Participation in a Request for Tenders of Rosatom

I. Search and viewing of bidding announcement. Familiarization with procurement documentation. Explanation of bidding procedure terms and conditions.

1. To display bidding procedures of nuclear sector, please, use the search filter in E-marketplace section by ticking “Nuclear sector procurement” field.
2. Viewing of bidding announcement is available for all visitors or participants of the System, but to participate in a procedure the following requirements should be observed:

  • registration in the System is completed;
  • participant has a current Electronic Signature suitable for participation in nuclear sector procurement and registered in the System (mandatory requirement for Russia-based participants);
  • accreditation for participation in nuclear sector procurement is obtained;
  • an effective pricing plan is purchased.

3. Bidding procedure consists of bidding announcement containing the basic information on the procedure, a detailed description of lots included in the bidding. A set of tabs displayed when viewing the announcement and lot description may vary depending on the stage of bidding procedure.
4. Bidding announcement contains the following information:

  • form and method of procurement procedure;
  • information on the purchasing item;
  • list of lots specifying the scope of contract for each lot and links to the lot details;
  • procedure publication date;
  • bids submission deadline;
  • last editing date;
  • information on bidding organizer;
  • information on the bidding organizer’s source of funding;
  • venue of the bidding;
  • procurement documents provision procedure;
  • information on duration of participants’ bids;
  • information on a signature with a link to an e-document signed by the organizer of a Request for Tenders;
  • Download documentation
    button.


5. In Documents tab of bidding announcement bidding organizer may place the information that could not be displayed in any other tab of the procurement announcement. 6. Lot description contains the following information:

  • subject of the contract;
  • products category under (Russian Classifier of Products by Economic Activities);
  • list of purchasing items within the lot;
  • initial (maximum) lot price;
  • list of scheduled dates, including.
    а. publication date;
    b. bid submission deadline date;
    c. bid opening date;
    d. bid examination date;
    e. contract award date;
    f. contract conclusion date.
  • customer info;
  • attribute indicating that the bidding procedure is intended for SMEs;
  • contract award criteria;
  • payment procedure info;
  • delivery terms and conditions;
  • information on possibility of re-bidding;
  • information on requirement and procedure of bid security provision;
  • information on e-signature with a link to an e-document signed by the RFT organizer.


7. Purchasing items tab contains a full list of the purchased items, their quantity, measurement units and delivery start and completion dates. In case RFT organizer has specified for the purchasing items a pre-determined per unit price, Purchasing items tab of the lot will also contain Per unit price column (VAT included).
8. Requirements tab contains the list of requirements to the bidders, to the products purchased and the list of forms to be completed when submitting a bid.
9. Any visitor or participant of the System can submit a request for clarification of the provisions of tender documents to the bidding organizer via Request for clarificationstab. Once the request is submitted, the bidding organizer will receive a notification on an incoming request.

10. To submit a request for clarification, please, click Request clarification button. Enter your message into Question field and click
Submit
button. The System will display Requests for clarification tab with the saved text of the submitted request and a notification Your question is sent to the bidding organizer will be displayed.
Please, note! The form for sending personalized in-system messages appearing on clicking the full name of the contact person in the bidding procedure, should not be used for submission of requests for clarifications.

11. The information on the submitted request for clarification of the provisions of tender documents is displayed without disclosing the names of the bidders who submitted the request.
12. Before the publication of bidding organizer’s reply, the content of the request for clarification of the provisions of the procurement documents is only displayed to the bidding organizer and the visitor or the bidder who has submitted the request, if the latter was logged in the System when submitting the request. The text of reply is available to the visitors of the RFT once signed by the e-signature.
13. If necessary, bidding organizer can attach a file to the clarification provided, as well as edit the reply that has already been published and sign it again. To view the bidding organizer’s reply, click View reply link in the Question table. The System will display the text of reply and a link to download the attached file. 14. In case bidding organizer decides to update a bidding announcement or procurement documentation, it will be displayed in Change history tab with the original and amended values and date and time of change specified. 15. In the bidding organizer edits a certain lot of the RFT or the list of purchasing items of the lot, the changes made will be displayed in a separate Change history tab of the lot.

