SeaPort Vendor Portal User Guide. Version 4.2

SeaPort Vendor Portal User Guide Version 4.2 August, 2017

Document Status Item Document Title Author Document SeaPort Vendor Portal User Guide Octo Consulting This document contains details on how to use the SeaPort Vendor Portal. Document History Version Date 1.0 12/29/2004 Initial released version 2.0 5/2/2009 Updated for Releases R35 thru R44.1 3.0 5/22/2014 Updated for Releases R44.2 thru R55 4.0 3/2/2017 Updated for Releases R56 thru R59P1.1 4.1 6/6/2017 Updated for Release R59P3 and R59P4 4.2 8/16/2017 Updated for R59R5 and Helpdesk email change 2

Table of Contents 1 Overview... 1 1.1 System Requirements... 1 1.2 Terminology... 2 1.3 Registration... 2 1.4 System Access... 5 1.5 Common Functionality... 8 2 Events... 11 2.1 Prime Contract Holder... 11 2.2 Subcontractor... 35 2.3 Prime Contract Holder Acting as Subcontractor... 40 3 Actions Tab... 43 3.1 List of Actions... 43 3.2 View Action Details Page... 44 4 Small Business... 48 4.1 Small Business Subcontracting Summary... 48 4.2 Small Business Subcontracting Data Page... 49 4.3 Edit Small Business Subcontracting Data Details... 51 5 Reports... 53 5.1 Task Order Award Reports... 53 5.2 List of Prime Partners Report... 54 6 Helpdesk... 58 7 My Profile... 59 7.1 Edit My Profile... 59 8 Self-Assessments... 65 8.1 List of Self-Assessments page... 65 8.2 Create a New Self-Assessment form... 66 8.3 Select a Contract... 66 8.4 Complete Questions/Explanations... 68 8.5 Manage Attachments... 68 8.6 Save a draft Self-Assessment form... 69 8.7 View Self-Assessment Details... 69 3

8.8 Edit a draft Self-Assessment form... 72 8.9 Submit a Self-Assessment form... 74 4

Version 4.2: Overview 1 Overview The data in the SeaPort Vendor Portal is either vendor owned (e.g. proposals, proposal attachments) or approved for public release (e.g. Requests for Proposals (RFPs), Advanced Notices). Vendors are responsible for maintaining their data. This user guide describes the functions and procedures available for operation as a non-administrative user within the Seaport Vendor Portal. For detailed instruction on administrative functions, see the SeaPort Vendor Portal Admin Guide. This user guide is organized as follows: Section 1 (Overview) Describes the system requirements, terminology, registration, system access and common functionality of the SeaPort Vendor Portal. Section 2 (Events) Describes proposal Events and how to place proposals. Section 3 (Actions) Describes the Actions and how to place responses. Section 4 (Small Business) Describes how to respond to semi-annual requests for subcontracting actuals at the order level. Section 5 (Reports) Describes the reports that are available in the system. Section 6 (Helpdesk) Describes how to submit a Helpdesk ticket (via Helpdesk Module User Guide). Section 7 (My Profile) Describes how individual users manage their contact and profile information, including e-mail preferences. Section 8 (Self-Assessments) Describes how eligible users submit Self-Assessment forms. 1.1 System Requirements In order to view the SeaPort portal properly, we recommend using Microsoft Internet Explorer version 11 or later. To find out the Microsoft Internet Explorer version being used, follow these steps: 1. Open Internet Explorer. 2. Click on Help on the dropdown menu bar. 3. Click on About Internet Explorer. 4. The Internet Explorer version will be displayed. The latest Internet Explorer version can be downloaded at http://www.microsoft.com/downloads. Please consult with the IT department prior to upgrading any software to ensure compliance with the company s internal policies and procedures. 1

Version 4.2: Overview 1.2 Terminology The following terminology is used in this document and within the SeaPort Proposal System. Field Prime Sub MAC The Prime Contractor The Sub Contractor The 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 should they be used to procure any personal services. The SeaPort Proposal System Events include: Event Solicitation Advance Notice/Draft Award Report Other 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. A draft solicitation, statement-of-work, or announcement of an upcoming requirement. A general award announcement or a list of awarded orders. Any other Event that does not fit into one of the previous three categories. The SeaPort Proposal System Actions include: Action Order/Unilateral Mod Order/Bilateral Mod Unilateral Contract Mod Bilateral Contract Mod A notification of an Order or the Modification of an Order. A proposed Modification of an Order that requires a response from the contractor. A notification of a unilateral contract modification. A proposed modification of a contract that requires a response from the contractor. Table 1: Terminology 1.3 Registration The user must register in order to use the SeaPort Proposal System. The registration process is as follows: 1. A System Administrator or a Vendor Administrator will invite contractors to register to use the SeaPort Proposal System. 2

Version 4.2: Overview 2. Users will receive an invitation e-mail which includes a link to the registration form. Click on the link to open the registration form in the internet browser (e.g. Internet Explorer). 3. The contractors will complete the information on the form and submit it. Figure 1 shows the Self Registration page. Required fields are marked with an asterisk ( * ). 4. The Administrator will receive an e-mail notification to review the application. After reviewing the application, the Administrator will grant access to the contractor, and the contractor will receive an e-mail with the login information. If the application is not approved, the contractor will receive an e-mail stating the reasons for this decision. Figure 1: Self Registration Page 3

Version 4.2: Overview All fields displayed on the Self Registration page are described in Table 2. All buttons, action icons, and navigational elements are described in Table 3. Field UserName Display Name First Name Middle Initial Last Name E-mail Title Company Division Address City State ZIP Code Country Work Phone Work Phone Extension Other Phone Fax Time Zone Preferred Program Password Verify Password I Accept the Terms and Conditions Enter the username to log into the system. Enter the user s full name. This is how the name will be displayed in the system, and how it will appear on the electronic proposal submissions. Enter the user s first name. Enter the user s middle initial. Enter the user s last name. Enter the user s e-mail address. It is important to keep the user s e-mail address current since it is used for e-mail notifications. Enter the user s job title. The name of the user s company is selected by the administrator when issuing the invitation and it is not editable. If the company listed in this field is not the company for which the user works, please contact the SeaPort Administrator in the user s company immediately. Enter the name of the user s division. Enter the street address of the user s company. Enter the city where the user s company is located. Select the state where the user s company is located. Enter the zip code where the user s company is located. Select the country where the user s company is located. Enter the user s work telephone number. Enter the user s work telephone extension. Enter an alternate telephone number. Enter the user s work fax number. Select the time zone at the user s location. Enter the program type associated with the user. Type the password that the user wants to use to log into the system (See Section 1.4.2 for password formation and duration rules). Retype the password in order to verify it. View and accept the terms and conditions as specified in order to register. Table 2: Self Registration Page Fields 4

Version 4.2: Overview Button/Control Open the Terms and Conditions page. This page refers users to the appropriate contract award sections. Submit the user s registration information. Table 3: Self Registration Page Buttons & Controls 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 and they are updated daily. The List of Prime SeaPort Partners is also available on the login page. Any information that needs to be publicly communicated can be found in the Notices section. To log into the system, enter the user s Username and Password into the fields shown in Figure 2 then click the Log In button. The password is hidden as it is entered. Figure 2: SeaPort Proposal System Login 1.4.1 Forgot Password? If the user has forgotten their password, complete the following steps to reset the password: 1. Click on the Forgot Password? link on the Login page. 2. Enter the Username and E-mail Address, as shown in Figure 3. 3. Click on the Reset Password button, as shown in Figure 3. The system will then generate a Reset Password confirmation page, as shown in Figure 4, with a Back button option to cancel the operation. 4. Click on the Reset button on the Reset Password confirmation page. The system will then generate a new password and e-mail it to the user to the e-mail account associated with the user s system account. 5

