Integration with Cloudia Sourcing facilitates and automates the utilisation of information from tendering processes when preparing and managing contracts.

 

Typically, the first phase is to attach a draft contract to a call for tenders (1-3)


A call for tenders that is in progress on Clouding Sourcing can be used as a template to automatically create a contractual entity on Cloudia Contract. This contractual entity is automatically linked to the tendering process in question on Cloudia Sourcing. Cloudia Contract is used to prepare a structured draft contract, which is connected to the call in progress that is being worked on. On Cloudia Sourcing, the related draft contract is automatically shown as an attachment to the call for tenders.

 

Competitive tendering (4)


The actual competitive tendering process is handled as normal on Cloudia Sourcing using the selected procurement procedure. Suppliers can use the Tarjouspalvelu supplier portal to view draft contracts attached to the call for tenders. When the competitive tendering process is complete and a contract has been awarded, information about the tendering process is automatically transferred from Cloudia Sourcing to Cloudia Contract onto the contractual entity related to the tendering process.


  

Preparing contracts for selected suppliers (5)


Cloudia Contract is used to prepare contracts for suppliers selected during the tendering process. If only a single supplier is chosen, this supplier's tender is selected and a contract template is selected. If several suppliers were chosen as a result of the tendering process, a tender is selected for which the first contract is to be prepared.

 

Typically, the draft contract connected to the call for tenders is used as a contract template. Alternatively, any other contract template or previous contract on Cloudia Contract can be used as a template, and contracts can also be prepared using a blank template. If several suppliers were chosen as a result of the tendering process, the contract created for the first supplier can be used as a template for the subsequent suppliers.

 

The contract will automatically contain information about the tendering process and supplier in question.  Data for the structural contract elements (contract content) can be picked from selected individual pieces of information on the call for tenders, contract award and supplier's tender. In addition, documents from the call for tenders and the supplier's tender can be picked as attachments to the contract.

 

In the same way, some or all of the object groups and procurement objects that were put out to competitive tendering in a structured way can be inserted into the contract information, as well as the related prices quoted by the supplier. Criterion questions related to these can also be picked and used, along with the responses provided by the supplier. It is possible to create a separate product appendix in Excel and PDF format using the product information attached to the contract.

 

Publishing the contract (6)


When the suppliers' contracts have been prepared, they are typically published for the clients and customers to see on the Cloudia Dashboard (if the organisation is using this). It is also possible to publish product information connected to the contract on the Dashboard.

 

Contract life cycle and new tendering process (7-8)


Throughout the contract life cycle, Cloudia Contract automatically stores various pieces of information for subsequent use, such as entries related to complaints, changes and task lists connected to a contract. Contracts can have reminders to alert the user well in advance of the end of the contractual period and remind the user to begin preparing a new tendering process related to the subject, if applicable. The historical data stored on Cloudia Contract serves as important background information when planning a new competitive tendering round.