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International Bulk Commodity Bidding Review

An overview of vendor response submissions and key features in the international bulk commodity bidding process for procurement. Learn about bid management and commodity preferences.

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International Bulk Commodity Bidding Review

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  1. International BulkCommodity Bidding Review

  2. Agenda • Objective • To provide a review of the International Commodity Bidding Functionality for Bulk Procurement • International Bulk Commodity Bidding • Review Frequently Asked Questions

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

  4. Vendor Response Status

  5. Key Features Bidding Functionality consists of the following sections: • Header • These values apply to the overall Offer • Outlines • Commodity Lines are grouped together as; • Material group • SUB: Substitutable items • Line items • Material, Quantity, Price Conditions

  6. 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.

  7. International Commodity Preferences • Key Selection data • Transaction Type: Intl CommPreference • Different preference invitations are defined for Bulk vs. Packaged.

  8. 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

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

  10. 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. 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.

  11. 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

  12. International Bulk Commodity Invitation • Create Vendor Response • Vendor Responses are used to manage the lifecycle of the Offers entered for the Vendor. 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 Select Create Option for Vendor Response

  13. International Bulk Commodity Invitation • 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

  14. International Bulk Commodity Invitation • Tips & Tricks Tip: To view the Commodity Solicitation – select the output preview from this screen Select Create for the Offer

  15. Commodity Offer - Attributes • Attributes – Response required

  16. Commodity Offer - Header • HEADER - Key Data • Offer Label • Vendor Plant • Adjust Price – • 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

  17. Commodity Offer – Basic Data • Copy from Preference • Provides list of available offers defined in the Preference Invitation responses for the vendor

  18. 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

  19. Commodity Offer - Submit • Submit the Commodity Offer • Close Tab to return the Offer overview screen

  20. Commodity Offer - Pending • Offer has been submitted as Pending Tip: Vendor Responses are not submitted at this point. Offer is in Pending Status Select Constraints NOTE: If no constraints are required, this can be defined at the vendor response level

  21. Commodity Offer - Constraints • Create Commodity Constraints 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

  22. Commodity Offer - Constraints • The following options are available to update the constraints • Edit • Delete • Copy • View Select Back to go to previous screen

  23. Commodity Offer - Pending • Commodity Offer is Pending • Go back to the Vendor Response screen to Submit Response Select Back to go to previous screen

  24. Vendor Response – Check • Check • This option will Validate the information with the Vendor Response Select Check

  25. Vendor Response – Submit Response • 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

  26. Vendor Response – Change • 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

  27. 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

  28. 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

  29. 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.

  30. Vendor Response - Delete - Offers • 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

  31. 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 steps • If the Delete the Condition (Trashcan ICON on the right) • Re-add the price condition and enter the location. • Hold the Offer • Select Check – Error message should be removed

  32. 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.

  33. FAQ 3 – Help Documentation • Help documentation is available on the Portal for External Users • Work Instructions • Course Material

  34. 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

  35. 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.

  36. 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 • Resolution • Enter Maximum value (Multiple of 10) on the last line + 1

  37. 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)

  38. Other FAQ’s • Question 7 • Vendors submit their offers but these are not considered for evaluation by USDA? • 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? • NO, USDA will only have the ability to review the offers once the Bid Invitation is opened AFTER the Bid Submission Date

  39. 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.

  40. 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 WBSCMhelp@ams.usda.gov. • 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

  41. Questions?

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