Demonstrators User Manual Updated version in the context of Specific Contract No7 under Framework Agreement ENTR/04/24-INFODIS-Lot 2

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1 IDABC Public eprocurement Demonstrators User Manual Updated version in the context of Specific Contract No7 under Framework Agreement 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 Sign Off and Date: Approved by: Nikitas TSOPELAS EUROPEAN DYNAMICS Sign Off and Date: 10/11/2008

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

3 Modification History Date Version Author Reason for modification 22/09/ EUROPEAN DYNAMICS 23/12/ EUROPEAN DYNAMICS 10/11/ 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 10/11/2008 Demonstrators User Manual Page 3 of 206

4 Abbreviations/Acronyms Abbreviation or Acronym CPV DPS MEAT Term Common Procurement Vocabulary Dynamic Process System Most Economically Advantageous Tender 10/11/2008 Demonstrators User Manual Page 4 of 206

5 Table of Contents 1. INTRODUCTION DOCUMENT STRUCTURE OPEN PROCEDURE TENDER WORKSPACE CREATION TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS DPS SCENARIO TENDER WORKSPACE CREATION INDICATIVE TENDER SUBMISSION OPENING OF INDICATIVE TENDERS EVALUATION OF INDICATIVE TENDERS CREATION OF SPECIFIC CONTRACT INDICATIVE TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS FRAMEWORK AGREEMENT SCENARIO TENDER WORKSPACE CREATION TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS CREATION OF INDIVIDUAL CONTRACT TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS EAUCTION SCENARIO TENDER WORKSPACE CREATION TENDER SUBMISSION OPENING OF TENDERS EVALUATION OF TENDERS PARTICIPATION IN EAUCTION CONTRACT AWARDING ANNEX: LOGIN-LOGOUT ANNEX: LIST OF USERS /11/2008 Demonstrators User Manual Page 5 of 206

6 List of Figures Figure 1: Insert CPV code(s)...15 Figure 2: Create Tender Workspace-Step Figure 3: Errors in step 1 of Tender Workspace Creation...16 Figure 4: Calendar...17 Figure 5: Create Tender Workspace-Step Figure 6: Calendar...19 Figure 7: Create Tender Workspace-Step Figure 8: Calendar...20 Figure 9: Errors in step 4 of Tender Workspace Creation...21 Figure 10: Create Tender Workspace-Step 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 Figure 21: Upload contract document error 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 /11/2008 Demonstrators User Manual Page 6 of 206

7 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 Figure 112: Specific Contracts Tab Figure 113: Create Specific Contract-Description Figure 114: Calendar Figure 115: Create Specific Contract-Administrative Information Figure 116: Simplified Contract Notice /11/2008 Demonstrators User Manual Page 7 of 206

8 Figure 117: Publish Simplified Contract Notice Figure 118: Economic Operator homepage Figure 119: New Calls for Tenders results Figure 120: Selected Call for Tenders details Figure 121: My Indicative Tender Figure 122: Proof documents details Figure 123: Evaluate proof document Figure 124: Close Proof Documents Evaluation Figure 125: Evaluated proof documents Figure 126: Technical documents Figure 127: Close Technical Documents Evaluation Figure 128: Evaluated Technical Documents Figure 129: Financial Documents Figure 130: Close Financial Documents Evaluation Figure 131: Evaluated Financial Documents Figure 132: Indicative Tenders Final Ranking Figure 133: DPS Details Figure 134: DPS Details Figure 135: Notifications Figure 136: Edit Invitation to Tender Figure 137: Disqualification notification Figure 138: Economic Operator Menu Figure 139: View messages Figure 140: Message details Figure 141: Selected Call for Tenders details Figure 142: DPS Details Figure 143: Associated people Figure 144: Technical Documents Figure 145: Evaluate Technical Document Figure 146: Close Technical Documents Evaluation Figure 147: Evaluated Technical Documents Figure 148: Financial Documents Figure 149: Evaluate Financial Document Figure 150: Close Financial Documents Evaluation Figure 151: Evaluated Financial Documents Figure 152: Indicative Tenders Final Ranking Figure 153: Final Reports Figure 154: Final Report Figure 155: Administrative Staff officer homepage Figure 156: Create Tender Workspace-Description Figure 157: Create Tender Workspace-Quantity & Duration Figure 158: Create Tender Workspace-Quantity & Duration Figure 159: Calendar Figure 160: Create Tender Workspace-Administrative Information Figure 161: Evaluation forms Figure 162: Evaluation method Figure 163: Form Figure 164: Award Criteria Figure 165: Contract documents Figure 166: Upload contract documents Figure 167: Call details Figure 168: Publish contract notice Figure 169: Economic Operator homepage Figure 170: New Calls for Tenders results Figure 171: Selected Call for Tenders details Figure 172: My Tender Figure 173: Signed applet certificate information Figure 174: Select keystore Figure 175: Upload tender documents /11/2008 Demonstrators User Manual Page 8 of 206

