Proposal_Manager_Functions.pdf

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Table of Contents Roles

User Navigation

Indicating Interest

PIEE Notifications

Flagged Notices

Flagged Notices User Dashboard Headers:

Flagged Notices User Dashboard Filter Fields:

Posting Offer

Notice Tabs:

Offers Headers:

Offer Details

Attachments

Material Safety Data Sheet (MSDS)

Attachments * Fields:

Edit Attachment Information Pop-Up:

Attachment Information Pop-Up Fields:

Signature

Signature Fields:

Sign Document Pop-Up:

Homepage Solicitation Solicitation Homepage User Dashboards

Proposal Manager Functions Training Document

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Sign Document Pop-up Fields:

Offer Submission Success

Save Offer

Delete Saved Offer

Notice Tabs:

Offers Headers:

Saved Offers

Saved Offers User Dashboard Headers:

Saved Offers User Dashboard Filter Fields:

Submitted Offers

Submitted Offers User Dashboard Headers:

Submitted Offers User Dashboard Filter Fields:

Posting Unsolicited Proposal

Offer Details Fields:

Attachments * Fields:

Signature Fields:

Agency Lookup Pop-Up:

Offer Details Fields:

Agency Lookup Fields:

Unsolicited Proposal Submission Success

Saved Unsolicited Proposals

Saved Unsolicited Proposals User Dashboard Headers:

Saved Unsolicited Proposals User Dashboard Filter Fields:

Submitted Unsolicited Proposals

Submitted Unsolicited Proposals User Dashboard Headers:

Submitted Unsolicited Proposals User Dashboard Filter Fields:

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Withdraw Offer/Unsolicited Proposal

Notice Questions & Answers

Q&A Capabilities

Saved Search

Notice Search Criteria Fields:

Search Result Fields:

Save Search Pop-Up Fields:

Saved Search Headers:

Delete Saved Search

Search Result Fields:

Saved Search Headers:

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Roles This is an overview of the Proposal Manager Functions which allow users to receive notifications about solicitation updates, submit questions and answers through the Q&A functionality, manage offers with required attachments, and maintain saved or submitted proposals through dedicated dashboards on the Solicitation Module homepage.

User Navigation

Log in to PIEE as a Proposal Manager user to access the Solicitation Application. User Dashboards are located on the Solicitation Module

Homepage. Select the title bars to expand a Dashboard.

Indicating Interest

The Proposal Manager can receive PIEE Notice Update notifications of specific notices by indicating interest. By indicating interest, the notice is also be flagged and available to view from the Flagged Notices User Dashboard.

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Select Search on the Solicitation navigation bar at the top of the screen. The user is led to the Notice Search Criteria screen to enter known data of the notice of interest.

Click the Search button to view search details. Refer to Search training for more information located at WBT > Solicitation > General Functions > Search.

Click the Notice ID hyperlink to view the notice.

Select Please notify me of updates to this Solicitation checkbox to be notified of updates. The checkbox field now displays “Currently

Interested and Receiving Notifications”. Notifications for the notice of interest appears in the PIEE Notifications and the notice is now available for viewing in the Flagged Notices dashboard located on the Solicitation module home screen.

If the Proposal Manager’s CAGE Codes become restricted from the notice, their indicated interest is removed.

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Buttons:

• Update Notification (checkbox)

PIEE

Notifications

Click the Bell icon on the top right of the Solicitation home screen to view system notifications. A pop-up displays showing the notification messages for the Proposal Manager user.

Click the View Notice button to access the notice referenced in the notification.

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Click the Delete button to delete the notification. Deleting the notification does not remove the user’s interest of the specified notice.

Click the X icon at the top right of the window to close the Notifications pop-up.

• Bell icon (to display notification pop-up)

• View Notice (to access the notice)

• Delete (to delete the notification)

• X icon (to close the Notifications pop-up)

Flagged Notices

The Flagged Solicitation dashboard displays all notices in which the Proposal Manager has indicated interest. Click the title bar to expand the

Flagged Notices dashboard.

Notices can be filtered by entering data or using the drop-down menu of the corresponding header. The user can control the number of entries displayed on the table by selecting an option on the Show # entries drop-down menu or by entering a number in the Closing within # days field.

