When you create a new RFI, RFQ, or Buyer's Auction, you set response controls to determine the negotiation length, participants, responding frequency, open and closing times and many other variables.
After you have entered the negotiation header, and added line(s), click the "Controls" link to access the Create Controls page for that negotiation. Complete the following fields as appropriate for the negotiation type. You must have created your negotiation header before you can create negotiation controls. Note that for fields where you enter a date and time, the default time value the system uses is the time when you entered a value in the field. You can edit the value to change the time if needed.
Preview Date Use the pop-up calendar to specify a date/time after which the negotiation information can be accessed by potential suppliers. They can view the negotiation's details but cannot place responses.
*Open Date Use the pop-up calendar to select the date/time after which all eligible suppliers are allowed to participate in the negotiation or choose to open the negotiation immediately.
*Close Date Use the pop-up calendar to select the date/time when the negotiation will be closed. Once closed, no further responses may be accepted. If you allow the control manual close/close early, the negotiation can be closed prior to the defined close date. If you allow the control manual extend, the time limit for the negotiation can be extended past the original close date. When you extend a negotiation you specify the new close date. The Close Date cannot be later than the Need-By Date.
Note: If you wish to use staggered closing for your negotiation line, click the Staggered Closing checkbox and specify the Close Date and the time interval to elapse between line closing.
Award Date Use the pop-up calendar to select the date/ time when you anticipate announcing the winner of the negotiation. This is displayed to the respondents.
Restrict to invited suppliers You can allow all suppliers to respond to the negotiation or you can specify that participation is by invitation only.
Note:If you specify that participation is by invitation only, you must invite at least one supplier to participate.
Allow supplier to see other suppliers' contract terms, notes and attachments You can specify that suppliers in the negotiation will be allowed to see any notes and attachments included with other suppliers' quotes or bids, or you can restrict suppliers from seeing other suppliers' notes and attachments .
Allow supplier to select lines on which to respond You can allow participants to respond to individual lines(s) in the negotiation, or specify that they must respond to all lines in the negotiation .
Require full quantity You can specify that participants must submit responses for the full quantity specified in the line. Alternatively, participants can submit responses for partial quantities. If you have weighted and scored the quantity attribute, you must set this to No .
Allow multiple responses You can specify that respondents must submit a single, best response in the negotiation, or may submit multiple responses during the negotiation open period. When this checkbox is selected, the system enables suppliers to submit multiple responses, of which only one can be active.
When you select this checkbox, another checkbox displays: Allow suppliers to submit Multiple Active Responses. Select this checkbox also, if you would like to provide suppliers the ability to quote or bid multiple times for the negotiation (or revise their response), and each offer is an active offer.
The checkbox Allow suppliers to submit Multiple Active Responses is enabled and displayed only if the checkbox Allow Multiple Responses is selected.
Allow multiple rounds of negotiation You can specify that the negotiation can continue into additional rounds after the close date, or you can specify that the negotiation will not be allowed to continue into additional rounds past the close date .
Allow Quote Withdrawal You can allow suppliers to withdraw their quotes (for RFIs and RFQs only) after they have submitted them. Allow Quote Withdrawal does not disqualify an offer, that is a different case: The supplier voluntarily withdraws their offer, either because they no longer wish to compete for an award. Offers can be withdrawn only as long as the negotiation is open. Withdrawn offers can be revised to match the solicitation requirements and can be updated by the supplier user. The revised offer contains all the elements (price, quantity, etc) of the original withdrawn offer because these data elements are defaulted from the system. withdrawn offer will not be visible to buyers during the quote evaluation / awarding process.
Require award approval You can choose to require the award decision to be approved before a purchase order can be generated. The approval chain can use both the Employee/Supervisor or the Position Hierarchy structure defined in Oracle Approvals Management.
Enforce supplier's previous round price as start price for this round You can specify that suppliers cannot bid any higher than their bid/quote in the previous round. Note that this bid control is only available for second or subsequent rounds in a multiple round negotiation.
Suppliers are required to lower the line price when submitting a revised response If you have allowed suppliers to submit multiple bids, you can specify that they must submit rebids that are reduced by a specific minimum amount or minimum percentage. That is, rebids must decrease by this minimum amount. You can enter either a straight amount or a percentage by which bids must improve. Use numbers, for example, "10." You can choose to have the new minimum response amount be calculated based on the current best response, or the supplier's previous response (if the previous response is also the current best response).
