With Cloudia Tender Decisions, it is possible to create a decision all at once or in stages. The decision can be made using a structured decision form, or if the decision has been made in another system, it can be imported into the system.
New decision
On the Decisions tab, you first choose whether to create or import a decision into the system and send the notification to the selected tenderers, or to indicate that the decision and its notification have been made in another system (NOTE: the subsequent selection cannot be cancelled).
Decision taken outside the system
If a decision has already been taken in another system, it is brought to the active state by clicking on the checkbox "Decision taken outside the system. Import the decision into the system for notification". Note! If you want the decision to be made in the system, do not tick this box.
Suppliers of the decision
- Select the companies to which the procurement decision is to be addressed. Note! Only those undertakings which have not been the subject of an exclusion decision during the examination of the tenders received will be included in the list.
Once the suppliers concerned by the decision have been selected, click on "Save and continue".
The decision and its attachments are imported into the system by clicking on "Add attachment".
The order of the attachments can be changed by clicking on the arrow icons on the right-hand side.
Click on "Save and Continue" to proceed to the notification stage.
If your organisation uses electronic signatures, you can sign the decision and its attachments electronically.
Creating a new decision
Decision templates
A procurement decision can be based on a template, or a contracting entity can create a procurement decision on the basis of a previously created model base. Admin-level users can manage templates in the Settings > Award Templates section.
If a decision is to be made on a base, select template from the drop-down menu.
Select the companies to which the decision is to be addressed.
Note! Only those undertakings which have not been the subject of an exclusion decision in the course of the examination of the tenders received will be listed.
Once the suppliers concerned by the decision have been selected, click on "Save and continue".
Basic basis for the decision
The decision name is the first default item that cannot be deleted. The name is given by typing it in the Title field.
There are other default fields below the basic base:
- Procuring entity (comes from the data of the procuring organisation)
- Acquisition name (comes from the information in the notification)
- Notice published (from the notice data)
- Number of tenders or applications received (from the notification data)
- Decision taken (default: current date. From the Calendar icon, select the official decision date)
- Decision
- Reasons for the decision
- Selected supplier(s) (from the comparison table)
- Available for consultation
- Further information on the decision
- Signatories
- All persons with a user account in the system will be considered as pre-signed signatories
- A new person can be added by selecting "Add new signatory
- Select the signature method
- Normal
- Electronic signature Note! Only available for those organisations that have electronic signature enabled in Cloudia Competitions. See instructions in the article "Electronic signature of the decision"
To add a section, click on the green plus icon at the bottom of the page "Add new section" , where you can name the section title and set the text as you wish.
To delete a section, click on the red tick.
The order of the sections can be changed by grabbing the drag button and moving the section to the desired position.
To proceed to the notification of the contract award decision, click on "Save and proceed" at the end of the form.
Editing a draft decision in draft mode
From the Decisions tab, you can edit a draft decision from the three-line menu icon
Next step is to send the notitification of the decision.