How do I create a Contract Notice for OJEU?

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1 Introduction Welcome to the Delta E-Notice service for creating, transmitting and managing your contract announcements electronically for the OJEU and lower value contract announcements. Delta E-Notice is a dedicated service, using BiP's XML gateway to ensure that contract information is transmitted electronically for publication in OJEU. E-Notice 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, E-Notice provides you with the option to choose Nature and Procedure type (eg Service, Restricted) and each form is interactive meaning you only complete what is relevant to your advertisement. 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 and a report writer for producing the annual statistical return of contract award information. 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 like your address details. How do I create a Contract Notice for OJEU? You will first need to create a Tender Exercises to submit a notice. For further assistance on this please visit the Tender Exercise section. Once your tender exercises is created you can then click on the Add Notice button shown below;

2 You will then be asked to choose what type of contract notice you wish to publish. Further information on each type of notice can be found by clicking the Question Mark next to each notice. Notices are also split in to OJEU notices and Low Value notice. Create your notice by simply clicking on the type of contract you wish to publish.

3 Choosing a Contract Notice for publication in OJEU will display a simple menu for you to use;

4 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 Each section of the Contract Notice has an Edit button that will allow you to jump straight to that section alternatively you can click next to allow the E-Notice to guide you through completion of the notice. Any section of the notice that is mandatory for publication is denoted by the following icon The first section of the notice are preliminary questions. You must answer these to allow the E- Notice service to calculate your minimum timescales for publication in OJEU. In addition, this section contains the title that OJEU will give your notice once published.

5 *Please note that your title given by OJEU is selected using your first CPV code in the format; Country Code - Town: 1st CPV code Adding Lots If you are using Lots in your OJEU Notice select Yes in section II.1.8 Clicking Next on the toolbar and you will be taken to your first Lot to complete the details. Once you have complete the Lot details you can then click Next to move on to the next section of your notice or click on the Back to Index button at the top of the page to add more Lots. Once in the Index of your Contract Notice you will see the Add Lot button.

6 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. You will now be able to click Edit and complete the information for your first Lot. To validate your notice you but follow all the screens through or you can click Edit next to the Management Information section and then Proceed. This will give you the Validate button as shown below Once you click on the Validate button the E-Notice service will validate all of your information to ensure that you are sending your contract notice to OJEU compliantly, that all of the mandatory sections have been complete and that the minimum timescales have been allowed for. To review any validation errors found in your notice click Edit next to the section containing the

7 errors. Project will highlight the section that requires your attention On sections that require minimum dates to be entered if your chosen date is invalid the system will prompt you on the first permissible date;

8 Once you have corrected any validation errors that have been found and you click on the Back to Index button if you notice is now valid for publication you will see the publish button as below; Simply click on the Publish to submit your notice. The E-Notice service will then ask you to confirm publication;

9 Click OK to go ahead and publish or Cancel to go back and edit the notice. Once you have clicked OK you will then have the following confirmation; You have 3 options at the point View Notice - This allows you to view the information submitted for publication Back To Tender Exercise - Will take you back to the tender exercise section List Tender Exercises - Will show you all of your created tender exercises How do I submit an Amendment to a published contract notice? Click on the title of the contract notice you wish to submit an amendment for from within the tender exercise.

10 Once you click on the title you will see the following toolbar; Now click on the Add Addendum button to create the notice. As with your OJEU contract you will now see an index for your Addendum:

11 This idex will also show any associated notices relating to the 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. The E-Notice service will only ask for additional information depending on what you choose in

12 this section. As with your OJEU notice when once you have gone through each section of the addendum you will then see Validate button. Click on the Validate button to ensure that you addendum is compliant for publication. If no validation errors are found you will then see the Publish. How do I create an Contract 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;

13 Click on the Add Contract Award Notice to create the contract award notice.as with your OJEU contract you will now see an index for your award. 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. 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

14 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 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.

15 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.

16 Enter you search term in the box and click on the search button. Any results found will then be displayed as shown below.

17 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. NUTS Search

18 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.