eForms - Advance notification
- Heather Camp Lopes
- Former user (Deleted)
To create a tender you have to start with Notice.
New notification
Creating a new eForms notification:
Click 'New notice'
Select ‘Country’ from the dropdown menu.
Select ‘Language’ of the notice from the dropdown menu.
Select 'Currency' from the dropdown menu.
Select ‘Directive’ from the dropdown menu.
Select ‘Type’ from the dropdown menu.
Select ‘Subtype’ from the dropdown menu.
Select ‘Yes’ or ‘No’ to answer if ‘This contract is divided into lots?’.
Click ‘Create notice’
Organization
Name and addresses
The contact information comes automatically pre-filled according to the information stored in the system and can be modified if necessary.
Usage tip: When name and address information is edited on the form, the information is not permanently stored in the contact detail register, but only applies to call for tenders.
Permanent edits must be made Contact details register.
Area code or NUTS code (Nomenclature of Territorial Units for Statistics)
The region code should be set on eForms as a NUTS3 classification code and the selected NUTS code must be from the most detailed level
Joint procurement
A joint procurement unit procuring goods and/or services intended for other buyers:
A joint procurement unit that purchases goods or services and resells them to its customers. This does not include units that only establish contracts or frameworks for other buyers.
A joint procurement unit that makes contracts or framework arrangements for public contracts and procurement of goods and services intended for other buyers:
A joint procurement unit that creates contracts or frameworks for other buyers. This does not include units that purchase goods or services and resell them to customers.
Participating organizations
Add contact information:
Click "Add contact"
A new community will appear on the form under the name "New contact information"
Click the pencil button and fill in the information on the form that opens
Select communities
Click "Select communities":
In the window that opens, select one or more pre-saved communities or community groups
The selected communities are listed on the form
If you want to view the information of the added community, click the pencil button and the information will open on a form. Here you can also edit the community information
When you click the pencil button again, the open community information will be closed
If you want to remove the added community from the form, click the “X” button
Communication
Address (URL) of procurement documents
By default, the address field contains the address of your own procurement organization's tender portal, so there is no need to modify the information in this field. Editing is possible if necessary
NOTE! If you accidentally delete the address, it can be restored under "Restore default URL"
Is access to the document restricted?
If you answer ‘yes’ to this, you must state the reasons on the form
Web address for submitting offers, participation applications or responses
The system creates a call for tender link. This automatically generated address serves as a link, which automatically directs the supplier/bidder to the correct bid request in the bid portal. Normally, this address should not be edited or deleted.
NOTE! If you accidentally delete the address, it can be restored under "Restore default URL"
Procurement object
Name and notification reference/diary number
Give the tender a name
Enter a reference number/diary number for the purchase if case management systems are in use, else it will be generated automatically
You can check if the diary number you provided can be found in case management
Enter the short name chosen by the procurement unit, which describes the entirety of the procurement. The name serves as a search title when journalists search for procurements published in the TED database.
Description of the acquisition
You can search for a pre-stored text in the system or enter it yourself.
A description of the nature and quantity of the procurement or a description of the needs and requirements that this procedure is intended to fulfil. If it is a notification about a contract change, add here a description of the procurement before and after the changes.
Nature of the contract:
Select the Type of Procurement corresponding to the publishing of tender
Main category of procurement (e.g. contract). If it is a mixed procurement (e.g. a procedure for both contracts and services), the main category can be, for example, the one rated as the highest in value. This information must be provided for the entire procedure.
Additional information about the procurement or part
If necessary, enter additional information regarding the purchase
Duration
NOTE! This point is visible only if the contract has NOT been divided into parts
Enter the duration of the contract, framework arrangement or dynamic procurement system either:
(Estimated) Start date and (Estimated) End date
(Estimated) Period
Day or Month can be selected
Duration unknown or unlimited
Select Unknown or Unlimited from the drop-down menu
Information about parts
NOTE! The selection comes automatically in accordance with the selection made during the creation phase of the form
This contract is divided into parts : No
This contract is divided into parts : Yes
The parts of the contract and the areas of the procurement object are connected to each other
If the selection: The parts of the contract and the areas included in the criteria for the procurement are connected to each other.
NOTE! If the contract is divided into parts, when adding a new part of the contract, a corresponding part of the criteria for the procurement object is automatically created. Naturally, this also works the other way around (new part area → new part of the contract). Even when deleting a part or sub-area of the contract, the deletion also affects the other.
If there is no selection: there is no connection, i.e. the parts of the contract are not updated to the areas of the criteria of the procurement target
The bidder must bid for all parts
NOTE! This selection limits whether it is possible to leave partial offers
Yes
Maximum number of parts to be awarded to one bidder
If the bidder tries to submit an offer in more parts than what is specified, the bidding service informs the bidder about this. The offer cannot be sent until the number of parts to be offered is equal to or less than the set maximum number of parts to be offered
No
The maximum number of parts for which bids can be submitted
Enter the maximum number of parts for which the bidder can submit a bid
NOTE! Limits the bidder only if it has been selected that the parts of the contract and the parts of the procurement object are linked
Maximum number of parts to be granted to one bidder
If the bidder tries to submit an offer in more parts than what is specified, the bidding service informs the bidder about this. The offer cannot be sent until the number of parts to be offered is equal to or less than the set maximum number of parts to be offered
Procurement Object (Divided into lots)
Note: The tab is only active if the announcement is divided into parts .