Version 4.2: Overview Figure 3: SeaPort Proposal System Password Reset Page Figure 4: Reset Password Page 6

Version 4.2: Overview All fields displayed on the SeaPort Proposal System Password Reset page are described in Table 4. All buttons, action icons, and navigational elements are described in Table 5. Field User Name E-mail Address Enter the username that the user uses to log into the system. Enter the e-mail address associated with the user s account. Table 4: SeaPort Proposal System Password Reset Page Fields Button/Control Resets the password and sends an e-mail with the new password to the user. Returns the user to the login page without resetting the password. Table 5: SeaPort Proposal System Password Reset Page Buttons & Controls 1.4.2 Login Rules Password Length and Formation The following are password rules: Must be a minimum of 15 and maximum of 50 characters. Must include at least one of each of the following character types: lower-case letter, upper-case letter, number, and symbol. Must not contain personally identifiable information (PII) or dictionary words. Must not be any of the previous 10 passwords. Must have at least 4 different characters from most recent password. Cannot have more than one password change in a 24-hour period. Cannot use username as password. Password Duration Users are required to change passwords every 30 days. User Session Timeout (Lockout) The system will terminate a user s inactive session after 120 minutes. At 5 minutes prior to the user session terminating, the user will receive a warning message as shown in Figure 5. Clicking the OK button on the warning message will reset the session to 120 minutes. If the session is terminated after 120 minutes, the user is required to log back in from the Login Page as shown in Figure 2. 7

Version 4.2: Overview Figure 5: Session Timeout Warning Message Account Inactivity and Deactivation For security reasons, a user account will automatically become deactivated when there is no login activity for 30 days. The system will send several deactivation-warning e-mails (as shown in Figure 6) to the user at fifteen (15), seven (7), and two (2) days prior to account deactivation. If the user account is deactivated, the user must contact their Vendor Administrator to request reactivation. Figure 6: SeaPort Account Expiration Notice Invalid Login Attempts Threshold When a user makes three failed attempts to login, the system will lock them out. The user can then use processes used for the Forgot Password? event as described in Section 1.4.1 to reset their password or contact their Vendor Administrator to reset the 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, IRD, Small Business, Reports, Helpdesk, My Profile). There are seven tabs shown in Figure 7. These tabs are used to navigate through different modules, which are Events, Actions, IRD, Small Business, Reports, Helpdesk, and My Profile. These modules are described within this user guide. Figure 7: Common Functionality 8

Version 4.2: Overview The following navigational elements can be found in the header and the footer of each page and are described in Table 6. Button/Control Logged in as Help Logout Current Time Events Actions Small Business Reports Helpdesk My Profile Terms and Conditions This field indicates the user s Display Name as entered during the registration. This field is not editable. Selecting this link opens a page containing links to additional training and other documentation. Selecting this link will log the user out of SeaPort. The Current Time indicates the time adjusted for the user s time zone. The user s time zone is defined by the information entered when the user registered and may be changed via the My Profile tab. This field is automatically updated to the current 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 Small Business tab provides access to the Small Business Subcontracting Summary page to view all previously submitted subcontracting data and enter or edit the subcontracting data. This tab is detailed in Section 4. NOTE: The Small Business tab can be accessed by the users that have the Small Business Reviewer role. This role is only applicable to prime contract holders. The Reports tab provides access to canned reports that are available in the system. This tab is detailed in Section 5. NOTE: The available reports may differ based on the roles assigned to the user. The Helpdesk tab provides access to a form for submitting helpdesk tickets. This tab is detailed in Section 6. The My Profile tab provides access to a user s profile which contains the information entered during the registration process. This tab is detailed in Section 7. Click on the Terms and Conditions link on the bottom of the page to open a page containing references to additional information on SeaPort-I and SeaPort-e usage. 9

Version 4.2: Overview Button/Control Support Click on the Support link on the bottom of the page, which contains 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-I and SeaPort-e. Table 6: Common Functionality Buttons & Controls 10

Version 4.2: Events 2 Events The Events tab provides access to Events in SeaPort. The government interacts with the contractor community via an Event. The government may create Events that consist of: Solicitation or solicitation amendment information. Advance notices or other planning information. Sources Sought/ Requests for Information (RFIs). General information or ad-hoc announcements. Industry may respond to certain types of Events with proposals (solicitations/ amendments) or responses (Sources Sought/ RFIs). Typically, when an Event is created, the SeaPort Proposal System generates a notification message that is distributed to the individuals and groups that are invited to that Event. The procedures associated with creating a proposal or submitting a response 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 role are detailed in the remainder of this Section. 2.1 Prime Contract Holder The procedures described 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 List of Events Page The List of Events page, as shown in Figure 8, is the first page the user will see after logging into the SeaPort Proposal System. 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 the 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., Total Records: 42) and again at the end of the list. One page consists of a maximum of 25 records. If the list contains more than one page of records, the user can navigate from page to page using the Previous and Next links or by clicking on the hyperlinked page numbers. 11

Version 4.2: Events Figure 8: List of Events Page All fields displayed on the List of Events page are described in Table 7. All buttons, action icons, and navigational elements are described in Table 8. Field Event Name Status This is the name given to the Event when it is created. Enter an Event Name in order to filter the list. Use * as a wildcard. This is the description of the Event. Enter Event in order to filter the list. Use * as a wildcard. Choose between Current, Past, Future, Cancelled or Superseded. 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. Superseded: Events that have been replaced by an Amendment. 12

Version 4.2: Events Field Category Sub-Category Zone Set-Aside Stop Time Q & A Proposal Submitted Choose SeaPort Enhanced, SeaPort-I or a SeaPort-o category. Choose Solicitation, Sources Sought/ RFI, Advance Notice/ Draft, Award Report or Other. For SeaPort Enhanced, choose between 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, WOSB or 8(a). NOTE: This field is not applicable to SeaPort-I nor SeaPort-o. The stop time indicates when proposals/responses will no longer be accepted or when the Event will move to the Past state. NOTE: Proposals/responses 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 the user s company has already placed a proposal/response on the Event. Table 7: List of Events Page Fields 13

Version 4.2: Events Button/Control Filtering reduces the amount of data that is displayed. After selecting filter criteria (Event Name,, Status, Category, Sub-Category, Zone and/or Set-Aside) click on the Filter button to show only results that match the criteria chosen. All filters are cleared. Click on the Show All button to display all Events in the system that the user s company 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. The? button displays additional information relevant to the associated field. Click on the View Details button to open the View Event Details page for the selected Event. From this page the user can view attachments and their company s proposals/responses and sub s proposals. The View Event Details page is described in Section 2.1.2. If the Event List has more than one page of results, clicking on the Previous link will allow the user to go backwards one page at the time. One page consists of a maximum of 25 records. If the Event List has more than one page of results, clicking on the Next link will allow the user to advance forward one page at a time. One page consists of a maximum of 25 records. Table 8: List of Events Page Buttons & Controls 2.1.2 View Event Details Page Click on the View Details button to open the View Event Details page for the selected Event, as shown in Figure 9. From this page the user can: View Event Details. View Event History. View and download the Solicitation Document and other attachments. Place new proposals/respond to Sources Sought/ RFIs/ Indicate No Bid (SeaPort-o only). Get Help on How to Place Proposals, Submitted/ Finalized Proposals, or How to Clone Proposals. View, edit, or clone the company s existing proposals/responses and sub-proposals. Delete draft and submitted proposals/responses (prior to the Event closing date/time). 14

