Procedure

The ‘Procedure’ tab is used for selecting the request procedure to be used and for making certain choices that affect the submission of responses. Fields marked with an asterisk (*) are mandatory.

Procedure *

Open procedure

• A request procedure in which the suppliers is openly published in the Supplier Portal. All interested suppliers may submit a tender in response to a call for tenders published using the open procedure.

Restricted procedure

• Restricted procedure is a procurement procedure in which the call for tenders is only published directly to the selected tenderers by e-mail and only them may submit tenders. 
• The call for tenders will not be openly published in the Supplier Portal the same way as in the open procedure.

Do not show type of procedure to suppliers

• Use this option if you do not want to disclose the type of procurement procedure used to the suppliers.

Procurement object divided into lots *

• Select whether the procurement object has been divided into lots
  • If you select yes, sub-areas will be created in procurement object criteria, and a different supplier can be selected for each sub-area
    • If the procurement has been divided into lots, partial tenders can be allowed
  • If you select no, the procurement will be treated as a turnkey procurement. You can create groups in the procurement object criteria section, but the supplier selection will be made collectively for the entire procurement.
    • If the procurement has not been divided into lots, partial tenders cannot be allowed

Partial responses within object groups allowed *

• If the call for tenders incudes several different object groups (the object groups are defined in the ‘Sourcing items and criteria’ tab), use the ‘Yes’ option to allow the suppliers to exclude part of the object groups. 
• If you use the ‘No’ option in this section, suppliers will be required to submit a response for all the object groups. The default selection is ‘No’

Alternative responses accepted * 

• Use this option to allow the supplier to submit alternative responses. The default selection is ‘No’

Use the double envelope procedure In the double envelope procedure, the evalution factors are assessed in two stages. In the first stage, all factors other than the price will be assessed. In the second stage, the price factors will also be seen. If the double envelope procedure is used, the evalution will proceed as follows: In the first stage, the evalution table will open so that all the price information asked for the sourcing items will be hidden (‘Hidden’ text) When the quality evalution has been completed, you can proceed to the price evalution stage using the ‘Go to price evalution stage’ functionality 

NOTE! After this, it will not be possible to return to the quality evalution. Visibility * Visible if the organisation has an organisation structure Check the ‘Hide the contract notice from other contracting entities within the group’ box if you do not want the contract notice to be shown to all those users in the organisation who have user rights to the unit concerned.

Responsess opening minutes in use * Additional functionality subject to a separate order 

• If you choose to use an opening document, you must prepare an opening document after the expiry of the deadline in order to be able to view the responses.  

• The selection will not prevent viewing the suppliers when the request is in progress. 

Response details can only be viewed after the deadline for the submission of responses has expired * 

• If you answer ‘Yes’, you will only be able to view the response details after the expiry of the deadline.  

  • Sending a clarification request or opening a evalution table will also not be possible while the request is in progress.  

• If you answer ‘No’, you will be able to view the suppliers at any time in pdf format and in the evalution table and send clarification requests.  

  • If you also use the double envelope procedure, a Sourcing user will be able to view the qualitative criteria prior to the expiry of the deadline and send a clarification request relating to the qualitative criteria 

  • It will not be possible to view the prices prior to the expiry of the deadline.

Use the double envelope procedure

• In the double envelope procedure, the comparison factors are assessed in two stages. In the first stage, all factors other than the price will be assessed. In the second stage, the price factors will also be seen.

• If the double envelope procedure is used, the comparison will proceed as follows:
  • In the first stage, the comparison table will open so that all the price information asked for the procurement object will be hidden (‘Hidden’ text) 
  • When the quality comparison has been completed, you can proceed to the price comparison stage using the ‘Go to price comparison stage’ functionality 
  • NOTE! After this, it will not be possible to return to the quality comparison.

NOTE! When filling out the form, click the green info button next to a section of the form to display the info text pertaining to that form section.