II. Submission of a bid. Bid editing and refusal to participate

1. A bidder shall submit a bid for each lot of the procedure separately, and participation in any number of lots within a bidding procedure is possible.

2. To submit a bid, please, click
Submit a bid>>
button on the lot page.

3. Bid submission form contains the following blocks:

  • Bid forms;
  • Requirements to the bidders;
  • Requirements to the products;
  • Miscellaneous documents.


Please, note! The list of forms, as well as the list of requirements to the participants and to the products is generated by the organizer when announcing the bidding procedure. Procurement documentation may specify if these forms are required to be completed. It is recommended to complete all the forms in Bid forms section to avoid bid rejection.

4. The list of forms to be completed by the bidder when submitting a bid includes two types of forms:
4.1. Forms implying completion of formalized data on e-marketplace:

  • Cost Summary / Requirements specification (hereinafter – CS;
  • products delivery / works performance /services provision schedule;
  • products supply / works performance /services provision amounts allocation plan;
  • schedule of payment for the supplied products / works performed / services provided;
  • Materials and Equipment Available Certificate;
  • Manpower Available Certificate;
  • Manufacturer’s profile.
Please, note! A full list of forms to be completed by the participant is displayed only once Cost Summary table is duly completed.

4.2. Forms implying files attachment only:

  • participant’s bid;
  • participant’s application form;
  • technical proposal;
  • accounting data;
  • certificate of non-litigation;
  • contract performance history;
  • confirmation of the right to supply.
Please, be advised! The documents prepared by the participants shall be uploaded as the files with extensions acceptable in the System and size limitation of 10 Mb per file.

5. Completion of "Cost Summary / Requirements Specification".

5.1. In this form participant shall specify the price of its bid per each item of the lot. General configuration and list of fields within the form are determined by the bidding organizer when announcing the bidding procedure.
5.2. When completing the Cost Summary there is a limit preventing from stating a lot price exceeding its initial (maximum) price. When attempting to submit a bid stating a price exceeding initial lot price, the System will display error notification.
5.3. Calculation of bid price in Cost Summary of type 1 in a general case depends on the values of Total quantity, Per Unit Price EXW (VAT excluded), VAT rate, Other additional costs and other price fields set by the bidding organizer. In case form of type 1 is completed, unless otherwise specified in the procurement documents, specified should be the per unit price of each purchasing item and additional costs, including related works and services (delivery, supervised installation, miscellaneous costs, etc.). In all editable price fields per unit price shall be stated.
Based on the stated per unit prices a total bid price will be calculated according to the following algorithm:

Per unit price excl.VAT = total of all price fields within a purchasing item
Per unit price incl.VAT = Per unit price excl.VAT + (Per unit price excl.VAT * VAT rate / 100)
Item cost excl.VAT = Per unit price excl.VAT * Total quantity
Item cost incl.VAT = Item cost excl.VAT + (Item cost excl.VAT * VAT rate / 100)

Participant’s bid price is calculated as a total of values of Item cost incl. VATcolumn.
The bidding organizer may include the following price-related fields:

  • manufacturing, testing and certification of equipment;
  • other additional costs;
  • complete delivery, preservation, packing and labelling of equipment;
  • spare parts and accessories kits for operation during warranty period;
  • equipment cost;
  • maintenance within a warranty period;
  • freight handling operations;
  • attendance of specialists of the Buyer, General Customer and Authorized Entity at the Supplier’s premises;
  • development and finalization of source design data;
  • development and finalization of technical documentation;
  • development of shipping documents;
  • development and (or) follow-up revision and approval of Technical Specifications (TU) or other equipment-related technical documentation;
  • customs duties and fees paid or payable in Russia;
  • transportation, insurance, freight forwarding and other costs related to products delivery;
  • packaging, temporary corrosion protection;
  • supervised installation;
  • supervised commissioning;
  • freight forwarding.

