Components’ management

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These Components shall automate entire procurement lifecycle (from planning to payment) for different procurement methods described below (see “Coverage” chapter). The following figure contains a generic distinction for management of the public procurement process and the interaction between the CAs, EOs and the system itself:

Figure 16. BPE Component diagram as a generic distinction for management of the public procurement process 

 

eBudget

eBudget allows the online definition and preparation of expenditure items, funding sources, periods of budgeting and budgets in structured form.

Methods

eBudget component provides the following methods which allow to do some actions:

Name	Method	Description	Note
Create.EI()	POST	create of new ‘Expenditure Item’
Update.EI()	POST	update of existing ‘Expenditure Item’
Cancel.EI()	POST	update of existing ‘Expenditure Item’	TBD
Create.FS()	POST	create of new ‘Funding source’
Update.FS()	POST	update of existing ‘Funding source’
Check.FS()	POST	check on existing ‘Funding source’
Check.BB()	POST	check budget breakdown for specific OCID	TBD
Cancel.FS()	POST	update of existing ‘Funding source’	TBD
Get.Buyer()	GET	get information about ‘buyer’ for specific OCID	TBD

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Create.EI()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, creation a ‘EI’ entity and generation of a number of related attributes identifiers subsequent ownership and management of the created entity, its life cycle and possible changes

Incomes

Name	Type	Description	Obligation
ownerID	string	NEPP ID	mandatory
country	string	Code of country according to countries codelist	mandatory
date	date-time	Registered date of request	mandatory
data	object	bpe-payloads/eBudget/createEI-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eBudget/createEI-resopnse.json	mandatory

Update.EI()

This method is responsible for: validation the obtained data (payload)   according to the prescribed rules, update of existing ‘EI’ entity and generation of a number of related attributes

Incomes

Name	Type	Description	Obligation
ownerID	string	NEPP ID	mandatory
token	string	EI’s token	mandatory
cpid	string	EI unique identifier	mandatory
data	object	bpe-payloads/eBudget/updateEI-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eBudget/createEI-response.json	mandatory

Create.FS()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, creation of the ‘FS’ entity generation of a number of related attributes  and identifiers subsequent ownership and management of   the created entity, its life cycle and possible changes

Incomes

Name	Type	Description	Obligation
ownerID	string	NEPP ID	mandatory
cpid	string	Parent EI unique identifier	mandatory
date	date-time	Registered date of request	mandatory
data	object	bpe-payloads/eBudget/createFS-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eBudget/createFS-response.json	mandatory

Update.FS()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, update of the ‘FS’ entity generation of a number of related attributes

Incomes

Name	Type	Description	Obligation
ownerID	string	NEPP ID	mandatory
token	string	EI’s token	mandatory
cpid	string	EI unique identifier	mandatory
data	object	bpe-payloads/eBudget/updateFS-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eBudget/createFS-response.json	mandatory

Check.FS()

This method is responsible for: check of availability of FS with particular ID or array of such FSs for particular procurement category extraction of the initial amounts of funds  available on specified FSs for specified need

Incomes

Name	Type	Description	Obligation
data	object	bpe-payloads/eBudget/checkFS-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eBudget/checkFS-response.json	mandatory

Related entities

All entities that are managed by this module are described below.

Title	Description
Tender	EI setting
Budget	Related budget
Address	EI buyer address and details
Classification	Budget classification
ContacPoint	EI buyer contact point
Details	Buyer details
EuropeanUnionFunding	Project description
Identifier	Auxiliar entity to declare identifiers
Period	Budget or tener period devinition
Person	Person declaration form buyers
Value	Auxiliar entity for vaules
_Enums	Domain values.
EIEntity
FSEntity

Functional relationship

This section does not have functional relationship.

ePlanning

ePlanning component allows CAs to construct their procurement plans by scheduling of procedures during a defined period. The ePlanning functionality grants the possibility of aggregating all Annual Procurement Plans by different criteria such as CPV codes, procurement procedure types, dates, and others to be defined in order to crosscheck the planning between contracting authorities and build an annual aggregated procurement plan, and facilitates the aggregation of procurements. Also ePlanning allows the identification of potential individual procurement plans to be aggregated in order to launch a repetitive procedure (i.e. FA) that achieves gains in terms of efficiency and savings.

Description

Procurement planning involves adopting a coherent approach to the acquisition of work, goods, or services, the definition of the procurement process, the engagement of stakeholders, and the governance of the project.

Typical tasks include initial opportunity and spend analysis, identification of stakeholders and their engagement, identification of the organisation’s needs based on the category, analysis of the supply market, development and execution of a strategy for the category, and development and execution of the engagement strategy for the supplier.

The ePlanning tool must allow users to aggregate demand according to different variables such as CPV codes, procurement procedure types, dates, and others to be defined in order to crosscheck the planning between contracting authorities and build an annual aggregated procurement plan. The planning functionality will enable validation of budget availability, using CPV code of planned procurements and local budgetary classification code of the state budget line.

The ePlanning tool should allow the identification of potential individual procurement planning to be aggregated in order to launch a centralised Framework Agreement.

During the pilot, a basic public procurement planning functionality will be developed, which will enable publication of a basic procurement plan with information regarding the object to be purchased (including CPV classification), the estimated timing for publication of tender notice and contract termination.

The planning process is divided into two sub-processes, which are summarised below:

• Yearly planning: The ultimate goal of procurement planning is to coordinate and integrate the actions of a public administration to fulfil a need for goods, services or works in a timely manner and at a reasonable cost. Early and accurate planning is essential to avoid last minute, emergency or ill-planned procurement, which is contrary to open, efficient and effective – and consequently transparent – procurement. In addition, most potential savings in the procurement process are achieved by improvements in the planning stages. The outcome of the yearly planning is the Annual Acquisition Plan (AAP). The publication of the AAP will be developed during the pilot. This Technical Specifications includes the development of functionalities that allow for creation, modification and approval of AAPs. Moreover, it should allow to make amendments to the planning, facilitating that contracting authorities are able to adjust their planning during its execution.
• Individual procurement planning: The scope of the individual procurement plan will depend on the complexity of the requirement. While it is a good practice to always make a plan, in the case of low-risk/low-spend requirements, the plan should be simple, but include an overview of the necessary steps of the project and the associated timeline. At the other end of the scale, managing the procurement of an extremely high risk/high spend requirement is in fact project management, and should entail a thorough and comprehensive planning process.

Methods

ePlanning component includes following methods:

Name	Method	Description
Create.PN()	POST	create of new ‘Periodic Notice’
Update.PN()	POST	create of new ‘Periodic Notice’
Check.PN()	GET	check whether specified entity of PN exists

Create.PN()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, creation of the ‘PN’ entity generation of a number of related attributes  and identifiers subsequent ownership and management of   the created entity, its life cycle and possible changes

Incomes

Name	Type	Description	Obligation
ownerID	string	ID of Platform	mandatory
stage	string	Code of stage	mandatory
country	string	ISO of Country according to codelist	mandatory
pmd	string	Procurement Method Details according to codelist	mandatory
date	date-time	Date of the initiation of the operation	mandatory
data	object	bpe-payloads/eAccess/createPN-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/createPN-response.json	mandatory

Update.PN()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, update of the ‘PN’ entity generation of a number of related attributes

Incomes

Name	Type	Description	Obligation
ownerID	string	ID of Platform	mandatory
date	date-time	Date of the initiation of the operation	mandatory
token	string	PNs’ token	mandatory
data	object	bpe-payloads/eAccess/updatePN-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/updatePN-response.json	Mandatory
-[c]

Related entities

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.2.

eAccess

This component is responsible for receiving, validation and saving of core information about the procurement according to selected procurement method, geography, etc (i.e. title, value, CPV code, terms of reference, duration, qualification criteria, award criteria, etc.) and it amendments. Apart from the initiation of a new Contracting Process, the eAccess includes the links to all related processes (such as definition of used budget or conducted prior notices).

