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05 April, 02:47:57
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To win Prozorro tenders, at first the supplier of goods, services, or works needs to learn how to participate in them – to start using the instrument of their victory.
Framework agreement procurement is a procedure used by government contracting authorities for typical purchases of goods or services that are repeated year after year, such as fuel, food, office supplies, medical supplies, etc.
A framework agreement is concluded with several participants (minimum three) for a period of up to 4 years to determine the basic conditions for the purchase of individual goods and services for the conclusion of relevant procurement contracts during the term of the framework agreement.
Stages of bidding under the framework agreement:
Thus, the procedure consists of two stages:
Any supplier who can offer a subject of procurement with appropriate characteristics and is not subject to disqualification by the requirements of the Law on Public Procurement may participate in the first two stages. Only suppliers approved by the customer can take part in the second stage.
The procedure for participation in the first stage of bidding under the framework agreement is most similar to the procedure for participation in open bidding with publication in English. You can master its algorithm using our simple instructions. Please note that only those users who have been identified can take part in the competitive dialogue. For information on how to do this, read the instructions for identifying a Prozorro supplier.
Click the "Login" button in the upper right corner of the page. Enter the data in the form and click the "Login" button (Fig. 1) or select "Authorize with QES/AES" or "Authorize with EHealth".
Fig. 1
If you don't have an account, you can create one by following our simple Prozorro registration guide.
Go to the public procurement section of the SmartTender electronic trading platform. To do this, click on the corresponding item of the main menu on the main page of the site (Fig. 2).
Fig. 2
In the filter on the left, select "Concluding a framework agreement" in the section "Type of bidding" (Fig. 3).
Fig. 3
To find a suitable tender, you can enter the name of the desired procurement item (for example, sugar), the USREOU code of the organizer, or the procedure code directly in the search bar (Fig. 4).
For better results, use the other filters on the left. Then a smart search will return the most relevant results.
Fig. 4
If you have found a purchase that suits you, you can proceed immediately to apply for participation in the auction. However, before doing so, we recommend that you familiarize yourself with the detailed information about the purchase to know which documents are required by the auction organizer. This can be done by clicking on the name of the purchase (Fig. 5).
Fig. 5
A page with detailed information about the tender will open on the screen. In particular, tender documentation is located here – the most important procurement information that every Prozorro supplier needs. All the customer requirements are here.
You can download the tender documentation for detailed reading by clicking on the appropriate marks opposite the file names or the "Download all files" button (Fig. 6).
Fig. 6
At the stage "Acceptance of proposals", if necessary, you can ask a question about the conditions of the purchase (qualification requirements for the supplier or the subject of the purchase).
To ask the organizer a question, go to the "Questions" tab, select the subject of discussion and click "Ask a question" (Fig. 7).
Please note: You can apply for clarifications no later than 10 days before the end of the acceptance of proposals period.
Fig. 7
At the stage "Acceptance of proposals", you can leave a requirement/complaint about the terms of the purchase.
To leave a requirement to eliminate the violation or a complaint about the terms of the tender documentation, go to the "Requirements/complaints about the terms of the procurement" tab, select the subject of the appeal and click "Submit a request" or "Submit a complaint" (Fig. 8).
Please note: Claims can be submitted no later than 10 days before the end of the acceptance of proposals period, and complaints – no later than 4 days before the end of the acceptance of proposals period.
Fig. 8
If necessary, you can order a free legal consultation or full legal support from SmartTender specialists. To do this, click the "Legal assistance" button on the page of detailed information about the tender (Fig. 9).
Fig. 9
Please note that participation in public procurement is paid for by suppliers (Prozorro tariffs). Therefore, you first need to top up your balance by clicking the "Create Account" button (Fig. 10).
Fig. 10
Read more about how to pay for participation in the auction in our instructions for topping up the Prozorro balance.
To take part in the procurement, click the "Submit offer" button and go to the page for submitting an offer (Fig. 11). This can also be done on the trade search page (Fig. 12).
Fig. 11
Fig. 12
The offer submission page will open on the screen. First of all, download the necessary documents by clicking the "Choose files" button. Their content and design must meet the requirements specified by the procurement organizer in the tender documentation (Fig. 13).
Please note: The file size must not exceed 49 MB.
Fig. 13
You can add the following types of documents:
After downloading the documents, you can sign them with the QES/AES. To do this, click "Signing QES/AES files" (Fig. 14), select the required files, and click "Sign selected".
Fig. 14
After that, a pop-up window of QES/AES overlay will appear on the screen (Fig. 15). Download the signature file, enter the key protection password, and click the “Sign” button.
Fig. 15
You can also set the confidentiality of documents by restricting access to other providers for viewing. To do this, check the box next to the uploaded document and indicate the reason for confidentiality (Fig. 16).
Please note: Confidentiality setting is possible only for document types: specifications, estimate and price offer. Documents confirming compliance and qualifications are available for public viewing.
Fig. 16
When creating a tender, in addition to determining the winner by price, the organizer can also specify other (non-price) evaluation criteria, such as payment terms, work completion time, warranty service, operating costs, etc.
The organizer can define one or more non-price criteria, according to which it applies the total weight and evaluation logic. The total weight of all non-price offer criteria cannot exceed 30%.
When submitting an offer in this case, it is necessary to indicate non-price indicators (1), according to which the offer correction coefficient is automatically calculated. This coefficient is used to determine the reduced amount of the offer (2) (Fig. 17).
Fig. 17
The organizer can divide the purchase into separate lots, while maintaining the homogeneity of the subject of the purchase between all lots (the first four characters of the classifier DK 021:2015 match).
