Attachment 13 - PIEE Solicitation Module.pdf

PIEE: Solicitation Module

Presenter Notes Presentation Notes Presenter names go on slide 2

PIEE: Solicitation Module

Presented by: Jay Olson Defense Pricing & Contracting

Deputy Director, Contracting eBusiness

Training Objectives

• Understand policy surrounding Solicitation Module

• See how Solicitation Module fits into target eBusiness environment

• Find available support resources to stay informed on the

Solicitation Module and other related enterprise initiatives

What is the Solicitation Module?

Overview

• The Solicitation Module establishes a more automated and secure process for posting unclassified solicitations and attachments, and receiving responses from industry in a secure environment

• It enables the posting of solicitations to either a widespread or restricted audience, including restricting access by attachment

Presenter Notes Presentation Notes The GPE doesn’t provide core capabilities desired within the DoD for management of Solicitations Lack of support for solicitations and responses in standard data Lack of workflow for responses Lack of bandwidth to expand capabilities in near future

There are two parts to the Solicitation Module:

The public portal allows anyone to search for solicitations without being logged into PIEE.

It can be accessed by clicking the Solicitation Search link at the bottom of the PIEE Homepage.

https://piee.eb.mil/sol/xhtml/unauth/index.xhtml A PIEE user without an active Solicitation Module role will be directed to the public portal.

The secure portal allows registered vendors to respond to solicitations.

Why use the

Benefits

• Establishes Common Face to Industry

• Provides an Operationally Secure Environment

• Streamlines the Procurement Process

• Publishes notices simultaneously to the GPE if required

• Provides confirmation of on-time/late proposal receipt

• Retrieves Representations and Certifications

• Enforces Regulatory Compliance

• Supports Continuity

Presenter Notes Presentation Notes Creates a single place for prospective DoD vendors to view / download solicitation documents

SAM.gov Opportunity Management API SAM.gov Entity Management API GSA is working to address issues with the Entity Management API returning Reps and Certs data and the system displaying the data on entity records and downloaded PDFs.

Who can use the

Government Roles

User Type Solicitation Manager

Solicitation Administrator

Evaluation Committee Member

Government ✔ ✔ ✔

Government Support Contractor ✔ — ✔

• The Solicitation Manager role is defined as an 1102 Job Series role. Contracting Officers are auto provisioned with the role

• An active PIEE user account is the only requirement to be an Evaluation Committee Member

Presenter Notes Presentation Notes

- The Solicitation Manager role is defined as an 1102 Job Series role. Contracting Officers are auto provisioned with the role.

- All other users will need to go through the standard PIEE approval / activation process to obtain the role.

- Any user with an active PIEE account is the only requirement to be added as an Evaluation Committee Member.

Government Features Action / Control Solicitation

Manager Solicitation

Administrator Evaluation

Committee Member Post Solicitation / Amendment

Cancel Solicitation ✔ — —

Manage Attachments ✔ ✔ —

Update Contact ✔ ✔ —

Assign Committee ✔ — —

View / Download Offers ✔ — ✔ Manage Late Offers ✔ — —

View Notifications ✔ ✔ ✔ View Dashboards ✔ — —

Presenter Notes Presentation Notes The following table compares the actions/controls available for each role.

An Evaluation Committee Member can only view and download offer attachments they have been given access to by a Solicitation Manager.

Industry Roles

User Type Proposal Manager

Proposal View-Only

Vendor ✔ ✔

• Any representative authorized to submit an offer on behalf of a company may register for the Proposal Manager role.

• Role activation is always accomplished by the company’s Contractor Administrator (CAM).

Industry Features Action / Control Proposal

Manager Proposal

View-Only View Offers ✔ ✔ Save Offer ✔ — Submit Offer / Revision ✔ — Withdraw Offer ✔ — View / Download Attachments

Request Restricted Attachments

Indicate Interest ✔ ✔ View Dashboards ✔ ✔ View Notifications ✔ ✔

Presenter Notes Presentation Notes The following table compares the actions/controls available for each role.

Submit Unsolicited Proposal

How do I access the

Procurement Integrated Enterprise Environment

Presenter Notes Presentation Notes From your PIEE Landing Page, select the Solicitation tile / icon. The PIEE Solicitation Module will open in a new window.

There are two parts to the Solicitation Module:

The public portal allows anyone to search for solicitations without being logged into PIEE.

It can be accessed by clicking the Solicitation Search link at the bottom of the PIEE Homepage.

https://piee.eb.mil/sol/xhtml/unauth/index.xhtml A PIEE user without an active Solicitation Module role will be directed to the public portal.

