How to apply for a tender: electronic and paper versions. Sample of filling out an application for participation in a tender Application for participation in a tender form

1. How to apply for a tender

Holding tenders in our country is regulated by law. But regardless of the fact that taking part in such a competition is a difficult process, the number of participants only increases every year. The reason for this is getting the opportunity to have a stable income for the company. If you wish, you must go through a certain series of procedures. Usually there are problems with how to apply for a tender so that there are no difficulties with representatives. Tenders represent the placement of an application for the performance of any work, the provision of services, the purchase of certain goods.

Subscribe and work with a prepayment from the customer, do not freeze your funds!

2. Mandatory conditions for participation in the competition

If you are participating in an electronic tender, you must receive. You can buy it on a specialized electronic site. The process of obtaining such a signature will not take more than 3 days. Without it, you will not be able to fully participate in the competition. She is able to give a legal status to the documentation, in addition, she fixes the financial responsibility of the participants. Alas, one signature cannot guarantee your 100% participation in the tender.

You should also pay attention to how to apply for a tender. To become a full-fledged participant in the competition on a certain site, you must register on it. To do this, you need to go to the site of the site and fill out the forms where the application for opening a personal account will be attached. You will also need to attach a number of additional documents, which we will consider in detail.

3. How to apply for a tender yourself

You must submit the document in such a way that it turns out to be the best among all: both in terms of and other indicators. You should start the procedure by downloading the documents on the conditions of the competition and reading them carefully. The main thing is to pay attention to the method of evaluating participants, what requirements will be imposed on applications, what must be indicated and how to draw up.

In the event that a design sample is attached, use it. The criteria by which the application is excluded from the competition may be specified. Pay special attention to this moment. Most often, documents are rejected in such cases:

if the offer period is less than necessary;

the proposal responds only to part of the request;

in the event that the application specifies delivery times that are not suitable for the customer.

In order for the request to be accepted for consideration, a specific one must be attached. The application can be submitted both in electronic format and in writing. If you will be registering by mail, indicate the name of the lot on the envelope In some situations, you also need to send a copy of the letter. Please check if a tender security is required before shipping. If required, then be sure to find out its size. In the event that this moment is missed, the application will be rejected.

4. Algorithm of actions when participating in a tender

Each person organizes the process of preparing for the tender as it is convenient for him. In order to timely apply for participation in the competition and correctly draw up all the documents, we recommend that you prepare a list of documents for yourself in advance. If you do not know how to apply for a tender, use the list of required documents:

certificates created in the form specified by the customer. Submit a questionnaire that includes the company's offer, information about work experience, details of litigation, and information about the company's employees. Be sure to check the data on production capacity;

constituent papers. The wording of the charter should be prepared in advance;

other documents capable of confirming legal capacity;

accounting reports. Data for the last period of work, calculations from insurance, tax returns;

documents are required that can confirm the possibility of delivery of goods. This can be data on the availability of products in the warehouse, shipping invoices. If there are copies of contracts with suppliers, they can be attached to the application.

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Enter into profitable contracts as the only supplier, directly without participating in tenders!

To confirm a positive delivery experience, you should attach copies of contracts, reviews of partners, customers. As soon as you make such a list for yourself, it is worth dividing all the papers into several groups: ready-made documents; need to do; copies are required; should be contacted for obtaining from the organization.

After that, do not hesitate: immediately request documentation, which is not there at all. Then make copies, you can instruct the staff. Then take care of the papers yourself that you need to sign or authenticate. All that is in stock, check for literacy. You can entrust the collection of documents to employees if you do not have time for this.

5. What points should be taken into account by a public procurement participant

The submitted application in automatic mode is equal to the agreement to comply with all the requirements of the customer. If this is not possible, you must immediately revoke your documents. You can only revoke it if the deadline set by the organizer has not expired. Cancellation is possible only before a certain date.

provide reliable information. Check the specified address, phone number, postal address several times. Otherwise, the customer will not be able to contact you;

fill in as fully as possible. If you need to provide data for 2-3 years, attach documents for three years. The more detailed you tell about your company, the more points you can get;

attach all necessary documents.

6. End of the competition

As soon as the organizers of the tender identify the lowest proposed rate, the bargaining will be completed. The documentation with the results will be generated automatically. Each participant will be able to find out about the results of the competition almost instantly. The organizer will receive the winner's documents and contact details. After that, the participant is sent a contract, which will need to be certified with an electronic signature within a certain time.

If you do not have free time to figure out how to apply for a tender, use it.

7. Video instruction Submitting an application for RTS Tender

For a guaranteed result in tender purchases, you can seek advice from the experts of the Entrepreneurship Support Center. If your organization is a small business entity, you can get a number of advantages: advance payments under government contracts, short settlement times, conclusion of direct contracts and subcontracts without a tender. and work only under lucrative contracts with minimal competition!

It is the main type of electronic trading. The procurement participant must study the list of tender documents and prepare documentation in accordance with this list. This package of documentation is called a tender request.

The package of documents for the tender must be submitted within a strictly defined time frame. Otherwise, the application will not be accepted.

Features of filing an application for an electronic auction:

• Submitting an application for a tender exclusively in electronic form;
• Applications for a tender are accepted from the moment of its publication within at least 7 days if the initial maximum tender price is up to 3 million rubles and at least 15 days if the amount of the tender is more than 3 million rubles;
• The application must contain separately formed first and second parts, sent simultaneously;
• The submission of a tender application must take place simultaneously with the provision of the tender security.
• The victory of a participant in the placement of an order when submitting quotations does not guarantee complete victory and signing of the contract. The application may be rejected after consideration of the second part of it.

