Viewing the comparison table
In the tender/request to participate comparison view, you can view all the received tenders/requests to participate in a comparison view automatically generated by the system or by generating your own comparison views. Own comparison views are always notice-specific, and the view can also be set as the default view for the notice concerned. The system makes it possible to view the comparison table in two different ways: in the edit and in the overview view. The system has a notice-specific default view that can be chosen to open in the edit or in the overview view. An own comparison view can also be saved as the default view of a specific notice. The comparison table will always open in the format defined at the call for tenders creation stage. The format of the comparison table is determined by:
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Whether the procurement concerned is a turnkey procurement or whether it has been divided into lots
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The comparison criterion (the cheapest price, scoring, or order of priority)
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The requested suitability requirements or other conditions targeted at the tenderer (when structured ESPD is used)
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The procurement objects and criteria
Click here for comparison examples
Edit or view comparison
Comparison edit view
To open the comparison table in the edit view, click ‘Edit comparison’. In the edit view, you can apply various management or edit actions to the comparison table (commenting, supplier selection, manual scoring, processing of confidential information, and rejection and clarification of tenders).
View comparison
View the comparison via the call for tenders information page
The comparison table overview view opens when you click ‘View comparison’. You can then view the comparison table, but you cannot use any management or edit functionalities.
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Click ‘View comparison’ to open the view in the comparison overview view
FIGURE: From the ‘Tender comparison’ information page, you can select the desired way to view the comparison table
View the comparison via the edit view
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From the top-left corner of the comparison table, click ‘View comparison’
FIGURE: The figure depicts the ‘View comparison’ option
In the comparison overview view, you can view the comparison table in alphabetical order or in the ranking order
FIGURE: The figure depicts the comparison overview view sorting functionality
Open manage comparison views
The manage comparison views feature can be found both from the comparison table edit and overview view
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Click ‘Open manage comparison views’
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Click ‘Create new comparison view’ or
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Select the system default view functionality
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Open the comparison view in pdf format (trade secrets hidden)
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Open the comparison view in pdf format (trade secrets displayed)
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Open the comparison view in html format (trade secrets hidden)
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Open the comparison view in html format (trade secrets displayed)
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Defining a comparison view
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Comparison view name
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Name the comparison table
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Default view
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Select whether the comparison view is the default view of the call for tenders
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Tenders listed in the view
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You may choose the tenders that will be listed in the comparison view
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You may choose the procurement lots shown in the comparison view
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To clear the selections, click the ‘Clear selections’ button
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View settings
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Select the desired settings
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The view is generated in the reverse order
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Displaying only those that involve scoring
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Displaying only those that involve manual scoring
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Displaying only those that involve confidential information
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Displaying the tender's name
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Displaying the name given for the tender
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Displaying price summary rows
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Displaying quality summary rows
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Displaying total score rows
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Displaying the (tender) rank number
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Displaying suitability requirements
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Click ‘Save’
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After saving, you can click ‘Open view in comparison table’ to open the view
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Click ‘Delete’ to delete the comparison view
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Click ‘Return to manage comparison views’ to return to the manage comparison views mode
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FIGURE: The figure depicts an example of how to define the comparison view
Comparison management and edit functionalities
In the edit comparison view, you can view and apply management and edit functionalities to all received tenders/requests to participate.
Comparison table scoring views and score calculation method
In Cloudia Sourcing, you can set maximum price and/or quality points for the total price or by sub-area. Additionally, scoring weights (relates to the setting of price points) and criteria-specific points can be set for the objects being procured. The price points are generated automatically based on the tenderer’s total price in relation to the other tenders received (the ‘relationship to the smallest’ or ‘linear’ calculation method will be used in the price comparison), and the maximum quality points will be given to the tenderer who received the largest number of criteria-specific points (the quality maximum points are compared using the ‘relationship to the largest’ formula).
Separate instruction are available for the scoring views under Scoring of price and quality and Scoring the criteria.
Calculation method for price and quality points
When ‘Economically most advantageous tender, scoring’ has been selected as the comparison criterion, points can be defined for the group total price or sub-area price that are distributed according to the selected formula (relationship to the smallest, relationship to the largest, or linear). In the comparison view, tenders are compared against one another according to the selected price formula. If maximum points for quality are used, the qualitative maximum points are automatically determined using the ‘Relationship to the largest’ formula (for more detailed instructions, see Scoring of price and quality)
FIGURE: Example of the scoring of total price and quality In the figure, the price is compared using the ‘Relationship to the smallest’ formula
Calculation method for criterion-specific points
If ‘Economically most advantageous tender, scoring’ was selected as the comparison criterion, a separate column for the score calculation method will appear in the comparison table view. The information in the ‘Calculation method’ menu indicate how the points of the criterion concerned will be calculated. The scoring can be automatic, in which case the points will be assigned automatically in the comparison based on the answers given by the tenderer, or manual, in which case the processor of the comparison sets the points in the edit comparison view on criterion-by-criterion basis. Automatic points cannot be edited in the edit comparison view The following calculation methods can be set on a criterion-by-criterion basis (for more detailed instructions, see Scoring the criteria)
FIGURE: Example of criterion-specific calculation methods
Processing of confidential information
In the comparison table edit view, you can process the information proposed as confidential by the tenderer and also set information other than those proposed by the tenderer as confidential. The criteria defined as confidential information will not be shown in those system-generated comparison table reports where confidential information is hidden. The system default is that the information proposed as confidential by the tenderer have also been accepted as confidential and that the information proposed as confidential can also be rejected and accepted en masse.
