Actions for an active notice during the set-up stage
Information page
From the information page of the notice, you can view certain basic information of the purchasing system that is at the set-up stage:
Deadline
Creator of the invitation to participate in the dynamic purchasing system
People who reviewed the notice
Lists the tenderers who have viewed the published invitation to participate
Received requests
Lists the tenderers who have submitted a request to participate
New unanswered questions
Shows the number of questions received
Click the ‘Go to question management >>’ link to proceed to question management and answer the questions submitted. For instructions on question management, click here.
Link to request to participate in the Supplier Portal
Shows a link to the Supplier Portal to which the purchasing system has been published
Edit
The ‘Edit’ feature allows you to perform the following actions:
Modify the deadline
For more detailed instructions on how to modify the deadline, click here.
Edit the notice information (making a correction notice)
The feature works the same way as with a national contract notice and EU contract notice. See the links below for more detailed instructions:
Resend the notice
Use the ‘Resend the notice’ feature to send the notice by e-mail to the desired recipients.
Contract draft
If you also have Cloudia Contract enabled, the contract folder can be updated to the
Cloudia Contract system from this page.
Documents
This page allows you to view documents related to the purchasing system:
The invitation to participate PDF
The message if the request to participate was submitted by e-mail
The original notice if correction notices have been made concerning the invitation to participate
Notice attachments
Received requests
Questions/answers and messages
Contract award documents
Other documents (Note: these documents will only be shown to the Sourcing user of the contracting entity; they will not be displayed in the Supplier Portal)
Use the ‘Add new attachment’ feature to add new files related to the procurement that will only be shown to the Sourcing user.
Generate a package of documents with all the information
Generate a package of documents without confidential information
Direct link to document view
The documents related to the purchasing system can also be downloaded from this link
Procurement system e-mail list
The e-mail addresses of the recipients of e-mails related to the dynamic purchasing system can be maintained using the ‘Procurement system e-mail list’ feature. The feature allows you to add e-mail addresses both to the list of the contracting entity and the list of the tenderers.
In the ‘Contracting authority’ section, you can:
Add new addresses to the e-mail list of the contracting entity by clicking the ‘Add new’ button
Select new persons to the e-mail list of the contracting entity from Cloudia Sourcing users
Remove any added addresses by clicking the recycle bin icon
The system will send an e-mail message to the recipients in the list in the following situations:
a new request to participate
a reminder after 7 days of the receipt of a request to participate if the request has not yet been processed
the supplier submits a request to exit from the system
a question is received in the purchasing system
In the ‘Tenderers’ section, you can:
Add new addresses to the e-mail list of the tenderer company accepted to the purchasing system by clicking the ‘Add new’ button
Select persons to the e-mail list from the Supplier Portal profile of the sender of the request to participate
You can edit or delete the addresses added by the contracting entity
The system will send an e-mail message to the tenderer in the following situations:
the purchasing system is edited
the supplier is removed from the purchasing system
a message is sent using the ‘Send an email’ feature
cancellation of the purchasing system
internal competitive tendering is published
Concerning an internal competition, the system will send e-mail messages to the tenderers in the following situations:
the internal competitive tendering is edited using the ‘Modify the deadline’ or ‘Edit the notice information’ feature
cancellation of the internal competitive tendering
messages sent using the ‘Send an email’ feature
notification of a contract award
By default, the list includes the e-mail address of the sender of the request to participate that cannot be delated.
The tenderer may also add addresses to the e-mail list in the Supplier Portal.
Cancel
A purchasing system that is at the set-up stage can be cancelled using the ‘Cancel’ feature.
To access the ‘Cancel’ feature in a purchasing system that is at the set-up stage, click the ‘Cancel’ button on the right-hand side of the screen.
In the ‘Legend’ field, enter a text explaining why the purchasing system is cancelled.
If you want to pass this information to the tenderers who submitted a request to participate in the purchasing system or viewed it in the Supplier Portal, activate the ‘Send e-mail to those who have submitted a request and viewed the notice’ option
If applicable, you can also add a file attachment by clicking ‘Add new attachment’
Click the ‘Cancel’ button to confirm the cancellation
NOTE! Information about the cancellation will be automatically sent to Hilma if the notice was published in Hilma. The cancelled notice will be automatically moved to the ‘Cancelled’ folder
Cancelled purchasing systems
The system lists cancelled dynamic purchasing systems in the ‘Cancelled’ folder.
The list shows the following information about a cancelled dynamic purchasing system:
Identifier
Name (notice)
Deadline
Created by
The list can be sorted from the drop-down menu either by deadline or name.
Processing of requests
For further instructions on how to process requests, click here.
Template management
This page allows you to:
Create new template for internal competitive tendering
Edit and delete existing templates
The form template used on the template is similar to the national contract notice except for the following differences:
The procurement procedure is automatically the restricted procedure, and this cannot be changed
The form template does not include the ‘Information about the special considerations taken into account in the procurement procedure´ or ‘Appeal details’ sections
Contrary to the standard national contract notice, the form template also includes the ‘Criteria locks’ section
Send an email
For further instructions on how to send an e-mail, click here.
Internal discussion
For further instructions on internal discussions, click here.
Expiry of the set-up stage
After the set-up stage, the notice moves to the ‘At the procurement stage’ folder in the system. For instructions concerning the procurement stage, click here.