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International BulkFreight Bidding Review 22 April 22 April
20112011
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Agenda
•Introduction - USAID•Objective•International Bulk Freight Bidding Demo•Review Frequently Asked Questions•QA – (Time Permitting)
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Objective
• To provide a review of the International Freight Bidding Functionality for Bulk Procurement
• Goals of the session– Review and demonstrate the key functionality for
International Bulk Freight Bidding– Provide Work Instructions – specific to International Bulk
Freight Bidding– Discuss Frequently Asked Questions – FAQ
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Bid Management
– Multiple vendor responses can be submitted for Freight Vendors.
– Each Vendor Response will include 1 Freight Offer
•WBSCM Bid Responses are structured in the following manner:
– NOTE: This is different for Commodity Offers, for Commodity Vendor Responses contain multiple offers based on their plant locations.
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Vendor Response Status
Status Freight Vendor USDANew 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
Submitted – Late
Submitted Version of the bid Response – after 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
• Services– Regions– Loadports– Terminals– Discharge Ports– Volume Premiums
• Outlines– Freight lines are grouped by the following
o Trade Routeo International Ship-too Recipient Country/ Customer (PVO/WFP) and Program
• Line items– Material, Quantity, Price Conditions
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International Freight Preferences• Freight Preferences are used to store default values that
can be copied into future Freight 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– LOADPORT – REGIONS – BULK– LOADPORT – BULK– LOADPORT – TERMINALS
• Vendor response for Freight Preferences do not need to be submitted. These are copied on the Freight Offers if required.
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International Freight Preferences
• Key Selection data• Transaction Type: Intl Frgt Preference• Different preference invitations are
defined for Bulk vs. Packaged.
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Offer for Bulk Freight Preference - Header
• Header information• Vendor can decide what
values they want to default and copy into the Freight Offers.
• OfferLabel can be used to identify the type of preference
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Offer for Bulk Freight Preference - Services
• Select the level that you wish to define the defaults on the Preference Offer.
– LOADPORT – REGIONS – BULK– LOADPORTS – BULK– LOADPORT – TERMINALS - BULK
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International Bulk Freight Invitation• The following selection criteria can be used;
– Bid Invitation Number– Transaction Type: Intl Freight Inv– Processing since: today, 7 days, 30 days etc…
Select Maintain vendor response to
create Vendor Response
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International Bulk Freight Invitation• Create Vendor Response
– Vendor Responses are used to manage the lifecycle of the Offers entered for the Vendor.
Select Create Option
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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International Bulk Freight Invitation• Tips & Tricks
Tip: To view the Freight Solicitation – select the
output preview from this screen
Select Create for the Offer
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Freight Offer - Header• HEADER - Key Data
– Offer Label– Vessel ID– Freight Vendor Service –
copied from Vessel– Bid Minimum– Bid Maximum– Container line Service– Constraint Group– Copy from – select
PERFERENCE if required• Available on next page
– Copy Bid Preference – select the Offer based on the list
– Total Port– Total Terminal– Freight Agent – if Offer
entered by Freight Agent
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Freight Offer - Header• Copy from Preference• Provides list of available offers defined in the Preference
Invitation responses for the vendor
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Freight Offer - Services• LOADPORT – REGIONS – BULK• LOADPORT – BULK• LOADPORT – TERMINALS - BULK
– This example is based on Per/MT pricing
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Price Conditions For LOADPORT – REGIONS - BULK
Condition Type
Condition Type in the User Interface
UOM SCALE Description
Port Call Cost Call Costs (P/T) Object GUID/Inventory Location
LUMPSUM
