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

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

   Open

   

or

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

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 automatically be ‘Tühistatud’ (Cancelled), if at least one tender was submitted, the status will now be ‘Hindamisel’ (In evaluation).

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:

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:

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).

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 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.