IDABC Public eProcurement - Joinup€¦ · 10/11/2008 Demonstrators User Manual Page 2 of 206 Disclaimer The views expressed in this document are purely those of the writer and may

IDABC Public eProcurement

Demonstrators User Manual Updated version in the context of Specific Contract No7 under

Framework Agreement ENTR/04/24-INFODIS-Lot 2

VERSION: 3.0

DATE OF ISSUE: 10/11/2008

Written by: Emmanuil PITAROKILIS George VALASSOPOULOS EUROPEAN DYNAMICS

Sign Off and Date:

10/11/2008

Approved by: Zuzana MAZANOVA Emilio CASTRILLEJO DIGIT

Sign Off and Date:

Approved by: Nikitas TSOPELAS EUROPEAN DYNAMICS

Sign Off and Date:

10/11/2008

Public eProcurement No. ENTR/01/058-IDA-2001/TOOLS/SA10 ENTR/04/24-INFODIS-Lot 2

European Commission ENTERPRISE DG – IDA

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10/11/2008 Demonstrators User Manual Page 2 of 206

Disclaimer

The views expressed in this document are purely those of the writer and may not, in any circumstances, be interpreted as stating an official position of the European Commission. The European Commission does not guarantee the accuracy of the information included in this study, nor it accepts any responsibility for any use thereof. Reference herein to any specific products, specifications, process, or service by trade name, trademark, manufacturer, or otherwise, does not necessarily constitute or imply its endorsement, recommendation, or favouring by the European Commission. All care has been taken by the author to ensure that he has obtained, where necessary, permission to use any parts of manuscripts including illustrations, maps, and graphs, on which intellectual property rights already exist from the titular holder(s) of such rights or from his or their legal representative.



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Modification History Date Version Author Reason for modification

22/09/2004 1.0 EUROPEAN DYNAMICS

Initial version


Added chapters for new demonstrator functionality realised in final development iteration, comprising DPS, Framework Agreements and eAuctions


Update in the context of Specific Contract No 7 under Framework Agreement ENTR/04/24-INFODIS-Lot 2



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Abbreviations/Acronyms

Abbreviation or Acronym Term

CPV Common Procurement Vocabulary DPS Dynamic Process System

MEAT Most Economically Advantageous Tender



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Table of Contents 1. INTRODUCTION............................................................................................................................12

1.1. DOCUMENT STRUCTURE ..............................................................................................................13 2. OPEN PROCEDURE ......................................................................................................................14

2.1. TENDER WORKSPACE CREATION.................................................................................................14 2.2. TENDER SUBMISSION ...................................................................................................................30 2.3. OPENING OF TENDERS..................................................................................................................34 2.4. EVALUATION OF TENDERS...........................................................................................................40

3. DPS SCENARIO ..............................................................................................................................59 3.1. TENDER WORKSPACE CREATION.................................................................................................59 3.2. INDICATIVE TENDER SUBMISSION ...............................................................................................69 3.3. OPENING OF INDICATIVE TENDERS ..............................................................................................75 3.4. EVALUATION OF INDICATIVE TENDERS .......................................................................................81 3.5. CREATION OF SPECIFIC CONTRACT..............................................................................................98 3.6. INDICATIVE TENDER SUBMISSION .............................................................................................105 3.7. OPENING OF TENDERS ...............................................................................................................108 3.8. EVALUATION OF TENDERS.........................................................................................................109 3.9. TENDER SUBMISSION.................................................................................................................122 3.10. OPENING OF TENDERS .............................................................................................................124 3.11. EVALUATION OF TENDERS.......................................................................................................126

4. FRAMEWORK AGREEMENT SCENARIO .............................................................................137 4.1. TENDER WORKSPACE CREATION...............................................................................................137 4.2. TENDER SUBMISSION.................................................................................................................147 4.3. OPENING OF TENDERS ...............................................................................................................153 4.4. EVALUATION OF TENDERS.........................................................................................................159 4.5. CREATION OF INDIVIDUAL CONTRACT.......................................................................................159 4.6. TENDER SUBMISSION.................................................................................................................166 4.7. OPENING OF TENDERS ...............................................................................................................169 4.8. EVALUATION OF TENDERS.........................................................................................................169

5. EAUCTION SCENARIO ..............................................................................................................169 5.1. TENDER WORKSPACE CREATION...............................................................................................170 5.2. TENDER SUBMISSION.................................................................................................................179 5.3. OPENING OF TENDERS ...............................................................................................................179 5.4. EVALUATION OF TENDERS.........................................................................................................179 5.5. PARTICIPATION IN EAUCTION ....................................................................................................182 5.6. CONTRACT AWARDING..............................................................................................................196

6. ANNEX: LOGIN-LOGOUT .........................................................................................................205 7. ANNEX: LIST OF USERS ............................................................................................................206



