10.0 Creating an Award Notice

Please Note: When a user logs into the FedBizOpps System, the user is issued a session number. There is a thirty (30) minute time limit for each user when using the FedBizOpps system . Once thirty minutes has passed, the system will terminate the session and the user will receive a "Your session has timed out." message. When this situation occurs, the user should log into the system again to start a new session. When the session times out, any unsaved and non-posted data is lost.

An "Award Notice" can be created even if a synopsis was not created on FedBizOpps. To create an "Award Notice" under these circumstances, follow the directions below for creating an "Award Notice" for an existing presolicitation synopsis. When a screen appears with a heading titled "Select a Document", do not make a selection from the "Select a Document" field. Instead, click on "Next" at the bottom of the page, and follow the remaining directions until the document is posted.

To create an Award Notice, click on the "CREATE" button.

Figure 10.1: Creating an Award Notice

Select “Action Code” “A=Award Notice”. Click on the “Next” button.

Figure 10.2: Award Screen

Please Note: Before you begin, please refer to the templates listed under the “Interface Description” link on the FedBizOpps home page. These templates will specify character limitations for each field.

If you wish to return to the previous screen, click on the application "Back" button. Otherwise, select a synopsis file from the pull-down list under the heading called "Select a Synopsis". Click on the "Next" button, and the following screen is displayed:

Figure 10.3: Award Notice Worksheet

10.1 Action Code

The notice type will be indicated at the top of the page. In this case, the action code is “A” for “Award Notice”.

10.2 Date

The “Date” field is generated by the system based on the date the notice is entered into the FedBizOpps System.

10.3 Classification Code

The Classification Code is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you will need to select a Classification Code. To select a classification code, scroll down to the appropriate classification code and highlight it. You can only select one classification code.

Please Note: Questions regarding the appropriate classification code for your notice should be directed internally to your agency. The FedBizOpps Help Desk cannot advise you on which classification code to select.

10.4 NAICS Code

The NAICS Code is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you will need to select a three digit and six digit NAICS Code.

To select a three digit NAICS code, scroll down to the appropriate code and highlight it. You can only select one three digit NAICS code. Next, click on the button titled "Display full codes for selected parts". Clicking on this button will cause your screen to be refreshed and you will be taken back to the top of your worksheet. Scroll back down to the NAICS codes. You now have a list of six digit NAICS codes to select from. Scroll down to select the appropriate six digit NAICS code and highlight it. You can only select one six digit NAICS code.

Please Note: Clicking on the button titled “Back to first three Digit codes” will remove the six digit NAICS code you selected. If you do not select another six digit NAICS code you will receive the following error message when you go to post your notice “NAICS code error: NAICS code must be sent”. If you receive this error, go back and reselect your 6 digit NAICS code.

Please Note: Questions regarding the appropriate NAICS code for your notice should be directed internally to your agency. The FedBizOpps Help Desk cannot advise you on which NAICS code to select.

10.5 Contracting Office Address

The system will automatically generate the data for the “Contracting Office Address” field, based on the Agency/Office/Location associated with your FedBizOpps account.

If your Agency, Office or Location information is incorrect, you will need to contact your Agency FedBizOpps Administrator for further assistance. If you do not have contact information for your Agency FedBizOpps Administrator, please contact the FedBizOpps Help Desk at 877-472-3779 or fbo.support@gsa.gov for assistance.

10.6 Place of Contract Performance

The “Place of Contract Performance” is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you can enter the Place of Contract Performance. The “Place of Contract Performance” field is not a mandatory field.

Please Note: We recommend that you only use alphanumeric characters, dashes, and commas in these fields. Please do not use apostrophes in this field.

Figure 10.4: Award Notice Worksheet

10.7 Title

The “Title” is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you can enter the Title. Please enter a brief description of the services, supplies, or project in this field.

Please Note: We recommend that you only use alphanumeric characters, dashes, and commas in this field.

10.8 Contract Award Date

The “Contract Award Date” is the date the contract was awarded. Two digits should be entered for the month and day, while four digits should be entered for the year.

10.9 Point of Contact

The “Point of Contact” information is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you can enter the POC information. You can choose a Primary and/or Secondary Point of Contact for this notice, but you need to AT LEAST pick a Primary Point of Contact. The system will automatically display the names, titles, telephone numbers, fax numbers, and email addresses of any points of contact chosen.

