Oracle® Contract Lifecycle Management For Public Sector: Sourcing User Guide Release 12.2

Oracle® Contract Lifecycle Management For Public
Sector
Sourcing User Guide
Release 12.2
Part No. E48936-04
September 2015
Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide, Release 12.2
Part No. E48936-04
Copyright © 2012, 2015, Oracle and/or its affiliates. All rights reserved.
Primary Author: Pratima Mahtani
Contributing Author: Pragya Singh Nair
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Contents
Send Us Your Comments
Preface
1 Key Concepts: Public Sector Procurement

Overview of Oracle Contract Lifecycle Management for Public Sector.................................. 1-1
Document Numbering.............................................................................................................. 1-2
Contract Line / Sub-Line (CLIN / SLIN) .................................................................................. 1-3
Exhibit Line / Contract Data Requirements List (ELIN/CDRL)............................................... 1-3
Options...................................................................................................................................... 1-4
Pricing........................................................................................................................................ 1-5
Solicitation Amendments.......................................................................................................... 1-6
2 Sourcing for Buyers

Buyers Using the Negotiations Home Page.............................................................................. 2-1
3 Requisitions Tab
Requisitions Overview.............................................................................................................. 3-1
Using the Demand Workbench.................................................................................................3-1
Requisition Amendments......................................................................................................... 3-5
4 Negotiations Tab
Solicitations Overview.............................................................................................................. 4-1
Creating Negotiations............................................................................................................... 4-2
Creating a Solicitation............................................................................................................... 4-2
Creating a Solicitation Header.................................................................................................. 4-3
iii
Viewing and Entering Address Details.................................................................................. 4-12
Adding Lines to a Negotiation................................................................................................ 4-14
ELINs and CDRLs................................................................................................................... 4-24
Linking Requisition Lines...................................................................................................... 4-29
Understanding Response Controls......................................................................................... 4-32
Using Contract Terms and Conditions in a Negotiation........................................................ 4-33
Inviting Suppliers to Participate in a Negotiation................................................................. 4-34
Submitting a Solicitation for Approval.................................................................................. 4-36
Creating Multiple Rounds of Bidding.................................................................................... 4-37
Printing Information............................................................................................................... 4-37
Fair Opportunity Notice.......................................................................................................... 4-38
Creating and Managing Events............................................................................................... 4-40
Managing Deliverables Assigned to a Solicitation................................................................ 4-41
Conducting Research on a Particular Supplier.......................................................................4-42
Creating Solicitation Templates............................................................................................. 4-45
Wage Determination............................................................................................................... 4-46
5 Administration Tab
Administration Overview......................................................................................................... 5-1
Abstract and Forms.................................................................................................................... 5-1
Manage Value Sets.................................................................................................................... 5-2
Manage Values.......................................................................................................................... 5-3
Concurrent Requests................................................................................................................. 5-3
Negotiation Styles..................................................................................................................... 5-3
Setup Negotiation Terms and Conditions................................................................................ 5-4
Negotiation Configuration........................................................................................................ 5-5
Creating and Editing a Reusable Invitation List...................................................................... 5-6
Creating and Editing a Reusable Attribute List....................................................................... 5-7
Creating and Editing a Reusable Requirement List................................................................. 5-8
Creating and Editing a Reusable Cost Factor List.................................................................... 5-9
Notification Subscription........................................................................................................ 5-11
6 Creating and Publishing Solicitations

Creating and Publishing Solicitations Overview..................................................................... 6-1
7 Solicitation Amendments
Solicitation Amendments Overview........................................................................................ 7-1
Creating a Solicitation Amendment......................................................................................... 7-2
Approving a Solicitation Amendment......................................................................................7-3
Generating a Description.......................................................................................................... 7-4
iv
Conforming a Solicitation Amendment................................................................................... 7-5
Searching and Viewing a Solicitation Amendment................................................................. 7-6
Creating and Conforming a Cancellation Amendment........................................................... 7-6
Deleting a Draft Amendment................................................................................................... 7-6
Viewing an acknowledged Amendment.................................................................................. 7-7
8 Contract Terms
Overview................................................................................................................................... 8-1
Contract Terms page.................................................................................................................. 8-2
Using Contract Expert............................................................................................................. 8-11
Managing Deliverables........................................................................................................... 8-13
Contract Actions...................................................................................................................... 8-15
Managing Sections.................................................................................................................. 8-19
Clause Logic Service (CLS)..................................................................................................... 8-20
9 Supplier Responses
Creating a Surrogate Response................................................................................................. 9-1
Withdrawing Surrogate Offers by Buyers on behalf of Suppliers.......................................... 9-7
10 Sourcing for Suppliers

Overview of the Negotiations Home Page............................................................................. 10-1
Searching for Negotiations..................................................................................................... 10-1
Viewing Negotiation Details Before Responding.................................................................. 10-3
Responding to Solicitations.................................................................................................... 10-3
Submitting Responses............................................................................................................. 10-4
Responding to Deliverables Defined for a Negotiation........................................................ 10-8
Monitoring Responses............................................................................................................ 10-9
Viewing Responses................................................................................................................. 10-9
Maintaining Your Profile...................................................................................................... 10-10
11 Awarding Solicitations
Awarding a Solicitation to one or more Suppliers................................................................. 11-1
12 Contract File in Sourcing

Overview of Contract File....................................................................................................... 12-1
Structure of a Contract File..................................................................................................... 12-3
13 FedBizOpps
An Introduction to FedBizOpps..............................................................................................13-1
v
14 Online Representations and Certifications (ORCA)
Overview................................................................................................................................. 14-1
Retrieve ORCA Details via Solicitations................................................................................ 14-1
15 Reports
Overview................................................................................................................................. 15-1
FedBizOpps Compliance Report.............................................................................................15-1
A Pages and Navigation Paths
B Common CLM Functionality

Document Numbering.............................................................................................................. B-1
Contract Line / Sub-Line (CLIN / SLIN) .................................................................................. B-3
Exhibit Line / Contract Data Requirements List (ELIN/CDRL)............................................... B-6
Options...................................................................................................................................... B-7
Pricing....................................................................................................................................... B-9
C Copy Action
Copy Action............................................................................................................................. C-1
CLM Glossary
Index
vi

Send Us Your Comments
Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide, Release 12.2
Part No. E48936-04
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vii

Preface
Intended Audience
Welcome to Release 12.2 of the Oracle Contract Lifecycle Management For Public Sector
Sourcing User Guide.
See Related Information Sources on page x for more Oracle E-Business Suite product
information.
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Structure
1 Key Concepts: Public Sector Procurement
2 Sourcing for Buyers
3 Requisitions Tab
4 Negotiations Tab
5 Administration Tab
6 Creating and Publishing Solicitations
7 Solicitation Amendments
8 Contract Terms
9 Supplier Responses
ix
10 Sourcing for Suppliers
11 Awarding Solicitations
12 Contract File in Sourcing
13 FedBizOpps
14 Online Representations and Certifications (ORCA)
15 Reports
A Pages and Navigation Paths
B Common CLM Functionality
C Copy Action
CLM Glossary
Related Information Sources

Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide
Oracle Contract Lifecycle Management for Public Sector iSupplier Portal User Guide
Oracle Contract Lifecycle Management for Public Sector Implementation Guide
Integration Repository
The Oracle Integration Repository is a compilation of information about the service
endpoints exposed by the Oracle E-Business Suite of applications. It provides a
complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets
users easily discover and deploy the appropriate business service interface for
integration with any system, application, or business partner.
The Oracle Integration Repository is shipped as part of the Oracle E-Business Suite. As
your instance is patched, the repository is automatically updated with content
appropriate for the precise revisions of interfaces in your environment.
Do Not Use Database Tools to Modify Oracle E-Business Suite Data

Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data
Browser, database triggers, or any other tool to modify Oracle E-Business Suite data
unless otherwise instructed.
Oracle provides powerful tools you can use to create, store, change, retrieve, and
maintain information in an Oracle database. But if you use Oracle tools such as
SQL*Plus to modify Oracle E-Business Suite data, you risk destroying the integrity of
your data and you lose the ability to audit changes to your data.
Because Oracle E-Business Suite tables are interrelated, any change you make using an
Oracle E-Business Suite form can update many tables at once. But when you modify
Oracle E-Business Suite data using anything other than Oracle E-Business Suite, you
may change a row in one table without making corresponding changes in related tables.
If your tables get out of synchronization with each other, you risk retrieving erroneous
information and you risk unpredictable results throughout Oracle E-Business Suite.
When you use Oracle E-Business Suite to modify your data, Oracle E-Business Suite
x
automatically checks that your changes are valid. Oracle E-Business Suite also keeps
track of who changes information. If you enter information into database tables using
database tools, you may store invalid information. You also lose the ability to track who
has changed your information because SQL*Plus and other database tools do not keep a
record of changes.
xi
1
Key Concepts: Public Sector Procurement
Overview of Oracle Contract Lifecycle Management for Public Sector

Oracle Contract Lifecycle Management for Public Sector (CLM) is a comprehensive
solution for managing procurement processes that need to be performed by federal
agencies. CLM features are available in OA Framework HTML pages. CLM supports
FAR, DFARS, and other agency regulations that define the federal business processes,
and encompasses a full procure-to-pay process flow within Oracle e-Business Suite
which maximizes benefits to federal users. CLM enables contracting officers to drive
operational excellence in federal procurement functions and enables the agencies to cut
procurement costs dramatically. By providing the end-to-end business intelligence with
a single source of data, CLM provides data transparency and visibility and provides
contracting officers with support for strategic planning and improved decision making.
The following process flow depicts the procurement lifecycle in CLM:
Key Concepts: Public Sector Procurement 1-1

Contract Lifecycle Management
The flow starts with the creation of a purchase requisition which is a document that
represents a requirement or demand for supplies and services. This is associated to an
acquisition plan that outlines the procurement plan on a larger scale. The purchase
requisition is converted to a solicitation and the solicitation is sent out to vendors for
obtaining their quotes/offers. When the offers are received from the vendors, the offers
are evaluated and the contract is awarded to one of the vendors.
This process depicts all of the major procurement steps from purchase request initiation
and commitment, through competitive solicitation with an offer evaluation phase, and
ultimate award decision. The process is often not executed in its entirety – several steps
are optional and at the discretion of the contracting officer depending on the
procurement process. Some steps may be required by an agency in order to follow it's
policies and regulations, but from a system's perspective, the steps can be executed
without every procurement document in the chain.
Document Numbering
You can create a configurable, intelligent numbering format for CLM documents that
follow Federal Acquisition Regulations (FAR) and Defence Federal Acquisition
Regulations (DFARs) processes. Based on your configuration and setup of the
numbering structure, a document number is defaulted automatically on the CLM
documents. You can modify the defaulted document number as long as the document is
in draft mode. Lines for CLM documents are automatically numbered in accordance to
line/ subline numbering conventions used in federal agencies. CLINs are automatically
numbered with four-character strings (0001, 0002, etc.) which can be modified by the
user, while SLINs append a two-character string (0001AA, 0001AB, 000101, 000102). The
contracting professional can modify the system assigned line number.
1-2 Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
Note: To set up the document numbering structure for use in
purchasing documents, please refer to the Oracle Contract Lifecycle
Management for Public Sector Implementation Guide.
For more information about Document Numbering, please refer to the appendix -
Common CLM Functionality, page B-1.
Contract Line / Sub-Line (CLIN / SLIN)

The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM documents,
including modifications and amendments to the purchasing documents. A Contract
Line captures information about the item(s) or service(s) to be procured in the contract
with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or
an informational line. Similarly, sub-lines, which are used to capture additional
information about the CLIN, can be priced sub-lines or informational sub-lines.
When a line is added to a CLM document, it is numbered automatically according to
the line numbering setup that follows federal government regulations. This provides a
flexible way to configure line numbering. In the CLM document, you can specify if the
line should be priced or informational, as well as organize them into a complex line and
sub-line structure, in accordance with federal regulations.
For more information on CLINs/SLINs, please refer to the appendix - Common CLM
Functionality, page B-3.
Exhibit Line / Contract Data Requirements List (ELIN/CDRL)

Exhibit Lines (ELINs) are lines in a contract that are typically bulky (100s / 1000s) and
are printed separately for ease of use. ELINs are like any other lines in a contract
document. Exhibit Lines can be Contract Data Requirements Lists (CDRLs) or
Non-CDRLs.
Contract Data Requirements Lists (CDRLs) are lines that have no cost or not separately
priced, but are related to other contract lines. CDRLs need to be received, accepted and
otherwise accounted for.
The actual exhibit information prints separately from the contract, similar to an
attachment. Users have the ability to print each individual exhibit along with the
corresponding exhibit lines in a PDF format. The Non-CDRL exhibit lines should print
in a standard format similar to the way in which CLINs/SLINs appear on the contract
continuation pages (Section B of UCF). CDRLs, however, need to be generated on the
standard DD1423 form.
ELINs are similar to CLINs and SLINs in that they can be either Priced or
Informational, can be multiple in a contract, can be funded, can be received, and can be
matched and paid for. However, ELINs are different from CLINs and SLINs in that :
ELINs must always have a parent line reference to a CLIN or a SLIN, they can have

multiple parent lines, a CLIN can have multiple Exhibits (each Exhibit can have
multiple lines).
CDRLs are similar to CLINs and SLINs in that they can be multiple in a contract, can
refer to an Exhibit line and can be received. However, CDRLs are different from CLINs
and SLINs in that: CDRLs must always have a parent line reference, they can have
multiple parent lines, cannot be informational, cannot be funded, has additional
information that is captured separately.
For more information on ELINs and CDRLs, please refer to the appendix – Common
CLM Functionality, page B-6.
Options
You can choose to create an option line on a purchasing document that you intend to
exercise as a regular line at a future point in time. Instead of modifying / amending the
source document at a future date, enter the anticipated options that the base line is
associated to. For example, a software purchase can be entered as a base line. This
necessarily entails support and training as options for the purchase of a software
package. Therefore support and training can be entered as option lines as the vendor
has promised them. At a later date, the options of support and training can be exercised
as regular purchase order lines because the vendor has now promised to deliver
support and training. If it is not required to procure the optional support and training
from the same vendor who supplies the software package, the option lines can be
created without linking them to the software package line as the base line. The option
lines of support and training, once exercised, can be received and invoiced as well.
This capability in CLM enables the contracting professional to mark lines as Option
lines – lines which can be exercised later via a modification to the award if desired.
Option lines may or may not be associated with base lines and often involve follow-on
work. Option lines behave similarly to CLINs/SLINs except they are not funded, cannot
be received or invoiced until exercised after the awarding of the contract.
A priced CLIN or SLIN can be further defined as an Option Line. An Option Line stores
and displays information that is used at a future point in time.
This diagram explains the flow of Option lines between different CLM users.
For more information on Options, please refer to the appendix - Common CLM
Pricing
Using CLM, contracting professionals are able to price Awards, Orders, IDVs and
Modifications by specifying federal Contract Types such as Firm Fixed Price, Cost plus
Award Fee, Time & Materials, Cost Sharing, etc. The Contract Types form the basis for
determining the price payable to a vendor. Prices are manually entered by the user or
are defaulted on the purchasing document line depending on the item/supplies/service
setup. The final price calculation depends on a number of factors: Contract Type, Cost
Constraint, price of the item/service.
The CLIN or SLIN can be a Priced or Informational line. For pricing calculations to take
place, the line should be defined as a Priced Line, and not an Informational Line.
Lines can be Quantity Based or Amount Based. A Quantity Based Line Type enables
you to enter information for goods/supplies. An Amount Based Line Type enables you
to enter pricing information about services. Select a value from the Type LOV in the
Lines region (for each row) to specify if you wish to use a Quantity Based or an Amount
Based Line. Different Contract Types display depending on the line type you select.
The Contract Type is available on the lines of a Purchase Requisition, an Award, IDV or
a Solicitation. The Contract Type may be changed by the user depending on business
requirements.
The IDC Type field displays for Solicitation documents and IDVs on the line details
page.

For more information on Pricing, please refer to the appendix - Common CLM
Solicitation Amendments
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.
See: Solicitation Amendments Overview, page 7-1
2
Sourcing for Buyers
Buyers Using the Negotiations Home Page

Log into Oracle Sourcing using the responsibility assigned to you. The quick links and
tabs you see depend on the responsibility you use to log in.
The Oracle Sourcing Home page is the starting place for all your sourcing tasks. The
tasks you can perform are organized into functional areas and are accessible from
different tables and links.
• Published Negotiations, in order of time left (paused negotiations are displayed
with a pause icon to the right of the solicitation number).
It will display up to five entries in the table. To see all your negotiations, click Full
List.
• Draft Negotiations - This container lists the draft solicitations for which you are
either the owner or a collaboration team member. The entries appear by preview
date (if specified), then by open date. If there are no dates specified, they appear
according to the negotiation number. This container lists a maximum of fifty
entries. If you can edit the draft, clicking the link navigates to the Create
Solicitation: Header page.
Click the Solicitation number link to access the Solicitation Summary page to view
information for that negotiation.
Quick Links - The Quick Links section of the Solicitations Home page provides fast
access to the most commonly performed operations in Oracle Sourcing. These are
categorized as follows:
• Create - Use these quick links to create solicitations, copy published negotiations,
and to create events.
See: Creating a Solicitation, page 4-2
• Manage - Use these quick links to manage draft sourcing documents, view and
Sourcing for Buyers 2-1

manage events, view the status of any Oracle Procurement Contracts deliverables
associated with your solicitations, search for surrogate responses, and research
supplier performance by searching the Approved Supplier List information or
viewing a supplier information to determine which suppliers are appropriate for a
particular solicitation you are creating.
See: Deleting a Draft Amendment, page 7-6
See: Submitting a Solicitation for Approval, page 4-36
See: Creating and Managing Events, page 4-40
See: Managing Deliverables Assigned to a Solicitation, page 4-41
See: Creating a Surrogate Response, page 9-1
See: Conducting Research on a Particular Supplier, page 4-42
• Templates - Use this quick link to create templates you frequently conduct
solicitations of a similar type that use many of the same attributes or suppliers. The
templates you create are private and available for your use only. The Sourcing CLM
Super User may have created public templates for use by all Sourcing Contracting
Professionals. Once a template has been created, you can use the template when
creating your new solicitation. You use the Reusable Templates links to search for
existing templates or to create new ones.
See: Creating Solicitation Templates, page 4-45
• Reusable Lists - Use these quick links to create reusable invitation, attribute,
requirement, and cost factor lists.
See: Creating and Editing a Reusable Invitation List, page 5-6
See: Creating and Editing a Reusable Attribute List, page 5-7
See: Creating and Editing a Reusable Requirement List, page 5-8
See: Creating and Editing a Reusable Cost Factor List, page 5-9
• Protest Tracking
A Protest is defined as an objection by an interested party to a solicitation or
cancellation of the solicitation, an award or termination/cancellation of the award.
The objection usually contains an allegation that there are improprieties concerning
the award of the contract. The supplier who initiates the objection usually believes
that the awarding of the solicitation is improper or unfair and thus logs a protest.
Please note that in CLM, the buyer or contracting professional enters the protest in
the system on behalf of the suppliers, because all suppliers may not have access to
the CLM system Using the appropriate CLM Purchasing responsibility, navigate to
Buyer Work Center menu and click the Protests link. Please note that the Protests
link is available via Buyer Work Center only.
For more information on creating protests, please refer to the Buyer Work Center
chapter in the Oracle Contract Lifecycle Management for Public Sector Purchasing User
Guide.
Sourcing for Buyers 2-3

3
Requisitions Tab
Requisitions Overview
You use the Requisitions tab to access the Demand Workbench feature. This feature
allows you to access and use requisition demand stored in Oracle iProcurement to
autocreate Oracle Sourcing documents. You can use the Demand Workbench to create
solicitations with either awards or IDV outcomes. You can define your own views to
automatically display only the requisition demand that meets the search criteria you
select.
Note: Purchase requisitions may also be created using other e-Business

Suite modules (such as Planning, Manufacturing, etc). Please note that
in a CLM enabled instance, these purchase requisitions are always
imported as non-FAR documents. As a result, the subsequent or
ensuing orders are also created as non-FAR (non-CLM enabled)
documents. As non-FAR (non-CLM enabled) documents, they are
seamlessly integrated with Receiving and Invoicing functions in
e-Business Suite.
Using the Demand Workbench

Demand Workbench allows you to access and aggregate requisition demand existing in
Oracle iProcurement to create new sourcing documents. Using the Demand
Workbench, you can:
• Access requisition information for any organizations to which you have access (you
cannot combine requisitions from different organizations).
• Create solicitations with either an award or IDV outcome.
• Maintain the relationships between the negotiation document lines and the backing
Requisitions Tab 3-1

requisitions throughout the Sourcing lifecycle, including multiple rounds of
solicitations.
To use the Demand Workbench, you identify requisitions for which you wish to source,
and then use those requisitions to create a sourcing document.
Searching for requisitions
You access the Demand Workbench by clicking the Requisitions tab on the Sourcing
Home page. You see all requisitions in the Oracle iProcurement requisition pool to
which you have access based on your default view and your default organization.
To select a different organization, select an entry from the Organization drop down
menu. This menu displays all organizations you are authorized to access. To select a
different view, select the view from the menu. If you change organization or view, only
the requisitions for that view/organization are displayed.
To search for requisitions, you can use the views that already exist in the system, any of
your personalized views, or you can use the Advanced Search function to define
detailed search criteria by which to search.
You can use the Advanced Search function to define any combination of search criteria
that is necessary to locate appropriate requisitions. To use the Advanced Search
function, click Advanced Search.
Advanced Search allows you to search for requisitions using a combination of values
for Buyer, Requisition, Category, and/or Supplier.
When the search results display, you see all requisitions that matched the criteria for the
view/search (for organizations to which you have access). For multi-line requisitions,
there is an entry for every unprocessed requisition line. Processed lines do not appear in
the list.
You can sort the results by clicking any column header. You can see information for the
requisition and requisition line by clicking the Requisition and/or Line links. If the
suggested supplier has a profile defined in iSupplier Portal, you can view the profile
information by clicking the Source link.
Option CLINs are available in Document Builder along with other requisition lines.
Option CLINs without a base line can be returned to the demand pool or removed from
the Returns page (select an Option CLIN and click Return). Option lines without a base
line are not displayed if the associated base line is not available in the Document
Builder.
The Select checkbox next to each requisition line is enabled only for regular CLINs or
for option CLINs without base. The Select checkbox next to the CLIN of a CLIN/SLIN
structure is not enabled if the structure contains at least one cross-linked option line.
When a CLIN is selected and added to the Document Builder, all associated SLINs (if
present) are added to the Document Builder along with the selected line. When a base
line is added to the Document Builder, all linked option lines, in turn, are automatically
added.
Creating Sourcing Documents
Once you have located the requisitions you wish to include in your sourcing document,
you use Demand Workbench to create a new solicitation document:
1. Select a Document Builder Document Type. This indicates the outcome you expect
from the Document Builder. Select the New Solicitation action from the LOV. If you
click the Fair Opportunity checkbox that displays when you select New Solicitation,
a Fair Opportunity Notice type solicitation will be auto-created for you.
2. Select an operating unit for the outcome document by clicking the OU Find icon
and selecting an entry from the OU results.
3. Click the Select check box adjacent to the Requisition row to select the requisition
lines you wish to include in your new document, and click Add to Document
Builder. Note that the lines still appear in the requisition pool and are available for
use by other buyers (although they receive an error message if they try to use them
in an additional sourcing document).
4. To review the lines that were created for the document, click Lines.
5. By default, the Document Builder page displays the lines that have been created for
the sourcing document.
If you wish to remove a line from the document, select the link and click the
Remove icon. The line is returned to the requisition pool and is available for use by
other buyers. If you wish to start the creation again, click Clear.
6. Enter any additional information your document type requires and click Create.
Optionally, enter a Supplier and Supplier Site, Currency, and click Create. You are
taken into Oracle Sourcing with a new sourcing document created. Demand
Workbench uses the requisition information to create the lines on the new
document.
After the Demand Workbench creates the new sourcing document, you continue with
the normal creation process or amend the document.
See: Requisition Amendments, page 3-5
Adding Lines to Solicitations / Amendments

Select the Add to Solicitation / Amendment from the Document Builder's Type LOV.
Then select a solicitation or amendment number that you wish to add the requisition
lines to. The Document Builder area displays the Solicitation / Amendment Number
search LOV. Click the magnifying glass icon to search for the award or modification
that you wish to add lines to. After you have selected a draft solicitation or draft
amendment, select the requisition lines you wish to add to the solicitation / amendment
and click Add. After you have selected the requisition lines, the Recently Added Items
list displays the selected line information.

If the solicitation is locked by another user, then you see a message stating that the
solicitation is locked, after which you can decide whether to continue or cancel the
operation.
Click Update to open the Update Document Builder: Add to Solicitation / Amendment
page. You can re-select a solicitation / amendment by using the search LOV to replace
the original document with a new one that you wish to add lines to.
The Update Document Builder: Add to Solicitation / Amendment page enables you to
re-select a solicitation or amendment and also to group requisition lines with the same
or similar fields:
• Item Number
• Item Description
• Item Category
• UOM (Unit of Measure)
• Item Revision
• Transaction Reason Code
• Line Type
For example, if you have an identical or related item number for two items on two
different requisition lines, they can be grouped into a single requisition line based on
the item number. The Item Description is the only field that need not be identical or
similar among the requisition lines.
The following rules are applicable to grouping lines:
• Standalone CLINs are grouped if the grouping criteria match.
• Single priced CLINs with Info SLINs having funds are grouped if the grouping
criteria match.
• Any other CLIN/SLIN structures are not grouped.
• Option Lines are not grouped even if the grouping criteria match.
• Goods and Amount Based Lines are grouped.
• Grouping of requisition lines is performed for the Same Contract Type and Cost
Constraint.
• Grouping of requisition lines is performed even though lines have different

Contract Types and Cost Constraints. When grouping requisition lines that have
different Contract Types and Cost Constraints, the Contract Type is defaulted to
FFP and Cost Constraints is left NULL on the grouped line.
The Requests region consists of a Group By LOV with 2 values: Default and Requisition.
The defaulted value is Default. If you select the Requisition method of grouping, the
system adds requisition lines to the solicitation as individual lines. The Default method
of grouping enables you to make changes/updates to the line numbers so that you have
more control over the grouping of the lines. If the lines from the requisition and the
existing lines of the award / modification are found to be the same or similar by the
system, the Default method of grouping makes the line number of the requisition
editable. This means that you can modify the line number to group it with another line
if required, provided the grouping follows the rules specified above.
If there are two priced CLINs with different distribution accounts are matched, they are
grouped together to finally create one line with multiple distributions. However,
different distribution accounts are not allowed in DoD usages. Using the action Convert
Distributions to Info SLINs, the multiple distributions lines are converted to Info SLINs.
However, the combined priced CLIN is not changed and the resulting lines will be
single priced CLINs with Info SLINs that can be grouped.
Requisition Amendments
Use the Requisition Amendments tab to review and implement the changes brought in
by the Requisition Amendment to the corresponding award document. You might
require initiating PR amendments for a variety of reasons during the course of a
procurement action. For example, you might require to increase funding on a PR line, or
to exercise an option line. Alternatively, you might require changes upon request from
the procurement office such as updates to convert an amount-based line to a quantity
based line.
You can create a requisition amendment for a PR and maintain it as an individual
documents, while maintaining the original requisition. You can have only one
amendment per PR at any point of time. You can view the history of all changes to
fields across amendments.
The application automatically displays all the fields you entered in the original
requisition and enables you to edit them per your requirements, except the PR creation
date. You can add new attachments or edit existing ones, add or update supporting
documents and exhibits. You can create a requisition amendment even after solicitation,
receipt of offers, and creation of a draft award. You can create requisition amendments
at any time. However, if the award is closed, then the application ensures that your
changes are not implemented.
The requisition amendment goes through its own approval workflow, similar to the
original requisition. The application tracks the approvals on the amendment
independently from the approvals of the original requisition.
You can cancel requisitions via an amendment until finalization of an award. After
finalization of an award, only the contracting officer can cancel or terminate the award.
A PR cancellation after the creation of a solicitation requires effort by the contracting

specialist or contracting officer to take the appropriate action such as stopping work,
canceling the solicitation, and so on.)
You can also print individual PR amendments to maintain records for legislative
purposes, as required. For example, if you have made two amendments to a requisition,
and require printing the first amendment, the print will contain only changes you made
to that specific amendment and not those changes you made in the second amendment.
1. Click the Amendments tab to amend a requisition.
2. Search for an amendment based on any of three parameters - Requisition,

Negotiation, or Buyer.
3. In the Results region, you can view details of the Operating Unit (OU),
Amendment, Line number, Informational check box, Option, Action, Item/Job,
Quantity, Unit Price, Currency, Need-By date, Negotiation, and Negotiation Status.
Click the Amendment number link to view details of the amendment. Click the
Negotiation number link to view details of the negotiation.
4. Select an Object from the results region, and click Review and Implement to accept
or reject the amendment. The Amendment Changes page displays, showing you the
change history for the line.
Click Accept to accept the changes. The application displays the Draft Awards page
or the Draft Modifications page, on which you can enter header changes. Note that
a draft award or a draft modification is required before the changes can be
implemented. Newly added accounting distribution and SLIN lines automatically
get propagated into the award upon accepting the amendment. If the award is
already approved, a message displays, prompting you to enter a modification to
update the award with changes.
Click Reject to reject the changes. The application displays a page for you to enter
comments or a reason for the rejection. Your comments are visible to the requester
in the lifecycle page of the requisition amendment line. The application
automatically flags the rejected lines as Rejected in the amendment, and removes
them from the amendment list. The buyer cannot view these lines and if required,
the requestor must create a new amendment line.
4
Negotiations Tab
Solicitations Overview
Solicitation is the phase where the Government solicits and negotiates awards or
renegotiates existing contracts with contractors enabling them to efficiently obtain the
best possible prices for goods and services. Prices could be established based on actual
supply and demand at the time the solicitation is transacted.
In a typical scenario, once the procurement office receives the approved PR from the
requestor, they make a decision on how to source the requirements. In a number of
instances, the decision is to fold the requirements into a formal solicitation package to
receive competitive proposals from interested suppliers. A contract specialist prepares
the solicitation package and, based on the value of the procurement, submits a
pre-solicitation notice to FedbizOpps announcing the procurement office's intent to
release a solicitation. Upon posting of this notice, the contract specialist finalizes and
releases the solicitation. In most cases, solicitations are public and any supplier, capable
of fulfilling the requirements, is eligible to respond. However, there may also be
instances, where the specialist may choose to direct the solicitation to a constrained
number of competitors because of the specific nature of the supplies or services
required. In some other instances, the procurement office may also choose to combine
elements of both the above instances, direct the solicitation to an identified set of
suppliers, and open the competition to other public suppliers.
The type of information found in a typical solicitation as well as the ultimate award
document would include, among others, the following:
• Supplies or services needed
• Description of specifications
• Statement of Work
• Terms and Conditions, such as Packaging and marking specifications, shipping

specifications, invoicing and other information
Negotiations Tab 4-1

• Inspection and Acceptance requirements
• Delivery dates and related information for all contractual deliverables
• Special requirements under the Award
You use the Negotiations tab to perform the activities related to solicitations.
The Solicitations tab displays a list of Published Negotiations, Draft Negotiations, and
Incomplete Tasks. Click Full List to view the entire set of published solicitations.
The Quick Links section on the Solicitations tab enables you to access and perform the
following activities:
• Create - Use this quick list to create solicitations, copy solicitations, and events.
• Manage - Use this quick list to manage drafts, events, deliverables, draft surrogate
responses, and supplier research.
• Templates - Use this quick list to create solicitation templates.
• Reusable Lists - Use this quick list to create reusable invitation, attribute,
requirement, and cost factor lists.
Creating Negotiations
Creating a Solicitation, page 4-2
Using templates and lists, page 4-45
Using line attributes, attribute scoring, price factors, and price breaks, page 4-14
Creating a Solicitation
Use the instructions on this page to create Solicitations.
These are the main steps to creating a new solicitation:
• Create Your Solicitation Header, page 4-3
• Viewing and Entering Address Details, page 4-12
• Enter Solicitation Lines , page 4-14
• Define Your Response Controls, page 4-32
• Enter Your Terms and Conditions, page 4-33 (If Oracle Procurement Contracts is
bought and licensed)
• Invite Your Suppliers, page 4-34
If you have previously created a solicitation, you can save time by copying an existing
solicitation. You can also create new solicitation quickly by applying a solicitation
template. You can create a solicitation and save it as a draft before submitting it. This
allows you to return to the creation process at a later time or have multiple people
working on the same solicitation. You can also quickly collaborate on the solicitation by
using the Online Discussion button.
Creating a Solicitation Header

When you create a new solicitation, page 4-2, your first step is to create your solicitation
header. This header contains negotiation level information related to the entire
negotiation.
To create your negotiation header: Some of the fields display default data, and you
need to enter details in the relevant fields (*indicates a required field):
• Document NumberThe number that uniquely identifies the solicitation. You can
edit the document number based on your business requirements. You can also
change the Instrument Type, Allowed Range, and Serial Number. The combination
of all these parameters and the fiscal year separated by delimiters is the final
solicitation document number. If the solicitation has a new round, the new round
number displays in parenthesis and is suffixed to the solicitation number.
See: Document Numbering, page 1-2 for an overview of the concept.
See: Document Numbering, page B-1 for more details.
See: Document Numbering section in the Oracle Contract Lifecycle Management for
Public Sector Implementation Guide for information on how to implement document
numbering.
• Buyer The creator of the solicitation.
• Select the Two-Stage Solicitation check box if you plan to evaluate offers submitted
by suppliers in two phases - Technical and Commercial. If you select this option, the
offer style is automatically set to Sealed.
• *Title The name by which this solicitation will be known. You must specify a title
for your solicitation and once the solicitation is published, the title cannot be
changed.
• Negotiation Style
The negotiation style controls the structure of the negotiation document by
identifying which sourcing document elements appear. Negotiation styles can
streamline and standardize the creation of negotiation documents. For example, if
input from a collaboration team is not required for many negotiations, the Sourcing

