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Lots

A lot is a grouping of items within a contracting process that can be bid on or awarded together. This extension adds the concept of a lot to OCDS.

Guidance

If a contracting process is divided into lots, then you should add each lot to the tender.lots array.

If a contracting process is not divided into lots, then you should nonetheless add a single, virtual lot. If a data element can be mapped to either a tender field or a tender.lots field, you should map it to the tender.lots field. In this way, information is accessible at the same location for all contracting processes, regardless of whether the process is actually divided into lots.

Modelling

The lots extension maintains the overall structure of an OCDS release, with items, documents and milestones nested immediately within tender, awards and contracts sections, but it introduces an array of Lots in the tender section, and the ability to cross-reference a specific relatedLot for each item, and an array of relatedLots for documents, milestones and awards.

The lotDetails and lotGroups sections allow more complex conditions around the award of lots to be expressed, such as the maximum value of a group of lots.

This means that systems which are not 'lot aware' can still understand the overall value of contracting taking place, key events, and relationships between buyers and suppliers. At the same time, 'lot aware' systems can make use of the cross-referenced information to present a lot-centric view on the information to users, or to analyze contracting lot by lot.

Related Lot

The relatedLot (singular) field is available for:

  • items

An array of relatedLots (plural) can be provided for each of:

  • documents
  • milestones
  • awards
  • relatedProcesses

In other extensions, the following objects can also declare related lots:

When lots are used, all items should have a relatedLot field.

Documents and milestones may have a relatedLots field. Those without this field ought to be interpreted as applicable to the tender as a whole.

The items within an award should have a relatedLot field. Publishers may also reference all the lots an award relates to at the award level using relatedLots.

How to set tender.status if lots' statuses differ?

tender.status and tender.lots.status use the closed tenderStatus.csv codelist. This codelist progresses from planning statuses ('planning', 'planned'), to 'active' status, and then result statuses ('complete', 'cancelled', 'unsuccessful').

  • If any lot's status is 'active', then tender.status should be 'active', to indicate that some lots are awaiting results.
  • If all lots' status are a result status, then tender.status describes the aggregate result:
    • If at least one lot's status is 'complete', then tender.status should be 'complete', to indicate that there is at least one award.
    • Otherwise, if at least one lot's status is 'unsuccessful', then tender.status should be 'unsuccessful', to indicate that the procedure was completed but unsuccessfully.
    • Otherwise, If all lots' status are 'cancelled', then tender.status should be 'cancelled', to indicate that the procedure was discontinued as a whole.

Examples

A tender is issued for consultancy in the development of a new public building. This might include items for:

  • Architectural design
  • Architectural advisory services
  • Civil engineering consultancy
  • Structural engineering consultancy

Although part of the same tender, the buyer is willing to award these different items to different firms, and so divides the tender into three lots.