Flagged Notices User Dashboard Headers:

• Notice ID (hyperlink)

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• PIEE Posted Date (format: YYYY-MM-DD)

• Response Date (format: YYYY-MM-DD HH:MM Time Zone)

• Description

• Restricted

• Notice Type

• PSC

• NAICS

• Set Aside

Flagged Notices User Dashboard Filter Fields:

• Show # entries (options: 10 / 20 / 40 / 60 / 80 / 100)

• Closing within # days (must be numeric characters)

• Notice ID

• PIEE Posted Date (format: YYYY-MM-DD)

• Response Date (format: YYYY-MM-DD Time Zone)

• Description

• Restricted (options: Y / N)

• Notice Type

• PSC (must be numeric characters)

• NAICS (must be numeric characters)

• Set Aside

NOTE: Click the arrows next to the headers to sort in ascending/descending order.

Click the Notice ID hyperlink in the Notice ID column to view the notice of interest.

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Posting Offer

Click the Notice ID hyperlink in the Notice ID column to view the existing notice.

Click the Offer tab. The user is brought to the Offer screen. Click Add to expand the Offer Details and begin the Posting Offer process.

Notice Tabs:

• Notice Tab (to view the notice)

• Offer Tab (leads to the Offer screen)

• Q&A Tab (leads to the notice’s Questions and Answers screen)

Offers Headers:

• Offeror CAGE

• Offeror UEI

• Offeror Name

• Offer Date

• Proposal Manager Name

• Proposal Manager Email Address

Offers Buttons:

• Add (to expand offer details)

NOTE: Updated notices access the Offer tab on the latest update of the notice.

Offer Details Select the Alternate Offer checkbox to indicate that the offer varies from the solicitation requirements.

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If the notice has updates, a mandatory checkbox is displayed with a message stating: “Solicitation (Notice ID) has updates that require your acknowledgment. To be considered for award you must acknowledge each update and submit (or resubmit) your response to ensure your response complies with the changes. By checking this box you acknowledge that you have read the terms and conditions of each update.”

Select the checkbox.

Offer Details Fields:

• Alternate Offer (checkbox)

• Offer Identifier (up to 80 alphanumeric characters)

• Proposal Manager CAGE Code * (drop-down; displays Proposal Manager’s CAGE Codes)

• Company Name (auto-populated from CAGE code; read-only)

• Update Acknowledgment (checkbox; if applicable)

Attachments

To add attachments to the offer, click the Choose Files button.

Added Attachment files are displayed in the table below with populated information. Click the buttons in the Action column to reorder, edit, or delete attachments.

Click the x icon to delete the file and remove the file from the Attachments table.

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Material Safety Data Sheet (MSDS)

Vendors are required to submit a Material Safety Data Sheet (MSDS) as an attachment with their offers if it has been designated as mandatory by the Solicitation Manager. Material Safety Data Sheets are identified in the Document Type field of the Edit Attachment Information Pop- Up.

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Submitting an offer without attaching the MSDS document displays a message stating: “An “MSDS” document type must be attached in order to submit the offer in accordance with FED-STD-313 or MIL-STD-882E.”

Attachments * Fields:

• Name (up to 255 alphanumeric characters including special characters; excluding specific characters: <>’&”)

• Uploaded By (defaults to user’s name and email address)

• File (up to 2000 alphanumeric characters)

• Date (defaults to date of original uploaded or resubmitted file)

• Load Date (displays original date, time, and time zone of uploaded file)

• Document Type (options: Attachment / MSDS; defaults to “Attachment”)

• Action o Move Up o Move Down o Edit o Delete

• Choose Files (select to locate and attach a file from the local directory)

Action Buttons:

• Move (arrows display to reorder multiple attached files)

• Edit (leads to Attachment Information pop-up)

• Delete (x icon; removes the line item and cannot be restored)

Edit Attachment Information Pop-Up:

To edit an attachment name, select the Edit icon in the Action column.

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To modify the attachment’s name, enter the new file name in the Attachment Name field.

For notices requiring a Material Safety Data Sheet (MSDS) document, select MSDS in the Document Type drop-down menu.

To confirm all edited attachment information, click the Confirm button. All edits are now visible in the Attachments section.

