Notices in folders

The frame on the left-hand side of the folder view contains the notice folders. The number of procurements included in the folder is indicated in brackets after each folder name. 

• A tree view of the folders opens in the frame on the left-hand side.
• A listing of the procurements of the folder concerned opens in the middle frame
  • You can change to sorting of the list from the menu in the top-right corner

 

 FIGURE: The list can be sorted by identifier or creation date

 

• The menu button in the call for tenders list opens a shortcut menu. From the shortcut menu, you can: 
  • Open the notice information page
  • Open the notice in PDF format
  • Open the notice in HTML format
  • Create a new notice using the notice concerned as a template
• Click a call for tenders to open the information page of that call for tenders

 

 

Browsing for notices

 

‘In progress’ folder

 

The ‘In progress’ folder lists all the unpublished calls for tenders that are currently in progress.

 

For the selected the procurement, you can do the following:

• The menu button in the call for tenders list opens a shortcut menu. From the shortcut menu, you can: 
  • Open the notice information page
  • Open the notice in PDF format
  • Open the notice in HTML format
  • Create a new notice using the notice concerned as a template
• Click a call for tenders to open the information page of that call for tenders. Click this link to access the functionalities of the information page.

 

‘To be corrected’ folder

 

The folder lists all the active notices that have been opened for correction using the ‘Edit the notice information’ functionality. Note! The calls for tenders in the ‘To be corrected’ status must be published to make them visible to the tenderers. When the notice has been published, is can be found from the ‘Active’ folder again.

 

 

‘Active’ folder

 

The ‘Active’ folder lists all published procurements whose deadline has not yet expired.

 

From the information page of the selected the procurement, you can:

• Manage questions/answers (‘Go to question management’)
• Check who has viewed the call for tenders (‘People who reviewed the notice’)
• Send other messages to those who have viewed the notice (‘Send an email’)
• Edit a call for tenders (‘Edit’)
• Cancel the procurement (‘Cancel’)
• Send other messages to those who have viewed the notice (‘Send an email’)
• View the call for tenders PDF document (‘Open the notice in PDF format’)
• View the call for tenders HTML document (‘Open the notice in HTML format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• Create an EU contract notice based on an EU prior information notice (‘Create a contract notice based on this prior information notice’)
• Create an EU contract award notice based on an EU contract notice (‘Create a contract award notice based on this contract notice’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)
• Copy a link that refers to the call for tenders in the Supplier Portal (‘Link to the call for tenders at the Supplier Portal’) 

 

 

‘Ended’ folder

 

The folder lists all the procurements whose deadline has expired but that have not yet been moved to the archive.

 

For the selected the procurement, you can: 

• Create an opening document upon first opening (‘Information page’ and ‘Received tenders’)
• Enter hardcopy tenders prior to the first opening (‘Enter paper tenders’) Note! This is only possible with certain notices 
• List the received tenders, examine them and the accompanying documents and confirm their eligibility after creating an opening document (‘Information page / Tenders’)
• Proceed to the comparison table and the selection of supplier(s) when the eligibility of the tenders has been confirmed (‘Tender comparison’)
• Create or import a contract award document when the suppliers have been selected (‘Decisions’)
• Send a notification of the contract award (the ‘Notification’ window will be displayed automatically when the contract award had been created/imported and saved)
• Create or import the procurement contract separately for each supplier when the notification of the contract award has been sent (‘Procurement contract’)
• Close the procurement and move it to the Archive folder when the notification of the contract award has been sent (‘To Archive folder’)
• Change the procurement status to ‘Framework agreement’ if defined as a framework agreement (‘Framework agreement folder’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)
• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• Create an EU contract notice based on an EU prior information notice (‘Create a contract notice based on this prior information notice’)
• Create an EU contract award notice based on an EU contract notice (‘Create a contract award notice based on this contract notice’)

 

Auction folder

 

The folder lists all the procurements where an auction is used.

All auctions can be found under the main level, grouped in folders according to their status
 

 

You may perform the following actions on the selected auction depending on its status:

• List the received tenders, examine them and the accompanying documents and confirm their eligibility after creating an opening document (‘Information page / Tenders’)
• Proceed to the comparison table and the selection of supplier(s) when the eligibility of the tenders has been confirmed (‘Tender comparison’)
• Send an interim contract award (‘Decisions’)
• Send an invitation to an auction that is about to begin (‘Auction invitation’)
• Follow the auction steps (‘Steps’)
• Follow the auction in progress (‘Auction report’)
• Create or import a contract award document when the suppliers have been selected (‘Contract award’)
• Send a notification of the contract award (the ‘Notification’ window will be displayed automatically when the contract award had been created/imported and saved)
• Create or import the procurement contract separately for each supplier when the notification of the contract award has been sent (‘Procurement contract’)
• Close the procurement and move it to the Archive folder when the notification of the contract award has been sent (‘To Archive folder’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)
• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)

 

Negotiated procedure folder

 

The folder lists all the procurements where a negotiated procedure is used. 