{
  "tender": {
    "items": [
      {
        "id": "0001",
        "description": "Architectural advice",
        "classification": {
          "scheme": "CPV",
          "id": "71210000",
          "description": "Advisory architectural services"
        },
        "relatedLot": "lot-1"
      },
      {
        "id": "0002",
        "description": "Architectural design",
        "classification": {
          "scheme": "CPV",
          "id": "71220000",
          "description": "Architectural design services"
        },
        "relatedLot": "lot-1"
      },
      {
        "id": "0003",
        "description": "Civil engineering consultant",
        "classification": {
          "scheme": "CPV",
          "id": "71311000",
          "description": "Civil engineering consultancy services"
        },
        "relatedLot": "lot-2"
      },
      {
        "id": "0004",
        "description": "Structural engineering services",
        "classification": {
          "scheme": "CPV",
          "id": "71312000",
          "description": "Structural engineering consultancy services"
        },
        "relatedLot": "lot-3"
      }
    ],
    "value": {
      "amount": 1200000,
      "currency": "GBP"
    },
    "lots": [
      {
        "id": "lot-1",
        "identifiers": [
          {
            "id": "PROC/2020/0024-ABC-FGHI-1",
            "scheme": "internal"
          }
        ],
        "title": "Architectural services",
        "description": "For architectural services delivered in the project",
        "status": "active",
        "value": {
          "currency": "GBP",
          "amount": 200000
        },
        "tenderPeriod": {
          "endDate": "2020-07-30T23:59:59+01:00"
        },
        "submissionMethodDetails": "https://www.acme.com/tender-submission/. All missing tenderer-related documents can be submitted later. Economic operators who ...",
        "submissionTerms": {
          "electronicSubmissionPolicy": "required"
        },
        "enquiryPeriod": {
          "endDate": "2020-07-15T23:59:59+01:00"
        },
        "contractPeriod": {
          "startDate": "2020-10-10T00:00:00Z",
          "endDate": "2021-11-10T00:00:00Z"
        },
        "mainProcurementCategory": "services",
        "additionalProcurementCategories": [
          "consultingServices"
        ],
        "additionalClassifications": [
          {
            "id": "serv-a",
            "scheme": "internal",
            "description": "Services (Architectural)"
          }
        ],
        "milestones": [
          {
            "id": "1",
            "type": "securityClearanceDeadline",
            "dueDate": "2020-10-10T00:00:00Z"
          }
        ]
      },
      {
        "id": "lot-2",
        "identifiers": [
          {
            "id": "PROC/2020/0024-ABC-FGHI-2",
            "scheme": "internal"
          }
        ],
        "title": "Civil engineering services",
        "description": "For civil engineering services delivered in the project",
        "status": "active",
        "value": {
          "currency": "GBP",
          "amount": 400000
        },
        "mainProcurementCategory": "services",
        "additionalProcurementCategories": [
          "consultingServices"
        ],
        "tenderPeriod": {
          "endDate": "2020-07-30T23:59:59+01:00"
        },
        "submissionMethodDetails": "https://www.acme.com/tender-submission/. All missing tenderer-related documents can be submitted later. Economic operators who ...",
        "submissionTerms": {
          "electronicSubmissionPolicy": "required"
        },
        "enquiryPeriod": {
          "endDate": "2020-07-15T23:59:59+01:00"
        },
        "contractPeriod": {
          "startDate": "2020-12-10T00:00:00Z",
          "endDate": "2021-12-10T00:00:00Z"
        },
        "additionalClassifications": [
          {
            "id": "serv-ce",
            "scheme": "internal",
            "description": "Services (Civil engineering)"
          }
        ],
        "milestones": [
          {
            "id": "1",
            "type": "securityClearanceDeadline",
            "dueDate": "2020-12-10T00:00:00Z"
          }
        ]
      },
      {
        "id": "lot-3",
        "identifiers": [
          {
            "id": "PROC/2020/0024-ABC-FGHI-3",
            "scheme": "internal"
          }
        ],
        "title": "Structural engineering",
        "description": "For structural engineering consultancy delivered in the project",
        "status": "active",
        "value": {
          "currency": "GBP",
          "amount": 600000
        },
        "tenderPeriod": {
          "endDate": "2020-07-30T23:59:59+01:00"
        },
        "submissionMethodDetails": "https://www.acme.com/tender-submission/. All missing tenderer-related documents can be submitted later. Economic operators who ...",
        "submissionTerms": {
          "electronicSubmissionPolicy": "required"
        },
        "enquiryPeriod": {
          "endDate": "2020-07-15T23:59:59+01:00"
        },
        "contractPeriod": {
          "startDate": "2021-02-10T00:00:00Z",
          "endDate": "2022-02-10T00:00:00Z"
        },
        "mainProcurementCategory": "services",
        "additionalProcurementCategories": [
          "consultingServices"
        ],
        "additionalClassifications": [
          {
            "id": "serv-se",
            "scheme": "internal",
            "description": "Services (Structural engineering)"
          }
        ],
        "milestones": [
          {
            "id": "1",
            "type": "securityClearanceDeadline",
            "dueDate": "2021-02-10T00:00:00Z"
          }
        ]
      }
    ],
    "lotGroups": [
      {
        "id": "lot-group-1",
        "title": "Civil and structural engineering services",
        "description": "Civil and structural engineering services for the development of a new public building",
        "identifiers": [
          {
            "id": "PROC/2020/0024-ABC-FGHI-G1",
            "scheme": "internal"
          }
        ],
        "relatedLots": [
          "lot-2",
          "lot-3"
        ],
        "optionToCombine": true,
        "maximumValue": {
          "currency": "GBP",
          "amount": 1000000
        }
      }
    ],
    "lotDetails": {
      "maximumLotsBidPerSupplier": 4,
      "maximumLotsAwardedPerSupplier": 2,
      "awardCriteriaDetails": "Percentage of people aggregated nationwide contestants undertake to cover, as indicated in their Economic Bids. The evaluation of proposals will be conducted based on the provisions of Article Y of the law on public private partnerships, and the provisions of the tender rules, performing in a first stage an evaluation of the technical bids and subsequently an assessment of the financial offer of the participants."
    },
    "amendments": [
      {
        "id": "1",
        "relatedLots": [
          "lot-1"
        ],
        "description": "Submission deadline extended."
      }
    ]
  }
}

Issues

Report issues for this extension in the ocds-extensions repository, putting the extension's name in the issue's title.

Changelog

Unreleased

  • Add fields:
    • Amendment.relatedLots
    • Lot.additionalClassifications
    • Lot.buyer
    • Lot.enquiryPeriod
    • Lot.tenderPeriod
    • Lot.identifiers
    • Lot.mainProcurementCategory
    • Lot.additionalProcurementCategories
    • Lot.milestones
    • Lot.minValue
    • Lot.submissionMethodDetails
    • Lot.submissionTerms
    • LotGroup.identifiers
    • LotGroup.title
    • LotGroup.description
    • RelatedProcess.relatedLots
  • Make Lot.id and LotGroup.id required so that lots and lot groups are merged by identifier
  • Move Bid.relatedLots to the Bid statistics and details extension
  • Move Finance.relatedLots to the Finance extension
  • Update field descriptions to use a neutral voice
  • Add usage guidance

v1.1.5

  • Add tender.lotDetails.awardCriteriaDetails field
  • Add Finance.relatedLots field
  • Add Lot.contractPeriod field
  • Remove type information from field descriptions
  • Review normative and non-normative words

v1.1.4

  • Disallow Tender.lotDetails from being null (bug introduced in first release)
  • Tender.lotDetails no longer uses a $ref to a LotDetails definition
  • Remove Sphinx directives from readme
  • Update extension.json for Extension Explorer

v1.1.3

  • Disallow relatedLots fields from having null in their arrays of strings
  • Add enum to Lot.status
  • Allow relatedLots fields to be null
  • Add title and description to Tender.lotDetails
  • Use Apache 2.0 License
  • Add tests and tidy code