Attachment 7 - OET Guidance_rev1.pdf

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HOW TO SUBMIT AN OFFER USING THE BULK FUELS OFFER ENTRY TOOL (OET)

IMPORTANT: The following instructions are not intended to replace the OET User Manual. They are provided as a tool to assist you in submitting your offer under a Bulk Fuels solicitation using the Offer Entry Tool (OET). For detailed instructions on how to use the OFFER ENTRY TOOL, please download the User Manual that is available at https://offerwizard.dla.mil/epst_oet/oet.html.

1. Access the BULK OET using URL https://offerwizard.dla.mil/epst_oet/oet.html. Click ‘OK’ when the

DoD warning page comes up. The Main Page will have ‘EPST OET’ at the top of the page and ‘OFFER ENTRY TOOL' at the bottom of the page. Click on either of these to continue the login process.

a) Note that this page has a link to download the OET User Manual, and a link to email the Help Desk and Tech Team for help.

2. Input your OET User name (Case sensitive) and Password and click ‘Logon’. Do not use your AMPS username.

3. Select your CAGE code and company name from the list and click ‘Select.’ If you have OET accounts for multiple CAGE codes, you will be asked to select the CAGE Code for the offer you wish to work

on. Note that you will need to log out of the OET and log back in to change accounts.

4. Select ‘Bulk Fuels’ and click ‘Continue’ when asked which business unit published the solicitation.

5. Click ‘Continue’ on the Login Authentication Success page.

6. Click ‘Select Solicitation.’ A list of solicitations will appear. Click ‘View/Edit’ for the solicitation you are interested in. If you do not see your solicitation listed, try clicking the ‘Refresh List’ button at the bottom.

a. If the solicitation round is closed, you will automatically go into View Only mode where you can review your offer and print reports but will not be able to make changes.

b. If the solicitation round is open and you have not previously submitted your offer, you will automatically go into Edit mode, where you can update and submit your offer.

c. If the solicitation round is open and you have previously submitted your offer, you will receive a warning that your offer has already been submitted. You can choose to go into VIEW mode to review your offer data and print reports. You can also choose to go into EDIT mode. WARNING!!! If you elect to go into EDIT mode, your offer will be un-submitted to allow you to make changes. You MUST then resubmit your offer before the closing time and date for the solicitation round in order to have a responsive offer.

You are now on the home page for the BULK OET. If the round is open, you will see the solicitation number, the solicitation round, when the round opened, and the date and time when the round closes at the top of the page. There will also be a ‘doomsday clock’ providing you with a countdown of the time remaining until the round closes. NOTE: All times are based on local time (Fort Belvoir, VA). If the round is closed, there will be a note at the top indicating that the round is closed. You will be able to view your offer, but you will not be able to make changes.

https://offerwizard.dla.mil/epst_oet/oet.html https://offerwizard.dla.mil/epst_oet/oet.html

7. To update your account data, select ‘My Account’ from the top right corner of the page.

a. Ensure your company name, phone number and e-mail address are correct.

b. If you have multiple CAGE codes in your account, you can elect to have the e-mail address provided linked to just this CAGE code, or to all CAGE codes.

c. Ensure your company class (size status) is correct.

d. Move any purchase programs that you are interested in from the ‘Available’ to the ‘Selected’ table at the bottom of the page. You will receive an automated email every time the OET is opened for any solicitation that you put on the selected table.

e. If you need to change/update your password, there is a button here to do so.

f. Click on ‘Save’ to save your updates and to move back to the home page.

8. The menu items on the left hand side of the page beginning with ‘Shipping Point Physical Abilities’ and ending with ‘Submit Offer Package’ is where you input your offer. It is where you define your shipping points, submit FOB Origin or Destination offers, tie your offers to price escalators, and include any conditions with your offer. The options listed on the right hand side of the page - ‘Offer Bid Spreadsheet’ through ‘Change Solicitation’ is where you complete the Offer Submission Package.

Please see the OET User Manual for detailed information on each menu item.

9. You MUST define shipping point information for at least one shipping point using the ‘Shipping Point Physical Abilities’ tab. Here you will define the product, shipping mode, and additive injection capabilities for your shipping point.

10. You MUST submit at least one offer bid line using either the ‘Origin Bid Offers’ or the ‘Destination Bid Offers’ tab. After entering each offer, select the ‘Additional Bid Line Data’ button to tie that offer to an escalator. The OET will not allow you to submit an offer without tying it to an escalator.

11. All items under ‘Offer Conditions’ are optional, you may use none, some, or all of the various option conditions as needed. Make sure that any conditions entered do not conflict with each other.

