1. Prepared by SRA International, Inc. Confidential International Bulk Freight Bidding Review 22 April 2011

2. Insert DCN Insert Date (Month Day, Year) Agenda Introduction - USAID Objective International Bulk Freight Bidding Demo Review Frequently Asked Questions QA – (Time Permitting) 2 Prepared by SRA International, Inc. Confidential

3. Insert DCN Insert Date (Month Day, Year) 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 3 Prepared by SRA International, Inc. Confidential

4. Insert DCN Insert Date (Month Day, Year) 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: –NOTE: This is different for Commodity Offers, for Commodity Vendor Responses contain multiple offers based on their plant locations. 4 Prepared by SRA International, Inc. Confidential

5. Insert DCN Insert Date (Month Day, Year) Vendor Response Status StatusFreight VendorUSDA NewInitial Create of the Vendor ResponseVendor responses and offers in this status will never will available for USDA to View Submitted-On- time Submitted version of the Bid response – prior to Bid submission date Visible to USDA when the Bids are opened Submitted – LateSubmitted Version of the bid Response – after Bid Submission date Visible to USDA when the Bids are opened Historical VersionIf the version changes an existing Vendor response, the bids are copied and the older version is updated with this status Not visible to USDA after Bids are opened New-Auth Change Visible to VendorUsed by USDA if changes are required Submitted-Auth Change Visible to VendorUsed by USDA if changed are required 5 Prepared by SRA International, Inc. Confidential

6. Insert DCN Insert Date (Month Day, Year) 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 oTrade Route oInternational Ship-to oRecipient Country/ Customer (PVO/WFP) and Program Line items –Material, Quantity, Price Conditions 6 Prepared by SRA International, Inc. Confidential

7. Insert DCN Insert Date (Month Day, Year) 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. 7 Prepared by SRA International, Inc. Confidential

8. Insert DCN Insert Date (Month Day, Year) International Freight Preferences Key Selection data Transaction Type: Intl Frgt Preference Different preference invitations are defined for Bulk vs. Packaged. 8 Prepared by SRA International, Inc. Confidential

9. Insert DCN Insert Date (Month Day, Year) 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 9 Prepared by SRA International, Inc. Confidential

10. Insert DCN Insert Date (Month Day, Year) 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 10 Prepared by SRA International, Inc. Confidential

11. Insert DCN Insert Date (Month Day, Year) 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 11 Prepared by SRA International, Inc. Confidential

12. Insert DCN Insert Date (Month Day, Year) International Bulk Freight Invitation Create Vendor Response –Vendor Responses are used to manage the lifecycle of the Offers entered for the Vendor. Select Create Option 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 12 Prepared by SRA International, Inc. Confidential

13. Insert DCN Insert Date (Month Day, Year) International Bulk Freight Invitation Tips & Tricks Tip: To view the Freight Solicitation – select the output preview from this screen Select Create for the Offer 13 Prepared by SRA International, Inc. Confidential

14. Insert DCN Insert Date (Month Day, Year) 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 14 Prepared by SRA International, Inc. Confidential

15. Insert DCN Insert Date (Month Day, Year) Freight Offer - Header Copy from Preference Provides list of available offers defined in the Preference Invitation responses for the vendor 15 Prepared by SRA International, Inc. Confidential

16. Insert DCN Insert Date (Month Day, Year) Freight Offer - Services LOADPORT – REGIONS – BULK LOADPORT – BULK LOADPORT – TERMINALS - BULK –This example is based on Per/MT pricing 16 Prepared by SRA International, Inc. Confidential