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Attachment Information Pop-Up Fields:

• Attachment Name (up to 255 alphanumeric characters including special characters; excluding specific characters: <>’&”)

• Document Type (options: Attachment / MSDS; defaults to “Attachment”; available for MSDS required offers)

• Cancel (to disregard changes and close pop-up)

• Confirm (to confirm attachment name change)

Signature

Enter the date in the Signature Date field.

Click the Signature Button to display the Sign Document pop-up and submit the offer.

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Signature Fields:

• Signature Date* (format: YYYY/MM/DD)

• Signature (leads to Sign Document pop-up)

Sign Document Pop-Up:

Enter the Proposal Manager’s Digital Pin and OTP (One-Time Password).

Click the Sign And Submit button to submit offer.

Sign Document Pop-up Fields:

• User ID (auto-populated; defaults to user’s name)

• Digital PIN (must be 6 numeric characters)

• OTP (One-Time Password)

• Sign and Submit (to submit offer)

• Cancel (to close pop-up)

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NOTE: Digital PIN can be created clicking the Manage Digital PIN hyperlink; also located at My Account > Setup Digital PIN.

NOTE: OTP (One-Time Password) can be sent by clicking the Send OTP via E-mail; also located at My Account > Setup Authenticator App/Time Based One Time Password.

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Offer Submission

Success

Successfully submitting an offer displays a confirmation message stating: “The offer was submitted on (Signature Date, Time, Time Zone)

(Signature Date and UTC Time Zone) by (Proposal Manager Name). Please print this page and maintain for your records.” The Solicitation

Manager assigned to the notice is notified of the offer submission.

Save Offer

The Save Offer button is available at any time during the creation process prior to submitting the offer. A CAGE Code is required to save an offer.

Click the Save Offer button. The button saves all data in completed fields that pass validations.

Successfully saving an offer displays a confirmation message at the top of the screen saying: “Offer has been successfully saved! The offer is not submitted until the Post Offer action is taken”. The saved offer is now located on the Saved Offers dashboard.

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• Save Offer (saves offer and does not post to PIEE)

NOTE: Unsolicited Proposals follow the same process for saving a proposal. Saved unsolicited proposals are found in the Saved Unsolicited Proposals User Dashboard located on the Solicitation module home screen.

Delete Saved Offer

The Delete Offer button becomes visible after a Notice is successfully saved. Locate the offer under Saved Offers on the User Dashboards on the Solicitation Module home screen.

Click the Notice ID to view the offers of the selected notice. Click the arrow of the saved offer to expand Offer Details.

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Select the Delete Offer button at the bottom of the page to delete a saved offer.

A pop-up displays with a message stating: “Are you sure you want to delete this offer? This action cannot be undone!” Click OK.

A confirmation message is displayed stating: “(CAGE Code)’s saved offer for Solicitation (Notice ID) has been successfully deleted!” The saved offer is removed from Saved Offers User Dashboard.

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Notice Tabs:

• Notice Tab (to view the notice)

• Offer Tab (leads to the Offer screen)

• Q&A Tab (leads to the notice’s Questions and Answers screen)

Offers Headers:

• Offeror UEI

• Offeror Name

• Offer Date

• Proposal Manager Email Address

Offers Buttons:

• Arrow (expands Offer Details)

Offer Details Buttons:

• Delete Offer (removes saved offer from Solicitation database)

Pop-Up Buttons:

• OK (confirms deletion)

• Cancel (closes pop-up)

NOTE: Unsolicited Proposals follow the same process for deletion of a saved proposal. Saved unsolicited proposals that have been deleted are removed from the Saved Unsolicited Proposals User Dashboard located on the Solicitation module home screen.

Saved Offers

The Saved Offers dashboard displays all notices against which the Proposal Manager has saved an offer. Click the title bar to expand the

Saved Offers dashboard.

Notices can be filtered by entering data in the corresponding header. The user can control the number of entries displayed on the table by selecting an option on the Show # entries drop-down menu or by entering a number in the Closing within # days field.

Saved Offers User Dashboard Headers:

• Offer Identifier

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• Last Saved Date (format: YYYY-MM-DD HH:MM)

• Description

Saved Offers User Dashboard Filter Fields:

• Closing within # days (must be numeric characters)

• Offer Identifier

• Offeror CAGE (must be numeric characters)

• Proposal Manager Name

• Last Saved Date (format: YYYY-MM-DD HH:MM)

• Notice ID

Click the Notice ID hyperlink in the Notice ID column to view the notice.

