SeaPort Vendor Portal. User Guide. User Guide. Version 2.6. December 10, 2011

SeaPort Vendor Portal User Guide User Guide Version 2.6 December 10, 2011 Aquilent, Inc. 1100 West Street Laurel, MD 20707 301.939.1000 www.aquilent.com

Document Status Item Document Title File Name Disposition Author Document SeaPort Vendor Portal User Guide SeaPort Vendor Portal User Guide Final Aquilent This document contains the details of how to use the SeaPort Vendor Portal and Proposal System from the Contractor pointof-view. It is intended to provide guidance on how to: Use the portal in general Review Events and Solicitations Submit Proposals Perform company self-administration functions such as new user invitation and role assignment Respond to ad-hoc IRD (issue resolution desk) messages generated by the government Respond to semi-annual requests for subcontracting actual data at the Order level Perform company administration functions Submit helpdesk tickets Manage individual user profile Document History Version Date Changed By 1.0 12/29/2004 Aquilent Initial released version. 1.1 7/29/2005 Aquilent Updated released version for Virtual SYSCOM deployment. 1.2 10/31/2005 Aquilent Updated for Release 35. 1.3 1/14/2006 Aquilent Updated for Release 36. 1.4 4/24/2006 Aquilent Updated for Release 37. 1.5 11/3/2006 Aquilent Updated for Release 38 and Release 39. 1.6 5/12/2007 Aquilent Updated for Release 40. 1.7 11/13/2007 Aquilent Updated for Release 41. 1.8 6/28/2008 Aquilent Updated for Release 42. 1.9 3/28/2009 Aquilent Updated for Release 44.1 2.0 5/02/2009 Aquilent Updated for Release 44.2 2.1 8/01/2009 Aquilent Updated for Release 45 2.2 10/14/2009 Aquilent Updated for Release 46. 2.3 4/17/2010 Aquilent Updated for Release 47. 2.4 8/7/2010 Aquilent Updated for Release 48. 2.5 6/18/2011 Aquilent Updated for Release 50.2 December 10, 2011 User Guide: Table of Contents i

2.6 12/10/2011 Aquilent Updated for Release 52 (updated password minimum requirements) December 10, 2011 User Guide: Table of Contents ii

Table of Contents 1 Overview... 4 1.1 System Requirements... 4 1.2 Terminology... 4 1.3 Registration... 5 1.4 System Access... 8 1.5 Common Functionality... 9 2 Events... 12 2.1 Prime Contract Holder... 12 2.2 Subcontractor... 35 2.3 Prime Contract Holder Acting as Subcontractor... 40 3 Actions Tab... 42 3.1 List of Actions... 42 3.2 View Action Details Page... 43 3.3 Place Response... 45 4 Invitations... 47 4.1 Invitation Listing... 47 4.2 Send Invitation... 48 4.3 Account Review... 50 4.4 Invitation Unlock... 53 5 IRD... 55 5.1 IRD Summary Page... 55 5.2 View IRD Issue Details Page... 56 5.3 IRD Message Listing Page... 57 5.4 Create New Message... 58 6 Small Business... 60 6.1 Small Business Subcontracting Summary... 60 6.2 Small Business Subcontracting Data Page... 61 6.3 Edit Small Business Subcontracting Data Details... 62 7 Teaming... 65 7.1 Teaming Listing Page... 65 7.2 Teaming Request Listing Page... 69 8 Reports... 80 8.1 Task Order Award Reports... 80 8.2 List of Prime Partners... 82 8.3 Advanced Planning Report... 86 December 10, 2011 User Guide: Table of Contents iii

8.4 Roles By User Report... 87 8.5 Users By Role Report... 88 9 Admin... 91 9.1 Admin Tab... 91 10 Helpdesk... 115 11 My Profile... 116 11.1 User Input page... 116 December 10, 2011 User Guide: Table of Contents iv

1 Overview The SeaPort Vendor Portal User Guide describes the functions and procedures for operation within the Seaport Vendor Portal. This document is organized as follows: Section 1 (Overview) Describes the background and usage of the SeaPort Vendor Portal and Proposal System. Section 2 (Events) Describes Proposal System events and how to place proposals. Section 3 (Actions Tab) - Describes the actions and how to place responses. Section 4 (Invitations) Describes how to issue invitations and approve registrations for new users (within a company). Section 5 (IRD) Describes how to review and respond to issues that the government documents through the Issue Resolution Desk module of the Vendor Portal Section 6 (Small Business) Describes how to respond to semi-annual requests for subcontracting actual data at the order level. Section 7 (Teaming) Describes how to access information regarding a prime company s teaming partners for SeaPort-e contracts as well as requesting new teaming partners. Section 8 (Reports) Describes the canned reports that are available in the system. Section 9 (Admin) Describes how vendor administrators review and manage user accounts within a company. Section 10 (Helpdesk) Describes how to submit a helpdesk ticket. Section 11 (My Profile) Describes how individual users manage their contact and profile information, including e-mail preferences. 1.1 System Requirements In order to view the SeaPort portal properly, it is recommended that you view it using Microsoft Internet Explorer version 5.5 (or later). To find out which version of Microsoft Internet Explorer you have, follow these steps: Open Internet Explorer. Click on "Help" on the dropdown menu bar. Click on "About Internet Explorer". The version of Internet Explorer will then be displayed. You can download a new version of Internet Explorer at http://www.microsoft.com/downloads. Please consult with your IT department prior to upgrading any software to ensure compliance with your company s internal policies and procedures. 1.2 Terminology The following terminology is used in this document and within the SeaPort Proposal System itself. December 10, 2011 User Guide: Overview 4

Prime Prime Contractor Sub Sub Contractor MAC Naval Sea Systems Command Multiple Award Contracts (MACs) are designed to include all aspects of professional support services required by NAVSEA, its related Program Executive Offices (PEOs) and field affiliates. These contracts are not intended to nor will they be used to procure any personal services or services which are inherently governmental. Event SeaPort Proposal System Events include: Solicitation An activity that involves inviting contractors to submit proposals in response to a solicitation. Only authorized government personnel may create (open) and close a solicitation. Advance Notice/Draft A draft solicitation, statement-of-work, or announcement of an upcoming requirement. Award Report A general award announcement or list of awarded orders. Other Any other event that does not fit into one of the previous categories. Action SeaPort Proposal System Actions include: Order/Unilateral Mod Notification of an Order or the Modification of an Order. Order/Bilateral Mod A proposed Modification of an Order that requires a response from the contractor. Unilateral Contract Mod Bilateral Contract Mod Notification of unilateral contract modification A proposed modification of a contract that requires a response from the contractor. 1.3 Registration Registration is required to use the SeaPort Proposal System. The registration process is as follows: Contractor users are invited to register with the SeaPort Proposal System by a System Administrator or a Vendor Administrator. Users receive an invitation e-mail that includes a link to the registration form. Clicking the link loads the registration form in an Internet browser (e.g. Internet Explorer). The contractor completes the information on the form and submits it. The Administrator receives an e-mail notification to review the application. After reviewing the application, the Administrator grants access to the contractor, and the contractor user receives an e-mail with login information. In the event that the application is not approved, the contractor receives an e-mail notification that explains the reason for this decision. December 10, 2011 User Guide: Overview 5

Figure 1 shows the Self Registration page. Required fields are marked with an asterisk ( * ). Figure 1: Self Registration Page All fields displayed on the Self Registration page are described in Table 1. All buttons, action icons, and navigational elements are described in Table 2. Table 1: Self Registration Page - s User Name Display Name First Name Middle Initial This field contains the username you use to log onto the system. This is generally your full name. This is how your name is displayed in the system, and how it will appear on electronic proposal submissions to the government. Your first name. Your middle initial. December 10, 2011 User Guide: Overview 6

Last Name Your last name. E-mail Title Company Division Address City State ZIP Code Work Phone Other Phone Fax Time Zone Preferred Program Password Verify Password I Accept the Terms and Conditions Your e-mail address. It is important to keep your e-mail address current as it is used by the system for e-mail notification. Your job title. The name of your company. This field is specified by the administrator when issuing the invitation and is not editable. If you believe the company listed in this field is in error, please contact the Administrator immediately. The name of your division. The street address for your company. The city part of your company s address. The state part of your company s address. The ZIP Code part of your company s address. Your work telephone number. An alternate telephone number. Your work fax number. The time zone at your location. The program type associated with the user. Type the new password you want to use to log onto the system. Password length must be a minimum of 15 characters and less than 50 characters and the password must have 1 of each of the following character types: lower case letter, upper case letter, number, and symbol. In addition, it must contain no personally identifiable information (PII) or dictionary words, must be different from the previous 10 passwords, must have at least 4 different characters than your most recent password and cannot be changed more than once in a 24-hour period.. Retype the password here to verify. View the terms and conditions and accept them to continue. Table 2: Self Registration Page - Buttons & Controls Button/Control Terms and Conditions Submit Open the Terms and Conditions page. This page refers users to the appropriate contract award sections. Submit your registration information. December 10, 2011 User Guide: Overview 7

1.4 System Access Access to the system is obtained through the SeaPort Proposal System Login page. The login page is shown in Figure 2. The SeaPort I ( Classic ) and SeaPort-e ( Enhanced ) task order award reports are available for viewing from the login page. These reports are updated automatically on a daily basis. The List of SeaPort Partners (Prime and Teaming information) is also available via the login page. Any pertinent information that needs to be publicly communicated will be found in the Notices section. Figure 2: SeaPort Proposal System Login Page 1.4.1 Password Reset The SeaPort Proposal Event System provides a password reset feature for users. Clicking the Forgot Password? button opens the page shown in Figure 3. Figure 3: SeaPort Proposal System Password Reset Page December 10, 2011 User Guide: Overview 8

All fields displayed on the SeaPort Proposal System Password Reset page are described in Table 3. All buttons, action icons, and navigational elements are described in Table 4. Table 3: SeaPort Proposal System Password Reset Page - s User Name E-mail Address: This field contains the username you use to log onto the system. The e-mail address associated with the user s account Table 4: SeaPort Proposal System Password Reset Page - Buttons & Controls Button/Control Reset Password Go To Login Page Resets the user s password and sends an e-mail notification to the user with the new password. Returns the user to the login page without resetting password. 1.5 Common Functionality Certain navigational elements are available from every page in the SeaPort Proposal System. These elements consist of links (Terms & Conditions, Support), icons (Help, Logout), and tabs (Events, Actions, Invitations, IRD, Small Business, Teaming, Reports, Admin, My Profile). Figure 4 below illustrates only the common navigational elements all other data has been removed from this image for illustrative purposes. NOTE: NOTE: In Figure 4 there are ten tabs shown. These tabs are used to navigate between different functional areas of the site. These functional areas include Events, Actions, Invitations, IRD, Small Business, Admin, Teaming, Reports, Helpdesk, and My Profile and are described in sections 2 through 11. Figure 4 displays an example of the interface as it appears to a Prime Contract Holder with the Approver, Inviter, and Vendor Admin roles. The Subcontractor user does not see the IRD and Small Business tabs. A nonadmin user does not see the Invitations, Teaming, and Admin tabs. Figure 4: Common Functionality These common navigational elements can be found in the header and the footer navigation of each page and are described in Table 5. Table 5: Common Functionality - Buttons & Controls Logged in as Help Button/Control This field indicates the user s Display Name as entered during user registration. This field is not editable. Selecting this link opens a page containing links to additional training and other documentation. December 10, 2011 User Guide: Overview 9

Logout Button/Control Selecting this link logs the user out of the SeaPort Proposal System. Current Time Events Actions Invitations IRD Small Business Teaming Reports Admin Helpdesk My Profile Terms and Conditions This field indicates the current time adjusted for the user s time zone. The user s time zone is defined by the information entered during user registration and may be changed via the My Profile tab. This field is automatically updated to the current system time and is not editable. The Events tab provides access to all events in SeaPort and is detailed in Section 2. The Actions tab provides access to all actions in SeaPort and is detailed in section 3. The Invitation tab provides access to registration applications requiring review and approval, as well as the ability to invite additional users to register. This tab is detailed in Section 4. NOTE: Access to the Invitation tab is based on whether the user has the Inviter and/or Approver roles. The IRD tab provides access to items from the Issues Resolution Desk. Issues are generated by the Task Order Manager within the SeaPort system and are accessible from the Proposal System. This tab is detailed in Section 5. NOTE: Access to the IRD tab is based on whether the user has the IRD Reviewer role. This role is only applicable to prime contract holders. The Small Business tab provides access to the Small Business Subcontracting Summary. This tab is detailed in Section 6. NOTE: Access to the Small Business tab is based on whether the user has the Small Business Reviewer role. This role is only applicable to prime contract holders. The Teaming tab provides access to information regarding a prime company s teaming partners for SeaPort-e contracts. A user with the proper role may submit a request to add new teaming partners to their company s contract(s). This tab is detailed in Section 7. The Reports tab provides access to canned reports that are available in the system. This tab is detailed in Section 8. NOTE: The available reports may differ based on the roles assigned to the user. The Admin tab provides access to administrative functions. This tab is detailed in Section 9. The Helpdesk tab provides access to a form for submitting helpdesk tickets. This tab is detailed in Section 10. The My Profile tab provides access to a user s profile which initially contains the information that was entered during the registration process. This tab is detailed in Section 11. Selecting this link opens a page containing references to additional information on SeaPort I and SeaPort-e usage. December 10, 2011 User Guide: Overview 10

Support Button/Control Selecting this link opens a page containing contact information, URLs, and e-mail links. Support is provided for technical support matters, specific contractual questions pertaining to a particular solicitation or award, general contract questions pertaining to the SeaPort I MAC, general contract questions pertaining to the SeaPort-e MAC, and for additional information on SeaPort and SeaPort-e. December 10, 2011 User Guide: Overview 11

2 Events The Events tab provides access to events in SeaPort. An event is the mechanism through which the government interacts with the contractor community. The government may create events that consist of: Solicitation or solicitation amendment information Advance notices or other planning information Industry debriefs General information or announcements Certain types of events are interactive; that is, industry may respond with (solicitations/amendments). proposals Typically, when an event is created, the SeaPort Proposal System will generate a notification message that is distributed to the individuals and groups that are invited to that event. The procedures associated with creating a proposal for an event in the SeaPort Proposal System vary depending on whether the user is a Prime Contract Holder, a Subcontractor, or a Prime Contract Holder acting as a Subcontractor. Procedures for each are detailed in the remainder of this section. 2.1 Prime Contract Holder The procedures described here for the Prime Contract Holder apply also to the subcontractor except for the procedures that are described in the subcontractor section (Section 2.2). 2.1.1 Event Listing Page The Event Listing page is the first page you see after logging into the SeaPort Proposal System. An example of the Event Listing page is shown in Figure 5. It contains a list of all proposal events in the system. This list can be filtered by any combination of Event Name,, Status, Category, Sub-Category, Zone and Set-Aside. Visibility and access into Events is controlled through an invitation process at the Event level. Registered users are invited to access Events either individually or as part of a group (e.g. Zone 2 Primes ). The event records are presented chronologically in order of Stop Time. The total number of records is presented above the list (e.g., Showing 1 to 4 of 4 ) and again at the end of the list. One page consists of a maximum of 25 records. Should the list contain more than one page of records, the user can navigate from page to page using the Previous and Next links. December 10, 2011 User Guide: Events 12

Figure 5: Event Listing Page All fields displayed on the Event Listing page are described in Table 6. All buttons, action icons, and navigational elements are described in Table 7. Table 6: Event Listing Page s Event Name This is the name given to the event when it is created. Enter an Event Name to filter the list by Event Name. Use * as a wildcard. December 10, 2011 User Guide: Events 13

Status Category This is the description of the event. Enter text to filter the list by Event. Use * as a wildcard. Choose Current, Past, Future, or Cancelled. Current: Events that are open proposals/responses are being accepted. Past: Events that are closed proposals/responses are no longer accepted. Past events have ended normally upon hitting the closing time. Future: Upcoming events that are scheduled, but have not yet started. Attachments to the event may not yet be downloaded. Cancelled: Events that have been cancelled proposals/responses are no longer accepted. Any proposals/responses placed against a cancelled event are ignored. Cancelled events have ended in response to some action by the government; typically, an amendment to the event has been issued. Choose SeaPort Enhanced, SeaPort I or a SeaPort-o category. Sub-Category Zone Set-Aside Stop Time Q & A Proposal Submitted Choose Solicitation, Advance Notice/Draft, Other. For SeaPort Enhanced - choose Northeast Zone, National Capital Zone, Mid Atlantic Zone, Gulf Coast Zone, Midwest Zone, Southwest Zone or Northwest Zone. NOTE: This field is not applicable to SeaPort-I nor to SeaPort-o. For SeaPort Enhanced choose SB, HUBZSB, SDVOSB or 8(a). NOTE: This field is not applicable to SeaPort-I nor to SeaPort-o. The stop time indicates when proposals will no longer be accepted or when the Event will move to the Past state. Proposals will not be accepted before the Start Time or after the Stop Time. This column indicates the number of questions that have been asked by contractors and how many of those questions have been answered. This column specifies whether your company has already placed a proposal on the event. Filter Button/Control Table 7: Event Listing Page Buttons & Controls Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Event Name,, Status, Category, Sub-Category, Zone and/or Set-Aside) press the Filter button to show only those results that match the criteria you have chosen. Show All All filters are cleared. Pressing this button will display all events in the system that your account has been invited to view. The Events list can be sorted in ascending or descending order by Event Name or Stop Time using the up and down arrows in the column headers.? Displays additional information relevant to the associated field. December 10, 2011 User Guide: Events 14

Button/Control View Details Previous Next Pressing this button opens the View Event Details page for the selected Event. From this page you can also view the attachments and your company s proposals and sub-proposals. The View Event Details page is described in Section 2.1.2. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. 2.1.2 View Event Details Page Pressing the View Details button opens the View Event Details page for the selected Event. An example of the View Event Details page is shown in Figure 6. From this page you can View Event Details. View Event History. View or download the Solicitation Document and other attachments. Place new proposals. Get Help on How to Place Proposals, Submitted/Finalized Proposals, or How to Clone Proposals. View, edit, or clone your company s existing proposals and sub-proposals. Delete draft and submitted proposals (prior to the solicitation closing date/time). December 10, 2011 User Guide: Events 15

Figure 6: Event Listing Page - View Event Details All fields displayed on the View Event Details page are described in Table 8. All buttons, action icons, and navigational elements are described in Table 9. Table 8: View Event Details Page - s Name Creator This is the name that was given to the Event during the event creation process. This is the description that was given to the Event during the event creation process. This is the name of the user who created the Event. It is hyperlinked to contact information for this individual (phone number, e-mail). December 10, 2011 User Guide: Events 16

Negotiator/Specialist Contracting Officer Category(ies) Sub-Category Zone Set-Aside Status Questions Answers Start Time Stop Time Time Left Event History Event Attachments Proposals Teaming Members Proposals The name of a contracting specialist who works in a Government contracts directorate. It is hyperlinked to contact information for this individual (phone number, e-mail). The name of a warranted contracting officer with the authority to execute SeaPort orders. It is hyperlinked to contact information for this individual (phone number, e-mail). This is the category of the event. This is the sub-category of the event. This is the zone for the event. NOTE: This field is not applicable to SeaPort-I nor to SeaPort-o. This is the set-aside for the event. NOTE: This field is not applicable to SeaPort-I nor to SeaPort-o. This is the status of the event. Indicates the number of questions asked for this event. It is hyperlinked to the Question Listing page. Indicates the number of questions that have answers for this event. It is hyperlinked to the Question Listing page. The start and stop time indicate when proposals will be accepted. Proposals will not be accepted before the Start Time or after the Stop Time. These times are set when the proposal event is created. Additionally, the event attachments are not available before the start time. The SeaPort Proposal System automatically updates the amount of time left before the proposal event closes. This section is present when one or more amendments have been issued. It provides an easy navigation path to preceding events ( Replaces ) or subsequent events ( Replaced By). This section lists the Attachment Name, Content Type, and Size for all attachments. The Solicitation Document PDF is typically available in this section. NOTE: Only unclassified information can be uploaded to the Portal. This section lists the bidder s name, the bidder s company, the amount of the proposal, whether or not the proposal was submitted, and the date and time of the last proposal update. NOTE: This section is only present when the event sub-category is Solicitation This section lists the bidder s name, the bidder s company, and the date the proposal was submitted. Teaming Partner Proposals refers to those proposals/data that other companies have submitted as a subcontractor to your company. NOTE: This section is only present when the event sub-category is Solicitation. NOTE: This section is not applicable to SeaPort-o. December 10, 2011 User Guide: Events 17

Responses This section lists the responder s name, the company, whether a response was made, and the date and time of the last response update. NOTE: This section is only present when the event sub-category is Bilateral Mod. Table 9: View Event Details Page Buttons & Controls Back Button/Control Return to the previously viewed page. View Messages Questions & Answers Open Download All Place New Proposal Help View Edit Clone Delete Opens the Event Message Listing page. The Event Message Listing page is described in Section 2.1.2.1. Opens the Question Listing page. The Question Listing page is described in Section 2.1.2.2. Opens the selected attachment. An attachment may open in a browser window or in its native application depending on the file type. Downloads all attachments in the list in a single zip file (a compressed archive). Only for Solicitations. Opens the Proposal Input page. From this page you may enter company/contract information, comments, pricing information, and upload attachments. The Proposal Input page is described in Section 2.1.2.5. Displays help on How to Place Proposals, Submitted/Finalized Proposals, or How to Clone Proposals. For Solicitation events: Opens the Proposal Details page. From this page you may view details of an existing proposal. For Solicitation events: Opens the Edit Draft Proposal page. Only a proposal that has not been submitted may be edited. Opens the Clone Previous Proposal page. In this way a revised proposal can be submitted starting with information contained in a previous proposal. For Solicitation events: Draft proposals as well as submitted proposals can only be deleted, by the person who submitted the proposal, prior to the solicitation closing date/time. 2.1.2.1 View Messages Pressing the View Messages button opens the Event Message Listing page for the selected Event. An example of the Event Message Listing page is shown in Figure 7. From this page you can review any messages associated with the event that have previously been issued though the portal. December 10, 2011 User Guide: Events 18

Figure 7: Event Message Listing Page All fields displayed on the Event Message Listing page are described in Table 10. All buttons, action icons, and navigational elements are described in Table 11. Table 10: Event Message Listing Page - s Subject Date Created Date Sent Status Error Message This is the e-mail subject line of the message as-issued. This is the date/time the message was created by the sender. This is the date/time the message was sent by the system. This is transmission status (will typically be Sent ). This indicates any transmission error (will typically be blank/empty). Table 11: Event Message Listing Page Buttons & Controls Button/Control Back View Previous Next Return to the previously viewed page. Opens the View Message Details page. From this page you may view details the previously issued e-mail message. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. 2.1.2.2 Questions & Answers Pressing the Questions & Answers button opens the Question Listing page for the selected Event. An example of the Question Listing page is shown in Figure 8. This example shows the page with one answered question, one unanswered question, and one draft question in-progress in order to illustrate all the available fields and actions. From this page you can: December 10, 2011 User Guide: Events 19

Review existing Questions that have been submitted Review existing Answers to those questions Edit questions that you have in Draft Ask a new question All fields displayed on the Question Listing page are described in Table 12. All buttons, action icons, and navigational elements are described in Table 13. Figure 8: Question Listing Page Table 12: Question Listing Page s Status Choose from the following: Questions In Draft: Questions that you have in draft and have not yet submitted. These are not visible to the government or any other contractor user. Questions Without Answers: Questions that you or others have submitted, but they have not yet answered. Submitted questions are visible to all other users, but are done so anonymously. Questions With Answers: Questions that you or others have submitted that have been answered. Submitted questions are visible to all other users, but are done so anonymously. Question Number An enumerated (e.g., 1, 2, 3) value referring to a specific question number. December 10, 2011 User Guide: Events 20

Question Text Listing of Questions/Answers A string for which to search within the questions. A chronological listing of the questions as submitted and answers (if any). Questions are not attributed to a specific user or company, and are displayed as though asked anonymously. Table 13: Question Listing Page Buttons & Controls Button/Control Back Filter Show All Ask New Question Edit Question Previous Next Return to the previously viewed page. Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Status, Question Number, and/or Question Text), press the Filter button to show only those results that match the criteria you have chosen. Clears all filters. Pressing this button will display all events in the system that you are authorized to view. Opens the Ask New Question page. From this page you may enter a new question, save it as a draft, or submit it to the government. You may have multiple questions in Draft at a time. The Ask New Question page is described elsewhere in this section Opens the Edit Question Details page. From this page you may edit the text of an existing draft question, save it again as a draft, or submit it to the government. The Edit Question Details page is identical to the Ask New Question page, but is populated with the existing draft question text. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Clicking on the Ask New Question button opens the page shown in Figure 9. From here, you may ask a question of the contracting officer who created the event. All fields displayed on the Ask New Question page are described in Table 14. All buttons, action icons, and navigational elements are described in Table 15. December 10, 2011 User Guide: Events 21

Figure 9: Ask New Question Page Table 14: Ask New Question Page s Event Name Question This is the name that was given to the Event during the event creation process. Text area where you can type in the question (up to 4000 characters). Table 15: Ask New Question Page Buttons & Controls Button/Control Save Draft Send Question Cancel Saves the question as a draft and return to the Question Listing page. Draft questions are only visible to the asker (i.e., other contractors or government users will not see the question). Saves the question as final and submits it to the Event Creator (contracting officer) for review. This action will also present the question anonymously (i.e., not attributable to you/your company) to other contractors viewing this event's Question Listing. After sending the question, you are returned to the Question Listing page. Cancels without saving and returns the user to the Question Listing page. 2.1.2.3 View Event History The Event History section allows you to easily access the details of the original event as well as any amendments. You can see the details of the event that this event replaces (if applicable) and (when looking at a prior event) the details of the event that replaces the current event. December 10, 2011 User Guide: Events 22

2.1.2.4 View or Download the Solicitation Document and Other Attachments Locate the attachment you are interested in from the Event Attachments list. To view a single attachment, select the Open button for that attachment. To download all attachments, select the Download All button. All attachments will be combined and compressed (zipped) into a single file for download. TIP: You need file compression software (e.g. WinZip) on your computer to uncompress the downloaded file. If you do not have this software or are unfamiliar with its use, you may wish to download the files individually. 2.1.2.5 Place New Proposals Pressing the Place New Proposal button opens the Proposal Input page for the selected Event. An example of the Proposal Input page is shown in Figure 10. From this page you can: Select the Prime Contract Holder Enter additional comments Enter pricing information Enter Point of Contact Information Upload attachments TIP: To ensure that your proposal is being successfully submitted before an event's closing time, it is recommended that you take the following actions early in the proposal process: 1. Verify your account s ability to submit the necessary proposal information (either as a prime or a sub). 2. When uploading large attachments it is important to remember that internet speeds vary so it is highly recommended that you allow sufficient time to submit the proposal and related documents. Large files might take a long time to transmit depending on your Internet and network connection. NOTE: If a contractor submitted a proposal for a solicitation and then an amendment is issued and the amendment s pricing structure is the same as the solicitation, then the contractor s original proposal/pricing information and attachments come over automatically in a draft state for the amendment. This information should be verified AND SUBMITTED in order to be considered. If the amendment s pricing structure varies from the solicitation, then only contractor s attachments come over and the contractor s pricing information must be entered again. December 10, 2011 User Guide: Events 23

Figure 10: Proposal Input Page All fields displayed on the Proposal Input page are described in Table 16. All buttons, action icons, and navigational elements are described in Table 17. Table 16: Proposal Input Page - s Prime Comments Pricing Info Select the Prime for whom you are bidding. If you are bidding as a Prime, select your company/contract. NOTE: If you are a Prime MAC holder and you are submitting on another s team, select the other company from the dropdown list. See Section 2.3 for additional details. Add any additional comments you want to submit with a proposal up to 1000 characters. Open the Pricing Information page. From this page, you may enter pricing information for all CLINs and SLINs that are part of the Section B pricing structure for this Solicitation. Total Amount System-generated. The Total Amount is calculated based on data entered on the Pricing Info page. December 10, 2011 User Guide: Events 24

