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Support for the whole public procurement process

The eu-supply solution supports all process steps of the public procurement process. The system is 100% web based and supports all the basic principles of the EC directives in public procurement; equal treatment (contrary to the principle: "buy national"), transparency (openness and predictability) and proportionality.
To guarantee all participants a fair and transparent process activities are logged and available for all involved parties. The application provides a comprehensive audit of all activities that take place during a tender process. Both buyers and suppliers can receive an Action Report, i.e. an autogenerated email listing the recent actions in the tender and the outstanding events.
The system support for the process steps of the public procurement process is briefly described below. For further detailed descriptions or demonstrations of the system, please contact our office in Stockholm.

Create Invitation To Tender (ITT) 
Expression of Interest (EOI) 
Invite suppliers 
Send quotation 
Online communication / Messaging 
Opening procedure 
Evaluation / analysis 
Negotiation 
Award 
Other 
       
Create Invitation To Tender (ITT)
The buyer can create a fully configurable Invitation to Tender (ITT) based on an open, restricted or negotiated procedure. Notices are published and made publicly available on the system. Notices above the threshold can be sent to the online system of the OJEC Journal, TED. CPV codes are used for defining the type of goods, service or works to acquire.
   
 
       
Expression of Interest (EOI)
Suppliers can online send an EOI notice to a tender. For the purpose of contact details a simple compulsory registration is required. The buyer can include additional pre-qualification questions that must be answered in the EOI. For open procedures, suppliers can send quotations without sending an EOI.
   
 
       
Invite suppliers
For the negotiated and restricted procedures, the buyer can select and invite suppliers to tender. Based on the EOI, suppliers can be rejected or invited to tender. The buyers have access to a comprehensive online supplier database. The database contains information of suppliers such as company data, business descriptions, CPV profile, market coverage, URL links and images. Suppliers not listed in the database can be pre-registered by the buyer. After full registration the supplier will be included and searchable in the database.
   
 
       
Send quotation
Through a web-based interface the suppliers fill out the response form, attach supporting documentation and sends the quotation to a secure area. After authentication, the quotation is encrypted and sent for secure storage until the closing date. As suppliers submit their quotations the buyer can follow progress - of course without access to the data. Buyers cannot open a tender before the closing date. Suppliers can make any kind of changes to their quotations until the closing time. All updates are logged in the audit trail.
   
 
       
Online communication / Messaging
The internal messaging system enables the buyers and suppliers to send messages securely through the application. All messages get a unique number and a timestamp when sent and received for tracking purposes. The buyer and supplier can create, save and forward messages and also attach documents to the messages.
   
 
       
Opening procedure
A Tender box enables strict opening procedure with use of specific username/password protection of received quotations. By using the tender box functionality, several users (evaluation committee) are required in the opening procedure. The system uses the principle of double envelopes where technical documents must be opened before the commercial documents. All actions are carefully logged in the opening log.
   
 
       
Evaluation / analysis
Tenders can be evaluated in an advance online analysis tool, which supports the use of weightings and scores. An easier evaluation can be done using a comparison table of responding quotations. A team evaluation can be supported where several users have access to the evaluation, which can be stored and be available online to all users. The tool is 100% web based but can be used for off-line evaluations by automatically exporting all analysis data into Excel.
   
 
       
Negotiation
The new EU directives of public procurement allow negotiation of tenders using online reverse auctions. The auction system allows for transparent negotiations in real time with support of the following functions:
  • Bids on single or multiple packages
  • Bids on price and non-price items
  • Adjustment factors
  • Configurable bid decrements and extension periods
  • Multi-round bidding
  • Visible and sealed bidding
  • Graphical information and reports
   
 
       
Award
When a winning supplier is selected, a notice is sent to all involved parties informing about the award. Contract templates can be stored and generated from the document library. Contract notices can be sent for publishing in OJEC.
   
 
       
Other
Throughout the tendering process documents and specifications can be online attached. The solution has an advanced document library that holds documents for users, projects and organisations with full version control. Upload and downloads of documents are automatically compressed (reduces transfer time) and encrypted (ensures integrity). An online viewer enables users to view documents online without having any software installed. The system is fully internationalised. Depending on your country origin or language settings different time zones, date/time formats, language and currencies are used.
   
 
   
 
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