Vessel User Manual
Contents
1. a U S Government Ships Bunkers Easy Acquisition Last Updated 05 11 2011 SEA Card Vessel Manual TABLE OF CONTENTS 1 GENERAL INFORMATION 3 1 1 INTRODUCTION 1 2 PURPOSE OF THIS MANUAL 1 3 SYSTEM REQUIREMENTS 1 4 SEA CARD SUPPORT CONTACT INFORMATION 1 5 COMPONENT PROGRAM MANAGERS PHONE NUMBERS 1 6 AUTHORIZED PRODUCTS FOR PURCHASE 1 7 SEA CARD PROGRAM PAYMENT PROCESS 1 8 INSTRUCTIONS TO ACCOUNTABLE OFFICERS 1 9 SEA CARD PROCEDURES 1 10 ORDERING OFFICER RESPONSIBILITIES 1 11 EMERGENCY PROCEDURES 1 12 ETHICAL RULES FOR DEALING WITH VENDORS 1 13 FREQUENTLY ASKED QUESTIONS 1 14 WEB INSTRUCTIONS 2 ACCESSING DOD SCOMS 7 2 1 NAVIGATION 2 2 LOGGING IN 2 3 PASSWORDS 2 4 FORGOT PASSWORD 2 5 CHANGING A PASSWORD 3 PLACING A CONTRACT FUEL ORDER REQUEST 9 3 1 LOCATING A PORT 3 2 ENTERING DELIVERY DETAILS 3 3 SEARCHING DOD SCOMS For AN EXISTING ORDER 3 4 ACCEPT DECLINE AND OR COUNTEROFFER TO CONTRACT ORDERS BY MERCHANT 3 5 COUNTEROFFER 3 6 ACCEPTING OR DECLINING A COUNTEROFFER 4 PLACING QUOTE REQUEST FOR OPEN MARKET FUEL 19 4 1 LOCATING A PORT SAME AS THE PROCESS FOR CONTRACT FUEL 4 2 ENTERING QUOTE REQUEST DETAILS 4 3 SEARCHING DOD SCOM S For A REQUEST FOR QUOTE 5 ORDER FULFILLMENT 19 5 1 FUELING 5 2 CONFIRMATION OF DELIVERY TRANSACTION DETAILS Last Updated 05 11 2011 SEA Card Vessel Manual SER 0 amp QI SHB a SW Vo oo2. and the SEA Card Program can be found in this manual However if you are unable to locate an answer in the manual the SEA Card Support Team is available 24 hours day 7 days a week by phone at 1 866 308 5475 or 1 913 451 2400 Email inquiries are answered Monday thru Friday 6 00 6 00 Central Time at customer support seacardsys com From here forward this document will identify the Ordering Officer and Authorizing Official AO as the user The way the screens function are a direct result of the level of access granted to the user warranted contract OO AO etc 1 3 System Requirements To take advantage of the many benefits DoD SCOMSS offers the following system requirements are necessary Minimum Hardware e Pentium 233 MHz processor e 64 MB RAM e 52 MB hard drive space e Dial up internet access Recommended Hardware e Pentium 500 MHz or greater processor e 128 MB RAM or greater e 52 MB hard drive space e Broadband or high speed dial up internet access Software e nternet Explorer 6 e Email Client Note Due to DoD SCOMS reliance on an e mail system for notification it is vitally important that you check your e mail frequently and promptly follow all DoD SCOMS email links Last Updated 05 11 2011 SEA Card Vessel Manual 3 1 4 SEA Support Contact Information For inquiries and concerns related to billings transactions vendor locations account changes or requests o
3. I KE Tal Delivery Method Comments Requests M Quote Window Time one Quote Start Time Quote End Time Current Date User Time MM DD AYYYY HH MI Selectone J Oo 1 PQ 777 eso n z 15 zz 0 2 MI America Anchorage Q 0516 2011 10 21 Zulu MM DD rrrr HH MI GMT Universal r JIR Contacts Mame Email Phone Fax Contracting Officer S Do o o BRE Provider denotes mandatory field Branch of Service drop down list will auto populate based on the user Port Name auto populated based upon Port selection Customer drop down list will auto populate based on the user unless user is assigned to multiple vessels Port City auto populated based upon Port selection Card will auto populate based on selected vessel unless user is assigned to multiple vessels Port Country auto populated based upon Port selection Mask Vessel Desired time date of fuel delivery Product drop down list will auto populate based on Branch of Service Quantity enter whole numbers Unit of Measure Delivery Method drop down list auto populate based on port availability Comments Requests special instructions or information for merchant if applicable Last Updated 05 11 2011 SEA Card Vessel Manual 17 User Time this is the time zone the user is in defaults to the times zone used on creation of the user account can be changed usin
4. Search Map screen the port information and contract details appear Selecting the Create Contract Order link redirects the user to the login screen and then onward to the Create Order screen If the user does not see a port that meets their criteria and there is an Open Market Vendor at that port the user may select the Create Open Market Quote Request link which will redirect the user to the login and subsequent Open Market Request screen The Port Search Map link is also available post login with the SEA Card Order System link from the menu on the left side of the screen Alternatively once logged into DoD SCOMSS the user may select the SEA Card Order System link and then select Port Search from the subsequent submenu The user is able to find a port using any one or two of the following search criteria e Entering a Port name e Entering the name of a Port City e Selecting a US State or Canadian Province from the drop down list provided e Selecting a country from the drop down list e Enter all or part of a contract number e Selecting a fuel type from the drop down list provided e Entering a CLIN Contract Line Item Number in the field provided After choosing the search criteria enter the appropriate information into the search field s and click the Search button All ports meeting the search criteria will be displayed If the search generates more than 30 results the following popup
5. action comments update waiver status if applicable and select a quote to convert to an order Clicking the Submit for View icon in the Search Results canvas displays the basic details of that quote request in the top canvas entitled Search Quotes For any open market quote request converted to an order the merchant can accept or decline the order but they cannot counteroffer as this negotiation has already occurred through the quote process See section 3 with regards to orders and the way they function Once a quote is converted to an order the order is handled the same way as any contract order with the exception of not allowing a merchant to counteroffer Last Updated 05 11 2011 SEA Card Vessel Manual 18 Figure 4 3 Search Quotes Search uotes UU Search Branch of Service Select One E B Customer Select One Iw C Card Select One PortName CG ctv 0 0 0 0 0 0 0 O State Province Select One Country Select One m J MM DD YYYY E MM DD YYYY E L Date MM DD YYYY E M Order ID N Search Date Range Date MM DD YY Ez O Date MM DD YYYY ER P Customer Quick Search search by all or part of a customer name smart field Branch of Service drop down list auto populated by user information Customer this drop down list will auto populate based on BOS there will be one or more vessel names here Card this will auto popula