Version 4.2: Events Figure 9: View Event Details Page All fields displayed on the View Event Details page are described in Table 9. All buttons, action icons, and navigational elements are described in Table 10. Field Name 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. 15

Version 4.2: Events Field 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 name of the user who created the Event. It is hyperlinked to contact information of this individual (phone number, e-mail, etc.). The name of a contracting specialist who works in a government contracts directorate. It is hyperlinked to contact information of this individual (phone number, e-mail, etc.). The name of a warranted contracting officer with the authority to execute SeaPort orders. It is hyperlinked to contact information of this individual (phone number, e-mail, etc.). 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 List of Question page. Indicates the number of the answers to questions for this Event. It is hyperlinked to the List of Question page. The Start and Stop Times indicate when proposals/ responses will be accepted, after the Start Time and before the Stop Time. These times are set when the Event is created. The SeaPort Proposal System automatically updates the amount of time left before the 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/no bid, whether or not the proposal/response was submitted, and the date and time of the last proposal/response update. NOTE: This section is present when the Event sub-category is Solicitation or Sources Sought/ RFI. NOTE: The ability to indicate a No Bid submission is only available to SeaPort-o. 16

Version 4.2: Events Field Teaming Members Proposals Refers to those proposals/data that other companies have submitted as a subcontractor to the prime company. NOTE: This section is only present when the Event sub-category is Solicitation. Table 9: View Event Details Page Fields Button/Control Return to the previously viewed page. Opens the Event Message Listing page. Opens the Question Listing page. 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 a single zip file (a compressed archive). For SeaPort-o solicitations only, opens the Indicate No Bid page and requires entry of the reason for not bidding. This button is only enabled for Solicitations and Sources Sought/ RFI, and it opens the Proposal Input page, described in Section 2.1.2.5. From this page the user may enter company/contract information, comments, pricing information, and upload attachments. Displays help on How to Place Proposals, Submitted Proposals, How to Clone Proposals, or Proposals on Superseded Events. For Solicitation and Sources Sought/ RFI Events, opens the Proposal Details page to view details of an existing proposal. For Solicitation and Sources Sought/ RFI Events, opens the Edit Draft Proposal page to edit a proposal that has not been submitted. Opens the Clone Previous Proposal page. A revised proposal/response can be submitted starting with information contained in a previous proposal. Draft proposals/responses to Sources Sought/ RFIs as well as submitted proposals/responses can only be deleted by the person who submitted the proposal prior to the solicitation closing date/time. Table 10: View Event Details Page Buttons & Controls 17

Version 4.2: Events 2.1.2.1 View Messages Click on the View Messages button to open the List of Event Messages page for the selected Event, as shown in Figure 10. From this page the user can review messages associated with the Event that have previously been issued through the portal. Figure 10: List of Events Messages Page All fields displayed on the List of Event Messages page are described in Table 11. All buttons, action icons, and navigational elements are described in Table 12. Field Subject Date Created Date Sent Status Acknowledgment Requested Error Message This is the subject line of the e-mail message as issued. This is the date and time the sender created the message. This is the date and time the system sent the message. This is the transmission status (typically it is Sent ). This indicates if the user requires acknowledgment that the message has been received. This indicates any transmission errors (typically it is empty). Table 11: List of Event Messages Page Fields 18

Version 4.2: Events Button/Control Return to the previously viewed page. Opens the View Message Details page. From this page the user can view details of the previously sent e-mail message. If the List of Event Messages has more than one page of results, clicking on the Previous link will allow the user to go backwards one page at the time. One page consists of a maximum of 25 records. If the List of Event Messages has more than one page of results, clicking on the Next link will allow the user to advance forward one page at a time. One page consists of a maximum of 25 records. Table 12: List of Event Messages Page Buttons & Controls 2.1.2.2 Questions & Answers Click on the Questions & Answers button to open the List of Questions page for the selected Event, as shown in Figure 11. 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 the user can: Ask new questions on current Events. Review existing Questions that have been submitted. Review existing Answers to those questions. Edit questions that the user have in Draft. All fields displayed on the List of Questions page are described in Table 13. All buttons, action icons, and navigational elements are described in Table 14. 19

Version 4.2: Events Figure 11: List of Questions Page Field Status Question Number Question Text Listing of Questions/Answers Choose from the following: Questions In Draft: Questions that are in draft and have not been submitted. These questions are not visible to the government or any other contractor. Questions Without Answers: Questions that the user or others have submitted, but have not been answered. Submitted questions are visible to all other users and are anonymous. Questions With Answers: Submitted questions that have been answered. Submitted and answered questions are visible to all other users and are anonymous. An enumerated (e.g., 1, 2, 3) value referring to a specific question number. A text to search within questions. A chronological listing of the questions as submitted and their answers (if any). Questions are not attributed to a specific user or company and are displayed as anonymous. Table 13: List of Questions Fields 20

Version 4.2: Events Button/Control Opens the Ask New Question page. From this page the user may enter a new question, save it as a draft, or submit it to the government. The user may have multiple questions in Draft at a time. The Ask New Question page is described in this section. Return to the previously viewed page. Filtering reduces the amount of data that is displayed in the list. After selecting filter criteria (Status, Question Number, and/or Question Text), click on the Filter button to show only results that match the criteria chosen. Clears all filters. Click on this button to display all Events in the system that the user is authorized to view. Opens the Edit Question Details page. From this page the user 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, and is populated with the existing draft question text. If the List of Questions has more than one page of results, clicking on the Previous link will allow the user to go backwards one page at the time. One page consists of a maximum of 25 records. If the List of Questions has more than one page of results, clicking on the Next link will allow the user to advance forward one page at a time. One page consists of a maximum of 25 records. Table 14: List of Questions Buttons & Controls Click on the Ask New Question button to open the Ask New Question page, as shown in Figure 12. On this page the user may ask a question to the contracting officer who created the Event so long as the Event has a Current status. All fields displayed on the Ask New Question page are described in Table 15. All buttons, action icons, and navigational elements are described in Table 16. Figure 12: Ask New Question Page 21

Version 4.2: Events Field Event Name This is the name that was given to the Event during the Event creation process. Question Text area where the user can type in the question (up to 4000 characters). Table 15: Ask New Question Page Fields Button/Control Saves the question as a draft and returns the user to the List of Questions page. Draft questions are only visible to the user who asked the question (i.e. other contractors or government users will not see the question). Saves the question and submits it to the Event Creator (contracting officer). This Action will also display the question anonymously (i.e., not attributable to the user/the user s company) to other contractors viewing this Event's Question Listing. After sending the question, the user will be returned to the List of Questions page. Cancels without saving and returns the user to the List of Questions page. 2.1.2.3 View Event History Table 16: Ask New Question Page Buttons & Controls The Event History section allows the user to easily access the details of the original Event as well as any amendments. The user 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. 2.1.2.4 View or Download the Solicitation Document and Other Attachments On the Event Attachments list, locate the attachment of interest. To view a single attachment, click on the Open button for that attachment. To download all attachments, click on the Download All button. All attachments will be combined and compressed (zipped) into a single file for download. TIP: To un-compress downloaded files, a file compression software (e.g. WinZip) must be installed on the computer. If the computer does not have this software, the user can download files individually. 2.1.2.5 Place New Proposals/Respond to Sources Sought/RFIs Click on the Place New Signed Proposal button to open the Place New Signed Proposal page for the selected Event, as shown in Figure 13. On this page the user can: Select the Prime Contract Holder 22

