CTM eAuctions - the eTenders procurement website
Contents
1. Complete Tender Management E AUCTIONS Authority Guide April 2012 CTM_Auction_CA EN 6 9 docx Page 1 Version Control Version Date Amendmem March 2012 1 0 Split Tender and Contract Management manuals NEW versions April 2012 To include rel 6 9 CTM_Auction_CA EN 6 9 docx Page 2 Table of Contents SECTION 1 INTRODUCTION TO TENDER MANAGEMENT AND CONTRACT MANAGEMENT 2 22 222 2200 2000n000n0nnn0n nun nun nnunnnunnnnnnn 4 SECTION 2 ACCESSING TENDER MANAGEMENT 5 2 1 Modules and settings within tender management cccccssseceeeeeeeeeeees 5 SECTION 3 MANAGEMENT OF INFORMATION 5 6 3 1 Projects WW OLKSD ACC sure 6 SECTION 4 EAUGTIONS u en 7 4 1 SELUDSAUCHON EMEA AN MES a n E n amm 7 Al SLD SAUE a ee A al a a 7 4 12 Prepare CAUCHON anna 11 4 1 3 eAuction event ennnennnenennnenennnanennnnne nene annan 12 4 1 4 Weighted evaluation model auction separate module 13 4 1 5 Fixed weights and relative scores Auction separate module 14 CTM_Auction_CA EN 6 9 docx Page 3 Section 1 Introduction to Tender Management and Contract Management EUS Tender Management CTM is a comprehensive tool that allows tenders to be created distributed and evaluated without the need to create and manage paper documents CTM makes the tendering process easier for both buyers and suppliers and covers the ent2. In an eAuction the bids are based on lowest price or most economically advantageous offer as stated in the contract notice or bid documents Any quality features that are carried forward in eAuction stage as percentage or and figure value can be incorporated within the formula which will be used to rank the bids 4 1 Setup eAuction An auction can also be at end of a tender in the CTM system for those cases you would have already chosen a different way to determine that auction should be set up at end of tendering process however the set up of actual auction and preparation of bids is exactly the same and will be shown here below Consider that you need to send information to the suppliers participating regarding how the auction will be set up and the rules around the e auction this should be done minimum 3 days before auction start time to assure that suppliers register in the system if not already done so and to validate the first bid that will be in the auction from their company 4 1 1 Set up eAuction LA Set up eAuction 1 Click the Create TENDER button from the main list of ongoing Tenders 2 Click in Only auction which will open up a larger screen with set up possibilities CTM_Auction_CA EN 6 9 docx Page 7 Short description eAuction regarding purchase of 50 PC according to specification 98 10 Select process template Number of process steps Only auction N JJ 3 Once Only Auction has
3. been clicked the screen opens up to set up Setting Description gt Start and end for the auction normally one hour Auction type Two types of auction Reverse auction Most normal auction type where the lowest bid entered by suppliers are the best Forward auction Highest bid from suppliers are best For description of the other settings please see section about Tender Only auction Initial estimated value Currency Public procurement Alcatel directive rules CPY codes Use of CPV codes Multiple packages tender include Step to directly create multiple packages Include auction Auction times CET 2 ne Online biddi 2 MW Day mo Ir ar ly on Online san Day avo B ia a ja Reverse auction Forward auction Save Cancel 4 Click on Save to go to check list same type of check list as for Tender but with lesser points We will only go through the points related to auctions CTM_Auction_CA EN 6 9 docx Page 8 5 Auction settings click on the Edit link for Auction settings the below screen is appearing Key Value Minimum bid decrement In absolute or Absolute O 0 Absolute number max 0 99 Decrement calculated from Own best bid Extension time Extension time triggers on Any new bid Extension time seconds 420 Other settings Pre populate bids No pre population Show all bids Yes Decimals Hide messageing and RFT details No Prevent bidders f