6. calls LOCAL TIME INFORMATION CALL 9 ISSUED BY cop 10 THIS ACQUISITON IS USCG OM Test Vessel 1 X wunesrnicrED OR Leer ASIDE FOR 8650 College Blvd Overland Park KS 66210 MALL BUSINESS SMALL United States HUBZONE SMALL NAICS BUSINESS SIZE STANDARD SERVICE DISABLED VETERAN 8 OWNED SMALL BUSINESS 11 DELIVERY FOR FOB DESTINA 12 DISCOUNT TERMS 13b RATING TION UNLESS BLOCK IS MARKED 13 THIS CONTRACT IS RATED ORDER UNDER 143 METHOD OF SOLICITATION DPAS 15 CFR 700 L_ SEE SCHEDULE RFQ IFB 15 DELIVER TO 16 ADMINISTERED BY USCG OM Test Vessel 1 CODE USCG Test Vessel 1 CODE 8650 College Blvd 8650 College Blvd Overland Park KS 66210 Overland Park KS 66210 United States 7 CONTRACTOR gng FACILITY M433 18a PAYMENT WILL BE MADE BY CODE CODE Multi Service Corporation Defense Finance amp Accounting Service 8650 COLLEGE BLYD PO Box 182317 OVERLAND PARK KS 66210 Columbus OH 432186251 United States United States TELEPHONE NO 175 CHECK IE BEMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS In 1180 SUBMIT INVOICES TO ADDRESS SNOWN IN BLOCK 188 UNLESS BLOCK OFFER BELOW IS CHECKED 7 SEE ADDENDUM 19 20 21 2 23 24 SCHEDULE OF SUPPLIES SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 400275 Commercial Marine Gas Oil MGO 5 0600 2900 00 2 980000 8 642 00 Use Reverse and or Attach Additional Sheets as N
7. ensure you are providing DoD SCOMSS with all required and correct information 2 Attempt the transaction operation or function a second time following the instructions in the manual and or tutorial carefully If you are still unsuccessful contact the SEA Card Support Team by phone at 1 866 308 5475 or by email at customer support seacardsys com Please be prepared to provide your SEA Card Order Number Vessel Name or DoDAAC and the details of your problem to the SEA Card Support Team member Last Updated 05 11 2011 SEA Card Vessel Manual 22 7 Index 7 1 Sample DD1155 PAGE 1 OF ORDER FOR SUPPLIES OR SERVICES 1 CONTRACT PURCH ORDER AGREEMENT NO 2 DELIVERY ORDER CALL NO 3 DATE OF ORDER CALL 4 REQUISITION PURCH REQUEST NO 5 PRIORITY YYYYMMMDD 5 060008 0000 0080 20080107 R1234580076503 6 ISSUED BY CODE Atlantic Naval Fleet LP 27 NAS NORFOLK NORFOLK VA 23455 United States CODE 8 DELIVERY FOB DESTINATION OTHER See Schedule if other 7 ADMINISTERED BY f other than 6 Atlantic Naval Fleet LP 27 NAS NORFOLK NORFOLK 23455 10 DELIVER TO FOB POINT BY Date 9 CONTRACTOR CODE OTC19 FACILITY M433 YYYYMMMDD 11 X IF BUSINESS IS Multi Service Corporation 1 Nas 8650 COLLEGE BLVD 12 DISCOUNT TERMS VANTAGED NAME OVERLAND PARK KS 66210 AND United States WOMEN OWNED ADDRESS 13 MAIL INVOICES TO THE AD
8. on the Order Status drop down box and select Order Click the Search button The most recent order the user has created will appear at the top of the resulting query results See figure 3 3 1 for order statuses and their definitions The results of the query are displayed in the Search Results canvas below the original Search Orders canvas In the event that more than 10 records meet the search criteria the first 10 will be displayed and there is a set of record navigation buttons beneath the first 10 results Clicking the First Page icon will display the first page of records returned En Previous Next Page icon will display the previous or next page of records respectively Clicking the will display the last page of the records meeting that search criteria In the Search Results canvas click the Ei Select Order icon next to the order you wish to view The user will be directed to the Order Details screen where order specifics will be displayed From this screen the user can see the specifics of the order and cancel the order update the order and or add user comments Selecting the Submit for View icon in the Search Results canvas displays the basic details of that order in the top canvas entitled Search Orders For any contract fuel request with an order status of Order a merchant will be able to perform three different actions accept d
9. oo N N 10 12 14 15 15 15 16 18 19 20 5 3 MANUALLY CONFIRMING DELIVERY DETAILS 5 4 TRANSACTION PROCESSING AND REIMBURSEMENTS 5 5 ANCILLARY CHARGES 5 6 HANDLING DISPUTES 5 7 EMAIL ESCALATIONS 6 TROUBLESHOOTING 6 1 WHEN PROBLEMS OCCUR 7 INDEX 7 1 SAMPLE DD1155 7 2 1 SAMPLE SF1449 PAGE 1 7 2 2 SAMPLE SF1449 PAGE 2 Last Updated 05 11 2011 SEA Card Vessel Manual 22 23 22 23 24 255 1 General Information 1 1 Introduction The SEA U S Government Ships bunkers Easy Acquisition Card Program is the solution to the Defense Logistics Agency s DLA Energy search for an efficient marine fuel procurement process It is designed to ensure quality fuels are globally available to its valued customers The SEA Card Program applies a technologically advanced web based solution to the marine fuel industry It allows for more efficient transaction processing providing valued DLA Energy customers like you a multitude of benefits 1 2 Purpose of This Manual This manual is designed to serve as a study guide and reference manual SEA Card Vessel Procurement Officers and Accountable Officers should read this manual carefully in order to understand how to use the SEA Card Order Management System DoD SCOMS web application DoD SCOMS is a user friendly tracking system that allows for easier and more efficient fuel order management Answers to most questions pertaining to DoD SCOMS
10. 913 451 2400 1 12 Ethical Rules for Dealing with Vendors Title 5 Code of Regulations Part 2635 Standards of Ethical Conduct for Employees of the Executive Branch and the DoD Joint Ethics Regulation clearly identifies the standards of conduct expected of vessel crew members Vessel crew members are considered government procurement officials because they order fuel and other supplies while committing the Government to the purchase of those items Ordering officials cannot accept gratuities Vessel crew members should report any offers of illegal gratuities to the DLA Energy contracting officer or the DLA Energy Fraud counsel To report any suspected fraud waste or improprieties please call 1 800 2 TOPOFF ext 3 DLA Energy marine fuel contracts contain a Gratuities clause which provides that a contractor who offers gratuities in order to obtain favorable treatment under a contract is subject to contract termination and exemplary damages of three to ten times the cost of the giving of the gratuity Government employees cannot make unauthorized commitments or promises of any kind with intent to bind the Government Government employees must avoid any actions that create the appearance that they are violating the law or the ethical standards in effect Last Updated 05 11 2011 SEA Card Vessel Manual 1 13 Frequently Asked Questions Will receive an actual credit card There is no physical SEA Card The SEA Card program provide
11. DRESS IN BLOCK HPAD77 MARK ALL PACKAGES AND PAPERS WITH IDENTIFICATION NUMBERS IN BLOCKS 1 AND 2 14 SHIP TO 15 PAYMENT WILL BE MADE BY CODE Atlantic Naval Fleet Defense Finance amp Accounting Service LP 27 NAS NORFOLK PO Box 182317 NORFOLK VA 23455 Columbus OH 432186251 United States United States DELIVERY M CALL f This delivery order call is issued another Government agency in accordance with and subject to terms and conditions of above numbered contract Reference your furnish the following on terms specified herein PURCHASE ACCEPTANCE THE CONTRACTOR HEREBY ACCEPTS THE OFFER REPRESENTED BY THE NUMBERED PURCHASE ORDER AS IT MAY PREVIOUSLY HAVE BEEN OR IS NOW MODIFIED SUBJECT TO ALL OF THE TERMS AND CONDITIONS SET FORTH AND AGREES TO PERFORM THE SAME NAME OF CONTRACTOR SIGNATURE TYPED NAME AND TITLE DATE SIGNED YYYYMMMDD If this box is marked supplier must sign Acceptance and return the following number of copies 17 ACCOUNTING AND APPROPRIATION DATA LOCAL USE 97X4930 5CFO 01 26 1 333150 20 QUANTITY 54 19 SCHEDULE OF SUPPLIES SERVICES ORDERED UNIT 22 UNIT PRICE 23 AMOUNT ACCEPTED 300175 Commercial Marine Gas Oil MGO 5 0600 36000 2 960000 106 560 00 quantity accepted by the Government is 24 UNITED STATES OF AMERICA 25 TOTAL 106 560 00 same ae quaniny ordern indicate de Order placed on behalf of vessel by Order placed on behal
