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Electronic Single Procurement Document (eESPD)- Supplier TutorialGuidance for creating subcontractor ESPD templates in the ESPD Library and sharing with main contractors as part of a tender response

Co-Financed by the Connecting Europe Facility of the European Union

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eESPD User Guide - Supplier

Section 1 - Important information for suppliers

Section 2 - Creating a supplier account on eTenders

Section 3 - Creating the subcontractor eESPD Template

Section 4 - Completing the subcontractor eESPD Template

Section 5 - Sharing the subcontractor eESPD Template

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eESPD Guidance - Supplier

Section 1 – Important information for suppliers

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Section 1 – Important Note to Suppliers

• The submission of an ESPD Response is a legal requirement in tender competitions above the OJEU Thresholds

• Suppliers who are engaging the services of subcontractors as part of a procurement response must ensure that their subcontractors are registered on eTenders to ensure that they can create and share their ESPD templates with them before submitting the tender response

• The following slides will instruct suppliers on how to create an eTenders account, create the subcontractor ESPD and then share it with the main contractor

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eESPD Guidance - Supplier

Section 2 – Creating a supplier account on eTenders

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Section 2: Creating an account on eTenders

• Go to www.etenders.gov.ie and select “Supplier Company Registration”

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Section 2: Creating a supplier account on eTenders

• The supplier should complete the fields in the registration form as required, fields marked with an * are mandatory and must be completed. When satisfied check the ‘I have read the terms and accept them’ box and click save to continue

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Section 2: Checking company details on supplier profile

• The home screen will then be displayed, at first login, the supplier will be offered the opportunity to create a company profile, this is covered in separate guidance on the eTenders website – Click HERE

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eESPD Guidance - Supplier

Section 3 – Creating the subcontractor eESPD Template

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Section 3: Creating the subcontractor ESPD Template

• To access the ESPD Template Library Section the company administration button must be clicked again

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Section 3: Creating the subcontractor ESPD Template

• When the supplier user is within to the company administration page, scroll down to access the ESPD profile

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Section 3: Creating the subcontractor ESPD Template

• Upon first access, the user can see that they have no templates created, any templates created here will be saved for future reuse.

• Click the “create subcontractor template” button to begin the process.

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Section 3: Creating the subcontractor ESPD Template

• The supplier will be presented with a pop-up box where they will need to enter an appropriate name for the reusable subcontractor ESPD Template, click save to progress to the ESPD and its sections

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• Part II of the ESPD contains 4 sections relating to the supplier.

• Part II A is prefilled with details entered in the supplier profile details on eTenders.

• Information can be edited. In order to avoid the need to change again for future responses, the supplier should update their profile as shown in slide 7 above.

Section 3: Completing the ESPD Template – Part II A

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• Part II B refers to persons who are authorised to represent the supplier in relation to the procurement procedure.

• The system allows for multiple individuals to be included by clicking the “add” button

• Similarly, entries can be deleted by clicking the remove button

Section 3: Completing the ESPD – Part II B

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• Part II C provides information on the reliance of others. Where the supplier relies on other entities they should select “yes” and fill out the box to include names. If there is no reliance, click “no”.

• Part II D refers to the subcontractors upon which suppliers do not rely. Suppliers should not complete Part II D unless the buyer has explicitly requested this information in the selection criteria.

• Please refer to the ESPD information note by clicking HEREfor more details on reliance on others.

Section 3: Completing the ESPD – Part II C&D; Reliance on Others

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• Part III contains all exclusion grounds that have been selected by the buyer.

• Part III A & B are mandatory and must be answered by the supplier(Yes or No). Part III C are discretionary grounds for the buyer.

• Where information relating to the exclusion ground is available in an EU Member State database, the supplier can provide details here. This will not be suppliers registered in Ireland.

• The ESPD service is integrated with eCertis(a mapping tool used to identify national law and evidence required in public procurement procedures across the EU)

Section 3: Supplier completes ESPD response – Part III A & B: Mandatory Exclusion Grounds

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• Where the supplier selects Yes to any exclusion ground requested by the buyer (Part III A& B Mandatory and Part III C Discretionary), they are required to provide details of the conviction and what self-cleaning measures have been undertaken.

• Please refer to the ESPD information note by clicking HERE for more details on self cleaning measures.

Section 3: Supplier completes response with Yes to any exclusion ground

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• The buyer has the option to use the ESPD selection criteria (Part IV) in the ESPD service or the selection criteria outlined in their own RFT documents.

• If the buyer has opted to use the RFT documents to identify selection criteria, they will provide the supplier with instructions on where to find these within the tender documents.

• The wording in the free text field for ‘Tender document Reference Point’ is for illustration purposes only and can be updated by the buyer.

• The supplier is required to answer yes or no regarding their ability to satisfy selection criteria

Section 4: Supplier completes ESPD response using selection criteria provided in tender documents (Part IV)

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• When the template has been finalised, the supplier will be returned to the template library where they can see a listing of all templates in the library.

• The supplier should repeat the steps outlined in this guidance to complete multiple subcontractor ESPD templates as necessary.

• Click “share subcontractor template” to share the subcontractor template with a main contractor

Section 4: Completing the subcontractor ESPD – Finalised Template

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eESPD Guidance - Supplier

Section 5 – Sharing the subcontractor eESPD Template

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• The supplier can share subcontractor templates with another entity. They can select the appropriate template and insert the supplier ID of the main contractor they want to share it with.

• In order to get the supplier ID for the main contractor, there is a need to contact them offline (via phone or email) for details.

• This ID can be accessed by the main contractor via the administration button

Section 5: Sharing the subcontractor ESPD Template

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• Once the supplier ID has been entered into the Supplier ID field, click search

• The system will confirm the name of the supplier

• Click “share subcontractor template” to send the ESPD to the main contractor

• They can then directly contact the main contractor to confirm receipt

Section 5: Sharing the subcontractor ESPD Template

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• Once the subcontractor ESPD has been shared the supplier will be returned to their ESPD library where they can see that their ESPD template has been successfully shared with the main contractor

Section 5: Sharing the subcontractor ESPD Template

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• If the suppliers wishes to unshare their ESPD they will need to click on the share button again

Section 5: Unsharing the subcontractor ESPD Template

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• The supplier will get a popup asking them to confirm, simply click “Unshare”

• They will then get another confirmation popup, click “ok” to finalise the selection

Section 5: Unsharing the subcontractor ESPD Template

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• The supplier will then be returned to the ESPD Template library where they can see that their subcontractor ESPD is no longer available to the main contractor

Section 5: Sharing the subcontractor ESPD Template

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