Lots may differ in the quantity of goods or services, the expected cost, the place of supply, the level of classification of the subject of the purchase, and non-price criteria.
In a multi-lot purchase, the supplier can submit one offer for one or more lots at the same time. For a detailed review of information on lots on the page for submitting an offer, click "+ Participate" (Fig. 18)
Fig. 18
When creating a tender, the organizer specifies the criteria that the supplier must meet. The list of requirements is displayed on the page of detailed information about the tender/lot in a separate block "Electronic tender documentation" (1). To view the list of requirements (2) and the confirmation method, expand the list (3) (Fig. 19).
Fig. 19
Read more about the criteria in our article.
After completing the upload of documents, enter your price offer for the subject of purchase in the appropriate field (Fig. 20). If there are subcontractors, also provide additional information about them.
Please note: The price offer should not exceed the expected purchase price indicated by the organizer in the tender announcement.
Fig. 20
Be sure to put a check mark to confirm compliance with the qualification requirements (Fig. 21).
After completing all the steps, you can submit an offer. To do this, click the "Send an offer" button at the bottom of the page (Fig. 21).
Fig. 21
Your proposal will be saved as a draft. To activate the offer, it is necessary to impose a QES/AES, because without imposing a QES/AES it will be invalid. Specify the key type, select the signature file, write the password to it and click the "Sign" button (Fig. 22).
Fig. 22
After the successful submission of the offer, the message "Offer submitted and signed by QES/AES" will appear on the screen, and the status of the offer will change to "Offer submitted. The proposal is signed by QES/AES" (Fig. 23).
Fig. 23
The counter on the procedure page will show when the auction for your purchase will take place (Fig. 24).
Fig. 24
At the "Prequalification" stage, the customer reviews all tender offers and publishes the review report.
In case of inconsistencies in the offers of the participants, the customer publishes a notice with the requirement to eliminate the inconsistencies in the offer. In response, suppliers must justify the deadline for proposals.
The message contains the following information:
The message about the need to eliminate inconsistencies in the supplier's offer will be displayed on the tender's detailed page (Fig. 25).
Fig. 25
You will also receive an email notification (Fig. 26).
Fig. 26
In this case, you need to justify an arbitrary form, that is, upload the documents to the proposal as "Documents confirming qualifications" (Fig. 27).
Fig. 27
If several requirements were presented to you, information about them will be stored as history on the detailed page of the tender, indicating "Period" and "Description" (Fig. 28).
Fig. 28
Please note! The proposal will be considered corrected after the end of the 24-hour correction period. At this time, the organizer will receive a message as many times as the offer will be changed during the allotted time.
Before the justification period ends, you have the opportunity to add confidential documents to the proposal and/or replace them. At the same time, the privacy settings are copied from the previous version of the document. It is impossible to delete sent documents.
After the completion of the time for correction, the organizer may reject your proposal if justification is not provided or for another reason provided for by the Law of Ukraine "On Public Procurement", or recognize the proposal as justified.
After the customer publishes the tender review protocol, the electronic procurement system automatically sends a message to all tender participants and publishes the list of participants whose tender offers have not been rejected by the Law of Ukraine "On Public Procurement".
If you have been admitted to the auction, the system will send you an e-mail with the link to the auction, information about submitting an offer, admission to the auction, and other necessary data.
Those participants who offer the most favorable offer during the bidding process win the auction. There must be at least three winners. They sign a framework agreement for up to 4 years. The price offers based on the results of the auction are fixed in the contract.
When there is a need for a certain volume of goods or services, the customer announces the second stage of bidding, and only those suppliers with whom a framework agreement is signed participate in it.
If you are a party to the agreement, you will receive an e-mail invitation (Fig. 29) and a request to update the price per unit of goods (or provision of services) pre-recorded in Prozorro. The price can be left unchanged or reduced. During the publication of the second stage of bidding, the customer can set a new price per unit or exclude you from the framework agreement, about which the system will notify you with a notification in your account and a letter to your e-mail.
Fig. 29
According to the terms of the framework agreement, the customer can specify in the tender documentation "Draft framework agreement" the maximum number of times when the participant may not submit an offer for the announced purchases, after which the participant will be excluded from the framework agreement.
If you are admitted to the second stage of bidding, first you need to find the purchase itself. To do this, in the filter located on the left, select the item "Selection for procurement under a framework agreement" in the subsection "Trading type" and find the procurement for which you have already concluded a framework agreement (Fig. 30).
Fig. 30
Having found the card of the relevant tender, go to the page of detailed information on the tender. To do this, click on the name of the item of purchase or click "Submit an offer" and immediately go to the offer submission page (Fig. 31).
Fig. 31
The second stage of bidding takes place by analogy with the simplified procurement procedure. Therefore, you only need to submit your price offer again by clicking "Send offer"/"Send" (Fig. 32). The price can be left unchanged or reduced.
Fig. 32
Since you provided all the necessary documents at the first stage, you do not need to do it again.
To activate the offer, it is necessary to impose a QES/AES, because without imposing a QES/AES it will be invalid. Specify the key type, select the signature file, write the password to it and click the "Sign" button (Fig. 33).
Fig. 33
After successful proposal submission, the message "Proposal submitted and signed by QES/AES" will appear on the screen, and the status of the proposal will change to "Offer submitted. Proposal signed by QES/AES" (Fig. 34).
Fig. 34
The winner of the auction will be the supplier who offers the lowest price.
During the "Qualification" period, the customer reviews the winning proposal and approves or rejects it. According to the result of the second stage of procurement under the framework agreement, the customer concludes a separate contract with the winner for the supply of goods or the provision of services.
If the customer wants to purchase under this agreement again, the scheme described in this paragraph is repeated.
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