12. SCOMS an automated email will be forwarded to the vessel The vessel clicks the link in the email to be directed to DoD SCOMSS in order to confirm the delivery transaction details When reviewing ancillary charges associated with both contract and or open market lifts pay close attention to the release language regarding those ancillary charges The Merchant agrees that submission of this delivery receipt invoice and subsequent receipt of payment and failure to return within 30 days fully finally and unconditionally releases and discharges the Government from all liability claims demands causes of action and legal expenses accrued known or unknown which the Merchant has might have relating to the Order including all obligations of the Government to make further payments Any charges the Merchant wishes to except from this release must be set forth below and will be processed outside DoD SCOMS The merchant will provide either any ancillary charges that are an exception to the provision in the box provided for exceptions or click the check box next to not applicable One of these two things is required before the ancillary charges can be submitted for approval by the customer The tax field under the ancillary charge is to be used if taxes are applicable to that ancillary charge 5 6 Handling Disputes In the event there is a dispute regarding the delivery transaction details for a fuel order DoD SCOMSS will send an email to the mercha
13. Updated 05 11 2011 SEA Card Vessel Manual 7 After successful login the following message will appear on the screen Welcome You are logged in as User s First and Last Name You can return to this welcome screen at any time by clicking Home in the navigation menu located on the left side of the browser window 2 3 Passwords Passwords are used with DoD SCOMSS to eliminate unauthorized access to the system You will be required to change your password on a frequent basis for optimum security Passwords must contain at least 3 alpha and 3 non alpha characters Passwords are required to be between 8 and 20 characters in length Passwords are case sensitive That is and a are considered two different characters The following are examples of valid passwords MULTISERVICE 123 Test1245 A1B amp C3D 3 1aBcDe The above passwords are examples and are not be used as your password If a password is entered that does not meet the above requirements the user will see one of the following error messages Password length must be between 8 and 20 characters or Password must contain at least 3 alpha characters and 3 non alpha characters The user will not be allowed to designate any of their last 3 DoD SCOMS passwords as their current password If they attempt to do so they will receive the following message Password has already been used Cannot repeat any of the last 3 passwords Avoid using passwords that may be obvious
14. arch criteria Last Updated 05 11 2011 SEA Card Vessel Manual 15 e Entering a Port name e Entering the name of a Port City e Selecting a US State or Canadian Province from the drop down list provided e Selecting a country from the drop down list e Selecting a fuel type from the drop down list provided After choosing the search criteria enter the appropriate information into the search field s and click the Search button All ports meeting the search criteria will be displayed If there are DLA Energy Contract Vendors meeting the search criteria they will be listed first If the user does not see a port that meets their needs and there is an Open Market Vendor at that port there is a button at the bottom of the search results screen labeled Click Here to View Open Market Create Quote icon located to the left of the desired port Locations Select the appropriate port by clicking the 4 2 Entering Quote Request Details After clicking the Create Quote icon the Quote Details screen will appear Enter the details of the fuel request Refer to Figure 4 2 for a description of the data to enter in each field e Enter your desired fuel delivery date and time NOTE port local by clicking the EE calendar icon First select the desired time of delivery and then the desired delivery date e Entered the desired Quote Start Time and Quote End Time using the calendar icon NOTE these times are in user time unl
15. are pecuniarily liable for erroneous payments resulting from their negligent actions The specific sections governing Accountable Officers can be found at http www dod mil comptroller fmr 05 05 33 pdf Certifying Officials Certifying Officials are responsible for the existence accuracy and legality of information on a voucher DLA Energy is the Certifying Official for all fuel purchases and the unit s Certifying Official is responsible for all non fuel charges Duties Accountable Officers are responsible for providing information or data to a Certifying or Disbursing Official in support of the payment process 1 9 SEA Card Procedures 1 Logon to DoD SCOMS at www seacardsys com with your username and password Request a fueling at the location needed for a specific time and date Use Port Search to select a port for which you will create a contract fuel order or request a quote for Open Market fuel If no SEA Card9 merchant is available contact the SEA Card Support Team for assistance in procuring fuel at that location in the future If there is an immediate need for fuel at a location where there are no SEA Card merchants the vessel should award a paper contract in accordance with their specific Service s policies SEA Card customers are required to use a DLA Energy Contract vendor where one is available Contract vendors are identified as such in DoD SCOMSS 2 DoD SCOMSS will send the user an email when the fueling reques
16. bles a merchant to only modify the fueling date time and or quantity of fuel such changes are generally considered within scope of DLA Energy bunker contracts After the merchant has submitted a counteroffer via DoD SCOMSS an automated email will be sent to the individual who placed the order The email will contain a link to view the counteroffer in DoD SCOMS Click the link and the web browser will open to the login page of DoD SCOMSS Upon successful login to DoD SCOMSS the user will be directed to the fuel order screen to view the merchant s counteroffer oee Section 3 5 for instructions on Accepting or Declining a counteroffer Once a counteroffer is submitted the original order is closed and the counteroffer becomes a new order Any subsequent counteroffers made will also be new orders This is important to note when trying to query an order because the new order will have a different order number than the old order 3 6 Accepting or Declining a Counteroffer The user will receive an email generated by DoD SCOMSS each time a counteroffer to the original order is made by the merchant This email will contain a link to view the new order in DoD SCOMS Click the link and the web browser will open the login page of DoD SCOMSS Upon successful login to DoD SCOMSS the user will be directed to the Fuel Request screen where the user can accept or decline the counteroffer To accept the counteroffer click the Accept Counte
