Tender form. Application sample

If you plan to participate in electronic tenders and tenders for the right to supply goods or services to government agencies or organizations financed from the budget, you must pay due attention to preliminary preparation.

In this article, we will analyze how an application is drawn up, what must be indicated in it, in what time frame it must be transferred to the customer and how to do it.

Bid application form

If we proceed from the letter of the law, then Part 2 of Art. 64 FZ-44 contains a direct prohibition for the customer to establish their own requirements for the application form, its design. But does this give potential performers the right to apply in accordance with their own desires?

The customer, forming the requirements for the purchased product or service, may include in the tender documentation an approximate or approximate application form from the participant. You can spend time not on drawing up a specific form, but on developing recommendations for filling it out. If the customer sets such conditions, then it is better for the contractors to adhere to them. This will give an additional chance that the application will be considered at all, and not rejected immediately. And it will be easier for the commission to understand what you want to offer, whether your product meets the stated requirements.

How do I apply to bid?

If we are talking about bidding in the format of an electronic auction, then applications for participation are accepted in the form of e-mails. In Art. 66 FZ-44 lists the requirements that such an application must meet.

The customer in the accompanying documentation has the right to indicate in what form, in what words, consent to participate in the auction and to fulfill the order should be expressed. This also applies to the supply of certain goods and services, and the performance of a set of works. Also, the customer can develop certain forms in accordance with which it is supposed to indicate the characteristics of the goods or services, information about the contractor: full name, postal and legal addresses, TIN, OGRN, full name of the head, etc.

If the customer includes a specific application form for participation in the documentation, then he must attach instructions for filling it out. From the point of view of the law, the performer is not obliged to execute it in letters, but it is better not to neglect this document, not to show his disrespect and unwillingness to follow a certain order.

In order not to waste time later proving that the application was rejected unreasonably, certain rules should be followed when filling out:

• If abbreviations, abbreviations are used, then they should be generally accepted.
• There should be no ambiguous language.
• If the application consists of several sheets or documents, then you need to fill out everything. There should be no blank lines or pages.

What information in the application is required?

A serious bidder is expected to include in its application:

• Confirms that he agrees and is ready to supply the requested goods, provide the required services in the amount and on the terms of the customer.
• Indicate the name of the goods offered for delivery, or the name of the services provided. A reference to the quantity of goods or the volume of services provided is required.
• Indicate the trademark, if any.
• If we are talking about the delivery of goods, then each proposal must contain specific characteristics and indicators. If the customer plans to supply a product that performs the same functions as the one requested by the customer, but has better characteristics, this must be indicated in the application.
• If the customer puts forward additional requirements for the product regarding the novelty of the product, the availability of a guarantee for a certain time, year or date of production, the contractor is obliged to confirm that these requirements will be met.

If you offer to supply not exactly the product requested by the customer, but its analogue or equivalent, you must pay special attention to the description of the characteristics, parameters. If it is stated that the lamp power should be 95W, then you should not try to apply for 90W lamps. Bidding is not a situation where you can refer to the fact that the product differs quite a bit. So the reputation of an unscrupulous performer will not be earned for long.

In general, it is necessary to confirm that you are ready to deliver the goods, in all respects, meeting the customer's requirements. This will make it less likely that the application will be rejected without consideration.

What documents must the bidder provide

In the bidding application, not only the characteristics of goods or services are indicated, but also data on the contractor:

• Name indicating the organizational and legal form. If there is a company name, you can also specify that.
• Postal and legal addresses.
• Phone, e-mail for communication.
• INN, OGRN.
• Name of the head or members of the collective governing body, etc.

The data in the application is indicated in accordance with the constituent documents. Since the application is signed by a representative of the executor, a power of attorney is attached to the application, issued for the person who puts his signature. If a power of attorney is not required, this can be confirmed by an extract from the Unified State Register of Legal Entities.

• It is not at the stage of liquidation, including by a court decision.
• Does not go through reorganization or re-registration.
• Not bankrupt.
• I have not received notifications about the suspension of activities on various grounds.
• Is not a debtor to the budgets of all levels.
• Not listed in the register of unscrupulous suppliers.

It is also important to point out that the director (general director), chief accountant, and other top executives have no previous convictions, including outstanding ones.

Do not think that this data is just a tribute to tradition. It is very easy to check how true they are. And in case of revealing forgery or inaccurate information, you can get into the RNP for many years and lose the opportunity to conclude profitable contracts.

Applications are submitted on time!

Each auction assumes that there is a certain deadline for submitting applications. Applications submitted after its completion are not accepted and not considered. Terms can be determined by the customer or at the legislative level. In this case, the customer has the right in the process of collecting applications to make changes to the tender documentation.

In such a situation, the contractors only need to urgently check their applications for compliance with the changed requirements. In some situations, it is easier to revoke a previously filed one and create a new one. The main thing is to meet the deadline.

It is equally important to remember about a bank guarantee or other security for order fulfillment. It is necessary not only to have time to submit an application, but also to transfer a certain amount to a special account as collateral, remembering that the bank may delay payment for a day or two or more.

If a bank guarantee is provided as security, it must reach the customer before the end of the collection of applications.