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List of Figures Figure 1: Insert CPV code(s) .............................................................................................................15 Figure 2: Create Tender Workspace-Step 1.......................................................................................16 Figure 3: Errors in step 1 of Tender Workspace Creation .................................................................16 Figure 4: Calendar .............................................................................................................................17 Figure 5: Create Tender Workspace-Step 2.......................................................................................18 Figure 6: Calendar .............................................................................................................................19 Figure 7: Create Tender Workspace-Step 3.......................................................................................19 Figure 8: Calendar .............................................................................................................................20 Figure 9: Errors in step 4 of Tender Workspace Creation .................................................................21 Figure 10: Create Tender Workspace-Step 4.....................................................................................21 Figure 11: Edit call details.................................................................................................................22 Figure 12: Call for Tenders details ....................................................................................................22 Figure 13: Conditions for participation .............................................................................................23 Figure 14: Incomplete calls indication...............................................................................................23 Figure 15: Evaluation method ...........................................................................................................24 Figure 16: Form.................................................................................................................................25 Figure 17: Errors in Criteria creation.................................................................................................26 Figure 18: Criteria .............................................................................................................................27 Figure 19: Call details........................................................................................................................27 Figure 20: Upload contract document error 1....................................................................................28 Figure 21: Upload contract document error 2....................................................................................28 Figure 22: Upload contract documents..............................................................................................29 Figure 23: Incomplete calls indication...............................................................................................29 Figure 24: Call details........................................................................................................................29 Figure 25: Publish contract notice .....................................................................................................30 Figure 26: Incomplete calls indication...............................................................................................30 Figure 27: Create tender ....................................................................................................................31 Figure 28: Signed applet certificate information ...............................................................................32 Figure 29: Select keystore .................................................................................................................32 Figure 30: Upload tender documents.................................................................................................33 Figure 31: Submit tender ...................................................................................................................34 Figure 32: Call for Tenders details ....................................................................................................35 Figure 33: Homepage with tasks pane...............................................................................................36 Figure 34: View messages .................................................................................................................36 Figure 35: Message details ................................................................................................................37 Figure 36: Unlock tender ...................................................................................................................38 Figure 37: Audit trailing in tenders unlock........................................................................................39 Figure 38: Tenders unlocked .............................................................................................................40 Figure 39: Homepage with tasks pane...............................................................................................41 Figure 40: View messages .................................................................................................................41 Figure 41: Message details ................................................................................................................42 Figure 42: Proof documents...............................................................................................................43 Figure 43: View proof document of a tender.....................................................................................44 Figure 44: Evaluate proof document .................................................................................................45 Figure 45: Evaluated proof documents..............................................................................................46 Figure 46: Technical documents........................................................................................................47 Figure 47: View technical document of a tender ...............................................................................48 Figure 48: Evaluate proof document .................................................................................................49 Figure 49: Call with no technical criteria defined .............................................................................50 Figure 50: Evaluated technical documents ........................................................................................51 Figure 51: Financial documents.........................................................................................................52 Figure 52: View financial document of a tender ...............................................................................52 Figure 53: Evaluate financial document ............................................................................................53 Figure 54: Call with no financial criteria defined..............................................................................54 Figure 55: Evaluated financial documents.........................................................................................55 Figure 56: Final evaluation of financial documents...........................................................................56 Figure 57: Score calculations.............................................................................................................57



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Figure 58: Tenders ranking................................................................................................................58 Figure 59: Administrative Staff officer homepage ............................................................................60 Figure 60: Create Tender Workspace-Description ............................................................................61 Figure 61: Create Tender Workspace-Quantity & Duration..............................................................62 Figure 62: Create Tender Workspace-Type of Procedure .................................................................62 Figure 63: Calendar ...........................................................................................................................63 Figure 64: Create Tender Workspace-Administrative Information ...................................................64 Figure 65: Evaluation forms ..............................................................................................................64 Figure 66: Evaluation method ...........................................................................................................65 Figure 67: Form.................................................................................................................................66 Figure 68: Award Criteria..................................................................................................................67 Figure 69: Contract documents..........................................................................................................67 Figure 70: Upload contract documents..............................................................................................68 Figure 71: Call details........................................................................................................................68 Figure 72: Publish contract notice .....................................................................................................69 Figure 73: Economic Operator homepage .........................................................................................70 Figure 74: New Calls for Tenders results ..........................................................................................70 Figure 75: Selected Call for Tenders details......................................................................................71 Figure 76: My Indicative Tender .......................................................................................................72 Figure 77: Signed applet certificate information ...............................................................................73 Figure 78: Select keystore .................................................................................................................73 Figure 79: Upload tender documents.................................................................................................74 Figure 80: Submit Indicative Tender .................................................................................................75 Figure 81: Opening Staff homepage..................................................................................................76 Figure 82: New Calls for Tenders results ..........................................................................................76 Figure 83: Call for Tenders details ....................................................................................................77 Figure 84: Opening Staff menu .........................................................................................................77 Figure 85: View messages .................................................................................................................78 Figure 86: Message details ................................................................................................................79 Figure 87: Open Indicative Tenders ..................................................................................................79 Figure 88: Audit trailing in tenders unlock........................................................................................80 Figure 89: Indicative Tenders unlocked ............................................................................................80 Figure 90: Evaluating Staff menu......................................................................................................81 Figure 91: View messages .................................................................................................................81 Figure 92: Message details ................................................................................................................82 Figure 93: Proof documents...............................................................................................................83 Figure 94: Proof documents details ...................................................................................................84 Figure 95: Evaluate proof document .................................................................................................85 Figure 96: Close Proof Documents Evaluation .................................................................................86 Figure 97: Evaluated proof documents..............................................................................................87 Figure 98: Technical documents........................................................................................................88 Figure 99: Selected technical document ............................................................................................89 Figure 100: Evaluate technical document..........................................................................................90 Figure 101: Close Technical Documents Evaluation.........................................................................91 Figure 102: Evaluated Technical Documents ....................................................................................92 Figure 103: Financial Documents......................................................................................................93 Figure 104: Selected Financial Document.........................................................................................94 Figure 105: Evaluate Financial Document ........................................................................................95 Figure 106: Close Financial Documents Evaluation .........................................................................96 Figure 107: Evaluated Financial Documents.....................................................................................97 Figure 108: Indicative Tenders Final Ranking ..................................................................................98 Figure 109: Administrative Staff homepage......................................................................................99 Figure 110: New Calls for Tenders results ........................................................................................99 Figure 111: DPS Details ..................................................................................................................100 Figure 112: Specific Contracts Tab .................................................................................................101 Figure 113: Create Specific Contract-Description...........................................................................102 Figure 114: Calendar .......................................................................................................................103 Figure 115: Create Specific Contract-Administrative Information .................................................104 Figure 116: Simplified Contract Notice...........................................................................................104



