When the competitive tendering is set up, the procurement procedure to be used needs to be selected. This is done on the procurement notice tab named ‘Basic information on procurement’ (Procurement with no scoring) or ‘Procurement procedure’(Scoring-based procurement). The available procedures are:
- Open procedure
- Restricted procedure
- Negotiated procedure (NOTE Only in ‘Scoring-based procurement’)
Additionally, electronic auction can be used as an additional procedure in the procurement (NOTE! Only in ‘Scoring-based procurement).
The procedure you choose determines how the competitive procedure is to proceed. See below for more detailed procedure-specific descriptions.
Open procedure is a procurement procedure in which the notice is openly published in the Supplier Portal. Tenderers will find the open call for tenders in the call for tenders listing in the Supplier Portal and all tenderers who are interested can submit a tender in response to the call for tenders concerned. In addition to the Supplier Portal, open calls for tenders can be published by e-mail, in which case an invitation to respond to the call for tenders concerned will be sent to the tenderers by e-mail.
Publishing channels for an open procedure:
- Supplier Portal
Restricted procedure is a procurement procedure in which the notice is only published directly to the selected tenderers by e-mail and only the invited tenderers may submit tenders. The notice cannot be openly published in the Supplier Portal the same way as in the open procedure.
Publishing channels for a restricted procedure:
Negotiated procedure is a procedure in which the procurement process proceeds in stages. The (potential) stages in a negotiated procedure are:
Invitation to participate stage
Negotiation round stage (one or several rounds)
Call for tenders round stage
Invitation to participate stage
Creating an invitation to participate round
The invitation to participate round is the first stage in the negotiated procedure. At this stage, the organisation that puts the contract out for tender defines the invitation to participate to potential tenderers. After the publishing of the invitation to participate, the tenderers submit their requests to participate in the competitive tendering concerned.
The content of the invitation to participate is prepared the same way as in other types of procedure (click here for a more detailed description).
Publishing the invitation to participate
The invitation to participate is published on the ‘Preview and publish’ tab under ‘Publish/send (Select publishing targets)’.
The invitation to participate can be published:
After publishing, the invitation to participate is openly displayed to the tenderers through the Supplier Portal. To publish openly, select ‘Supplier Portal’ as the publishing option.
To a limited number of recipients:
The invitation to participate will be published to pre-selected tenderers and the invitation to submit a request to participate will be delivered by e-mail. To publish to a limited number of recipients, select ‘Send by email (enter addresses)’ as the publishing option and define the e-mail addresses of the selected tenderers in the field that appears, separated by line breaks.
In a combination of the above:
The invitation to participate can be published openly in the Supplier Portal and an invitation can be sent to pre-selected tenderers by e-mail. This is done by selecting both of the above publishing options.
NOTE! You can download a process chart for the negotiated procedure at the bottom of this page
Figure: Publishing options for an invitation to participate
Receipt and viewing of requests to participate
Tenderers may submit their requests to participate as long as the ‘Time limit for receipt of tenders or requests to participate’ has not expired. The procedure for submitting requests to participate is the same as that for submitting tenders (see Submitting a tender)
The organisation that puts the contract out for tender can view the received requests to participate on the information page of the procurement concerned. The procurement information page is accessed from the notice folder view. Procurements where the time limit for the receipt of tenders or requests to participate has not expired are listed in the ‘Active’ folder.
Figure: Proceeding to the viewing of requests to participate when the time limit for submitting tenders has not expired
Processing requests to participate and selecting tenderers for the negotiation rounds
When the ‘Time limit for receipt of tenders or requests to participate’ expires, the procurement concerned moves automatically to the ‘Ended’ notice folder. To process the requests to participate, select a procurement from the listing that appears.
Figure: Proceeding to the processing of received tenders when the time limit for submitting tenders has expired
The organisation that puts the contract out for tender can view the received requests to participate by clicking the ‘Tender documents’ link next to the selected tenderer or by downloading the requests of all tenderers
using the ‘Download documents of all tenders (ZIP)’ link. The requests to participate can also be processed on an aggregated basis in the comparison table view by selecting ‘Select suppliers in the comparison table’ from the procurement information page.
