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International Bulk Freight Bidding Review

International Bulk Freight Bidding Review. 22 April 2011. Agenda. Introduction - USAID Objective International Bulk Freight Bidding Demo Review Frequently Asked Questions QA – (Time Permitting). Objective.

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International Bulk Freight Bidding Review

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  1. International BulkFreight Bidding Review 22 April 2011

  2. Agenda • Introduction - USAID • Objective • International Bulk Freight Bidding Demo • Review Frequently Asked Questions • QA – (Time Permitting)

  3. Objective • To provide a review of the International Freight Bidding Functionality for Bulk Procurement • Goals of the session • Review and demonstrate the key functionality for International Bulk Freight Bidding • Provide Work Instructions – specific to International Bulk Freight Bidding • Discuss Frequently Asked Questions – FAQ

  4. Bid Management • Multiple vendor responses can be submitted for Freight Vendors. • Each Vendor Response will include 1 Freight Offer • WBSCM Bid Responses are structured in the following manner: Vendor Response Offers • NOTE: This is different for Commodity Offers, for Commodity Vendor Responses contain multiple offers based on their plant locations.

  5. Vendor Response Status

  6. Key Features Bidding Functionality consists of the following sections: • Header • These values apply to the overall Offer • Services • Regions • Loadports • Terminals • Discharge Ports • Volume Premiums • Outlines • Freight lines are grouped by the following • Trade Route • International Ship-to • Recipient Country/ Customer (PVO/WFP) and Program • Line items • Material, Quantity, Price Conditions

  7. International Freight Preferences • Freight Preferences are used to store default values that can be copied into future Freight offers when required • Vendors can create multiple preference bids and identify them with the Offer label – which is freeform text. • The following data can be stored in the Preference invitation • LOADPORT – REGIONS – BULK • LOADPORT – BULK • LOADPORT – TERMINALS • Vendor response for Freight Preferences do not need to be submitted. These are copied on the Freight Offers if required.

  8. International Freight Preferences • Key Selection data • Transaction Type: Intl Frgt Preference • Different preference invitations are defined for Bulk vs. Packaged.

  9. Offer for Bulk Freight Preference - Header • Header information • Vendor can decide what values they want to default and copy into the Freight Offers. • OfferLabel can be used to identify the type of preference

  10. Offer for Bulk Freight Preference - Services • Select the level that you wish to define the defaults on the Preference Offer. • LOADPORT – REGIONS – BULK • LOADPORTS – BULK • LOADPORT – TERMINALS - BULK

  11. International Bulk Freight Invitation • The following selection criteria can be used; • Bid Invitation Number • Transaction Type: Intl Freight Inv • Processing since: today, 7 days, 30 days etc… Select Maintain vendor response to create Vendor Response

  12. International Bulk Freight Invitation • Create Vendor Response • Vendor Responses are used to manage the lifecycle of the Offers entered for the Vendor. Tip: Indicates the Bid Invitation has NOT been opened. At this point, the Vendor can see the information. USDA CANNOT view any of the Offer information until the Bid Invitation is opened Select Create Option

  13. International Bulk Freight Invitation • Tips & Tricks Tip: To view the Freight Solicitation – select the output preview from this screen Select Create for the Offer

  14. Freight Offer - Header • HEADER - Key Data • Offer Label • Vessel ID • Freight Vendor Service – copied from Vessel • Bid Minimum • Bid Maximum • Container line Service • Constraint Group • Copy from – select PERFERENCE if required • Available on next page • Copy Bid Preference – select the Offer based on the list • Total Port • Total Terminal • Freight Agent – if Offer entered by Freight Agent

  15. Freight Offer - Header • Copy from Preference • Provides list of available offers defined in the Preference Invitation responses for the vendor

  16. Freight Offer - Services • LOADPORT – REGIONS – BULK • LOADPORT – BULK • LOADPORT – TERMINALS - BULK • This example is based on Per/MT pricing

  17. Price Conditions For LOADPORT – REGIONS - BULK These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

  18. Price Conditions For LOADPORTS – BULK These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

  19. LOADPORT – TERMINALS - BULK Tip: When adding the locations, select the last one first and then the sequence will sort in descending order. Add new price conditions are added at the top.

  20. Price Conditions For LOADPORTS – TERMINALS - BULK These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

  21. Freight Offer – DISCHARGEPORTS • Dischargeports • All Dischargeports that will be used for this Freight response need to be entered in this section. Tip: Continue option is available to go to the next line item without having to go back to the Item Overview

  22. Price Conditions For DISCHARGEPORTS- BULK These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

  23. Freight Offer - Volumes • Volumes can be defined for the Freight offer Select Triangle to expand the ranges defined

  24. Freight Offer – Item overview • Item Overview • Services • Outlines • Trade Route • International Ship-to • Recipient Country/Customer (PVO/WFP)/ Program • Commodity reference / Quantity

  25. Freight Offer - Ship-to Information • Within the Ship-to outlines, the following information is required: • Freight Vendor Service (Defaulted from the Header information) • Discharge Port • Delivery Point ETA Date