Description

The eAccess module, although primarily accessed and allocated through the NEPPs, is developed within the CDU. The module in the CDU must control the process logic, knowledge, validation rules and master-data. Therefore, NEPPs shall recover such data structure and workflows from the CDU and develop user interfaces for users to create the tender workspace based on CDU requirements. Before publicly publishing the tender, NEPPs shall share with CDU information on the tender notice so CDU can conduct automatic validation of the data to be published and return the notice to NEPPs with a pass/fail test result.

On the economic operator side, this module gives access to all notices and tender documents and provides the option to ask questions and receive answers regarding the Call for Tenders.

The electronic preparation of a tender must allow the contracting authorities to initiate a procurement procedure, choose a public procurement method, build tender nomenclature (positions) and define the technical specifications of goods, services or works to procure. Through this functionality, the module must support most of the preparatory work to be performed by a contracting authority procurement officer before a contract notice is published and the tender documents are made available online. The preparation of a tender will be associated to a procurement plan. Moreover, the module will enable completion of the following tasks:

• Administration of draft tenders under preparation, to be published online: This module allows contracting authorities to view the details of an existing tender and to modify them. It relates only to Calls for Tenders that are still under preparation (i.e. the tender documents that have not been published yet). Certain details of the Call for Tenders must be made exempt from modification, depending on its exact phase and on user authorisations. For instance, when a Call is in the tender evaluation phase, the module must not allow users to modify the details of the contract documents;
• preparation of the list of requirements: Allows contracting authorities to define the qualification requirements. These requirements will be used at the qualification phase. The list of requirements must be sent to the eQualification module;
• preparation of the awarding criteria: Allows contracting authorities to define the awarding criteria for the Call for Tenders. These criteria will be used in the tender evaluation phase, when all received tenders are evaluated. The criteria must be sent to the eEvaluation module;
• preparation of notices: The module will automatically send information to eNotice module for the publication. All document templates, including template notices and standard bidding documents for preparation of Tender Documents can be created and retrieved from the document management module of the Central Database Unit of the eProcurement System.

Methods

eAccess component includes following methods:

Name	Method	Description
Create.CN()	POST	Create new ‘Contract Notice’
Update.CN()	POST	Update existing ‘Contract Notice’
Update.Tender()	POST	Suspension/resumption of the flow
Terminate.Tender()	POST	Termination of all contracting process
Terminate.Lot()	POST	Termination of separate lot
Get.Lots()	GET	Receive a list of lots in ‘active’ status

Create.CN()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules creation of the ‘CN’ entity generation of a number of related attributes  and identifiers subsequent ownership and management of   the created entity, its life cycle and possible changes

Incomes

Name	Type	Description	Obligation
ownerID	string	ID of Platform	mandatory
token	string	PNs’ token	mandatory
cpid	string	Contracting process ID	mandatory
date	date-time	Date of the initiation of the operation	mandatory
data	object	bpe-payloads/eAccess/createCNonPN-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/createCNonPN-response.json	mandatory

Update.CN()

This method is responsible for: validation the obtained data (payload) according to the prescribed rules, update of the ‘CN’ entity generation of a number of related attributes generation of separate item for the ‘amendments’ array for each successful update of each particular CN

Incomes

Name	Type	Description	Obligation
ownerID	string	ID of Platform	mandatory
token	string	CN’s token	mandatory
cpid	string	Contracting process ID	mandatory
data	object	bpe-payloads/eAccess/updateCN-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/updateCN-response.json	mandatory

Update.Tender()

This method is responsible for: Suspension of the contracting process according to the general flow prescriptions Resumption of the contracting process according to the general flow prescriptions

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	string	Date of the initiation of the operation	mandatory
statusDetails	string	SUSPEND || NULL	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/updateTender-response.json	mandatory

Terminate.Tender()

This method is responsible for management of the status attribute of the Contracting Process in case of negative flow Set tender.status:unsuccessful for for those contracting processes where minimum number of offers not achieved Set tender.status.cancelled for those contracting processes where such process cancelled by CA himself

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	string	Date of the initiation of the operation	mandatory
status	string	CANCELED | UNSUCCESSFUL	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
Data	object	bpe-payloads/eAccess/terminateTender-response.json	mandatory

Terminate.Lots()

This method is responsible for management of the status attribute of the separate lots of the Contracting Process in case of negative flow Set tender.lot.status:unsuccessful for for those lots under contracting process where minimum number of offers not achieved Set tender.lot.status.cancelled for those lots under contracting process where such lot cancelled by CA himself

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	string	Date of the initiation of the operation	mandatory
status	string	UNSUCCESSFUL | CANCELED	mandatory
data	object	bpe-payloads/eAccess/terminateLots-request.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/terminateLots-response.json	mandatory

Get.Lots()

This method is responsible for extraction of the set of lots in needed status

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
status	string	ACTIVE || UNSUCCESSFUL || CANCELLED	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAccess/getLots-response.json	mandatory

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Related entities

All entities that are managed by this module are described below:

Title	Description
AcceleratedProcedure
Address	Procuring Entity address description
Budget	Related budget
BudgetBreakdown
Classification	Budget classification
ContacPoint	Procuring Entity contact point
ContractPeriod	Tender initial and ends
DesignContest
Document	Tender documents declaration
Details	Buyer details
DynamicPurchasingSystem
ElectronicAuctions	It includes ElectronicAuctionsDetails and ElectronicAuctionModalities
ElectronicWorkflows	To declare the type of workflows thar a process has to follow.
EuropeanUnionFunding	Project description
Framework	To declare if a process is a Framework
Identifier	Auxiliar entity to declare identifiers
Item	A product or service
JointProcurement	Type of procurement
Lot	Each or a tender lots
LotGroup	Group for lots
Period	Budget or tener period devinition
PlaceOfPerformance
Planning	Organization plan with the budget
ProcedureOutsourcing
RecurrentProcurement	Flag for recurrent processes
Renewal
SourceParty
Tender
TenderProcess	It includes the Amendment
Unit	Auxiliar entity to describe the items
Value	Auxiliar entity for economic values
Person	Person declaration form buyers
Value	Auxiliar entity for vaules
Variant

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.3.

eClarification

This component provides the option to ask questions and receive answers regarding the conditions of particular procurement as well as allow CAs to answering questions from EOs.

Description

The eClarification module involves adopting a coherent approach to the acquisition of work, goods, or services process, to elaborate on the communications between suppliers and the public administration to address possible misunderstandings occurred in the procurement processes. In this sense, such module intends to engage stakeholders to take measures regarding the identification and mitigation measures for issues or inconsistencies that suppliers and the public administration may encounter in the procurement processes.

The eClarification module shall allow for:

• During the tendering process, the eClarification module must allow a set of different actions in respect to the specific procurement procedures according to selected procurement methods. Such activities give details as for the provision of an initial validation of requested duration of clarification period, support scheduling; support the publication of questions and requests for clarification from EOs, the publication of answers and clarifications from CAs, among others.
• By the end of period, the eClarification module must support a flow of clarification period closure under a specific procurement procedure, as well as a flow of automated extension of the initially scheduled duration of the clarification period in a particular procurement procedure. In addition, the module may support a flow of suspension of a procurement procedure at the end of the clarification period, as well as a flow of resuming a suspended procurement procedure.