9 Figure 176: Submit Indicative Tender Figure 177: Opening Staff homepage Figure 178: New Calls for Tenders results Figure 179: Call for Tenders details Figure 180: Opening Staff menu Figure 181: View messages Figure 182: Message details Figure 183: Open Tenders Figure 184: Audit trailing in tenders unlock Figure 185: Tenders unlocked Figure 186: Administrative Staff homepage Figure 187: New Calls for Tenders results Figure 188: FA Details Figure 189: Individual Contracts Tab Figure 190: Create Individual Contract-Description Figure 191: Calendar Figure 192: Create Individual Contract-Administrative Information Figure 193: Contract Documents Figure 194: Upload contract documents Figure 195: Requests for Quotation Figure 196: Send Requests for Quotation Figure 197: Economic Operator Menu Figure 198: My Messages Figure 199: Message details Figure 200: Individual Contract Figure 201: Submit Tender Figure 202: Administrative Staff officer homepage Figure 203: Create Tender Workspace-Description Figure 204: Create Tender Workspace-Quantity & Duration Figure 205: Create Tender Workspace-Type of Procedure Figure 206: Calendar Figure 207: Create Tender Workspace-Administrative Information Figure 208: Evaluation forms Figure 209: Evaluation method Figure 210: Criteria Figure 211: e-auction Definition Figure 212: e-auction Criteria Figure 213: Evaluation Forms Figure 214: Tenders Final Ranking Figure 215: Inform Candidates Figure 216: Calendar Figure 217: eauction Parameters Definition Figure 218: Send Invitations Figure 219: Send Requests for Quotation Figure 220: Economic Operator Menu Figure 221: My Messages Figure 222: Message details Figure 223: eauction Room Figure 224: 1 st Round of eauction Figure 225: 1 st Round Bid Submission Figure 226: 1 st Round Bid Submitted Figure 227: Full Initial Evaluation Results Figure 228: 1 st Round Ranking Figure 229: 2 nd Round of eauction Figure 230: 2 nd Round Bid Submission Figure 231: 1 st Round Bid Submitted Figure 232: 2 nd Round Results Figure 233: 2 nd Round Ranking Figure 234: 3 rd Round of eauction /11/2008 Demonstrators User Manual Page 9 of 206

10 Figure 235: 3 rd Round Bid Submission Figure 236: 3 rd Round Bid Submitted Figure 237: 3rd Round Results Figure 238:3 rd Round Ranking Figure 239: Evaluating Staff menu Figure 240: View messages Figure 241: Message details Figure 242: 3 rd Round Results Figure 243: Selected Round Results Figure 244: Award Contract Figure 245: Award Contract Figure 246: Publish contract notice Figure 247: Publish contract notice Figure 248: Report Figure 249: Login Figure 250: Logout /11/2008 Demonstrators User Manual Page 10 of 206

11 List of Tables Table 1: Users list /11/2008 Demonstrators User Manual Page 11 of 206

12 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. 10/11/2008 Demonstrators User Manual Page 12 of 206

13 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. 10/11/2008 Demonstrators User Manual Page 13 of 206

14 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 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. 10/11/2008 Demonstrators User Manual Page 14 of 206

15 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. 10/11/2008 Demonstrators User Manual Page 15 of 206

16 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. 10/11/2008 Demonstrators User Manual Page 16 of 206

17 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 10. Click on button. 10/11/2008 Demonstrators User Manual Page 17 of 206

18 Figure 5: Create Tender Workspace-Step 2 Hint: click on modifications (if decided). to access the previous step to view details or perform 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. 10/11/2008 Demonstrators User Manual Page 18 of 206

