The name of this tab depends on the procedure type chosen. However the instructions apply to both.
The Tender Requirements and Criteria tab is where you define the criteria that will be used to evaluate the bids. This ensures that suppliers understand the requirements and how their bids will be assessed.
A written introduction to the award criteria is optional, it can be useful to help explain to potential suppliers the reasoning behind the criteria which is set below.
To begin adding criteria select Add group
Scoring on price and quality
Scoring on price and quality
In the Award Criteria tab, you can set maximum price and/or quality points for the total price or by the lot. Additionally, scoring weights (relates to the setting of price points) and criteria-specific points can be set for the objects being procured.
The price points are generated automatically based on the tenderer’s total price in relation to the other tenders received (the ‘relationship to the smallest’ or ‘linear’ calculation method will be used in the price evaluation)
The maximum quality points will be given to the tenderer who received the largest number of criteria-specific points (the quality maximum points are compared using the ‘relationship to the largest’ formula).
The options available for scoring, as detailed below, depend on the choices that were made in the Information for Supplier Portal tab.
Scoring on price
When Economically most advantageous bid, scoring has been selected as the evaluation criterion, points can be defined for the group total price or the lot price that are distributed according to the selected formula (relationship to the smallest or relationship to the smallest, linear).
Calculation method for price points
Two options are available for selection based on which the system will distribute the price points in the evaluation table
Relationship to the smallest formula:
(smallest entered/tendered value) x maximum points
Relationship to the smallest, linear formula:
(1- I(tendered value - smallest entered value)I / I(largest entered value - smallest entered value)I) x maximum points
Maximum points for price
The process for determining price points is slightly different if the price is set for a total price or the procurement has been divided into lots.
Defining price points if the procurement has not been divided into lots (turnkey procurement)
Use the Maximum points of total price field to enter one common maximum score for the total price for the entire procurement (all the defined groups).
In the evaluation table, the system will calculate the price points based on the selected price calculation formula, summing up all the total prices of the objects in all groups (unit price x quantity being procured)
The tenderer who tendered the lowest total price will get the maximum total price points.
The points received by the other tenderers will be distributed according to the selected price points calculation formula.
Defining price points if the procurement has been divided into lots
Separate maximum score for price is assigned to each lot by entering the score in the Maximum score for price field.
In the evaluation table, the system will calculate the price points for each lot separately based on the selected price calculation formula, summing up all the total prices of the objects in the lot (unit price x quantity being procured)
The tenderer who tendered the lowest price in the lot will get the maximum score for price in that lot.
The points received by the other tenderers will be distributed according to the selected price points calculation formula.
Weight of the item in the maximum price score can be determined
If you want to assign a larger weight in the price points to a specific procurement item, you can define weights for them. A weight as a percentage of the maximum price score can be assigned to an item.
In the ‘Weight of the item in the maximum price score can be determined’ section, select ‘Yes’
Enter a weight as a percentage under each item
NOTE! The sum total of all weights must be 100%
Scoring of quality
Tender evaluations can be carried out based on not only the price and the points it yields, but also based on qualitative criteria and the quality points assigned to them. Qualitative criteria and their scoring are defined on the Award criteria tab.
Qualitative criteria means criteria to which a specific weight has been assigned that affects the evaluation in addition to the price.
A criterion is made as a qualitative criterion, which affects the evaluation by assigning it a weight in the Maximum points column
The tenderer-specific scoring of the criterion can be defined as being automatically calculated by the system, or the scoring of the criterion can be left to be done by the contracting entity at the tender evaluation stage
If the points are to be calculated automatically, set the calculation logic for the criterion in the Calculation method column
The calculation logic to be used depends on the criterion type used.
If the scoring of the criterion is to be carried out at the tender evaluation stage by the contracting entity, ‘Manual score entry’ as the scoring method for the criterion is selected
Determining the calculation method for the total score of qualitative criteria
The tenderer-specific total score of qualitative criteria can be set to be calculated in two different ways:
Criterion-specific quality points
Sum of criterion-specific quality points
If this Maximum quality points field is left blank, the tenderers will be given absolute quality points as defined for the criteria rows concerned.