 

All negotiation rounds carried out for the negotiated procedure can be found under the main level, grouped in folders according to their status
 

You may perform the following actions on the selected negotiated procedure, depending on its status:

 

• List the received requests to participate, examine them and the accompanying documents and confirm their eligibility after creating an opening document (‘Received requests to participate’)
• View the notices for the next rounds (‘Notice for the next round’)
• Create or import a contract award document when the suppliers have been selected (‘Contract award’)
• Send a notification of the contract award (the ‘Notification’ window will be displayed automatically when the contract award had been created/imported and saved)
• Create or import the procurement contract separately for each supplier when the notification of the contract award has been sent (‘Procurement contract’)
• Close the procurement and move it to the Archive folder when the notification of the contract award has been sent (‘To Archive folder’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)
• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)

 

‘Framework agreements’ folder

 

The folder lists all the framework agreements.

 

For the selected framework agreement, you can:

• View the basic information of the framework agreement (‘Information on framework agreement’)
• View the selected suppliers and what they have been chosen to supply, as well as their tenders and contracts (‘Selected suppliers for a framework agreement’)
• View and add participating communities (‘Participating communities’) 
• View the mini competitions completed hereunder, grouped in folders according to their status (‘Mini competitions in the framework agreement’)
• View the procurement executions completed hereunder (‘Completed procurement executions’)
• Set up a new mini competition (‘Create new mini competition’)
• Set up a new procurement execution (‘Create a new procurement execution based on a framework agreement’ or ‘Create a new procurement execution based on a mini competition’)
• View and save all the documents recorded under the framework agreement concerned (‘Documents’)
• Create or edit procurement contracts related to the framework procurement concerned (‘Procurement contract’)
• Conduct internal discussions on the procurement (‘Internal discussion’)
• Send other messages to those who have viewed the notice (‘Send an email’)
• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• Create an EU contract notice based on an EU prior information notice (‘Create a contract notice based on this prior information notice’)

 

The mini competitions carried out for all framework agreements can be found under the main level, grouped in folders according to their status
 

 

‘Cancelled’ folder

 

The folder list all the cancelled procurements.

 

For the selected the procurement, you can:

• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• View the contract award notice of the notice (‘Follow-up notice for this contract notice’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)

 

‘Templates’ and ‘Shared templates’ folders

 

The folders list all of your own templates and shared templates.

• Instructions for creating a template  
• Instructions for sharing a template  

 

For your own templates, you can:

• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• Conduct discussions on the template (‘Internal discussion’)
• Edit the template description, name and visibility (‘Edit the template name, description, visibility and files’)
• Edit all the template information (‘Edit all the template information’)

 

For shared templates, you can:

• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct discussions on the template (‘Internal discussion’)

 

‘Archive’ folder

 

The folder lists all the closed procurements under year-specific subfolders.

 

For the selected the procurement, you can:

• View the call for tenders PDF document (‘Open the notice in PDF format’)
• Create a new procurement based on the call for tenders (‘Create a new notice using this as a template’)
• Create an EU contract notice based on an EU prior information notice (‘Create a contract notice based on this prior information notice’)
• Create an EU contract award notice based on an EU contract notice (‘Create a contract award notice based on this contract notice’)
• View and save all the documents recorded under the procurement concerned (‘Documents’)
• Conduct internal discussions on the procurement (‘Internal discussion’)

Searching for notices

 

In the top navigation of the folder view, click ‘Search’

• The search form opens
• Enter a keyword and click ‘Search’ at the bottom of the form 

 

 

You can refine the search if applicable:

• User's own notices
• By applying the keyword to the description of the procurement
• By selecting the procurement category you want to search for
• By specifying a range for the estimated value
• Be defining the status of the procurements you want to search for
• By selecting the procurement type you want to search for
• Be defining the status of the procurements you want to search for
  • The search result opens on the right-hand side of the form

 

 

In the search result, click the call for tenders/notice you want to open.

 

Notice identifiers 

 

Some of the functionalities and procedures are assigned a separate identifier in the notice listing. These identifiers are assigned in accordance with the selections made on the form or at different stages of the processes.

 

Notification type:

• EU notice

 

Procedures selected in the notice:

• Negotiated procedure
• Restricted procedure

 

Electronic auction is used:

• Auction

 

The notice involves the establishment of a framework agreement:

• Framework agreement