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Figure 117: Publish Simplified Contract Notice..............................................................................105 Figure 118: Economic Operator homepage .....................................................................................106 Figure 119: New Calls for Tenders results ......................................................................................106 Figure 120: Selected Call for Tenders details..................................................................................107 Figure 121: My Indicative Tender ...................................................................................................108 Figure 122: Proof documents details ...............................................................................................109 Figure 123: Evaluate proof document .............................................................................................110 Figure 124: Close Proof Documents Evaluation .............................................................................111 Figure 125: Evaluated proof documents..........................................................................................112 Figure 126: Technical documents....................................................................................................113 Figure 127: Close Technical Documents Evaluation.......................................................................114 Figure 128: Evaluated Technical Documents ..................................................................................115 Figure 129: Financial Documents....................................................................................................116 Figure 130: Close Financial Documents Evaluation .......................................................................117 Figure 131: Evaluated Financial Documents...................................................................................118 Figure 132: Indicative Tenders Final Ranking ................................................................................119 Figure 133: DPS Details ..................................................................................................................119 Figure 134: DPS Details ..................................................................................................................120 Figure 135: Notifications.................................................................................................................120 Figure 136: Edit Invitation to Tender ..............................................................................................121 Figure 137: Disqualification notification.........................................................................................122 Figure 138: Economic Operator Menu ............................................................................................122 Figure 139: View messages .............................................................................................................123 Figure 140: Message details ............................................................................................................123 Figure 141: Selected Call for Tenders details..................................................................................124 Figure 142: DPS Details ..................................................................................................................125 Figure 143: Associated people.........................................................................................................126 Figure 144: Technical Documents...................................................................................................127 Figure 145: Evaluate Technical Document......................................................................................128 Figure 146: Close Technical Documents Evaluation.......................................................................129 Figure 147: Evaluated Technical Documents ..................................................................................130 Figure 148: Financial Documents....................................................................................................131 Figure 149: Evaluate Financial Document ......................................................................................132 Figure 150: Close Financial Documents Evaluation .......................................................................133 Figure 151: Evaluated Financial Documents...................................................................................134 Figure 152: Indicative Tenders Final Ranking ................................................................................135 Figure 153: Final Reports ................................................................................................................135 Figure 154: Final Report..................................................................................................................136 Figure 155: Administrative Staff officer homepage ........................................................................138 Figure 156: Create Tender Workspace-Description ........................................................................139 Figure 157: Create Tender Workspace-Quantity & Duration..........................................................140 Figure 158: Create Tender Workspace-Quantity & Duration..........................................................140 Figure 159: Calendar .......................................................................................................................141 Figure 160: Create Tender Workspace-Administrative Information ...............................................142 Figure 161: Evaluation forms ..........................................................................................................142 Figure 162: Evaluation method .......................................................................................................143 Figure 163: Form.............................................................................................................................144 Figure 164: Award Criteria..............................................................................................................145 Figure 165: Contract documents......................................................................................................145 Figure 166: Upload contract documents ..........................................................................................146 Figure 167: Call details....................................................................................................................146 Figure 168: Publish contract notice .................................................................................................147 Figure 169: Economic Operator homepage .....................................................................................148 Figure 170: New Calls for Tenders results ......................................................................................148 Figure 171: Selected Call for Tenders details..................................................................................149 Figure 172: My Tender....................................................................................................................150 Figure 173: Signed applet certificate information ...........................................................................151 Figure 174: Select keystore .............................................................................................................151 Figure 175: Upload tender documents.............................................................................................152