The total quality points received by the tenderers will not be compared with the total quality points received by the other tenderers. The tenderer’s total quality points are determined based on the set criterion-specific calculation methods
Maximum quality points
If a score is defined in the Maximum quality points field, the system will carry out the scaling of quality points and the maximum points defined for quality will be assigned to the tenderer who got the highest criterion-specific quality score.
When the scaling of quality points is used, the total quality points assigned to the tenderers will be compared with highest total quality score and scaled to the set maximum quality score
Defining the order of priority in the ‘Economically most advantageous bid, priority’ selection criterion
If you do not want to use scoring in the evaluation, the evaluation criterion can be set using the Economically most advantageous bid, priority option.
At the end of the Award criteria page is a section entitled Order of priority of selection.
Click Add order information to add a priority row
To change the order of the priority rows, drag and drop the rows into the desired order
Click the cross icon to delete the row
Asking price
Asking price
Asking price can be set as a mandatory selection for the entire sub-group (which can then be derogated from an item-by-item basis), or as a mandatory selection for the entire sub-group. In this view, the default selection is Price is requested for the items and it will affect the benchmark price, and the default selection can be changed under Asking the price.
Default selection for the items in a group
The way price will be asked can be pre-defined at the sub-group level. This means that a selection is defined for the entire sub-group according to which asking price for each item. Where necessary, this selection can be derogated from for a specific item.
The selection for asking the price can be made from three options. The selection made will be automatically applied to each item added to the sub-group, but it can be changed on an item-by-item basis
Price is requested for the items and it will affect the benchmark price
Price is requested for the items, but it will not affect the benchmark price
Price is not requested for the items
Default selection for a group
The benchmark or comparison price can also be generated for the entire sub-group at once. In this case, the way the price is requested can be selected from the options available for the sub-group concerned.
The way the price will be requested can be selected from two options that pertain to the entire group. In this case, it will not be possible to select a different option for asking the price for a specific item.
Group benchmark price will be calculated with a formula
Group price is requested using a price attachment
Asking price for an item
Create an item
Add the quantity being procured (this can also be left blank, in which case the system will treat it as 1 item)
Add the unit (the form in which the tenderer is to quote the price)
The way the price will be requested for an item can be selected from five options. The selection made will be automatically applied to each item added according to the default selection for the group concerned, but it can be changed on an item-by-item basis.
Price is requested for the items and it will affect the benchmark price
The price will be asked as a unit price and the system will automatically multiply the unit price with the quantity being procured (if defined) and calculate the tenderer's benchmark price according to the total price.
An Asking price field is automatically generated for the tenderer to fill out, in which the tenderer enters the unit price.
Price is requested for the item, the benchmark price will be calculated with a formula
A benchmark price will be generated for the item using a self-defined formula
Enter a name for the price formula that will be shown on the tenderer’s entry form
Set up the numerical criteria to be used in the price formula
To create a price formula, click Modify the pricing formula. In the formula, you can use:
numbers (constant)
Enter a number in the Enter constant field and click + to add a value in the formula
addition, subtraction, multiplication and division (operator)
brackets
criteria (numerical criteria defined for the item, criteria applicable to all items in the sub-area (group), and common criteria of the sub-area (group))
Select the created criterion from the drop-down menu
Quantity to procure
Add the item quantity being procured to the formula under ‘Add the quantity to procure’
The elements added to the formula will always be added at the end of the formula
If you want to add the element in the middle of the formula, click the preceding element in the formula to highlight it in blue
The new element will be added after the active element
To clear the formula, click Clear the formula
To clear a specific element of the formula, click the element concerned to activate it, and then click ‘Remove the selected element from the formula’.
Price is requested for the item using a price attachment
A total price will be asked for the item and the tenderer will be requested to add an attachment.
The system will treat the attachment as price information, meaning that in a double envelope procedure, the attachment concerned will only be opened at the tender comparison stage.