Submitted Offers

The Submitted Offers dashboard displays all notices against which the Proposal Manager has submitted an offer. Click the title bar to expand the Submitted Offers dashboard.

Notices can be filtered by entering data in the corresponding header. The user can control the number of entries displayed on the table by selecting an option on the Show # entries drop-down menu or by entering a number in the Closing within # days field.

Submitted Offers User Dashboard Headers:

• Offer Identifier

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• Proposal Manager Name

• Submit Date (format: YYYY-MM-DD HH:MM)

Submitted Offers User Dashboard Filter Fields:

• Closing within # days (must be numeric characters)

• Offer Identifier

• Offeror CAGE (must be numeric characters)

• Proposal Manager Name

• Submit Date (format: YYYY-MM-DD HH:MM)

• Notice ID

Click the Notice ID hyperlink in the Notice ID column to view the notice.

Submitted Offer Details are displayed as read-only. Attachments can be downloaded by clicking the File hyperlink adjacent to the file of interest.

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Posting Unsolicited

Proposal

Click Create Unsolicited Proposal on the Solicitation navigation bar. The user is led to Unsolicited Proposal Offer Details page.

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Refer to the Attachments section of this training for further instructions on adding, editing, or deleting attachments.

Refer to the Signature section of this training for further instructions on signing and submitting an Unsolicited Proposal.

Refer to the Save Offer section of this training for further instructions on saving an Unsolicited Proposal.

Refer to the Delete Saved Offer section of this training for further instructions on deleting a saved Unsolicited Proposal.

• Offer Identifier (must be alphanumeric characters)

• Agency * (field auto-populates Agency selected in Agency Search pop-up)

• Proposal Manager CAGE Code * (drop-down)

• Company Name (field auto-populates data associated with Proposal Manager CAGE code)

• Title * (up to 255 alphanumeric characters)

• Abstract * (up to 2000 alphanumeric characters)

• Valid From Date * (date field is editable: format YYYY/MM/DD)

• Valid To Date *(date field is editable: format YYYY/MM/DD)

Attachments * Fields:

• Name (up to 255 alphanumeric characters including special characters; excluding specific characters: <>’&”)

• Uploaded By (defaults to user’s name and email address)

• File (up to 2000 alphanumeric characters)

• Date (defaults to date of original uploaded or resubmitted file)

• Load Date (displays original date, time, and time zone of uploaded file)

• Action o Move Up

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Signature Fields:

• Signature Date* (format: YYYY/MM/DD)

• Lookup (leads to Agency Search pop-up)

• Choose Files (select to locate and attach a file from the local directory)

• Signature (leads to Sign Document pop-up)

• Move (arrows display to reorder multiple attached files)

• Edit (leads to Attachment Information pop-up)

• Delete (x icon; removes the line item and cannot be restored)

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NOTE: Unsolicited Proposals follow the same process as Offers for attachments, signing and submitting a signature, saving an incomplete proposal, and deleting a saved proposal.

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Agency Lookup Pop-Up:

Click the Lookup button.

Enter data of the Agency in the Agency Search field and click the Search button. A drop-down menu displays two search options. Click

Search by Agency Name or Search by Location Code.

A table displays the Agency Name search results. Click the Agency Name hyperlink associated with agency data searched.

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The pop-up closes and the Agency data is auto-populated in the Agency field.

• Agency * (field auto-populates Agency selected in Agency Search pop-up)

Agency Lookup Fields:

• Agency Search (field is editable)

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Offer Details Buttons:

• Lookup (leads to Agency Lookup pop-up)

Agency Lookup Buttons:

• Search (drop-down; options: Search by Agency Name / Search by Location Code)

• Close (disregards search and closes pop-up)

NOTE: The selected Agency cannot be deleted once selected but can be overwritten by selecting another Agency Name in the Agency Lookup pop-up.

Unsolicited Proposal

Submission Success

Successfully submitting an unsolicited proposal displays a confirmation message stating: “The offer was submitted on (Signature Date, Time, Time Zone) (Signature Date and UTC Time Zone) by (Proposal Manager Name). Please print this page and maintain for your records.”

