If you would like to participate in a tender procedure, you will need to submit a bid. For some tenders, there is an extra round. In that case, you first need to request to participate.
This step-by-step plan describes the first phase of a restricted procedure, where you have to request to participate and only then can submit a tender, if you are indeed invited to do so. In open procedures there is only one round, so you can submit a tender immediately.
Using the TenderNed dashboard
If a tender is taking place digitally via TenderNed, and you want to participate, you will need to use a dashboard. The dashboard will take you through the required steps. Throughout the process, you can also receive messages and ask any questions you may have.
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Voiceover:
Would you like to participate in a restricted tender?
Restricted tenders have two phases. First, you have to request to participate. Based on your request, the contracting authority will assess if they select you to submit a bid.
Have you identified an interesting procurement opportunity?
All tender notices are open for online bidding.
Under 'Procedure' on this page, you will see that this is a restricted tender.
Add the tender to your personal tenders overview.
Note: to add a tender, you must be logged in as a process leader or local administrator and be linked to a business enterprise.
Go directly to the tender dashboard or search for it under My Tenders.
Track the status of your request to participate at the top left of the dashboard.
You’ll find the closing date for submissions at the top right.
Do you have a question for the contracting authority? Send it using the menu on the right.
You can also find questions that others have asked, with the corresponding answers.
Prior to submitting your request to participate, there are 6 steps that you have to complete.
Check your organisational details and change when necessary.
Select a lot, if applicable.
Check the requirements of the contracting authority, add your answers and documents.
Check the selection criteria, add your answers and documents.
If the contracting authority has created a European Single Procurement Document in TenderNed, you can also respond to it here.
If the contracting authority requests documents that do not fall under a specific criterion or requirement, you can add them under Other Documents.
When you have completed all 6 steps, you are ready to submit your request to participate.
Check your submission...
And submit your request to participate using the transaction code you received on your mobile phone.
If you would like to change your submitted request, first cancel it, then make the desired changes and resubmit.
You can change a submission any time up until the closing date.
Any questions? Visit tenderned.nl/request-to-participate
Request to participate
STAP 1 Log in to TenderNed with your username and password
Do you not yet have a TenderNed account? Create an account for you and your business.
STAP 2 Find the tender in the overview
All announcements concerning tenders appear in the announcement overview. You can search for interesting assignments here. You can also find information about current tenders and ones which have closed.
STAP 3 Add the tender to 'Mijn aanbestedingen' (My tenders)
Only the process manager or the local administrator of your organisation can add tenders. The tender can now be found under Mijn aanbestedingen (My tenders). Clicking on the tender will take you to the dashboard. On the dashboard, you will find all the information you need, as well as what you have to do for the tender in question.
The date and time mentioned at Sluitingstijd is the time limit for the receipt of requests to participate. The used time standard is Central European Time (CET).
STAP 4 Assemble your team
In TenderNed, you can add people to your tendering team. Invite people who will be helping you to prepare the tender. The various team members will have different authorisation roles (in Dutch). What they are able and allowed to do in TenderNed depends on their role.
You can only add individuals who are already linked to your organisation. You can invite colleagues or external parties to act on behalf of your business in TenderNed. They will receive your invitation by email. They can use this to create their own user account.
STAP 5 Review all information and ask questions, if necessary
You will find all of the tender documents on the tender dashboard. Read these carefully, since these are the project and process description. If there is anything you do not understand, you can ask questions (in Dutch) to the contracting authority. Your questions and the answers will also be visible to other entrepreneurs. This keeps the process open and transparent.
STAP 6 Follow the steps concerning your tender on the dashboard
Everything you will need to do for the tender is shown on the dashboard.
Bear in mind that this can involve a lot of work. You may need to request various documents from various bodies. So make sure you begin well on time.
6a. Check your organisation details
Review the details carefully to see whether they are up to date.
