8 Registering for a Call

Transcription

1 8 Registering for a Call To formally participate in a Call, you must register for it. This step requires filling in your company details. If you wish to participate in a Call as an individual, you can register by the same procedure but using the registration form for individuals. Call registration is part of your tender or request to participate. It is needed to grant you online access to restricted Call information, as well as to private messages concerning acceptance of requests to participate and award of contracts for the Calls you are participating in. In Calls for tenders under the open procedure, access to all Call information is public. However, after you submit the tender, we can only communicate with you online if you register for the Call. For your convenience, Call registration is considered to be part of the tender. In a Call for expressions of interest or a Call for tenders under the restricted or negotiated procedure, or competitive dialogue, you must first submit a request to participate. If your request to participate is accepted, you can access the restricted Call information (i.e. the tendering documents). In order to receive online access to restricted Call information, you must register for the Call. For your convenience, Call registration is considered to be part of the request to participate. Furthermore, Call registration is a precondition for access to the electronic submission feature, which enables you to submit your tender or request to participate in electronic form in an easy, fast and secure way. For more information, see section 9 (Electronic submission). 8.1 My Messages and Draft Replies When you register for a Call, you will be able to receive our messages on the selected Call through this platform. This way we notify you whether your tender or request to participate has been accepted. If necessary, we might ask for additional information or clarifications regarding your tender or request to participate. You can access the messages we send you in relation to a specific Call either through the My Q&A section of the Call or My Questions / Messages in the My Information menu on the right-hand side of the screen. My Questions / Messages in the My Information menu lists all your existing questions, answers, our messages and your replies for all your Calls. Both sections are user-specific and only available to registered users. Users can access only their own private messages. 04/ /53

2 If you do not register for a Call but wish to participate in it, you will continue to receive private messages and restricted Call information (where applicable) on paper by registered mail. You can reply to any message you receive by selecting the message and clicking on the Reply button. Draft your reply, click on Save to save your draft and then click on Send to release it. By clicking on the Attach document button you can attach documents to your reply. To cancel your draft reply click on the Cancel button. You can draft and send several replies to the same message. When you have sent your reply, it will be stored in the My messages section with the status Replied in the Reply column. If you have saved your reply as a draft, it will appear in the section Draft replies. You can return to it later and modify it, send it or cancel it, as the case may be. If we require you to reply to a particular message, this will be indicated in the message. In this case, the status of the message in the Reply column will be Requested and will only change to Replied when you send us your reply. 04/ /53

3 8.2 How to Register for a Call 1. You must nominate one person from your company to be granted online access to the restricted information and electronic submission for each Call you wish to participate in. This person must first have registered as a user through our tendering platform. If you are the nominated person, click on Register for a Call. If you are on a general, non-callrelated page, you will be prompted to select a Call. If you wish to nominate another user, click on Nominate another user for a Call and enter the username, first name and family name of that person. Click on Search to validate the user. When you receive the message User found, click on Submit. If you are on a general, non-call-related page, you will be prompted to select a Call. Please note that you can nominate another user only if you are already registered for this or another Call and if we have validated your request. Otherwise, each user can only nominate themselves. 04/ /53

4 2. Filling in the Call registration form online. The Call registration form contains the same information as the Legal Entity form, which you can download from the Forms and Templates page. If you do not have all the necessary information while you are submitting your Call registration form, you can save it and complete and submit it later. Once the form is saved, you can retrieve it by selecting My Requests from the My Information menu on the right-hand side of the screen. 04/ /53

5 3. Print the form after you have submitted it and have it duly signed by a legal representative of your company. The signed form must be included in your request to participate (or tender in a Call under the open procedure). It must be accompanied by proof of enrolment of your company on the professional or trade register or a sworn statement or a certificate in accordance with the conditions laid down in the Member State in which it is established. Only then can we validate your Call registration. This step allows us to ensure the authenticity of the user who will receive access to the restricted information and electronic submission. You can view the status of your Call registration requests by clicking on My Requests from the My Information menu. Individual requests can have one of the following statuses: Draft if you have saved your Call registration form but have not submitted it. Submitted if you have submitted your Call registration form but we have not yet validated it. Validated as soon as we validate your Call registration. Rejected if we do not validate your Call registration. 8.3 When and How to Update Your Call Registration Once your Call registration has been validated, the data will remain in the system, available for further use in the following cases: Updating Your Company Data It is your responsibility to keep all data related to the Call registration up to date. In order to notify us of any changes, simply retrieve the existing data by clicking on My Company Info, modify as necessary and re-submit the Call registration form as described above. The changes will be validated as soon as we have approved the modified Call registration. You can view the status of your Call registration request by clicking on My Requests. 04/ /53

6 8.3.2 Nominating Another User for a Call The above rule applies to the nomination of a user for a specific Call as well as to your company data. If the user nominated for the Call leaves the company or changes responsibilities within the company, he must be replaced by another user immediately. Click on Nominate another user for a Call and proceed as described above. Please note that, in general, only one user can be nominated for any given Call. Only the nominated user will have access to the restricted Call information. Therefore, if you nominate a new user for a Call which already has a nominated user, the previous user will usually be replaced by the new user Participating in Another Call If your company later participates in another Call, the existing Call registration data will be automatically retrieved when you click on either Register for a Call or Nominate another user for a Call. Submit the form online and in hard copy as described above The Legal Entity Form Whenever you are awarded a contract, you must generally submit the Legal Entity form and the Financial Identification form. We need both forms to update our database, which contains bank account details of our contractors as well as information confirming our contractors' identity, and to pay your invoices. The Legal Entity form is identical to the Call registration form so you do not need to submit the Legal Entity form if your Call registration has been approved. You will however still be required to submit the Financial Identification form, which you can download from the Forms and Templates page. 04/ /53

7 8.4 Request Type in My Requests The column Request type will display the following types of Call registration request: Add user to Call: when you register for a Call or register another user for a Call; Remove user from Call: when the user you registered for a Call is replacing an existing user already nominated for the Call; Update company data: when you update your data submitted during Call registration. 04/ /53