Saved Unsolicited Proposals

The Saved Unsolicited Proposals dashboard displays all unsolicited proposals which the Proposal Manager has saved prior to submission.

Saved unsolicited proposals can be filtered by entering data in the corresponding header. The user can control the number of entries displayed on the table by selecting an option on the Show # entries drop-down menu.

Saved Unsolicited Proposals User Dashboard Headers:

• Offer Identifier (hyperlink)

• Offeror CAGE

• Proposal Manager Name

• Title

• Abstract

• Agency

• Expiration Date (format: YYYY-MM-DD)

• Last Saved Date (format: YYYY-MM-DD HH:MM)

Saved Unsolicited Proposals User Dashboard Filter Fields:

• Offer Identifier

• Offeror CAGE (must be numeric characters)

• Title

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• Abstract

• Agency

Click the Offer Identifier hyperlink in the Offer Identifier column to view the unsolicited proposal.

Submitted Unsolicited Proposals

The Submitted Unsolicited Proposals dashboard displays all submitted unsolicited proposals for the offeror CAGE code.

Submitted unsolicited proposals can be filtered by entering data in the corresponding header. The user can control the number of entries displayed on the table by selecting an option on the Show # entries drop-down menu.

Submitted Unsolicited Proposals User Dashboard Headers:

• Offer Identifier (hyperlink)

• Offeror CAGE

• Proposal Manager Name

• Title

• Abstract

• Agency

Submitted Unsolicited Proposals User Dashboard Filter Fields:

• Offer Identifier

• Offeror CAGE (must be numeric characters)

• Title

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• Abstract

• Agency

Click the Offer Identifier hyperlink in the Offer Identifier column to view the unsolicited proposal.

Withdraw Offer/Unsolicite d Proposal

The Proposal Manager can withdraw a submitted offer or unsolicited proposal to have it removed from consideration prior to a Solicitation

Manager’s action. Once an offer or unsolicited proposal has been accepted or rejected by the Solicitation Manager, it cannot be withdrawn.

Click the Withdraw Offer button located at the bottom of the submitted offer details.

A pop-up displays with a message asking: “Are you sure you want to Withdraw this offer?” Click Yes.

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Successfully withdrawing an offer displays a message at the top of the screen stating: “The offer was withdrawn on (Date and Time) by

(Proposal Manager’s Name).” The submitted offer is removed from the Submitted Offers user dashboard.

• Withdraw (leads to the Withdraw Offer pop-up)

Pop-Up Buttons:

• Yes (confirms withdrawal of Offer/Unsolicited Proposal)

• No (closes Withdraw Offer pop-up)

Notice Questions &

Answers

Proposal Managers have the capability to view and submit questions regarding notices within the Solicitation module. This functionality allows for seeking clarification on requirements during the Question & Answer period specified for each notice.

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Q&A Capabilities

Through the Notice Q&A functionality, Proposal Managers can:

• View existing questions and answers on notices

• Submit new questions during the designated Q&A period

• Receive notifications when new questions or answers are posted (when flagged for notification)

• Access restricted Q&A content (for CAGE codes permitted to view restricted notices)

For detailed instructions on using the Notice Q&A functionality, please refer to the Notice Questions & Answers - Proposal Manager training document located at WBT > Solicitation > Proposals (Offers) > Notice Questions & Answers.

Saved Search

Proposal Managers have the ability to save searches for easy access and future use.

Click Search in the Solicitation navigation bar. A drop-down menu is displayed. Click Search. The user is led to Notice Search Criteria screen.

https://pieetraining.eb.mil/wbt/sol/documents/Notice_Questions_and_Answers_Proposal_Manager.pdf

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Enter data in the Notice Search Criteria fields. Click Search. The user is led to the Search Results screen displaying results that match the criterion entered.

Click Save Search on the Search result screen.

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A pop-up displays a confirmation message stating: “Please confirm you wish to save the following search:” and a table of the data entered in the

Notice Search Criteria fields. Enter a unique Search Name in the editable field for future reference and click Confirm.

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A message displays at the top of the Search Result screen stating: “The search has been saved.”

To view searches that have been saved, click Search, then select Saved Search in the navigation bar at the top of the screen.