6b. Select lots, if applicable
Sometimes, a tender is divided into lots. In that case, you need to choose the lots you want to submit a request to participate for. The contracting authority can set restrictions regarding the number of lots that a bid can be submitted for at the same time. You may therefore not be able to submit bids for all of the lots.
6c. Meet the requirements
Requirements are conditions that you must meet. You can only answer these Yes or No. Select a requirement. Review the details and select Beantwoorden (Answer).
- Indicate whether you meet the requirement, and for which lots, if applicable.
- Add documents as evidence if this is requested. Select the documents that substantiate your answer and add these from your computer.
Sometimes, the requirements are not in the dashboard
Sometimes, a contracting authority will not include the requirements in the tender documents. In that case, you will need to put your answers in a separate document and then add it under Overige Documenten (Other documents).
6d. Meet the selection criteria
In most cases, you will also have to meet selection criteria, answering questions in the same way as for the requirements. The contracting authority uses the selection criteria to determine which businesses will be allowed to submit a bid.
You will find the selection criteria in the dashboard, next to the Eisen (Requirements). You will usually need to provide an explanation for the criteria and sometimes provide appendices. The selection criteria may also be included in the tender documents. In that case, you will need to put your answers in a separate document and then add it under Overige Documenten (Other documents). You should also put the appendices here.
Contracting authorities will sometimes use a lottery system if multiple businesses are equally suitable. They can indicate this in TenderNed or in the tender documents.
6e. Complete the European Single Procurement Document (ESPD), referred to in Dutch as the Uniform Europees Aanbestedingsdocument (UEA)
The European Single Procurement Document (ESPD) is a European standard form in which you submit a personal statement about your finances, skills and suitability for the assignment. You have to complete this.
There are two kinds of ESPDs, with the contracting authority deciding which they want to use.
Option 1 – ESPD module in TenderNed
- In this case, you will find the UAE-formulier (ESPD form) on the dashboard.
- Click on it, complete it and save it.
- The form will be automatically added as a PDF to Overige Documenten (Other documents).
- Sign the ESPD if the contracting authority requests this.The module explains how to sign.
Option 2 – ESPD as interactive PDF
In this case, you will find the UAE-formulier (ESPD form) with the tender documents.
- Download the PDF and complete it digitally, for example with Adobe Acrobat Reader.
- Save the form again as a PDF.
- If the contracting authority requires a signature, you can reprint the PDF and then scan it; if this is not requested, you can skip this step.
- Upload the PDF to Overige Documenten (Other documents).
Changing the ESPD form
Do you want to change the form after already having uploaded it?
- You can fill in the ESPD module again using the dashboard. The old version will automatically be overwritten. You will need to sign this again if you had to earlier.
- You can fill in the interactive PDF again and – if necessary – sign it again. Remove the earlier version and save the new one under Overige Documenten (Other documents).
STAP 7 Submit your request to participate
Make sure everything is correct and nothing has been forgotten. Once you have done this, the project leader or the local administrator can send the request to participate. Only by sending them will the documents and all of the information that was filled in appear in the safe. The project leader or local administrator will receive a transaction code by text message for this.
In the dashboard, click on Aanmelding versturen (Send request to participate).
If you did not fill in everything, the system will give a warning and display a correction field. You can then fill in the missing information.
In the last step, you must fill in a TAN code which you will have received in a text message on the mobile telephone number belonging to the user account you logged in with.
Your request is now in the safe.
Changing your request to participate
Would you like to change something in your request after already having sent it? In that case, you must first withdraw your request. This is done via the dashboard. You can then change your request to participate and send it again. You can do this up until the deadline.
The deadline has been reached
As soon as the deadline has passed, you can no longer change anything in your application. Your request to participate will remain encrypted until the safe is opened. The contracting authority can see that an application has been received, but not that it is from you.
STAP 8 Wait
The contracting authority will open the safe once the very end of the deadline has been reached. The contracting authority will then be able to assess all of the applications to see who meets the requirements and who is allowed to submit a bid. You will be informed about this. If you are indeed invited, you will be able to actually submit a tender.
