36C78618R0051-006.pdf

eCMS v4.2

External Vendor’s Guide April 2011

GUIDE FOR VENDORS

ON

HOW TO USE THE VA ECMS VENDOR PORTAL

VA eCMS Vendor Portal (The operational, production version of the VAeCMS Vendor Portal containing official data):

https://www.vendorportal.ecms.va.gov/eVP

This document includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed -- in whole or in part -- for any purpose other than its intended purpose. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets herein.

https://webmail.aquilent.com/exchweb/bin/redir.asp?URL=https://www.vendorportal.ecms.va.gov/eVP

The VA Electronic Contract Management System (VAeCMS) is a comprehensive tool used by VA Acquisition staff to create and manage VA acquisitions. VAeCMS is used to manage the full acquisition lifecycle, including the announcement of solicitations to vendors and the receipt of vendor responses. There are three announcement mechanisms in VAeCMS. VA Acquisition staff will continue to post announcements for full and open competition to FedBizOpps which will now also be available for review, download, and response by vendors via the Vendor Portal. Solicitations for federal supply schedule acquisitions may be posted to e-Buy, will not be available for review via the Vendor Portal and finally, limited competition acquisitions may be announced directly on the Vendor Portal for review, download and response by invited vendors.

Addtionally, there is a link to the VA Forecast of Contracting Opportunites (FCO) reports available via the Vendor Portal.

This guide provides vendors with information on how to obtain a vendor account and how to log into the Vendor Portal. There are also instructions on how to edit a vendor user’s profile once logged in and instructions for viewing the FCO reports. There is access to additional help documentation to assist vendors with using the VA eCMS Vendor Portal to download solicitations and submit responses once a vendor user logs into the portal.

Contact the VA Acquisition Systems Helpdesk via email at VA.Acquisition.Systems@va.gov or via phone at (877) 634-3739

Access the New User Help Documents link on the Login Page

Access the tab after logging into the Vendor Portal

Page

Obtaining a Vendor Account 1

Editing Your Account Profile 3

Viewing FCO Reports 4

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document. i mailto:VA.Acquisition.Systems@va.gov

Before you can view solicitations on the vendor portal you must first register for an account. You can register for an account by going directly to the vendor portal. On the homepage of the vendor portal, there is a link to “request an account”. Upon submitting the request form, a vendor administrator will receive a notification that a request has been submitted with instructions to “activate” your user account. You must also print and sign the VA Rules of Behavior Document and forward to the appropriate authorizing agent. The VA Rules of Behavior Document is also available on the Vendor Portal home page.

Step 1:

Go to the link for the eCMS Vendor Portal:

Click on .

Complete the required fields on the user request form and click .

NOTE: There are two types of Vendor User Accounts

• There are Standard User accounts. Most users will have standard user accounts, which allow for viewing and responding to solicitations. Standard user accounts have no administrative privileges.

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• There are also Administrative Accounts, which have permission to setup and edit

Standard User accounts for users in their respective company who need to access the eCMS Vendor Portal. Administrative Accounts can also view and respond to solicitations. Typically each company will have only one Administrative Account.

• If you cannot determine who the eCMS Administrator is within your company, feel free to contact the VA Acquisition Systems Helpdesk via email at VA.Acquisition.Systems@va.gov or via phone at (877) 634-3739.

• If you are requesting an Administrator Account, be sure to enter a check mark in the selection field.

Step 2:

From the Vendor Portal homepage, click on the link to download the document.

Print, read, and sign the document.

Fax/Scan the signed document to the eCMS Administrator or the administrator for your company.

Step 3:

Once you have been notified that your account is active, access the Vendor Portal by doing the following:

Entering the User Name and Password that you established when you requested your account.

Click on “Log In”.

Congratulations! You have successfully logged onto the VA eCMS Vendor Portal.

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As a user of the VA eCMS Vendor Portal, you have the ability to update certain information in your user account profile. It is suggested that you access your account profile to at least confirm that the email address is correct, as this is the address to which notifications about solicitations will be sent. This process steps you through how to access and update your VA eCMS Vendor Portal user account profile.

Log on to the VA eCMS Vendor Portal (via https://www.vendorportal.ecms.va.gov);

Click on the tab.

Step 2:

Confirm/Update the information.

NOTE: The red asterisks denote required fields;

Click on to save any changes or back out of the user profile screen by hitting the to close without saving changes.

NOTE: Be sure to confirm your email address.

VAeCMS will use the email address in your account profile to send notifications of solicitations to which your company has been invited to respond.

Congratulations! You have successfully updated your VA eCMS Vendor Portal account profile.

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document. Page 3 https://www.vendorportal.ecms.va.gov/VP/

You will be able to review the current fiscal year’s Forecast of Contracting Opportunities for the VA by clicking on the FCO Reports Link. The FCO Reports are filterable in a variety of different ways. This process steps you through how to view the FCO Reports via the VA eCMS Vendor Portal.

Note: These are the same reports viewable to the general public via the Office of Small Disadvantaged Business Utilization (OSDBU) website.

Go to the VAeCMS Vendor Portal Login screen (via https://www.vendorportal.ecms.va.gov)

Step 2:

Click the link under

Pane to the right of User Name and Password section.

Step 3:

Select the desired query from the links on the left Navigation Pane.

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Step 4:

Based on the Query selected in step 3, enter additional filtering details.

Click on .

Note: Once a report is generated, you may save the report in a variety of file formats and/or print the report.

Congratulations! You have successfully executed a VA Forecast of Contracting Opportunities report.

VA eCMS Vendor Guide prepared by:

Department of Veterans Affairs Office of Acquisition, Logistics and Construction

Enterprise Acquisition Systems Service (001AI-E) Please send comments to VA.Acquisition.Systems@va.gov

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How to Use the VA eCMS Vendor Portal