17. Insert DCN Insert Date (Month Day, Year) 17 Price Conditions For LOADPORT – REGIONS - BULK Condition TypeCondition Type in the User Interface UOMSCALEDescription Port Call CostCall Costs (P/T) Object GUID/Inventory Location LUMPSUMNOThis cost will be an overall cost to the Region. This covers the first Loadport and Terminal for the Region Additional Port Call Cost Add Call costs (P) Object GUID/Inventory Location LUMPSUMNOThis cost will apply for each additional Loadport in the Region Additional Terminal Call Cost Add Premium Costs(T) Object GUID/Inventory Location LUMPSUMNOThis cost will apply for each additional Terminal required in the Region Port Premium Cost (MT) Premium Costs (P/T) Object GUID/Inventory Location MTYESThis cost will be applied for all the cargo awarded for this Region This covers the first loadport and First Terminal for the Region Additional Port Premium Cost (MT) Add Premium Costs(P) Object GUID/Inventory Location MTNOThis cost will apply for each additional Loadport in the Region Applies to the entire tonnage in the Region Additional Terminal Premium Cost (MT) Add Call Costs(T) Object GUID/Inventory Location MTNOThis cost will apply for each additional Terminal required in the Region Applies to the entire tonnage in the Region These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

18. Insert DCN Insert Date (Month Day, Year) 18 Price Conditions For LOADPORTS – BULK Condition TypeCondition Type in the User Interface UOMSCALEDescription Port Call CostCall Costs (P/T) Object GUID/Inventory Location LUMPSUMNOThis cost be an overall cost to the Loadport. This cost will be applied if this Loadport is awarded. If Region Port Cost is defined this cost will be added This covers the first Loadport and Terminal defined for the Region Additional Port Call CostAdd Call costs (P) Object GUID/Inventory Location LUMPSUMNOThis cost will apply for each additional Loadport required. If a value exists are the Region level, it will be overridden by this level Additional Terminal Call Cost Add Premium Costs(T) Object GUID/Inventory Location LUMPSUMNOThis cost will apply for each additional Terminal required. If a value exists are the Region level, it will be overridden by this level. Port Premium Cost (MT)Premium Costs (P/T) Object GUID/Inventory Location MTYESThis cost will be applied for all the cargo awarded for this Loadport. This covers the first loadport and First Terminal defined Additional Port Premium Cost (MT) Add Premium Costs(P) Object GUID/Inventory Location MTNOThis cost will apply for each additional Loadport in the Region Applies to the entire tonnage in the Region. If a value exists are the Region level, it will be overridden by this level Additional Terminal Premium Cost (MT) Add Call Costs(T) Object GUID/Inventory Location MTNOThis cost will apply for each additional Terminal required in the Region Applies to the entire tonnage in the Region. If a value exists are the Region level, it will be overridden by this level These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

19. Insert DCN Insert Date (Month Day, Year) 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. 19 Prepared by SRA International, Inc. Confidential

20. Insert DCN Insert Date (Month Day, Year) 20 Price Conditions For LOADPORTS – TERMINALS - BULK Condition TypeCondition Type in the User Interface UOMSCALEDescription Port Call CostCall Costs (P/T) Object GUID/Inventory Location LUMPSUMNOThis cost be an overall cost to the Terminal. This cost will be applied if this Loadport is awarded. If Region/Loadport Port Cost is defined this cost will be added This covers the first Loadport and Terminal defined for the Freight Booking Additional Terminal Call Cost Add Premium Costs(T) Object GUID/Inventory Location LUMPSUMNOThis cost will apply for each additional Terminal required If a value exists are the Region/Loadport level, it will be overridden by this level Port Premium Cost (MT) Premium Costs (P/T) Object GUID/Inventory Location MTYESThis cost will be applied for all the cargo awarded for this Loadport. If Region/Loadport Port Cost is defined this cost will be added This covers the first loadport and First Terminal defined for the Freight Booking Additional Terminal Premium Cost (MT) Add Call Costs(T) Object GUID/Inventory Location MTNOThis cost will be accumulated to the Port Premium Cost for each additional Terminal required. If a value exists are the Region/Loadport level, it will be overridden by this level These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

21. Insert DCN Insert Date (Month Day, Year) 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 21 Prepared by SRA International, Inc. Confidential

22. Insert DCN Insert Date (Month Day, Year) 22 Price Conditions For DISCHARGEPORTS- BULK Condition TypeCondition Type in the User Interface UOMSCALEDescription Port Call CostCall Costs (P/T) Object GUID/Inventory Location LUMPSUMNOThis covers the lumpsum cost for this Dischargeport Port Premium Cost (MT) Premium Costs (P/T) Object GUID/Inventory Location MTYESThis covers the premium/MT cost for the tonnage for this dischargeport These are the price conditions applicable to this level. These costs are defined as LUMPSUM or Per/MT

