DRAFT RFP - Attachment 2 FY21 COPS User Manual.v3.pdf

CIO Application Maintenance, Enhancements, and Operations Small Business (CAMEO SB)

City Pairs Offer Preparation System (COPS)

User Manual

Document No. SB-R-TA4-UM-005

In response to:

Contract No: GS-06F-0662Z

Prepared for:

ATTN: Julie Lee, COR

1800 F Street NW, Washington, D.C. 20405

In support of:

FAS Office of the Chief Information Officer

Prepared by:

Alliant Solutions Partner (ASP)

13655 Dulles Technology Drive, Suite 110

Herndon, VA 20171

January 13, 2020

Controlled Unclassified Information

Rights in data contained herein not reserved to the Government under the terms and provisions of Task Order No.

GSQ0014AJ0023 are retained by Alliant Solutions Partner (ASP) or its suppliers in accordance with FAR clause 52.227-14

Rights in Data – General, Task Order clause H.27 Intellectual Property Rights, or as disclosed in applicable Commercial Supplier

Agreements pursuant to Task Order Clause H.26. Pursuant to FAR Clause 52.227-15, ASP hereby represents that None of the data provided herein for fulfilling the data delivery requirements qualifies as limited rights data or restricted computer software;

This submission includes data that qualify as limited rights data or restricted computer software. The data subject to this restriction are contained in sheets or media marked with the following legend: Limited Rights Data or Restricted Computer

Software.

Enhancements, and Operations (CAMEO)

COPS User Manual

Approvals

Jay Kondapalli, Date

CAMEO SB Program Manager (PM)

CIO Application Maintenance, Enhancements, and Operations (CAMEO SB)

Julie Lee Date

Contracting Officer’s Representative (COR)

Program Manager

Enhancements, and Operations (CAMEO SB)

COPS User Manual

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Document History

Version Description Date

1.0 Initial Release 11/18/2015

1.1 Updated to reflect changes made for 508 compliance as well as changes made to gsa.gov.

2/8/2017

1.2 Updated to reflect changes made for FY19 solicitation changes (Group 3 added)

1/5/2018

1.3 Updated to reflect changes made for FY20 solicitation changes

(Group One offers Free Baggage) 2/6/2019

1.4 Updated to reflect change in Point of Contact 1/13/2020

COPS User Manual

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Table of Contents

1 Introduction 1

2 System Summary 2

2.1 System Configuration 2

2.2 User Access Levels 2

3 Getting Started 4

3.1 Accessing COPS 4

3.2 Welcome Screen 5

3.2.1 My Account 6

3.2.2 Offers 7

3.2.2.1 Add/Modify Offers 7

3.2.2.2 Search Offers 8

3.2.2.3 Delete Offers 11

3.2.3 Downloading Offers 12

3.2.4 Uploading Offers 13

3.2.4.1 Upload Results 13

3.2.5 File Format 14

3.2.6 Error Logs 16

3.2.7 Logout 18

4 Maintenance 19

5 Help 19

Appendix A. Acronyms 19

COPS User Manual

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List of Figures

Figure 1-1 – System Overview 1

Figure 3-1 – COPS Login Page 3

Figure 3-2 – Welcome Screen 4

Figure 3-3 – My Account 5

Figure 3-4 – Password Updated Message 5

Figure 3-5 – Accessing Menu Option to Add/Modify Offers 6

Figure 3-6 – Search Offers 7

Figure 3-7 – Search Results 8

Figure 3-8 – Offer Details 9

Figure 3-9 – Accessing Delete Menu Option 10

Figure 3-10 – Delete Offer 10

Figure 3-11 – Downloading Offers 11

Figure 3-12 – Upload Offers 12

Figure 3-13 – Group1 File Format 13

Figure 3-14 – Group 2 File Format 14

Figure 3-15 – Group 3 File Format 15

Figure 3-16 – Error Log 16

Figure 3-17 – Error Log Details 16

Figure 3-18 – Itemized Bidding Screen 17

Figure 3-19 – Successful Offer Update Message 17

Figure 3-20 – Reference Free Baggage 18

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1 Introduction

This User Manual provides information necessary for users to effectively use City Pairs Offer

Preparation System (COPS). It contains descriptions of the system functions and capabilities, contingencies, alternate modes of operation, and step-by-step procedures for system access and usage. Figure 1-1 below gives an overview of the system.

Figure 1-1 – System Overview

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2 System Summary

COPS is a web-based (FAS/GSA internal) application that enables the contracting program office to solicit offers of one-to-many Airline City Pairs. The application is Section 508 compliant. COPS provide the airline carriers a secure web site to prepare and submit offer(s) electronically on the established requirements.

2.1 System Configuration

COPS is a secure JAVA application used by GSA Contracting Officers and Vendors.

2.2 User Access Levels

Role Description

Contracting Officer

An actor with an authorized user role who has the ability to evaluate the offers (review evaluation sheets, views the user [team/board members] information, and view the item/batch list) and assign vendors and finalize offers.