Version 4.2: Events Enter additional comments Enter pricing information NOTE: Pricing does not apply to Sources Sought/RFIs Enter or edit Point of Contact information Upload attachments When placing a new proposal or responding to a Sources Sought/ RFI, take the following actions early in order to successfully submit the user s proposal/response before the deadline: 1. Verify ahead of time that the user can submit their proposal/response information using the user s account. 2. Allow sufficient time to upload large attachments so the user has time to submit the user s proposal/ response and related documents. Remember, large files might take a long time to transmit depending on the user s Internet connection. If a contractor has submitted a proposal for a solicitation and then an amendment is issued with the same pricing structure as the solicitation, then the contractor s original proposal/ pricing information and attachments came over automatically in a draft state for the amendment. This information should be VERIFIED AND SUBMITTED again in order to be considered. If the amendment s pricing structure varies from the solicitation, then only contractor s attachments came over and the contractor s pricing information must be entered again. Figure 13: Place New Signed Proposal Page All fields displayed on the Place New Signed Proposal page are described in Table 17. All buttons, action icons, and navigational elements are described in Table 18. 23

Version 4.2: Events Field Prime Select the Prime Contractor for whom the user is bidding. If the user is bidding as a Prime, select the user s company/contract. NOTE: If the user is a Prime MAC holder and is submitting a proposal for another s team, select the other company from the dropdown list. Comments Pricing Info Total Amount Point of Contact Information Attachments Add any additional comments that the user would like to submit with a proposal/response (up to 1000 characters). Open the Pricing Info page. From this page, the user may enter pricing information for all CLINs and SLINs that are part of the Section B pricing structure for this Solicitation. NOTE: This does not apply to Sources Sought/ RFIs. System-generated. The Total Amount is calculated based on the data entered on the Pricing Info page. NOTE: This does not apply to Sources Sought/ RFIs. The name, title, e-mail address (required) and phone number (optional) of the person authorizing the proposal/response submission. NOTE: The Point of Contact information will be reflected on the final Order PDF. Open the Manage Proposal Attachments page. The user may upload files as proposal/response attachments on this page. NOTE: Only unclassified information can be uploaded to the Portal. Table 17: Place New Signed Proposal Page Fields Button/Control Opens the Pricing Information page described in Section 2.1.2.5.1. From this page, the user may enter pricing information for all CLINs and SLINs that are part of the pricing structure for this Solicitation. NOTE: This does not apply to Sources Sought/RFIs. Displays additional information relevant to the associated field. Opens the Manage Proposal Attachments page described in Section 2.1.2.5.2. From this page files may be uploaded as proposal attachments. 24

Version 4.2: Events Button/Control Saves, but does not submit, the proposal/response information that has been entered up to this point. Returns the user to the Proposal Event Details page. The draft proposal/response 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/response. The user must accept the following legally binding agreement before submitting a signed proposal/response: 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/response input process and returns the user to the View Event Details page. Table 18: Place New Signed Proposal Page Buttons & Controls 2.1.2.5.1 Enter Pricing Information Click on the Enter Pricing Info button to open the Pricing Info page for the selected Event, as shown in Figure 14. The user can enter detailed pricing information on this page. NOTE: The Fixed Fee cannot exceed the proposed fee on the MAC contract level. 25

Version 4.2: Events Figure 14: Pricing Info Page 26

Version 4.2: Events All fields displayed on the Pricing Info page are described in Table 19. This form matches the Section B pricing structure found in the Solicitation. All buttons, action icons, and navigational elements are described in Table 20. NOTE: The Small Business Subcontracting Goals, Total Small Business Goals and total Subcontracting Goals do not apply to Small Business bidders. Field Cost Type: Estimated Cost Cost Type: Fixed Fee Firm Fixed Price: Unit Price Cost Only: Cost Comments Enter the estimated cost for Cost Type CLINs. Enter the fixed fee for Cost Type CLINs. Enter the unit price for Firm Fixed Price CLINs. Enter the cost for Cost Only CLINs. Enter any additional comments concerning the pricing. Enter the anticipated level of participation for the user s subcontractors that fall under each of the following small business categories. SB Small Business VOSB Veteran-Owned SDVOSB Service Disabled Veteran Owned HUBZSB HUBZone SDB Small Disadvantaged Small Business Subcontracting Goals WOSB Woman-Owned Dollar Amount: Enter whole dollar amount. Percent Value: Enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: Enter 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 value, enter 50,000 under Dollar Amount and 5 under Percent Value 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/Request for Quote (RFQ). NOTE: Small Businesses submitting as Primes are not required to complete this section. NOTE: This section is not applicable to Seaport-o. 27

Version 4.2: Events Field Total Small Business Goals Total Subcontracting Goals Enter the anticipated amount of work to be subcontracted to small businesses. Dollar Amount: Enter whole dollar amount. Percent Value: Enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: Enter description of activities to be performed. NOTE: Individual Small Business dollar amount and percent value cannot exceed the Total Small Business Goals dollar amount and percent value. NOTE: This section is not applicable to SeaPort-o. Enter the anticipated amount of work to be subcontracted (this includes both small and large businesses). Dollar Amount: Enter whole dollar amount. Percent Value: Enter amount as a percentage between 0 and 100. Up to two decimals places are allowed, but not required. Describe the Service: Enter description of activities to be performed. NOTE: The Total Small Business Goals dollar amount and percent value cannot exceed the Total Subcontracted Goals dollar amount and percent value. NOTE: This section is not applicable to SeaPort-o. Table 19: Pricing Info Page Fields Button/Control Please note: The status of your Proposal is still Draft Fixed Fee cannot be more than (%) of the Estimated Cost A warning appears to let the user know the status of the Proposal. A validation error message appears to inform the user an invalid entry was made if the Fixed Fee amount exceeds the proposed fee on the MAC contract level. Saves the data that has been entered to this point. Clears and resets all fields to zeros. Cancels without saving and returns the user to the Place New Signed Proposal page. Table 20: Pricing Info Page Buttons & Controls 28

Version 4.2: Events 2.1.2.5.2 Add/Manage Attachments Click on the Add/Manage Attachments button to open the Manage Proposal Attachments page for the selected Event, as shown in Figure 15. From this page the user can add attachments, delete attachments, or open existing attachments. Figure 15: Manage Proposal Attachments Page All fields displayed on the Manage Proposal Attachments page are described in Table 21. All buttons, action icons, and navigational elements are described in Table 22. NOTE: Only unclassified information can be uploaded to the Portal. Field Name Category The name of the document will appear in the Attachments list. The type of category will appear in the Attachments list. NOTE: Does not apply to Sources Sought/ RFIs. A description of the file. This is not required. 29

Version 4.2: Events Field Choose File Type the file path or use the Browse button to locate a file. Individual attachments are limited to 50MB each. NOTE: The filename should not contain any spaces. For example, the file named Technical Performances could not be uploaded. The user may want to rename the file to Technical Performances" or "Technical" in order to upload. NOTE: Each attachment is limited to 50 MB. There is currently no guidance related to the quantity of attachments that the user may upload. Keep in mind that if the user uploads a Zip (.zip) file, the Contracting Officer will need to download the file and decompress it before viewing. That may introduce additional steps/time in the government s review of submitted documents. If the user has questions, please refer to specific instructions in the Solicitation, or ask the Contracting Officer for guidance. NOTE: Electronic Date Access (EDA) approved file types, such as Microsoft Office documents, PDFs, etc., are accepted. Executable files with extensions such as.exe,.sql and.bat are not allowed. NOTE: When uploading large attachments it is important to remember that internet speeds vary so it is highly recommended that the user allows sufficient time to submit the proposal and related documents. Large files might take a long time to transmit depending on the user s Internet and network connection. Table 21: Manage Proposal Attachments Fields Button/Control Please note: The status of your Proposal is still Draft A warning appears to let the user know the status of the Proposal. Return to the previously viewed page. Locate a file on the user s computer or the network. Displays the following message: Large attachments may take several minutes to upload. Please do not interrupt the process after the Add Attachment button has been activated. Once the file has been selected and all required fields are populated, clicking on the Add Attachment button will add the file to the file list. Select all attachments for deletion. Clear all currently selected attachments. 30

