Prozorro

What things need to be completed by the end of 2021 to celebrate the New Year with a smile? In this article, we have compiled a list of useful tips for government customers that will help you forget nothing and prepare in advance for the new year.

The main thing that authorized persons need to do before the end of the year is to get tested. Indeed, starting from January 1, 2022, authorized persons who have not passed the test will not be able to conduct purchases (including simplified ones) in the electronic system.

At the time of signing the actions in the electronic system, a check will be carried out that the QES/AES belongs to an authorized person who has been tested on the website of the Authorized Procurement Body in Ukraine. The check will not pass when working with such procedures:

- subthreshold purchase;
- direct order from the catalog (up to UAH 50,000);
- purchase without using an electronic system;
- plans (up to UAH 50,000);
- agreements with annexes to them (where the amount also does not exceed UAH 50,000).

The test results are linked to the identification code, passport series, and number or ID-card number of the person who passed it. Therefore, the system will not check whether the person is authorized by the company, therefore, the responsibility for the correct disclosure of information remains with the customer. You can check whether the QES/AES belongs to an authorized person who has passed the test using the “Identification of the Authorized Person” function in the customer's account at SmartTender.biz.

Therefore, we advise you to organize your workflow in such a way that all system users who have to publish procedures are tested. This can be done at the link: https://exam.prozorro.gov.ua/entry

This article provides answers to frequently asked questions about testing and links to a list of test questions. You can also watch a recording of a joint webinar from SmartTender, Prozorro, and KSE specialists – “60 minutes about authorized persons from KSE and Prozorro”.

All decisions are made public by the authorized person by paragraph 2 point 7 part 10 article 11 of the Law "On Public Procurement". Therefore, the customer needs to be empowered in advance by January 1, 2022.

If an authorized person does not have access to the site, the administrator of the account can register them as a new user of the organization. The corresponding instruction No. 210 "Creating a new user (account) and adjusting user accounts" is available in the customer's account at SmartTender.biz.

Also, the customer needs to issue an internal order to continue working with the procedures published in 2021 under the responsibility of the tender committee.

Many customers have already started working with plans, defining procurement items and types of procedures, and have almost completely distributed the load, but we would like to remind you once again about the possibility of mass adjustments in the SmartTender.biz account. This will simplify the work of authorized persons in the next year.

Details about planning possibilities are described in instruction No. 169 “Procurement plan. Creation and modification. Creating a procedure according to the plan and linking the procedure to the plan” in the customer's account.

The nomenclature of the electronic catalog is constantly expanding, so, perhaps, when planning the demand for the next year, you will already be able to find the required position and decide on the purchase method. Also, before the end of this year, you can quickly buy food, drinking water, gasoline, or electricity using the saved funds. These and many other useful products are available on the marketplace.

Our checklists will help you to understand the purchase in Prozorro Market procedure:

1. Direct purchase.
2. Purchase by request for price proposals.

If these are your first New Year's purchases in the market, then our step-by-step instructions in the customer's account in the "Work Instructions" function will also come in handy.

We have improved the reports available to customers so that now you can analyze your work in the system even more efficiently. To get detailed analytics on purchases, go to the "Reports" section in your personal account at SmartTender.biz.

You can also use the analytical report on the monitoring of the State Audit Service of Ukraine and under contracts. Based on the information received, it is possible to prepare data for extending the terms of contracts in 2021 and to prepare contracts in advance for implementation at the beginning of 2022.

We remind you that contracts must be renewed before their expiration date. In most cases, the closing date of this year's transactions is 12/31/2021. If you need to extend the contract for the purchase of an additional volume of 20%, draw up an additional agreement to extend the terms of the contract, and then to purchase an additional volume. Pay attention to the execution of contracts in terms of payment.

The algorithm of actions is described in the instruction No. 215 “Changes to the contract. Execution and termination of the agreement” in the personal account of SmartTender.biz. You can also read our article "How to report on the execution or termination of a procurement agreement".

We wish you and your loved ones health, a happy end of the year, and successful purchases in 2022!

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