Until the invitation to submit a tender is sent, the low-value procurement has the status ‘Ettevalmistamisel’ (In preparation):
There is a button Loo uus väikeost in the upper right corner where you can start creating your low-value procurement:
You are taken to a page where you have to insert the name of the low-value procurement and click on Loo väikeost to continue:
Then the page for the low-value procurement details opens
the next step is to select a CPV code:
CPV kood on riigihangete klassifikaator ehk riigihangete puhul kohaldatav ühtne klassifikatsioonisüsteem, et ühtlustada hankijate poolt lepinguobjektide kirjeldamiseks kasutatavad viited.
CPV eesmärk on standardiseerida ühtse klassifitseerimissüsteemi abil tellijate poolt lepingu esemete kirjeldamisel kasutatavaid termineid, tagades potentsiaalsetele kasutajatele (tellijad, pakkumismenetluse kandidaadid või selles osalevad pakkujad) sobiva abivahendi. Väikeostu koostaja peaks püüdma leida oma vajadustele võimalikult täpselt vastava koodi.
Näide: Soovime osta ensüüme –
a) sisestame otsingu reale toote:
või
b) otsime valikus koodi, mis on võimalikult täpne:
CPV koodi pakkujad ei näe, seda on põhiliselt vaja selleks, et ülikoolil endal oleks ülevaade, kui palju mingisse kategooriasse kuuluvaid asju/teenuseid/töid ostetakse, kas hakkame ületame piirmääri ja peaksime tegema järgmiseks taoliseks ostuks eraldi hanke riigihangete registris või oleks hoopis vajalik raamleping. Vajadusel saad ise CPV koodi parandada pakkumuste esitamise tähtajani. Kui CPV koodi on vaja hiljem muuta, siis seda saab teha hangete talitus.
Choose the CPV code as precisely as possible!
b. After selecting the CPV code, insert the estimated value. Be sure to enter the estimated value exclusive of value added tax (without VAT)!
Decide whether you wish the value to be visible to the tenderers. It is recommended to always make the value visible (in this case it is also easier to reject all tenders as exceeding the estimated value if necessary).
c. Insert the time limit for submission of tenders: date and time.
You can insert the date and time manually (type) or use the calendar button (circled in red on the figure below)
d. Insert the period of validity of the tenders
e. Select the term of performance of the contract (days, weeks, months, date or date span).
To progress to the next page, click on the button Edasi on the lower left corner:
If you wish to pause creating a low-value procurement, you can use the button Salvesta to save your work or if you wish to quit the low-value procurement irretrievably, click on Kustuta (delete).
The page ‘Nõuded’ (requirements) will open next, there you have to describe the (technical) requirements for the supply, service or works. Should you wish, you can also add files under the section ‘Manused’ (attachments).
It is forbidden to refer to a specific make or source, or a particular process, or to trademarks, patents, types or a specific origin or production which would have the effect of favouring or eliminating certain products or economic operators. Such reference shall be permitted, on an exceptional basis, where a sufficiently precise and intelligible description of the subject matter of the contract is not possible and if it is accompanied by the words ‘or equivalent.’
By clicking on Edasi, you will reach the page ‘Pakkujad’ (tenderers).
Here you can select the economic operators (companies) to whom you wish to send the invitation to submit a tender (at least 3).
You can add the economic operator either by entering (a part of) the name of the company to the text box ‘Otsi partner’ (find a partner) or by using the drop-down list that opens (and scroll until you find a suitable company).
To select the economic operator to whom to send the invitation, click on the company’s name. (You cannot choose multiple tenderers at once, repeat this until sufficient number of tenderers has been added to the low-value procurement.
If you accidentally added a wrong company or wish to remove a tenderer for some other reason, click on the X:
If you accidentally selected a wrong contact person or wish to remove a contact person for some other reason, click on Eemalda:
If you have the tenderers in place, you can move to the next page by clicking on the button Edasi.
Kui sa ei leia valikust sobivat pakkujat, saad kasutada nuppu paremal äärel, et luua uus partner:
Avaneb uue partneri loomise aken, kus tuleb sisestada andmed kõigisse tärniga lahtritesse.
Kui sobiv firma on olemas, aga loetelust ei tule välja õiget kontakti, siis tuleb muuta pakkujat:
Avaneb aken, kus esmalt on olemasoleva(te) kontakti(de) andmed, keri allapoole kuni jõuad nupuni „Lisa uus kontakt“:
Seejärel laetakse vorm, kuhu saad lisada uue kontakti andmed, uue kontakti salvestamiseks vajuta nupule „Muuda partnerit“:
Töötajad
Here you can assign the employee responsible for the low-value procurement, the unit responsible and managers.
By default the responsible employee is the initiator (the creator) of the low-value procurement, but you can assign someone else to be responsible, should you wish. The person assigned as the responsible employee will get an email notification about it.
If you click on the box Vastutav üksus, a drop-down list with all of the units of the university will open, you can find the correct unit by either scrolling or by entering (a part of) the name of the unit.
Managers have an access to the low-value procurement and will get email notifications about the low-value procurement. It is not mandatory to add managers. A manager could be someone from your unit, e.g. the head of the unit, a co-worker who is involve with the purchase, etc.
If you are done adding the employees, click on the button Edasi.
NB! The responsible employee cannot be from the Procurement Division! It is not necessary to add the employees of the Procurement Division as managers, as the Procurement Division can already see all of the low-value procurement.
Overview
The last page to open is ‘Ülevaade’ (overview) where you can see all of the details of the low-value procurement. Please
Viimasel lehel avaneb „Ülevaade“, kus on näha kõik väikeostu andmed. Palun kontrolli siin hoolikalt üle, kas kirja said korrektsed andmed. Vajadusel saab minna tagasi ja teha parandusi.
Kui kõik andmed on sisestatud ja õiged, siis vajuta „Saada“:
Avaneb dialoogiaken, kus küsitakse üle, kas oled kindel, et soovid kutse välja saata. Kui oled oma soovis kindel, vajuta „Saada“. Kui sa siiski ei soovi kutset veel välja saata, vali „Loobu“.
Pane tähele, et kui soovid pakkumuse esitamise kutse saata vähem kui kolmele pakkujale, on dialoogiaknas selle kohta hoiatus ning pead lisama põhjenduse (50–255 tähemärki):
Kui oled vajutanud dialoogiaknas nuppu „Saada“, saadetakse kõigile väikeostu juurde lisatud ettevõtetele kutse pakkumuse esitamiseks.
Partner saab sellise sisuga e-kirja:
Eriti juhul kui tegemist on uue partneriga, tasub anda pakkujale teada, et kutse on teele läinud ja paluda vajadusel kontrollida rämpsposti kaustast. Muidu võib juhtuda, et väikeost luhtub, kuna e-posti teenusepakkuja on meie automaatkirja pidanud spämmiks ja partner pole kutset kätte saanud.
Kui pakkumuskutse on saadetud, on väikeostu staatus „Pakkumuste ootel“.