Methods

eClarification component includes following methods:

Name	Method	Description
Check.Period()	GET	Validate a validity of the enquiry period for specific landscape
Save.Period()	POST	Establish clarification period under Contracting Process
Create.Enquiry()	POST	Create new enquiry
Update.Enquiry()	POST	Update existing enquiry with an answer
Check.Enquiries()	GET	Check whether all enquiries complete with an answers

Check.Period()

This method is responsible for the validation of requested period for clarifications against prescribed setting for this ‘landscape’

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Incomes

Name	Type	Description	Obligation
startDate	date-time	tenderPeriod.startDate	mandatory
endDate	date-time	tenderPeriod.startDate	mandatory
pmd	string	Code of applied procurement method	mandatory
country	string	Code of country of initiation	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory

Save.Period()

This method is responsible for: validation of requested period for clarifications against prescribed data format establishing clarification period for the retaled contracting process

---

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
startDate	date-time	tenderPeriod.startDate	mandatory
endDate	date-time	tenderPeriod.startDate	mandatory
pmd	string	Code of applied procurement method	mandatory
country	string	Code of country of initiation	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eClarification/savePeriodResponse.json	mandatory

Create.Enquiry()

This method is responsible for: Validation of general ability of the clarifications under required contracting process Validation of the business rules prescribed for the clarification request under requested contracting process Save valid request for clarification

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	date-time	Date of initiation of this enquiry	mandatory
ownerID	string	ID of Platform	mandatory
data	object	bpe-payloads/eClarification/createEnquiryPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eClarification/createEnquiryResponse.json	mandatory

Update.Enquiry()

This method is responsible for: Verification request against prescribed business rules (if requested enquiry is available for update considering current state of the contracting process) Validation of the rules prescribed for the clarification under requested contracting process Save valid clarification

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	date-time	Date of publication of this answer	mandatory
ownerID	string	ID of Platform	mandatory
token	string	Token for this enquiry	mandatory
data	object	bpe-payloads/eClarification/updateEnquiryPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eClarification/updateEnquiryResponse.json	mandatory

Check.Enquiries()

This method is responsible for check if there is at least one clarification request with no related respond

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ownerID	string	ID of Platform	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory

Related entities

All entities that are managed by this module are described below:

Title	Description
Address	Needed to describe the enquiry author details
Tender	It allows to check the enquiry period
Enquiry	A new entity is registered in the system for its lot.
ContacPoint	Needed to describe the enquiry author contact point
Details	Needed to describe the author details
Identifier	Needed to describe the author identifies
OrganizationReference	To describe enquiry author
Period	Needed to describe the Tender enquiry period

 

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.5.

eSubmission

This component allows EOs to respond to Contract Notice by preparing their offers in a structured and secure way, and submit their offers or electronically to a CA, including using templates created by the CA.

On the CAs side, this component generates a standardized schema for bid or proposal in the relevant procurement method, stores received bids or proposal until expiry of tender deadlines and allows secure opening of the received tenders upon expiry of the tender deadlines.

Description

eSubmission module shall be partially developed in the CDU to accommodate some functionalities, such as providing data structure for eSubmissions and storing the bids and facilitating its encryption.

On the Contracting Authorities’ side, this module generates a standardised interactive template for bid or proposal (based on data structure stores in CDU) – a tender submission form - in the relevant procurement method, with or without an e-catalogue.

It allows secure opening of the received tenders upon expiry of the tender deadlines. Once the deadline for submission has passed, no changes to the submitted tenders will be permitted by the system.

To facilitate bid encryption and control access to submitted bids in different phases of the public procurement procedure, a three envelopes submission scheme will be applied in Moldova, separating basic types of bidding documents of the economic operators:

1. Self-declaration and/or Qualification Documents, covering eligibility to participate in public procurement and qualification requirements;
2. Technical Proposal, and
3. Financial Offer.

The electronic submission shall be enabled for:

• Request to participate: Allows economic operators to express their interest to participate in a restricted tender or any other procedure where pre-qualification or qualification of interested Economic Operators takes place.
• Bid submission: Allows economic operators to create and submit a bid in a particular tender. The tender specifications will include the bid submission deadlines and the requested document structure.

Visualisation/submission of requests and publication of clarifications or addenda: Allows users to view all published information for a tender (i.e. questions and answers), as well as to submit new requests for clarifications or explanations. In addition, this functionality allows contracting authorities to provide clarifications or explanations, within prescribed deadlines.

Methods

eSubmission component includes following methods:

Name	Method	Description
Check.Period()	GET	Check validity of submission period for requested conditions
Save.Period()	POST	Establish submission period for contracting process
Create.Bid()	POST	Create new bid
Update.Bid()	POST	Update existing bid
Update.BidStatusDetails()	POST	Update statusDetails value according to the process flow
Set.BidStatusDetails()	POST	Set statusDetails value according to the process flow
Get.Bids()	GET	Get list of bids registered under specific contracting process
Finalize.ValidBids()	POST	Move all valid bids to the final state according to the flow

Check.Period()

This method is responsible for the validation of requested period for submission against prescribed setting for this contracting process considering geography and applied legal basic.

---

Incomes

Name	Type	Description	Obligation
country	string		mandatory
pmd	string		mandatory
startDate	date-time		mandatory
endDate	date-time		mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory

Save.Period()

This method is responsible for: validation of requested period for submission against prescribed data format establishing submission period for the retaled contracting process

---

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
startData	date-time		mandatory
endDate	date-time		mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/savePeriodResponse.json	mandatory

Create.Bid()

This method is responsible for:

• Validation of general ability of the submission under required contracting process
• Validation of the business rules prescribed for the bid request under requested contracting process
• Save valid bid

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Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ownerID	date-time		mandatory
date	date-time		mandatory
data	object	bpe-payloads/eSubmission/createBidPayload.json

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/createBidResponse.json	mandatory

Update.Bid()

This method is responsible for:

• Verification request against prescribed business rules (if requested bid is available for update considering current state of the contracting process)
• Validation of the rules prescribed for the submission under requested contracting process
• Save valid updated bid

---

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ownerID	date-time		mandatory
date	date-time		mandatory
token	string		mandatory
data	object	bpe-payloads/eSubmission/updateBidPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/updateBidResponse.json	mandatory

Update.BidStatusDetails()

This method is responsible for switching bids collected under specific contracting process where such change requested by BPE according to the current state of the contracting process to the relevant  temporary status

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	date-time		mandatory
data	object	bpe-payloads/eSubmission/updateBidStatusDetailsPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/updateBidStatusDetailsResponse.json	mandatory

Set.BidStatusDetails()

This method is responsible for switching bids  collected under specific contracting process where award decision took place against such bids to the relevant temporary status

---

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
bidId	date-time		mandatory
awardStatus	string	UNSUCCESSFUL | ACTIVE	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/setBidStatusDetailsResponse.json	mandatory

Get.Bids()

This method is responsible for extraction a set of bids collected under specific contracting process and available for disclosure where award period has been started

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
pmd	date-time	Code of applied procurement method	mandatory
country	string	Code of the country of initiation of contracting process	mandatory
status	string	pending	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/getBidsResponse.json	mandatory

Finalize.ValidBids()

This method is responsible for switching bids  collected under specific contracting process where award decision took place against such bids to the relevant permanent status.