Additionally, a form of this type may require to specify the following:

  • delivery destination;
  • warranty period;
  • manufacturer’s INN (TIN);
  • manufacturer’s name;
  • manufacturer’s KPP (Tax Registration Reason Code);
  • safety class /seismic stability class;
  • delivery start date;
  • delivery completion date;
  • country of origin;
  • shipping point;
  • transport mode.

5.4. Calculation of bid price in Cost Summary of type 2 in a general case depends only on the values of Total quantity, Per unit price excl.VAT, VAT rate and Other additional costs fields. Based on the stated per unit price a total bid price will be calculated according to the following algorithm:

Per unit price excl.VAT = the total of all price-related fields of the purchasing item
Per unit price incl.VAT = Per unit price excl.VAT + (Per unit price excl.VAT * VAT rate / 100)
Item cost excl.VAT = Per unit price excl.VAT * Total quantity
Item cost incl.VAT = Item cost excl.VAT + ('Item cost excl.VAT * VAT rate / 100)

Participant’s bid price is calculated as the total of values in Item cost incl.VAT column.
Additionally, the form of this type may require the following information:

  • Number of contractors;
  • Delivery start date;
  • Delivery completion date.

5.5. Calculation of price in Cost Summary of type 3 in a general case depends on the values of price fields of additional costs included into the total bid price as established by the bidding organizer. When completing Cost Summary of type 3, the data requested from the participant include three fields:

  • Cost of equipment at current prices;
  • Miscellaneous at current prices;
  • Cost of construction and installation works at current prices.

Based on the per unit prices and the rates specified in the above-mentioned fields, the total bid price will be calculated according to the following algorithm:

Per unit price excl.VAT = Cost of equipment at current prices + Other costs at current prices + Construction and installation works at current prices
Per unit price incl.VAT = Per unit price excl.VAT + (Per unit price excl.VAT * VAT rate / 100)
Item cost excl.VAT = Per unit price excl.VAT * Total quantity
Item cost incl.VAT = Item cost excl.VAT + (Item cost excl.VAT * VAT rate / 100)

Participant’s bid price is calculated as the total of values of Item cost inc. VAT column.
5.6. In case an equivalent of the item requested in Cost Summary is offered, participant can replace the current item. To do this, click Add an equivalent item link and enter the offered item into the line that emerges.
5.7. All the price fields must be completed and submission of a zero-value bid for an item is not allowed.

Please, be advised! If the total cost stated in Cost Summary form differs from initial lot price by 30% or more the System will display the following notice when saving the form completed: Dear user! Please, check, if the stated cost is correct. It differs substantially from the initial lot price.


5.8. Cost Summary form can be completed by uploading a Microsoft Excel (.xlsm) file. To upload a Cost Summary as a file, the following should be done:

  • Click Use template for automatic uploading. The System will display template download and file upload form:
  • Click Create template button. The System will generate template file and display Download template button.
  • Click Download template button. The System will suggest saving cost_summary_table_114746.xlsm file (RFT number will be inserted automatically). The saved file contains all the fields present in Cost Summary form.
  • Complete Cost Summary form. Click Upload file in download form on the System page, select the saved file on a disk and open it. The System will display the name of the selected file, the content of the completed Cost Summary and will display a notice The completed file has been checked. Click "Submit" button to save the Cost Summary.
  • In case additional files containing documents are attached to the Cost Summary, use Attach files link or Add a file from Repository link.
  • Click Submit button. The System will display bid completion page and Cost Summary /Requirements Specification completed successfully notice.
Please, note! Only templates obtained by clicking Download template can be uploaded via the form. No extraneous files can be processed. Also, when preparing the file, file format can not be changed – the System only processes files with .xlsm extension. In case an RFT bid contains equivalent items Excel macros should be enabled in .xlsm file to add those.

5.9. In case the bidding organizer announcing a RFT has provided for a possibility of submission of bids with price specified in different currencies, Cost Summary if any type will contain a drop-down list to select the currency.
5.10. In case RFT organizer has included a lot intended for procurement as part of an international project, Cost Summary for such lot will contain a text field to enter an arbitrary percentage value (instead of a drop-down list with fixed VAT rates stated). Also, a Excl. VAT mark can be put for the items.