The user is led to the Saved Search screen displaying all searches saved by the user. Saved searches can be filtered by entering data in the

Filter field. The user can also control the number of entries displayed on the table by selecting an option on the Display # items drop-down menu.

Click Search in the Action column to search the Solicitation database based on the Search values listed in the Search column. The results of the saved search are displayed on the Search Results screen.

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Notice Search Criteria Fields:

• Notice ID (up to 127 alphanumeric characters including special characters)

• Notice Type (options: Special Notice / Solicitation / Combined Synopsis/Solicitation / Presolicitation / Sources Sought / Award / Consolidate/(Substantially)

Bundle / Justification and Approval)

• Open Date (subfields: ‘Start’ / ‘End’; date field is editable: format YYYY/MM/DD)

• Response Due Date (subfields: ‘Start’ / ‘End’; date field is editable: format YYYY/MM/DD)

• Subject (parameters: Starts With / Equal To / Contains / Ends With)

• Description (parameters: Starts With / Equal To / Contains / Ends With)

• Product or Service Code (field is editable; must be valid codes in database)

• NAICS (field is editable; must be valid codes in database)

• Set Aside Code (searchable drop-down) o Total Small Business Set-Aside o Partial Small Business Set-Aside o 8(a) Set-Aside o Historically Underutilized Business (HUBZone) Set-Aside o Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside o Women-Owned Small Business (WOSB) Program Set-Aside o Economically Disadvantaged WOSB (EDWOSB) Program Set-Aside o 8(a) Sole Source o Historically Underutilized Business (HUBZone) Sole Source o Service-Disabled Veteran-Owned Small Business (SDVOSB) Sole Source o Women-Owned Small Business (WOSB) Program Sole Source o Economically Disadvantaged WOSB (EDWOSB) Program Sole Source o Local Area Set-Aside o Competitive 8(a) o Economically Disadvantaged Woman Owned Small Business o Emerging Small Business o HUBZone o Partial HBCU / MI o Partial Small Business o Service-Disabled Veteran-Owned Small Business o Total HBCU / MI o Total Small Business o Veteran-Owned Small Business o Woman Owned Small Business

• Place of Performance Zip Code (must be 5 numeric characters)

• Contracting Office DoDAAC (must be 6 alphanumeric characters; excluding special characters)

• Status (options: Open / Closed / Incomplete / No Response Due Date)

Search Result Fields:

• Display # Items (options: 10 / 25 / 50 / 100; controls number of entries appearing in the saved search table)

• Filter (field is editable; can filter results by keywords entered by the user)

Save Search Pop-Up Fields:

• Search Name * (field is editable)

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Saved Search Headers:

• Search Name

• Search

• Search (leads to search results)

• Delete (remove save search)

Notice Search Criteria Buttons:

• Lookup (button displays beside the ‘Product or Service Code’ and ‘NAICS’ fields; leads to Lookup search pop-ups)

• Search (leads to search results screen)

• Reset (deletes all entered data)

• Help (displays help information)

Search Results Buttons:

• Save Search (leads to Save Search pop-up)

• Subscribe to Notifications (leads to Subscribe to Notifications pop-up)

• Previous (to navigate back to Create Notice screen)

• Help (displays help information)

Save Search Pop-Up:

• Cancel (to close pop-up)

• Confirm (to save search)

NOTE: Open Date, Response Due Date, Place of Performance Zip Code, Contracting Office DoDAAC, and Status cannot be used to subscribe to notifications.

Delete Saved Search

To delete a saved search, click Search, then select Saved Search in the navigation bar at the top of the screen.

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The user is led to the Saved Search screen displaying all searches saved by the user. Saved searches can be filtered by entering data in the

Filter field. The user can also control the number of entries displayed on the table by selecting an option on the Display # items drop-down menu.

Click the Delete button in the Action column.

A pop-up displays a confirmation message stating: “Saved Search has been removed.” Click the Confirm button to delete the saved search.

The saved search is removed from the table.

Search Result Fields:

• Display # Items (options: 10 / 25 / 50 / 100; controls number of entries appearing in the saved search table)

• Filter (field is editable; can filter results by keywords entered by the user)

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Saved Search Headers:

• Search Name

• Search

• Search (leads to search results)

• Delete (remove save search)

Delete Saved Search Buttons:

• Confirm (to delete saved search and close pop-up)