New OJEU Standard Forms Key Changes Pre-filling Information Minimum Time Limits Mandatory Fields OJEU Form Walk Through

Date of dispatch to the OJEU will be the start of the time limit for receipt of tenders Shortened minimum time limits for receipt of tenders Tender Notices must be published first in the OJEU before publication at national level (eTenders) New OJEU forms are designed to be used electronically only Logical layout and the same structure is used whether it is a PIN, Contract Notice or Award Notice 2 Key Changes

40% of fields made mandatory for improving data capture Some sections are optional depending on different criteria defined by OJEU Ability to choose predefined values throughout the form meaning less data input Greater use of pre-filling information from eTenders to OJEU Forms 3 Key Changes continued

Expedites the completion of the OJEU Form Ensures accuracy Avoids duplication of data entry Consistent contact information presented for contracting authorities Saves time when publishing Selected time limits from eTenders checklists are pre- filled in the OJEU forms 4 Pre-filling of information

5 Procedure Type Minimum Time Limit Fully Electronic Min Time Limit PINAccelerated Open Procedure Minimum of 35 days for receipt of tenders Minimum of 30 daysMinimum of 15 days - If preceded by suitable Prior Information Notice (PIN) Minimum of 15 days - New accelerated open procedure - if urgent (whether or not suitable PIN published) Restricted Procedure Minimum of 30 days for requests to participate in Qualification (Step 1) Minimum of 30 days to submit initial tenders or 25 days if electronic tendering permitted Minimum time to submit tenders is 10 days - If preceded by suitable Prior Information Notice (PIN) Minimum time to submit requests is 15 days, minimum time to submit tenders is 10 days - Accelerated restricted procedure - if urgent (whether or not suitable PIN published) Competitive procedure with negotiation Minimum of 30 days for requests to participate Minimum of 30 days to submit initial tenders (25 days where electronic tendering permitted) Minimum time to submit requests is 15 days If preceded by suitable Prior Information Notice (PIN) Minimum time to submit requests is 15 days, minimum time to submit initial tenders is 10 days - Accelerated - if urgent (whether or not suitable PIN published) Competitive Dialogue Minimum of 30 days for requests to participate No provision for time reduction following Prior Information Notice (PIN) No provision for acceleration Minimum Time Limits 5

Estimated Value excluding VAT must be included Additional contact information for Contracting Authority Duration of Contract Information relating to conditions for opening tenders Information about recurrent procurement An indication if variants will be accepted Asterix * on the OJEU forms indicates a mandatory field 6 Mandatory Fields *

Initial Configuration checks on Company Administration Section – this guides you through Company Admin sections which need to be completed to aid pre-filling of information throughout different sections of the OJEU Form Procedure Templates - this guides you through creating new Procedure template or editing default templates. Please note there are no changes required initially in order for new OJEU forms to appear. This is seamless to the user. Tender Checklist changes – this guides you through the Main change in Tender Checklist which is CPV Codes and setting a CPV Code as “Main CPV”. This is required to complete the OJEU form. It also shows how to check the publication site in use is correct TED Notice – guides the initial creation of the TED Notice OJEU Form – walks you through the main sections within the OJEU Form and all relevant changes Hyperlinks throughout the slides direct you to the relevant slides within the presentation to help you understand topics covered in the New OJEU Forms presentation All User Guides are stored on eTenders user-guideshttp://etenders.gov.ie/system- user-guides 7 OJEU Form Guidance

8 Tender Checklist Changes Configuration Checks OJEU Form

9 OJEU Form Walk Through – Table of Contents TitleGo to Slide Configuration Checks on eTenders – Company Information10-11 Configuration Checks on eTenders – Company Profile12 Procedure Templates – Edit and Create13-14 Tender Checklist Changes – CPV Codes15-16 Tender Checklist Changes – Publication Sites17 Ted Notice – Initial Creation18 Form Data – Preliminary Data19 Form Data – Section IA & B – Contracting Authority20-22 Form Data – Section II A & B23-28 Form Data – Section III - Legal, Economic, Financial and technical information 29 Form Data – Section IV – A & B30-32 Form Data – Complementary Information33-35 Form Data – Review and Finalise36 9

Company Information 1. Click on Administration -> Company Administration 2. Check Company information is completed in full by clicking on Edit. 10 OJEU Form Walk Through – Configuration Checks 10

Company Information 3. Make sure Company details are completed fully – These details will be pre filled in the OJEU Form. See example below: 11 OJEU Form Walk Through – Configuration Checks 11

Company Profile Within Company Administration Click on “Edit” beside Company Profile – tick the sector and main activity that is appropriate for your authority. 12 OJEU Form Walk Through Configuration Checks 12

