Managing a call for tenders
In-progress, active and ended calls for tenders are displayed on their respective tabs. Click on the name of the call for tenders or the icon on the right-hand side of the name of the call for tenders to proceed to the call for tenders information page.
On the ended tab, the notifications are automatically sorted in the order newest -> oldest. On this tab you will also find the suspended ones, which are at the bottom of the list. These do not include time.
Note! To delete an internal competitive tendering, click the notice or use the icon to proceed to the call for tenders information page. The ‘Delete’ button can be found on the right-hand side of the page under ‘Functions’.
The ‘Functions’ section can be found on the right-hand side of each internal competitive tendering tab. Under the ‘Functions’ heading, you can:
- Add the call for tenders to your favourites
- Open the notice in PDF/HTML format
- Copy the call for tenders to the test environment Note! This feature will create a copy of the notice in the test environment on the national contract notice template.
- View the edit history of the internal competitive tendering
- Delete the notice
New call for tenders
To create a call for tenders in a competitive tendering internal to the purchasing system, click the ‘Create new internal competitive tendering’ button on the ‘Call for tenders’ tab. The suppliers selected in connection with the purchasing system will be automatically chosen as the recipients of the internal competitive tendering (according to the sub-areas to which they were chosen as suppliers).
Select:
- Notice language
- Currency of the call for tenders
- Select a template if you want to create a notice based on an existing template.
- If the purchasing system has been divided into sub-areas, you will also need to select the sub-areas you want to put out to internal competitive tendering. Note! This option is only displayed when the purchasing system has been divided into sub-areas.
- You can also create a notice based on another internal notice that belongs to the same purchasing system.
In-progress call for tenders
A call for tenders for an internal competition is created within the purchasing system. When a call for tenders is published, a notification will be automatically sent to all the suppliers selected in the dynamic purchasing system or, if the competitive tendering only pertains to certain sub-areas of the purchasing system, to the suppliers selected for the sub-areas concerned. The procedure is similar to that for mini competitions within a framework agreement.
The information page of an in-progress call for tenders contains the following sections:
Information page
This page allows you to edit the notice using the ‘Edit the notice’ button and to view the notice details:
- When the creation of the internal competitive tendering was started
- Created by
- Progress monitoring
Contract draft
If you also have Cloudia Contract enabled, the contract folder can be updated to the
Cloudia Contract system from this page.
Documents
This page allows you to view the documents related to the internal competitive tendering.
- Internal competitive tendering PDF
- Notice attachments
- ‘Questions/answers & messages’ and ‘Award documents’ (these sections can be found in the call for tenders creations stage, but no content will be available yet)
- Other documents (Note: these documents will only be shown to the Sourcing user of the contracting entity; they will not be displayed in the Supplier Portal)
- Use the ‘Add new attachment’ feature to add new files related to the procurement that will only be shown to Sourcing users
- Generate a package of documents with all the information
- Generate a package of documents without confidential information
- Direct link to document view
- The documents related to the purchasing system can also be downloaded from this link
Internal discussion
This page allows you to engage in internal discussion on the procurement.
Active procurements
The published call for tenders will be displayed in the Supplier Portal in the dynamic purchasing system details until the expiry of the deadline of the call for tenders concerned. The calls for tenders under internal competitive tenderings will only be shown to the suppliers who have been selected to the purchasing system.
In addition to the sections included in an in-progress contract notice, the information page of an active call for tenders also includes the following sections:
Edit
The ‘Edit’ feature allows you to perform the following actions:
- Modify the deadline
- For more detailed instructions of how to modify the deadline, click here.
- Edit the notice information (making a correction notice)
- The feature works the same way as with a national contract notice and EU contract notice.
- Resend the notice
- Use the ‘Resend the notice’ feature to send the notice by e-mail to the desired recipients. For instructions on how to use the functionality, click here.
Note: The call for tenders can only be opened from the link by those who belong to the Supplier Portal company profile under which the request to participate in the purchasing system was sent.
- Use the ‘Resend the notice’ feature to send the notice by e-mail to the desired recipients. For instructions on how to use the functionality, click here.
Cancel
This page allows you to cancel the internal competitive tendering. An e-mail message about the cancellation will be automatically sent to the contact person in the Supplier Portal company profile from which the request to participate was sent, as well as to the addresses in the mailing list.
- In the ‘Legend’ field, enter the grounds for the cancellation.
- You can also add a file attachment if applicable
Send an email
For further instructions on how to send an e-mail, click here.
Ended calls for tenders
Tenders
- Click ‘Make the opening document and open the tenders’ to open the received tenders and create an opening document of the opening.
- When the opening document has been created, you can view the documents of the received tenders and the tender processing details
- You can then define the tenderer as eligible by clicking ‘Eligible supplier’.
- If you have the ‘Tilaajavastuu’ service enabled, you can click ‘Search’ to retrieve the information concerning the contractor's obligations and liability.
- You can then define the tenderer as eligible by clicking ‘Eligible supplier’.
Click ‘Select suppliers in the comparison table’ to proceed to the supplier selection.
Tender comparison
For further instructions on how to process the received tenders, click here.
Contract awards
For more detailed instructions on how to prepare a contract award decision, click here.
Procurement contract
If you also have Cloudia Contract enabled, the contract folder can be updated to the
Cloudia Contract system from this page.
Documents
This page allows you to view the documents related to the internal competitive tendering:
- Internal competitive tendering PDF
- The call for tenders message PDF that was sent to the tenderers included in the purchasing system at the notice publishing stage
- The PDFs of the original notice and correction notice if correction notices have been made concerning the internal competitive tendering
- Notice attachments
- Opening document
- Documents of the received tenders and their processing details
- Questions/answers and the messages sent using the ‘Send an email’ feature
- Contract award documents, i.e. the comparison table PDFs
- Other documents
- Use the ‘Add new attachment’ feature to add new files related to the internal competitive tendering
- Generate a package of documents with all the information
- Generate a package of documents without confidential information
- Direct link to document view
- The documents related to the purchasing system can also be downloaded from this link
Contract award notices
A contract award notice can be prepared for an ended internal competitive tendering when a contract award decision has been made in respect of all the tenderers
Click ‘Create a contract award notice based on this contract notice’ to switch to the contract award notice information page.
Click ‘Edit the notice’ to open the contract award notice.
The contract award notices created in the ‘Contract award notices’ section are listed on separate tabs according to their status:
‘In progress’, ‘Active’ and ‘Ended’.