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
date	string	Date of initiation of finalization	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
data	object	bpe-payloads/eSubmission/finalizeValidBidsResponse.json	mandatory

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Related entities

All entities that are managed by this module are described below:

Title	Description
AccountIdentification
AdditionalAccountIdentifier
Address	Is completed with AddressDetails, data class CountryDetails, RegionDetails, LocalityDetails
BankAccount
Bid	A tender bid
Bids	List of Bid
BusinessFunction	It is completed with Period and Document
ContactPoint	It describes the tenderers contact details
Details	It completes the tenderer description
Document	It completes the tender documents
Identifier	It is used for tenderer identifies
IssuedBy
IssuedThought
LegalForm
OrganizationReference	Describes the tenderers
Period	The tender star and end date
Permit
PermitDetails
Persone
Requirement
RequirementResponse
ValidityPeriod	The tender start and end validity period
Value	Auxiliar entity to describe economic values
_Enums.kt	List of values

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.6.

eQualification

This component handles legal, economic and quality qualification of the tenderers and its proposals. It is responsible for accessing EOs master data. It is also used for shortlist management of procedures that allow shortlisting prior to submission of tenders.

Description

The eQualification module is responsible for defining the qualification rules that EOs must accomplish and for cross-checking information within different registers in order to decide whether an EO is qualified or not.

The CDU will include eQualification functionalities that allow the definition of data structure in which NEPPS shall build their qualification forms and validation of self-declaration (by using eGovernment services available via MConnect only). For example, connection to the registry of banned economic operators is only possible through the CDU (via MConnect). The module shall provide a pass/fail test result to NEPPs for each economic operator.

The module must be aligned with the EU policies and international best practice that allows economic operators to self-declare their legal, economic and financial capacity, rather than providing full documentary evidence as previously required.

The module shall provide two different modes of qualification:

• Basic qualification: based on ESPD the module must allow an automated Pass/Fail mechanism of qualification.
• Qualitative qualification: the pre-selection or shortlisting of economic operators shall be made in accordance to Art. 65 of EUDP 2014/24 (Reduction of the number of otherwise qualified candidates to be invited to participate) and Part VI of ESPD. The system allows to conduct a scoring and ranking of the bidders according to their capabilities in fulfilling the technical and professional capacities needed for performing the contract.

When used for procurement methods that allow pre-qualification or shortlisting prior to submission of bids or proposals (restricted tender, competitive dialogue, negotiated procedure with publication), this module, upon expiry of pre-qualification deadlines, shall enable Procurement Officer/Evaluation Staff to access a ranking of tenderers who submitted a request to participate. The tenderers will be ranked based on received self-declarations or requested documentary evidence, if required by the CA when the qualification based on eGovernment services is not available. The Procurement Officer / Evaluation Staff will invite top ranking tenderers to submit a bid/proposal.

ESPD

The European single procurement document (ESPD) is a self-declaration by economic operators providing preliminary evidence replacing the certificates issued by public authorities or third parties. As provided in Article 59 of Directive 2014/24/EU, it is a formal statement by the economic operator that it is not in one of the situations in which economic operators shall or may be excluded; that it meets the relevant selection criteria and that, where applicable, it fulfils the objective rules and criteria that have been set out for the purpose of limiting the number of otherwise qualified candidates to be invited to participate.

The module will enable the automated validation of data from economic operators from ESPD against government registries. The system will gather the evidence produced by the responsible entities through the connection to State Registers (via MConnect) and perform its cross-check against information submitted in ESPD by Economic Operators.

The implementation of ESPD automated validation shall be respectful with the Commission implementing regulation (EU) 2016/7 of 5 January 2016 – establishing the standard form for the ESPD.

The integration with state registers and automated evaluation of qualification evidence would reduce dramatically the risk of administrative mistakes and the time required to manage all the evidence.

Methods

eQualification component includes following methods:

Name	Method	Description
Create.Awards()	POST
Update.Award()	POST
End.AwardPeriod()	POST
Finalize.Awards()	POST

Create.Awards()

This method is responsible for:

• Analysis of the payload received in order to establish awarding processes for those lots where enough bids were collected and current status of such lots allows to start evaluation
• Generation of the ‘awards’ related to the lots under evaluation and related bids  
• Initial ranking of the generated awards according to applied awarding strategy

Incomes

Name	Type	Description	Obligation
stage	string	Code of stage	mandatory
cpid	string
country	string	ISO of Country according to codelist	mandatory
pmd	string	Procurement Method Details according to codelist	mandatory
startDate	date-time		mandatory
payload	object	bpe-payloads/eAccess/createAwardsPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
responseDetails	array	Description for the code of response (if applicable)	mandatory
data	object	bpe-payloads/eAccess/createAwardsResponse.json	mandatory

Update.Awards()

This method is responsible for switching ‘awards’ established for the evaluation needs under specific contracting process where award decision was made to the relevant  temporary status.

Incomes

Name	Type	Description	Obligation
stage	string	Code of stage	mandatory
cpid	string
owner	string	ISO of Country according to codelist	mandatory
token	string	Procurement Method Details according to codelist	mandatory
date	date-time		mandatory
payload	object	bpe-payloads/eAccess/updateAwardsPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
responseDetails	array	Description for the code of response (if applicable)	mandatory
data	object	bpe-payloads/eAccess/createAwardsResponse.json	mandatory

End.AwardPeriod()

This method is responsible for completion of the awarding period for specific lot where award decision was made and stand-still period expired.

Incomes

Name	Type	Description	Obligation
stage	string	Code of stage	mandatory
cpid	string
owner	string	ISO of Country according to codelist	mandatory
token	string	Procurement Method Details according to codelist	mandatory
endDate	date-time	дата завершения периода	mandatory

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
responseDetails	array	Description for the code of response (if applicable)	mandatory
data	object	bpe-payloads/eAccess/endAwardPeriodResponse.json	mandatory

Finalize.Awards()

This method is responsible for switching ‘awards’ where awarding period has been closed to the relevant permanent status.

Incomes

Name	Type	Description	Obligation
stage	string	Code of stage	mandatory
cpid	string

Outcomes

Name	Type	Description	Obligation
success	boolean	TRUE || FALSE	mandatory
responseDetails	array	Description for the code of response (if applicable)	mandatory
data	object	bpe-payloads/eAccess/finalizeAwardsResponse.json	mandatory

Related entities

All entities that are managed by this module are described below:

Title	Description
Address	Incules AddressDetails, CountryDetails, RegionDetails and LocalityDetails
Award	Tender award
Bid	Tender bid
Classification	Tender classification cirteria
ContactPoint	Award suppliers details
Details
Document	Tender documents
Identifier	Auxiliar entitiy to intentify a bider
Item	A product or service
Lot
OrganizationReference	Tender procuring entity
Period	Tender start and end date
Unit	Item unit
Value	Auxiliar entity to economic values
_Enums.kt	List of values

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.7.

eAuction

This component facilitates the configuration and management of reverse auction held electronically.

Description

The eAuction module must facilitate running of reverse electronic auctions. This allows the ranking of ‘lowest price’ and ‘price and other criteria’ based on an automated assessment method, according to the options prescribed by the contracting authority in the contract notice. Other criteria can be included in the eAuction module as quantifiable elements of quality, which can be expressed as a value suitable for incorporation within a formula. Contracting authorities should be able to set the parameters of the formula for each eAuction.

All communication, including the invitation to pre-qualified bidders (if pre-qualification is used) to submit new prices and/or values, must be made electronically in real-time.

The eAuction module will be based on the available Open Source code donated by the Transparency International Ukraine upon request of the European Bank for Reconstruction and Development.

