Sourcing contract

* visible if the organization has also Cloudia Contract

Making a sourcing contract on Cloudia Contract 

When the deadline for the RFQ is up and the RFQ enters the procurement contract phase, a procurement contract can be made from the RFQ on Cloudia Contract.  

1. The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing  
2. Preparing a contract on Cloudia Contract 

The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing

• Select a RFQ on Cloudia Sourcing for use in updating Cloudia Contract. Open the RFQ and navigate to Procurement contract
• Enter your Cloudia Contract username and password and click Submit.   
  • This function exports and updates tendering data onto Cloudia Contract to form a contract folder. Exporting cannot be undone but it can be repeated, which will result in the data being updated.  
  • This action requires a username and password to access Cloudia Contract. 

Preparing a contract on Cloudia Contract 

• A contract is created under the imported contract folder
• Information is not automatically transferred to the contract but it can be picked from the RFQ and the tender information from Cloudia Sourcing

Select a tender from which to import data:

• Select the tender that you would like to link to the contract award
• Select "Select Tender" and, in the window that opens, select a tender to link to the contract 

Other data to be picked for inclusion in the contract:

Basic information:

• Suppliers = picked from the tender data
  • "Pick contact" "From tender"
• Contract period = Procurement contract validity period
• Contract attachments = The user can pick attachments from the call for tenders and tender information
  • From the call for tenders 
    • Call for tenders 
    • Contract award 
    • Opening document 
    • Questions and answers 
    • Comparison table 
    • Other attachments to the call for tenders ("Attachments and links" tab) 
  • From the tender
    • Tender document 
    • Attachments to the tender 

Contract elements:

• Contract segments = Users may retrieve content for each contract segment from the procurement details (call for tenders, tender, contract award decision)
  • Create contract segment
  • Click ‘Pick from procurement’
  • Select the desired tendering information and click ‘Select’

Metadata: 

• Metadata = Users may retrieve content for each metadata from the procurement details (call for tenders, tender, contract award decision)
  • Add metadata
  • Click ‘Pick from procurement’
  • Select the desired tendering information and click ‘Select’

Value:

• Contract value = The exact value or price range
  • if only a lower value is specified, it will be imported
  • if both values are specified, the upper value will be imported

Products:

• Add from tender
  • Add all product groups and products
    • All tendering product groups and products will be listed in the contract
    • If you deselect this option, you may freely select the products/product groups you want to include in the contract
    • The selected products will have a price and purchased amount automatically defined
  • Import criteria automatically
    • The selected products will have all the criteria assigned to them applied    

 You may also click ‘Select from the criteria of the product’ to pick the metadata assigned to the product.

• From the pop-up window displayed, select the criteria you want to include in the additional product info field

NOTE!: In other regards, contracts are prepared by following the normal instructions. Instructions are available on Cloudia Contract.