Procurement stage of a dynamic purchasing system

The invitation to participate in the dynamic purchasing system created by the contracting entity is displayed in the Supplier Portal for the entire period of validity of the dynamic purchasing system, and tenderers may also request to be included in the purchasing system during the procurement stage. Additionally, the Supplier Portal also constantly displays an up-to-date listing of tenderers accepted to the purchasing system. 

At the procurement stage, the contracting entity that owns the purchasing system may carry out competitive tenderings internal to the purchasing system (click here for instructions on internal competitive tenderings). If separately so allowed, the contracting entities included in the purchasing system may also carry out internal competitive tenderings. During the procurement stage, the request to participate can be corrected and the period of validity of the purchasing system can be extended. The purchasing system can also be cancelled.

Procurement stage functionalities

Information page

From the information page of the notice, you can view certain basic information of the purchasing system that is at the procurement stage: 

• Deadline
• Creator of the invitation to participate in the dynamic purchasing system
• People who reviewed the notice
  • Lists the tenderers who have viewed the invitation to participate
• Received requests
  • Lists the tenderers who have submitted a request to participate
• New unanswered questions
  • Shows the number of questions received
  •  Click the ‘Go to question management >>’ link to proceed to question management and answer the questions submitted. For instructions on question management, click here.
• Link to request to participate in the Supplier Portal
  • Shows a link to the Supplier Portal to which the purchasing system has been published
• Participating communities
  • Click ‘Show/hide participating communities” to view the participating communities
    • Click ‘Add participating community’ to add a participating community

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 documents related to the purchasing system:

• The invitation to participate PDF
• The message if the request to participate was submitted by e-mail
• The original notice if correction notices have been made concerning the invitation to participate
• Notice attachments
• Received requests
• Questions/answers and messages
• Contract award documents
• 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 the Sourcing user.
  • Generate a package of documents with all the information
  • Generate a package of documents without confidential information
    • A document package can be generated from the documents added to the purchasing system. The document package can be generated with all the information or without confidential information.
      • A prefix can be defined for the files to be included in the document package
      • The PDF/A file format can be used where applicable
        • Click ‘Create document package’
          • Select the location where you want to save the package and click ‘Save’
• Direct link to document view
  • The documents related to the purchasing system can also be downloaded from this link

E-mail list

The e-mail addresses of the recipients of e-mails related to the dynamic purchasing system can be maintained using the ‘Procurement system e-mail list’ feature. The feature allows you to add e-mail addresses both to the list of the contracting entity and the list of the tenderers. 

In the ‘Contracting authority’ section, you can:

• Add new addresses to the e-mail list of the contracting entity by clicking the ‘Add new’ button
• Select new persons to the e-mail list of the contracting entity from Cloudia Sourcing users
• Remove any added addresses by clicking the recycle bin icon

The system will send an e-mail message to the recipients in the list in the following situations:

• a new request to participate
• a reminder after 7 days of the receipt of a request to participate if the request has not yet been processed
• the supplier submits a request to exit from the system
• a question is received in the purchasing system

In the ‘Tenderers’ section, you can:

• Add new addresses to the e-mail list of the company accepted to the purchasing system by clicking the ‘Add new’ button
• Select persons to the e-mail list from the Supplier Portal profile of the sender of the request to participate
• You can edit or delete the addresses added by the contracting entity

The system will send an e-mail message to the tenderer in the following situations: 

• the purchasing system is edited 
• the supplier is removed from the purchasing system
• a message is sent using the ‘Send an email’ feature
• cancellation of the purchasing system
• internal competitive tendering is published

Concerning an internal competition, the system will send e-mail messages to the tenderers in the following situations:

• the internal competitive tendering is edited using the ‘Modify the deadline’ or ‘Edit the notice information’ feature
• cancellation of the internal competitive tendering
• messages sent using the ‘Send an email’ feature

By default, the list includes the e-mail address of the sender of the request to participate that cannot be delated.
 The tenderer may also add addresses to the e-mail list in the Supplier Portal.

Cancel

A purchasing system that is at the set-up stage can be cancelled using the ‘Cancel’ feature. 

• In the ‘Legend’ field, enter a text explaining why the purchasing system is cancelled.
• If you want to pass this information to the tenderers who submitted a request to participate in the purchasing system or viewed it in the Supplier Portal, activate the ‘Send e-mail to those who have submitted a request and viewed the notice’ option
• If applicable, you can also add a file attachment by clicking ‘Add new attachment’
• Click the ‘Cancel’ button to confirm the cancellation

NOTE! Information about the cancellation will be automatically sent to Hilma if the notice was published in Hilma. The cancelled notice will be automatically moved to the ‘Cancelled’ folder

Cancelled purchasing systems

The system lists cancelled dynamic purchasing systems in the ‘Cancelled’ folder. 

The list shows the following information about a cancelled dynamic purchasing system:

• Identifier
• Name (notice)
• Deadline
• Created by

The list can be sorted from the drop-down menu either by deadline or name.

Processing of applications

For further instructions on how to process requests, click here.

Template management

This page allows you to:

• Create new template for internal competitive tendering
• Edit and delete existing templates

Edit

A notice that is at the procurement stage can be corrected on the ‘Edit’ tab. 

The feature works the same way as with a national contract notice and EU contract notice. More detailed instructions for using these features can be found under the following links: Edit Menu

or EU correction notice

• When you click the ‘Switch to correction mode’ button, the system will ask you ‘Are you sure you want to switch the procurement system to the correction mode?’ 
  • Click ‘Yes’
    • The system switches to the notice form
      • Make the necessary edits and re-publish the notice on the ‘Preview and publish’ tab.

Send an email

For further instructions on how to send an e-mail, click here.  

Calls for tenders

For further instructions on how to create an internal competitive tendering, click here.

Expiry of a dynamic purchasing system

A dynamic purchasing system is valid for a predefined period of time, after which the validity of the system expires. A purchasing system can also be cancelled with a cancellation notice (using the ‘Cancel’ feature).

Expired purchasing systems

The system lists expired dynamic purchasing systems in the ‘Ended’ folder. 

The list shows the following information about a cancelled dynamic purchasing system:

• Identifier
• Name (notice)
• Deadline
• Created by

The list can be sorted from the drop-down menu either by deadline or identifier.

The icon shown on the right-hand side of an expired purchasing system provides access to the following functionalities:

• Open the notice information page
• Open the notice in PDF format
• Open the notice in HTML format
• Create a new notice using this as a template
• Move the notice to archive