This article describes, by way of various examples, what defining selection criteria in the system means and what the selection concerned affects. The selection concerned is a system-technical selection that is used for instructing the system how the received tenders/requests to participate are to be compared in the system. The selection is not linked to the corresponding field in the HILMA notice.


Defining selection criteria in the system


Defining selection criteria in the system instructs the system how the received tenders are to be compared in Cloudia Sourcing. The selection is mandatory in the system (asterisk icon). A call for tenders cannot be published until this selection is made. When a comparison criterion is set, it can be changed until publication. After that, this will not be possible even by editing the call for tenders (with a correction notice). 

  • The cheapest price 

    • Tender comparison is carried out automatically based on the tendered prices (the cheapest tender will be ranked 1st, etc.) 

    • In this selection criterion, the scoring of price or quality cannot be used. 

  • Economically most advantageous tender, scoring 

    • Both price and quality points can be set for procurement objects and criteria, and the tender comparison is carried out automatically based on these points. 

    • The price and/or quality points make up the total points of the procurement, based on which tenderers are assigned their tender-specific points. 

    • In this comparison criterion, the system will automatically compare and rank the tenders based on the price and the quality points set. 

  • Economically most advantageous tender, priority 

    • The procurement object criteria can be used for defining the order of priority based on which the received tenders will be compared. This information is manually added additional information under which no automation is linked in the comparison. 

    • In this comparison criterion, the system will not automatically compare and rank the tenders.



The cheapest price


If ‘The cheapest price’ is selected as the selection criterion, the idea is that price will be asked for the objects being procured and it will affect the benchmark or comparison price. This selection compares the tenders automatically in such a way that the one with the cheapest price is ranked first and the rest after it according to their respective prices.NOTE! In this selection criterion, price or quality points cannot be used.


‘Price is requested and it will affect the benchmark price’ 

Select ‘The cheapest price’, ‘Price is requested and it will affect the benchmark price’ as the comparison criterion 

Click here for more detailed instruction for asking the price


‘Price is requested, but it will not affect the benchmark price’ and ‘Price is not requested’ 

It should be noted that ‘The cheapest price’ selection criterion will not force to ask a price for the objects being procured, so when criteria are set for the procurement objects, it can also be chosen that no price will be asked for the objects (or a specific object) at all or a that a price will be asked, but it will not affect the benchmark or comparison price (e.g. an option product). 


FIGURE: Examples of setting the procurement object criteria when ‘The cheapest price’ is used as the comparison criterion and a price is asked for the group and it will affect the benchmark price


Economically most advantageous tender, scoring


If ‘Economically most advantageous tender, scoring’ is selected as the comparison criterion, the idea is that price and/or quality points are set for the objects being procured. This selection will compare the tenders automatically in such a way that the tender that received the largest amount of price and/or quality points will be ranked first and the rest according to their respective scores.


  • Scoring of price:Price points can be set for a turnkey procurement and, in procurements divided into lots, on a lot-by-lot basis. Tender-specific price points will be assigned automatically using the ‘Relationship to the smallest’ or linear formula on a pro rata basis (the tenders are compared using either of the two options). (see Scoring of price and quality) 

  • Criterion-specific quality points: Quality points can be assigned on a criterion-by-criterion basis, in which case the quality points will be assigned automatically in the tender comparison (according to the answers by the tenderers) or manually (the processor assigns the points and states the grounds in the comparison table) (see Scoring the criteria) 

  • Maximum points of quality:In a turnkey procurement, maximum points of quality can also be assigned for quality and, in procurements divided into lots, lot-specific maximum points of quality. The maximum points will be compared (in a turnkey procurement, in the aggregate, and in a procurement divided into lots, lot by lot) automatically using the ‘Relationship to the largest’ formula. The maximum points of quality will be assigned to the tenderer who received the largest number of criteria-specific (‘row-specific’) points. The maximum points of quality will be compared between tenderers using the ‘Relationship to the largest’ formula(see Scoring of price and quality)


FIGURE: Example of the comparison stage when ‘Economically most advantageous tender, scoring’ is used as the comparison criterion 


Economically most advantageous tender, priority

 

If ‘Economically most advantageous tender, priority’ is selected as the comparison criterion, the idea is that selection priority information is defined for the objects being procured. This information is additional information of the text type under which no automation is linked in the comparison. In this comparison criterion, the system will not automatically compare and rank the tenders.


FIGURE: Example of adding an order of priority


Viewing the comparison by comparison criteria


The cheapest price is used as the comparison criterion


If ‘The cheapest price’ was chosen when the comparison criteria were defined, the system will automatically compare the tenders/requests to participate based on the cheapest price, in addition to which it will assign rank information to them. The comparison table will show all the information that was asked in a structured manner or in the ‘Procurement object criteria’ or ‘Suitability requirements’ sections. The attachments shown in the comparison will open by clicking the links (e.g. the CV in the figure below).

FIGURE: The figure depicts an example of automatic price comparison in a comparison table when ‘The cheapest price’ is used as the comparison criterion.


Comparison table when ‘Economically most advantageous tender, scoring’ is used as the comparison criterion



If ‘Economically most advantageous tender, scoring’ was chosen when the comparison criteria were defined, the system will automatically compare the tenders/requests to participate according to the price and/or quality points set, in addition to which it will assign rank information to them. The comparison table will show all the information that was asked in a structured manner or in the ‘Procurement object criteria’ or ‘Suitability requirements’ sections. Points can be set separately for a specific criterion row, for maximum quality points and for price points. Object-specific weights can also be set for price points. 


The scoring in the comparison can be automatic in nature, in which case the system will automatically score the criterion row concerned. The calculation method can also be defined as manual (e.g. in the figure below, implemention plan), in which case the processor of the comparison will assign points to the criterion row at the comparison stage. The attachments shown in the comparison will open by clicking the links (e.g. the implemention plan in the figure below).


Example 1. Comparison view where the scoring of price (using the ‘Relationship to the smallest’ formula) as well as criterion-specific and quality maximum points have been used


FIGURE: The figure depicts an example of automatic comparison of price and quality points in a comparison table when ‘Economically most advantageous tender, scoring’ is used as the comparison criterion. The circles indicate criterion-specific quality points, quality maximum points and total price maximum points. In the figure, the price is compared using the ‘Relationship to the smallest’ formula


Example 2. Comparison view where the scoring of price (using the ‘Relationship to the smallest, linear’ formula) as well as criterion-specific and quality maximum points have been used

FIGURE: The figure depicts an example of automatic comparison of price and quality points in a comparison table when ‘Economically most advantageous tender, scoring’ is used as the comparison criterion. The circles indicate criterion-specific quality points, quality maximum points and total price maximum points. In the figure, the price is compared using the ‘Relationship to the smallest, linear’ formula



Comparison table when ‘Economically most advantageous tender, priority’ is used as the comparison criterion


If ‘Economically most advantageous tender, priority’ was chosen when the comparison criteria were defined, the system will not automatically compare the tenders/requests to participate. The comparison table will show all the information that was asked in a structured manner or in the ‘Procurement object criteria’ or ‘Suitability requirements’ sections, and the processor of the comparison can set the necessary grounds and supplier selections. The attachments shown in the comparison will open by clicking the links.

FIGURE: The figure depicts an example of the comparison table view when the ‘Economically most advantageous tender, priority’ option is used as the comparison criterion. The system does not automatically compare or rank the tenders/requests to participate.