Criteria for the object of acquisition

Sourcing

In the sourcing items and criteria section, the tenderer's form for procurement objects and related criteria is defined.

At the same time, this section prepares the basis for comparing the answers, i.e. points/weight values ​​and their calculation methods. (see  scoring the criteria ).

These will also appear on the comparison table (see  Viewing the comparison table)

The desired number of necessary criteria is defined for each procurement target or group/subarea

The criteria can be:

• Requested information

• Requirements to be placed on the object

• Factors influencing the selection criteria

• Matters to be notified

Points/weight values ​​can be defined for the criteria. See more detailed information on scoring criteria in the article  Scoring criteria  and  scoring price and quality .

Create criteria

Before creating the criteria, establish a group/section and define the targets (see article creation of sourcing items and criteria). 

Criteria can be created for one specific acquisition target, for all targets in a group/sub-region at once, or for the group/sub-region in general. 

Target criteria

• The criterion is asked for the object in the bidder's question form

• Enter the name of the criterion in the field "Item criteria"

• Choose a type (the types are described next in this instruction)

Criteria that apply to all objects in the group

• The criterion is asked for each item in the group/subarea ( NOTE! these criteria cannot be scored ) 

• Enter the name of the criterion by clciking the section "Criteria applicable to all objects in the group"

• Choose a type (the types are described next in this instruction)

The group's general criteria

• The criterion applies to the entire target group in general and, after being asked on the bidder's form, to the last of the group/sub-area

• Enter the name of the criterion by clciking the section "General criteria of the group"

• Choose a type (the types are described next in this instruction)

PHOTO: In the group "Tractors for teaching use" there is one item "Loader tractor for teaching use". Criteria can be set for this in the object's criteria section. If another object is added to the group, the "criteria for all objects in the group" section can be used to advantage. The points from which a new criterion is created are highlighted in blue. 

Criteria types

The criteria type defines what kind of information the provider can enter. when filling out the electronic answer form.

Mandatory requirements can be set for the criteria, in which case the provider is forced to enter information or respond in a certain way in order to meet the minimum requirements set for the request.

Select the type of criterion

• Numerical  

  • The bidder must enter numerical information

  • Minimum and/or maximum values ​​​​can be defined  

  • The number of decimal places in the value entered by the bidder can be limited

  • This can be made mandatory to respond to by checking the box labeled "Entry is required"

FIGURE: Layout of the numerical criterion. In the example, the first criterion is an empty numerical criterion, and below is an example of a criterion where the Load Tractor is asked to fill in the size of the tires. Tire size must be a minimum of 26.5".

• For Your Information

  • Text for the information of the bidder, no reply is required in this option

• Uploadable

  • The bidder must download the file

  • This can be made mandatory by checking the box labeled "Uploading is required"

• Text

  • The bidder can enter free text

  • A maximum length for the answer can be defined in characters (eg. X characters)

  • The bidder's answer can be defined as:

    • single line

    • multi-line

  • This can be made mandatory to respond to by checking the box labeled "Entry is required"

IMAGE: Text criterion layout. In the example, the first criterion is an empty text-type criterion, and below it is an example of a criterion in which the Load Tractor is asked to fill in the width of the tires. The number of characters in the answer is limited to 20 characters and the question is mandatory.

• Menu

  • A drop-down menu from which the supplier can choose the option he wants

  • Restrictions can be drawn up for the selection of the provider: 

    • There is no limitation in the choice

      • Menu

        • This is a drop-down menu from which the bidder can choose the option he wants

        • Name the menu by entering text in the field

        • Define the restrictions for the menu by clicking on "Menu definition". The options for the restrictions are:

          • Selection not restricted

            • There is no limitation in the choice of options for the bidder. They can choose as many options as they want

          • Choose not more than one

            • The bidder can choose one option or leave the question unanswered

          • Choose at least one

            • Thebidder must choose one or more options (the question is then mandatory)

          • Choose one

            • The bidder must choose only one option (the question is then mandatory)

        • Enter the items for the menu in the fields labeled "New selection row". Click enter to add a new selection row.

FIGURE: Menu criteria layout. In the example, the Load tractor is asked for Lubrication options. There are three options, one of which must be chosen. 

• Yes/No

  • The bidder answers yes or no

  • The question can be defined as “Optional” or “Selection is required”

    • A yes or no answer can be defined as mandatory 

  • Conditional criteria can be assigned for the criterion

    • If the box marked "Yes" option involves additional criteria" is selected, a new question can be defined for the bidder if they answer "Yes" to the original question

    • If the box marked " "No" option involves additional criteria" is selected, a new question can be defined for the bidder if they answer “No” to the original question

FIGURE: Layout of the Yes/No criterion. In the example, the first criterion is an empty yes/no-type criterion, and below it is an example of a criterion requiring that the loader has a production and working time monitoring system ("yes" required). When the bidder answers yes, the question "Download the system brochure" opens for him, to which he must upload an attachment. 

• Record

  • Prepare the desired battery of questions, which the bidder must answer x times (eg references)

    • Create the questions/criteria under "Record criteria"

  • It is possible to define the minimum and/or maximum number of answers the bidder must or can submit

    • The question is optional if the values ​​are left undefined

FIGURE: Layout of the record criterion. In the example, the first criterion is an empty record type criterion, and below it is an example of a criterion where the Loader is asked to fill in the maintenance history information. The bidder must answer at least once, but he can give a maximum of three answers. For each answer, he must fill in the year of service and write the service performed. 

• Subheading

  • Subheadings structure and clarify requirements. This qualification criterion requires no response from the bidder

NOTE! You can preview the procurement object's criteria from the provider's point of view from the eye icon in the upper corner.

Sorting and deleting criteria

• The order of the criteria can be modified by dragging the criterion to the right place (Drag&Drop)

  • NOTE the order of the criteria can be modified by just dragging 

• Deleted selected requirements together

  • Select the criteria you want to remove by checking the empty box next to each line

  • Click the red delete button at the top of the box

• From the Functions menu you can

  • "Close criteria"

    • Hides the qualification criterion details (only shows the qualification criterion title)

    • To edit an qualification criterion again, you must first open it from the icon “Open all requirements”

  • Move or copy a criterion to general, to all objects or under a specific criterion (see general  instructions for moving and copying criteria and objects here )

IMAGE: The Functions button opens up more options for editing the criterion. 

General criteria of the group

When preparing the request, common criteria can also be set for the procurement targets. These are criteria related to procurement in general and do not apply to individual products or services. 

• The general criteria are set according to the same principle as the criteria that apply directly to the procurement targets