An Asking price field and a button for uploading an attachment will be generated on the tenderer’s entry form
The price field is used for entering the total price, which is not to be multiplied with the quantity being procured, but instead the sum will be included as such in the benchmark price
Enter a name for the price attachment that will be shown to the tenderer in the upload section of the attachment concerned
It is advisable to write instructions here both for the attachment to be uploaded and the price to be entered
Price is requested for the item, but it will not affect the benchmark price
The price will be asked as a unit price and the system will automatically multiply it with the quantity being procured, but this price will not be included in the tenderer’s benchmark price in the comparison table.
The selection is used when the item is an option product for which you want to know the price, but you do not want the price to have an effect on the tenderer’s benchmark price
An ‘Asking the price’ field is automatically generated for the tenderer to fill out, in which the tenderer enters the unit price.
The price entered in the field will not affect the benchmark price
Price is not requested for the item
No Asking price field will be generated for the item on the tenderer’s entry form
The item will be used as a title for the criteria of the item.
The selection can be used if you want to ask questions related to the item, but not the price
No ‘Asking price’ field will be generated for the item on the tenderer’s entry form
Asking the price for the entire sub-group
When a price selection is made for the entire sub-group, no price will be separately asked for an individual item, but instead the price will be generated by the formula or total price set up for the sub-group concerned. However, items may be created for the purpose of adding headings for the criteria.
Sub-area (group) benchmark price will be calculated with a formula
This option can be used for asking the total price for the entire sub-group (option a) or for setting up a price formula for the sub-area (group) in the formula editor (option b).
Option a): Total price
In the Asking the price section of the sub-area (group) concerned, select ‘Group benchmark price will be calculated with a formula’ from the drop-down menu
Enter a name for the price formula that will be shown on the entry form
It is advisable to state clearly here that the price being asked is a turnkey price (name the field accordingly)
In this option, no price formula will be generated
Option b): Group price formula
In the Asking price section of the sub-area (group) concerned, select ‘Group benchmark price will be calculated with a formula’ from the drop-down menu
Enter a name for the price formula that will be shown on the entry form
Create the criteria that are to be used as general criteria in the price formula
To create a price formula, click ‘Modify the pricing formula’. In the formula, you can use:
numbers (constant)
Enter a number in the Enter constant field and click + to add a value in the formula
addition, subtraction, multiplication and division (operator)
brackets
criteria
In formula creation, only general criteria of the sub-area can be used
Select the created criterion from the drop-down menu
Quantity to procure
Add the item quantity being procured to the formula under ‘Add the quantity to procure’
The elements added to the formula will always be added at the end of the formula
If you want to add the element in the middle of the formula, click the preceding element in the formula to highlight it in blue
The new element will be added after the active element
To clear the formula, click Clear the formula
To clear a specific element of the formula, click the element concerned to activate it, and then click ‘Remove the selected element from the formula’
Group price is requested using a price attachment
A total price will be asked for the sub-group and the tenderer will be requested to add an attachment
The system will treat the attachment as price information, meaning that in a double envelope procedure, the attachment concerned will only be opened at the tender comparison stage
An ‘Asking the price’ field and a button for uploading an attachment will be generated on the tenderer’s entry form
The price field is used for entering the total price, which is not to be multiplied with the quantity being procured, but instead the sum will be included as such in the benchmark price
Setting the maximum price for the sub-group
A maximum price can be set for an item when the reference price is calculated using the formula.
The price of the item is asked, the reference price is calculated by the formula
Create a criterion of type numeric and set the maximum requirement for this criterion
Edit the price formula and add that created criterion to it
Scoring for criteria
Scoring for criteria
Criteria-specific points and maximum points for price and/or quality can be set. In addition, scoring weight values can be set for the acquired items (related to setting price points).
If criterion-specific points are set for the procurement object, the bidder's points can be formed solely on the basis of these. Alternatively, the maximum points for price and quality can also be included in the scoring thinking, in which case these are also taken into account in the scoring of the bidders.