The steps covered by an eAuction module are as follows:

• Once the qualification process has been completed, auction is scheduled. Successful bidders are coded with unique auction participant numbers and invited simultaneously by electronic means to participate in the price bidding.
• The electronic invitation states the connection details, and the date and time of the eAuction, which cannot be sooner than two working days after transmission of the invitation.
• The electronic invitation must provide information about the auction process and minimum differences required for a new bid, as well as the outcome of the initial evaluation if quality criteria are applied. Where the eAuction is to be conducted in phases, the invitation to participate must state the number of phases and associated timetable.
• The module should provide the bidder with auction status information during the course of the auction.
• The auction will follow the logic of the reverse auction, with a three-round competition, where each bidder will be able to place a bid three times in order to decrease his price and determine the winner of the price bidding.
• In each round, the bidder with the lowest price starts the next round. Each round will have a fixed amount of time during which bids can be placed.
• The auction can be closed by fixing the date and time in the invitation to participate. It can also be closed when no new prices or values that meet the minimum difference criterion are submitted, or when the specified phases are completed.
• At the end of the auction, the initial evaluation is combined with changes to values arising from the auction in an automated way to identify the winning bid.

eAuction module must be able to organise auctions for multi-position procedures, grouped into lots positions and/or separate (not grouped into lots) positions.

eAuction module can support ‘lowest price’ or ‘price and other criteria’ methods, depending on the decision published in the contract notice or tender documents. In the case of the price and other criteria method, any ‘quality’ features of the bid (i.e. terms of delivery or warranty) carried forward to the eAuction stage must be capable of being expressed as a value (figure or percentage), which can be incorporated within the formula that will be used to rank bids. Limits to quality values arising from specified requirements must be stated in the tender specifications and sent together with the invitation to participate.

The eAuction module will be initially developed during the pilot, so the present Technical Specification covers procedures with non-mandatory auction, if decided by the contracting authority and further development of the module to provide price and other criteria selections. Customisation may entail changes in the moment of the procedure when the eAuction is held, as well as specific changes in the procedure for bidding (i.e. changes in the number of rounds, etc.). The pilot has already implemented some functionalities such as ranking of bidders and possibility of using not only price criteria. Some of this functionalities, nevertheless, have not been put in practice yet.

In addition, an alert system will be implemented, which will automatically report to the PPA in case of abnormal auction outcomes.

Finally, the MTender Operator must be provided with an alert system that will automatically report technical problems with the eAuction or any irregular outcome of the bidding in the reverse electronic auction for any Contracting Authority.

eAuction is not the only financial evaluation mechanism available in Moldova, but it is the only one developed and integrated in the Central Database Unit.

Methods

eAuction component includes following methods:

Name	Method	Description
Validate.Auction()	GET
Schedule.Auction()	POST
Cancel.Auction()	POST
Run.Auction	POST

---

Validate.Auction()

This method is responsible for validation of the expected start date of eAuction requested within preparation of the Contract Notice of the specific contracting process  

Incomes

Name	Type	Description	Obligation
data	object	bpe-payloads/eAuction/validateAuctionPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory

Schedule.Auction()

This method is responsible for scheduling of eAuction for each lot under specific contracting process.

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
data	object	bpe-payloads/eAuction/scheduleAuctionPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAccess/scheduleAuctionResponse.json	mandatory

Cancel.Auction()

This method is responsible for cancellation of the previously scheduled  eAuction under specific contracting process

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
lotID	string		mandatory
status	string	CANCELLED	mandatory
token	string		mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory

Run.Auction()

This method is responsible for launch of eAuction for the separate lot under specific contracting process

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
data	object	bpe-payloads/eAuction/runAuctionPayload.json	mandatory

Outcomes

success	string		mandatory
data	string	bpe-payloads/eAccess/runAuctionResponse.json	mandatory

When an electronic auction ends due to success execution, eAuction component automatically sends relevant notification to BPE. Such response contents all statistics and results of electronic auctions under all lots in this specific contracting process.

Result

Name	Type	Description	Obligation
success	string		mandatory
cpid			mandatory
ocid			mandatory
auctionResults	string	bpe-payloads/eAccess/auctionResult.json	mandatory

Related entities

All entities that are managed by this module are described below:

Title	Description
Amount
Auction	The auction process
Bid	A presented bid
Breakdown
Bucket
Command
Country
cpid
Currency
Date
lotId
Modality
Offer
operationId
Period
PlatformId
progressId
result
sign
slots
tender
value
version

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.8.

eAwarding

This component allows preparation of the Contract Award Notice and Awarded Contract itself in a structured way. It also ensures exchange of documents with the tenderer during the awarding phase. eAwarding is responsible for all actions after  evaluation is completed until the contract is executed.

Description

This module allows preparation of the contract award notice (prepare data for the eNotice module) and notification to awarded and non-awarded tenderers in standardised formats. It ensures exchange of documents with the tenderer during the awarding phase.

The module will also prepare the contract award notice in a structured way, in order to be submitted to the eNotice module.

Methods

eAwarding component includes following methods:

Name	Method	Description
Create.SuccessfulCAN()	POST
Create.UnsuccessfullCAN()	POST
Create.CancelledCAN()	POST
Update.CAN()	POST
Confirm.CAN()	POST
Cancel.CAN()	POST

Create.SuccessfulCAN()

This method is responsible for generation of the ‘Contract Award Notice’ related to the specified lot where winner was selected  

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
date	date-lite		mandatory
lotID	string		mandatory
data	object	bpe-payloads/eAwarding/successfulCANPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/successfulCANResponse.json	mandatory

Create.UnsuccessfullCAN()

This method is responsible for generation of the ‘Contract Award Notice’ related to the specified lot where winner was not selected

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
date	date-lite		mandatory
data	object	bpe-payloads/eAwarding/unsuccessfulCANPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/unsuccessfulCANResponse.json	mandatory

Create.CancelledCAN()

This method is responsible for generation of the ‘Contract Award Notice’ related to the specified lot where procurement was terminated

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
date	date-lite		mandatory
data	object	bpe-payloads/eAwarding/cancelledCANPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/cancelledCANResponse.json	mandatory

Update.CAN()

This method is responsible for the update of the ‘Contract Award Notice’ generated with additional data or attributes’ values according to the actions taken by parties under post-award stage of the contracting process  

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
id	string	Identifier of the specific CAN to be updated	mandatory
token	string		mandatory
data	object	bpe-payloads/eAwarding/updateCANPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/updateCANResponse.json	mandatory

Confirm.CAN()

This method is responsible for switching of the ‘Contract Award Notice’ related to the specified lot where winner was not selected to the final permanent status

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
token	string		mandatory
id	string	Identifier of the specific CAN to be updated	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/confirmCANResponse.json	mandatory

---

Cancel.CAN()

This method is responsible for cancellation of the previously generated ‘Contract Award Notice’ related to the specified lot where winner was or was not selected due to Review Body decision

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
id	string	Identifier of the specific CAN to be updated	mandatory
token	string		mandatory
data	object	bpe-payloads/eAwarding/cancelCANPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string		mandatory
data	string	bpe-payloads/eAwarding/cancelCANResponse.json	mandatory

Related entities

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.10.

eContracting

This component allows preparation Awarded Contracts in a structured way.

Description

eContract Management is the electronic enhancement of the management of receivables, payments, contract settlements, contract variations, performance securities, and audit and control activities. The eContract Management module will translate the stages of the current contract management process that can be executed electronically into electronic procedures. The implementation team will define the contract management process in the definition phase, if not already available, before translating it into the system. The process will include activities from the pilot regarding the registration of the contract, publication of contract milestones, payment schedules, modification to the contract (additional agreements), termination of the public contract, and closure of the contract. If the new procedures need a customisation of existing functionalities, these functionalities must be updated.