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Figure 176: Submit Indicative Tender .............................................................................................153 Figure 177: Opening Staff homepage..............................................................................................154 Figure 178: New Calls for Tenders results ......................................................................................154 Figure 179: Call for Tenders details ................................................................................................155 Figure 180: Opening Staff menu .....................................................................................................155 Figure 181: View messages .............................................................................................................156 Figure 182: Message details ............................................................................................................157 Figure 183: Open Tenders ...............................................................................................................157 Figure 184: Audit trailing in tenders unlock....................................................................................158 Figure 185: Tenders unlocked .........................................................................................................158 Figure 186: Administrative Staff homepage....................................................................................159 Figure 187: New Calls for Tenders results ......................................................................................160 Figure 188: FA Details ....................................................................................................................160 Figure 189: Individual Contracts Tab..............................................................................................161 Figure 190: Create Individual Contract-Description .......................................................................162 Figure 191: Calendar .......................................................................................................................163 Figure 192: Create Individual Contract-Administrative Information ..............................................164 Figure 193: Contract Documents.....................................................................................................164 Figure 194: Upload contract documents ..........................................................................................165 Figure 195: Requests for Quotation.................................................................................................165 Figure 196: Send Requests for Quotation........................................................................................166 Figure 197: Economic Operator Menu ............................................................................................166 Figure 198: My Messages................................................................................................................167 Figure 199: Message details ............................................................................................................167 Figure 200: Individual Contract.......................................................................................................168 Figure 201: Submit Tender..............................................................................................................169 Figure 202: Administrative Staff officer homepage ........................................................................171 Figure 203: Create Tender Workspace-Description ........................................................................171 Figure 204: Create Tender Workspace-Quantity & Duration..........................................................172 Figure 205: Create Tender Workspace-Type of Procedure .............................................................172 Figure 206: Calendar .......................................................................................................................173 Figure 207: Create Tender Workspace-Administrative Information ...............................................174 Figure 208: Evaluation forms ..........................................................................................................174 Figure 209: Evaluation method .......................................................................................................175 Figure 210: Criteria .........................................................................................................................176 Figure 211: e-Auction Definition ....................................................................................................177 Figure 212: e-Auction Criteria.........................................................................................................178 Figure 213: Evaluation Forms .........................................................................................................178 Figure 214: Tenders Final Ranking .................................................................................................180 Figure 215: Inform Candidates........................................................................................................180 Figure 216: Calendar .......................................................................................................................181 Figure 217: eAuction Parameters Definition ...................................................................................181 Figure 218: Send Invitations............................................................................................................182 Figure 219: Send Requests for Quotation........................................................................................182 Figure 220: Economic Operator Menu ............................................................................................183 Figure 221: My Messages................................................................................................................183 Figure 222: Message details ............................................................................................................184 Figure 223: eAuction Room ............................................................................................................184 Figure 224: 1st Round of eAuction ..................................................................................................185 Figure 225: 1st Round Bid Submission ............................................................................................186 Figure 226: 1st Round Bid Submitted...............................................................................................186 Figure 227: Full Initial Evaluation Results......................................................................................187 Figure 228: 1st Round Ranking........................................................................................................188 Figure 229: 2nd Round of eAuction..................................................................................................189 Figure 230: 2nd Round Bid Submission ...........................................................................................190 Figure 231: 1st Round Bid Submitted...............................................................................................190 Figure 232: 2nd Round Results.........................................................................................................191 Figure 233: 2nd Round Ranking .......................................................................................................192 Figure 234: 3rd Round of eAuction ..................................................................................................193



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Figure 235: 3rd Round Bid Submission............................................................................................194 Figure 236: 3rd Round Bid Submitted..............................................................................................194 Figure 237: 3rd Round Results ........................................................................................................195 Figure 238:3rd Round Ranking ........................................................................................................196 Figure 239: Evaluating Staff menu..................................................................................................196 Figure 240: View messages .............................................................................................................197 Figure 241: Message details ............................................................................................................198 Figure 242: 3rd Round Results .........................................................................................................198 Figure 243: Selected Round Results................................................................................................199 Figure 244: Award Contract ............................................................................................................200 Figure 245: Award Contract ............................................................................................................200 Figure 246: Publish contract notice .................................................................................................201 Figure 247: Publish contract notice .................................................................................................201 Figure 248: Report...........................................................................................................................204 Figure 249: Login ............................................................................................................................205 Figure 250: Logout ..........................................................................................................................205



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List of Tables Table 1: Users list ............................................................................................................................206



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1. Introduction The purpose of this document is to provide the reader with an understanding on how the IDABC eProcurement Dynamic Demonstrator for the Open Procedure, Dynamic Purchasing System, the Framework Agreement and the eAuction operate, and offer help and information regarding the full usage of the above Dynamic Demonstrators. The manual is based on a principal scenario covering the full cycle of these procedures as follows:

a. The eProcurement platform of an imaginary contracting authority (Ministry of Development) is simulated.