Administrator can define a negotiation style in which fields related to collaboration
teams do not appear. Also, if your negotiation is a large or very large negotiation,
you must select a style that supports that type of negotiation.
• Offer Style Select the offer style applicable. You can choose from Blind and Sealed.
Blind implies that only the buyer can see the response content. Sealed implies that
neither the buyer nor the suppliers can see the response content until the
solicitation closes. The buyer can see the responses once the solicitation is unlocked.
Everyone can see the response content once the solicitation is unsealed.
• Event Select an event to associate with the solicitation if you defined one.
• Security Level You can select a security level to restrict access to the sourcing
document.
• Sourcing Project
If the current negotiation is being conducted in connection with a project in Oracle
Projects, you can link this negotiation to the project by project number.
• Operating Unit The operating unit, such as a division or department, to which this
negotiation applies. An operating unit typically is an enterprise division. Operating
units affect setups, documents, and transactions in CLM. These setups, documents,
and transactions are then limited to the operating unit in which they are defined.
The organization you select here determines the values for many later attributes
(such as the negotiation currency and shipping addresses). If this solicitation
document was originally created using Requisition Lines in Document Builder, then
the backing requisition information is carried forward and this field cannot be
updated. Note that if you have entered information on this page, for example in the
Payment Terms field, and you change the Organization, the page refreshes and you
will lose the information you entered. Once you proceed to the next step, this value
cannot be changed.
• Outcome Designate your solicitation outcome. This cannot be changed once you
proceed to the next step. The Outcome field enables you to specify the type of
outcome document you prefer to have automatically created for you by the system
when the solicitation is awarded to one or more suppliers. For example, you may
wish to create an award as your outcome document when a solicitation for medical
supplies is completed and awarded to two suppliers. Please note that you need to
select IDV (IDV with Lines or IDV without Lines) as your outcome document
always from the Outcome LOV if you are going to associate your outcome
document(s) to an Umbrella Program.
The outcome field also contains values defined in the Purchase Document Styles.
Similar to Negotiation Style, Purchasing Styles allow buyer organizations to
implement various features in Purchasing. In Sourcing, user interface elements for
the negotiation are hidden or displayed based on the Negotiation Style as well as
the Outcome. Purchasing Document Styles are used when creating complex
services solicitations.
See Oracle Purchasing User Guide for instructions on defining Purchasing
Document Styles and details on complex work document styles.
• Fair Opportunity Notice This checkbox indicates that the solicitation is of type Fair
Opportunity Notice. This box is checked when Fair Opportunity Notice creation is
initiated either from the Demand Workbench or from the Sourcing Home page.
Notice that the checkbox is selected by the system automatically and is read-only,
that is, you cannot unselect the checkbox at any time.
• Solicitation Type Select the solicitation type to use. You can choose from RFQ
(Request for Quotations), IFB (Invitation for Bids), and RFP (Request for Proposals).
• Creation Date Displays the date on which you created the solicitation.
• Description Enter a brief description of the solicitation.
• Standard Form Select a standard form from the list. The values you see in the
standard form-specific regions (such as SF1442 or SF1449, or SF33, depend on what
you select in this Standard Form LOV).
• Select the Document Format from the list. The Document Format along with the
Standard Form you select determine the format for the printing of the solicitation
document. You can select from:
• UCF - A UCF or Uniform Contract Format contract contains sections A-M, with
each section containing specific information as follows:
Section A contains the standard form face.
Section B, Supplies and Services, contains the line item numbers, descriptions,
and prices, as well as any clauses designated for Section B.
Section C contains the Statement of Work (clauses designated for Section C).
Section D contains Packaging and Marking information as described in 4.15.30
and any clauses designated for Section D.
Section E contains Inspection information as described in 4.15.31 and any
clauses designated for Section E.
Section F contains Delivery or Performance information as described in 4.15.37
and any clauses designated for Section F.
Section G contains Contract Administrative Data, including the funding
information any clauses designated for Section G.
Section H contains Special Contract Requirements, any clauses designated for
Section H.
Section I contains the contract clauses. Many FAR/DFARS clauses will be placed

in Section I.
Section J contains the attachments and exhibits (typically information such as
the name, date, and number of pages, but not the attachments themselves).
Sections K-M are used for provisions and would not be present on Awards, just
on Solicitations.
• COM - A commercial format, typically used in conjunction with the SF1449,

does not follow a prescribed section format, no sections are indicated.
• CSI - A construction format that utilizes 5-digit numerical sections, each

containing specific information as follows:
Section 00010 - includes information about Supplies and Services, Inspection
and Acceptance Terms, Delivery Information, Packaging and Marking, and List
of Documents, Exhibits, and other Attachments.
Section 00100 - includes information about Bidding Schedule/Instruction to
Bidders.
Section 00600 - includes information about Representations and Certifications.
Section 00700 - includes information about Contract Clauses.
Section 00800 - includes information about Special Contracts Requirements.
• Business Priority and Project Information Use this region to enter details of the
following:
• DPAS Rating - Defense Priorities and Allocations System Rating. The DPAS
rating is assigned to all military systems used in support of national defense,
from the largest finished platform to the smallest component. It can be applied
to all stages of acquisition research and development, initial design, production
testing, delivery, and logistics support.
• Customer Project Code - This identifies documents created for special

programs, exercises, projects, operations, or other purposes. Sites can establish
their own set of codes and use them to identify and group solicitations. Used in
reporting especially across entire agencies to know how much was done for a
given project.
• Priority Code - A numerical rating, 1-15, that describes the priority and is used
internally within the Department of Defense. It is from the UNIFORM
MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM. It is to help the
buyer prioritize their workload and for management tracking in reports.
• Customer Project Text - Text Description of the selected project code. Used in
reporting especially across entire agencies to know how much was done for a
given project.
• Competitive Information Use this region to enter information about the following:
• Set Aside Status - Indication of whether this solicitation is set aside for a specific
disadvantaged business. Ultimately, the federal agency would want the vendor
on the award to meet the qualifications outlined in the solicitation; however,
that decision is ultimately up to the contracting officer and is not system
enforced.
• Set Aside Type - The specific set aside type defined as one of the options. You
can choose from 8(A), Emerging Small Business, HUBZone Small Business,
Service-Disabled Veteran-Owned Small Business, and Small Business.
• Set Aside Percent - Percentage indicating the amount of the anticipated contract
value that will be set-aside. If this percentage is less than 100, generally the
solicitation will be awarded to multiple vendors (at least one disadvantaged). If
the value of the Set Aside Status field is Set Aside, then the Set Aside
Percentage field should be entered with an integer value greater than 0. If there
is a referenced solicitation, the Set Aside Percentage is defaulted from the
solicitation.
• NAICS - The commodity group (defined by the NAICS) under which the size
standard is applied.
• Size Standard - You can select a size standard from the LOV.
• SF1442 Information region If you selected SF1442 in the Standard Form list, then
you see the SF1442 Information region. The other standard forms associated with
solicitation do not have additional information fields, and this region does not
display if you select any of the other standard forms. The SF1442 is used for
construction purchases, and you can enter the following details:
• Bond Required: Designates whether one or more bonds is required throughout
the life of the project. Prints in block 12a of SF1442.
• Bond Days: Number of days that the contractor has to furnish bonds. Prints in
block 12b of the SF1442.
• Days to Start: Number of days the contractor has to start the construction
project. Prints in block 11 of the SF1442.
• Days to Complete: Number of days the contractor has to complete the overall
construction project. Individual lines may have their own delivery dates and /
or period of performance, but the overall total number of days anticipated is
captured here. Prints in block 11 of the SF1442.
• Period Status: Indicated whether the number of days to start/complete is

mandatory or negotiable. Prints in block 11 of the SF1442. The available values

are: Mandatory, Negotiable.
• Period Reference: If the period above is negotiable, text in this field refers to the
location in the solicitation / or IDV document that describes the flexibility.
Prints in block 11 of the SF1442.
• Work Description: Text area where the buyer can provide summary
information about the work and reference attachments that more fully describe
the work. Purely informational from the buyer to the contractor. Prints in block
10 of the SF1442.
• Umbrella Program When you create a Fair Opportunity Notice type of solicitation,
you have the option to associate the Fair Opportunity Notice to an Umbrella
Program. The Fair Opportunity checkbox in the solicitation header should be
checked in order for the Umbrella Program region to be visible. The Umbrella
Program search LOV enables you to look for an existing umbrella program that you
can associate the Fair Opportunity Notice with.
For more information on creating Umbrella Programs, please refer to the chapter
Multiple Awards and Umbrella Programs in the Oracle Contract Lifecycle
Management for Public Sector Purchasing User Guide.
• Small Business Coordination Record This region has two fields: Control Number
(number of the DD-2579 document) and Status (for example, Draft, Pending
Approval, Signed, etc). When you create a Small Business Coordination Record,
you need to associate it to a CLM document (award modification, IDV with Lines
modification, IDV without Lines modification, solicitation). This CLM document
shows the Small Business Coordination Record it is associated to. If no Small
Business Coordination Record exists, this region will display with no values.
This region is shown in the header of the solicitation, solicitation amendment,
solicitation rounds (of bidding), solicitation View page and solicitation Review
page.
If the total value of the solicitation exceeds the Threshold Amount (specified in the
Purchasing Options page > CLM Controls region), a warning message is displayed
to the user while publishing the solicitation, or while submitting the solicitation for
approval prior to publishing. If the status of the Small Business Coordination
Record is not Signed while publishing the solicitation, or while submitting the
solicitation for approval prior to publishing, a warning message is displayed.
The Small Business Coordination Record is associated with the base solicitation and
not with specific amendments or rounds.
If you want to delete a draft solicitation with an associated DD-2579 (with a status
Draft and Type of Coordination as Initial Contact), then the system displays a
warning message. If you wish to proceed, the base solicitation and the DD-2579 are
deleted.
If you want to delete a draft solicitation with an associated DD-2579 (with a status
Signed and Type of Coordination as Withdrawal), you can go ahead with the
deletion, no warning messages will be displayed.
Deleting a draft solicitation with an associated DD-2579 (with any other status and
Type of Coordination value) is not allowed by the system.
Deleting a draft solicitation amendment/round where there is an associated
DD-2579 (with any other status and Type of Coordination value) is allowed by the
system. This is because the DD-2579 is attached to the base solicitation document,
and it will stay attached to the base document no matter how many amendments /
new rounds are created.
• Collaboration Team You can identify a group of users from within your company
who will collaborate on this negotiation. For each member, you can choose to:
• Make the member an approver of the sourcing document.
• Give the member the ability to score supplier responses to negotiation

Requirements (if scoring is allowed by the solicitation style sheet).
• Give the member view-only access to the document. View-only members can
view the document but cannot update any information.
• Define a particular task for that member to perform, and a target date by which
the task should be completed. The team member marks the task as complete
once it is finished.
• Notify the members.
• Terms Use this region to define the terms for the solicitation.
• Bill-To Address Address to which your solicitation bills should be sent. Click
the flashlight icon to browse for other addresses. You can select any of the
addresses defined in Oracle Purchasing.
• Ship-To Address Address to which the solicitation items will be shipped. Click
the flashlight icon to browse for other addresses.
• Payment Terms The payment terms for your suppliers. The possible values are
defined in Oracle Payables. The default is set in Oracle Purchasing.
• Carrier The freight carrier your supplier should use. The possible values for
your operating unit are defined in Oracle Inventory. The default is set in Oracle
Purchasing
• Freight Terms The freight terms for your supplier. The possible values and the
default are defined in Oracle Purchasing.

• Currency Shows the default currency for the negotiation. This is the primary ledger
currency of the outcome operating unit selected in the header. Click Manage
Response Currencies to allow responses in more than one currency.
• Price Precision The number of decimal places allowed for per-unit prices
entered in the RFx currency. The precision you set doesn't apply to per-unit
prices entered in a currency other than the RFx currency, nor does it apply to
currency amounts such as Bid Total or the bid value of Fixed-Amount price
elements. While you can set the precision for unit-prices entered in a non-RFx
currency when you define your currency list, the precision for amounts is
automatically governed by the standards defined by the ISO (International
Organization for Standardization). The ISO standards are used automatically by
Sourcing.
• Requirements You can request information on suppliers at the negotiation level by

defining solicitation Requirements. Requirements can be external, in which case
responses are provided by the supplier. Examples of external requirement
information might be a supplier's years in business, ownership, or personnel
qualification. Requirements can also be used internally, in which case the response
is provided by some kind of internal evaluator. Internal requirement responses
might include level of customer service provided, or prior on-time history. Either
way, responses to requirement requests can be evaluated and used by personnel
when awarding the negotiation.
Responses to Requirements can be scored according to the desirability of the
response. You can define the Requirement such that the system automatically
scores the response (in which case you must specify the allowable values (or ranges
of values) for that requirement and each one's score. Or evaluators can view the
response and enter a score manually.
Additionally, if you have multiple Requirements for the negotiation, you can assign
weights to them to reflect the each requirement's importance relative to the other
requirements.
• Abstracts and Forms

Abstracts and forms are used to publish information on upcoming sourcing events.
This information is available publicly without the supplier needing to sign into the
system. Each entry created in the forms region is a combination of the federal
standard form, and the document format in which that form can be printed. An
XML template is associated with each row for printing.
An abstract is a summary or synopsis of a negotiation. It usually contains
information such as the goods or services being purchased, whom to contact for
more information, and the open and close date. An abstract may even contain a
PDF version of the solicitation for the supplier to download. Abstracts are
presented to suppliers on the buying organization's external website. Suppliers can
view the details about solicitations and determine if they are interested in
participating without having to log in to the sourcing application.
A form captures information from the buyer in a similar fashion as an abstract but
rather than publishing data to the buying organization's website, this information is
captured in an XML file that can be transferred to FedBizOps. The forms that are
created with Oracle Sourcing are modeled so that the data collected matches their
requirements. The buyer can then generate the appropriately formatted XML file
and send it for publishing to FedBizOps.
These abstracts and forms are used for posting to FedBizOps.
In the Abstracts and Forms region, add a new row by clicking the Add Another
Row icon. Then select a Name from the list of values. The Status column shows No
Data Entered. Click the Enter Data icon to open another page that enables you to
enter detailed information for that notice type. The fields may vary depending on
the Name (notice type) you selected. The Description field is a text area, and allows
you to enter 64,000 characters. Field values such as Solicitation Number and Posting
Date are defaulted for you.
Click Post to submit the form. You can now verify the details posted with the
entered description in FedBizOps.
For more information on Abstracts and Forms, see: Abstract and Forms, page 5-1
• Notes and Attachments

You can use notes and attachments to supply suppliers and internal users
additional information on this negotiation. The Attachments region enables you to
attach various types of files to the solicitation header – including the ability to
annotate the solicitation with a note. Click Add Attachment to open the Add
Attachment page and specify the type of attachment you would like to use: Desktop
File/Text/URL or From Document Catalog.
1. Select a Category from the list of values. The Category defines the purpose of
an attachment to aid your department in identifying or grouping the
attachments, and controls which users can access it. You can choose from:
• Internal to Sourcing - these types of documents are internal and not
accessible by suppliers.
• Miscellaneous - these types of documents are internal and not accessible by

suppliers.
• To Approver - these types of documents are internal and not accessible by

suppliers.
• To Buyer - these types of documents are internal and not accessible by

suppliers.
• To Payables - these types of documents are internal and not accessible by

suppliers.
• To Receiver - these types of documents are internal and not accessible by

suppliers.
• To Supplier - these types of documents are accessible by suppliers.
2. Select the attachment Type. You can choose from:

• File - specify a file name to upload. Enter the file location, or use the Browse
button to locate the file.
• URL - enter the URL for a Web page.
• Text - Enter text that is less than 2000 characters. If the text you want to
attach is more than 2000 characters, upload it in a file.
3. From the Document Catalog:

• Use the Search regions to query existing documents.
• Select the Document Name link to view a document before attaching it.
• Select the document(s) to attach.
• Click Apply.
Viewing and Entering Address Details

When you create a new solicitation, the application automatically displays the
addresses for the Issuing Office, COTR Office, Requesting Office, and the Property
Administration Office.
Each address row consists of the following information: Address Details, Address Type,
Location Address Code and Contact.
• Issuing Office: The Issuing Office is responsible for completing the award. The
Issuing office is also often used as a reporting field to aggregate spending or
contract actions, workload, etc. across organizations. Changing the Issuing Office
from the original award changes the value for the conformed award. The address
detail elements of the Issuing office are: Office Name, Address Line 1, Address Line
2, City, State, Postal Code, Country.
Contracting Officer's Name enables you to enter the Contact details for the Issuing
Office - the name of the individual responsible for the contracting action. This field
prints on each standard form in the Printed Name block next to the signature block
depending on the form selected. The Contact details are: Name, Title, Phone
Number, Email Address. This is the name of the contracting officer who is serving
as signing authority for the award.
If you are entering the information via interface or migration, you can enter the
name of the Contracting Officer even if it is not associated to a user name.
• COTR Office: The COTR is the Contracting Officer Technical Representative – a

stakeholder who has responsibility around the contract. Within the system, a
COTR's duties could include accepting deliverables under the contract, receiving
notifications related to the contract.
During the creation of the solicitation or award, the buyer decides if a COTR is
necessary for the procurement and, if required, selects an appropriate COTR and
COTR address. Subsequent tasks such as approval of invoices and acceptance of
services or similar items may be given to the COTR. The address detail elements of
the COTR Office are: Office Name, Address Line 1, Address Line 2, City, State,
Postal Code, Country. You can enter a default COTR office that will populate the
award upon creation but can be changed later. The COTR address details remain as
is, when the award is finally approved.
COTR Contact Name field enables you to enter the Contact details for the COTR
Office. The Contact details are: Name, Telephone Number, Email address.
The COTR Office Address and COTR Contact details may be changed anytime
without a modification.
• Requesting Office: The Requesting Office is the office where the purchase
requisition originates. The buyer who is assigned the requisition uses the address to
know whom to contact in the case the requisition needs to be revised or questions
arise. It can also be used in reporting to know how much business is coming from
the different offices. This office information is usually entered on the originating
requisition and is passed on to the solicitation and then to the award. The address
detail elements of the Requesting Office are: Office Name, Address Line 1, Address
Line 2, City, State, Postal Code, and Country. The Requesting Office details are
defaulted from the purchase requisition (or solicitation). The address details are
retained as is, when the award or modification is finalized.
Note: When creating an award with a reference to a purchase

requisition, if there are lines from different requisitions, then the
Requesting Office address from the earliest created requisition is
used.
Requesting Office Contact Name field enables you to enter the Contact details for
the Requesting Office. The Contact details are: Name, Telephone Number, Email
address.
• Property Administration Office: The Property Administration Office is responsible

for maintaining and tracking any government property that may be acquired or

used as part of the resulting contract.
When the solicitation or award is created, the buyer checks if the line item uses
government property or acquires government property, and if required, selects the
appropriate property administration office and contact.
The address detail elements of the Property Administration Office are: Office
Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Property Administration Office value populated the field, however this
information can be changed anytime prior to the approval of the award.
After you have entered the solicitation header, click the Addresses link to access the
Addresses page associated with the solicitation.
1. Click Show to view the details of the address. Alternatively, choose another location
and address code to associate with the solicitation.
2. Search and associate a contact with the solicitation.
See: Addresses section in the Oracle Contract Lifecycle Management for Public Sector
Implementation Guide for more information on how to implement addresses.
Adding Lines to a Negotiation

When you create a new solicitation, or edit a draft negotiation, you must identify the
goods or services you want to purchase or for which you want quotes. To do this, you
can use Contract Lines and Sublines. Sub-lines or SLINs represent the sub-lines in a
Contract. Contract sub-lines provide flexibility to further identify elements within a
contract line item for tracking performance or simplifying administration.
Every solicitation line is automatically numbered, however you can change the
numbering of a line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in
all CLM solicitation documents, including modifications and amendments to
solicitations. Contract Lines or CLIN capture information about the item or service to be
acquired as separate contract line items. A Contract Line (CLIN) can be a priced line or
an informational line. Similarly, Sub-Lines, which are used to capture additional
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999.
Duplicate numbers are not supported by the system and an error message displays if a
duplicate number is found. A segment with 4 digit numeric values from 0001 – 9999 is
defined for each document. The numbers are sequentially generated.
SLINs are Sub-lines that use a 6-character numbering format – numeric or
alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN
number. The next 2 digits are automatically generated, based on whether the SLIN is a
Priced sub-line or an Informational sub-line. You cannot update SLIN numbers. If the
SLIN is Informational, the last 2 digits are always numeric values in the range 01-99. If
the SLIN is Priced, the last 2 digits are always alphabetical values ranging from AA to
ZZ (except the alphabets I and O which are not used in number generation at all).
Lines are usually Quantity Based (for items/supplies) or Amount Based (for services).
Depending on the Line Type that is selected, the Item/Job field is enabled (for Quantity
Based types) or disabled (for Amount Based types).
You can choose to create an option line on a solicitation document. Option lines can be
created by associating them to a base line, or can be created without a base line.
To create an option line, first create a new line by selecting the Create a CLIN from the
Actions LOV. Then select the Option checkbox to make the line an option line. You may
opt to link the option line to a base line by selecting the correct baseline from the LOV.
You can also click on the Option + icon next to the baseline to create an option line
linked to the base line.
See: Contract Line / Sub-Line (CLIN / SLIN), page B-3
See: Exhibit Line / Contract Data Requirements List (ELIN/CDRL), page B-6
See: Options, page B-7
To add lines online:
1. From the navigation bar in the top left corner, click Lines.
2. On the Create Solicitation Lines page, select how the line will be ranked and how
the ranking will be displayed.
If you wish to score and weight your lines, select Multi-Attribute Scoring as the
Ranking type. Also specify the ranking display method and whether to display the
scoring criteria to suppliers based on the line level attributes.
3. Your Sourcing Administrator would have defined the default types of cost factors
available to negotiations, however, you can override this value if you wish to use
different types of cost factors.
4. Select the Suppliers see their offer price transformed check box to enable suppliers
to view how a price change affects their bid.
5. If the document outcome for your negotiation is an award, and you wish to use
price breaks, you can specify a default price break type for all negotiation lines by
selecting a value from the Price Tiers menu (the initial default for this menu is
defined by the Sourcing Administrator). You can override this value at the line level
as necessary.
• None - no price breaks will be used
• Required - Suppliers must respond to your price breaks and cannot add or
modify them.
• Optional - Supplier do not have to respond to your price breaks. They can also
modify the price breaks you specify, and/or add their own.

6. Add your negotiation lines by selecting the appropriate method from the Actions
menu. You can Create a CLIN, Create a Line from a Catalog, Create a Line from
Favorites, Import Lines, Global Update, Add Requisition Lines and Delete all Lines.
Add Requisition Lines takes you to the Demand Workbench page, where you can
add requisition lines to your solicitation. Select the appropriate entry from the
Actions menu and click Go.
7. Click Organize Lines to move lines and sub-lines in different ways to recreate your
CLIN/SLIN structure. The Organize Lines page consists of 2 regions: Current
Structure (source) and Target Structure (destination). Select one or more lines by
clicking on the Select checkbox in the Current Structure region. Then select the type
of move you wish to perform using the Select Action LOV in the Target Structure
region. Select from one of the 3 possible values: Move After Selected Line (moves
the line after the line you selected in the Edit Lines page), Move Before Selected
Line (moves the line above the line you selected in the Edit Lines page) and Move
as sub-line(s) under selected line (moves a line as a SLIN under a CLIN).
The action Move as sub-line(s) under selected line is not applicable for :
• Option SLINs without a base line
• SLINs that are base lines for other option lines
• CLINs containing cross-linked option lines
Click Done to save and apply your changes and return to the Lines page. The Lines
page displays, showing you the new structure of the lines.
8. Click Delete to delete a line from the solicitation. Delete an Option line directly by
clicking the Delete button. If you attempt to delete a Base Line that is associated
with one or more Option Lines, a warning message is displayed, informing you that
the base line with associated option lines will be deleted. You can choose to cancel
the delete operation, delete the linked option lines or unlink the option lines. If an
option CLIN with a base line or an option SLIN originating from a purchase
requisition is deleted from a draft award or draft solicitation, the requestor of the
purchase requisition is notified that the delete action has taken place.
9. Click Copy to duplicate the selected line and place it below the original line. You
can then view the Update Line page and enter/edit additional line information.
The Copy Lines : Specify Copying Options page enables you to copy CLIN/SLIN
structures, Exhibits, and option lines in the same CLM document. The copy
alternatives are:
• Copy CLINs with associated SLINs - use this checkbox to specify if only
selected lines are to be copied, or associated SLINs of a selected CLIN are also
to be copied.
• Copy as Option Lines - use this checkbox to specify if you wish to copy one or
more lines as option lines.
• Maintain Base Line References - use this checkbox to specify if the base line
reference needs to be maintained between the source line and the option
line that will be created.
In addition, the Define Need By Date and Period of Performance Dates region
enables you to enter a specific date or obtain a derived date. A derived date is
calculated from the existing date values by the system after you enter a duration,
for example, 1 month after the Need By Date of the source line.
The Define Option Dates region enables you to either enter a specific date or obtain
a derived date. A derived date is calculated from the existing date values by the
system after you enter a duration, for example, you can specify that the Option Start
Date should be set to 3 months earlier than the Need-By Date derived for that line.
after the Option From Date of the source line.
Click Apply to initiate the copy and when you return to the Lines page, you will see
the copied lines with the appropriate dates and CLIN/SLIN structures and options,
if any.
For more information on the rules governing the Copy action, see: Appendix - Copy
Action, page C-1.
The Related Exhibits region displays the exhibit details that the line is associated with.
A line can be referenced in more than one exhibit. The Related Exhibits region displays
if a line has an associated exhibit (you have associated the line to the exhibit using the
Manage Exhibits page). This region displays only for Standalone CLINs, CLINs with
informational SLINs and SLINs and not for exhibit lines. For example, if your line is
A001 (exhibit line), the region will not be displayed. Similarly, this region does not
appear for any informational line (CLINs or SLINs).
To add an independent CLIN:
1. On the Lines: Create Line page, provide the following information. *Indicates a
required field :
• Exhibit This field contains a list of values of Exhibits that you can search for
and use. The values for the Exhibit list of values are pre-defined (seeded). The
values are A through Z, followed by AA through AZ, BA through BZ and so on
until ZZ. It should be noted that the alphabets I and O are not used at all for the
Exhibit values. Additionally, an Exhibit icon is displayed before the line
number in the Lines Summary page to indicate that the line is an exhibit line.
The exhibit value is displayed in the Exhibit column in the Lines Summary
page.
• Line By default, this field displays a line number. You can edit this number
only when the document is in Incomplete or Draft status. Once the document is

submitted for approval or approved, you cannot edit the CLIN numbers.
• Line Type The available line types are defined in Oracle Purchasing, broadly
classified as Quantity Based or Amount Based. The line type determines
whether this is a quantity-based line, such as 50 laser printers, or an
amount-based item such as consulting services. The choice of line type
determines the fields you can enter for the line.
To change the line type, select the line type you want and click Go. The page
refreshes and the fields available for the line reflect the line type you select. If a
solicitation was created AutoCreated from Document Builder, the line type
value is carried from the backing requisition and is display only.
• Select the Informational check box to indicate that the line is an information
line.
• Item, Rev The number and revision for this item. If this document was
AutoCreated from Document Builder, these values are carried from the backing
requisition line and are display only. If you are entering an item in Sourcing,
you can enter item information directly or search for items from the Item
Master.
• *Description A text description of the item. If the solicitation was created from
a backing requisition, the description is carried from the backing requisition
and is display only. If the item was selected from the Master Items directly from
Sourcing, the description from the Master Items will default.
• *Category The group within the Item Master to which the item belongs. The
default category value is based on line type. If the solicitation was created from
a backing requisition, the category value is carried from the backing requisition
line item and is display only. If you searched from Sourcing for an item from
the Item Master, the category value defaults to the category for the item and
cannot be updated.
• Unit of Measure Unit of measure in which you plan to purchase your item. The
system recognizes the UN standardized unit of measure codes. If you selected
an amount based line type above, the default for this field is set by the Sourcing
Super User. If the solicitation was AutoCreated from a backing requisition, the
unit of measure value is carried from the backing requisition line item and is
display only. If you selected the item from the Item Master directly in Sourcing,
the UOM values available to you are only those appropriate to the item.
• Contract Type Select the Contract Type applicable for the solicitation. IDC
(Indefinite Delivery Contract) is not applicable for Requisitions and Purchase
Orders. The Contract Type LOV contains all the Contract Types that can be
used for that Line Type. If you select Quantity Based Line Types, the LOV for
the Contract Type displays only those Contract Types that don't depend on any
pricing attribute other than Quantity and Unit Price for the price calculation.
• Cost Constraint Select the cost constraint to use. A Cost Constraint is an

indicator at CLIN/SLIN level that controls the pricing or the document printing
behavior for that CLIN/SLIN. You can choose from:
Catalog - Use this to identify that the price is based on the vendor's catalog
pricing.
Estimated - Use this when the exact quantity of supplies or services is not
known. For example, a Requirement Type contract or a Labor Hour/T&M
services contract.
Fabrication Cost - Use this in major system/supply contracts to indicate the
price for fabricating or assembling the system not including the incorporated
Government Furnished Materials (GFM).
No Charge - Use this to identify an item that is normally priced, but for which
the vendor is not charging. For example, shipping and handling charges on a
catalog item purchase.
Not Separately Priced - Use this for line items in which the price of the
information described on the line is included in the price for other lines. For
example, a line describing a monitor that is included in the price of a PC that is
priced separately on another line.
Not to Exceed - Use this when the exact quantity of supplies or services is not
known and the government desires to set a ceiling on the maximum value, such
as in a Labor Hour/T&M services contract.
To be Negotiated - Use this for line items that have not yet been priced and will
be priced at a later time. You can use this for letter contracts, in contract
modifications, or for option line items.
• *Quantity Number of units of the item you want to purchase. This is applicable
only for goods-based lines.
• Unit Price Enter the unit price for an individual unit.

The application automatically calculates and displays the Extended Price based
on the unit price and the quantity.
• Extended Price This field displays the value of the quantity multiplied by the
unit price. The Extended Price is a calculated field, it displays the formula that
went into the price calculation as a caption below the Extended Price value.
You can open the Pricing Details popup window called for Amount Based
Lines. This popup enables you to input the values for the pricing elements and
calculates the line amount. The pricing elements that are derived from the
calculation logic are view-only fields and you cannot update them. The popup
has a Calculate button to calculate the final price (Total Amount) and any other

calculated pricing elements.
See: Pricing, page B-9.
• Currency and Price Precision This is the functional currency for your operating
unit and the price precision you selected when you created your negotiation
header. You cannot change these values .
• Total Start Price/Unit The total price at which responding for one unit of an
item must begin. A start price is not required, but if the buyer specifies one, all
responses must be equal to or below the Start Price. If the negotiation was
created from backing requisitions, the start price defaults to the lowest
requisition price of all requisitions for that item. However, if the line type is
amount-based, the start price defaults to the requisition quantity.
• Total Target Price/Unit Total price you hope to get paid for one unit of your
item. Select the Display to Suppliers check box if you want the participants to
see your target price.
• Total Current Price/Unit Total price you are currently paying for the item. The
current price is used to calculate negotiation performance used for savings
calculations in the application.
Note: Suppliers are never able to view the current price.
• Need-By From/Need-By To Select the dates necessary to specify when you

need to receive the item. If you supply values for both fields, you specify a time
window (inclusive of the end date). If you leave both fields blank, there is no
time constraint on receiving the item. A value in Need-By From with no value
in Need-By To indicates the date on or after which you need to receive the item.
A value in Need-By To with no value in Need-By From indicates the date on or
before which you need to receive the item. You can use the pop-up calendar to
pick your dates. If the negotiation was created from a single backing
requisition, the Need-By From and the Need-By To fields are set to the
requisition need-by date. If the negotiation was created from multiple backing
requisitions, the Need-By From field defaults to the earliest requisition line's
need-by date. The Need-By To field defaults to the latest requisitions need-by
date.
If you source for an item (as opposed to sourcing for a category), Need-By
date(s) are required.
• The Option checkbox in the Option region is used to specify that a line is an
option line. You can also use this checkbox to convert a line into an option line
or an option line into a regular line. The system displays a warning before
allowing the change. Click Continue to proceed with the conversion or Cancel
to retain the existing lines as is.
An option line that has been auto-created from a requisition cannot be
converted to a regular line
• If you wish to associate a base line to your option line, select a Base Line
Number from the LOV. The option line may or may not be associated with a
base line. If the line being edited is a CLIN, the base line LOV will display only
CLINs. If the selected line is a SLIN, then the base line LOV shows only SLINs
within the same CLIN-SLIN structure.
• Option Num (Number) is a system generated number and is non-updateable.
• Option Dates are mandatory fields. These are the dates when you plan to
exercise the option line.
• If the solicitation is a CLM document, and if the outcome document of the

solicitation is CLM Award, the Delivery Event, Period and Period of
Performance Duration fields are enabled in the Solicitation Line Details page.
The Delivery Event list of values are:
• Blank
• After Date of Contract
• After First Article Test Approval
• After Production Lot Test Approval
• After Notice of Award
The Delivery Event list of values is a lookup and is extensible, which means you
can configure the values you wish to see and use. You can add more values to
this lookup, if required.
If you select one of the above values (other than Blank), the following fields
become read-only, you cannot edit their values: Need-By Date, Period of
Performance Start Date, Period of Performance End Date. You can enter values
for Period and Period of Performance Duration.
If you do not select a value (i.e.Blank), then the Period and Period of
Performance Duration fields remain read-only.
When you save the solicitation, these values get saved along with the rest of the
solicitation information. When the outcome document (CLM Award) is created,
these values are also part of the award and get saved with the rest of the fields
and their values.
• Additional Item Information Use this region to enter additional information

about the item. The details you can enter include NSN, Drawing Number, Serial

Number, Piece Number, Model Number, Specification Number, Manufacturer
Name, Manufacturer Part Number, Product/Catalog Number, and Supplier
Part Number.
• Federal Customer Designation Use this region to enter federal customer

designation details. The details you can enter are MDAPS/MAIS, NAICS,
Customer Project Code, Program Code, FSC/PSC, and Customer Project Text.
• Inspection Information Enter details of inspection information such as

Inspection Responsibility, Inspection Location, Inspection Level, and Inspection
Address.
• Additional Shipping Information Use this region to enter details of shipping

information such as FOB Code, Shipment Mode, Charge Shipping To,
MILSTRIP Code, Additional Marking Text, Transportation Control Number,
Transportation Priority, Precious Metal Code, and HAZMAT Code. The Ship-to
Address displays.
• Related Requisition Lines The Related Requisition Lines region displays the
linked requisition lines for this solicitation line. If you wish to remove the link
between the solicitation line and the requisition line, click the Remove
(trashcan) icon. If you wish to link another requisition line(s) to the solicitation
line, click the Link Requisition Lines button. The Requisition Lines Search page
displays.
The fields MIPR Document Reference and MIPR Reference Number display
MIPR related information. The MIPR Document Reference displays the MIPR
type (MIPR-Others is displayed only) and the Obligation Type (Direct Citation
or Reimbursement).
For more information on linking requisition lines to solicitation lines, please
refer to the section Linking Requisition Lines.
• Attributes Attributes are used to describe the good or service being purchased.
They identify characteristics which will negotiated on in addition to item price.
To add attributes, click Add Another Row or Add Attribute List. In a
Multi-Attribute Weighted Scoring negotiation, you can assign weights and
scores to attributes.
Note that depending on how your system is set up, if the outcome of this
negotiation is a purchase agreement item descriptors assigned to an item in the
Item Master or the Unified Catalog may be automatically added as Attributes
for that item. These attributes are assigned to the default Attribute Group, but
you can modify that if necessary. If the system is set up to not automatically
add descriptors as Attributes, you can add them yourself by clicking Add
Catalog Attributes. On the Search and Select: Add Catalog Descriptors, click
Go to see all the descriptors defined for that item, or enter a search value to see
only those descriptors whose name or description begin with those characters.
• Price Breaks (award or IDVs only)
Enter price break information to negotiate a pricing structure with your
supplier based on quantity, ship-to location, and effective-date values.
• Cost Factors Cost factors allow you to capture additional item costs such as
freight or special charges.
• Note and Attachments Optional information you can provide to users of your
document.
2. When you have finished entering your line information, click Apply. You return to
the Create: Lines page and the line you just entered appears in the Lines table. To
enter another item online, click Go. Follow the preceding instructions. Note that if
your negotiation is a large or very large negotiation, you only see the line(s) you
just created in the Lines table (if you used spreadsheet upload, or added lines from
the Catalog or your Favorites, you could have created multiple lines). To display
more lines, you must use the Search facility.
To bulk load lines from a spreadsheet:

1. Select Import Lines to add lines to a negotiation.
2. On the Lines: Import Spreadsheet page, click Export.
3. Save the .zip file to a convenient location on your machine.
4. Open the Instructions file (the .htm file) and follow the directions to complete the
template.
5. When you have completed the template, return to the Lines: Import Spreadsheet
page, navigate to the location of your completed spreadsheet file, and click Import.
6. If there are errors with the upload, error messages are displayed describing the
errors. For each error, the message will indicate the spreadsheet line, the column,
and a description of the error. Access the spreadsheet, correct the errors and try
uploading again.
If the upload is successful, the lines that you have uploaded are listed on the Create:
Lines page.
7. When the upload has completed, the lines that you have uploaded are listed on the
Add Lines page.
• You can edit or delete existing lines by selecting a line and clicking the
appropriate button.
• You can still enter additional lines online.

• If you created the negotiation using a spreadsheet, any spreadsheet item
category values take precedence over item category values defined for the
negotiation template.
• If you used a negotiation template, any item attributes defined to the template
are added to any item attributes defined in the spreadsheet. If the same item
attribute is defined in both places, the spreadsheet value takes precedence.
• You can use a spreadsheet to upload item attributes and price factors.
Global Updates for Solicitation Lines

Global Update enables you to add common field values for multiple lines or update
common field values for multiple lines on draft CLM documents: Awards (lines,
schedules and distributions included where applicable), IDVs, Modifications,
Solicitations, and Solicitation Amendments. For example, you may want to update the
Need-By Dates for all the selected solicitation lines to a date which is 3 months after the
current date. Instead of updating the lines individually, which is a time-consuming
exercise, you can update the Need-By Dates in a single global update operation.
Another example: if Shipment Mode is blank, you can use Global Update to add a value
to the field. Or, if Inspection Location needs to be changed to another location, you can
also use Global Update to change the existing field value to another one.
Navigate to the Lines tab of a solicitation. Select one, multiple or all lines (use the Select
All link) and then click Global Update. The Global Update Lines page displays with the
fields that you can update for multiple lines.
If you want to add a new value to the solicitation lines such as Customer Project Code
or Customer Project Text, enter the value in the Global Update Lines page and click
Apply. If you want to update / replace the original field value(s) with a new field value,
such as FSC/PSC, select or enter the new field value and click Apply. A message
confirming that the update was successful displays in the Solicitation Lines page. You
can navigate to individual solicitation lines to verify that the update has taken place for
the fields you specified.
Similarly, you can globally update field values for solicitation amendments, as required.
Note: You cannot blank out any existing values using Global Update.
You can only add or update a value.
ELINs and CDRLs
Exhibit Lines
Exhibit lines can either be Not Separately Priced / No Charge (the value of the Cost
Constraint field should be Not Separately Priced or No Charge) or Priced lines. Exhibit
lines cannot be informational. Exhibit lines are also not associated with SLINs,
therefore, in the Lines page, if there is an exhibit line, the Add SLIN icon is disabled for
use. In a similar manner, exhibit lines cannot be option lines or base lines for other
option lines.
There are 2 ways you can create an exhibit line:
First method: Create a line (CLIN) and then select a seeded value from the Exhibit list of
values. The CLIN automatically gets converted to an exhibit line when you select the
Exhibit value.
Second Method: Use the action Convert Lines To/From Exhibit Lines that is available in
the Lines region. First select one or more lines that you want to convert to exhibit lines
and then select Convert Lines To/From Exhibit Lines action and click Go. The Convert
Lines to Exhibit Lines page displays. Select the radiobutton Specify an Exhibit for
selected Lines to convert as Exhibit Lines, and then choose an Exhibit from the Exhibit
list of values. Click Apply to save your changes and return to the Lines tab. You will see
that line(s) you selected are converted to exhibit lines and a message confirming that the
lines have been converted successfully also displays.
The action Convert Lines To/From Exhibit Lines also enables you to convert exhibit
lines to CLINs. Select one or more exhibit lines and choose the action Convert Lines
To/From Exhibit Lines and click Go. The Convert Exhibit Lines to Lines displays with 2
options: Remove exhibit references for selected exhibit lines and convert as regular lines
or Specify an Exhibit for selected Lines to convert as Exhibit Lines. If you select the
radiobutton for Remove exhibit references for selected exhibit lines and convert as
regular lines, the exhibit lines you have selected get converted to CLINs or SLINs. If
you select the radiobutton for Specify an Exhibit for selected Lines to convert as Exhibit
Lines, you will also need to choose an exhibit from the Exhibit list of values. This will
associate your exhibit line with a different Exhibit value (for example, from AA to AB).
Click Apply to save your changes and return to the Lines tab. You will see that line(s)
you selected are converted to exhibit lines and a message confirming that the lines have
been converted successfully also displays.
Use the Manage Exhibits action in the document level Actions LOV to associate the
Exhibit lines with CLINs or SLINs. You can reference a single Exhibit to a CLIN or a
SLIN at a time. Priced CLINs can be linked to Not Separately Priced ELINs and Not
Separately Priced CLINs can be linked to Priced ELINs. CDRLs can be linked to either
priced or Not Separately Priced CLINs. Thus, even if one line is priced, the exhibit is
considered to be priced.
The Manage Exhibits page consists of a search region, where you can search for and
view all the exhibits associated with the current document. The search results region
also tells you if the exhibit is a data deliverable, how many exhibit lines are associated
with it, whether they are priced or not and their value along with the description. The
Referenced Line column in the search results region enables you to link CLINs or SLINs
with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF

document displays the Exhibit name on the first page (for example, Exhibit AA) and
then displays all the exhibit details, including the associated lines. The Copy action in
the Actions column displays the Copy Exhibits: Set Need-By Date page, where you
need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy
the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy
exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied
and a new exhibit name is automatically assigned as the next available name in the A, B
… series. When a CDRL exhibit is copied, all the CDRL details are copied to a new
CDRL. If required, you would need to update the generation period etc. manually. The
Delete icon in the Actions column deletes an exhibit from the document. Click Save to
return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the
system warns you to do so when you click Submit to submit the document for
approval.
Creating and Managing CDRLs

