ctm release notes 7.5 - etenders€¦ · ctm release notes 7.5.3 page 3 of 19 1 ctm release notes...

CTM Release Notes 7.5.3

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1 CTM RELEASE NOTES 7.5.3 .................................................................................................................... 3

1.1 PUBLICATION PORTALS .......................................................................................................................... 3 1.1.1 TED .................................................................................................................................................................... 3

1.1.2 DOFFIN ............................................................................................................................................................. 3

1.1.3 TENDERNED .................................................................................................................................................... 4

1.1.4 UDBUD.DK ....................................................................................................................................................... 5

1.2 TENDER EVALUATION............................................................................................................................. 5 1.2.1 FIXED WEIGHTS EVALUATION .................................................................................................................. 6

1.2.2 EVALUATE INTERNAL REQUIREMENTS .................................................................................................. 6

1.3 DYNAMIC PURCHASING SYSTEM (DPS) ................................................................................................. 6 1.4 TENDER MANAGEMENT .......................................................................................................................... 7

1.4.1 AWARD MESSAGE ......................................................................................................................................... 7

1.4.2 BILL OF QUANTITIES / PRICE SCHEDULE ................................................................................................ 9

1.4.3 QNA ................................................................................................................................................................. 10

1.4.4 TRANSQ/SELLICHA ..................................................................................................................................... 14

1.5 CONTRACT MANAGEMENT .................................................................................................................... 15 1.6 REPORTING ........................................................................................................................................... 15

1.6.1 NEW REPORTS .............................................................................................................................................. 15

1.6.2 REMOVED REPORTS.................................................................................................................................... 15

1.7 PUBLICATION PROFILE .......................................................................................................................... 16 1.8 EDITABLE SUBJECT ............................................................................................................................... 16 1.9 USABILITY CHANGES ............................................................................................................................ 18

1.9.1 SUPPLIER SEARCH ....................................................................................................................................... 18

1.9.2 SEARCH SUPPLIER VIA EMAIL ................................................................................................................. 18

1.10 KNOWN BUGS CORRECTED AND SUPPORT CASES UPDATED ................................................................... 18


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1 CTM Release notes 7.5.3 This document describes the version 7.5.3 of CTM.

None of the current features or changes in this release have any impact on the pre-existing

functionality if not mentioned explicitly in this release notes, any training may thus be done post-

release, if desired.

1.1 Publication portals

1.1.1 TED

1.1.2 Doffin

Since 1st January 2017, the new EU regulation is implemented in Norway which affects publications

to Doffin. In these release notes, we will only describe the technical impact of the changes, please

see anskaffelser.no for details regarding the legal aspect. See also Doffin.no for any additional

updates.

The main update regarding the schema are for the national notices, there are only three national

notices, where-of only one are mandatory.

The mandatory schema is “52 - Kunngjøring av konkurranse iht del II” and the two voluntary are “102

- Kunngjøring av konkurranse” and ”65 - Kunngjøring av konkurranseresultat». The two latter applies

to Anskaffelse, Forsyning and Konsesjonskontraktforskriften.

Unless otherwise agreed, EU-Supply have made the necessary changes in CTM to handle a smooth

transition.

The procedure templates are automatically updated to use the new schemas

Tenders where publication form is created/started and not published for the old, the old schema

have to be deleted and recreated with equivalent in the new regulation.

Awards and amendments for a tender with old notice will automatically be created with the new

amendment notice


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When selecting publication site you can see two versions of Doffin v208 and v209. You should select

v209 for the new regulation.

The new forms are available at corresponding education/training site, to make yourself acquainted

with the new forms and the changes made to procedure templates.

We also recommend that you as authority review the forms from the link above and the general

regulation changes.

1.1.3 TenderNed

Since 1st January 2017, the new EU regulation is implemented in Holland which affects publications to

TenderNed. TenderNed is using the TED schemas as-is for national notices.

Unless otherwise agreed, EU-Supply have made the necessary changes in CTM to handle a smooth

transition.

The procedure templates are automatically updated to use the new schemas

Tenders where publication form is created/started and not published for the old, the old schema

have to be deleted and recreated with equivalent in the new regulation.

Awards and amendments for a tender with old notice will automatically be created with the new

amendment notice

The previous form 9 (Simplified contract notice on a dynamic purchasing system - DPS) is

removed. If you were using that module and form within CTM, your procedure templates and

non-published tenders have been updated to allow you select another publication form. The

information within the form 9 are moved to the notices forms and you should select according

your authority need.

When selecting publication site you can see two versions of TenderNed v208 and v209. You should

select v209 for the new regulation.

http://simap.ted.europa.eu/documents/10184/49059/sf_009_en.pdf


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The new forms are available at corresponding education/training site, to make yourself acquainted

with the new forms and the changes made to procedure templates.

We also recommend that you as authority review the forms from the link above and the general

regulation changes.

1.1.4 Udbud.dk

The Danish publication portal udbud.dk has removed the field “Yderligere kommentarer” from their

site, we have made the same adjustment within CTM and removed the field from the publication

forms.