4. ed bid on This setting can be set if competition is made on Total package if total bid bid For reverse auctions the setting allows or prevents decreased suppliers to raise the bid on one of the packages even if the total bid is decreased if a previous bid has been entered Discount bids If the supplier is allowed to enter a discount bid for all the included Lots Click Save when completed Back at the check list you can add any optional documents related to the auction Now you must select the suppliers that should participate in the auction the suppliers must be in the CTM system and you now search for them by several CTM_Auction_CA EN 6 9 docx Page 10 different criteria such as name qualification etc If you are ending a whole Tender process with an eAuction you ll need to qualify suppliers from the previous step Once you have selected the suppliers you wish to participate in the eAuction you go to next step on the checklist which is Prepare Auction 4 1 2 Prepare eAuction You prepare the auction by setting the preferences and entering the first bid quotation from each supplier participant that you have received from them in previous offer AN To prepare an auction 1 Click on the Prepare link from the checklist or the Set up bidding event from the Bidding tab 2 Click the Set preferences for each Lot 3 Enter the first bids and any eventual preferences OLB preparation Company Adjustment Fact
5. imum Bmin Bid minimum Bs Bid supplier CTM_Auction_CA EN 6 9 docx Page 13 bon Miisa bee Laer G pe E rp ma O s er iger a fee Pe Hi Admimts rate auction p rane bers BERE HH IPFE A dawn hrn egri hhe mabe pee ar Pa babky srai ciah heap ahn pm ep n ki e Ce md m Te Te Pr Tara Tun Terrana amper y mager Tee u T prira pg rrr nis Baa ioi er Tha pema Beers a a Bk ee Tipa a g ra eed ari a re kll Pn jam i Di ik Fo i dai Te a PSHE OS 08 bija hav ba hois br pd Wi elite ii Bi 4 1 5 Fixed weights and relative scores Auction separate module The benefit of this evaluation model is to enable weighting on quality criteria within the auction and to be able to display an adjusted bid based on the quality criteria of the bidders The Fixed weights and relative scores evaluation model has a different calculation formula than the standard one see below Formula for calculating ranked score in relative scoring model R Wa 4 Ip a Wp B i B J Wp Weight for price allowed value 0 lt Wp 100 Wa Weight for quality other factors Wq 100 Wp In Best highest quality score among participating bidders B Lowest price bid across bidders in auction Mathematical formula In setting up the auction there will be a new evaluation model in selection The price weighting needs to be selected in this step as well Enna ar u Er epee die
6. ire process including the contract management phase Tender Management is used by government organisations and general contractors to improve the efficiency of the tendering process For those who respond to tenders for example general contractors sub contractors and trades people tender management simplifies and speeds up the process of formulating tender responses You can add all of the necessary drawings specifications schedules tender documents and other attachments to the Request for Tender you issue or receive Buyers have access to a rich database of their chosen suppliers when issuing a Request for Tender If appropriate you can source potential new suppliers complete with pre qualification details from the supplier database Suppliers are able to present information to initiating organisations at the time and place that purchasing decisions are made Tender Management offers you the following advantages Saves you time and money compared with traditional methods Greatly improves the exchange and management of information Improves accuracy throughout the tendering quotation and contract process Reduces time wasted on low value administration faxes phone travelling Increases traceability Web based for easy access to information anytime anywhere CTM_Auction_CA EN 6 9 docx Page 4 Section 2 Accessing Tender Management A 2 1 EUS CTM Complete Tender Management is only a
7. it also gives you the possibility to see all the bids as either actual bids or adjusted bids CTM Auction CA EN 6 9 docx Page 12 on aare Refresh i l Display Adjusted bids N Filter ARTS Real bids O Best bid by package No Time CET Company 1 eAuction regarding purchase of 50 PC according to specification 98 10 GBP 4 22 01 08 13 43 Donia 4 testcompanysupplier 9 000 00 3 22 01 08 13 42 Donia 3 testcompanysupplier 6 000 00 2 22 01 08 13 42 Donia 2 testcompanysupplier 10 500 00 1 22 01 08 13 41 Donia 1testcompanysupplier 7 600 00 Page updated 22 01 08 13 53 After bidding is completed you can go to award of the supplier Award is same as in tender phase 4 1 4 Weighted evaluation model auction separate module New setting Auction module weighted evaluation model If this setting is ON In auction setting window for reverse auctions there is a possibility to select 2 different evaluation models for ranking supplier proposals Standard or Weighted model Standard is existing functionality where lowest bid is considered the best Weighted evaluation model is using the following formula for calculating a rank score for a supplier Mas Tw T s Tmax 1 Tw Bmin Bs Where Rscore Supplier point for ranking this value is used to fetch the ranking position for the supplier s bid B Tw Technical weighting Ts Technical scoring of supplier Tmax Technical scoring max