From your solicitation document, select the Contract Terms link to open the Contract
Terms page. The Contract Terms page displays, with two tabs – Clauses and
Deliverables. Click the Deliverables tab to create a CDRL. A CDRL is essentially a data
deliverable. The Deliverables page displays, and you can use this page to create
deliverables and manage exhibits.
Click Create Deliverable to open the Create Deliverable page. Enter a Deliverable Name
appropriate to the CDRL you are creating. Enter Data Deliverable as the value for
Deliverable Category. This is mandatory if you wish to create a deliverable of type
CDRL. A Deliverable will be categorized as a CDRL if the Deliverable Category is
selected as Data Deliverable. If you have saved the template with the value Data
Deliverable, you can change the deliverable to a non-CDRL only if the CLM document
has a status of Draft. When the CLM document is approved, you cannot change the
Deliverable Category or Deliverable Type via a modification. Enter Contractual as the
value for Deliverable Type. Verify if the fields such as Supplier and Internal Contact
have the appropriate values defaulted. The Responsible Party should default to (or
should be selected as) Supplier Organization, if the Deliverable Category is Data
Deliverable and the Deliverable Type is Contractual.
If you have selected the Deliverable Category as Data Deliverable, the Data Item Details
and Distribution Address regions are enabled and displayed.
The regions in the CDRL page and some of their fields are described below:
The Exhibit Details region is used to display the fields Exhibit and Data Item Number
for deliverables with Data Deliverable as the Deliverable Category value. This region is
displayed only if the document is a Solicitation or Award document.
The Pricing Details region is used to display the fields Price Group and Estimated Price
for deliverables with Data Deliverable as the Deliverable Category value. This region is
displayed only if the document is a Solicitation or Award document.
The Data Item Details region is used to capture Data Deliverable details required for
printing. This region is displayed for deliverables with Data Deliverable as the
Deliverable Category value. This region is displayed only for template definitions and
Solicitation/Award documents.
The Distribution Address region is also used to capture details required for printing.
This region is displayed for deliverables with Data Deliverable as the Deliverable
Category value. This region is displayed only for template definitions and
Solicitation/Award documents.
The Schedule Information region is used to capture the Schedule Type information. This
region is displayed for all deliverable categories, including data deliverable. If the
Schedule Type is System, the Due Date and Notifications regions are displayed, if the
value of Schedule Type is Non-Schedulable, then the Due Date and Notifications
regions are not displayed.
The Due Date and Notifications regions enable you to specify the date when the task on
the CDRL will be completed. Select either Fixed Date or Relative Date. If you selected
Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select a value from the Event list of values: Purchase Order Cancel, Purchase Order
Close and Purchase Order Signing.
For a repeating deliverable, the start date is the date that you chose either as a fixed date
or a date relative to the event that you specified in the previous step.
For a repeating deliverable, select the frequency information as follows:
Select the Frequency as a number of days or weeks or months. For example, every 6
weeks or every 3 months. In the Repeating field, select either the day of the week to
repeat on (for a weekly frequency) or the day of the month to repeat on (for a monthly
frequency) or number of days (for a day based frequency).
For a repeating deliverable, select the end date information as follows:
In the Repeat Until fields, select either the Fixed Date or Relative Date radio button. If
you selected Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select one or more of the check boxes that match the notification scenarios:
Prior to Due Date: If you enable this check box, you must specify the (positive) number
of days, weeks or months before the due date that the notification should be sent.
The recipient of this notification is the contact of the responsible party on the
deliverable. The recipients of this notification are the Buyer Contact, the Supplier
Contact, and the Requester.
Status Change: A notification is sent for any status change of the deliverable. Statuses
could be any of the following: Completed, Submitted, Rejected, Cancelled, or Failed to
Perform.
Deliverable is Overdue: A notification is sent when the due date of the deliverable is

passed. The recipients of this notification are the Buyer Contact, the Supplier Contact,
and the Requester.
Escalate after Due Date: The recipients of this notification are the Escalation Contact and
the Requester. If you enable this notification, you must specify the Escalation Contact,
and the number of days, weeks, or months until the escalation should occur.
Note: Except for Status Change notifications, the notifications are only
sent daily as a result of running the concurrent programs Overdue
Deliverable Notifier, Deliverable Due Date Notifier, and Deliverable
Escalation Notifier.
Click Add Attachments, and define your attachment as one of following types:
• File: you can attach a file from your local desktop.
• URL: you can specify a URL where the document is available.
• Text: you can enter information in the Text field.
Click Apply to save your work and return to the main Deliverables tab. Using this tab,
you can define data deliverables, specify exhibits details for data deliverables, view the
Exhibits used in the document and copy the exhibits along with the data deliverables
that are mapped to the exhibit.
The Deliverables tab now displays the CDRL you just created. Click the Deliverable
Name link to open the CDRL. The exhibit details are displayed as well. If you wish to
change the exhibit information, select the CDRL and then use the Specify Exhibit button
to open the Search Exhibits page. You can search for an exhibit and then link it to the
CDRL. Select the Exhibit and click Apply. The newly associated exhibit now appears in
the Deliverables tab for the CDRL.
The Manage Exhibits page consists of a search region, where you can search for and
view all the exhibits associated with the current document. The search results region
also tells you if the exhibit is a data deliverable, how many exhibit lines are associated
with it, whether they are priced or not and their value along with the description. The
Referenced Line column in the search results region enables you to link CLINs or SLINs
with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF
document displays the Exhibit name on the first page (for example, Exhibit AA) and
then displays all the exhibit details, including the associated lines. The Copy action in
the Actions column displays the Copy Exhibits: Set Need-By Date page, where you
need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy
the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy
exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied
and a new exhibit name is automatically assigned as the next available name in the A, B
… series. When a CDRL exhibit is copied, all the CDRL details are copied to a new
CDRL. If required, you would need to update the generation period etc. manually. The
Delete icon in the Actions column deletes an exhibit from the document. Click Save to
return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the
system warns you to do so when you click Submit to submit the document for
approval.
In the Manage Exhibits page, click an exhibit link to open the Exhibit Line Details page.
If the Exhibit is a supplies / services line, then the line details will be displayed.
However, if the Exhibit is a CDRL, then the page displays the details of the data
deliverables. Click the Return link at the bottom of the page to go back to the Manage
Exhibits page.
If you have multiple CDRLs listed in the Deliverables tab, then you can order them in a
sequence by clicking the Reorder button.
Linking Requisition Lines

A solicitation line can be associated to one or more purchase requisition lines using the
Lines page. For this purpose, the requisition lines should have some available
un-liquidated funds and the destination type for these lines cannot be Inventory. The
association between a solicitation line and a purchase requisition line (that has funds)
enables the outcome award of the solicitation to get and use the funds from the
purchase requisition lines. Thus a solicitation line can link to a purchase requisition line
with funds and that can be used to fund the downstream outcome award.
Please note that solicitation lines that have been autocreated from requisition lines in
Demand Workbench (using Document Builder) cannot be linked again to other
purchase requisition lines. This is the case even if the Destination Type in such scenarios
is not Inventory. They already are associated to the purchase requisition line from
which they have been created.
In addition, option lines and Informational lines may not be associated to a purchase
requisition line.
This ability to link solicitation lines to requisition lines is available to users only if the
Operating Unit is enabled for Encumbrance Accounting. The procedure to associate a
purchase requisition line to one or more solicitation lines is as follows: Select one or
more saved solicitation lines using the Select checkbox in the Lines region. Click the
Link Requisition Lines button to open the Requisition Lines Search page.
A CLIN/SLIN structure in a purchase requisition can be linked to solicitation lines.
Additionally, one line from the CLIN/SLIN structure can also be linked to one or more
solicitation lines. In such a situation, when a single line from a CLIN/SLIN structure is
linked to solicitation line(s), the entire CLIN/SLIN structure is removed from the
Demand Workbench and is not available for linking.
The Search region in the Requisition Lines Search page consists of the following default
search criteria: Buyer, Requisition, Line Number, Item. In addition, you can add other
search criteria fields using the Add Another LOV and selecting a value. Click Add to
add another search criteria after selecting a search field from the Add Another LOV.

The Search region displays only those requisitions that are created for non-Inventory
(i.e. Expense) items. Additionally, requisition lines that have no distributions are not
displayed in the search region either. Only those requisition lines that still have funds
(unliquidated funds) are utilized for creating awards. Further, if any requisition lines
are currently linked to one or more draft award lines, or linked to a line in another
inprocess Solicitation, such requisition lines are not shown in the search results.
However, when such an award is approved, if there are any funds remaining with the
requisition lines, then the same may be searched for using the Search page, and linked
to other Solicitation lines, if required.
Enter values for the default search criteria as well as for the newly added search fields
and then click Go. The search results display the requisition lines that match the search
criteria.
Select one or more requisition lines from the search results region and click Apply. The
Create Solicitation: Lines page displays again, and you can see the linked requisition
line number in the solicitation line row at the Requisition column. The Requisition
column displays all linked requisition lines, whether they have been auto-created or
brought in through the Link Requisition Lines action. Information from the linked
requisition lines that come in through the Link Requisition Lines action does not
become part of the solicitation line information. Please note that such requisition line
numbers are references for the future task of outcome award creation. When an
outcome document of Award type is created as a result of awarding the solicitation to
the best bidder, these linked requisition line references are used to enable the fund and
Charge Account information to be associated with the outcome award document.
This linking of requisition lines is typically used when the requisition lines are created
for a high level demand with fewer specifications and some funds; however, when the
solicitation is created, the demand has more detailed specifications in the solicitation
lines that clearly depict what is being purchased. Please note that this linking process
will ONLY utilize the funds on the backing requisition lines while the outcome awards
are created. The quantity, price, attachments and various other attributes of the
requisition lines are not defaulted to the solicitation lines from the requisition, when
such a link is established.
If more than one requisition line has been linked to the solicitation line, the hyperlinked
word Multiple displays in the Requisition column. Click the Multiple Hyperlink to view
the linked requisition lines in the Requisitions Summary page. Click a line number link
to open the Requisition Line Details page. The line information such as Awards,
Shipments, Receipts, Invoices, Payments, etc are displayed in this page. Click Return to
go back to the Requisitions Summary page.
Save your solicitation and proceed with the publishing process. When the solicitation
has associated requisition lines, the requisition line details are saved along with the
solicitation details. However the requisition line information is not available to be
linked to an award until such time as the awarding and outcome document creation
processes are performed. When a purchase requisition line is thus associated to the
solicitation, the requisition line is removed from the Demand Workbench and is not
available from the demand pool. Similarly, such requisition lines cannot be linked to a
line in another solicitation or draft award.
When you delete a solicitation line with linked requisition lines, the associated purchase
requisition line reference is also removed. If the requisition line has no other links to
any other solicitation lines, the requisition line is put back in the demand pool and is
available for use in Demand Workbench. If you delete a CLIN or a CLIN/SLIN
structure, all the linked purchase requisition line references are removed.
During the amendment process, the linked purchase requisition references are stored
along with the amendment information. Thus, the requisition reference information is
maintained along with the solicitation information during the amendment rounds.
However, if a solicitation is cancelled as part of an amendment, the requisition reference
is deleted.
Associating Unsolicited Lines to Requisition Lines

Solicitation lines that are auto-created may or may not have unsolicited lines linked to
them. This section outlines the different possible scenarios:
• Solicitation Lines can be auto-created using Demand Workbench and they may not
have unsolicited lines linked to them. Line Splits cannot be performed for these
lines.
• Solicitation Lines can be auto-created using Demand Workbench that have one or
more unsolicited lines linked to them. In this scenario, the following points need to
be considered:
• You can use the Link Requisition Lines action to link requisitions line to the
unsolicited lines, provided the destination type of the requisition lines is
Expense (and not Inventory).If you do not opt to link requisition lines to the
unsolicited lines, the unsolicited lines will not have associated requisition lines
and the distributions in the outcome award will be created without the
associated requisition lines.
• If the requisitions have a destination type Inventory (and not Expense), the
solicitation lines that have been auto-created from the requisition lines now
have the requisition line numbers associated with them and the distributions
for the outcome award are created using the requisition lines.
• If the requisitions have a destination type Expense (and not Inventory), the
solicitation lines and the unsolicited lines will be associated to the requisition
line and the funds will be distributed across the solicitation lines and
unsolicited lines using the pro-ration formula. For example, the Funds to Use
value is $3000, and there are two requisition distribution amounts for $2000 and
$4000. The newly created distribution amounts on the outcome award will have
the following values : $1000 and $2000. This is because the proposed
distribution amounts are pro-rated using the Funds to Use and the requisition
distribution amounts.

Understanding Response Controls
When you create a new solicitation, you set response controls to determine the
negotiation duration, participants, responding frequency, open and closing times and
many other variables.
After you have entered the solicitation header, and added lines, click the Controls link
to access the Create Controls page for that negotiation. Complete the following fields as
appropriate for the solicitation type. You must have created your solicitation header
before you can create 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.
• 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. Please note
that if a Fair Opportunity Notice is created, this checkbox is selected by the system
automatically and you cannot uncheck it. The reason is that Fair Opportunity
Notices are created for specific suppliers only, either by invitation and / or by
including the suppliers from the Umbrella Program that the Fair Opportunity
Notice is associated with.
Note:If you specify that participation is by invitation only, you must invite at least one
supplier to participate.
• 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 .
• Display best price to Suppliers You can allow participants to view the best price
for the solicitation.
• 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 suppliers must submit a single, best
response in the negotiation, or may submit multiple responses during the
negotiation open period.
If you allow suppliers to submit multiple responses, the checkbox Suppliers are
allowed to Submit Multiple Active Offers displays. You can choose to allow
suppliers to maintain more than one active offer for the solicitation.
• Allow Offer Withdrawal You can allow suppliers to withdraw their

offers/responses after they have submitted them. Allow Offer Withdrawal does not
disqualify an offer, that is a different case: The supplier voluntarily withdraws his
offer, either because he no longer wishes to compete for an offer, or because he
finds the submitted offer is no longer relevant. Offers can be withdrawn only as
long as the solicitation is open for negotiation. Withdrawn offers can be revised to
match the solicitation requirements. 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
offer 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.
• 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 .
• If you select the checkbox Suppliers are allowed to add Unsolicited lines on Offer,
your suppliers will be able to create unsolicited lines during offer creation.
• Enter the number of copies to submit in the Submission Rules region.
Using Contract Terms and Conditions in a Negotiation

If Oracle Procurement Contracts is installed and licensed, then as a Contract Expert, you
can create contract terms and apply them to your negotiation . You can use contract
terms to specify legal and other requirements for your negotiation. Using contract terms
is an easy way to create and maintain standardized contract text which can be
customized as needed. You need the Contracts Terms Library Administrator

responsibility to create and maintain clauses and contract templates in the Contract
Terms Library. You need the Manage Contract Terms function to create and maintain
contract terms on negotiation documents.
To apply contract terms to your sourcing document:
1. On the Create Solicitation page, click Contract Terms in the navigation bar at the
top left side of the page.
2. On the Create Solicitation: Define Contract Terms page, search for and select a
contract template from the list of values. See the Oracle Procurement Contracts online
help for information on using contract templates.
3. Click Apply Template.
4. You can edit the clauses applied by the template as needed. You can add, delete or
modify text. See the Oracle Procurement Contracts online help for instructions on
modifying clauses.
Note: If you require any amendment clauses, then indicate the

clause as specific for Modifications or Amendments at the time of
creating the clause to incorporate these into the Solicitation
Amendment. Amendment clauses are clauses that apply to the
amendment but are not a part of the conformed copy of the
solicitation.
5. Select Validate from the Actions menu to verify the validity of the contract terms
you are defining. If you receive any error messages, you must correct them and
validate again.
6. When you have completed your contract terms, continue by either clicking
Suppliers to define a supplier invitation list, or clicking Review to inspect the
negotiation prior to publishing it.
For more information on using contracts, please refer to the chapter Contract Terms in
this guide.
Inviting Suppliers to Participate in a Negotiation

Inviting suppliers
After entering your solicitations header, lines, and any response controls, you can create
a participants list on the Create Solicitation: Suppliers page:
1. Select how you wish to search for suppliers:
• Click the Add Supplier to search for and add suppliers to your invitation list.
You can add approved suppliers and/or prospective suppliers (suppliers whose
registration requests have not yet been approved). You can also search based on
advanced criteria such as Approved Suppliers List, Business Classifications,
and Site Details criteria.
See: Supplier Site section in the Oracle Contract Lifecycle Management for Public
Sector Purchasing User Guide for more information about business classifications
and site details.
• Click Add Invitation List to apply a predefined list of suppliers. Search for and
select the Invitation List you want to apply. You can use the same list for
different negotiations.
• If your Fair Opportunity Notice is associated with an Umbrella Program, the

Add Suppliers from Umbrella Program IDVs button is visible and enabled.
Click Add Suppliers from Umbrella Program IDVs to open the Add Suppliers
from Umbrella Program IDVs page. Select the suppliers you wish to add and
click Apply to return to the Suppliers page.
2. From the search results, select the suppliers you wish to invite and click Add to
Invited Suppliers. You can continue to search and add additional suppliers.
You can click the Register New Suppliers button to create a registration request on
behalf of a new supplier (if you have the authorizations, you can both register and
approve the supplier). The prospective supplier is added to the invited suppliers
list.
3. Once you have added all your suppliers, click Apply. You return to the Create
Solicitation: Suppliers page.
4. If there are multiple supplier sites (Supplier Site is another term for Address Name),
select the specific site you wish to invite to the solicitation. Users at different sites
for the same supplier can each submit a response.
If there are multiple contacts for each site, select which contact you wish to notify
about this solicitation from the contact list. Additionally, if you know the e-mail
addresses of any other contacts at the company (including possibly a distribution
list), you can enter it in the Additional Contact Email field (approved suppliers
only).
If the contact is specified in the Additional Contact Email unregistered, a
notification is sent to invite the contact to register and participate in the negotiation.
The supplier user receives an email notification with the negotiation invitation and
a link to access the user registration page. Once the registration request has been
approved, the user can participate in negotiations.
Note that if you added a line from the Catalog or one of your Favorites Lists, there
may be a supplier associated with that item. If so, that supplier has been added to
your invitation list and you must select a contact.

The system sends notifications to the invited suppliers providing them details of the
solicitation.
Registering Suppliers
If you know the necessary information about a supplier, you can register that supplier
directly through Sourcing. The supplier then shows up as a prospective supplier and
can be added to an invitation list using the directions above. A registration request is
generated for the invited supplier user. Once the registration is approved, that supplier
user can respond to the negotiation. If you have the necessary authorizations, you can
both register and approve the supplier. The supplier user shows up with the address
added as an RFQ-only site for the supplier.
Note:You can also invite and register additional suppliers while the negotiation is in
progress. Your invitees will receive email notifications inviting them to participate once
the negotiation is successfully submitted.
Submitting a Solicitation for Approval

If any members of the collaboration team are designated approvers, you must obtain
their approval on your solicitation document before you can publish it. All approvers
must approve the document. Once you submit your document for approval, the
approvers are sent notifications requiring their interaction. An approver can approve
the negotiation document or reject it, in which case you receive a notification of the
rejection. The rejection notification may include a request for more information or
additional information explaining the reason for the rejection.
To submit a solicitation for approval:
1. Create your negotiation. On the Create Solicitation: Header page ensure that all
necessary approvers are included on the Collaboration Team and marked as
Approvers.
2. Enter the other details to create your negotiation.
3. From the Actions menu, select the appropriate action. You can choose from
Printable View, Online Discussions, and Save as Draft.
4. On the Create Solicitaion: Review page, click Submit for Approval.
5. Optionally enter a note to the approvers. Otherwise click Submit.
During the approval process, you can view a table displaying the events that have
occurred concerning your approval submission. These include your initial submission
and any approvals or rejections your document has received.
To view the approval status of a solicitation document:
1. Access the document (the document will be in Draft status)
2. On the Manage Draft Negotiations and Amendmentspage, select the negotiation
and click Review and Submit.
3. On the Create Negotiation: Review page, select View Approval History from the
Actions menu and click Go.
4. Once all approvers have approved the document, the Publish button becomes
available on the Create Solicitation: Review page. Click Publish to open the
negotiation for preview or responding.
Creating Multiple Rounds of Bidding

You can opt to create a new round for the solicitation when you wish to refine the
requirements with multiple rounds of bidding. Also, suppliers can be eliminated in
subsequent rounds during multiple rounds of bidding. The multiple-round process
allows suppliers an opportunity to improve weak sections of the proposal, and enables
you (the agency) to refine requirements based on proposals.
Close the solicitation before you can create a new round. Open the solicitation page, and
select Close Solicitation from the Actions LOV. Then after the solicitation is closed,
select Create New Round from the Actions LOV to create a new round of bidding. You
get a message that the new round has been created and that the previous responses
(offers) by suppliers are no longer valid for awarding.
The solicitation number is now suffixed with the new round number with parenthesis.
For example : CLM-12-A-0044(2).
Multiple amendments may be created within each solicitation round. Each amendment
has its own document number, e.g.,CLM-12-A-0044-C0002 (3), however, the conformed
document will again bear the original document number.
The round number that is suffixed to the solicitation does not display in the PDF output
or in the printing information of the solicitation.
Printing Information
As a Contracting Specialist/Contracting Officer, you may want to view and print the
PDF of a Solicitation. You can create solicitation documents in the system and specify
the applicable standard form to capture the necessary data. The standard forms for the
solicitation are SF18, SF33, SF1449, SF1447, and SF1442. The SF18 is used to request
quotes for simplified purchases, the SF1449 is used for commercial items purchases
(simple or complex), the SF1442 is used for construction purchases, the SF33 is used for
other purchases. The document formats for solicitation are UCF (Uniform Contract
Format) and COM (Commercial). The format in which the document prints depends on
the standard form and document format you chose when creating the solicitation
header.
To print a draft PDF:

1. Search for and select a draft solicitation.
2. Click Review.
3. Select View PDF from the Actions list.
4. Click Go. The PDF document displays. This document contains the specific
standard form and document format you specified when creating the solicitation.
The printable PDF of the solicitation is marked as Draft. Print the PDF.
See: Creating a Solicitation Header, page 4-3
To print a published PDF:

1. Search for and select a published solicitation.
2. Select View PDF from the Actions list.
3. Click Go. The PDF document displays. This document contains the specific
standard form and document format you specified when creating the solicitation.
Print the PDF.
See: Creating a Solicitation Header, page 4-3
Printing Solicitation Amendments

You can print individual solicitation amendments on a standard form SF30 including
the system generated change statements that reflect the additions, changes and
deletions made in the amendment (from the previously-conformed solicitation).
You must print a draft solicitation amendment to enable the contracting officer to view
the official document (so that they can update it as required prior to approval).
See: Creating a Solicitation Amendment, page 7-2
See: Generating a Description, page 7-4
Printing Conformed Solicitations
You can print the conformed solicitation on the applicable standard form including
both the latest summary level and all of the associated line item information. The
conformed copy is point in time view of the solicitation with all the amendment
changes applied.
See: Conforming a Solicitation Amendment, page 7-5
Fair Opportunity Notice

An umbrella program is an entity that is created to track the acquisition of specific
goods and services together under a common program name by federal agencies. The
umbrella program encompasses all the IDVs and the orders off these IDVs created for
the acquisition. Generally, in such situations, a solicitation is created for all the
requirements of the umbrella program and the contracts (IDVs) are awarded to the
supplier(s) who can meet the specified requirements (Multiple Awards). When the
actual requirements come in, these individual needs are competed amongst the contract
awardees to award the delivery/task orders to the winning supplier.
A notice of Fair Opportunity is a special type of informal solicitation that is used in the
case of Multiple Award Contracts. Several suppliers are each awarded an IDV (the IDVs
may or may not be part of an Umbrella Program) and then compete for requirements /
purchase requisitions. A notice of Fair Opportunity does not need a full solicitation
because clauses, and sometimes prices are already established in the IDV.
Suppliers respond to the Fair Opportunity Notice by providing relevant information.
After offer evaluation, the delivery/task order is awarded to the selected supplier.
For more information on creating Umbrella Programs, please refer to the Oracle Contract
Lifecycle Management for Public Sector Purchasing User Guide.
There are three ways in which you can create a Fair Opportunity Notice type
solicitation:
• By clicking the Fair Opportunity Notice link in the Negotiations home page using
the Quick Links > Create section.
• By using AutoCreate to create a new solicitation from purchase requisition lines

and selecting the Fair Opportunity checkbox in the Document Builder window.
• By applying an active and valid solicitation template to a Fair Opportunity Notice.

The elements of the template are applied to the Fair Opportunity Notice with the
exception of the following information:
• Suppliers, if defined in the template, are not copied to the Fair Opportunity
Notice.
• The solicitation control Restrict to Invited Suppliers checkbox in the Controls

page remains selected by default for Fair Opportunity Notices, regardless of the
value of this checkbox in the template.
Enter the same information for a Fair Opportunity Notice as you would for a regular
solicitation in the Header, Lines, Controls, Contract Terms and Suppliers pages.
However, keep in mind the following points that are specific to Fair Opportunity
Notices:
When you associate an Umbrella Program with a Fair Opportunity Notice, a small
group of vendors are now eligible for supplying goods and services for that particular
umbrella program. You award one or more suppliers of the umbrella program when
you determine which vendor is the best to meet your specific procurement needs. Thus
in a Fair Opportunity Notice type solicitation, the suppliers who were awarded IDVs in
the umbrella program now re-compete for the specific outcome award.
Specify an Umbrella Program that you wish to associate the Fair Opportunity Notice

with. The Umbrella Program region in the Header page of the Fair Opportunity Notice
enables you to select an umbrella program.
You can create a Fair Opportunity Notice with Lines or a Fair Opportunity Notice
without Lines. Please note that a Fair Opportunity Notice without Lines can be created,
saved and submitted for approval, and then published as any other solicitation.
Suppliers can enter offers or buyers can enter surrogate offers on behalf of the suppliers
for a Fair Opportunity Notice without Lines. A Fair Opportunity Notice without Lines
cannot have an outcome document, because there are no lines in the Fair Opportunity
Notice.
The Suppliers page enables you to add vendors that you wish to invite to participate in
the solicitation. If your Fair Opportunity Notice is associated with an Umbrella
Program, the Add Suppliers from Umbrella Program IDVs button is visible and
enabled. Click Add Suppliers from Umbrella Program IDVs to open the Add Suppliers
from Umbrella Program IDVs page. Select the suppliers you wish to add and click
Apply to return to the Suppliers page.
When suppliers enter offers for a Fair Opportunity Notice or buyers enter surrogate
offers on behalf of the suppliers, they need to select a value for the Internal IDV LOV
because it is a mandatory field. The Internal IDV LOV displays only those IDVs that are
linked to the umbrella program that was selected by the buyer in the Fair Opportunity
Notice header page.
If the buyer or suppliers are entering offers for a Fair Opportunity Notice that is not
associated with an umbrella program, they must select a value either for Internal IDV
LOV or enter a value for an External IDV or both. Either field must be entered, and
cannot be left blank.
Creating and Managing Events

A sourcing event is group of related solicitations. You may want to create a sourcing
event if you need to monitor several related solicitations as a group rather than
individually. You may also want to create an event if you want to encourage
respondents to participate in multiple, similar solicitation.
To use events, you first create an event. Once the event is created, you can associate
negotiations with the event while creating the negotiation on the Create Header page.
You can continue to associate negotiations with the event until the event's inactive date
is reached.
To create a sourcing event:
1. Click Event under the Create area of Quick Links on the Negotiations Home page.
2. On the Create Event page, enter a title, description, and an inactive date. Your event
is opened as soon as it is created. You can then start associating solicitations with it.
You can continue associating solicitations with the event until its inactive date is
reached .
3. Click OK. This takes you to the Manage Events page.
To manage a sourcing event:

1. Click OK on the Create Event page, or Events from the Manage area of Quick Links
on the Negotiations Home page to navigate to the Manage Events page.
2. To see event details, click the event number link.
3. To see the negotiations associated with the event, select the event and click View
Negotiations. Note that any draft negotiations associated with this event are not
shown.
4. To cancel an event, click Cancel. You have the choice of canceling only the event or
canceling the event and all negotiations associated with it as well.
5. To modify an event's information click Update Event. On the Update Event page,
you can modify the description and inactive date. Note that you can move the
inactive date forward in time to extend an event. You can also move an inactive
date backward although not prior to the current date/time.
Managing Deliverables Assigned to a Solicitation

Deliverables are additional requirements which must be provided by a supplier as part
of the solicitation process. For example, a buyer may ask a supplier to provide copies of
personnel certification, a detailed project plan, or delivery schedule before the buyer
will consider finalizing a contract with that supplier. If Oracle Procurement Contracts is
installed and licensed, you can create and manage deliverables for your solicitations .
At any point in time, you may have many solicitations in progress, some of which will
require deliverables. You can easily view the status of all your deliverables. This allows
you to quickly pinpoint any solicitations that are at risk because a deliverable has not
been provided.
To view and update your deliverables:
1. Click "Deliverables" under Manage in the Quick Links section of the Negotiations
Home page.
2. On the Manage Deliverables page, enter enough search values to restrict the results
to the deliverable(s) in which you are interested.
3. When results are displayed, scroll if necessary to find your deliverable.

• To see information on the deliverable, click the entry in the Deliverable Name
column.
• To see information on the negotiation to which the deliverable is assigned, click

the entry in the Document Number column.
• See the Alert column for important information on the deliverable's status.
4. To update the information on a deliverable, click the Update icon. On the Update
Deliverable page, you can perform the following modifications (note that changes
to the deliverable status are tracked and can be displayed):
• Change the deliverable status.
• Modify or delete an existing attachment, or add a new attachment.
5. When you are finished updating the deliverable information, click Apply .
Conducting Research on a Particular Supplier

You can use Oracle Sourcing's advanced supplier search facilities to search for suppliers
based on a single or a complex combination of search values. Using Sourcing's Supplier
Research capabilities, you can search supplier information contained in supplier
profiles, the Approved Supplier List, or the history of recent sourcing transactions.
Using Supplier Research
You can use the Supplier Research feature to identify suppliers to add to a solicitation
or a reusable invitation list you are creating. You can search for a particular supplier by
name or use other search criteria to identify a single supplier or a group of suppliers. As
you identify appropriate suppliers, you can add them to an invitation list and then
apply the list to the solicitation you are creating. You can also save the list to apply to
future solicitations.
You can also conduct in-depth research on recent sourcing transactions that you have
conducted with a particular supplier. You can search the supplier's profile, see the
supplier's recent transaction history, and view Approved Supplier List or contact
information for that supplier.
Identifying Suppliers
There are several methods you can use when searching for a supplier or group or
suppliers. You can use a single search value or a combination of multiple search criteria
to tailor your search as broadly or narrowly as needed. You can also combine the
multiple search types discussed below:
• You can search for a specific supplier by supplier name (including the use of wild
cards).
• You can search supplier profiles, the Approved Supplier List, and/or recent
solicitations history by an item category or a commodity value (A commodity is a
group of item categories).
• If you search supplier profiles, you see all suppliers whose Products and
Services section of their supplier profile indicates that they can provide the item
category or commodity.
• If you search the Approved Supplier List, you see all supplier who are
approved to supply the item or item category.
• If you search the Solicitation History, you see all supplier from whom you have
recently sourced for the item category or commodity.
When using category or commodity searches in the Approved Supplier List, you
get a match on any supplier associated with an item defined to that category, or an
item defined to a category that is defined to that commodity.
Note: The time period for which transaction information is kept can
be defined by the System Administrator.
• You can perform complex, detailed searches on Approved Supplier List or Business
Classification information.
• Approved Supplier List searches are performed within a particular inventory
organization. You can search by item name or description. You can search for
suppliers with a particular ASL status. You can also search for suppliers who
are distributors of a particular manufacturer.
• You can search Business Classifications to find suppliers with a particular legal
or ownership status.
To search by supplier name:

1. On the Supplier Research page, enter the name (or initial part of the name) for the
supplier in the Supplier Name field and click Search.
2. To add a supplier to a solicitation's invitation list, select the supplier(s) from the
search results display and click Add to Invitation List.
3. To view supplier information, click the supplier name link.
To search a supplier's profile, the Approved Supplier List, or transaction history

using a category or commodity:
1. Select either Commodity or Category.
2. Enter a commodity or category value, or use the flashlight icon to search for and
select a value.
3. Select any combination of Supplier Profile, Approved Supplier List, and/or

Solicitation History.
4. Click Search.
To search the Approved Supplier List or Business Classifications information:

If the ASL and Business Classifications search fields are not already displayed, click
"Show ASL and Business Classifications Criteria."
To search the Approved Supplier List:
1. Select an inventory organization from the drop down menu.
2. Enter a search value for one of the ASL search fields, or use the flashlight icon to
search for and select a value.
Note: Searching by Item Description displays approved suppliers

of any items whose item description includes the text you enter.
searching by Manufacturer displays any suppliers who are defined
as distributors for that item. Use ASL Status to search for suppliers
with a particular status, for example, Approved.
3. Click Search.
To search by Business Classification

1. From the drop down menus, select all appropriate search values.
2. Click Search.
Viewing Supplier Information

Once you have identified a supplier in which you are interested, you can view in-depth
information on that supplier by clicking its name link.
• Transactions History - The Transactions History entries display summary
information on recent sourcing and purchasing transactions you have completed
with this supplier. The length of time transactions a retained is set by the Sourcing
System Administrator.
• Approved Supplier List - The Approved Supplier List table shows all items or item
categories this supplier is approved to provide. It also shows whether the supplier
is a direct supplier or distributor of the item.
• Invitation List - Displays all invitation lists that include this supplier.
• Registered Users - Displays the users at that supplier who are registered with
Oracle Sourcing.
Creating Solicitation Templates
If the majority of the solicitations you create contain the same features - attributes, terms
and conditions, participation controls, etc. - you may want to create an solicitation
template that you can use each time you create a new solicitation. Using a template
saves time by streamlining the creation process. Your solicitation template contains the
features that are similar among the solicitations you commonly create. When you create
a new solicitation using a template, you simply apply the template to the solicitation,
add to and edit details of the negotiation (as necessary), and publish your solicitation.
You can create as many templates as necessary. Since RFIs, and RFQs, are different
documents, each type has its own template(s). You can create both "private" templates
(templates that only you can view, edit, and use) and "public" templates (templates that
all registered users in your company can view and use).
Creating a new solicitation template:
1. Click the appropriate create link under the Templates area of Quick Links on the
Negotiations Home page.
2. On the Templates page, click "Create New Template."
3. On the Step 1: Describe Your Template page, complete the following fields
(required fields are marked with an *asterisk):
• *Template Name
• *Access. A template can be designated as either "public" (all Buyers in your

company can view and use the template) or "private" (only you can view, edit,
and use the template).
Note: In order to create "public" offer templates, you must be

assigned the appropriate authorization by your system
administrator.
• Two-Stage RFQ check box - select this if you evaluate suppliers' offers
submitted in two phases: Technical and Commercial. If you select this check
box, the application automatically sets the offer style Sealed.
• Offer Style - determines the offer style to use for the solicitaiton.
• Security Level - determines the security level for the solicitation.
• Description
• Your template status will default to Active. Active templates can be used

immediately to create new negotiations. If you want to change your template's
status to Inactive, you must complete and submit your template, then edit your
template and select a new status from the drop-down menu at the Status field.
Inactive templates will be stored in the system, but cannot be used to create a
new offer until you change the status to Active.
• Operating Unit - determines the operating unit that can use the template
• Outcome - select the outcome of the template.
• Contract Template - select the contract template to use.
• Solicitation Type - select the solicitation type to use.
• Creation Date - displays the date on which you create the template.
• Enter the relevant details in the Business Priority and Project Information.
• Enter the relevant Competitive Information.
• Enter details of the Collaboration Team.
• Enter the Terms and Currency details.
• Enter Requirements details.
• Enter Notes and add Attachments if required.
4. Enter the appropriate information in the Lines page.
5. Enter the appropriate information in the Controls page. If you have selected the
Allow Offer Withdrawal checkbox, your suppliers will be allowed to withdraw
their offers/responses to the solicitation.
6. Enter the most frequently used list of suppliers that you wish to invite to the
solicitation using the Suppliers page.
7. Click Review.
Wage Determination
FAR subpart 22.10 mandates the contracting officer to provide on contracts for services,
the minimum wages that have to be paid to the persons executing the contract. These
minimum wages are called Wage Determinations (WD), that are maintained by the
Department of Labor (DoL).
Wages determined by Wage Determinations may vary based on the nature of the work
and the place where the service is performed.
The Department of Labor(DOL) maintains an official website www.wdol.gov that is
used by contracting officers to obtain Wage Determination statements.
Select the Wage Determination action from the Actions list of values in your solicitation
document and click Go. The Wage Determination page displays with a region called
Wage Determination. Click Launch WDOL to open the WDOL.gov website. Select the
wage information you wish to capture along with your solicitation. When the page with
the wage information you require opens up, select the URL of the page and copy it.
Return to the Wage Determination page.
Note: The Wage Determination action is not displayed if the solicitation

cannot be edited or updated.
In the WD Statement URL field, paste the URL that you copied from the Wage
Determination OnLine website. Then click Attach WD Statement to convert the copied
wage information into a URL and attach it to your solicitation.
The Wage Determination History region displays the history of your actions that
accessed the Wage Determination Online website and gathered wage information from
the site.

5
Administration Tab
Administration Overview
The Administration tab provides access to the tasks you use to administer and maintain
Oracle Sourcing. These tasks are performed by the Sourcing CLM Super User. If you do
not have the Sourcing CLM Super User responsibility, you do not see the tab.
As a Sourcing Contracting Professional, you can create and edit reusable lists, create
abstracts and forms, manage value sets and values, cancel or delete negotiations, run
concurrent requests, add negotiation styles, set up terms and conditions, configure
negotiations, and work with negotiation subscriptions.
Abstract and Forms

Many organizations have numerous rules and regulations pertaining to the advertising
of their sourcing event. Many public sector organizations, for example, have regulations
that require publishing information on upcoming procurement events to external
sources (such as FedbixOpps) if the contract is above a particular value. Additionally,
many companies want to advertise their negotiations to increase the number of
suppliers that participate in the negotiation. If you need to advertise your solicitations,
you can use the abstract and forms feature to provide both high-level and in-depth
information about a particular solicitation.
If you wish to advertise a negotiation from your own website, you can do so completing
an Abstract and publishing it to an external website. This external website will be
accessible to suppliers without having to log into your system. Oracle Sourcing delivers
a default template called Abstract. You can take this template and modify it as
appropriate for the solicitation.
If you wish to advertise a negotiation on an external source (for example, a centralized
website), you can do so using a Form. This assumes that the external source accepts
XML files.
Before you can complete an Abstract or Form for a solicitation, the Sourcing Super User
Administration Tab 5-1

must perform some setup steps. Once they are done you can complete the Abstract and
Forms anytime during the lifecycle of the negotiation. After you complete the Abstract
or Form, you can publish the information they contain.
You can create or edit an Abstract or Form at anytime during the lifecycle of the
negotiation.
To create a form:
1. Enter a Code. When you create a new form, by default the Version is 1.
2. Enter a Name and a Description for the form.
3. The XML Publisher Template and XML Publisher Data Source display by default.
4. Select the Status of the form. By default, this is Draft.
5. Select the Form Type.
6. In the Sections and Fields region, click Add Another Row to add a select and add a
field. You can choose to make the field a required field for suppliers.
7. Click the Manage Sections and Fields button to add a new field or a section based
on your business requirements.
8. Search for sections and fields and click the Manage Value Sets button to work with
the associated value sets.
See: Integrating with FedBizOpps section in the Oracle Contract Lifecycle Management for
Public Sector Implementation Guide for information on how to set up and integrate with
FedBizOpps.
Manage Value Sets

To define a value set, complete the following steps:
1. On the Administration tab, click Manage Value Sets. The Value Sets window
displays.
2. Enter a name for the Value Set.
3. Optionally, enter a description.
4. Select a List Type from the list.
5. Select a Security Type.
6. In the Format Validation region, select a Format Type. Depending on the format
type you select here, other fields are enabled or disabled.
7. Enter the Precision details.
8. Enter the Maximum Size for the field.
9. Select other validation details such as Numbers Only, Uppercase Only. You can also
select the right-justify and zero-fill numbers to define the format for the field.
10. Enter the Min and Max Values for the field.
11. Select the Validation Type and save your work.
Manage Values
You use the Segment Values window to manage values for the value sets you defined.
To enter a value:
1. In the Administration tab, click Manage Values. The Segment Values window
displays.
2. Search for the value set you defined.
3. You can view the values defined for the value set and the effective dates for the
values. You can also add a new value to the value set.
4. You can view the Values, Hierarchy, and Qualifiers for the value set. You can also
add a new value to the value set.
5. Save your work.
Concurrent Requests
You use the Submit Requests window to run concurrent programs for sourcing.
To run a concurrent program:
1. In the Administration tab, click the Concurrent Requests link. The Submit Requests
window displays.
2. Enter the Name of the concurrent program to run.
3. Enter the parameters for the concurrent program. The parameters that display
depend on the concurrent program you choose to run.
Negotiation Styles
Your Sourcing Administrator can define document styles that become available for use

by buyers. A negotiation style can exclude certain Oracle Sourcing features. For
example, you could define a style that does not allow the use of Requirements or
attributes. Once you remove a feature, the associated regions and fields do not appear
on the product pages thus streamlining the appearance.
To create a Negotiation Style
1. On the Administration tab, click the Negotiation Style link.
2. On the Negotiation Style page that displays, click Create Negotiation Style.
3. On the Create Negotiation Style page, enter the following details:

• Name of the negotiation style
• Description of the negotiation style
• Status of the negotiation style - by default, this is active
• In the Negotiation Header Controls region, select the appropriate check boxes
based on your business requirements
• In the Document Types region, select the appropriate check boxes based on
your business requirements
4. Click Apply.
Setup Negotiation Terms and Conditions

As an administrator, you can define the Terms and Conditions for the supplier to read
and accept.
To set up negotiation terms and conditions:
1. On the Administration tab, click the Negotiation Terms and Conditions link.
2. On the Setup Negotiation Terms and Conditions page that displays, enter the
following details:
• Select the Disable terms and conditions for all languages check box per your
business requirements.
• Select the language to use for the terms and conditions
3. Click Apply.
Negotiation Configuration
As an administrator, you can configure negotiations for use across your organization.
To configure negotiations:
1. On the Administration tab, click the Configure Negotiations link.
2. On the Negotiation Configuration page that displays, enter the following details:
• Select the appropriate radio buttons and check box to enter Rank Indicators to
use in your organization.
• Select the appropriate check boxes in the Supplier Visibility in Blind

Solicitations
• Select the appropriate cost factor from the list.
• Select the appropriate radio buttons to determine the price breaks or price tiers.
• Select the appropriate radio buttons or check boxes to determine if you want to
make award approvals mandatory for solicitations.
• Select the appropriate check boxes to define header scoring defaults.
• Select the appropriate attribute groups for the negotiation.
• Select the appropriate unit of measure for amount based lines.
• Select the appropriate check box to determine details of multiple round

negotiations.
• Define the access to your external sources of supplier information using the
Supplier Discovery region.
• Enter the Server polling Interval (seconds) in the Countdown Clock region.
• Enter the details for running concurrent requests in the Concurrent Processing
region.
• Enter the details of the FedBizOpps Setup.