Version 4.2: Events Button/Control Delete all selected attachments. Open the corresponding attachment. Edit the Document for the corresponding attachment. 2.1.2.6 Indicate No Bid Table 22: Manage Proposal Attachments Buttons & Controls Only Seaport-o Prime vendors with the ability to submit proposals will also have the ability to submit a No Bid response for SeaPort-o solicitations. When a vendor submits a No Bid response, the vendor is required to provide a reason for not bidding. The vendor will have the opportunity to either confirm or cancel their No Bid submission. If the vendor confirms the No Bid submission, their password will be required. Once the No Bid response has been submitted, the View Events Details page will display No Bid in the Amount column and the name of the submitter in the Bidder column. Prior to proposal submission closing date, the vendor can replace a No Bid response with a proposal. NOTE: No Bid responses are not counted as proposals. 2.1.2.7 Get Help Click on the Help button on the View Event Details page to get help on How to Place Proposals, Submitted Proposals, How to Clone Proposals, or Proposals on Superseded Events. The window shown in Figure 16 will open. Figure 16: Proposal Help 31

Version 4.2: Events 2.1.2.8 View a Proposal, Response to Sources Sought/ RFI and No Bid All proposals and responses can be viewed. For Proposals and Responses to Sources Sought/ RFIs, click on the View button to open the View Proposal Details page, as shown in Figure 17. Figure 17: View Proposal Details page For Seaport-o No Bid submissions, click on the View button to open the View No Bid Details page, as shown in Figure 19. For Proposals, click on the View Pricing Info button to open the Pricing Info page in read-only mode, as shown in Figure 18. Click on the Back button to return to the previously viewed page. There is no pricing information for Sources Sought/ RFIs and SeaPort-o No Bid submissions. 32

Version 4.2: Events Figure 18: Pricing Info Page 33

Version 4.2: Events Figure 19: View No Bid Details Page 2.1.2.9 Edit a Proposal or Response to Sources Sought/ RFI Only proposals and responses to Sources Sought/ RFIs that have not been submitted may be edited. Click on the Edit button to open the Edit Proposal page, where the user can edit the user s proposal/response. 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 can be edited. There is no edit ability for SeaPort-o No Bid submissions. 2.1.2.10 Clone an Existing Proposal or Response to Sources Sought/ RFI Only submitted proposals and responses to Sources Sought/RFIs may be cloned. Click on the Clone button to open the Edit Draft Proposal page where the user can clone an existing proposal/response. 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/response will exist in the form fields. This pre-existing data can be edited in the new proposal/response. To submit a cloned proposal/response, click on the Submit Finalized Proposal button. There is no cloning ability for SeaPort-o No Bid submissions. 2.1.2.11 Delete a Proposal, Response to Sources Sought/ RFI or No Bid All proposals and responses that have not been submitted can be deleted. Click on the Delete button to delete a draft proposal, response or No Bid submission. 2.1.3 System Messages The Proposal Event System generates e-mail notifications for certain Events, which are listed in Table 23. 34

Version 4.2: Events 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/response is created, an e-mail notification is sent to the Proposal Event System user who submitted the proposal/response. Contractors are notified when an Event 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. The Event Closing notification will be sent a few hours before the Proposal Event closes. All users with draft proposals/responses will be informed that the Event will be closing and advised to submit their proposals/responses as soon as possible. When a Proposal Event closes, all users with draft proposals/responses who have not submitted a final proposal prior to the Event closing will receive the Event Closed notification. This e-mail notification will be sent to all prime bidders when an Event closes. The message contains a summary of teaming partner s proposals submitted for the prime. NOTE: This e-mail notification is not sent to prime bidders with no teaming partner proposals. This e-mail notification will be sent to contractors whose teaming partner proposals do not have a corresponding prime proposal submission. This e-mail will be sent when an Event closes and will inform the teaming partner that his/her proposal will not be considered during the proposal evaluation. Table 23: System Messages 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 Section 2.2. NOTE: A teaming relationship must exist between companies in order for a company to submit a proposal as a Subcontractor for a Prime. Only a Prime Contractor with the Vendor Admin role can submit a teaming request. For more information on Teaming, please refer to the SeaPort Vendor Portal Admin User Guide. NOTE: This section is not applicable to responses to Sources Sought/ RFIs. 35

Version 4.2: Events 2.2.1 View Event Details Page Click on the View Details button to open the View Event Details page for the selected Event, as shown in Figure 20. On this page the user 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 the user s company s existing proposals. Figure 20: View Event Details Page - Subcontractor All fields displayed on the View Event Details page are described in Table 24. All buttons, action icons, and navigational elements are described in Table 25. 36

Version 4.2: Events Field Name 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 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 of this individual (phone number, e-mail, etc.). This is the name of a contracting specialist who works in a government contracts directorate. It is hyperlinked to contact information of this individual (phone number, e-mail, e-mail, etc.). This is the name of a warranted contracting officer with the authority to execute SeaPort orders. It is hyperlinked to contact information of this individual (phone number, e-mail, e-mail, etc.). 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 List of Questions page. Indicates the number of questions that have answers for this Event. It is hyperlinked to the List of Questions page. The start and stop time indicates 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 Fields 37

Version 4.2: Events Button/Control Return to the previously viewed page. Opens the Event Message Listing page, described in Section 2.1.2.1. Opens the Question Listing page, which is described in Section 2.1.2.2. Opens the selected attachment. An attachment can be opened in a browser window or in its native application, which depends on the file type. Downloads all attachments in a single zip file (a compressed archive). Opens the Proposal Input page, where the user can 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 for How to Place Proposals, Submitted Proposals, How to Clone Proposals, or Proposals on Superseded Events. Opens the Proposal Details page, where the user 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. 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. Table 25: View Event Details Page Buttons & Controls 2.2.2 Proposal Input Page Click on the Place New Proposal button to open the Place New Signed Proposal page for the selected Event, as shown in Figure 21. On this page the user 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 or Edit Point of Contact Information. Upload attachments (proposals are submitted as attachments). 38

Version 4.2: Events Figure 21: Place New Signed Proposal Page - Subcontractor All fields displayed on the Place New Signed Proposal page are described in Table 26. All buttons, action icons, and navigational elements are described in Table 27. Field Prime Comments Point of Contact Information Attachments Select the Prime for whom the user is bidding. Add any additional comments that the user wants to submit with the proposal (up to 1000 characters). The name, title, e-mail 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, where the user can upload files as proposal attachments. Table 26: Place New Signed Proposal Page Fields Subcontractor 39

Version 4.2: Events Button/Control Open the Manage Proposal Attachments page, where the user can upload files as proposal attachments. Saves, but does not submit, the proposal information that has been entered. 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. The user 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. Table 27: Place New Signed Proposal Page - Buttons & Controls Subcontractor 2.3 Prime Contract Holder Acting as Subcontractor The procedures described for a Prime Contract Holder in Section 2.1 also apply to the Prime Contract Holder acting as Subcontractor with the exception of items noted in the section below. NOTE: A teaming relationship must exist between companies in order for a company to submit a proposal as a Subcontractor for a Prime. Only a Prime Contractor with the Vendor Admin role can submit a teaming request. For more information on Teaming, please refer to the SeaPort Vendor Portal Admin User Guide. NOTE: This section is not applicable to responses to Sources Sought/ RFIs. 2.3.1 Proposal Input Page Click on the Place New Proposal button to open the Place New Signed Proposal page for the selected Event, as described in Section 2.1.2.5. The Prime Contract Holder, acting as a Subcontractor, cannot submit proposals in the same manner as if it is acting as a Prime Contract Holder. To submit a proposal as a Subcontractor, the bidder should select the prime company it is partnering with via the Prime field drop down list on the Place New Signed Proposal page. Once the Prime has been selected, the company acting as the Subcontractor can submit its proposal as attachments. The Enter Pricing Info button exists but is disabled when the Prime Contract Holder is acting as a Subcontractor for another Prime. 40