Finally

Electronic bidding is an opportunity to become a supplier for government agencies. But it should be remembered that winning the bidding requires a long preparation. You should not try to get a lucrative contract if you are not only not ready to fulfill it, but also cannot form an application in accordance with the law in a short time. You need to prepare for everything. Trading in FZ-44 is no exception.

Contact us and we will calculate the cost of preparing an application for FZ-44 and FZ-223 for free.

The development of the system of tenders has been observed in Russia since the end of the last century. The concept of tender is equivalent to the concept of competition. Its meaning is in the search for a contractor for government orders on a competitive basis. The entire regulations of this system are spelled out in the C winner and a contract is concluded for any work, services or the supply of goods. Today we will talk about what you need to participate in tenders.

What are tenders

Such contests can be open or closed, held in one or two stages. In addition, there are varieties of specialized closed tenders, single and request for quotations.

What does participation in competitions give? The winner is given the opportunity to receive a profitable large order, and if it is a start-up company - to declare itself on the market. Many are discouraged by the rather complicated procedure of participation, but everyone is quite capable of understanding it. Of course, beginners often need help, a practical guide explaining what to do and in what sequence. Have you decided to take part in tenders? Step-by-step instructions will come in handy.

Why is it beneficial

Information about where and what tenders are planned to be held is constantly present on specialized sites and in the media. When the competition is announced, the tender commission begins to consider the applications of the applicants.

For small and medium-sized businesses, activity in bidding for government orders is not typical - there are many seeming difficulties. At the same time, it is not taken into account that the lion's share of municipal budgets today is distributed, as a rule, precisely through tenders.

Government orders support business no less effectively than incentives and subsidies. In addition, the law obliges the customers of the municipal and public sector to transfer at least 10% of the volume of work and deliveries of goods per year to entrepreneurs.

Electronic auctions

Unfortunately, only large companies are seriously engaged in tracking promising tenders for themselves, and all because of the need to maintain a special service for this.

The state order is placed in different ways - in the form of a request for quotations, purchases from a single supplier (executor) or by bidding. The last method is the most common.

Now the majority of orders from the state are placed at electronic auctions, their share is over half of all auctions held. Such events are recognized as an effective means of fighting corruption due to the anonymity of the participants, high competition and the availability (as they say, transparency) of all information.

Participation in tenders: step-by-step instructions for novice businessmen

Let's take a look at what participation in an electronic auction is.

First of all, a suitable auction must be "calculated". To do this, you need to carefully read all notices about such events, regularly visiting the official website, which has the status of an all-Russian one and publishes announcements about future auctions 7-20 days before a certain date, which serves as the last day for submitting applications. You should indicate your desire to take part in the selected tender exactly during this period - later your application will not be accepted for consideration.

Officially, there are five federal platforms for electronic trading, on any of which you will find a search form for auctions of interest and a register of all tenders. Also, summary information is easy to obtain on the official website of the Russian Federation, which is dedicated to placing orders.

What you need to participate in tenders

Next, you should receive an electronic digital signature (abbreviated as EDS). It is bought in one of the special certification centers accredited on your chosen electronic site. It will take several business days (2 or 3) to receive it. The signature gives legal status to the electronic document and fixes the financial responsibility of the participant.

But EDS alone does not guarantee that you will take part in tenders. The step-by-step instruction contains, in addition to it, the concept of accreditation. That is, in order to participate in the auctions held by this or that platform, you must be accredited there. Each of the five sites has its own accreditation. To do this, a special form is filled out on the site's website along with an application for opening an account. A number of documents are attached. Which ones? We are talking about an extract from the Unified State Register of Legal Entrepreneurs (if you are an individual entrepreneur - about an extract from the USRIP), a power of attorney giving the right to participate in these auctions, a document on the appointment of a head (decision or protocol) with the seal of the organization, a scan of a card with company details.

Further actions

The operator will review the application within five days and give an answer about access or refusal (in the latter case, with an explanation of the reasons). The number of retry attempts is not regulated, but each of the applications will require a five-day processing time.

Having successfully passed the accreditation, you will have a "Personal Account" at your disposal, from which you will conduct all further actions.

The next mandatory step is to fund your own account on the trading platform as a guarantee of participation in the auction. The amount is fixed - for small entrepreneurs it is usually 2% of the initial order amount (its maximum). In other cases, we are talking about five percent. The money can be received back after unblocking the account (at the end of trading).

Submitting applications

The participant can now apply. It must be prepared very responsibly, having carefully studied all the auction documentation. The first part, anonymous, consists in confirmation of the participant's consent to supply the desired product (service) with a detailed description of them. The second part contains detailed information about the participant with all supporting certificates and licenses attached.

In addition to the application of the established form, the application for participation in the tender must include the most complete volume of estimate and calculation documents, where the cost of materials or services, together with VAT at the time of the auction, is given in tabular form, detailed explanations of additional costs (transport, design and survey, etc.) as well as taxes.

