An update will be made in Cloudia Sourcing on 27 November 2018 where the system will be reformed in response to the customer feedback received. The changes will include, among other things, reforms to the procurement objects defined in the system, criteria and scoring, and well as reforms to the electronic auction, tender form and comparison.


How will the reform affect the existing notices?


The reform will have no effect on notices that are in progress or have already been published. Regardless of the reform, these notices will proceed to the end of the entire call for tenders process using the current criteria, and their comparison is carried out using the current comparison table. The change will also have no effect on suppliers as far as these notices are concerned.


Framework agreement

  • There will be no changes to any active competitive tendering under a framework agreement.
  • When a mini competition is created, a selection can be made as to whether the new or old criteria are to be used.
  • If a competitive tendering that was created using the new criteria is used as a template, the new mini competition will also use the new criteria.

DPS

  • There will be no changes to active dynamic purchasing systems.
  • When an internal competitive tendering is created, a selection must be made as to whether the new or old criteria are to be used.
  • If a competitive tendering that was created using the new criteria is used as a template, the new internal competitive tendering will also use the new criteria.

Negotiated procedure currently in progress or restricted procedure

  • No changes to the round that is currently in progress
  • For new rounds, a selection must be made as to whether the new or old criteria are to be used if the previous round was conducted using the old criteria.
  • If the previous round was created using the new criteria, the new criteria will be used for all the remaining rounds as well.

Supplier register

  • There will be no changes to any active registers.
  • When a competitive tendering is created, a selection must be made as to whether the new or old criteria are to be used.
  • If a competitive tendering that was created using the new criteria is used as a template, the new competitive tendering will also use the new criteria.


Creating a new notice


When a new notice is created, it is currently possible to choose whether the notice is to be created using the new or the old criteria. When the notice is created using the new criteria, the new scoring options will also be available for the notice. The tender form displayed to the suppliers will also change in this regard. The comparison will then be carried out using the reformed comparison table. If electronic auction is enabled for the notice, the auction will take place in the new auction view.



Creating a new notice based on an old notice or template


A notice can be created using the new criteria also when it is created based on an old template or notice that was created using the old criteria. In this case, the selections matching the selections made for the old notice can also be found from the new notice. From the information page of the notice, select ‘Create a new notice based on this one and switch to new criteria’.



Principal changes included in the reform


General

  • Changes to terminology
    • The term ‘object group’ has been replaced: the term now used in turnkey procurements is group, while the term now used in procurements divided into lots is sub-area
    • Product/service: in the future, the term object/item will be used
  • Change to the selection of a selection criterion:
    • The old four-field selection has been removed
    • The new selections are determined as a single entity based on whether the procurement has been divided into lots and whether scoring will be used or whether the selection will be made based on the cheapest price or priority
  • The saving logic has been changed in the procurement object criteria and suitability requirements
    • The system always saves the data automatically when any action is performed. A progress bar is displayed on top of the page showing the progress of the saving
    • If the saving fails for any reason, the system will notify the user


Choice between a turnkey procurement and a procurement divided into lots

  • Choice between a turnkey procurement and a procurement divided into lots
    • In national notices, on the Procurement procedure tab, ‘Procurement object divided into lots’
    • In EU notices, under section  II.1.6) Information about lots*, ‘This contract is divided into lots’
      • Furthermore, if the procurement concerned is not a turnkey procurement, partial tenders can be allowed or denied the same way as before. Where applicable, partial tenders within a sub-area are allowed on the ‘Procurement object criteria’ view the same way as before
  • Connection between contract and sub-area
    • In EU notices, contract lots and the sub-areas pertaining to the procurement object criteria will now be connected to one another.
    • If a selection was made to have the contract divided into lots, when a new contract lot is added, the corresponding sub-area will be automatically created in the procurement object criteria. This, of course, works the other way round as well (new sub-area -> new contract lot) And when a contract lot or sub-area is deleted, the deletion also affects the other of the two.


Selection criterion

  • The old comparison criterion selection (four-field) has been removed from the ‘Information for the Supplier Portal’ page, and a selection criterion will be defined in the future:
    • The cheapest price (no scoring of any kind)
    • Economically most advantageous tender, scoring (any kind of scoring possible)
    • Economically most advantageous tender, priority (no scoring of any kind)
  • Previous options replaced -> the logic changes
    • Scoring according to the total procurement
      • Procurement not divided into lots
      • The cheapest price (if no scoring is to be used -> the comparison will be carried out based on the price) OR
      • Economically most advantageous tender, scoring (if scoring is to be used -> the comparison will be carried out based on the scoring) OR
      • Economically most advantageous tender, priority (if the tenders are not to be compared automatically by the system)
    • Scoring by object group
      • Procurement divided into lots, submission of partial tenders allowed if applicable
      • The cheapest price (if no scoring is to be used -> the comparison will be carried out based on the price) OR
      • Economically most advantageous tender, scoring (if scoring is to be used -> the comparison will be carried out based on the scoring) OR
      • Economically most advantageous tender, priority (if the tenders are not to be compared automatically by the system)
    • Scoring by object row
      • -> This option no longer exists, so the selections must be made as defined in the scoring by object group section
    • One object is defined for one sub-area
      • The specified selection criteria in the order of importance
      • -> Economically most advantageous tender, priority


Suitability requirements

  • The followings upgrades have been made in the suitability requirements:
    • The changes/upgrades made in the criteria types have also been included in the suitability requirements where applicable
    • Drag&Drop enabled (to change the order)
    • Possibility to check that all the mandatory information has been entered
    • Additional information can be added using an icon



Preview

  • The preview of both the procurement object criteria and the suitability requirements is consistent with the Supplier Portal view.


Asking the price

  • In the new solution, the starting point is that the default setting for asking the price is always defined on the sub-area (group) level, but exceptions can be made separately for each object.
  • The selection can be made between three default options for the objects of a sub-area (group) that allow exceptions to be made for a specific object:
    • Price is requested for the items and it will affect the benchmark price
    • Price is requested for the items, but it will not affect the benchmark price
    • Price is not requested for the items
  • The selection can be made between two sub-area (group) level options (Selection for sub-area (group)), in which case object-specific selections will not be possible
    • Sub-area (group) benchmark price will be calculated with a formula
    • Sub-area (group) price is requested using a price attachment (the price attachment is of the sub-area (group) level)
      • This option only allows adding one total price and price attachment for the sub-area (group)



Price comparison


Another price comparison formula has been added to the system. The options are:

  • Relationship to the smallest
  • Linear scoring


Comparison table

  • Comparison views
    • System default view
      • The comparison table is generated normally using all the data.
      • The view concerned is the default view, but the view can be changed to another comparison table view.
      • The view that contains all the data can never be deleted, unlike user-created comparison views.
    • User-created comparison views
      • The user will now be able to create the desired comparison views for editing the comparison.
      • Several comparison views can be associated with the same comparison, and the user will be able to switch between them
  • Comparison overview view
    • The comparison table, complete with all the tenders and rows, can be opened in an overview view where no editing can be made. The view can be used for monitoring the overall progress of the comparison, which in turn can be carried out in stages using smaller comparison views
    • An overview view can be added for a notification of contract award
    • The overview view is also used as an auction report



Tender form

  • Presentation of the tender form by sub-areas
    • In the future, the tender form will be presented by sub-areas (groups). If the call for tenders only has one sub-area (group), it will be displayed as open by default, otherwise the sub-areas will be displayed as closed by default, and the supplier will need to open them one by one.
    • The supplier will be able to indicate that a specific sub-area will not be tendered if the contracting entity has allowed partial tenders.
  • Option to calculate the value of the price formula
    • If a price formula has been defined for the call for tenders and the supplier has entered a value for all the criteria included in the formula, it will be possible to check from the tender form the value given by the price formula. The supplier will need to start the calculation.
  • Naming the tender
    • The supplier will always have the opportunity to enter a name for the tender. The idea is that if a supplier organisation has several parallel tenders, it will be easier to separate them from one another and the risk of replacing a wrong tender, for example, will be reduced. The name of the tender will also be shown to the contracting entity when the tenders are compared.
  • Additional information on the tender form
    • Any additional information added in the suitability requirements or procurement object criteria will be shown in the Supplier Portal under the question mark.
    • The supplier will need to click the question mark to open the additional information.