Tab 9 Att 5 - How to submit an offer using OET.pdf

ATTACHMENT 5

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

1. Access the BULK OET using URL https://oet.energy.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 - you can change between multiple CAGE codes by selecting ‘Drop Down Arrow’ from the top right corner of the page, and select ‘Change CAGE Code Selection’.

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

7. To update your account data, select ‘Drop Down Arrow’ from the top right corner of the page, and select ‘Settings’.

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. You MUST fill out the complete address. 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 ‘Price Escalators’ 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 PDF 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 OSP Data screen with a drop down menu of items (Fields 1-51) in the middle of the page. Each of these items represents a different section (F through O) 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), Source of Supply- Refinery, the Monthly Production Quantity by Refinery Source, and tying the Refineries to the Shipping Points. The bottom menu button, ‘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. After you have submitted your offer, to Log Out of the OET, select ‘Drop Down Arrow’ from the top right corner of the page, and select ‘Log Out’.