This article emphasizes the use of Equivalent Items, Bid Management, and comparing Global Trade Item Numbers (GTINs) for successful procurement process. Here users can find alternative options through Equivalent Items, leading to better product quality and pricing from vendors. Creating a Bid Specification Report simplifies the bid preparation process, allowing districts to generate reports that include associated Equivalent items. Comparing GTINs in the procurement process simplifies item comparison and compliance with procurement regulations, which encourages competition and better pricing. Overall, the article highlights the importance of implementing these supply-chain management tools for successful procurement.
Add Item searching N2F Database
Equivalent Items
Equivalent Items are products that share similar specifications and can be used as substitutes for each other. By tagging and storing them in the Item Database, we make it easier for procurement teams to find alternative options when making purchases. These items will also be highlighted on the Procurement Report.
To search for Equivalent Items within the Item Database, simply use the search function and enter the name, purchase option, brand name, net weight, servings per purchase unit, serving size, and procurement category. The search results will display a list of items that closely match your query, with the most relevant options appearing at the top of the list.
This article provides information on how to:
Tag Equivalent Items
- Login and click on the Menu Item from the left-side navigation panel
- Locate the item you'd like to tag equivalents for and click the three dots icon on the right-hand side of the screen for the appropriate item. Click the Search Equivalents button
- Review the list of ranked results and click the check box of each item on the list to tag as an equivalent to the original item
- Note: You can select as many equivalents as desired
- Note: The item on the top of the list is the original item
- Click the Save button to save the tagged equivalents and close the Select Equivalents search
View Equivalents
- Login and click on the Menu Item from the left-side navigation panel
- Click on an Item from within the Item Database that you'd like to view equivalents for
- Click on the Purchase Options tab and view the items Equivalent Items
Remove an Equivalent Item
- From the Item Detail > Purchase Options, click the three dots icon on the far right-hand side of the screen for the Equivalent Item you'd like to remove. Click the Remove button
- Click the Remove button to confirm your selection or click Cancel to return to the previous screen
Bid Management
Bid Management is a supply-chain management tool that helps districts create bids by starting with items from their Item Database, entering estimated quantities, and generating a report that shows the product specifications of all items, including Equivalent items. This tool also helps districts comply with USDA procurement regulations by specifying Equivalent items from different brands or key requirements for each item. It's recommended that districts require all respondents to provide GTINs in their response for easy comparison. The functionality of Bid Management will continue to improve over time.
1. Starting from the homepage, select bid management from the bottom left.
2. Select the plus sign that appears at the bottom right
3. Fill out the Bid Description and Procurement Categories, then select Save & Continue.
4. On this page you will see a list of items to select and start the Bid Specification Report. From here you can start to add the Estimated Quantities for each item.
5. Once you are satisfied with the selection and the quantities, select the check box next to "Mark category as completed". Then select the drop-down arrow at the top left. This will give you a list of procurement categories and from there you can select another group and continue the same process.
6. Once you have completed each category select save.
7. Once saved, select the paper icon at the top right to Generate a Bid Report. Then select download excel. This report can now be included/attached to the vendor RFP as the product specifications.
Add Item searching N2F Database
Adding items to the bid specification report is now even more intuitive.
To search and add items to a bid, start by selecting Bid Management from the left tool bar, then select the bid you want to add items to.
Select the [+] sign at the bottom right corner and then select [Search N2F Database]
Here you can search for items based on Name, GTIN, Brand, Manufacturers Product ID.
Users can also refine their search by choosing to view only branded or generic items, meal components, and contracted items.
After entering the search terms, a list of items will be displayed. Users can browse the list or apply filters to narrow down the search results. The available filters include contract status, where a "$" symbol indicates that the item is part of the contract. These filters can facilitate the search process and help users quickly identify the desired items.
After locating the desired item, users can select it to view a detailed information page. After reviewing the information, users can add the estimated quantity and click on the [Add] button to include the item in the bid.
Well done! You have now added an item to your Bid specification report using the N2F database.
Compare GTINs
The Global Trade Item Number (GTIN) is a 14-digit identification number that is unique and recognized worldwide for a product. Its purpose is to simplify the process of comparing items on the Bid specification sheet. To compare items using GTIN, navigate to Bid Management from the left navigation bar, and select the plus sign at the bottom right.
Fill out the required information on the pop-out, it's best practice to provide some detail in the Bid Description then select the procurement category from the drop-down list and select Save & Continue.
Once items are populated you'll see a list of your items broken down by procurement category. You can move between categories by selecting the drop-down menu or clicking on the arrow next to the category.
Ensure that you have the GTIN of the other item you wish to compare on hand, possibly even a list of GTIN's for an easy and smooth process. Start by selecting the 3 dots on the right-hand side of the item and select Compare Item.
From the pop-out window enter the GTIN and select Search N2F, searching the N2F database will do a side-by-side comparison of the items. Please note that if the GTIN is not correct or the number is not long enough you get a red error message below the search box.
If the item fits the needs mark it as equivalent and save. You'll now see a number by the 3 dots on the left-hand side. Do this for all items you want to compare, and select save if any changes have been made.