Note:A bid decrement amount will always be applied to a supplier's current bid price. If you specify your bid decrement amount as a percentage, the decrement percentage will be calculated based on a supplier's original bid price, but will be applied to the supplier's current bid price. For example :
Auction #1234; bid decrement = $100
Bidder A's original bid = $1000
Bidder B's original bid = $950 (becomes current best bid)
Bidder A' rebid = $850 ( $950 - $100)
Auction #2234; bid decrement = 20%
Bidder A's original bid = $1000
Bidder B's original bid = $950 (becomes best bid)
Bidder A's rebid = $750 ( $950 - ($1000 * .20))
Allow manual close before the Close Date You can choose to allow the negotiation to be closed before the close date. Otherwise, the negotiation cannot be closed until the close date and time specified above .
Allow Alternate lines on Supplier Responses The checkbox Allow Alternate lines on Supplier Responses enables suppliers to enter Alternate lines only if the checkbox is selected. If this checkbox is Allow Alternate lines on Supplier Responses not selected, the Allow Alternate Lines column in the Negotiation line summary page and in the line details page is not be displayed. If, in the first round of the negotiation, the buyer enables Allow Alternate lines on Supplier Responses on the Controls page then Allow Alternate Lines is displayed on line level; however, in the second round of the negotiation, if the buyer does not select Allow Alternate lines on Supplier Responses in the Controls page, then the checkbox Allow Alternate Lines on line level is not displayed on the Lines Summary and Line Details pages.
This checkbox enables alternate lines to be cascaded to new rounds or amendments of the negotiation as well.
Allow manual extend when the negotiation is open You can choose to allow a negotiation to be extended. When a negotiation is extended, you enter a new close date and time.
Allow AutoExtend You can have your auction automatically extended if a new winning bid is received during the final minutes of your auction. For example, if you enable an AutoExtend of 30 minutes, with AutoExtend set to start at the current scheduled auction close time, and a new winning bid is received in the final 30 minutes of the auction (the AutoExtend period), your auction will be automatically extended for 30 minutes past the currently scheduled close time.
Note:If you selected the option "Allow manual extend when the negotiation is open," you can revise your AutoExtend settings while the auction is in progress..
Lowest Triggering Response Rank
You can choose to have AutoExtend triggered for any number of the top ranked bids. For example, you could choose to have AutoExtend triggered whenever you receive a better bid for not only the current winning bid, but also for the current second or third best bids as well. If you know you will award this line to multiple suppliers, the feature allows you to encourage competition on not just the top bid, but competing bids as well. Enable this feature by specifying the lowest ranking bid for which the receipt of a bid can trigger AutoExtend. If this field is left blank, any bid will trigger AutoExtend.
Lines to AutoExtend You can extend bidding for all auction lines, or only for those lines that receive winning bids during the AutoExtend window. The AutoExtend period is determined by the length of each AutoExtension (see below).
Start Time of Extensions You can start AutoExtensions at the scheduled close time of the auction or at the time that a triggering bid is received during the AutoExtend period prior to the close time. For example, if you enable an AutoExtend of 30 minutes and a triggeting bid is received in the final 30 minutes of the auction, your auction will automatically extend for 30 minutes past the scheduled close time of the auction if you select "Close Date." However, if you select "Receipt time of the triggering response," your extension will begin as soon as a triggering bid is received within the AutoExtend period.
AutoExtend Period (minutes) You must specify the duration (in minutes) of each AutoExtend period. This setting also determines the end-of-auction period during which the receipt of a triggering bid triggers an AutoExtension .For example, if you specify that each AutoExtension is 20 minutes :
Each AutoExtension will last for 20 minutes after the start time you specify, and
The period from 20 minutes prior to the scheduled close of the auction to the scheduled close of the auction is the AutoExtend period during which the receipt of a competing bid will trigger AutoExtend .
Number of Extensions Enter the maximum number of extensions allowed before a line is finally closed for bidding. If this field is left blank, there is no limit to the number of extensions.
Allow Staggered Awards By default, this check box is clear. If you select this check box, the application will enable staggered awards for the negotiation. When you create an amendment, or copy this negotiation, the application copies this control to the new negotiation. This check box is available only for RFQs and Auctions.
Note: You can choose the Partially Awarded status and only when all lines are awarded, the status will change to Completed, Purchase Order Created. You can choose the Finally Complete Award action to close the negotiation for further awarding at any time after the negotiation is partially awarded. The Award by Line /Award by Quote options enable you to award only unawarded lines.