Attachment 8 OET Guidance.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.

WARFIGHTER ALWAYS

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

UPDATED OET/OSP

Crosswalk

Darren M. Dunham/Shanice Whitfield Bulk Petroleum Purchase Analysts

June 23, 2023

WARFIGHTER ALWAYSWARFIGHTER ALWAYS

Reminders

• The Section headings in the OSP (Sections a through) are duplicated in the OET fairly closely

• Ex. Parcel sizes in the OSP are entered using the “Parcel

Sizes” button in the OET

• The data in the OSP is shown in the same order as in the OET.

If the vendor completes the first screen, top to bottom, then the second screen, that is the same order as the OSP

• The first screen of OET (left/bid side) is Sections A-E of the

OSP

• Second screen (Offer Submission Package/right side) is Sections F- O of the OSP (Fields 1-51 of “Offer Submission Data” screen)

OET Main Menu

Offer Submission Package

Offer Details

Section A.1. Origin Offer Sheet Section A.2. Destination Offer Sheet

Origin Offer Sheet

Destination Offer Sheet

Offer Submission Data

Fields 1-3 (F.1 of OSP)

Fields 4-5 (F.2 of OSP)

Fields 6-7 (G.1 of OSP)

Fields 8-9 (G.2 of OSP)

Fields 10-11 (G.3.a of OSP)

Fields 12-13 (G.3.b of OSP)

Fields 14-15 (G.4 of OSP)

Fields 16-17 (G.5 of OSP)

Fields 18-19 (H.1 of OSP)

Fields 20-21 (H.2 of OSP)

Fields 22-23 (H.3 of OSP)

Fields 24-25 (I.1 of OSP)

Field 26 (I.2 of OSP)

Fields 27-28 (I.3 of OSP)

Field 29 (I.4 of OSP)

Field 30 (J. of OSP )

Fields 31-32 (K. F3.02 of OSP )

Fields 33-34 (L. F92.02 of OSP )

Fields 35-44 (M. Request for Exceptions of OSP)

Field 45 (N.1 of OSP)

Field 46 (N.2 of OSP)

Field 47 (N.3 of OSP)

Field 48 (N.4 of OSP)

Fields 49-50 (N.5 of OSP)

Field 51 (O. of OSP)

Best Practices

• Submitting Offers

– The vendor MUST complete the “Shipping Point Physical Abilities” screen first, then move on to the offer

– If an error message is received, read the message

– There are small question marks throughout the OET. Clicking on these will generate help for that screen

– Price Escalators for each bid line and full addresses on shipping points in

OET are MANDATORY fields and will prevent you from submitting offer if not complete.

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:

– Darren Dunham, Darren.M.Dunham@dla.mil, (571) 767-0338

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

WARFIGHTER ALWAYSWARFIGHTER ALWAYS 39

UPDATED OET/OSP Crosswalk

Reminders

OET Main Menu

Offer Submission Package

Offer Details

Offer Details

Origin Offer Sheet

Destination Offer Sheet

Offer Details

Offer Details

Offer Submission Data

Offer Submission Data�Fields 1-3 (F.1 of OSP)

Offer Submission Data�Fields 4-5 (F.2 of OSP)

Offer Submission Data�Fields 6-7 (G.1 of OSP)

Offer Submission Data�Fields 8-9 (G.2 of OSP)

Offer Submission Data�Fields 10-11 (G.3.a of OSP)

Offer Submission Data�Fields 12-13 (G.3.b of OSP)

Offer Submission Data�Fields 14-15 (G.4 of OSP)

Offer Submission Data�Fields 16-17 (G.5 of OSP)

Offer Submission Data�Fields 18-19 (H.1 of OSP)

Offer Submission Data�Fields 20-21 (H.2 of OSP)�

Offer Submission Data�Fields 22-23 (H.3 of OSP)

Offer Submission Data�Fields 24-25 (I.1 of OSP)

Offer Submission Data�Field 26 (I.2 of OSP)

Offer Submission Data�Fields 27-28 (I.3 of OSP)

Offer Submission Data�Field 29 (I.4 of OSP)

Offer Submission Data�Field 30 (J. of OSP )

Offer Submission Data�Fields 31-32 (K. F3.02 of OSP )

Offer Submission Data�Fields 33-34 (L. F92.02 of OSP )

Offer Submission Data�Fields 35-44 (M. Request for Exceptions of OSP)

Offer Submission Data�Field 45 (N.1 of OSP)

Offer Submission Data�Field 46 (N.2 of OSP)

Offer Submission Data�Field 47 (N.3 of OSP)

Offer Submission Data�Field 48 (N.4 of OSP)

Offer Submission Data�Fields 49-50 (N.5 of OSP)

Offer Submission Data�Field 51 (O. of OSP)

Best Practices

Getting Help

Slide Number 39