Sourcing event information (Basic RFx)

Sourcing

On the sourcing event information tab, enter the information mentioned below. Fields marked with an asterisk (*) are mandatory.

Sourcing event name *

• Enter a short and concise name tag that describes the purchase. This name will be visible to bidders in the Bid Service

Sourcing process

• Choose a process for the purchase. This could be:

  • RFQ (request for quotation)

  • RFP (request for proposal) or

  • RFI (request for information)

Sourcing event identification

• The sourcing event identifier is a unique identifier for the procurement. The system suggests an internal ID tag for the purchase, but this field can store e.g. a diary number or another identifier in use

Sourcing event description * 

• Enter a description for the purchase, which appears in the Tender Service as a description of the request.

Response document opening in use*  Additional functionality to be ordered separately

• If you decide to use the opening minutes after the deadline, you must make the opening minutes before you can look at the answers

• The selection does not prevent the responses from being viewed while the request is valid

Response details can only be viewed after the deadline for the submission of responses has expired *

• If the answer is "Yes", the information of the answers can only be viewed after the deadline has expired. 

  • It is also not possible to send a clarification request or open a comparison table in the middle of the request

• When the user answers "No", it is possible to view the answers at any time as a pdf. The comparison table can also be viewed, and clarification requests can be sent. Answers,/proposals/tenders can also be rejected durng the time the competitive tendering is in progress

  • If the two-shell procedure is used in addition to this, the sourcing user can view the qualitative criteria before the deadline and send a clarification request related to the qualitative criteria

  • It is not possible to view the prices before the deadline

Open

Note: Click on the purple “i” icon for more information about each form item

Visibility  * Visible only if the organization has a group structure

• Prevent the request from being visible to other procurement units of the group - you can put a tick in the box if you don't want the request to be visible to the group's users who have access rights. to the unit

Procurement procedure * 

• Open procedure

  • The procurement procedure, in which the request is published as open to the Tender Service. All interested bidders can make a response to the published request through an open procedure

• Restricted procedure

  • A restricted procedure is a procurement procedure in which the request is published only to selected tenderers by direct email, and only these tenderers can submit responses

  • The request is not published publicly in the Tender Service as in the open procedure.

• Hide the procurement procedure in the request shown to bidders

  • If you do not want to disclose the procurement procedure to bidders, you should use this option.

Deadline for additional information * 

• The date and time are entered in the field. Submitting additional information questions through the Tender Service is only possible up to the entered time.

  • The date and time can be retrieved via the calendar icon or the information can be entered directly into the field in the format dd.mm.yyyy hh:mm

Deadline for answers *

• Specify the date by which the responses must be submitted. Responses cannot be submitted after the expiry of the deadline.

  • The date and time can be entered via the calendar icon or the information can be entered directly into the field in the format dd.mm.yyyy hh:mm

Validity of answers

• The section defines how long the bidder must keep his answer (offer) valid.

  • The date and time can be entered via the calendar icon or the information can be entered directly into the field in the format dd.mm.yyyy hh:mm

  • Time can also be defined in months. In this case, the number of months is entered as numbers in the field reserved for it 

Open

Note: You can check whether you have filled in all mandatory information by clicking the “Highlight missing required fields” button at the top right hand corner of the page. All missing fields will be highlighted with a red “Mandatory information” text underneath.