Vendors An actor with the ability to submit bids.

Table 2-1 – Roles and Responsibilities

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3 Getting Started

3.1 Accessing COPS

This site is viewed best using Internet Explorer version 11.0 (or higher). Using any browser less than version 11.0 will result in certain features being disabled. You are encouraged to upgrade to a recommended browser version. Upgrades are free at the following URL:

http://www.microsoft.com/windows/ie/download/default.asp

COPS is a secure JAVA application accessible only within the GSA Firewall. To access COPS, please follow the instructions below (see Figure 3-1 below):

Figure 3-1 – COPS Login Page

● To enter the City Pair Offer Preparation System (COPS) you will need a user id and password.

● When creating user ids and passwords, note the following rules:

o User IDs must have:

▪ 8-20 characters

▪ Only alphabetical characters o Password is case sensitive and must include:

▪ 1 uppercase letter

▪ 1 lowercase letter

▪ 1 numerical value

▪ 1 special character (@, !, #, or $)

▪ 12-20 characters http://www.microsoft.com/windows/ie/download/default.asp

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● If you need a new login or have forgotten your existing login, please contact Andrea

Anderson at 202-718-4385

● If you experience difficulties at any time please contact Corey Gerst at 202-706-1908 or

Andrea Anderson at 202-718-4385 (as indicated on the Login Page).

3.2 Welcome Screen

Upon successful login, the Welcome Page, as illustrated in Figure 3-2, is displayed.

Figure 3-2 – Welcome Screen

This page is also called the Offer Preparation System Screen, as illustrated in Figure 3-2.

The user has eight choices on this screen:

▪ Home

▪ My Account – provides capability to change user account password and email

▪ Offers – provides capability to search, add, modify, or delete one or more city pair items bids for Group1/Group2/Group3 o Add/Modify o Delete

▪ Upload - allows the Airline Carriers to upload their offer details.

o Group 1 o Group 2 o Group 3

▪ Download - Airline Carriers can use this option to download Group1/Group2 file formats.

o Group 1 o Group 2 o Group 3

▪ File Format - These file formats are the RFQ list that the Carrier uses to build the offer.

o Group 1 o Group 2 o Group 3

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▪ Error Logs - Airline Carrier can view any errors logged during the processing of the uploaded offers for Group1/Group2.

o Group 1 o Group 2 o Group 3

▪ Logout

3.2.1 My Account

Vendors have the ability to change their password and email addresses via the ‘Account

Management’ page (see Figure 3-3)

Figure 3-3 – My Account

A confirmation message will be displayed upon clicking ‘Submit’ button (see Figure 3-4)

Figure 3-4 – Password Updated Message

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3.2.2 Offers

3.2.2.1 Add/Modify Offers

Figure 3-5 – Accessing Menu Option to Add/Modify Offers

When the user selects the ‘Add/Modify’ offers option (see Figure 3-5 above), the search screen is displayed (see Figure 3-6 below). The following search criteria can be used, in any combination, for more detailed searches:

▪ Item No: First choose an operator from the dropdown list. Then enter a value, in the corresponding boxes to the right, to establish a search range. Alternatively, if you enter just one item, the search results will display just that item number.

▪ Origin: Enter a code in the corresponding box to the right.

▪ Destination: Enter a code in the corresponding box to the right.

▪ Group No: Select to search against group 1 or 2 or 3 individually or all 1 and 2 and 3 together (depending on which group is open).

▪ Bid and Unbid items: If selected, the search results encompass all items, regardless of whether the airline has placed any bids or not.

▪ Bid Items: If selected, the search results only include items where the airline currently has bids placed.

▪ Unbid Items: If selected, the search results only include items where the airline currently does not have any bids placed.

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3.2.2.2 Search Offers

When the user selects the ‘Add/Modify’ offers option, the search screen is displayed (see Figure

3-6 below)

Figure 3-6 – Search Offers

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Search Multiple Items: When searching multiple items, the numbers do not have to be in numerical order. Simply separate all values by a “,” (comma).

After submitting the search criteria, the search results page is displayed, as illustrated in Figure

3-7.

Figure 3-7 – Search Results

This page displays the results from the query defined on the previous page.

Item Number: Each of the numbers is a hyperlink. Please click on the blue item number to see the required information for the itemized entry (see Figure 3-8).

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Figure 3-8 – Offer Details

After making the necessary changes, click the ‘Save’ button to update the offer.

If your offer has been successfully updated, a confirmation message will appear.

If not, an error message will appear, at the top of the screen, instructing you to correct your offer.

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3.2.2.3 Delete Offers

Figure 3-9 – Accessing Delete Menu Option

When the user selects the ‘Delete’ offers option (see Figure 3-9 above), the Delete Offer screen will display (see Figure 3-10 below). Click ‘Select’ check box and click ‘Delete.’

Figure 3-10 – Delete Offer

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Multiple items can be deleted by selecting several checkboxes, on the left, and clicking ‘Delete.’