The secure portal allows registered vendors to respond to solicitations.

Solicitation Manager Layout

Presenter Notes

Secure Portal Layout for the Solicitation Manager.

Solicitation Manager Layout Descriptions

No. Item Description

1 Solicitation Returns to the Solicitation Module Landing Page.

2 Post Solicitation Initiates the process to manually post a solicitation.

3 Search Directs to the Solicitation Search Criteria Page.

4 Lookup View current list of available PSC and NAICS Codes.

5 Documentation Access CAGE Code Bulk Upload Template and Training and Resources.

6 User Information Allows the toggle between First Name and Last Name or User ID.

7 Notifications View notifications for activities that occurred in the Solicitation Module.

8 Exit Closes the Solicitation Module window.

9 System Messages Displays relevant information about PIEE and the Solicitation Module.

10 User Dashboards Quick access to workload based on status.

Proposal Manager Layout

Proposal Manager Layout Descriptions

No. Item Description

1 Solicitation Returns to the Solicitation Module Landing Page.

2 Create Unsolicited Proposal Initiates the process to create an unsolicited proposal.

3 Search Directs to the Solicitation Search Criteria Page.

4 Lookup View current list of available PSC and NAICS Codes.

5 Documentation Access Training and Resources.

6 User Information Allows the toggle between First Name and Last Name or User ID.

7 Notifications View notifications for activities that occurred in the Solicitation Module.

8 Exit Closes the Solicitation Module window.

9 System Messages Displays relevant information about PIEE and the Solicitation Module.

10 User Dashboards Quick access to workload based on status.

Recent Updates

• Support for up to seventeen alpha and/or numeric characters in the

Solicitation Number field

• System Account Update for SAM.gov Opportunity Management API

• Additional validations and warnings to ensure compliance for manual data entered

• Additional notice types supported for proper categorization to simplify vendor search capabilities and following opportunities

Presenter Notes Presentation Notes Updates to the Solicitation Module since the 2023 Procure-to-Pay & Financial Audit Training Symposium….

6.17.0 6.17.1 6.18.0 6.19.0 6.19.1 6.20.0

Recent Updates (cont.)

• Additional email and system notifications when certain events

• Upload of CAGE Codes by Excel Template available for restricting access to a limited group of offerors

• Control to select or enter the Proposal Manager(s) that are notified when a solicitation with restricted access is posted

• Allow amendments issued after the established time and date for receipt of proposals to be directed to offerors that have not been eliminated from the competition

Presenter Notes Presentation Notes Updates to the Solicitation Module since the 2023 Procure-to-Pay & Financial Audit Training Symposium….

6.17.0 6.17.1 6.18.0 6.19.0 6.19.1 6.20.0

Recent Updates (cont.)

• Workflow to streamline process for requesting access to restricted attachments and enabling the review and approval by Solicitation Managers

• Systematically detect attachments that contain CUI markings

• Enhancements to the user interface to improve usability

• Support for PDS Version 2.6.2.1

Presenter Notes Presentation Notes Updates to the Solicitation Module since the 2023 Procure-to-Pay & Financial Audit Training Symposium….

6.17.0 6.17.1 6.18.0 6.19.0 6.19.1 6.20.0

CUI System Detection When a Solicitation Manager or Solicitation Administrator is posting a Solicitation or Amendment with an Attachment, the Attachment will be reviewed for CUI markings. If CUI markings are found they will receive an error message.

This only applies to PDF and Word documents point forward, and only the footers of the documents will be reviewed for a CUI marking.

Note: Performance issues required this feature to be disabled.

Demo

Reminders

• PIEE is an unclassified information system

• Confirm that you satisfied all the account requirements necessary for PIEE to successfully publish notices to SAM.gov before posting

• Attachments and Attachment URLs remain in PIEE and are not transmitted to SAM.gov

• Attachments containing CUI need to be marked as restricted

• Attachments marked as restricted are only available to view / download from the Secure Portal

Presenter Notes Presentation Notes A few things to keep in mind prior to posting.

If the attachment you are uploading contains sensitive information such as Controlled Unclassified Information (CUI), select the edit button in the Action column and enter a CAGE Code to secure it as a restricted attachment. Attachments that are not marked as restricted will be available to the general public.

Account Requirements Email address of the Solicitation Manager in the Primary Contact Name field must be the same in PIEE and SAM.gov. In addition, the Contracting Officer role or Administrator role is required for the Contract Opportunities Domain in SAM.gov because they the permission to Create and Publish Opportunity operation needed.

