Oracle CLM provides you the ability to amend a solicitation to cater to supplier comments or questions during the competitive period where the procurement office may issue an amendment to clarify certain requirements, or terms and conditions, within the solicitation document, or update the items or services to be purchased, and so on. You can change the submission date or due date for proposals, and in some instances, you might want to modify the requirements themselves through issuance of a Solicitation Amendment.
You can create solicitation amendments in CLM and maintain them as individual documents, while maintaining the original solicitation. The application automatically displays all the fields you entered in the original solicitation and enables you to edit them per your requirements. You can create the solicitation amendment any time after the solicitation approval and publication, and also after the solicitation is closed for bidding. Additionally, when a new round is approved, published, or closed, you can create a solicitation amendment.
The solicitation amendment goes through its own approval workflow, similar to the original solicitation. The collaboration team from the original solicitation is automatically included in the amendment document. However, you can update the list to add or remove members, as required.
Once you have completed amending your document, you can generate a description with the details of the amendment, which include the previous value, current value and the difference (if the value is a number or a date such as Price, Quantity or Option From Date, Option To Date).
You can print the description of changes in the SF30, the previous value, current value and the difference is also printed in the SF30 form.
Once approved, you must conform the amendment to merge the changes in the amendment with the original document and publish the new solicitation document. The application maintains the original and amended documents separately. Note that the conformed document retains the original document number.
You can also cancel solicitations via an amendment. The application designates the solicitation as cancelled and you cannot award the solicitation. You must send a cancellation amendment for approval, and the approval process is similar as for an amendment. When you conform the cancellation amendment, the process ensures that the original document is marked as cancelled, all suppliers are notified of the cancellation, and all existing offers from suppliers are invalidated.