Attachment 2 - OET Overview.pdf

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The Nation’s Combat Logistics Support Agency E s t a b l i s h e d 1 9 6 1

DEFENSE LOGISTICS AGENCY

DLA

Bulk Offer Entry Tool (OET) Shanice Whitfield

Bulk Petroleum Purchase Analysts July 5, 2023

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AGENDA

• What is the Offer Entry Tool (OET)

• Solicitation/OET Sequence

• Getting Access

• Parts of an OET Offer

• Best Business Practices

• Getting Help with OET

OFFER ENTRY TOOL (OET)

• OET

– A web-based tool for use in submitting offers

– Replaces the hard copy offer submission package

– URL: https://oet.energy.dla.mil/epst_oet/oet.html

– Bulk vs PC&S/Into-Plane sections of OET

– Three Different business units to choose from once logged in

• Is OET required?

– Solicitation will state if OET is mandatory

– IEG, RMW, AEM, WPC and Deep Freeze use OET

– OET offers must comply with solicitation closing date/time https://oet.energy.dla.mil/epst_oet/oet.html

Solicitation/OET Sequence

• Solicitation posted to SAM.gov | Home

• OET is opened

• Vendors receive automated email notification

• Vendor inputs offer in OET, and submits

• OET round closes

• Offers are imported into the Bulk Bid Evaluation Model

(BEM)

• Review/evaluation https://sam.gov/content/home

OET Rounds

INITIAL OFFERS /

OET ROUND 1

OPEN

NEGOTIATIONS

INTERIM OFFERS /

OET ROUND 2

CLOSE

NEGOTIATIONS

FINAL OFFERS /

OET ROUND 3

PRICE REDUCTION

ROUND (Optional)

OET Rounds

• Initial

– Required for all OET solicitations

– Initial offer must be submitted prior to the closing date/time to be eligible for later rounds

• Interim

– Used at the Contracting Officer’s discretion

– There may be more than one interim round

– Participation is optional

– - If no offer is submitted during an interim round, previously offered data is retained

• Final Proposal Revision

– Last round before Price Reduction

– Data fields may be locked (product, mode, shipping point)

• Price Reduction Round (Optional)

– Use at the Contracting Officer’s discretion

– Only price can be changed

OET Access

• First, obtain a CAGE CODE for your company

– Register at SAM.gov | Home for a CAGE code

– Your OET account is linked to your CAGE code(s)

– Multiple users per CAGE code allowed

• Create an account in the Account Management And Provisioning System (AMPS) to apply for OET access

– https://amps.dla.mil https://sam.gov/content/home https://amps.dla.mil/

• Next, Log into your AMPS account to request the OET role

– Click ‘Energy Applications’ on the Browse Roles by Application Tab

– Select ‘Energy OET’

– Select ‘Energy OET Prod – PC&S Ground Vendor Role OET -

100’

– Complete all information and submit request

• OET Username and password will be sent to you via email from the EPST Provisioner

– User ID and Password for AMPS are NOT the same as for OET

• Access

– Allow 3-5 business days after submission for OET access

– Log in every 30 days per DoD policy

– Account tied to your CAGE code

– Do not share your username or password

– Only the Account holder can submit for reset of account/password

– Passwords expire every 60 days (users will be prompted to change)

– Revalidate your PC&S OET-100 AMPS role annually

• Account Settings (Drop Down Arrow-top right)

– Use the same company name as the one linked to your CAGE

– Select the purchase programs you’re interested in

– Use personal email, no group accounts

– If you are not receiving emails, check your Junk mail and internal firewall setting

Do not share your OET username or password with anyone!

OET accounts are individual accounts, not group accounts!

If you do not log in for 30 days your account will be de-activated!

Revalidate your PC&S OET-100 AMPS role annually or your OET account will be archived by the DLA J6

Initial Log In to OET

• OET URL

– https://oet.energy.dla.mil/epst_oet/oet.html

• Change Password (required every 60 days per DoD policy)

– Minimum 15 characters

– At least 1 Upper case, 1 lower case, 1 number, 1 special character

• Update ‘Settings’ information (Drop Down Arrow-top right)

– Use the exact Company Name as depicted in SAM (25 characters max)

– E-mail address for notifications

– Company size status

– Select your purchase program under Buy Selection https://oet.energy.dla.mil/epst_oet/oet.html

Parts of an OET Offer

Three Primary Sections to OET Offer data:

1. Settings/Frequently Asked Questions (FAQs) (Drop Down Arrow-top right)

- Update contact information

- Change password

- Access OET/OSP Crosswalk, How to Submit Bulk OET

Offer Guide and FAQs

2. Offer Details

- Shipping points (complete addresses/phone numbers), products, quantity and price

- Offer conditions

- This is the data that is sent to the BEM

3. Offer Submission Package (OSP) -‘Fill in’ clauses

- Exceptions

- Replaces the paper OSP

OET Main Menu

Offer Details

Origin and Destination Offers

Conditional Statements

• You can use conditional statements in your offer

– Make sure your conditions don’t conflict

• You can offer overall max/min quantities, or by

– Product

– Mode

– Shipping Point

• You cannot tie two shipping points, or two different products together:

– Read Section M of the solicitation

Offer Submission Package

Offer Submission Data

Offer Submission Data

Refinery Shutdown Info

If you have no refinery shutdown information, leave this chart BLANK

User Account Info

Frequently Asked Questions (FAQs)

Best Practices

• Submitting Offers

– Real time and auto-saved

– Review Offer Submission Package

– Review Bid Package Report

– Select “Submit Offer Package” to submit offer

– You will get an error message if critical info is missing

– Price escalators mandatory for each bid line

– Enter password again and submit

– Watch for a confirmation email

– Enter OET after submission... VIEW/EDIT

– VIEW allows you to view the offer, not make changes

– EDIT will un-submit your offer! You will be able to make changes, but you must submit your offer

– Do not submit a “place-holder” offer/submit best offers in the initial round

– Do not wait until the last minute to submit

– Keep your OET account current (log in once every 30 days)

– Read the solicitation and familiarize yourself with the clauses and schedule

Getting Help

• OET User Manual

– Available on the OET main page

– https://oet.energy.dla.mil/epst_oet/oet.html

• For questions specific to the offer, please contact the Contracting Officer listed on the solicitation

• If you are unable to access OET or your OET account is locked, please email the DLA Energy Bulk Technical Team:

– DESC-BTechTeam@dla.mil

• For questions concerning the functionality of OET, please contact:

– Shanice Whitfield, Shanice.Whitfield@dla.mil, (571) 767-8495 https://oet.energy.dla.mil/epst_oet/oet.html mailto:DESC-BTechTeam@dla.mil mailto:Shanice.Whitfield@dla.mil

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