  26. Offer – Freight line item • Freight Line – Ocean and other costs • The following Price conditions may be applicable to a Bulk Freight • Price/Contract = Ocean Cost • Fumigation • Other • Bagging • Bagging/Stacking (P) – Dischargeport • Bagging/Stacking (W) – Warehouse • Lightering • Bulk Dischargeport

  27. Freight Offer - Submit • Submit the Freight Offer

  28. Freight Offer - Pending • Offer has been submitted as Pending Tip: Vendor Responses are not submitted at this point. Offer is in Pending Status

  29. Vendor Response – Check • Check • This option will Validate the information with the Vendor Response Select Check

  30. Vendor Response – Submit Response • After Selecting the “Submit Response” option the following pop-up message will occur: • Vendor Responses will only be accepted by USDA if the status is updated to Submitted – On-time

  31. Vendor Response – Change • Change • The change option will create a new version of the Vendor Response and increment the sequence number of the vendor response • 70000002899-000 is the original Version, Change creates a new version 7000002899-001

  32. Vendor Response – Historical • If the Vendor decides to Submit Response for the newer version, the system will update the previous version to “Historical” and update the status of the selected version to “Submitted – On-time” • NOTE: Only 1 Vendor response version will be active at one time

  33. Vendor Response – Withdraw • If the Vendor wishes to Withdraw their Offer , they need to highlight the Vendor Response and select the Withdraw option • Status is reverted to new – not visible to USDA NOTE: Withdraw option has no impact on the other versions defined. At this point no Vendor responses have been submitted to USDA

  34. Vendor Response - Copy • Copy • Freight Vendors can have multiple Vendor Responses defined for their Freight Offers. The Copy feature will create a new Vendor Response with Version 000

  35. Vendor Response – Submitted On-time • Multiple Vendor Responses – Submitted – On-time

  36. Vendor Response - Delete • Delete • Delete option is used to remove any Vendor responses that are no longer required. NOTE: All Offers defined in the Vendor response must be removed before this option will work.

  37. Vendor Response - Delete - Offers • Select Offers • Highlight the offer and select the Delete option. • Return to the Vendor Response Level and the Delete option will now work and remove it from the Overview

  38. FAQ 1 – Location must be selected • Question 1: Error message received when selecting the Price conditions – Location must be selected. • Description • This occurs when the Price condition are selected and the Location not defined yet. • Resolution: Perform the following steps • Delete the Condition • Re-add the price condition and enter the location. • Hold the Offer • Select Check – Error message should be removed

  39. FAQ 2 - Locking issue Question 1: Error message – User is already process a Bid for this Invitation Description • This is caused by closing a session while in Change mode and the pop-up blocker is not active to close the session properly Resolution: • In this situation, need to call the Help Desk and have the O&M Team resolve the issue. Recommended approach: When Closing (X) the section, make sure the transaction is in Display mode not Change.

  40. FAQ 3 – Help Documentation • Help documentation is available on the Portal for External Users • Work Instructions • Course Material

  41. Other FAQ’s • Question 4 • Vendors submit their offers but these are not considered for evaluation by USDA? • The Offer and the Vendor Response must be submitted prior to the Bid Submission date to be considered for evaluation • Question 5 • Once the Vendor Response is submitted can USDA see my Offers? • NO, USDA will only have the ability to review the offers once the Bid Invitation is opened AFTER the Bid Submission Date • Question 6 • How are Lumpsum costs applied in the Region/Loadport and terminal levels? • Premium Call Costs at the different levels will be accumulated for each level. • Additional Call Costs (Loadport and Termina)– These are applied for each additional Loadport and Terminals and will override the value defined at the higher level. • EXAMPLE on next page

  42. Price Condition Example • Call Cost (P/T) Definition – It’s the LUMP SUM cost that applies to load and discharge points. It applies once to the location/level. It’s specified and is additive to the lower level Call Costs. • In the above example $100,000 applies for calling GULF 1P/1B, but if New Orleans is called as 1Port/1Berth, it will be $185,000 and if HOUS-Cargill is called it will be $115,000. • But if HOUS and New Orleans are called in the above example it’s $185,000 for the call cost component. • If HOUS-Cargill & New Orleans are called it’s $200,000 ($100,000 + $85,000 + $15,000) • Bulk – If the statement reads $85,000 for New Orleans, then the value at New Orleans will be $85,000 and if GULF is blank and if terminal is blank, even if loading at multiple terminals at New Orleans, the call cost will be $85,000

  43. Tips and Tricks • Tip 1 – After creating the offer, place the offer on hold. System is designed with a 15 minute time-out. Save your work often. • Tip 2 – Offer – Output preview needs to be executed in Display Mode not Change. • Tip 3 – Vendor Response Log – This is a report that will produce an output of the overall Vendor Response and offers submitted by the Vendor for an Invitation • Tip 4 – Copy/Insert from Clipboard is a feature that can be used when adding price conditions • Tip 5 – Min/Max can be setup as “SCALES” under Premiums at the Terminal Level

  44. Questions?

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