6. Delivery schedule.

6.1. Delivery schedule specifies planned periods of delivery of the supplied products/ works performance/ services provision under the contract with the supply volumes in the bid procedure currency specified.
6.2. Delivery schedule items are copied automatically from the Cost Summary form. In case the item requested by the organizer was replaced with an equivalent, only the item suggested by the participant will be displayed in the delivery schedule.
6.3. To complete delivery schedule select a respective period from a drop-down list, specify the year and click the button with + sign (for example, + quarter).
6.4. The cost of products to be delivered within the specified period should be stated in the respective line of the appearing column in the RFT currency. The total of all stated values for the item should be equal to the total stated in the Cost Summary.
6.5. If it is necessary to delete a period from delivery schedule, click х sign button in the respective column.
6.6. When announcing a RFT, bidding organizer can include recommendations on completion of delivery schedule into the lot description. In such case Completion template according to the provisions established by the Organizer link is displayed in the form when completing the schedule. Upon clicking the link a table with the data attached by the organizer as a pattern expands in the schedule form. These very data are automatically put into the schedule form, and RFT participant may accept those and save a pre-completed schedule or complete it on his own.

7. Payment schedule.


7.1. The payment schedule specifies estimate dates of payment for the supplied products / works performed /services rendered under the contract with the amounts payable specified in the RFT currency.
7.2. Delivery schedule items are copied automatically from the Cost Summary. In case an item requested by the organizer was replaced with an equivalent, payment schedule form will only display the item suggested by the participant.
7.3. To complete the schedule, please, click the button with pencil icon and specify the date, amount of advance payment, as well as the date and amount of other payments in the respective fields.
7.4. If there are several payment stages additional lines should be added into the form. To do this, click Add a payment stage button.
7.5. The total of all values specified in each line should be equal to the item prices specified in the Cost Summary.
7.6. In case any additional payment stages are added to the payment schedule, those can be deleted by clicking х sign button in a stage line. The main (first) payment stage can not be deleted.
7.7. Bidding organizer can include into a lot recommendations on completion of payment schedule when announcing an RFT. In case initial purchasing item prices are specified in the lot Completion template according the provisions specified by the Organizer link wil be displayed when completing the schedule. Once the link is clicked, a table with the data attached by the Organizer as a pattern will expand in the schedule form. These very data are automatically put into the schedule form, and RFT participant may accept those and save a pre-completed schedule or complete it on his own.

8. Materials and Equipment Available Certificate.

8.1. A general form layout is determined by the Organizer when announcing the bidding procedure.
8.2. Type 1 of Materials and Equipment Available Certificate in a general case is applicable if there is a bidding for R&D, design and survey works, development and engineering works and services provision. 8.3. Type 2 of Materials and Equipment Available Certificate in a general case is applicable if there is a bidding for performance of contract works. 8.4. This form specifies materials and equipment available as required by the procurement documentation.
8.5. To complete the schedule it is necessary to add the required number of lines by clicking + sign button, after which the lines should be completed with the respective data.
8.6. If you need to delete a line with a description of materials and equipment, click х sign button in the respective line.

9. Manpower Available Certificate.

9.1. The form of Manpower Available Certificate consists of three separate tables. A general layout of the form is determined by the organizer when announcing the bidding procedure.
9.2. Type 1 of Manpower Available certificate in a general case is applicable when there is a bidding for provision of services.
Executives and staff table. Unless otherwise specified in the procurement documentation, the table should specify the information on the regular employees of the bidder.
Total regular staff table. Unless otherwise specified in the procurement documentation, the table should specify the total regular staff of the bidder.
Staff engaged in contract performance table. Unless otherwise specified in the procurement documentation, the table should specify only the employees who will be directly engaged by the bidder in the course of contract performance, including personal qualification information on the chief executive and the specialists.
9.3. Type 2 of the Manpower Available Certificate in a general case is applicable when there is a bidding for performance of contractor works.
Total regular staff table. Unless otherwise specified in the procurement documentation, the table should specify the total number of the employees employed by the participant’s and subcontractor (if any) according to the organizational chart, as well as the total number of employees designated for works performance under the contract as provided for by the schedule of works allocation between the participant and the subcontractors.
In case the information on the subcontractor’s staff is required to be completed, expand Contractor’s and subcontractors’ details block and add the information on the subcontractor engaged in the table that appears. Key workmen engaged in performance of works under the contract table. Information on the personnel engaged for performance of critical works under the contract.