19 Figure 6: Calendar 11. Click on button. Figure 7: Create Tender Workspace-Step 3 Hint: click on modifications (if decided). to access the previous step to view details or perform 10/11/2008 Demonstrators User Manual Page 19 of 206

20 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. 10/11/2008 Demonstrators User Manual Page 20 of 206

21 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 Figure 10: Create Tender Workspace-Step 4 Hint: click on modifications (if decided). to access the previous step to view details or perform 10/11/2008 Demonstrators User Manual Page 21 of 206

22 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. 10/11/2008 Demonstrators User Manual Page 22 of 206

23 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). 10/11/2008 Demonstrators User Manual Page 23 of 206

24 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. 10/11/2008 Demonstrators User Manual Page 24 of 206

25 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). 10/11/2008 Demonstrators User Manual Page 25 of 206

26 Figure 17: Errors in Criteria creation 10/11/2008 Demonstrators User Manual Page 26 of 206

27 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 10/11/2008 Demonstrators User Manual Page 27 of 206

28 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. 10/11/2008 Demonstrators User Manual Page 28 of 206

29 Figure 22: Upload contract documents Hint: Incomplete calls (lacking contract documents) are also indicated in the homepage (Figure 23). Figure 23: Incomplete calls indication 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. 10/11/2008 Demonstrators User Manual Page 29 of 206

30 Figure 25: Publish contract notice Hint: Incomplete calls (lacking a published contract notice) are also indicated in the homepage (Figure 26). Figure 26: Incomplete calls indication 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). 10/11/2008 Demonstrators User Manual Page 30 of 206

31 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. 10/11/2008 Demonstrators User Manual Page 31 of 206

32 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. 10/11/2008 Demonstrators User Manual Page 32 of 206

33 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). 10/11/2008 Demonstrators User Manual Page 33 of 206

34 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. 10/11/2008 Demonstrators User Manual Page 34 of 206

35 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). 10/11/2008 Demonstrators User Manual Page 35 of 206

36 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 10/11/2008 Demonstrators User Manual Page 36 of 206

37 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 10/11/2008 Demonstrators User Manual Page 37 of 206

38 To unlock tenders, 1. The user clicks on (Figure 36). Figure 36: Unlock tender 10/11/2008 Demonstrators User Manual Page 38 of 206

39 2. The audit trailing process is initiated as displayed in the pop-up window (Figure 37). Figure 37: Audit trailing in tenders unlock 10/11/2008 Demonstrators User Manual Page 39 of 206

40 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). 10/11/2008 Demonstrators User Manual Page 40 of 206

41 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 10/11/2008 Demonstrators User Manual Page 41 of 206

42 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. 10/11/2008 Demonstrators User Manual Page 42 of 206

43 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). 10/11/2008 Demonstrators User Manual Page 43 of 206

44 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. 10/11/2008 Demonstrators User Manual Page 44 of 206

45 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. 10/11/2008 Demonstrators User Manual Page 45 of 206

46 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). 10/11/2008 Demonstrators User Manual Page 46 of 206

47 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). 10/11/2008 Demonstrators User Manual Page 47 of 206

48 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). 10/11/2008 Demonstrators User Manual Page 48 of 206

49 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. 10/11/2008 Demonstrators User Manual Page 49 of 206

50 Figure 49: Call with no technical criteria defined 16. As soon as the evaluating staff user has finished with the evaluation of all 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. 10/11/2008 Demonstrators User Manual Page 50 of 206

51 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). 10/11/2008 Demonstrators User Manual Page 51 of 206

52 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 10/11/2008 Demonstrators User Manual Page 52 of 206

53 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. 10/11/2008 Demonstrators User Manual Page 53 of 206

54 Figure 54: Call with no financial criteria defined 22. As soon as the evaluating staff user has finished with the evaluation of all tenders financial documents, the financial document s page s refreshed to display the current evaluation status (Figure 55). 10/11/2008 Demonstrators User Manual Page 54 of 206

55 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. 10/11/2008 Demonstrators User Manual Page 55 of 206

56 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). 10/11/2008 Demonstrators User Manual Page 56 of 206

57 Figure 57: Score calculations b. Tenders rejected during the various phases are displayed below Rejected tenders. 10/11/2008 Demonstrators User Manual Page 57 of 206

58 Figure 58: Tenders ranking 10/11/2008 Demonstrators User Manual Page 58 of 206

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