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European Single Procurement Document service (eESPD) –Supplier TutorialGuidance for creating supplier ESPD templates in the ESPD Library

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

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eESPD User Guide - SupplierSection 1 - Checking company details on Supplier Profile

Section 2 - Creating the ESPD Template

Section 3 - Completing the ESPD Template

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eESPD Guidance - Supplier

Section 1 – Checking company details on supplier profile

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Section 1: Logging onto eTenders & accepting competitions

• The supplier must log into their account to create their eESPD Template Libraries

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Section 1: Checking company details on supplier profile

• The ESPD response is a legal document and as the supplier information is prefilled from the supplier details, suppliers are encouraged to ensure that their legal entity details are correct before completing the ESPD response

• This can be done by clicking the administration button and selecting company administration

• The supplier user must have an administrator role permission

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Section 1: Checking company details on supplier profile

• Once the supplier has clicked the company administration button they will be presented with the following screen, click the edit button to make the necessary changes and click save to finalise the correct entity name, the corrected details will then prefill into ESPD responses

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eESPD Guidance - Supplier

Section 2 – Creating the eESPD Template

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Section 2: Creating the ESPD Template

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

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Section 2: Creating the ESPD Template

• Once returned to the company administration page, scroll down to access the ESPD profile

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Section 2: Creating the ESPD Template

• Upon first access, the supplier user can see that they have no templates created. There is capability for suppliers to create subcontractor ESPD templates in cases where they are relied upon by other suppliers in a tender response. Click HERE for guidance on creating and sharing subcontractor templates.

• Click the create button to begin the process.

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Section 2: Creating the ESPD Template

• The supplier will be presented with a pop-up box where they need to enter an appropriate name for their reusable ESPD template, click save to progress through the ESPD template

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Section 2: Creating the eESPD Template

• The supplier will be presented with the ESPD Preliminary Data screen and the relevant sections of the ESPD. The country is defaulted to Ireland but can be changed via the dropdown facility.

• Click “save and next” to move into the main sections of the ESPD

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eESPD Guidance - Supplier

Section 3 – Completing the ESPD Template

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

• Part II A is prefilled with details of what has been 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 4: 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 4: 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 4: 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 4: 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 4: Supplier completes response with Yes to any exclusion ground

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• Part IV relates to the selection grounds for the competition. In this section there are four sections comprising of 32 questions in all.

• The supplier can answer all the questions in this template by clicking “yes” and when the contracting authority makes a determination of which exclusion selection they wish to ask, your answers will automatically prefill into the ESPD Response for the competition.

• Across is a sample question and answer

Section 3: Completing the ESPD – Part IV

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• In relation to Part IV, the Contracting Authority will make the decision to use the questions in the ESPD or use their RFT Documentation to outline their selection criteria.

• You as the supplier can choose to answer all of these Part IV questions in advance or simply click “no” to indicate that you will be responding to the criteria as set out by the Contracting Authority in their RFT.

• Click save and next to continue.

Section 3: Completing the ESPD – 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 can repeat the steps outlined in this guidance to complete multiple ESPD templates as necessary.

• It is also possible to create subcontractor templates by following the steps outlined above once you click “create subcontractor template”

Section 3: Completing the ESPD – Finalised Template

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