E-Tendering process

E-Tendering process

The electronic communication between economic operators and the agency issuing the invitation to tender via a special e-Procurement System (in brief: ePS) is called e-Tendering. This process begins with the announcement (and preliminary information or invitation in the context of a restricted procedure/negotiated procedure) being published and ends with the contract being awarded to the best bidder and – if unsuccessful – with the procedure being cancelled.


A number of different ePS are available on the market. According to the current legal situation, it is up to the discretion of the principal to choose which ePS to use. Basically, an ePS consists of three different areas: the area for internal workflows at the contracting authority, the area of publication, and the functional area for economic operators.

Communication for a tendering procedure

As indicated above, the ePS available on the market boast a variety of functions. The functions relevant to communication between awarding agency and economic operator are listed below.

Announcements

Announcements are based on legal requirements (e.g. publication in the official journal of the EU and, in case of federal invitations to tender, via the  online version of the “Amtlicher Lieferungsanzeiger der Wiener Zeitung”.

In addition, you will find information about BBG invitations to tender also on the BBG website at http://www.bbg.gv.at/lieferanten/ausschreibungen/alle/.

Tender documents

The tender documents are compiled by BBG. Until further notice those documents may be retrieved via the official journal of Wiener Zeitung (see item Announcements). For downloading the documents, you must be registered at the ePS.

Questions and Answers

The ePS includes a communication module where you will receive messages from BBG and/or may store and send messages to BBG. Therefore e-mail cannot be used for communication in an e-Tendering procedure.

Submission of offers and requests for participation

Requests for participation, non-binding declarations on the provision of services, and offers must be submitted via the ePS and must include electronically qualified signatures.

Electronically qualified signature

Background information

The electronically qualified signature is governed in detail by law and equivalent to manual signatures.

In order to be able to sign an electronic document in a legally binding manner (e.g. offer), the “signatory” (person who signs) requires a qualified certificate. This certificate is assigned to the signatory by a reliable agency upon request (see below). In order to sign a document electronically, the signatory needs a mobile phone or a signature card AND an appropriate software which may be obtained either online via the Internet or is available locally on the computer. Signing a document is very similar to the mobile TAN procedure, which is widely known from e-banking.

Legal and general information: https://www.digitales.oesterreich.gv.at/signatur-und-vertrauensdienstegesetz

How to obtain a certificate

In order to obtain a qualified certificate, there are some formal requirements that must be met. The agency issuing qualified certificates must ensure that the secret information regarding the use of the certificate is known only to the person to whom the certificate was issued. This usually requires personal contact between the registration agency and the applicant!

Further information on how to obtain a certificate:

The "Digitales Österreich" [Digital Austria] platform by A-SIT in collaboration with the Federal Chancellery provides extensive information on the topics of citizen cards and mobile phone signatures at https://www.buergerkarte.at/. There you will also find information on how to obtain a qualified certificate.

Moreover, you will find an informative FAQ list on the subject of electronic signatures by RTR GmbH here: https://www.signatur.rtr.at/de/vd/FAQ.html.

BBG recommends that you make yourself familiar with this subject in due time before submitting the offer and obtain the necessary certificates for the signatories in your company.

Support

BBG Helpcenter

Do you have general questions about invitations to tender regarding containing non-legal issues? Then please contact our  BBG Helpcenter.

If you have any questions regarding a specific ongoing tendering procedure, please use the ePS (see Communication above).

Helpdesk eVS

If you have any technical questions about how to use the system, please contact our service provider:

You find our current ePS provider at https://www.auftrag.at/StaticContent.aspx?content=SEARCH&NAME=STATIC_CONTENT&FILTER=KONTAKT.

Our present ePS provider has compiled information on electronic order processing here: https://www.auftrag.at/Information.aspx?content=SEARCH&name=INFORMATION&filter=ELEKTRONISCHE%20AUFTRAGSABWICKLUNG

RTR signature check

RTR-GmbH is the supervising body for electronic trust services. You may use the web pages of Rundfunk und Telekom Regulierungs-GmbH to have the correctness of signatures applied to electronic documents checked by an independent third party.

You may analyse signed documents (e.g. offers) by clicking on the following link to verify which electronic signatures are linked to this document and whether the certificates used are valid: https://www.signatur.rtr.at/de/vd/Pruefung.html