Reminders (cont.)

• The Response Date field displays a 24-hour clock to select the hour and minute offers are due

• Select the appropriate time zone for the date when offers are due. If the incorrect time zone is selected in the Response Date Time Zone dropdown, the specified date and time might not correspond with the intended deadline

• Users without an active Solicitation Module role will be directed to the Public Portal

Presenter Notes Presentation Notes Observations when users manually post a solicitation to the Solicitation Module:

Set Offer Due Date To set the due date and time for offer submissions, click on the Response Date field. A calendar will appear for you to select the date. After selecting the date, a 24-hour clock will appear to select the hour and minute offers are due.

If you are not familiar with the 24-hour clock (also known as military time), below is a breakdown:

The hours from 1 am to noon are the same as in the 12-hour clock.

The hours from 13 to 24 represent the times from 1 pm to midnight. To convert these to a 12-hour clock, subtract 12 from the given hour.

If you forget this conversion when entering the hour, you might set 04:00 thinking it's 4:00 pm when in fact it's 4:00 am. It's essential to familiarize yourself with the 24-hour clock to avoid this mistake.

Set Offer Due Date Time Zone In the Response Date Time Zone dropdown, select the appropriate time zone.

As a reminder, daylight saving time (DST), begins each year on the second Sunday in March. The changeover back to standard time occurs on the first Sunday in November. While most of the United States follows DST, a few regions do not.

It is important to select the appropriate time zone for the date when offers are due. If the incorrect time zone is selected, the specified date and time might not correspond to the intended deadline.

What’s Next

• DFARS PGI case in motion requiring use of the Solicitation Module

• Partner with the Services to interface their Next-Gen Contract

Writing Systems via the PDS

Presenter Notes

Draft DFARS PGI

Where We Want to Go

• CWS fully integrates with Solicitation module to send solicitation

PDS

• Vendors can ingest solicitations in their own systems and respond electronically or with a web UI

• Solicitation module handles source selection capabilities

• Solicitation module sends apparent vendor response/offer to

CWS

• CWS can finish process with creating PDS contract and send to

EDA/then complete other handshakes

Questions?

PIEE Websites

Submit a help desk ticket when a feature is not functioning as designed after reviewing the WBT and no system messages have been posted.

• Production Environment

• https://piee.eb.mil/

• https://piee.eb.mil/sol/xhtml/u nauth/index.xhtml

• Testing Environments

• https://wawf-gt.eb.mil/

• https://wawf-ra2.eb.mil/

• Training Environment

• https://wawf-nemo.eb.mil/

Refrain from using the production environment for testing and training purposes.

Presenter Notes Presentation Notes Refrain from using the production environment for testing and training purposes.

https://piee.eb.mil/ https://piee.eb.mil/sol/xhtml/unauth/index.xhtml https://piee.eb.mil/sol/xhtml/unauth/index.xhtml https://wawf-gt.eb.mil/ https://wawf-ra2.eb.mil/ https://wawf-nemo.eb.mil/

Scheduled Maintenance

System Event Dates/Times

PIEE Operating System Monthly Patching

Every 3rd or 4th Friday of the Month

8:00 PM - 2:00 AM (ET)

SAM.gov Maintenance Downtime Every Tuesday and Friday

8:00 PM - 10:00 PM (ET)

SAM.gov Platform Maintenance Downtime Every Thursday

8:00 PM - 11:00 PM (ET)

• https://piee.eb.mil/system-messages

• https://sam.gov/alerts

Presenter Notes Presentation Notes Periodically, PIEE and SAM.gov will be unavailable due to system maintenance.

A notice will be posted on the system messages / alerts page that will detail the downtime window.

https://piee.eb.mil/system-messages https://sam.gov/alerts

PIEE Resources and Customer Support

• PIEE Web Based Training (WBT)

• https://pieetraining.eb.mil/wbt/xhtml/wbt/sol/index.xhtml

• PIEE Government Customer Support

• https://piee.eb.mil/xhtml/unauth/web/homepage/governmentCustomer

Support.xhtml

• PIEE Vendor Customer Support

• https://piee.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupp ort.xhtml

Presenter Notes Presentation Notes Before sending questions to the PIEE Help Desk:

- Review the PIEE WBT

- Coordinate with colleague https://pieetraining.eb.mil/wbt/xhtml/wbt/sol/index.xhtml https://piee.eb.mil/xhtml/unauth/web/homepage/governmentCustomerSupport.xhtml https://piee.eb.mil/xhtml/unauth/web/homepage/governmentCustomerSupport.xhtml https://piee.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupport.xhtml https://piee.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupport.xhtml

PIEE Resources and Customer Support (cont.)

