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 code, or the Common Procurement Vocabulary, establishes a single classification system for public procurement aimed at standardising the references used by contracting authorities and entities to describe the subject of procurement contracts. The initiator of the low-value procurement should try to find the code that matches their needs as precisely as possible.
Example: We wish to purchase enzymes –
a) we enter the product to the search bar:
or
b) we search for a code from the tree menu that is as precise as possible (the menu expands by clicking on the plus sign (
) in front of the code):
The CPV code will not be visible to the tenderers, it’s main purpose is to give an overview to ourself of how much supplies/services/works are purchased that belong to a certain category, and whether we are close to exceeding the thresholds and should conduct a public procurement in the Public Procurement Register or a framework agreement would be necessary. If necessary, you can correct the CPV code yourself until the time limit for submission of tenders. If the CPV code has to be changed after that, this can be done by the Procurement Division.
You can look at CPV codes in this file (please download 
it, as the preview of the XLSX file is distorted and unhelpful), the classification is provided in all EU languages, so you can search the right code here and paste it to VOK (as the search works only in Estonian).
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. Check the box next to ‘Info toetuse kasutamise kohta’ if you are using subsidy/grant funds.
d. 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)
e. Insert the period of validity of the tenders
f. 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.
If you cannot find a suitable tenderer from the list, you can use the button Lisa uus partner on the right side to create a new partner:
This will open a dialogue box where you have insert data into all text boxes with a red asterisk (*). Finally, click on the button Loo partner. If you for some reason do not want to create a new partner after all, choose Loobu.
If a suitable company exists but the appropriate contact person is not in the list, you have to modify the tenderer by clicking on Muuda:
This will open a dialogue box which shows the existing contact(s) at first, scroll down until you reach the button Lisa uus kontakt:
This will load a form where you can enter the details of the new contact person, to save the new contact, click on the button Muuda partnerit. If you do not wish to save your changes, choose Loobu.
Employees ('Töötajad')
Here you can appoint the employee responsible for the low-value procurement, the responsible unit 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 appointed the responsible employee will get an email notification about it.
Translation of the email:
You have a new message from Tallinn University of Technology:
You have been appointed the person responsible for the low-value procurement number of the low-value procurement beginning with the letter V ‘name of the low-value procurement’.
You can see the low-value procurement here:
Väikeostude keskkond (the link to the environment)
This email has been sent automatically. Please do not reply to 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 access to the low-value procurement and will get email notifications about the low-value procurement. Adding managers is voluntary (you do not have to assign managers). A manager could be someone from your unit, e.g. the head of the unit, a co-worker who is involved with the purchase, etc.
Translation of the email:
You have a new message from Tallinn University of Technology:
You have been appointed a manager of the low-value procurement number of the low-value procurement beginning with the letter V ‘name of the low-value procurement’.
You can see the low-value procurement here:
Väikeostude keskkond (the link to the environment)
This email has been sent automatically. Please do not reply to it.
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 ('Ülevaade')
The last page to open is ‘Ülevaade’ (overview) where you can see all of the details of the low-value procurement. Please be careful to double-check here that all details are correct. If necessary, you can go back and make corrections.
If you have entered all details and you are sure of their correctness, click on Saada (send):
This will open a dialogue box where you will be asked whether you are sure that you wish to send the invitation. If you are certain, click on Saada. If you, however, do not wish to send the invite to the tenderers yet, choose Loobu.
Please note that if you wish to send the invitation to submit a tender to less than three tenderers, the dialogue box will contain a warning about it and you must add a justification of 50–255 characters.
If you have clicked on the button Saada in the dialogue box, all of the tenderers who were added to the low-value procurement will receive an invitation to submit a tender.
Partner will receive the following email:
Especially when dealing with a new partner, it would be wise to let the tenderer know that the invitation has been sent and to ask them to check the spam folder if necessary. Otherwise it might happen that the low-value procurement is unsuccessful because the email provider has considered our automatic email to be spam and the partner has not received the invitation.
If the invitation to submit a tender has been sent, the status of the low-value procurement will be ‘Pakkumuste ootel’ (Pending tenders).
