Digital envelope: support material for opening proposals

Once a tender announcement has been published in PSCP, with the proposal submission configuration via Sobre Digital, the tool can be accessed to check the status of the file for the submission of bids.

Methods to access the eLicita opener:

1. Through the tender announcement of the Publications Manager, from the e-TEND tab that appears in the image.

2. From the same link indicated in the email, by the board members and custodians, at the time the announcement was published.
3. Through the URL to access all files configured with this method of submitting offers, by identifying with a digital certificate T-CAT or T-CAT P or username and password of EACAT if registered.

• From the Publications Manager, searching for the file and clicking on “e-LICITA”.
• From the URL that appears in the notification email as a custodian.
• Through the URL to access all files available to the user.

If the user is not registered as a user of PSCP they can:

• Access from the URL that appears in the notification email as a custodian.

• Through the URL to access all files available to the user.

At all times, the notes on the bids registered in the tender can be viewed from the opening tool, although their content will not be visible until the envelope opening date configured for each envelope arrives.

The envelopes can be opened 24 hours after the deadline for submitting bids (not before). At the same time, the Digital Envelope tool will send an automatic email to bidders who have submitted a bid, requesting the introduction of the keyword that will decrypt the documents (this automatic sending is done at 8:00 am). Additionally, people with the role of custodian of the bid can manually request the sending of the email requesting the introduction of the keyword, from the same link in the opening tool. The keyword can be requested at any time from 24 hours after the minimum deadline for submitting bids and until the date of opening the envelopes.

The action of requesting a keyword can be repeated as many times as necessary, by one of the custodians, and a reminder email will only be sent to bidders who have not taken the action of entering it. Companies linked to a bid that you have rejected through the opening tool will also not receive the keyword request.

The bidding company configures for each envelope, with the exception of   of Envelope A that does not require encryption to contain the administrative documentation , a keyword, which must be entered into the tool , through the link that will be received in an email, when the custodian takes the action of requesting the keyword. If the company does not enter its keyword, the documents will not be decrypted and the contracting authority will not be able to open them .

You can request all the keywords from the button enabled for the file, or those of a specific envelope from the button enabled on each envelope (with the exception of envelope A), accessing it through the magnifying glass located next to the name of the envelope.

Keyword status changes to Requested:

The documentation in Envelope A can be opened, when the defined opening date arrives (which must be from 24 hours after the submission deadline), without the need for companies to have entered any requested password, in the event that the option to encrypt Envelope A has not been chosen in the configuration. In the event that this has been done, Envelope A will function like any other and will require the introduction of the password to be able to open the documentation.

For the rest of the envelopes, the defined date and time must have arrived and the envelope preceding the configuration must have been opened. In the opening date configuration, you can define either a specific date to open the envelopes, or the opening date configuration must be “from the opening of the previous envelope”. The opening of the envelopes must be cascaded, that is, the tool will not allow you to define an opening date for a subsequent envelope before that of the preceding envelope (e.g., envelope B cannot be opened before envelope A, or C before B) .

The keyword never reaches the contracting authority . Once entered by the bidders, the documents are decrypted and the status of the offer will change in the file. From the moment the status of the keyword of an envelope changes to “Sent”, the offer can be opened, provided that the opening date defined for this envelope has arrived.

To open any of the envelopes (including Envelope A), the custodians defined in the envelope configuration in PSCP must apply credentials to allow opening, at the time defined in the PSCP management tool by the organ administrator . By default, the time for custodians to apply credentials will be 30 minutes before and after the envelope opening time. E.g.: if the constitution of the board is at 2:00 p.m., the custodians will be able to apply credentials from 1:30 p.m. to 2:30 p.m. If after this time, they have not done so, the opening date must be modified in the Envelope configuration in PSCP . This action can be performed as many times as necessary, as long as the envelopes have not been opened.

The concept of Apply credentials refers to the access to the opening tool and to the file and envelope in question, of the minimum quorum of defined custodians (in the default configuration there are two). That is, the two custodians must access the tool, by identifying themselves with their digital certificate (either each from their computer, or, from it, by closing and opening a session, for the access of both). Once identified, each custodian must access the file and the Envelope in question and click on the “Apply credentials” tab.

The “Apply credentials” tab appears on envelopes that are pending to be opened following the order of opening, that is, if envelope A is not open, the tab will appear and once its status has changed to “Open”, the tab will be seen on the next envelope (Envelope B).

When both custodians (or the number of custodians of the minimum quorum) have taken this action, the envelope will be opened if the action of applying credentials is done for envelope A , or the “Open Envelope” option will be enabled if the application of credentials is for an envelope other than A. From then on, the same custodians or any of the members of the table defined in the configuration will be able to access the content (the latter will be able to access, from this moment on, also the tool to open envelopes from the same link by identifying themselves with their digital certificate):

If the members of the table cannot access, it will be necessary to check if they have been defined as such when configuring the envelopes in PSCP, since the table configuration is optional, unlike the custodian configuration.

At the time of opening, the following aspects must be taken into account:

• Bids submitted after the deadline will be marked in red and highlighted so that the board can make the decision it deems appropriate. The application does not treat these bids differently apart from being marked with the message below. That is, the envelopes may be rejected or opened depending on what the contracting body considers.

• The documents marked by the bidding company as having confidential content are highlighted as follows, so that the committee takes into account not to open them during the public event :

• If the file sent by the company contains a virus , the download of the file is disabled and you are alerted to the fact .

• The Sobre Digital tool does not limit the submission of offers to one per company. In this way, the contracting body or the Board will have to make the corresponding decision in this case (more than one offer per company).
• The offers marked with the literal “Not validated” have been signed with a foreign digital certificate. In the case of a community certificate, you can manually validate the summary signature through https://valide.redsara.es

• Documentation requests can be made to companies from the PSCP tool and they will receive an email, informing them of the same and of the access to make the corresponding amendments from the same Sobre Digital tool. This functional requirement does not replace the official notification through the body's notification manager (eg: e-NOTUM from the management tool in PSCP). See more instructions on this process in Sobre Digital: documentation requests to bidders from PSCP

• See details of the process (such as how to reject and readmit bids, reopen envelopes, download opening records and minutes, bid summaries ) in the Bid Opening Manual on e-LICITA and in the envelope opening video .