NO This cost will be an overall cost to the Region.This covers the first Loadport and Terminal for the Region
Additional Port Call Cost
Add Call costs (P) Object GUID/Inventory Location
LUMPSUM
NO This cost will apply for each additional Loadport in the Region
Additional Terminal Call Cost
Add Premium Costs(T) Object GUID/Inventory Location
LUMPSUM
NO This cost will apply for each additional Terminal required in the Region
Port Premium Cost (MT)
Premium Costs (P/T) Object GUID/Inventory Location
MT YES This cost will be applied for all the cargo awarded for this RegionThis covers the first loadport and First Terminal for the Region
Additional Port Premium Cost (MT)
Add Premium Costs(P) Object GUID/Inventory Location
MT NO This cost will apply for each additional Loadport in the RegionApplies to the entire tonnage in the Region
Additional Terminal Premium Cost (MT)
Add Call Costs(T) Object GUID/Inventory Location
MT NO This cost will apply for each additional Terminal required in the RegionApplies to the entire tonnage in the Region
These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT
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Price Conditions For LOADPORTS – BULK
Condition Type Condition Type in the User Interface
UOM SCALE
Description
Port Call Cost Call Costs (P/T) Object GUID/Inventory Location
LUMPSUM NO This cost be an overall cost to the Loadport. This cost will be applied if this Loadport is awarded. If Region Port Cost is defined this cost will be addedThis covers the first Loadport and Terminal defined for the Region
Additional Port Call Cost
Add Call costs (P) Object GUID/Inventory Location
LUMPSUM NO This cost will apply for each additional Loadport required . If a value exists are the Region level, it will be overridden by this level
Additional Terminal Call Cost
Add Premium Costs(T) Object GUID/Inventory Location
LUMPSUM NO This cost will apply for each additional Terminal required. If a value exists are the Region level, it will be overridden by this level.
Port Premium Cost (MT)
Premium Costs (P/T) Object GUID/Inventory Location
MT YES This cost will be applied for all the cargo awarded for this Loadport.This covers the first loadport and First Terminal defined
Additional Port Premium Cost (MT)
Add Premium Costs(P) Object GUID/Inventory Location
MT NO This cost will apply for each additional Loadport in the RegionApplies to the entire tonnage in the Region. If a value exists are the Region level, it will be overridden by this level
Additional Terminal Premium Cost (MT)
Add Call Costs(T) Object GUID/Inventory Location
MT NO This cost will apply for each additional Terminal required in the RegionApplies to the entire tonnage in the Region. If a value exists are the Region level, it will be overridden by this level
These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT
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LOADPORT – TERMINALS - BULK
Tip: When adding the locations, select the last one first and then the
sequence will sort in descending order. Add new price conditions are
added at the top.
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Price Conditions For LOADPORTS – TERMINALS - BULK
Condition Type
Condition Type in the User Interface
UOM SCALE Description
Port Call Cost Call Costs (P/T) Object GUID/Inventory Location
LUMPSUM
NO This cost be an overall cost to the Terminal. This cost will be applied if this Loadport is awarded. If Region/Loadport Port Cost is defined this cost will be addedThis covers the first Loadport and Terminal defined for the Freight Booking
Additional Terminal Call Cost
Add Premium Costs(T) Object GUID/Inventory Location
LUMPSUM
NO This cost will apply for each additional Terminal requiredIf a value exists are the Region/Loadport level, it will be overridden by this level
Port Premium Cost (MT)
Premium Costs (P/T) Object GUID/Inventory Location
MT YES This cost will be applied for all the cargo awarded for this Loadport. If Region/Loadport Port Cost is defined this cost will be addedThis covers the first loadport and First Terminal defined for the Freight Booking
Additional Terminal Premium Cost (MT)
Add Call Costs(T) Object GUID/Inventory Location
MT NO This cost will be accumulated to the Port Premium Cost for each additional Terminal required.If a value exists are the Region/Loadport level, it will be overridden by this level
These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT
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Freight Offer – DISCHARGEPORTS• Dischargeports
– All Dischargeports that will be used for this Freight response need to be entered in this section.