1.2 Tender evaluation

The tender evaluation and the online evaluation tool have been extended to support another

weighing model and more flexibility.


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1.2.1 Fixed weights evaluation

In the fixed weights evaluation, you will start with setting the weights in the “lowest” leaf of the

whole evaluation tree, e.g. each individual requirement. The weight you set will be the fixed weight

of the evaluation item.

At set-up the evaluation model, there is an additional selection for fixed weights.

SELECT EVALUATION MODEL SCREEN SHOT

Process template

Assigning weights to evaluation items, you start from the bottom and set the fixed weight for each

item. The total of all weights can exceed or be below 100.

SET WEIGHTS SCREEN

Autocalculate relative weight????

Scoring/evaluation of supplier responses is the same procedure as in relative weighing method.

1.2.2 Evaluate internal requirements

It is now possible to evaluate internal requirements within the online evaluation tool. An internal

requirement is a requirement that suppliers cannot see when responding to the questionnaire.

BILD PÅ INTERNAL I EVALUATION TOOL

For existing tenders the internal questions have been added as evaluation items that should not be

evaluated, i.e. there are not effect on the existing tenders at all.

1.3 Dynamic Purchasing System (DPS)

The dynamic purchase system (DPS) module in CTM™ allows full support for the DPS procedure, this

module have been extended to allow more flexible statuses for the suppliers in the qualification. In

the current version it is only possible to set qualified or not qualified and there was no indication if

the responses were in evaluation.

It is now added possibility to set more statuses per supplier in each qualification, the statuses are:

Qualification submitted – Set automatically when the supplier submits a qualification response,

regardless of previous status in the qualification.

Evaluated – Evaluation of response completed, manually set by the authority, the authority can

set this status regardless of previous status of the supplier response.

Change to status are logged in audit trail.

Qualified – Supplier qualified, manually set by the authority, the authority can set this status

regardless of previous status of the supplier response.


Not qualified – Supplier not qualified, manually set by the authority, the authority can set this

status regardless of previous status of the supplier response.


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The statuses are set at the new qualify supplier page.

The status of the DPS qualification will be visible to the supplier.

For existing DPS qualifications the not qualified suppliers are migrated to the new not qualified

status. It is recommended that you go in and review the status and update to the proper one.

1.4 Tender management

Other general changes within the tender management module.

1.4.1 Award message

The standard template message which are sent to awarded and non-awarded suppliers have been

extended with more variables from the tender. There are three events/templates that have been

extended with the possibility for the new variables, message sent awarded supplier(s), message sent

to non-awarded supplier(s) and the tender overview which are sent to all suppliers who sent in a

tender response. Below table outlines the variables, the description and which of the

events/templates it is available.

Variable Description Awarded Not-awarded

Tender overview

Applicable for all evaluation methods

$justification_award Justification of the awarded suppliers for all packages in the tender

Yes Yes Yes

$justification_nonaward Justification of the non-awarded suppliers for all packages in the tender

Yes Yes


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$recipient_rank Ranking of the recipient supplier for all packages in the tender

Yes Yes Yes

Weights and score evaluation methods

$awarded_total_score Total score for the awarded supplier for all packages in the tender

Yes Yes Yes

$recipient_req_score Score on the questionnaire for the recipient for all packages in the tender

Yes Yes

$recipient_price_score Score on the price for the recipient supplier for all packages in the tender

Yes Yes

Value added evaluation methods

$awarded_total_valueadded Total value added for the awarded supplier for all packages in the tender

Yes Yes Yes

$awarded_comparison_bid Comparison bid of the awarded supplier for all packages in the tender

Yes Yes Yes

$recipient_req_valueadd Value added in the questionnaire of the recipient supplier for all packages in the tender

Yes Yes

$recipient_comparisonbid Comparison bid of the recipient supplier for all packages in the tender

Yes Yes

The variables for the recipient will for the recipient(s) of the message find the value and put in that

message, i.e. no supplier will not see be able to see any other scores and comparison bids other than

his own and the awarded supplier (if template is configured for it).


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The variables are all lists of information, thus including them directly within a sentence are not

recommended. See example above.

The variables are only applicable for evaluations completed with the online evaluation tool. The

values are fetched for evaluations made with the ActiveX evaluation tool.

NOTE! As an administrator, you need to go in and review and change the template to be able to

facilitate the new variables.

1.4.2 Bill of Quantities / Price schedule

For tenders having a price schedule it is now possible to extract all supplier prices in one report

(Excel-file). The export is available from the export prices screen in CTM ™.

At the export screen there is another option to export to CTM Excel format.


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The report will display all supplier prices in the tender, with each package as a separate sheet in the

Excel.

1.4.3 QnA

Questions and Answers (QnA) in a tender has been extended with further functionality to increase

the usability and usage of the module.

Authority be able to ask questions

When the authority want to send information to all participating suppliers within the QnA module,

there is now a possibility for the authority to ask a question and write an answer and then publish it

together with the rest of the answers to clarification questions.