Tenderers can be shortlisted for further processing in three ways:
- By selecting the tenderers from the procurement information page by checking ‘Eligible supplier’ next to those tenderers who are selected for the next round
- By selecting the tenderers via the comparison table (see Tender comparison)
- The organisation that puts the contract out for tender can also choose the winning tenderers directly by selecting ‘Select the suppliers directly (the procedure of the notice will be changed to open procedure)’. After making the selection, you will proceed to tender comparison to select the winning tenderer(s) via the comparison table (see Managing ended notices)
Figure: Selecting tenderers for the next round or choosing a supplier directly
After selecting the tenderer, you will proceed to create a negotiation round or the actual call for tenders round. Before proceeding to the creation of a new round, select the notification option from the ‘Notification’ section. At the notification stage, you can:
- Publish a rejection notice to rejected tenderers (see Rejection decision)
- Make an interim decision and notification about the selection of tenders
- Make an interim decision using the contract award form and send notification to all candidates and tenderers (see Contract award decision and interim decisions)
- Proceed to the next round without notifications
Figure: Selecting the notification option after processing the tenderer selection
After the notification stage, select from the ‘Rounds’ tab whether to:
- start the creation of a negotiation round, or
- start the creation of the actual tendering round.
After making your selection, you will have the opportunity to choose whether to use the previous round’s request to participate as a template or whether to create the negotiation round and/or tendering round documentation on a blank template.
Figure: Proceeding to the negotiation round or actual tendering round
Negotiation round stage
Setting up a negotiation round
The procedure for creating negotiation round content is similar to that for creating a participation round and/or call for tenders. When setting up the round, you may use the notice of the previous round as a template or create the content of the round on a blank template. Click here for further instructions on content creation: Scoring-based procurement
Figure: Editing the content of the documentation published during the negotiation round
Publishing the negotiation round
To publish the negotiation round documentation, go to the ‘Preview and publish’ tab. The documentation of the round will only be published to those tenderers who were selected for the negotiation round now being set up based on the previous round. An e-mail containing a direct link to the negotiation round concerned will be sent to the selected tenderers. Using this link, the tenderer may proceed to the Supplier Portal where they can view the negotiation round documentation normally after login and submit their tender for this round.
Receiving and viewing the tenders of the negotiation round
The procedure for reviewing the tenders submitted by the tenderers during the current negotiation round is similar to that for reviewing the requests to participate during a request to participate round (see section “Receipt and viewing of requests to participate” above)
Processing of the tenders received during the negotiation round and selection of tenderers for the upcoming rounds
When the time limit for submitting tenders during the negotiation round expires, the received tenders are processed the same way as requests to participate (see section “Processing requests to participate and selecting tenderers for the negotiation rounds” above). After the processing of the tenders and the notification stage, you can select whether to proceed to setting up a new negotiation round or to the actual tender round.
Call for tenders round stage
Proceeding to the actual tender round
When the necessary rounds have been brought to completion, the next step is to proceed to last stage of the procedure, the creation of the final call for tenders. This is done from the ‘Rounds’ information page of the previous round. The creation of the actual call for tenders round follows the same logic as the creation of the negotiation round (see section “Negotiation round stage” above).
Closing the negotiated procedure after the last round
When the deadline for call for tenders of the last call for tenders round expires, the received tenders will be processed using the comparison table.
Figure: Proceeding to tender comparison
The comparison table is processed the same way as in other procedure types (see tender comparison)
When the tender comparison has been processed and the suppliers have been selected, the next step is to proceed to the contract award decision stage. The procedure for creating a contract award decision and notification is similar to that in other procedure types (see Contract award decision)
After the contract award stage, a contract can be created for the selected supplier(s) in Cloudia Contract if the system has been deployed in your organisation.
Linking of rounds in the system
Rounds that belong to the same negotiated procedure are interlinked in the system. The rounds that belong to the same procedure can be viewed on the ‘Rounds’ tab of the notice. To view the documents attached to each round, select the desired round from the listing and switch to the ‘Documents’ tab.
Figure: Linking of negotiated procedure rounds in the system