List of Documents to Participate in the Prozorro Tender

 

A large number of suppliers do not use the opportunity to increase their income by participating in public procurement only because of the need to collect a certain set of documents confirming their compliance with the customer's requirements. How to figure out what exactly it should be? The SmartTender.biz decided to facilitate this task for suppliers and prepared a list of basic documents that will be required to participate in any government tender.

 

Is There a Universal List of Documents for Participation in the Tender?

Unfortunately, it is impossible to draw up a universal list of documents for participation in any procurement of goods, services, or works, since the requirements of customers depend on the type of the procurement item. For example, a tender for the purchase of gas, electricity, or pharmaceuticals requires the supplier to have the appropriate licenses. And to win the tender for the repair work, it is necessary to draw up an estimate correctly.

 

Despite this, there is still a standard list of documents that will come in handy for you to participate in any government tender.

 

List of Standard Documents for Participation in the Procurement

The list of standard documents includes the following:

 

     1. Documents proving your identity

To verify your identity, you must provide the following documents:

• • a copy of the passport (pages 1-6 and those that indicate the place of residence);

  • or a copy of another document under Art. 13 of the Law "On the Unified State Demographic Register and Documents Confirming the Citizenship of Ukraine".

 

Usually, a copy of the passport is requested from individual entrepreneurs, but the customer can also request it from the director or an authorized person of the company.

 

     2. Articles of Association or another founding document of your company

Typically, a government customer will require you to provide one of the following documents:

• an original or copy of the latest registered version of your company's charter;
• or an original or a copy of another constituent document of your company;
• or a copy of the description signed by the state registrar, with the help of the code of which you can check the latest version of such a constituent document through the official website (the requirement is established for a participant - a legal entity ).

 

The provisions of the charter, submitted by a participant with the organizational and legal form of business: a limited liability company and a company with additional liability, must comply with the requirements of the Law of Ukraine "On limited and additional liability companies".

 

     3. Documents confirming the status of a taxpayer

To confirm your taxpayer status, you will need the following documents:

     1. If you are a VAT payer

• • • copy of the certificate or certificate of the VAT payer;

    • copy of an extract from the register of VAT payers.

     2. If you are a single tax payer:

• • • a copy of the certificate or certificate of the single tax payer;

    • copy of an extract from the register of single tax payers.

 

     4. Confirmation of the absence of grounds for refusal to participate in the procurement procedure

The state customer will ask you to confirm that there are no grounds for rejecting your tender proposal, as defined in parts 1 and 2 of Art. 17 of the Law "On Public Procurement". They are available now as electronic fields on the Bid Submission page. These are, in particular, the following grounds:

1. 1. Committing crimes for selfish motives.

   2. Committing economic crimes (anti-competitive actions).

   3. Committing corruption offenses.

   4. Committing offenses related to the use of child labor or any form of human trafficking.

   5. Arrears in the payment of taxes and duties (mandatory payments).

   6. Initiation of bankruptcy cases.

   7. The presence of other circumstances for refusing to participate in the procurement procedure.

 

You can confirm the absence of the listed grounds for refusing to participate in the manner indicated by the organizer in the conditions of the tender documentation:

1. 1. Only by ticking the appropriate checkboxes on the offer submission page.

 

 

     2. By putting a corresponding mark in the check-box, uploading a certificate on the absence of grounds for rejecting your tender offer in any form, and/or filling in a text field to confirm that there are no grounds for rejecting a tender offer:

 

 

     5. Confirmation of compliance with technical requirements

The organizer independently prescribes in the conditions of tender documents a list of documents that must be uploaded to confirm the technical compliance of the supplier. These documents can be:

• • references in any form;

  • licenses;

  • certificates.

 

Your proposal should always contain a copy of the Attachment to the Bidding Documents that the customer is proposing, signed by you as an agreement that your proposal meets the requirements. Beforehand, you should carefully read the document "Technical requirements" and correct some of the phrases. For example, if a customer has indicated that this or that parameter "must meet" to something, then you must definitely replace this expression with "meet". It will also not be superfluous to add a letter of agreement with the technical conditions.

 

     6. Confirmation of experience in performing a similar contract

The organizer may ask you for a copy of one similar agreement for the last year or several years, with all the annexes specified in the agreement, and with all acts of acceptance and transfer of goods.

 

The customer independently prescribes in the conditions of the tender documents a list of documents that must be uploaded to confirm compliance with the qualification criteria.

 

     7. Documents confirming the authority to sign tender documents

Such a document may be a protocol of the founders and/or an order of appointment, a power of attorney (if signed by another authorized person of the participant), or another document confirming the authority of the representative of the participant to sign documents.

 

     8. Tender or price proposal

This document is drawn up by the template that the organizer attached to the tender documents.

 

How to Understand What Documents Are Needed to Participate in the Procurement?

To understand what documents are required to participate in a particular tender, read the terms of the tender documentation – the organizer is obliged to draw up them by the provisions of the Law "On Public Procurement". The customer does not have the right to demand documents that contradict these norms.

 

If you need additional assistance in the process of preparing documents for participation in the tender, please contact your manager at SmartTender.biz or order a free consultation or full personal support from the site's lawyers.

 

Participate in public procurement and win with SmartTender!