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Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide
Release 12.1
Part Number E18425-02
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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 before the close date/time.

You can create an amendment at any time after approval of a solicitation. 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.

Once you have completed amending your document, you can generate a description with the details of the amendment.

See: Generating a Description

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:

  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, and 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

Once you have completed amending your document, you can generate a description with the details of the amendment.

To generate a description:

  1. On the Create Amendment Review page, select Generate Description from the actions menu.

  2. On the Change Description page, select the mode. Choose between Background Mode and Runtime Mode.

    If you choose Background Mode, then the application submits a concurrent program to generate the description, and you see a message informing you about the submission of the concurrent program and you can continue to work.

    If you choose the Runtime mode (default), then you can view the changes to the description directly rather than having to go back to the Change Description page to view them.

  3. Click Generate.

  4. The Text Edited by User check box indicates if the user has made changes to the description automatically generated by the system.

  5. The Amendment Updated after Generating Description check box is automatically selected if you make any modifications after generating the description. If this check box is selected, ensure you regenerate the description. If you regenerate the description, the application overwrites all changes.

  6. Click Revert or Save your work.

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.