Point of Contact Information The name, title, email address (required) and phone number (optional) of the person authorizing the proposal submission. NOTE: The Point of Contact information will be reflected on the final Order PDF. Attachments Open the Manage Proposal Attachments page. From this page files may be uploaded as proposal attachments. NOTE: Only unclassified information can be uploaded to the Portal. Button/Control Enter Pricing Info Add/Manage Attachments Save As Draft Submit Signed Proposal Cancel Table 17: Proposal Input Page - Buttons & Controls Opens the Pricing Information page described in Section 2.1.2.5.1. From this page, you may enter pricing information for all CLINs and SLINs that are part of the pricing structure for this Solicitation. Opens the Manage Proposal Attachments page described in Section 2.1.2.5.2. From this page files may be uploaded as proposal attachments. Saves, but does not submit, the proposal information that has been entered up to this point. Returns the user to the Proposal Event Details page. The draft proposal appears at the top of the list of proposals. The following informational message appears: Please note: Your company has a DRAFT proposal in process that has not yet been submitted Submits the proposal. You must accept the following legally binding agreement before submitting a signed proposal: By submitting this proposal, you are legally binding your company to this submission. Please note that any resubmission MUST include a complete submission of your entire proposal. Cancels the proposal input process and returns the user to the View Event Details page.? Displays additional information relevant to the associated field. 2.1.2.5.1 Enter Pricing Information Pressing the Enter Pricing Info button opens the Pricing Info page for the selected Event. An example of the Pricing Info page is shown in Figure 11. From this page you can enter detailed pricing information. December 10, 2011 User Guide: Events 25

Figure 11: Enter Pricing Information Page All fields displayed on the Enter Pricing Information page are described in Table 18. This form matches the Section B pricing structure found in the Solicitation. All buttons, action icons, and navigational elements are described in Table 19. Table 18: Enter Pricing Information Page - s Cost Type: Estimated Cost Enter the estimated cost here for Cost Type CLINs. December 10, 2011 User Guide: Events 26

Cost Type: Fixed Fee Firm Fixed Price: Unit Price Cost Only: Cost Comments Small Business Subcontracting Goals Enter the fixed fee here for Cost Type CLINs. Enter the unit price here for Firm Fixed Price CLINs. Enter the cost here for Cost Only CLINs. Enter any additional comments concerning the pricing information. For each of the small business categories (SB small business, VOSB veteran-owned, SDVOSB service disabled veteran owned, HUBZSB - HUBZone, SDB small disadvantaged and WOSB woman-owned), enter the anticipated level of participation for your subcontractors that fall under these categories. Dollar Amount: enter amount in $. Whole dollar amounts only. Percent Value: enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: textual summary description of activities to be performed. NOTE: the same subcontractor may fall under multiple categories (e.g., SB and VOSB). Ex: If a SB/VOSB sub is performing $50k worth of work, representing 5% of the total, enter 50000 and 5 under Dollar Amount and Percent Value, respectively, for both SB and VOSB lines. NOTE: Depending on the dollar amount of the procurement, primes may not be required to complete this section. Please refer to the specific terms outlined in the Solicitation/RFQ. NOTE: NOTE: Small businesses submitting as primes are not required to complete this section. This section is not applicable to Seaport-o. Total Small Business Goals Enter the anticipated amount of work to be subcontracted to small businesses. Dollar Amount: enter amount in $. Whole dollar amounts only. Percent Value: enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: textual summary description of activities to be performed. NOTE: NOTE: Individual Small Business dollar amounts and percent values cannot exceed the Total Small Business Goals dollar amount and percent value. This section is not applicable to SeaPort-o. December 10, 2011 User Guide: Events 27

Total Subcontracting Goals Enter the anticipated amount of work to be subcontracted (this includes both small and large businesses). Dollar Amount: enter amount in $. Whole dollar amounts only. Percent Value: enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: textual summary description of activities to be performed. NOTE: NOTE: The Total Small Business Goals dollar amount and percent value cannot exceed the Total Subcontracted Goals dollar amount and percent value. This section is not applicable to SeaPort-o. Save Clear Cancel Button/Control Table 19: Enter Pricing Information Page - Buttons & Controls Saves the data that has been entered to this point. Clears all fields. (Resets all fields to zeros) Cancels without saving and returns the user to the Proposal Input page. Please note: The status of your Proposal is still Draft A warning appears to let the user know the status of the Proposal. 2.1.2.5.2 Add/Manage Attachments Pressing the Add/Manage Attachments button opens the Manage Proposal Attachments page for the selected Event. An example of the Manage Proposal Attachments page is shown in Figure 12. From this page you can add attachments, delete attachments, or open existing attachments. December 10, 2011 User Guide: Events 28

Figure 12: Manage Proposal Attachments All fields displayed on the Manage Proposal Attachments page are described in Table 20. All buttons, action icons, and navigational elements are described in Table 21. NOTE: Only unclassified information can be uploaded to the Portal. Table 20: Manage Proposal Attachments - s Name Category Document The name of the document. This name will appear in the Attachments list. The type of category. This name will appear in the Attachments list. A description of the file. This is not required. December 10, 2011 User Guide: Events 29

Choose File Type the file path or use the Browse button to locate a file. Individual attachments are limited to 50MB each. NOTE: There is not a cumulative limit, though good judgment is recommended the contracting officer and proposal evaluation team will be accessing these documents online as well. NOTE: NOTE: There currently is no guidance related to the quantity of attachments that you may upload. Keep in mind, though, that if you upload a Zip (.zip) file, the contracting user will need to download the file and decompress it before viewing. That may introduce additional steps/time in the government s review of your documents. If you have questions, please refer to specific instructions in the solicitation/rfq, or ask the contracting officer for guidance. Most common file types, such as Microsoft Office documents, PDFs etc, are accepted. Executable files with extensions such as.exe,.sql and.bat are not allowed. Table 21: Manage Proposal Attachments - Buttons & Controls Button/Control Please note: The status of your proposal is still Draft Back Browse A message will appear to notify user that the proposal in still in draft mode. Return to the previously viewed page Locate a file on your computer or a network resource.? Displays the following informational message: Large attachments may take several minutes to upload. Please do not interrupt the process after the Add Attachment button has been activated. Add Attachment All None Delete Open Edit Once a file has been selected and all required fields are populated, the Add Attachment button will add the file to the file list. Select all attachments for deletion Clear all currently selected attachments Delete all selected attachments Open the corresponding attachment. Edit the Document for the corresponding attachment. 2.1.2.6 Get Help Select the Help button to Get help on How to Place Proposals, Submitted/Finalized Proposals, or How to Clone Proposals. The window shown in Figure 13 will open. December 10, 2011 User Guide: Events 30

Figure 13: Proposal Help 2.1.2.7 View a Proposal Any proposal may be viewed. Select the View button to view a proposal. The View Proposal Details page shown in Figure 14 will open. From this page you can view the proposal details, download proposal attachments, or view detailed pricing information. December 10, 2011 User Guide: Events 31

Figure 14: View Proposal Details Page Selecting the View Pricing Info button from the View Proposal Details page will open the Pricing Info page in read-only mode as shown in Figure 15. Pressing the Back button will return you to the previously viewed page. December 10, 2011 User Guide: Events 32

Figure 15: View Pricing Info Page December 10, 2011 User Guide: Events 33

2.1.2.8 Edit a Proposal Only proposals that have not yet been submitted may be edited. Select the Edit button to edit a proposal. The Edit Proposal page will open. This page is identical in functionality to the Proposal Input page described in Section 2.1.2.5 with the exception that any data previously entered will exist in the form fields. This pre-existing data will be editable. 2.1.2.9 Clone an Existing Proposal Only submitted proposals may be cloned. Select the Clone button to clone an existing proposal. The Clone Proposal page will open and a new proposal is created. This page is identical in functionality to the Proposal Input page described in Section 2.1.2.5 with the exception that all data from the cloned proposal will exist in the form fields. This pre-existing data will be editable in the new proposal. Submit a cloned proposal by selecting the Submit Finalized Proposal button. 2.1.2.10 Delete a Proposal Only proposals that have not yet been submitted can be deleted. Select the Delete button to delete a draft proposal from the Proposals list. December 10, 2011 User Guide: Events 34

2.1.3 System Messages The Proposal Event System generates e-mail notifications for certain events. These events are listed in Table 22. Table 22: System Messages Notification Proposal Receipt Invitation Update Cancellation Draft Proposal Notification (Event Closing) Draft Proposal Notification (Event Closed) Teaming Partner Proposal Summary Missing Prime Partner Proposal When a proposal is created, an e-mail notification is sent to the Proposal Event System user who submitted the proposal. Contractors are notified when an Event that is associated with their proposal group is created. This notification is in the form of an e-mail invitation. When a proposal event is updated, an e-mail notification is sent to all proposal groups and users who were associated with the original event. When a proposal event is cancelled, an e-mail notification is sent to all proposal groups and users who were associated with the original event. NOTE: When an amendment is released, the preceding event is automatically cancelled. Since a new Invitation message is generated, a Cancellation notice is not issued for this case. This e-mail notification is sent a few hours before a proposal event closes. All users with draft proposals on the event are informed that the event will be closing and advised to submit their proposals as soon as possible. When a proposal event closes, all users who have not submitted their draft proposals prior to the event closing will receive this notification. This e-mail notification is sent to all prime bidders when an event closes. The message contains a summary of teaming partners proposals submitted for the prime. This e-mail notification is not sent to prime bidders with no teaming partner proposals. NOTE: This message is not applicable to SeaPort-o. This e-mail notification is sent to contractors whose teaming partner proposals do not have a corresponding prime proposal submission. This message is sent when an event closes and informs the teaming partner that his/her proposal will not be considered during proposal evaluation. NOTE: This message is not applicable to SeaPort-o. 2.2 Subcontractor The procedures described for a Prime Contract Holder in Section 2.1 also apply to the Subcontractor with the exception of items noted in the remainder of Section 2.2. NOTE: NOTE: A teaming relationship must exist between companies in order for a company to submit a proposal as a Subcontractor for a Prime. This section is not applicable to SeaPort-o. December 10, 2011 User Guide: Events 35

2.2.1 View Event Details Page Pressing the View Details button opens the View Event Details page for the selected Event. An example of the View Event Details page is shown in Figure 16. From this page you can View or download the solicitation document and other attachments. Place new proposals. NOTE: Subcontractors submit proposals in a different manner than Prime Contract Holders; Subcontractors submit proposals as attachments. View, edit, clone, or delete your company s existing proposals. Figure 16: Event Listing Page - View Event Details - Subcontractor All fields displayed on the View Event Details page are described in Table 23. All buttons, action icons, and navigational elements are described in Table 24. Table 23: View Event Details Page - s Name This is the name that was given to the Event during the event creation process. December 10, 2011 User Guide: Events 36

Creator Negotiator/Specialist Contracting Officer Category(ies) Sub-Category Zone Set-Aside Status Questions Answers Start Time Stop Time Time Left Event History Event Attachments Proposals This is the description that was given to the Event during the event creation process. This is the name of the user who created the Event. It is hyperlinked to contact information for this individual (phone number, e-mail). The name of a contracting specialist who works in a Government contracts directorate. It is hyperlinked to contact information for this individual (phone number, e-mail). The name of a warranted contracting officer with the authority to execute SeaPort orders. It is hyperlinked to contact information for this individual (phone number, e-mail). This is the category of the event. This is the sub-category of the event. This is the zone for the event. This is the set-aside for the event. This is the status of the event. Indicates the number of questions asked for this event. It is hyperlinked to the Question Listing page. Indicates the number of questions that have answers for this event. It is hyperlinked to the Question Listing page. The start and stop time indicate when proposals will be accepted. Proposals will not be accepted before the Start Time or after the Stop Time. These times are set when the proposal event is created. Additionally, the event attachments are not available before the start time. The SeaPort Proposal System automatically updates the amount of time left before the proposal event closes. This section is present when one or more amendments have been issued. It provides an easy navigation path to preceding events ( Replaces ) or subsequent events ( Replaced By). This section lists the Attachment Name, Content Type, and Size for all attachments. The Solicitation Document PDF is typically available in this section. This section lists the bidder s name, the prime contract holder under which it was prepared, whether or not the proposal was submitted, and the date and time of the last proposal update. Table 24: View Event Details Page Buttons & Controls Button/Control Back View Messages Questions & Answers Return to the previously viewed page. Opens the Event Message Listing page. The Event Message Listing page is described in Section 2.1.2.1. Opens the Question Listing page. The Question Listing page is described in Section 2.1.2.2. December 10, 2011 User Guide: Events 37

Button/Control Open Download All Place New Proposal Help View Edit Clone Delete Opens the selected attachment. An attachment may open in a browser window or in its native application. This depends on the file type. Downloads all attachments in the list in a single zip file (a compressed archive). Opens the Proposal Input page. From this page you may enter company/contract information, comments and upload attachments. Attachments will contain the proposal information (may include pricing information as well as other supporting documentation related to the proposal). The Proposal Input page is described in Section 2.2.2. Displays the Help section of the View Event Details page. Help is available on How to Place Proposals, Submitted/Finalized Proposals, and How To Clone Proposals. Opens the Proposal Details page. From this page you may view details of an existing proposal. Opens the Edit Draft Proposal page. Only a proposal that has not been submitted may be edited. Opens the Clone Previous Proposal page. In this way a new proposal can be submitted starting with information contained in a previous proposal. Delete the proposal. Only a proposal that has not been submitted may be deleted. 2.2.2 Proposal Input Page Pressing the Place New Proposal button opens the Proposal Input page for the selected Event. An example of the Proposal Input page is shown in Figure 17. From this page you can: Select the Prime Contract Holder. When bidding as a Subcontractor, the bidder should select the Prime Company they are partnering with via the Prime field drop down list. Enter additional comments Enter Point of Contact Information Upload attachments (Proposals are submitted as attachments) December 10, 2011 User Guide: Events 38

Figure 17: Proposal Input Page - Subcontractor All fields displayed on the Proposal Input page are described in Table 25. All buttons, action icons, and navigational elements are described in Table 26. Table 25: Proposal Input Page s - Subcontractor Prime Comments Select the Prime for whom you are bidding. Add any additional comments you want to submit with the proposal up to 1000 characters. Point of Contact Information Attachments The name, title, email address (required) and phone number (optional) of the person authorizing the proposal submission. NOTE: The Point of Contact information will be reflected on the final Order PDF. Open the Manage Proposal Attachments page. From this page files may be uploaded as proposal attachments. Table 26: Proposal Input Page - Buttons & Controls - Subcontractor Button/Control Add/Manage Attachments Opens the Manage Proposal Attachments page. From this page files may be uploaded as proposal attachments. December 10, 2011 User Guide: Events 39

