On this page you will find the guidelines on how to submit the tender in first round or revised tender in subsequent round(s) of the negotiated procedures and competitive procedures with negotiation without publication.
For invitation(s) received from TED eTendering see below. |
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Welcome to eSubmission!
eSubmission allows economic operators to respond electronically to EU procurement procedures by preparing submissions (i.e. tenders and revised tenders) and submitting them electronically in a structured and secure way.
The present guidelines apply to the submission of initial tenders in negotiated procedures and competitive procedure with negotiation without publication . In these procedures, only the invited candidates may submit an initial tender which the contracting authority may request to be further revised in a subsequent negotiation round. For more information on the subsequent negotiation round(s), see the guidelines for round 2 / subsequent round(s).
As an economic operator, you can:
Make sure you read the System Requirements.
You can find them on the front page of the eSubmission application and in the attachments section on the Parties page.
If you need help, you can contact our support team, from 08:00 until 20:00 CET/CEST.
ec-funding-tender-service-desk@ec.europa.eu
+32 (0) 229 71063
The support team operates in English only.
You will always access eSubmission in the context of a procurement procedure. You will find published procurement procedures on:
To use eSubmission, you need to be registered in the European Commission’s user authentication service (EU Login).
To respond to a procurement procedure published on the EU eProcurement platform TED eTendering, you also need an account on TED eTendering.
To identify your organisation in the electronic submission, it must be registered in the Commission’s organisations register (Participant Register) and have a PIC (Participant Identification Code). More information on PIC here. Registration is open to all organisations and free of charge.
EU Login is the entry gate to sign in to different European Commission services and/or systems. If you do not have an EU Login yet, you can create an account.
For more information, see the EU Login help.
TED eTendering is the eProcurement platform where EU institutions and bodies publish their calls for tenders.
You can create an eTendering account using your EU login.
The Funding & Tenders Portal is the single entry point (Single Electronic Data Interchange Area) for participants and experts in funding programs and tenders managed by the European Commission and other EU bodies.
From the Funding & Tenders Portal participants can:
Search opportunities in EU funding programs or procurement procedures
Register in the Participant Register
Access the Submission Receipts (proof of submission)
View, edit or delete draft submissions
Withdraw submissions and access the Withdrawal Receipt (proof of withdrawal)
The Commission has set up an online register of organisations participating in EU calls for tenders or proposals in order to apply the "once only" principle: data related to a participant's organisation needs to be submitted only once. Following the registration each organisation obtains a unique Participant Identification Code (PIC). To learn how to obtain a PIC in the Participant Register, please refer to this page.
In the negotiated procedures or competitive procedures with negotiation without publication only the invited candidates may submit a tender.
If you have been selected by the contracting authority, you will receive a notification from TED eTendering inviting you to validate your access to the procurement documents and to submit a tender.
The notification will be sent to your organisation’s email address which the contracting authority has identified in the preparation phase of the procedure.
The notifications can be accessed through the TED eTendering My messages section.
To validate your access to the procurement documents you need to click on the link in the notification. The link will direct you to the call for tenders’ page in TED eTendering where you will see the Submit a tender button.
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).
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.
When you start a new submission, you will be asked to indicate:
After you have made your choice, click on the button Next at the bottom of the page.
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 button. You can search by PIC, VAT number, National Registration number and country. To be able to search by VAT number or National Registration number you need to also select the country.
If the search shows no results, the organisation must register to obtain a PIC. After obtaining the PIC, go back to eSubmission , search by the PIC and select the displayed organisation.
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:
Check the tender specifications to identify the documents that are required for the submission.
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. 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 relating to exclusion and selection criteria. Check the tender specifications to identify which documents for which participant must be included in the submission.
Click Done when you are ready.
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Click Next to move to the next step.
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 .
In this section you need to enter the amount of your tender (only in case of the lowest cost or 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.
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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.
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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.
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.
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The Contact Person indicated in eSubmission receives the role Primary Coordinator Contact (PCoCo) for the submission of the initial tender in the Funding & Tenders Portal. There can be only one Primary Coordinator Contact per submission.
The PCoCo cannot be changed through the Portal. Contact the contracting authority if a new PCoCo needs to be appointed.
The user submitting the initial tender (if different from the Contact Person) receives the role Coordinator Contact (CoCo).
Additional Coordinator Contact(s) (CoCo) can be added or removed in the Funding & Tenders Portal after the contracting authority opens the initial tenders and (if applicable) before it invites the tenderer to submit a revised tender:
To delete a CoCo, click on the delete icon next to their name.
CoCo’s added as described above after the contracting authority has sent an invitation to the tenderer to submit a revised tender through the Portal will not be able to submit the revised tender. Only PCoCo/CoCos who have received the invitation or CoCos who have been added through the “Manage roles” action button on the invitation will be able to submit a revised tender (see the guidelines for round 2 / subsequent round(s).
Manage submissions in Funding & Tenders Portal
To enter your private area of the Funding & Tenders Portal you need to authenticate yourself by using the Login button of the Funding & Tenders Portal at the top right end of the home page (enter your EU Login and password).
Under the section Manage my area on the left the PCoCo/CoCo will find the submission(s) under My Submission(s) section.
A search field is also available on the right above the list of submissions.
For each submission the 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 procedure title, the procedure type and round.
The Action menu 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:
For submissions in Submitted status:
For submissions in Withdrawn status:
For submissions in Deleted status:
The Action menu is not available for the tenders with status Deleted . Once a draft tender has been deleted, it cannot be retrieved by the tenderer.
The PCoCo/CoCo can access this page by clicking on the bell icon at the top right of the screen after having logged in to the Funding & Tenders Portal.
On this page the PCoCo/CoCo can find the following notifications:
In the Preferences tab under Manage all notifications (at the bottom of the notifications list) the PCoCo/CoCo can choose the frequency of Funding & Tenders Portal email notifications. Independently of your choice all your notifications are always available in the section My notifications .
This section, available under Manage my area on the left, is currently not used for procurement procedures.
Go to the second round of the procedure for guidance on how to submit the revised tender
You can find the quick guide for negotiated procedures and other procurement procedures in all the EU official languages in our Quick guides eSubmission section.