The bidder must define a keyword for each encrypted envelope submitted through Digital Envelope (Envelope A does not require this definition). This keyword is required to grant access to the opening of the submitted documentation.

To request them, the contracting authority (one of the custodians defined in the tender configuration) must perform the action of requesting them through the Sobre Digital opening tool. This action sends an email to the bidders who have submitted bids and provides them with a space to enter the requested keyword or keywords (these do not reach the contracting authority since the tool only checks that the cryptographic summary of the one entered coincides with the one indicated at the time of submission).

From the deadline for submitting bids plus 24 hours until the defined opening time, all keywords can be requested for all envelopes in a single action, or for just one of the envelopes from the opening space of a specific envelope (once the envelope has been accessed with the magnifying glass tool).

It should be noted that if the keyword is requested from the opening space of a specific envelope (once the envelope has been accessed with the magnifying glass tool) the keyword will be requested only for that envelope and the action will have to be repeated for the rest if they exist.

It is important to request the keywords sufficiently in advance to ensure that they are entered at the time they are needed (necessarily for the opening of that envelope) and to be able to manage the possible difficulties associated with this process should they occur.

If the company states that it does not have the keyword, it cannot be recovered since the Sobre Digital tool does not have it at any time. For this reason, it is mandatory for the companies to enter it before the closing and subsequent sending of the offer. If the bidding companies do not enter it, the documents will not be able to be decrypted or, therefore, access their content, which will prevent their evaluation.

The tool has been designed, as a measure to help companies properly safeguard their passwords, to require them to export the keywords during the bid submission phase. In the event of loss or forgetting, they should try to locate this file on the computer from which they made the submission. The file is of plain text type (.TXT) and the name consists of a number and the file code (for example “1527823122813LIC-2018-09.txt”), which in many cases can be found in the downloads folder.

If the company does not remember the keyword and is still in the bid preparation phase (within the deadline), the “Delete” button can be used. This action will delete all uploaded documentation and allow a new keyword to be defined.

If the company is in the bid closing phase and does not remember the keyword , it can return to the bid preparation and proceed to the elimination of all keywords from all envelopes. It should be remembered that this action deletes all uploaded documentation and then allows you to define a new keyword.