international bulk commodity bidding review. agenda objective –to provide a review of the...

International BulkCommodity Bidding Review

Agenda

•Objective– To provide a review of the International

Commodity Bidding Functionality for Bulk Procurement

•International Bulk Commodity Bidding •Review Frequently Asked Questions

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Bid Management

– 1 Vendor Response can be submitted for each Commodity Vendor.

– Each Vendor Response Can include multiple Offers. Offer is Plant Specific.

•WBSCM Bid Responses are structured in the following manner:

– NOTE: This is different for Freight Offers, for Freight Vendor Responses contain only 1 Freight Offer, however they can submit multiple Vendor Responses.

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Vendor Response Status

Status Commodity Vendor USDA

New Initial Create of the Vendor Response Vendor responses and offers in this status will never will available for USDA to View

Submitted-On-time

Submitted version of the Bid response – prior to Bid submission date

Visible to USDA when the Bids are opened

Historical Version

If the version changes an existing Vendor response, the bids are copied and the older version is updated with this status

Not visible to USDA after Bids are opened

New-Auth Change

Visible to Vendor Used by USDA if changes are required

Submitted-Auth Change

Visible to Vendor Used by USDA if changed are required

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Key Features

Bidding Functionality consists of the following sections:

• Header – These values apply to the overall Offer

• Outlines– Commodity Lines are grouped together as;

o Material groupo SUB: Substitutable items

• Line items– Material, Quantity, Price Conditions

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International Commodity Preferences

• Commodity Preferences are used to store default values that can be copied into future Commodity offers when required

• Vendors can create multiple preference bids and identify them with the Offer label – which is freeform text.

• The following data can be stored in the Preference invitation

– Commodity - Loadpoints

• Vendor response for Commodity Preferences do not need to be submitted.

– The Offers within the Vendor Response need to be submitted.

6 • Prepared by SRA International, Inc. • Confidential

International Commodity Preferences

• Key Selection data• Transaction Type: Intl Comm

Preference• Different preference invitations are

defined for Bulk vs. Packaged.


Offer for Bulk Commodity Preference - Header

• Header information• Vendor can decide what

values they want to default and copy into the Commodity Offers.

• OfferLabel can be used to identify the type of preference

– Commodity preferences can be defined by Vendor Plant

NOTE: Preference values on the header will copy over to the Invitation offer. This may override the value in the offer if already populated

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Offer for Bulk Commodity Preference

• Select the Commodity line item that you wish to enter price conditions for preferences (Handshake Icon on right)

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Offer for Bulk Commodity Preference

• Select the Loadpoint ie. – Loadport Terminals

Tip: Select the Price Condition type Load Point Costs without the location defined yet and select the copy option. This will copy to the clipboard. After each loadpoint defined, insert from the clipboard to add a new load point in descending order.

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Tip: On the Preference invitation select the last Terminal first, each new Load Port Cost will default to the first position on the list. By

entering in reverse sequence, you can insert a new price condition

which will position you at the top. Your final list will be in the correct

sequence.

International Bulk Commodity Invitation

• The following selection criteria can be used;– Bid Invitation Number– Transaction Type: Intl Comm Inv– Processing since: today, 7 days, 30 days etc…

Select Maintain vendor response to

create Vendor Response

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• Create Vendor Response– Vendor Responses are used to manage the lifecycle of the

Offers entered for the Vendor.

Select Create Option for Vendor Response

Tip: Indicates the Bid Invitation has NOT been opened. At this point, the

Vendor can see the information. USDA CANNOT view any of the Offer information until the Bid

Invitation is opened

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• Create OFFER– Offers are defined with a Vendor Response. Only 1

Commodity offers can be submitted for each vendor plant.

Select Create Option for Offer

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• Tips & TricksTip: To view the

Commodity Solicitation – select the output preview from this

screen

Select Create for the Offer

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Commodity Offer - Attributes

• Attributes – Response required

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Commodity Offer - Header

• HEADER - Key Data– Offer Label– Vendor Plant– Adjust Price –

o Provides the ability to update prices by this adjust value. Applies to all line items that have Price conditions defined

– Copy from – select PREFERENCE if required

– Copy Bid Preference – select the Offer based on the list

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Commodity Offer – Basic Data

• Copy from Preference• Provides list of available offers defined in the Preference

Invitation responses for the vendor

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Commodity Offer – Commodity Line Item

• Commodity Line item– Price/Contract – This is the Price for the commodity. Min/Max

is required for this pricing condition up to 5 Intervals– Load Point Costs - Select the Loadport-Terminals

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Commodity Offer - Submit

• Submit the Commodity Offer

• Close Tab to return the Offer overview screen

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Commodity Offer - Pending

• Offer has been submitted as Pending

Tip: Vendor Responses are not submitted at this point. Offer is in Pending

Status

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Select ConstraintsNOTE: If no

constraints are required, this can be defined at the vendor

response level

Commodity Offer - Constraints

• Create Commodity Constraints

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Select Create

Options are defined for the Plant, Price type and Product.