The present Technical Specification includes the development of functionalities for reception and approval of deliverables, generation and approval of payments, and monitoring and evaluation of goods, works and services purchased.

The module will display information on the status of the payment schedule. Other information, such as the total amount to be paid, the amount already paid, payment due dates, and other indicators to be defined will be displayed along with the status of the payment schedule, according to the data available from the State Treasury.

In order to allow auditing of the public procurement process and the execution of contracts, the State Treasury will access the eContract Management system and review all necessary information. Additionally, the State Treasury will be able to approve payments to economic operators and block the contract budget and payments, if necessary, through direct integration developed during the pilot.

The module will incorporate at least four different users with an active role in the Contract management role. These users will include the Public Procurement Agency, central purchasing bodies, contracting authorities and economic operators.

Four sub-processes for eContract Management have been defined as summarised below:

• Modification without effect on the project budget – amendments. Process for requesting and approving modifications to the contract not affecting the budget.
• Modification with effect on the project budget – extensions. Process for requesting and approving modifications to the contract that affect the budget.
• Evaluation of project progress – for goods and services. Process for reviewing the contract performance and the implementation status of a goods or service procurement.

Methods

eAwarding component includes following methods:

Name	Method	Description
Create.Contract()	POST
Update.Contract()	POST
Issue.Contract()	POST
Verify.Contract()	POST
Cancel.Contract()	POST
Activate.Contract()	POST
Terminate.Contract()	POST

Create.Contract()

This method is responsible for:

• Aggregation information from Contract Award Notice(s) received in order to generate a contract related to awarded lot(s)
• Generation of the initial draft of contract for awarded lot(s)

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
lang	string		mandatory
data	object	bpe-payloads/eAwarding/createContractPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/createContractResponse.json	mandatory

Update.Contract()

This method is responsible for update of the initial draft of the contract related to awarded lot(s) with additional required data

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string		mandatory
data	object	bpe-payloads/eAwarding/updateContractPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/updateContractResponse.json	mandatory

Issue.Contract()

This method is responsible for issuing of the final version of the contract to be signed once all the prearations made

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string	Identifier of the specific CAN to be updated	mandatory
country	string

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/issueContractResponse.json	mandatory

Sign.Contract()

This method is responsible for signing contracts by Parties

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string	Identifier of the specific CAN to be updated	mandatory
requestID	string		mandatory
ownerID	string		mandatory
date	date-time		mandatory
data	string	bpe-payloads/eAwarding/signContractResponse.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/signContractResponse.json	mandatory

---

Verify.Contract()

This method is responsible for transfer signed contract to the external Body (Treasury) for verification

Incomes

Name	Type	Description	Obligation
cpid	string		mandatory
ocid	string	Identifier of the specific AC to be updated	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory

As a result of success execution, method will switch AC to statusDetails:verification 

Result

As a result of AC verification in Treasury, this AC will be switched to one of values for statusDetails described in the state-chart diagram

---

Cancel.Contract()

This method is responsible for cancellation of the previously created contract provided that this contract is not yet activated

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ocid	string	Identifier of the specific AC to be updated	mandatory
data	string	bpe-payloads/eAwarding/cancelContractPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/cancelContractResponse.json	mandatory

As a result of success execution, method will switch AC to statusDetails:cancellation and after expiry of reviewPeriod - to status:cancelled

---

Activate.Contract()

This method is responsible for activation of the contract:

• Signed by Parties
• Verified by Treasury (for state funded contracts)

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ocid	string	Identifier of the specific AC to be updated	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/signContractResponse.json	mandatory

---

Terminate.Contract()

This method is responsible for termination of the active contract due to end of performance or preliminary termination

Incomes

Name	Type	Description	Obligation
cpid	string	Contracting process ID	mandatory
ocid	string	Identifier of the specific AC to be updated	mandatory
data	string	bpe-payloads/eAwarding/termanateContractPayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
success	string	TRUE || FALSE	mandatory
data	object	bpe-payloads/eAwarding/termanateContractResponse.json	mandatory

Related entities

All entities that are managed by this module are described below:

Title	Description
Address	It includes AddressDetails, CountryDetails, RegionDetails and LocalityDetails
AgreedMetric	It includes Observation and ObservationUnit
Amendment	It includes DocumentAmendment
Award	Tender award
BudgetSource
Can
Classification	Tender classification
ConfirmationRequest	It incvludes RequestGroup, Request, RelatedPerson
ConfirmationResponse	ConfirmationResponseValue, Verification,
ContactPoint	Tender awarded entity contact point.
Contract
ContractedAward
Details	It includes DetailsSupplier, DetailsBuyer, Permits, PermitDetails, ValidityPeriod, Issue, BankAccount, AccountIdentifier, LegalForm
DocumentAmedment	A tender amedment document
DocumentAward	Tender document award
DocumentContract
Identifier	Auxiliar entity to identify
Item	A product or service
Milestone
OrganizationReference	Details for the awarded entity.
OrganizationReferenceBuyer
OrganizationReferenceSupplier
Period	Tender start and end dates.
Person	It includes BusinessFunction and DocumentBF
Planning	It includes Implementation, Transaction, ExecutionPeriod, Budget, BudgetAllocation and PlanningBudgetSource
RelatedProcess
TreasuryData
Unit	Units for items
Value	Auxiliar entity to economic values
ValueTax	Auxiliar entity for taxes

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.11.

eNotice

The eNotice is in charge of generating Notices using the data available in the eAccess and other components. The notices will be generated in a structured way available to download or send to third parties. The module will also allow the creation of all other needed types of notices for all types of procedures based on the tender specifications introduced in the eProcurement system.

Description

eNotices must enable the publishing of official notices for below EU threshold procedures, such as prior information notices, contract notices, contract award notices, and national notices.

Notices shall be created in standardised formats suitable for BAP and TED. Additionally, the eSender must facilitate linking with the TED platform for the official publication of notices for above EU threshold procedures.

The notices will be generated in a structured way that is compatible with eSender to avoid duplications due to the production of different types of notices. The notices template will be based on TED template and mandatory and optional fields will be identified depending on the value of the contract.

The Central Database Unit will execute the eSender functionality at least once a day, sending all procurement notices for publication on TED.

eSender must link eProcurement information with the TED platform for official publication of notices, such as prior information notices, contract notices, or contract award notices, and must comply with EU standards and procedures. More information about the integration of eSender can be found on the SIMAP website: https://simap.ted.europa.eu/web/simap/sending-electronic-notices.

The remaining functions of eNotices module will be executed within the Networking Electronic Procurement Platforms. These functions include: preparation/modification and publication of notices in the public portal (i.e. prior information notices, contract notices, contract award notices, etc.), uploading/modifying tender specifications, and searches of published contract notices, amongst others.