Button/Control Save As Draft Submit Signed Proposal Cancel Saves, but does not submit the proposal information that has been entered up to this point. Returns the user to the Proposal Event Details page. The draft proposal appears at the top of the list of proposals. The following informational message appears: Please note: Your company has a DRAFT proposal in process that has not yet been submitted Submits the proposal. You must accept the following legally binding agreement before submitting a signed proposal: By submitting this proposal, you are legally binding your company to this submission. Please note that any resubmission MUST include a complete submission of your entire proposal. Cancels the proposal input process and returns the user to the View Event Details page. 2.3 Prime Contract Holder Acting as Subcontractor The procedures described for a Prime Contract Holder in Section 2.1 above also apply to the Prime Contract Holder acting as Subcontractor with the exception of items noted in the remainder of Section 2.3. NOTE: NOTE: A teaming relationship must exist between companies in order for a company to submit a proposal as a Subcontractor for a Prime. This section is not applicable to SeaPort-o. 2.3.1 Proposal Input Page Pressing the Place New Proposal button opens the Proposal Input page for the selected Event. The Place New Proposal page will appear as described for a Prime Contract Holder in Section 2.1.2.5. When the Prime Contract Holder is submitting a proposal as a Subcontractor, they cannot submit a proposal in the same manner as they would if they were the Prime Contract Holder. To submit a proposal as a Subcontractor, the bidder should select the prime company they are partnering with via the Prime field drop down list on the Proposal Input page. Once the Prime has been selected, the company acting as the Subcontractor can submit their proposal as attachments. The Enter Pricing Info button exists but is disabled when a Prime Contract Holder is acting as a Subcontractor to another Prime. NOTE: If a company has submitted a Draft proposal as the Prime Contractor and then edits the proposal to change the company listed as the Prime (so that they can act as the Subcontractor), then any pricing information entered as the Prime (using the Enter Pricing Info button) will be disregarded by the system once the signed proposal has been submitted. After a Prime Contract Holder submits a proposal as a Subcontractor, the proposal is displayed on the View Event Details page in the Proposals section as shown in Figure 18 below. December 10, 2011 User Guide: Events 40

Figure 18: Proposal Input Page - Proposals Section - Prime as Sub For those proposals where Technical Consulting is a Prime Contract holder & submitted the proposal as a Subcontractor a prime, the Amount column contains a -. The Amount column is blank because the Subcontractors can only submit attachments (these attachments may consist of pricing documents as well as any other documents supporting their proposal as a subcontractor. They do not submit pricing information in the same manner as the Prime Contract holder. December 10, 2011 User Guide: Events 41

3 Actions Tab The Actions tab provides access to all actions in SeaPort. An action is the mechanism through which the government interacts with the contractor community. The government may create actions that consist of: Orders, Order Modifications (Unilateral /Bilateral) Contracts, Contract Modifications (Unilateral/Bilateral) Typically, when an action is created, the SeaPort Proposal System will generate a notification message that is distributed to the Contractor and Creator of that action. 3.1 List of Actions Selecting the Actions tab displays the List of Action page shown in Figure 19 below. The List of Actions page contains a list of all the actions in the system that a user has access to. Visibility and access into Actions tab depends of the user roles. In order to view the contents of the Action tab the user must have the role of Task Order Reviewer or Contract Reviewer. The List of Action page consist of two Sections: In-Process Actions and Executed Actions Figure 19: List of Actions page All fields and buttons displayed on the List of Actions page are described in Table 27. 3.1.1.1 In- Process Actions The In-Process Actions section displays actions that require action to be taken by government or contractor. This includes action with the status of Response Required, Accepted, or Overdue. December 10, 2011 User Guide: Actions Tab 42

3.1.1.2 Executed Actions The Executed Actions section displays only the executed actions. No further action is required for action listed here. 3.2 View Action Details Page Clicking the View Details button opens the View Action Details page for the selected Action. An example of the View Action Details page is shown in Figure 20. From this page you can: View action details. View attachments. View action history. View responses. Figure 20: View Action Details page Executed Actions All fields and buttons displayed on the View Action Details page are described in Table 27. 3.2.1.1 View History The History section allows you to easily access the details of the original action as well as any amendments. December 10, 2011 User Guide: Actions Tab 43

3.2.1.2 View or Download Attachments Locate the attachment you are interested in from the Attachments list. To view a single attachment, select the Open button for that attachment. To download all attachments, select the Download All button. All attachments will be combined and compressed (zipped) into a single file for download. TIP: You need file compression software (e.g. WinZip) on your computer to uncompress the downloaded file. If you do not have this software or are unfamiliar with its use, you may wish to download the files individually. Table 27: View Action Details Action (Name) Category Company Type Status Executed Date Creation Date Last Updated Creator Contracting Officer Contract Negotiator Action Name Content Type Size Date Response Required by Responder Accepted? Comments This is the name was given to the Action during the action creation process. This is the category of the action. (i.e. SeaPort I, SeaPort Enhanced, or a SeaPort-o category) This is the name of the Company assigned to the action. This is the type of action. (i.e. Order, Order Mod) View Accepted, Rejected, Response Required, and Overdue. Accepted: Contractor has accepted the actions. Rejected: Contractor has rejected the actions. Pending: Action has been unlock but has not yet been reissued. Response Required: Contractor s response is required by the date indicated on the action. Overdue: Contractor s response is overdue. Executed: Action has been executed. This is the date that the Action was executed. This is the date the action is created. This is the date the action was last updated for a Response Required, Executed, Overdue, or Pending status. This is the name of the user who created the Action. It is hyperlinked to contact information for this individual (phone number, e-mail). The name of a warranted contracting officer on the action. It is hyperlinked to contact information for this individual (phone number, e-mail). The name of a contracting specialist on the action. It is hyperlinked to contact information for this individual (phone number, e-mail). This is the name was given to the Action during the action creation process. This is the type of action. (i.e. PDF) This is the size of the action attachments or PDF. This is the date the user responded to the action. This is the date the response is due by. This is the name of the user who responded to the action. This is indicates if the action has been accepted or rejected. This section displays the comments by the user about the action. December 10, 2011 User Guide: Actions Tab 44

Button/Control Back Open Download All View Details Respond Return to the user to the previously viewed page. Opens the action. Download all the attachments in the section. This displays the View detail action page. Opens the Response Input page (displayed only when an action is in Response Required status). 3.3 Place Response If an action requires a response the Respond button will be displayed on the View Action Details page, as shown in Figure 21. NOTE: The Respond button will only be visible when an Action is in a Response Required status. Figure 21: View Action Details Respond Button All fields and buttons displayed on the View Action Details page are described in Table 27. Click the Respond button and the Place Response page will display as shown in Figure 22. From this page you can: Accept or reject the modification Enter additional comments December 10, 2011 User Guide: Actions Tab 45

Figure 22: Response Input Page All fields displayed on the Response Input page are described in Table 28. All buttons, action icons, and navigational elements are described in Table 29. Please indicate acceptance. Table 28: Response Input Page s This indicates acceptance or rejection of action. Comments Add any additional comments you want to submit with the response up to 1000 characters. Password This is a required field and constitutes your electronic signature. Table 29: Response Input Page Buttons & Controls Button/Control Submit Signed Response Cancel Submits the response. Cancels the response input process and returns the user to the View Actions Details page. December 10, 2011 User Guide: Actions Tab 46

4 Invitations Registration is required to use the SeaPort Proposal System. Contractors have the ability to invite additional users within their company to register in the system. Although not strictly mandated, contractors are strongly encouraged to provide individual access (as opposed to sharing a login) to anyone in the organization who will need to use the system. Individual access may be tailored and controlled through various roles (please see Section 9.1.4.7 for additional details). 4.1 Invitation Listing Users with the Inviter role will see the Invitation tab as shown in Figure 23. The Invitation Listing page is shown by default and shows all the users that you (or others) in your company have invited. All fields displayed on the Invitation Listing page are described in Table 30. All buttons, action icons, and navigational elements are described in Table 31. Figure 23: Invitation Listing Page Table 30: Invitation Listing Page s Has Registered Approval Status (filter) E-mail Address Choose Yes or No. Invitation Listing Choose Pending, Rejected, Approved, In Progress Pending: registration has not been opened for review by an administrator Rejected: an administrator has reviewed and denied the registration Approved: an administrator has reviewed and approved the registration In Progress: an administrator has opened and is in the process of reviewing the registration, but has not yet rejected or approved. The E-mail address of the invitee. New users are invited via e-mail notification, and this is the e-mail provided by the user who invited the invitee. December 10, 2011 User Guide: Invitations 47

Invited By Company Date Invited Has Registered? Approval Status (listing) Invitation Listing The display name of the user that invited the invitee. The company of the invitee. This should always match the company of the user who invited the invitee to register. If it does not, please contact seaportsupport@aquilent.com. The date the invitation was issued. Has the invitee completed the registration application (yes/no)? See Approval Status (filter) for description of meanings. Button/Control Send New Invitation Filter Show All Review Account Release lock Table 31: Invitation Listing Page - Buttons & Controls Opens the Send Invitation page. The Send Invitation page is described in Section 4.2. Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Has Registered and/or Approval Status), press the Filter button to show only those results that match the criteria you have chosen. All filters are cleared. Pressing this button will display all invitations in the system that you are authorized to review. Opens the Account Review page. The Account Review page is described in Section 4.3. Open the Invitation Unlock page. The Invitation Unlock page is described in Section 3.4. The Invitations list can be sorted in ascending or descending order by E- mail Address, Company, or Date Invited using the up and down arrows in the column headers.? Displays additional information relevant to the associated field. 4.2 Send Invitation Clicking on the Send New Invitation button opens the page shown in Figure 24. The Send Invitation page allows the user to invite additional people within the user s company to register for access. Since invitations are e-mail based, it is necessary to enter and confirm the invitee s e-mail address. The user may also specify to which category (ies) of SeaPort contracts the invitee should have access. The user will only be able to assign categories to which that user also has access. All fields displayed on the Send Invitation page are described in Table 32. All buttons, action icons, and navigational elements are described in Table 33. December 10, 2011 User Guide: Invitations 48

Figure 24: Send Invitation Page Table 32: Send Invitation Page s E-mail Address E-mail Verification Company Category(ies) Additional Message Invitation Listing The E-mail address of the invitee. New users are invited via e-mail notification, and this is the e-mail provided by the user who invited the invitee. Must match E-mail Address entered in primary E-mail field. The company of the invitee. This should always match the company of the user who invited the invitee to register. If it does not, please contact seaportsupport@aquilent.com. This value is pre-filled and is not editable. You may only invite other individuals within your company. Choose SeaPort I, SeaPort Enhanced, or a SeaPort-o category, depending on which contract vehicle(s) you want the invitee to have access to. You will only be able to invite people to access contracts to which you also have access. Any additional text/message you would like to include in the body of the invitation e- mail that the system sends to the invitee. Table 33: Send Invitation Page - Buttons & Controls Button/Control Preview Send Invitation Cancel Previews the e-mail message that the system will send to the invitee. Sends the invitation to the invitee via e-mail and returns the user to the Invitation Listing page. Cancels without inviting the invitee and returns the user to the previous page December 10, 2011 User Guide: Invitations 49

4.3 Account Review When the invitee completes the registration process, the user who invited the invitee will receive an e- mail that indicates that the account is ready for review. The account may be reviewed by clicking on the Invitation tab. Accounts that are ready for review will have Has Registered? and Approval Status values of Yes and Pending, respectively. The Account Review button in the Invitation listing will also be enabled for each registration that may be reviewed (see Figure 23). In order to review a registration and approve it, the user will need to have the User Approver role (see Section 9.1.4.7). Clicking the Review Account button opens the page shown in Figure 25. The Account Review page allows the user to verify the information submitted by the invitee and either approve or reject the registration. Once a registration is opened for account review, its approval status is marked In Progress, and no other approvers will be able to review it. Clicking the Release Lock button will unlock an invitation and allow other company approvers access to the invitation. The steps for completing the account review are: If Approving the registration: Review submitted information in the read-only blue area. Select an Action (Approve). Select the appropriate Security Group (typically will only have one choice here). Select which category (ies) of SeaPort contracts to which to grant access. This field will have preselected values based on information provided by the individual who invited the invitee. The company approver may modify this field as desired. Assign Roles (see Section 9.1.4.7). Assign access to specific contract(s) if your company holds a prime award (see Section 9.1.4.9). Provide an explanation (optional) may want to indicate roles and contracts that were assigned. Submit the changes. If Rejecting the registration: Select an Action (Reject). Provide an explanation. (required for Rejections). Submit the changes. After the changes are submitted, the system will issue a welcome (or rejection) message to the invitee. All fields displayed on the Account Review page are described in Table 34. All buttons, action icons, and navigational elements are described in Table 35. December 10, 2011 User Guide: Invitations 50

Figure 25: Account Review Page December 10, 2011 User Guide: Invitations 51

Action Table 34: Account Review Page s Choose from the following: Invitation Listing Approve: Approve the invitee registration and make the user active. Reject: Do not approve the invitee registration. This field is required. Security Group Category(ies) Roles Contracts Explanation Assign a security group to the invitee. Choose a value from the dropdown list. There will typically only be one value here, and it will reflect the name of your company. This field is required. Choose SeaPort I, SeaPort Enhanced or a SeaPort-o category, depending on which contract vehicle you want the invitee to have access to. This field will have pre-selected values based on information provided by the individual who invited the invitee, but you may modify the selection as desired. You will only be able to grant access to contracts to which you also have access. This field is required. Lists the roles (see Section 9.1.4.7) that have been assigned to the invitee. NOTE: It is essential to assign roles to the invitee in order for him/her to access system functions. All access is driven by the privileges that make up each role. This field is required. Lists the contracts (see Section 9.1.4.9) that have been assigned to the invitee. NOTE: (Prime Contract Holders only) It is essential to assign contract(s) to the invitee in order for him/her to access prime contract-related functions (such as bidding as a prime). Enter an explanation that the invitee will receive via e-mail when the registration is marked and submitted with the Reject action. This field is required if the registration is rejected. Assign Button/Control Table 35: Account Review Page - Buttons & Controls Click the Assign button to select roles (Section 9.1.4.7) and contracts (Section 9.1.4.9) for the invitee. Preview Submit Cancel Previews the e-mail message that the system will send to the invitee. Completes the account approval or rejection process; returns the user to the Invitation Listing page. Cancels without completing the account approval or rejection process and returns the user to the Invitation Listing page. December 10, 2011 User Guide: Invitations 52