See: FedBizOpps, page 13-1
• Enter the setup steps to enable suppliers to add unsolicited lines to their offers:
• Default UOM (Unit of Measure) for Quantity Based Lines: select a value for
this field and also decide whether you wish to allow suppliers to update

UOM on Quantity Based unsolicited lines by selecting or unselecting the
checkbox next to the Default UOM field. For amount based lines the UOM
will be taken from the existing defaulting field for amount based lines.
• Default Category: select a Default Category from the LOV, and also decide
whether you wish to allow suppliers to update category on unsolicited lines
by selecting the checkbox next to the Default Category field.
• Default Contract Type for Quantity Based or Amount Based Lines:

Selecting a Contract Type here will default a Contract Type on the
unsolicited lines of the suppliers' offers. If you have selected the checkbox
next to the Contract Type LOVs, the suppliers are allowed to update the
Contract Type on unsolicited lines.
• Selecting a default Cost Constraint from the LOV enables you to default a
Cost Constraint value in the unsolicited lines of the suppliers' offers. You
can decide to allow suppliers to update the Cost Constraint value on
unsolicited lines, if they require to do so.
3. Click Apply.
Creating and Editing a Reusable Invitation List

If you typically invite the same core group of suppliers to many of your solicitations,
you can add these participants to a reusable invitation list. An invitation list can help
standardize your business practices by ensuring that all appropriate participants are
invited to targeted solicitations. You can add an invitation list(s) when creating a new
Sourcing document; you can also attach an invitation list(s) to a Sourcing document
template.
To create a new invitation list:
1. Click Invitation under the Reusable Lists area of Quick Lists on the Negotiations
Home page.
2. On the Invitation Lists page, click Create New Invitation List.
3. On the Create Invitation List page, complete the following fields (*indicates a
required field):
• *List Name
• *Description
• *Access - Invitation lists can be public or private. Your new list will default to
private. All users in your company with the correct authorizations can view
and use public lists; only you can use your private lists. Sourcing Super Users
or users with the Manage Invitation Lists authorization can create, edit and
manage public invitation lists as well as their own private lists. Only you can
create, edit, and use your private lists. The same list can be used for all types of
solicitation documents.
• Status - Invitation lists are initially created as active. An active list can be used
immediately. To inactivate a list, edit the list and change the status to inactive.
An inactive list will be stored on the system, but will not be available for use
until reactivated. Sourcing Super Users or users with the Manage Invitation
Lists job function can create, edit, and manage public invitation lists, including
change the access and status.
4. Click Add Suppliers, then search for suppliers to add to your invitation list.
5. Select the supplier(s) and click Add to Invitation List.
6. If the supplier you selected has multiple sites defined in the system, you can choose
a specific supplier site to associate with this list (Supplier Site is another term for
Address Name).
7. If you wish to add more suppliers to your list, click Add Suppliers again and follow
the perceiving instructions. For a supplier with multiple sites, you can add an entry
for each site for that supplier if you choose .
8. When you have finished adding suppliers, click Submit.
To edit an invitation list you have created:

1. To edit an invitation list you have created:
2. Search for the list you wish to update.
3. On the search results page, find your list, then click Edit. If you are have the
Manage Invitation Lists job function, you can edit public lists.
4. On the Edit Invitation List page, update your list description, status, and access as
appropriate. You can also add or delete suppliers.
5. When you are finished, click Apply.
Creating and Editing a Reusable Attribute List

When you add a line to a new solicitation, you may choose to add one or more line
attributes to that line. Line attributes define unique specifications that you set for a
negotiation line, and the details that a participant should provide when responding to
that negotiation line. Line attributes make your negotiation line more descriptive and

can also be used to ensure that all responses submitted for the line include specific
details not included elsewhere in the line information.
To create a reusable attribute list:
1. Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations
Home page.
2. On the Reusable Attributes List page, click Create Attribute List to create a new
attribute list and complete the following fields (*indicates a required field):
• Name* - a name for the attribute list.
• Description - a description of the attribute list.
• Status - the status of the attribute list. By default, this is active.
• Enter the following details in the Attributes region:

Attribute - enter a name for the attribute.
Group - select the group to which the attribute belongs.
Attribute Type - select a value from the list to indicate if the attribute is
required, display only, or optional.
Select a Value Type for the attribute. You can choose from Text, Date, Number,
and URL.
Enter a Target Value for the attribute.
Select the Display Target check box if this information should be visible.
Click the Score icon to indicate a score for the attribute.
Click Delete to delete the attribute.
3. Click Apply when you are done.
To update a reusable attribute list:

1. Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations
Home page.
2. On the Reusable Attributes List page, search for the Attribute List to update.
3. Make the required updates and click Apply when you are done.
Creating and Editing a Reusable Requirement List

You can request that participants in your solicitation rovide high-level information
beyond simply information provided for each solicitation line. This high-level
information often solicits details about the supplier company itself. Note that
participants could be both external, such as the suppliers themselves, or internal, such
as approvers. Such high-level pieces of information are referred to as Requirements for
the solicitation.
To create a reusable requirement list:
1. Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations
Home page.
2. On the Reusable Requirement Lists page, click Create Requirement List to create a
new requirement list and complete the following fields (*indicates a required field):
• Name* - a name for the requirement list.
• Description - a description of the requirement list.
• Status - the status of the requirement list. By default, this is active.
• Enter the following details in the Requirements region:

Select a requirement and click Add Section to add a new section to the list.
Select a section to and click Add Requirement to add a requirement. Enter the
required details such as the properties, values, and value sets, and response
values.
To update a reusable requirement list:

1. Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations
Home page.
2. On the Reusable Requirement Lists page, search for the requirement list to update
and make your changes.
Creating and Editing a Reusable Cost Factor List

Reusable cost factor lists allow you to group several cost factors which are related or are
typically used together. For example, you might create a cost factor list identifying
normally expected transportation costs, for example, freight charges or import duty
fees. Or you might create a list that identifies additional services such as consulting or
training that will be required by a particular negotiation item. Once you have created a
cost factor list, you can apply that cost factor list to any negotiation containing items to
which those cost factors are applicable. You can create new cost factor lists or edit
existing lists.

You must be assigned the Create Reusable Cost Factor Lists job function to create these
lists.
To create a new cost factor list:
1. Click the Cost Factor link under Reusable Lists on the Quick Links section of the
2. On the Cost Factor Lists page, click Create Cost Factor List.
3. On the Create Cost Factor List page, enter the following information:
• List Name - You can enter up to 80 characters for the list name, but it must be
unique among cost factor lists.
• Description - You can enter up to 240 characters for the list description.
• Status - The default status is Active. If you select Inactive, this list cannot be
applied to any negotiation.
4. From the Cost Factors menu, select the cost factor you wish to add and click Add to
List. To add additional cost factors, select the and click Add to List. Continue until
you have added all the you need. After you have added the last cost factor, click
Apply. If you wish to delete any from the list, select the cost factor and click Delete.
Clicking Cancel discards any changes you have made, and returns you to the Cost
Factor Lists page.
Note: You cannot add inactive cost factors to a cost factor list, but if
a cost factor in a list is made inactive, an error message displays.
You must remove the element from your list, activate it, and then
add it to the list again. A cost factor list is also validated when it is
applied to a negotiation.
To edit a cost factor list:

1. Click the Cost Factor link under Reusable Lists on the Quick Links section of the
2. On the Cost Factor Lists page, search and select the list you want to edit. You can
search for a particular price list by :
• The list name.
• The first few words of the list description.
• The list status (Any, Active or Inactive).
• The name of any cost factor defined to the list. (This returns all cost factor lists
using that price element.)
3. When you have entered the search data, click Go.
4. The search results display any cost factor lists matching your search criteria.
5. To edit the list, you can either click the cost factor list name link, and click Update.
6. On the Edit Cost Factor List page, you can

• update the description for the cost factor list.
• change the cost factor list status.
• add or delete from the list.
7. When you have finished making your changes, click Apply. The new list is
validated. If any are inactive, you receive an error message.
Notification Subscription
As an administrator, you can enter details of the notification subscriptions to determine
how notification subscriptions work in your organization.
To enter notification subscriptions:
1. On the Administration tab, click the Notification Subscription link.
2. On the Negotiation Subscription page, enter details of how notifications work for
buyers and suppliers.
3. Click Apply

6
Creating and Publishing Solicitations
Creating and Publishing Solicitations Overview

The process to create a sourcing document comprises of several stages. During each
stage of the creation process, you need to supply specific information. Different types of
negotiations require different information at each stage. Depending on the complexity
of the negotiation, a particular stage might require the inputs and approvals of several
collaborators.
You can publish the negotiation only after the negotiation has been approved (if
required). All suppliers listed are sent invitations to participate. Approvers on the
collaboration team are sent notifications to view and approve the negotiation document.
See: Creating a Solicitation, page 4-2 for details on how to create a solicitation.
See: Submitting a Solicitation for Approval, page 4-36 for details on approving and
publishing a solicitation.
Creating and Publishing Solicitations 6-1

7
Solicitation Amendments
Solicitation Amendments Overview

After publishing a negotiation, the buyer can update information defined in the
document if required. This update is called an amendment. All suppliers are notified
that the sourcing document has been changed and are required to view and
acknowledge the changes. They must also review their previous response and resubmit
it in accordance with the amendment if they wish to continue participating.
Amendments can be created anytime after the preview date/time or open date/time , if
no preview date/time was specified, and also after the close date/time.
You can create an amendment at any time after approval of a solicitation. You can also
create an amendment after the solicitation is closed. When you create an amendment,
the application automatically displays all the details from the confirmed solicitation.
You can change line items using an amendment, or cancel a solicitation using an
amendment.
Use the View Amendment History page to query for Conformed Amendments. Search
for Draft and Approved Amendments using the Manage Drafts Search Page.
Drafts/Approved Amendments also appear in the Buyer Home Page under the Draft
section.
The information that the View Amendment History page displays is dependent on the
status of the current negotiation document. The information that displays for Created
and Conformed Amendments includes the Amendment Number, Status, Effective Date,
Signed Date, Review Changes, Cancellation, and a Create Amendment button. For
amendments that are created but not submitted for approval, the Amendment History
page additionally displays an Update icon that you can use to update the amendment.
The Create Amendment button does not display here. For amendments that are created
and approved, the status displays Approved.
with the details of the amendment.
See: Generating a Description, page 7-4
Solicitation Amendments 7-1

Creating a Solicitation Amendment
You can create an amendment at any time after solicitation approval and publish.
To create an amendment:
1. On the Negotiations tab, from the list of Published Negotiations, select the
Negotiation to amend and click the Negotiation Number link.
2. On the Solicitations page that displays, select Create Amendment from the Actions
list.
3. On the Create Amendment Header page that displays, enter the header details you
want to amend:
• By default, the Amendment Number displays.
• Enter the Effective Date and a Description for the Amendment.
• You can amend details such as the Document Title, Solicitation Type, and
Sourcing Project in the Negotiations region.
• The Option checkbox in the Option region enables you to convert a line into an
option line or an option line into a regular line. You get a message, warning of
the conversions. Click Continue to proceed with the conversion or Cancel to
retain the existing lines as is. If you wish to associate a base line to your option
line, select a Base Line Number from the LOV. The option line may or may not
be associated with a base line. Option Num (Number) is a system generated
number and is non-updateable. Option Dates are mandatory fields.
• You can edit details such as the DPAS Rating, Priority Code, Customer Project
Code, and Customer Project Text in the Business Priority and Project
Information region.
• View and edit the details of the Competitive Information.
• Add or remove members of the collaboration team and notify them in the
Collaboration Team region. You can also update the members of the
collaboration team using the Action list of values.
• Edit the Bill-To Address, Ship-To Address, FOB, Payment Terms, Carrier and
Freight Terms in the Terms regions.
• Update the Price Precision details in the Currency region.
• Update the Requirements region as applicable.
• Add or remove details of Abstracts and Forms. Each entry created in the forms
region is a combination of the federal standard form, and the document format
in which that form can be printed. An XML template is associated with each
row for printing.
• Add Notes and Attachments as applicable.
4. Click Addresses to update the details of location, address code, and contacts for the
address types.
5. Click Lines to update line details of the negotiation. You can create new CLINs,
SLINs, Option lines with or without base lines and also organize lines. You can also
delete existing lines based on your requirements.
6. Click Controls to update Schedules, Response Rules, and Submissions Rules for the
negotiation.
7. Click Contract Terms to update the clauses and deliverables for the negotiation.
8. Click Suppliers to view the details of the suppliers. Note that you cannot invite
suppliers using an amendment.
9. Click Review to review your changes.
10. From the Actions menu, select the action and click Go to proceed.
11. Click Conform to create a conformed document once the amendment is approved.
Note that when you create an amendment, the original and amendment document
are maintained separately.
Approving a Solicitation Amendment

If your solicitation requires approvals, the solicitation amendment must be approved
before you can conform and publish the amendment.
To approve a solicitation amendment:
1. On the Create Amendment Review page, select Submit for Approval from the
actions menu.
2. On the Review Submit for Approval page, enter a note for the approvers and click
Submit.
3. When you log in as an approver, you see the Create Amendment Review page.
Click Review to review the amendment.
4. Select Approve from the Actions menu to approve the amendment.

Generating a Description
with the details of the amendment.
In the Solicitation Amendment page, select the Generate Change Description action
from the Actions LOV. The Change Description page displays. Choose a mode to
generate the system description for the amendment - Background Mode or Runtime
Mode.
If you wish to generate the change description summary document in runtime, select
the Runtime Mode radiobutton and click Generate. A message displays, informing you
that the Change Description has generated successfully. Click the link to the rtf
document to download the change description summary document. Open the rtf file to
view and update the change summary if required. Use the Upload Change Description
field to perform the upload of the change description summary document from your
local computer to the CLM system. Click Browse to find the rtf file on your local
computer and to select it. Click Apply to save your change description summary
document with the amendment document. A selected checkbox, Text Edited by User,
also displays, indicating that you have updated the change description summary
document. Note that this checkbox always remains selected, whether you modify the
change description or not. The Mod Updated After Generating Description checkbox
displays as selected when you have made changes to the amendment after the change
description is generated.
When you select Background Mode and click Generate, a concurrent request is run in
the background. A confirmation message displays, telling you the concurrent request
ID that has been submitted.
Navigate to the Requests > View Requests page to verify if the concurrent request has
processed successfully. If the concurrent request has processed successfully, the link to
the change description summary document (in rtf format) displays on the Change
Description page. Click the link to the change description summary document and save
or open the rtf file as per your requirement. You will see a summary of the changes you
made as part of the amendment.
Edit the text if you need to update any of the changed descriptions. Then use the
Change Description page to upload the updated rtf file back to the system. Use the
Upload Change Description field to perform the upload of the change description
summary document from your local computer to the CLM system. Click Browse to find
the rtf file on your local computer and to select it. Click Apply to save your change
description summary document with the solicitation amendment document. A selected
checkbox, Text Edited by User, also displays, indicating that you have updated the
change description summary document.
If you have made identical updates or additions to various lines in the document, the
system collates or rolls-up these changes in the change description summary document.
For example, you updated the Need-By Date in 4 lines to the same value (that is
01-Jul-2012). The change description summary displays the changed date and mentions
the line numbers that were updated.
The consolidated summary is available for all CLINs, SLINs and CLIN-SLIN structures.
All the fields are eligble to be collated or rolled-up in a summary, except for the
following:
• Pricing related fields
• Fund Value field
• Description fields
• Attachment related fields
• Constraints (IDVs)
• Price Breaks
• Solicitation Attribute related fields
Return to the Update Amendments page and select the View Change Description action
from the Actions LOV to see the summary of changes. You can download the change
summary document rtf by clicking the filename link. If you have updated the change
description summary document, the read-only checkbox Text Edited By User is shown
as selected. If you have updated the amendment after generating the change
description, the read-only checkbox Mod Updated after Generating Description is
shown as selected.
Conforming a Solicitation Amendment

Once an amendment is approved, you must confirm the document before you publish
it.
To conform a solicitation amendment:
1. On the Create Amendment Review page, click Conform.
2. On the Confirmation page that appears, you can view the status of the
conformation.
3. Click Publish to publish the solicitation.
Note: Once the amendment is conformed, it merges with the original

document and retains the original document number.

Searching and Viewing a Solicitation Amendment
Solicitation Amendment can exist in three statuses – Draft, Approved or Conformed.
You can search for conformed amendments from the View Amendment History page.
You can search for draft and approved amendments from the Manage Drafts Search
Page. Drafts/Approved Amendments also appear in the Negotiation (Buyer) Home
Page under the Draft section.
To search for a solicitation amendment:
1. On the Negotiations tab, select the published solicitation for which you want to
view the amendment history.
2. From the Actions menu, select View Amendment History. On the Amendment
History page that appears, you can view the details of the amendment. Click the
Amendment Number link to see details of the solicitation. Click the Review
Changes icon to see difference between the original and amended document.
Clicking on the Review Changes icon displays different information based on the
status of the document.
Creating and Conforming a Cancellation Amendment

In the event you need to cancel a solicitation, you can do so using amendments. A
cancelled solicitation is designated as cancelled and will not be awarded. Vendors do
not need to acknowledge the cancellation of a solicitation.
To create a cancelling amendment:
1. On the Negotiations tab, select the published solicitation for which you want to
create the cancelled amendment.
2. On the Solicitation page, select Create Amendment: Cancellation from the Action
menu.
3. Edit the Document Number as required.
4. Enter a Cancel Note to Suppliers.
5. If the cancellation requires approvals, enter the details of the collaboration team and
click Review.
6. Click Conform.
Deleting a Draft Amendment

You can delete any draft amendment except those that are submitted for approval or
approved or conformed.
To delete a draft amendment:
1. On the Negotiations tab, click the Draft link in the Manage quick links region.
2. On the Manage Draft Negotiations and Amendments page, conduct a search for
draft solicitations and select the one to delete.
3. Click Delete to delete the draft.
Viewing an acknowledged Amendment

Use the Monitor Supplier Activities page to view suppliers' acknowledgements of the
solicitation amendments. You can display the Monitor Supplier Activities page by
opening a solicitation and then selecting Monitor Supplier Activities from the Actions
LOV. The activities of each supplier are grouped in different regions. The activity
Amendment Acknowledged indicates that the supplier has acknowledged the
amendment and agrees to the new terms and conditions.

8
Contract Terms
Overview
If Oracle Procurement Contracts is installed and licensed, you can create contract terms
and apply them to your CLM document (Award/IDV or Solicitation). You can use
contract terms to specify legal and other requirements for your CLM document. Using
contract terms is an easy way to create and maintain standardized contract text that can
be customized as needed. You can also edit the clauses applied by the template, if
required.
Contract administrators and legal personnel may negotiate and author a vast number of
complex contracts each year. Maintaining control on the terms for each contract can be a
time-consuming and daunting task. CLM simplifies this process by providing a
centralized contract terms library.
Companies that operate globally can use the Library to establish company-wide
standards and enforce them on a global basis. To accommodate local or country-specific
regulations, they can give the local library administrators the flexibility of tailoring
these global standards.
For more information on using the Contract Terms Library, please refer to the Oracle
Procurement Contracts Implementation and Administration Guide.
Accessing the Contract Terms page from the Awards / IDVs pages
When you create an Award/IDV, the Actions LOV that is accessible from any of the tabs
(Header, Lines, etc) has an action called Add Contract Terms. Select Add Contract
Terms from the Actions LOV and click Go to open the Contract Terms page.
When you update an Award/IDV/Modification, the Actions LOV that is accessible from
any of the tabs (Header, Lines, etc) has an action called Update Contract Terms. Select
Update Contract Terms from the Actions LOV and click Go to open the Contract Terms
page.
Contract Terms 8-1

Contract Terms page
Overview of the Contract Terms page

The Contract Terms page consists of 2 regions: The Contract Details region enables you
to view and update the summary information of the contract, such as the Contract
Administrator's Name, Authoring Party, Legal Contact, etc. Click Update Contract
Details to open the Update Contract Details page and enter/modify the contract
summary information.
Apart from entering the Legal Contact, Contract Administrator, etc, details, you also
need to apply a template for the contract if you have selected a value Structured Terms
using the Contract Source LOV.
The Contract Source LOV indicates where the contract terms come from: the Contract
Source has the following values: Structured Terms and Attached document.
Attached Document indicates that the source of the contract terms will be an MS-Word
document or PDF document that you can select from your local drive. Select Attached
Document from the Contract Source LOV and click Apply. When you return to the
Contract Terms page, use the Actions LOV to select the Upload Contract action. This
opens the Upload Contract page. Click Browse near the File field so that you can select a
contract terms file to upload. Enter a Description for the attached document and then
click Apply. You are taken back to the Contract Terms page and the confirmation
message that your attached document has been uploaded is displayed. In the Clauses
tab, the following notification is displayed: Contract terms are represented by the
attached document: <document name>.
Structured Terms indicates that the source of the contract terms will be a template that
contains clauses. These clauses will form the basis of the contract. If you have selected
the value Structured Terms from the Contract Source LOV, the Current Contract
Template field displays the template that is currently in use, and is selected as the
default template, for this CLM document. Use the New Contract Template LOV to
search for a contract template to apply for the Award / IDV.
Note: You can also apply a new template to your contract by using the
Apply Template button in the Contract Terms page.
A template consists of clauses, and, if Contract Expert is enabled, rules and questions.
Using a template enables you to put together most frequently used clauses across
several CLM documents. For example, if most of your IDVs use Clauses A, B, C and D,
you would want to put the four clauses in a template and apply this template to the
relevant IDVs. In case you need to include additional clauses or apply a new template,
you can add the additional clause(s) to the template, create non-standard clauses, or
create clauses as a one-time exercise for your specific CLM document. Please note that
your CLM document uses templates (containing clauses) as the basis for creating
contract terms. When the template with clauses is applied to the document, you can
then add / remove clauses, add non-standard clauses, run Contract Expert, etc. These
actions are described later in the chapter.
Click Apply to save your changes and return to the Contract Terms page. A warning
message is displayed, telling you that apart from manually entered clauses (which will
be retained), selecting a new template will replace the previous template clauses.
Proceed as per your requirement.
The second region is the Clauses/Deliverables tabs region. The Contract Terms page
now displays the clauses in the Clauses tab from the contract template you applied. The
Clauses tab now consists of an Actions LOV and some additional action buttons.
Clauses
When the value of the Contract Source field is Structured Terms, you need to select a
contract template as the source of the contract terms.
Thus a contract template serves as a blueprint or a basis for the contract terms. A
contract template typically consists of clauses, sections, rules, variables, etc. When you
apply a template to the CLM document, the sections, clauses, rules, variables, etc., are
now the contract terms of the CLM document.
Clauses are the most fundamental unit of the contract terms. Clauses are distinct
articles, stipulations, or provisions in a legal contract. Clauses describe one or more
aspects of the contract and clarify what the expectations and deliverables of both parties
are supposed to be.
Oracle CLM Procurement Contracts has the following clause types that you can use:
• Standard Clauses: Standard Clauses are part of the template. Using the appropriate
Procurement Contracts responsibility, you can create or import clauses that you can
then add to a template. Thus when the template is applied to the CLM document,
the standard clauses get included automatically.
• Non-Standard Clauses: You can create a clause with the relevant stipulations and
provisions while you are authoring contract terms. This clause does not belong to a
contract template, yet is part of the contract terms. If you wish to make this clause a
standard clause, contact your Contracts Administrator. The Contracts
Administrator will create this non-standard clause in the contract terms library and
then associate it to a template, thus making it available for you to use in the CLM
document.
You can also make a standard clause into a non-standard clause.
In the Contract Terms Library, clauses have an additional attribute called Adoption
Type. This attribute is not visible in your CLM document contract terms. Clause
Adoption Types can be the following values:
1. Global Clauses are created in a global organization and are available in all
Contract Terms 8-3

operating units.
2. Adopted Clauses are Global Clauses that have been adopted for use in the local
operating unit. Adopted Clauses are used as is, they are not modified in any
manner.
3. Localized Clauses are also Global Clauses that have been adopted for use in the
local operating unit. Localized Clauses are modified as per the requirements in that
operating unit and the modifications are specific to that operating unit.
4. Local Clauses are created in a local organization and are not available in any other
operating unit.
For your purposes, even though you may not be able to see the Adoption Type in the
Contract Terms page, you should know about these various clause adoption types.
Adding Clauses to the Contract Terms

You can add a clause to the Contract Terms when the Contract Source of the CLM
document is Structured Terms. There are four ways you can add a clause to the
Contract Terms:
• Applying a Contract Template – this brings in the clauses automatically
• Adding a Standard Clause (after applying a contract template)
• Creating a Non-Standard Clause (after applying a contract template)
• Running Contract Expert (after applying a contract template)
Adding a Standard Clause

Specify a section in the contract terms before you add a standard clause. Use the Select
checkbox on the left hand to specify the section you wish to add the clause to. This will
enable the system to place the standard clause in the correct position you need. Click
Add Clause to open the Add Clause page. Use the Search region to look for the clause
that you want to add from the Contract Terms Library. If you wish to view all the
clauses in the Terms Library, enter % in the Title field and click Go, so that all the
standard clauses appear in the search results.
Select your clause(s) and click Apply. The Contract Terms displays again, and you can
view the newly added clause(s) in the expanded view of the section. Usually, the
system simply places the newly added clauses to the bottom of the list of clauses. Sort
or renumber the clauses in a section by clicking the appropriate action button. Sorting,
moving and renumbering actions are covered in a later section.
If you need to update the standard clause, click the Update icon at the clause row in the
Contract Terms page. The Update Clause page displays the clause content as read-only.
If you modify a standard clause in a revision of an approved document (for example, a
Modification or a Solicitation Amendment), you will see an additional field called
Amendment Description, where you can enter the reason for the changes you are
making. You can make the clause non-standard by clicking Make Non-Standard and
then editing the clause contents and variables. Update the clause content as a
non-standard clause and then click Revert to Standard in order to make the clause a
standard clause again. Please note that the updated content in the clause will be
applicable for this set of contract terms / CLM document only and not to the original
clause or contract template.
Creating a Non-Standard Clause
There are two ways in which you can create non-standard clauses:
• The Contract Terms page enables you to select a section or a clause by clicking the
Select checkbox on the left side and then clicking Add Clause. The Add Clause page
displays, from which you can click Create Non-Standard Clause. The Create
Non-Standard Clause page opens.
• Click the Update (pencil) icon at a standard clause row to open the Update Clause
page. Then click Make Non-Standard to create a non-standard clause from the
standard clause.
Note: If you wish to revert your action (that is, revert to a standard
clause from a non-standard clause, use the Revert to Standard
checkbox. However, please note that if the Protect Text checkbox is
selected for the clause, you cannot update it in any way.
The Create Non-Standard Clause page has the checkbox Non-Standard selected by
default. Enter a Clause Title and Clause Type – these are mandatory fields.
The Text and Clause Variables regions enable you to enter or import the clause text.
You can insert variables in clause text that you type in manually. If you have imported
some clause text, you need to export it and save it as an MS-Word 2003 XML file. Open
the XML file in MS-Word and then edit it and add variables to it. Variables can be
added in the downloaded document using the following format [@Variable Name@].
The variable must exist in the system, otherwise the import clause fails. Save the XML
file and re-import it to view your variables. When you import the clause text from MS
Word 2003 XML, you will not be able to edit the text clause from the text region. The
text region will be locked for updates and all future updates to the clause text can be
performed using export and import actions only.
The Text region displays rich-text format content by default. You can switch to plain
text mode by clicking the plain text mode link above the text area. Type your clause text
and click Save. Then navigate to the Clause Variables region to view and add variables
to your clause text. Click Lookup Variables to view the variables that are available for
your use. Variables can be classified as system-defined variables and user-defined
variables. Click Add Variables to open the Add Variables page. Search for a variable by
keyword, type, etc., or perform a global search by clicking Go. The variable list displays
Contract Terms 8-5

in the search results region. You can choose one or more variables by clicking the Select
checkbox near each variable name. Click Apply to return to the Update Clause page.
The Clause Variables region now displays the variables you selected from the Add
Variables page. In the clause text area (Text region), first place your cursor at the
location you wish the variable to be inserted in. Then click the Insert icon so that the
variable is placed in your clause text at the cursor position. Click the Details plus signs
to expand your view of the variables and see more information on the variables. If the
variable has a value defaulted for it, the Value column displays with the current
variable value.
Click Apply to save your changes and return to the Contract Terms page. You will see
the new clause in the appropriate section of the contract terms.
Adding Sections to the Contract Terms

In order to organize similar clauses or group common clauses, you need to create
sections in the Contract Terms page. Every clause should be in a section or a subsection
(you can have multiple levels of sections). You can either add a section to the Contract
Terms header or you can create a section within another section. For example, if you
have section A under the Contract Terms header, you can either add the new section
AA under the existing section A or directly under the Contract Terms header.
Click Add section and the Add Section page opens; you can enter the relevant
information to add the section. If you add a section to the Contract Terms header, the
Location is defaulted to Within. Use the Create LOV to select if you wish to add a
section from the Library or create a new section that will be specific to your current
contract terms. Regardless of whether you select a section from the Library or create a
new section, you need to provide a Title for the section. If you have created a new
section, you can enter a description as well. Click Apply to save your changes and
return to the Contract Terms page.
If you are adding a section to a revision of a CLM document, that is, where the version
number of the CLM document is greater than 0, you can optionally enter text into the
Amendment Description field, to capture the section changes you have made in the
revision of the CLM document.
Moving Clauses and Sections

The same rules apply for moving clauses as well as sections. Select a clause or section by
clicking the Select checkbox and then click Move. The Move Term page displays and
you can specify further move options on this page. The Destination region contains a
Location LOV and a list of sections and clauses. The Location LOV has three values:
• After Selection – your selected clause or section will be moved and placed after the
clause or selection you have chosen from the list of sections and clauses in the
Destination region. For example, you chose Clause A from Section 2 by clicking the
Select checkbox and then clicking Move in the Contract Terms page. The Move
Term page opens, and you now select After Selection. Then select a section or clause
you want to move your selected clause or section after. If your move selection is
incorrect, an error message displays: You cannot move a clause or a section within a
clause. You will need to re-select your move options in such a scenario.
• Before Selection - your selected clause or section will be moved and placed before
the clause or selection you have chosen from the list of sections and clauses in the
Destination region. For example, you chose Clause A from Section 2 by clicking the
Select checkbox and then clicking Move in the Contract Terms page. The Move
Term page opens, and you now select Before Selection. Then select a section or
clause you want to move your selected clause or section before. If your move
selection is incorrect, an error message displays: You cannot move a clause or a
section within a clause. You will need to re-select your move options in such a
scenario.
• Within Selection – your selected clause will be moved and placed within a section.
Therefore you need to select a clause in the Contract Terms page by clicking the
Select checkbox and then clicking Move. The Move Term page displays, and you
can select a section to which you wish to add your selected clause to. your selected
clause or section will be moved and placed after the clause or selection you have
chosen from the list of sections and clauses in the Destination region. For example,
you chose Clause A from Section 2 by clicking the Select checkbox and then clicking
Move in the Contract Terms page. The Move Term page opens, and you now select
After Selection. Then select a section or clause you want to move your selected
clause or section after. If your move selection is incorrect, an error message
displays: You cannot move a clause or a section within a clause. You will need to
re-select your move options in such a scenario.
Sorting Clauses in a Selected Section

Click Sort Clauses to order your clauses. You can choose to sort one or more clauses or
the entire contract terms set. On completion of the sort, you get a confirmation message
that the clauses have been sorted successfully.
For more information on clause sorting, please refer to the Oracle Procurement Contracts
Implementation and Administration Guide and the Oracle Contract Lifecycle Management for
Public Sector Implementation Guide.
Renumbering Clauses and Sections

You can renumber clauses and sections by clicking Renumber on the Contract Terms
page. The Renumber page displays, with the numbering schemes displayed in the Pick
Numbering Scheme LOV. The numbering scheme layout is displayed for you to view
after you select a numbering scheme. Click Apply to use the selected numbering
scheme. The Contract Terms page displays again with a confirmation message that the
document has been successfully renumbered. Scroll and drill down to the sections and
their clauses, you will see the new numbering format in place for the clauses and
sections.
Contract Terms 8-7

Numbering schemes are set up in the Contract Terms Library. For more information on
setting up numbering schemes, please refer to the Oracle Procurement Contracts
Implementation and Administration Guide.
Updating Clauses
As mentioned in the Adding Clauses to the Contract Terms section, you can update a
clause by clicking on the Update icon at the clause row in the Contract Terms page. In
case a clause is non-updateable, the Update icon is disabled at the clause row in the
Contract Terms page.
If you are updating a clause in a revision of a CLM document, that is, where the version
number of the CLM document is greater than 0, you can optionally enter text into the
Amendment Description field, to document the changes you are making in the revision.
If the Protect Text check box is set for the clause, you cannot update the clause.
In order to update a standard clause, click the Update icon to open the Update Clause
page. You will need to make the clause non-standard if you wish to update it. Click
Make Non-Standard to convert the standard clause into a non-standard clause and thus
update it.
In order to update a non-standard clause, click the Update icon to open the Update
Clause page. To delete a clause, click the Delete (trashcan) icon. A warning message
displays, confirming if you wish to delete the clause or not.
Updating Sections
Click the Update (pencil) icon at a section to update a section. The Title and Description
text boxes display and you can overwrite the existing values with any other values of
your preference. The From Library checkbox indicates that the section has come in from
the Contract Terms Library.
When processing revisions, you can enter a description of the amendment. If the section
is from the library, you will not be able to change anything including the Title.
To delete a section, click the Delete (trashcan) icon. A warning message displays, telling
you that if you delete the section, the corresponding sub-sections and clauses will also
get deleted. You can choose to continue with the delete operation or not.
Instruction Text
The Contracting Administrator or Legal Officer can add hyperlinks to the Instruction
Text field. The link could contain references to the clause in the FAR repository or any
other external webpage that provides the contracting professional with additional
information or instructions relevant to the specific clause. The Contracting
Administrator needs to add the relevant HTML tags in the Instruction Text field while
creating / updating the clause, so that the contracting professional is able to view the
HTML hyperlink(s) in the clause in the View Clause page. Clicking the hyperlink will
take the contracting professional to the appropriate web page or website.
Using Variables
Variables are used in the clauses of a contract in order to make repetitive entries of data
fields easier to manage. For example, you can create a variable for the Organization
name or the Bill-To Address, and associate the variable with a value. Then use the
variable in the clause text. When the contract terms are printed, the variable placeholder
is replaced with the actual value you associated the variable with.
Variables may be system-defined or user-defined. System-defined variables are created
by CLM and Procurement Contracts and cannot be modified. User-defined variables are
created by users to meet their specific requirements in order to use most frequently
used terms in across multiple clauses. For more information on creating variables,
please refer to the Oracle Procurement Contracts Implementation and Administration
Guide.
In the Update Clause page, the Clause Variables region enables you to view or add
variables to the clause text (the Clause Text region is to the left of the Clause Variables
region).
Click Lookup Variables to display the search page. Enter search criteria, if you know the
Name or Description of the variable. Otherwise enter a % symbol in the Name field.
Select the type of variable (System-Defined, User-Defined or both) you wish to view
and then click Go. The search results display the Variable Name, Description, and Type.
Click Done to return to the Update Clause page.
In the Update Clause page (Clause Variables region), click Add Variables to display the
search page. Enter search criteria, if you know the Name or Description of the variable.
Otherwise enter a % symbol in the Name field. Select the type of variable
(System-Defined, User-Defined or both) you wish to view and then click Go. The search
results display the Select checkbox, Variable Name, Description, and Type. Select one or
more variables using the Select checkbox and click Apply to return to the Update
Clause page. The Clause Variables region displays the variable(s) that you selected.
Click the Show link to display the variable details.
To insert a variable in the Clause Text, ensure that your clause text is visible in the text
box. Place your cursor in the text to indicate that this is the location where you wish to
insert the variable. Then select your variable by clicking the Insert icon next to your
variable name. The variable placeholder gets inserted in the clause text.
Updating Variable Values
The Update Variable Values page enables you to specify values for variables, either by
setting global values, or by setting specific local values for variables in clauses. Even if a
global value has been set for a variable, you can choose to override the global value in
specific clauses that use the variable.
Note: You can update only user-defined variables, not system variables.
Contract Terms 8-9

