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

 

Procurements steps when electronic auction is used

 

Call for tenders round (prior to the auction, see below for instructions)

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

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

 

Auction round (click here for instructions):

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)

 

Call for tenders round (prior to the auction)

 

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 procurement is prepared.  Note! Before you can choose whether to use electronic auction, you will need to first select the definition of comparison criteria in the system on the ‘Information for the Supplier Portal’ tab. 

 

  • EU contract notices and national contract notices
    • Section IV: Procedure
    • Select ‘An electronic auction will be used’
    • Fill out the ‘Additional information on electronic auction’ field if applicable


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

 

 

Electronic auction details

 

Prevent raising the price

  • Select this if you want to prevent the tenderer from raising the price
    • The selection affects the price information and prevents raising the price/total price, but does not apply to the increase of a numerical criterion


The auction flow

  • Enter description text if applicable
    • The 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 description text if applicable 
    • The text will be displayed on the call for tenders document

Change additional information

  • Enter description text if applicable 
  • The 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.
    • In practice, the auction will proceed one sub-area (group) at a time
  • 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. If the ‘Economically most advantageous tender, scoring’ selection criterion is used the procurement, numerical criteria with relative or automatic (graded) scoring can also be used.

 

  • Click the ‘Auction definition’ hammer icon





The auction definition window opens:

 

If no steps are defined for the auction

  • Select the items to be included in the auction
    • All the items for which a price is asked may be included in the auction
    • In an auction with ‘Economically most advantageous tender, scoring’ as the selection criterion, scored numerical criteria may also be included
  • Set the minimum change if applicable
    • Define whether the change concerns a decrease or an increase. NOTE! This can only be done with numerical criteria with graded scoring

NOTE!  The ‘Minimum decrease’ option defined for the item will not prevent the tenderer from raising the price. Select ‘Prevent raising the price’ on the ‘Electronic auction’ tab to prevent tenderers from raising the price.

 




If the auction is carried out in steps

  • Select the items to be included in the auction
    • All the items for which a price is asked may be included in the auction
    • In an auction with scoring as the selection criterion, scored numerical criteria may also be included
  • Set the minimum change if applicable
    • Define whether the change concerns a decrease or an increase. NOTE! This can only be done with numerical criteria with graded scoring 
  • Define the step the auction item belongs to



NOTE!  The ‘Minimum decrease’ option defined for the item will not prevent the tenderer from raising the price. Select ‘Prevent raising the price’ on the ‘Electronic auction’ tab to prevent tenderers from raising the price.

 

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

 

Processing the tendering round and inviting tenderers to the auction round

 

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

 

Selecting tenderers for an auction

  • In the comparison view, all the received tenders are automatically selected for the auction round
  • Carry out the necessary actions in the comparison (comments, manual scoring)
  • To reject a tender in the comparison stage, uncheck the ‘Eligible tender’ box.  In this case, the tender concerned will be left out from the comparison stage and will not be selected for the auction.


Note! The ‘Auction invitation’ tab activates when an interim contract award decision has been sent to the tenderers

 

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