Minu väikeostud – My low-value procurements
Loo uus väikeost – Create a new low-value procurement
Ettevalmistamisel – In preparation
Pakkumuste ootel – Pending tenders
Hindamisel – In evaluation
Leping sõlmimisel – Pending a contract
Leping täitmisel – Contract performance
Lõpetatud – Completed
Tühistatud – Cancelled
Kõik – All
Väikeostu andmed – The details of the low-value procurement
Nõuded – Requirements
Osalejad – Participants
Töötajad – Employees
Ülevaade – Overview
Uus väikeost – New low-value procurement
Nimetus – Name
Sisesta nimetus – Enter a name
Loo väikeost – Create a low-value procurement
Loobu – Quit
Tegevusvaldkond / CPV kood – Area of activity / CPV code
Riigihangetes kasutatav konkursi/väikeostu tegevusvaldkonna kood. Asjad ja teenused kuni 29 999,99€ Ehitustööd kuni 59 999,99€ Sotsiaalteenused kuni 299 999,99€ Eriteenused kuni 59 999,99€ – The code of the area of activity used in public procurements for the competition / low-value procurement. Supplies and services up to 29,999.99€ Works up to 59,999.99€ Social services up to 299,999.99€ Specific services up to 59,999.99€
Sisesta valdkond või kood – Enter the area of activity or the code
Vali CPV – Choose the CPV
Tegevusvaldkonna CPV koodi valimine – Selection of the CPV code of the area of activity
Asjad – Supplies
Eriteenused – Specific services
Sotsiaalteenused – Social services
Teenused – Services
Ehitustööd – Works
Eeldatav maksumus KMta – Estimated value without VAT
Oodatav summa pakkujatelt (eurodes, €). Sisesta maksumus ILMA käibemaksuta. – Expected sum from the tenderers (in euros, €). Enter the value EXCLUSIVE of value added tax (without VAT).
Nähtav pakkujale – Visible to the tenderers
Saad valida, kas pakkuja näeb eeldatavat maksumust või mitte. – You can choose whether the tenderers see the estimated cost or not.
Info toetuse kasutamise kohta – Information about using subsidy funds (grants)
Märgi, kui ostu rahastatakse osaliselt või täielikult EL vahenditest või muudest fondidest – Check this box if the purchase is partly or completely funded from either the EU or other funds.
Pakkumuste esitamise tähtaeg – Time limit for submission of tenders
Palun vali tähtaeg kellaaja täpsusega. – The time limit has to include the time of day.
Pakkumuste jõusoleku aeg (päevades) – Period of validity of tenders (in days)
Pakkumused peavad jõus olema vähemalt 10-30 päeva alates pakkumuste esitamise tähtajast. Pakkujaga tuleb sõlmida leping enne pakkumuse jõusoleku aja lõppemist. – The tenders must be valid at least 10–30 days after the time limit for submission of tenders. The contract must be awarded to the tenderer before the period of validity of tenders expires.
Pakkumuste jõusoleku tähtaeg – Time limit for validity of tenders
Pakkumuste jõusoleku tähtaeg arvutatakse automaatselt pakkumuste esitamise tähtaja ja pakkumuste jõusoleku aja põhjal. – The time limit for validity of tenders is calculated automatically based on the time limit for submission of tenders and the period of validity of tenders.
Lepingu täitmise tähtaeg – Term of performance of the contract
Oodatav lepingu täitmise tähtaeg alates lepingu sõlmimisest. Selleks ajaks peab olema toode tarnitud või teenus osutatud. – Expected term of performance of the contract from awarding the contract. By this time the supply must be delivered or the service provided.
Päevades – In days
Nädalates – In weeks
Kuudes – In months
Kuupäev – A date
Kuupäevade vahemik – A span of dates (e.g. 10.02–15.02)
Edasi – Next
Salvesta – Save
Kustuta – Delete
Nõuded – Requirements
Sisu – Content
Soovitud toote/teenuse/töö kirjeldus – Description of the desired supply/service/works
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)
Tagasi – Back
Pakkujad – Tenderers
Lisa uus partner – Add a new partner
Partnerid – Partners
Vali partner, kellele saadad pakkumuskutse. Pakkumuskutse tuleb saata vähemalt kolmele partnerile. – Select a partner to whom you send the invitation to tender. The invitation to submit a tender has to be sent to at least three partners.
