Submission of Participation Applications

The submission process for participation applications is similar for Certification, Auction, Request for Proposals, and Request for Quotations. It is divided into two stages: creation and editing of the application, and its submission for the organizer's review.

Information on applications that have not been submitted is not accessible to the organizer.

Creating and Submitting a Participation Application

Applications can be submitted for procedures in the "Accepting Applications" status and are required to participate in the bidding. To submit an application, navigate to the page of the desired auction or lot and click the "Create Participation Application" button:

Each application consists of two sections that must be completed prior to submission: qualification requirements and the commercial offer.

Qualification Requirements represent the part of the application where the participant must provide information regarding the organizer’s criteria related to supplier qualification assessment. Mandatory criteria and documents are marked with an asterisk “*”. Criteria and documents without this mark are optional and may be completed at the participant’s discretion. The list of criteria and documents is customized by the organizer specifically for each procedure:

Filling Information for Lots

Lots constitute the section of the application where participants specify their offer for the relevant lot. The commercial proposal is submitted per lot (the winner is selected by lot). The organizer may also require criteria related to the subject matter of procurement to be completed within the lot. Mandatory criteria and documents are marked with an asterisk “*”. Criteria and documents without such a mark are optional and may be completed at the participant’s discretion. The list of criteria and documents is set individually by the organizer for each lot:

For some items, the organizer may indicate willingness to accept equivalents instead of the original product. In such cases, the participant must add their own specifications. This can be done by clicking the “Add Specification” link located below the title of the relevant item:

In the popup window, complete the required fields and click “Save”:

After saving, a new position with the specified information will be added. You can then specify the commercial offer for your own specification:

When filling out the application, you may use the import mechanism for price proposals by positions and specifications, which is especially useful when a lot contains a large number of items. To do this, download the import template on the participation application page in the “Lots” section by clicking the “Download Proposal Template” button:

For successful import, it is necessary to maintain the integrity of the template table and data formats. Therefore, it is recommended to edit the file using Microsoft Excel. The template format must not be altered and should be saved with the standard extension “.xlsx”.

When editing the import template, enter your price proposals only in the fields highlighted in blue. Cells protected from modification (all others) should remain unchanged:

After completing the template, save all changes, then upload the file to the system. To upload, click the “Upload Proposal” button on the participation application page under the “Lots” section:

For multi-lot procedures, a single application is submitted for the entire auction. Within the application, you can select the lots you are interested in. To do so, in the “Commercial Proposal” section of the draft application, click the “Participate” button next to each desired lot:

Mandatory assessment criteria and commercial proposals must be completed for each selected lot.

Once all relevant lots have been chosen and completed, the application can be submitted by clicking the corresponding button:

After submission, the application is considered registered in the system and its status changes to “Submitted”:

If the system has electronic signature functionality enabled, the participation application will require signing. The signing process is described in the "Signing Participation Applications" section (available if electronic signature is active in the system).

The application is then sent for the organizer’s review. The organizer may request additional information, in which case the system notifies the participant to review their application and provide the requested data. The results of the application review and the winner selection decision are made during the procedure’s “Summarizing Results” status.

Withdrawing and Editing a Participation Application

If necessary, changes can be made to an already submitted participation application. Editing is only allowed while the auction remains in the “Accepting Applications” status. Modifications are not allowed in other statuses.

To make changes, the application must first be withdrawn.

To withdraw an application, navigate to its page via the auction’s page for which the application was submitted or find it in the “Participation Applications” section located in the left side menu:

On the application page, click the “Withdraw” button:

If electronic signature functionality is enabled, the withdrawn application will also need to be signed. The signing process for withdrawal is analogous to the submission signing process and is described in the section "Participation in Tenders", item "Signing Participation Application".

The application status will change to “Withdrawn”.

To make changes, click the “Edit” button:

Subsequent changes to the participation application proceed similarly to filling out the application draft described in the “Creating and Submitting a Participation Application” section of this manual.

To resubmit the application to the organizer, click the “Submit” button:

Deleting a Participation Application

Deleting an application is only possible before it has been submitted to the auction. If the application has already been submitted, it can only be withdrawn. For details on withdrawing, refer to the “Withdrawing and Editing a Participation Application” section of this manual.

To delete, click the corresponding button on the application draft page:

Handling Additional Information Requests

After submitting the participation application, the organizer can review it and, if necessary, request additional information.

A notification about the organizer’s request is sent to the participant’s personal inbox:

For quick access to the response form for the organizer’s request, follow the link in the notification email:

In the opened form, review the organizer’s request and provide the required information. Add your comment in the “Response” field and attach any supporting files in the “Documents” section:

The history of requests and responses is available on the participation application page under the “Additional Information Requests” section:

This section displays the complete list of information requests related to the lot. To view the response to a request, click on the question title link.