8. l ee ee peg pg ah ge re Ep ari CTM Auction CA EN 6 9 docx Page 14 Auction parameters Key Value Evaluation Evaluation model Fixed weights relative score Weighting parameters Enter the weighting for price bid for calculating e auction supplier score for ranking multiple packages in fhe auction fhe same weighting wil be applied across Wp 0 lt Wp 100 30 Auction parameter set up When setting up the first bids for the suppliers you will need to enter the quality score for each supplier the higher the quality score the better it is for the supplier First bid SEK q 5400000 so 5600000 92 Setting up guality score As an example we compare two supplier bids using the Fixed weights and relative scores auction model R1 70 90 92 30 5 400 000 5 400 000 98 478261 gt Rank 2 R2 70 92 92 30 5 400 000 5 600 000 98 928571 gt Rank 1 Example To be able to use the model Fixed weights and relative scores please contact support CTM_Auction_CA EN 6 9 docx Page 15
9. on your authority structure In this user manual the word Project is used as the possibility to group your tenders into either for example tender types category procurement types etc To access your Project s and subsequently your tenders and e auctions click on the My Request for Tenders link Services hy Requests for Tender 40 Ongoing 07 Closed fs s C g z contracts 6 Active 42 Pending 11 expired Documents Manage company and personal documents hy Scheduled uploadser hy tasks My sent and incoming tasks biy Approvals kr hy evaluations kr Printordersh 1 Ongoing 1 External 1 Closed Reports Generate reports and statistics QJEW Notifications H 7 Pending Meed help Please contact our support at supportmeu supply com phone 46 8 545 532 68 3 1 Projects Workspace Within Projects Workspace you can create any number of Tenders and or E auctions It is however not mandatory in any way to create these withing CTM you can also simply create tenders and e auctions directly at the list CTM_Auction_CA EN 6 9 docx Page 6 Section 4 eAuctions Electronic auction or electronic reverse auction is an one line auction where selected bidders Suppliers submit offers electronically against the purchaser s specification Normally after the selection process is completed in a tender an evaluation is made and successful bidders are then invited to participate in the auction
10. or First bid GBP Adjusted sum GBP bid GBP Donia 1 testcompanysupplier 000 000 k oS o 00006 EEE Donia 2 testcompanysupplier k 71 o Donia 3 testcompanysupplier 6000 Donia 4 testcompanysupplier 100 000 Donia 5 supplier 100 000 e Adjustment sum This is a sum which makes this particular suppliers offer more expensive with this amount Thus in example above the first supplier in the list has extra delivery charge of 600 which makes his bid of 7000 really worth 7600 in comparison with other suppliers that include their delivery charge in total guote e Factor The factor adjustment can be seen as a quality difference that you have decided from the qualification for example you might know that the second supplier on the list always delivers much too late thus you have decided that this is for the negative cost equivalent of 50 e First bid You also enter the first bid for each supplier the first bid is the bid received from the suppliers original quote without any adjustment The first bid is also the bid shown to each supplier The competitor s bids are calculated against the adjustment sum and factor CTM Auction CA EN 6 9 docx Page 11 4 Click Save 5 Next step is to send the first bids to the suppliers and allowing them to validate the bids entered and be part of the auction He also has the possibility to reject this bid should there be any mistake misunderstanding Over
11. ors will ever be shown only the bids Yes All bids are shown to all suppliers during the auction and after including the ranking No This option only shows the best bid and the ranking together with the supplier s current bid Ranked The ranked option only shows the current rank of the supplier and he does not know the best bid and how much to lower to be have the best bid Show number of Showing the number of participants to the suppliers participants within the auction Only showing the number no names of the competitors Decimals Specifies the number of decimals all bids are entered pms landstoveit ee Hide messaging and Enables an easier and simplified view for the supplier by Prevent bidders from Enables an easier and simplified view for the supplier by assigning user access removed buttons to click on at the auction rights Competition on The type of competition i e how bids should be entered by the suppliers Each Lot The suppliers can enter separate bids on each Lot included in the auction The supplier can also choose not to enter bids on individual Lot Award of supplier can be done for each Lot separately Total bid Suppliers will need to enter bids on all included Lots and award is on the sum of the Lots Allow equal total bids Allowing the suppliers to enter equal total bids Hide best Lot bids to Will hide the individual Lot bids of the supplier suppliers competitors Allow increas
