E-submission of tenders (e-tendering)
E-tendering offers to contracting government a collaborative e-procurement environment for organizing their tender-related activities. Provides the tools for supporting the management of a tender dossier covering the visualisation, modification, submission, qualification, opening of a tender.
Tendering includes the following core activities:
- The specification or publication notice confirms the possibility or the obligation to submit a digital tender and refers interested companies to the website.
- The tendering company registers (just once) in e-tendering
- The tendering company uploads its electronic tender and an authorised company official signs it with a digital signature. This is possible using an electronic Belgian identity card or – since the beginning of 2010 – with an electronic signature via certipost. This second option is the most suitable for foreign companies. It is essential that authorised official signs the tender digitally.
- The electronically submitted documents are collected and held in an electronic safe. The chairman and assessor of the tender board use e-tendering to ratify the start of the opening session. An authorised member of staff opens the safe once this sanction had been received and they place their electronic signature on each tender they open. In addition, each tender is allocated a time stamp and a recognition code, so that it is registered as a unique document which can easily be identified.
- The formal report of opening session is posted in e-tendering as soon as the opening procedure has been completed. This report can then be consulted by the public.
Since recently, the various entities of the Flemish government have been encouraged to give interested companies the option to submit their price tenders electronically. The submission of paper tenders will no longer be possible after 1 July 2011. In practice, the electronic procedure is not dissimilar to the paper procedure. The main difference is that the digital offers are kept in a digital ‘safe’.