4.4 Invitation Unlock Clicking the Release Lock button on the Invitation Listing page opens the page shown in Figure 23. The Invitation Unlock allows an invitation to be unlocked in order to allow other company approvers access to the invitation. After unlocking an invitation, any other approver within the same company may review the invitation for approval. All fields displayed on the Invitation Unlock page are described in Table 33. All buttons, action icons, and navigational elements are described in Table 34. Figure 26: Invitation Unlock Page Table 36: Invitation Unlock Page - s <all fields on page> All fields on this page are described on the View Details page (see Section 9.1.4.1). Cancel Unlock Button/Control Table 37: Invitation Unlock Page - Buttons & Controls Returns to the List of Invitations page. Unlocks the invitation. December 10, 2011 User Guide: Invitations 53

December 10, 2011 User Guide: Invitations 54

5 IRD The Proposal Event system offers MAC Contractors the ability to view and respond to items from the Issues Resolution Desk. Issues are generated by the Task Order Manager within the SeaPort system and are accessible from the Proposal Event system. Prime MAC Contractors with the IRD Review role have access to the Issue Resolution Desk from the IRD tab. Subcontractors do not have access to the IRD tab. 5.1 IRD Summary Page An example of the IRD Summary page is shown in Figure 27. From this page you can view the details of any IRD, list messages, or create a new message. Figure 27: IRD Summary Page There are no user-editable fields displayed on the IRD Summary page. The column headings used in the IRD Summary list are described in Table 38. All buttons, action icons, and navigational elements are described in Table 39. Table 38: IRD Summary Page - s TO Number Headline Rating Status Date The system-generated Order identifier. The Headline given to the individual issue. Satisfactory or Unsatisfactory. A Rating is not issued until an issue is closed. Open or Closed. The date the issue was created. Table 39: IRD Summary Page - Buttons & Controls View Button/Control View the details of the issue. Opens the Message Listing page described in Section 5.2. List Messages List all messages. Opens the Issue Details page described in Section 5.3 Create New Message Create a new message. Opens the New Message page described in Section 5.4. December 10, 2011 User Guide: IRD 55

Previous Next Button/Control Should the Summary list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the Summary list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. 5.2 View IRD Issue Details Page An example of the View IRD Issue Details page is shown in Figure 28. From this page you can view the details of any IRD. Figure 28: IRD Issue Details Page There are no user-editable fields displayed on the View IRD Issue Details page. The column headings used in the View IRD Issue Details page are described in Table 40. All buttons, action icons, and navigational elements are described in Table 41. Table 40: IRD Issue Details Page - s TO Number Issue Headline Status Rating Comment The system-generated Order identifier. The headline under which these messages are grouped. The current status of the issue. (Open or Closed) Satisfactory or Unsatisfactory. A Rating is not issued until an issue is closed Comments from the COR. Back Button/Control Table 41: IRD Issue Details Page - Buttons & Controls Return to the previously viewed page. December 10, 2011 User Guide: IRD 56

5.3 IRD Message Listing Page An example of the IRD Message Listing page is shown in Figure 29. From this page you can view a message reply, edit a message, delete a message, reply to a message, or create a new message. Figure 29: IRD Message Listing Page There are no user-editable fields displayed on the IRD Message Listing page. The column headings used in the IRD Message Listing page are described in Table 42. All buttons, action icons, and navigational elements are described in Table 43. Table 42: IRD Message Listing Page - s TO Number The system-generated Order identifier. Issue Headline Subject Submitted By Submitted Date Status Comments The headline under which these messages are grouped. The subject under which an individual message is grouped. The name of the person who submitted the issue. The date the issue was submitted. The current status of the issue. (Sent or Draft) The text of the individual issue or reply. Table 43: IRD Message Listing Page - Buttons & Controls Button/Control Create New Message Opens the Create New IRD Message page described in Section 5.4. Back Return to the previously viewed page. December 10, 2011 User Guide: IRD 57

Button/Control View Reply Opens the IRD Issue Details page described in Section 5.3.1. Edit Delete Reply Opens the Edit IRD Message Details page. The subject and the message text may be modified. This page is similar to the Create New IRD Message page described in Section 5.4. The Edit button is only available for Draft messages. Opens the Delete IRD Message page. The text of the message is displayed and the user is asked to confirm the deletion. Choices from this page are Delete and Cancel. The Delete button is only available for Draft messages. Opens the Reply IRD Message page. Subject and Message text may be entered. This page is similar to the Create New IRD Message page described in Section 5.4. The Reply can be saved, sent, or cancelled. 5.3.1 View Reply Selecting the View Reply button from the View IRD Message Details page opens the page shown in Figure 30. This page contains the text and status of the message issued by the contractor in response to an IRD issue. Figure 30: IRD View Reply 5.4 Create New Message An example of the Create New IRD Message page is shown in Figure 31. This page may be accessed from either the IRD Message Listing page or the IRD Summary page. From this page you can create a new message. This message can be saved as a draft for later editing or sent immediately. December 10, 2011 User Guide: IRD 58

Figure 31: Create New IRD Message Page All fields displayed on the Create New IRD Message page are described in Table 44. All buttons, action icons, and navigational elements are described in Table 45. Table 44: Create New IRD Message Page - s TO Number Issue Headline Subject Message The system-generated Order identifier. The headline under which this message is grouped. The subject of the message. Messages and responses are grouped by Subject. The text of the message. Table 45: Create New IRD Message Page - Buttons & Controls Button/Control Save Draft Send Cancel Save the text that was entered, but do not submit the message. Send the message. Cancel sending the message. Text that has been entered is not saved. December 10, 2011 User Guide: IRD 59

6 Small Business The Proposal Event system offers MAC Contractors the ability to fill out the SeaPort-e Order Subcontracting data entries for all Small Business types. Contractor users are able to enter the Subcontracting Actual data (both amounts and percentages) semi-yearly with respect to Order line item time periods and will receive an e-mail notification when these are open/due. NOTE: This section is not applicable to SeaPort-o. 6.1 Small Business Subcontracting Summary An example of the Small Business Subcontracting Summary page is shown in Figure 32. From this page you can view the details of any Order Small Business Subcontracting Data and edit the details of any Subcontracting Data where a response is required. Figure 32: Small Business Subcontracting Summary There are no user-editable fields displayed on the Small Business Subcontracting Summary page. The column headings used in the Small Business Subcontracting Summary list are described in Table 46. All buttons, action icons, and navigational elements are described in Table 47. Table 46: Small Business Subcontracting Summary Page - s TO Number Response Due Date The system-generated Order identifier. A response is required within a specified number of days from notification. This date is the last day of the period. December 10, 2011 User Guide: Small Business 60

Response Status The Response Status field represents the current status of the response as follows: Not Available Data does not yet need to be filled out for this Order Due There is a response required by the due date. Submitted The response has been sent for the required period Overdue The response has not been received prior to the due date. Closed All data within the Order line item period has been completed Table 47: Small Business Subcontracting Summary Page - Buttons & Controls View Edit Button/Control Opens the Small Business Subcontracting Data Page described in Section 6.2. Opens the Edit Small Business Subcontracting Data page described in Section 6.3. The Edit button is only available for Orders with a Response Status of Due. 6.2 Small Business Subcontracting Data Page An example of the Small Business Subcontracting Data page is shown in Figure 33. From this page you can view the details of subcontracting data that have been entered to date, to include originally entered goals and actuals data. Figure 33: Small Business Subcontracting Data All fields displayed on the Small Business Subcontracting Data page are described in Table 48. All buttons, action icons, and navigational elements are described in Table 49. December 10, 2011 User Guide: Small Business 61

Table 48: Small Business Subcontracting Data Page - s Original Goals Comment SB VOSB SDVOSB HUBZSB SDB WOSB TSB Total The Original Goals are taken from the Subcontracting Plan in SeaPort. These goals are taken from the proposal data that was previously submitted. The Comment is taken from the proposal data that was previously submitted. Small Business Concerns Veteran-Owned Small Business Concerns Service-Disabled Veteran-Owned Small Business Concerns HUBZone Small Business Concerns Small Disadvantaged Business Concerns Women-Owned Small Business Concerns Total Small Business Total dollar amount subcontracted to all business types (small + large). Table 49: Small Business Subcontracting Data Page - Buttons & Controls Back Button/Control Return to the Small Business Subcontracting Summary page. 6.3 Edit Small Business Subcontracting Data Details An example of the Edit Small Business Subcontracting Data Details page is shown in Figure 34. From this page you can enter the small business subcontracting actual data or edit the details of small business subcontracting actual data that has been entered to-date. Goals entered cannot be edited. NOTE: Individual Small Business percent values and dollar amounts cannot exceed the Total Small Business percent value and dollar amount. The Total Small Business dollar amount cannot exceed the Total Subcontracted dollar amount. December 10, 2011 User Guide: Small Business 62

Figure 34: Edit Small Business Subcontracting Data Details All fields displayed on the Edit Small Business Subcontracting Data Details page are described in Table 50. All buttons, action icons, and navigational elements are described in Table 51. December 10, 2011 User Guide: Small Business 63

Table 50: Edit Small Business Subcontracting Data Details Page - s Percentage Value Dollar Amount Comments The actual percentage value for this item (SB, VOSB, SDVOSB, HUBZSB, SDB, WOSB or Total Small Business) through the period indicated. The actual cumulative dollar amount for this item (SB, VOSB, SDVOSB, HUBZSB, SDB, WOSB, Total Small Business or Total Amount Subcontracted) through the period indicated. Enter additional comments to be included as part of the Small Business Subcontracting Data Details. Table 51: Edit Small Business Subcontracting Data Details Page - Buttons & Controls Save As Draft Submit Button/Control Save the small business subcontracting data as draft data (which are not finalized values). NOTE: While the reporting period is open and actuals are in draft, this data is only viewable by the contractor and no government person can view it. When the reporting period ends, the data can be viewed & edited by the government person on the government side. Submit finalized small business subcontracting data. NOTE: You will not be able to submit the data for this period again once you submit it. Cancel Return to the Small Business Subcontracting Summary page without saving changes. December 10, 2011 User Guide: Small Business 64

7 Teaming The Proposal Event system offers Prime MAC Contractors the ability to view the current list of teaming relationships for their company. In other words, users can find out which other companies may place teaming partner proposals on their behalf. If a prime contractor wishes to add a company as a teaming partner, a user in the proper role may submit a Teaming Request. This functionality is available in the system via the Teaming tab. NOTE: 7.1 Teaming Listing Page This section is not applicable to SeaPort-o. Clicking on the Teaming tab opens the page shown in Figure 35. It contains a list of all SeaPort-e contracts held by the user s company. All buttons, action icons, and navigational elements are described in Table 52. Figure 35: Teaming Listing Page Table 52: Teaming Listing Page Buttons & Controls Button/Control View List Sub-Companies Create Teaming Request View Teaming Requests List Prime Partners The Contracts list can be sorted in ascending or descending order by Contract Number using the up and down arrows in the column headers. Pressing this button opens the View Contract Details page for the selected Contract. The View Contract Details page is described in Section 7.1.1. Pressing this button opens the Sub-Company Listing page and will show only teaming partners associated with the selected Contract. The Company Listing page is described in Section 7.1.2. Opens the Teaming Request Input page. The Teaming Request Input page is described in Section 7.2.1. Opens the Teaming Request Listing page. The Teaming Request Listing page is described in Section 7.2.2. Opens the List of Prime Partners page. The List of Prime Partners page is described in Section 7.2.3. December 10, 2011 User Guide: Teaming 65

Previous Next Button/Control Should the teaming list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the teaming list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. 7.1.1 View Contract Details Page Selecting the View button corresponding to a contract on the Teaming Listing page opens the View Contract Details page shown in Figure 36. The Contract Details page presents the details of a contract, as well as provides functionality associated with the contract including: Listing the users associated with the contract, managing the users associated with the contract, listing sub-companies that can place a teaming partner proposal on behalf of the company associated with the contract. The availability of the buttons on this page is determined by the user s role. Figure 36: View Contract Details Page All fields displayed on the View Contract Details page are described in Table 53. All buttons, action icons, and navigational elements are described in Table 54. December 10, 2011 User Guide: Teaming 66

Active Category Table 53: View Contract Details Page s This indicate whether or not the contract is active This will be either SeaPort-I or SeaPort Enhanced. Prime Company Contract Number CAGE Website URL Address Zones Business Ownership Point of Contact Admin Office Payment Office Entity Ethnic Group Savings Min Pass Thru Max Escalation Rate Profit Fee Volume Discount Volume Threshold Start Date End Date The company that holds the contract. The contract number assigned to the contract The contractor code. The URL of the company s contract website. The physical address of the company. The geographic zones to which the company belongs. The ownership types of the company: small business, veteran-owned etc. The point of contact for the company. The Administrative Office assigned to the contract. The office responsible for contract payment. The type of contract. The ethnic group of the contract. The minimum percentage of savings. The pass thru max percentage. The escalation rate percentage. The Profit fee percentage. The volume discount percentage. The volume threshold value. Start date of contract. End date of contract. Table 54: View Contract Details Page Buttons & Controls Button/Control List Users Manage Users List Sub-Companies Opens the List Users page, which will present a list of list of users associated with the contract. Opens the Select Users for Contract page, which allows a user to add/remove users to/from this contract. Pressing this button opens the Sub-Company Listing page and will show only teaming partners associated with the selected Contract. The Sub- Company Listing page is described in Section 7.1.2. Back Choose SeaPort Enhanced or SeaPort I. December 10, 2011 User Guide: Teaming 67

