Procedure

Sourcing

On the Procedure tab, the procurement procedure to be used must be selected. Fields marked with an asterisk (*) are mandatory.

Procedure*

Open procedure

• The procurement procedure, in which the request is published to the Supplier Portal. All interested suppliers can submit 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 to only selected suppliers via email or supplier manager. Only these tenderers can submit responses. 

• This request is not published publicly in the Supplier Portal 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 select this option.

Open

 Procurement object divided into lots*

• Select whether the procurement object is divided into parts

  • If you select yes, sub-areas are formed in the criteria of the procurement object, for which it is possible to choose a supplier for each sub-area. The method for calculating price points can be defined by these sub-areas.

• If you choose no, the purchase will be treated as a total purchase. Groups can be created in the sourcing items and criteria section, but supplier selections are made jointly for the entire procurement.

Partial responses within lots*

• Select whether partial responses are allowed within lots

  • If partial responses are allowed, tenderers can choose whichever items they want to be tendered

  • If partial responses are not allowed, tenderers are required to tender all items

Alternative responses accepted * 

• This function can be used to allow bidders to make alternative answers that ar not directly requested in the request. The default is "No". 

Response opening document in use * 

Functionality to be ordered separately

• If “Yes” is selected, an opening document must be created, after the expiry of the deadline, before you can look at the answers. 

• The selection does not prevent the responses from being viewed while the competitive tendering is valid.

Response details can only be viewed after the deadline for submitting the answers *

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

  • Sending a clarification request, opening a comparison table or rejecting answers/proposals/tenders in the middle of the request is also not possible. 

• If "No" is selected, it is possible to view the answers at any time.

  • It is also possible to send a clarification request, open a comparison table or reject answers/proposals/tenders. 

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

Using the double envelope procedure*

• In the double envelope procedure, the comparison factors are evaluated in two steps.

  • In the first stage, the comparison table opens in such a way that all price information requested for the procurement object is hidden. ("Hidden" text)

  • In the second stage, the price factors are included in the evaluation.

  • NOTE! After this evaluation, it is no longer possible to return to the quality comparison.

Open

Deadline for the receipt of responses*

• The date and time must be entered in the field. It will then only be possible for suppliers to leave answers until the deadline entered.

  • 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

    Open

    

• Additional information

  • Additional information related to submitting answers or participation applications can be entered in the field.

Note: If you want to save this as a pre-saved text, check the box marked ‘Save’ and enter a name for the text. Once you click save on the overall tab, this text will be saved a pre-saved text for future use.

Open

 Minimum period of time for which the tenderer must keep their response valid

• The section can specify how long the bidder must keep his answer valid.

  • 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

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

  • Note: It is important that the time zone stated be taken into account when setting a time period

Open