bringing our values to life © 2005 ibm corporation swg vendor operations – guidelines for vendors...
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Bringing our values to life
© 2005 IBM Corporation
SWG Vendor Operations –Guidelines for VendorsSetting up a contract with ICS
October 2009
© 2005 IBM Corporation2
Agenda
•Before an engagement
Contracting Vehicle Required
Supplier Set up
Contracting Vehicle Required
Transactional SOWs/ERS
Purchase Orders
Letter of Authorizations
© 2005 IBM Corporation3
Contracting Vehicle RequiredTo be considered as a subcontractor
•To work as an IBM subcontractor you must either have an active IBM supplier number that is Web Order Invoicing (WOI) enabled or you must be aligned as a sub-tier to an IBM procurement core supplier.
•As a subcontractor, you must either have the following agreements in place directly with IBM or an equivalent in place with one of the IBM procurement core suppliers.
•Solutions Engagement Agreement (SEA)/Technical Services Agreement (TSA)
•These agreements contain base terms and conditions and definitions that are referenced in each work authorization
•Agreement for Exchange of Confidential Information (AECI)
•Agreement that governs the handling of confidential information between IBM and subcontractors. If specific information is to be disclosed, a supplement will be put in place by IBM procurement which outlines a non-confidential description of what is being disclosed, who is disclosing the information and to whom, the dates for the discloser and any special conditions surrounding how the information can be handled.
•Equipment Program Loaner Agreement (EPLA)
•An agreement that outlines how IBM loaned equipment must be handled.
BEFOREENGAGEMENT
© 2005 IBM Corporation4
Contracting Vehicle RequiredTo be considered as a subcontractor
•IBM has asked that you align as a subtier to an IBM Procurement Core Supplier in order to do business with IBM ICS is the vendor
•Infinite Computing Solutions (ICS) -
•John LaskeyJLLASKEY@BELLSOUTH.NET 919-678-1228
•Indicate which IBM Relationship Manager asked you to align
•ICS has a TSA, Master SOW, AECI and EPLA agreements in place with IBM. In order to align as a subtier, you must sign ICS’ agreements (similar to the above) which contain flow down terms from IBM.
• For SWG Services, ICS acts as a contracting and billing vehicle only. ICS will provide a copy of the ERS to you and a PO. Please respond with your acceptance to the ERS within the same business day.
•ICS charges an uplift for their services which is paid by IBM.
BEFOREENGAGEMENT
© 2005 IBM Corporation5
Contracting Vehicle RequiredTo be considered as a subcontractor
•ICS will require that you comply with the pre-approvals process as dictated by IBM. Unless a direct employment situation is agreed upon with ICS (sometimes desired by independent consultants), costs associated with insurance and criminal background checks must be covered by your company.
•You will bill ICS but you will provide your weekly timecards and invoice backup to IBM directly as outlined in those processes. You do not need to submit timecards or invoice backup to ICS. You will receive payment from ICS at net 60 payment terms.
•You will maintain a relationship with IBM and will work with IBM on deployment requests directly.
•The focal point for issues (PO,ERS/NON-ERS) use the unique ID IBM-ERS@INFINITE.COM (payment, etc) IBMPAYABLES@INFINITE.COM once aligned with ICS
BEFOREENGAGEMENT
© 2005 IBM Corporation6
Contracting Vehicle RequiredFor deployment on an engagement
•Prior to a consultant going on site and working on an IBM engagement, an executed Statement of Work (SOW) and a Work Authorization must be in place.
•An SOW can take the form of an Electronic Request for Services (ERS) for vendors that have a Master SOW* with SWG Services, or the traditional SOW which is faxed for signature from IBM procurement.
•To be considered “executed” an ERS must be sent to the vendor and returned unchanged with an “ I accept” notated in the email. ICS will be sent the ERS from IBM and will forward it along to the sub-tier vendor
• If changes to the ERS are required, the vendor should reject the ERS and contact the person who sent the ERS. The ERS will be rejected, changed and resubmitted. Once executed, the brand subcontractor analyst will send a Vendor Requisition Summary (VRS) with CART ID which will result in a purchase order in support of the ERS. A fully executed ERS with VRS submission is considered the Work Authorization.
