The invitation to participate in the dynamic purchasing system created by the contracting entity is displayed in the Supplier Portal for the entire period of validity of the dynamic purchasing system, and tenderers may also request to be included in the purchasing system during the procurement stage. Additionally, the Supplier Portal also constantly displays an up-to-date listing of tenderers accepted to the purchasing system.
At the procurement stage, the contracting entity that owns the purchasing system may carry out competitive tenderings internal to the purchasing system (click here for instructions on internal competitive tenderings). If separately so allowed, the contracting entities included in the purchasing system may also carry out internal competitive tenderings. During the procurement stage, the request to participate can be corrected and the period of validity of the purchasing system can be extended. The purchasing system can also be cancelled.
Procurement stage functionalities
Information page
From the information page of the notice, you can view certain basic information of the purchasing system that is at the procurement 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 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
Participating communities
Click ‘Show/hide participating communities” to view the participating communities
Click ‘Add participating community’ to add a participating community
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
A document package can be generated from the documents added to the purchasing system. The document package can be generated with all the information or without confidential information.
A prefix can be defined for the files to be included in the document package
The PDF/A file format can be used where applicable
Click ‘Create document package’
Select the location where you want to save the package and click ‘Save’
Direct link to document view
The documents related to the purchasing system can also be downloaded from this link
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 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
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.
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 applications
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
Edit
A notice that is at the procurement stage can be corrected on the ‘Edit’ tab.
The feature works the same way as with a national contract notice and EU contract notice. More detailed instructions for using these features can be found under the following links: Edit Menu
When you click the ‘Switch to correction mode’ button, the system will ask you ‘Are you sure you want to switch the procurement system to the correction mode?’
Click ‘Yes’
The system switches to the notice form
Make the necessary edits and re-publish the notice on the ‘Preview and publish’ tab.
Applications submitted will remain valid during the repair. The tenderer may start a new application or continue to complete an incomplete application once the corrected notice has been published on the Supplier Portal.
Note! It is not possible to create new internal competitions before the correction notice has been published on the Supplier Portal. Internal competitions started and published before the correction remain unchanged and can be edited.
When correcting a dynamic purchasing system notice published at EU level, the publication delays of the EU-wide notice must be taken into account.
Send an email
For further instructions on how to send an e-mail, click here.
Calls for tenders
For further instructions on how to create an internal competitive tendering, click here.
Expiry of a dynamic purchasing system
A dynamic purchasing system is valid for a predefined period of time, after which the validity of the system expires. A purchasing system can also be cancelled with a cancellation notice (using the ‘Cancel’ feature).
Expired purchasing systems
The system lists expired dynamic purchasing systems in the ‘Ended’ 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 identifier.
The icon shown on the right-hand side of an expired purchasing system provides access to the following functionalities:
Open the notice information page
Open the notice in PDF format
Open the notice in HTML format
Create a new notice using this as a template
Move the notice to archive