General System Notes
For additional information regarding usage of the SeaPort Government Portal, please refer to the Training Manual.

Logging In

SeaPort provides a convenient and secure location for acquisitions. After entering SeaPort, users must login to the Government Portal to create a purchase request for a task order against the SeaPort-e Multiple Award Contract.

All users must obtain a login and password by completing a SeaPort™ User Account Request Form. Users will be given a login and a temporary password. After logging in the first time, users will be prompted to create a new password. Passwords must be longer than six characters and should include upper and lower case letters and numbers.

Once the login and password have been entered into the system, authorized users will be able to select from any of the choices available. You may enter the Government Portal at any time.

Save

This button is CRITICAL. Navigating from one page to another will result in all data entered being lost unless the "Save" button has been clicked.

User Roles

SeaPort™ has been designed around several identified roles, within the procurement process:
  • PR Originator
  • Business/Financial Manager (BFM)
  • Financial Point of Contact
  • Task Order Manager (TOM)
  • Procuring Contracting Officer (PCO)
  • 1102
Routing

SeaPort workflow enables users to route action items to other authorized users by choosing the Route button found on nearly all screens. The routing convention used by SeaPort is ad hoc. Users are prompted to recommend a routing, but that routing is not forced. Users should be aware that workflow routing does not take place concurrently. If a PR is routed to another person for action, nobody other than that person will have access to any information (other than read only). Because of this non-concurrent routing, it is important that information be routed to the right person.

SeaPort notifies users via email that a purchase request has been routed to them. You access the purchase request by clicking on the Purchase Request Edit List found on the BuySite.

Validation

Throughout SeaPort, users will find a Validate button. This button will check to make sure that all required fields are completed.

On-line Help

Throughout SeaPort, screen specific on-line help is available to the user by simply choosing the help button at the top of the screen.

Metrics

SeaPort has been constructed with the knowledge that metrics and accurate reporting is a vital part of evaluating the performance of acquisitions. To that end, SeaPort has the capability of reporting on any data element that is included in the PR panels. At the roll out of SeaPort, metrics are not available, simply because there is no data on which to report. However, as use of SeaPort becomes a more widespread, metrics will be an easily accessible way to judge, not only the efficiency of SeaPort service contracting, but also on matters such as funding, contractors, and other important program management indexes.

Status of Task Orders

A SeaPort database will be created so users will be able to track the status of Task Orders.

Task Order Library

A SeaPort database will be created so users will be able to easily search and sort executed Task Orders.

CLIN Structure

The SeaPort-e MAC contracts contain contract line item numbers (CLINs) that can accommodate both Cost-Plus-Fixed Fee and Firm Fixed Price requirements. Each of these CLINs has a five-year period of performance. Including options, the maximum total potential duration of the MAC contracts is fifteen years. Every Task Order will follow the same general CLIN structure that was established in the MAC contracts:
  • COST-PLUS-FIXED FEE (CPFF) Item 1000, Option Items 4000 and 7000 - All requirements for Cost-plus-Fixed Fee (CPFF) level of effort (hours) or completion type services will be placed under these CLINs. Other Direct Costs, e.g. travel, associated with performance of work under these CLINs are included separately under Item 3000 and option Items 6000 and 9000 since contractors will not be paid any fee on the ODC costs. 
  • FIRM FIXED PRICE (FFP) Item 2000, Option Items 5000 and 8000 - All requirements for firm fixed price level of effort (hours) or completion type services will be placed under these CLINs. Included in the price are all direct and indirect costs, including Other Direct Costs, to complete the effort and profit. 
  • COST ONLY Item 3000, Option Items 6000 and 9000 - These are cost only CLINs (contractor receives no fee) where contractors will be reimbursed for the allowable, allocable and reasonable other direct costs (ODCs) required to perform effort under Items 1000 and Option Items 4000 and 7000. These items may include costs such as travel, facilities, incidental supplies, and mailing/packaging costs. Whether or not a specific type of charge should be classified as an ODC directly chargeable to the contract will depend on the Contractor's accounting system.
PERIODS OF PERFORMANCEThe periods of performance of the CLINs in the SeaPort-e MACs are:

CPFF  FFP   Cost Only     
 CLIN
 CLIN
 CLIN
 From
To 
 1000
 2000 3000 05 Apr 2004
 04 Apr 2009
 4000 5000 6000  05 Apr 2009
 04 Apr 2014
 7000 8000 9000  05 Apr 2014
 04 Apr 2019

SUBCONTRACT LINE ITEM NUMBERS (SLINS)

Under the MACs most task orders will have numerous SLINs. This is driven by two things:
  1. Unlike most existing service contracts that have a separate CLIN for each year's requirements, each CLIN of the SeaPort-e MACs extends for five years of performance. To create annual options, it will be necessary to create separate SLINs. For example, a base period plus two option periods will require three SLINs:
    1. 2000AA Base Year
    2. 2000AB First Option Year
    3. 2000AC Second Option Year 
      • Note: while a CLIN can last for five years, rules regarding availability of funds for obligation and expenditure still govern how the period of performance for a specific SLIN is structured (e.g., O&M,N expires at the end of the fiscal year) 
  2. The rule regarding only having one line of accounting for each SLIN still applies. So to accommodate the use of different funds, it will be necessary to use different SLINs.