FINAL RFP - Attachment 2 FY22 COPS User Manual - v.2.4.pdf

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1 February 11, 2021

Controlled Unclassified Information

General Services Administration

FAS GSA IT

CIO Modernization and Enterprise Transformation (COMET) Operations and Maintenance Support

City Pair Offer Preparation System (COPS)

User Manual

Document No. HC-COP-UM-001

In response to:

Contract No: 47QMCB21R0002

Prepared for:

ATTN: Mary Gartland

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

In support of:

FAS GSA IT

Prepared by:

Sevatec, Inc.

2815 Old Lee Highway

Fairfax, VA 22031

COPS User Manual

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Approvals

Michael Dorsett, Date

CWA Portfolio Manager

Operations and Maintenance Support (Halley’s COMET)

Gill K Machen Date

Director, Acquisition IT Services, (IQ)

Office of the GSA CIO, (GSA IT)

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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 (Group3 added)

1/5/2018

1.3 Updated to reflect changes made for FY20 solicitation changes 2/6/2019

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

1.5 Updated to reflect current contractor information; header and footer, contractor number, prepared for, prepared by, approvals, document history, date

1/30/2020

1.6 Updated to reflect modifications submitted by PMO 2/11/2020

1.7 Updated POC for login issues and added additional verbiage for Download section with sample Group 1,2,3 files

2/12/2020

1.8 Updated upload section to include screenshots of example email notifications

2/12/2020

1.9 Updated user registration and sign in process. Updated offer details section and screenshots.

1/4/2021

2.0 Updated based on feedback from the travel and legal team. 1/27/2021

2.1 Updated based on feedback from the travel and legal team. 2/4/2021

2.2 Updated content in section 3-12. 2/5/2021

2.3 Updated order of pages. 2/8/2021

2.4 Updated the terminology ‘bid’ to ‘offer’. 2/11/2021

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Table of Contents

List of Figures 6

List of Tables 7

Recommended Browsers 7

1 Introduction 8

2 System Summary 9

2.1 System Configuration 9

2.2 User Access Levels 9

3 Getting Started 10

3.1 Accessing COPS 10

3.2 Welcome Screen 24

3.2.1 My Account 25

3.2.2 Offers 26

3.2.2.1 Add/Modify Offers 26

3.2.2.2 Search Offers 27

3.2.2.3 Delete Offers 31

3.2.3 Downloading Offers 32

3.2.4 Uploading Offers 34

3.2.4.1 Upload Results 34

3.2.5 File Format 37

3.2.6 Error Logs 39

3.2.7 Logout 43

4 Maintenance 44

5 Help 44

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List of Figures

Figure 1-1 – System Overview 8

Figure 3-1 – COPS Home Page 10

Figure 3-2 – Activate Okta Account Email Screenshot 11

Figure 3-3 – Create Password and Forgot Password Question Screen 12

Figure 3-4 – COPS Login Screen 13

Figure 3-5 – Set Up Google Authentication Screen 14

Figure 3-6 – Select Device for Google Authenticator Set Up Screen 15

Figure 3-7 – Google Authenticator Mobile App Screenshot 16

Figure 3-8 – Scan Google Authenticator Barcode Screen 17

Figure 3-9 – COPS Token Validation Screen 18

Figure 3-10 - Okta Application Dashboard 19

Figure 3-11 - Google Authentication Code 20

Figure 3-12 – COPS Welcome Page 20

Figure 3-13 – Authorization Successful Email Confirmation Screenshot 21

Figure 3-14 – COPS Home Page 22

Figure 3-15 – COPS Login Screen 22

Figure 3-16 – COPS Token Validation Screen 23

Figure 3-17– Google Authenticator Mobile App Screenshot 23

Figure 3-18 – Welcome Screen 24

Figure 3-19 – My Account Info Page 25

Figure 3-20 – Main Navigation: ‘Offers’ Dropdown Accessing ‘Add/Modify’ Option 26

