Creating a contract award
A procurement decision has been made in another application

Editing a contract award decision

Contract award notification


Information in accordance with the information page will appear on the “Contract award” tab:

  • Procurement name and numerical ID 
  • Notice type, comparison criteria 
  • Open the notice in PDF format  
  • Open the notice in HTML format  
  • Create a new notice using this as a template  
    • If the organisation is using the test environment 
      • Copy the call for tenders to the test environment  
  • Create a negotiated procedure using a call for tenders as a template  
  • Copy as a template  
  • Discussion message window 
  • Deadline 
  • Created by 
  • Number of tenders received 
  • Number of tenders selected 
  • Number of supplier organisations 

 

In addition, the view will enable functions depending on the status:

  • Selecting an award template 
  • Select the template and go to the award form 

 

When the contract award is complete, the following will also be shown:

  • Information about when the contract award was made 
  • Open the contract award in PDF format 
  • Go to contract creation  
  • Archive
       


Creating a contract award


The contract award feature included in Cloudia Tendering allows you to create a contract award at one go or step-by-step.  The contract award decision can be created using a structured decision form or, if the contract award decision was made in another application, it can be imported into the system following the procedure ‘A contract award has been made in another application’. If a tenderer is subject to a previously created exclusion decision, the tenderer will not be available for selection in contract award functionalities. Instructions for creating an exclusion decision can be found under ‘Examination of received tenders’.


New contract award decision

  • Click ‘New contract award decision’ to select the tenderers to whom the contract award will be addressed.
    • The ‘New contract award decision’ functionality will be available for selection until an electronic notification has been sent to all tenderers or ‘A notification has been sent’ has been selected on the contract award form in the system.



Suppliers concerning the contract award decision

  • Select the companies to which you want to assign the contract award. Note! The listing will only include companies to which no exclusion decision has been assigned in the examination of received tenders.
  • Or ‘Select all’


Select the template to be used on the decision form

  • The contract award decision can be created using the basic template, or the contracting entity may create the contract award decision based on a previously created template.
  • A contract award decision created in another system can also be imported into the system. The imported contract 


Transfer to contract award decision
  • Choose "Save and continue"



Basic award template

 

Select “Basic award template” from the drop-down menu.

 

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  • The contract award form will open 
  • Some of the information will come directly from the system and it cannot be edited 
  • Some of the information will come directly from earlier phases and it can be edited in editable text fields 


Make a procurement decision using the form below

 

If you would like to use the basic template to create your contract award, select “Create a contract award using the form below”.

 

Procuring entity:

  • This information comes from the information about the procuring organisation 
  • This cannot be edited 

Procurement name:

  • The name of the call for tenders comes from the information about the call for tenders 
  • This cannot be edited

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Procurement description:

  • The description of the procurement comes from the description field on the call for tenders
  • Editable text field

 

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Tip!

You can add additional information text:

- By entering it

- By copying/pasting it from another document

- By selecting pre-saved text from a drop-down box (you can edit the selected text)

- Click on the cross to empty the text field

- Pre-saved text can be managed in the section "Tools > List editor"

- You can also save text to the "pre-saved texts" menu on the fly by ticking the selection box next to the cross icon and entering a descriptive name for the pre-saved text


Contract awarded by:

  • This comes from the information on the call for tenders
  • Editable text field

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Contract award date:

  • Select a date from the calendar or enter it
  • The award date is mandatory information

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Contract award:

  • Enter onto the contract award
  • Editable text field

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Grounds for decision:

  • Enter onto the contract award
  • Editable text field

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Choose supplier(s):

  • The supplier selections come from the comparison table
  • Editable text field

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Grounds for jurisdiction:

  • Enter onto the contract award
  • Editable text field

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To be viewed at:

  • Enter onto the contract award
  • Editable text field

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Signature:

  • The pre-saved signatories are all of the personnel who have user accounts on the system
  • New personnel can be added by clicking “Add new signatory”

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Notification:

  • Select a date from the calendar or enter it
  • The date of notification is mandatory
  • If you do not wish to send an electronic notification using the system, select “Notification has already been sent”

 

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Save the contract award and go to the notification phase

  • If you would like to send notification of a contract award, click the “Save and continue” link at the end of the form
  • If you selected “Notification has already been sent”, it will not be possible to send an electronic notification using the system

 

Save the award as a template

  • The award can be saved as a template and you can switch to the notification phase
    • “Save the award as a template and continue”
  • If you would like to save the form as a template only
    • Save the award as a template

 

NOTE! You can return to edit the contract award document at any point before notification of the contract award has been sent.

 


A procurement decision has been made in another application


If you have made a contract award using another application and you would like to import it onto the system, select “The contract award has been prepared using another application”.

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You can import the contract award information by filling in the form below and/or attaching any prepared contract award documents

  • Select “Add attachment”
    • Upload the document in the window that appears
  • The uploaded file will appear on the form as a link:
    • The file can be opened by clicking the link
    • The file can be deleted by clicking the cross icon after the link
  • You can enter contract award information on the form

Dates:

  • the award date and the date on which notification was sent must be provided

Notification:

  • Select a date from the calendar or enter it
  • The date of notification is mandatory
  • If you do not wish to send an electronic notification using the system, select “Notification has already been sent”

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Save the contract award and go to the notification phase

  • If you would like to send notification of a contract award, click the “Save and continue” link at the end of the form
  • If you selected “Notification has already been sent”, it will not be possible to send an electronic notification using the system

 

NOTE! You can return to edit the contract award document at any point before notification of the contract award has been sent.

 

Save the award as a template

  • The award can be saved as a template and you can switch to the notification phase
    • “Save the award as a template and continue”
  • If you would like to save the form as a template only
    • Save the award as a template

Templates for contract awards can be amended from tools - contract award templates.

 

Editing a contract award decision


All contract award decisions created using the structured form available in the system or imported into the system will be listed as versions on the ‘Contract award’ tab.

  • Contract award decisions may be in the draft state (started) or in the decision made state (decision date)
  • Select the contract award decision you want to edit, and the following are listed in the view:
    • Suppliers concerning the contract award decision
    • Contract award decision document in PDF format
      • This allows you open the contract award decision as a PDF document
    • You may also edit the contract award decision
      • This allows you to proceed to the contract award decision edit view
      • After the selection, the view switches to the ‘New contract award decision’ functionality


Contract award notification

 

  • You can send notification of a contract award after you have saved the contract award document
  • The form will automatically contain the contract award document that you have just created (or imported), as well as the comparison table as PDF documents 
    • The documents can be opened by clicking the relevant link
    • The documents can be removed by clicking the cross icon after the relevant link
  • Click the “Add document” link to add the desired number of other documents (these typically include appeal 

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Sender name:

  • This information comes from the information about the procuring organisation
  • Editable text field

 

Sender email address:

  • This comes from the information on the call for tenders
  • Editable text field

 

Recipients:

  • •The recipients are automatically listed as all of the parties who have submitted tenders or the address that was specified as the recipient of the contract award wn the tender was filled in
  • If necessary, add other recipients

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Email subject:

  • This comes from the information on the call for tenders
  • Editable text field

Message contents:

  • Enter a notification message

 

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Send the notifications:

  • Send the notification of the contract award by clicking “Approve and send the contract award”

After sending the notification

  • You can draft a procurement contract by clicking “Go to contract creation
  • You can transfer the tendering process to the Archive folder by clicking “Transfer to the archive folder
  • You can edit the contract award by clicking “You can also edit the contract award” (after editing, you must then re-send the notification of the contract award)