Assemblies
Add a new one
Part name and notification reference/diary number
Give the part a name and identifier
Lot description
You can search for a text pre-stored in the system or enter it yourself.
A description of the nature and quantity of the procurement or a description of the needs and requirements that this part is to fulfil. If it is a contract change notification, add here a description of the procurement before and after the changes for this part.
Nature of the Contract
Select the Type of Procurement corresponding to the announcement
Main category of procurement (e.g. contract). If it is a mixed procurement (e.g. a procedure for both contracts and services), the main category can be, for example, the one rated as the highest in value. This information must be provided for the entire procedure.
Additional information about the procurement or part
If necessary, enter additional information regarding the purchase
Duration
NOTE! This point is visible only if the contract has NOT been divided into parts
Enter the duration of the contract, framework arrangement or dynamic procurement system either:
(Estimated) Start date and (Estimated) End date
(Estimated) Period
Day or Month can be selected
Duration unknown or unlimited
Select Not Known or Unlimited from the drop-down menu
Information about the electronic auction
Procedure
Type of procedure
Select the appropriate Procedure Type for the tender
The type of procurement procedure (e.g., as outlined in the public procurement directives mentioned in the preamble of this act).
Dynamic Purchasing system
Whether a dynamic procurement system is used and, in the case of Joint Procurement Entities, whether it can be used by purchasers not listed in this notice.
Framework agreement
Whether to use a framework arrangement that involves retendering, that does not involve retendering, or that does and does not involve retendering.
ADDITIONAL INFORMATION FOR PROCEDURE
Description of the procedure
You can search for a text pre-stored in the system or enter it yourself.
The main features of the procedure (e.g. a description of the individual steps) and information about where all the rules of the procedure are available. This information must be provided when the procedure is not one of those mentioned in the Procurement Directive. This may apply, for example, to concession agreements, social services and other special services, as well as cases where procurement procedures are published on a voluntary basis below the EU procurement thresholds.
Use the double envelope procedure *
Choose whether to use the double envelope for procurement
In the default selection "No"
If "Yes" is selected, the comparison is made in two different steps. In the first step, all other factors except the price are evaluated, after which the price comparison is carried out. The purpose of the procedure is to increase the objectivity of the procurement process, so that price information does not guide the quality comparison.
The tenderer/supplier can submit more than one tender
Select whether the bidder can submit more than one tender
Information about the tender service
Deadlines
Deadline for receiving tenders, applications for participation or expressions of interest:
Select data and time from the calendar (1) and time clock (2)
The time that tenders must be valid starting from the deadline set for their submission:
Day or Month can be selected
Deadline for questions related to the procurement:
Define the time by which additional information questions must be sent to the procurement unit from the Tender service portal:
By entering the dates in the format dd.mm.year or selecting the days from the pop-up window that opens from the calendar button
NOTE! The supplier cannot send additional information questions from the Tender Service portal when the set deadline has expired.
Definition of comparison criteria in the system *
The choice affects the settings of the comparison criteria in the Procurement object criteria section. The comparison criteria used and their more detailed weightings are described accordingly later on the Procurement target criteria tab.
Lowest price: the system compares the received offers or applications based on the lowest total price. If several sub-areas are included in the comparison, the comparison is made per sub-area.
Scoring: the system scores the received offers and the comparison is won by the supplier/bidder with the most total points. If several sub-areas are included in the comparison, a sub-area-specific comparison test is performed. More detailed scoring settings are defined on the Purchase object criteria tab.
Order of importance: the system does not automatically compare received offers or applications. The user selects the winning offer or application according to the order of importance they describe. The order of importance of the criteria used in the comparison is defined later on the Procurement target criteria tab.
How should the supplier enter the details of the procurement object in the Tender service
Choose how the supplier should report the details of the procurement in the https://supplierportal.c1.app.mercell.com/Default/Index supplier portal:
With the input form (the information of which you specify in the main section "Procurement object criteria"), this normal and recommended way
Without an input form (i.e. only in the tender document attached by the tenderer, in this case precise criteria are not created in the main item Criteria for the object of procurement)
NOTE! if you wish, you can define only manual scoring in the criteria and request a separate price appendix in the "traditional" way.
Additional information on questions related to the procurement
If necessary, enter additional information related to the question (this can include, for example, information on when the procurement unit will provide the answers):
Presentation of trade secret information by criteria is allowed in the Tender service
Suppliers can propose information as trade secrets in the Tender Service (on the Eligibility Requirement and Purchase Item data entry tab).
Yes
The tenderer can propose the information he wants as trade secrets.
No
The bidder cannot suggest trade secrets
eForms
Note: You can move to the eForms module side when all the mandatory information has been entered.
You can go to the eForms module by clicking the "Edit eFroms data" button
