The bidder must define a keyword for each encrypted envelope that it submits through Digital Envelope (Envelope A does not require this definition). This keyword is requested to be able to give access to the opening of the presented documentation.
To require them, the contracting body (one of the custodians defined in the tender configuration) must take the action of requesting it through the Sobre Digital opening tool. This action sends an email to bidders who have submitted bids and enables them a space to enter the requested keyword or keywords (these do not reach the contracting authority as the tool only checks that the cryptographic summary of the entered matches with the one indicated at the time of presentation).
From the offer submission deadline plus 24 hours and up to the defined opening time, all keywords for all envelopes can be requested in a single action, or only for 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 particular envelope, (once the envelope has been accessed with the magnifying glass tool) the keyword will be requested only for that envelope and you will have to repeat the action for the rest if they exist.
It is important to request the keywords far enough in advance to ensure that they are entered at the time they are needed (necessary to open that envelope) and to be able to manage potential difficulties associated with this process should they occur .
If the company declares 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, its introduction by the companies is necessarily required, before the closing and subsequent sending of the offer. If the bidding companies do not enter them, the documents cannot be deciphered and, therefore, their content cannot be accessed, which will prevent their evaluation.
In the tool, it has been planned, as a measure to help companies to properly guard their keys, that in the phase of presenting the offers they must export the key words. In case of loss or forgetting, therefore, they must try to locate this file on the computer from which they made the presentation. The file is plain text (.TXT) and the name consists of a number and the file code (for example “1527823122813LIC-2018-09.txt”) in many cases it can be found in the downloads folder.
If the company does not remember the keyword and is still in the phase of preparing the offer (within the deadline), the "Delete" button can be used. This action will remove all uploaded documentation and allow you to define a new keyword.
If the company is in the bid closing phase and does not remember the keyword , it can go back to bid preparation and proceed to remove all keywords from all envelopes. Remember that this action deletes all the uploaded documentation and then allows you to define a new keyword.