•In the rare instance where a NON-ERS is required, there are times that a PO cannot be obtained in time for deployment. In these cases, the brand subcontractor analyst will pursue a written approval from procurement. This written authorization to start prior to receipt of a PO can be in the form of an email or a formal Letter of Authorization*
BEFOREENGAGEMENT
© 2005 IBM Corporation7
Contracting Vehicle RequiredFor deployment on an engagement
•Working with ICS
•ICS has a Master SOW in place which enables us to use an ERS instead of the traditional SOW. POs are released from a template PO called a BSAP. Overall, this process is considered “buyerless”, meaning IBM procurement is not involved, and generally allows us to have a fully executed contract within minutes and a PO within 24 hours.
•ICS will issue a PO to the sub-tier vendor once an IBM PO has been received by ICS
•ICS has a QuickPlaces assigned. Quickplaces are used to pass IBM and customer confidential information in a secure environment. LN IDs and Dialers will also be made available to the vendor via the QuickPlace. If one of your consultants requires access, that needs to be requested by the Engagement owner and once approved would be posted to ICS’ Quickplace they would provide you with the information.
BEFOREENGAGEMENT
© 2005 IBM Corporation8
Contracting Vehicle RequiredFor deployment on an engagement
•Purchase Order
•You will know when the SWG subcontractor analyst has requested a PO because you will be sent a Vendor Requisition Summary (VRS) - This will contain a CART # in the subject line. ICS will send this off to you
•If you have not received a PO within a week for a fully executed ERS or SOW, please contact ICS.
•If you are running out of hours or expenses or the end date of your contract is approaching and you need an extension, please proactively contact the SWG Services engagement owner (the person who sent the original ERS or the IBM contact named in the SOW) and copy the BRAND ID. If you do not receive a response from the engagement owner, please contact your subcontractor analyst.
BEFOREENGAGEMENT
© 2005 IBM Corporation9
Contact InformationWhere to go for Help: Subcontractor Analysts(note: brand ids are monitored by a primary SA, with backup coverage as needed)
Collaboration (Lotus) isscsubk@us.ibm.com (efax 845-491-3180)
Tivoli isstsubk@us.ibm.com (efax 845-491-5767)
Rational issrsubk@us.ibm.com (efax 845-264-6263)
Business Analytics (Cognos)
issbasub@us.ibm.com (efax 845-491-7076)
WebSphere aimsubk@us.ibm.com
Information Management
issimsub@us.ibm.com (efax 845-463-8741)
Security ibmss@us.ibm.com (efax 845-491-7076)
Industry Solutions ississub@us.ibm.com
© 2005 IBM Corporation10
Contact InformationWhere to go for Help: General Topics
CAR/Timesheet Submission timecard@us.ibm.com
CBC/Resource Verification Forms, Resumes, Subcontractor Set-Up, AmEx Travel
ibmswgdocs@infinite.com
Procurement Contacts by Brand Check with your Brand Subcontractor Analyst
Vendor Systems Access/Badge outssubk@us.ibm.com
Escalation Tom Kuhar, tom_kuhar@us.ibm.com, 208-395-0355
© 2005 IBM Corporation11
Contact InformationWhere to go for Help: Partner Relationship Management Team Roles
Partner Relationship Management Team Roles:
Proactive partner relationship management
Identifying new vendor companies that can address skill gaps
Negotiation and set up of MSOWs (ERS enables a partner)
Point of contact for the delivery team to address issues with existing partners
*For a complete list of Partner Relationship managers please see Contact List for Partner Relationships
© 2005 IBM Corporation12
Contact InformationWhere to go for Help: Partner Relationship Manager
Gina Benedick-Davidson
Rational, Tivoli, Security, Information Management
208-395-0347 ginabene@us.ibm.com
Brian Hawthorne WebSphere 401-477-6489 brianhaw@us.ibm.com
Ted Smith Business Analytics, Collaboration
720-396-9210 ted_smith@us.ibm.com
Andrea Ward Industry Solutions 905-686-5566 aeward@ca.ibm.com
© 2005 IBM Corporation13
Contact Information for ICSWhere to go for Help:
Initial Set up
Sales
John Laskey 919-678-1228
jlaskey@bellsouth.net
Recruiter/problem solver
Kathy Rowell 813-641-0730Krowell@infinite.com
Issue Resolution: POs, ERS/ERSA
Unique email ID Ibm-ers@infinite.com
Billing inquiries: Unique email ID ibmpayables@infinite.com
Consultant Documents CBC/RVF, Resumes, AMEX Travel, etc
Unique email ID ibmswgdocs@infinite.com
Contracts Subba Badeti 609-269-8633
sbadeti@infinite.com
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