10. New version of Manpower Available Certificate.

10.1. Besides a manpower availability certificate described in paragraph 9, an updated version of manpower availability certificate is also applied in the procurement of Rosatom State Corporation. The said version of the certificate includes the following tables:

  • Total regular staff;
  • Executives and staff engaged in contract performance.

10.2. Total regular staff table may be of two types depending on whether it is used for procurement of contractor’s works or services (R&D, design and survey works, development and engineering works or provision of services). The table of Type 1 includes (unless otherwise specified in the procurement documentation) the total number of the employees employed by the participant’s and subcontractor (if engaged) according to the organizational chart, as well as the total number of employees designated for works performance under the contract as provided for by the schedule of works amounts and types allocation between the participant and the subcontractors.
To complete the table, click + sign button, complete the information on the number of personnel and save the line content.
If the data entered into the line need to be modified, click the button with pencil icon, edit the information and save the line content.
If you want to delete a line, click Х sign button.
If the contractor’s and subcontractors’ details are required to be completed, click Contractor’s and subcontractors’ details. The System will expand a table to enter the details. If the contractor’s details need to be modified, click the button with pencil icon. Edit contractor’s details and save the line content.
In case subcontractor’s details are required to be completed, click + Add button. Fill in the subcontractor’s details and save the line content.
To delete the subcontractor’s details when necessary, click Х button.
To add the information on the number of subcontractor’s personnel into the general manpower table, select the respective subcontractor from a drop-down list. The System will refresh the table and display new fields to enter the data. Click the button with pencil icon, fill in the data and save.
To delete the information entered into the subcontractor’s manpower table click Х button.
10.3. Type 2 of Total regular staff table is applicable in bidding for procurement of services, research and development, design and survey or development and engineering works. In such case the table specifies (unless otherwise specified in the procurement documentation) the list of employees groups and the total number of all employees falling within those groups.
To add a new line click + button. Enter the data and save. The System will display the saved data in the table.
If you need to delete a line, click Х button. 10.4. Bidding Organizer may request Manpower Available Certificate in a new version, without Total regular staff table. 10.5. Executives and personnel engaged in contract performance table also may be of two types depending on the purpose of procurement procedure. Type 1 of the table intended for procurement of contractor works contains the following information:

  • Number – ordinal number of entry on an employee;
  • Works;
  • Personnel – full name, specialty and grade of an employee;
  • Number, people.;
  • Staff affiliation – employee’s being on the contractor’s or subcontractor’s staff;
  • Education – name of educational institution, graduation year, specialty obtained;
  • Length of employment in the current or equivalent position, years;
  • Certificate – name, number, date issued;
  • Diplomas confirming qualification;
  • Notes.


To add a new line click + button. Fill in personnel (executive) information and save. The System will display the saved data in the table.
To delete a line (when necessary) click Х button. 10.6. Type 2 of Executives and personnel engaged in contract performance table is applicable in bidding for procurement of research and development, design and survey and development and engineering works or services and includes the following information:

  • Number – ordinal number of entry on an employee;
  • Full name of employee;
  • Education – name of educational institution, graduation year, specialty obtained;
  • Position;
  • Length of employment in the current or equivalent position, years;
  • On the Participant’s staff / on co-contractor’s staff / outsourced;
  • Designated function in contract performance;
  • Certificate – name, number, date issued;
  • Diplomas confirming qualification;
  • Employees’ experience of rendering ... services in the field of….


To add a new line click + button. Enter the information on the personnel (executive) and save. The System will display the saved data in the table.
To delete a line (if necessary) click Х button.