Things to Remember

The submitted application is automatically equated to the agreement to comply with all the conditions of the customer. If it is impossible to fulfill them, the contractor should withdraw the application. It is not accepted from the participant after the deadline set by the organizer of the auction. Refusal to participate in the tender (withdrawal of the application) is possible only before a certain date. The admission period can be extended by the tender commission, about which the applicants are notified.

When the deadline for submission of applications has expired, the customer considers their first parts, the results of the consideration are drawn up in the form of a protocol, which by the site operator must be communicated to all participants within the specified time period. This will tell you if you are allowed to bid or not.

A little about the process itself

What are the main points you need to know when planning to participate in tenders? The step-by-step instructions state that in the bidding process itself, only two concepts are most important - the step of the auction and the time left until its completion. The first indicator is strictly fixed - it is 0.5% of the maximum initial price (as the law says). The transition to the next step is carried out with an interval of 10 minutes, during which the participant must decide whether to offer a lower price or not.

Participants are prohibited from submitting offers with a price greater than or equal to the previously offered one. Also under the ban offer with zero price. It is also impossible to lower the price "in advance" by more than a step (below the minimum offer at the moment).

End of bidding

If the last offered rate turned out to be the lowest (no more favorable offers were received within ten minutes), the bidding is over. The protocol with the results is automatically generated almost instantly, each participant appears in it only under the assigned number.

Who exactly won the tender will become known only after the end of the auction. The customer will receive the second part of the winning bid containing the details of the participant who won the competition. He will be sent a state contract, which must be certified with an electronic signature within a certain period of time.

What's next?

In addition, the amount of the collateral for the contract must be provided, up to 30% of the original maximum price by law. This is done in the form of a bank guarantee, or the funds are credited to the customer on a temporary account.

Experts believe that by participating in tenders, any company receives important advantages. And although the system of tenders in its current form is far from perfect, it gives a chance for novice entrepreneurs to reach a major customer and raise their own status in the market.

The selection of tenders should be treated judiciously, without seeking to encompass all offers. In case of failure, you should not be upset - after all, you have gained serious business experience.

What is typical for commercial trading?

Unlike state tenders, commercial tenders are arranged in accordance with the norms of the Civil Code of the Russian Federation, the rules for their holding are established by the customer independently. When conducting them, the same principles are applied on which state tenders are based. But there are more competitive procedures - in the form of an open tender with or without preliminary selection, a closed, two- and multi-stage tender, a request for prices, competitive negotiations, procurement from a single source, etc.

Thus, the majority of commercial tenders are conducted in the same way as state ones. The only difference lies in the strict regulation of the latter by the legislation. The form of private tenders is more free, and they are focused on the documentation of the customer companies themselves.

There is no single and universal law on which the organization of participation in tenders of this type is based, due to the huge variety of individual business areas, each of which has its own specifics.

Construction tenders

If the activity of your company is connected with the supply of machinery (excavators, cranes, bulldozers) or equipment, as well as with the sale of land plots for construction purposes, you will need serious clients.

This means that the firm should take an active part in the relevant competitions. Surely you would like to conclude a long-term contract with a large customer. Then take part in construction tenders. The principle here is the same: you study the regulations for holding a suitable auction, form a package of documents consisting of an extract from the Unified State Register of Legal Entities, photocopied and certified in the tax constituent documents (together with the charter) and an order on the appointment of a chief accountant, evidence of existing work experience together with copies of financial statements for the last period, as well as copies of passports of all official representatives of the supplying company and certificates of the passed state registration of the enterprise. The person who will officially represent the interests of the company at the auction must be issued a power of attorney to participate in the tender.

Do not forget that the submitted application must have cash collateral. In the absence of the available amount on the company's accounts, it has the right to use the tender loan.

Companies that are partially or fully owned by the state are required to hold tenders for the purchase of goods, works and services. There are purchases in almost any area, in any region. The money for them is included in the budget, and quotas are in force for small businesses. This is a good opportunity to expand your business.

The customer places purchases in different ways, depending on what criteria will be used to select a supplier. Also, the state has established that part of the goods can only be purchased by auction. The most popular procurement methods at the end of 2017 are electronic auction, competition and request for quotations. ...

Purchase Is a form of placing an order for the supply of goods and services. The purchase is carried out by the customer using competitive or non-competitive methods of selecting suppliers.

Purchases are divided into three groups depending on customers:

1. State purchases under 44-FZ.They are carried out by all state and municipal organizations that live off the budget, for example, hospitals, schools, kindergartens, city administrations, etc. Purchases are carried out according to the rules established by the state. The customer publishes a procurement plan, according to which the supplier can plan their activities in advance. When a Purchase Notice is published or the customer has sent an invitation to participate, the participant submits a request. The winner is determined at the lowest price or according to previously announced criteria (price, experience, qualifications, etc.). The purchase is completed when the contract is concluded, all obligations are fulfilled, and the contractor has received money.

2. Purchases under 223-FZ. They are carried out:

• companies with a share of state property from 50%, their "daughters" and "granddaughters",
• natural monopolies (oil and gas companies, Russian Railways and others),
• organizations that are engaged in regulated activities (energy, water supply),
• budgetary institutions that conduct procurement through grants, subcontracting funds and their own money. 223-FZ gives more freedom of action. For example, an organization can conduct purchases on any ETP, establish its own criteria for selecting winners, and the timing of purchases. The only exception is purchases from small and medium-sized businesses. They can be carried out on the public procurement ETP in four types of procurement: auction, competition, request for quotations and proposals.

