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When creating a “New bidding space”, if we want to enable the bid submission method with Digital Envelope for bidding procedures that require bid envelopes , 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 (where there is a single award criterion, such as for minor contracts or those based on a framework agreement), you can use the Telematic Presentation functionality (second option in the image), through which bidders can submit a signed bid document and attachments, if necessary, also complying with all the security and confidentiality guarantees required by the regulations. Bids submitted by files with these functionalities will be accessible from the “Bidder Management” – “Bids Received” section in the PSCP management tool.
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 called eLicita, 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, a single envelope, or several, can be defined, depending on the definition of the tender in the procurement specifications.
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 “Envelope with objectively evaluable criteria” will be the last envelope defined.
Important: the opening of envelopes must always be done in cascade and you can never open an envelope without having opened the previous envelope in the configuration. In the event that there is an envelope with economic documentation, it is essential, therefore, that this is the last one in the configuration, since the order of opening them cannot be reversed.
For the configuration of envelopes with batches, it is possible to define different envelopes for each batch. In the case of envelope A, you can choose whether you want it to be common to all batches. By default, it will be different.
Additionally, in the case of envelope A, you can choose whether or not you want it to be encrypted. The fact that it is encrypted implies that the bidder is required to enter the password of the envelope in order to open the documentation.
Once you have finished configuring the envelopes for the first batch, you can change batches via the drop-down to continue configuring the following batches, or use the batch copy functionality:
- 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 and lots 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 Contracting Profile. NOTE : In the case of open procedures, it is essential to check the option “Publish opening dates on the platform” so that they are automatically published in the contracting profile.
In the case of tenders with lots, you can choose between defining the same opening dates for all lots, or for each lot to have its own date configuration (default option).
In the second case, you can also copy the configuration between lots, if you only want to take advantage of the configuration made in certain lots of the tender.
- You can expand on this information through the Electronic Bidding Tools Configuration Manual or the envelope configuration video .