Bidding for Canned Veg.doc

Work Instruction Create Domestic Bid Response (Offer)

Process Overview

Purpose The purpose of this transaction is to create and submit a Domestic Bid Response (Offer). Pricing can be entered directly into WBSCM, or into an Excel spreadsheet exported directly from WBSCM which can then be imported back into WBSCM. These actions can be performed for both non-offshore regular items as well as offshore prices to US port and final destination.

Process Trigger A vendor would use this process to create and submit a Bid Response (Offer) to a published Domestic Bid Invitation (Solicitation).

Prerequisites

· An open, published Domestic Bid Invitation (Solicitation)

· The user must have one of the following roles assigned:

· Commodity Offer - Vendor - CVM

· Corporate Vendor Admin

Portal Path Follow the Portal path below to complete this transaction:

· Select Suppliers tab Bid Management tab Enter Offers link to go to the Enter Offers screen

Tips and Tricks

· The R/O/C acronyms in the field tables represent Required, Optional, or Conditional field entries.

· Required (R) – a mandatory field necessary to complete the transaction

· Optional (O) – a non-mandatory field not required to complete the transaction

· Conditional (C) – a field that may be required if certain conditions are met, typically linked to completion of a mandatory field

· Refer to the WBSCM Portal Basic Navigation course for tips on creating favorites, performing searches, etc.

Procedure

1.

Start the transaction using the following Portal path: Suppliers tab Bid Management tab Enter Offers link.

Image: Enter Offers Screen

2.

Click (the Hide Navigator arrow) to minimize the Portal menu. Note this can be done on any transaction in WBSCM.

3.

As required, complete/review the following fields:

Example:

2000005006

12-3J14-19-B-0055

Open

(Note) If Ended status is selected, no search results will appear as ended means the solicitation/bid has been closed and it is no longer possible to enter an offer.

Dom Commodity Inv

(Note) For domestic commodity, select the Dom Commodity Inv transaction type.

The complete list of Transaction Types and their definitions include:

· BIDP: This transaction type is not used.

· RFx: This transaction type is not used.

· Barter and Exch Inv: An invitation for a barter and exchange order. A barter and exchange order is one where USDA provides the vendor with a commodity (such as a material from the price support warehouse or that is available in surplus), and the vendor provides USDA with a completely different commodity. For example, USDA may provide corn soy blend to the commodity vendor, and the commodity vendor may provide that aid recipient with pinto beans.

· Intl Commodity Inv: An invitation for a commodity to fulfill an international USAID or FAS Sales Order.

· Dom Commodity Inv: An invitation for a commodity to fulfill a domestic FNS Sales Order. This is the relevant selection for this transaction.

· Intl Freight Inv: An invitation for freight services to ship goods from a domestic load port to an overseas location to fulfill an international USAID or FAS Sales Order.

· Intl Comm Preference: A preference (template) of the key fields in an international commodity bid response (offer). Creating a preference saves time, as the details entered in the preference can be pulled into the vendor response (offer).

· Intl Frgt Preference: A preference (template) of the key fields in an international freight bid response (offer). Creating a preference saves time, as the details entered in the preference can be pulled into the vendor response (offer).

· Master/Shortfall Inv: An invitation for a commodity in a master/shortfall situation.

Definite Delivery

Last 30 Days

4.

If appropriate, click (the With Responses Only checkbox) to locate only bid invitations with associated responses or bids.

Image: Enter Offers Screen

5.

Click (the Submit button) to execute the search.

Image: Enter Offers Screen

6.

Click (the Selection button) to select the appropriate bid invitation. In this example, (bid invitation 2000005006) is selected based on the search result.

(Note) The search result(s) is displayed in the bottom section of the screen.

7.

Click (the Maintain Vendor Response button).

Image: Enter Offers Screen

8.

Click (the Create button) to create the bid response (offer).

(Note) If (the Create button) is grayed out (not available), a bid response already exists. Corresponding offers can be updated or created by clicking on (the Offers button) at the bottom of the screen.

Image: Create RFx Response (Basic Data) Screen

9.

As required, complete/review the following fields:

OFFER FOR PLANT 1

10.

Click (the Matchcode button) in the Vendor Plant: field to search for the vendor plant.

Image: Search: Vendor Plant Pop-Up

11.

Click (the Selection button) to select a vendor plant that has already been created in WBSCM. In this example, the first line is selected.