b. An administrative staff user of the contracting authority creates new Calls for Tenders (Dynamic Process System, Framework Agreement, eAuction) and the respective evaluation forms.

c. Economic operators submit tenders for each call. d. Opening staff users opens/unlocks tenders. e. Evaluating staff users evaluates submitted tenders.

o Steps A to E are repeated twice with the creation of Specific Contracts and Indicative Tenders submission in the Dynamic Process System Procedure.

o Steps A to E are repeated once with the creation of Individual Contracts and Tenders submission in the Framework Agreement Procedure.

o Economic operators participate in the eAuction event.



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1.1. Document Structure The user manual of the IDABC eProcurement Dynamic Demonstrators for the Dynamic Process System, the Framework Agreement and the eAuction is mainly structured by following the full cycle scenarios described above. More specifically the contents of the document comprise: • Open Procedure with Tender Workspace Creation, Tender submission, Opening of

tenders and Evaluation of Tenders.

• DPS Scenario with Tender Workspace Creation, Indicative Tender Submission, Opening of Indicative Tenders, Evaluation of Indicative Tenders, Creation of Specific Contract, Indicative Tender Submission, Opening of Tenders and Evaluation of Tenders.

• Framework Agreement Scenario with Tender Workspace Creation, Tender Submission, Opening of Tenders, Evaluation of Tenders, Creation of Individual Contract, Tender Submission, Opening of Tenders and Evaluation of Tenders.

• eAuction Scenario with Tender Workspace Creation, Tender Submission, Opening of Tenders, Evaluation of Tenders, Participation in eAuction and Contract Awarding.

• Annex: Login-Logout detailing the user authentication process for accessing the Dynamic Process System, the Framework Agreement and the eAuction Dynamic Demonstrators.



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2. Open Procedure The Open Procedure scenario comprises:

a. Tender Workspace Creation. It is performed by users of the Contracting Authority authorised for creating Calls for Tenders workspace (administrative staff). It comprises the definition of the Call details, the creation of evaluation forms, the uploading of contract documents and the publication of contract notice.

b. Tender submission. It is performed by Economic Operator. It comprises the creation and submission of Tenders.

c. Opening of tenders. It is performed by users of the Contracting Authority authorised for opening Tenders (opening staff). It comprises the step for authorising the opening of Tenders, following the four-eyes principle.

d. Evaluation. It is performed by users of the Contracting Authority authorised to review Tenders (following their secure opening), and the evaluation of tenders (evaluating staff). It comprises the four-phased evaluation process and the conclusion of the competition.

Annex: Login-Logout and Annex: List of users provide more information on logging into the demonstrator utilising the created user accounts.

2.1. Tender Workspace Creation To create a Call for Tenders,

1. Login in to the demonstrators as procurement officer – administrative staff 2. Click on Create a new Call for Tenders found in the homepage of the

entitled Contacting Authority user. 3. Fields in bold are mandatory. 4. Enter the call title in the textbox next to Title (Figure 2). 5. Select the contract type in the drop-down list next to Contract Type. 6. Select the NUTS code in the drop-down list next to NUTS code. 7. Enter the short description in the textbox next to Short description. 8. Click on the button Add next to the respective textbox of CPV codes to select

the appropriate codes. a. In the search textbox provide either the Code or the Keyword, select

the radio box next to By CPV Code or By Keyword respectively and click on Search (Figure 1).

b. Items matching your criteria will be displayed in Search Results and the respective CPV codes titles will be highlighted in the list on the left-hand side of the pop-up window. Select a result or more and click on image . The CPV code(s) selected will be automatically inserted in the lower box.



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c. To set the order in the lower box accommodate the codes by selecting

a code and using images . To remove a code select it and click

on image . d. You can add CPV codes from the list by double-clicking on their titles. e. To enter the final codes click on Submit. f. To remove selected CPV codes from the search engine click on

.

Figure 1: Insert CPV code(s)

9. Click on button .



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Figure 2: Create Tender Workspace-Step 1

a. Should there be any errors/omissions in the entries provided you will

not be able to proceed with step 2. Instead you will have to first correct the indicated errors (Figure 3).

Figure 3: Errors in step 1 of Tender Workspace Creation

a. Enter the estimated value of the call title in the textbox next to

Estimated value (Figure 5). b. Select the currency in the drop-down list next to Currency. c. In Duration of Contract you may either:

i. Provide the respective values in the textboxes next to Period in months and/or days.



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ii. Or select the appropriate dates in the fields of Starting and and/or ending.

1. Click on image to activate the calendar for the respective field (Starting, And/or ending fields).

2. Select the appropriate month and year in the drop-down lists for Month and Year (Figure 4). The selected year’s month calendar will be displayed.

3. Click on the appropriate day and it will be automatically inserted in the respective date field.

4. To remove such entries click on .

Figure 4: Calendar




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Hint: click on to access the previous step to view details or perform modifications (if decided).

a. Select the type of procedure in the drop-down list next to Type of Procedure (Figure 7).

b. Enter the appropriate OJS Number in the respective fields below Prior Information Notice.

c. Enter the appropriate OJS Number in the respective fields below Other publications.

d. To enter the respective dates in both Prior Information Notice and Other publications,

i. Click on image to activate the calendar for the respective field.

ii. Select the appropriate month and year in the drop-down lists for Month and Year (Figure 6). The selected year’s month calendar will be displayed.

iii. Click on the appropriate day and it will be automatically inserted in the respective date field.

iv. To remove such entries click on .



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Figure 6: Calendar






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a. Enter the internal reference number in the field next to Internal Reference Number (Figure 10).

b. Click on button in order to read information about the time limits. c. Select the respective Yes or No radio button next to Electronic

transmission of Contract Notice. d. Select the respective Yes or No radio button next to Contract

documents available electronically. e. To enter the respective date in Estimated date of Contract Notice

dispatch,

i. Click on image to activate the calendar for the respective field.

ii. Select the appropriate month and year in the drop-down lists for Month and Year (Figure 8). The selected year’s month calendar will be displayed.

iii. Click on the appropriate day and it will be automatically inserted in the respective date field.

iv. To remove such entries click on .

Figure 8: Calendar

f. Click on for the Open Procedure Dynamic Demonstrator to calculate and enter automatically the appropriate values in the fields of Estimated opening date and Estimated closing date for receipt of Tenders.

g. Enter the appropriate value in the field next to Number of days for opening Tenders after the Tender submission deadline.

h. Click on .



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a. Should there be any errors/omissions in the entries provided you will not be able to proceed with Finish. Instead you will have to first correct the indicated errors (Figure 9).

Figure 9: Errors in step 4 of Tender Workspace Creation





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The editing of details of a Call for Tenders is possible up to the publication of the Contact Notice. To edit a call,

12. Click on (right below the Internal reference No.-Figure 11). 13. Perform modifications as described above.

Figure 11: Edit call details

14. To create Evaluation Forms in a Call for Tenders access the call details

(Figure 12) and click on to launch the respective pop up window.

Figure 12: Call for Tenders details

15. In the step of Conditions for Participation, provide the condition name in the

textbox next to Condition (Figure 13). 16. Select the type of the condition in the drop-down list next to Type. 17. Click on . 18. The condition entered will be displayed under the selected type.

a. To remove one or more conditions, select them by checking the check boxes next to them and click on .

19. Click on .



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Figure 13: Conditions for participation

Hint: Incomplete calls (lacking evaluation forms) are indicated in the homepage (Figure 14).

Figure 14: Incomplete calls indication

20. In the field of ‘The tender evaluation method will be based on’ select ‘The

Most Economically Advantageous Tender’ by checking the respective radio button (Figure 15-‘Lowest price’ not applicable during time of writing).



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21. In the field of ‘An electronic auction will be used’ select ‘No’ by checking the respective radio button (‘Yes’ not applicable during time of writing).

22. Click on to proceed to the step of Form.

Figure 15: Evaluation method

Hint: click on a previous step title as on the top row to view the details or perform modifications (if decided).

23. In the field of Award Criteria select the appropriate option by checking the respective radio button (Figure 16 -‘Stated in the Contract Documents’ not applicable at the time of writing).

24. In the field of ‘The tender evaluation method will be based on MEAT according to’ select ‘Weighted criteria’ by checking the respective radio button (‘Criteria stated in descending order of importance’ not applicable during time of writing).

25. Click on to proceed to the step of Criteria.



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Figure 16: Form

Hint: click on a previous step title as on the top row to view the details or perform modifications (if allowed).

26. In the step of Criteria, provide the criterion name in the textbox below Criterion (Figure 18).

27. Select the type of the criterion in the drop-down list below Type. 28. Enter the respective weight. 29. Click on . 30. The criterion entered will be displayed under the selected type.

a. To remove one or more criteria, select them by checking the check boxes next to them and click on .

31. Click on to finish. a. Should there be any errors/omissions in the entries provided you will

not be able to proceed with Finish. Instead you will have to first correct the indicated errors (Figure 17).



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Figure 17: Errors in Criteria creation



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Figure 18: Criteria

Hint: with every new entry you provide during the creation of Evaluation forms the main screen in the background is refreshed to match the updates. Hint: click on a previous step title as on the top row to view the details or perform modifications (if decided).

32. To upload Contract Documents in a Call for Tenders access the call details tab (Figure 19) and click on to launch the respective pop up window.

Figure 19: Call details



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33. Provide the file description in the textbox next to File description (Figure 22). 34. Select the language in the drop-down list next to Language. 35. Click on Browse to locate the appropriate file on your workstation and select it

to upload it. The full path will be displayed in the text box next to Locate file.

