How to prepare your tender in eSubmission

Any economic operator may submit a tender by using the Funding and Tenders Portal link indicated in the contract notice.

Once in Funding and Tenders Portal, you need to click on Access submission: this will redirect you to eSubmission portal, provided that you are logged in with your EU Login account.

First, you need to read and accept the Terms and Conditions and acknowledge that you have read and understood the F&T Portal Privacy Statement and Privacy statement for procurement award and management.

In eSubmission click on New submission to start a new submission or Resume draft to resume a draft submission started earlier. You can also resume your draft from the Funding & Tenders Portal (for more information, see the section Manage submissions in Funding & Tenders Portal in this guide).

Navigating in eSubmission

When you start your submission you will see a progress line on top of the screen. This line shows all the steps you have to go through before submitting your tender. You can also see which step you are currently in.

At any time during the submission process you can see which documents have been uploaded by clicking on the Submission documents button on the left side of the screen.  

Nothing is submitted to the contracting authority until you have clicked the Submit button at the end of the submission process.

Ways to submit   

When you start a new submission, you will be asked to indicate:

• how you will submit your tender: Sole submission or Joint submission,
• if the submission will involve subcontracting,
• in what language the submission will be made.

After you have made your choice, click on the button Next at the bottom of the page.

Parties

In this section you must identify the organisations participating in your submission (participants). Click on New party and select the type of participant: main participant (in case of sole submission), group leader or group member (in case of joint submission) and subcontractor (if applicable).

All participants, except subcontractors, must be identified with a PIC – Participant Identification Code.  To check if an entity already has a PIC (i.e. is already registered in the Participant Register), use the  Search organisation field. There are two search options:  My organisations or Other organisations.

My Organisations :  Click on the drop down to display the list of organisations which the logged-on user has used in previous submissions or for which s(he) been assigned a role (e.g. self-registrant, LEAR or account administrator). These are the same organisations which users can see under “My organisations” tab on the left menu in F&T Portal after logging with their EU Login account.

Other Organisations: You can search the organisations registered registered in the Participant Register by entering the organisation name or PIC (Participant Identification Code).

If the search shows no results, the organisation must register to obtain a PIC. After your organisation is registered, you can go back to eSubmission and select the newly created PIC using one of the two search options.

The data associated with the PIC in the Participant Register will appear on the screen and you will be asked to provide the following mandatory data/documents:

• for the Main participant or Group leader:
  • Contact Person (name and e-mail address)
  • IBAN/Bank account number
    If the bank account has IBAN code, you should tick the the "IBAN" checkbox and eSubmission will verify if the IBAN bank account is valid.

• for all participants: Declaration on Honour (duly completed and signed) in the Attachments section.

In the Contact Person section, the user can indicate himself/herself (the name is already prefilled) or another person as the contact person for the tender submission. The Contact Person receives the role Primary Coordinator Contact  (PCoCo) in the Funding & Tenders Portal and the user submitting the tender (if different from the Contact Person) - the role  Coordinator Contact  (CoCo). 

If the PCoCo does not have an EU Login account, a temporary EU Login account will be automatically created based on the Contact Person email address and the person will be invited by email to complete the EU Login registration. The invitation will be an automatic system message with no reference to the procedure.

In the Attachments section of each participant you can upload the participant’s documents requested by the contracting authority with the tender. Check the tender specifications to identify which documents for which participant must be included in the submission.

Click  Done  when you are ready. 

Once you have passed the “Ways to submit” step, it is no longer possible to change the structure from Joint submission to Sole submission or vice versa. In case you want to modify the structure of your submission or change the Group leader, you need to create a new submission overwriting your draft submission (all previously entered data and uploaded documents will be deleted).

Click  Next  to move to the next step.

Lots

In a procedure with several lots, choose the lot(s) for which you would like to submit a tender and then click on the button Next.

The identification of participants applies to the submission as a whole. Therefore, if the composition of the consortium is different per lot, you will need to make a separate submission per lot.

Tender data

In this section you need to enter the amount of your tender (only in case of the lowest cost and the lowest price award method - make sure you use the same format as in the example on the screen) and/or confirm if your tender complies or not with the minimum requirements specified in the procurement documents.

If you confirm that your tender does not comply with the minimum requirements, you will be asked to provide an explanation in a dedicated text box. The confirmation of the compliance or non-compliance and the explanation in case of non-compliance will be reflected in the submission report.

After clicking on the Save button you can upload the financial tender and, if required by the contracting authority in the tender specifications, the technical tender. You can upload more than one file as technical/financial tender.

Once you consider the tender data correct and the submission complete, click on Next . The button will be active only if all mandatory data and documents have been provided.

At this stage, your draft tender, including all your documents,  is not submitted yet .

Submission report

The submission report is generated by the system and is part of the submission. The report lists all the documents included in the submission.

eSubmission automatically generates and adds the submission report to your submission. You can consult the report on the screen or download it for your own records (before submitting the tender). You don’t need to sign and upload the signed report in eSubmission.

After viewing the submission report, if you consider the submission complete and ready for submission, click on Next to continue.

The submission report is not a proof of submission. You have  not submitted yet . Please proceed to the next step and click on Submit to finalise the submission.

Submit your tender

When you are ready to submit your tender, click on Submit. The system will display a confirmation message.

Click Yes if you want to confirm: you will no longer be able to modify this submission .

Please note that the system will not allow you to submit if the time limit for receipt of submissions has been reached.

When less than one day is left until the submission deadline, eSubmission  shows the remaining hours/minutes until the deadline. 

An e-mail notification will be sent to the email address of the Contact Person indicated in the tender (PCoCo) and the  email address (if different) linked to the EU Login account used to submit the tender (CoCo). This e-mail notification contains a link to the Funding & Tenders Portal where the Submission Receipt  can be found .

Note that the owners of the PIC used in the submission will be informed.

The Submission Receipt constitutes proof of compliance with the time limit for receipt of submissions.

Manage submissions in Funding & Tenders Portal

To enter your private area of the Funding & Tenders Portal you need to authenticate yourself by using the Sign in button of the Funding & Tenders Portal at the top right end of the home page (enter your EU Login and password).

View submissions

Under the section My area on the left the PCoCo/CoCo will find the submissions under Procurement centre / Submissions section.

A search field is also available on the right above the list of submissions.

Submissions section 

For each submission PCoCo/CoCo can see the procedure reference number, the submission ID, the date of the last action performed and the submission status (draft, submitted, withdrawn, deleted), the deadline, the lot (if applicable), the procedure title and the procedure type.

The menu button (three dots) on the right of each submission (unless the submission has been deleted) allows the PCoCo/CoCo to perform different actions, depending on the submission's status.

For submissions in Draft status:  

• Edit: eSubmission opens the screen you were in when you left  the application. You can now edit your submission in eSubmission.
• View:  eSubmission opens the screen you were in when you left the application. It is not possible to edit the submission as you are viewing it in read-only mode. 
• Delete: the draft submission will be deleted from the Funding & Tenders Portal.
  
  

For submissions in Submitted status:  

• View Receipt: the submission receipt is displayed.
• Withdraw (available only before the deadline for submission): provide the reason to withdraw the submission and confirm by clicking on the Withdraw button. Once you have withdrawn a submission, you cannot view, edit or submit it again.
  
  

For submissions in Withdrawn status: 

• View Withdrawal Receipt: the withdrawal receipt is displayed.
  
  

For submissions in Deleted status:

There are no actions available for tenders with status Deleted. Once a draft tender has been deleted, it cannot be retrieved by the tenderer.