Version 4.2: Events 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 22. Figure 22: View Event Details Page - Proposals Section - Prime as Sub 41

Version 4.2: Events Subcontractors do not submit pricing information in the same manner as prime contract holders. In the image above, where C Corporation is a prime contract holder and submitted the proposal as a subcontractor, the Amount column contains - because subcontractors can only submit attachments (these attachments may consist of pricing documents as well as any other documents supporting their proposal as a subcontractor). 42

Version 4.2: Actions Tab 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. A government user with the SeaPort-e Contract Manager role may create Actions that consist of: Orders, Order Modifications (Unilateral/Bilateral). Contracts, Contract Modifications (Unilateral/Bilateral). To make a contract modification bilateral, the government user needs to select the checkbox indicating that the Contractor is required to sign the document. For unilateral contract modifications, the Contractor s signature is not required. Once the bilateral modification has been submitted, the vendor has 20 business days from the creation date to respond to an action. When responding to an action, the vendor will need to click the Respond button to either accept or reject the modification. 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 Click on the Actions tab to display the Search Actions page. Enter the search criteria and then click the Filter button to display the List of Actions page, as shown in Figure 23. The List of Actions page contains a list of all Actions in the system which users can access. Visibility and access to Actions tab depends on the user s roles. In order to view the contents of the Action tab, the user must have the role of Task Order Reviewer or Contract Modification Reviewer. If after verifying the correct roles are present and the Action is still not visible, ask the Vendor Admin to ensure that the contract is associated with the user s account. The List of Action page consists of two Sections: In-Process Actions and Executed Actions. Figure 23: List of Actions Page 43

Version 4.2: Actions Tab All fields and buttons displayed on the List of Actions page are described in Table 28. 3.1.1 In-Process Actions The In-Process Actions require action to be taken by the government or the contractor. These include Actions with the status of Response Required, Accepted, or Overdue. 3.1.2 Executed Actions The Executed Actions section displays only the executed Actions. No further action is required for Actions listed there. 3.2 View Action Details Page Click on the View Details button on the List of Actions page to open the View Action Details page for the selected Action, as shown in Figure 24. On this page the user can: View Action details. View attachments. View Action history. View responses. Figure 24: View Action Details Page 44

Version 4.2: Actions Tab All fields displayed on the View Action Details page are described in Table 28. All buttons, action icons, and navigational elements are described in Table 29. Field Action (Name) Category Company Type Status Executed Date Creation Date Last Updated Creator Contracting Officer Contract Negotiator Content Type Size Date Response Required by Responder Accepted? Comments This is the name 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). The status could be: Accepted: The Contractor has accepted the Action. Rejected: The Contractor has rejected the Action. Pending: The Action has been unlocked but has not been reissued. Response Required: The Contractor s response is required by the date indicated on the Action. Overdue: The Contractor s response is overdue. Executed: The Action has been executed. This is the date that the Action was executed. This is the date the Action was posted. 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 posted the Action. It is hyperlinked to contact information of this individual (phone number, e-mail, etc.). This is the name of a warranted contracting officer on the Action. It is hyperlinked to contact information (phone number, e-mail, etc.). This is the name of a contracting specialist on the Action. It is hyperlinked to contact information of this individual (phone number, e-mail, etc.). This is the type of Action attachments (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 indicates if the Action has been accepted or rejected. This section displays the comments by the user about the Action. Table 28: View Action Details 45

Version 4.2: Actions Tab Button/Control Displays the View Action Details page. Opens the Response Input page (displayed only when an Action is in Response Required status). Returns to the previously viewed page. Opens the Action. Download all the attachments in the section. Table 29: View Action Details Buttons & Controls 3.2.1 Place Response for Contract Modification If an Action requires a response, the Respond button will be displayed on the View Action Details page. NOTE: The Respond button will only be visible when an Action is in a Response Required status. Click on the Respond button to open the Place Response page, as shown in Figure 25. On this page the user can: Accept or reject the modification. Enter additional comments. Submit signed response. Figure 25: Place Response Page All fields displayed on the Place Response page are described in Table 30. All buttons are described in Table 31. 46

Version 4.2: Actions Tab Field Please indicate acceptance Comments Password This indicates acceptance or rejection of the Action. Add any additional comments that the user wants to submit with the response (up to 1000 characters). This is a required field and constitutes the user s electronic signature. Table 30: Place Response Page Fields Button/Control Submits the response after entering the password. Cancels the response input process and returns the user to the View Actions Details page. Table 31: Place Response Page Buttons & Controls 3.2.2 View or Download Attachments First, locate the attachment of interest from the Attachments list located on the View Action Details page. To view a single attachment, click on the Open button for that attachment. To download all attachments, click on the Download All button. All attachments will be combined and compressed (zipped) into a single file for download. TIP: To un-compress downloaded files, the user needs a file compression software (e.g. WinZip) installed on the user s computer. If the user does not have this software or is unfamiliar with its use, the user can download files individually. 47

Version 4.2: Small Business 4 Small Business Both large and small business Multi-Award Contract (MAC) contractors need to submit subcontracting Actuals data (both amounts and percentages) semi-annually. The Actuals are required only for the Task Orders/Mods that have Line Items with a Period of Performance falling within 6 months of the reporting period (April 1 - September 30 and October 1 - March 30). Contractors will receive e-mail reminders on April 1 and on October 1 that the reporting period is open and will have 45 days to submit their Actuals. NOTE: Only Prime contractors with the Small Business Reviewer role can access the Small Business tab to submit the Actuals on behalf of their company. NOTE: This section is not applicable to SeaPort-o. 4.1 Small Business Subcontracting Summary Click on the Small Business tab to open the Small Business Subcontracting Summary page, as shown in Figure 26. From this page the user can click on the View button to view already submitted small business subcontracting data or click on the Edit button to enter, edit and submit semi-annual small business subcontracting data. The Edit button is only enabled during the open Actuals reporting periods (April 1 - May 15 and October 1 - November 15). Figure 26: Small Business Subcontracting Summary Page The column headings are described in Table 32. All buttons, action icons, and navigational elements are described in Table 33. Field TO Number Response Due Date The system generated Task Order identifier. A response is required within a specified number of days from notification. This date is the last day of the reporting period. 48

Version 4.2: Small Business Field Response Status The Response Statuses are: Not Available - The data does not need to be entered for the Order. Submitted - The response has been submitted for the required period. Overdue - The response has not been submitted prior to the due date. Due - There is a response required by the due date. Draft - The small business subcontracting data has been saved as draft and not submitted. Closed - The Period of Performance of the Order s Line Item(s) ended and does not fall within 6 months of the Actuals reporting period. Table 32: Small Business Subcontracting Summary Page Column Headings Button/Control Click on the View button to open the Small Business Subcontracting Data page described in Section 4.2. Click on the Edit button to open the Edit Small Business Subcontracting Data Details page described in Section 4.2. NOTE: The Edit button is only enabled during the open Actuals reporting period (April 1 - May 15 and October 1 - November 15). Table 33: Small Business Subcontracting Summary Page Buttons & Controls 4.2 Small Business Subcontracting Data Page Click on the View button on the Small Business Subcontracting Summary page to open the Small Business Subcontracting Data page, as shown in Figure 27. On this page the user can view the details of the subcontracting data submitted for SB, VOSB, SDVOSB, HUBZSB, SDB, WOSB, Total Small Business or Total Amount Subcontracted through the indicated period (definitions provided in Table 42). NOTE: The Original Goals field will always be blank for Orders awarded to Small Business contractors since they are not required to submit their subcontracting goals. 49