How to edit current Procedure Templates and how to create new templates 1. Select Company Administration and edit the Process Templates 2. Edit Current - Choose the Procedure Template that you wish to edit by clicking on the link e.g. Changing the minimum Time limit for Open Procedure Template 13 OJEU Form Walk Through – Procedure Templates

3. Create new procedure Templates – Click on “Create Template” Add a Short Description and edit all fields appropriate for your authority. Once Complete click “Save” at the end of the form. Notice new template in Procedure Templates list 14 OJEU Form Walk Through – Procedure Templates 14

CPV Codes 1.CPV Codes are required to be selected in the Tender checklist – Select CPV Codes 2. Click on “Add” and search for the CPV code(expand tree if necessary), then select appropriately by ticking box beside the CPV Code, then click “Add selected categories” 15 OJEU Form Walk Through – Tender Checklist Changes

CPV Codes 3. Check the box next to the code which will be your Main CPV code. 4. Click on the button “Set Main CPV” - this will then pre-fill automatically to your OJEU Form. The star icon identifies the main CPV Code you have set. Set Main CPV Code even if just one CPV Code is listed. 16 OJEU Form Walk Through – Tender Checklist Changes

Publication Sites How to check the Publication sites are correct – this should have been transposed from the Configuration changes. Click Edit and click the drop down in order to make any necessary changes in site/sector 17 OJEU Form Walk Through – Tender Checklist Changes

1.Click on “TED” next to prepare and manage publications 2. Choose the correct form by clicking on the downward arrow on forms: 18 OJEU Form Walk Through – TED Notice

Form Data – Preliminary Data 1. Choose language, Type of Contract and Type of procedure 19 OJEU Form Walk Through – Open Procedure

Form Data – Section IA – Contracting Authority 1.This information is pre- filled from the Company information (see configuration checks)configuration checks 2. Choose the NUTS code – this is the Authorities location which is displayed as a tree structure for selection 3. Joint Procurement – choose the appropriate selection 20 OJEU Form Walk Through – Open Procedure

Form Data – Section IA – Contracting Authority 1.Communication – only change if appropriate. 2. Choose one 3. This URL is auto populated Do not change this URL 21 OJEU Form Walk Through – Open Procedure

Form Data – Section IB – Contracting Authority 1. This information will be pre-filled from the Company Profile – Company Profile Company Profile 22 OJEU Form Walk Through – Open Procedure

Form Data – Section II A 1.Most of this information will now be pre-filled from your checklist. 2.Note main CPV code has been added – this is Based on the Main CPV CodeMain CPV Code you have previously selected in the Tender List 23 OJEU Form Walk Through – Open Procedure

Form Data – Section II A 3. Estimated value will be pre-filled based on information filled in from the Tender. 4. Choose the appropriate lot number here 24 OJEU Form Walk Through – Open Procedure

Form Data – Section II A Notice Additional CPV codes have been pre-filled in the form.CPV codes 25 OJEU Form Walk Through – Open Procedure

Form Data – Section II B 1.Choose Award criteria or 26 OJEU Form Walk Through – Open Procedure

Form Data – Section II B 2. Click on the box for duration of contract e.g. months or days 3. Select yes/no if contract will be renewed – if renewable a description is required 4. Enter envisaged number of candidates – this is a required field except in Open Procedures 5. Enter min or max number and objective criteria if appropriate 6. Choose if variants are accepted 27 OJEU Form Walk Through – Open Procedure 27

Form Data – Section II B 7. Choose Options – if yes give description on options 28 OJEU Form Walk Through – Open Procedure

Form Data – Section III - Legal, Economic, Financial and technical information Complete this Section as before. ** Note: This information will NOT be pre filled from Company information 29 OJEU Form Walk Through – Open Procedure

Form Data – Section IV A - Procedure 1.Complete this Section as before. 2.State whether the procurement is covered by Government Procurement Agency or not 30 OJEU Form Walk Through – Open Procedure

Form Data – Section IV B - Procedure Complete this Section as before. 31 OJEU Form Walk Through – Open Procedure

Form Data – Section IV B - Procedure 1. Language is pre-filled but this can be changed e.g. Below example has pre-filled English language but the user could de-select “EN” and select “GA” for Irish Language (as Gaeilge) 32 OJEU Form Walk Through – Open Procedure

Form Data – Section VI – Complementary Information 1. Choose whether this is a recurrent procurement 33 OJEU Form Walk Through – Open Procedure

Form Data – Section VI – Complementary Information 2. Complete the following information 34 OJEU Form Walk Through – Open Procedure

Form Data – Section VI – Complementary Information 3. Complete if necessary 35 OJEU Form Walk Through – Open Procedure

Form Data – Review and Finalise Review and finalise - same as before. 36 OJEU Form Walk Through – Open Procedure