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Electronic Bidding

The Electronic Bidding Platform is the system that allows bids and other documents required to take part in public procurements calls to tender to be submitted electronically, with all legal guarantees regarding security, data confidentiality and bid secrecy.

Thanks to this platform, Basalan has streamlined the internal management and simplified administrative procedures.

The bidders may submit the bid documents, obtain information on the progress of the procedure and receive notifications electronically, thus avoiding the need to travel.

  • Technical Requirements

    You will need the following in order to submit bids electronically through the platform:

    • A computer with Internet access
    • Compatible browser
    • A compatible electronic certificate

    The technical requirements are listed below:

    • Electronic certificate

      The bidder needs to have a Basalan qualified or recognised electronic certificate to access the Electronic Bidding Platform.

      If the certificate is not validated correctly, but is among those accepted by Basalan, please contact the desk..

      The certificates supported by the system are those accepted by Basalan. If the certificate is not validated correctly, but is among those accepted by Basalan, please contact the desk.

    • Cookies and JavaScript enabled in the browser

    Other technical requirements:

    • Compatible browsers:
      • Google Chrome, latest stable version
      • Microsoft Internet Explorer, version 7 or higher
      • Mozilla Firefox , latest stable version
      • Apple Safari, latest stable version

      Disable the pop-up blocker in the browser. Remember there may be more than one pop-up blocker.

    • Computer:
      • Free space on the disk of approximately four times the size of the files making up the bid
      • 1 Ghz processor or higher
      • 512 Mb of memory or greater
    • Broadband connection available to cope with the volume of documents to be submitted.
    • Download bid submission application

      You need to first download the bid submission application to be able to bid electronically. This application is installed on your computer and you can access it using the direct access icon.

      You can use the application to prepare bids without needing to be online and save any changes until you decided to submit them electronically.

      The maximum allowed size of each individual file attached to an electronic bid is set at 30 MB.

      The platform has no limit set on the number of files that can be attached to a bid.

      The accepted formats for the documents attached when submitting a bid are as follows:

      • . doc | .docx: Microsoft Word native text formats.
      • . xls | .xlsx: Microsoft Excel native spreadsheet format.
      • . ppt |.pptx: Microsoft PowerPoint native presentation format.
      • . rtf: Standard text formats.
      • . sxw: Star Office native text format.
      • . abw: Abiword native text format.
      • . pdf: Adobe Acrobat native document format.
      • . jpg: Graphic format.
      • . bmp: Microsoft Windows native graphic format.
      • . tiff | .tif: Graphic format.
      • . odt: OpentDocument text format.
      • . ods: OpentDocument spreadsheet format
      • . odp: OpentDocument presentation format.
      • . odi: OpentDocument image format.
      • . zip: Winzip native compressed format and supported by Microsoft Windows.
      • . dwg: AutoCAD drawing format.

      A compressed file (ZIP) can be used as an alternative means to attach files in other formats.

      The bidders are responsible for ensuring that the bids are virus free. However, the mere presence of a virus does not mean that the bid will be excluded, provided that its content can be accessed.

      The decision in that regard will be up to Basalan, according to the circumstances in each case.

  • The Electronic Bidding system allows the following dossier types to be submitted:

    • Framework Agreement
    • Open Procedure
    • Negotiated Procedure without Publication

    Should a dossier be made up of several lots, the bidder may bid for the lots that it deems appropriate and only attach the documents needed to bid for those lots.

  • The bids may be submitted 24 hours a day 7 days a week; the date and time of submitting the bid will be those that appear on the receipt issued by the Basalan Electronic Registry and will coincide with the time that reception of the bid has been completed.

    The bids may be sent electronically either in full at one single time or in two phases, with the electronic signature of the bid being transmitted first, on receipt of which the submission will be deemed to have been carried out for all intents, and then the bid itself within 24 hours. If the second remittance is not performed within that deadline, the bid will be considered to have been withdrawn.

    In those cases when the bidders opt to send the bid in two phases, for example, because difficulties are foreseen when uploading the bid due to its size, network connection problems, etc., they shall send the digital fingerprint (hash) of their bid before the end of the bid submission deadline in any event, but they shall have 24 hours to complete the sending of the bid.

    The digital fingerprint (signed by the bidder) of each bid allows it to be checked that its contents have not been altered since it was sent by the bidder.

    If the content of a bid cannot be accessed because the file is damaged, the local copy generated in the computer of the bidder can be used, by checking that the digital fingerprint of the bid coincides with what is in the possession of the contracting authority.

    • What is the Lantik Electronic Bidding Platform?

      The Lantik Electronic Tendering Platform is the system that allows bids and other documents required to take part in public procurements calls to tender to be submitted electronically, with all legal guarantees regarding security, data confidentiality and bid secrecy.

      Thanks to this platform, Lantik has streamlined the internal management and simplified administrative procedures.

      The bidders may submit the bid documents, obtain information on the progress of the procedure and receive notifications electronically, thus avoiding the need to travel.

    • What do I need to be able to submit an electronic bid?

      You need to use an electronic certificate issued by Lantik, which could be a certificate for a legal entity or for an individual in the case of an entrepreneur or anybody who is the representative or the person with power of attorney of the bidder.

      You should then download the Bid Submission application and the "Outline" of the call to tender that you want to bid for, from the Contractor's Profile and follow the instructions for the electronic bidding process.

    • What type of electronic certificates can be used?

      Any electronic certificates accepted by Lantik can be used. You can check the necessary technical requirements, including the accepted electronic certificates, by clicking on this link

    • Do I have to need to obtain a permit to be able to send bids electronically?

      No special permit is required. The Specific Administrative Specifications of the contract being tendered just need to expressly state that electronic bidding is allowed and you download the bid submission application and correctly identify yourself in the system with your electronic certificate.