Additionally, suppliers can also update supplier updateable variables
(which suppliers can update in Sourcing offers).
The top region of the Update Variable Values page displays all the variables. If you
select one of the variables, the clauses that contain that variable are listed in the lower
region of the page.
In the Contract Terms page, begin updating the variable values by selecting the Update
Variable Values option from the Actions List of Values and clicking Go.
In the Update Variable Values page, you can perform one or more of the following
operations for each variable:
• Select the variable. The clauses that contain the selected variable appear in the
Clauses section in the lower part of the page.
• Click the Global Value search icon to set a global value for the variable.
• For each clause that uses that variable, click the Value search icon to set a specific
value for the variable in that clause.
• To ensure that a specific value for a variable in a clause overrides any global value
for that variable, select the Override Global Value check box for the clause.
Click Save or Apply to save/apply your updates and return to the Contract Terms page.
Multi-Row Variables
Variables are used to capture additional information in a contract for a CLM document
(award or IDV or solicitation). Multi-row variables enable the buyer to enter data in a
tabular form of multiple rows and columns. For example, in order to capture the
inspection location, you may need multiple data fields such as country, city and
location. Additionally, there may be multiple inspection locations and you may need to
enter and view the information for multiple rows. This information requires an 'n X m'
matrix, that can be created as a multi-row variable tabular structure. The UDA
framework is used to define the multi-row variable structure. The user can define
attribute groups to create the unique data components needed. RTF templates in Oracle
XML Publisher can be used to model the way the multi-row variables will be printed.
As part of the setup, the implementer creates a variable, defines it to be a multi-row
variable and adds the required UDA attribute group and RTF template. For more
information on setting up multi-row variables, please refer to the Oracle Contract
Lifecycle Management for Public Sector Implementation Guide.
Multi-row variables are available for manually created variables only, i.e. PL / SQL
variables are not supported. In addition, the variables need to be updated by the buyer
only and suppliers cannot create or update multi-row variables.
In the Actions LOV, select Update Variable Values. The Update Variable Values page
displays, where you can update the multi-row variables. Click Apply to save your work
and return to the Contract Terms page.
Using Contract Expert

Contract Expert is a tool that helps contracting professionals decide which clauses to
include in a contract. Contract Expert consists of rules, questions and constants.
Contract Terms Library Administrators set up the rules, questions and constants so that
the contracting professional can run Contract Expert, respond to the questions
displayed by Contract Expert. Based on the responses to the questions provided by the
contracting professionals, and the rules defined by the Contract Terms Library
Administrator, Contract Expert includes the relevant clauses in the contract terms for
the given template. Contract Expert also supports reporting deviations of different
types based on the policies prevalent in various contracting organizations.
When using Contract Expert, keep the following consideration in mind:
Use Contract Expert on the CLM document to bring in additional clauses, based on
criteria such as items, item categories, payment terms, and other agency terms in the
document. The system also runs the Policy Deviation rules and reports on policy
deviations.
All of the Contract Expert-recommended clauses are brought into the CLM document
and organized under appropriate sections. You can also specify which section the
clauses get created in based on document parameters.
For more information about setting up Contract Expert, please refer to the Oracle
Procurement Contracts Implementation and Administration Guide.
Adding Clauses Using Contract Expert

If Contract Expert is enabled for the contract template and the profile option OKC: Use
Contract Expert is set to Yes, you will see the Use Contract Expert button in the
Contract Terms page.
Before you submit the business document for approval, you must answer all the
mandatory questions.
If you want to edit responses to questions that depended on others, you must edit the
lowest-level questions first, then work back up the hierarchy as far as you require.
You may select a blank answer to a lower-level question to remove it from the list of
questions.
If the response for a question is numeric, and you do not provide a value, the system
uses 0 as the default value. It is strongly recommended that you provide a value,
otherwise Contract Expert may bring in or remove clauses based on the response of 0.
After you have answered questions in the Questions page, you can perform one of the
following operations:
Contract Terms 8-11

1. Click Cancel to exit the Contract Expert session. If you have not saved any
responses at this time, you lose the information you provided in the Questions
page.
2. Click Save Responses to save your responses to the Contract Expert questionnaire.
In future Contract Expert sessions, or even later in the same Contract Expert
session, you can either answer further questions or change your existing answers.
3. Click Continue to see the clauses that will be added to the CLM document based on
the rule conditions.
Policy Deviation Rules

These rules capture and report changes in terms and conditions on CLM documents as
deviations from agency policy. As a result of negotiations on CLM documents, agencies
may negotiate terms that exceed preapproved agency policies and regulatory limits. For
example, as a policy, all customers are allowed payment terms of Net 45. However, the
contract administrator may agree to payment terms of Net 60 on a specific CLM
document. This deviation should be brought to the attention of contract approvers to
ensure that all deviations from agency standards are approved in accordance with the
approval policies. The Policy Deviation Rules feature helps you define all such agency
policies and identify any variations from these policies on contracts.
If Contract Expert has been run on the CLM document, and you run the Deviations
report, the system also runs the Contract Expert process. This evaluates Contract Expert
rules and reports clause and policy deviations on the contract. If the results indicate that
additional clauses should be included, some clauses should be excluded, or corporate
policies have been violated, these will individually be reported as deviations.
Note: Contract Expert clauses added to the business document and

then either made non-standard or replaced with an alternate clause are
not reported as deviations.
Select Review Contract Deviations from the Actions LOV and click Go.
The Deviation Report appears, displaying the clause and policy deviations in the lower
part of the window. The clause deviations initially appear sorted by Category - the
deviation category.
Select the Generate for Approval check box if you want the Deviations report to be
attached to the approval notification.
Selecting this option overrides the value of the profile option OKC: Generate deviations
report for approval.
Note: You can generate the Deviations report for the approval of any
version of a CLM document by selecting the Generate for Approval
check box.
Optionally, click the Download button to save a copy of the Deviations report to your
desktop. After downloading the report, you can edit it offline and attach it as a contract
document with the category Approval Abstract. The Approval Abstract documents
appear as attachments to approval notifications.
Managing Deliverables
You can create and update deliverables either on a contract template or on a CLM
document. While creating or updating a deliverable, you can also add attachments to
the deliverable.
Note: During contract authoring, users can create one or more

deliverables with a supplier contact associated with it. However, in
order for the suppliers to follow through and manage these
deliverables, they must have registered with Oracle iSupplier Portal as
users of the application.
To create or to update deliverables, you must be in the process of updating the contract
template or the CLM document. In either case, first click the Deliverables tab. Then if
you want to create a deliverable, click Create Deliverable.
If you want to update a deliverable, you can perform either of the following processes:
• Click the Deliverable Name link to view the deliverable first, then click Update.
• Click the Update icon for the deliverable that you want to update.
To create / update a variable:

• If you are creating or updating a deliverable in a revision of a business document,
that is, where the version number is greater than 0, you can optionally enter text
into the Amendment Description field, to document the changes you are making in
the revision.
• Enter the Deliverable Name. This is the name of the task being requested.
• Select the Deliverable Type. You can select the following type of deliverable:
• Contractual Deliverable: A deliverable on a contractual document. For example,
Awards, IDVs.
• Negotiation Deliverable: A deliverable on a negotiation document. For

example, Solicitation, Request For Information, Response.
Contract Terms 8-13

• Internal Purchasing Deliverable: Internal Purchasing deliverables are not part
of the contractual terms of a CLM document, and hence does not directly
represent a formal commitment between the parties.
• Select the Responsible Party. The responsible party is specified as the party that
fulfills the deliverable. You can select Buyer or Supplier Organization from the list
of values.
• Optionally, enter the Description of the task and how to perform it.
• Optionally, select the Buyer Contact.

The buyer contact is the person responsible for performing the deliverable, if you
select the Buyer Organization in the Responsible Party field. In case the supplier
company is responsible for performing the deliverable, the buyer contact is
responsible to accept the fulfillment of the deliverable.
• For CLM documents only: Optionally, select the Supplier Contact.

The supplier contact is the person responsible for performing the deliverable, if you
select the Supplier Organization in the Responsible Party field. If the buyer
organization is responsible for performing the deliverable, the supplier contact is
responsible to verify the fulfillment of the deliverable.
Note: The Buyer Contact, Supplier Contact, Requester, and

Escalation Contact are current employees. Inactive employees will
continue to be used on deliverables - you will have to perform your
own cleanup updates as required.
• Optionally, select the Requester. This is the name of the person who has requested
the deliverable. The requester usually verifies if the deliverable was completed
satisfactorily.
• Optionally, enter Comments. These comments are visible only to the internal users
of buying organizations.
• Select either Fixed Date or Relative Date. If you selected Fixed Date, select the date
using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values. For a
repeating deliverable, the start date is the date that you chose either as a fixed date
or a date relative to a certain event.
• For a repeating deliverable, select the frequency information as follows:

Select the Frequency as a number of weeks or months. For example, every 6 weeks
or every 3 months. In the Repeat On field, select either the day of the week to repeat
on (for a weekly frequency) or the day of the month to repeat on (for a monthly
frequency) For a repeating deliverable, select the end date information as follows:
In the Repeat Until fields, select either the Fixed Date or Relative Date radio button.
If you selected Fixed Date, select the date using the Calendar icon. If you selected
Relative Date, select Event, Before/After, and Period values.
• Select one or more of the check boxes that match the notification scenarios:
Prior to Due Date: If you enable this check box, you must specify the (positive)
number of days, weeks or months before the due date that the notification should
be sent. The recipient of this notification is the contact of the responsible party on
the deliverable.
• Status Change: A notification is sent for any status change of the deliverable.
Statuses could be any of the following: Completed, Submitted, Rejected, Cancelled,
or Failed to Perform. The recipients of this notification are the Buyer Contact, the
Supplier Contact, and the Requester.
• Deliverable is Overdue: A notification is sent when the due date of the deliverable
is passed. The recipients of this notification are the Buyer Contact, the Supplier
Contact, and the Requester.
• Escalate after Due Date: The recipients of this notification are the Escalation Contact
and the Requester. If you enable this notification, you must specify the Escalation
Contact, and the number of days, weeks, or months until the escalation should
occur.
Note: Except for Status Change notifications, the notifications are

only sent daily as a result of running the concurrent programs
Overdue Deliverable Notifier, Deliverable Due Date Notifier, and
Deliverable Escalation Notifier.
• Click Add Attachments, and define your attachment as one of following types: .
• File: you can attach a file from your local desktop
• URL: you can specify a URL where the document is available.
• Text: you can enter information in the Text field.
You can click Apply, or, if you are creating a deliverable, you can click Apply and
Create Another.
Contract Actions
You can perform the following operations on contracts by selecting from the Actions list
Contract Terms 8-15

of values and clicking Go:
Validate: To validate contract terms, you can launch the validation process at any time
during the contract terms authoring process. The system also validates contract terms
automatically when a CLM document is submitted for approval.
Select the Validate option from the Actions list of values and click Go. The system
performs the validation and displays the results. The system validates the contact terms
for errors and inconsistencies. The system only displays errors related to contract terms,
and not the warning messages. If applicable, fix the errors and resubmit the contract
terms for validation.
For a CLM document with contract terms, you need to fix all the errors before
resubmitting the document for approval.
Update Contract Details: Users can perform the following updates for their contracts
using the Update Contract Details page:
• Specify a Contract Administrator
• Specify the Legal Contact
• Specify the Authoring Party (Internal or Supplier)
• Specify the Contract Source and also change the Source type from Structured Terms
to Attached Document and vice versa
1. When the Contract Source is Structured Terms, select the contract template for
the CLM document
2. When you select the Contract Source as Attached Document, you are required
to upload a contract document and attach it as your contract terms for the CLM
document. Use the Upload Contract action from the Actions list of values and
click Go to upload a contract template of type Attached Document.
• Current Contract Template displays the contract template that you have selected for
your CLM document.
• New Contract Template enables you to select a contract template to replace the
existing contract template. Applying a new template will remove all contract terms.
If you wish to retain the clauses and deliverables of the original template, select the
Retain all Clauses and Deliverables checkbox. If you wish to retain only the
deliverables of the original template, select the Retain all Deliverables checkbox.
Note: You can also apply multiple templates to the CLM document.
Upload Contract: If you have specified your Contract Source as Attached Document,
select the Upload Contract action from the Actions list of values and click Go. The
Upload Contracts page displays, with the following fields:
• Current Contract Source: Displays the current contract source as Structured Terms
or Attached Document.
• New Contract Source: Enables you to specify if the contract source will be an
attached document or structured terms.
• Enable Structured Terms for Reporting: The check box provides the ability to report
based on structured terms even if the contract source is Attached Document.
• Select the Update Structured Terms Automatically check box if you want the
system to detect changes in the uploaded file, and display them for review.
• File: Click the Browse button to select a file from your local computer.
• Description: Enter a descriptive text of your choice in this field.
• Click Apply to save your updates. The Contract Terms page now informs you that
the Contract Terms are represented by the document you attached. The document
name is provided.
• If you change the Contract Source back to Structured Terms, the system displays a
message, warning you that the attached document you specified as the Contract
Source will be moved to the Supporting Documents category. Select Yes or No,
depending on your choice.
Updating the Contract Source - Scenarios

1. When you retain the value of Contract Source as Structured Terms, however, you
change the contract template, that is, you explicitly choose a value for the New
Contract Template, then the following takes place:
• All existing standard clauses are deleted from the CLM document.
• All manually added standard and non-standard clauses are retained.
• Any other changes, such as formatting and layout, are removed.
• Clauses and sections from the latest version of the new contract template in the
Contract Terms Library are copied into the CLM document.
2. The following scenario is where all of the conditions below occur:

• You have changed the Contract Source from Attached Document to Structured
Terms.
• There is a value in the Current Contract Template field.
• You have not selected a value in the New Contract Template field.
Contract Terms 8-17

In this scenario, there was a previous occasion when the Contract Source had been
Structured Terms, and you are now restoring the contract terms that were present
then. Oracle Contracts automatically copies the Current Contract Template to the
New Contract Template, and activates all the sections and clauses that existed
previously in the CLM document; sections and clauses from the Contract Terms
Library version of the contract template are not copied into the CLM document.
3. If the Contract Source is Attached Document, refer to the section Upload Contract.
Download Contract: Select this action to open the Download Contract page. Select one
of the following file formats: Rich Text Format (RTF) or Word 2003 (XML): Select the
Word 2003 (XML) option if you are planning to use the Automatic Import option. The
Automatic Import option is supported only for World 2003 (XML) file format.
Select the Lock Contract Until Upload check box to prevent any changes to the contract
while the contract is updated offline. The option to lock the structured terms is only
available if the contract was not already locked either for editing or for review. Click
Apply.
The system runs the Word Export function and downloads the document containing the
sections, clauses, and variable values of the CLM document to your desktop.
Note: If your CLM document contains deliverables, the deliverables are

not exported unless they are included as a variable inside a clause.
Lock Contract: You can lock the contract to prevent any changes to the contract. The
option to lock the structured terms is only available if the contract was not already
locked either for editing or for review.
Unlock Contract: If the contract is locked and you want to make it available for update,
select the Unlock Contract action from the list of values.
Update Variable Values: Refer to the section Updating Variable Values for more
information.
Validate: Use this action to view any errors, warnings and inconsistencies in the
Contract Terms. This action is only applicable for those contracts with a Contract Source
defined as Structured Terms. For documents whose Contract Source is Attached
Document:
• The only contract terms validation is whether a contract document exists with
Category = Contract and whose Primary Contract Document flag is set.
• Deliverables are validated.
Preview Contract: You can use the Preview option to generate a PDF file and download
it to your desktop for printing.
Check for Clause Updates: Use the Check for Clause Updates action to view the list of
clauses that have newer versions in the Contract Terms Library, and then select the
applicable ones to apply to the contract terms. This action is used only when the
Contract Source is Structured Terms.
Remove Terms: (applies only to base awards/IDVs.) After applying a contract template,
you can choose to remove all the clauses and sections that are in the contract terms. To
use this feature the contract must be in its first version, in an unapproved status, such as
Incomplete for an award or IDV. If the Contract Source of the business document is
Attached Document, removing the terms will also delete the Primary Contract
Document.
Review Contract Deviations: Refer to the Policy Deviation Rules section for more
information on this action.
Managing Sections
Deleting Amendment Specific Sections

During the contract creation process, solicitation amendments and award modifications
may contain some clauses and sections that are specific to the amendment or
modification process. As per the federal regulations, the amendment specific clauses are
present in the amendment document but should not be in the conformed document.
That is, when the amendment (or modification) is merged with the base document to
create a conformed document, the amendment specific clauses and sections should be
dropped or deleted from the contract terms.
Users need to specify a default section in which all the amendment specific clauses will
be placed during the amendment/modification process. When the amendment is
merged with the base document to create the conformed solicitation or award, the
system deletes the default section that contains all the amendment specific clauses. This
ensures that the clauses are deleted (because the section they are in, is deleted) and do
not get into the contract terms of the conformed document.
The default section has to be specified in the profile option OKC: Amendment Specific
Section. For example, you specify Section J as your amendment specific section. During
the amendment process, clauses A, B, and C are amendment specific clauses and you
need to move them into Section J. After the amendment / modification is approved,
Section J is deleted from the contract terms, so that the amendment specific clauses are
not part of the conformed document.
Deleting Provisional Sections (for solicitations only)

When a solicitation is awarded to one or more suppliers and the outcome award
document(s) are created, the contract terms are also copied from the solicitation to the
award document(s). However, federal regulations require that if some clauses and
sections pertain only to the solicitation process, these clauses and sections should not be
copied over to awards, where they may not be relevant.
Contract Terms 8-19

Note: Even if a non-provisional clause is placed under a provisional
section, the clause will be dropped during the awarding process.
Select the sections (and clauses that are contained in the sections) that are to be deleted
so that they do not get copied to the award document(s). Enter exact names of the
sections you wish to delete. CLM provides implementers with a custom hook that
deletes the user-selected sections and their clauses. After the custom hook is executed,
users can check the awards to verify that the provisional sections and clauses are not in
the contract terms of the award documents. For more information on the custom hook
OKC_CODE_HOOK.IS_NOT_PROVISIONAL_SECTION, please refer to the Oracle
Contract Lifecycle Management for Public Sector Implementation Guide.
Multiple Default Sections for Contract Expert

Contract Expert is used to create rules and questions that require user responses. Based
on user responses, new clauses and sections are added to the contract terms. The newly
added clauses are added to the default section specified in the Clauses > Clause page.
Access the Clause page using the Contract Terms Library Administrator responsibility.
You can also add the clause to sections other than the specified default section if you
select the section name and associate it to a variable value. The Clause page has an
Additional Section Mapping region that you can use to associate the section to a
variable value. For example, the variable Document Format (found in the Solicitation
Header) has values such as COM, UCF, etc. Thus, if you select Document Format as the
Variable Name, the Variable Value list of values display all the variable values (COM,
UCF, etc.) for that Variable Name. Select a section name (for example, General Terms or
Section K) from the Default Section list of values. You have now associated the section
to a variable value. Click Add Another Row to associate another variable value to
another or the same section.
Apart from the variable Document Format, you can create user-defined variables such
as Time Period or State of Jurisdiction or any other variable value that meets your
agency requirements.
Navigate to the Contract Terms page using the appropriate CLM responsibility. Run
Contract Expert and you will notice that the sections you associated with the variable
value for that clause will be visible in the Contract Terms page. The sections will
contain the relevant clauses.
Clause Logic Service (CLS)

The provisions and clauses in FAR and DFARS are used by agencies to complete their
contract terms. This has led to inconsistencies and redundancies in usage of the clauses
and provisions. In order to standardize and streamline the usage of clauses and
provisions, the Department of Defence has created a centralized website called Clause
Logic Service. This website provides the facility to incorporate clauses and sections in
documents such as awards or solicitations in their contract terms. Thus Clause Logic
Service acts as a sort of remote Contract Expert, that brings in clauses to the contract
terms, based on certain rules and questions that the user has to answer.
The government maintains the Clause Logic Service as a centralized repository to store
clause text and clause logic. CLM, as one of the registered contract writing systems,
sends indicator values (such as Document Number, Contracting Office, Funding
Agency, Dollar Value) to the Clause Logic Service (CLS) system and these indicator
values are used to determine which clauses and provisions that CLM document (award
or solicitation) is going to need. Then CLS sends the required clauses and provisions to
the requesting CLM document and the clauses are inserted in the appropriate sections
in the Contract Terms page.
Using the appropriate CLM Sourcing or CLM Purchasing responsibility, open a draft
solicitation or a draft award. Navigate to the Contract Terms page (CLM Sourcing : click
the Contract Terms link in the left pane of the page. CLM Purchasing: Select the action
Update Contract Terms or Add Contract Terms from the Actions list of values from the
award). The Contract Terms page displays and you need to apply a template that is CLS
enabled to the CLM document. If a template that is not CLS enabled has been applied,
you can remove it by clicking the Remove Terms action from the Actions list of values.
Then select a template that is CLS enabled from the Contract Template list of values and
click Apply Template. This will enable you to initiate the clause logic service.
For more information on setting up contract templates as CLS enabled, please refer to
the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
In order to initiate the Clause Logic Service to bring in clauses to your contract terms,
select the Start Clause Logic Service action from the Actions list of values and then click
Go. You get a confirmation message that the Clause Logic Service has been started
successfully, which means that CLM has connected successfully to the Clause Logic
Service website.
The CLS web page displays, with a DoD Notice and Consent Banner. Read the terms
and conditions and then click I Agree to continue.
The CLS web page now displays a Getting Started screen that explains the process you
need to follow to use the Clause Logic Service website. Read the instructions and then
click Continue.
The Regulations page lists the various federal rules that you will need in your CLM
document (award or solicitation). This list of regulations is generated based on the
indicators that CLM has sent to the Clause Logic Service from your CLM document
(award or solicitation). Thus, Document Number, Funding Agency, etc. are sent to CLS
from CLM and using these indicators, CLS has determined which clauses and
regulations apply to your CLM document.
The upper right region of the Regulations page shows you the CLM document number
that was created in CLM. The region also shows the last updated date/time for the CLM
document. The Prescribed Clauses region displays the number of clauses that are
required, optional and removed.
Contract Terms 8-21

The main region lists the Applied Regulations and the Available Regulations to the
CLM document. Click the Modify Regulations (pencil) icon near the Applied
Regulations title in order to update the Applied Regulations list. You can add or
remove regulations and save your list, which will be applied to the CLM document.
Click Continue to navigate to the Basic Info page. You need to provide CLS with some
Procurement Document and Performance details in order to proceed. Click the Start
button next to the Procurement Document title and then specify which agency /
department this procurement document originates from. Select an agency / department
by clicking the appropriate radiobutton and then click Continue. You will be prompted
to select a document type – Contract (Award) or Solicitation. The next page asks you
which type of solicitation instrument vehicle, then which contract instrument vehicle,
and which Forms (SF1447, SF33, etc) you will be using. Select from the lists and click
Continue.
Click the Start button next to the Performance title and then specify the Period of
Performance (in Days), and Places of Performance to CLS and click Continue.
The Regulation Info page displays, where you need to click the Start button near each
regulation title in order to answer various questions put to you by the Clause Logic
Service. Your responses will determine the regulations and relevant clauses that will be
part of the Contract Terms of your CLM document. Click Continue when you are done
with answering the questions and the Error Check Summary page displays, informing
you that an error check has been performed on your document. Click Continue to the
Running Rules page, that generates the clauses and appropriate sections for the CLM
document.
The Procurement Document Review page displays the relevant clauses and sections
that will be part of the contract terms of your CLM document. You can still opt to add
clauses that you think should be a part of the contract terms. Select the Print icon to
print the clauses and section in pdf or odf format.
From the Contract Terms page, in Solicitations or Awards, navigate to the Actions list of
values, select the action Retrieve Clauses from Clause Logic Services and click Go. The
clauses and relevant sections are retrieved from the CLS website and are placed
appropriately in your contract terms page.
If you need to add or remove clauses from the Contract Terms page, and the clauses
have been brought in from CLS, first remove all the clauses, by clicking the Remove
Terms action from the Actions LOV. Then invoke CLS by selecting the action Start
Clause Logic Service and clicking Go. This will launch Clause Logic Service again, and
you can add or modify the clauses and sections you need.
9
Supplier Responses
Creating a Surrogate Response

As a buyer, you can place a surrogate response on behalf of your suppliers. The
supplier can view detailed information about the solicitation, for example, items and
pricing information, from the pdf. The supplier then contacts the buyer with the offer
information, and the buyer enters the details in the negotiation. Surrogate responses are
processed the same way as other offers.
If suppliers have access to the CLM system, they can enter their own offers online. For
more information on supplier offers, please refer to the chapter Sourcing for Suppliers
in this guide.
You can choose to create a Two-Stage Surrogate Quote that enables you to enter the
technical information, and the commercial information for a two-stage RFQ on behalf of
a supplier. In the technical stage, you enter the technical offer submitted by a supplier.
The supplier's technical offer is evaluated and if it is found acceptable it is shortlisted
for the commercial round. In the commercial evaluation process, you enter the
supplier's commercial offer and evaluate it. Please note that the buyer can create
unsolicited lines in a two-stage surrogate quote only for the commercial offer, and not
in the technical offer.
You can create an order from a solicitation when a solicitation is created to complete the
buy. You can use the surrogate offer to do this, provided the offer is updated to capture
the information that must flow from solicitation to award.
To enter a surrogate response:
1. On the Negotiation home page, access, the negotiation in which you wish to bid by
clicking its number.
2. On the Negotiations page, select Create Surrogate Offer from the Actions menu.
3. Search for the Supplier and click Create Surrogate Offer. Click Accept to accept the
Terms and Conditions of the offer.
Supplier Responses 9-1

4. The Create Offer page displays, where you can enter details in the Header and
Lines tabs. You can also perform actions such as Cancel, View Solicitations, Offer by
Spreadsheet, Save Draft, and Continue.
Working with the Header and Lines tabs:
1. By default, the Header tab displays the name of the Supplier, Solicitation
Currency, Offer Currency, and the Price Precision. You cannot update this
information.
2. Enter a value for the Offer Received Time for the solicitation.
3. Enter a value for the Offer Valid Until for the solicitation. This is an optional
field.
4. Enter the Reference Number for the solicitation. This is an optional field.
5. Enter a note for the buyer. This is an optional field.
6. In the Reference IDVs region, select the Internal IDV and enter the External IDV
name. If the solicitation is of type Fair Opportunity Notice, the buyer may select
an IDV from the Internal IDV or enter an External IDV, to reference the IDVs
that were part of the original umbrella program. Thus, even unsolicited lines
can refer to IDVs that were part of the original umbrella program.
7. Use the Attachments region to add an attachment for the solicitation. Click Add
Attachment to search for and add an attachment.
8. If there are additional contract terms associated with the solicitation, then the
Contract Terms region enables you to Preview Contract Terms. You can also
view the details of the Variables and add a value associated with the variable.
Using multi-row variables, you can assign multiple values for a single variable.
9. Click the Lines tab to update the line information. By default, you can view the
Solicitation Currency, Offer Currency, and the Price Precision values. You
cannot update these details.
10. Enter an Offer Price, and Offered Quantity against each line. Alternatively, if
you need to make any further changes to the line details, click Update for the
selected Line. You can view and update details as follows:
• If the Informational check box is selected, it indicates that the line is not a
priced line.
• View the Description, Unit, Contract Type, IDC Type, Cost Constraint (if
any), Start Price, Target Price, Target Quantity, Close Date, Offer Currency,
Rank, Ship-to address, and Need-by Date. You cannot modify these details.
• The Lines tab displays the following regions: Solicitation Lines, and
Unsolicited Lines. The Solicitation Lines region defaults the line
information from the original solicitation. Fields such as Offer Price are
available for entry. Click on a line number link to see more line information
from the solicitation. The Unsolicited Lines region enables suppliers to
enter unsolicited lines (CLIN/SLIN structures) as part of their offer.
Suppliers may have additional goods/services that they wish to offer that
might be related to the solicited items, but are not specifically listed in the
solicitation. Please note that the buyer needs to manually complete the line
items details for the unsolicited line on behalf of the supplier.
The Lines tab displays the following regions: Solicitation Lines, and
Unsolicited Lines. The Solicitation Lines region defaults the line
information from the original solicitation. Fields such as Offer Price are
available for entry. Click on a line number link to see more line information
from the solicitation. The Solicitation Lines region enables suppliers to enter
unsolicited lines (CLIN/SLIN structures) as part of their offer. Suppliers
may have additional goods/services that they wish to offer that might be
related to the solicited items, but are not specifically listed in the
solicitation. Please note that the buyer needs to manually complete the line
items details for the unsolicited line on behalf of the supplier.
To create an unsolicited line, select Create CLIN from the Actions LOV and
click Go. The Create Offer: Line page displays, with the following regions:
Main, Related to Solicitation Lines, Additional Item Information, Federal
Customer Designation, Notes and Attachments. The main region enables
you to enter line details such as Description, Quantity, Offer Price, etc. If the
default values for Unit Of Measure, Category, Contract Type, Cost
Constraint on the Negotiation Configuration page have been selected, these
default values will display in the relevant fields. If the buyer has opted that
these values are updateable by the supplier, suppliers can replace the
default values with any other valid values. The buyer can then enter these
values on behalf of the supplier. In the Related to Solicitation Lines region,
click Add Solicitation Lines to select the solicitation lines you wish to
associate the unsolicited line to. The Add Solicitation Lines LOV displays,
and you can select one or more solicitation lines to link the newly created
solicitation line. Click Select after choosing a line, and return to the Create
Offer: Line page. In the Related to Solicitation Lines region, the original
solicitation line details are displayed. Select Alternate or Additional from
the Relation with Solicitation Line LOV to specify the nature of the
association or relationship between the original solicitation line and the
newly created unsolicited line. Enter any other relevant information in the
other regions.
Attributes, Cost Factors, Quantity Based Price Tiers, Price Breaks (for IDVs)
regions are not available on the Create Offer: Lines page.

Click Apply to return to the Negotiations page, or click Apply and Create
SLIN to create a CLIN/SLIN structure. The Create Offer page displays,
showing you the offer details. Click on the Lines tab and note that the
unsolicited lines numbers start from the next available numbers of the
original solicitation lines.
11. In the Additional Item Information region, enter the following details:
• Enter the NSN. This is the National Stock Number (NSN) and is a thirteen
(13) digit number assigned to an item of supply. It consists of the four digit
Federal Supply Class (FSC) and the nine digit National Item Identification
Number (NIIN). The NSN is used as the common denominator to tie
together logistics information for an item of supply. A NIIN is a unique
nine character code assigned to each item of supply purchased, stocked or
distributed within the Federal Government; when combined with the four
character FSC it composes the NSN. The NIIN is used as the common
denominator for an item of supply
• Enter a Drawing Number - The drawing number as given by the

manufacturer/vendor for the item being purchased. This field provides the
ability to more specifically identify the item being requested. This detail
will help to ensure that the correct item is procured.
• Serial Number: The serial number as given by the manufacturer for the
item being purchased. This field provides the ability to more specifically
identify the item being requested. This detail helps to ensure that the
correct item is procured.
• Piece Number: The piece number as given by the manufacturer for the item
being purchased. This field provides the ability to more specifically identify
the item being requested. This detail will help to ensure that the correct
item is procured.
• Model Number: The model number as given by the manufacturer for the
identify the item being requested. This detail will help to ensure that the
• Item Long Description: In cases where the Commodity or Service Name /

short description field does not provide enough space for the item/service
being requested, the Item Long Description field is used to enter additional
descriptive text. The text entered within this field is carried forward to
subsequent transactions. This is the description of what the government is
procuring.
The supplier, receiving clerk, and payment office use the item long
description to ensure that the correct items are shipped, received and
invoiced.
• Specification Number: The specification number as given by the

manufacturer/vendor for the item being purchased. This field provides the
• Manufacturer Name - the name of the manufacturer by whom the goods

are made.
• Manufacturer Number: The number of the manufacturer. This field

provides the ability to more specifically identify the item being requested.
This detail will help to ensure that the correct item is procured.
• Manufacturer Part Number: The part number as given by the manufacturer

for the item being purchased. This field provides the ability to more
specifically identify the item being requested. This detail will help to ensure
that the correct item is procured.
• Product/Catalog Number: In the case where a manufacturer provides a

catalog from which goods can be purchased, this is the product/catalog
number associated to the item being requested. This field provides the
• Supplier Part Number: The part number as given by the supplier for the
identify the item being requested. This detail will help to ensure that the
12. In the Federal Customer Designation region, enter the following details:
• MDAPS/MAIS: Major Defense Acquisition Programs/ Major Automated

Information System Acquisition Programs.
• NAICS: The commodity group (defined by the NAICS) under which the
size standard is applied.
• Program Code: Allow the user to select from established Program Codes.
Programs are also agency-defined and can be used to group and report
purchases under a particular program.
• FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed

to help the federal government in supplying operations.

• Customer Project Code: This identifies PRs created for special programs,
exercises, projects, operations, or other purposes. Sites can establish their
own set of codes and use them to identify and group PRs. It is used to
capture the Construction Project Number for the SF1442 (block 6).
• Customer Project Text: Text Description of the selected project code. It is

used to capture / map the A&E Project Title and Location for the SF252
form and the Project number for the 1442 form as well.
13. In the Notes region, enter a note for the buyer
14. The Attachments region enables you to add an attachment for the offer, if
required. Click Add Attachment to search for an add an attachment.
5. Click Cancel to cancel the creation of the surrogate response.
6. Click View Solicitation to view the details of the solicitation. You can view
information in the Header, Addresses, Lines, Controls, Contract Terms, and
Suppliers tab.
7. Click Offer By Spreadsheet to use the a spreadsheet to work with the solicitation
data. Select the type of spreadsheet format you wish to use: XML Spreadsheet or
Tab-Delimited. If you choose Tab delimited, you will also have to select which
spreadsheet you wish to download - Requirement or Line. Click Export. Save the
spreadsheet file to a convenient location. Open the spreadsheet file and complete
your work. Once done, select the format of the spreadsheet you wish to import.
Browse to the location where you saved your spreadsheet file. Click Import. The
system will validate the response information you entered in your spreadsheet.
Note: If you use MS Excel to open and work with this spreadsheet,
then select the Data menu, select Get External Data, and then select
Import Text File. Browse and select the downloaded response text
file. In the Text Import Wizard that displays, select Delimited in
Step 1 of 3 and click Next. In Step 2 of 3, ensure the Tab check box
is selected, and click next. In Step 3 of 3, select the second column
containing Solicitation Line Number and select the Text radio
button. Click Finish. This ensures that your line numbers display in
the correct format.
8. Click Save Draft to save your work.
9. Click Continue to progress.
Creating Multiple Active Offers or Revising Existing Offers

The supplier can create multiple active offers for a solicitation or revise an existing offer,
if permitted by the buyer. The buyer can enter multiple active offers or revise existing
offers on behalf of the supplier.
In order to create another active offer, select Create Surrogate Response from the
Actions LOV of the solicitation. You will be asked to enter a supplier name. Select the
same supplier for which a surrogate offer has been created. A warning message
displays, telling you that you have already created an offer for this solicitation. You
now have two choices: to create a new (alternate) offer or to revise the existing offer.
Select the appropriate radiobutton and click Ok.
If you have opted to revise or modify an offer, the Submitted and Draft Responses page
displays, listing your current responses and responses from previous negotiations in
different regions. Select a current response and then click Revise. Or if you still wish to
create another new offer, click the Create New Offer button at the top of the page. The
Create Offer page displays in either case, enabling you to revise the existing offer details
or create a new offer. Click Revert to Active Offer in order to retain your original offer
information. You can also create unsolicited lines for a revised or new offer and
associate the unsolicited lines to the solicitation lines. The Unsolicited Lines region
displays below the Solicitation Lines region in the Create Offer page.
Withdrawing Surrogate Offers by Buyers on behalf of Suppliers

The Surrogate Offer History > Offer page enables you to revise or withdraw your offer,
depending on your supplier's request. For example, your supplier may wish to revise or
withdraw their bid because the amendment to the solicitation now contains terms and
requirements that were not anticipated. Please note that you can withdraw only active
offers from suppliers and also offers that are for solicitations that are currently open for
bidding.
Open the Offer from the Surrogate Offer History page. The action Withdraw Offer in
the Actions LOV enables you to withdraw an offer from the negotiation. Select
Withdraw Offer from the Actions LOV and click Go. The Withdraw Offer page
displays, and you need to enter a withdrawal reason and click Submit. You get a
confirmation message that the offer has been successfully withdrawn.
Note: CLM enables surrogate entry of an offer on behalf of the supplier

even if a draft offer exists in the system from the same supplier.

10
Sourcing for Suppliers
Overview of the Negotiations Home Page

As a supplier, you use the Negotiations Home page to complete all your sourcing tasks.
Use this page to do the following:
• Search, page 10-1 for negotiations in which to participate.
• View information, page 10-3 on any negotiations to which your company has
been invited.
• Respond, page 10-3 to negotiations.
• Create and submit responses, page 10-4 to negotiations.
• Monitor, page 10-9 the progress of any published responses.
• Create and monitor any deliverables, page 10-8 required by negotiations in which
you are participating.
• View information, page 10-9 on any awarded, rejected, or disqualified responses.
• Maintain, page 10-10 your profile.
Searching for Negotiations

To be able to successfully conduct business on Oracle Sourcing, you must be able to
quickly locate negotiations of interest. There are several ways to search depending on
the kind of negotiation you are looking for.
To search for your active and draft responses:
If you are currently participating in a negotiation, or are in the process of preparing a
response for a negotiation, information on your responses is displayed under Your
Sourcing for Suppliers 10-1

Active and Draft Responses section of the Negotiations Home page. At a glance, you
can view you top five active and draft responses. The details you can view are Response
Number, Response Status, Supplier Site, Negotiation Number, Title, Type, Fair
Opportunity Notice, Time Left, Monitor, and Unread Messages.
• Click the Negotiation Number link to see details about the negotiation.
• Click the Response Number link of an active response to see the details of your
current response.
• Click the response number link of a draft response to continue editing the draft.
• If the solicitation is a Fair Opportunity Notice, the Fair Opportunity Notice column
displays a value of Yes, otherwise it remains blank.
• Click Unread Messages to view the unread message.
• Click Full List to view the list of all your responses that have not been awarded,
rejected, or disqualified.
To search for negotiations to which you've been invited:

If a buyer has invited you to participate in a solicitation, you will see an entry for that
negotiation under Open Invitations. To access a solicitation, click the Number link for
that solicitation. You can see the details of the solicitation and decide whether or not to
participate. If the solicitation is a Fair Opportunity Notice, the Fair Opportunity Notice
column displays a value of Yes, otherwise it remains blank. To see a complete list of
solicitations to which you have been invited, click Full List.
To search for all open negotiations:
In addition to the negotiations to which you have been specifically invited, there may be
many other open negotiations which you may wish to investigate and participate in.
• On the Negotiation Home page, enter search criteria from the list of values and click
Go. You can search for open negotiations using criteria such as:
• Title - the title of the negotiation
• Number - the negotiation number
• Contact - the buyer who created the negotiation
• Category - all negotiations having an item from that category value
• Line - all negotiations belonging to the same line type
• Event - all negotiations associated with a Sourcing event
• After you have selected a search criteria and entered a search value, click Go. The
Results: Negotiations page displays all negotiations that meet your search criteria.
• To access a solicitation, click the Number link. This will take you to the negotiation
summary page. Here you can view information on the solicitation and submit a
response.
Viewing Negotiation Details Before Responding

To view your negotiation details before responding:
1. Under Open Invitations, click the Negotiation Number to access the Negotiation
Summary page for the negotiation in which you are interested.
Alternatively, use the Search Negotiations fields to access the Active Negotiations
page. Click the Negotiation Number to access the Negotiation Summary page.
2. The negotiation summary page displays all the current information for this
negotiation. This includes such information as the open and close dates, negotiation
terms, any header information and any notes or attachments. The countdown clock
at the top of the page shows you the time left before the negotiation is closed.
Clicking the Lines link displays information on the negotiation lines, including such
information as the negotiation quantity, the current best response (if the buyer
chooses to display this) and the number of active responses. If the buyer chooses to
allow you to access response information, clicking the number link displays
information on responses to this line. To see a line's attributes, price factors or
notes/attachments, click the description link in the Line column.
Clicking the Controls link displays the response controls set by the buyer when the
negotiation was defined.
See: Understanding Response Controls, page 4-32
Clicking the Contract terms link displays any negotiation contract deliverable
defined to this negotiation.
If the item has attributes, cost factors, or price breaks associated with it, you can
view information on the item attributes by clicking the View link under the Details
column. The Notes and Attachments section displays any text messages from the
buyer and any attached files. Attachments can be viewed by clicking the paperclip
icon.
Responding to Solicitations
Suppliers can respond to public solicitations and private solicitations to which they
have been invited. To respond to a solicitation you must:
• Find a negotiation, in which to participate.