3. Commercial purchases. They are conducted by commercial organizations. Customers themselves determine the procurement rules and requirements for suppliers. Competitions and auctions are held in accordance with the Civil Code.

It is easier to start participating in purchases under 44-FZ: government organizations often conduct competitive procedures - tenders, auctions, requests for quotations. Most of the purchases under 223-FZ are made by customers from a single supplier: without a tender, but they are purchased from a contractor they have chosen themselves. ...

Where and how to look for purchases?

Purchases under 44-FZ must be published on zakupki.gov.ru - in the Unified Procurement Information System (EIS)... At the same time, electronic procedures are duplicated at eight federal electronic sites: Sberbank-AST, RTS-tender, Roseltorg, NEP, ZakazRF, Lot-online, TEK-Torg, ETP Gazprombank (GPB).

Purchases under 223-FZ are published on zakupki.gov.ru and on electronic platforms that meet customer requirements. The customer has the right not to publish on zakupki.gov.ru only if:

• the purchase price does not exceed 100,000 rubles.
• purchase price does not exceed 500,000 rubles. and the customer's annual turnover is more than 5 billion rubles.

Commercial purchases are published at the discretion of the customer on his own website or on commercial trading platforms.

A few tips

• Before taking part, check that your products and services are in demand in the region. Find purchases by industry, OKPD2 or keywords and see if there are many purchases, who are the main customers, how they are placing, which competitors are.
• It is important to set up the request correctly in order to find all the necessary purchases and not find unnecessary ones. To search, you can use keywords, OKPD or industry, specify the region. To optimize your search, you can save a regular request as a template and subscribe to new purchases from it.
• Learn to find hidden purchases: some customers try to limit the number of participants, but these obstacles can be bypassed. For more information, see the articles on gray schemes and non-copyable documentation.
• Look for schedule plans: from them you can find out for which month the customer has planned purchases of interest to you.

Composition of the purchase notice

Purchase notice - a document announcing the supplier selection procedure.

Notices of open procedures are available to all participants. Notices of closed procedures are sent directly to the bidders invited to the procurement, they cannot be published in open sources.

A purchase notice has a specific structure. Commercial organizations are guided by the site notification form and may not complete all fields. Customers under 44-FZ and 223-FZ must fill in all the information that will allow the supplier to determine whether the purchase is suitable for him or not.

Customers under 44-FZ and 223-FZ always indicate in the notice:

• Purchase name.
• Information about the customer and his contact details.
• Initial maximum contract price (NMC) - the limit value justified by:
  • state statistical reporting,
  • zakupki.gov.ru,
  • register of contracts,
  • information on producer prices,
  • publicly available market research results,
  • market research conducted at the initiative of the customer.
• Securing the application - insurance in case the winner of the purchase refuses to sign the contract (always for tenders and electronic auctions under 44-FZ, for other procedures - at the request and ability of the customer). ...
• Enforcement of the contract - a deposit in cash or in the form of a bank guarantee, which is provided by the winner of the purchase at the conclusion of the contract. It is brought in to cover the possible damage to the customer if the supplier does not perform well or does not fulfill his obligations (always for tenders and electronic auctions under 44-FZ, for other procedures - at the request of the customer).
• Order of conduct (dates of submission and consideration of applications, signing of the contract, etc.).
• Supplier requirements
• Restrictions and preferences... Benefits can be provided to small businesses, Russian suppliers of Russian-made products, enterprises of the criminal correctional system, and societies of people with disabilities. The restrictions are mainly related to the supply of foreign goods (so called).
• ETP address - for e-procurement.

To the notice, customers attach documentation with a technical task or specification, a draft contract, if necessary, an application form, a rationale for the NMC and a rationale for the purchase itself (for purchases under 223-FZ).

A purchase can consist of one or several lots. Each lot indicates the object of purchase, the NMC, the customer, the requirement for security, the objects of the lot, the time and place of delivery. When participating in a multi-lot purchase, a separate application is submitted for each lot.

How to apply for participation?

See how it is carried out: paper or electronic.

Follow customer requirements
All requirements for suppliers and specific characteristics of goods are spelled out in the documents for the purchase. See if the product price is indicated with or without VAT, measurements are given in mm or cm, etc.

Stay tuned for changes in documentation and application deadlines
The customer can make changes to the purchase after the placement. It is important to keep track of them so as not to accidentally send the application using old documentation or at another time. In Contour.Purchasing, you will automatically be notified of changes if the purchase is saved in your favorites.

Set aside time for additional treatments
If you are sending a package of documents by mail, allow for delivery time. Obtain an electronic signature certificate in advance if you participate in the electronic procedure.

You have the right to submit a request for clarification to the customer or to complain to the FAS if the documentation does not comply with the requirements of the law or the customer unreasonably rejected your application.

If you cannot get accreditation, the customer rejected the application, or you got a complex purchase with voluminous documentation, contact our support specialists.