17. d this will display all disputed orders in the system that your username is associated to From the AO Pin Page the Requisition Status with display in red Disputed Last Updated 05 11 2011 SEA Card Vessel Manual 21 5 7 Email Escalations Emails are generated when an order and or request for quote is placed in DoD SCOMS also if the order has been modified cancelled disputed or countered An email will be sent to the merchant for their acceptance of the order and or any modification An email is sent every 4 hours until the order is acted on The system generates an email to the Ordering Officer with the response from the merchant After the fulfillment time and date have passed an email is sent to the merchant every 24 hours until the fulfillment details have been entered When the fulfillment details have been entered an email will be sent to the Authorizing Official s associated with that vessel for their approval An email is sent every 24 hours until it has been approved After 48 hours the email will start escalating up the Branch of Service specific chain of command until it reaches the component manger of that Branch of Service 6 Troubleshooting 6 1 When Problems Occur Follow these steps to locate an answer concerning DoD SCOMS 1 Locate the appropriate section pertaining to the transaction operation or function you are attempting to perform in the Table of Contents Read through the given instructions to
18. e 2 18 20 1 22 23 24 SCHEDULE OF SUPPLIES SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 32a QUANTITY IN COLUMN 21 HAS BEEN _ en AND CONFORMS TO THE CONTRACT EXCEPT AS NOTED 32b SIGNATURE OF AUTHORIZED GOVERNMENT 32c DATE 32d PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE REPRESENTATIVE Hugo Aravena 20071113 Hugo Aravena 32e MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE 32g E MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE 33 SHIP NUMBER 34 VOUCHER NUMBER 35 AMOUNT VERIFIED 36 PAYMENT 37 CHECK NUMBER CORRECT FOR r COMPLETE r PARTIAL r FINAL Parras femna 38 S R ACCOUNT NO 39 S R VOUCHER NUMBER 40 PAID BY 41a CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42 RECEIVED BY Print 41b SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c DATE 42b RECEIVED AT Location 42c DATE REC D YY MM DD 42d TOTAL CONTAINERS STANDARD FORM 1449 REV 3 2005 BACK Last Updated 05 11 2011 SEA Card Vessel Manual 25
19. ecessary 25 ACCOUNTING AND APPROPRIATION DATA 26 TOTAL AWARD AMOUNT Govt Use Only 97X4930 5CFO 01 26 1 533150 58 642 00 r 27a SOLICITATION INCORPORATES BY REFERENCE FAR 52 212 1 52 212 4 FAR 52 212 3 AND 52 212 5 ARE ATTACHED ADDENDA EE ARE mh ARE NOT ATTACHED 1275 CONTRACT PURCHASE ORDER INCORPORATES BY REFERENCE 52 212 4 52 212 5 IS ATTACHED ADDENDA pi ARE NOT ATTACHED 28 CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 29 AWARD OF CONTRACT REF OFFER COPIES TO ISSUING OFFICE CONTRACTOR AGREES TO FURNISH AND DATED YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY BLOCK 5 INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS 30a SIGNATURE OF OFFEROR CONTRACTOR 31a UNITED STATES OF AMERICA S GNATURE OF CONTRACTING OFFICER Order placed on behalf of vessel by Order placed on behalf of vessel by 30b NAME AND TITLE OF SIGNER Type or print 3Oc DATE SIGNED 315 NAME OF CONTRACTING OFFICER Type or print 31c DATE SIGNED Order placed on behalf of vessel by Order placed on behalf of vessel by20080108 AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 REV 3 2005 PREVIOUS EDITION IS NOT USABLE Prescribed by GSA FAR 48 CFR 53 212 Last Updated 05 11 2011 SEA Card Vessel Manual 24 7 2 2 Sample SF1449 pag
20. ecline or make a counteroffer See section 3 4 for further instructions Last Updated 05 11 2011 SEA Card Vessel Manual 12 Figure 3 3 Search Orders Fields Search Orders Search Branch of Service Select One E B DoDAAC O C Customer Select One m D Card Select One m E DLA Order Ref 1 1 Invoice Number Order Status Select One E Contract Status Select One I Iw Order Number J Contract Number 22201 City fo State Province Select One m P Order Date a TR ion Select a Transaction Type Select MM DD YYYY T Contains Ancillary Requested Delivery Charge U Date MM DD rnrrY V OR Search a Date Range 2 Date MM DD YYYY EX Requisition Status Select One Date MM DD YY Y Clear Form Customer Quick Search search by all or part of a customer name smart field Branch of Service DoDAAC Customer Vessel name Card last 4 of card number will have card numbers in drop down box when vessel is selected DLA Order Reference number Number DLA Energy assigns to the order Invoice Number Invoice number assigned by merchant Order Status see 3 3 1 Contract Status this applies to Open Market Transactions only Order Number unique number assigned to the order by DoD SCOMS Contract Number DLA Energy contract number with a particular m
21. erchant typically starts with SP CLIN contract line item number assigned to contract items purchased at contract merchants Merchant Name Port Name City port city otate Province Country port country Order Date Transaction Type Contract or Open Market AO Pin date Contains Ancillary Charge if checked will return all orders with ancillary charges incurred Requested Delivery Date Requisition Status K C H o O U O0 Z gt TI ITI 0 O 0 gt gt Last Updated 05 11 2011 SEA Card Vessel Manual 13 X Search Range Start Date Y Search Range End Date Figure 3 3 1 Order Status Types sa ls Cancelled Order has been cancelled by the customer and the cancellation has been accepted by the merchant Cancelled by Counteroffer Merchant made a counteroffer canceling the current order Cancelled by Customer Customer cancelled their order merchant acceptance of cancellation pending Order has been fulfilled and approved by the customer Contract Order Contract order has been initiated but not acted upon counteroffer to a contract order Merchant does not accept request for order or transaction authorization failed duplicate transaction decommissioned ship etc approved the requisition Merchant has entered fulfillment details and is waiting for the Authorizing Official to approve the requisition accept approve the modifications yet acted upon customer 3 4 Accept Decline and or Counteroffe
22. es including demurrage backhaul and overtime charges and directly bills the end units that incurred the non fuel charges End Units are responsible for remitting payment for these ancillary charges through their home station payment office and Vendor Pay Payments shall be made to Multi Service Corporation in accordance with the Prompt Payment Act and DLA Energy s Contract 5 0600 04 C 0427 clause G153 Submissions for Invoices for Non Fuel Charges Local Purchase Payment Fuel Card Services DLA Energy JUN 2005 Multi Service Corporation forwards the fuel bills to DLA Energy for processing and payment DLA Energy will then bill the end units 5 9 Ancillary Charges Ancillary charges can occur if the customer cancels an order with short notice doesn t take on the full quantity of fuel ordered delivery times are outside normal operating hours delivery takes longer than anticipated the vessel doesn t arrive on time requests special handling etc Last Updated 05 11 2011 SEA Card Vessel Manual 20 For Contract lifts the allowable ancillary charges Demurrage Overtime and Backhaul All other ancillary charges not permitted under the DLA Energy contract must be handled directly with the DLA Energy Bunker Contracting Officer For Open Market lifts the allowable ancillary charges are backhaul laytime demurrage and overtime These may be added to the transaction If a merchant enters ancillary charges regarding an order placed in DoD
