If you are interested in becoming a Computer/Electronic Accommodations Program vendor, please review the necessary procedures below. All requirements must be met and may be subject to change.
The Computer/Electronic Accommodations Program (CAP) under the TRICARE Management Activity, a field activity in the Office of the Assistant Secretary of Defense (Health Affairs), provides assistive technology and support services to individuals with disabilities and wounded service members. These include those that are blind, vision-impaired, deaf, hearing impaired or with a dexterity, communication, cognitive, or learning disability. Our mission is to ensure that people with disabilities and wounded Service members have equal access to the information environment and opportunities in the Department of Defense (DoD) and throughout the Federal government. By fulfilling this mission of providing real solutions for real needs, CAP is helping to make the Federal government the model employer for people with disabilities.
CAP Pre-Award Requirements
All potential CAP vendors must register through the Central Contractor Registration Database (https://www.bpn.gov/ccr/). Prior to providing quotes, all vendors must obtain a Commercial and Government Entity (CAGE), a Data Universal Numbering System (DUNS) provided by Dun & Bradstreet and a Federal Tax ID Number.
Commercial and Government Entity or CAGE Code will be five digits, ex: XXXXX
Data Universal Numbering System or DUNS number will be nine digits followed by four numbers that are unique to CAP, ex: XX-XXX-1963
Once the above listed requirements have been obtained by the vendors, CAP will initiate contact requesting quotes or open solicitation. Vendors may also find open solicitations at http://tricare.mil under the acquisition tab and click on the opportunity gateway and RFQs or by visiting FEDBIZOPPS.
A submitted quote must meet the following requirements/contain the necessary information:
The vendors Commercial and Government Entity or CAGE Code will be five digits, ex: XXXXX
The vendors Data Universal Numbering System or DUNS number will be nine digits followed by four numbers that are unique to CAP, ex: XX-XXX-1963
The vendors Federal Tax ID Number
A 60 to 90 day expiration
Competitive prices within the quote
In addition, CAP requires the vendor to provide a comparison chart for equal products on the market to support a Brand Name Justification. If the vendor is the sole source for the distribution and/or manufacturing of a product, a memo supporting this must be provided.
CAP will conduct the required market research to compare the provided quote, in regards to:
Federal Acquisition Regulation – FAR
Mandatory Sources as found in FAR Part 8
General Service Administration (GSA) Schedule
Other contracts or procurement vehicles
If the vendor receives an award the following procedures will be necessary by the vendor:
Review award documents thoroughly
Note and verify the contract number which will start with HT0011-XX-X-XXXX
Includes fiscal year, type of contract and unique number
Ensure the instructions and prices are what you agreed to in the bid or quote
If modification is required, contact the Contracting Officer
Once awarded, contact the CAP POC to review requirements
Guarantee that the vendor’s process allows for a maximum of five days to purchase the product and 15-30 days until the customer receives the product. CAP must be provided a confirmation of delivery (tracking info, signed delivery receipt)
CAP must be verified of any delays, immediately
Bill in accordance with the award document, Wide Area Flow (WAWF)
Wide Area Work Flow (WAWF)
Vendors providing services and/or products to the DoD are given access to create invoices and Receiving Reports, and electronically route them to the appropriate DoD officials. Within WAWF-RA, vendors also have the ability to monitor the status of the documents as the appropriate officials process them.
Further information regarding WAWF can be found in the Vendor Quick Reference Guide.
All vendors must be complete registration with WAWF. Please note, that CAP’s DoDAAC is critical when submitting into WAWF.
Common errors that will lead to a rejected Receiving Report:
The information submitted does not match the contract
No proof of delivery has been provided
The Contract Line Item Numbers (CLIN) were not included
The pricing and/or quantity is not the same as it appears in the contract
Too many invoices have been provided. Only one invoice should be provided per Purchase Order (PO), not for each individual shipment
Blanket Purchase Agreement (BPA)
If you have a Blanket Purchase Agreement (BPA) with CAP, a specific vendor personnel point of contact should have been identified. CAP will initiate contact with the BPA vendor personnel and continue to do so, on an as needed basis.
If you have further questions, please contact the necessary POC:
John Hite – Contracting Officer
WAWF Technical Support:
Ogden Help Desk
WAWF Vendor Customer Support: 1-866-618-5988