When creating a “New bidding space”, if we want to enable the bid submission method with Digital Envelope for bidding procedures that require bids to be enveloped , we must enable the option marked in the image in the “ supports electronic bid submission ” section of the basic data of the file.

Note : for procedures that do not require envelopes for bids (such as minors, negotiated without advertising, derived from a framework agreement or simplified abbreviated open ones) you can use the Telematic Presentation functionality (second option in the image), through which bidders can present the signed bid following the steps in the bid submission guide. The bids presented by the files with this functionality will be accessible from the “Bidder Management” – “Bids Received” section in the PSCP management tool.

Please note the requirements needed to publish your first bid using these submission methods.

Once the basic data has been saved with the Digital Envelope presentation option, in the Tender Announcement phase, a button will be displayed to manage the tender, from which you can access the Envelopes configuration.

Through this section you can configure the following:

  • Envelope configuration and documentation that the offer must include :

Through this section, you can define a single envelope, or several if there must be criteria subject to value judgment or objectively evaluable criteria.

We can include envelopes in each batch through the “Add new envelope” button.

Each envelope includes the documentation to be required from the bidder with the possibility of adding document templates. Each of the defined envelopes must contain at least one mandatory document:

Envelopes other than the administrative documentation (Envelope A) allow the bidder to specify that other documentation may be added in addition to the required one (recommended option) and that the bidder may report confidential content in the bid. For Envelope A or Single Envelope, there is no “check” to mark the “other documentation” option. However, you can allow the submission of other documentation by creating a new document called “other documentation” and marking it as non-mandatory.

The envelope you mark with the option below will be the last envelope defined.

For envelope configuration with batches, it is possible to define different envelopes for each batch, with Envelope A being common to all. Once the envelope configuration for the first batch is complete, you can change batches via the drop-down menu to continue configuring the following batches, or use the batch copy functionality:

Since Envelope A or Single Envelope do not have a “check” to mark this option, you can allow the presentation of other documentation from the other documentation tab, by creating a new document with the name “other documentation” and marking it as non-mandatory.

For the single envelope configuration with batches that is not available in Digital Envelope, see more details in this section: Digital Envelope: single envelope configuration with batches

  • table and custodian configuration:

Through this section you can optionally define the people who will be part of the table. They will receive an email informing them that they are part of the table with the corresponding link to the file in the opening tool. It is mandatory to define the custodians, a minimum of two people who will be responsible for accessing the proposal opening application, from 24 hours after the deadline for submitting offers, to ask the companies to enter the keywords to give access to the envelopes (only one of the custodians needs to do this), as well as, apply credentials (both custodians access the proposal opening tool, by clicking on the “Apply credentials” tab on the day defined for the opening of envelopes in the defined time interval, which by default will be half an hour before and half an hour after the opening time). Both the members of the board (if indicated), and the custodians, may or may not be users of PSCP in the contracting body.

  • opening date configuration :

In this section of the envelope configuration, the opening dates of each of the defined envelopes are indicated. You have the possibility of marking a specific day and time or indicating the opening of Envelope A from the date and time of the end of the submission of offers + 24 hours (it will not be possible before). In the rest of the envelopes you can indicate the date and time or opening from the previous envelope. In the latter case, the envelopes can be opened as long as the previous one has been opened previously.

The opening of the envelopes must be in cascade, that is, the tool will not allow you to define an opening date for a subsequent envelope before that of the preceding envelope (eg: envelope B cannot be opened before envelope A, or C before B).

These dates can always be modified through this configuration screen, with the validator profile (with access via digital certificate) and the amendment is automatically made to the Contractor Profile. NOTE : If you check the public event indicator in the opening date configuration of non-administrative envelopes (not envelope A), the defined date and times will be published in the contractor profile, only in the case that a specific date and time has been indicated (it will not appear if the opening is marked from the previous envelope).

You can consult this information in the electronic tender management manual , specifically in point 8.5.1. CONFIGURATION OF OFFERS THROUGH DIGITAL ENVELOPE.

Tender management video on Sobre Digital