See: Searching for Negotiations, page 10-1
• Submit your response (bid, or quote).

See: Submitting Responses, page 10-4
• Monitor the action in the negotiation in which you are participating.

See: Monitoring Responses, page 10-9
Submitting Responses
Navigate to the Negotiation Summary page for the negotiation to which you wish to
respond by clicking its Negotiation Number link under the Open Invitations section of
the Negotiations Home page. Alternatively, you can enter search values into the Search
Negotiations fields and click Go to list all negotiations in the system, including ones to
which you were not explicitly invited to. On the Active Negotiations page, find your
negotiation and click the Negotiation Number link there.
When a solicitation amendment is published, as a supplier, you have to review change
description, acknowledge the amendment, and then resubmit the offer, after making
any revisions.
You can see details of the negotiation on the Negotiation Summary page. If less than 24
hours remain for the negotiations, the countdown clock at the top of the page shows the
amount of time left before the negotiation closes in real time.
To submit response online:
1. On the Negotiation Summary page, select Create Offer from the Actions menu to
create a response to the negotiation.
2. If the buyer has defined Terms and Conditions, you are asked to read and accept
the negotiation terms and conditions. After reading the terms and conditions, click
Accept.
3. On the Create Offer page, depending on the contract type used on each line, you
click the Update button and enter the relevant details.
See: Common CLM Functionality, page B-9 for more information on Contract
Types
4. If the solicitation controls are selected for allowing suppliers to enter unsolicited
lines in offers, the Create Offers > Lines page displays an Unsolicited Lines region to
enable suppliers to add the relevant unsolicited lines information.
5. The Header tab of the Create Offer page allows suppliers to enter the required
header details. If the solicitation is of type Fair Opportunity Notice, the supplier
may select an IDV from the Internal IDV or External IDV LOVs, to reference the
IDVs that were part of the original umbrella program. Thus, even unsolicited lines
can refer to IDVs that were part of the original umbrella program. Enter the other
field values such as Offer Valid Until or Note to Buyer, as required. When done,
click on the Lines tab.
6. The Lines tab displays the following regions: Solicitation Lines, and Unsolicited
Lines. The Solicitation Lines region defaults the line information from the original
solicitation. Fields such as Offer Price are available for entry. Click on a line number
link to see more line information from the solicitation.
7. The Unsolicited Lines region enables suppliers to enter unsolicited lines

(CLIN/SLIN structures) as part of their offer. Suppliers may have additional
goods/services that they wish to offer that might be related to the solicited items,
but are not specifically listed in the solicitation. Please note that the supplier needs
to manually complete the line items details for the unsolicited line.
To create an unsolicited line, select Create CLIN from the Actions LOV and click
Go. The Create Offer: Line page displays, with the following regions: Main, Related
to Solicitation Lines, Additional Item Information, Federal Customer Designation,
Notes and Attachments. The main region enables you to enter line details such as
Description, Quantity, Offer Price, etc. If the default values for Unit Of Measure,
Category, Contract Type, Cost Constraint on the Negotiation Configuration page
have been selected, these default values will display in the relevant fields. If the
buyer has opted that these values are updateable by the supplier, suppliers can
replace the default values with any other valid values.
8. In the Related to Solicitation Lines region, click Add Solicitation Lines to select the
solicitation lines you wish to associate the unsolicited line to. The Add Solicitation
Lines LOV displays, and you need to select one or more solicitation line to link the
newly created solicitation line to. Click Select after choosing a line, and return to the
Create Offer: Line page. In the Related to Solicitation Lines region, the original
solicitation line details are displayed. Select Alternate or Additional from the
Relation with Solicitation Line LOV to specify the nature of the association or
relationship between the original solicitation line and the newly created unsolicited
line.
9. Enter any other relevant information in the other regions. Attributes, Cost Factors,
Quantity Based Price Tiers, Price Breaks regions are not available in the create
Offer: Lines page.
10. Priced Exhibit Lines (non-CDRLs and non-Informational, Non-NSP / No Cost) lines
are similar to priced CLINs and SLINs, except that they have a different Line
number such as A001, A080 etc. These lines are called priced ELINs. Priced ELINs
are displayed in the offer as are other CLINs and SLINs. Offer Totals include the
priced ELIN values as well. No Cost / Not Separately Priced ELINs are used in the
same way as No Cost / Not Separately Priced CLINs and SLINs.

11. Use the Manage CDRLs button to enter the Price Group and Estimated Price on the
deliverable. The Mange CDRLs button opens the Data Deliverables page, using
which you can update the deliverable information. If the solicitation has been
created with a deliverable, the Manage CDRLs button displays, otherwise it does
not show up in the Create Offer page.
12. When suppliers create an offer, or buyers create a surrogate offer on behalf of the
supplier, the Lines page (Offer Lines tab) has the following Delivery Based Event
fields:
• Delivery Event (read only)
• Period (read only)
• Period of Performance Duration (read only)
• Promised Period (updateable)
• Promised Period of Performance Duration (updateable)
Suppliers, or buyers entering surrogate offers, are required to enter values for the
updateable fields. The field values are saved along with the offer.
13. Click Apply to return to the Offer page, or click Apply and Create SLIN to create a
CLIN/SLIN structure. The Create Offer page displays, showing you the offer
details. Click on the Lines tab and note that the unsolicited lines numbers start from
the next available numbers of the original solicitation lines.
14. When you have entered responses to all your line responses, and any specific
requirements from the buyer, click Continue. This returns you to the Create:
Review and Submit page.
15. You can click Offer By Spreadsheet to use the a spreadsheet to work with the
solicitation data. Select the type of spreadsheet format you wish to use: XML
Spreadsheet or Tab-Delimited. If you choose Tab delimited, you will also have to
select which spreadsheet you wish to download: Requirement or line. Click Export.
Save the spreadsheet file to a convenient location. Open the spreadsheet file and
complete your work. Once done, select the format of the spreadsheet you wish to
import. Browse to the location where you saved your spreadsheet file. Click Import.
The system will validate the response information you entered in your spreadsheet.
Note: If you use MS Excel to open and work with this spreadsheet,
then select the Data menu, select Get External Data, and then select
Import Text File. Browse and select the downloaded response text
file. In the Text Import Wizard that displays, select Delimited in
Step 1 of 3 and click Next. In Step 2 of 3, ensure the Tab check box
is selected, and click next. In Step 3 of 3, select the second column
containing Solicitation Line Number and select the Text radio
button. Click Finish. This ensures that your line numbers display in
the correct format.
16. When you are satisfied with your bid, click Submit.
Note: If for some reason you do not wish to submit your response
immediately, click Save Draft to save your response information for
a later session. Your draft will be assigned a number which you can
use later when accessing the draft for editing or completion. You
can access your draft responses by clicking the Manage Draft quick
link from the Negotiations Home page. You can access the draft for
editing or for submission.
Creating a new Offer or Revising an existing Offer

The supplier can create multiple active offers for a solicitation or revise an existing offer,
if permitted by the buyer.
Using the appropriate supplier responsibility, navigate to the Negotiations page. In the
Your Active and Draft Responses region, the offers you have created for the solicitation
are listed. Click on a response number to view the offer, the Offer page displays. Click
Create Offer from the Actions LOV and click Go. A warning message displays, telling
you that you have already created an offer for this solicitation. You now have two
choices: to create a new (alternate) offer or to revise the existing offer. Select the
appropriate radiobutton and click Ok. If you choose to revise an existing offer, all the
offers that you created till date for this solicitation are displayed.
From the Quick Links region, select the Active link to view all the active and draft offers
you have created. Click Revise to revise an existing offer. The Create Offer page
displays, where the details of the offer are defaulted in the fields. You can update the
defaulted information. Click Save as Draft or Continue to save and apply the updates to
the offer. Click Revert to Active Offer in order to replace the current draft offer details
with the parent offer that was originally created. You get a warning message, asking if
you wish to proceed with replacing the revised offer with the original offer or not. Click
Yes to revert to the original offer.
Acknowledging Amendments
When the buyer amends a solicitation, any offers submitted prior to the amendment
have to be resubmitted after acknowledging the amendment.
Select an active solicitation that you wish to create an offer for. You can search for a
solicitation by using the Search Open Negotiations LOVs, or by selecting from the links

in the following regions: Your Active and Draft Responses, Your Company's Open
Invitations, Quick Links.
When you find the solicitation, you need to select it by choosing the Select radiobutton
and then clicking Respond. A Warning message displays, telling you that the
solicitation has amendments which require your acknowledgement. Click Yes to
continue and No to not acknowledge the amendment to the solicitation. If you click Yes,
the Acknowledge Amendment page displays with the amendment details. When you
have read the amendment information, click the checkbox to acknowledge that you
have read the terms and conditions of the amendment and also click the Acknowledge
button. You get a confirmation message that the amendment has been acknowledged
successfully and that you can proceed to respond to the solicitation. Click Yes to
proceed to creating your offer, then click Accept in the Terms and Conditions page to
accept the terms and conditions of the agency. The Create Offer page displays, where
you can create your offer for this amended solicitation.
Note: CLM enables surrogate entry of an offer on behalf of the supplier

even if a draft offer exists in the system from the same supplier.
Responding to Deliverables Defined for a Negotiation

Deliverables are additional requirements a buyer may request of a supplier over the
course of a negotiation. Deliverables are part of the contract terms the buyer may have
defined and are typically additional pieces of documentation that must be provided by
the supplier.
You use the Create Response page to enter your response to the buyer's negotiation.
This includes responses to any contract terms the buyer has defined. Contract terms are
displayed in the Contract Terms section of the page.
1. If there are deliverables, they will be listed in the Deliverables section. Each
deliverable has a due date, and you must respond to these deliverables before their
dates expire. If there is an exclamation mark icon in the Alert column, the due date
for completion of that deliverable has passed and that deliverable is late. If there is
an X icon in the Alert column, the responsible party failed to perform the
deliverable.
2. Once you have completed the tasks outlined in the deliverable, you respond to the
deliverable and update its status. Click the Update icon.
3. On the Update Deliverable page, you can change the deliverable status, or modify
or delete an existing attachment, or add a new attachment.
4. Change the status to Submitted and click Done.
For more information on Data Deliverables, see: ELINs and CDRLs, page 4-24 section.
Monitoring Responses
From the Negotiations Home page, you can easily monitor the status of negotiations to
which you have responded. The Your Active and Draft Responses section lists all
negotiations to which your have either submitted an active response or to which you
are still creating a draft response.
1. Click the Negotiation Number link to see details of the negotiation such as
negotiation items, terms and conditions, and response controls.
2. Click the Response Number link to see details of your current responses.
3. The Active and Draft Responses page enables you to revise or withdraw your offer,
depending on your requirement. For example, you may wish to revise or withdraw
your bid because the amendment to the solicitation now contains terms and
requirements that you had not anticipated. Please note that you can withdraw only
active offers and also offers that are for solicitations that are currently open for
bidding.
Open the Offer from the Active and Draft Responses page. The action Withdraw
Offer in the Actions LOV enables you to withdraw an offer from the negotiation.
Select Withdraw Offer from the Actions LOV and click Go. The Withdraw Offer
page displays, and you need to enter a withdrawal reason and click Submit. You get
a confirmation message that the offer has been successfully withdrawn.
Also on the Negotiations Home page, you can use the Response Quick Links to see the
status of your awarded, rejected, withdrawn, and disqualified responses. Click the
Disqualified and Withdrawn Responses to view the responses. You can select a
response that has a status of Disqualified or Withdrawn and opt to revise it by clicking
the Revise button. The Create Offer page displays, with a message that you have chosen
to revise an offer that was withdrawn or disqualified. The values you entered in the
disqualified or withdrawn offer have now defaulted in the fields of the revised offer.
You can proceed to create an offer / response to this solicitation.
You can also use the Monitor negotiation page to view your response while the
negotiation is in progress.
Viewing Responses
The View Responses quick links section of the Negotiation Home page enables you to
view your awarded, rejected, and disqualified responses.
Click Awarded to view the Awarded Items page, which shows you all negotiation items
for which you have been awarded business. The Awarded Items page allows you to
drill down into detailed information about the negotiation items and your responses to
them. The Awarded Items page shows the Response Number, Reference Number,
Supplier Site, Negotiation Number, Type, Description, Promised Date, Award Quantity,

Award Price, Outcome Document, and Reason.
Click Rejected to view the Rejected Items page that shows you all items to which you
responded but were not awarded by the buyer. The Rejected Items page allows you to
drill down into detailed information about the negotiation and your response to it. The
Rejected Items page shows the Response Number, Reference Number, Supplier Site,
Negotiation Number, Type, Description, Promised Date, Response Quantity, Response
Price, and Reason
Click Disqualified to view the Disqualified Responses page that shows you all
responses you have placed in any negotiation that have been disqualified by the buyer.
The Disqualified Responses page allows you to drill down into detailed information
about the negotiation and your response to it. The Disqualified Responses page shows
the Response Number, Your Response Number, Supplier Site, Negotiation Number,
Title, Type, Event Title, Time Left, and Reason. If the negotiation is still open, you can
select your response and click Revise to update your information and submit a new
response.
Maintaining Your Profile

1. On the Negotiations Home page, click the Personal Information quick link.
2. The Update Personal Information page displays. You can update your Contact Title,
First Name, Middle Name, Last Name, Job Title, Contact Email, Phone Area Code,
Phone Number, Phone Extension, Fax Area Code, and Fax Number.
3. When you have finished editing your personal information, click Apply. Click Clear
Changes to undo all changes you made. To cancel all changes, click Cancel.
11
Awarding Solicitations
Awarding a Solicitation to one or more Suppliers

Once you have closed your solicitation, you decide on the supplier(s) to whom you
want to make the award. You can choose to make a full award or a partial award.
Partial awards depend on the CLIN/SLIN structure you use.
Some actions you may need during the awarding process:
When you wish to view the suppliers' responses and then move ahead with the
awarding process, the following actions in the Actions LOV in the closed solicitation
help you with the award-making decision and process:
• Analyze By Offer – you can choose to view all the offers either at a high-level
summary or a detailed view of each supplier response by using the Analyze by
Offer option. The Analyze by Offer page shows the suppliers who have responded
to your solicitation. The Offer column displays the offer number links which you
can click on to open the Offer page with the details of the supplier response. The
Offer page has a main region, a Lines region and an Unsolicited Lines region. You
can view the unsolicited lines details using the Unsolicited Lines region. The Link to
Solicitation Line(s) link opens a popup, where you can see the linked solicitation
line information.
• Analyze by Line – select the Analyze by Line action when you wish to analyze and
compare the suppliers' responses to a single line on the solicitation. The Analyze by
Line page displays with the individual lines for which offers have been received,
along with a Best Offer column that is calculated by the system. Click Analyze to
open the Analyze Line page and view the responses for the selected line. Select
more than one offer and click Compare to open the Analyze Line: Compare Offers
page. The supplier offer information is displayed in separate columns for each
supplier. Click Analyze Unsolicited Lines to view and compare the unsolicited lines
of the various offers. View all unsolicited lines, alternate lines or related lines by
selecting one of the Show radiobutton values.
Awarding Solicitations 11-1

• Award by Offer – select the Award by Offer action to open the Award by Offer
page. Use the Select checkbox to select one or more suppliers to award the
solicitation to. Then click Award Multiple Lines to award multiple lines to one or
more suppliers. If you wish to award the entire offer to one or more suppliers, click
Award to open the Award Offer page. The Award Offer page enables you to award
the solicitation to one or more suppliers. Click Review / Award Unsolicited Lines to
open the Award Unsolicited Lines page and award the unsolicited lines. If you wish
to clear the award you have just made, click Clear. Click the Award checkbox at a
unsolicited line row and then click Save Award to save your award decision.
Finally, click Return to go back to the Award Offer page. Note that for an Award By
Offer/Award Multiple Lines scenario, unsolicited lines can be awarded only at
CLIN level.
All lines on the offer are awarded, including ELINs. ELINs are created in the award
with the same name as the solicitation. The ELINs in the solicitation are
automatically linked to the ELINs in the outcome award document.
• Award by Line – select the Award by Line action to award the line to one or more
suppliers. Click the Active Offers number link to view and compare the offers
received for the line and then proceed with the awarding. You can also select the
line by using the Select radiobutton and then click Award. The Award Line page
displays and you can proceed with awarding the line to one or more suppliers.
Click Award Unsolicited Lines to open the Award Unsolicited Lines page and
award the unsolicited lines. You can only award priced lines, and not informational
lines. Click Yes from the LOV to award the unsolicited line. You need to enter an
award quantity to award a quantity based line. Click the Award checkbox at a
unsolicited line row and then click Save Award to save your award decision.
Finally, click Return to go back to the Award Offer page.
Option lines without base lines can also be awarded to a supplier. Option lines with
a base line may also be awarded to the same supplier as the base line. A CLIN/SLIN
structure that is linked to another CLIN/SLIN structure via a cross-linked Option
SLIN is also automatically awarded when one of the CLIN/SLIN structures is
awarded.
Note: If you select any of the above actions and there are no lines in a
Fair Opportunity Notice type solicitation, an error message will be
displayed. However if there are unsolicited lines in an offer, then the
Offer Totals will display in the appropriate fields, and the buyer can
award the unsolicited lines.
Both Not Separately Priced or No Charge Priced ELINs are available for Awarding. If
you award the CLIN or SLIN, all associated ELINs are also awarded with the CLIN or
SLIN. If you award individual ELINs only, then only the individually awarded ELINs,
along with parent CLIN or SLIN and CLIN flow to the Award. If you award a mix of
CLIN / SLIN and ELINs, then only the selected ELINs along with the parent CLIN or
parent SLIN/CLIN will be placed in the outcome award.
Using Umbrella Programs when creating multiple supplier awards
In this scenario (multi-supplier award), the Umbrella Program number specified during
the award confirmation is the same Umbrella Program number that appears in the
outcome IDVs. If the buyer forgets to specify an Umbrella Program here, all the IDVs
will be created without any Umbrella Program. Later, the buyer manually update the
IDVs if required.
Note: Each IDV references only the Umbrella Program that the buyer
entered while creating outcome documents.
Awarding a solicitation when multiple active offers exist

The awarding process ensures that there is only one award per supplier. If lines are
awarded from multiple active offers from the same supplier, they are consolidated and
awarded in one award document. If the same line is awarded in both the offer
documents, the line has two records for each award. Multiple Active offers awarded
from same supplier will lead to multiple awards. Each offer awarded leads to one
award.
Only CLINs are available to be awarded. When CLINs are awarded, the underlying
SLINs and ELINs will also flow to the Award. This would be the case, even if the CLIN
is Not Separately Priced / No Charge and the ELINs are priced. Note here that the
ELINs will not display here and users will award the parent lines only. ELINs are
created in the award with the same name as the solicitation. The ELINs in the
solicitation are automatically linked to the ELINs in the outcome award document.
Note: When there are exhibits (CDRLs) mapped to one or more

solicitation lines, and when the solicitation lines are awarded, either
fully or partially to one or multiple vendors, then the mapped exhibits
(CDRLs) are also available in the outcome award documents.
To make an award:
1. From the Negotiations Home page, search for and select the solicitation to award.
2. Select Close Solicitation from the Actions menu to close the solicitation. On the
Close Solicitations page that displays, enter a note to the suppliers and Click Apply.
This closes the solicitation immediately.
3. Select either Award by Offer, or Award by Line from the Actions menu.
4. If you select Award by Offer, then select the supplier and click Award Multiple
Lines to award the supplier multiple lines. On the Award Multiple Lines page,
review the award and recalculate if required. Select Save Award.
5. Select Change Shortlist Status to alter the supplier's status.

6. If you select Award by Line, then select the line to award and click Award. The
Award Line page displays information about the offer. Add a note to the suppliers
and click the Award radiobutton.
7. Click Award Summary to see a summary of the award. The Award Summary page
displays the Unsolicited Lines Awarded column in the Supplier tab. The column
displays the number of unsolicited lines awarded, as a hyperlink. Clicking on this
link takes you to a page where all the awarded unsolicited lines are displayed.
8. Click Complete Award or Complete Fair Opportunity Notice action in the

Solicitation page to complete the awarding process for the solicitation or Fair
Opportunity Notice.
9. The appropriate outcome documents are created and displayed in the Create
Outcome Document page. The Create Outcome Document page displays the
Unsolicited Lines Awarded column. The column displays the number of unsolicited
lines awarded, as a hyperlink. Clicking on this link takes you to a page where all the
awarded unsolicited lines are displayed.
Click Review / Link Unsolicited Lines to open the Link Unsolicited Lines page.
Click the Edit icon to open the Edit Links page. You can add or remove a link from
the unsolicited line to its associated solicitation line. You cannot add a solicitation
line from the original solicitation twice. You cannot add a CLIN or SLIN from the
same structure if you have already linked or established a relationship with a CLIN
or SLIN. You can create links to an existing CLIN or SLIN but not both.
Click Apply to return to the Link Unsolicited Lines page. Return to the Create
Outcome Document page.
10. Click Manage Requisitions to open the Manage Requisitions page. The Solicitation
Lines / Unsolicited Lines region displays all the awarded solicitation lines and the
awarded unsolicited lines (with their associated solicitation line numbers) that are
part of the outcome award.
Use the Select radiobutton to select a solicitation line or an unsolicited line. The
Select radiobutton is available for all lines, however, the PR Lines Summary region
is not available for Option and Info lines. When you select a line, the linked backing
requisition line information displays in the Related Requisition Lines region. You
can opt to remove the association between the solicitation line / unsolicited line and
the requisition line (if such funds are not to be used in any of the solicitation /
unsolicited lines) by clicking the Remove (trashcan) icon. The Remove icon is not
available for solicitation lines that were created by the AutoCreate process.
If you wish to associate one or more requisition lines to the solicitation line /
unsolicited line, first select the line in the Solicitation Lines / Unsolicited Lines
region using the Select radiobutton. For an unsolicited line that has no solicitation
line reference, you can use this page to add a solicitation line reference. Also, if the
solicitation line reference changes for an unsolicited line during the awarding
process, then one of the two scenarios will take place:
• If the unsolicited line has a linked requisition line associated to it, the link will
be retained as is.
• If the unsolicited line has no linked requisition line and it's newly referenced
solicitation line has a linked requisition line, the unsolicited line will now
reference the linked requisition line.
Click the Link Requisition Lines button to open the Requisition Lines Search page.
The Link Requisition Lines button is not available for those solicitation lines that
were created by the auto-create process (that is, solicitation lines created by
referencing requisition lines in Document Builder). The search patterns is similar to
the Search page for linking requisition lines to a draft solicitation.
The Search region in the Requisition Lines Search page consists of the following
default search criteria: Buyer, Requisition, Line Number, Item. In addition, you can
add other search criteria fields using the Add Another LOV and selecting a value.
Click Add to add another search criteria after selecting a search field from the Add
Another LOV.
The search region displays only those requisitions that are created for
non-Inventory (i.e. Expense) items. Additionally, requisition lines that have no
distributions are not displayed in the search region either.
Enter values for the default search criteria as well as for the newly added search
fields and then click Go. The search results display the requisition lines that match
the search criteria.
Select one or more requisition lines from the search results region and click Add.
The Manage Requisitions page displays again and you can see the linked
requisition lines. Click Apply to confirm your changes and return to the Create
Outcome Document page. Clicking Apply will immediately associate the
requisition lines to the solicitation / unsolicited lines. When you have made all the
updates in the Create Outcome Document page, click Submit to create the outcome
award. The Outcome Document Summary page shows you the award information,
with the outcome award number as a hyperlink. Click the award number to view
the award. When the Awards page displays, click the Distributions link to verify
that the distribution has been created and funds are allocated from the requisition.
You can cross-check the Amount, Charge Account and Fund Value in the award to
verify that the requisition funds can now be used in the award.
Click Return to Negotiations to return to your solicitation.
11. When an award is created as an outcome document from the solicitation, the
following fields are defaulted from the offer to the award:
• Delivery Event – defaulted to award line
• Period – defaulted to award line

• Period of Performance Duration – defaulted to award schedule
• Promised Period – defaulted to award line
12. Enter Effective Dates, Release Method and click Submit to create the outcome
documents, When the outcome documents are created, they are listed in the page.
Click on the document number link to open the document and view the details. The
unsolicited line(s) that you awarded are also displayed in the outcome document.
Awarding CLIN/SLIN Structures

Awarding the same CLIN/SLIN structure to two or more suppliers is possible. Quantity
and Amount Based lines can be awarded to multiple suppliers, however, fixed priced
lines can be awarded to one supplier only.
12
Contract File in Sourcing
Overview of Contract File

Contract Files are either solicitations (till awarded) or awards. In CLM, a Contract File is
a view that enables you to see the information related to an acquisition from a single
location. The view contains the links to all the transaction documents associated with
the acquisition and the transaction documents are placed in a logically ordered outline.
You can click on a solicitation or award number, for example, to drill down to and view
the document details. Thus the entire procurement flow from Planning to Payments for
an acquisition is captured as a view in the Contract File.
Viewing Contract Files

Contract Files may be award based or solicitation based. If a solicitation has been
created, and not awarded yet, the Contract File is solicitation based. If the solicitation
has been awarded, the Contract File is award based. The Contract File number (ID) is
taken from the solicitation number or award number, depending on whether the
Contract File is solicitation based or award based.
Searching for Contract Files

Using the appropriate Sourcing responsibility, navigate to Sourcing > Contract File. The
Contract File Search page displays, with a list of fields that you can use as search criteria
for retrieving Contract Files. If you wish to add some more search criteria fields (such as
Award Administrator, Contracting Officer, Issuing Office, Purchase Request Number,
etc), select the field(s) from the Add Another LOV and click Add. The new search
criteria field will be added to the list of fields already on the page. Enter a value for the
search criteria field and then click Go. The contract files are displayed in the search
results region below the search criteria fields.
Note: You can save your most frequently used searches as Views that
Contract File in Sourcing 12-1

you can use multiple times. Click Save Search to open the Create View
page and specify your view related fields.
Some pre-defined views that are available in the Contract File Search page are:
• My Contract Files
• My Closed Out Contract Files
• My Canceled Solicitation Contract Files
• My Awarded Contract Files
• My Published Contract Files
• My Draft Contract Files
Click a Contract File Number link to open a contract file in outline view. The View
Contract File page displays. The left pane of the page displays the outline of the contract
file. The right pane of the page displays the actual document information that you have
clicked on. For example, if you clicked a solicitation in the left pane, the solicitation
information displays in the right pane. In the right pane, click the Document Number
link to drill down to see the document details, or click the View PDF link to view the
document's pdf file.
Accessing Contract Files from CLM documents

Using the appropriate Sourcing responsibility, open a draft solicitation. Click the View
Contract File button in the draft solicitation page to open the View Contract File page. If
you select an amendment document to open, the associated solicitation is displayed as
the Contract File. To view the contract file for a published solicitation, select View
Contract File from the Actions LOV that displays when you open a published
solicitation. The left pane of the page displays all the related milestones and documents
of that particular acquisition cycle. The right pane displays the solicitation information
along with the document number link. Click the document number link to drill down to
the solicitation details or click the Return to CLM document link at the bottom left of the
page to return to the CLM document.
The Small Business Coordination Record region displays the control number of the
DD-2579 and the status of the Small Business Coordination Record. Click the control
number link to open the Small Business Coordination Record page in view mode. This
region is displayed when a Small Business Coordination Record is associated to an
award modification, an IDV with Lines modification, an IDV without Lines
modification, a solicitation. Click on any of the above document number links and the
Small Business Coordination Record region appears in the right pane, provided there is
a CLM document and DD-2579 association.
Structure of a Contract File
The default structure of a contract file is outlined below. The contract file structure
encompasses the entire procure to pay document set for a particular acquisition:
• Planning
• Acquisition Plan Summary
• Requirements (not visible for IDVs)

• Purchase Request
• PR Amendment
• Workload Assignments
• Sourcing
• Solicitation (including rounds)
• Offer
• Solicitation Amendment (including rounds)
• Award / IDV (not visible for solicitations)

• Base Award / IDV
• Referenced IDV / Award
• Award / IDV Administration (not visible for solicitations)

• Conformed Award / IDV
• Post Award Requests
• Modification
• Receipts (only for Awards)
• Invoices (only for Awards)
• Payments (only for Awards)
Contract File in Sourcing 12-3

Managing Attachments
The Attachments region is available for all CLM documents and it displays the attached
file(s) information. Please note that only header level attachments are displayed in the
contract file and other attachments (such as line level attachments) are not displayed.
The title of the attached file is a link that you can click to open the attachment. Click the
Update (pencil) icon to make changes to the attachment. You can open, update or delete
the attachment provided you have the appropriate security privileges.
13
FedBizOpps
An Introduction to FedBizOpps
FedBizOpps is the single point of entry for Federal buyers to publish Federal
government procurement opportunities across departments and agencies. US Federal
Government complex contracting and procurement business processes require that all
opportunities over a certain amount, must be posted to FedBizOpps, where suppliers
seeking Federal markets for their products and services can search, monitor, and
retrieve opportunities solicited by the entire Federal contracting community.
CLM supports FAR, DFARS, and other agency regulations that define the federal
business processes, and encompasses a full procure-to-pay process flow within Oracle
e-Business Suite which maximizes benefits to federal users. CLM enables contracting
officers to drive operational excellence in federal procurement functions and enables the
agencies to cut procurement costs dramatically. By providing the end-to-end business
intelligence with a single source of data, CLM provides data transparency and visibility
and provides contracting officers with support for strategic planning and improved
decision making.
As a buyer, you need to post the following types of notices:
• Presolicitation Notice – Synopsis: FAR requires the submission of this document
before the publication of any further actions.
• Modification to a Previous Presolicitation Notice: Any changes to a presolicitation

Notice can be posted when there is a previous presolicitation notice as well.
• Combined Synopsis/Solicitation: When a written solicitation is issued, the

contracting officer may combine the synopsis and the issuance of the solicitation
into a single document.
• Amendment to a Previous Combined Solicitation: This notice is used for the

publication of amendments or corrections to a previously announced (posted)
combined solicitation action.
FedBizOpps 13-1
• Sources Sought Notice: The Sources Sought template is used when determining the
availability of commercial sources under the procedures prescribed in FAR. The
intent of this government contract activity is to identify potential qualified small
businesses that can perform a specific service.
• Secure Technical Document Package Notice: Document Packages are groups of

attachments that support opportunities.
When a presolicitation notice is posted to FedBizOpps, a notification is sent to the

requester, providing the notice details.
When publishing a solicitation amendment, the system checks whether the
presolicitation notice is published for the corresponding base document. If it is
published for the base document, then the document upload for amendments is done
successfully.
If the presolicitation notice is not posted, however, the notice is posted successfully for
the amendment, then the Document Upload fails, telling you that the presolicitation
notice is not posted.
Attachments region:
Document Packages are group of attachments that support opportunities. Secure
Technical Document Packages consist of sensitive attachments that can be associated to
Solicitations and transmitted to FedBizOpps. Use the attachments region in the
solicitation header to attach one or more files to the solicitation. The notice and the
attachments are transmitted to FebBizOpps using web services. The following
attachments can be added to your notice and solicitation:
• To FedBizOpps (only for Document Upload notice)
• Combined Synopsis Solicitation – To FedBizOpps
• Presolicitation – To FedBizOpps
• Sensitive – To FedBizOpps (is sent with the Secure Technical Document Packages
only)
• Sources Sought – To FedBizOpps
Note: To Supplier attachments are selected for Document Upload

notices only.
When you create a solicitation, navigate to the Header page and scroll down to the
Abstract and Forms region. This region enables you to associate a notice to the
solicitation document. Click Add Another Row to open the Name LOV and to select a
notice. The selected notice is displayed in the row. Click Enter Date to enable the
application to pre-fill data elements on the form from the solicitation document. Save
the document by clicking Apply and generate the XML or post the notice to
FedbizOpps by clicking Post. After you successfully post the solicitation details to
FedbizOpps, the application updates the Date Sent field with the date of posting of the
notice.
Note: You can post notices at all times irrespective of the status of the
document, except document upload notices which cannot be posted in
draft status.
In the Abstract and Forms region, click the View Data icon to see the notice details.
Click the Posting Details icon to view the FedBizOpps Posting Details page. The Form
Type can be any notice mentioned above (for example, Presolicitation Notice, Sources
Sought Notice, etc). The generated XML information is also displayed in the fields,
along with the hyperlinked XML file in the View XML column. Posting Status, Posting
Date and Message are also populated if the posting process is without errors. Otherwise
the Posting Status displays an error.
The Solicitation Publication region enables you to provide an exception reason if you
are not posting the solicitation to FedBizOpps. The Exception Reason LOV enables you
to select a reason for not posting the solicitation to FedBizOpps.
When you create a solicitation amendment, the forms/notices associated with the base
solicitation are not copied over to the amendment. When a solicitation amendment is
conformed with the base document and published, the FedBizOpps forms/notices
associated with the amendment are not copied over to the conformed copy of the
solicitation which is in Active status.
See: Abstracts and Forms, page 5-1 to learn more about how abstracts and forms are
used to integrate with FedbizOpps.
See: Integrating with FedBizOpps section in the Contract Lifecycle Management for Public
Sector Implementation Guide for information on how to set up the integration.
FedBizOpps 13-3
14
Online Representations and Certifications
(ORCA)
Overview
Online Representations and Certifications Application (ORCA) replaces most of the
paper based Representations and Certifications (Reps and Certs) in Section K of
solicitations with an web services interface. ORCA enables suppliers to register their
certifications (small business, HUBZone business, etc.). CLM enables buyers to extract
this information from ORCA and store it along with the CLM document.
Users can integrate with ORCA from within Oracle CLM Sourcing or Oracle CLM
Purchasing to retrieve representations and certifications information for each supplier
and store it along with the CLM document (solicitation or award). CLM enables users to
perform real-time queries for representation and certification information for one or
more suppliers from ORCA and retrieve such information in a short span of time.
Published Solicitations that have been closed for bidding and draft awards are the CLM
documents for which the users can get the suppliers' representations and certifications
information from ORCA. This information is stored with the CLM document for each
supplier. Thus, if a user needs to find out the representations and certifications
information for a supplier for a particular solicitation or award, the user can retrieve the
CLM document along with the representations and certifications information and view
the required details for the supplier.
Retrieve ORCA Details via Solicitations

Published solicitations that have that have been closed for bidding and have active
offers placed against them are used to view and extract ORCA information.
To view ORCA information, select View ORCA Details from the Actions LOV of a
closed solicitation and click Go. The View ORCA Details page that displays shows you
the recently extracted ORCA details for the corresponding suppliers. When accessed,
the first time, this page does not display any information, and users need to navigate to
Online Representations and Certifications (ORCA) 14-1

the Extract ORCA Information page by clicking on the Extract ORCA Information
button to obtain the ORCA information for one or more suppliers. Click the View
Certifications link to open the Attachments page. A representations and certifications
document from FAR and another representations and certifications document from
DFARS are available for you to view. Note that these representations and certifications
documents from FAR and DFARS are stored with the solicitation information along
with the supplier. You can also search for a representations and certifications document
by Title using the Search LOV. Click the Return to View ORCA Details link to go back
to the View ORCA Details page.
Click the Extract ORCA Information button to open the Extract ORCA Information
page. Select a supplier by clicking the Select radiobutton. The Supplier Name, Supplier
Site and Offer Numbers are defaulted on the page. Enter a DUNS number for the
supplier, without which you will not be able to extract the ORCA information. The
DUNS number defaults, if it is already stored for the supplier site and therefore, is not
editable by the user. Also, note that the DUNS number, if manually entered by the user,
will not be stored for the supplier site. It would only be used to get the information
from ORCA. Select a Registration Status Code (Current, Archived, or Current +
Archived) that specifies to ORCA the time frame (or date range) when you wish to
extract the suppliers representations and certifications information. If you select
Current from the Registration Status Code LOV, you will get the current
representations and certifications information from ORCA. If you select Archived or
Current + Archived from the Registration Status Code LOV, the Registration Start Date
and Registration End Date fields are enabled and available for you to enter the date
range information. For example, enter a date range for last year if you wish to extract
last year's representations and certifications information. Then click Get Certifications
Details. In such scenarios, even when one supplier / site is selected for extraction, there
can be multiple records returned back from ORCA depending on the extraction period
and you may see several rows of retrieved data. CLM integrates with ORCA to retrieve
the representations and certifications information. The pdfs from FAR and DFARS
containing the representations and certifications information are available in the View
Certifications column as an icon. Click the View Certifications icon to view and
download the pdf. You can extract ORCA information as many times as required by
clicking the Extract ORCA Information button. Click the Return to Solicitation link to go
back to the Solicitation page.
When offers are awarded, the awarded suppliers' ORCA information also gets stored
with the respective award documents and can be viewed automatically in the award
documents.
15
Reports
Overview
The seeded reports listed below are available in CLM. If these reports need to be
customized to suit individual agency needs, they can be modified by implementers.
In addition, implementers can create new reports using the following tools: Oracle
Business Intelligence Publisher or Oracle Business Intelligence - Enterprise Edition
(OBIEE).
FedBizOpps Compliance Report

You use the FedBizOpps Compliance report to display all those documents that have
not been transmitted to FedBizOpps. This could happen if the Pre-solicitation notice on
the solicitation document is not transmitted fifteen days before issue of a solicitation, or
if the total amount on the published solicitation document is over $25,000 and the
Pre-solicitation notice or Combined Solicitation/Synopsis is either not linked, or linked
but not transmitted to FedBizOpps. Alternatively, if the Document Upload notice is
either not linked to published solicitation or linked but not transmitted to FedBizOpps
after the solicitation is active publicly.
Report Submission
In the Submit Requests window, select FedBizOpps Compliance in the Name field.
Parameters
Operating Unit - select the Operating Unit for which you want to run the report from
the list of values.
Issuing Office - select the Issuing Office from the list of values. You can choose from
Location Code and Location Name.
Reports 15-1
Date From - enter a value to specify the date range.
Date To - enter a value to specify the date range.
A
Pages and Navigation Paths
Sourcing Home Page

1. CLM Sourcing Super User > (H) Sourcing Home Page
Negotiations
1. (H) Sourcing Home Page > (T) Negotiations
Search Published Negotiations