36. Click on . The document will be displayed in the documents list below.

a. Should there be any errors/omissions in the entries provided you will not be able to proceed with upload. Instead you will have to first correct the indicated errors (Figure 20, Figure 21).

Figure 20: Upload contract document error 1

Figure 21: Upload contract document error 2

b. To delete one or more documents, select them by checking the check

boxes next to them and click on .



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Figure 22: Upload contract documents

Hint: Incomplete calls (lacking contract documents) are also indicated in the homepage (Figure 23).


37. To publish a Contract Notice in a Call for Tenders access the call details tab

(Figure 24) and click on to launch the respective pop up window.

Figure 24: Call details

38. As soon as the Notice publication window opens (Figure 25) the main screen in the background is refreshed to display the published notice.



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Figure 25: Publish contract notice

Hint: Incomplete calls (lacking a published contract notice) are also indicated in the homepage (Figure 26).


2.2. Tender submission This section is addressed to Economic Operator users authorised for creating Tenders for published Calls.

1. To create a tender click on . 2. The screen is split in 3 parts namely Proof documents, Technical documents

and Financial documents (Figure 27).



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Figure 27: Create tender

3. To upload documents as required click on (applicable in

all 3 types of documents). 4. The signed applet certificate information window will be displayed (Figure

28). Click either on Yes (applicable for one browser session) or Always (applicable for all browser sessions) to proceed.



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Figure 28: Signed applet certificate information

39. Provide the file description in the textbox next to File description (Figure 30). 40. Select the language in the drop-down list next to Language. 41. Click on Browse to locate the appropriate file on your workstation and select it

to upload to the demonstrator. The full path will be displayed in the text box next to Locate file.

42. Click on . 43. Select the keystore containing the personal certificate of the user you are

logged in as (Figure 29). See Annex: List of users for more information.

Figure 29: Select keystore

44. Click on .



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Figure 30: Upload tender documents

45. The main screen in the background will be refreshed to display the

document(s) in My Tender. a. To delete one or more documents, select them by checking the

check boxes next to them and click on .

46. To submit the tender click on (Figure 31).



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Figure 31: Submit tender

2.3. Opening of tenders This section is addressed to Opening Staff users authorised for opening submitted Tenders. To initiate the unlocking of tenders the Opening Staff user must click on ‘DEMO: OPEN TENDERS’ (Figure 32). This user is considered to be the third (out of five) associated opening staff users, which authorise the opening of tenders. To successfully open tenders the majority of officers is required to access and open them. Therefore only after the third user authorises the opening of tenders, the system unlocks the tenders. To assist users to better experiment with the demonstrators, two opening staff users always automatically approve the opening of tenders and only a third one is required to do the same in order for the tenders to be unlocked.



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Figure 32: Call for Tenders details

The tasks pane provides access to incomplete calls, new messages and new requests.

1. To open tenders the Opening Staff officer must click on View all Messages (to see if a respective message exists-Figure 33).



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Figure 33: Homepage with tasks pane

Messages related to tenders opening feature subject ‘Notification for the beginning of the process of simultaneous unlocking of tenders’ and the respective call’s title.

2. To view the message details the user must click on the subject link (Figure 34).

Figure 34: View messages



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The selected message relating to tenders opening provides a link for performing such action.

3. To open tenders the user clicks on ‘Please visit the secure server to unlock Tenders’ (Figure 35).

Figure 35: Message details



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To unlock tenders,

1. The user clicks on (Figure 36).

Figure 36: Unlock tender



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2. The audit trailing process is initiated as displayed in the pop-up window (Figure 37).

Figure 37: Audit trailing in tenders unlock



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3. As soon as the user clicks on ‘Close window’ the main screen is background is refreshed and indicates that tenders have been unlocked (status is indicated as Completed for 3 out of 5 officers-Figure 38).

Figure 38: Tenders unlocked

2.4. Evaluation of Tenders This section is addressed to Evaluating Staff users authorised for evaluating tenders.

1. Log in as evaluating staff 2. To evaluate open tenders the Evaluating staff officer must click on View all

Messages (to see if a respective message exists-Figure 39).



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Figure 39: Homepage with tasks pane

Messages relating to tenders evaluation feature subject ‘Notification for the beginning of the process of evaluating tenders’ and the respective call’s title.

3. To view the message details the user must click on the subject link (Figure 40).

Figure 40: View messages



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The selected message relating to tenders evaluation provides a link for performing such action.

4. To access tenders to be evaluated the user clicks on ‘Please visit the secure server to evaluate Tenders’ (Figure 41).

Figure 41: Message details

The link provides access to tenders and specifically the proof documents section (Figure 42).

5. To access the proof document of a tender the user clicks on the respective link.



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Figure 42: Proof documents

6. To view or download the proof document of the selected tender the user clicks

on the respective proof document title link (Figure 43).



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Figure 43: View proof document of a tender

7. To evaluate the selected tender’s proof document the user provides the

appropriate value (Yes or No) by selecting it in the respective drop-down lists below Score for each given condition (Figure 44)

a. By providing a No value to one or more criteria the tender will be rejected from the competition as s/he does not meet the conditions for participation.