Highlight the values included in the

Constraint criteria.No Constraints can also be selected at this point as well

Select Create Constraints

Commodity Offer - Constraints

• The following options are available to update the constraints

– Edit– Delete– Copy– View

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Select Back to go to previous screen

Commodity Offer - Pending

• Commodity Offer is Pending– Go back to the Vendor Response screen to Submit Response

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Select Back to go to previous screen

Vendor Response – Check

• Check– This option will Validate the information with the Vendor

ResponseSelect Check

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• After Selecting the “Submit Response” option the following pop-up message will occur:

• Vendor Responses will only be accepted by USDA if the status is updated to Submitted – On-time

Vendor Response – Submit Response

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• Change– The change option will create a new version of the Vendor

Response and increment the sequence number of the vendor response

– 70000002929-000 is the original Version, Change creates a new version 7000002929-001

Vendor Response – Change


Vendor Response – Historical

• If the Vendor decides to Submit Response for the newer version, the system will update the previous version to “Historical” and update the status of the selected version to “Submitted – On-time”

• NOTE: Only 1 Vendor response version will be active at one time


Vendor Response – Withdraw

• If the Vendor wishes to Withdraw their Offer , they need to highlight the Vendor Response and select the Withdraw option

– Status is reverted to new – not visible to USDA

NOTE: Withdraw option has no impact on the other versions defined. At this point no Vendor responses have been submitted

to USDA


Vendor Response - Delete

• Delete– Delete option is used to remove any Vendor responses that

are no longer required.

NOTE: All Offers defined in the Vendor

response must be removed before this

option will work.


• Select Offers• Highlight the offer and select the Delete option.• Return to the Vendor Response Level and the Delete option

will now work and remove it from the Overview

Vendor Response - Delete - Offers


FAQ 1 – ERROR: Location must be selected

Question 1: Error message – Location must be selected.

• Description• This occurs when the Price condition are selected and the

Location is not defined yet. If the Offer was places on HOLD, you may receive the following ERROR message when trying to update the location “You may not change a key field for an existing record. (Item 20) “

• Resolution: Perform the following steps1. If the Delete the Condition (Trashcan ICON on the right)2. Re-add the price condition and enter the location.3. Hold the Offer

4. Select Check – Error message should be removed


FAQ 2 - Locking issue

Question 1: Error message – User is already process a Bid for this Invitation

Description– This is caused by closing a session while in Change mode and

the pop-up blocker is not active to close the session properly

Resolution: – In this situation, need to call the Help Desk and have the

O&M Team resolve the issue.

Recommended approach: When Closing (X) the section, make sure the transaction is in Display mode not Change.


FAQ 3 – Help Documentation

• Help documentation is available on the Portal for External Users

– Work Instructions– Course Material


FAQ 4 – ERROR: First Level of the scale cannot have rate

• FAQ 4 – ERROR: First level of the scale cannot have rate– This error occurs because the rate is defined for the

Price/Contract condition. Min/Max values are required to resolve this issue.

– Bid


FAQ 4: Continued

• Correct entry for Min/Max Scales.– Minimum of 3 lines are required. Prices are not defined on

the first and the last line within the scale.


FAQ 5 – Scale value must be greater than increments of 10

• FAQ 5 – ERROR: Scale value was entered as a multiple of 10 for the maximum value instead of +1

– Resolutiono Enter Maximum value (Multiple of 10) on the last line + 1


FAQ 6: One of the conditions has more scale definitions than allowed. 07

entries max.• FAQ 6: The number of scales allowed for Commodity Bulk is 5. The

first and last lines do not have prices associated with them and require 7 lines to support the scale definition

Resolution:– Delete one of the intervals and reduce to allowed number of lines

(Max=7)


Other FAQ’s

• Question 7– Vendors submit their offers but these are not considered for

evaluation by USDA? o The Offer and the Vendor Response must be submitted prior to the Bid

Submission date to be considered for evaluation

• Question 8– Once the Vendor Response is submitted can USDA see my Offers?

o NO, USDA will only have the ability to review the offers once the Bid Invitation is opened AFTER the Bid Submission Date

•


Tips and Tricks Tip 1 – After creating the offer, place the offer on hold. System is

designed with a 15 minute time-out. Save your work often.

Tip 2 – Offer – Output preview needs to be executed in Display Mode not Change.

Tip 3 – Vendor Response Log – This is a report that will produce an output of the overall Vendor Response and offers submitted by the Vendor for an Invitation.

Tip 4 – Copy/Insert from Clipboard is a feature that can be used when adding price conditions. These can be copied from one line item to another.

Tip 5 – Adjust prices – This option exists at the Header – Basic Data and can be used to adjust +/- all commodity prices for the entire Offer.

Tip 6 – Delete prices – This option is available to delete all prices defined at the Item – Basic Level.


Help Desk Support

• For WBSCM system questions or concerns, including information regarding logon IDs and passwords, contact the

– WBSCM Help Desk at (877) 927-2648 or [email protected].

– Hours of operation: 7:00AM – 5:00PM CST

• After hour inquiries will be responded on the next Business day

– Exception for Critical only which indicates the System is not available

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Questions?


international bulk commodity bidding review. agenda objective –to provide a review of the...

Documents

future commodity

commodity line item

existing vendor response

preference values

freight vendor responses

multiple vendor responses

confidential slide

freight offer