Vendor Portal Guide for Uploading Proposal.pdf
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- Solicitation number
- 36C78624Q0078
About this file
This document is a guide for vendors on how to publish solicitation documents to the Vendor Portal within the Electronic Contract Management System (eCMS). It outlines the steps for accessing the Automated Acquisition Management Solution (AAMS), selecting an existing solicitation, and publishing the document to the Vendor Portal. Key details include:
The document describes the process for Contracting Officers to post solicitation documents with limited competition to selected vendors for review and response. It covers accessing AAMS, publishing the solicitation document, selecting vendors, and sending email notifications to the selected vendors. The guide assumes the solicitation document has already been created, such as a Request for Proposal (RFP).
The related federal contract opportunity is for a Construction Project for Fiber Optic Extension at the Hampton National Cemetery in Hampton, VA. The Statement of Work summary indicates the contractor shall furnish all necessary tools, labor, materials, and equipment to perform the work. The period of performance is 120 calendar days from the Notice to Proceed.
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Text version
Vendor Portal – Publishing Solicitation Documents
June, 2018
Version 2.0
Enterprise Acquisition Systems (EAS) Service i Vendor Portal – Publishing Solicitation Documents Version 2.0
Revision History
Table 1: Document Change Control
Version Date Description Author
1.0 4/01/2011 Original unknown
2.0 06/01/2018 Complete update Lisa Baugher ii Vendor Portal – Publishing Solicitation Documents Version 2.0
Table of Contents
1. Introduction
1.1. Need Help
2. Access AAMS
2.1. Publish Solicitation Document to Vendor Portal
2.2. Access Existing Solicitation
3. Publish Documents
4. Publish Solicitation Document to Vendor Portal
4.1. Select Vendor(s)
4.2. Publish Solicitation Document
4.3. Email Notification Sent to Vendor(s)
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Vendor Portal – Publishing Solicitation Documents
1. Introduction
The Electronic Contract Management System (eCMS) Vendor Portal is a tool integrated with the Automated Acquisition Management Solution (AAMS), and used by Contracting
Officers to post solicitation documents that are limited competition to a selected group of
Vendors for their review and responses.
This guide assumes you have created a solicitation document and will walk you through the steps to post to Vendor Portal.
1.1. Need Help
For questions or further assistance using the Vendor Portal or AAMS, contact your eCMS
Application Coordinator or VA Acquisition Systems Help Desk at va.acquisition.systems@va.gov or (877) 634-3739.
For information on subjects not included in this guide, please access the Center for
Acquisition Resource Excellence (CARE) for additional User guides, and Training Resources.
http://eas.aac.dva.va.gov/sites/EAS/Portfolio/eCMS/SiteAssets/eCMS%20Application%20Coordinators.aspx http://eas.aac.dva.va.gov/sites/EAS/Portfolio/eCMS/SiteAssets/eCMS%20Application%20Coordinators.aspx mailto:va.acquisition.systems@va.gov http://vaww.ecms.va.gov/care/ http://vaww.ecms.va.gov/care/ http://vaww.ecms.va.gov/care/Categories/CategoryDetails.aspx?CategoryID=1
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2. Access AAMS
I. Access the CARE Portal (https://vaww.ecms.va.gov/care/)
A. Select Contracting Module
Figure 1: CARE Portal – Contracting Module
II. Current users with permissions are automatically logged in to the Home Page
A. Enter the solicitation number in the Action Lookup
Figure 2: User’s Desktop http://vaww.ecms.va.gov/care/ https://vaww.ecms.va.gov/care/
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2.1. Publish Solicitation Document to Vendor Portal
You will need an existing solicitation document to publish to the Vendor Portal. Please refer to the “AAMS User Guide – Manage Solicitations” for instructions on how to create a
Solicitation, i.e., Request for Proposal (RFP), as well as a Solicitation Amendment.
2.2. Access Existing Solicitation
I. Select a Solicitation
II. Select Documents to open the Documents tab
Figure 3: Request for Proposal (RFP) Expanded Summary
III. Select a document, which displays as a Draft
A. Select Data Values
Figure 4: Documents Tab
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1. Fill in the Total Estimated Value
2. Fill in the Independent Government Cost Estimate (IGCE)
Figure 5: Data Values Tab
3. If you do not enter the IGCE, you will receive the below error
Figure 6: Vendor Portal Publishing
For additional assistance in completing the Data Values tab or any tab, refer to the “AAMS User Guide – Contracting Office Action Management”.
IV. Click the Documents tab
Figure 7: Documents Tab
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3. Publish Documents
I. Click the Process Coach icon
A. From What do I do next?, select Publish Document
Figure 8: Documents Tab Process Coach
II. Select Vendor Portal (location where the document will be published)
A. Click on Publish
Figure 9: Publish Document to Vendor Portal
III. Select Publish to Vendor Portal
Figure 10: Vendor Portal Publishing – Publish to Vendor Portal
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4. Publish Solicitation Document to Vendor Portal
I. If not already selected, select
A. Competition Type: Restricted Competition (restricted to small or veteran owned small businesses) or Open Competition (unrestricted) Solicitation
B. Response Method: Standard Solicitation
II. Solicitation Period, select
A. Open Solicitation Immediately or Specify Opening Date and Time
1. Set the Opening & Closing Date and time as appropriate
III. Click Next
Figure 11: Vendor Portal Solicitation Tab
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IV. Select Next
Figure 12: Vendor Portal Documents Tab
4.1. Select Vendor(s)
I. If Restricted Competition was selected in 1A above, enter Vendor search criteria or socioeconomic factors
Figure 13: Vendor Portal Vendor Tab
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II. Selected Vendor(s) displays
A. Contracting Office customizes the email alert that will be sent to the Vendor
B. Click Next
Figure 14: Vendor Tab Search Results
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4.2. Publish Solicitation Document
I. Solicitation document is Ready to be Published
A. Click Publish to Vendor Portal
Figure 15: Vendor Portal Finish & Publish Tab
II. Once the solicitation document is published, the Publish to Vendor Portal button is disabled
III. Click Close
Figure 16: Solicitation Document Has Been Published
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4.3. Email Notification Sent to Vendor(s)
I. An email notification alerts the selected Vendor(s) that a solicitation document has been posted to the Vendor Portal
Figure 17: Vendor's Email Notification
File details come from the government source that posted it. Updated .