7.1.2 Sub-Company Listing Page The Sub-Company Listing page provides the list of companies that are authorized to place teaming partner proposals on a company s behalf. This only applies to contract vehicles that enforce subcompany relationships (i.e., only SeaPort-e contracts). The Sub-Company Listing page is shown in Figure 37. Figure 37: Sub-Company Listing Page All fields displayed on the Sub-Company Listing page are described in Table 55. All buttons, action icons, and navigational elements are described in Table 56. Table 55: Sub-Company Listing Page - s Duns Company Name WebSite URL The DUNS number of the sub-company. The name of the sub-company. You can use * as a wildcard character when filtering. The website of the sub-company. Table 56: Sub-Company Listing Page Buttons & Controls Filter Show All Button/Control Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Duns and/or Company Name), press the Filter button to show only those results that match the criteria you have chosen. All filters are cleared. Pressing this button will display all sub-companies in the system associated with your company s contract. The Sub-Company list can be sorted in ascending or descending order by DUNS and Company Name using the up and down arrows in the column headers. December 10, 2011 User Guide: Teaming 68

Button/Control Previous Next Back Should the sub-company list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the sub-company list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Return to the previously viewed page. 7.2 Teaming Request Listing Page The Teaming Request Listing page is shown in Figure 38. It contains a list of all teaming requests associated with contracts belonging to the user s company. This list can be filtered by any combination of Approval Status, Last Updated From, and Last Updated To. The teaming request records are presented reverse chronologically in order of Last Updated date. The total number of records is presented above the list (e.g., Showing 1 to 4 of 4 ) and again at the end of the list. One page consists of a maximum of 25 records. Should the list contain more than one page of records, the user can navigate from page to page using the Previous and Next links. December 10, 2011 User Guide: Teaming 69

Figure 38: Teaming Request Listing Page December 10, 2011 User Guide: Teaming 70

All fields displayed on the Teaming Request Listing page are described in Table 57. All buttons, action icons, and navigational elements are described in Table 58. Table 57: Teaming Request Listing Page - s Approval Status Last Updated From Last Updated To Prime Company Contract Number Requestor Proposed Team Member Last Updated Status Choose from: Draft Not yet submitted for review. Pending Review Submitted and waiting to be reviewed. Under Review Currently being reviewed. Rejected Request was not approved. Approved Request was approved and the teaming relationship has been set up in the system. Used to find all requests that were updated on or after this date. Used to find all requests that were updated on or before this date. The company making the request The contract number that the proposed team member should be associated with. The name of the user making the request The name of the company requested to be able to submit teaming partner proposals on behalf of your company The date the request was last updated One of the following: Draft Not yet submitted for review. Pending Review Submitted and waiting to be reviewed. Under Review Currently being reviewed. Rejected Request was not approved. Approved Request was approved and the teaming relationship has been set up in the system. Table 58: Teaming Request Listing Page Buttons & Controls Button/Control Filter Show All View Edit Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Approval Status, Last Updated From, and/or Last Updated To), press the Filter button to show only those results that match the criteria you have chosen. All filters are cleared. Pressing this button will display all teaming requests. Opens the Teaming Request Details page. The Teaming Request Details page is described in Section. Opens the Teaming Request Input page. The Teaming Request Input page is described in Section. Only requests in Draft can be edited. December 10, 2011 User Guide: Teaming 71

Button/Control Clone Delete Previous Next Back Create Teaming Request Opens the Teaming Request Input page. In this way a revised teaming request can be submitted starting with information contained in a previous request. The Clone button is only enabled for rejected teaming requests Deletes the teaming request. Teaming requests can only be deleted if they are in Draft or Pending Review. The Teaming Request list can be sorted in ascending or descending order by Contract Number, Proposed Team Member, or Last Updated using the up and down arrows in the column headers. Should the sub-company list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the sub-company list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Return to the previously viewed page. Opens the Teaming Request Input page. The Teaming Request Input page is described in Section 7.2.1. 7.2.1 Teaming Request Input Page The Teaming Request Input page contains the form that needs to be filled out to submit a request and is shown in Figure 39 and Figure 40. All fields displayed on the Teaming Request Input page are described in Table 59. All buttons, action icons, and navigational elements are described in Table 60. December 10, 2011 User Guide: Teaming 72

Figure 39: Teaming Request Input Page December 10, 2011 User Guide: Teaming 73

Figure 40: Teaming Request Input Page continued Table 59: Teaming Request Input Page s Contract Team Member Existing SeaPort-e Prime The prime contract that the team member should be associated with Type in the full legal name of team member s company as it would appear on a contract (e.g., Acme Services, Inc.) Indicate if the team member currently holds a SeaPort-e prime contract (Yes/No/Don t Know) December 10, 2011 User Guide: Teaming 74

Address City State ZIP CAGE Code DUNS Street address of team member s primary location City of team member s primary location State of team member s primary location 5 + 4 ZIP code of team member s primary location The team member s CAGE code The team member s DUNS number EPOC First Name EPOC Last Name EPOC E-mail Confirm EPOC E-mail EPOC Phone Number The E-Business Point-of-Contact (EPOC) is authorized to represent the company in contractual matters (e.g., Submitting proposals, accepting Order awards) and is generally intended to be the team member s primary representative or user of the SeaPort portal. If the EPOC (and alternate EPOC) is not already registered in SeaPort, an account will be created for the provided e-mail address. Alternate EPOC First Name Alternate EPOC Last Name Alternate EPOC E-mail Confirm Alternate EPOC E- mail Alternate EPOC Phone Number Large Business Small Business Small Disadvantaged Business Woman-Owned Business HUB Zone Representation Veteran-Owned Small Business Select either: Large Business if the team member is a large business or one or more Small Business designations. If you select Large Business, all Small Business designations will be cleared. If you select any small business subcategories (e.g., Woman-Owned Business), Small Business will be automatically checked and Large Business will be cleared. Select all subcategories as appropriate. Service Disabled Veteran Owned Emerging Small Business 8(a) Program Technical Capability Tasking Functional Area(s) Subcontracting Goal Impact Past Performance of team member s technical capabilities Task that team member s will Perform Functional Area of the SOW that team member s will perform Impact of adding team member s in meeting Subcontracting Goals List Past Performance of the proposed team member and customer names and phone numbers December 10, 2011 User Guide: Teaming 75

Button/Control Table 60: Teaming Request Input Page Buttons & Controls? Displays additional information relevant to the associated field. Save As Draft Submit For Review Cancel Saves all of the information in the form and sets the Status of the request to Draft. Saves all of the information in the form, sets the Status to Pending Review, and notifies a government official that the request is ready to be reviewed. Cancels any changes made to the form and returns to the previous page 7.2.2 Teaming Request Details Page The Teaming Request Details page contains the information that was entered using the Teaming Request Input page and is shown in Figure 41. All fields displayed on the Teaming Request Input page are described in Table 61. All buttons, action icons, and navigational elements are described in Table 62. Figure 41: Teaming Request Details Page December 10, 2011 User Guide: Teaming 76

Table 61: Teaming Request Details Page s Requestor Company Name Contract Request Status Date Updated Date Submitted Team Member Name Existing SeaPort-e Prime Address City State Zip Code CAGE Code DUNS EPOC Name EPOC E-mail EPOC Phone Number Alternate EPOC Name Alternate EPOC E-mail Alternate EPOC Phone Number Large Business Small Business Small Disadvantaged Business Woman-Owned Business HUB Zone Representation Veteran-Owned Small Business The name of the person making the request The name of the prime company making the request The prime contract that the requested team member should be associated with One of the following: Draft Not yet submitted for review. Pending Review Submitted and waiting to be reviewed. Under Review Currently being reviewed. Rejected Request was not approved. Approved Request was approved and the teaming relationship has been set up in the system. When the request was last updated When the requestor submitted the request for review The full legal name of team member s company as it would appear on a contract (e.g., Acme Services, Inc.) Indicates if the team member currently holds a SeaPort-e prime contract (Yes/No/Don t Know) Street address of team member s primary location City of team member s primary location State of team member s primary location 5 + 4 ZIP code of team member s primary location The team member s CAGE code The team member s DUNS number The E-Business Point-of-Contact (EPOC) is authorized to represent the company in contractual matters (e.g., Submitting proposals, accepting Order awards) and is generally intended to be the team member s primary representative or user of the SeaPort portal. If the EPOC (and alternate EPOC) is not already registered in SeaPort, an account will be created for the provided e-mail address. NOTE: The Alternate EPOC information will only appear if one was specified on the Teaming Request Input page. Identifies the business classifications assigned on the Teaming Request Input page. December 10, 2011 User Guide: Teaming 77

Service Disabled Veteran Owned Emerging Small Business 8(a) Program Average annual revenue exceeded $23M for the last three years? Technical Capability Tasking Functional Area(s) Subcontracting Goal Impact Past Performance Yes or No of team member s technical capabilities Task that team member s will Perform Functional Area of the SOW that team member s will perform Impact of adding team member s in meeting Subcontracting Goals List Past Performance of the proposed team member and customer names and phone numbers Table 62: Teaming Request Details Page Buttons & Controls Back Button/Control Returns to the previous page 7.2.3 List of Prime Partners Page The List of Prime Partners page is shown in Figure 42. It contains a list of contracts with which the user s company is associated. The list can be filtered by any combination of Contract Number, Prime Company, and Category. All fields displayed on the List of Prime Partners page are described in Table 63. All buttons, action icons, and navigational elements are described in Table 64. December 10, 2011 User Guide: Teaming 78

Figure 42: List of Prime Partners Page Table 63: List of Prime Partners Page s Contract Number Prime Company Category Zone Business Ownership Active The prime contract number. The prime contract holder. Invitation Listing SeaPort I, SeaPort-e, or a SeaPort-o category depending on the MAC contract vehicle. The geographical zone to which the prime contract holder belongs The business ownership type of the prime contract holder The active status of the contract Filter Button/Control Table 64: List of Prime Partners Page - Buttons & Controls Filtering reduces the amount of data that is displayed in the list. NOTE: It is not necessary for a contractor to filter contracts and this function is not really applicable for the contractor s use. Show All Previous Next Back All filters are cleared. Pressing this button will display all the contracts in the system that you are authorized to assign as a managing user. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Return to the previously viewed page. December 10, 2011 User Guide: Teaming 79

8 Reports Clicking on the Reports navigation tab will open the Reports page as shown in Figure 43. The roles assigned to the user will determine the reports available to the user. Three of the five reports in the system are available to any logged in user. They are: SeaPort-I Task Order Award Report, SeaPort-e Task Order Award Report, and Advanced Planning Report. The remaining two reports, Roles By User and Users By Role, are available to users that have been assigned the Vendor Admin role. Figure 43: Reports page 8.1 Task Order Award Reports The Task Order Award Reports are the same reports that are available from the login page. They are also provided on the Reports page for convenience. When the hyperlink is activated, the report opens in a separate browser window. The report shows a list of the recent task order awards under the respective contracts. A Close button is provided at the top of each report, which will close the browser window containing the report when it is clicked. The Task Order Award Reports are shown in Figure 44 and Figure 45. December 10, 2011 User Guide: Reports 80

Figure 44: SeaPort-I Task Order Award Report December 10, 2011 User Guide: Reports 81

Figure 45: SeaPort Enhanced Task Order Award Report 8.2 List of Prime Partners The List of Prime Partners Report displays detailed information about each SeaPort contract. This includes information about the prime holder, the geographical zones in which the contract is active, the ownership types of the prime holder and any teaming relationships for the contract. 8.2.1 List of Prime Partners Page Selecting the List of Prime Partners Report opens the page shown in Figure 46. It contains a list of all SeaPort prime contracts. This page is the same as the List of Prime Partners page described in Section 7.2.3 with the exception that this page shows all contracts in the system. December 10, 2011 User Guide: Reports 82

Figure 46: List of Prime Partners Page 8.2.2 View Contract Details Page Selecting the View button corresponding to a contract on the List of Prime Partners page opens the View Contract Details page show in Figure 47. This page is described in Section 7.1.1. Figure 47: View Contract Details Page December 10, 2011 User Guide: Reports 83

8.2.3 List of Sub-Companies for Contract The List of Sub-Companies for Contract page provides the list of companies that are authorized to place teaming partner proposals on the contract s prime holder s behalf. This only applies to contract vehicles that enforce sub-company relationships (i.e. only SeaPort-e contracts). The List of Sub- Companies for Contract page is shown in Figure 48 and described in Section 7.1.2 on page 68. Figure 48: List of Sub-Companies for Contract Page 8.2.4 List of Sub-Companies Selecting the List All Sub-Companies button from the List of Prime Partners page opens the List of Sub-Companies page. This page is different than the List of Sub-Companies for Contract page because it shows the list of all companies that are authorized to place teaming partner proposals on behalf of prime contract holders. As with the List of Sub-Companies for Contract page, this page only applies to contract vehicles that enforce sub-company relationships (i.e. only SeaPort-e contracts). The List of Sub-Companies page is shown in Figure 49 and described in Section 7.1.2. December 10, 2011 User Guide: Reports 84

Figure 49: List of Sub-Companies 8.2.5 List of Prime Partners for Company Selecting the List Prime Partners button opens the List of Prime Partners for page. This page displays all contracts for which the selected company is a teaming partner. As with the List of Sub-Companies for Contract page, this page only applies to contract vehicles that enforce sub-company relationships (i.e. only SeaPort-e contracts). The List of Prime Partners for Company page is described in Section 7.2.3. Figure 50: List of Prime Partners for Company Page December 10, 2011 User Guide: Reports 85

8.3 Advanced Planning Report The Advanced Planning Report displays estimated target dates for various milestones in the acquisition lifecycle for selected procurement packages. NOTE: This report is not applicable to SeaPort-o. Figure 51: Advanced Planning Report December 10, 2011 User Guide: Reports 86

8.4 Roles By User Report The Roles By User Report is used by Vendor Admin users to get a quick snapshot of the users in the system that they have the ability to manage. Each user managed by the Vendor Admin is displayed along with the roles that have been assigned to them. An example of the Roles By User Report is shown in Figure 52. The first line in the report describes the user: User, Prime (PrimeUser) / Aquilent, Inc. User, Prime is the name of the user (last name = User, first name = Prime). In parentheses is the user s login name, PrimeUser. Aquilent, Inc corresponds to the user s security group, which will match the user s company. Under the first line is a listing of the roles assigned to that user. As shown in Figure 52, there are 8 roles assigned to PrimeUser. Figure 52: Roles By User Report Show All All fields displayed on the Roles By User Report page are described in Table 65. All buttons, action icons, and navigational elements are described in Table 66. Table 65: Roles By User Report - s Role Name Ensures that only users with the specified role are returned. Security Group Ensures that only users in the specified security group are returned. NOTE: Vendor Admin users will typically only have one choice for security group. December 10, 2011 User Guide: Reports 87