Figure 3-21 – COPS Search Offers Page 27

Figure 3-22 – COPS Search Offers Results Page 28

Figure 3-23 – Offer Details Page for Groups 1, 2, and 3 30

Figure 3-24 – Main Navigation: ‘Offers’ Dropdown Accessing ‘Delete’ Option 31

Figure 3-25 – Delete Offers for Group Page 31

Figure 3-26 – Delete Offer Confirmation 32

Figure 3-27 – Downloading Offers 32

Figure 3-28 – Group 1 Spreadsheet Screenshot 33

Figure 3-29 – Group 2 Spreadsheet Screenshot 33

Figure 3-30 – Group 3 Spreadsheet Screenshot 33

Figure 3-31 – Upload Offers File Page 34

Figure 3-32 – Upload Confirmation Email Screenshot 35

Figure 3-33 – Updated Items Confirmation Email Screenshot 36

Figure 3-34 – Upload Errors Notification Email Screenshot 36

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Figure 3-35 – Blank Fields Error Notification Email Screenshot 37

Figure 3-36 – COPS File Format for Group 1 Page 38

Figure 3-37 – COPS File Format for Group 2 Page 38

Figure 3-38 – COPS File Format for Group 3 Page 39

Figure 3-39 – COPS Error Log for Airlines Page 40

Figure 3-40 – COPS Error Log for Airlines Details Page 40

Figure 3-41 – Itemized Offer Screen 41

Figure 3-42 – Successfully Saved Item Number Confirmation Screen 42

Figure 3-43 – Fares and Reference Free Baggage Screen 43

List of Tables

Table 2-1 – Roles and Responsibilities 9

Table 5-1 – Appendix A. Acronyms 44

Recommended Browsers

Browser

Microsoft Internet Explorer 11

Google Chrome

Apple Safari

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1 Introduction

This User Manual provides information necessary for users to effectively use City Pair 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 City Pair Program (CPP)

Team to solicit offers of one-to-many Airline City Pairs. The application is Section 508 compliant. COPS provides 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 the CPP team and Vendors.

2.2 User Access Levels

Role Description

CPP Team

An actor with an authorized user role who has the ability to evaluate the offers (review evaluation sheets, views the user [team/board members]. Only the Contracting Officer has the authority to finalize offers.

Vendors An actor with the ability to submit offers.

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:

https://www.microsoft.com/en-us/download/details.aspx?id=41628

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 Home Page

● To enter the City Pair Offer Preparation System (COPS) you will need to create an MFA account. Please look at the below MFA section.

● If you experience difficulties at any time please contact Andrea Anderson at andrea.anderson@gsa.gov or Ebony White at ebony.white@gsa.gov.

Multi Factor Authentication (MFA)

Multi Factor Authentication (MFA) is the process in which an outside application is used to validate users. The COPS application uses MFA and, more specifically, the Google

Authenticator application to help validate users and help with security. Below, you can find the steps for both new and existing users for logging onto the COPS application:

https://www.microsoft.com/en-us/download/details.aspx?id=41628

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New Users:

1. Once the contracting team has initiated account creation, you will be sent an automated email. Click on the Activate Okta Account button, and you will be brought to a page to activate your account. (See Figure 3-2)

Figure 3-2 – Activate Okta Account Email Screenshot

(Click the ‘Activate Okta Account’ button to proceed.)

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2. On the Welcome page, you will find a few fields you need to fill out. This includes a new password, confirmation of your new password, and an answer to the selectable security question. (See Figure 3-3) NOTE: Your password must meet the listed requirements on the page in order to be a valid password.

Figure 3-3 – Create Password and Forgot Password Question Screen

(Fill out the sections and ensure the requirements are met.)

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3. After filling out the necessary information and continuing, the next page will require you to sign in with your new password. On the Sign In page, enter in your User ID (or primary email address) and the password you just setup, and click Next to sign into the

COPS application. (See Figure 3-4)

Figure 3-4 – COPS Login Screen

(Fill out your login information and click ‘Next’)

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4. After successfully signing in for the first time, the application will redirect you to the

MFA setup page where you can set up your Google Authenticator. Click the Setup button to begin the authentication process. (See Figure 3-5)

Figure 3-5 – Set Up Google Authentication Screen

(Click ‘Setup’ to proceed.)

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5. When you get to the Setup Google Authenticator page, simply select the radio button for the device type you currently have for your phone. Make sure you have the Google

Authenticator app on your phone already, or you can download the Google Authenticator app from your phone’s app store. Once you have the app, click Next. (See Figure 3-6)

Figure 3-6 – Select Device for Google Authenticator Set Up Screen

(Select the type of device you wish to use with Google Authenticator.)

