International Bulk Commodity 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 2

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. 3

Vendor Response Status StatusCommodity VendorUSDA NewInitial Create of the Vendor ResponseVendor 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 VersionIf 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 VendorUsed by USDA if changes are required Submitted-Auth Change Visible to VendorUsed by USDA if changed are required 4

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

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. 7 Prepared by SRA International, Inc. Confidential

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 8

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

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. 10 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 11

International Bulk Commodity Invitation 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 12

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 13

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

Commodity Offer - Attributes Attributes – Response required 15

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

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

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 18

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

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

Commodity Offer - Constraints Create Commodity Constraints 21 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 22 Select Back to go to previous screen

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

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

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 25

Change –The change option will create a new version of the Vendor Response and increment the sequence number of the vendor response – is the original Version, Change creates a new version Vendor Response – Change 26 Prepared by SRA International, Inc. Confidential

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 27 Prepared by SRA International, Inc. Confidential

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 28 Prepared by SRA International, Inc. Confidential

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. 29 Prepared by SRA International, Inc. Confidential

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 30 Prepared by SRA International, Inc. Confidential

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 1.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 31 Prepared by SRA International, Inc. Confidential

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. 32 Prepared by SRA International, Inc. Confidential

FAQ 3 – Help Documentation Help documentation is available on the Portal for External Users –Work Instructions –Course Material 33 Prepared by SRA International, Inc. Confidential

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 34 Prepared by SRA International, Inc. Confidential

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. 35 Prepared by SRA International, Inc. Confidential

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 oEnter Maximum value (Multiple of 10) on the last line Prepared by SRA International, Inc. Confidential

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) 37 Prepared by SRA International, Inc. Confidential

Other FAQ’s Question 7 –Vendors submit their offers but these are not considered for evaluation by USDA? oThe 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? oNO, USDA will only have the ability to review the offers once the Bid Invitation is opened AFTER the Bid Submission Date 38 Prepared by SRA International, Inc. Confidential

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. 39 Prepared by SRA International, Inc. Confidential

Help Desk Support For WBSCM system questions or concerns, including information regarding logon IDs and passwords, contact the –WBSCM Help Desk at (877) or –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 40

Questions? 41 Prepared by SRA International, Inc. Confidential