CTM Release Notes 7.5.3
CTM Release Notes 7.5.3
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CTM Release Notes 7.5.3
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
1.4
DYNAMIC PURCHASING SYSTEM (DPS) ................................................................................................. 6
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
1.6
CONTRACT MANAGEMENT.................................................................................................................... 15
REPORTING........................................................................................................................................... 15
1.6.1
NEW REPORTS .............................................................................................................................................. 15
1.6.2
REMOVED REPORTS.................................................................................................................................... 15
1.7
1.8
1.9
PUBLICATION PROFILE .......................................................................................................................... 16
EDITABLE SUBJECT ............................................................................................................................... 16
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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CTM Release Notes 7.5.3
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 postrelease, 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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CTM Release Notes 7.5.3
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.
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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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.
Change to status are logged in audit trail.
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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CTM Release Notes 7.5.3
Change to status are logged in audit trail.
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
Applicable for all evaluation methods
$justification_award
Justification of the awarded suppliers for
all packages in the tender
$justification_nonaward
Justification of the non-awarded suppliers
for all packages in the tender
Awarded Notawarded
Tender
overview
Yes
Yes
Yes
Yes
Yes
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CTM Release Notes 7.5.3
$recipient_rank
Ranking of the recipient supplier for all
packages in the tender
Weights and score evaluation methods
$awarded_total_score
Total score for the awarded supplier for all
packages in the tender
$recipient_req_score
Score on the questionnaire for the
recipient for all packages in the tender
$recipient_price_score
Score on the price for the recipient supplier
for all packages in the tender
Value added evaluation methods
$awarded_total_valueadded Total value added for the awarded supplier
for all packages in the tender
$awarded_comparison_bid
Comparison bid of the awarded supplier
for all packages in the tender
$recipient_req_valueadd
Value added in the questionnaire of the
recipient supplier for all packages in the
tender
$recipient_comparisonbid
Comparison bid of the recipient supplier
for all packages in the tender
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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 prepopulated 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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
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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CTM Release Notes 7.5.3
7868
57538
9579
21113
33276
35127
36492
36699
36828
37467
35646
29454
Hide qualified suppliers for DPS when viewing the public notice in CTM
28361
32180
Dynamic form field types and proper behavior at saving
Email addresses with apostrophe now supported within the Contracts Finder
forms
Ted award publication, correction of minimum and maximum value validation
rules. The values cannot be the same
45232
14070
32413
32467
Templates including the & symbol is now working within the tender
conditions/access templates
Validation error are shown if the contract expiration alerts is bigger than the
number of days until end
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