The contracting entity may request clarification from a supplier concerning a tender submitted by the supplier concerned. Any number of clarification requests can be sent, but only one clarification request can be assigned to a single tender at a time. The tender clarification is a three-step process. At step 1, a clarification request can be assigned to a tenderer in two different ways depending on whether the procurement object criteria have been set using the old or the new set of criteria.
Step 1: Creating and sending a clarification request
The creation of a clarification request is started in the comparison table edit view ‘Generate tender clarification request’
- The system switches to the create clarification request view:
FIGURE: The ‘Generate tender clarification request’ functionality
Assigning a clarification request
In the create clarification request view, fill out the following fields first:
- Cover letter
- Enter the cover letter related to the clarification request that will be shown to the tenderer.
- Additional recipients (non-mandatory field)
- If applicable, other recipients can also be defined for the clarification request. The clarification request is always automatically sent to the party who submitted the tender, whose address is shown under ‘Recipients’.
- Deadline
- Set a date and time for the clarification request
- Attachments
- Add an attachment that will be shown to the tenderer if applicable.
The figure depicts the ‘Preparing a clarification request’ view
Clarification request pertaining to criteria
To mark the items or criteria to be clarified, activate the item concerned by clicking it, and in the text field that appears, enter a comment related to the clarification. NOTE! Opening the comment window is not alone sufficient, but a comment must be added to each item or criteria to be clarified, indicating in which respect clarification is needed for the item concerned.
- This needs to be done separately for each object or criterion in respect of which clarification is required.
Clarification request pertaining to tender attachments
NOTE! A clarification request may not pertain to attachments downloaded by the tenderer under ‘Other attachments’. Only clarification requests that pertain to the criteria of the procurement object can be created. However, the tenderer may include a free-form cover note and file attachment in its clarification that will be shown to the contracting entity in the acceptance view.
Send clarification request
Send the clarification request to the tenderer
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Click ‘Send request’
The figure depicts the ‘Preparing a clarification request’ view
Step 2: Clarifying the tender on the Supplier Portal (tenderer’s actions)
The tenderer will receive an e-mail about the clarification request that includes a cover note, clarification deadline and link to the Supplier Portal. The link will only remain active until the deadline given for the clarification.
In the Supplier Portal, the tenderer may clarify its tender in respect of the suitability requirements and details of the procurement object as defined by the contracting entity when the clarification request was prepared. The other fields of the tender will be locked. However, the tenderer may add a free-form cover note and file attachment to its clarification. These will be shown to the contracting entity in the clarification acceptance view.
When the tenderer has clarified the details of the tender as specified by the contracting entity, the clarified tender must yet be submitted from the ‘Submission of tender’ page.
Step 3: Processing a received clarification in Cloudia Tendering
When the tenderer has submitted a clarified tender, the individual who made the clarification request receives a notification by e-mail.
In Cloudia Sourcing, the received clarification is accepted in comparison table.
NOTE! In the view that appears, the individual who processes the clarification accepts or rejects the clarifications proposed by the tenderer. The selection must be made separately for each clarified detail.
When the clarification selections have been saved, the new information is saved in the tender submitted by the tenderer.
Previous clarified tenders
If several clarification requests have been sent to the same tenderer, to which the tenderer has responded with a clarified tender, these can be found listed in chronological order by selecting ‘Previous clarified tenders’.