETTING

CONTRACT OFFICE SUBMITTER

Vetting Submission

Profile Complete?

Y

N Set Status Incomplete

Preliminary Review

Perform Investigation

KO Response? None

Get Vendor to Update

Send Response to

VTM

Rate Vendor Insufficient

Rate Vendor

View Updated

Homepage

Government Vendor View

1. This is a vendor profile as viewed by a contract officer or specialist.

2. You can use the menu on the left to jump to each section, or click on the section header to expand each section.


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Account Status1. Basic Profile Status: If it says

Active, their CAGE code has been validated and you are viewing the primary account. If it says Inactive, there is a problem with the CAGE.

2. Questionnaire Status:

• Incomplete: Vendor has not completed all questionnaires.

• Complete: Vendor has completed all questions, but has not certified.

• Certified: All questionnaires are completed and certified.

• Locked: Questionnaires have been locked.

3. Contract Office Status

• Pending: This vendor has not been submitted for vetting, or their rating has expired or is about to expire.

• Submitted: This vendor has already been submitted for vetting. Do not submit them again.

• Complete: The vendor has been rated and their rating is more than six months from expiring. Do not submit them for vetting.

Vendor Correspondence

1. This section is for messages between the vendor POCs and the contract office. It works as a Facebook-style wall, where all messages are visible to all POCs attached to this vendor and all government personnel, as opposed to user-to-user messages.

2. Only contract office personnel can create a message. Vendors can only reply.

3. Each message has a message history section to display a threaded, date and time stamped history.

4. Contract office names will appear as First Name Last Initial. Your email will never be visible to vendors.


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Create New Message

1. When you click Create New Message, this window will appear.

2. Please note that if you are asking a vendor for a document, they need to upload that document to the appropriate place on the questionnaire. The system will not recognize documents in message as part of questionnaire data.


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View Message Thread

1. Messages are grouped together in threads, so when you view the latest response, you will be able to see all the previous messages in chronological order.


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Basic Profile1. The vendor’s basic profile

is the company’s address and business classification details.

2. Only vendors and the JCCS helpdesk can edit this area.

3. A valid CAGE code is required to submit the vendor for vetting. If their basic profile status is Active, then they are good. If not, the vendor should submit a helpdesk ticket.

4. The responsibility of a contract officer in this section is just to ensure valid-looking data is here. You are not required to validate that it’s true, just that it isn’t obviously wrong.


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Vendor Contacts

1. Clicking Vendor Contactswill show you all the points of contact attached to this vendor. Companies in JCCS NG may have more than one POC.

2. Click View to see the contact’s details.

3. You cannot edit the details, only view them.


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Questionnaires1. By the time the

questionnaire reaches you, the Basic Profile should be Active and the Questionnaires should be Certified.

2. Questionnaire Category:

• Country of Origin: This questionnaire asks for information about the corporate level of the company. There is only one country of origin questionnaire, assigned based on the address of the company headquarters.

• Place of Performance: These questionnaires ask about the local team actually performing the work on a given contract. There should be one for each place the vendor is performing or proposing to perform on a contract.

Questionnaire Manager

1. Category: Click here to open the questionnaire in a new browser tab.

2. Completion: The number of sections completed.

3. Status: Incomplete, Complete, Certified, or Locked. The questionnaire must be Certified before you review it; you will lock it when your review is complete.

4. Lock: This column will say either Lock or Unlock. If you click Lock, the questionnaire will be locked to prevent the vendor from editing it. Clicking Unlock will open it for editing.DLA/JCXS JOINT CONTINGENCY CONTRACTING SYSTEM

-UNCLASSIFIED-12

What are the questionnaire requirements?1. CENTCOM requires that the

COO questionnaire be completed, and a POP questionnaire should be completed for every country in the Middle East where the vendor is actively performing.

2. On each POP questionnaire, the vendor can add multiple teams of people, grouped by either their place of performance or contract number.

3. You as the KO are not expected to check to make sure they have indeed included all their contracts, but please let the vendor know this is the requirement, and the vendor’s account review may not go well if they don’t include this required information.


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Country of Origin Questionnaire

1. Each section of the questionnaire is closed by default. Sections load and save independently to make it easier to connect on slower networks.

