4. Processing of tenders

Declaring a winner

If the time limit for the submission of tenders has expired, the responsible employee will get an email notification that either

no tenders were submitted and the low-value procurement is cancelled:

Translation of the email:

You have a new message from Tallinn University of Technology:

The low-value procurement number of the low-value procurement beginning with the letter V ‘name of the low-value procurement’ has been cancelled, the time limit for the submission of tenders has expired and no tenders were submitted.

This email has been sent automatically. Please do not reply to it.

or

the time limit for the submission of tenders has expired and it is possible to start evaluating tenders:

Translation of the email:

You have a new message from Tallinn University of Technology:

The time limit of submissions of the low-value procurement number of the low-value procurement beginning with the letter V ‘name of the low-value procurement’ has expired.

You can award the contract until the period of validity of the tenders (yyyy-mm-dd HH:MM:SS).

You can look at and evaluate the tenders here:

Väikeostude keskkond (the link to the environment)

This email has been sent automatically. Please do not reply to it.

By clicking on the button/link in the email, you will get straight to your low-value procurement:

If the time limit for submission has expired, the status of the low-value procurement will change: if no tenders were submitted, the status will automaticall be ‘Tühistatud’ (Cancelled), if at least one tender was submitted, the status will now be ‘Hindamisel’ (In evaluation).

What to do next if no tenders were submitted?

If no tenders were submitted to the low-value procurement, you have to decide first whether you want to conduct a new low-value procurement or not. If you decide to conduct a new one, analyse a bit why the low-value procurement might have failed. E.g. whether the time limit for submission was too short or if you made the estimated value visible to the tenderers, could it have been too low, etc. You can also ask from the tenderers why they decided not to participate. If possible, take the feedback you received or the potential reason(s) into account when creating a new low-value procurement, e.g. set a longer time limit for the submission of tenders or for the term of performance. Also consider including other companies.

If at least one tender has been submitted, it is possible to start evaluating the tenders. NB! Before declaring the winner, make sure to examine the contents of the tenders to verify that the tenders meet our requirements. To do so, scroll down on the page of the low-value procurement until you reach the section ‘Pakkumused’ or click on the button Võitjat valima (select a winner) under ‘Üldandmed’:

You should see this:

To look at a tender, move the cursor on the tender and click on Vaata (look):

This will be opened:

Make sure that the content of the tender corresponds to the requirements based on the description inserted by the tenderer and also information in the attachment(s) if added:

Please consider that you have to choose the most advantageous tender that corresponds to the technical requirements as the winner. NB! You cannot change the conditions in the stage of evaluation. If it turns out that our conditions have been inadequate or our needs have changed, the low-value procurement has to be cancelled.

If you wish to declare a tender the winner, click Määra võitjaks on the page of the low-value procurement:

or in the detailed view of the tender:

This will open a dialogue box where you will see the period of validity of tenders and the value of the winning tender and you are asked whether you are sure of your choice. If you are certain you wish to declare this tender the winner, click on Määra võitjaks, if, however, you are not certain or you accidentally chose a wrong tender, choose Loobu or click on the X in the upper right corner to close the window:

Please note that if for some reason the selection of the winner has not been on time and the period of validity of tenders has expired, you must ask for consent from the tender to extend the period of validity of tenders before you can declare the winner. Use the button Saada sõnum (send a message) on the form of the low-value procurement to ask consent from the tenderer. In this case this information is also present in the dialogue box:

Unsuitable tenders

In case no tender meets our requirements or all tenders exceed the estimated value and the values submitted are not acceptable to us, choose the option Mittevastavad pakkumused on the page of the low-value procurement:

This will open a dialogue box where you have to insert the justification that will also be sent to the tenderers. If you have entered the justification, click on Kinnita pakkumuste mittevastavus. If you, however, do not wish to declare all tenders unsuitable after all, choose Loobu.

If all of the tenders have been declared unsuitable, the status of the low-value procurement will be ‘Tühistatud’ (Cancelled).

If a value that exceeds our estimated value is acceptable to us, we do not have to reject the tenders and can choose a winner, see the guide in the 1st column.

What to do next if all tenders were unsuitable?

If all tenders were unsuitable, you have to decide first whether you want to conduct a new low-value procurement or not. If you decide to conduct a new one, analyse a bit whether the conditions were realistic and realisable (e.g. whether the product is even sold in the requested package size or with such measurements, etc.) or you should just include other companies.

The most advantageous tender is unsuitable

If the most advantageous tender turns out to be unsuitable, you have to separately notify the tenderer and give them a justification of the decision.

If you wish to send a message to a tenderer, move to the page of the low-value procurement, scroll to the end of the page and click on Saada sõnum:

In the stage of evaluation, the message is no longer sent to all of tenderers, you have to choose to whom you wish to message. Choose the correct tenderer from the drop-down list:

Under the content, let the tenderer know that we reject their tender and give a short explanation what makes their tender unsuitable.

The next most advantageous tender that meets the conditions is to be declared the winner. Please look at the 1st column for the guide of declaring the winner.

If there is more than one unsuitable tender (e.g. the 2nd most advantageous), repeat the procedure described above (notify of rejection) until you reach a suitable tender. If a tender that is not (among) the most advantageous tender(s), i.e. they could not win anyway, they do not have to be separately notified. If all tenders are unsuitable, see the guidelines in the 2nd column.