11. Products supply / Works performance / Services provision volumes allocation schedule.


11.1. Unless otherwise specified in the procurement documents, this form shall specify the list of works performed and services provided by the participant and each of the subcontractors. All the subcontractors engaged in performance of works or provision of services under the contract should be listed in this form.
11.2. If it is required to provide the information on the works performed or services rendered by a subcontractor, expand Contractor’s and subcontractors’ details block and add the information on a subcontractor engaged to the table that appears.
11.3. Once a subcontractor is added to Contractor’s and subcontractors’ details block, it will be possible to specify the respective information in Name of the company performing /rendering a certain amount of works / services column.
11.4. In case the similar works/services are performed/rendered, participant should add to the specified name of works/ services a subcontractor by clicking Add a subcontractor button in the field containing the name of works /services.
11.5. When specifying the volume of works performance /services provision, completed should be either Cost of works/ services in monetary terms column in the bidding procedure currency, or % of total cost of works / services column in per cents.

12. Manufacturer’s profile.

12.1. To add the manufacturer’s information in Manufacturer’s profile table line click Add link. The System will display the new forms to complete – Company info, Organizational chart и Production and products. All the tables are intended for completion of the information on one manufacturer. When completing Company info table the following fields are mandatory:

  • Incorporation form drop-down list;
  • Full company name and Short company name;
  • INN and KPP;
  • Website;
  • fields of Registered address and Production site address block;
  • postal codes in Registered address and Production site address fields;
  • it is also required to add at least one company in Major customers block, by completion of all fields;
  • in case Quality management system implemented mark appears when completing the form, then it is necessary to upload at least one QMS certificate.


12.3. When completing Organizational chart table it is possible to enter the information on the manufacturer’s executives, number of the personnel engaged, the personnel to be qualified and procurement:

12.4. Production and products table is intended for completion of the information on the products manufactured by the chosen manufacturer. Required is completion of all items, imported from the list of purchasing items within the lot that the manufacturer produces. It is also possible to provide the information on the manufacturer’s engineering activities, technological processes, production equipment and testing procedures.
12.5. In case RFT participant offers the products of several manufacturers when preparing a bid, manufacturer’s profile containing the same tables should be added to the bid for each of those manufacturers. All the items belonging to a certain manufacturer should be specified in each of the manufacturer profiles.
13. To complete other forms specified in paragraph 4.2 it is only required to attach the respective files from repository or local folder on the user’s PC.


14. Completion of requirements to the participant and products.

14.1. When announcing a bidding procedure, bidding organizer may request the documents confirming compliance with each of the requirements to the participants.
14.2. In case there is no itemized list of documents, “Other files” will be displayed to the participant when completing a requirement.
14.3. Participant can, if necessary, specify a value and a comment for each requirement.
15. If there are any documents that could not be attached in any other blocks of the bid, participant may attach those in Other bid-related documents block.

16. Once the required forms are duly completed, participant submits the bid by clicking
Sign and submit
button. An entire content of the bid, including the list of attached documents will be displayed on the page with the text of the signed e-document. Bid shall be signed with e-signature by clicking
Sign and submit
button. Non Russia-incorporated participants being may save and submit a bid without signing it (if no e-signature is available). If a non Russia-incorporated participant has an e-signature registered in the System, then such participant is required to sign a bid therewith.
17. Participant may alter or withdraw a submitted bid at any time before bid submission deadline established in the procurement documentation. To do so, click
Edit bid>>
button or Withdraw bid link in “Latest submitted bids” table on the lot page.

18. Before bids opening within the lot participant can not see the names of the other participants and their bid proposals: only his own proposal is visible. All the bids submitted by the participant for the lot of RFT are displayed in My bids tab. A current bid (latest submitted version) is displayed with Submitted version status. If a bid was altered after the first submission, all previous versions are also displayed in the table with Invalid version.
19. Bid withdrawal, as the bid itself, should be signed with e-signature (for non Russia-incorporated participants using of E-signature is nor mandatory if there is no E-signature available, but is required if an E-signature is available). Withdrawn bids are displayed in My bids tab with Withdrawn status attributed.
20. Upon bid opening bidding organizer can see all the information on the participants (company names, their bids and quotations).

