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.