12. The ‘View/Upload Bid Package Documents’ button is used to upload any attachments you will be providing with your offer. You may attach multiple documents to your offer, but all documents must be in PDF format. The type of OET round will determine if attachments are allowed:

a. For the INITIAL OFFER rounds, at least one attachment is REQUIRED.

b. For all additional ‘standard’ rounds (IPR, FPR, etc.), attachments are OPTIONAL.

c. For all Price Reduction rounds – no attachments are allowed.

13. The ‘Offer Submission Data’ tab is where you complete the Offer Submission Package, excluding those clauses that are completed in the System for Award Management (SAM). When you click on the tab, a new page will open with menu items down the left side of the page. Each of these items represents a different section of the offer submission package. You should complete the information in each area as applicable to your offer. Please note that the OET will not allow you to submit your offer if you have failed to provide required information, including at least one Authorized Negotiator (K Clause data), the Overall Quantity by Refinery Source, and Source of

Supply information. The bottom menu item (Return to Bid Entry) will return you to the offer main menu page.

14. The ‘Bid Package Report’ button will produce an Adobe report of your bid line data.

15. The ‘Offer Submission Package’ button will produce an Adobe version of your Offer Submission Package.

16. The ‘Change Solicitation Button’ may be used to return to the Main Menu to select a different solicitation to work in.

17. Once all information is complete in your offer, you may ‘SUBMIT OFFER PACKAGE’. When you do this, you will be electronically signing an SF1449 and submitting an offer submission package for that solicitation round. You MUST submit your initial offer prior to the date and time set for close of initial offers in order to be eligible to submit an updated offer in any subsequent round. As stated above, if you have submitted your offer and wish to make changes, you may elect to ‘un-submit’ your offer to make changes. Remember – the offer must be submitted again prior to close of the round!

18. The OET will validate your offer when you submit it and may produce an error message that indicates what portion of your offer needs to be corrected.

19. Select ‘Logout’ at the top of the page after you have submitted your offer.

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Offer Entry Tool

(OET)

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Source: Director’s Office DLA Slide Template As of August 26, 2020

• 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)

• Bulk OET

– An web-based tool for use in submitting offers

– Replaces the hard copy offer submission package

– URL: https://offerwizard.dla.mil/bulkoet/bulkoet.html

• Bulk vs Direct Delivery OET

– Different systems

• Is OET required?

– Solicitation will state if OET is mandatory

– IEG, RMW, AEM and WP use OET

– OET offers must comply with solicitation closing date/time https://offerwizard.dla.mil/bulkoet/bulkoet.html

Solicitation/OET Sequence

• Solicitation posted to https://www.beta.sam.gov/)

• OET is opened

• Vendors receive automated email notification

• Vendor inputs offer in OET, and submits

• OET round closes

• Offers are imported into the Bid Evaluation Model (BEM)

• Review/evaluation https://www.fbo.gov/

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

• Obtain a CAGE CODE for your company

– Register at https://www.beta.sam.gov/

– Obtain a CAGE code

– 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/oim https://www.beta.sam.gov/ https://amps.dla.mil/oim

• 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 – Bulk Vendor Role OET -105’

– Complete all information and submit request

• OET Username and password will sent to you via email

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

• Access

– Allow 1-2 weeks 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

– Link for DoD Root Certificates available on the OET homepage

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

• Account Settings

– 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!

Initial Log In to OET

• OET URL

– https://offerwizard.dla.mil/epst_oet/oet.htm

• Change Password

– Minimum 15 characters

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

• Update ‘My Account’ information

– Use the exact Company Name as depicted in SAM

– E-mail address for notifications

– Company size status

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

Parts of an OET offer

Three Primary Sections to OET Offer data:

1. My Account

- Update contact information

- Change password

2. Offer Details

- Shipping points, products, quantity and price

- Offer conditions

- This is the data that is sent to the BEM

3. Offer Submission Package

-‘Fill in’ clauses

- Exceptions

- Replaces the paper OSP

OET Main Menu

Offer Details

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

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 products together

– Read Section M of the solicitation

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

– 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://offerwizard.dla.mil/bulkoet/bulkoet.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:

– Matthew Shuster, Matthew.Shuster@dla.mil, (571) 767-9250

– Darren Dunham, Darren.M.Dunham@dla.mil, (571) 767-0338 https://offerwizard.dla.mil/bulkoet/bulkoet.html mailto:DESC-BTechTeam@dla.mil mailto:Matthew.Shuster@dla.mil mailto:Darren.M.Dunham@dla.mil

Questions?