Trading results

If you won, sign the contract within the time specified in the purchase: on paper or on the E-Marketplace, if the purchase was carried out electronically. In the auction and competition, you must provide the security of the contract.

If you did not win, study the results in the final procurement protocol:

• how many participants were there and what price they offered,
• how much the price has decreased,
• who is the winner.

Having found out the winner, find out how often he wins the purchases of this customer, does he offer a competitive price, is there any collusion? If there are any suspicions, there is no more time to waste on the purchases of this customer.

In the competition, the purchase analysis will help you understand by what criteria you lost, what was not enough for you to win: experience, qualified personnel, licenses? This will help to adjust the strategy of participation in the next tenders.

All participants within 5 days after the announcement of the winner can appeal to the FAS about the results of the tender. The procurement results will be canceled if serious violations are found.

In the comments to the articles, you can get answers from other suppliers, and experts will answer

To participate in the tender, the supplier must submit an application that reflects the conditions on which he proposes to execute the contract.

In this article, we will consider the requirements for the form, content and procedure for filing, as well as provide a sample application for the competition.

The procurement participant is also obliged to provide a certain package of documents necessary to identify him and check for compliance with the requirements of the legislation of the Russian Federation.

1. List of documents.
2. Name, location and residence, mailing address, TIN of the participant and founders, director, full name, passport data (for an individual), phone number.
3. Extract from the Unified State Register of Legal Entities, EGRIP (or a notarized copy), received no earlier than 6 months before the date of publication in the unified notification information system, passport (for an individual).
4. The decision on the appointment of the head to the position or order (if the head is not acting, an additional power of attorney or its notarized copy is provided).
5. Declaration of Conformity Clause 3-9 Part 1 of Art. 31.
6. Constituent documents (charter or agreement, depending on the organizational and legal form).
7. Decision on the approval and execution of transactions with an indication of its maximum amount, if participation in the procurement or its security is a major transaction and permission is required to conduct it, in accordance with the constituent documents.
8. Participant's proposal for the procurement object (contract price, operating and repair costs, proposal for quality, functional, environmental and other characteristics).
9. Unit price of goods, name of the country of origin of goods when purchasing goods.
10. Securing the application for participation in the competition (payment order or bank guarantee). The requisites, to which the bidder transfers the security for the bid, are reflected by the customer in the bidding documentation.

Documents that are provided, if necessary, in accordance with the requirements of the legislation of the Russian Federation and tender documentation:

1. Compliance of the supplier with clause 1, part 1 of article 31 (SRO certificate, licenses, accreditation certificates, etc.).
2. Obtaining benefits in accordance with Art. 28-29 (information about affiliation with UIS organizations and disabled people is displayed in the charter and an extract from the state register).
3. Compliance of the participant or product with the conditions, prohibitions and restrictions of Art. 14 (certificates ST-1, act of CCI, etc.).
4. Declaration of belonging to the SMP or SONKO.
5. Compliance of the product, work or service with the requirements established in accordance with the legislation of the Russian Federation (registration certificates).
6. Confirming the good faith of the participant, in accordance with Part 2 of Art. 37, with a price decrease of 25 or more.
7. Qualification (copies of contracts, acts confirming work experience, availability of specialists, business reputation, etc., according to the tender documentation).

If the participant does not provide the necessary documents, does not provide them in full (not all pages), or it turns out that the documents do not meet the requirements of 44-FZ (for example, an extract from the Unified State Register of Legal Entities was received earlier than 6 months, a copy of the power of attorney is not notarized, etc.) , this will lead to the rejection of the participant.

Form and procedure for submission

Form requirements:

• submission only on paper in a sealed envelope (the electronic submission form is not currently implemented in the field of the contract system) with the following marking:

• stitching and numbering of all sheets. The lack of firmware leads to the rejection of the participant, in contrast to the lack of pagination, which is not a basis for refusal of admission;
• binding with a seal (if any) and signing by the head or authorized representative of all sheets of the volume (or a single signature on the firmware);
• clear printing of texts. Erasures and corrections are not allowed;
• the customer specifies other requirements in the instructions of the tender documentation.

The supplier submits an application at the place and before the expiration of the period specified in the documentation, in person, by mail, by courier delivery or in any other possible way at the request of the participant (the envelope received after the deadline for submission is not opened). It is not allowed to submit more than one application for one lot (in this case, the submitted applications are not considered and are subject to return).

The customer registers each received envelope in the receipt journal, assigns a serial number and ensures its safety, security and inviolability, preventing damage to the envelopes before the date of opening.

Application for participation in the competition: sample filling

I often have to participate in tenders, so I decided to write an article on how to participate in the tender. If any of the readers wants to supplement this article - WELCOME (write to me at: [email protected]) and together we will facilitate our work.

How to participate in the tender?

In order to take part in the tender, you must submit an application, drawn up in accordance with the requirements of the customer and the sample presented by him (Example of application).

Submission of an application for participation in the tender confirms the supplier's agreement with the terms of the tender, as well as the obligation to comply with them.