If the appropriate names are not available in the “Primary Point of Contact” or “Secondary Point of Contact” fields, you will need to contact your Agency FedBizOpps Administrator for further assistance. If you do not have contact information for your Agency FedBizOpps Administrator, please contact the FedBizOpps Help Desk for assistance.

10.10 Solicitation Number

The “Solicitation Number” is generated by the system based on the information entered in the original synopsis.

If you are entering an Award Notice without having originally entered a synopsis on FedBizOpps, you will not need to enter a Solicitation Number. .

10.11 Contract Award Number

An “Award Number” must be entered for each notice.

Please Note: The Award Number can only contain alphanumeric characters and dashes. If you input any other characters into this field, your notice may not post.

Figure 10.5: Award Notice Worksheet

10.12 Contract Award Dollar Amount

This is the dollar value of the contract.

10.13 Contract Line Item Number

The “Contract Line Item Number” field is not a mandatory field.

Please Note: Do not enter “N/A”, commas, or spaces in this field. This may result in an unsuccessful posting of your Award Notice. If you do not have a contract line item number, please leave this field blank. Please use underscores to separate contract line item numbers. For example: Use “0001_0002” instead of “0001, 0002”.

10.14 Contractor

The “Contractor” field is for the name and address of the contractor who was awarded the contract.

Please Note: Please do not use apostrophes in this field.

10.15 Archiving Policy

When a notice is created, it remains in the “Active” database of FedBizOpps until it reaches the archive date set by the contracting officer. Once the archive date is reached, the notice is moved to the “Archive” database. This notice is still accessible on FedBizOpps, but will not show up in the active postings for an agency. There are three archiving options available:

• Automatic, 15 days After Award Date – This is the default option. The notice will automatically archive 15 days after the date in the “Contract Award Date” field.

• Automatic, On Specified Date – The notice will archive on the date specified by the contracting officer.
• Manual Archive – The notice will not archive until the contracting officer manually archives the notice using the “Archive” button. Please see Section 10 for additional information on archiving.

Please Note: If you leave the response date blank, you will need to set your archiving policy to “Automatic, On Specified Date” or “Manual”, you will not be able to use the default archiving option of “Automatic, 15 Days After Response Date”.

10.16 Submitting the Award Notice

Once you have filled in the appropriate fields, you may choose to "Preview", "Save", or "Post" the information, or select the "Clear Form" button to erase the information on the form and start over again.

Please Note: If you exit the “Award Notice Worksheet” without saving or posting, your data will be lost and you will need to recreate the notice.

The “Save” feature will allow you to edit and post your data at a later time. You will be able to edit and post using the “Edit” feature described in Section 5 of this manual. If you were to click on “Save”, you would receive the following confirmation screen:

Figure 10.6: Save Confirmation

Instead of clicking on “Save”, click on “Post”.

Please Note: We do not recommend that you click on “Preview”. You will receive a preview screen when you click on “Post”.

Figure 10.7: Pre-Post Summary

Figure 10.8: Pre-Post Summary

Use the scroll bar on the right side of the page to review the data and reach the bottom of the Pre-Post Summary screen. If you need to make any changes to the data, click on “No” under “Are you sure you want to post this notice?”. Clicking on “No” will take you back to the “Award Notice Worksheet” where you can make any necessary changes. You may choose to post at that time by clicking on “Yes” under “Are you sure you want to post this notice?”.

Click on “Yes” to post the Award Notice.

 

Figure 10.9: Confirmation Screen

If your notice posted successfully, you will receive a confirmation screen.

Click on “Ok” to clear the confirmation screen or “Ok – Receive Notice in 24h” to clear the confirmation screen and register to receive an email notification from the FedBizOpps System within 24 hours. This email notification will provide a link to your recently posted data on FedBizOpps.

Once you have posted the notice, we recommend that you check the status of your posting on FedBizOpps. Instructions on how to check the status of your posting can be found in Section 13 of this manual.

If you receive anything other than a confirmation screen, please check the status of your posting on FedBizOpps. If your notice is not on FedBizOpps, please contact the FedBizOpps Help Desk at 877-472-3779 or fbo.support@gsa.gov for assistance.