    • How are the bids submitted electronically?

      In the details of each of the dossiers, you will find an option where you can download an "Outline" of the bid that contains all the information needed to prepare the bid. You need to have downloaded the Bid Submission Application, which lets you prepare the bid without being connected to the platform, in order to open that "outline".

    • Who signs the bids?

      The person preparing and sending the bid is often not the signatory representative.

      The platform requires one signatory to be selected and that person coincides with the person identified on the electronic signature certificate used to send the bid, but the person with power of attorney usually does not perform this action.

      In those cases, the law requires that the electronic bid must be signed by the person(s) with power of attorney to represent the company in calls to bid. There are therefore two possibilities:

      • Either the whole bid is signed electronically, with the certificate of the person(s) with power of attorney, which would validate the information entered in the forms of the application.
      • Or the bid is signed using a certificate of an authorised person (valid certificate of a representative who is an individual or legal entity), and the electronic documents of the bid signed by the person(s) with power of attorney are attached.

        Therefore, the documents required to be signed by the person(s) with power of attorney would be the affidavit of compliance of the prerequisites and the bid itself.

      In the case of a joint venture (UTE), when submitting the bid, the lead company must register the list of companies in the UTE and the person empowered as the representative who will submit the bid on behalf of the UTE. The documents submitted in that bid must be signed by all the companies in the UTE.

    • What happens when the signature of a single person with power of attorney is not valid to submit bids, but rather the joint signature of two or more persons with power of attorney is required?

      The bid application, used to register and submit the bid, also has the option of including more than one person with power of attorney, with each of them using their own certificate.

      Obviously, those persons must be empowered to enter into contracts

    • Can I provide digitalised copies of the documents?

      The required documents must be digitally signed by the person(s) with power of attorney of the company, preferably in PDF format.

      In the case of hard copy documents that have to be digitalised, they can be submitted with the representative using their electronic signature to guarantee that they tally with the original The Administration can ask to check the content of the copies and exceptionally ask the interested party to produce the original information or document.

    • How should the bid be prepared?

      First, the "Outline" should be downloaded from the details of the dossier. The information to be attached in the bid will be set out in that outline. You will need to open the outline using the bid submission application (which will have to be previously downloaded) in order to prepare the bid. The program will indicate the information needed in order to prepare the bid.

      The bids must be submitted during the period established in the Contractor's Profile.

    • When is the bid deemed to be submitted?

      In order for the bid to be considered to be submitted, the company or bidder will need to prepare its bid, seal it and sign it electronically, and send it to the electronic bidding platform, obtaining the relevant receipt from the Lantik Electronic Registry.

      The sealing of the bid in the computer of the bidder will not mean the sending for any purposes and if the bid were not sent to the platform, the bid will be considered not to be submitted.

      The bids may be submitted 24 hours a day 7 days a week; the date and time of submitting the bid will be those that appear on the receipt issued by the Lantik Electronic Registry and will coincide with the time that reception of the bid has been completed.

      The bids may be sent electronically either in full at one single time or in two phases, with the electronic signature of the bid being transmitted first, on receipt of which the submission will be deemed to have been carried out for all intents, and then the bid itself within 24 hours. If the second remittance is not performed within that deadline, the bid will be considered to have been withdrawn.

      In those cases when the bidders opt to send the bid in two phases, for example, because difficulties are foreseen when uploading the bid due to its size, network connection problems, etc., they shall send the digital fingerprint (hash) of their bid before the end of the bid submission deadline in any event, but they shall have 24 hours to complete the sending of the bid.

      The digital fingerprint (signed by the bidder) of each bid allows it to be checked that its contents have not been altered since it was sent by the bidder.

      If the content of a bid cannot be accessed because the file is damaged, the local company generated in the computer of the bidder can be used, by checking that the digital fingerprint (hash) of the bid coincides with what is in the possession of the contracting authority.

    • What do we have to go if we have been invited to bid in a negotiated call to tender without publication?

      You should access the Contractor"'s Profile (My Bidding Processes) using a certificate of a legal entity (or of the representative), which has to contain the tax number of the company that has been invited to bid. From the "My Bidding Processes" link, you can then download the "Outline" to be able to submit the bid. You will then have to proceed as for any another type of electronic bidding process.

    • Who has access to my data?

      This bid submission application for the purposes of electronic bidding encrypts all the data that are submitted to protect their confidentiality and integrity. Only the employees specifically authorised by Lantik have access to the submitted data.

      The personal data collected will undergo automated processing and be entered in the relevant Lantik personal data files. They will only and exclusively used for the purposes described in the relevant file.

    • How can I get assistance if an incident occurs during the contracting process?
  • For technical support or assistance, please contact:

    • Email: programak@bizkaia.eus
    • Telephone: 901 100 666 (shared call cost) or 94 608 3566
      • Customer service opening hours in winter: 7.30 a.m. to 7.00 p.m. Monday to Thursday and 7.30 a.m. to 3.00 p.m. on Fridays.
      • Customer service opening hours in summer (11 June - 10 September):
        • In June: 7.30 a.m. to 7.00 p.m. Monday to- Thursday and 7.30 a.m. to 2.30 p.m. on Fridays.
        • In July and August and until 10 September: 7.30 a.m. to 2.30 p.m. Monday to Friday.

    If you opt for telephone support, please make sure you have the following prepared before calling:

    • The identification of your company (Name and Tax Number) and the details of the person empowered as the representative (name and ID) as registered in the Basalan electronic bidding platform.
    • The exact identification of the bidding dossier with which your query is related.
    • Your computer started up with Internet access.
    • Your valid electronic certificate used for identification on the electronic bidding platform.
 

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