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The supplier cannot tell difference between questions asked by the authority and questions asked by

other suppliers.

The authority cannot ask questions after the deadline for asking questions has passed.

Edit a published answer

To be able to correct mistakes of any published answer, it now possible to edit the published answer.

Click on the link of the question and write the new and revised answer.


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When amending the question and answer it has to be published directly. The amendment it logged in

the authority audit trail and the question is also marked as New for suppliers that have read the first

answer.


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Each revision of the question and answer are not saved.

Report of QnA

As authority it is now possible to extract the asked questions and answers as a standard report in the

tender, which is exportable to Excel. The report is available in two versions (i) with supplier names

and (ii) anonymized supplier names.

Sorting possibilities

When there are many questions asked in one single tender, there are now sorting possibilities added

to the list of questions and answers. Click on the top header to sort on the different columns.


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To which of the questions not answered, sort on the Published date. If that is empty, no answer have

been written for the question.

Same sorting possibilities are added for the suppliers as well.

The QnA functionality is a separate system module of CTM™, contact your local CTM™ distributor for

more information.

1.4.4 TransQ/Sellicha

Update tender email

The supplier profile has a field of email addresses which all invitations to tenders are additionally

sent to in addition to the selected users. The suppliers having a profile in the qualification system are

usually maintaining this email address in TransQ/Sellicha, but not in CTM. To ensure invitations to

tenders are sent to the proper email address every time, we are now updating the tender email in

CTM for suppliers for every TransQ/Sellicha addition.

Report of imported suppliers

After the import of suppliers from TransQ/Sellicha, it has not been possible to see exactly which

suppliers added to tender via TransQ/Sellicha and those which have been added directly in CTM.

There is now a new page in the tender to display those suppliers that were part of the import. It will

display those that were added and even those suppliers where there was an error of the import.

BILD

The integration to Achilles systems TransQ and Sellicha is a separate module of CTM, contact your

local CTM™ distributor for more information.


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1.5 Contract management

1.6 Reporting

The standard report section has been extended with two more reports, irrelevant reports have been

removed, some report have been renamed and reviewed for to include relevant headers and a new

standard user guide describing all reports have been created.

The new user guide is added together with the other user guide, at the front page.

1.6.1 New reports

Tenders

This report lists all tenders within the authority (a user will only see the tenders he has been given

access to), and it is including pre-calculated values for the number of suppliers that have submitted a

response and how many contracts that are created. The report also displays the state the tender is

in, i.e. publication, evaluation etc.

Contracts and suppliers

Displays all the contracts (a user will only see the contracts he has been given access to) and supplier

information for each contract.

Qualified suppliers

The qualified suppliers report is a standard report within the tender management module and

applies to DPS qualifications only. The report lists all suppliers which have submitted a qualification,

their qualification status, together with the questionnaire and supplier answer to each requirement.

1.6.2 Removed reports

The reports that were removed

Supplier update status

Sub contractor status


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1.7 Publication profile

The existing publication profile, i.e. pre-population of standard values to the publication forms, have

now been updated and extended to support the newest version of the forms. In the publication

profile, the administrator of the authority can fill out Section III and Section VI, which will be pre-

populated in the tender. The pre-populated fields can be changed within each tender without it

affecting the profile nor any other tenders.

Use the tabs to select the section to pre-populate.

1.8 Editable subject

When sending a message using a message template, it has not been possible for the sender in tender

or contract to change the subject of the message. It is now added a flexibility within the message

templates to allow for that.


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The administrator that sets up the message templates can select if the user sending the message

should be allowed to edit the subject before sending the message.

The default value for existing and new templates are non-editable subjects. As an administrator you


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will need to go into the message templates and edit according to your needs.

1.9 Usability changes

1.9.1 Supplier search

When searching suppliers, the checkbox for automatically search within the pre-registered suppliers

are not selected by default. The main reason for this change is that suppliers that you would want to

search and send invitations to would most likely be fully registered.

1.9.2 Search supplier via email

Searching suppliers have been extended with one more search possibility, and that is the email

address. Enter the email address or parts of the email address when searching suppliers, and the

search will search company contact information and registered persons’/users email addresses.

In the search result, CTM™ will high-light where the email address is residing, if it is a person within a

company it is marked with the View users.

Additionally, the search page has been extended with more help texts and descriptions. The changes

have been made on searching suppliers for a tender and a contract.

1.10 Known bugs corrected and support cases updated

Support case No Description


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7868

57538

29454 Hide qualified suppliers for DPS when viewing the public notice in CTM

9579 28361 Dynamic form field types and proper behavior at saving

21113

33276

32180 Email addresses with apostrophe now supported within the Contracts Finder

forms

35127

36492

36699

36828

37467

32413 Ted award publication, correction of minimum and maximum value validation

rules. The values cannot be the same

35646 32467 Templates including the & symbol is now working within the tender

conditions/access templates

45232 14070 Validation error are shown if the contract expiration alerts is bigger than the

number of days until end

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