General
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.
Integration with Cloudia Sourcing
Preparing a draft contract and exporting it to a call for tenders
NOTE! One or more draft contracts can be attached to a call for tenders (phases 1-3 of the section "General").
Draft contracts are imported onto a call for tenders:
The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing
Prepare a draft contract on Cloudia Contract and send it to Cloudia Sourcing
The imported draft contract is shown on the "Attachments and links" tab on Cloudia Sourcing
NOTE! If you do not wish to set up a contract folder at this stage when the call for tenders is still in progress or if you do not wish to attach a draft contract to the call for tenders, you can skip directly to the section "Making a procurement contract on Cloudia Contract" in these instructions.
The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing
Select a call for tenders on Cloudia Sourcing for use in updating Cloudia Contract.
Select "Update contract case to Cloudia Contract" from Contract Draft page
This function exports and updates sourcing data onto Cloudia Contract to form a contract folder. Exporting cannot be undone but it can be repeated, which will result in the data being updated.
If necessary, a contract folder can be removed from Cloudia Contract
This action requires a username and password to access Cloudia Contract. Enter the requested username details and click "Send". NOTE! If the organisation uses AD login for Cloudia Contract, transfer ID is required for the transfer. A transfer ID is a user ID used within Cloudia Contract. The administrator creates the transfer ID in the user management for the desired unit.
After the update, the contract folder will be shown on the "Contract folder" list on Cloudia Contract
Data transferred automatically from a call for tenders into a contract folder
Basic information:
Name of the contract folder = Name of the procurement
Description of the contract folder = Description of the procurement
Contract folder number = The procurement ID or reference number
Contract folder period = Period of validity of the procurement
Dates (transferred from "Period of validity of the procurement")
if both dates are set = fixed-length
if only the start date is set = indefinite duration
Responsible persons and users:
Organisation = The party behind the procurement case – in other words, the organisation of the user who has logged in to Cloudia Contract
Person responsible for the contract folder = The party behind the procurement case – in other words, the organisation of the user who has logged in to Cloudia Contract
Value:
Estimated total value = An exact value or a price range
Estimated value
if only a lower value is specified, it will be imported
if both values are specified, the upper value will be imported
NOTE! The value will not be allocated to contracts automatically.
All of the organisation's users will have the right to view the contract folder
NOTE! You can continue to modify a call for tenders and, if necessary, the changes can be used to update a contract folder on Cloudia Contract. The tendering process is also normally performed to completion, right up to notification of a contract award.
Update contract case to Cloudia Contract:
Update contract case to Cloudia Contract
If the tendering process has already been exported to create a contract folder on Cloudia Contract, this function will update the contract folder data
Prepare a draft contract on Cloudia Contract and send it to Cloudia Sourcing
Select the draft contract to send from under the contract folder or from the contract list
Select "Send to Cloudia Sourcing"
This action requires a username and password to access Cloudia Sourcing
Enter the requested username details and click "Ok"
The imported draft contract is shown on the "Attachments and links" tab on Cloudia Sourcing
The imported draft contract is shown:
on the "Attachments and links" tab on the call for tenders in PDF format.
document-section "notice attachments - loaded"
Making a procurement contract on Cloudia Contract
When the deadline for the call for tenders is up and the call for tenders enters the procurement contract phase, a procurement contract can be made from the call for tenders on Cloudia Contract.
The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing
Preparing a contract on Cloudia Contract
The contract folder on Cloudia Contract is updated using data from Cloudia Sourcing
Select a call for tenders on Cloudia Sourcing for use in updating Cloudia Contract.
Select "Update contract case to Cloudia Contract"
This function exports and updates tendering data onto Cloudia Contract to form a contract folder. Exporting cannot be undone but it can be repeated, which will result in the data being updated.
This action requires a username and password to access Cloudia Contract. Enter the requested username details and click "Send"
Preparing a contract on Cloudia Contract
A contract is created under the imported contract folder
Some of the information is transferred onto the contract directly from the contract template and data for the structural contract elements can be picked from the call for tenders and the tender
Select a tender from which to import data:
Select the tender that you would like to link to the procurement contract
Select "Select Tender" and, in the window that opens, select a tender to link to the contract
If you would like to make the contract using a contract template:
When the contract type has been selected, the contract can be made using the desired contract template
In this section, the contract can be linked to a contract in the contract draft.
Data transferred automatically to the contract and data to be picked for inclusion in the contract
Basic information:
Clients = Participating communities
If participating communities were specified on the call for tenders, the user can select one or more communities to be named as clients on the contract. "Pick contact" "From procurement"
Suppliers = picked from the tender data
"Pick contact" "From tender"
Contract period = Procurement contract validity period
Contract attachments = The user can pick attachments from the call for tenders and tender information
From the call for tenders
Call for tenders
Contract award
Opening document
Questions and answers
Comparison table
Other attachments to the call for tenders ("Attachments and links" tab)
From the tender
Tender document
Attachments to the tender
Contract :
Contract segments = Users may retrieve content for each contract segment from the procurement details (call for tenders, tender, contract award decision)
Create contract segment
Click ‘Pick from procurement’
Select the desired tendering information and click ‘Select’
Metadata:
Metadata = Users may retrieve content for each metadata from the procurement details (call for tenders, tender, contract award decision)
Add metadata
Click ‘Pick from procurement’
Select the desired tendering information and click ‘Select’
Value:
Contract value = The exact value or price range
if only a lower value is specified, it will be imported
if both values are specified, the upper value will be imported
Products:
Add from tender
Add all product groups and products
All tendering product groups and products will be listed in the contract
If you deselect this option, you may freely select the products/product groups you want to include in the contract
The selected products will have a price and purchased amount automatically defined
Import criteria automatically
The selected products will have all the criteria assigned to them applied
You may also click ‘Select from the criteria of the product’ to pick the metadata assigned to the product.
From the pop-up window displayed, select the criteria you want to include in the additional product info field
NOTE!: In other regards, contracts are prepared by following the normal instructions. Instructions are available on Cloudia Contract.