A deadline for accepting applications is set, after which the acceptance is not allowed, as well as changes in the applications themselves. But the tender commission can extend the deadline for accepting applications, which notifies applicants and participants.

The applicant can change or withdraw the application for participation before the deadline for the submission of the necessary documents.

And remember! A change in the application for participation is considered valid if it was received before the deadline for submitting applications.

What documents are required to participate in the tender?

To participate in the tender you must provide the documentation requested by the customer. I will give an example of an existing standard package of documents that is required in almost all cases.

To participate in the auction, the following package of documents is required:

• a list of the submitted documents signed by the supplier's representative;
• application for participation in the tender, certified by the signature of the executive body and the seal;
• a list of persons entitled to act on behalf of the supplier without a power of attorney, certified copies of documents on the appointment of such persons;
• copies of the supplier's charter and constituent documents certified by the tax authority;
• notarized copies of the certificate of state registration of a legal entity and registration with a tax authority;
• a statement indicating the presence of work experience as a contractor;
• a certificate from the tax authorities confirming the absence of arrears in the payment of mandatory payments;
• copies of balance sheets for the last three reporting dates with the mark of the tax office;
• profit and loss statements for the last three reporting dates with the stamp of the tax office;
• consent to the processing of personal data;
• an extract from the Unified State Register of Legal Entities issued by the Federal Tax Service of Russia 15-60 days before the submission (there may be different requirements for the timing);
• licenses and certificates, if the activity that is the subject of the tender is subject to licensing and / or mandatory certification;
• certificate of admission to the performance of work (provision of services), which are the subject of the tender, issued by the Self-Regulatory Organization (SRO).

Also, the customer may require additional packages of documents. I would like to note that small defects in the provision of documents may not be taken into account by the customer, while serious ones entail rejection of the application for participation.

This is how a simplified preparation-participation plan looks like:

- Clarification of the terms of the tender;

- Drawing up a preparation-participation plan;

- Preliminary clarification of the possibilities of "production", terms, prices;

- Drawing up and approval of the price offer;

- Drawing up documentation in accordance with the requirements;

- Approval of the documentation by the management;

- Final check of documentation for compliance with all requirements in form and content;

- Submission of documentation;

- Clarification of the results;

- Celebration of victory / analysis of correct actions and mistakes, fixation of conclusions.

If you received an invitation to the competition, before which there are less than seven days left, then you have the right to refuse to participate, since the notification is formal, and the winner has already been selected in advance. It is better not to participate in such a tender, as you will simply waste your time. Letter of refusal to participate in the tender must be drawn up on your company's letterhead. It should contain details by analogy with a business response letter.

Sample letter of refusal to participate in the tender

Home / Auction Documentation Sample / Sample Auction Bid

Sample auction application

Examples of filling out the first parts of applications for electronic auctions.

How to correctly fill out applications for an electronic auction? Download sample auction bid in electronic form.

Sample_Full_Application_Auction

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Help from specialists of the Group of Companies "Tender Solutions"

Download a sample contract with a specialized organization for the preparation of the first part of applications for participation in tenders under Federal Law 44.

Requirements for the composition of the bid for the auction are governed by Article 66. 44 Federal Law "On the contract system ...", thus. an application for an electronic auction must consist of 2 parts;

• the first part of the application must contain the participant's written consent to the conditions set forth by the Customer in the auction documentation and the specific characteristics of materials and goods offered for delivery that meet the requirements of the Customer and the norms of 44 FZ.
• the second part of the application for an electronic auction is a declaration of the supplier's compliance with the requirements of Federal Law 44, copies of certificates, permits, SRO approvals, etc., necessary for the performance of work, confirmation of the failure to conduct bankruptcy or liquidation procedures, the absence of arrears in the payment of taxes and fees, etc. etc.

Sample text of consent to participate in the auction:

"Having studied the documentation on the open auction in electronic form No. 000000000000000001, the organization, information about which is indicated in the second part of the application, agrees to perform work that meets the requirements of the documentation, on the terms provided for in the Documentation"

Sample declaration of compliance with the requirements of Federal Law 44, presented to the auction participant in electronic form:

»By this application we confirm:

- the participant in the placement of the order complies with the requirements established in accordance with the legislation of the Russian Federation for persons performing the work that are the subject of the auction;

- liquidation is not carried out with respect to the participant in the order placement, there is no decision of the arbitration court to declare bankrupt and to open bankruptcy proceedings;

- the activity of a participant in the placement of an order has not been suspended in accordance with the procedure provided for by the Code of Administrative Offenses of the Russian Federation on the day of filing an application for participation in the auction;

- the participant in the placement of the order has no debts for the accrued taxes, fees and other obligatory payments to the budgets of any level or state extra-budgetary funds for the past calendar year, the amount of which exceeds 25% (twenty five percent) of the book value of the assets of the participant in the placement of the order according to the accounting data for last completed reporting period;

- the procurement participant - an individual, or the head, members of the collegial executive body or the chief accountant of the legal entity of the procurement participant have no criminal record for crimes in the economic sphere (except for persons whose criminal record has been canceled or canceled), as well as non-use in relation to the said individuals are punished in the form of deprivation of the right to hold certain positions or engage in certain activities that are associated with the performance of work that is the object of the procurement, and administrative punishment in the form of disqualification;

- the procurement participant's possession of exclusive rights to the results of intellectual activity, if, in connection with the performance of the contract, the State customer acquires the rights to such results, except for the cases of concluding contracts for the creation of works of literature or art, performance, for financing the rental or screening of a national film.