1. (T) Negotiations > Search Published Negotiations
2. Select criteria from the Search Published Negotiations LOV and click Go.
Advanced Search
1. (T) Negotiations > (H) Advanced Search
2. Specify the criteria and click Go.
Simple Search
1. (T) Negotiations > (B) Simple Search
2. Specify the criteria to restrict the search and click Go.
Pages and Navigation Paths A-1

Create a Solicitation
1. (T) Negotiations > Quick Links > Create > (H) Solicitation
Copy a Negotiation
1. (T) Negotiations > Quick Links > Create > (H) Copy
2. Specify the criteria and click Go.
Create an Event
1. (T) Negotiations > Quick Links > Create > (H) Event
View Draft Negotiations

1. (T) Negotiations > Draft Negotiations
2. Click on a draft solicitation number.
Create a Solicitation Header

2. The Create Solicitation Header page displays.
Edit Document Number

2. The Create Solicitation Header page displays.
3. Click (H) Edit Document Number.
Notify Collaboration Team Members

2. Select members in the Collaboration Team region.
A-2 Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
3. Click (B) Notify.
Add Another Collaboration Team Member

1. (T) Negotiations > Quick Links > Create > (H) Solicitation > Header
2. Go to the Collaboration Team region.
3. Select another member by using the Add Another Row button.
Manage Response Currencies

1. (T) Negotiations > Quick Links > Create > (H) Solicitation > (H) Header
2. Click (B) Manage Response Currencies in the Currencies region.
3. Search for response currencies using Response Currencies LOV.
Select Score Settings

2. Click (B) Select Score Settings in the Requirements region.
Add Requirement
2. Select a row.
3. Click (B) Add Requirement in the Requirement region.
Recalculate
2. Click (B) Recalculate in the Requirements region.
Add another Abstract and Forms


2. Click (B) Add Another Row in the Abstract and Forms region.
Add Attachment
2. Click (B) Add Attachment in the Notes and Attachment region.
3. Select the type of attachment to add from the Add LOV.
4. Click (B) Add Another.
Online Discussion
2. Click (B) Online Discussions
Create New Message

2. Click (B) Online Discussions.
3. Select the recipients from the Send To LOV.
4. Click Send.
Manage Drafts
1. (T) Negotiations > Quick Links > Manage > (H) Draft
2. The Manage Draft Negotiations and Amendments page displays.
Search Drafts
1. Specify search criteria and click (B) Go.
Manage Events
1. (T) Negotiations > Quick Links > Manage > (H) Events
2. The Manage Events page appears.
Manage Deliverables
1. (T) Negotiations > Quick Links > Manage > (H) Deliverables
Draft Surrogate Responses

1. (T) Negotiations > Quick Links > Manage > (H) Draft Surrogate Responses
2. The Manage Draft Surrogate Responses page displays.
Supplier Research
1. (T) Negotiations > Quick Links > Manage > (H) Supplier Research.
2. The Supplier Research page opens.
Manage Templates
1. (T) Negotiations > Quick Links > Templates > Solicitation
2. The Manage Templates page opens.
3. To search for a solicitation template, enter search criteria and click (B) Go.
4. To create a new solicitation template, click (B) Create New Solicitation Template.
Requisitions
1. Sourcing > (H) Sourcing Home Page > (T) Requisitions
Demand Workbench
1. (H) Sourcing Home Page > (T) Requisitions > (ST) Demand Workbench

Views
1. Requisitions > Requisitions > Demand Work Bench >Views
2. Select a seeded view from the Views LOV

• My Requisitions.
• My Requisitions for Goods
• My Requisitions for Services
• My Requisitions Requiring a Solicitation
• My Requisitions Requiring a New Supplier
• My Requisitions Requiring a Suggested Supplier
• My Urgent Requisitions
• Unassigned Requisitions
Personalize Views
1. (T)Requisitions > (ST) Demand Workbench > (B) Personalize
Search for Requisitions

1. (T) Requisitions > (ST) Demand Workbench > (B) Search
Document Builder
1. (T) Requisitions > Document Builder
Amendments
1. (T) Requisitions > (ST) Amendments
Search for Amendments

1. (T) Requisitions > (ST) Amendments > Search
Enter Solicitation Address Information
1. Navigate to the Solicitation Header.
2. Click (H) Addresses on the left pane.
3. The Addresses page displays.
Enter Solicitation Line Information

1. Navigate to the Solicitation Header.
2. Click (H) Lines on the left pane.
3. The Create Solicitation: Lines page displays.
Enter Solicitation Controls

1. Navigate to the Solicitation header.
2. Click (H) Controls on the left pane.
3. The Create Solicitation: Controls page opens.
Define Contract Terms

2. Click (H) Contract Terms on the left pane.
3. The Create Solicitation: Define Contract Terms page displays.
Add or Invite Suppliers

2. Click (H) Suppliers on the left page.
3. The Create Solicitation: Suppliers page opens.

B
Common CLM Functionality
Document Numbering
CLM documents are automatically numbered in accordance with document numbering
conventions used in federal agencies. You can assign complex document numbers to
purchasing documents. You can configure a segment driven number format for CLM
documents. Based on the setup of the number format, the appropriate document
number gets automatically assigned to CLM documents.
While the headers and lines of a CLM document are numbered automatically, users can
edit the header and line numbers with manual updates.
Note: To setup and enable the document numbering structure for use in
purchasing documents, please refer to the Oracle Contract Lifecycle
Management for Public Sector Implementation Guide.
Header Numbering
Header Numbering is applied to CLM documents with their
amendments/modifications. CLM supports agency defined document number
structures as well as those defined by regulation such as the DFARS.
Some basic guidelines that govern CLM document header numbering are:
• A numbering format such as DoDAAC-Fiscal Year-Instrument Type-Serial Number
consists of a structure that contains the following elements:
• DoDACC is a 6-digit alphanumeric value that identifies an agency and is
associated to a user. Users may have more than one DoDACC values associated
to them.
• Fiscal Year represents the current government fiscal year as a 2-digit numeric
value.
Common CLM Functionality B-1

• Instrument Type is a 1-character uppercase alphabet.
• Serial Number is a 4-digit alphanumeric sequential counter that is generated

based upon the DoDAAC, Fiscal Year, and Instrument Type unique
combination. Serial numbers range from 0001 – 9999. When the serial numbers
0001 - 9999 are exhausted, the system continues with 00AA-99ZZ. The
characters I and O are not used in the serial number generation. A lower and
upper limit of a serial range such as 4000 – 8999 can be selected in order to
generate the serial number within the limits defined by the range.
• You can select the ranges for generating the serial number. This is available via the
Edit Document Number popup in the CLM documents page.
• A 4-digit number is used to define draft or final modifications using the serial range
of 0001-9999.
• In an operating unit, for a particular CLM document type/style, there can be only
one numbering structure active at a time, even though multiple numbering
structures can be defined. CLM Document Types are used to define numbering
structures for solicitations, CLM Document Styles are used to define numbering
structures for awards and IDVs.
Some numbering structures for CLM documents are listed below. Please note that
numbering structures vary from agency to agency. Given below is a sample set of
numbering structures:
CLM Document Header Numbering Example

Structure
Purchase Requisition Prefix-Fiscal Year-Agency PR-10-CDC-12345

Identifier- Serial Number
Solicitation DoDACC-Fiscal MAS123-10-Q-0001

Year-Instrument Type-Serial
Number
Award DoDACC-Fiscal MAS128-10-C-0001

Number
IDV DoDACC-Fiscal MAS123-10-C-1234

Number
B-2 Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
CLM Document Header Numbering Example
Structure
Order Referencing IDV DoDACC-Fiscal MAS123-10-C-1234-0001

Number-Order Referencing
IDV Number
Requisition Amendment Prefix-Fiscal Year-Agency PR-10-CDC-12345-0001

Identifier- Serial
Number-Amendment
Number
Solicitation Amendment DoDACC-Fiscal MAS123-10-Q-0001-0001

Number-Amendment
Number
Modification for Award PIIN-Control Number-Serial MAS128-10-C-0001-C0001

Number-Modification
Type-Modification
Code-Second Character
Modification for IDV PIIN-Control Number-Serial MAS128-10-C-0001-C0001

Number-Modification
Type-Modification
Code-Second Character
Note: When amendments or modifications to the main document are

numbered, they generally follow the format: Base Document Number +
Suffix (Serial Number).
When a modification definitizes one or more undefinitized lines, the numbering of the
modification changes from (example) MAS128-10-C-0001-C0001 to
MAS128-10-C-0001-PZ(or AZ)0001.
Contract Line / Sub-Line (CLIN / SLIN)

The Contract Line (CLIN) and Sub-line (SLIN) structure is used in CLM documents,
including modifications to the purchasing documents. A Contract Line captures
information about the item(s) or service(s) to be procured in the contract with or
without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an
informational line. Similarly, Sub-Lines, which are used to capture additional

By default, all CLINs are regarded as priced lines.
Users can define an informational line by selecting the Informational checkbox at the
line level.
The possible combinations of CLIN/SLIN lines that are used in CLM are as follows:
• Priced CLIN with funding information and Informational SLINs without funding
information.
• Informational CLIN with Priced SLINS that have funding information
• Priced CLIN with no funding information and Informational SLINs with funding
information. (The SLINs in this case would have the multiple funding information
each at individual SLIN level.)
Note: Priced CLINs may not have Priced SLINs and funding may not
exist at both levels..
Shipments are not available for any informational line (funded or not funded).
Informational lines will have distributions only if they are funded. They will not have
distributions if they are not funded.
Users can copy the CLIN/SLIN structure completely to a new CLIN/SLIN structure. The
Copy functionality is available across all purchasing documents. When a Sub-line is
selected and copied, it gets created as a new SLIN in the document, always under the
same parent CLIN.
Numbering CLINs and SLINs

DFARS Subpart 204.71, outlines the numbering procedure for CLINs and SLINs.
The following guidelines govern CLIN numbering:
• CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999.
Duplicate numbers are not supported and an error message displays if a duplicate
number is found. Default CLIN numbers are editable.
• When you add new lines to the existing draft document, the system assigns the
least available sequential numbering. For example: A document contains CLINs
0001, 0002, 0003, 1001, 2001, and 3000. When a new CLIN is added, the system
allocates the first available number 0004 (smallest in value / magnitude) from the
range of 0001-9999.
• If the least available number in the range of 0001-9999 is greater than 9999, a new
line number is not created, instead an error message displays: Line numbers are
exhausted. No new lines can be created.
• You can edit CLIN numbers only when the document has a status of Incomplete or
Draft. When the document is submitted for approval or approved, the CLIN
numbers are not updateable and cannot be changed in any way.
• The CLIN number is a mandatory field if the user needs to enter and save any other
line information.
The following guidelines govern SLIN numbering:

• SLINS are lines that use a 6-character numbering format – numeric or
alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN
number. The next 2 digits are automatically generated, based on whether the SLIN
is a Priced sub-line or an Informational sub-line.
• The Parent Line Number column (this is a hidden column) for the SLINs is
populated with the CLIN number.
• If the SLIN is Informational, the following number generation rules apply:

• Informational SLINs have the last 2 digits numeric values in the range 01-99.
• You first need to populate the four digit CLIN numbers and then concatenate
the least available serial number from the range of 01-99 to generate the
Informational SLIN number. The number do not have any gaps/separators. For
example: Using CLIN 0005, and then adding the first informational SLIN
generates the SLIN number as 000501.
• If the SLIN is Priced, the following number generation guidelines apply:

• For Priced SLINs, the last 2 digits are always alphabetical values ranging from
AA to ZZ (except the alphabets I and O which are not used in number
generation at all).
• While adding a Priced SLIN, the number that is lowest in value in the series
from AA to ZZ (except I & O) is derived and the number is generated.
• Adding a Priced SLIN to a CLIN creates the SLIN number by appending AA to

the CLIN number. For example, if the CLIN number is 0008, the SLIN is
0008AA.
• Another example: CLIN # 0008 has 8 existing SLINs that are Priced SLINs.
These existing SLINs would have the numbers of 0008AA to 0008AH. The
newly created ninth SLIN would have the number of 0008AJ (Notice that 'AI' is
not generated).
Some examples for Informational and Priced SLIN number generation are below:
Example 1: SLIN Number for Informational SLIN lines are 4 digit numeric codes
(populated from the CLIN), followed by numeric code for 5th & 6th digits. The 5th and
6th digits are from 01 through 99. For CLIN # 0008, if there are informational SLINs,

then the numbering is: 000801, 000802, 000803……000810, 000811…..000899.
Example 2: SLIN Number for Priced SLIN lines are 4-digit numeric codes (populated
from the CLIN), followed by an alphabetic code. The alphabetic code for the 5th & 6th
digits should NOT include the alphabets O or I. For CLIN # 0008, if there are priced
SLINs, then the numbering is: 0008AA, 0008AB…..0008AH, 0008AJ….0008AN, 0008AP
……0008AZ, 0008BA…..0008HZ, 0008JA……0008NZ, 0008PA……0008ZZ.
Exhibit Line / Contract Data Requirements List (ELIN/CDRL)

Exhibit Lines (ELINs) and Contract Data Requirements Lists (CDRLs) are used in CLM
documents when there is a need for capturing information for 100s or 1000s of lines. For
example, a ship repair scenario would need 1000s of lines to be entered in the system
and all the lines would be associated with a parent line. Though users could use the
CLIN/SLIN structure for this requirement, a better alternative is the ELIN/CDRL
structure. Also using ELINs and CDRLs structures enable users to print the lines
separately from the main body of the contract. Thus, when a contract is printed, the
1000s of lines do not get printed in the middle of the contract document, they are
printed separately in a manner similar to an attachment of a CLM document.
Exhibits are related to a CLIN or SLIN, their lines provide a lower level of detail for the
CLIN or SLIN. Exhibits are used when there is an extensive list of items (such as 1000
spare parts) that must be maintained on the resulting contract, but the contracting
officer would like to reference that list as a whole in the body of the contract (say within
Section B of the UCF) and push the longer list to the back of the contract or to another
document all together. CDRLs, however, will need to be generated on the standard
DD1423 form.
CDRLs, a type of ELIN, are used to list items that are either of no additional cost or are
not separately priced, however, they are related to the line item being bought and need
to be received, accepted, and otherwise accounted for. Examples would be training
manuals associated with a training course. The training course can be a single CLIN
with a price and 25 manuals are included with that price, but not separately priced or
listed with the CLIN. There needs to be a way to account for the 25 manuals upon
receipt of the class, therefore they are listed as a CDRL.
DFARS Subpart 204.7105, outlines the numbering procedure for ELINs and CDRLs.
Each Exhibit or CDRL is assigned a 1-2 alpha character that is represented as a capital
letter. The system begins assigning using the letter A and once Z is reached, the system
resumes with double alpha, starting with AA. The letters I and O should not be used.
The assigned numbers are editable by users and the system does not need to enforce
that the numbering be sequential or consecutive. Once an exhibit or CDRL is numbered,
the number remains unique across the document. Thus, the same exhibit or CDRL
number cannot be used more than once across the given contract.
The items that are associated to each exhibit are detailed in exhibit lines. These ELINs
are assigned a four character alpha numeric number. The first 1-2 characters of the
number represent the associated exhibit. The remaining characters represent either a 2
or 3 character sequential serial number. Thus, for Exhibit A, the ELINs can be A123 or
A09Z.
An exhibit can be associated with more than one CLIN/SLIN if all ELINs in the exhibit
have no funding, and are either informational or NSP (have no cost). If the exhibit has
cost/funding, then it would need to be duplicated to allow the system to properly
register the financial impact.
While there is no regulatory limit on the number of exhibits that can be attached to a
single CLIN or SLIN, in consulting with contracting officers, in real practice this
number is usually low, typically one, and sometimes two or three. An example of a
single line with 3 exhibits would be a single line for a large scale production effort and
separate exhibits for development, test, and production data deliverables.
An exhibit structure (A, B, AA etc.) may have may exhibit lines (CDRLs or non-CDRLs)
under it. A single exhibit structure can refer to multiple contract lines (lines or
sub-lines). Similarly, one line in a contract may refer to multiple exhibit lines.
Options
You can choose to create an option line on a CLM document that you intend to exercise
at a future point in time. Instead of modifying the source document to add the line at a
future date, you can enter the anticipated options on the original award. For example,
you might start with a request to purchase a particular software. This necessarily entails
support and training as options for the purchase of the software package. Therefore
support and training can be entered as option lines as the vendor has promised them.
At a later date, the options of support and training can be exercised because the vendor
has now promised to deliver support and training. The option lines can be created
without a base line as well. The option lines of support and training, once exercised, can
be received and invoiced as well.
An Option Line stores and displays information that is used at a future point in time.
For example, in a CLIN SLIN structure that consists of the following, SLIN 0001AD is
an Option Line:
• SLIN 0001AA – Hard Disk 8 GB
• SLIN 0001AB – Mouse
• SLIN 0001AC – Keyboard
• SLIN 0001AD – Servicing of Hard Disk 8 GB (Option Line)
In the example above, the SLIN 0001AD can be exercised or used only in the future (i.e.
when the warranty coverage for the above hardware part expires).
Option lines cannot be informational lines, however the base line for an option line can
be an informational line.
The base line for a SLIN in one CLIN/SLIN structure could be a SLIN from another

CLIN/SLIN structure. Such lines are called Cross-Linked Option SLINs.
An Option Line is numbered in the same way as a CLIN or a SLIN. For more
information on numbering CLINs and SLINs, please refer to the section Numbering
CLINs and SLINs. An Option Line can be Priced or Informational. An Option Line
cannot have any further option lines associated to it.
The line structure of a CLM document has the following fields that store and display
Options-related information:
• Option Indicator
• Base Line Number
• Option Number
• Option From Date
• Option To Date
In addition, two fields - Exercised Flag and Exercised Date are available in the Award
and IDV document lines. Use Modifications to exercise an Option Line. When an
Option Line has been exercised, the items/services can be received in the Receiving
module. Then the line can be invoiced as well. For an IDV, the Option Line can be
ordered off only after it is exercised using the Modification document.
Note: Option Lines do not have funds, that is, they are not funded lines.
Funds can be added to Options Lines only concurrently with or after
the Option Lines are exercised. The value of the field Funded Value is
set to 0 for an Option Line that is present in a Purchase Requisition or
an Award.
Apart from the fields that store and display Option-related information at the line level,
the CLM document header contains two Option-related fields: Total Cost Including
Options and Total Cost Excluding Options.
The Total Cost Including Options is the system calculated value of the total amount of
all line items on the Award. The Total Cost Excluding Options is the system calculated
value of total amount of all line items on the Award that are not marked as Options.
To create an Option Line, please keep the following considerations in mind:
If you need to enter/add/create a new line, use the Create Option button, indicated by a
colored + icon, that shows on the CLM documents page in the Lines region by default.
Create an Option Line by clicking Create Option from a source line. In turn, a new line
is directly copied from the source line by the system, however the new line is editable
and is treated as a separate line. The source line now becomes a Base Line.
The Create Option button is displayed for all lines that are not Option lines.
You can also start by creating a regular line, and then enabling the Option checkbox to
convert the regular line into an Option line. Selecting the Option checkbox reveals other
fields – Option dates and Base Line Reference. Enter the option dates, and if you would
like to link the Option line to a Base Line, choose the Base Line from the List of Values.
If the line is already a Base Line, click the Create Option button to create another Option
Line. The new option line number is incremented by 1.
Delete an Option Line directly by clicking the Delete (trashcan icon) button. This might
re-order the existing Option Numbers if the deleted option number is less than the
greatest option number for this Base Line. For example, there are 3 option lines attached
to the same base line. If the user deletes the Option Line No.2, then Option Line No.3 is
renumbered to Option Line No.2.
If an option CLIN with a base line or an option SLIN originating from a purchase
requisition is deleted from a draft award or draft solicitation, the requestor of the
purchase requisition is notified that the delete action has taken place.
If you attempt to delete a Base Line that contains one or more Option Lines, a warning
message is displayed, informing you that the base line with associated option lines will
be deleted. You can choose to cancel the delete operation, delete the linked option lines
or unlink the option lines.
You can update Option Lines, by editing the line information on the CLM documents
page. In case the Option Lines along with the Base Line needs to be updated, a message
displays, prompting you choose whether you wish to apply the Base Line changes to
the associated Option Lines. The options to choose are Yes, No, and Cancel.
Option From/To Date - Option From Date cannot be a date prior to that of the system
date. Option From/To Date - Option To Date cannot be earlier than the Option From
Date.
Pricing
Pricing of lines takes place only if the CLIN or SLIN is priced and not informational. For
more information on informational and priced lines, please refer to the CLIN/SLIN
section.
The Type field enables you to specify a line type – broadly classified as Quantity Based
or Amount Based. Selecting a line type from the Type LOV is a factor in determining
how the total amount will be calculated for the item/service that the agency wishes to
procure. If the Type selected is Quantity Based, then the Item/Job field is enabled and
on choosing an item/job, the Description field is automatically populated or you can
choose to enter a Description. If the Type selected is Amount Based, then the Item/Job
field is disabled and on choosing a service, the user needs to enter a Description.
The Contract Type LOV contains all the Contract Types that can be used for that Line
Type. FAR part 16 defines the Contract Types. The various Contract Types that are
seeded in CLM are:

• Firm Fixed Price (FFP)
• Fixed Price Level of Effort (FP-LOE)
• Fixed Price Economic Price Adjustment (FP-EPA)
• Fixed Price Incentive (Firm Target) (FPI-FIRM)
• Fixed Price Incentive (Successive Targets) (FPI-SUC)
• Fixed Price Prospective Price Redetermination (FP-PPR)
• Fixed Ceiling Price Retro-price Redetermination (FCP-RPR)
• Fixed Price Award Fee (FPAF)
• Cost Contract (COST)
• Cost Plus Fixed Fee (CPFF)
• Cost Plus Award Fee (CPAF)
• Cost Sharing (CS)
• Cost Plus Incentive Fee (CPIF)
• Labor Hour (LH)
• Time and Materials (T&M)
• Other Direct Costs (ODC)
If you select Quantity Based Line Types, the LOV for the Contract Type displays only
those Contract Types that do not depend on any pricing attribute other than Quantity
and Unit Price for the price calculation. The Quantity Based Contract Types that can be
used are:
• Firm Fixed Price (FFP)
• Fixed Price Level of Effort (FP-LOE)
• Fixed Price Economic Price Adjustment (FP-EPA)
• Fixed Price Prospective Price Redetermination (FP-PPR)
• Fixed Ceiling Price Retro-price Redetermination (FCP-RPR)
• Fixed Price Award Fee (FPAF)
• Labor Hour (LH)
• Time and Materials (T&M)
If you select an Amount Based Line Type, all the Contract Types are displayed in the
Contract Types LOV.
A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the
document printing behavior for that CLIN/SLIN.
The following are seeded cost constraints in CLM:
• Not Separately Priced (NSP)
• No Charge
• To Be Negotiated (TBN)
• Estimated (EST)
• Not to Exceed (NTE)
• Fabrication Cost
• Catalog
The Cost Constraint field may have one of the following values:
The following cost constraint indicators are displayed in place of the CLIN price and the
dollar sign ($) in the printed output only. The line item value is set to zero ($0) for
calculation purposes. Lines containing these cost constraints are priced lines.
• Not Separately Priced (NSP): This cost constraint enables you to indicate that the
price for a line item/service is included in the price of other line items/services.
CDRL lines are often NSP; regular lines can have this constraint as well, for
example, a line describing a monitor that is included in the price of a PC that is
priced separately on another line.
• No Charge: Identifies an item/service that has a price associated to it; however the
vendor does not charge for it. An example for No Charge cost constraint is shipping
and handling charges on a catalog item purchase.
The following cost constraint indicator is displayed in place of the CLIN price and the
dollar sign ($) in the printed output only. The line item/service value will be retained in
the system for calculation purposes, however it will not be printed.
• To Be Negotiated (TBN): Line items that have not been priced and will be priced at
a later time or a future date. This is used in letter contracts, contract modifications,
and option lines.
The following cost constraint indicators are displayed in addition to the CLIN price and

the dollar sign ($). These are only descriptors for the price. For example, if Estimated is
selected, the printed output displays EST $100 for a $100 line marked with a cost
constraint of Estimated.
• Estimated: Used when the exact quantity of supplies or services is not known, such
as a Requirements type contract or a Labor Hour/T&M services contract.
• Not to Exceed (NTE): Used when the exact quantity of supplies or services is not
known and the government wishes to set a ceiling on the maximum value, such as
in a Labor Hour/Time and Materials services contract.
• Fabrication Cost: Used in a major system/supply contract to indicate the price for
only fabricating or assembling the system not including the incorporated
Government Furnished Materials (GFM).
• Catalog: Used to identify that the price is based on the vendor's catalog pricing.
Some guidelines that apply to seeded printing logic for the pricing information based
on the Cost Constraints:
If the Cost Constraint is Not Separately Priced (NSP), No Charge, or To Be Negotiated
(TBN), then the Total Line Amount value (e.g. Extended Price) should not print. In
place of the Total Line Amount value, NSP, No Charge or TBN should print based on
the selected Cost Constraint.
If the Cost Constraint is Estimated (EST), Not to Exceed (NTE), Fabrication Cost, or
Catalog, then the cost constraint should precede the line total amount value during
printing. For example, if the Estimated is selected, the printed output could display EST
$100 for a $100 line marked with a cost constraint of Estimated.
Indefinite Delivery Contracts (IDCs) are contracts for supplies and/or services that do
not procure or specify a firm quantity of supplies (other than a minimum or maximum
quantity) and that provide for the issuance of orders for the delivery of supplies during
the period of the contract. The values for IDC Type are: Not Applicable, Definite
Quantity, Indefinite Quantity, Requirements. Most solicitations will be Not Applicable,
implying that the quantity is known at the time of solicitation and award. Other
solicitations may be identified as Definite Quantity, Indefinite Quantity, or
Requirements contracts. The combination of IDC type and the contract type determines
the pricing calculation for the lines.
IDC Types are applicable only to Solicitations (where the outcome document is an IDV)
and IDVs (and not on Purchase Requisitions and Awards).
Award Fee is a flag that indicates whether the line has an associated Award Fee (in a
separate line) or not.
Amount Calculation for seeded Contract Types
Serial No. Contract Type Formula Pricing Attributes
1. Firm Fixed Price (FFP) Extended Price =

Quantity*Unit Price
2. Fixed Price Level of Extended Price =

Effort (FP-LOE) Quantity*Unit Price
3. Fixed-Price Economic Extended Price =

Price Adjustment Quantity*Unit Price
(FP-EPA)
4. Fixed-Price Prospective Extended Price =

Price Redetermination Quantity*Unit Price
(FP-PPR)
5. Fixed Ceiling Price – Extended Price =

Retro Price Quantity*Unit Price
Redetermination
(FCP-RPR)
6. Fixed Price Award Fee Extended Price =

(FPAF) Quantity*Unit Price
7. Award Fee (FEE) Extended Price =

Award Fee
8. Fixed Priced Award Fee Extended Price =

(FPAF) Quantity * Unit Price +
Award Fee
9. Labor Hour (LH) Extended Price =

Quantity*Unit Price
10. Time-and-Materials Total Amount = Other

(T&M) Direct Costs
11. Time-and-Materials Total Amount =

(T&M) Quantity*Unit Price +
Other Direct Costs

12. Fixed-Price Incentive Total Target Price = Ceiling Price;

(Firm Target) Target Cost+Target
(FPI-FIRM) Profit Ceiling Price%;
Govt Share Above

Target (%);
Govt Share
BelowTarget (%);
Target Unit Price= Total

Target Price/Quantity
13. Fixed-Price Incentive Total Target Price = Ceiling on Firm Target

(Successive Targets) Target Cost+Target Profit;
(FPI-SUC) Profit
Floor on Firm Target
Profit;
Ceiling Price;
Ceiling Price % =Ceiling

Price / Target Cost;
Govt Share Above

Target (%);
Govt Share
BelowTarget (%);
Target Unit Price= Total

Target Price/Quantity
14. Cost Contract (COST) Estimated Cost =

Estimated Cost
15. Cost-Plus-Award-Fee Total Amount =

(CPAF) Estimated Cost+Base
Fee+Award Fee
16. Cost-Plus-Fixed Fee Total Amount = Fixed Fee %= Fixed

(CPFF) Estimated Cost+Fixed Fee/Estimated Cost
Fee
17. Cost-Plus-Incentive-Fee Total Amount = Target Minimum Fee;

(CPIF) Cost+Target Fee
Maximum Fee;
Govt Share Above

Target (%);
Govt Share
BelowTarget (%);
18. Cost Sharing (CS) Estimated Cost = Govt Share Percent;

Estimated Cost
Govt. SHARE
AMOUNT = Estimated
Cost*Govt Share %;
CONT. SHARE
AMOUNT= Estimated
Cost-Govt Share
Amount
Note: The system generated captions for the total amount will change,
based on the IDC type.
Some guidelines that govern the pricing of a line:

Quantity Based Lines always have the amount calculated as Quantity * Unit Price.
Amount Based Lines have different formulae for calculating the total amount. You can
open a popup window called Pricing Details for Amount Based Lines. This popup
enables the user to input the values for the pricing elements and calculates the line
amount. The pricing elements that are derived from the calculation logic are view-only
fields and the user cannot update them (they will be grayed out). The popup has a
Calculate button to calculate the Total Amount and any other calculated pricing
elements.
The pricing elements in the popup are displayed based on the Contract Type at the
document line level.
Note: Please note the Retroactive Pricing and Pricing Transparency

features are not supported in CLM.

C
Copy Action
Copy Action
The Copy action can be used for requisitions, requisition amendments, solicitations,
solicitation amendments, Awards/IDVs and modifications.
Rules governing the Copy action in CLM modules:
When the checkbox Copy CLINs with associated SLINs is selected, CLIN/SLIN
structures can be copied. When you wish to create a copy of an existing CLIN-SLIN
structure, select the CLIN of the structure and click Copy and select the checkbox Copy
CLINs with associated SLINs. Please note that multiple CLIN-SLIN structures can be
copied in a single action.
When a CLIN-SLIN structure is copied, each line in the source CLIN-SLIN structure is
copied over. Based on the various options chosen, the line in the destination structure
could be different from that of the source structure. The following table explains the
rules that are applicable to each line of a CLIN-SLIN structure, when copied.
Cross-linked option lines are created when an option line in a CLIN/SLIN structure has
a base line in another CLIN/SLIN structure. Thus, an option SLIN in a CLIN/SLIN
structure can have a CLIN as a base line and that base CLIN can belong to another
CLIN/SLIN structure.
Structure Type Line Type Copy as Copy as Option Copy as Option

Option Lines Lines selected Lines selected
unselected (Copy as Option (Copy as Option
Lines without Lines with Base
Base Line Line References)
References)
Info CLIN and Info CLIN Info CLIN Info CLIN Info CLIN
Priced SLINs
with options
Copy Action C-1

Structure Type Line Type Copy as Copy as Option Copy as Option
Option Lines Lines selected Lines selected
unselected (Copy as Option (Copy as Option
Lines without Lines with Base
Base Line Line References)
References)
Priced SLIN Priced SLIN Option SLIN with Option SLIN

cross-linked base without base line
line reference reference
Info SLIN Info SLIN Info SLIN Info SLIN
Option SLIN Option SLIN Error is displayed Option SLIN

with base without base without base

without base without base without base

with without base without base
cross-linked
base line
reference
Priced CLIN and Priced CLIN Priced CLIN Option CLIN with Option CLIN
Info funded SLIN cross-linked base without base line
Info funded Info SLIN Info SLIN Info SLIN

SLIN
Priced CLIN and Priced CLIN Priced CLIN Option CLIN with Option CLIN with
Info SLIN cross linked base no base line
Option CLIN Option CLIN Error is displayed Option CLIN

with base line without base without base line
reference line reference reference
Option CLIN Option CLIN Error is displayed Option CLIN

without base without base without base line
line reference line reference reference
C-2 Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
When the checkbox Copy CLINs with associated SLINs is not selected, individual lines
(rather than CLIN/SLIN structures) can be copied. CLINs will be copied as CLINs, and
SLINs will be copied as SLINs within the same CLIN/SLIN structure. The following are
some frequently used lines that are copied:
Line Type Copy as Option Copy as Option Copy as Option Lines

Lines unselected Lines selected selected (Copy as
(Copy as Option Option Lines with Base
Lines without Line References)
Base Line
References)
Priced CLIN Priced CLIN Option CLIN with Option CLIN without
base line reference base line reference
Info CLIN Info CLIN Info CLIN Info CLIN
Priced SLIN Priced SLIN Option SLIN with Option SLIN without
cross-linked base base line reference
line reference
Option SLIN with base Option SLIN Error is displayed Option SLIN without
line reference without base line base line reference
reference
Option SLIN without base Option SLIN Error is displayed Option SLIN without
reference
Option SLIN with Option SLIN Error is displayed Option SLIN without
cross-linked base line without base line base line reference
reference reference
Info funded SLIN Info SLIN Info SLIN Info SLIN
Priced CLIN Priced CLIN Option CLIN with Option CLIN without
base line reference base line reference
Option CLIN with base Option CLIN Error is displayed Option CLIN without
reference
Copy Action C-3

Option CLIN without Option CLIN Error is displayed Option CLIN without
base line reference without base line base line reference
reference
Some additional rules for the Copy action:

• Oracle CLM iProcurement: If you select lines that are referenced in an award
document as source lines to copy as option lines with base line reference, an error
message is displayed and you cannot proceed with the copy.
• Oracle CLM Purchasing: Copying a line does not automatically copy associated
schedules and distributions from the source line. The schedule and distribution are
defaulted after copying a line.
C-4 Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
Glossary
Abbreviated Classification
A one or two letter representation of the Classification, i.e. C, S, TS, and U.
Abstract of Offers
The record of all bids received on a sealed bid solicitation or in response to a
negotiation solicitation. Data similar to SF 1409 or SF 1410.
Accounting Classification Reference Number (ACRN)

A two position alpha or alpha/numeric control code used as a method of relating the
accounting classification citation to detailed line item information contained in the
schedule of a contract.
Acquisition Action Request (AAR)

A formal and official request, in either electronic or hard-copy form, from a requiring
entity to an acquisition office for the procurement of supplies or services or for the
modification of a request submitted previously.
Address Type
A designation of government office such as: Additional POC, Contracting Officer's
Representative (COTR), Administration Office (Admin), Invoice Office, Issuing Office,
Delivery Office, Property Office, Order Office, Payment Office, Request Office,
Technical Office, Place of Performance, and Small Business Administration Office.
Administration Contracting Office (ACO)

The Administration Contracting Office (ACO) is the office that is responsible for
administering contracts.
Administrative Change
A contract modification that does not affect the substantive rights of the parties (e.g., a
change in the paying office or the appropriation data).
Glossary-1
Agreement
Term used to describe the following types of agreements: Basic Agreements, Basic
Ordering Agreements, and Blanket Purchase Agreements.
Amendment
A procurement vehicle created for the purpose of adding, changing, or deleting data on
a processed Purchase Request or Solicitation.
Amendment Control Number

A unique temporary supplemental PIIN that is assigned to the unreleased Solicitation
Amendment at the time of creation, for tracking purposes.
A-Modification
A modification issued by the contract administration/management office.
Announcement
Pre-award and Post-award notices designed to give vendors information on specific
procurements.
Archiving
The process of removing transactions from the production database upon the expiration
of the staging period. This process is separate from the award closeout process.
Attachment
Official documents associated to a contract file. Attachments are a part of the official
contract document. In a UCF award document, attachments are listed in Section J.
Audit
Report resulting from a Price/Cost Evaluation of a Contractor's Proposal.
Authenticated CAR Header

Status describing a CAR that has been validated on the FPDS-NG web site, with no
errors returned except for the Date Signed.
Award
An award is a procurement instrument that serves as a legally binding document
between the government and a vendor. This includes: Contracts, Purchase Orders,
Agreements, Orders, and Modifications.
Award Administrator
A user responsible for creating modifications to and orders off of an Award.
Glossary-2
Award Date
Contracting Officer's signature date on the award document.
Award Fee
An award amount that the contractor may earn in whole or in part during performance
and that is sufficient to provide motivation for excellence in such areas as quality,
timeliness, technical ingenuity, and cost-effective management and can be applied to
any contract type in accordance with DFARS 216.470.
Award Type
Award Type is equivalent to Form Type (e.g. SF-1449, DD-1155)
Base Fee
The set fee that a contractor will earn for performance of a Cost Plus Award Fee (CPAF)
contract in addition to any Award Fee. The base fee is fixed at contract award.
Base Line Item

A line item that is not an option line item.
Basic Agreement (BA)

A written instrument of understanding, negotiated between an agency or contracting
activity and a contractor that contains contract clauses applying to future contracts
between the parties during its term and contemplates separate future contracts that will
incorporate by reference or attachment the required and applicable clauses agreed upon
in the basic agreement. A basic agreement is not a contract.
Basic Ordering Agreement (BOA)

A written instrument of understanding, negotiated between an agency or contracting
activity and a contractor to be used in future work. Terms and Conditions include such
areas as a description of the supplies and/or services to be provided, and methods for
issuing, pricing, and delivering future orders.
Bilateral Action
An Award/Award Modification that requires the contractor's signature prior to the
signature of the contracting officer.
Blanket Purchase Agreement (BPA)

A simplified method of filling anticipated repetitive needs for supplies or services by
establishing charge accounts with qualified sources of supply.
Glossary-3
Commercial and Government Entity (CAGE)
A CAGE Code is a five (5) position code that identifies companies doing, or wishing to
do, business with the Federal Government. Foreign vendors use a NCAGE Code in lieu
of a standard CAGE code. The code is used to support a variety of mechanized systems
throughout the government. The code provides for a standardized method of
identifying a given facility at a specific location.
Cancellation
The cancellation of a requirement in the pre-award phase of the procurement process,
or post award phase for Purchase Orders where performance has not started and no
cost to the government has yet occurred. Cancellations are either full or partial. Full no
cost cancellation applies to an entire Purchase Order. Partial no cost cancellation refers
to the Purchase Order but apply to line item(s). (For Example: Line Item 0001 with a
quantity of 100 may be cancelled fully at no cost, but Line Item 0002 not cancelled).
Contract Data Requirements List (CDRL)

The standard format for identifying potential data requirements in a solicitation and
deliverable data requirements in a contract.
The DD Form 1423, Contract Data Requirements List, is always an exhibit, rather than
an attachment. Each CDRL item is an ELIN.
Contracting Officer (KO)

A Contracting Officer is an official with the authority to obligate money for the federal
government. The Contracting Officer uses the bulk of the processes and features within
the federal system and his/her duties include issuing solicitations, awards,
modifications and orders. This individual is also authorized by virtue of position or by
appointment to perform the functions assigned by the Federal Acquisition Regulations.
Ceiling Percent
The percentage of Ceiling Price to Target Cost in a Fixed Price Incentive (FPI) contract.
Ceiling % = Ceiling Price / Target Cost.
Ceiling on Firm Target Profit

The maximum amount to be negotiated for Target Profit when firm targets are set in a
FPIS contract.
Ceiling Price
The maximum amount that may be paid to the contractor in a Fixed Price Incentive
(FPI) type contract.
Central Contracting Registry (CCR)