Please, note! Bid price and other terms and conditions of the procurement procedure specified by the participants in e-forms in the System, prevail over the information specified in the uploaded e-documents.
Please, note! In bidding procedures of nuclear sector an advanced e-signature implying, among others, OCSP-server response, is applied for signing the documents. This attribute is provided by a certifying center (hereinafter – CC) that issued the e-signature, in real-time mode at the time of signing the document, for which reason the time of obtaining thereof depends on the functioning of software and technical tools used by a СС. To minimize risks, it is advised to check, before signing the document, if a CC is functioning via a check in [1] section. In case an error occurs during CC functioning check or when signing a document, please, contact Help Desk immediately via Support form or by phone +7 495 989-85-19, ext. 4.

21. RFT organizer may, if there are any complaints, suspend any of the lots. When viewing the suspended lot suspension information block with a link to the respective e-document signed by the RFT organizer is displayed above Latest submitted bids table.
22. Notwithstanding the lot suspension, participants may submit their bids for the lot. The procedure of forms completion and documents uploading within a bid for a suspended lot does not differ from a usual procedure.
23. Bidding organizer may resume a previously suspended lot. Resumption date and a link to a respective e-document signed by the RFT organizer will be displayed on the page of a resumed lot in suspension information block.
24. Bidding organizer may resume a suspended lot even after bids submission deadline. The procedure of lot resumption after bid submission deadline depends on the results of consideration of a complaint:

  • If a complaint is found reasonable, RFT organizer reschedules bids submission deadline and bids opening date. Then the organizer sends a notification on lot resumption. Once a lot is resumed, the bidders are given the access to bids submission for the lot again until the rescheduled bids submission deadline. Upon bids opening date bidding organizer gets access to all the bids submitted for the lot.
  • If a complaint is found unreasonable, bidding organizer, bidding organizer submits to the System a notice of rescheduling bids opening date, without changing bids submission deadline. In such case bidders are not enabled to submit or edit a bid for the lot. Upon bids opening date bidding organizer gets access to all the bids submitted for the lot.

III. Bids opening.

1. Upon bids opening date RFT organizer gets access to the information and documents constituting a bid.
2. RFT participants and outside visitors can see the names of other participants and their quotations.
3. If the RFT organizer has chosen hiding participants’ names when creating the bidding announcement, once the bids are opened participants’ names are only visible to the organizer, and the participants can see system-generated alias names instead of the names of competing participants. Outside visitors also view alias names instead of company names.

IV. Prequalification stage of bids examination. Request for provision of additional documents.

1. Once the bids are opened during prequalification stage, procurement committee evaluates the bids for compliance with the requirements provided for in the procurement documents, and evaluates the RFT participants’ compliance with the established requirements.
2. Following the results of bids examination bidding organizer publishes bids examination report, where the following decisions made towards the bidders may be stated:

  • admit to participation;
  • refuse admittance to participation;
  • request clarification of the bid provisions from the bidder.

3. All the reports published by the organizer are displayed in Reports tab.
4. In case a decision is made to request clarification of the bid, request for provision of additional documents is sent to the bidder at the same time that bids examination report containing the respective decision is published.
5. The details on the sent request for additional documents, including the information on documents provision deadline are available only to the RFT organizer and the bidder to which the request is sent in Request for additional documents tab of the respective lot.
6. During the period from publication of bids examination report with additional documents request until the deadline set by the bidding organizer, the bidder is enabled to attach the requested documents.

7. To submit the documents, select the respective files via Attach files link and click
Sign and confirm
button. The System will display an e-document of request for additional documents (for non Russia-incorporated participants using of E-signature is nor mandatory if there is no E-signature available, but is required if an E-signature is available).
8. Insert E-signature key carrier into your PC and click
Sign and confirm
button. The System will display Request for additional documents tab, the table of request for additional documents with the documents uploaded and Additionally requested documents uploaded successfully notice will appear. The status of request for additional documents will change to Submitted.
Please, note! After submission of the requested documents to the organizer and until the request for additional documents termination date the bidder who has submitted the documents can edit or withdraw the submitted documents. During this time request for additional documents is attributed with Sent status, and the documents are hidden from the organizer until the termination date.

