To win in public procurement, the participant should follow the main rule – to be careful when preparing and submitting a tender offer, so that the organizer does not have grounds for disqualification. In this material, together with Maryna Tolochko, the head of SmartTender's customer relations department, we offer to consider the TOP 3 mistakes of our suppliers, due to which they lost the opportunity to win, and also we figure out how to avoid them.

1. In open trades with features (one lot), they cannot understand where to upload documents to the offer: to the general offer or in the field to the lot itself

In this case, documents are uploaded according to the following rules:

1. Upload the entire package of documents to the general offer. However, if you upload a package of documents in the field next to the lot itself, it will not be an error and your offer will also be submitted correctly.

2. If among the requirements of the organizer as part of the tender offer, it is necessary to provide tender security and at the same time in the field for the lot in the electronic documentation "Type and conditions of providing security for tender offers" it is necessary to confirm with a document – upload the file directly in the lot and mark the file type "Confirming compliance".

All other documents for the offer can be downloaded both on the general page and separately for the lot.

Also, do not forget to sign the tender offer with an electronic signature. In addition, I recommend signing each document in the tender proposal separately with an electronic signature (even if there was no such requirement from the organizer). On our site, you can sign all documents with one click in a few seconds – this will save you a lot of time.

2. They sign the tender documentation with AES instead of QES

Be sure to read carefully in the tender documentation what the organizer's requirement is for signing the offer.

If it is indicated that you may use only the QES to sign the proposal and documents, use only a qualified electronic signature.

If it is indicated that the AES/QES can be used, in this case, you have the right to sign the offer and documents to it either with a qualified or advanced electronic signature.

You can check your signature on the CCO website:

1. On the website, select the section "Trust services" – "Sign the document".
2. From the "Sign the file using" list, select "Electronic signature".
3. Download the key file, enter the password from it, and click "Read".
4. Upload any file to be signed and click "Sign".
5. View information about your signature type.

If you have already submitted an offer and want to check your signature, watch the video instructions on how to check the QES/AES on the site.

3. In open tenders with features, they do not know how to correctly calculate how many days are left to upload the winner's documents

I would like to remind you that the winner of the tender must provide the customer with the documents by publishing them in the electronic procurement system within a period not exceeding 4 calendar days from the date of publication on Prozorro of the notification of the intention to conclude a procurement contract.

And the first day, when the deadline for submission of documents by the winning bidder begins, is the day after the day of the announcement of the intention to conclude the contract. That is, if the intention was published, for example, on 27.03.2023 at 16:30, then you need to submit the documents by the end of the day on 31.03.2023 (until 00:00).

Let me remind you what documents the winner may need to confirm the absence of grounds by Art. 17 of the Law "On Public Procurement":

1. Information certificate from the Unified State Register of persons who have committed corruption or corruption-related offenses (clauses 2, 3, part 1, article 17).
2. Excerpt from the information and analytical system "Accounting of information on bringing a person to criminal responsibility and the existence of a criminal record" (clauses 5, 6, 12, part 1, article 17).
3. Reference (information) about bankruptcy (clause 8, part 1, article 17).
4. Certificate on the absence of arrears for the payment of taxes and fees (clause 13, part 1, article 17).

To avoid situations in which you do not have time to receive the necessary certificate by the deadline set for the winner, order the documents in advance, and not when the organizer has already published the intention.

Learn more about the necessary certificates from the article "How and where to obtain documents to confirm the absence of grounds under Art. 17 of the Law in wartime", which was prepared by our lawyers.

If you have any questions, contact our support service at 0 800 75 10 10.

Learn from other people's mistakes and successfully participate in procurement together with SmartTender!