23. ess the user specifies a different time zone Port local time and Zulu time will auto populate e Select the appropriate product from the drop down menu The fuel available in the drop down list is based on Branch of Service restrictions Select the unit of measure and the delivery method from drop down lists populated with what is available at that port e Enter the quantity of fuel needed in whole numbers noting the chosen unit of measure US Gallon or Metric Ton e here are optional fields to enter a Husbanding Service Provider s Name Phone and Fax as well as specific comments or requests related to the fuel order After entering all required information mandatory fields are denoted with an asterisk click the Create button located in the bottom right corner of the screen After clicking Create the fuel request is sent to all applicable Open Market SEA Card Merchants via DoD SCOMSS and the following message appears Your quote request has been successfully submitted You will receive an email link to DoD SCOMS when the merchant s respond to the request for quote Last Updated 05 11 2011 SEA Card Vessel Manual 16 Figure 4 2 Fuel Request Screen Zr Z T TI TI gt Quote Request Quote Information Branch of Service Select One A Port Name dB Mask Vessel G Delivery Date Port Local Time America Ancharage Product Quantity
24. et fuel Multi Service Corporation directly bills the end unit for ancillary charges End units are responsible for remitting payment for ancillary charges through their home station payment office Vendor Pay Remittance is to Multi Service Corporation in accordance with the Prompt Payment Act and DLA Energy s Contract SP0600 04 C 0427 clause 6153 Submissions for invoices for Non Fuel Charges Local Purchase Payment Fuel Card services DLA Energy June 2005 See document at http www energy dla mil DCM DCMPage asp PagelD 613 All bills for DLA Energy fuel purchases contract and open market are submitted by Multi Service Corporation to DLA Energy for payment in accordance with DLA Energy contract clauses DLA Energy bills the fuel to the appropriate units at the applicable standard price Last Updated 05 11 2011 SEA Card Vessel Manual 4 1 8 Instructions to Accountable Officers The Law Public Law 104 106 National Defense Authorization Act requires the appointment of an individual who is independent and organizationally separate from Disbursing Officers to certify vouchers The DoD Financial Management Regulation which implements this requirement is accessible at http www dod mil comptroller fmr Accountable Officials AOs and Financial Management DoD military members and civilian personnel who are designated in writing provide source information or data to a certifying or disbursing officer in support of the payment process They
25. f of vessel by 26 1 different enter actual quantity accepted belo DIFFERENCES quantity ordered and encircle CONTRACTING ORDERING OFFICER 27a QUANTITY IN COLUMN 20 HAS BEEN ACCEPTED AND CONFORMS TO INSPECTED EE RECEIVED THE EXCEPT 5 NOTED b SIGNATURE AUTHORIZED GOVERNMENT REPRESENTATIVE c DATE d PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT Coe ea REPRESENTATIVE Anthony Orchard 20080107 Anthony Orchard 29 D O VOUCHER NO 30 INITIALS _ o PARTIAL 32 PAID BY 33 AMOUNT VERIFIED CORRECT FOR f TELEPHONE NUMBER g E MAIL ADDRESS 36 CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT a DATE b SIGNATURE AND TITLE OF CERTIFYING OFFICER YYYYMMMDD 37 RECEIVED 38 RECEIVED BY Print 39 DATE RECEIVED 40 TOTAL CON 41 S R ACCOUNT NUMBER 42 S R VOUCHER NO AT YYYYMMMDD TAINERS e MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 28 SHIP NO DD FORM 1155 DEC 2001 PREVIOUS EDITION IS OBSOLETE Last Updated 05 11 2011 SEA Card Vessel Manual 7 2 1 Sample SF1449 page 1 SOLICITATION CONTRACT ORDER FOR COMMERCIAL ITEMS 1 REQUISITION NUMBER PAGE 1 OF 2 OFFEROR TO COMPLETE BLOCKS 12 17 23 24 amp 30 2318548008SE00 2 CONTRACT NO 3 AWARD EFFECTIVE T4 ORDER NUMBER 5 SOLICITATION NUMBER 6 SOLICITATION ISSUE DATE DATE SP060008M 0000 20080108 0082 b TELEPHONE NUMBER Wo collect 8 OFFER DUE DATE 7 FOR SOLICITATION
26. g the drop down list Quote Start Time Date User Time Quote End Time Date User Time Port Local quote start time and end time information auto populated based on previously entered information Zulu quote start time and end time information auto populated based on previously entered information Contracting Officer Information this information should be entered by the person who converts the quote request to an order Ordering Officer drop down list available under User Select or can be manually entered Vessel POC Information drop down list available under User Select or can be manually entered Husbanding Service Provider s information if applicable UO lt C Denotes a required field 4 3 Searching DoD SCOMS for Request for Quote If the user is unable to click on a link in any DoD SCOMSS generated email they are able to query their quote request by logging into DoD SCOMSS Click on SEA Card Order System and select Customer Quote Search in the subsequent submenu If there is unnecessary information in this screen click the Clear Form button to clear any information already populating the fields The user can search for the quote request using any field or a combination of the fields on this screen Click the Search button See figure 4 3 for an explanation of the Customer Quote Search screen One way to query is to select the vessel the request was made for from the C
27. ivery Date MMS DD SY rr 1 F 05 16 2011 13 01 PR E Fg CLIN Product Min Qty Max Qty Quantity Unit of Measure Delivery Method Select One H j I J HN E Contacts Name Email Phone Fax Contracting officer desc ph scoms dla mil 703 767 8467 703 747 8506 ED Vessel POC 0 Husbanding Service Provider R Merchant Contact Megan Laufenberg mtlaufenberg multiservice com 9135555555 denotes mandatory field Submit Order Branch of Service drop down list will auto populate based on the user Customer drop down list will auto populate with the vessel name based on the user Card will auto populate based on selected vessel Mask Vessel Order date port local time this will auto populate based on when order is placed Delivery Date CLIN chosen from a drop down menu Product will auto populate with CLIN selection Min Qty will auto populate with CLIN choice cannot order less than this amount of fuel under contract Max Qty will auto populate with CLIN choice cannot order more than this amount of fuel under contract Desired Quantity of Fuel needed in whole numbers Unit of Measure will auto populate with CLIN choice PAY CLOSE ATTENTION Delivery Method will auto populate with CLIN choice Comments Requests special instructions or information for merchant if applicable Contracting Officer Info