9. Upon submission of the requested additional documents and until request for additional documents termination date a bidder can edit and withdraw the submitted documents. For this purpose Edit and Withdraw links are displayed in “Actions” column of the request for additional documents. Submission of new versions of the documents and withdrawal of submitted documents imply signing of an e-document confirming submission (or withdrawal) with E-signature (for non Russia-incorporated participants using of E-signature is nor mandatory if there is no E-signature available, but is required if an E-signature is available).
10. When editing the documents, a bidder can upload new files and delete the old ones. Documents withdrawal implies removal of all previously uploaded documents, and a status of the request for additional documents changes to In preparation. After documents withdrawal and until the termination of request for additional documents a bidder can submit the documents again. Upon termination of request for additional documents it is assigned with Closed status, and the documents submitted by the bidder become visible to the RFT organizer.
11. While a request for additional documents is in effect, bidding organizer can amend the details of the request for additional documents by publishing a new version of bids examination report that contained the details of request for additional documents. If amended details of request for additional documents were published after participant’s submission of the requested documents, the files uploaded by the participant remain unchanged.
12. Following the results of bids examination procurement committee holds a meeting to decide on admission or refusal to admit to further participation on each of the bidders.
13. Once a bids examination report is published, a rejected Participant can sent to the bidding organizer a request for clarification of admission rejection reasons in Request for clarifications tab. The procedure of submission of such request is similar to that of submission of request for clarification of procurement documentation provisions.
14. The text of request for clarification of documents rejection reasons is available only to the bidding organizer and the submitting participant.
15. The notice on a clarification received will be sent to the participant as a system message, and the organizer’s reply will also be available in Request for Clarifications tab.

V. Rebidding

1. Rebidding may be held if so decided by a procurement committee provided that the procurement documentation allowed for that. The number of rebiddings is not limited. Rebidding is held only among the admitted participants after the RFT organizer’s publication of bids examination report.
2. Rebidding enables the admitted participants to improve voluntarily preferability of their bids by lowering of initial price (as stated in the bid), reduction of delivery time or lowering the amount of advance payment provided that the other bid terms and conditions remain unchanged. Participant may decide not to participate in rebidding, in which case its bid remains effective as stated initially.
3. Rebidding is held as follows:
3.1 From the time that rebidding is announced to rebidding termination date established by the RFT organizer, participant provides the documents specifying the improved conditions of the bid. 3.2 The documents shall be provided by the participant according to the procedure established for RFT bids submission with the similar forms completed.
3.3 Participant can withdraw the submitted bid specifying new conditions at any time before opening of the improved bids.
3.4 Bidding organizer gets access to all the rebidding bids and the documents and information contained therein only once the rebidding is over. Before termination of rebidding the fact of bid submission is only registered with Rebidding bid submitted bid status.
3.5. During a rebidding participant can edit a submitted improved bid.
3.6. Upon rebidding bids opening date new quotations will be visible to all visitors of RFT. Participants’ names, access to a full content of bids and uploaded files are available to the RFT organizer. Bidding organizer decides, when announcing the bidding, if the participants will have access to the names and content of competing bids, and, if the RFT organizer instructed to hide the names of competing bidders, participants and visitors of RFT will not be able to view those.

VI. Evaluation stage of RFT bids examination.

1. Once the decision is made on admittance of the participants and holding a rebidding, procurement committee decides on the RFT results in its summary report. A published report becomes available to all visitors and members of the System and is placed in Reports tab of the respective lot. The information on the RFT results and the organizer’s decision is published on the lot page in Latest submitted bids table.
2. The published report contains the information on the evaluation awarded and the winner of the bidding.
3. Any admitted bidder can, once the bids evaluation and comparison protocol is placed, submit to the bidding organizer a request for clarification of the results of bids evaluation via Requests for Clarification tab. The procedure of submission of a request for clarification is similar to that of submission of request for clarification of procurement documentation provisions.
4. The text of a request for clarification of evaluation results is available only to the bidding organizer and the participant who has submitted it.
5. Notification on receipt of a reply to request for clarification will be sent to the participant as a system message, and bidding organizer’s reply will also be available in Requests for clarification tab.

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