Methods

eNotice component includes following methods:

Name	Method	Description
Release.EI()	POST
Update.EI()	POST
Release.FS()	POST
Update.FS()	POST
Release.PN()	POST
Update.PN()	POST
Release.CN()	POST
Update.CN()	POST
Release.CNPN()	POST
Release.CNPIN()	POST
Update.Period()	POST
Cancel.Lot()	POST
Cancel.Tender()	POST
Release.Enquiry()	POST
Update.Enquiry()	POST
Start.AwardPeriod()	POST
Update.Tender()	POST
Update.Award()	POST
End.AwardPeriod()	POST
End.StandStillPeriod()	POST

Release.EI()

Methods responsible for issuing of the new OCDS-record for EI

Incomes

Name	Type	Description	Obligation
cpid		EI ID	mandatory
operation		createEI	mandatory
releaseDate	date-time	Date of release	mandatory
data	object	bpe-payloads/eNotice/createEIpayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/createEIresponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createEIresponseRelease.json

Update.EI()

Methods responsible for issuing of the new OCDS-release for EI

Incomes

Name	Type	Description	Obligation
cpid	string	EI ID	mandatory
operation	string	updateEI	mandatory
releaseDate	date-time	Date of release	mandatory
data	object	bpe-payloads/eNotice/updateEIpayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/updateEIresponseRelease.json

Release.FS()

Methods responsible for issuing of the new OCDS-record for FS

Incomes

Name	Type	Description	Obligation
cpid		EI ID	mandatory
operation		createFS	mandatory
releaseDate	date-time	Date of release	mandatory
data	object	bpe-payloads/eNotice/createFSpayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/createFSpayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createFSpayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createEIpayloadResponseRelease.json

Update.FS()

Methods responsible for issuing of the new OCDS-release for FS

Incomes

Name	Type	Description	Obligation
cpid	string	EI ID	mandatory
operation	string	updateFS	mandatory
releaseDate	date-time	Date of release	mandatory
data	object	bpe-payloads/eNotice/updateFSpayload.json	mandatory

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/updateFSpayloadResponseRecord.json

Release.PN()

Methods responsible for issuing of the new OCDS-record for PN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		createPN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string		mandatory
data	object	bpe-payloads/eNotice/createPNPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/createMSpayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRecord	bpe-payloads/eNotice/createStagePayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Update.PN()

Methods responsible for issuing of the new OCDS-release for PN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		updatePN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string		mandatory

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/createMSpayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRecord	bpe-payloads/eNotice/createStagePayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Release.CN()

Methods responsible for issuing of the new OCDS-record for CN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		createCN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/createCNpayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRecord	bpe-payloads/eNotice/createMSpayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRecord	bpe-payloads/eNotice/createStagePayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Update.CN()

Methods responsible for issuing of the new OCDS-release for CN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		updateCN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/updateCNpayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Release.CNPN()

Methods responsible for issuing of the new OCDS-release for CN based on previous PN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		createCNPN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/updateCNpayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json

Release.CNPIN()

Methods responsible for issuing of the new OCDS-release for CN based on previous PIN

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		createCNPIN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/updateCNpayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRecord.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json

Update.Period()

Methods responsible for issuing of the new OCDS-release for CN where one of the periods is automatically updated

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		updateCN	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/updatePeriodPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Cancel.Lot()

Methods responsible for issuing of the new OCDS-release for CN where one of the lots is cancelled

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		cancelLot	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/cancelLotPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Cancel.Tender()

Methods responsible for issuing of the new OCDS-release for CN where all tender is cancelled

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		cancelTender	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/cancelTenderPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/udpateEIpayloadResponseRelease.json
ocdsRelease(s)	bpe-payloads/eNotice/udpateFSpayloadResponseRelease.json

Release.Enquiry()

Methods responsible for issuing of the new OCDS-release for CN where new clarification request is disclosed

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		createEnquiry	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/createEnquiryPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json

Update.Enquiry()

Methods responsible for issuing of the new OCDS-release for CN where new clarification is received

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		updateEnquiry	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/createEnquiryPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json

Start.AwardPeriod()

Methods responsible for issuing of the new OCDS-release for CN where awardPeriod stars

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		startAwarding	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/startAwardPeriodPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/startAwardPeriodRelease.json

Update.Tender()

Methods responsible for issuing of the new OCDS-release for CN where contracting process is suspended/refused

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		suspend | unsuspend	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/startAwardPeriodPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json

Update.Award()

Methods responsible for issuing of the new OCDS-release for CN where award decision made

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		updateAward	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/updateAwardpayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/startAwardPeriodRelease.json

End.AwardPeriod()

Methods responsible for issuing of the new OCDS-release for CN where awardPeriod complete

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		standStilStart	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/endAwardPeriodPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/startAwardPeriodRelease.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json

End.StandStillPeriod()

Methods responsible for issuing of the new OCDS-release for CN where stand-still period under awarding exipred

Incomes

Name	Type	Description	Obligation
cpid		Contracting process ID	mandatory
operation		standStillEnd	mandatory
releaseDate	date-time	Date of release	mandatory
stage	string	PS | PQ | EV	mandatory
data	object	bpe-payloads/eNotice/endStandStillPeriodPayload.json

Outcomes

Name	Type	Description	Obligation
ocdsRelease	bpe-payloads/eNotice/createStagePayloadResponseRelease.json
ocdsRelease	bpe-payloads/eNotice/createMSpayloadResponseRelease.json

Related entities

All entities that are managed by this module are described below:

Title	Description
AcceleratedProcedure
Address	Procuring Entity address description
Amendment	Tender amendment
Award
Bid	Tender bid
Bids	List of bids
BidsStatistic
Budget	Related budget
BudgetBreakdown
BudgetSource
Change
Classification	Budget classification
Coefficient
CoefficientValue
ConfirmationRequest
ConfirmationResponse
ContacPoint	Procuring Entity contact point
Contract
ContractTerm
Conversion
Criteria	Tender initial and ends
Criterion
DesignContest
Document	Document to publish.
Details	It includes Permits, PermitDetails, BankAccount, AccountIdentifier and LegalForm.
DynamicPurchasingSystem
ElectronicAuctions	It includes ElectronicAuctionsDetails and ElectronicAuctionModalities
ElectronicWorkflows	To declare the type of workflows thar a process has to follow.
EuropeanUnionFunding	Project description
Enquiry	Tender question.
Framework	To declare if a process is a Framework
Identifier	Auxiliar entity to declare identifiers
Item	A product or service
JointProcurement	Type of procurement
LegalProceedings
Lot	Each or a tender lots
LotDetails
LotGroup	Group for lots
Milestone
Objective
Option
Organization
OrganizationReference
ParticipationFee
Period	Budget or tener period devinition
Person
PlaceOfPerformance
Planning	Organization plan with the budget
ProcedureOutsourcing
PurposeOfNotice
RecurrentProcurement	Flag for recurrent processes
RelatedNotice
RelatedPsocess
Renewal
Requirement
Requirement Group
Requirement Reference
RequirementResponse
ReviewProceedings
Tender
Transaction
TreasuryBudgetSource
Unit	Auxiliar entity to describe the items
Value	Auxiliar entity for economic values
Person	Person declaration form buyers
Value	Auxiliar entity for vaules
ValueBreakdown
ValueTax
Variant
_Enums	List of values

Functional relationship

This component is described in the functional document MTender_Technical Specifications, in section 4.4.

eEvaluation

This module provides tools to support the evaluation of tenders by the contracting authorities.

Description

The eEvaluation phase covers all actions regarding the evaluation of bids (excluding eAuction), and the selection of an economic operator for the award of a public contract. The following types of evaluation shall be made available to CAs:

·       Price ranking – automated ranking by lowest price in electronic reverse auction

·       Price ranking – automated ranking by lowest price from Tender Form when electronic auction is not used for evaluation

·       Price and other criteria with technical scoring –offline evaluation by tender committee is reported by procurement officer to the system by filling in evaluation forms and uploading scans of hard copy documents signed by tender committee

·       Lowest cost ranking with value inputs by supplier in Tender Form, when no auction is used – automated ranking by sum of cost components from Tender Form;

·       Price and other criteria with value inputs by supplier in Tender Form, when no auction is used - automated ranking by sum of values from Tender Form,

·       Price and other criteria with value inputs by supplier during electronic auction – automated evaluation of price and other criteria;

·       Price and other criteria with individual scoring against price and other criteria by each member of tender committee individually; no reporting by procurement officer.

