SeaPort Vendor Portal User Guide 3 SeaPort Vendor Portal User Guide, v.1.1, July 29, 2005 July 29, 2005 SeaPort Vendor Portal User Guide: Table of Contents ii Table of Contents

NAVSEA SeaPort Vendor Portal Version 1.1 July 29, 2005

SeaPort Vendor Portal User Guide

Aquilent, Inc.

1100 West Street

Laurel, MD 20707

301.939.1100

www.aquilent.com

NAVSEA SeaPort Vendor Portal User Guide, v.1.1, July 29, 2005

July 29, 2005 SeaPort Vendor Portal User Guide: Table of Contents i

Document Status

Item Description Document Title SeaPort Vendor Portal User Guide

File Name SeaPort Vendor Portal User Guide.doc

Disposition Final

Author Aquilent

Document Description This document contains the details of how to use the NAVSEA SeaPort Vendor Portal and Bid System from the MAC Contractor point-of-view. It is intended to provide guidance on how to:

Use the portal in general Review Events and Solicitations Submit Bids Perform company self-administration functions such as

new user invitation and role assignment Respond to annual TOPE (task order performance

evaluation) notifications Respond to ad-hoc IRD (issue resolution desk)

messages generated by NAVSEA Respond to semi-annual requests for subcontracting

actual data at the Task Order level Perform company administration functions Manage individual user profile

Document History

Version Date Changed By Description 1.0 12/29/2004 Aquilent Initial released version

1.1 7/29/2005 Aquilent Updated released version for Virtual SYSCOM deployment


July 29, 2005 SeaPort Vendor Portal User Guide: Table of Contents ii

Table of Contents 1 Overview.............................................................................................................................................1

1.1 SeaPort/SeaPort Enhanced ................................................................................................................1 1.2 System Requirements .........................................................................................................................2 1.3 Terminology.........................................................................................................................................2 1.4 Registration .........................................................................................................................................3 1.5 System Access....................................................................................................................................5 1.6 Common Functionality.........................................................................................................................6

2 Events.................................................................................................................................................9 2.1 Prime Contract Holder.........................................................................................................................9 2.2 Subcontractor ....................................................................................................................................29 2.3 Prime Contract Holder Acting as Subcontractor ...............................................................................33

3 Invitations.........................................................................................................................................34 3.1 Invitation Listing.................................................................................................................................34 3.2 Send Invitation...................................................................................................................................35 3.3 Account Review.................................................................................................................................37

4 TOPE.................................................................................................................................................40 4.1 TOPE Summary Page.......................................................................................................................40 4.2 TOPE Details Page ...........................................................................................................................41

5 IRD ....................................................................................................................................................43 5.1 IRD Summary Page ..........................................................................................................................43 5.2 View IRD Issue Details Page ............................................................................................................44 5.3 IRD Message Listing Page................................................................................................................44 5.4 Create New Message........................................................................................................................46

6 Small Business................................................................................................................................48 6.1 Small Business Subcontracting Summary ........................................................................................48 6.2 Small Business Subcontracting Data Page.......................................................................................49 6.3 Edit Small Business Subcontracting Data Details.............................................................................50

7 Teaming............................................................................................................................................52 7.1 Teaming Listing Page........................................................................................................................52 7.2 Teaming Request Listing Page .........................................................................................................56

8 Reports.............................................................................................................................................67 8.1 Task Order Award Reports................................................................................................................67 8.2 Advanced Planning Report................................................................................................................70 8.3 Roles By User Report........................................................................................................................70 8.4 Users By Role Report........................................................................................................................72


July 29, 2005 SeaPort Vendor Portal User Guide: Table of Contents iii

9 Admin ...............................................................................................................................................75 9.1 Admin Tab .........................................................................................................................................75

10 My Profile .........................................................................................................................................96 10.1 User Input page .........................................................................................................................96


July 29, 2005 SeaPort Vendor Portal User Guide: Overview 1

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 Bid System.

Section 2 (Events) – Describes Bid System events and how to place bids and respond to issued task orders.

Section 3 (Invitations) – Describes how to issue invitations and approve registrations for new users (within a company).

Section 4 (TOPE) – Describes how to review and respond to annual Task Order Performance Evaluations that are issued through the Vendor Portal.

Section 5 (IRD) – Describes how to review and respond to issues that NAVSEA 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 task order level.

Section 7 (Teaming) – Describes how to access to 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 (My Profile) – Describes how individual users manage their contact and profile information, including e-mail preferences.

1.1 SeaPort/SeaPort Enhanced

In response to declining budgets, the Naval Sea Systems Command (NAVSEA) and its Warfare Centers, which are responsible for the acquisition of all US Navy ship and shipboard systems, targeted a reduction in the cost of services for its headquarters, Directorates, Program Executive Offices (PEOs) and field activities. As the first major step towards achieving this goal, NAVSEA embarked on a business process re-engineering effort to maximize the efficiency and economy of support service procurement. This effort, collectively referred to as SeaPort, took a three pronged approach: 1) the award of multiple award contracts (MAC) with innovative contracting provisions, 2) the launch of a web based commercial e-procurement portal solution, and 3) the development of a web site (www.seaport.navy.mil) to serve as the entry point to the portal. These three efforts converged on 2 April 2001, when NAVSEA awarded the multiple contracts and launched the market place and the web site.

On 5 April 2004, a new set of MACs were awarded to 151 new MAC holders in a program called SeaPort Enhanced (SeaPort-e). While used by all NAVSEA activities and HQ, SeaPort-e is particularly geared to satisfy the mission and requirements of the Surface and Undersea Warfare Centers. SeaPort-e uses the same successful business model of SeaPort, including the streamlined acquisition procedures, e-procurement portal, and innovative contracting provisions. In May of 2005, the SeaPort-e MACs were expanded to include over 600 prime contractors through the Virtual SYSCOM Rolling Admissions process.



1.2 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:

1. Open Internet Explorer.

2. Click on "Help" on the dropdown menu bar.

3. Click on "About Internet Explorer".

4. 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.

1.3 Terminology

The following terminology is used in this document and within the SeaPort Bid System itself.

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.

SeaPort Bid System Events include:

Task Order/ Unilateral Mod

Notification of a Task Order or the Modification of a Task Order.

Bilateral Mod A proposed Modification of a Task Order that requires a response from the vendor.

Solicitation An activity that involves inviting contractors to submit proposals in response to a solicitation. Only authorized NAVSEA 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 task orders.

Event

Other Any other event that does not fit into one of the previous categories.



1.4 Registration

Registration is required to use the SeaPort Bid System. The registration process is as follows:

Vendor users are invited to register with the SeaPort Bid 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 vendor user 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 vendor user, and the vendor user receives an e-mail with login information.

In the event that the application is not approved, the vendor user receives an e-mail notification that explains the reason for this decision.

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 - Fields

Field Description User Name This field contains the username you use to log onto the system.

Display Name This is generally your full name. This is how your name is displayed in the system, and how it will appear on electronic bid submissions to the government.

First Name Your first name.

Middle Initial Your middle initial.

Last Name Your last name.

E-mail 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.



Field Description Title Your job title.

Company 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.

Division The name of your division.

Address The street address for your company.

City The city part of your company’s address.

State The state part of your company’s address.

ZIP Code The ZIP Code part of your company’s address.

Work Phone Your work telephone number.

Other Phone An alternate telephone number.

Fax Your work fax number.

Time Zone The time zone at your location.

Password Type the new password you want to use to log onto the system.

Verify Password Retype the password here to verify.

I Accept the Terms and Conditions

View the terms and conditions and accept them to continue.

Table 2: Self Registration Page - Buttons & Controls

Button/Control Description Terms and Conditions Open the Terms and Conditions page. This page refers users to the appropriate

contract award sections.

Submit Submit your registration information.

1.5 System Access

Access to the system is obtained through the SeaPort Bid 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. Any pertinent information that needs to be publicly communicated will be found in the Notices section.



Figure 2: SeaPort Bid System Login Page

1.6 Common Functionality

Certain navigational elements are available from every page in the SeaPort Bid System. These elements consist of links (Terms & Conditions, Support), icons (Help, Logout), and tabs (Events, Invitations, TOPE, IRD, Small Business, Teaming, Reports, Admin, My Profile). Figure 3 below illustrates only the common navigational elements – all other data has been removed from this image for illustrative purposes.

Note that in Figure 3 there are nine tabs shown. These tabs are used to navigate between different functional areas of the site. These functional areas include Events, Invitations, TOPE, IRD, Small Business, Admin, Teaming, Reports, and My Profile and are described in sections 2 through 10.

NOTE: Figure 3 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 TOPE, IRD, and Small Business tabs. A non-admin user does not see the Invitations, Teaming, and Admin tabs.

Figure 3: Common Functionality



These common navigational elements can be found in the header and the footer navigation of each page and are described in Table 3.

Table 3: Common Functionality - Buttons & Controls

Button/Control Description Logged in as This field indicates the user’s Display Name as entered during user registration.

This field is not editable.

Help Selecting this link opens a page containing links to additional training and other documentation.

Logout Selecting this link logs the user out of the SeaPort Bid System.

Current Time 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.

Events The Events tab provides access to all events in SeaPort and is detailed in Section 2.

Invitations 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 3. NOTE: Access to the Invitation tab is based on whether the user has the Inviter and/or Approver roles.

TOPE The TOPE tab provides access to Task Order Performance Evaluations. Performance Evaluations are generated by the Task Order Manager within the SeaPort system and are accessible from the SeaPort Bid System. This tab is detailed in Section 4. NOTE: Access to the TOPE tab is based on whether the user has the TOPE Reviewer role. This role is only applicable to prime contract holders.

IRD 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 Bid 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.

Small Business 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.

Teaming 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.

Reports 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.



Button/Control Description Admin The Admin tab provides access to administrative functions. This tab is detailed

in Section 9. NOTE: Access to the TOPE tab is based on whether the user has the Vendor Admin role.

My Profile 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 10.

Terms and Conditions Selecting this link opens a page containing references to additional information on SeaPort I and SeaPort-e usage.

Support 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.


July 29, 2005 SeaPort Vendor Portal User Guide: Events 9

2 Events The Events tab provides access to all events in SeaPort. An event is the mechanism through which NAVSEA interacts with the vendor community. NAVSEA may create events that consist of:

Solicitation or solicitation amendment information

Advance notices or other planning information

Industry debriefs

Executed task orders/task order modifications

General information or announcements

Certain types of events are interactive; that is, industry may respond with bids (solicitations/amendments) or indicate acceptance/concurrence (bilateral modifications).

Typically, when an event is created, the SeaPort Bid 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 bid for an event in the SeaPort Bid 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 Bid System. An example of the Event Listing page is shown in Figure 4. It contains a list of all bid events in the system. This list can be filtered by any combination of Category, Subcategory, Status, and Event Name.

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.



Figure 4: Event Listing Page

All fields displayed on the Event Listing page are described in Table 4. All buttons, action icons, and navigational elements are described in Table 5.

Table 4: Event Listing Page - Fields

Field Description 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.

Category Choose SeaPort Enhanced or SeaPort I.

Sub-Category Choose Task Order/Unilateral Mod, Bilateral Mod, Solicitation, Advance Notice/Draft, Award Report, or Other.

Status Choose Current, Past, Future, or Cancelled. Current: Events that are open – bids/responses are being accepted. Past: Events that are closed – bids/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 – bids/responses are no longer

accepted. Any bids/responses placed against a cancelled event are ignored. Cancelled events have ended in response to some action by NAVSEA; typically, an amendment to the event has been issued.

Stop Time The stop time indicates when bids will no longer be accepted or when the Event will move to the Past state. Bids will not be accepted before the Start Time or after the Stop Time.

Q & A This column indicates the number of questions that have been asked by vendors and how many of those questions have been answered.

Bid Submitted This column specifies whether your company has already placed a bid on the event.



Table 5: Event Listing Page – Buttons & Controls

Button/Control Description Filter Filtering reduces the amount of data that is displayed in the list. After selecting your

filter criteria (Category, Sub-Category, Status, and/or Event Name), 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.

View Details 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 bids and sub-bids. The View Event Details page is described in Section 2.1.2.

Previous 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.

Next 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 5. From this page you can

View Event details.

View Event History.

View or download the Solicitation Document and other attachments.

Place new bids.

Get Help on How to Place Bids, Submitted/Finalized Bids, or How to Clone Bids.

View, edit, or clone your company’s existing bids and sub-bids.

Delete Bids that have not been submitted.



Figure 5: Event Listing Page - View Event Details

All fields displayed on the View Event Details page are described in Table 6. All buttons, action icons, and navigational elements are described in Table 7.

Table 6: View Event Details Page - Fields

Field Description Name This is the name that was given to the Event during the event creation process.



Field Description Description This is the description that was given to the Event during the event creation

process.

Creator This is the name of the user who created the Event. It is hyperlinked to contact information for this individual (phone number, e-mail).

Category(ies) SeaPort I, SeaPort Enhanced, or both.

Sub-Category This can be Task Order/Unilateral Mod, Bilateral Mod, Solicitation, Advance Notice/Draft, Award Report, or Other.

Status This can be Current, Past, Future, or Cancelled.

Questions Indicates the number of questions asked for this event. It is hyperlinked to the Question Listing page.

Answers Indicates the number of questions that have answers for this event. It is hyperlinked to the Question Listing page.

Start Time

Stop Time

The start and stop time indicate when bids will be accepted. Bids will not be accepted before the Start Time or after the Stop Time. These times are set when the bid event is created. Additionally, the event attachments are not available before the start time.

Time Left The SeaPort Bid System automatically updates the amount of time left before the bid event closes.

Event History 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)”.

Event Attachments This section lists the Attachment Name, Content Type, and Size for all attachments. The Solicitation Document PDF is typically available in this section.

Bids This section lists the bidder’s name, the bidder’s company, the amount of the bid, whether or not the bid was submitted, and the date and time of the last bid update. NOTE: This section is only present when the event sub-category is Solicitation

Teaming Partner Bids This section lists the bidder’s name, the bidder’s company, and the date the bid was submitted. Teaming Partner Bids refers to those bids/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

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 7: View Event Details Page – Buttons & Controls

Button/Control Description Back Return to the previously viewed page.

View Messages

Opens the Event Message Listing page. The Event Message Listing page is described in Section 2.1.2.1.

View Questions

Opens the Question Listing page. The Question Listing page is described in Section 2.1.2.2.



Button/Control Description Open Opens the selected attachment. An attachment may open in a browser window or in its

native application depending on the file type.

Download All Downloads all attachments in the list in a single zip file (a compressed archive).

Place New Bid Only for Solicitations. Opens the Bid Input page. From this page you may enter company/contract information, comments, pricing information, and upload attachments. The Bid Input page is described in Section 2.1.2.5.

Place Response

Only for Bilateral Mods. Opens the Response Input page. From this page you may enter whether you accept the mod, and comments. The Response Input page is described in Section 2.1.2.11.

Help Displays help on How to Place Bids, Submitted/Finalized Bids, or How to Clone Bids.

View For Solicitation events: Opens the Bid Details page. From this page you may view details of an existing bid. For Bilateral Mod events: Opens the Response Details page. From this page you may view details of an existing response.

Edit For Solicitation events: Opens the Edit Draft Bid page. Only a bid that has not been submitted may be edited. For Bilateral Mod events: Opens the Edit Draft Response page. Only a response that has not been submitted may be edited.

Clone Opens the Clone Previous Bid page. In this way a revised bid can be submitted starting with information contained in a previous bid.

Delete For Solicitation events: Delete the selected bid. Only a bid that has not been submitted may be deleted. For Bilateral Mod events: Delete the selected response. Only a response that has not been submitted may be deleted.

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 6. From this page you can review any messages associated with the event that have previously been issued though the portal.

Figure 6: Event Message Listing Page



All fields displayed on the Event Message Listing page are described in Table 8. All buttons, action icons, and navigational elements are described in Table 9.

Table 8: Event Message Listing Page - Fields

Field Description Subject This is the e-mail subject line of the message as-issued.

Date Created This is the date/time the message was created by the sender.

Date Sent This is the date/time the message was sent by the system.

Status This is transmission status (will typically be “Sent”).

Error Message This indicates any transmission error (will typically be blank/empty).

Table 9: Event Message Listing Page – Buttons & Controls


View Opens the View Message Details page. From this page you may view details the previously issued e-mail message.



2.1.2.2 View Questions

Pressing the View Questions button opens the Question Listing page for the selected Event. An example of the Question Listing page is shown in Figure 7. 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:

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 10. All buttons, action icons, and navigational elements are described in Table 11.



Figure 7: Question Listing Page

Table 10: Question Listing Page – Fields

Field Description Status Choose from the following:

Questions In Draft: Questions that you have in draft and have not yet submitted. These are not visible to NAVSEA or any other vendor user.

Questions Without Answers: Questions that you or others have submitted to NAVSEA, 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 to NAVSEA 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.

Question Text A string for which to search within the questions.

Listing of Questions/Answers

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 11: Question Listing Page – Buttons & Controls


Filter 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.

Show All Clears all filters. Pressing this button will display all events in the system that you are authorized to view.

Ask New Question Opens the Ask New Question page. From this page you may enter a new question, save it as a draft, or submit it to NAVSEA. You may have multiple questions in Draft at a time. The Ask New Question page is described elsewhere in this section

Edit Question

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 NAVSEA. The Edit Question Details page is identical to the Ask New Question page, but is populated with the existing draft question text.



Clicking on the Ask New Question button opens the page shown in Figure 8. From here, you may ask a question of the contracting officer who created the event. 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: Ask New Question Page

Table 12: Ask New Question Page – Fields

Field Description Event Name This is the name that was given to the Event during the event creation process.

Question Text area where you can type in the question (up to 4000 characters).



Table 13: Ask New Question Page – Buttons & Controls

Button/Control Description Save Draft Saves the question as a draft and return to the Question Listing page. Draft questions

are only visible to the asker (i.e., other vendors or NAVSEA users will not see the question.

Send 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 vendors viewing this event's Question Listing. After sending the question, you are returned to the Question Listing page.

Cancel 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.

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 Bids

Pressing the Place New Bid button opens the Bid Input page for the selected Event. An example of the Bid Input page is shown in Figure 9. From this page you can:

Select the Prime Contract Holder

Enter additional comments

Enter pricing information

Upload attachments



Figure 9: Bid Input Page

All fields displayed on the Bid Input page are described in Table 14. All buttons, action icons, and navigational elements are described in Table 15.

Table 14: Bid Input Page - Fields

Field Description Prime 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.

Comments Add any additional comments you want to submit with the bid up to 1000 characters.

Pricing Info 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.

Attachments Open the Manage Bid Attachments page. From this page files may be uploaded as bid attachments.

Table 15: Bid Input Page - Buttons & Controls

Button/Control Description Enter Pricing Info 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.



Button/Control Description Add/Manage Attachments Opens the Manage Bid Attachments page described in Section 2.1.2.5.2.

From this page files may be uploaded as bid attachments.

Save As Draft Saves, but does not submit, the bid information that has been entered up to this point. Returns the user to the Bid Event Details page. The draft bid appears at the top of the list of bids. The following informational message appears: Please note: Your company has a DRAFT bid in process that has not yet been submitted

Submit Finalized Bid Submits the bid. You must accept the following legally binding agreement before submitting a finalized bid: By submitting this bid, you are legally binding your company to this submission. Please note that any resubmission MUST include a complete submission of your entire proposal.

Cancel Cancels the bid input process and returns the user to the View Event Details page.

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 10. From this page you can enter detailed pricing information.



Figure 10: Enter Pricing Information Page



All fields displayed on the Enter Pricing Information page are described in Table 16. This form matches the Section B pricing structure found in the Solicitation. All buttons, action icons, and navigational elements are described in Table 17.

Table 16: Enter Pricing Information Page - Fields

Field Description Cost Type: Estimated Cost Enter the estimated cost here for Cost Type CLINs.

Cost Type: Fixed Fee Enter the fixed fee here for Cost Type CLINs.

Firm Fixed Price: Unit Price Enter the unit price here for Firm Fixed Price CLINs.

Cost Only: Cost Enter the cost here for Cost Only CLINs.

TOSI Pass-Thru Rate Enter the TOSI pass-thru rate here. It is entered as a percent value between 0 and 1. This is an optional field. All Prime companies proposed a specific discount amount ("guaranteed savings") as part of the original MAC award process. This is the savings guaranteed to the government if the pricing structure is converted from Cost to Firm Fixed Price in option years. The TOSI Pass-Thru Rate entry is an opportunity for a vendor to offer a different (better) savings rate on an individual solicitation response.

Comments Enter any additional comments concerning the pricing information.

Subcontracting Goals For each of the small business categories (SB – small business, VOSB – veteran-owned, SDVOSB – service disabled veteran owned, HUBZSB - HUBZone, SDB – small disadvantaged, 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: Small businesses submitting as primes are not required to complete this section.

Table 17: Enter Pricing Information Page - Buttons & Controls

Button/Control Description Save Saves the data that has been entered to this point.

Clear Clears all fields. (Resets all fields to zeros)

Cancel Cancels without saving and returns the user to the Bid Input page.



2.1.2.5.2 Add/Manage Attachments

Pressing the Add/Manage Attachments button opens the Manage Bid Attachments page for the selected Event. An example of the Manage Bid Attachments page is shown in Figure 11. From this page you can add attachments, delete attachments, or open existing attachments.

Figure 11: Manage Bid Attachments

All fields displayed on the Manage Bid Attachments page are described in Table 18. All buttons, action icons, and navigational elements are described in Table 19.

Table 18: Manage Bid Attachments - Fields

Field Description Document Name The name of the document. This name will appear in the Attachments list.

Document Description A description of the file. This is not required.

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 bid evaluation team will be accessing these documents online as well. Note: There currently is no guidance related to the type and quantity of attachments that you may upload. Keep in mind, though, that if you upload a Zip (.zip) file, the NAVSEA contracting user will need to download the file and decompress it before viewing. That may introduce additional steps/time in NAVSEA’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.



Table 19: Manage Bid Attachments - Buttons & Controls

Button/Control Description Back Return to the previously viewed page (most likely the Bid Input page.)

Browse… 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 'Submit' button has been activated.

Submit Once a file has been selected and all required fields are populated, the Submit button will add the file to the file list.

Open Open the corresponding attachment.

Edit Edit the Document Description for the corresponding attachment.

Delete Delete the corresponding attachment.

2.1.2.6 Get Help

Select the Help button to Get help on How to Place Bids, Submitted/Finalized Bids, or How to Clone Bids. The window shown in Figure 12 will open.

Figure 12: Bid Help

2.1.2.7 View a Bid

Any Bid may be viewed. Select the View button to view a bid. The View Bid Details page shown in Figure 13 will open. From this page you can view the bid details, download bid attachments, or view detailed pricing information.



Figure 13: View Bid Details Page

Selecting the View Pricing Info button from the View Bid Details page will open the Pricing Info page in read-only mode as shown in Figure 14. Pressing the Back button will return you to the previously viewed page (the View Bid Details page.)



Figure 14: View Pricing Info Page



2.1.2.8 Edit a Bid

Only Bids that have not yet been submitted may be edited. Select the Edit button to edit a bid. The Edit Bid page will open. This page is identical in functionality to the Bid 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 Bid

Only submitted Bids may be cloned. Select the Clone button to clone an existing Bid. The Clone Bid page will open and a new Bid is created. This page is identical in functionality to the Bid Input page described in Section 2.1.2.5 with the exception that all data from the cloned Bid will exist in the form fields. This pre-existing data will be editable in the new Bid. Submit a cloned bid by selecting the Submit Finalized Bid button.

2.1.2.10 Delete a Bid

Only Bids that have not yet been submitted can be deleted. Select the Delete button to delete a draft bid from the Bids list.

2.1.2.11 Place a Response to a Bilateral Mod

When the event’s subcategory is Bilateral Mod, users in the proper role can indicate the acceptance or rejection of the Task Order Modification by placing a response via the Event Details page. For Bilateral Mods, the Bids section of the Event Details page for Solicitations is replaced by a section titled Responses.

Figure 15: Response section of Event Details page for Bilateral Mods

Selecting the Place Response button from the View Event Details page will open the Response Input page. Pressing the Back button will return you to the previously viewed page (the View Bid Details page.). An example of the Response Input page is shown in Figure 16. From this page you can:

Select the Prime Contract Holder (auto-selected to your company)

Accept or reject the modification




Figure 16: Response Input page

All fields displayed on the Response Input page are described in Table 20. All buttons, action icons, and navigational elements are described in Table 21.

Table 20: Response Input Page – Fields

Field Description Prime Select the Prime for whom you are responding. Your company should already be

selected.

Do you accept this modification?

Indicates to the contracting officer whether or not your company accepts the modification.

Comments Add any additional comments you want to submit with the response up to 1000 characters.

Table 21: Response Input Page – Buttons & Controls

Button/Control Description Submit Finalized Response

Submits the response.

Cancel Cancels the response input process and returns the user to the View Event Details page.

2.1.3 System Messages

The Bid Event System generates e-mail notifications for certain events. These events are listed in Table 22.



Table 22: System Messages

Notification Description Bid Receipt When a bid is created, an e-mail notification is sent to the Bid Event System user who

submitted the bid.

Invitation Vendors are notified when an Event that is associated with their bid group is created. This notification is in the form of an e-mail invitation.

Update When a bid event is updated, an e-mail notification is sent to all bid groups and users who were associated with the original event.

Cancellation When a bid event is cancelled, an e-mail notification is sent to all bid 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.

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.

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 17. From this page you can

Place new bids.

View or download the solicitation document and other attachments.

View, edit, clone, or delete your company’s existing bids.



Figure 17: 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 - Fields

Field Description Name This is the name that was given to the Event during the event creation process.

Description This is the description that was given to the Event during the event creation process.

Creator This is the name of the user who created the Event. It is hyperlinked to contact information for this individual (phone number, e-mail).

Category(ies) SeaPort I, SeaPort Enhanced, or both.



Field Description Sub-Category This can be Task Order/Mod, Solicitation, Advance Notice/Draft, Award Report,

or Other.

Status This can be Current, Past, Future, or Cancelled.

Questions Indicates the number of questions asked for this event. It is hyperlinked to the Question Listing page.

Answers Indicates the number of questions that have answers for this event. It is hyperlinked to the Question Listing page.

Start Time

Stop Time

The start and stop time indicate when bids will be accepted. Bids will not be accepted before the Start Time or after the Stop Time. These times are set when the bid event is created. Additionally, the event attachments are not available before the start time.

Time Left The SeaPort Bid System automatically updates the amount of time left before the bid event closes.

Event History 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)”.

Event Attachments This section lists the Attachment Name, Content Type, and Size for all attachments. The Solicitation Document PDF is typically available in this section.

Bids This section lists the bidder’s name, the prime contract holder under which it was prepared, whether or not the bid was submitted, and the date and time of the last bid update.

Table 24: View Event Details Page – Buttons & Controls


Open Opens the selected attachment. An attachment may open in a browser window or in its native application. This depends on the file type.

Download All Downloads all attachments in the list in a single zip file (a compressed archive).

Place New Bid Opens the Bid Input page. From this page you may enter company/contract information, comments, pricing information, and upload attachments. The Bid Input page is described in Section 2.2.2.

Help Displays the Help section of the View Event Details page. Help is available on How to Place Bids, Submitted/Finalized Bids, and How To Clone Bids.

View Opens the Bid Details page. From this page you may view details of an existing bid.

Edit Opens the Edit Draft Bid page. Only a bid that has not been submitted may be edited.

Clone Opens the Clone Previous Bid page. In this way a new bid can be submitted starting with information contained in a previous bid.

Delete Delete the bid. Only a bid that has not been submitted may be deleted.

2.2.2 Bid Input Page

Pressing the Place New Bid button opens the Bid Input page for the selected Event. An example of the Bid Input page is shown in Figure 18. From this page you can:



Select the Prime Contract Holder


Upload attachments

Figure 18: Bid Input Page - Subcontractor

All fields displayed on the Bid Input page are described in Table 25. All buttons, action icons, and navigational elements are described in Table 26.

Table 25: Bid Input Page – Fields - Subcontractor

Field Description Prime Select the Prime for whom you are bidding.

Comments Add any additional comments you want to submit with the bid up to 1000 characters.

Attachments Open the Manage Bid Attachments page. From this page files may be uploaded as bid attachments.

Table 26: Bid Input Page - Buttons & Controls - Subcontractor

Button/Control Description Add/Manage Attachments Opens the Manage Bid Attachments page. From this page files may be

uploaded as bid attachments.

Save As Draft Saves, but does not submit the bid information that has been entered up to this point. Returns the user to the Bid Event Details page. The draft bid appears at the top of the list of bids. The following informational message appears: Please note: Your company has a DRAFT bid in process that has not yet been submitted

Submit Finalized Bid Submits the bid. You must accept the following legally binding agreement before submitting a finalized bid: By submitting this bid, you are legally binding your company to this submission. Please note that any resubmission MUST include a complete submission of your entire proposal.

Cancel Cancels the bid 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.

2.3.1 Bid Input Page

Pressing the Place New Bid button opens the Bid Input page for the selected Event. The Place New Bid page will appear exactly as described for a Prime Contract Holder in Section 2.1.2.5. The exception is that the Prime Contract Holder acting as a Subcontractor cannot submit pricing information. The Enter Pricing Info button exists, but is disabled when another vendor is selected from the Prime dropdown list. Any pricing information entered before the Enter Pricing Info button is disabled will be disregarded by the system.

After a Prime Contract Holder submits a bid as a Subcontractor, the bid is displayed on the View Event Details page. The bid appears in the Bids section of this page. Figure 19 below shows the Bids section of the View Event Details page where a Prime Contract Holder has submitted bids as a Subcontractor.

Figure 19: Bid Input Page - Bids Section - Prime as Sub

In example above the Bidder, Prime MAC User works for the company Prime Contractors, Inc. Prime Contractors, Inc. and Aquilent, Inc. are both Prime Contract Holders.

Prime Contractors, Inc submitted all of these bids.

For those bids where Prime Contractors, Inc. (a Prime Contract Holder) submitted the bid as a Subcontractor to Aquilent, Inc., the Amount column contains a “-“ and Aquilent, Inc. is listed as the Prime Company.


July 29, 2005 SeaPort Vendor Portal User Guide: Invitations 34

3 Invitations Registration is required to use the SeaPort Bid System. Vendors have the ability to invite additional users within their company to register in the system. Although not strictly mandated, vendors 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 9.1.1.6 for additional details).

3.1 Invitation Listing

Users with the Inviter role will see the Invitation tab as shown in Figure 20. 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 27. All buttons, action icons, and navigational elements are described in Table 28.

Figure 20: Invitation Listing Page

Table 27: Invitation Listing Page – Fields

Field Invitation Listing Description Has Registered Choose Yes or No.



Field Invitation Listing Description Approval Status (filter)

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.

E-mail Address 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.

Invited By The display name of the user that invited the invitee.

Company 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 [email protected].

Date Invited The date the invitation was issued.

Has Registered? Has the invitee completed the registration application (yes/no)?

Approval Status (listing)

See “Approval Status (filter)” for description of meanings.

Table 28: Invitation Listing Page - Buttons & Controls

Button/Control Description Send New Invitation Opens the Send Invitation page. The Send Invitation page is described in

Section 3.2.

Filter 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.

Show All All filters are cleared. Pressing this button will display all invitations in the system that you are authorized to review.

Review Account Opens the Account Review page. The Account Review page is described in Section 3.3.

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.

3.2 Send Invitation

Clicking on the Send New Invitation button opens the page shown in Figure 21. 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 29. All buttons, action icons, and navigational elements are described in Table 30.



Figure 21: Send Invitation Page

Table 29: Send Invitation Page – Fields

Field Invitation Listing Description E-mail Address 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.

E-mail Verification Must match E-mail Address entered in primary E-mail field.

Company 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 [email protected]. This value is pre-filled and is not editable. You may only invite other individuals within your company.

Category(ies) Choose SeaPort I, SeaPort Enhanced, or both 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.

Additional Message

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 30: Send Invitation Page - Buttons & Controls

Button/Control Description Preview Previews the e-mail message that the system will send to the invitee.

Send Invitation Sends the invitation to the invitee via e-mail and returns the user to the Invitation Listing page.

Cancel Cancels without inviting the invitee and returns the user to the previous page



3.3 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 20). In order to review a registration and approve it, the user will need to have the User Approver role (see Section 9.1.1.6).

Clicking the Account Review button opens the page shown in Figure 22. 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. If it necessary to unlock the review and revert the approval status back to “Pending” so that another company approver can proceed, please contact [email protected]. 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 pre-selected 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 9.1.1.6).

Assign access to specific contract(s) if your company holds a prime award (see Section 9.1.1.8).

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 31. All buttons, action icons, and navigational elements are described in Table 32.



Figure 22: Account Review Page



Table 31: Account Review Page – Fields

Field Invitation Listing Description Action Choose from the following:

Approve: Approve the invitee registration and make the user active. Reject: Do not approve the invitee registration.

This field is required.

Security Group Assign a security group to the invitee. Choose a value from the drop-down list. There will typically only be one value here, and it will reflect the name of your company. This field is required.

Category(ies) Choose SeaPort I or SeaPort Enhanced 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.

Roles Lists the roles (see Section 9.1.1.6) 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.

Contracts Lists the contracts (see Section 9.1.1.8) 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).

Explanation 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.

Table 32: Account Review Page - Buttons & Controls

Button/Control Description Assign Click the Assign button to select roles (Section 9.1.1.6) and contracts

(Section 9.1.1.8) for the invitee.

Preview Previews the e-mail message that the system will send to the invitee.

Submit Completes the account approval or rejection process; returns the user to the Invitation Listing page.

Cancel Cancels without completing the account approval or rejection process and returns the user to the Invitation Listing page.


July 29, 2005 SeaPort Vendor Portal User Guide: TOPE 40

4 TOPE The Bid Event system offers MAC Contractors the ability to view and respond to Task Order Performance Evaluations. Performance Evaluations are generated by the Task Order Manager within the Seaport system and are accessible from the Bid Event system. Prime MAC Contractors with the TOPE Review role have access to the Task Order Performance Evaluations from the TOPE tab. Subcontractors do not have access to the TOPE tab.

4.1 TOPE Summary Page

An example of the TOPE Summary page is shown in Figure 23. From this page you can see a listing of each TOPE that have been completed.

Figure 23: TOPE Summary Page

There are no user-editable fields displayed on the TOPE Summary page. The column headings used in the TOPE Summary list are described in Table 33. All buttons, action icons, and navigational elements are described in Table 34.

Table 33: TOPE Summary Page - Fields

Field Description TO Number The system-generated Task Order identifier.

Eval. Number The system-generated evaluation identifier.

Date From The period of performance start date.

Date To The period of performance end date.

Avg. Rating An average of the numerical performance rating data.

Status Locked or Open.

Response Due Date The date after which responses will not be accepted.

Table 34: TOPE Summary Page - Buttons & Controls

Button/Control Description Review Review the comments of an open TOPE and submit a response. The form appears as in

Figure 24.



Button/Control Description View View the details of a TOPE that has been submitted. The form appears as in Figure 25.

Note: A Response may not be submitted for a TOPE that is locked.

4.2 TOPE Details Page

An example of the TOPE Details page is shown in Figure 24. This image shows the form as it appears when accessed from the Review button. From this page you can view the details of a TOPE. You may also submit a response or save your comments in a draft form.

Figure 24: TOPE Details Page – Review

An example of the TOPE Details page is shown in Figure 25. This image shows the form as it appears when accessed from the View button. From this page you can view the details of a TOPE. You may not make any changes to the information.



Figure 25: TOPE Details Page – View

All fields displayed on the TOPE Details page are described in Table 35. All buttons, action icons, and navigational elements are described in Table 36.

Table 35: TOPE Details Page - Fields

Field Description Please provide response Write a text response to the TOPE. Maximum length is 4000 characters

including spaces and punctuation.

Table 36: TOPE Details Page - Buttons & Controls

Button/Control Description Save Draft Save, but do not submit, the response. Saving the response allows you to make

additional edits at a later time. Note: Only available when the TOPE Details page is accessed from the Review button.

Submit Submit your response as it appears in the textbox. Note: Only available when the TOPE Details page is accessed from the Review button.

Back Return to the previously viewed page.


July 29, 2005 SeaPort Vendor Portal User Guide: IRD 43

5 IRD The Bid 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 Bid 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 26. From this page you can view the details of any IRD, list messages, or create a new message.

Figure 26: 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 37. All buttons, action icons, and navigational elements are described in Table 38.

Table 37: IRD Summary Page - Fields


Headline The Headline given to the individual issue.

Rating Satisfactory or Unsatisfactory. A Rating is not issued until an issue is closed.

Status Open or Closed.

Date The date the issue was created.

Table 38: IRD Summary Page - Buttons & Controls

Button/Control Description View 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



Button/Control Description Create New Messages Create a new message. Opens the New Message page described in Section

5.3.1.

5.2 View IRD Issue Details Page

An example of the View IRD Issue Details page is shown in Figure 27. From this page you can view the details of any IRD.

Figure 27: 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 39. All buttons, action icons, and navigational elements are described in Table 40.

Table 39: IRD Issue Details Page - Fields


Issue Headline The headline under which these messages are grouped.

Status The current status of the issue. (Open or Closed)

Rating Satisfactory or Unsatisfactory. A Rating is not issued until an issue is closed

Comment Comments from the Task Order Manager (TOM).

Table 40: IRD Issue Details Page - Buttons & Controls


5.3 IRD Message Listing Page

An example of the IRD Message Listing page is shown in Figure 28. 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 28: 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 41. All buttons, action icons, and navigational elements are described in Table 42.

Table 41: IRD Message Listing Page - Fields


Issue Headline The headline under which these messages are grouped.

Subject The subject under which an individual message is grouped.

Submitted By The name of the person who submitted the issue.

Submitted Date The date the issue was submitted.

Status The current status of the issue. (Sent or Draft)

Comments The text of the individual issue or reply.

Table 42: IRD Message Listing Page - Buttons & Controls

Button/Control Description Create New Message Opens the Create New IRD Message page described in Section 5.3.1.


View Reply Opens the IRD Issue Details page described in Section 5.3.1.

Edit 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 5.3.1. The Edit button is only available for Draft messages.



Button/Control Description Delete 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.

Reply 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 5.3.1. The Reply can be saved, sent, or canceled.

5.3.1 View Reply

Selecting the View Reply button from the View IRD Message Details page opens the page shown in Figure 29. This page contains the text and status of the message issued by the vendor in response to an IRD issue.

Figure 29: IRD View Reply

5.4 Create New Message

An example of the Create New IRD Message page is shown in Figure 30. 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.



Figure 30: Create New IRD Message Page

All fields displayed on the Create New IRD Message page are described in Table 43. All buttons, action icons, and navigational elements are described in Table 44.

Table 43: Create New IRD Message Page - Fields


Issue Headline The headline under which this message is grouped.

Subject The subject of the message. Messages and responses are grouped by Subject.

Message The text of the message.

Table 44: Create New IRD Message Page - Buttons & Controls

Button/Control Description Save Draft Save the text that was entered, but do not submit the message.

Send Send the message.

Cancel Cancel sending the message. Text that has been entered is not saved.


July 29, 2005 SeaPort Vendor Portal User Guide: Small Business 48

6 Small Business The Bid Event system offers MAC Contractors the ability to fill out the SeaPort-e Task Order Subcontracting data entries for all Small Business types. Vendor users are able to enter the Subcontracting Actual data (both amounts and percentages) semi-yearly with respect to Task Order SLIN time periods and will receive an e-mail notification when these are open/due.

6.1 Small Business Subcontracting Summary

An example of the Small Business Subcontracting Summary page is shown in Figure 31. From this page you can view the details of any Task Order Small Business Subcontracting Data and edit the details of any Task Order Small Business Subcontracting Data where a response is required.

Figure 31: 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 45. All buttons, action icons, and navigational elements are described in Table 46.

Table 45: Small Business Subcontracting Summary Page - Fields


Response Due Date A response is required within 45 days of notification. This date is the last day of that 45 day period.

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 Task Order Due – There is a response required within 45 days of notification Submitted – The response has been sent for the required period Overdue – The response has not been received within 45 days of

notification Closed – All data within the TO SLIN period has been completed

Table 46: Small Business Subcontracting Summary Page - Buttons & Controls

Button/Control Description View Opens the Small Business Subcontracting Data Page described in Section 6.2.



Button/Control Description Edit Opens the Edit Small Business Subcontracting Data page described in Section

6.3. The Edit button is only available for Task Orders in with a Response Status of Due. Note: Only data in the current cycle can be edited. All other data is read-only.

6.2 Small Business Subcontracting Data Page

An example of the Small Business Subcontracting Data page is shown in Figure 32. From this page you can view the details of subcontracting data that have been entered to date.

Figure 32: Small Business Subcontracting Data

All fields displayed on the Small Business Subcontracting Data page are described in Table 47. All buttons, action icons, and navigational elements are described in Table 48.

Table 47: Small Business Subcontracting Data Page - Fields

Field Description Original Goals The Original Goals are taken from the Subcontracting Plan in SeaPort. These

goals are taken from the proposal data that was previously submitted.

Current Average The Current Average is the average of all of data from all the reporting periods for which data exists.

Comment The Comment is taken from the proposal data that was previously submitted.

SB Small Business Concerns

VOSB Veteran-Owned Small Business Concerns

SDVOSB Service-Disabled Veteran-Owned Small Business Concerns



Field Description HUBZSB HUBZone Small Business Concerns

SDB Small Disadvantaged Business Concerns

WOSB Women-Owned Small Business Concerns

Table 48: Small Business Subcontracting Data Page - Buttons & Controls

Button/Control Description Back 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 33 and Figure 34. From this page you can enter the small business subcontracting data or edit the details of small business subcontracting data that has been entered to date.

NOTE: Data for a reporting period may not be edited once it has been submitted.

Figure 33: Edit Small Business Subcontracting Data Details (top portion)



Figure 34: Edit Small Business Subcontracting Data Details (bottom portion)

All fields displayed on the Edit Small Business Subcontracting Data Details page are described in Table 49. All buttons, action icons, and navigational elements are described in Table 50.

Table 49: Edit Small Business Subcontracting Data Details Page - Fields

Field Description Percentage Value The actual percentage value for this item (SB, VOSB, SDVOSB, HUBZSB, SDB,

or WOSB) during the period indicated.

Dollar Amount The actual dollar amount for this item (SB, VOSB, SDVOSB, HUBZSB, SDB, or WOSB) during the period indicated.

Comments Enter additional comments to be included as part of the Small Business Subcontracting Data Details.

Table 50: Edit Small Business Subcontracting Data Details Page - Buttons & Controls

Button/Control Description Save Save changes.

Note: You will not be able to submit the data for this period again once you save it.

Cancel Return to the Small Business Subcontracting Summary page without saving changes.


July 29, 2005 SeaPort Vendor Portal User Guide: Teaming 52

7 Teaming The Bid 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 bids 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.

7.1 Teaming Listing Page

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. This list can be filtered by any combination of Contract Number, Prime Company, and Category. All fields displayed on the Teaming Listing page are described in Table 51. All buttons, action icons, and navigational elements are described in Table 52.

Figure 35: Teaming Listing Page

Table 51: Teaming Listing Page - Fields

Field Description Contract Number This is the contract number. Use * as a wildcard.

Prime Company Choose a prime company




Table 52: Teaming Listing Page – Buttons & Controls


filter criteria (Contract Number, Prime Company, and/or Category), 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 Pressing this button opens the View Contract Details page for the selected Contract. The View Contract Details page is described in Section.

List Sub-Companies

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.

Create Teaming Request

Opens the Teaming Request Input page. The Teaming Request Input page is described in Section 7.2.1.

View Teaming Requests

Opens the Teaming Request Listing page. The Teaming Request Listing page is described in Section 7.2.2.

Previous 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.

Next 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 bid 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.



Table 53: View Contract Details Page – Fields

Field Description Category This will be either SeaPort-I or SeaPort Enhanced.

Prime Company The company that holds the contract.

Contract Number

The contract number assigned to the contract

Table 54: View Contract Details Page – Buttons & Controls

Button/Control Description List Users Opens the List Users page, which will present a list of list of users associated with the

contract.

Manage Users Opens the Select Users for Contract page, which allows a user to add/remove users to/from this contract.

List Sub-Companies

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.

7.1.2 Sub-Company Listing Page

The Sub-Company Listing page provides the list of companies that are authorized to place teaming partner bids on a company’s behalf. This only applies to contract vehicles that enforce sub-company 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 53. All buttons, action icons, and navigational elements are described in Table 54.

Table 55: Sub-Company Listing Page - Fields

Field Description Duns The DUNS number of the sub-company.

Company Name The name of the sub-company. You can use * as a wildcard character when filtering.

WebSite URL The website of the sub-company.

Table 56: Sub-Company Listing Page – Buttons & Controls


filter criteria (Duns and/or Company Name), 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 sub-companies in the system associated with your company’s contract.



Button/Control Description

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.

Previous 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.

Next 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.


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.



Figure 38: Teaming Request Listing Page



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 - Fields

Field Description Approval 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.

Last Updated From Used to find all requests that were updated on or after this date.

Last Updated To Used to find all requests that were updated on or before this date.

Prime Company The company making the request

Contract Number The contract number that the proposed team member should be associated with.

Requestor The name of the user making the request

Proposed Team Member

The name of the company requested to be able to submit teaming partner bids on behalf of your company

Last Updated The date the request was last updated

Status 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


Table 58: Teaming Request Listing Page – Buttons & Controls


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.

Show All All filters are cleared. Pressing this button will display all teaming requests.

View Opens the Teaming Request Details page. The Teaming Request Details page is described in Section.

Edit Opens the Teaming Request Input page. The Teaming Request Input page is described in Section. Only requests in Draft can be edited.

Clone 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

Delete Deletes the teaming request. Teaming requests can only be deleted if they are in Draft or Pending Review.



Button/Control Description

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.

Previous 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.

Next 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.


Create Teaming Request

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.



Figure 39: Teaming Request Input Page



Figure 40: Teaming Request Input Page – continued

Table 59: Teaming Request Input Page – Fields

Field Description



Field Description Team Member (drop down)

Select your team member’s company name if it already exists in the list.

Team Member (text box)

Type in the full legal name of team member’s company as it would appear on a contract (e.g,. Acme Services, Inc.)

Existing SeaPort-e Prime

Indicate if the team member currently holds a SeaPort-e prime contract (Yes/No/Don’t Know)

Contract The prime contract that the team member should be associated with

Address Street address of team member’s primary location

City City of team member’s primary location

State State of team member’s primary location

ZIP 5 + 4 ZIP code of team member’s primary location

CAGE Code The team member’s CAGE code

DUNS The team member’s DUNS number

EPOC First Name

EPOC Last Name

EPOC E-mail

Confirm EPOC E-mail

EPOC Phone Number

Alternate EPOC First Name

Alternate EPOC Last Name

Alternate EPOC E-mail

Confirm Alternate EPOC E-mail

Alternate EPOC Phone Number

The E-Business Point-of-Contact (EPOC) is authorized to represent the company in contractual matters (e.g,. Submitting proposals, accepting Task 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.

Large Business

Small Business

Small Disadvantaged Business

Woman-Owned Business

HUB Zone Representation

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.



Field Description Veteran-Owned Small Business

Service Disabled Veteran Owned

Emerging Small Business

8(a) Program

Business Size Select the appropriate value from the drop down. If a large business, just select “(U) Over $17 million”

Average annual revenue exceeded $23M for the last three years?

Technical Capability Description of team member’s technical capabilities

Tasking Task that team member’s will Perform

Functional Area(s) Functional Area of the SOW that team member’s will perform

Subcontracting Goal Impact

Impact of adding team member’s in meeting Subcontracting Goals

Past Performance List Past Performance of the proposed team member and customer names and phone numbers

Table 60: Teaming Request Input Page – Buttons & Controls

Button/Control Description ? Displays additional information relevant to the associated field.

Save As Draft Saves all of the information in the form and sets the Status of the request to Draft.

Submit For Review

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.

Cancel 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 59. All buttons, action icons, and navigational elements are described in Table 60.



Figure 41: Teaming Request Details Page

Table 61: Teaming Request Details Page – Fields

Field Description



Field Description Requestor The name of the person making the request

Company Name The name of the prime company making the request

Contract The prime contract that the requested team member should be associated with

Request Status 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


Date Updated When the request was last updated

Date Submitted When the requestor submitted the request for review

Team Member Name

The full legal name of team member’s company as it would appear on a contract (e.g,. Acme Services, Inc.)

Existing SeaPort-e Prime

Indicates if the team member currently holds a SeaPort-e prime contract (Yes/No/Don’t Know)

Address Street address of team member’s primary location

City City of team member’s primary location

State State of team member’s primary location

Zip Code 5 + 4 ZIP code of team member’s primary location

CAGE Code The team member’s CAGE code

DUNS The team member’s DUNS number

EPOC Name

EPOC E-mail

EPOC Phone Number

Alternate EPOC Name

Alternate EPOC E-mail

Alternate EPOC Phone Number

The E-Business Point-of-Contact (EPOC) is authorized to represent the company in contractual matters (e.g,. Submitting proposals, accepting Task 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.

Large Business

Small Business

Small Disadvantaged Business

Woman-Owned Business

Identifies the business classifications assigned on the Teaming Request Input page.



Field Description HUB Zone Representation

Veteran-Owned Small Business

Service Disabled Veteran Owned

Emerging Small Business

8(a) Program

Business Size Select the appropriate value from the drop down. If a large business, just select “(U) Over $17 million”

Average annual revenue exceeded $23M for the last three years?

Technical Capability Description of team member’s technical capabilities

Tasking Task that team member’s will Perform

Functional Area(s) Functional Area of the SOW that team member’s will perform

Subcontracting Goal Impact

Impact of adding team member’s in meeting Subcontracting Goals

Past Performance List Past Performance of the proposed team member and customer names and phone numbers

Table 62: Teaming Request Details Page – Buttons & Controls

Button/Control Description Back Returns to the previous page


July 29, 2005 SeaPort Vendor Portal User Guide: Reports 67

8 Reports Clicking on the Reports navigation tab will open the Reports page as shown in Figure 42. 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 42: 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 Reports are shown in Figure 43 and Figure 44.



Figure 43: SeaPort-I Task Order Award Report



Figure 44: SeaPort Enhanced Task Order Award Report



8.2 Advanced Planning Report

Figure 45: Advanced Planning Report

8.3 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 46.



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 46, there are 8 roles assigned to PrimeUser.

Figure 46: Roles By User Report – Show All

All fields displayed on the Roles By User Report page are described in Table 63. All buttons, action icons, and navigational elements are described in Table 64.

Table 63: Roles By User Report - Fields

Field Description 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



Table 64: Roles By User Report – Buttons & Controls


filter criteria (Role Name, and/or Security Group), 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 users.


8.4 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 47.

The first line in the report describes the role: “Bid / IRD Reviewer (IRD)”. “Bid” refers to the application that the role belongs to. “IRD Reviewer” is the name of the role. “IRD,” 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 47, there is only 1 user assigned to IRD Reviewer role.



Figure 47: Users By Role Report – Show All

All fields displayed on the Users By Role Report page are described in Table 65. All buttons, action icons, and navigational elements are described in Table 66.



Table 65: Users By Role Report - Fields

Field Description 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

Table 66: Roles By User Report – Buttons & Controls


filter criteria (Role Name, and/or Security Group), 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 roles.



July 29, 2005 SeaPort Vendor Portal User Guide: Admin 75

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 48. The Admin page is shown by default and provides access to the available administrative functions.

Figure 48: Admin Tab

All fields displayed on the Admin page are described in Table 67. All buttons, action icons, and navigational elements are described in Table 68.

Table 67: Admin Page - Fields

Field Description <none> n/a

Table 68: Admin Page - Buttons & Controls

Button/Control Description List Users Opens the List Users page and views the users in the system who are

associated with your company. The List Users page is described in Section 9.1.1.

List Contracts 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 9.1.2.

9.1.1 List Users

Clicking on the List Users button on the Admin tab will open the List Users page as shown in Figure 49. The List Users page shows all the users whose details you may view, and whose access rights you may manage.



Figure 49: List Users Page

All fields displayed on the List Users page are described in Table 69. All buttons, action icons, and navigational elements are described in Table 70.

Table 69: List Users Page - Fields

Field Description UserName A username used to log onto the system.

Full Name A user’s last name, first name.

First Name A user’s first name.

Last Name A user’s last name.

E-mail A user’s e-mail address.

Company Ignore – vendor administrators will only see users from their company/security group.

Security Group Ignore – vendor administrators will only see users from their company/security group.

Password Never Expires

Choose Yes or No: Yes: users whose password never expires. No: users whose password expire after a system-determined time period.

Note: By default, all users in the system have “No” for this field.



Field Description Active 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).

Locked 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

Ignore – not relevant for vendor administrators.

Exclude User Type Ignore – not relevant for vendor administrators.

Table 70: List Users Page - Buttons & Controls


Filter 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.

Show All All filters are cleared. Pressing this button will display all users in the system that you are authorized to view.

Previous 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.

Next 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.

View Opens the View User Details page. The View User Details page is described in Section 9.1.1.1.

Reset Password Opens the Reset Password page. The Reset Password page is described in Section 9.1.1.2. This function resets the user’s password to a system-generated random one that is e-mailed to the user.

9.1.1.1 View User Details

The View User Details page is shown in Figure 50 and Figure 51. The View User Details page presents information entered by the user during registration or user profile updates (see Section 10). It also provides access to the set of actions that may be performed on the user’s account.



Figure 50: View User Details Page (top portion)



Figure 51: View User Details Page (bottom portion)

All fields displayed on the View User Details page are described in Table 71. All buttons, action icons, and navigational elements are described in Table 72.

Table 71: View User Details Page - Fields

Field Description User Name The account name used to log onto the system.

Display Name How the user’s name is displayed in the system.

Full Name Last Name, First Name

E-mail 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.

Active Is the account active (enabled) or not?

Locked Is the account locked or not?

Password Never Expires

Is the account’s password set to never expire?

User Type Ignore – always Vendor for vendor users.

Title The user’s job title.

Company The name of the user’s company.

Division The name of the user’s division (if applicable).



Field Description Security Group Ignore - (should match company name).

Address The street, city, state and zipcode for the user’s location.

Work Phone The user’s work telephone number.


Fax The user’s work fax number.

Time Zone The time zone at the user’s location.

Terms and Conditions Accepted

Has the user accepted the system use Terms and Conditions?

<List of Roles> Contains the same content as the List Roles for User page. The List Roles for User page is described in Section 9.1.1.6. This area lists the roles currently assigned to the user’s account.

<List of Bid Groups> See Section 9.1.1.7 for more information on Bid Groups. This area lists the bid groups to which the user’s account belongs.

<List of Contracts> See Section 9.1.1.8 for more information on Contracts. This area lists the contracts currently assigned to the user’s account.

Table 72: View User Details Page - Buttons & Controls

Button/Control Description Back Returns to the previously viewed page.

Reset Password Opens the Reset Password page. The Reset Password page is described in Section 9.1.1.2. This function resets the user’s password to a system-generated random one that is e-mailed to the user.

Request Password Change

Opens the Request Password Change page. The Request Password Change page is described in Section 9.1.1.3. This function flags the user’s account to require the user to change his/her password upon the next successful login.

Deactivate Opens the Deactivate User page. The Deactivate User page is described in Section 9.1.1.4. This function disables the user’s account from further access or e-mail notification.

Activate Opens the Activate User page. The Activate User page is described in Section 9.1.1.4. This function re-enables access and e-mail notification for the user’s account.

Lock Opens the Lock User page. The Lock User page is described in Section 9.1.1.5. This function locks a user from logging into the system. The user continues to receive email notifications.

Unlock Opens the Unlock User page. The Unlock User page is described in Section 9.1.1.5. This function unlocks a user’s account to allow logins.

Manage Roles Opens the Select Roles for User page. The Select Roles for User page is described in Section 9.1.1.6.

Manage Bid Groups Opens the Select Bid Groups for User page. The Select Bid Groups for User page is described in Section 9.1.1.7. Note: Vendor administrators are not permitted to modify bid groups assignments at this time.



Button/Control Description Manage Contracts Opens the Select Contracts for User page. The Select Contracts for User

page is described in Section 9.1.1.8.

View Opens a View Details page that is appropriate for the particular content type (Role, Bid Group, or Contract).

9.1.1.2 Reset Password

The Reset Password page is shown in Figure 52. 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.

Figure 52: Reset Password Page

All fields displayed on the Reset Password page are described in Table 73. All buttons, action icons, and navigational elements are described in

Table 74.

Table 73: Reset Password Page - Fields

Field Description <all fields on page> All fields on this page are described on the View Details page (see Section

9.1.1.1).



Table 74: Reset Password Page - Buttons & Controls


Reset Resets the user’s password with a system-generated password that is e-mailed to the user. The account is also unlocked automatically.

9.1.1.3 Request Password Change

The Request Password Change page is shown in Figure 53. 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 53: Request Password Change Page

All fields displayed on the Request Password Change page are described in Table 75. All buttons, action icons, and navigational elements are described in Table 76.

Table 75: Request Password Change Page - Fields


9.1.1.1).

Table 76: Request Password Change Page - Buttons & Controls




Request Password Change

Flag the account to prompt and require the user to change the password upon the next successful login.

9.1.1.4 Deactivate/Activate User

The Deactivate User and Activate User pages are shown in Figure 54 and Figure 55. 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 54: Deactivate User Page



Figure 55: Activate User Page

All fields displayed on the Deactivate User and Activate User pages are described in Table 77. All buttons, action icons, and navigational elements are described in Table 78.

Table 77: Deactivate/Activate User Pages - Fields


9.1.1.1).

Table 78: Deactivate/Activate User Pages - Buttons & Controls


Deactivate Disables the user’s account from further access or e-mail notification.

Activate Re-enables access and e-mail notification for the user’s account.

9.1.1.5 Lock/Unlock User

The Lock User and Unlock User pages are shown in Figure 56 and Figure 57. The Lock User page provides the ability to lock a user’s account. Locking an account keeps the account active, but disallows further logins. A locked user account continues to receive e-mail notifications. The system will automatically lock an account if the user fails too many login attempts. 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 9.1.1.2) since the majority of locked accounts occur as a result of failed login attempts.



Figure 56: Lock User Page

Figure 57: Unlock User Page



All fields displayed on the Lock User and Unlock User pages are described in Table 79. All buttons, action icons, and navigational elements are described in Table 80.

Table 79: Lock/Unlock User Pages - Fields


9.1.1.1).

Table 80: Lock/Unlock User Pages - Buttons & Controls


Lock Locks the user’s account from further login access. The user continues to receive e-mail notification.

Unlock Unlocks the user’s account and restores login access.

9.1.1.6 List/Select Roles for User

The List of Roles for User and Select Roles for User pages are shown in Figure 58 and Figure 59.

The List of Roles for User page presents the roles that are currently assigned to the user’s account.

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 81 is generally available for assignment by the vendor 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 58: List of Roles for User Page



Figure 59: Select Roles Page

Table 81: Role Descriptions

Role Name Role Description 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 9.1.2) by default.

Vendor User (Bidder) Grants general access to Event functionality. The user can view and submit bids as a prime if he/she has access to the company’s prime contract(s) (see Section 9.1.1.8). The user can view and submit bids as a sub to one of the company’s teaming partners that have a prime contract. This role is functionally equivalent to having the “Vendor User (Prime Bidder)” and “Vendor User (Sub Bidder)” roles.

Vendor User (Non-Bidder) Grants general access to Event functionality. Cannot view bid information or submit bids.

Vendor User (Prime Bidder) Grants general access to Event functionality. The user can view and submit bids as a prime if he/she has access to the company’s prime contract(s) (see Section 9.1.1.8).



Role Name Role Description

Vendor User (Sub Bidder) Grants general access to Event functionality. The user can view and submit bids as a sub to one of the company’s teaming partners that have a prime contract.

User Inviter 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.

User Approver 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.

TOPE Reviewer Grants access to the TOPE tab (see Section 4)

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).

Vendor Admin Grants access to the Admin tab (see Section 7).

All fields displayed on the List of Roles for User and Select Roles for User pages are described in Table 82. All buttons, action icons, and navigational elements are described in Table 83.

Table 82: List of Roles/Select Roles for User Pages – Fields

Field Invitation Listing Description Role Name The name of the role.

Description A short description of the role.

Code Not applicable for Vendor Users. Please ignore.

Active Not applicable for Vendor Users. Please ignore.

Module Not applicable for Vendor Users. Please ignore.

Table 83: List of Roles/Select Roles for User Pages - Buttons & Controls

Button/Control Description Filter Filtering reduces the amount of data that is displayed in the list.

Note: It is not necessary for a vendor user to filter roles and this function is not really applicable for the vendor’s use.

Show All All filters are cleared. Pressing this button will display all roles in the system that you (the managing user) are authorized to assign.

All Pressing this button in the list header selects all role checkboxes.

None Pressing this button in the list header clears/de-selects all role checkboxes.





Button/Control Description View Opens a page with a description of the role

List Users Opens a page listing the users who have the particular role.

Submit Saves changes to role assignment and returns to the previous page.

Cancel Cancels without completing the role assignment process and returns the user to the previous page.

9.1.1.7 List/Select Bid Groups for User

This feature is not currently available for manual changes because the system maintains bid group membership. New users are automatically assigned to the bid 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 bid 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 bid group for the additional zones.

Bid groups are collections of registered users that make it easy for NAVSEA to invite users to events as well as notify via e-mail. Currently, the system has bid groups defined for:

SeaPort I and SeaPort-e primes and subs

SeaPort-e zones (each zone, primes and subs)

Each company that holds a SeaPort I or –e prime contract

Individual users belong to one or more bid groups.

9.1.1.8 Select Contracts for User

Clicking the Assign button for Contracts opens the page shown in Figure 60. The Select Contracts 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 page are described in Table 84. All buttons, action icons, and navigational elements are described in Table 85.



Figure 60: Select Contracts Page

Table 84: Select Contracts Page – Fields

Field Invitation Listing Description Contract Number

The prime contract number.

Prime Company The prime contract holder. This should be your company.

Category SeaPort I or SeaPort Enhanced depending on the MAC contract vehicle.

Table 85: Select Contracts Page - Buttons & Controls


Note: It is not necessary for a vendor user to filter contracts and this function is not really applicable for the vendor’s use.

Show All 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.

All Pressing this button in the list header selects all contract checkboxes.

None Pressing this button in the list header clears/de-selects all contract checkboxes.



Submit Saves changes to contract assignment and returns to the previous page.

Cancel Cancels without completing the contract assignment and returns the user to the previous page.



9.1.2 List Contracts

Figure 61: List Contracts Page

All fields displayed on the List Contracts pages are described in Table 86. All buttons, action icons, and navigational elements are described in Table 87.

Table 86: List Contracts Page – Fields

Field Description Contract Number This is the contract number. Use * as a wildcard.

Prime Company Choose a prime company


Table 87: List Contracts Page – Buttons & Controls


filter criteria (Contract Number, Prime Company, and/or Category), 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.



Button/Control Description View 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.

Previous 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.

Next 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.

9.1.2.1 View Contract Details

For a description of the View Contract Details page, please see Section 7.1.1.

9.1.2.2 List/Select Users for Contract

The List of Users for Contract and Select Users for Contract pages are shown in Figure 62 and Figure 63.

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 bids.



Figure 62: List of Users for Contract Page

Table 88: List Users For Contract Page – Fields

Field Description <all fields on page> All fields on this page are described on the List Users page (see Section 9.1.1).

Table 89: List Users For Contract Page – Buttons & Controls

Field Description <all buttons & controls on page>

All buttons & controls on this page are described on the List Users page (see Section 9.1.1).



Figure 63: Select Users For Contract Page

Table 90: Select Users For Contract Page – Fields

Field Description <all fields on page> All fields on this page are described on the List Users page (see Section 9.1.1).

Table 91: Select Users for Contract Page - Buttons & Controls


Note: It is not necessary for a vendor user to filter users and this function is not really applicable for the vendor’s use.

Show All All filters are cleared. Pressing this button will display all users in the system that you (the managing user) are authorized to assign.

All Pressing this button in the list header selects all user checkboxes.

None Pressing this button in the list header clears/de-selects all user checkboxes.



Button/Control Description Previous 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.


Submit Saves changes to role assignment and returns to the previous page.

Cancel Cancels without completing the role assignment process and returns the user to the previous page.


July 29, 2005 SeaPort Vendor Portal User Guide: My Profile 96

10 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.

10.1 User Input page

An example of the Edit Your Profile page is shown in Figure 64. From this page you can view the details of your profile, submit profile changes, or change your password.

Figure 64: Edit Your Profile Page

All fields displayed on the Edit Your Profile page are described in Table 92. All buttons, action icons, and navigational elements are described in Table 93.



Table 92: Edit Your Profile Page - Fields

Field Description User Name This field contains the username you use to log onto the system. This field

is not editable.

Display Name This is generally your full name. This is how your name is displayed in the system.

First Name Your first name.

Middle Initial Your middle initial.

Last Name Your last name.

E-mail 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.

Title Your job title.

Company The name of your company. This field is not editable.

Division The name of your division.

Security Group Administrative use only (should match company name). This field is not editable.

Address The street address for your company.

City The city part of your company’s address.

State The state part of your company’s address.

ZIP Code The ZIP Code part of your company’s address.

Work Phone Your work telephone number.


Fax Your work fax number.

Time Zone The time zone at your location. NOTE: Password fields are only used to change your password.

Current Password The password you currently use to log onto the system.

New Password Type the new password you want to use.

Verify Password Retype the new password you want to use.

Table 93: Edit Your Profile Page - Buttons & Controls

Button/Control Description Manage E-Mail Preferences Open the E-Mail Preferences page. E-Mail Preferences page is described

in Section 10.1.1.3

Submit Submit your changes.

Cancel Return to the previous page without saving changes.

10.1.1.1 Updating user information

Follow these steps to update your profile information.

Log into the Bid 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.

10.1.1.2 Changing Password

Follow these steps to update your profile information.

Log into the Bid 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.

10.1.1.3 E-Mail Preferences

As mentioned in more detail in Section 9.1.1.7, since bid 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 bid groups for the purpose of e-mail notification. You will still retain access to the events associated with bid groups in which you are a member. An example of the E-Mail Preferences page is shown in Figure 65.

For the example above, you might uncheck all but the two Zone 7 bid groups.

TIP: 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)” bid groups as these are used to broadcast notifications to the MAC community.

There are two types of bid groups:

Company Bid Groups – membership is based on the users in a specific company. Each prime contract holding company has a Company Bid Group. This facilitates NAVSEA communication with specific prime contract holders for Task Order and Task Order Modification awards.

Ad-hoc Bid 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.



Figure 65: E-Mail Preferences Page

All fields displayed on the E-Mail Preference page are described in Table 94. All buttons, action icons, and navigational elements are described in Table 95.

Table 94: E-Mail Preferences Page - Fields

Field Description Bid Group Name Descriptive name of the bid group.

Category Bid group is associated with SeaPort I or SeaPort Enhanced users.



Table 95: E-Mail Preference Page - Buttons & Controls

Button/Control Description All Pressing this button in the list header selects all checkboxes.

None Pressing this button in the list header clears/de-selects all checkboxes.

Previous Should the 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.

Next Should the 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.

Submit Saves changes and returns to the previous page.

Cancel Return to the previous page without saving changes.

Documents

SeaPort Vendor Portal User Guide 3 SeaPort Vendor Portal User Guide, v.1.1, July 29, 2005 July 29, 2005 SeaPort Vendor Portal User Guide: Table of Contents ii Table of Contents