• PIEE Help Desk

• Phone: 866-618-5988

• Email: disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil

• PIEE User Feedback

• https://piee.eb.mil/xhtml/auth/web/homepage/userFeedback.xhtml

Submit a help desk ticket when a feature is not functioning as designed after reviewing the WBT and no system messages have been posted.

Presenter Notes Presentation Notes Before sending questions to the PIEE Help Desk:

- Review the PIEE WBT

- Coordinate with colleague mailto:disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil https://piee.eb.mil/xhtml/auth/web/homepage/userFeedback.xhtml

Additional Resources

• Defense Pricing and Contracting

• Strategic Plan for Defense Wide Procurement Capabilities Version 3.0

• Procure-to-Pay Capability Summary, dated 25 September 2023

• DPC Memorandum, dated 12 July 2022

• DPC Memorandum, dated 18 August 2021

• DPC Memorandum, dated 07 May 2020

• DoD Procurement Toolbox

• Guidebook for Publicizing Notices in Contract Opportunities

• Contracting eBusiness Quarterly News Bytes

Presenter Notes Presentation Notes

DPC

https://www.acq.osd.mil/asda/dpc/ce/cap/piee.html https://www.acq.osd.mil/asda/dpc/ce/ds/docs/pds/1-Strategic_Plan.pdf https://www.acq.osd.mil/asda/dpc/ce/p2p/docs/cap-sums/3_Procurement%20Integrated%20Enterprise%20Environment%20(PIEE)/Solicitation%20Module.pdf https://www.acq.osd.mil/dpap/policy/policyvault/USA000647-22-DPC.pdf https://www.acq.osd.mil/dpap/policy/policyvault/USA001055-21-DPC.pdf https://www.acq.osd.mil/dpap/policy/policyvault/USA000728-20-DPC.pdf

DOD Procurement Toolbox https://dodprocurementtoolbox.com/site-pages/solicitation-module https://dodprocurementtoolbox.com/uploads/SOP_Publicizing_Notices_July_2021_2_4_8b7ebb5c4a.pdf

Scan Me to Learn More!

Presenter Notes Presentation Notes Defense Pricing and Contracting (DPC) Contract eBusiness (CeB) Website Strategic Plan for Defense Wide Procurement Capabilities (A Functional Strategy) Version 3.0

Backup Slides

Glossary

Acronym/Abbreviation Definition

API Application Programming Interface BAA Broad Agency Announcement CAC Common Access Card CAGE Code Commercial and Government Entity Code CAM Contractor Administrator CSO Commercial Solutions Opening CUI Controlled Unclassified Information DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense

Presenter Notes

This glossary provides definitions for acronyms and abbreviations used in the PIEE Solicitation Module and this training. It is designed as a reference and an aid, not an authoritative source.

Glossary (cont.)

Acronym/Abbreviation Definition

DoDAAC Department of Defense Activity Address Code DoDAAD Department of Defense Activity Address Directory DPC Defense Pricing and Contracting FAR Federal Acquisition Regulation FSD Federal Service Desk GAM Government Administrator GPE Governmentwide Point of Entry GSA General Services Administration IFB Invitation for Bid

Presenter Notes

This glossary provides definitions for acronyms and abbreviations used in the PIEE Solicitation Module and this training. It is designed as a reference and an aid, not an authoritative source.

Acronym/Abbreviation Definition

IVL Interested Vendors List MFA Multifactor Authentication NAICS North American Industry Classification System OTP One Time Password P2P Procure to Pay PDS Procurement Data Standard PGI Procedures, Guidance, and Information PIEE Procurement Integrated Enterprise Environment PIV Card Personal Identity Verification Card

Presenter Notes

This glossary provides definitions for acronyms and abbreviations used in the PIEE Solicitation Module and this training. It is designed as a reference and an aid, not an authoritative source.

Acronym/Abbreviation Definition

PIID Procurement Instrument Identifier PSC Product Service Code RFP Request for Proposal SAM System for Award Management SSO Single Sign On TOTP Time-Based One Time Password UEI Unique Entity ID UTC Coordinated Universal Time WBT Web Based Training

Presenter Notes

This glossary provides definitions for acronyms and abbreviations used in the PIEE Solicitation Module and this training. It is designed as a reference and an aid, not an authoritative source.