Table 66: Roles By User Report Buttons & Controls Button/Control Filter Show All Back Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Role Name, and/or Security Group), press the Filter button to show only those results that match the criteria you have chosen. All filters are cleared. Pressing this button will display all users. Return to the previously viewed page. 8.5 Users By Role Report The Users By Role Report is used by Vendor Admin users to get a quick snapshot of the roles in the system that they have the ability to assign to users. Each role managed by the Vendor Admin is displayed along with the users that have the role assigned to them. An example of the Users By Role Report is shown in Figure 53. The first line in the report describes the role: Proposal / IRD Reviewer (IR). Proposal refers to the application that the role belongs to. IRD Reviewer is the name of the role. IR, in parentheses, is the code that corresponds to the role and is only used for administrative purposes. Under this line is a listing of all the users assigned to the IRD Reviewer role. As shown in Figure 53, there is only 1 user assigned to IRD Reviewer role. December 10, 2011 User Guide: Reports 88

Figure 53: Users By Role Report Show All All fields displayed on the Users By Role Report page are described in Table 67. All buttons, action icons, and navigational elements are described in Table 68. Table 67: Users By Role Report - s Role Name Ensures that only the specified role is returned. Security Group Ensures that only users in the specified security group are returned. NOTE: Vendor Admin users will typically only have one choice for security group. December 10, 2011 User Guide: Reports 89

Table 68: Roles By User Report Buttons & Controls Button/Control Filter Show All Back Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Role Name, and/or Security Group), press the Filter button to show only those results that match the criteria you have chosen. All filters are cleared. Pressing this button will display all roles. Return to the previously viewed page. December 10, 2011 User Guide: Reports 90

9 Admin Each company (prime or subcontractor) should have at least one user who is designated as an administrator. The administrator has the responsibility and the ability to manage the accounts, roles, and access of the other users within his/her company. The procedures described here apply to all users who have the Vendor Admin role. 9.1 Admin Tab Users with the Vendor Admin role will see the Admin tab as shown in Figure 54. The Admin page is shown by default and provides access to the available administrative functions. Figure 54: Admin Tab All fields displayed on the Admin page are described in Table 69. All buttons, action icons, and navigational elements are described in Table 70. Table 69: Admin Page - s <none> n/a Table 70: Admin Page - Buttons & Controls Button/Control View Company Details Search (Users) List All (Users) List All (Contracts) Opens the Company Details page. The Company Details page is described in Section 9.1.1. Opens the Search Users page. The Search Users page is described in Section 9.1.2. Opens the List Users page and views the users in the system that are associated with your company. The List Users page is described in Section 9.1.4. Opens the List Contracts page and views the contracts in the system that are associated with your company. The List Contracts page is described in Section 9.1.5. December 10, 2011 User Guide: Admin 91

9.1.1 Company Details Clicking on the View Company Details button on the Admin tab will open the Company Details page as shown in Figure 55. The Company Details page presents information about the user s company. Figure 55: Company Details All fields displayed on the Company Details page are described in Table 71. All buttons, action icons, and navigational elements are described in December 10, 2011 User Guide: Admin 92

Table 72. Table 71: Company Details Page - s Duns Company Name Website URL Company Hierarchy Parent Companies Child Companies The DUNS number of the company. The name of the company. Website address for company if applicable. A list of the company s parent and child companies. See Section 9.1.2 for more information about company hierarchy. Displays a company s parent companies. Displays a company s child companies. December 10, 2011 User Guide: Admin 93

Table 72: Company Details - Buttons & Controls Button/Control List Users List Prime Partners Back View List Sub-Companies Clicking this button opens the List of All Users page. The List of All Users page is described in Section 9.1.4. Opens the List of Prime Partners page and shows the list of prime partners for the company. The List of Prime Partners page is described in Section 7.2.3. Return to the previously viewed page. View contract details. Pressing this button opens the Sub-Company Listing page and will show only teaming partners associated with the selected Contract. The Company Listing page is described in Section 7.1.2. 9.1.2 Company Hierarchy When a company acquires another company, a relationship is established between the companies in the Vendor Portal. The acquiring company is referred to as the parent company and the acquired company as the child company (note: use of the terms parent and child is not intended to imply anything other than a logical relationship between two entities, where one has visibility into the other, by default). Alternatively, if a company has subsidiaries or divisions that are also registered as separate companies in SeaPort, parent/child relationships may be established for this case as well. Once this relationship is established by a system administrator, the vendor administrator for the parent company: Will be given administrative rights to the accounts of the child company s users Will be given administrative rights to the contracts of the child company. Please note that the child company s users will not have access by default to the parent company s contract (if one exists). However, the parent company s administrator can assign users from either company to either company s contract(s) in order for those users to submit Proposals on for the parent company. Question: How will I know if this applies to me or my organization? Answer: There are a number of scenarios that may make this applicable: Your company acquired or merged with another company, and you want to: o o o Be able to place proposals under that company s contract. Want to manage users in that company, or give them access to your contract for bidding. Want to have visibility into, and be able to respond to, orders awards and modifications, contract modifications, small business reporting, and/or issue resolution desk (IRD) for that company. This could be a scenario where Company A and Company B both have contracts. Company A buys B, and B s contract is cancelled. However, prior to the acquisition, B had been awarded orders under their contract, so those continue to exist. The parent/child relationship between A and B allows A users to monitor and respond to B task orders. Similarly, A could provide access to its contract to B s users (if desired). Your company has one or more subsidiary organizations that are separately registered in SeaPort, and have their own users. This often occurs when a large parent company holds the December 10, 2011 User Guide: Admin 94

contract, and other prime contract holders add that parent company s subsidiaries as teaming partners. This has historically been confusing when one of the subsidiary company s users, in working with the parent company, tries to submit a proposal using the parent s prime contract. Because the user is technically not part of the company associated in SeaPort with the contract, the user does not have access to it. By establishing parent/child relationships between the companies, this capability would exist without the need for a user to have a separate account per company. If you have any questions, or need to establish a hierarchical relationship between your company and another SeaPort-registered company, please contact SeaPort Support. 9.1.3 Search Users Clicking on the Search Users button on the Admin tab will open the Search Users page as shown in Figure 56. The Search Users page is similar to the List Users page except it does not automatically list all existing users in the user s company. Figure 56: Search Users Page 9.1.4 List Users Clicking on the List Users button on the Admin tab will open the List Users page as shown in Figure 57. The List Users page shows all the users whose details you may view, and whose access rights you may manage. December 10, 2011 User Guide: Admin 95

Figure 57: List Users Page All fields displayed on the List Users page are described in Table 73. All buttons, action icons, and navigational elements are described in Table 74. Table 73: List Users Page - s UserName Full Name First Name Last Name E-mail Company Security Group Password Never Expires A username used to log onto the system. A user s last name, first name. A user s first name. A user s last name. A user s e-mail address. Ignore vendor administrators will only see users from their company/security group. Ignore vendor administrators will only see users from their company/security group. Ignore not relevant for vendor administrators. December 10, 2011 User Guide: Admin 96

Active Locked Choose Yes or No: Yes: users whose accounts are active in the system (may login; receive system-generated emails automatically). No: users whose accounts are not active (may not login; will not receive system-generated emails automatically). Choose Yes or No: Yes: users whose accounts are locked in the system. Locked accounts must be unlocked in order to login. No: users whose accounts are not locked. Include Only User Type Exclude User Type Ignore not relevant for vendor administrators. Ignore not relevant for vendor administrators. Table 74: List Users Page - Buttons & Controls Button/Control Back Filter Show All Previous Next View Reset Password Return to the previously viewed page. Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria, press the Filter button to show only those results that match the criteria you have chosen, and that you are authorized to view. All filters are cleared. Pressing this button will display all users in the system that you are authorized to view. Should the user list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the user list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Opens the View User Details page. The View User Details page is described in Section 9.1.4.1. Opens the Reset Password page. The Reset Password page is described in Section 9.1.4.3. This function resets the user s password to a systemgenerated random one that is e-mailed to the user. 9.1.4.1 View User Details The View User Details page is shown in Figure 58 and Figure 59. The View User Details page presents information entered by the user during registration or user profile updates (see Section 11). It also provides access to the set of actions that may be performed on the user s account. December 10, 2011 User Guide: Admin 97

Figure 58: View User Details Page (top portion) December 10, 2011 User Guide: Admin 98

Figure 59: View User Details Page (bottom portion) All fields displayed on the View User Details page are described in Table 75. All buttons, action icons, and navigational elements are described in Table 76. Table 75: View User Details Page - s User Name Display Name Full Name E-mail Active Locked Password Never Expires User Type Title Company Division The account name used to log onto the system. How the user s name is displayed in the system. Last Name, First Name The user s e-mail address. It is important for users to keep their e-mail addresses current as they are used by the system for e-mail notification. Is the account active (enabled) or not? Is the account locked or not? Is the account s password set to never expire? Ignore always Vendor for contractor users. The user s job title. The name of the user s company. The name of the user s division (if applicable). December 10, 2011 User Guide: Admin 99

Security Group Address Work Phone Other Phone Fax Time Zone Terms and Conditions Accepted <List of Roles> <List of Proposal Groups> <List of Contracts> Ignore - (should match company name). The street, city, state and zip code for the user s location. The user s work telephone number. An alternate telephone number. The user s work fax number. The time zone at the user s location. Has the user accepted the system use Terms and Conditions? Contains the same content as the List Roles for User page. The List Roles for User page is described in Section 9.1.4.7. This area lists the roles currently assigned to the user s account. See Section 9.1.4.8 for more information on Proposal Groups. This area lists the proposal groups to which the user s account belongs. See Section 9.1.4.9 for more information on Contracts. This area lists the contracts currently assigned to the user s account. Table 76: View User Details Page - Buttons & Controls Button/Control Back View History Reset Password Request Password Change Deactivate Activate Lock Unlock Manage Roles Returns to the previously viewed page. Opens the History for User page. The History for User pages described in Section 9.1.4.2. This page displays all the actions taken on the user s account. Opens the Reset Password page. The Reset Password page is described in Section 9.1.4.3. This function resets the user s password to a system-generated random one that is e-mailed to the user. Opens the Request Password Change page. The Request Password Change page is described in Section 9.1.4.4. This function flags the user s account to require the user to change his/her password upon the next successful login. Opens the Deactivate User page. The Deactivate User page is described in Section 9.1.4.5. This function disables the user s account from further access or e-mail notification. Opens the Activate User page. The Activate User page is described in Section 9.1.4.5. This function re-enables access and e-mail notification for the user s account. Opens the Lock User page. The Lock User page is described in Section 9.1.4.6. This function locks a user from logging into the system. The user continues to receive email notifications. Opens the Unlock User page. The Unlock User page is described in Section 9.1.4.6. This function unlocks a user s account to allow logins. Opens the Select Roles for User page. The Select Roles for User page is described in Section 9.1.4.7. December 10, 2011 User Guide: Admin 100

Button/Control Manage Proposal Groups Manage Contracts View Opens the Select Proposal Groups for User page. The Select Proposal Groups for User page is described in Section 9.1.4.8. NOTE: Vendor administrators are not permitted to modify proposal group s assignments at this time. Opens the Select Contracts for User page. The Select Contracts for User page is described in Section 9.1.4.9. Opens a View Details page that is appropriate for the particular content type (Role, Proposal Group, or Contract). 9.1.4.2 User History The History for User page is shown in Figure 60. The History for User page provides a list of all the actions taken on the user s account. All fields displayed on the History for User page are described in Table 77. All buttons, actions, icons, and navigational elements are described in Table 80. Figure 60: History for User Page Table 77: History for user Page - s Action Modified By The action taken on the user account. Display name of the user that initiated the action. Date Modified Reason The time and date the action was taken. The reason the action was taken. Back Button/Control Table 78: History for User Page - Buttons & Controls Returns to the previously viewed page. 9.1.4.3 Reset Password The Reset Password page is shown in Figure 61. The Reset Password page provides the ability to reset a user s password. When the Reset button is clicked, the system will generate a new password for the user and e-mail it to the e-mail address of record for the account. Resetting a password will also automatically unlock an account if it was previously locked. December 10, 2011 User Guide: Admin 101

Figure 61: Reset Password Page All fields displayed on the Reset Password page are described in Table 79. All buttons, action icons, and navigational elements are described in Table 80. Table 79: Reset Password Page - s <all fields on page> All fields on this page are described on the View Details page (see Section 9.1.4.1). Back Button/Control Table 80: Reset Password Page - Buttons & Controls Returns to the previously viewed page. Reset Resets the user s password with a system-generated password that is e- mailed to the user. The account is also unlocked automatically. December 10, 2011 User Guide: Admin 102

9.1.4.4 Request Password Change The Request Password Change page is shown in Figure 62. The Request Password Change page provides the ability to flag the user s account to require the user to change his/her password. The user will be prompted to change the password upon the next successful login. Figure 62: Request Password Change Page All fields displayed on the Request Password Change page are described in Table 81. All buttons, action icons, and navigational elements are described in Table 82. Table 81: Request Password Change Page - s <all fields on page> All fields on this page are described on the View Details page (see Section 9.1.4.1). Table 82: Request Password Change Page - Buttons & Controls Back Button/Control Returns to the previously viewed page. Request Password Change Flag the account to prompt and require the user to change the password upon the next successful login. December 10, 2011 User Guide: Admin 103

9.1.4.5 Deactivate/Activate User The Deactivate User and Activate User pages are shown in Figure 63 and Figure 64. The Deactivate User page provides the ability to deactivate or disable a user s account. Deactivating an account is functionally equivalent to removing the user from the system. A deactivated user cannot login and will not receive e-mail notifications. The Activate User page provides the ability to activate a user that has been previously deactivated. Figure 63: Deactivate User Page December 10, 2011 User Guide: Admin 104

