Digital envelope: documentation requirements for bidders from PSCP

We detail below the steps to follow to make an amendment/clarification or request supporting documentation in the e-Licita tools (Digital Envelope or Electronic Presentation) from the Public Procurement Services Platform:

• To access e-Licita click the button highlighted in the image.

• Once inside the tool, go to Bidder Management and from there, to the 'Requirements' tab.

• We will select the company or companies to which we want to send a request or amendment of documentation, from among those that have submitted documentation. We will also select the type of request and the date and time of the deadline for submitting the documentation.

Important : it must be taken into account that the request of the Signature Amendment type will validate that the company re-annexes the summary document of the offer generated by the e-Licita tools. If the purpose of the request is not to amend the signature of this document, you must choose another type.

• Next we will add the request document. We can check the option to allow the bidder to upload additional documentation (checking the option 'Allow adding other documentation').

• You will have to click on 'Add documents' and define the title of the document. By default the document will be marked as 'Mandatory'. Optionally, if you want to allow the bidder to report confidential content, the corresponding option will be checked. It is possible to define a template for the required document by attaching it from the "Choose a template" option.
• The document to be notified must meet the following requirements:
  • PDF or ZIP format
  • Maximum weight: 5 MB

• It is also necessary to select the fields related to the notification that will generate the request through the integration with the eNOTUM service:
  Expiration days : mark the deadlines for accessing the notification, by default it is filled
  with 10 days, but can be modified.
  Reminder days : in this period a reminder email will be sent if the recipient
  has not yet accessed the notification, by default 2 and 8 days are marked, but you can
  set up With the cross, the entered days are deleted and to add new ones, write the
  number and press "enter". The maximum number of reminder days is 40% of the days
  notification expiration date.
  Default type of access : Depending on the access credentials the system allows
  access or not to a notification. There are two options:
  Password: which allows access to the notifications reported with the NIF +
  (mail/mobile) in the generation of the notification and
  Certificate: which allows access to all notifications. It should be noted that
  the certificate to access a company's notifications must link the
  person with that company.
  
  

• The option to send electronic notification will be checked by default:

• Additionally, you can select to send email by email generated from
  automatic form by the tool with the link to the virtual space to attach the documentation
  required

• As an optional field, you can indicate a contact phone number and add an address
  mail for notification purposes for all the contacts of the same company.
  In the list of companies in a request, the data of the companies and the
  e-mails of the contacts that the company has informed in the form
  of registration at the time of submitting the offer.

In the contacts section, you can view the email of the contacts
informed on the registration form. If you click on the "+" symbol, you can see the phone number
each of the contacts and you can indicate whether or not you want to add a warning to the phone
notification:

• Once we have filled in all the fields, click on 'Save' and then on 'Send request'.
• The required company or companies will receive the notification (and optionally an email) with the access link to be able to respond to the request within the defined period.
• Once we send the request, it will appear in the list from which you can track the status of the request and the notification sent:

The different states in which the request can be are:

• • Requested: Sent to the bidder, but has not yet responded to the request.
  • Receipt: If the bidder has already sent the required documentation.
  • Out of deadline: If the date and time of the submission deadline has already passed and the tenderer has not sent the required documentation.

For those requirements for which they are in 'Out of time' status from the button in the 'Actions' column it will be possible to modify the date and deadline for submitting a request. The new date and time of the submission deadline will be defined as well as the reason for changing the deadline.

• Once the documentation required by the tenderer is received, it will be accessible from the same 'Requirements' tab, by clicking on the line of the company that sent the request. You can download the proof of presentation and the documentation.

You can see details about the notification process in the Manual for Sending Electronic Notifications from eLicita.