PIEE SOL Instructions- Solicitation Manager.pdf

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Intro

Welcome to Wide Area Workflow e-Business Suite. This demonstration contains audio narrative. Please adjust your volume accordingly.

Step 1

This presentation is an overview of the Solicitation Manager.

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Step 2

After logging into the WAWF e-Business portal, the Solicitation Manager will see an icon for the Solicitation module. Clicking the icon will direct the user to the restricted Solicitation application home page.

Step 3

After opening the Solicitation Application, the Solicitation Manager will have the options to: Post a Solicitation, Search for a Solicitation, and Look up Product/Service and NAICS codes.

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Step 4

When posting a new Solicitation, the Solicitation Manager is presented with this screen to enter information.

Step 5

Response Date is a Date/Time field. When entering the field, a calendar appears to pick a specific date and time instead of manually entering the value. All other date fields on the document will work in a similar way. Set Aside Code is a dropdown populated from a lookup table that the PMO can edit. This field will default to "N/A".

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Step 6

Contact Name defaults to the Solicitation Manager’s name and is not editable.

Step 7

Posting date defaults to the current system date and is not editable. Product/Service Code and NAICS are entered through a lookup option, where search terms are entered and an entry is selected from the list.

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Step 8

Contracting Office DoDAAC is a drop down limited to the Solicitation Manager’s registered location codes. The Contracting Office Name and Address will populate based on the chosen CAGE Code, but these fields can be edited.

Step 9

Attachments may be added by clicking Add Attachment.

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Step 10

Arrow Buttons: Move the row up or down on the list.

Edit: Edit the selected Attachment row.

X: Delete the selected Attachment row.

Step 11

Note: Once the attachments are saved to the document (by clicking Post Solicitation), they can no longer be deleted by the Solicitation Manager.

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Step 12

When the Solicitation Manager clicks Add Attachment, they are presented with this screen.

Step 13

To upload a file from the computer, click Browse to locate the file, then click Upload. A file may be uploaded or a website URL may be provided, but not both.

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Step 14

Only one attachment may be marked as the Solicitation.

Step 15

Click Add CAGE Code to add an allowed CAGE Code for this attachment. When this is done, only the Solicitation Manager, the Solicitation Admin, and the indicated CAGE codes can view this attachment.

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Step 16

When searching for a Solicitation:

• The user may enter a date range for both the Open and Response Due dates.

• Product or Service and NAICS lookup options are provided and allow searching by code or description.

• The user may enter the Product or Service and/or NAICS codes as a comma-delimited list, or the user may use the lookup feature to populate one or more codes.

• The Status filter will provide the following search options:

• Open (default)

• Closed

• Both

Step 17

• After entering the necessary criteria in the search fields, the user will click the Search button to view the results.

• Selecting the Reset button will clear out any previously entered search criteria.

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Step 18

On the Search Results screen, the user will be provided with the Solicitation Number, Response Date, Description, Contracting Office Name and the Set Aside category.

• Initial results will be filtered by Response Date.

• Clicking on the Solicitation Number link will take the user to a view of the Solicitation.

• The Description value will provide ellipses at the end if the data goes beyond 250 characters.

• Clicking on the Previous button will take the user back to the Search Criteria screen.

Step 19

When the Solicitation Manager views a Solicitation from the Search Results, they see this screen.

If Solicitation Manager owns this Solicitation, they can add new attachments, edit restricted access on existing attachments, and add an amendment. Any other solicitation data is not editable.

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Step 20

Existing attachments cannot be deleted by the Solicitation Manager. They may be edited, but only to update the restricted access list. Any new attachments added before clicking Save Changes may be edited or deleted freely.

Step 21

Click Save Changes to confirm any changes to the solicitation on this page. Click Add Amendment to navigate to a separate page to add a new amendment.

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Step 22

The Solicitation Manager clicks Add Amendment, and is presented with this screen. Data from the Solicitation is prepopulated, but most fields can be changed. The process is identical to Posting a Solicitation, with some exceptions.

Step 23

Click this checkbox to indicate that this Amendment will Cancel the Solicitation.

Solicitation Number is now read-only.

The Amendment Number field has been added.

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Step 24

The Posting Date is not prepopulated from the Solicitation. It defaults to the current system date, and is read-only.

Step 25

Only one attachment may be marked as the Amendment.

Click Post Amendment to add this Amendment to the Solicitation.

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Step 26

Attachments can no longer be added to the base solicitation. Attachments can only be added to the latest amendment.

After posting the amendment, it appears as a link on the solicitation and can be opened.

Step 28

When viewing a Solicitation after the Response Date has passed, the Solicitation Manager will have an Offer tab. The Solicitation Manager will receive an email notification if an Offer was submitted. On the Offer tab, the Solicitation Manager will be able to assign offer attachments to an Evaluation Committee and mark Offers as within the competitive range.

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Step 29

When the Solicitation Manager opens a solicitation that contains one or more late offers, a Late Offer tab will be available.

Each late offer will display a view of the metadata associated with the submission, but the offer attachments will not be displayed.

Solicitation Number Proposal Manager CAGE Code Company Name Date and time submitted Proposal Manager Name - the first/last name of the user that submitted the offer Proposal Manager Phone Number Proposal Manager Email Address

Step 30

The Solicitation Manager, will have the ability to indicate that a Late Offer will be considered for award by clicking the Consider Late Offer button.

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Step 31

When accepting a late offer, the Solicitation Manager will be required to select one of the following two reasons:

Only Offer Received Evidence shows receipt at Government installation and was under Government control prior to response due date Select Yes to accept the offer.

Step 32

Once the Late Offer has been accepted for consideration, a message will be displayed indicating that the late offer was accepted and is now accessible from the Offer tab. The reason for acceptance will also be displayed. This information will always be displayed on the offer.

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Step 33

Late offers that have been accepted for consideration, along with the offer attachments, will be displayed on the offer tab using the existing functionality for displaying offers received prior to the Response Date.

Step 34

On the Offers Offer and Late Offer tab, each offer will be displayed. The Solicitation Manager will be able to see the Proposal Manager CAGE code that made the offer, along with any attachments associated with the offer.

For each attachment, the Solicitation Manager can select Assign Evaluation Committee. This will take them to a new screen where they can assign the attachment to any WAWF Government/Government Support Contractor based on First Name, Last Name, and Email.

This will allow that WAWF user to be able to view their assigned attachments for an offer within the Solicitation Module.

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Step 35

There will be a checkbox for each offer where the Solicitation Manager will be able to mark an offer as Proposal Within Competitive Range.

Step 36

The Solicitation Manager can also enter in the Final Revision Date at any time once the Response Date has passed.

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Step 37

Once the Solicitation Manager is done making updates, they will select Save Changes.

The system will allow the user to perform each action individually.

This means the user could assign out attachment offers to an evaluation committee, and then open up the solicitation at a later date to mark offers as within the competitive range. They could then open up the Solicitation at a later date to add the Final Revision Date.

End

This concludes our demonstration.