28. ld e Enter your desired fuel delivery date and time by clicking the calendar icon First select the desired time of delivery and then the desired delivery date NOTE this is port local date time e There are optional fields to enter a Husbanding Service Provider s Name Phone and Fax as well as specific comments or requests related to the fuel order e Select the appropriate CLIN from the drop down menu The unit of measure and delivery method fields will automatically populate with the CLIN chosen based on the contract details e Enter the quantity of fuel needed in whole numbers noting the contracted unit of measure US Gallon or Metric Ton After entering all required information mandatory fields are denoted with an asterisk click the Submit icon located at the bottom right corner of the screen After selecting Submit the fuel request will be sent to the appropriate contract SEA Card Merchant via DoD SCOMSS and the following message appears Your order has been successfully submitted You will receive an email link to DoD SCOMS after your order has been accepted by the applicable SEA Card Merchant Last Updated 05 11 2011 SEA Card Vessel Manual 10 Figure 3 2 Fuel Request Screen Order Details Order Request Details Branch of Service Select A Customer Select One Card Select One Mask Vessel D Order Date Port Local Time MMDD CTY Del
29. message appears Please narrow your search Once the search criteria are narrowed or if the original criteria generate less than 30 results select the appropriate port by clicking the Create Order icon located to the left of the desired port If the user does not see a port that meets their criteria and there is an Open Market Vendor at that port there is a button at the bottom of the search results screen labeled Click Here to View Open Market Locations Select the appropriate port by clicking the Create Quote icon located to the left of the desired port More information regarding Open Market Quote Requests and orders is located in section 4 If there are no vendors at the requested port the button labeled Click Here to View Open Market Locations will not appear The screen displays the following Did not find the port you were looking for Click Here for Help When the user clicks for help a form appears asking specifics about what is needed at that port The answer to these questions Last Updated 05 11 2011 SEA Card Vessel Manual 9 will generate an email that is sent to the Support Team The Support Team will attempt to help the user find a vendor in the area the fuel is needed 3 2 Entering Delivery Details After clicking the Create Order icon the fuel order request screen will appear Enter the details of the fuel request Refer to Figure 3 2 below for a description of the data to enter in each fie
30. nt the SEA Card9 Support Team you and your Contracting Officer This email will contain a link to view the disputed transaction DoD SCOMS To query a disputed transaction click the SEA Card9 Order System menu then select Customer Order Search from the subsequent submenu located on the left side of the browser window Click on the Clear Form button to clear any information already populating the fields Click on the Order Status drop down box and select Fulfilled Waiting for Approval Click the Submit Query icon As a result of your query all orders with an order status of Fulfilled Waiting for Approval will be displayed Locate the order in dispute from the list of search results and click on the Select Order icon next to the appropriate order Notwithstanding any other agreement to the contrary disputes and or liabilities contract and non contract are between the vessel or contracting officer and the merchant Multi Service is not a responsible party in the dispute process and has no liability associated with a dispute or any liabilities between a vessel and a merchant Disputed transactions can also be located from the Open Requisitions Page and the AO Pin Page Click the SEA Card Order System menu and then select either of the preciously mentioned submenus depending on level of access to the system from the left side of the screen From the Open Requisitions screen click the button labeled Dispute
31. r technical issues e Toll Free 1 866 308 5475 e Collect 1 913 451 2400 e Fax 1 913 217 9308 e Email customer support seacardsys com responded to Monday thru Friday 6 6 central time e Mail SEA Card Program 8650 College Boulevard Overland Park Kansas 66210 e Web www seacardsys com 1 5 Component Program Managers Phone Numbers e Navy 717 605 9371 e Military Sealift Command 202 685 5737 e Coast Guard 757 366 6520 e Army 703 614 0857 e NOAA 813 282 3310 e DLA Energy Fuel Card Program Management Office 1 800 2 TOPOFF ext 3 1 6 Authorized Products for Purchase Marine bunker fuel e g Commercial Marine Gas Oil Fuel Oil Marine Distillate 1508217 2005 DMA and other commercial bunker fuels are available for purchase through DoD SCOMSS Marine Distillate B76 and Naval Distillate Fuel F76 are typically only available at Defense Fuel Supply Points DFSP Orders for those locations are not processed through DoD SCOMS There is a link to view these locations in the menu on the left side of the screen Click DFSP List DLA Energy pays for purchases of fuel products contract and open market and any associated taxes DLA Energy bills end units at applicable standard prices for these purchases 1 7 SEA Program Payment Process Multi Service Corporation pays SEA Card9 merchants for non fuel ancillary charges including demurrage overtime charges and backhaul and for Open Mark
32. r to Contract Orders by Merchant For any contract fuel request with an order status of Contract Order a merchant can perform three different actions as discussed in the following sections Accept The user receives an automated email from DoD SCOMSS when their contract fuel order has been accepted by a merchant This email will contain a link to view the order in DoD SCOMSS Click the link and the web browser will open the login page of DoD SCOMSS Upon successful login to DoD SCOMSS the user will be redirected to the fuel order screen to view the merchant s acceptance of the fuel request This is for reference purposes only and does not require the user to take any further action Last Updated 05 11 2011 SEA Card Vessel Manual 14 Decline If a merchant is unable to fulfill the order they will decline the fuel order request After the merchant has declined the order an automated email will be sent to the user The email will contain a link to view the order in DoD SCOMS Click the link and the user s web browser will open the login page of DoD SCOMSS Upon successful login to DoD SCOMS the user will be directed to the fuel order screen to view the merchant s reason for declining the fuel request This is for reference purposes only and does not require any further action 3 5 Counteroffer If a merchant is unable to fulfill the order exactly as requested the merchant has the ability to make a counteroffer A counteroffer ena
33. rd is at least one week from expiring a message is displayed at the top of the welcome page to notify them of the number of days until the password expires When the account is locked due to lack of system use or too many unsuccessful login attempts the user is required to contact the SEA Card Support Team for assistance with their account by phone at 1 866 308 5475 or by email at customer support seacardsys com for assistance Last Updated 05 11 2011 SEA Card Vessel Manual 8 To change a password while successfully logged in select Change Password from the navigation menu the left side of the browser window A popup window will be displayed requesting the old password and the new password The user must enter the new password a second time in the Verify Password field See Section 2 2 for a complete list of password rules Click on the Change Password button to update the password After a user has successfully changed their password the following message is displayed Password has been updated successfully Click OK to continue 3 Placing a Contract Fuel Order Request 3 1 Locating a Port There are multiple methods for locating a port Pre login the user may select the Port Search link from the menu on the left side of the screen Utilizing the Port Search Map select a contract location Contract locations are signified by the green anchor icons When selected at the bottom of the Port