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Figure 44: Evaluate proof document

8. As soon as the evaluating staff user has finished with the evaluation of all

tenders proof documents, the proof document’s page’s refreshed to display the current evaluation status.

9. The user can modify scores if decided and when the final scores have been entered clicks on CLOSE EVALUATION button.

10. The refreshed page shows the results of the current evaluation phase. Rejected tenders (tenders for which a No value was provided to one or more criteria) are displayed below the Accepted tenders (Figure 45).

11. To proceed to the next phase that regards technical documents evaluation the user must click on .



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Figure 45: Evaluated proof documents

12. To evaluate technical documents the user must have finished with the

evaluation of the proof documents first. 13. To access the technical document of a tender the user clicks on the respective

link (Figure 46).



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Figure 46: Technical documents

14. To view or download the technical document of the selected tender the user

clicks on the respective technical document title link (Figure 47).



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Figure 47: View technical document of a tender

15. To evaluate the selected tender’s technical document the user provides the

appropriate score (from 1 to 10) by selecting it in the respective drop-down lists below Score for each given criterion. Additionally s/he may provide justification for the score given.

a. By providing justification in the text box above the tender will be rejected as s/he does not meet the minimum technical requirements of the Call (Figure 48).



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Figure 48: Evaluate proof document

b. In case the Opening staff officer didn’t define any technical criteria

during the call creation, the Evaluating staff officer may accept the tender during this stage by clicking on (Figure 49) or reject it as described above.



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Figure 49: Call with no technical criteria defined


tenders technical documents, the technical document’s page’s refreshed to display the current evaluation status (Figure 50).

a. Rejected tenders (tenders for which disqualification justification was provided) are not displayed among the Accepted tenders.

17. To proceed to the next phase that regards technical documents evaluation the

user must click on .



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Figure 50: Evaluated technical documents

18. To evaluate financial documents the user must have finished with the

evaluation of the technical documents first. 19. To access the financial document of a tender the user clicks on the respective

link (Figure 51).



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Figure 51: Financial documents

20. To view or download the financial document of the selected tender the user

clicks on the respective document title link (Figure 52).

Figure 52: View financial document of a tender



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21. To evaluate the selected tender’s financial document the user provides the

appropriate score (from 1 to 10) by selecting it in the respective drop-down lists below Score for each given criterion. Additionally s/he may provide justification for the score given.

a. By providing justification in the text box above the tender will be rejected as s/he did not meet the minimum financial requirements of the Call (Figure 53).

Figure 53: Evaluate financial document

b. In case the Opening staff officer didn’t define any financial criteria

during the call creation, the Evaluating staff officer may accept the tender during this stage by clicking on (Figure 55) or reject it as described above.



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Figure 54: Call with no financial criteria defined


tenders financial documents, the financial document’s page’s refreshed to display the current evaluation status (Figure 55).



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Figure 55: Evaluated financial documents

23. The user next clicks on (Figure 56). a. Rejected tenders (tenders for which disqualification justification was

provided) are displayed below Rejected tenders.



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Figure 56: Final evaluation of financial documents

24. To proceed to the final phase that regards the tenders ranking the user must

click on 25. To view the final ranking the user must have finished with the evaluation of

the financial documents first. 26. To award the tender the user has to select one or more economic operator

tender by checking the respective operator check box, provide a justification and click on .

a. By clicking on the user will view the full matrix of calculations relating to call requirements and scores (Figure 57).



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Figure 57: Score calculations

b. Tenders rejected during the various phases are displayed below

Rejected tenders.



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Figure 58: Tenders ranking

1. INTRODUCTION 121.1. Document Structure 132. OPEN PROCEDURE 142.1. Tender Workspace Creation 142.2. Tender submission 302.3. Opening of tenders 342.4. Evaluation of Tenders 403. DPS SCENARIO 593.1. Tender Workspace Creation 593.2. Indicative Tender Submission 693.3. Opening of Indicative Tenders 753.4. Evaluation of Indicative Tenders 813.5. Creation of Specific Contract 983.6. Indicative Tender Submission 1053.7. Opening of Tenders 1083.8. Evaluation of Tenders 1093.9. Tender Submission 1223.10. Opening of Tenders 1243.11. Evaluation of Tenders 1264. FRAMEWORK AGREEMENT SCENARIO 1374.1. Tender Workspace Creation 1374.2. Tender Submission 1474.3. Opening of Tenders 1534.4. Evaluation of Tenders 1594.5. Creation of Individual Contract 1594.6. Tender Submission 1664.7. Opening of Tenders 1694.8. Evaluation of Tenders 1695. EAUCTION SCENARIO 1695.1. Tender Workspace Creation 1705.2. Tender Submission 1795.3. Opening of Tenders 1795.4. Evaluation of Tenders 1795.5. Participation in eAuction 1825.6. Contract Awarding 1966. ANNEX: LOGIN-LOGOUT 2057. ANNEX: LIST OF USERS 206