2. Completed sections are highlighted in green. You will only need to evaluate completeness in one section.

3. For most sections, you will just need to visually verify that the data entered looks plausible. The following slides will show you what to look for in each section.


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General Information

1. Most sections will be straightforward data entry that you can visually verify looks plausible. (For example, the address is unlikely to be “Fake Street.”)

2. Completed sections will have a green section header.


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Owned Locations

1. Most sections will require either data entry or a checkbox stating that this section is inapplicable. The vendor in this section either has to enter additional company locations or state that their company doesn’t have any.

2. Sections 2-11 all work in this way.


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Key Employees/ Shareholders

1. Positions and Ownership: The first thing to note is that key personnel and shareholders are now all on the same table.

2. Shareholder %: This must equal 100% for the section to be complete.

3. Validation: The requirement for personnel is that allexecutive-level positions are included as depicted on the organization chart. JCCS is validating the minimum positions required. If all positions on the org chart are not included, vendor vetting will send it back.


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Person Details1. Position: As of the August

2021 update of JCCS, each person can hold multiple positions.

2. The same person can also include owner and/or shareholder information.

3. 100% of shares are required to complete this section. If you have shareholders that own less than 1% of a share, they can combined into a single person called “Small Shareholders” and a list uploaded for them instead of the passport/national ID.


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Organization Chart

1. Organization Chart→KeyEmployees: If someone is listed on the organization chart, they should be included in the Key Employees section. Vendor Vetting will send the vendor back as incomplete if they are not. As many of these documents are not in English, please make sure the vendor is aware of this requirement, and check as best you can.


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Financial and Licenses1. Financial: Vendors are required

to provide all these documents, or upload a document stating why each type of document isn’t applicable. For example, there is no income tax in Kuwait, so Kuwaiti vendors would just upload a document stating as such.

2. Licenses: Business licenses are the only field required by the system.

3. Tax ID: If the vendor has a Tax ID, it must be included.

4. Articles of Association are required if the vendor’s country has them. Companies in Afghanistan, Iraq, and Qatar have Articles of Association.

5. You can view documents by clicking View for each section, which will open a document manager for that document. However, it may be easier for you to spot check documents using the Document Manager.


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Document Managers1. All the documents the

vendor uploads to their questionnaires are extracted into the document manager.

2. Documents are renamed by the system to make it easier to identify what they are.

3. You can sort documents to group like document types together, sort expired dates together, and quickly go through the documents to make sure they are what the vendor says they are.

4. Check for expiration dates to make sure all documents are current.

5. Legacy Documents: These are documents initially uploaded in the old JCCS system. You don’t need to check or do anything with them.


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Place of Performance1. Repeat the review process

for all other available questionnaires.

2. The vendor must complete a Place of Performance questionnaire for every country they are currently performing work for US government contracts in the CENTCOM AOR. If you are considering them for work in a country in CENTCOM, they must have also completed the Place of Performance questionnaire for that country. The vendor has an option on their screen to Add Place of Performance, and you can also assign POP questionnaires for them to complete.

3. Click the Place of Performance to open the questionnaire.

Place of Performance

1. As with the Company Origin questionnaire, verify the individuals included on Local Teams. Make sure the information looks valid, and that the documents are current and accurate to the best of their ability.

2. A Local Team is a flexible group that may include all people working on a contract and/or in a particular location. It is left up to the vendor as to what constitutes a team. If the vendor is not performing on any contracts and hasn’t yet hired these positions, they can check, We have not yet hired team members.

3. The financial section is only required if they have a local bank in this place of performance that is different from their company’s bank.


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Lock Vendor1. Once you have confirmed

the questionnaires are complete, the information looks valid, and all the required documents are attached, current, and accurate to the best of your ability, click Locknext to the completed questionnaire.

2. The vendor will no longer be able to edit the questionnaire.

3. Questionnaire must be unlocked for a vendor if they need to make any updates, and then locked again once re-certified.


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Vendor Rating/ Status1. This section displays all the

vendor’s active ratings for all COCOMs. It will not display expired ratings.

2. Statuses• Received/Working/ Processing:

You will see ratings work through these statuses before they are rated.

• Incomplete: If it is Incomplete,then the vetting is still ongoing, but information is missing.