23. Insert DCN Insert Date (Month Day, Year) Freight Offer - Volumes Volumes can be defined for the Freight offer 23 Prepared by SRA International, Inc. Confidential Select Triangle to expand the ranges defined

24. Insert DCN Insert Date (Month Day, Year) Freight Offer – Item overview Item Overview Services Outlines Trade Route International Ship-to Recipient Country/Customer (PVO/WFP)/ Program Commodity reference / Quantity 24 Prepared by SRA International, Inc. Confidential

25. Insert DCN Insert Date (Month Day, Year) 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 25 Prepared by SRA International, Inc. Confidential

26. Insert DCN Insert Date (Month Day, Year) 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 26 Prepared by SRA International, Inc. Confidential

27. Insert DCN Insert Date (Month Day, Year) Freight Offer - Submit Submit the Freight Offer 27 Prepared by SRA International, Inc. Confidential

28. Insert DCN Insert Date (Month Day, Year) Freight Offer - Pending Offer has been submitted as Pending Tip: Vendor Responses are not submitted at this point. Offer is in Pending Status 28 Prepared by SRA International, Inc. Confidential

29. Insert DCN Insert Date (Month Day, Year) Vendor Response – Check Check –This option will Validate the information with the Vendor Response Select Check 29 Prepared by SRA International, Inc. Confidential

30. Insert DCN Insert Date (Month Day, Year) 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 Vendor Response – Submit Response 30 Prepared by SRA International, Inc. Confidential

31. Insert DCN Insert Date (Month Day, Year) 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 Vendor Response – Change 31 Prepared by SRA International, Inc. Confidential

32. Insert DCN Insert Date (Month Day, Year) 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 32 Prepared by SRA International, Inc. Confidential

33. Insert DCN Insert Date (Month Day, Year) 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 33 Prepared by SRA International, Inc. Confidential

34. Insert DCN Insert Date (Month Day, Year) 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 34 Prepared by SRA International, Inc. Confidential

35. Insert DCN Insert Date (Month Day, Year) Vendor Response – Submitted On-time Multiple Vendor Responses – Submitted – On-time 35 Prepared by SRA International, Inc. Confidential

36. Insert DCN Insert Date (Month Day, Year) 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. 36 Prepared by SRA International, Inc. Confidential

37. Insert DCN Insert Date (Month Day, Year) 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 Vendor Response - Delete - Offers 37 Prepared by SRA International, Inc. Confidential

38. Insert DCN Insert Date (Month Day, Year) 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 1.Delete the Condition 2.Re-add the price condition and enter the location. 3.Hold the Offer 4.Select Check – Error message should be removed 38 Prepared by SRA International, Inc. Confidential

39. Insert DCN Insert Date (Month Day, Year) 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. 39 Prepared by SRA International, Inc. Confidential

40. Insert DCN Insert Date (Month Day, Year) FAQ 3 – Help Documentation Help documentation is available on the Portal for External Users –Work Instructions –Course Material 40 Prepared by SRA International, Inc. Confidential

41. Insert DCN Insert Date (Month Day, Year) Other FAQ’s Question 4 –Vendors submit their offers but these are not considered for evaluation by USDA? oThe 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? oNO, 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? oPremium Call Costs at the different levels will be accumulated for each level. oAdditional 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 41 Prepared by SRA International, Inc. Confidential

42. Insert DCN Insert Date (Month Day, Year) 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. LocationPremium Costs (P/T) Call Costs (P/T) Add Call costs (P) Add Premium Costs(P) Add Premium Costs(T) Add Call Costs(T) GULF$100,000 HOUS New Orleans$85,000 HOUS-Cargill$15,000 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. Insert DCN Insert Date (Month Day, Year) 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 43 Prepared by SRA International, Inc. Confidential

44. Insert DCN Insert Date (Month Day, Year) Questions? 44 Prepared by SRA International, Inc. Confidential