The Central Contracting Registry (CCR) is a central database containing basic business
Glossary-4
information where all vendors wishing to do business with the federal government
under a FAR-based contract must be registered before being awarded a contract.
Classification
A marking that indicates the sensitivity level of a classified page, document, or item,
such as Confidential, Secret, Top Secret, or Unclassified. These Markings display 1/3
larger than the rest of the text in printed output.
Classification Block
A set of markings that include Classified By, Reason, and Declassify On information.
Classification Reason
A concise justification for classification by the original classifier which, at a minimum
cites the applicable classification categories in section 1.5 of E.O. 12958 (From DoD
Guide to Marking Classified Documents, April 1997) as the basis for classification.
Contract Line Item Number (CLIN)

Contract Line Item Number
Closed-out
The term used to describe an award that is physically complete and has gone through
the procurement closeout process. A closed transaction may or may not be fully
liquidated.
Codeword
An unassociated "word" assigned by program management to represent a DoD project.
Confirming Order
An Order confirming a previously issued verbal order.
Conform
Confirming a solicitation or amendment.
Conformed Copy
A system-generated representation of the Purchase Request, Solicitation or Award
document reflective of the latest processed Amendment or Modification to be used for
reference purposes.
Contract Type
A selection of pricing structures available to the Government when procuring items.
Contract types vary according to (1) The degree and timing of the responsibility
assumed by the contractor for the costs of performance; and (2) The amount and nature
Glossary-5
of the profit incentive offered to the contractor for achieving or exceeding specified
standards or goals. The contract types are grouped into two broad categories:
fixed-price contracts and cost-reimbursement contracts. The specific contract types
range from firm-fixed-price, in which the contractor has full responsibility for the
performance costs and resulting profit (or loss), to cost-plus-fixed-fee, in which the
contractor has minimal responsibility for the performance costs and the negotiated fee
(profit) is fixed. In between are the various incentive contracts, in which the contractor's
responsibility for the performance costs and the profit or fee incentives offered are
tailored to the uncertainties involved in contract performance.
Contracting Officer Technical Representative (COTR)

Individual designated and authorized in writing by the Contracting Officer to perform
specific technical or administrative functions.
Contracting Officer Technical Representative Address (COTR Address)

The address for the respective COTR, Contracting Officer Technical Representative. A
stakeholder who has responsibility around the contract. Within the system, their duties
could include accepting deliverables under the contract, receiving notifications related
to the contract.
Contracting/ Issuing Office

An office that can issue solicitations, awards, orders, amendments, and modifications.
Cost Code
A DoD accounting line field used to differentiate similar lines of accounting. If cost code
is included in the Accounting Line Fields it is considered part of the Line of Accounting.
Cost Reimbursement
Under a cost-reimbursement contract, the contractor agrees to provide its best effort to
complete the required contract effort. Cost-reimbursement contracts provide for
payment of allowable incurred costs, to the extent prescribed in the contract. These
contracts include an estimate of total cost for the purpose of obligating funds and
establishing a ceiling that the contractor cannot exceed (except at its own risk) without
the approval of the contracting officer.
Cut-Off Date
End date and time for receipt of final revisions to offers following negotiations.
Data Item/Requirement
A requirement, identified in a solicitation and imposed in a contract or order that
addresses any aspect of data; i.e., that portion of a contractual tasking requirement
associated with the development, generation, preparation, modification, maintenance,
storage, retrieval, and/or delivery of data. Data items are exhibit line items that can
Glossary-6
reside in CDRLs.
Debarment
Action taken by a debarring official to exclude a contractor from Government
contracting and Government-approved subcontracting for a reasonable, specified
period; a contractor that is excluded is "debarred."
Delivery Instance
An individual delivery slated for a particular line item.
Delivery Office
An office location that can accept/receive deliveries.
Delivery Order
An Order for supplies placed against an established contract or agreement or with
Government sources.
Delivery Schedule
Combination of delivery instances (presumably different) related to a single line item.
Description of Modification
Modification specific items that include Change/Cancel Reason Code Text, Summary of
Change statements, and modification only text that do not update the conformed copy.
Discontinuation
The process used to stop actions from being taken against a processed agreement.
Distribution Statement
A statement used in marking technical data to denote the extent of its availability for
secondary distribution, release, and disclosure without need for additional approvals or
authorizations from the controlling DoD office. (Refer to DoD Directive 5230.24,
"Distribution Statements on Technical Documents (reference (c)).
DoD Program Code

The DoD Program Code designates that the specific item being acquired is in support of
a specifically designated DoD Program. For example, if a contracting action is funded
by the Ballistic Missile Defense Organization (BMDO), enter code CAA. Specific codes
have been established to identify environmental cleanup programs and are used for all
transactions involving environmental acquisitions. A list of the Environmental Cleanup
Program Codes is found in the DoD Procurement Coding Manual, Section II Program
and System or Equipment Codes (Description and Use of Program Codes).
Glossary-7
Department Of Defense Activity Address Code (DODAAC)
A six (6) character code that uniquely identifies a unit, activity or organization that has
the authority to requisition and/or receive material.
Defense Priorities and Allocations System Rating (DPAS Rating)

There are two levels of ratings, identified by "DO" and "DX". All DO ratings are of equal
value and take precedence over unrated orders. All DX rated orders are of equal value
and take priority over DO and unrated orders. A priority rating consists of the rating
symbol (DO or DX) followed by the program identification symbol (e.g. A1, X7). An
example DPAS priority rating is DO-A1. The program code itself does not designate
priority with DO or DX ranges. The specific list of Program Identification Symbols is
contained in 15 CFR 700 Schedule 1 Approved Programs and Delegate Agencies,
Defense Priorities Allocations System Regulations.
The Defense Priorities and Allocations System (DPAS) was established to ensure the
timely availability of industrial resources to meet national defense requirements and
provide a framework for rapidly expanding industrial resources in a national
emergency. The DPAS rating is assigned to all military systems used in support of
national defense, from the largest finished platform to the smallest component. It can be
applied to all stages of acquisition research and development, initial design, production
testing, delivery, and logistics support.
Defense Switching Network (DSN)

Defense Switching Network phone number.
DUNS and DUNS + 4

The Dun & Bradstreet unique nine (9)-digit DUNS Number associated with an
organization. DUNS+4 numbers are used to identify different CCR records for the same
vendor at the same physical location. For example, a vendor could have two records for
themselves at the same physical location to identify two separate bank accounts.
Effective Date
Date a Procurement Instrument becomes active.
Electronic Signature
Electronic Signature is a computer data compilation of any symbol or series of symbols,
executed, adopted, or authorized by an individual to be the legally binding equivalent
of the individual's handwritten signature. Thus signed electronic records contain the
following information:
• Name of the Signer
• Title of the Signer
Glossary-8
• Date and time the signature was executed
Estimated Cost
The anticipated amount of costs to be incurred in the performance of a Cost Type
contract (CPFF, CPAF, Cost).
Estimated Max Cost

In an Indefinite Delivery/ Indefinite Quantity Cost Sharing Contract, the maximum cost
for the supplies or services that the Government may order and the contractor is
required to furnish.
Estimated Price
The extended price for the estimated total quantity in an IDC Requirements type
contract line.
Exchange Rate
The fluctuating, trade-weighted price of one country's currency in terms of another, as
determined by the Federal Reserve Bank of New York on behalf of the U.S. Treasury.
Expired Agreements
The suspended state of an agreement that has exceeded its end date.
Express CAR Category

The Express CAR (Contract Action Report ) Category allows a user to process an
Award/Award Modification without first creating a CAR Header, Exemption to
Reporting, or Reason for Not Reporting.
Express CAR Header

A CAR Header that allows for multiple Awards/Modifications with the same Express
CAR Category and Issuing Office Code to be added to a single CAR Header.
Extended Price
The value of the Quantity times the Unit Price.
Facilities Capital Cost of Money (FCCOM)

An imputed cost related to the cost of contractor capital committed to facilities.
Federal Supply Class (FSC)

The Federal Supply Class (FSC) is a four-character code. Each FSC covers items that are
usually requisitioned or issued together; or items that constitute a related grouping for
supply management purposes.
Glossary-9
Firm Target Profit
Target Profit when firm targets are set in a FPIS contract.
Fiscal Year
DoD fiscal year begins 1 October and ends 30 September each year.
Fixed Fee
The set fee that a contractor will earn for performance of a Cost Plus Fixed Fee (CPFF)
contract.
Fixed Fee Percent

The percentage of estimated cost that the fixed fee represents in a Cost Plus Fixed Fee
(CPFF) contract. Fixed Fee % = Fixed Fee divided by Estimated cost
Fixed Price
Under a fixed-price contract, the contractor agrees to deliver the product or service
required at a price not in excess of the agreed-to maximum. Fixed-price contracts
should be used when the contract risk is relatively low, or defined within acceptable
limits, and the contractor and the Government can reasonably agree on a maximum
price. Contract types in this category include:
• Firm fixed-price (FFP)
• Fixed-price economic price adjustment (FPEPA)
• Fixed-price award-fee (FPAF)
• Fixed-price incentive firm (FPIF)
• Fixed-price incentive with successive targets (FPIS)
• Fixed-price contract with prospective price redetermination (FPRP)
• Fixed-ceiling-price contract with retroactive price redetermination (FPRR)
• Firm fixed-price level of effort term contract (FFPLOE)
Floor on Firm Target Profit

The minimum amount to be negotiated for Target Profit when firm targets are set in a
FPIS contract.
Foreign Military Sales (FMS)

Case Numbers are assigned to track funds and actions. That portion of United States
security assistance authorized by the Foreign Assistance Act of 1961, as amended, and
Glossary-10
the Arms Export Control Act of 1976, as amended. This assistance differs from the
Military Assistance Program and the International Military Education and Training
Program in that the recipient provides reimbursement for defense articles and services
transferred.
Federal Procurement Data System, Next Generation (FPDS-NG)

Federal Procurement Data System, Next Generation (FPDS-NG) is an external
application maintained by Global Computer Enterprises which collects contract data
from all Services and Agencies in the Government for reporting purposes. Congress
and federal departments and Agencies use FPDS-NG to track small business goals,
report number and amount of contracts to date, show geographical placement of
contracts, and summarize contract data for a specific contractor.
All Awards and modifications to such must be reported to FPDS-NG unless valid
Exemptions to Reporting, Reasons for Not Reporting, or Express CAR Categories are
defined.
Government Estimate
An estimate of the cost for goods and/or estimate of services to be procured by contract.
Such estimates are prepared by government personnel, i.e., independent of contractors.
Government Objective
Government's initial negotiation position, based on analysis of the offeror's proposal,
taking into consideration all pertinent information including field pricing assistance,
audit reports and technical analysis, fact-finding results, independent Government cost
estimates and price histories.
Government Share
The amount of costs that the government will pay in a cost sharing contract.
Government Share Percent

The percentage of the total costs incurred by the contractor that the government will
pay in a cost sharing contract.
Govt. Share Above Target

The Percentage of cost risk assumed by the Government above the target cost in the
formula for adjusting the target profit or target fee in FPI or CPIF contracts respectively.
Govt. Share Below Target

The Percentage of cost risk assumed by the Government below the target cost in the
formula for adjusting the target profit or target fee in FPI or CPIF contracts respectively.
Glossary-11
Handling Caveat
Additional Markings on a page, document, or item that indicate how and where to limit
the distribution.
Header
Term used to denote summary level information versus line item level information.
IDC Document Level Constraints

• Contract Award Minimum Quantity (Minimum Guarantee Award Quantity
Percentage) - The minimum percent of the quantity guaranteed to be ordered.
• Contract Minimum Quantity - the minimum Quantity that must be ordered for all
line items over the life of the contract across all orders.
• Contract Maximum Quantity - the maximum Quantity that can be ordered for all
• Contract Award Minimum Quantity (Minimum Guarantee Award Amount

Percentage) - The minimum percent of the amount guaranteed to be ordered.
• Contract Minimum Amount - the minimum Amount that must be ordered for all
• Contract Maximum Amount - the maximum Amount that can be ordered for all
• Contract Order Start Date - The projected start date for the ordering period.
• Contract Order End Date - The projected start date for the ordering period.
• Contract Order Minimum Quantity - the minimum Quantity that must be ordered
for all line items on an individual order.
• Contract Order Maximum Quantity - the maximum Quantity that can be ordered
• Contract Order Minimum Amount - the minimum Amount that must be ordered
• Contract Order Maximum Amount - the maximum Amount that can be ordered for
all line items on an individual order.
IDC Types
There are three types of IDC contracts:
Glossary-12
• Definite Quantity – A definite-quantity contract provides for delivery of a definite
quantity of specific supplies or services for a fixed period, with deliveries or
performance to be scheduled at designated locations upon order.
• Indefinite Quantity – An indefinite-quantity contract provides for an indefinite

quantity, within stated limits, of supplies or services during a fixed period. The
Government places orders for individual requirements. Quantity limits may be
stated as number of units or as dollar values.
• Requirements – A requirements contract provides for filling all actual purchase

requirements of designated Government activities for supplies or services during a
specified contract period, with deliveries or performance to be scheduled by placing
orders with the contractor.
Indefinite Delivery Contract (IDC)

A contract for supplies and/or services that does not procure or specify a firm quantity
of supplies (other than a minimum or maximum quantity) and that provides for the
issuance of orders for the delivery of supplies during the period of the contract.
Indefinite Delivery Vehicle (IDV)

Encompasses all indefinite delivery contracts, Blanket Purchase Agreement, Blanket
Ordering Agreement, or any other agreements against which individual orders or calls
may be placed in accordance with agency procedures.
Informational [line/subline]
A line or subline that does not contain specific quantity and pricing information.
Invoice Office
An office that can receive invoices.
Justification and Approval (J&A)

Documentation used to justify soliciting and awarding a contract without full and open
competition.
Job Order Number (JON)

A number that links funding to a specific job or task.
Labor-Hour and Time-and-Materials

There are two other types of compensation arrangements that do not completely fit the
mold of either fixed-price or cost-reimbursement contracts. Labor-hour and
time-and-materials contracts both include fixed labor rates but only estimates of the
hours required to complete the contract. They are generally considered to most
Glossary-13
resemble cost-reimbursement contracts because they do not require the contractor to
complete the required contract effort within an agreed-to maximum price; and the
contractor is paid for actual hours worked.
• Labor Hour (LH)
• Time and Materials (TM)
Lease Agreement
Same functionality as Basic Agreement, except the PIIN has a "L" in the 9th position
(Type of Instrument)
Line Item
This term is used generically to reference CLINs, Sublines, Exhibit Lines.
Line Item Consolidation

The ability to combine multiple itemized lines into a single itemized line.
Line Item Estimated Amount

The government estimate of the cost of each individual line item.
Line Item Evaluated Amount

Adjusted offer line item total when Price Adjustment Factors or Evaluation Preferences
are entered.
Line Item Offer Amount

The offered cost of each individual line item.
Line of Accounting (LOA)

The appropriation data, including all data elements and any document reference
number which may be included.
List of Parties Excluded from Federal Procurement and Nonprocurement

Programs
A list compiled, maintained, and distributed by the General Services Administration
containing the names and other information about parties debarred, suspended, or
voluntarily excluded under the Nonprocurement Common Rule or the Federal
Acquisition Regulation, parties who have been proposed for debarment under the
Federal Acquisition Regulation, and parties determined to be ineligible.
Marking Information
This field will default with one of the following: Codeword, Trigraph, or Nickname
from the Security Organization Table. The user will select which of the three will
Glossary-14
default on the form and it will be editable on the form.
Maximum Ceiling Award Amount

The Maximum Amount that can be ordered over the life of the IDV.
Maximum Fee
The maximum fee is the greatest amount of fee that the contractor will earn no matter
what fee is calculated using the target cost, target fee, and share ratio in a CPIF contract.
Maximum Price
In an Indefinite Delivery/ Indefinite Quantity Contract, the extended price for the
maximum quantity of supplies or services that the Government may order and the
contractor is required to furnish. Quantity limits may be stated as number of units or as
dollar values.
Maximum Quantity
In an Indefinite Delivery/ Indefinite Quantity Contract, the stated maximum quantity of
supplies or services that the Government may order and the contractor is required to
furnish. Quantity limits may be stated as number of units or as dollar values.
Major Defense Acquisition Programs/ Major Automated Information System

Acquisition Programs (MDAPS/MAIS)
In order to be an MDAP, an acquisition program must either be designated by the
USD(AT and L) as an MDAP or estimated by the USD(AT and L) to require an eventual
total expenditure for research, development, test, and evaluation of more than $365
million in FY 2000 constant dollars or more than $2.190B in procurement in FY2000
constant dollars.
Media/Status Code
Indicates the recipient of status and the means of transmission.
Military Standard Requisitioning and Issuing Procedures (MILSTRIP)

80 character string concatenating various piece of information and used in several
legacy operations across the DoD. MILSTRIP is an acronym for Military Standard
Requisitioning and Issue Procedures.
Minimum Fee
The minimum fee is the lowest amount of fee that the contractor will earn no matter
what fee is calculated using the target cost, target fee, and share ratio in a CPIF contract.
Minimum Hours
In a Labor Hour type Indefinite Delivery Contract, the stated minimum quantity of
hours that the Government is required to order and the contractor is required to
Glossary-15
furnish. Same as Minimum quantity in other Indefinite Delivery Contracts.
Minimum Quantity
In an Indefinite Delivery/Indefinite Quantity Contract, the stated minimum quantity of
supplies or services that the Government is required to order and the contractor is
required to furnish. Quantity limits may be stated as number of units or as dollar
values.
Military Interdepartmental Purchase Request (MIPR)

A request from one agency to another agency for goods and services that also transfers
funding. A type of requisition.
Modification
A Procurement Instrument used in the post-award process for the purpose of making a
change to the award. The conformed copy is not updated with the information from the
Modification until the Modification is processed.
Modification Control Number

A unique supplemental numbering sequence that is assigned to the unprocessed
Award, Order, or Agreement Modification at the time of creation, for tracking
purposes.
Modification Issuing Address

This is the office responsible for completing the modification. Each modification can
have a different Issuing office than the Award's Issuing office.
Multiple CAR
Multiple Contract Action Report - Used when a user needs to split the FPDS reporting
of Award/Award Modification line items into multiple reports. For example, the user
might have Firm Fixed Price and Cost type Line Items on an Award, so the user can use
the Multiple CAR reporting method to report each line item on a different CAR Header.
Multiple Modification
A term used when multiple conformed copies of any Awards, Delivery Orders,
Agreements, and Agreement Orders are changed via multiple modification
functionality.
Multiple modification functionality creates individual modifications for each
user-selected Award, Delivery Order, Agreement, and Agreement Orders
simultaneously.
Negotiation
Phase where the Government and the Contractor negotiate award changes (For
Glossary-16
example: termination settlement).
Nickname
An unclassified representation of a program and/or compartment to which a page,
document, or item is associated. This is stored in the Security Organization table.
No Cost Settlement
This is a type of Termination. The Government uses the term "no cost" settlement to
describe the terminations where there will not be a settlement cost. (For example:
Termination for convenience that results in no settlement cost).
North American Industry Classification System (NAICS) Code

The North American Industry Classification System (NAICS) has replaced the U.S.
Standard Industrial Classification (SIC) system, and was developed jointly by the U.S.,
Canada, and Mexico to provide new comparability in statistics about business activity
across North America.
National Stock Number (NSN)

A National Stock Number (NSN) is a thirteen (13) digit number assigned to an item of
supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit
National Item Identification Number (NIIN). The NSN is used as the common
denominator to tie together logistics information for an item of supply. A NIIN is a
unique nine character code assigned to each item of supply purchased, stocked or
distributed within the Federal Government; when combined with the four character
FSC it composes the NSN. The NIIN is used as the common denominator for an item of
supply
Offer
Response to a solicitation that if accepted, would bind the offeror to perform the
resultant contract; this also includes subsequent revisions to offers.
Offer Evaluation
A procurement vehicle created for the purpose of summarizing and evaluating all offers
received for a given Solicitation.
Office
A government organization that has some responsibility in the acquisitions process. An
office can have more than one address type and more than one contact.
Option
An option "means a unilateral right in a contract by which, for a specified time, the
Government may elect to purchase additional supplies or services called for by the
contract, or may elect to extend the term of the contract" (FAR 2.101).
Glossary-17
Option Line
A contract line item that is representative of an option (see Option definition). An
option line is identified by an option indicator and is not a base line item.
Order
A procurement instrument for supplies/services placed against an established contract
or agreement or with Government sources.
Order End Date

Date on which orders can no longer be placed against an Agreement.
Order Start Date

Beginning date on which Orders (Contracts in case of Basic Agreements) can be placed
against an Agreement.
Ordering Instrument
A procurement instrument from which an Order, Call or Contract is created.
Organization
See definition for "Office."
Other Direct Costs (ODC)

In a Time and Materials (T & M) type contract, the estimated amount for materials and
incidental services for which there is not a labor category specified in the contract, such
as travel, computer usage charges, etc.
Procurement Action Lead Time (PALT)

The time, measured in days, between the start date and the actual completion date of a
workload assignment, minus any suspended PALT time.
Payment Bonds
A written instrument executed by a bidder or contractor (the principal) and the second
party (the "surety" or "sureties") to assure fulfillment of the principal's obligation to a
third party (the "obligee" or "Government") identified in the bond. If the principal's
obligations are not met, the bond assures payment to the extent stipulated, or any loss
sustained by the obligee.
Payment Office
An office that makes payments under the contract/order.
Performance Bonds
A written instrument that secures performance and fulfillment of the contractor's
Glossary-18
obligations under the contract.
Physical Completion Date

The date in which an award is complete based on when the contractor has completed
the required deliveries and the Government has inspected and accepted the supplies, all
services have been performed and have been accepted by the Government, all option
provisions have expired, or the Government has given notice of complete contract
termination. For facilities contracts, rentals, use and storage agreements this date is
based on when the Government has given notice of complete contract termination or
the period has expired (FAR 4.480-4 details the contract physical completion
regulations). The physical completion date, along with the type of contract, is used to
calculate the projected closeout timeframe (refer to FAR 4.804-1 for the time standards).
Place of Performance
Designated location where services will actually be rendered.
P-Modification
A modification issued by the procuring contracting office.
Portion Markings
Portion Markings let the user of the information know at what level that paragraph
within the classified page, document, or item should be protected. The Portion Marking
will be comprised of the Classification and Trigraph.
Pre/Post Negotiation Position (PNP)

Working document used to capture and analyze key price/cost data leading up to a
negotiated contract change.
Precious Metal Code

A single alphanumeric code used to identify items that contain precious metal(s).
Priced [line/subline]
A line or subline that contains specific quantity and pricing information.
Procurement Instrument
Generic term to describe acquisition documents that can be created during the
acquisition process. Documents include Solicitations, Amendments, Awards,
Agreements, Orders and Modifications.
Procurement Instrument Identification Number (PIIN)

Number assigned to procurement instruments. The number consists of 13
alpha-numeric characters grouped to convey certain information.
Glossary-19
Positions 1 through 6. The first six positions identify the department/agency and office
issuing the instrument. Use the DoD Activity Address Code (DoDAAC) assigned to the
issuing office. DoDAACs can be found at https://day2k1.daas.dla.mil/daasinq/
Positions 7 through 8. The seventh and eighth positions are the last two digits of the
fiscal year in which the PII number was assigned.
Position 9. Indicate the type of instrument by entering one of the following upper case
letters in position nine.
• Blanket purchase agreements - A
• Invitations for bids - B
• Contracts of all types except indefinite delivery contracts, facilities contracts, sales
contracts, and contracts placed with or through other Government departments or
agencies or against contracts placed by such departments or agencies outside the
DoD - C
• Indefinite delivery contracts -D
• Facilities contracts -E
• Contracting actions placed with or through other Government departments or

agencies or against contracts placed by such departments or agencies outside the
DoD (including actions with the National Industries for the Blind (NIB), the
National Industries for the Severely Handicapped (NISH), and the Federal Prison
Industries (UNICOR)) - F
• Basic ordering agreements - G
• Agreements, including basic agreements and loan agreements, but excluding

blanket purchase agreements, basic ordering agreements, and leases - H
• Do not use - I
• Reserved - J
• Short form research contract - K
• Lease agreement L
• Purchase orders--manual (assign W when numbering capacity of M is exhausted

during the fiscal year) - M
• Notice of intent to purchase - N
• Do not use - O
Glossary-20
• Purchase order--automated (assign V when numbering capacity of P is exhausted
during a fiscal year) - P
• Request for quotation--manual - Q
• Request for proposal - R
• Sales contract - S
• Request for quotation--automated (assign U when numbering capacity of T is

exhausted during a fiscal year) - T
• See T - U
• See P - V
• See M - W
• Reserved for departmental use - X
• Imprest fund - Y
• Reserved for departmental use - Z
Position 10 through 13. Enter the serial number of the instrument in these positions. A
separate series of serial numbers may be used for any type of instrument listed in
paragraph (a) (3) of this section. Activities shall assign such series of PII numbers
sequentially. An activity may reserve blocks of numbers or alpha-numeric numbers for
use by its various components.
Procurement Profile
A set of unique characteristics that define certain personal details, warrant information,
and certifications for a particular user.
Project Code
Identifies requisitions and all perpetuated documents as to special programs, exercises,
projects, operations, or other purposes. This field is not the Project Code relating to the
MILSTRIP Component.
Property Office
An office responsible for government property.
Proposal
An offer in a negotiated procurement.
Glossary-21
Purchase Request (PR)
Generically, the documented means by which an agency requests that goods or services
be procured for their use. Also known as requisition document.
Quantity Price Breaks (QPB)

The ability to enter multiple quantity amounts or multiple quantity ranges within a line
item for the purpose of establishing price breaks.
Reason for Not Reporting

The Reason for Not Reporting allows a user to process an Award/Award Modification
without first creating a CAR or Exemption to Reporting. The five authorized reasons
are: Automatically Processed; FPDS-NG not Updated to Reflect DoD Requirements;
Previously Reported; Technical/Connectivity Failure; or Urgent and Compelling Action.
Requesting Office
An office that initiates purchase requests.
Rescind
An official revocation of either a termination or discontinuation action on a processed
document.
Retention End Date

This is the next calendar date after the last day of the Retention Period and represents
the day an award file becomes eligible to be destroyed in its entirety.
Retention Period
The timeframe a Government contract file must remain in existence.
Sealed Bid
Offer submitted to the Government in response to an Invitation for Bids which remains
inaccessible until the indicated opening time.
Security Markings
All of the marking information; Classification, Codeword, Nickname, Trigraph,
Classification Block, Handling Caveat, and Portion Marking.
Security Screen Classifications

A means for visibly labeling data with site-defined Screen Markings.
Glossary-22
Settlement
Phase where the Government and the Contractor come to an agreement. A modification
is created to incorporate the settlement terms.
Ship To Address
An office location that can accept/receive deliveries. Synonymous with 'Delivery' office.
Shipment Mode
A way to designate how an item should be shipped.
Signal Code
One-digit code, which identifies the "ship to" and, if applicable, "bill to" activities, i.e.
the requisitioner or a supplementary activity.
Signed Date
The signed date is the date that the contracting officer 'signs' the award. For the case of
online use, the signed date is always equal to the Date that the Award is finalized in the
user's time zone. This is the date when the Award has been finally approved in the
system. At this point in time, the conformed record is created, financial transactions
(e.g. obligation) are initiated, and related workload assignments are closed. For an
inbound, integrated transaction (e.g., data migration, system integration from parallel
contract-writing applications) the signed date must be able to be passed in as it existed
on the award in the source system.
Simplified Acquisition Procedures (SAP)

DoD contracting policies and procedures for the acquisition of supplies and services,
including construction, research and development, and commercial items, the aggregate
amount of which does not exceed the simplified acquisition threshold. Policies outlined
in FAR Part 13.
Simplified Acquisition Threshold (SAT)

Commonly this is $100,000 but can be $5,500,000 for commercial items.
Single Contract Action Report (Single CAR)

Used when a user wants to report all line items from an Award/Award Modification
together on a single CAR Header.
Subline Number (SLIN)

A priced or informational line item that is a subordinate of a contract line. SLINs
numbering will contain the parent CLIN number with an additional 2-characters. If the
SLIN is an info line, the 2-characters will be numeric beginning with 01. If the SLIN is
priced, the 2-characters will begin with AA.
Glossary-23
Small Business Administration Office
An office that provides contracting support for small businesses.
Small Business Coordination Record

The DoD Small Business Coordination Record (DD Form 2579) is used to screen
proposed acquisitions to ensure: Consideration has been afforded small and small
disadvantaged business concerns and that they receive an equitable opportunity to
participate in the proposed acquisition.
Special Material Identification Code (SMIC)

Supplements the National Stock Number to provide visibility to designated items to
ensure their technical integrity.
Solicitation
A procurement vehicle created to send to prospective contractors by a government
agency, requesting the submission of Offers or of information. The generic term
includes Invitation for Bids (IFBs), Request for Proposals (RFPs), and Request for
Quotations (RFQs).
Supplemental Procurement Instrument Identification Number (SPIIN)

Use supplementary numbers with the basic PII number, to identify:
• Amendments to solicitations
• Modifications to contracts and agreements, including provisioned item orders; and
• Calls or orders under contracts, basic ordering agreements, or blanket purchase

agreements, issued by the contracting office or by a DoD activity other than the
contracting office, including DoD orders against Federal supply schedules.
Staging Period
The timeframe a contract file remains in the procuring contracting office before being
eligible to move to a records holding or staging area.
Staging Period End Date

This is also referred to in this document as the 'Move from Production Date'. This is the
next calendar date after the last day of the Staging Period and represents the day in
which the contract file is eligible to be archived.
Substantially the Same As

A designation of a term and condition that identifies the text of the term and condition
can be edited on a procurement instrument.
Glossary-24
Summary of Changes Text
Free form text that provides information about document changes.
Supporting Document
An associated document not included in the formal award or solicitation. In an Uniform
Contract Format (UCF) award document, supporting documents are not listed in
Section J.
Transportation Accounting Code (TAC)

Used in the shipping and transportation process to link movement authority, funding
approval, and accounting data for shipments of cargo and personal property in the
Defense Transportation System (DTS). Typically entered with funding information at
the line item or contract level.
Target Cost
The negotiated amount of costs such that if the contractor completes the contract at the
target cost, there will be no positive or negative cost incentives applied.
Target Fee
Target Fee is the amount of fee that the contractor will earn if the contractor completes
the contract at the target cost in a CPIF type contract.
Target Profit
Target Profit is the amount of profit that the contractor will earn if the contractor
completes the contract at the target cost in a FPI type contract.
Total Target Price

The sum of the Target Cost and Target Profit in a FPI type contract.
Technical Analysis Report (TAR)

Report resulting from a Technical Evaluation of a Contractor's Proposal.
Technical Office
An office that assumes technical responsibility for requirements.
Termination
The discontinuation of one of more contract line items during the post-award phase of
the procurement process. Termination may be for default, for convenience, or for cause.
• Default: A complete or partial termination of an award because of the contractor's
actual or anticipated failure to perform its contractual obligations. The contractor is
liable for cost associated with the termination.
Glossary-25
• Convenience: To terminate or cancel performance of work under an award, in
whole or part, if the Contracting Officer determines that termination is in the
Government's interest. Both parties must negotiate an agreement.
• Cause:To terminate or cancel performance of work under an award of commercial

items, if the Contracting Officer determines that termination is in the Governments'
interest.
Terms and Conditions

Collective term used to describe Text, Clause, Provisions, and/or Articles. Terms and
Conditions are used interchangeably with T's and C's, text and clauses.
Total Amount of Contract

The sum of the line item amounts that have not been designated as options.
Total Amount Without Option

The sum of all contract lines excluding those lines that are indicated as options.
Total Estimated Amount

The government estimate amount of all line items.
Total Evaluation Amount

Adjusted total offer amount when Evaluation Preferences or Price Adjustment Factors
are entered.
Total Obligated Amount

The sum of all funding amounts.
Total Offer Amount

The total cost of all line items offered.
Transportation Rates
Additional amount for transportation or freight added to FOB.
Trigraph
A three character combination identifying the program and/or compartment a page,
document, or item is associated. This marking is necessary to classify the document to
the highest level of classification within the program/compartment.
Unit Price
The price for a quantity of one of the unit of issue.
Glossary-26
Vendor
An organization conducting business with the government. Also known as Supplier.
Verbal Order
An Order placed verbally by the PCO to a Vendor.
Warrant
A government form (SF1402) which specifies the limits of a Contracting Officer's
authority when binding the Government to a contracting vehicle. Refer to FAR 1.602.1
A Warrant is required in order to process an award, order, agreement, and modification
to such.
Weapon System Code

Also known as Weapons System Designator Code (WSDC). These codes consist of three
alphabetical positions. The first position identifies one of the following major categories
of equipment. The second position identifies a subdivision of the major category. The
third position identifies the specific item. A description and use of these codes is found
in the DoD Procurement Coding Manual, Section II Program and System or Equipment
Codes.
(http://web1.whs.osd.mil/peidhome/guide/mn02/mn02.htm). Note: WSC will be
changed pending incorporation of MDAPs and MAISs.
Withdrawal of Offers
A formal request by the vendor to have their offer/bid/revisions withdrawn from
consideration.
Workload Assignment
A workload assignment consists of tasks (also called milestones) that the buyer needs to
accomplish in the given timeframe. A workload assignment is created for pre-award
activities, post-award activities and award administration activities.
Glossary-27

Index
Creating
A negotiations, 4-2
solicitation, 4-2
Address Details
solicitation header, 4-3
viewing and entering, 4-12
surrogate response, 9-1
amendments
requisitions, 3-5
solicitation, 1-6 D
Approval Demand Workbench
submit a solicitation, 4-36 using, 3-1
Awarding a Solicitation to one or more suppliers, Document Numbering Appendix, B-1
11-1 Document Numbering Concepts, 1-2
Draft
C negotiations, 2-1
Clause Logic Service (CLS), 8-20
CLIN/SLIN E
adding, 4-14 ELINs / CDRLs Concepts, 1-3
Contract Actions, 8-15 ELINs and CDRLs, 4-24
Contract Deliverables, 8-13 Exhibit Line / Contract Data Requirements List
Contract Expert, 8-11 (ELIN/CDRL) Appendix, B-6
Contract File - Overview, 12-1
Contract File - Structure, 12-3 F
Contract Line / Sub-Line (CLIN / SLIN), B-3
Fair Opportunity Notice, 4-38
Contract Line / Sub-Line Concepts, 1-3
FedBizOpps Compliance Report, 15-1
Contract Terms, 8-1
FedBizOps
Contract Terms and Conditions
overview, 13-1
using, 4-33
Contract Terms page, 8-2
I
Copy Action - Rules, C-1
COTR Office Invite
address, 4-12 suppliers, 4-34
Create Issuing Office
quick links, 2-1 address, 4-12
Index-1
L Q
Lines Quick Links
adding, 4-14 create, 2-1
Linking Requisition Lines, 4-29 manage, 2-1
reusable lists, 2-1
M template, 2-1
Manage
quick links, 2-1 R
Managing Sections, 8-19 Reports in CLM Sourcing, 15-1
Multiple Rounds of Bidding, 4-37 Requesting Office
address, 4-12
N requisition
amendments, 3-5
Negotiations
Requisitions
creating, 4-2
overview, 3-1
draft, 2-1
Response Controls
published, 2-1
understanding, 4-32
Retrieve ORCA Details via Solicitations, 14-1
O
Reusable Lists
Online Representations and Certifications quick links, 2-1
(ORCA) - Overview, 14-1
Options Appendix, B-7 S
Options Concepts, 1-4
solicitation
Overview
amendments, 1-6
requisitions, 3-1
Solicitation
solicitations, 4-1
creating, 4-2
Overview of Contract Lifecycle Management for
Solicitation Header
Public Sector, 1-1
creating, 4-3
Solicitations
P
header, 2-1
Pricing Appendix, B-9 overview, 4-1
Pricing Concepts, 1-5 publish, 6-1
Printing Submit a Solicitation
conformed solicitations, 4-37 approval, 4-36
drafts, 4-37 Suppliers
published solicitations, 4-37 invite, 4-34
solicitation, 4-37 Surrogate Response
solicitation amendments, 4-37 creating, 9-1
Property Administration Office
address, 4-12 T
Publish
Template
solicitations, 6-1
quick links, 2-1
Published
negotiations, 2-1
U
Index-2
Using
demand workbench, 3-1
V
Viewing an acknowledged Amendment, 7-7
Viewing and Entering
address details, 4-12
W
Wage Determination, 4-46
Withdrawing Surrogate Offers by Buyers on
behalf of Suppliers, 9-7
Index-3

Oracle® Contract Lifecycle Management For Public Sector: Sourcing User Guide Release 12.2

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Oracle® Contract Lifecycle Management For Public

Part No. E48936-04

Primary Author: Pratima Mahtani

Contributing Author: Pragya Singh Nair

Send Us Your Comments

1 Key Concepts: Public Sector Procurement

2 Sourcing for Buyers

6 Creating and Publishing Solicitations

10 Sourcing for Suppliers

12 Contract File in Sourcing

A Pages and Navigation Paths

B Common CLM Functionality

Access to Oracle Support

Related Information Sources

Do Not Use Database Tools to Modify Oracle E-Business Suite Data

Overview of Oracle Contract Lifecycle Management for Public Sector

Key Concepts: Public Sector Procurement 1-1

Contract Line / Sub-Line (CLIN / SLIN)

Exhibit Line / Contract Data Requirements List (ELIN/CDRL)

Key Concepts: Public Sector Procurement 1-3

Key Concepts: Public Sector Procurement 1-5

Buyers Using the Negotiations Home Page

Sourcing for Buyers 2-1

Sourcing for Buyers 2-3

Note: Purchase requisitions may also be created using other e-Business

Using the Demand Workbench

• Create solicitations with either an award or IDV outcome.

Requisitions Tab 3-1

Adding Lines to Solicitations / Amendments

Requisitions Tab 3-3

• UOM (Unit of Measure)

• Transaction Reason Code

• Any other CLIN/SLIN structures are not grouped.

• Goods and Amount Based Lines are grouped.

• Grouping of requisition lines is performed even though lines have different

Requisitions Tab 3-5

2. Search for an amendment based on any of three parameters - Requisition,

• Terms and Conditions, such as Packaging and marking specifications, shipping

Negotiations Tab 4-1

• Delivery dates and related information for all contractual deliverables

• Special requirements under the Award

• Templates - Use this quick list to create solicitation templates.

• Viewing and Entering Address Details, page 4-12

• Enter Solicitation Lines , page 4-14

• Define Your Response Controls, page 4-32

Creating a Solicitation Header

• Buyer The creator of the solicitation.

Negotiations Tab 4-3

• Description Enter a brief description of the solicitation.

Negotiations Tab 4-5

• COM - A commercial format, typically used in conjunction with the SF1449,

• CSI - A construction format that utilizes 5-digit numerical sections, each

• Customer Project Code - This identifies documents created for special

• Period Status: Indicated whether the number of days to start/complete is

Negotiations Tab 4-7

• Give the member the ability to score supplier responses to negotiation

• Notify the members.

Negotiations Tab 4-9

• Requirements You can request information on suppliers at the negotiation level by