If price points are used, the criterion-specific points are calculated on top of the price points (the ratio to the lowest or a linear calculation is used in the price comparison) and the maximum quality points are assigned to the bidder who has received the largest number of criterion-specific points (the maximum quality points are compared using the formula of the larger ratio).
Points are set by entering the maximum points of the criterion in the maximum point field and selecting how the points are calculated.
The point calculation method to be set depends on the criterion type
Set points for procurement objects
The points are set by entering the maximum points in the maximum points field and by selecting how the points are to be calculated
The score calculation method to be set depends on the type of the criterion
Numerical
Ratio to largest (automatic)
(offered value/highest given) x maximum points
Ratio to smallest (automatic)
(minimum given/offered value) x maximum points
Ratio to largest, linear (automatic)
Ratio to the largest, if no minimum value is defined for the criterion: (offered value - smallest given value) / (largest given value - smallest given value) x maximum points
Ratio to the largest, if a minimum value has been defined for the criterion: (offered value - minimum value) / (maximum given value - minimum value) x maximum points
Ratio to minimum, linear (automatic)
Ratio to the smallest, if no maximum value is defined for the criterion: (1- I(offered value - smallest given value)I / I(highest given value - smallest given value)I) x maximum points
Ratio to the smallest, if a maximum value is defined for the criterion: (1- I(offered value - smallest given value)I / I(maximum value - smallest given value)I) x maximum points
Tiered scoring
Define the steps for scoring
Define the upper limit of the lowest rung first
Use the arrow to insert more stairs
Check the text below for the stairs
The procurement has not been divided into lots
The points added to the common criteria are added to the total points for a procurement, that is not divided into lots. In the comparison, the points are shown like this:
The procurement is divided into lots
In procurement divided into lots, the points added to the common criteria are listed on top of the points of each sub-area.
Moving and copying objects and criteria
Moving and copying objects and criteria
Moving or copying an object takes place in the same way in divided procurement between sub-groups and in total procurement between groups. Moving and copying the object and criterion start from behind the same button, but you choose whether to move the object or criterion or copy it.
Moving / copying objects of a sub-area (group) from one sub-area (group) to another
If you want to move or copy an object from one section (group) to another, it cannot be done by dragging, but you must use the move/copy tool. When you move an object, its definitions and the criteria listed below are moved with the object.
Click the arrow button at the top of the section (group) (Moving and copying group/sub-area objects and criteria)
Select the "Objects" tab
Choose which sub-area (group) objects to move or copy
Place a checkmark next to the selected ones
Choose which sub-area the objects are moved or copied to
Put a checkmark in the selected areas
Choose whether to move or copy items
When transferring, click transfer
When copying, click copy
Moving/ copying criteria of a sub-area (group) from one sub-area (group) to another
Click the arrow button at the top of the section (group) (Moving and copying group/sub-area objects and criteria)
Select the Criteria tab
Choose which sub-area (group) criteria to move or copy
Place a checkmark next to the selected ones
Target criteria
Criteria for all objects
General criteria
Choose where to move or copy the criteria
Desired area or
Common criteria
Click Select and continue
Select criteria targets in the selected sub-area.
Will the criteria be moved to a specific object- choose the right object
Will the criteria be applicable to all objects in the sub-area
Will the criteria by applied as a general criteria of the sub-area
Choose whether to move or copy the criterion
When moving, click transfer
When copying, click copy
Moving / copying a criterion within a sub-area (group).
The criterion can be moved by dragging only within the same object. If you want to move the criterion under a different item or from under the item to the Criteria for all items of the sub-area (group) section or to transfer the sub-area (group) to the general criteria, you must use the move/copy tool.
At the end of the criterion line to be moved or copied, select "Move or copy criterion" from the Actions menu
Choose whether to copy / move the criterion
under an object
Choose the right item
as a matter of some record
select the correct record
as a criterion for all objects in the sub-area or
as the general criterion of the sub-area
Choose whether to move or copy the criterion
When transferring, click transfer
When copying, click copy
Article Ref: 120820251029