Preparing a draft contract and exporting it to a call for tenders

NOTE! One or more draft contracts can be attached to a call for tenders (phases 1-3 of the section "General").

 

Draft contracts are imported onto a call for tenders:

  1. The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing  
  2. Prepare a draft contract on Cloudia Contract and send it to Cloudia Sourcing
  3. The imported draft contract is shown on the "Attachments and links" tab on Cloudia Sourcing  


NOTE! If you do not wish to set up a contract folder at this stage when the call for tenders is still in progress or if you do not wish to attach a draft contract to the call for tenders, you can skip directly to the section "Making a procurement contract on Cloudia Contract" in these instructions.


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


Select a call for tenders on Cloudia Sourcing for use in updating Cloudia Contract.

 

  • Select "Update contract case to Cloudia Contract"  
  • This function exports and updates sourcing 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.  
    • If necessary, a contract folder can be removed from Cloudia Contract  
    • This action requires a username and password to access Cloudia Contract. Enter the requested username details and click "Send". NOTE! If the organisation uses AD login for Cloudia Contract, transfer ID is required for the transfer. A transfer ID is a user ID used within Cloudia Contract. The administrator creates the transfer ID in the user management for the desired unit.
  • After the update, the contract folder will be shown on the "Contract folder" list on Cloudia Contract



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Data transferred automatically from a call for tenders into a contract folder

 

Basic information:

  • Name of the contract folder = Name of the procurement
  • Description of the contract folder = Description of the procurement
  • Contract folder number = The procurement ID or reference number
  • Contract folder period = Period of validity of the procurement
    • Dates (transferred from "Period of validity of the procurement") 
      • if both dates are set = fixed-length 
      • if only the start date is set = indefinite duration



People responsible and users:

  • Organisation = The party behind the procurement case – in other words, the organisation of the user who has logged in to Cloudia Contract
  • Person responsible for the contract folder = The party behind the procurement case – in other words, the organisation of the user who has logged in to Cloudia Contract


Value:

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


NOTE! The value will not be allocated to contracts automatically. 


All of the organisation's users will have the right to view the contract folder

 

NOTE! You can continue to modify a call for tenders and, if necessary, the changes can be used to update a contract folder on Cloudia Contract. The tendering process is also normally performed to completion, right up to notification of a contract award. 


Update contract case to Cloudia Contract:

  • Update contract case to Cloudia Contract  
  • If the tendering process has already been exported to create a contract folder on Cloudia Contract, this function will update the contract folder data

 

 

Prepare a draft contract on Cloudia Contract and send it to Cloudia Sourcing

  • Select the draft contract to send from under the contract folder or from the contract list
  • Select "Send to Procurement"  
  • This action requires a username and password to access Cloudia Sourcing
    • Enter the requested username details and click "Ok"
         

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The imported draft contract is shown on the "Attachments and links" tab on Cloudia Sourcing 


The imported draft contract is shown on the "Attachments and links" tab on the call for tenders in PDF format.

 

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Making a procurement contract on Cloudia Contract 


When the deadline for the call for tenders is up and the call for tenders enters the procurement contract phase, a procurement contract can be made from the call for tenders 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 call for tenders on Cloudia Sourcing for use in updating Cloudia Contract.  
  • Select "Update contract case to Cloudia Contract"  
    • 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. Enter the requested username details and click "Send"  



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Preparing a contract on Cloudia Contract 

  • A contract is created under the imported contract folder
  • Some of the information is transferred onto the contract directly from the contract template and data for the structural contract elements can be picked from the call for tenders and the tender 

 


Select a tender from which to import data:

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

 

 


If you would like to make the contract using a contract template:

  • When the contract type has been selected, the contract can be made using the desired contract template
    • In this section, the contract can be linked to a contract in the contract draft.


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Data transferred automatically to the contract and data to be picked for inclusion in the contract


Basic information:

  • Clients = Participating communities
    • If participating communities were specified on the call for tenders, the user can select one or more communities to be named as clients on the contract. "Pick contact" "From procurement"  

 

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  • Suppliers = picked from the tender data
    • "Pick contact" "From tender"

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  • 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.