Version 4.2: Small Business Figure 27: Small Business Subcontracting Data Page All fields displayed on the Small Business Subcontracting Data page are described in Table 34. All buttons, action icons, and navigational elements are described in Table 35. Field 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. Veteran-Owned Small Business. Service-Disabled Veteran-Owned Small Business. HUBZone Small Business. Small Disadvantaged Business. Women-Owned Small Business. Total Small Business. Total dollar amount subcontracted to all business types (small + large). Table 34: Small Business Subcontracting Data Page Fields Button/Control Returns the user to the Small Business Subcontracting Summary page. Table 35: Small Business Subcontracting Data Page Buttons & Controls 50

Version 4.2: Small Business 4.3 Edit Small Business Subcontracting Data Details Click on the Edit button on the Subcontracting Data Summary page to open the Edit Small Business Subcontracting Data Details page, as shown in Figure 28. On this page the user can enter the small business subcontracting actual data or edit the data that was saved as a draft during the open period. The user only needs to complete the small business categories to which the user has subcontracted during the Period of Performance. NOTE: The Edit button is only available for Orders for which the Response Status is Due or Draft. NOTE: Both percentages and dollar amounts must be entered. 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 Amount Subcontracted (all business types). Figure 28: Edit Small Business Subcontracting Data Details Page 51

Version 4.2: Small Business All fields displayed on the Edit Small Business Subcontracting Data Details page are described in Table 36. All buttons, action icons, and navigational elements are described in Table 37. Field Percentage Value Dollar Amount Comments The actual percentage value for SB, VOSB, SDVOSB, HUBZSB, SDB, WOSB or Total Small Business through the indicated period. The actual cumulative dollar amount for SB, VOSB, SDVOSB, HUBZSB, SDB, WOSB, Total Small Business or Total Amount Subcontracted through the indicated period. Enter additional comments to be included as part of the Small Business Subcontracting Data Details. Table 36: Edit Small Business Subcontracting Data Details Page Fields Button/Control Click on the Save as Draft button to save the small business subcontracting data as a draft (which are not finalized values). While the reporting period is open and actuals are in draft, this data is viewable only by the contractor. When the reporting period ends, the data can be viewed and edited by the government. Click on the Submit button to submit finalized small business subcontracting data. Once submitted, the user will not be able to submit the data again for this period. Click on the Cancel button to return to the Small Business Subcontracting Summary page without saving changes. Table 37: Edit Small Business Subcontracting Data Details Page Buttons & Controls 52

Version 4.2: Reports 5 Reports Click on the Reports tab to open the Reports page, as shown in Figure 29. The three reports listed are available to any user who is logged into SeaPort and are covered within this user guide. Figure 29: Report Page 5.1 Task Order Award Reports The SeaPort-I and SeaPort-e Task Order Award Reports, as shown in Figure 30 and Figure 31, respectively. When the hyperlinks are enabled on the Reports page, these reports open in a separate browser window. They show a list of recent task order awards under their respective contracts. A Close button, which will close the browser window, is located at the bottom of each report. Figure 30: SeaPort-I Task Order Award Report 53

Version 4.2: Reports Figure 31: SeaPort-e Task Order Award Report 5.2 List of Prime Partners Report 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. 5.2.1 List of Prime Partners Report The List of Prime Partners page, as shown in Figure 32, contains a list of all SeaPort prime contracts. On this page the user can also list Sub-Companies that are authorized to place teaming partner proposals on behalf of the prime contract holder. This only applies to contract vehicles that enforce sub-company relationships. 54

Version 4.2: Reports Figure 32: List of Prime Partners Page (all contracts) 5.2.2 View Contract Details Page Click on the View button on the List of Prime Partners page to open the View Contract Details page, as shown in Figure 38. Figure 33: View Contract Details Page 55

Version 4.2: Reports 5.2.3 List of Sub-Companies for Contract The List of Sub-Companies for Contract page, as shown in Figure 39, lists companies that are authorized to place teaming partner proposals on behalf of the contract s prime holder. This only applies to contract vehicles that enforce sub-company relationships (i.e. only SeaPort-e and SeaPort-o contracts). 5.2.4 List of Sub-Companies Figure 34: List of Sub-Companies for Contract Page Click on the List All Sub-Companies button on the List of Prime Partners page to open the List of Sub- Companies page, as shown in Figure 35. This page is different from 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 and SeaPort-o contracts). Figure 35: List of Sub-Companies Page 56

Version 4.2: Reports 5.2.5 List of Prime Partners for Company Click on the List Prime Partners button to open the List of Prime Partners page, as shown in Figure 36. This page displays companies with 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 and SeaPort-o contracts). Figure 36: List of Prime Partners Page (selected companies) 57

Version 4.2: Helpdesk 6 Helpdesk When the user encounters a problem on the Vendor Portal, the user can submit a helpdesk ticket using the Helpdesk module in the Vendor Portal, as shown in Figure 37. The Helpdesk Module User Guide, which contains a detailed explanation of this module, is accessible by clicking on the icon located on the top right hand side of the page. Figure 37: Helpdesk Module 58

Version 4.2: My Profile 7 My Profile A user s profile 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. 7.1 Edit My Profile An example of the Edit My Profile page is shown in Figure 38. From this page the user can view and edit the details of their profile, change their password and save profile changes. Figure 38: Edit My Profile Page All fields displayed on the Edit My Profile page are described in Table 38. All buttons, action icons, and navigational elements are described in Table 39. Field Username Enter the username the user will use to log into the system. 59

Version 4.2: My Profile Field Display Name First Name Middle Initial Last Name This is how the user s name is displayed in the system, and how it will appear on the electronic proposal submissions. Enter the user s first name. Enter the user s middle initial. Enter the user s last name. E-mail Enter the user s e-mail address. It is important to keep the user s e- mail address current since it is used for e-mail notifications. Title Company Division Security Group Address City State ZIP Code Country Work Phone Work Phone Extension Other Phone Fax Time Zone Enter the user s job title. The name of the user s company is selected by the administrator when issuing the invitation and it is not editable. If the company listed in this field is not the company for which the user works, please contact immediately the SeaPort Administrator in the user s company. Enter the name of the user s division. Administrative use only (should match the user s company name). This field is not editable. Enter the street address of the user s company. Enter the city where the user s company is located. Enter the state where the user s company is located. Enter the zip code where the user s company is located. Select the user s country where the user s company is located. Enter the user s work telephone number. Enter the user s work phone extension number. Enter an alternate telephone number. Enter the user s work fax number. Select the time zone at the user s location. Preferred Program Current Password The program type associated with the user. This field is not editable. NOTE: Password fields are only used to change the user s password. The password the user currently uses to log into the system. The password must contain a minimum of 15 and maximum of 50 characters. The password must have at least one of the following character types: lower case letter, upper case letter, number, and symbol. In addition, the password must not contain personally identifiable information (PII) or dictionary words, must be different from the previous 10 passwords, must have at least 4 different characters from the most recent password and cannot be changed more than once in a 24-hour period. New Password Type the new password that the user wants to use. 60

