If an electronic auction is to be used in competitive tendering, the details pertaining to electronic auction need to be defined when the call for tenders is created. After the actual competitive tendering round, an electronic auction can be held for the defined items.  


Competitive tendering steps when electronic auction is used 


Competitive tendering round (prior to the auction, instructions in this article): 

1) The auction details are defined and the call for tenders is published at the editing stage 

2) When the deadline for competitive tendering has expired, the call for tenders is processed and the tenderers are invited to the auction round 


Auction round (see instructions here): 

3) The auction invitation details are defined and the invitations are sent to the tenderers 

4) The auction is commenced 

5) The progress of the auction is monitored (auction report in the comparison or Excel view) 


Competitive tendering round (prior to the auction)


1) Defining the electronic auction 


Electronic auction can be used in all procurements that exceed the threshold value. The decision to use electronic auction is made when the competitive tendering is prepared, in which case ‘An electronic auction will be used’ is selected for the call for tenders.


Electronic auction is used 

  • National procurement

    • Click ‘Procurement procedure’ 

      • Click ‘An electronic auction will be used’



  • EU-notices
    • SECTION IV: PROCEDURE
    • Choose "An electronic auction will be used"


When this selection is saved, the ‘Electronic auction’ tab activates for you to fill out. 


Electronic auction



Auction for the lowest price 

  • Prevent raising the price (NOTE! With the old set of criteria, the name of the field is "Auction for the lowest price") 
    • Select this if you want to prevent the tenderer from increasing the price 
      • The selection affects the price information and prevents increasing the price/total price, but does not apply to the increase of a numerical criterion

The auction flow 

  • Enter a description text if applicable 

  • This text will be displayed on the call for tenders document.



The information to be given to suppliers during the auction and the time the information will be provided 

  • Enter a description text if applicable  

  • This text will be displayed on the call for tenders document. 



Change additional information 

  • Enter a description text if applicable  

  • This text will be displayed on the call for tenders document. 



The auction invitation will be sent to the selected suppliers 

  • Enter a date to the field or select a date from the calendar view



Electronic auction scheduling 



Auction end 

You may define settings for ending the auction. Click ‘After the last bid, wait’ if you want to enable an extension time after the last bid. If no selection is made, the auction will end as soon as its deadline expires. 



Setting an extension time 

  • Click ‘After the last bid, wait’ 

  • Enter x hours and/or x minutes 



The extension time is enabled 

  • Click ‘Daily throughout the day’ if the extension time is to be continuous 

  • Click ‘At designated times’ if you want to set limitations for the extension time. These limitations define when the extension time will be active. 

    • Set the weekdays 
    • Set the time 


In the example shown below, the extension time is set to be valid on weekdays between 8:00 - 16:00.



Auction steps 

  • If you want the auction to proceed in several steps, you will need to define the steps of the auction. 

  • Click ‘Add step’ and define the steps in the desired order 

  • Auctions will then proceed step by step as defined




Defining auction items 




Auction can be conducted if the selection criterion is the cheapest price or the economically most advantageous tender with scoring. If the selection criterion in the call for tenders is the cheapest price, the auction cannot be conducted based on any other criterion than the price. Only the prices of objects can be selected as auction objects. In a competitive tendering that uses the ‘Economically most advantageous tender, scoring’ selection criterion, numerical criteria with relative or automatic (graded) scoring can also be used.


New criteria (UX):

  • Choose Auction definition


Old criteria:

  • Click ‘Auction definition’ 



If no steps are defined for the auction 

  • Select the objects that you want to include in the auction 
    • All objects for which a price is asked can be included in an action 
    • Scored numerical criteria can also be included in an action with scoring as the selection criterion
  • Set the minimum change if applicable 
    • Define whether the change pertains to a decrease or increase. NOTE! This can only be done with numerical criteria with graded scoring


NOTE!  The automatic "Minimum decrease" defined for the object will not prevent the tenderer from increasing the price. Increasing the price can be prevented in section 6. Electronic auction by selecting "Prevent raising the price".


If the auction is carried out in steps

  • Select the objects that you want to include in the auction 
    • All objects for which a price is asked can be included in an action 
    • Scored numerical criteria can also be included in an action with scoring as the selection criterion
  • Set the minimum change if applicable 
    • Define whether the change pertains to a decrease or increase. NOTE! This can only be done with numerical criteria with graded scoring
  • Define the step the auction item belongs to


NOTE!  The automatic "Minimum decrease" defined for the object will not prevent the tenderer from increasing the price. Increasing the price can be prevented in section 6. Electronic auction by selecting "Prevent raising the price".


When the auction details have been specified, the process for editing and publishing the competitive tendering is the same as usual. 



2) Processing the tendering round and inviting tenderers to the auction round 



When the deadline for competitive tendering expires, the tenders will be opened following the normal process. For instructions on how to manage a closed competitive tendering, click here. 



Selecting tenderers for an auction 

  • In the ‘Tender comparison’ view, all the received tenders are automatically selected for the auction round 

  • Carry out the necessary actions in the comparison (comments, manual scoring), and then click ‘Save’ 

  • If you want to reject a specific tender at the comparison stage, click ‘Reject the entire tender’. In this case, the tender concerned will be left out from the comparison stage and will not be selected for the auction.



The next step is to send the auction invitation. See the article on auction round for more instructions