What to do if even the most advantageous tender is above the procurement threshold?

First, you have to decide whether this value is acceptable to you.

If not, see the 2nd column above ‘Unsuitable tenders’.
If yes, please consider that you yourself cannot declare a tender that exceeds the threshold the winner:

In this case you have to contact the Procurement Division and the course of action will be decided individually for every case considering the circumstances.

To save everyone’s time and for the sake of clarity, please begin with the number of the low-value procurement!

You can modify the contact person if necessary:

This will open a dialogue box where you can use the arrow to open a drop-down list of contact persons:

Choose the new contact person from the drop-down:

Another option is to click on Lisa kontakt (add a contact):

In case there are two contact persons, the second person will automatically be added and if necessary, you can remove the first contact with the button Eemalda:

If you need to add a completely new contact person who is not yet in the system, you have to go to the page ‘Partnerid’ at first:

and change the information of the partner there (see 0. Partners in this guide).

You can cancel the low-value procurement if necessary:

See the 3rd column on the page 7. Other operations for more precise information and guidelines.

Translation

Konkursi tähtaeg on saabunud. Palun valige võitja! – The deadline for the competition has passed. Please select a winner!

Üldandmed – General information

Muudatuste ajalugu – Log of changes

Võitjat valima – Choose a winner

Tühista väikeost – Cancel the low-value procurement

Mittevastavad pakkumused – Unsuitable tenders

Muuda pakkujaid – Modify the tenderers

Pakkujad – Tenderers

Haldajad – Managers

Pakkumused – Tenders

Pakkuja – Tenderer

Maksumus KMta – Value without VAT

Esitamise kuupäev – Date of submission

Näita lehel – Show on page

Vaata – Look

Sisu – Content

Manus – Attachment

Määra võitjaks – Declare the winner

Määra võitja – Declare a winner

Kas oled kindel, et soovid pakkumuse määrata väikeostu võitjaks? Info saadetakse kõikidele seotud partneritele. NB! Pakkumused on jõus kuni Kiirusta ja vali võitja! Pakkumuse maksumus – Are you sure you wish to declare this tender the winner of the low-value procurement? The information will be sent to all the partners added. NB! The tenders are valid until Hurry and choose the winner! The value of the tender

Loobu – Quit

NB! Pakkumused olid jõus kuni Kas sul on pakkujalt nõusolek pakkumuse jõusoleku pikendamiseks? Ilma pakkuja nõusolekuta võitjat valida ei saa. Kasuta pakkujalt nõusoleku küsimiseks väikeostu vormil nuppu Saada sõnum. Kui sul on pakkuja nõusolek olemas, saad jätkata võitja valimist. Pakkumuse maksumus – NB! The tenders were valid until Do you have the tenderers consent to extend the period of validity of the tender? You cannot choose a winner without the tenderer’s consent. Use the button Saada sõnum on the form of the low-value procurement to ask consent from the tenderer. If you have the consent from the tenderer, you can continue choosing the winner.

Mittevastavate pakkumuste staatuse määramine – Assigning the status of unsuitable tenders

Kas oled kindel, et tahad kõik pakkumused mittevastavaks tunnistada? Sellega tühistatakse väikeost ning partneritele saadetakse meilile vastav teade koos põhjusega. – Are you sure you wish to declare all tenders unsuitable? This will cancel the low-value procurement and the partners will receive an email notification with the justification.

Põhjus – Justification

Kinnita pakkumuste mittevastavus – Confirm the unsuitability of the tenders

Sõnumid – Messages

Sõnumid puuduvad – No messages

Saada sõnum – Send a message

Osaleja – Participant

Vali üks – Choose one

Manused – Attachments

Palun jälgi, et lisataval failil on loetav ja üheselt selle sisu peegeldav nimetus. Failid formaadis: Failid formaadis: .asice, .txt, .csv, .pdf, .doc, .docx, .bdoc, .cdoc, .xlsx, .webm, .jpg, .jpeg, .png, .zip, .gz, .rar, .7z – Please make sure that the added file has a name that is legible and unmistakably reflects the content. Files in the following formats: .asice, .txt, .csv, .pdf, .doc, .docx, .bdoc, .cdoc, .xlsx, .webm, .jpg, .jpeg, .png, .zip, .gz, .rar, .7z

Lohista fail(id) siia või laadi arvutist – Drag the file(s) here or download from the computer

(Faili suurus kuni 32MB) – (File size up to 32MB)

Saada – Send

Võitja pakkumuse maksumus ületab lubatud piirmäära. Kui soovid siiski määrata võitjaks, võta palun ühendust hangete talitusega. – The value of the winner’s tender exceeds the allowed threshold. If you still wish to declare the winner, please contact the Procurement Division.

Saad vajadusel muuta lepingupartneri kontaktisikut. Palun arvesta, et lepingupartneril peab olema vähemalt üks kehtiv kontaktisik. – You can replace a contact person of a partner if necessary. Please bear in mind that a partner has to have at least one valid contact person.

Pakkujat ei saa eemaldada antud staatuses väikeostult. – A tenderer cannot be removed from a low-value procurement with this status.

Eemalda – Remove

Lisa kontakt – Add a contact person

Muuda – Change

If the winner is chosen, the status of the low-value procurement will be ‘Leping sõlmimisel’ (Pending a contract).

In case a tenderer does not want to accept the result and you need support, contact the Procurement Division for help.