(Note) If the plant is not listed, it is because it hasn't been registered in WBSCM. Please refer to the Register Plant or Shipping Point (External) work instruction for more information on how to register a plant.

12.

Click (the Matchcode button) in the Shipping Point field to search for the shipping point.

Image: Search: Shipping Point Pop-Up

13.

Click (the Selection button) to select a shipping point option. In this example, (Shipping Point 1 line item) is selected.

(Note) If the shipping point is not listed, it is because it hasn't been registered in WBSCM. Please refer to the Register Plant or Shipping Point (External) work instruction for additional information on how to register a shipping point.

14.

Click (the Questions sub-tab) to respond to the required questions from the bid invitation. These questions apply to the entire invitation.

Image: Create RFx Response (Questions) Screen

15.

All questions that require a response have (*) a red asterisk. Questions with a red asterisk must be answered before the bid response (offer) can be submitted. Some questions provide a text box and require answers or dates; others require a Yes or No response. Complete all required questions before proceeding.

(Note) Because questions vary widely for each invitation, each offer must be addressed individually. In this example, the majority of questions have been answered. Only question number 5 remains opened and needs an answer.

(Note) Questions vary based on the bid for each invitation.

(Note) If applicable, use (the Down arrow) in the vertical scrollbar to answer the rest of the questions.

16.

If an attribute error occurs, the user must answer the appropriate question indicated by the attribute. In this example, question 5 was not completed which generated the error.

Image: Create RFx Response (Questions) Screen

17.

Click (the Notes and Attachments sub-tab) to review or add new notes and attachments related to this bid response (offer).

Image: Create RFx Response (Notes and Attachments) Screen

18.

Review the Notes and Attachments that were entered for this bid invitation. In this example, there are (Tendering text - Header) notes; and one attachment in the attachment section.

19.

Perform one of the following:

1. Click the (Bidder's Remarks) link.

2. Click (the Notes button).

3. Click (the Add button) to add notes.

4. Enter notes for USDA.

5. Click (the OK button) to save the notes.

1. Click (the Add Attachment button) in the Attachments section at the bottom of the screen.

2. Click (the Browse... button).

3. Locate the file and attach it.

4. Enter a description in the Description field.

5. Click (the OK button) to attach the file.

20.

Click (the Submit button) to begin the submission process. The confirmation message "RFx response XX-XXXX-XX-X-XXXX saved. Submit the vendor response to complete the process" is shown where XX-XXXX-XX-X-XXXX represents the response number.

(Note) If the vendor would like to check for errors prior to clicking (the Submit button), click (the Check button). Errors are displayed at the top of the screen.

(Note) This step is NOT the final submission. The bid response (offer) is not submitted to USDA at this point.

Image: Display RFx Response: Screen

21.

Click (the Close button) to close the Display RFx Response screen.

Image: Maintain Vendor Response Screen

22.

Click (the Check button) to run validations on the bid response (offer) and constraint package. In this example, the first line items is selected.

Image: Vendor Bidding Interface Pop-Up

23.

Click (the OK button) to close the confirmation message.

Image: Maintain Vendor Response Screen

24.

Click (the Submit Response button) to send the response to USDA. In this example, the first line item is selected.

Image: Vendor Bidding Interface Pop-Up

25.

Click (OK button) to close the confirmation message:

Image: Maintain Vendor Response Screen

26.

Confirm the Response Status column for the vendor response states Submitted - On-time. This status confirms the response was submitted to USDA.

27.

Click (the Vendor Response Log button) for alternative confirmation that the bid was submitted to USDA.

Image: Maintain Vendor Response Screen

28.

Click (the Open button).

Image: Vendor Response Log

29.

Review the bid response log to confirm the bid was submitted to USDA on time. In this example, 3000049320 displays in the Offer Response # field, and the Response Status field displays Submitted - On-time.

(Note) The vendor response log displays all offers that have been submitted by the vendor. USDA highly recommends saving the vendor response log to show the status of the vendor response, which should show “Submitted on Time”.

(Note) Changes can be made to this offer and it can be resubmitted prior to bid closing. Please refer to the Change Domestic Bid Response After Submission job aid for additional information on how to change and withdraw an offer.

30.

The transaction is complete.

Result

A Domestic Bid Response (Offer) has been created and submitted directly into WBSCM or exported and entered into a spreadsheet and then imported back into WBSCM.