• Insufficient: If the missing information is not given, the vendor will be rated Insufficient and the vetting will be closed. You have to resubmit them for vetting.

3. CENTCOM Ratings:• Acceptable: 2 year expiration.

You can contract with this vendor.

• Unacceptable Without Mitigation: 1 year expiration. You can contract with this vendor, but you must mitigate security concerns.

• Not Applicable: 2 year expiration. This vendor did not need vetting. You can contract with them.

• Section 841: No expiration. Do not contract with this vendor.


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Rating Comments/ Documents

1. VTM Comments: If the vendor was missing something or there are any additional remarks pertaining to the rating, it will be appear here.

2. Rating Document: If there were documents attached to the rating by vendor threat mitigation, they will appear here.


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Government Correspondence

1. This area displays messages about active vetting requests.

2. You can view and reply to this thread as long as the VTM is actively vetting this vendor.

3. Once the vendor is rated, this thread will close.

4. Click View to see a message thread.


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Government Correspondence1. When you click View, you will

now see the message history open by default, in chronological order.

2. If a vendor is incomplete, you will see the reason why here.

3. You should then reply to the vendor vetting division to say, “I have had the vendor add the things that were missing.” You do not need to re-submit them for vetting.

4. The VTM will be alerted that you have replied, and will know to proceed with vetting.

5. You can reply to ANY vetting thread, as long as the vetting isn’t complete. If someone else has submitted a vendor for vetting and you have questions, you can ask them here, and the VTM will see those messages.

6. The goal with this correspondence is to keep all these messages contained within JCCS. With this release, you should be able to freely converse here.


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Submit Vendor for Vetting1. Select CENTCOM as your

organization.

2. Solicitation Number and Contract Number are optional.

3. POP Start/End will help the VTM prioritize which vendors might be vetted sooner.

4. RMP/ETP: If this vendor already has a Risk Mitigation Plan or Exception to Policy Letter, check the box and enter its expiration date.

5. Submission Requirements: If you have met the requirements to submit this vendor for vetting, you will see a check mark.

6. Expedite: If you need to expedite this vendor, check the box and input the expedite approver’s email address and justification for expediting. JCCS will send an email with a link to the approver that will allow them to approve this for expediting. They do not need a JCCS account to approve a vendor to be expedited.

7. Enter any other comments, attach any files you want to include, and click Submit Vendor.


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Expedite Vendor1. Expediting a vendor means

the VTM will attempt to vet this vendor in four weeks rather than the usual six.

2. If all vetting requests are expedited, no requests will be expedited. Please only request this if the performance of a contract depends on it.

3. Check the box, enter the email address and justification, and the person whose email address was entered will receive an email from the JCCS system.

4. The email will contain a link that they click.

5. They will be asked to enter their CAC credentials. Entering those credentials authorizes the vendor to be expedited.

6. The vendor will be flagged for the VTM as “expedited” and the approver should see a confirmation message.


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Submitted Confirmation

The confirmation message will give you the timeframe for regular and expedited vetting, as well as the contact information for the selected COCOM. Remember, you can also contact them via the government correspondence section.


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Vetting Request Status

1. On your home page, all the vendors you have submitted for vetting will appear in the vetting request status queue.

2. You will be able to view their current status and see them progress through the vetting process.

3. When a vendor receives a rating, please refer to the vendor vetting background guide for information about how to proceed.


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Insufficient vs. Incomplete Vendors1. Incomplete Vendors: The purpose of an “Incomplete” vendor

status is to allow the vetting to stay open while you get the vendor to complete the missing things. This way all the messages about that vendor are in the same message thread and it’s easier for the VTM to track what they’ve done with the vendor. If the vendor is incomplete, you do not need to resubmit them for vetting. All you need to do is reply to the message thread stating that the requested items are complete.

2. Insufficient Vendors: If no reply is received, the VTM will rate the vendor as Insufficient to close them out and get them out of the vetting queue, which keeps their workload manageable. If a vendor is Insufficient, you do need to resubmit them for vetting.


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Questions?Click the Helpdesk & Feedback button and submit a helpdesk ticket for assistance.

A Helpdesk Specialist will reply to assist you.


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https://www.jccs.gov/jccscoe/