Tip: Continue option is available to go to the next line item without having to go back to the Item
Overview
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Price Conditions For DISCHARGEPORTS- BULK
Condition Type
Condition Type in the User Interface
UOM SCALE Description
Port Call Cost Call Costs (P/T) Object GUID/Inventory Location
LUMPSUM
NO This covers the lumpsum cost for this Dischargeport
Port Premium Cost (MT)
Premium Costs (P/T) Object GUID/Inventory Location
MT YES This covers the premium/MT cost for the tonnage for this dischargeport
These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT
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Freight Offer - Volumes• Volumes can be defined for the Freight offer
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Select Triangle to expand the ranges
defined
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Freight Offer – Item overview• Item Overview
• Services• Outlines
• Trade Route• International Ship-to• Recipient Country/Customer (PVO/WFP)/ Program• Commodity reference / Quantity
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Freight Offer - Ship-to Information• Within the Ship-to
outlines, the following information is required:
– Freight Vendor Service (Defaulted from the Header information)
– Discharge Port– Delivery Point ETA
Date
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Offer – Freight line item• Freight Line – Ocean and other costs
• The following Price conditions may be applicable to a Bulk Freight– Price/Contract = Ocean Cost– Fumigation– Other– Bagging – Bagging/Stacking (P) – Dischargeport– Bagging/Stacking (W) – Warehouse– Lightering– Bulk Dischargeport
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Freight Offer - Submit• Submit the Freight Offer
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Freight 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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Vendor Response – Check• Check
– This option will Validate the information with the Vendor Response Select 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
– 70000002899-000 is the original Version, Change creates a new version 7000002899-001
Vendor Response – Change
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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
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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
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Vendor Response - Copy• Copy
– Freight Vendors can have multiple Vendor Responses defined for their Freight Offers. The Copy feature will create a new Vendor Response with Version 000
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Vendor Response – Submitted On-time• Multiple Vendor Responses – Submitted – On-time
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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.
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• 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
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FAQ 1 – Location must be selectedQuestion 1: Error message received when selecting
the Price conditions – Location must be selected.• Description
• This occurs when the Price condition are selected and the Location not defined yet.
• Resolution: Perform the following steps1. Delete the Condition2. Re-add the price condition and enter the location.3. Hold the Offer4. Select Check – Error message should be removed
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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.
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FAQ 3 – Help Documentation• Help documentation is available on the Portal for External
Users– Work Instructions– Course Material
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Other FAQ’s• Question 4
– 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 5– 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
• Question 6– How are Lumpsum costs applied in the Region/Loadport and terminal
levels?o Premium Call Costs at the different levels will be accumulated for each
level.o Additional Call Costs (Loadport and Termina)– These are applied for each
additional Loadport and Terminals and will override the value defined at the higher level.
– EXAMPLE on next page
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Price Condition Example• Call Cost (P/T)
Definition – It’s the LUMP SUM cost that applies to load and discharge points. It applies once to the location/level. It’s specified and is additive to the lower level Call Costs.
Location Premium Costs (P/T)
Call Costs (P/T)
Add Call costs (P)
Add Premium Costs(P)
Add Premium Costs(T)
Add Call Costs(T)
GULF $100,000HOUSNew Orleans
$85,000
HOUS-Cargill
$15,000•In the above example $100,000 applies for calling GULF 1P/1B, but if New Orleans is called as 1Port/1Berth, it will be $185,000 and if HOUS-Cargill is called it will be $115,000. •But if HOUS and New Orleans are called in the above example it’s $185,000 for the call cost component. •If HOUS-Cargill & New Orleans are called it’s $200,000 ($100,000 + $85,000 + $15,000)
Bulk – If the statement reads $85,000 for New Orleans, then the value at New Orleans will be $85,000 and if GULF is blank and if terminal is blank, even if loading at multiple terminals at New Orleans, the call cost will be $85,000
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Tips and TricksTip 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
Tip 5 – Min/Max can be setup as “SCALES” under Premiums at the Terminal Level
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Questions?
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