The functionalities of the Networking Electronic Procurement Platforms eEvaluation module include:

·       Once all bids/proposals are accessible it allows specifically authorised users (Procurement Officer or Evaluation Panel) to evaluate technical proposals or technical proposal and financial offers received and to create tender rankings.

·       Procurement Officer/Evaluation Panel are required to provide scores for the technical and financial evaluation criteria, before ranking the tenders according to the pre-defined evaluation function.

·       Alternatively, if automated evaluation is selected by the contracting authority, the system will automatically evaluate and rank bids submitted depending on the evaluation parameters defined for the procurement procedure in the Contract Notice.

·       If eAuction is conducted, the outcomes of the eAuction will be registered in the eEvaluation module, as an input to evaluation.

·       If eAuction is not envisaged in Contract Notice, the eEvaluation module will contain a tool for performing automated or semi-automated evaluation of Technical Proposals and Financial Offers.

Different types of evaluations shall be made available to CA/CE in stages and not all online workflows for eEvaluation will be available in initial phases of the implementation of the eProcurement system.

In pilot stages, semi-automated or offline qualification and evaluation will be permitted. Results of offline qualification or evaluation will be recorded on the eProcurement system by Procurement Officer, based on hard-copy reports duly prepared and signed upon completing qualification or evaluation procedures by the Procurement Officer/Evaluation Staff.

Document Workflow Management

This module provides the approach for the Document Workflow Manager (DWM), which is a tool within the Open Contracting Digital Procurement System (OCDPS) which will allow the management of the workflows aimed at the confirmation or approval of documents.

Description

Most administrative processes contain steps and tasks that require some sort of confirmation in order to move forward to the next step or action of the process.

For example, the following situations are identified within the public procurement process where confirmation is required to the parties involved in the process:

1. Direct obligations (initiated by the process)

• 1.1. Any significant changes to the tender documents or Contract Notice (CN) itself (to be confirmed by the Contracting Authority (CA))
• 1.2. Cancellation request initiated after publication of CN (to be confirmed by the CA)
• 1.3. Qualification/evaluation decision or protocol to be confirmed by the Contracting Authority (CA)
• 1.4. Bid withdraw initiated after submission of bid (to be confirmed by the Economic Operator (EO))
• 1.5. Contract Award Notice issued according to the outcomes of the tendering procedure (to be confirmed by the CA)
• 1.6. Contract Award Notice (CAN) cancellation request initiated by either the CA or the Review Body (to be confirmed by the CA)

2. Requested obligations (initiated by Parties)

• 2.1. Any parts of the future contracts’ conditions requested by the CA to be confirmed by the EO within submission of bid
• 2.2. Any clarification (either data or document) requested by the CA to be confirmed by the EO during evaluation of his offer
• 2.3. Awarded contract to be confirmed by all involved parties according to their role
• 2.4. Any contract annex requested by the CA to be signed by the EO during contract preparation phase
• 2.5. Any purchase orders issued according to the CA request (to be confirmed by the CA)
• 2.6. Any invoices issued according to EO request (to be confirmed by the EO and signed off by the CA)
• 2.7. Termination request against concluded contract initiated by the CA (to be confirmed by the CA)

In order to provide coverage to the aforementioned situations, a specific digital tool responsible for storing, execution and validation of workflows is needed.

Under this vision, all the requests described above are considered as documents, and the required action-cases are workflows. Consequently, the tool described in this document is a Document Workflow Manager, which will facilitate the management of the workflows aimed at the confirmation or approval of documents.

Workflow prescription

As stated above, each request, either initiated by the system itself or by one of the parties involved in the process, is, in fact, a document.

It is possible to describe document workflows through a system structure which includes:

• The information in a separate (Open Contracting Data Standard) OCDS data-set related to a particular document
• The prescribed requested actions.

For example, as a simplest case, see below the case of a digital contract issued by the system to be signed by parties’ authorities:

In the same way, as shown in the example below, any other body involved in the process can be requested to participate in the approval of a specific document:

Workflow fulfilment

Once a request is published, related responses are expected, and the process will not go ahead until all requested confirmations are received. Such responses can be described as a separate OCDS data-set related to a particular requirementRequest:

As a result of the proposed approach, all the information describing both a prescribed workflow for a particular document and all expected responses satisfying such workflow, can be published as machine-readable OCDS data-sets.

The same approach applies for all data-entities mentioned above:

• amendments / terminations;
• submissions / bids;
• qualification / evaluation decisions and protocols;
• contract award notices / contracts;
• documents;
• requirements / requirement responses.

Workflow execution

The most important part of this vision is the approach to the management and execution of document workflows. The diagram below reflects the proposed solution:

As described in the scheme above, the DWM should consist of several parts:

• General logic core: component responsible for the process execution and validation according to the prescribed (requested) workflow.
• Workflow DB: database which contains the available workflows.
• Lifecycles DB: database of the documents’ lifecycles for particular workflows that have already been launched.
• Document Registration Agent: component responsible for transfer the document from the DWM to the external digital sign service.
• Event Listener: component responsible for receiving an initial proceeding on responses from an external digital sign service.

Showcase: conclusion of the contract

This section provides an example on how the DWM could operate in the conclusion of a contract, retrieving all the information that the contract needs in order to be concluded and all the necessary steps that the system has to run in order to complete the process.

Landscape

The eProcurement system generates digital contracts based on transactional data (starting from a set of initial conditions of the contract, including selected tenderers’ requirement responses and final agreed metrics).

Incomes

Central Database Unit (CDU) extracts all the data related to the parties involved in the contract to be signed (legal information, companies profiles, authorities and other authorized personnel, etc.) and sends this information together with meta-attributes (such as country of jurisdiction, legal basis, procurement category, etc.) to the DWM.

Outcomes

DWM extracts the applicable workflow for the received request and builds the expected life cycle:

According to this lifecycle, the DWM expects to get:

• Confirmations of responsible of the Buyer (e.g. the CA chairman first and CEO second), received as digital signatures, confirmed by external digital sign service.
• Confirmation of responsible of the Seller (e.g. just CEO), received as a digital signature, confirmed by external digital sign service.
• Confirmation of positive verification from State Treasury (e.g. regular representative), received as a data-income through a secured transport channel.

Any difference from the prescribed process (e.g. DWM receives proper confirmation but in a wrong sequence) will be translated to the hosted Networking Electronic Procurement Platforms (NEPP) as an exception, and the DWM will continue to wait for the execution of the expected step.

OCDS Extension

This annex provides information regarding the main OCDS objects used in the Document Workflow Management:

• ConfirmationRequest: Separate request for confirmation of the specific action taken or the data-outcome suggested automatically addresses to particular involved party representatives.
• RequestGroup: A list of requirements which must all be satisfied for the requirement group to be met.
• ConfirmationResponse: An assertion that responds to a single requirement. A requirement response provides the value for the requirement and may provide the period to which it applies.
• RequirementReference: Used to cross-reference a requirement.
• Tender: Information about how a tender will take place, or has taken place.
• Award: Information on awards made as part of a contracting process.
• Contract: Information on contracts signed as part of a contracting process.

See below the attributes of the aforementioned objects: