USER GUIDE Tender Portal

Tender Portal USER GUIDE

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TRANSLATION CENTRE FOR THE BODIES OF THE EUROPEAN UNION

Bâtiment Drosbach ● 12E, rue Guillaume Kroll ● L-1882 Luxembourg ● Tel.: +352 42 17 11 1 • Fax: +352 42 17 11 220 ● Email: [email protected] ● Internet: http://cdt.europa.eu

Contents

Access and Registration .............................................................................................................................2

My data ......................................................................................................................................................5

New tender .................................................................................................................................................9

My tenders .............................................................................................................................................. 14

My account .............................................................................................................................................. 15

Choice of language .................................................................................................................................. 16

Important information ............................................................................................................................ 17

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ACCESS AND REGISTRATION

To access the Tender Portal, click here https://calltenderportal.cdt.europa.eu

The following window will appear:

If you have a user name and password, click on Connect

If not, click on Register. The New account window will appear on the screen.

https://calltenderportal.cdt.europa.eu/

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Fill in the following fields:

- E-mail address (e.g.: [email protected])

- User name (e.g.: luxtraduction)

- Password (e.g.: Translu7*)

- Password confirmation (e.g.: Translu7*)

Rules on creating a password:

- The password must contain at least one lower-case letter

- The password must contain at least one upper-case letter

- The password must contain at least one number - The password must contain at least one special character - The password must contain at least 8 characters

- The new password and the confirmation must be identical

Check the box ‘I am not a robot’ in the reCAPTCHA, then follow the on-screen instructions and click on the

Validate button.

Click on Register. The following window will appear on the screen :

Check your emails at the address entered when registering then click on the new account activation link. The

email will also contain information such as your user name and password.

Once you have clicked on the activation link in the email, an information window Activating user account will

appear on the screen:

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Click on the link here to connect. You will then be directed to the home page of the Tender Portal where you can

enter your user name and password and then click Connect.

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MY DATA

To be able to create a new tender submission, you will first of all need to provide the following information.

Click on the tab entitled My data, which comprises the following four sections:

- General Information

- Legal representative

- Contact person

- Trade register information

Insert the necessary information in each of these four sections.

Note: fields that must be completed are followed by a *. When keying in, only Latin Extended characters are

permissible. Other characters may not be used.

General Information

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- Official name *

- Short name *

- Legal form * (choose one from the drop down menu) - Street *

- Postcode * (this field is not required if the 'Country' is Ireland)

- City *

- Country * (drop down menu with country names)

- Office phone * (drop down menu with international codes)

- Mobile phone * (drop down menu with international codes)

- Fax * (drop down menu with international codes)

- Administrative email address (you cannot change this here as it is the email address that is linked to the

account)

- Operational email address * (this must follow the standard conventions for email addresses)

Legal representative

- Title *(choose from the drop down list)

- Last name *

- First name *

- Position *

- Copy button (enables data from the ‘Legal representative’ section to be copied across to the ‘Contact

person’ section)

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Contact person

- Title *(choose from the drop down list)

- Last name *

- First name *

- Position *

Trade register information

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- Main registration number / Identification number *

- Button (enables different kinds of documents 1 to be uploaded2)*

- Secondary registration number (if applicable)

- Button (enables different kinds of documents to be uploaded)

- City *

- Country *(choose from the drop down list)

- Liable to VAT * (Yes; No)

- VAT number * (this field is compulsory only if ‘Yes’ is given in the ‘Liable to VAT’ field)

- VAT certificate * (this field becomes compulsory only if ‘No’ is given in the ‘Liable to VAT’ field)

- Button * (enables different kinds of documents to be uploaded, this field is compulsory only if ‘Yes’ is

given in the ‘Liable to VAT’ field)

Once the fields in the four sections have been filled in, click on Save. A green window will briefly appear at the

bottom right of the screen:

If you wish to submit a new tender, please click on the New tender tab

1 Uploaded files must not exceed 10 MB. 2 Authorised documents must have one of the following extensions: jpg, png, tif, gif, doc, docx, txt, pdf, xls, xlsx or xml.

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NEW TENDER

Click on the New tender tab

Step 1

The application will show the different tenders available with information about each one (see below).

Choose the tender you are interested in and click on Next.

⚠ If the My data tab has not been filled in and saved, it will not be possible to check the box for your

selected tender.

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Step 2

The application will show the different lots or language pairs (‘Source language’ and ‘Target language’) for your

selected tender.

Check the boxes corresponding to your chosen language pairs and then click Next.

You can use the Previous button to go back and change your choices or select another tender.

Step 3

The application will show the language pairs selected. In this step you can enter the names of one or more

language specialists for each language pair.

⚠ You must give at least one language specialist for each language pair. If not, you will not be able to proceed

to the next steps.

The following buttons are available:

- Add (enables you to add the names of one or more language specialists with the following information:

Name of language specialist *

Degree *

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Degree specialisation *

- Delete (dustbin icon , to delete a language specialist’s details)

- Copy to (two documents icon , to copy a language specialist’s details to one or more different

language pairs)

Click on ‘Next’.

You can use the Previous button to go back and change your chosen language pairs.

Step 4

The application will show the information entered on the My data tab. Changes made to the data on this screen

will be effective only for this tender and when generating the PDF tender submission document that will be

available under the My tenders tab. These changes will not affect the data recorded in the My data tab.

Make any necessary changes and then click on ‘Next’. You can use the Previous button to go back and change

the information on the linguistic teams.

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Step 5

The application will show a summary of the previous steps:

- Tender reference

- Lots:

Source language, Target language

- ADMINISTRATIVE INFORMATION:

General Information

Trade register information

Legal representative

Contact person

- Linguistic team

Click on Submit (this will create the PDF tender submission document; step 6 is the last step and you will no

longer be able to go back after this point).

You can use the Previous button to go back to step 4 and make any changes.

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Step 6

The application will show a link (‘Click here’) to download the PDF tender submission document. This

summarises all the information you have submitted in the previous five steps.

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MY TENDERS

The application will show a list of the different tenders submitted. Every tender you have submitted can be

viewed at any time in the PDF tender submission document, accessible via the Document link.

Should you wish to make any changes to your tender submission document (changes to the data submitted for

the selected tender), you can do so by clicking again on the tender in question under the New tender tab. The

lots and names of language specialists for each lot added during your previous submission will already be filled in

and you will be able to complete steps 1 to 6 again.

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MY ACCOUNT

You can change the following information via the My account tab:

- Administrative email address (this address is used particularly for notifications relating to the account)

- Password (you can change your password here; please follow the instructions carefully when producing

your new password).

Once you have clicked on Modify, a confirmation message will appear on the screen in a green box indicating

that the change has been made successfully. If the change has been unsuccessful, a red box will appear.

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CHOICE OF LANGUAGE

When you first connect to the Tender Portal home page, the user language will default to your browser’s

settings. For example: if you have German selected in your browser, then this is the language that will be used

on the Portal interface.

You can always choose another language from the 24 options. If you choose a different language, this will be

recorded in a cookie so that your choice will be remembered next time you connect.

This will only work if you have cookies enabled in your browser.

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IMPORTANT INFORMATION

Account blocked and technical difficulties

Your account will be blocked after five unsuccessful attempts to log in. If this happens, please contact us at the

following address [email protected] so that we can unblock your account. Don’t forget to give us your

user name. If you have technical problems, please send a screenshot of the error message to the above address.

Forgot your password?

If you forget your password, click on the link Forgot your password? on the Portal home page. A window will

appear asking you to key in your email address and then click on Send.

A message will appear on the screen informing you that your password has been reset and a new password sent

to you.

Check your emails, copy the new password and connect to the application. NB: anything that you click on to

copy must not contain spaces.

mailto:[email protected]

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Information on tenders

If you need any more information on tenders, please contact the following address: [email protected]

mailto:[email protected]

Documents

USER GUIDE Tender Portal