1. Auctions 101
March 2019

2. What are Auctions and when to use them
In an ordinary auction (AKA 'forward auction'), buyers (outside of our procurement team) compete to obtain goods or services by offering increasingly higher prices.
In a reverse auction, the suppliers compete to obtain business from the buyer and prices will typically decrease as the suppliers underbid each other.
Reverse Auctions
Regular Auctions
Quick RFx
3 bids and a buy
Revenue generation
Surplus Sales
Licensing Rights

3. When Do we Start Building an Auction In CalUsource?
1.0 Project Kick-off & Work Plan
2.0 Category Profile
3.0 Strategy & Prelim Business Case
4.0 Develop Evaluation Criteria
5.0 CONDUCT COMPETITIVE BID
6.0 Negotiate
7.0 Implement New Agreement
1.1 Mobilize Project Team
1.2 Conduct Project Kick-off
1.3 Finalize Project Plan
2.1 Conduct Internal Analysis
22 Conduct Industry Analysis
2.3 Build TCO Model
3.1 Develop Sub-Category Opportunity Baseline
3.2 Develop To-Be Process Flow
3.3 Develop & Summarize Category Strategy
4.1 Finalize Supplier Evaluation Criteria
4.2 Develop Scoring Document
4.3 Conduct Supplier Analysis (RFI)
5.1 Develop Project Document
5.2 Distribute Project Document
5.3 Evaluate & Score Product Document
6.1 Finalize Fact-Based Negotiation
6.2 Plan and Conduct Fact-Based Negotiation
6.3 Develop & Recommend Sourcing Decision
7.1 Develop Category Benefit Summary
7.2 Develop Implementation Plan
7.3 Deploy Contract Campus-Wide
Done Outside of CalUsource
Done INSIDE of CalUsource
Done Outside of CalUsource

4. Creating a New Auction

5. Creating a New Auction

6. Auction – Event Setup
Provide the basic details regarding your Auction.

7. Auction – Event Setup
Determine what type of auction you would like to run

8. Auction – Event Setup
CRITICAL: Event settings determines how the event will run

9. Auction Setup – Event Settings
Hide supplier name is for internal use. Suppliers automatically can not see other suppliers names
Check if you do not want Internal people to see your auction
Supplier Access
Enable Preview: Supplier can see the event before accepting the NDA
Enable Acknowledgement: Allows Suppliers to confirm they want to participate in the auction
Determines what type of supplier bids you will allow during the auction

10. Auction Setup – Event Settings
No need to click
Dictates what the suppliers can and can not see within the Auction
Full visibility: They can see the bids and supplier alias
rank order: show how the suppliers stack up
lead bid: show the lead bid and not other submissions

11. Auction Setup – Event Settings
Extension Settings: Allows your auction to stay open if suppliers continue to bid
Extension Period: the length in which the auction will stay open
Extension Trigger: The timeframe which a supplier has to bid for the event to stay open longer
Example: If a supplier bids in the last minute, the event will stay open an additional minute
When enabled by the Author, it provides an option (button) to the supplier, which when clicked, they will be at the number 1 position compared to the other suppliers
Extend staggered lots. Allows all the lots to stay open if one get triggered to stay open

12. Auction Setup – Event Settings
Determines how you would like to start the bidding process.
Supplier’s lowest quote is the start price
Event Author pre-determines the start price
Determines if suppliers can bid the same price.

13. Auction – Event Setup
Once the auction ends, this is the time that you are giving yourself to review the supplier responses.
Good when you have a large amount of bids and lots of line items

14. Creating an Auction Guideline

15. Creating an Auction Guideline

16. Creating an Auction Bidding Lot

17. Creating an Auction Bidding Lot
Anything with an * is a mandatory field for event Author to fill out. If you do not have a “unit start price”, go back to your Event settings and update your “Initial Bid settings”

18. Creating an Auction Bidding Lot
Click “Set Date & Time” to determine time and date for auction to open for this particular lot

19. Setting Auction Start Times
Set the data and time that your auction will open and close.
The lots can be staggered based on your settings, or you can program them all to open at once
Event will open based on the settings listed here

20. Adding Team Members Type in your team members name and hit enter
Your team member will only have viewer access to the event. They will not be able to modify any of the information listed
If for any reason, you will not be able to manage you auction, please contact CalUsupport to switch users.

21. Adding Suppliers
Type in your suppliers name and click enter. The system will automatically search for the supplier names that best fit the name provided
The supplier name listed will be the primary supplier listed on the account. If you would like to change the name, this will need to be done in the supplier profile.

22. Adding Attachments
For any additional documents that you would like to include, the attachments section is great place to add those documents.

23. Publishing your Auction
When you are ready to publish your auction, click the down arrow next to “Actions”

24. Publishing your Auction
Select “Publish to Supplier”

25. Confirming you wish to publish
The system will ask for confirmation, before moving forward. After you select “Yes” CalUsource will check for any errors. If the project is error free, it will prompt you to craft a letter to suppliers.
Write your notice to suppliers (make sure not to include identifying information in the ) and click send.

26. Sending Notice to Suppliers – Published Auction
Write your notice to suppliers (make sure not to include identifying information in the ) and click send.

27. Help is always available for those who ask….
Internal
External
Available Today
CalUsupport
CalUSource.net to access this webinar
Coming Soon
Quick Reference Guides
Additional training videos
Part of GEP’s wide range support includes helping you with your first Auction!
For GEP Support to help you, please follow these recommendations:
Complete your strategy and supplier selection in advance
Contact and CalUsupport a MINIMUM of two weeks in advance of creating your event in CalUsource
Request GEP’s assistance with reviewing your Reverse Auction in CalUsource