Incumbency

In procurement and sourcing processes, the incumbent is the supplier who currently holds the contract for the goods or services being sourced. When you are running an event, you can specify which bidder is the incumbent for each lot. This information can be used later for analysis purposes. For information on incumbency scenarios and configuration, please visit Incumbency Scenarios.

 

Incumbency Levels

You can configure Item-Level incumbency for bidders on the Incumbency tab. By specifying Item-Level Incumbency for a bidder, they are implicitly defined as an Event-Level Incumbent as well. For each lot, you can set as many bidders as you want as the incumbent. You can configure incumbency online using Sourcing Optimizer or offline using a downloaded template.

A: Event-Level Incumbents: By Default any supplier marked as an item level incumbent is an Event-Level Incumbent. You do not need to configure this. In scenario analysis this will be an available option.

B: Item-Level Incumbents: Incumbents to the specific item (Lot) in which they are bidding on.

 

Historic Share

When establishing incumbency in Keelvar, you have the option of configuring Historic Share. This can be used when running scenarios to create rules that will award bidders based on their historical share of a lane/lot.

Configuring Historic Share Offline using an Excel Template:

  1. Go to the 2) Invite stage of the event and select the Bidders page
  2. Select ‘Incumbency’ tab
  3. Download the Bidder Configuration file
    • Each Bidder+Lot combination will have its own row
  4. In the ‘Incumbent – Status’ column (column F), enter TRUE on all of the lots in which the bidder is the incumbent.
    • If you only want to configure Event-Level incumbency, a bidder must be marked as the incumbent for at least 1 lot in order to be considered an Event-Level Incumbent
  5. In the ‘Incumbent – Historic Share’ column (column G), enter the percentage share in which they are the incumbent for.
    • The historic share is not required but needs to be configured if you wish to run scenarios based on the historic share of a bidder. It will default to 0% if not specified. 
  6. Once you are finished filling out the configuration file, save and re-upload into Keelvar in the Incumbency tab in the 2) Invite stage. This will ensure that Keelvar can save your changes.

 

Configuring Historic Share Online in Keelvar:

  1. Go to the 2) Invite stage of the event and select the Bidders page
  2. Select ‘Incumbency’ tab
  3. Each bidder will have an ‘Edit’ button on the right side of their row. Select ‘Edit’
  4. The next screen shows each lot and the current incumbent status. Select the edit icon on the right side of each lot.
  5. First, you will click the option that says ‘Incumbent’. Then, you can configure the historic share (not required).
  6. Click ‘Save’