How to prepare your expression of interest in eSubmission

Any economic operator may express their interest in a planned low and middle value negotiated procedure published on the Funding and Tenders Portal.

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

In eSubmission click on New submission to start a new registration or Resume draft to resume a draft registration 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 registration you will see a progress line on top of the screen. This line shows all the steps you have to go through before registration of your expression of interest. You can also see which step you are currently in.

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 expression of interest , you will be asked to indicate:

• how you will register your expression of interest: Sole submission of expression of interest or Joint submission of expression of interest,
• in what language the expression of interest 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 expression of interest (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).

All participants 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:

• for the Main participant or Group leader:
• Contact Person (name and e-mail address)

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 expression of interest. The Contact Person receives the role Primary Coordinator Contact (PCoCo) in the Funding & Tenders Portal and the user submitting the expression of interest (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. 

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 expression of interest to Sole expression of interest 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 will be deleted).

Click Next to move to the next step.

Submit your expression of interest   

When you are ready to submit your expression of interest, 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.

Your submission of expression if interest is confirmed.

An e-mail notification will be sent to the e-mail address of the PCoCo/CoCo. This e-mail notification contains a link to the Funding & Tenders Portal where the  PCoCo/CoCo can find the Submission Receipt. Note that the owners of the PIC used in the submission will be informed.

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 expression(s) of interest under Submissions section.
A search field is also available on the right above the list of submissions.

Submissions section

For each registered expression of interest the PCoCo/CoCo can see the procedure reference number, the submission ID, the date of the last action performed and the submission status of registration (draft, submitted, withdrawn, deleted), the deadline, the procedure title, the procedure type and the step.  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 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 the submission with status Deleted. Once a draft submission has been deleted, it cannot be retrieved by the organisation.