Version 4.2: My Profile Field Verify Password Retype the new password in order to verify it. Table 38: Edit My Profile Page Fields Button/Control Open the E-Mail Preferences page, which is described in Section 7.1.3. Save the changes. Return to the previous page without saving changes. Table 39: Edit My Profile Page Buttons & Controls 7.1.1 Updating user information Follow these steps in order to update the user s profile information: Log into the SeaPort Vendor Portal. Click on the My Profile tab. Modify the data the user wishes to update on the Edit My Profile page. Click on the Save button. 7.1.2 Changing Password Follow these steps in order to change the user s password: Log into the SeaPort Vendor Portal. Click on the My Profile tab. Enter the 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. Click on the Save button. 7.1.3 E-Mail Preferences Proposal group membership is automatically generated and maintained by the system based on the user s company and the user s company s teaming partners. It is possible that individual users are members of groups that they are not interested in monitoring. For example, the user might only be interested in Zone 7 SeaPort Enhanced notifications, but since the company and the company s partners received an award in all seven zones, the user receives Event notifications for all seven zones. 61

Version 4.2: My Profile If the user does not wish to receive Event notifications for some groups, it is possible to opt-out of specific proposal groups for the purpose of e-mail notifications. The user will still retain access to the Events associated with proposal groups in which the user is a member. NOTE: Opt-out is used only for Event messages and ad-hoc messages go to everyone. An example of the E-Mail Preferences page is shown in Figure 39. TIP: If the user wishes 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. There are two types of proposal groups: 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 the user s company is a prime contract holder or a sub to a prime holder. SeaPort-e Whether the user s company is a prime contract holder or a sub to a prime holder - the zones in which the user s company and the user s company s teaming partners received a prime contract award. SeaPort-o Whether the user s company is a prime company holder or a sub to a prime holder. 62

Version 4.2: My Profile Figure 39: E-Mail Preferences Page All fields displayed on the E-Mail Preference page are described in Table 40. All buttons, action icons, and navigational elements are described in Table 41. 63

Version 4.2: My Profile Field Proposal Group Name Category Descriptive name of the proposal group. Proposal group is associated with SeaPort I, SeaPort Enhanced, or SeaPort-o users. Table 40: E-Mail Preferences Page Fields Button/Control Click on this button in the list header to select all role checkboxes. Click on this button in the list header to clear/de-select all role checkboxes. If the E-Mail Preferences page has more than one page of results, clicking on the Previous link will allow the user to go backwards one page at the time. One page consists of a maximum of 25 records. If the E-Mail Preferences page has more than one page of results, clicking on the Next link will allow the user to advance forward one page at a time. One page consists of a maximum of 25 records. Saves changes and returns to the previous page. Return to the previous page without saving changes. Table 41: E-Mail Preferences Page Buttons & Controls 64

Version 4.2: Self-Assessments 8 Self-Assessments Prime bidders associated with companies that are required to submit a Self-Assessment form can complete the form by accessing the Self-Assessments tab, shown in Figure 40. Self-Assessment forms may only be submitted during designated open form submission time periods. Eligible prime bidders will receive an e-mail notification when the Self-Assessment form submission window opens. Figure 40: Self-Assessments tab Self-Assessment forms contain a series of standardized questions that must be answered. Depending on the answers, the user may also be required to provide explanations and/or additional documentation. When the Self-Assessments tab is selected, the List of Self-Assessments page displays. The List of Self- Assessments page is further explained in this section. 8.1 List of Self-Assessments page An example of the List of Self-Assessments page is shown in Figure 41. From this page the user can: Create a new Self-Assessment form (See Section 8.2 for more information). Use the filters on the page to search for forms by: o Contract Number o Submitted By o Date Submitted o Submission Status (Submitted, Draft, Overdue) o Prime Company o Year Select Draft forms for viewing and editing Select Submitted and Overdue forms for viewing NOTE: The option to create a form will be disabled if. The Self-Assessment form submission window has closed. The Self-Assessment form submission window is open but the user has already created a form for their eligible contracts for the year. 65

Version 4.2: Self-Assessments Figure 41: List of Self-Assessments Page 8.2 Create a New Self-Assessment form Once the form submission window opens, the user will select the Self-Assessments tab on the Vendor Portal and navigate to the List of Self-Assessment Forms page. The Create New Self-Assessment page displays as shown in Figure 42. From this page the user can: Select a contract Answer questions Type in explanations Save a Self-Assessment form as a draft Submit the Self-Assessment form Manage Attachments Can Cancel creating the Self-Assessment form (prior to being saved) 8.3 Select a Contract Once on the Create New Self-Assessment page, the user must select the contract that requires a selfassessment to be submitted. Eligible contract numbers will display in the Contract dropdown menu as shown in Figure 42. The form cannot be saved as a draft or submitted without selecting a contract. NOTE: Only one form per contract can be submitted. 66

Version 4.2: Self-Assessments Figure 42: Create New Self-Assessment page 67

Version 4.2: Self-Assessments 8.4 Complete Questions/Explanations The Self-Assessment form contains a standardized set of questions separated into three categories - Incentive Criteria, Other Information and Mandatory Business Size Re-certification. To answer these questions, click the YES, NO or N/A radio buttons as shown in Figure 42. For some questions, an explanation is required to justify the response selected. The explanation text box allows up to 250 alphanumeric characters. Each question must be answered before being able to submit the Self-Assessment form. 8.5 Manage Attachments The user may be required to attach additional documentation to the user s Self-Assessment form before the user can submit it. The user can attach documents by clicking on the Manage Attachments button shown in Figure 43. Figure 43: Self-Assessment Attachments The Manage Self-Assessment Attachments page displays as shown in Figure 44. From this page the user can: Browse for documents to attach Enter the Name for the attachment Assign a document type to the attachment. Valid choices: o o o CCR Registration (i.e. Core Data) ORCA file 52.219-1 FAR clause Attachment J.6 (i.e. Past Performance Information) Attach documents /remove attachments (only available once an attachment exists) Attachments are required when the response to the following questions is yes : Other Information - Has your company s small business classification (SDB, SDVOSB, WOSB, VOSB, etc.) changed? this question requires the CCR Registration (i.e. Core Data) and ORCA file 52.219-1 FAR clause documents to be attached. Other Information - Has your company performed as a prime or subcontractor for any Task Orders? - this question requires the J.6 (Past Performance Information) document be attached. 68

Version 4.2: Self-Assessments Figure 44: Manage Self-Assessment Attachments Page 8.6 Save a draft Self-Assessment form A draft version of the Self-Assessment form can be saved any time prior to it being completed by clicking the Save in Draft button as shown in Figure 45. Only one draft Self-Assessment form can be created per contract. Multiple prime bidders in the same company can access the same draft Self- Assessment form, but only one person at a time can work on it. Once a draft Self-Assessment form is created it cannot be deleted. Figure 45: Save as Draft button 8.7 View Self-Assessment Details To view information in the Self-Assessment form, select the View button from the List of Self- Assessments page as shown Figure 46. 69

Version 4.2: Self-Assessments Figure 46: List of Self-Assessments page - View button Once the user clicks on the View button the View Self-Assessment Details page displays as shown in Figure 47. From this page the user can: View information in the Self-Assessment form Manage Attachments Edit the Self-Assessment form Return back to the previous page 70

Version 4.2: Self-Assessments Figure 47: View Self-Assessment Details Page 71

Version 4.2: Self-Assessments 8.8 Edit a draft Self-Assessment form To edit a draft Self-Assessment form, click on the Edit button on the List of Self-Assessments page as shown in Figure 48. Figure 48: List of Self-Assessments page - Edit button Once clicking the Edit button, the Edit Self-Assessment Details page displays as shown in Figure 54. From this page the user can: Edit information in the Self-Assessment form Save the Self-Assessment form as a draft Manage Attachments Submit the Self-Assessment form Cancel the most recent edits 72