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6. On the next page, you will see a QR Code. Open the Google Authenticator app on your phone and scan the QR Code by pressing the + button. You will then receive a 6 digit code that updates automatically every 30 seconds. You can determine how much time is remaining by the small circle next to the code. Once your code is active, you can click

Next. (See Figure 3-7 and Figure 3-8)

Figure 3-7 – Google Authenticator Mobile App Screenshot

(From your smartphone and within the Google Authenticator app, tap the + button to enable the QR Code Scan mode.)

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Figure 3-8 – Scan Google Authenticator Barcode Screen

(With your smartphone, scan the QR Code on your computer screen. If successful, click

‘Next’, otherwise, try scanning the QR Code again.)

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7. Enter in the current 6 digit code from your phone into the box on the next page, and click

Verify. (See Figure 3-9)

Figure 3-9 – COPS Token Validation Screen

(Enter your Authenticator code from your smartphone and click ‘Verify’.)

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8. If successful, you will be redirected to the Okta App Dashboard. The dashboard displays all of the GSA Applications your Okta account has access to. At this time, you may only see “Cops” in your dashboard (see Figure 3-10).

Figure 3-10 - Okta Application Dashboard

9. You may now “click” the “Cops” app in the dashboard. You will then be asked to enter your Authentication Code once more. (see Figure 3-11)

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Figure 3-11 - Google Authentication Code

10. If the 2nd factor authentication is successful, you should be redirected to the COPS home page. (See Figure 3-12)

Figure 3-12 – COPS Welcome Page

Existing Users:

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For existing users that already have an Okta account, you will not be required to create a new username or password. Okta is an authentication application and our GSA team will add your username to our internal group that allows for proper activation. There is no need to go through the process listed above for new users. Instead, you will get a second email from

CopsAdmin@gsa.gov stating “You have been added to the COPS Okta Group. You are now authorized to access the application”. (See Figure 3-13)

Figure 3-13 – Authorization Successful Email Confirmation Screenshot

(Email from COPS stating that you have been added to the group.)

mailto:CopsAdmin@gsa.gov

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Users can then proceed to login through the steps outlined below.

1. Navigate to the COPS Home Page. (See Figure 3-14)

Figure 3-14 – COPS Home Page

2. Login to COPS using OKTA Account. (See Figure 3-15)

Figure 3-15 – COPS Login Screen

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3. Enter Token from the Authenticator into the COPS Token Validation Page (See Figure

3-16 and Figure 3-17)

Figure 3-16 – COPS Token Validation Screen

Figure 3-17– Google Authenticator Mobile App Screenshot

Upon Successful login, the user will be routed to the COPS Welcome Page.

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3.2 Welcome Screen

Upon successful login, the Welcome Page, as illustrated in Figure 3-18 is displayed. (See

Figure 3-18)

Figure 3-18 – Welcome Screen

This page is also called the Offer Preparation System Screen, as illustrated in Figure 3-18.

The user has eight choices on this screen:

▪ Home

▪ My Account – provides capability to view account information

▪ Offers – provides capability to search, add, modify, or delete one or more city pair line item offers 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 Group 1/Group 2/Group 3 file formats.

o Group 1 o Group 2 o Group 3

▪ File Format - These file formats are the RFP line items 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 Group 1/Group 2/Group 3.

o Group 1 o Group 2 o Group 3

▪ Logout

3.2.1 My Account

Vendors have the ability to view account information via the ‘Account Management’ page (see

Figure 3-19)

Figure 3-19 – My Account Info Page

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3.2.2 Offers

3.2.2.1 Add/Modify Offers

Figure 3-20 – Main Navigation: ‘Offers’ Dropdown Accessing ‘Add/Modify’ Option

When the user selects the ‘Add/Modify’ offers option (see Figure 3-20 above), the search screen is displayed (see Figure 3-21 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 Groups 1, 2 or 3 individually or all groups together

(depending on which group is open).

▪ Offer and Un-offer items: If selected, the search results encompass all items, regardless of whether the airline has placed any offers or not.

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

▪ Un-offer Items: If selected, the search results only include items where the airline currently does not have any offers 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 3-21)

Figure 3-21 – COPS Search Offers Page

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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 3-22.

Figure 3-22 – COPS Search Offers Results Page

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 3-23).

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Figure 3-23 – Offer Details Page for Groups 1, 2, and 3

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 3-24 – Main Navigation: ‘Offers’ Dropdown Accessing ‘Delete’ Option

When the user selects the ‘Delete’ offers option (see Figure 3-24 above), the Delete Offer screen will display (see Figure 3-25 below). Click ‘Select’ checkbox and click ‘Delete.’ (see

Figure 3-26 below).

Figure 3-25 – Delete Offers for Group Page

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Figure 3-26 – Delete Offer Confirmation

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 line 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 3-27) Do

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

Figure 3-27 – Downloading Offers

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Files can be downloaded for Group 1, Group 2 or Group 3. Please note that each Group file has 7 static fields (columns A-G) that if modified will send an error email stating that the offers were not accepted and that the static fields cannot be changed. The COPS system does not allow changes to columns A-G. Columns A-G include, Item Number, Origin Airport, Destination

Airport, Minimum Service, Passenger Count, Number of Flights, Domestic/International.

When modifying the downloaded file, you may delete the rows that you’re not offering on and re-upload the file. Please download and review your latest upload to verify that you correctly offered on the items that you intended.

3.2.3.1 Group 1

Figure 3-28 – Group 1 Spreadsheet Screenshot

Group 2

Figure 3-29 – Group 2 Spreadsheet Screenshot

3.2.3.2 Group 3

Figure 3-30 – Group 3 Spreadsheet Screenshot

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3.2.4 Uploading Offers

This option is used to upload offers to the system (see Figure 3-31). Only files in the .csv format can be uploaded.

Figure 3-31 – Upload Offers File Page

● First, select Group 1, 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 you that the file has errors e.g., 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 to you indicating whether the upload was successful or not. Please see examples below:

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Notification that an upload took place:

Figure 3-32 – Upload Confirmation Email Screenshot

Confirmation of correctly updated items:

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Figure 3-33 – Updated Items Confirmation Email Screenshot

Notification of any errors requiring correction:

Figure 3-34 – Upload Errors Notification Email Screenshot

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

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Figure 3-35 – Blank Fields Error Notification Email Screenshot

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

3.2.5 File Format

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

● Figure 3-34 depicts the Group1 file format

● Figure 3-35 depicts the Group2 file format

● Figure 3-36 depicts the Group3 file format

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Figure 3-36 – COPS File Format for Group 1 Page

Figure 3-37 – COPS File Format for Group 2 Page

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Figure 3-38 – COPS File Format for Group 3 Page

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 3-39).

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Figure 3-39 – COPS Error Log for Airlines Page

Then, click on the ( + ) or ( - ) sign, on the left, to display or hide errors (see Figure 3-40).

Figure 3-40 – COPS Error Log for Airlines Details Page

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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 Offer screen with the error message(s) displayed at the top (see Figure 3-41).

Figure 3-41 – Itemized Offer 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 3-42).

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Figure 3-42 – Successfully Saved Item Number Confirmation Screen

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 (i.e. – market_fare, yca_fare, _ca_fare, bns_fare, bns_mkt_fare) has decimals. Example of acceptable number “500.00” or “500”. Example of nonacceptable number “500.75”

▪ If your market_fare entry is blank or equal to zero

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

▪ If a bns_fare is entered but no bns_mkt_fare is entered or vice-versa

▪ 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 3-41). A "Y" value in this field depicts the offer will include a free first (1st) checked baggage. A "N" value in this field depicts the offer will not include a free first (1st) checked baggage.

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Figure 3-43 – Fares and Reference Free Baggage Screen

3.2.7 Logout

Please remember to exit the application when you are finished.

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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 Andrea Anderson at andrea.anderson@gsa.gov or Ebony White at ebony.white@gsa.gov.

Appendix A. Acronyms

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

Abbreviation Definition

CO Contracting Officer

COMET CIO Modernization and Enterprise Transformation

COR Contracting Officer’s Representative

COPS City Pair Offer Preparation System

CPP City Pair Program

CSV Comma Separated Values

FAS Federal Acquisition Service

GSA General Services Administration

ID Identification

MFA Multi-Factor Authentication

QR Code Quick Response Code

Table 5-1 – Appendix A. Acronyms