34. rmation this will auto populate for Open Market orders Ordering Officer drop down list available under User Select or can be manually entered Vessel POC Information drop down list available under User Select or can be manually entered Husbanding Service Provider s information if applicable U O Z ZE r xXc ccronmuodou gt The Notes button allows the user to send emails to any parties related to the order by selecting the recipients from a list and or upload relevant documentation to the order Both are useful to allow all information regarding an order to stay with the order for history in the event of an audit or dispute Last Updated 05 11 2011 SEA Card Vessel Manual 11 Denotes required field 3 3 Searching DoD SCOMS for an Existing Order If the user is unable to click on a link in any DoD SCOMSS generated email the user is able to query the information in that link by logging in to DoD SCOMS From the menu on the left select by clicking on SEA Card Order System and select Customer Order Search in the subsequent submenu See Figure 3 3 for fields and their contents If there is unnecessary information populating this screen click the Clear Form button to clear any information already in the fields The user can search for the order using any field or a combination of the fields on this screen Click the Search button One way to search for the order just created is to click
35. roffer button located in the Order Details canvas Upon clicking the button a message will appear that states Your Order Has Been Successfully Submitted Decline Counteraffer To decline the counteroffer click the Decline Counteroffer button located in the Order Details canvas Upon clicking the button a message will appear that states The Counteroffer Has Been Declined After declining a counteroffer from the DLA Energy contract merchant the ordering official must submit a new fuel order request via DoD SCOMSS if fueling is still needed at that port See Section 3 1 and 3 2 for instructions on placing a fuel order request If the contract merchant is not able to provide fueling within the mission requirements of the vessel the vessel can seek fueling support from other available merchants in accordance with their specific services procurement regulations Such procurement will be handled outside of DoD SCOMS only if there are no available contract or Open Market Authorized vendors i e paper based local purchase consistent with pre DoD SCOMS procurement practices 4 Placing Quote Request for Open Market Fuel 4 1 Locating a Port Same as the process for Contract Fuel Once logged into DoD SCOMSS select the SEA Card Order System link from the menu on the left side of the screen Then select Port Search from the subsequent submenu The user is able to find a port using any one or two of the following se
36. s a virtual account number which resides in DoD SCOMS and is associated to a single vessel Where is the SEA Card accepted It is used as payment for purchases from both DLA Energy contract merchants and participating non contract open market merchants around the world A list of locations with general information is available at www energy dla mil and www seacardsys com Why are taxes charged Federal Excise Tax FET is pre paid by vendors therefore the Department of Defense and Coast Guard personnel must pay Federal Excise Tax FET at the point of sale DLA Energy applies for tax refunds to recoup the taxes paid on all DoD and Coast Guard purchases of marine fuel All refunded taxes on fuel are returned to the Defense Working Capital Fund To the extent that fuel services are subject to taxes units are allowed to apply for a refund to the extent allowable under Federal State or local law and in accordance with Internal Revenue Service rules 1 14 Web Instructions For an updated version of this manual regarding how to use the SEA Card9 Order Management System DoD SCOMS visit http www energy dla mil DCM FILES VESSEL9620MANUAL DOC Please email any feedback regarding the SEA Card Program to seacard dla mil 2 Accessing DoD SCOMS 2 1 Navigation Navigation within DoD SCOMS is performed via menu options and buttons within the browser window Do not click the Back and or Forward browser buttons To ens
37. sition Approve Requisition button located in the Order Fulfillment canvas To dispute the details click the Dispute Requisition Dispute Requisition button located in the Order Fulfillment canvas The user will then be prompted to enter the reasons for dispute in the popup box Once the reasons have been entered click the OK button Please refer to section 5 5 for information regarding disputed transactions It is important to include as much detail as possible regarding a dispute to ensure timely resolution see Figure 7 1 amp 7 2 1 on Pages 21 23 for an example DD1155 and SF1449 These forms are automatically generated upon requisition approval They are available for printing or saving 5 3 Manually Confirming Delivery Details If the user is unable to click on a link in any DoD SCOMSS generated email they may confirm delivery details by logging into DoD SCOMSS Click on the SEA Card Order System menu select Customer Order Search in the subsequent submenu from the left side of the screen Search for an order by selecting Fulfilled Waiting for Approval from the Order Status drop down menu Click the Search button Click the 3 Select Order icon located to the left of the appropriate order Follow the instructions in 5 2 to confirm delivery details 5 4 Transaction Processing and Reimbursements Multi Service Corporation pays SEA Card merchants for non fuel ancillary charg
38. t has been accepted or when a quote has been returned for a non contract quote request Click on or copy and paste the link into the browser window to access DoD SCOMS Enter your username and password Once logged in the user will be directed to this order or quote request to allow them to confirm the scheduled fueling or select the best value quote to convert to an order 3 Immediately after fueling review and sign the bunker delivery receipt presented by the merchant Return a copy of the bunker delivery receipt to your Accountable Official for validation 4 DoD SCOMSS will send the user an email once the merchant has entered the delivery details Follow the link provided in this email to logon to DoD SCOMS Upon successful login the user is directed to the referenced order Review all details of the fueling including fuel type and quantity lifted If the details are correct confirm the fueling data 5 Fora DLA Energy contract merchant location the Contracting Officer will be notified by email if an Accountable Officer has disputed a fueling charge Every effort should be made by the AO and the merchant Last Updated 05 11 2011 SEA Card Vessel Manual 5 with the assistance of the Contracting Officer to resolve the dispute in a timely fashion to allow for the order receipt invoice to process within the terms of the prompt payment guidelines A dispute resulting in a deadlock will require the merchant to enter into DoD SCOMSS the f