12. rom assigning user rights show number of participants to bidders No w Save Cancel lt Description Minimum bid decrement The suppliers need to lower their bid for each entered bid you as the buyer can specify how much they need to lower the bid in percentage or in absolute numbers Decrement calculated from Specifies if the supplier has to lower the bid in relation to his last bid or the auction s lowest bid Extension time Extension time is there to allow all suppliers to have a chance to evaluate each new bid entered at the end of the auction The extension will mean that if the supplier enters a bid 5 seconds prior end time the auction will be pro longed with the number of seconds entered within the field Extension triggers on You can select if the extension should trigger on only if Senon aos on ne supple ener to vest bd o any b he ots Pre populate bids As a help the supplier you can select to pre populate his bid field No pre population No pre population is made for the supplier and he has to enter his own bid each time Previous bid Pre populates the supplier bid field with the last bid he entered CTM_Auction_CA EN 6 9 docx Page 9 Previous bid with decrement Pre populates the supplier field calculated from decrement i e the least sum the supplier need to lower his bid to be able to enter a bid Show all bids Tells how the bids should be shown to the suppliers No name of the competit
13. vailable if your company has registered to use this system To access EUS CTM 1 Open your web browser and go to your CTM logon page Insert your Username and Password into the appropriate fields then click on the Log in button The EUS Tender Management Welcome Page displays Modules and settings within tender management CTM has modules and settings which can be switched on or off This guide describes the e auction module within the tendering process If you do not find specific links or modules when accessing the system it is likely that certain modules are switched off To see the modules you can access review your personal profile described in section Edit user profile within this document To read in detail about the Tendering module and contract module and process within CTM please read the relevant manuals If you would like certain modules switched on contact your company administrator or your CTM support CTM_Auction_CA EN 6 9 docx Page 5 Section 3 Management of Information The Tender Management solution can be run Project based if desired Project s enable re use of information between Request for Tenders collection of all Project related documents in a Project document folder and gives access to the Bill of Quantities BoQ Manager Depending on authority setting and semantics the word Project might in your configured solution be called e g workspace folder or department depending
14. view View bid preferencesh Set preferences Set preferences Set preferences Package Donia 1 testcompanysupplier Donia 2 testcompanysupplier Donia 3 testcompanysupplie 1 eAuction regarding purchase of 7 000 00 GBP 7 000 00 GBP 6 000 00 GBP 50 PC according to specification 7 600 00 GBP 10 500 00 GBP 6 000 00 GBP 96 10 Set preferences Not vel nt Not yet sent Not yet sent 6 Click Send for each of the suppliers when completed sending for all suppliers click Done The buyer now waits until the suppliers have accepted approved the first entered bid AS soon as a supplier has done so the buyer can see that in his bidding tab 4 1 3 eAuction event During the eAuction the buyer does not take much action only views the auction event The event is available from the Bidding tab Audit trail O Best bid by package The bids displayed below are adjusted Fruit company 51 Vege supplier M1 Status First bid accepted Status First bid accepted 41 000 00 40 500 00 2 Fruitsrr 23 000 00 25 200 00 Tomio al packages namen soo Page updated 01 06 2008 20 24 Add suppliers Set up bidding event Lock Unlock suppliers View all bids Refresh 2 Best bids per Lot is marked with green and best bid for the total is marked with red inthe overview on the Bidding tab You can also click on View all bids in order to see the bids in chronological order latest bid at top
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