3.2.3 Downloading Offers

The ‘Download’ button can be used to download Group 1, Group 2, or Group 3 items. A standard internet message will be displayed to Open or Save the downloaded file.

A default download location is found and identified. If the file should not be downloaded to this directory, please change the target location.

The default file name is automatically displayed in the File Name box (see Figure 3-11). Do

NOT change the file name. Click on the ‘Save’ button and continue to the next page.

Figure 3-11 – Downloading Offers

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3.2.4 Uploading Offers

This option is used to upload offers to the system (see Figure 3-12). Only files in the .csv format can be uploaded.

Figure 3-12 – Upload Offers

● First, select Group 1 or Group 2 or Group 3 for the file to be uploaded.

● Then, manually enter the location of the file to be uploaded or click ‘Browse’ to search for the file.

● Once the file has been selected, click ‘Submit.’

● If there is an error and you would like to restart the upload, select ‘Reset’ to start the process over. An email notification will be sent notifying that the file has errors i.e. some fields may not have been filled in properly.

3.2.4.1 Upload Results

After the Upload is complete, multiple emails will be sent indicating whether the upload was successful or not:

● Notification that an upload took place

● Confirmation of correctly updated items

● Notification of any errors requiring correction

● Notification of any mandatory fields that were left blank or filled out incorrectly

Emails will not specify the error. Please login to the system and navigate to the Error Log Menu to view and correct errors.

Please review the error message and make the necessary changes:

● Upload the file again or

● Make a manual correction in the Error Log

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3.2.5 File Format

Files are downloaded in the .csv format and then must be uploaded in the same .csv format.

● Figure 3-13 depicts the Group1 file format

● Figure 3-14 depicts the Group2 file format

● Figure 3-15 depicts the Group3 file format

Figure 3-13 – Group1 File Format

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Figure 3-14 – Group 2 File Format

Figure 3-15 – Group 3 File Format

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3.2.6 Error Logs

If you receive an email stating you have errors, login to the system and navigate to the Error

Logs menu, select the group number, and then the list of offers, with errors, will be displayed

(see Figure 3-16).

Figure 3-16 – Error Log

Then, click on the ( + ) or ( - ) sign, on the left, to display or hide errors (see Figure 3-17).

Figure 3-17 – Error Log Details

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● To correct the errors, click ‘Correct error(s) for’ link at the bottom of the page.

● On the next screen, see the Itemized Bidding screen with the error message(s) displayed at the top (see Figure 3-18).

Figure 3-18 – Itemized Bidding Screen

After correcting the data, click on the ‘Save’ button to update the offer.

If the offer has been successfully updated, a message will be displayed accordingly (see Figure

3-19).

Figure 3-19 – Successful Offer Update Message

If the offer was not updated correctly, an error message will appear instructing you to correct the offer. In order to view the error log, click the ‘Back to View Error Log’ button on your screen.

An offer will not be accepted if it is not complete. Listed below are some reasons the offer may have been rejected:

▪ If the meet_min entry is “N”

▪ If any fare entry has decimals (i.e. – market_fare, yca_fare, _ca_fare, bns_fare, bns_mkt_fare)

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▪ If your market_fare entry is blank or equal to zero

▪ If you have no _ca fare or the yca fare is proposed in a domestic market (except for commuter markets)

▪ If the yca_fare entry has decimals, is blank, or is equal to zero

▪ If there is no market_fare or there is just a _ca _fare in domestic entries (except for commuter markets)

▪ If there is no yca_fare and just a _CA_fare (except for commuter markets)

▪ If there is no entry in bns_fare but there is a bns_mkt_fare entry

▪ If a bns_fare is entered but no bns_mkt_fare is entered

▪ If alpha characters are entered in numeric fields or vice-versa

▪ If the avg_time field is blank, equal to zero, has more than 2 decimals, or an alpha character

▪ If the value entered for Free Baggage is other than “Y” or “N”, default value “N” (see

Figure 3-20). If the headers are not in the uploaded file.

Figure 3-20 – Reference Free Baggage

3.2.7 Logout

Please remember to exit the application.

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4 Maintenance

Vendor Passwords are required to be updated every fiscal year.

5 Help

If you experience difficulties at any time please contact Corey Gerst at 202-706-1908 or Andrea

Anderson at 202-718-4385 (as indicated on the Login Page).

Appendix A. Acronyms

The following acronyms are used within this document and throughout GSA:

Abbreviation Definition

CAMEO SB CIO Application Maintenance, Enhancements, and Operations Small Business

CO Contracting Officer

COR Contracting Officer’s Representative

COPS City Pairs Offer Preparation System

CPP City Pairs Program

CSV Comma Separated Values

FAS Federal Acquisition Service

FEDSIM Federal Systems Integration and Management Center

FRD Functional Requirements Document

GSA General Services Administration

ID Identification

OCIO Office of Chief Information Officer

SDD System Design Document