If a comparison table edit view is saved without processing any confidential information, the system will notify that no confidential information has been processed. Confidential information can also be viewed and edited after the issuance of the contract award decision.
1) Mark as confidential information
The ‘Mark as confidential information’ option in the top-left corner allows you to open the information that was proposed as confidential by the tenderer. The information proposed as confidential will appear marked with the ‘lock’ symbol in the comparison table (item 1 in the figure) while the rest of the information will be marked with the ‘lock open’ symbol. When the confidential information has been processed, the information marked as confidential will appear marked with the ‘lock’ symbol.
Mark as confidential information
- Click the ‘lock open’ symbol next to the desired information
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The information confirmed as confidential will appear marked with the ‘lock’ symbol in the comparison table
Confirm the proposed confidential information (information proposed as confidential by the tenderer)
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The proposed information is confirmed by default
Reject the proposed confidential information
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Click the lock symbol, and the confidential information will disappear
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The confidential information proposed by the tenderer but rejected by the processor of the comparison will appear in the comparison table marked with the envelope symbol
2) Mark or reject all the confidential information in the group (or sub-area) proposed by the tenderer as confidential
Mark all the confidential information in the group (or sub-area) proposed by the tenderer as confidential
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From the header row of the tender column (below the tenderer’s name), select the ‘lock’ symbol
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The system confirms the operation with the ‘Saving was successful’ message
Reject all the confidential information in the group (or sub-area) proposed by the tenderer as confidential
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From the header row of the tender column (below the tenderer’s name), select the ‘lock open’ symbol
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The system confirms the operation with the ‘Saving was successful’ message
FIGURE: The figure shows the mark all or reject all functionalities
Clarification
See ‘Order clarification’
Commenting in the comparison table view
In the comparison table view, you can set criterion-specific comments and comments pertaining to the tenderer.
Entering criterion-specific comments
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Click the balloon icon of the desired notification
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The comments entered will be displayed in the system-generated comparison table reports
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The comment entered will be displayed in the comparison view as a ‘ticked’ balloon icon
Entering a supplier-specific comment
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Click the balloon icon below the supplier selection
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The comments entered will be displayed in the system-generated comparison table reports
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The comment entered will be displayed in the comparison view as a ‘ticked’ balloon icon
FIGURE: The figure depicts an example of entering comments in the comparison table view. Comments can be entered by clicking the balloon icon and closed from the same icon.
Rejecting tenders
The comparison table allows rejecting a tender/request to participate, in which case the tender/request to participate submitted by the tenderer will be omitted from the comparison. If the procurement has been divided into lots, the rejection must be made separately for each desired lot.
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Uncheck the desired tenders/requests to participate
FIGURE: To reject a tender on the comparison table, remove the checkmark from ‘Eligible tender’
Export and import comparison criteria with an Excel file manually for assessment
If applicable, you can move the criteria answers given by the tenderer to Excel, enter scores for them there, and then upload the scoring to the comparison table. After Excel import, click ‘Edit the comparison’ or ‘View comparison’ to open the comparison table, following which the scoring and comments imported using Excel will be shown on the comparison table view. This functionality can only be used if ‘Manual’ has been defined as the scoring method.
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Click ‘Export comparison criteria to an Excel file manually for assessment’
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Save the Excel file on your own computer
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The Excel file will list all the criteria that have been defined as manually scored, as well as criterion-specific answers if the criterion is of the ‘text’ type.
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Enter the desired information
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Save the completed Excel file on your computer for importing
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Switch back to the procurement information page and click the ‘Import free text answer assessments from an Excel file’ link
NOTE! No changes may be made in the export Excel, and if the comparison table is re-generated (the processing is started with the selection of an eligible tenderer), the export Excel must be re-generated using the ‘‘Export comparison criteria to an Excel file manually for assessment’” functionality).
FIGURE: The ‘Export comparison criteria to an Excel file manually for assessment’ option can be found from the comparison table.
Open the comparison view in PDF, HTML or excel- format
From the view, the comparison table can be opened in PDF format
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Open the comparison view in pdf format (trade secrets displayed)
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Open the comparison view in pdf format (trade secrets displayed)
From the view, the comparison table can be opened in HTML format
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Open the comparison view in html format (trade secrets displayed)
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Open the comparison view in html format (trade secrets hidden)
From the view, the comparison table can be opened in excel- format
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Open the comparison view in excel-format (trade secrets displayed)
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Open the comparison view in excel-format (trade secrets hidden)
