Understand the fields on the Create Events page. Event Summary Header Section Topic Overview The Event Summary header section allows you to enter header information for events. After completing this topic, you should be able to: Understand the fields on the Event Summary header section. Fields on the Event Summary Header The Event Summary section allows you to enter header information for events. It is required for all events entered into SWIFT. Fields on the Event Summary Header section. Required fields are marked with an asterisk (*). Field Name Field Description * Procurement Type The Procurement Type selected will change some options available on the event. It will also determine the terms and conditions applied to it. This course focuses on Procurement Types for Acquisitions. ALP RFB: Use for creating RFB requests for standard goods and services Acquisition Conference/Construction/RFB/RFP/RFI: Used by OSP Only Outgoing Grant RFI: Use for creating RFI requests for outgoing grants Outgoing Grant RFP: Use for creating RFP requests for outgoing grants Professional/Tech Services RFI: Use for creating RFI requests for professional and technical services PT Delegated Authority RFP: Used for creating RFP requests where agencies have authority to bypass workflow processes. Professional/Tech Services RFP: Use for creating RFP requests for professional and technical services Estimated Price Estimated Price is an internal reference field only and not visible to vendors. The range may vary depending on the Procurement Type selected. The Estimated Price includes a suggested period for the event to be open for response. When you save an event, SWIFT will ask to change the End Date using the estimated price selected. If “Yes” is selected, SWIFT will calculate and set the End Date of the event using calendar days. Start Date + Minimum # of Days= End Date. Connects to the Start and End Date/Times.
Ship Via How the item is shipped. Defaults to no value. Updated values are: Second Day Best Way Ground Overnight Pick Up/Will Call Due Date The date that the shipment is due. Ship To Location where the items are to be shipped. Freight Terms Select the freight terms to use for the event lines. Freight terms will default to FOB_PALLOW. FOB_PALLOW: The vendor should not bill separately for freight. FOB_PADD: The vendor will be billing for freight. Ship From State of Minnesota does not use this feature. (c) Fields on the Bid Parameters section of the Line Details page. Field Name Field Description Bid Required Select this option if bids are required for this line of the event. This field will default in for Price Schedule type lines. Reserve Price State of Minnesota does not use this feature. Min Quantity Used with Bid Quantity Rule. Enter the minimum quantity on which the bidder can bid. Max Quantity Used with Bid Quantity Rule. Enter the maximum quantity on which the bidder can bid. This quantity can be larger than the line quantity if “Allow Extra Quantity to be Bid” is selected in the Bid Quantity Rule. User Defined Price Breaks State of Minnesota does not use this feature. Bidder Defined Price Breaks State of Minnesota does not use this feature. Bid Quantity Rule Defaulted value is Requested Quantity Required. Select a value. Allow Extra Quantity to be Bid: Select to allow bidders to place bids for quantities beyond the requested event quantity up to the maximum bid quantity. Bid Up to Maximum Quantity: Select to allow bidders to place bids up to a maximum quantity for the line. Quantity Not Applicable: Select for non-item lines, such as extended warranties. Bidders must enter a bid price but not a bid quantity. If you copied from an amount-only requisition, this will be the default value for this field and you cannot change it. However, if you copied from an amount-only purchase order, you can select a different bid quantity rule. Requested Quantity Required: Select to indicate that bidders must place bids for the requested quantity only.
Basic Search Option: Search by parameters such as Access Group Name, Description, Folder Name, Owner, Query Name, Type, Uses Field Name or Uses Record Name. Searching by Query Name or Description is most common. This search uses the “begins with” condition. Advanced Search Option: Search using one or more search criteria and selecting from a choice of conditions for each criterion (e.g., “contains”). You can use Wildcards (%) in many of the fields to refine or broaden a search. Query Naming Conventions To use a query to retrieve data from SWIFT, you will need to know its name or a part of its name. The naming convention for SWIFT is M_XX_GBL… M is for Minnesota. XX represents the two-letter SWIFT module abbreviation (e.g., SC for Supplier Contracts). GBL is for Global. It displays if all users have access to this query. Characters that appear after XX or GBL describe the kind of data the query will locate. For example, the query M_PO_DEFAULTS_BY_VENDOR will show information associated with the Vendor. You must use capital letters and the underscore symbol. Common Queries for Sourcing Module Query Name Purpose M_SS_BID_RESONSE_VERSION_1 List of vendors who bid on an event and their response status. M_SS_GBL_EVENT_ANALYSIS List of events by business unit and their statuses and responses. M_VENDOR_INQUIRY Allows you to look up information about a particular vendor (e.g., Vendor ID, Location Code, active and approved statuses, etc.). Process Steps for Using the Query Viewer Step 1: Enter Information into the Query Viewer. Navigation: Reporting Tools, Query, Query Viewer Searching by Query Name or Description is most common. On the Basic Search, enter the query name. It must follow the naming conventions. Click Search.
SWIFT opens up the Response Comments/Attachments page. Download any documents such as the Bid Details for all of the bidders. Click on the Header Comments icon to see comments from each vendor. Click on the Analyze Line link to get to the Analyze Line Details page. Add or look for comments from collaborators who are analyzing this event. Send a copy of each of the attachments and comments to the team that is analyzing the bids. You can also export a document that combines the bidders’ answers. Send a copy of that exported file to your analysis team. Use the GoTo menu and click “Analyze Export”. Details directions of this process is provided later in this lesson. Step 5: Make a Decision on the Event and Close the Event. After you complete the analysis of the event, update the score sheet and decide upon an action. Award the bid to an individual bidder. Award the bid to multiple bidders. Cancel the event. Set up another round or a new version. Document the decision in SWIFT. As a best practice, after the project has been negotiated, award the bid in SWIFT. This is covered in a different lesson. If you are awarding the bid to one or more of the bidders, update the event on the Bid Action section. If you are awarding by percentage at the header level be sure that the Quantity is greater than 1. SWIFT will notify the bidders of the decision. Also, the public can view awarded events on the Supplier Portal. Awarding a bid is covered in a different lesson. You now have successfully followed the steps to analyze an event. After completing this topic, you will now be able to: Follow the steps to analyze bid responses. Export Bids for Analysis Topic Overview Many agencies analyze bid responses outside of SWIFT. You can export the vendor responses and bid details for offline analysis. Exporting an event can occur any time and as often as needed once the event End Date/Time has been reached. NOTE: Exporting the bid responses does not include any attachments or comments by bidders. Send those separately. After completing this topic, you will be able to: