In the case of reopening of competition leading to a specific contract, the contracting authority notifies all the coordinator contacts (CoCos and PCoCos) of the selected contractors per email, that a new request for specific contract (RfSC) has been launched.

This RfSC is made available in the Funding & tenders opportunities portal (Funding & Tenders Portal). The invitation also appears in the notifications area of the portal. 

If you have the role of coordinator contact, you will find your invitations and the related submissions in the section My Invitation(s) on the Funding & Tenders Portal. 

You will first acknowledge that you received the invitation. Then, you will be able to submit.

When in the eSubmission homepage, you can choose the display language by using the button at the top right of the screen:

Navigating your submission

By acknowledging the invitation, eSubmission automatically opens.

At any time during the submission process,

• you can consult the procedure main data and documents by clicking on the procedure reference number button on the left side of the screen.

• you can see which documents have been uploaded by clicking on the  Submission documents  button on the left side of the screen. The list of Submission documents is always instantaneously updated.

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

Notifications about upcoming deadline:

In order to remind you in due time about the upcoming deadline of a procedure in which you are participating, the system will send out an email 5 days before the time limit of receipt of submissions to all contractors who have created a draft submission.

All persons having a role as candidate/tenderer in the Funding & Tenders portal (primary coordinator contact or coordinator contact, see here for a definition) will receive the notification. In the Funding & Tenders portal, the email will also be visible under the section My Notifications.

Follow the link in the invitation mail that you received. The invitation also appears in the notifications area of the portal. 

It will direct you to the My Invitation(s) section (1) in the Funding & Tenders Portal. You can also directly select My Invitation(s) (2) from the main menu on the left to find the invitation to participate in the re-opening of competition.

From the list of invitations on My Invitation(s) page, open the Action menu (3) next to the invitation.

This first step allows you to acknowledge that your organisation has viewed the request. 

Acknowledging the invitation allows the contractor to view the tendering data, by accessing the main details of the procedure: procedure reference number, procedure type and domain, procurement type, payment modality and invitation mode.

You immediately see the time limit to tender (1) and the time limit for questions (2). You will click on Show more (3) to expand the panel and view the full details of the request. You can download the request for specific contract, the draft specific contract and other documents attached by the contracting authority from the expanded panel.

In the case of re-opening of competition, contractors do not need to send any willingness to participate. They will immediately start their submission. 

Tick the box (1) to accept the Terms and Conditions and acknowledge that you have read and understood the Data Protection Notice and click on New submission (2).

At any time during your drafting, you can leave eSubmission by clicking the Leave   button at the top of the page. You will select My Invitation(s) from the main menu on the left of the Funding & Tenders Portal and search for the invitation to proceed further.

If you leave eSubmission just after consulting the request / before clicking on "New Submission", the invitation status is "acknowledged" and to start a submission, you will click on the Action menu that will show a Start New Submission action. Clicking on it will re-direct you to eSubmission.

  As soon as you start submitting, you will be informed in case the procedure is cancelled. Upon procedure cancellation, a cancellation notice will be sent per mail and will be available in the notifications section in the Funding & Tenders portal. The invitation status will be set to cancelled. 

Identification of the participant

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. You can also see which step you are currently in.

You must designate a contact person in order to proceed.

If you are part of a consortium, the details about the consortium leader and the members of the consortium are displayed. The information included in this list has been retrieved from the framework contract.

Click on the edit icon on the right. A form will pop up where you can identify the contact person of the main participant (consortium leader or sole participant). 

 In case the contact person indicated by the submitter does not have an EU Login account, the system will automatically create a temporary EU Login account for the indicated e-mail and will send a message requesting to complete the EU Login registration. In this message, there is no reference to the procedure.

Upload the tender data

The type of information required is determined by the procedure type.

A form pops up. Encode the amount of your offer in the appropriate field (1). 

As from 21/09/2022, the “Total amount” field will not be shown any longer in case of best price-quality ratio awarding method. With this modification we minimise the need of clarifications required in case the encoded tender amount is not identical with the amount included in the uploaded financial tender.

Before being able to proceed to the next step, you need to confirm that your tender complies with the minimum requirements specified in the procurement documents (2).

If you confirm that your tender does not comply with the minimum requirements, it is mandatory to provide an explanation in the 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 (3), you can upload the offer.

Depending on the framework contract and the procedure type, some documents are mandatory. They are marked with a red asterisk. You will not be able to continue until they are uploaded. Following the procurement documents, you might also need to upload one document containing both offers: the financial and technical offers. In that case, you may upload the same document twice but with a different name. The accepted formats vary according to the procedure. Click on the system requirements hyperlink to get the list of accepted file types. 

Upload the mandatory documents in the attachments section. First, select which type of document you are uploading from the list on the right (4). Then, drag and drop the file in the dashed area. Alternatively, click on Choose file to browse your computer.

Once  you consider the tender data is correct and the submission complete, click on  Next> (5). The button will be active only if all mandatory data and documents have been provided.

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

Preview the 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.

Note that if you do not download the submission report at this stage, you will not be able to view it anymore as it will not be accessible on eSubmission. 

The details of the contact person and the submitter are mentioned in the report.

To download the submission report click on this button:

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 .

The system will display a confirmation message similar to this one. 

Click Yes if you want to confirm and continue the submission. You will then no longer be able to modify this submission.

After you have submitted:

• 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). 
• Both the submitter and the designated contact person get the notifications in the Funding & Tenders portal as well. (See the bell icon next to your name.)
• This e-mail notification contains a link to the Funding & Tenders Portal where you can find the Submission Receipt.

• A message is displayed, which includes a number of links to the Funding & Tenders portal:

• Use the Display your submission link to open the relevant section in the Funding & Tenders Portal and find the submission receipt. Your submission will be available in My Invitation(s). Search for the invitation to participate in the portal and click on the submission link in order to display the submission. In the Action menu, you will find the option to view the receipt.

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

Resume a submission draft

If the invitation status is "acknowledged"(1), you can click on the submission link (2) in order to display the draft submission (3). The Action menu next to the draft submission shows an option to edit (4) this draft submission. Clicking on it will re-direct you to eSubmission.

Delete a submission draft

Search for invitation to participate in the portal and click on the submission link (1) in order to display the draft submission. The Action menu next to the draft submission shows an option to delete (2) this draft submission from the Funding & Tenders Portal. Clicking on it will re-direct you to eSubmission where you will confirm that you want to delete it . The Action menu is not available for the tenders with the status Deleted. Once a draft tender has been deleted, it cannot be retrieved by the tenderer. 

Multiple submissions

You can prepare multiple submissions and send several ones until the submission deadline is reached. In that case a pop up will appear informing you on which will be taken into account for the evaluation. 

In case of Re-opening of competition, you can withdraw a submission until the submission deadline is reached and the invitation status is "closed".

Search for the invitation to participate in the portal and click on the submission link (1) in order to display the submission. The Action menu next to the submitted submission may show an option to withdraw the submission. Clicking on it will re-direct you to eSubmission.

You will be prompted to add a reason for this withdrawal and confirm you want to withdraw.

After confirming the withdrawal, you can use the Display your submission link to open the relevant section in the Funding & Tenders Portal and find the withdrawal receipt. Your withdrawn submission will be available in My Invitation(s). Search for the invitation to participate in the portal and click on the submission link in order to display the submission. In the Action menu, you will find the option to view the withdrawal receipt.

Once you have withdrawn a submission, you cannot view, edit or submit it again.