Define a call for tenders as a framework agreement


National procurement notices
  • On the ‘Procurement procedure’ tab
  • Click ‘This procedure establishes a framework agreement’
    • Additional framework agreement details that need to be filled out are displayed below.


 
  • Enter additional information about the framework agreement operating model if applicable
    • You may select a pre-saved text or save the text you entered in the text field as a pre-saved text by clicking ‘Save’ and then entering a name for the pre-saved text
    • Enter the total estimated cost of procurements for the duration of the framework agreement
      • You may enter a specific estimated value or a price range.
      • Enter the value in numerical format without spaces, periods or commas
    • Enter additional information about the duration and value of the contracts if applicable
      • You may select a pre-saved text or save the text you entered in the text field as a pre-saved text by clicking ‘Save’ and then entering a name for the pre-saved text


EU procurement notices
  • IV.1.3) Information about a framework agreement or a dynamic purchasing system
  • Click ‘Framework agreement with a single operator’ or ‘Framework agreement with several operators’
    • Envisaged maximum number of participants to the framework agreement
    • In the case of framework agreements, provide justification for any duration exceeding 4 years




Transfer as a framework agreement


When the procurement process under a framework agreement has advanced to the preparation of procurement contracts, the procurement will be transferred to the ‘My framework agreements’ folder instead of the archive.

  • On the Procurement contract tab, select ‘Create a framework agreement based on this framework procurement’
    • In the resulting fields, enter the framework agreement start and end date, and then click ‘Create framework agreement’


  • After the transfer, the established framework agreement can be administered in the ‘My framework agreements’ folder
  • If the framework agreement was concluded outside the system, it can be imported to the system using the ‘framework agreement external to the system’ form.


‘My framework agreements’ folder
All procurements that have been moved as framework agreements can be found under the ‘My framework agreements’ folder.
  • The main level ‘My framework agreements’ lists all framework agreements established by the contracting entity
  • The mini procurements carried out under all framework agreements can be found under the main level, grouped in folders according to their status


The folder lists all framework agreements of the organisation concerned. The mini procurements carried out for all framework agreements can be found under the main level, grouped in folders according to their status.


Information on framework agreement

For the selected framework agreement, you can:
  1. View the basic information of the framework agreement
  2. View the selected suppliers and what they have been chosen to supply, as well as their tenders and contracts. You can also change the vendor from here, if necessary
  3. View and add participating communities
  4. View the mini procurements completed hereunder, grouped in folders according to their status
  5. View and add mini procurement templates
  6. View the procurement executions completed hereunder
  7. Set up a new mini procurement
  8. Set up a new procurement execution
  9. View and save the documents of the framework procurement concerned
  10. Create or edit procurement contracts related to the framework procurement concerned
  11. Engage in internal discussion on the procurement
  12. Send messages to the tenderers selected to join the framework agreement
  13. Edit the framework information
  14. View the PDF document of the framework procurement call for tenders
  15. Create a new procurement based on the framework procurement call for tenders


 

Selected suppliers for a framework agreement

  • The view lists the suppliers selected for the framework agreement
  • Under each supplier, you will find:
    • The links ‘Tender’ and ‘Contract’ (to open the procurement contract PDF file)
    • A listing of the object groups the supplier concerned has been selected to supply
    • To close the listing, click the aforementioned heading again




In cases where the company that originally participated in a framework agreement no longer exists (e.g. following corporate restructuring), the supplier can be changed for the framework agreement.

Click ‘Change supplier selections’

  • Click the name of the supplier you want to change
    • Retrieve the correct company from the companies registered in the Supplier Portal by business ID (VAT ID) or name
    • Click the name of the desired company
  • The original procurement price limits are transferred to the new supplier




Participating communities

  • The listing shows the communities that were defined as participating when the call for tenders was prepared
  • If a participating community is chosen from the listing, the communities will be given the right to set up their own mini procurements based on this framework agreement*

*If you want to share a framework agreement with selected procurement organisations, you will need to have the Cloudia Group functionality enabled (see Shared framework agreements).


Add new community - Communities of the contact register
  • If the adding of new communities was enabled when the call for tenders was prepared, the ‘Add new community’ link is displayed here. Click the link to open the add window.
  • To add a new community, enter a name in the ‘Write a new community name’ field, and then click the ‘Add’ button.
  • You may tick a previously created community group or one or several individual communities from the listing (yellow folder). Click ‘Add’ to confirm your selection.


Add new community - Contracting authorities of the organisation hierarchy
*additional functionality (Cloudia Group)
  • If your organisation has the Cloudia Group functionality enabled, you may share the framework agreement with selected units in the organisation hierarchy (see Shared framework agreements)


Mini procurements in the framework agreement


Mini procurements can be set up under the framework agreement (see Setting up mini procurements).

  • The heading displays folders where the mini procurements have been grouped according to their status (In Progress, Active, Expired, Archive, Cancelled)
  • Click the desired folder open to list the mini procurement with that status
  • Click a mini procurement to proceed to the admin state of that procurement with the options applicable to that state enabled
  • From the information page, you can return to the framework agreement by clicking the ‘Framework agreement for this mini tendering’ heading again

 

Mini procurement templates

  • Click the heading to display the mini procurement templates saved for the framework agreement
  • Click the ‘Edit’ button to edit the template
  • Click the ‘Delete’ button to delete the template

For more detailed instructions on how to administer mini procurement templates, see Setting up mini procurements --> Mini procurement templates


Completed procurement executions

  • Created based on this framework agreement
    • Lists links to the executions
    • Opens the one-off order as a PDF document
  • Created from mini procurement
    • Lists links to the executions
    • Opens the one-off order as a PDF document




Editing a framework agreement


When a framework agreement has been established, its information can be edited using the ‘Edit’ functionality.

NOTE! No mini procurements can be set up under framework agreements that are in the edit mode until the editing has been completed.

 


  • Click the ‘Edit’ button to move the framework agreement to the ‘In progress’ folder and switch it to the edit mode.
  • Make any corrections deemed necessary the same way as when editing a call for tender that is in progress.
  • When a framework agreement is edited, it is not necessary to separately switch to the ‘Preview and publish’ tab to publish the result, but instead the changes will be applied directly. In other words, editing a framework agreement takes place on-the-fly, meaning that the framework agreement remains valid at all times and mini procurements can be set up under it during editing as well.
  • When you confirm your edits, the new version is saved and the version history can be viewed on the ‘Documents’ tab.




Procurement executions


You can make one-off orders or executions based on a selected framework agreement. Click

  • ‘Create a new procurement execution based on a framework agreement’ or
  • ‘Create a new procurement execution based on a mini procurement’
    • Select a mini procurement from the drop-down menu



In the resulting form, fill out the details of the execution:

  • Date (populated automatically; the date cannot be edited)
  • Order number (populated automatically; the date cannot be edited)
  • Supplier
  • Orderer
  • Reception location
  • Billing address
  • Your tender
  • Terms and conditions
  • Your reference
  • Delivery time
  • Terms of payment
  • Ordered products
    • The section lists the object groups or rows, complete with product/price information, which the selected supplier has been chosen to supply under the framework agreement
    • In the ‘Quantity’ column, enter the quantity to be ordered (the sum in the ‘Total’ column will automatically update accordingly)
  • Additional information
  • Footnote

Submit the execution:

  • Click the ‘Submit the execution’ button, and in the resulting window, click ‘OK’ to accept the submission
  • A PDF will be automatically generated of the execution, which will be sent by e-mail to the selected suppliers and saved to the framework agreement details