Figure 64: Activate User Page All fields displayed on the Deactivate User and Activate User pages are described in Table 83. All buttons, action icons, and navigational elements are described in Table 84. Table 83: Deactivate/Activate User Pages - s <all fields on page> Reason All fields on this page are described on the View Details page (see Section 9.1.4.1). The reason for deactivating/activation the user account. Back Button/Control Table 84: Deactivate/Activate User Pages - Buttons & Controls Returns to the previously viewed page. Deactivate Activate Disables the user s account from further access or e-mail notification. Re-enables access and e-mail notification for the user s account. December 10, 2011 User Guide: Admin 105

9.1.4.6 Unlock User The Unlock User page is shown in Figure 65. The Unlock User page provides the ability to unlock a user that has been previously locked. It is very likely that the user will also require a password reset (see Section 9.1.4.3) since locked accounts occur as a result of failed login attempts. Figure 65: Unlock User Page All fields displayed on the Unlock User page are described in Table 85. All buttons, action icons, and navigational elements are described in Table 86. Table 85: Unlock User Page - s <all fields on page> All fields on this page are described on the View Details page (see Section 9.1.4.1). Back Unlock Button/Control Table 86: Unlock User Page - Buttons & Controls Returns to the previously viewed page. Unlocks the user s account and restores login access. December 10, 2011 User Guide: Admin 106

9.1.4.7 Select Roles for User The list of Roles for users is seen on the View User Details Page in the Roles section shown in Figure 58. This list shows the roles that are currently assigned to the user s account. The Manage Roles button on the View User Details Page opens the page shown in Figure 66. The Select Roles for User page allows the user to assign one or more roles that will determine the functional and informational access that the invitee will have. The list of roles in Table 87 is generally available for assignment by the contractor approver, though the actual list will be based on the roles of the approver. That is, an approver cannot assign a role to which he/she does not also have access. For example, if you are not a Vendor Admin, you cannot assign the Vendor Admin role to an invitee. Figure 66: Select Roles for User Page Table 87: Role s Role Name Role December 10, 2011 User Guide: Admin 107

Role Name Role NOTE: A user must have at least one of the following Vendor User roles in order to have general access to the Events Tab (see Section 2). General access includes aspects such as: the event listing, specific event details including attachments, messages, and the Q&A feature. Without at least one of these roles, the user only has access to the My Profile tab (see Section 9.1.5) by default. Vendor User (Non-Bidder) Vendor User (Prime Bidder) Vendor User (Sub Bidder) User Inviter User Approver Grants general access to Event functionality. Cannot view proposal information or submit proposals. Grants general access to Event functionality. The user can view and submit proposals as a prime if he/she has access to the company s prime contract(s) (see Section 9.1.4.9). Grants general access to Event functionality. The user can view and submit proposals as a sub to one of the company s teaming partners that have a prime contract. Grants access to the Invitations tab (this section) and allows the user to send new invitations. Typically a user with this role also has the User Approver role. Grants access to the Invitations tab (this section) and allows the user to approve completed registrations. Typically a user with this role also has the User Inviter Role. IRD Reviewer Grants access to the Issue Resolution Desk (IRD) tab (see Section 5). Small Business Reviewer Grants access to the Small Business tab (see Section 6). Contract Reviewer Modification Grants the user the ability to accept contract modifications. Task Order Reviewer Grants the user the ability to accept order modifications Vendor Admin Grants access to the Admin tab (see Section 7). All fields displayed on the Select Roles for User pages are described in Table 88. All buttons, action icons, and navigational elements are described in Table 89. Table 88: List of Roles/Select Roles for User Pages s Active Role Name Module User Type Code Invitation Listing Status of user. The name of the role. System components. Not applicable to Vendor Users. Please ignore. Type of user. Code associated with Role. A short description of the role. December 10, 2011 User Guide: Admin 108

Table 89: List of Roles/Select Roles for User Pages - Buttons & Controls Filter Button/Control Filtering reduces the amount of data that is displayed in the list. NOTE: It is not necessary for a user to filter roles and this function is not really applicable for the contractor s use. Show All All None Previous Next View List Users Submit Cancel All filters are cleared. Pressing this button will display all roles in the system that you (the managing user) are authorized to assign. Pressing this button in the list header selects all role checkboxes. Pressing this button in the list header clears/de-selects all role checkboxes. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Opens a page with a description of the role Opens a page listing the users who have the particular role. Saves changes to role assignment and returns to the previous page. Cancels without completing the role assignment process and returns the user to the previous page. 9.1.4.8 Select Proposal Groups for User The list of proposal groups for users is seen on the View User Details Page in the Proposal Groups section shown in Figure 59. This list shows the proposal groups that are currently assigned to the user s account. The Manage Proposal Groups button on the View User Details Page is not currently available for manual changes because the system maintains proposal group membership. New users are automatically assigned to the proposal group(s) that the user (who invited them) is a member of at the time of the invitation is generated. The system also automatically maintains and assigns users to proposal groups based on their company and their company s teaming relationships. That is, if your company has a SeaPort-e award for zones 1, 2, 3 and adds a teaming partner with an award for zones 4, 5, 6, and 7, you will automatically be added to the proposal group for the additional zones. Proposal groups are collections of registered users that make it easy for the government to invite users to events as well as notify via e-mail. Currently, the system has proposal groups defined for: SeaPort I and SeaPort-e primes and subs SeaPort-o primes SeaPort-e zones (each zone, primes and subs) Each company that holds a SeaPort I, -e or o prime contract Individual users belong to one or more Proposal groups. December 10, 2011 User Guide: Admin 109

9.1.4.9 Select Contracts for User The list of Contracts for users is seen on the View User Details Page in the Contracts section shown in Figure 59. This list shows the contracts that are currently assigned to the user s account. The Manage Contracts button on the View User Details Page opens the page shown in Figure 67. The Select Contracts for User page allows the managing user to assign the user access to one or more prime contracts. The list of available contracts is based on the contracts available to the company of the managing user. All fields displayed on the Select Contracts for User page are described in Table 90. All buttons, action icons, and navigational elements are described in Table 91. Figure 67: Select Contracts Page Table 90: Select Contracts Page s Contract Number Prime Company Category Zone Business Ownership Active The prime contract number. Invitation Listing The prime contract holder. This should be your company. SeaPort I, SeaPort Enhanced or a SeaPort-o category, depending on the MAC contract vehicle. The geographical zone to which the prime contract holder belongs. NOTE: The Zone field is not applicable to SeaPort-o. The business ownership type of the prime contract holder The active status of the contract December 10, 2011 User Guide: Admin 110

Filter Button/Control Table 91: Select Contracts Page - Buttons & Controls Filtering reduces the amount of data that is displayed in the list. NOTE: It is not necessary for a user to filter contracts and this function is not applicable for the contractor s use. Show All All None Previous Next Submit Cancel All filters are cleared. Pressing this button will display all the contracts in the system that you are authorized to assign as a managing user. Pressing this button in the list header selects all contract checkboxes. Pressing this button in the list header clears/de-selects all contract checkboxes. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Saves changes to contract assignment and returns to the previous page. Cancels without completing the contract assignment and returns the user to the previous page. 9.1.5 List Contracts Figure 68: List Contracts Page All fields displayed on the List Contracts pages are described in Table 92. All buttons, action icons, and navigational elements are described in Table 93. December 10, 2011 User Guide: Admin 111

Table 92: List Contracts Page s Contract Number Prime Company Category Zone Business Ownership Active This is the contract number. Use * as a wildcard. Choose a prime company Choose SeaPort Enhanced, SeaPort I, or a SeaPort-o category The geographical zone to which the prime contract holder belongs. NOTE: The Zone field is not applicable to SeaPort-o. The business ownership type of the prime contract holder The active status of the contract Filter Button/Control Table 93: List Contracts Page Buttons & Controls Filtering reduces the amount of data that is displayed in the list. After selecting your filter criteria (Contract Number, Prime Company, Category, Zone, Business Ownership and/or Active), press the Filter button to show only those results that match the criteria you have chosen. Show All All filters are cleared. Pressing this button will display all SeaPort-e contracts in the system for your company that your account has been associated with. The Contracts list can be sorted in ascending or descending order by Contract Number using the up and down arrows in the column headers. View Previous Next Pressing this button opens the View Contract Details page for the selected Contract. The View Contract Details page is described in Section 7.1.1. Should the teaming list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the teaming list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. 9.1.5.1 View Contract Details For a description of the View Contract Details page, please see Section 7.1.1. 9.1.5.2 List/Select Users for Contract The List of Users in Contract and Select Users for Contract pages are shown in Figure 69 and Figure 70. The List of Users for Contract page presents the users that are currently assigned to the contract. The Select Users for Contract page allows the user to assign one or more contracts that will determine which contracts the user has access with respect to viewing events and placing proposals. December 10, 2011 User Guide: Admin 112

Figure 69: List of Users for Contract Page Table 94: List Users For Contract Page s <all fields on page> All fields on this page are described on the List Users page (see Section 9.1.4). Table 95: List Users For Contract Page Buttons & Controls <all buttons & controls on page> All buttons & controls on this page are described on the List Users page (see Section 9.1.4). December 10, 2011 User Guide: Admin 113

Figure 70: Select Users For Contract Page Table 96: Select Users For Contract Page s <all fields on page> All fields on this page are described on the List Users page (see Section 9.1.4). Filter Button/Control Table 97: Select Users for Contract Page - Buttons & Controls Filtering reduces the amount of data that is displayed in the list. NOTE: It is not necessary for a user to filter users and this function is not really applicable for the contractor s use. Show All All All filters are cleared. Pressing this button will display all users in the system that you (the managing user) are authorized to assign. Pressing this button in the list header selects all user checkboxes. December 10, 2011 User Guide: Admin 114

Button/Control None Previous Next Submit Cancel Pressing this button in the list header clears/de-selects all user checkboxes. Should the event list contain more than one page of results, selecting this link will allow you to advance backward through the pages (one page at a time). One page consists of a maximum of 25 records. Should the event list contain more than one page of results, selecting this link will allow you to advance forward through the pages (one page at a time). One page consists of a maximum of 25 records. Saves changes to role assignment and returns to the previous page. Cancels without completing the role assignment process and returns the user to the previous page. December 10, 2011 User Guide: Admin 115

10 Helpdesk The Proposal Event System offers users the ability to submit helpdesk tickets when they encounter a problem with the system. The Helpdesk tab provides access to this feature. Click the Helpdesk tab to access the Helpdesk utility. The Helpdesk user guide is accessible by clicking the Help icon. December 10, 2011 User Guide: Helpdesk 116

11 My Profile A user s profile initially contains the information that was entered during the registration process. It is important to keep this information up to date. This information can be edited from the My Profile tab. The procedures described here apply to all users. 11.1 User Input page An example of the Edit Your Profile page is shown in Figure 71. From this page you can view the details of your profile, submit profile changes, or change your password. Figure 71: Edit Your Profile Page December 10, 2011 User Guide: My Profile 117

All fields displayed on the Edit Your Profile page are described in Table 98. All buttons, action icons, and navigational elements are described in Table 99. Table 98: Edit Your Profile Page - s User Name Display Name First Name Middle Initial Last Name E-mail Title Company Division Security Group Address City State ZIP Code Work Phone Other Phone Fax Time Zone Preferred Program Current Password This field contains the username you use to log onto the system. This field is not editable. This is generally your full name. This is how your name is displayed in the system. Your first name. Your middle initial. Your last name. Your e-mail address. It is important to keep your e-mail address current as it is used by the system for e-mail notification. Your job title. The name of your company. This field is not editable. The name of your division. Administrative use only (should match company name). This field is not editable. The street address for your company. The city part of your company s address. The state part of your company s address. The ZIP Code part of your company s address. Your work telephone number. An alternate telephone number. Your work fax number. The time zone at your location. The preferred program. NOTE: Password fields are only used to change your password. The password you currently use to log onto the system. Password length must be a minimum of 15 characters and less than 50 characters and the password must have 1 of each of the following character types: lower case letter, upper case letter, number, and symbol. In addition, it must contain no personally identifiable information (PII) or dictionary words, must be different from the previous 10 passwords, must have at least 4 different characters than your most recent password and cannot be changed more than once in a 24-hour period. New Password Verify Password Type the new password you want to use. Retype the new password you want to use. December 10, 2011 User Guide: My Profile 118

Table 99: Edit Your Profile Page - Buttons & Controls Button/Control Manage E-Mail Preferences Submit Cancel Open the E-Mail Preferences page. E-Mail Preferences page is described in Section 11.1.1.3 Submit your changes. Return to the previous page without saving changes. 11.1.1.1 Updating user information Follow these steps to update your profile information. Log into the Proposal Event System. Access the Edit Your Profile page by selecting the My Profile tab. Modify only the data you wish to change or update. Select the Submit button. 11.1.1.2 Changing Password Follow these steps to update your profile information. Log into the Proposal Event System. Access the Edit Your Profile page by selecting the My Profile tab. Enter your current password in the Current Password field. Enter a new password in the New Password field. Enter the same new password in the Verify Password field. Select the Submit button. 11.1.1.3 E-Mail Preferences As mentioned in more detail in Section 9.1.4.8, since proposal group membership is automatically generated and maintained by the system based on your company and your company s teaming partners, it is possible that individual users are members of groups that they are not interested in monitoring. For example, you might only be interested in Zone 7 SeaPort Enhanced notifications, but since your company and your company s partners received an award in all seven zones, you receive event notifications for all seven zones. If this is the case, or you do not wish to receive any event notifications, it is possible to opt out of specific proposal groups for the purpose of e-mail notification. You will still retain access to the events associated with proposal groups in which you are a member. An example of the E-Mail Preferences page is shown in Figure 72. For the example above, you might uncheck all but the two Zone 7 proposal groups. TIP: There are two types of proposal groups: If you wish to stay informed of system maintenance and other important updates, do not opt out of the Prime (all) and/or Sub (all) Proposal groups as these are used to broadcast notifications to the MAC community. December 10, 2011 User Guide: My Profile 119

Company Proposal Groups membership is based on the users in a specific company. Each prime contract holding company has a Company Proposal Group. This facilitates government communication with specific prime contract holders for Order and Order Modification awards. Parameterized Proposal Groups membership is based on: SeaPort I whether your company is a prime contract holder or a sub to a prime holder SeaPort Enhanced whether you company is a prime contract holder or a sub to a prime holder; the zones in which your company and your company s teaming partners received a prime contract award. December 10, 2011 User Guide: My Profile 120

Figure 72: E-Mail Preferences Page December 10, 2011 User Guide: My Profile 121