Otsi partner – Find a partner
Muuda – Modify
Vali üks – Choose one
Eemalda – Remove
Uus partner – New partner
Ettevõtte nimi – Name of the economic operator
Registrinumber – Registry code
Riik – Country
Täpsustav info – Additional information
Kontaktid – Contacts
Isiku nimi – Name of the contact person
Email – Email address
Telefon – Phone number
Aktiivne – Active
Kui soovid kontakti deaktiveerida, siis kontakt jääb süsteemi alles ja saad selle vajadusel taas aktiveerida. Kui kontakt on seotud ettevalmistamisel oleva väikeostuga, kustutatakse kontakt väikeostu vormilt. Kui kontakt on seotud mõnes muus staatuses oleva väikeostuga, jääb kontakt väikeostu vormil alles. – If you wish to deactivate a contact person, the contact will stay in the system and you can reactivate if necessary. If the contact person is involved with a low-value procurement in preparation (status ‘Ettevalmistamisel’), the contact will be deleted from the form of the low-value procurement. If the contact person is involved with a low-value procurement of any other status, the contact will remain on the form of the low-value procurement.
Lisa kontakt – Add a contact person
Muuda partnerit – Apply changes to the partner
Vastutav töötaja – Responsible employee
Vastutav isik vastutab väikeostu eest, sh on tal väikeostu andmetele ligipääs ja nende muutmise õigus. Valitud isik saab meiliteavituse. – The responsible person is responsible for the low-value procurement, namely, they have access to the details of the low-value procurement and the right to make changes to them. The person who is chosen will get a relevant email notification.
Vastutav üksus – Responsible unit
Väikeostu läbiviimise eest vastutav üksus. – The unit that is responsible for conducting the low-value procurement.
Otsi üksust – Find a unit
Haldajad – Managers
Haldajaks saad määrata ühe või mitu isikut, kes osalevad väikeostu protsessis. Haldajal on väikeostu andmetele ligipääs ja nende muutmise õigus. Valitud isik saab haldajaks määramisel meiliteavituse. – You can assign one or more persons who take part in the low-value procurement process as managers. Managers have access to the details of the low-value procurement and the right to make changes to them. The person(s) assigned as managers will get a relevant email notification.
Otsi töötajat – Find an employee
Üldandmed
NR – number, No.
CPV kood – CPV code
Eeldatav maksumus pakkujale nähtav – Estimated value visible to the tenderers
Jah – Yes
Ei – No
Kasutatakse toetusi – Subsidy/grant funds used
Konkurentsi puudumise põhjendus – Justification for the lack of competition
Staatus – Status
Staatuse põhjus – Explanation of the status
Selgitus – Explanation
Loomise aeg – Time of creation
Looja – Initiator
Manus – Attachment
Muudatuste ajalugu – Log of changes
Haldajad puuduvad – No managers
Saada – Send
Saada partneritele kutse – Send the invitation to the partners
Oled sa kindel, et soovid pakkumuskutse välja saata? Info saadetakse kõikidele seotud partneritele. – Are you sure you wish to send out the invitation to submit a tender? The information will be sent to all the partners added to the low-value procurement.
Sul ei ole 3 pakkujat. Ka väikeostu korral peab hanke algataja järgima RHS §-s 3 sätestatud põhimõtteid, sealhulgas saavutama hanke eesmärgi mõistliku hinnaga, tagades konkurentsi korral vähemalt kolme pakkumuse võrdlemise teel parima võimaliku hinna ja kvaliteedi suhte. Kui võrreldakse vähem kui kolme pakkumust, peab hanke eest vastutav isik põhjendama konkurentsi puudumist. – You do not have three tenderers. The procurement initiator shall, in case of a low-value procurement as well, observe the principles set out in § 3 of the PPA, including achieve the objective of the procurement at a reasonable price by ensuring, in the event of competition, the best price-quality ratio by comparing at least three tenders. If less than three tenders are compared, the person responsible for the procurement must provide reasons for absence of competition.
Sisesta põhjendus … – Insert a justification