Using the Project system you can submit your notices for publication in:

Transcription

1 DCB/OJEU User Guide

2 Table of Contents Introduction... 3 Main Menu... 4 Getting Started... 4 Creating a Contract Notice... 4 List My Contracts... 4 DCB/OJEU Contracts... 5 Adding Lots... 7 Submitting an Addendum... 9 Submit an Award CPV Codes NUTS Codes

3 Introduction Welcome to Project MoD Online, the service for creating, transmitting and managing your contract announcements electronically for MoD DCB and the OJEU. Project Online is a dedicated e-notice service, using BiP's XML gateway to ensure that contract information is transmitted electronically for publication in MoD DCB, the EBB and the OJEU. Project also applies the same easy principles for creating and managing all values of contract opportunities and provides a fully searchable database record of all announcements created. In order to facilitate contract notice creation, Project provides you with the option to choose Nature and Procedure type (eg Service, Restricted) and each form contains interactive code searches (CPV and NUTS codes). Using the Project system you can submit your notices for publication in: the Official Journal of the European Union (OJEU) the European Defence Agency Electronic Bulletin Board (EBB) Supply2.gov.uk (lower-value and non-ojeu only) Contrax Weekly and other media Project includes an online help facility as well as a resources section for accessing documentation pertaining to the procurement process, including EU Public Procurement Directives, a multi-code search, a discussion forum and a report writer for producing the annual statistical return of contract award information. 3

4 Main Menu Once logged in to the MoD Portal at click on the Project icon to take you to the Project Main Menu. Getting Started Click on Edit Global Details to pre-set your details. This will automatically populate each of your contract notices with your details, saving time spent on having to re-enter common data eg IPT, address, etc. Creating a Contract Notice Click on New Contract to choose the advertising regime. You will then be provided with a menu of the notice types within this regime. For example if you pick DCB/OJEU, you will see the template forms for OJEU PIN, OJEU Notice, OJEU Award etc. List My Contracts Click on List Contracts to view all contract announcements created and submitted. 4

5 DCB/OJEU Contracts New Contract To advertise a contract within MoD DCB and the OJEU for all goods and services valued at 90,319 and above or works valued at 3,497,313, please follow these simple steps: The type of notice created in this example will be a Contract Notice. Step 1 Click on the DCB/OJEU button on the Advertising Regime page. Step 2 Now choose the type of OJEU Notice that you are required to publish: Prior Information Notice Contract Notice Contract Award Notice Notice on a Buyer Profile Simplified Contract Notice on a Dynamic Purchasing System Public Works Concession Contract Notice - Concession 5

6 Design Contest Notice Results of Design Contest Additional Information/Corrigendum Click on the question mark beside each type of contract notice for an explanation of each notice. Step 3 Once you click on the Contract Notice link you will be presented with a contract index. This will show each section of the contract. Click on Edit next to Section I: Contracting Authority, in order to complete the relevant fields. Once you have completed these, you can click on the Next button to take you to the next section of the contract to be completed. Any mandatory section will be denoted with an asterisk and must contain information before the notice will be published. 6

7 For your assistance there is a toolbar at the top and bottom of the page which will navigate you around the contract: Previous: Will take you back a page Next: Will take you to the next section View: Will allow you to view the full text of the contract Delete: Will allow you to delete a notice Duplicate: Will allow you to take a copy of the contract including all completed fields Adding Lots If you are using Lots in your OJEU Notice select Yes in section II.1.8 You can then either click Back to Index or wait until you have finished the rest of your OJEU Notice before entering the information about each of your Lots. Once in the Index of your Contract Notice you will see the Add Lot button. 7

8 You will now be able to click Edit and complete the information for your first Lot. You can click on the Add Lot button as many times as necessary depending on how many Lots you are adding to your contract. Each time you save a Lot you will be taken back to the Index menu where you will see the following toolbar. You can either save your information at this point or continue to submit for publication. Once you have completed your notice you will need to Validate your notice. If you click on the Validate button on the Index page you will be shown any areas that are missing and must be completed before submitting your notice. 8

9 Click Edit next to any section that has been flagged as containing errors. Once in the page the section that contains the error(s) will be highlighted as shown below: Correct the error and click on the Save button to save the changes. Now click on the Back To Index button to take you back to the Validation section. Once all the corrections are made you will see the Publish button. You will then receive notification that your contract has been successfully published. You can now View Notice, Create a New Notice or List Notices. Submitting an Addendum To submit an Addendum for a published contract click on the Edit button next to the contract you wish to submit an Addendum for. You will then see the toolbar below: 9

10 Now click on the Add Addendum button to create the proforma. As with your OJEU contract you will now see an index for your Addendum: You can then click Edit next to any section to go directly to that part of the Addendum; alternatively you can click Next to work your way through the Addendum in order. Where possible the information from your original notice will be automatically entered into your Addendum from your original notice. This will include the Title, CPV Code, Procedure and Short Description. In section VI you will state what information is to be corrected in the original publication. This first section will ask you to choose the type of Addendum that you are creating. If it is an Incomplete Procedure you will be required to choose why the procedure is incomplete, as shown in the screenshot below: 10

11 If you choose Correction or Additional Information you will then be required to select where the information is to be corrected or added. You will then have the following options: VI.3.3) Text to be corrected in the original notice VI.3.4) Dates to be corrected in the original notice (if applicable) VI.3.5) Addresses and contact points to be corrected (if applicable) VI.3.6) Text to be added in the original notice (if applicable) Select the relevant section for your notice and click on the Submit button. Once you click on the Submit button you will be able to Validate before submission. After successful validation you will be able to Publish your Addendum. You will receive confirmation that your Addendum has been published. 11

12 Submit an Award To create an Award click Edit next to the contract that you wish to submit your Award Notice for. You will then see the following Toolbar: Click on the Add Contract Award Notice to create the proforma: You can then click Edit next to any section to go directly to that part of the Award Notice; alternatively you can click Next to work your way through the Award in order. Where possible the information from your original notice will be automatically entered into your Award from your original notice. This will include the Title, CPV Code, Procedure and Short Description. To Add the details of your Supplier first click on the Add Award of Contract button. 12

13 It will then add into your Contract Index: 1. Award of Contract You can then click Edit next to this field to add your Supplier details. The following sections are available for completion: V) Award of contract V.1) Date of contract award V.2 ) Number of offers received V.3) Name and address of economic operator to whom the contract has been awarded V.4) Information on contract value (give figures only) Short description of the value/proportion of the contract to be sub-contracted (if known) Any mandatory fields will be shown with asterisk You can use the Add Award of Contract button as many times as necessary to add in more than one Supplier. You can then click Edit next to each entry to add the details of each supplier that has been successful. 13

14 CPV Codes There are over 8000 CPV codes. It is mandatory to enter these codes into contract announcements. CPV codes are used to describe goods or services. Click on the CPV Search button to search for either CPV Code or Description. Once matching terms have been found, click on the corresponding left hand box and paste into your notice. Alternatively, enter a keyword into the text field. Use this search box to find Nomenclature based on Code or Description. The search can be based on an exact phrase by selecting the 'AND' option or on a variety of keywords using the 'OR' option. If using multiple keywords, please separate them with a space. The number of results displayed per screen can also be set. Simply click the box next to any CPV code that you wish to include in your publication and click Paste to enter this into your notice. 14

15 NUTS Codes NUTS codes provide a hierarchical classification of areas within Europe. When submitting a contract notice, you should apply a NUTS code(s) to identify the area(s) in which the work/opportunity will take place. NUTS Search Using the NUTS code search function, you can enter the name of a region the work will be carried out in. To do this, click on the NUTS Search button. Either enter the name of the area or, if you know the NUTS code, you can enter this into the search field. Ensure you select the correct radio button depending on the criteria you have entered. For example, if you are searching on the NUTS code select the Code radio button. If you are searching on the area, select the Description radio button. Click on the Search button. You will then be presented with the results of your search. Select the relevant code clicking the checkbox next to the result you wish to use. Now click on the Paste button to paste the code into your notice. 15