- the absence of a conflict of interest between the procurement participant and the customer, which means cases in which the head of the customer, a member of the procurement commission, the head of the customer's contract service, the contract manager are married to individuals who are beneficiaries, the sole executive body of a business company (director , general director, manager, president and others), members of the collegial executive body of a business company, the head (director, general director) of an institution or a unitary enterprise or other governing bodies of legal entities participating in the procurement, with individuals, including those registered as an individual entrepreneur - participants in the procurement or are close relatives (relatives in a direct ascending and descending line (parents and children, grandfather, grandmother and grandchildren), full-blooded and incomplete (having a common father and whether mother) brothers and sisters), adoptive parents or adopted children of the specified individuals.

Faces a problem: how to collect an application for a competition of interest? In fact, there is nothing complicated in this process, the main thing is to read carefully and meet the deadline for submitting applications. Yes, you will have to tinker with the first application, but then it will be easier. For example, if you participate in tenders of the same customer, you will be able to use previous applications as templates, since if the customer changes the documentation, then only slightly. If the customers are different each time, then you will have to deal with the preparation of the application each time anew.

A potential supplier must submit his application in such a way that it turns out to be the best, that is, it would be preferable among others, both in terms of the price of the commercial proposal and in other parameters.

So how to collect an application

We start the process by downloading the file with the tender documentation from the ETP and carefully reading both the documentation itself and the methodology for evaluating participants (if any). At this stage of work, it is necessary to find out what the customer is submitting to the application, what should be part of it and how the necessary documents should be drawn up.

Why read the assessment methodology? If such a document is in the documentation, then it is imperative to look through it, since your application will be evaluated using this method. It may indicate the criteria by which your application may be rejected. For example, often a customer has the right to reject an application if a commercial proposal is submitted only for a part of his request, if the validity of the proposal is less than that required by the customer, if the participant in the application stipulates in advance delivery times that exceed the limits set by the customer, etc.

Approximate procedure

Everyone organizes the preparation process for the competition in a way that suits him or her. We can suggest the following procedure. We advise you to start by compiling for yourself an approximate list of documents to be included in the application when studying the tender documentation, for example :

1. Customer form inquiries : questionnaire, commercial proposal, information about the experience of deliveries, information about the availability of litigation, information about the availability of human resources and production capacity, etc.
2. Constituent documents : current edition of the charter, decision of the sole participant, etc.
3. Other documents confirming legal capacity : extract from the Unified State Register of Legal Entities, sheets of entry in the Unified State Register of Legal Entities, certificates of the OGRN and TIN, etc.
4. Accounting documents : reporting for the last reporting period, tax returns, calculations of insurance premiums, etc.
5. : information about the availability of goods in the warehouse, letters of guarantee for shipment, copies of existing contracts and agreements with suppliers, etc.
6. Documents confirming the positive experience of deliveries : copies of completed contracts, official reviews of buyers / customers, etc.
7. Documents provided by your suppliers : all the same letters of guarantee, inquiries according to the customer's form for sub-suppliers (if you involve sub-suppliers and they must, according to the requirements of the documentation, also provide some information about themselves) and so on.

When the lists are ready, divide all documents into four groups:

1. "There are ready-made" (for example, many people have copies of constituent documents or financial statements at hand, as they are often required in their current work);
2. "We must do it ourselves" (for example, you yourself will need to fill out certificates according to the customer form);
3. "We need to make copies" (for example, there are existing or completed contracts, but copies must be made of them);
4. "It is necessary to request" (for example, you will have to request a fresh extract from the Unified State Register of Legal Entities or letters of guarantee from suppliers).

• all that needs to be requested - we ask first of all, since it will take time to obtain these documents;
• all that needs to be done is done by assigning responsibilities;

For example, a secretary can make copies of documents, and an accountant can fill out a certificate of personnel composition. At this time yourself, you can start working on a commercial proposal and other forms that you need to fill out.

• everything that is ready - we check and include in the application.

Now let's dwell on the most important elements of the application separately.

Commercial offer

The commercial offer is the main part of the application. Yes, in open requests for proposals the bids of the participants are evaluated both by price and by non-price criteria. But the bid price always carries more weight, and if you submitted a bid with a price higher than that of other participants, you are very unlikely to be recognized as a winner. Who wants to pay more if there is a cheaper offer?

So, how should a commercial proposal (QP) be drawn up for an application for participation in a tender? Let's begin with that Commercial proposal must be drawn up according to the customer's form, if this form is in the documentation ... If there is a form, draw up a commercial proposal only according to this form, you should not engage in unauthorized changes to it. In the commercial proposal form, you must fill in all the fields, including: the name of the participant, the list of products, its technical characteristics and volumes, prices excluding VAT, the amount excluding VAT, the amount of VAT, the amount with VAT, the amount of transportation costs, delivery time - these are the main data of any KP.

Pay attention to the requirements for filling out the commercial proposal, which are indicated in the documentation. If it contains a clause that transportation costs should be included in the cost of products, then you should calculate your CP exactly like that. If transport costs need to be highlighted in a separate line, then in the commercial proposal this part of the commercial proposal must be registered separately. Delivery times should be in accordance with the customer's requirements. You either agree with its terms (if there is a preliminary delivery schedule in the documentation), or you indicate your terms, which should not exceed the delivery period limits set by the customer. For example, he needs to deliver the goods in the 1st quarter of 2016, in this case, you can schedule the delivery schedule for January, February and March 2016.

It is very important to observe the use of monetary units: usually tenders are held in rubles, therefore the commercial proposal must also be drawn up in rubles, even if there are import items in the list of products that you purchase for currency. You can attach a letter to the commercial proposal stating that prices in rubles are valid at a specific exchange rate, etc., but the commercial proposal itself must be in rubles.

Applications can be added to the CP. These may include: agreement to fulfill all the requirements of the terms of reference for the supply, an official letter containing clarifying / clarifying comments on your part, copies of certificates of conformity for the goods, as well as copies of technical specifications, passports and other similar documentation. It is better to include copies of technical specifications, passports and certificates in the application: you will show the customer that you are offering a product that meets his technical specifications.

note that the basis of the application is a commercial proposal and a letter of offer - an official letter expressing your proposal to conclude an agreement for the supply of the declared products. The offer validity period should not be less than the one specified in the tender documentation - very often such an error leads to the rejection of the participant's application.

Participant information

As part of the tender proposal, a potential supplier must provide all the necessary information about himself. In principle, this information is fairly standard. Usually you need to fill out a questionnaire with basic information about yourself, provide information about the owners, the volumes of supplies in recent years, the availability of ongoing and completed litigation, the availability of the necessary human resources and production capacity. All this information is most often included in the application in the form of references according to the customer's form, which are attached to the tender documentation.

How to fill out such certificates? Here are some tips:

— provide up-to-date and truthful information in the questionnaire : carefully check the legal and postal addresses, phone numbers, e-mail addresses - errors will lead to the fact that the customer will not be able to contact you;

— fill out the documents as fully as possible : if the customer form provides for the disclosure of the volume of supplies for the last three years, then the data must be provided for exactly three years, not two or one. The more fully your documents in the application are filled in, the more points the competition commission can give you;

— it is not necessary to disclose information constituting a trade secret ... If you consider any information a commercial secret and do not want to show it to the customer, then you can not provide it, but include an explanation of such a decision in the application. For example, you can consider the same supply volumes over the past three years as a trade secret. In this case, you can attach an official letter stating that this information is confidential instead of a certificate in the customer form. Another way out of this situation may be this option: you fill in the supply volumes not in value terms (rubles), but in physical terms (tons, kg, pieces), and also attach a letter where you explain such a presentation of the form;

— accompany certificates with attachments in the form of supporting documents ... For example, delivery experience can be confirmed by copies of completed contracts, and a positive reputation - by the reviews of your customers.

Documents of title

The documents of title include constituent documents, an extract from the Unified State Register of Legal Entities, sheets of entry into the Unified State Register of Legal Entities and TIN, financial statements. Copies of these documents must be present in the application. Pay attention to their completeness and relevance. For example, the charter must be valid (latest version), - fresh, received in the last month, etc. If any changes have occurred since the registration of the company, then they must be confirmed with copies of decisions, sheets of records in the Unified State Register of Legal Entities and certificates of amendments.

Financial statements are at least provided for the previous year and the last reporting period of the current year. Individual entrepreneurs, instead of reporting, can attach copies of declarations to the application. If you do not generate interim reporting, then it is best to also issue this moment with an explanatory official letter to the customer.

Documents confirming the possibility of delivery

These documents include:

• copies of existing contracts;
• copies of dealer / distribution agreements;
• letters of guarantee from your suppliers.

It is important to consider the following points here.

The preference is always given to the participant who is the manufacturer of the declared products. As a rule, it is the manufacturer who can offer the customer the lowest price. The second "in rank" are official representatives / dealers / distributors who work directly with domestic or foreign manufacturers. The third place in this list is occupied by participants who can be classified simply as "suppliers", that is, in fact, resellers. Such suppliers most often participate in tenders where lots are mixed, that is, they contain positions from different manufacturers - one manufacturer will in no way be able to cover the customer's need for products that it does not produce. A reseller can: he buys goods from several companies and delivers them to the customer.

Delivery documents are ranked in the same way. The greatest weight will have valid contracts and letters of guarantee from manufacturers and official dealers.

When all documents are collected, each of them is signed by the head, and copies are certified, if necessary, the application can be scanned and uploaded on the ETP. Requirements for scans of documents, their formats and names are prescribed in the application. If the application is submitted in paper form, then the collected package of documents is drawn up in an envelope and sent to the customer's address. Please note that sometimes it is necessary to attach an electronic copy of it on an external medium (disk, flash) to a paper application.