39. te with vessel selected NOT RECOMMENDED as a search by field alone Quote Request ID the system generated quote request id Quote Request Status select one from the drop down list Port Name City port city State Provence drop down list auto populates Country select one from the drop down list Quote Start Date Quote End date Requested Delivery Date Order ID system generated order number that uniquely identifies this order search Range Start Date Search Range End Date TU O Z TT TT TI TI O gt Last Updated 05 11 2011 SEA Card Vessel Manual 19 5 Order Fulfillment 9 1 Fueling When the ordering process 15 complete it is the responsibility of the merchant and vessel to negotiate logistics concerning the fueling such as the precise fueling location After the delivery of bunker fuel obtain a signed copy of the Delivery Receipt Notice DRN from the merchant It is the vessel s responsibility to hand over all DRNs to their AO for validation purposes 5 2 Confirmation of Delivery Transaction Details Upon completion of fueling the merchant logs in to DoD SCOMSS to enter the delivery transaction details When the merchant has successfully entered all details into DoD SCOMS DoD SCOMSS will generate an email and send it to the AO for confirmation The email will contain a link to view the delivery transaction details entered by the merchant To confirm the details click the Approve Requi
40. to anyone When a password is entered a dot e or asterisk will be displayed in place of each character This is for security purposes 2 4 Forgot Password If the user forgets their password they can click the Forgot Password link beneath the Login button to allow them to use their challenge phrase set up on account creation Enter the user name and click the Retrieve Challenge Phrase button The challenge phrase specified at the time of account setup will be displayed Type the correct answer to the question in the Answer field and click the Submit Answer button The answer is case sensitive and must be entered exactly as it was entered when originally set up If the submitted answer is correct the following message will appear A temporary password has been assigned to your account and emailed to you You have a limited time to login to your account with the new password at which time you will be prompted to change it Select Close Window Upon receipt of your temporary password by email use your existing user name and the temporary password just received via email to gain access to DoD SCOMS When successful login occurs DoD SCOMSS will require the user to change their password before continuing to any other SEA Card page see Section 2 5 Changing a Password for further information 2 5 Changing a Password Passwords are valid for 90 days but may be changed sooner if desired When the user s passwo
41. ulfillment details agreed upon by all parties and file a formal claim outside of DoD SCOMSS with the Contracting Officer for the disputed portion of the transaction 6 Atan Open Market merchant location all disputes will be handled between the Accountable Officer and the Open Market merchant The SEA Card Support Team facilitates disputes by providing backup documentation they do not adjudicate disputes 1 10 Ordering Officer Responsibilities e Use www seacardsys com to make fueling arrangements e Verify thata DLA Energy Contract Vendor is available to provide fuel at the destination port Ifa DLA Energy Contract Vendor is not available look to see if the port is covered by Open Market SEA Card participating merchant s e Ensure that the bunker delivery receipt accurately reflects the supplies purchased and or services rendered One receipt will be executed for fuel and or authorized services e Obtain bunker delivery receipts for fuel and authorized services Present these receipts to the Accountable Official for validation purposes e Work directly with the merchant to assist in resolving any disputes including but not limited to disputes regarding ancillary charges pricing fuel quality and fuel quantity delivered Please see Section 5 5 1 11 Emergency Procedures If your username and password need to be reset and or someone else is using your information contact the SEA Card Support Team immediately at 1 866 308 5475 or 1
42. ure data security these buttons will not function properly while using DoD SCOMS If these buttons are accidentally used the user will see a warning indicating the page has expired Redirect your browser to http www seacardsys com 2 2 Logging In To access DoD SCOMSS visit http www seacardsys com and type in the username and password The SEA Card oupport Team provides the username and password at the time of account creation If login information has not been received or has been misplaced and or forgotten contact the SEA Card Support Team by phone at 1 866 308 5475 or by email at customer support seacardsys com Type your user name and password and click the Login button or press Enter on your keyboard When attempting to login to the system if the user receives a message at the top of the screen indicating Login Failed If you d like to reset your password or account status please click the Forgot Password link below or call 1 866 308 5475 the user can use their challenge phrase by clicking Forgot Password If this is not successful contact the support team Continued repeated unsuccessful Login attempts will result in the user s account being locked Please use Forgot Password to regain access to your account If you do not remember your user name or the answer to your challenge phrase please contact the SEA Card support team The user is completely locked out of the system with three failed attempts Last
43. ustomer drop down list Click the Search button The most recent quote request the user created for that vessel will appear at the top of the search results The results of the query are displayed in the Search Results canvas below the original search canvas In the event more than 10 records meet the search criteria the first 10 will be displayed with a set of record navigation buttons beneath the first 10 results 44 Clicking the First Page icon will display the first page of records returned The Ki Previous Page icon and Ez Next Page icon will display the previous or next page of records respectively Clicking the Last Page icon will display the last page of records meeting the search criteria In the Search Results canvas click the 5 View in Customer Quote Screen icon next to the quote request to be viewed The user will be directed to the Quote Request screen where quote specifics will be displayed If more than one quote was issued for the quote request i e more than one merchant responded all quotes related to the selected request will display The first one will populate the quote details canvas but the others will be at the bottom of this page To view other quotes click the View button to the left of the Quote ID From this screen the user can see the specifics of the quote and cancel the quote reopen the quote window update the quote request add
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