International Bulk Freight Bidding Review

Prepared by SRA International, Inc. • Confidential

International BulkFreight Bidding Review 22 April 22 April

20112011

Insert DCN • Insert Date (Month Day, Year)

Agenda

•Introduction - USAID•Objective•International Bulk Freight Bidding Demo•Review Frequently Asked Questions•QA – (Time Permitting)

2 • Prepared by SRA International, Inc. • Confidential


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



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.



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



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



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.



International Freight Preferences

• Key Selection data• Transaction Type: Intl Frgt Preference• Different preference invitations are

defined for Bulk vs. Packaged.



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



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



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



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



International Bulk Freight Invitation• Tips & Tricks

Tip: To view the Freight Solicitation – select the

output preview from this screen

Select Create for the Offer



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



Freight Offer - Header• Copy from Preference• Provides list of available offers defined in the Preference

Invitation responses for the vendor



Freight Offer - Services• LOADPORT – REGIONS – BULK• LOADPORT – BULK• LOADPORT – TERMINALS - BULK

– This example is based on Per/MT pricing


Insert DCN • Insert Date (Month Day, Year) 17

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


Price Conditions For LOADPORTS – BULK

Condition Type Condition Type in the User Interface

UOM SCALE

Description


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



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.



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



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



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.



Price Conditions For LOADPORTS – TERMINALS - BULK

Condition Type




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



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



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



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



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



Price Conditions For DISCHARGEPORTS- BULK

Condition Type




LUMPSUM

NO This covers the lumpsum cost for this Dischargeport



MT YES This covers the premium/MT cost for the tonnage for this dischargeport



Freight Offer - Volumes• Volumes can be defined for the Freight offer


Select Triangle to expand the ranges

defined


Freight Offer – Item overview• Item Overview

• Services• Outlines

• Trade Route• International Ship-to• Recipient Country/Customer (PVO/WFP)/ Program• Commodity reference / Quantity



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



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



Freight Offer - Submit• Submit the Freight Offer



Freight Offer - Pending• Offer has been submitted as Pending

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

Status



Vendor Response – Check• Check

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



• 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



• 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



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 - 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



Vendor Response – Submitted On-time• Multiple Vendor Responses – Submitted – On-time



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 – 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



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



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



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


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



Questions?


Documents

International Bulk Freight Bidding Review