To form an application, you need to scan the documents and add them to special forms on the website of the electronic trading platform (the forms will appear after you select a tender and click the "take part" button).

The rest of the documents are automatically attached to the application from your personal account, so check that the company's personal data are up-to-date. After uploading the package of documents, they must be signed with an electronic signature for bidding and sent for consideration by clicking the appropriate button.

At some sites, for example, at Sberbank AST, it is necessary to sign each attached document, and then when sending the entire application, at others - only the application itself, as on the RTS site.

How to apply for a tender in the form of a request for quotations and an open tender

An application for participation in a request for quotations and an open tender is submitted in paper or electronic form.

If the participant in the placement of the order has chosen a paper application form, then the package of documents is placed in an envelope and sealed. Usually, in order for all members of the commission to immediately familiarize themselves with the documentation, copies of the submitted package of documents are also enclosed in the second envelope.

For expedited submission and exclusion of the possibility of not being in time for the competition, it is recommended that you bring the entire package of tender documentation to the customer's office or to another place specified in the notice on your own.

The representative of the organizer of the competition in a special journal registers the application indicating the date and time of its receipt. If necessary, the representative of the applicant is provided with a receipt of receipt of the application with the date and time of receipt.

If there are irregularities in the registration of the tender application or any document is missing, the representative of the organizer of the tender is obliged to explain to the applicant what corrections need to be made or what document is missing. You can change the application or pick it up only before the envelopes are opened by the competition committee.

If a participant in an order placement chooses an electronic form for submitting a tender application, then the process of its submission takes place through the platform where the tender is held. The submission form in this case is similar to the open electronic auction.

To participate in the auction, you must register. To do this, you need to issue an electronic application for participation in the auction within the period from the publication of the notice of the auction to the deadline for accepting applications specified in the notice.

To apply for participation in the auction, find the required auction and click on the "Apply for participation" link in the line corresponding to the selected auction.

A page with forms for filling out the first part will open

and the second part of the application for participation,

and also the declaration

Fill in the form fields (fields marked with an asterisk (*) are required!) And attach the required documents. Files up to 20 MB in size are accepted in the following formats: .doc, .docx, .pdf, .txt, .rtf, .zip, .rar, .7z, .jpg, .gif, .png.

If the customer, upon publication, established the requirement to conduct an auction among the NSR, then in the participant's personal account in the second part of the application there is a section that allows you to declare belonging to the NSR. If this requirement is not specified, then there are no fields to confirm belonging to the NSR.

To confirm his affiliation with the SME, the participant must activate the check-box in the block "Declaration of the participant's belonging to the SME or socially oriented non-profit organizations (Art. 30 44-FZ)". After activation, a field will be available for attaching a document confirming the participant's belonging to the SMP. This section is optional, the activation of the check-box and the attachment of the document is made by the participant at will.

If you need to pause work on an application, save the application as a draft by using the button "Save"... To send an application, you must click on the button "Sign and send an application"... In the next step, a form with the text of the application will open.

Click on the button to continue. "Sign and send"... A dialog box with a list of ES certificates will open. Select the required certificate and click on the button "OK"... The application will be sent, a message about successful sending will appear.

What is important to know

An application for a tender is a package of documents submitted in electronic form or in print. The application includes two parts:

In order to correctly collect the package of documents, the participant needs to carefully read the information that is disseminated by the organizer of the auction.

1. Application-consent to participate in the tender on the terms announced by the organizer of the auction. Here, the participant provides all the information that relates to the proposed product, its quality characteristics and prices.
2. A package of documents providing information about the participating enterprise. In addition to the constituent documents, accounting reports are required, as well as a pledge to secure the transaction.

Registration of an application for participation in the tender is impossible without understanding the customer's requirements and the evaluation criteria by the commission. Therefore, it is imperative to analyze the tender documentation for the tender of interest and get answers to the following questions:

1. How to prepare a proposal.
2. What documents can confirm the compliance of the enterprise with all the requirements of the participant.
3. How to describe the characteristics of the product, what certificates are needed.

You also need to take into account the currency of the transaction, the official language of the documents, the method and place of filing the application, the timing of the proposal and its consideration.

In which tenders is it better to participate at the start. Video

Types of tender applications:

There are two types of applications for participation in the tender: electronic and paper. Let's consider each of them in detail.

Electronic application

Thanks to the evolving Internet technologies, electronic trading is becoming more common. This type of tender can be presented in the following forms:

• request for quotes;
• open competition;
• electronic auction.

The latter form is the most popular for online tenders. Today there are many Internet portals where different customers hold auctions to conclude a contract for the supply of goods or services.

Businesses wishing to participate in the electronic tender must be registered users, otherwise the application function will not be available to them. The term of accreditation on the site should not be running out (at least three months).

To fill out an electronic application, you need to take the following steps:

1. Fill out a special form for a participant in the trading platform.
2. Scan documents in accordance with the list required by the customer (basic information and details of the participant will be "pulled up" from the personal account, where they were already drawn up during registration).
3. Upload scanned documents to special online forms.
4. Complete both parts of the tender (they are sent together).
5. Confirm the application with the electronic signature of the person in charge of the company's interest at the auction.

The deadlines for filing an application from the moment the tender is announced vary depending on the amount of the transaction:

• up to 3 million rubles - more than a week;
• from 3 million rubles - 3-4 weeks or more.

A prerequisite for the consideration of an electronic application is the provision by the participant of its financial support. Usually a collateral of 5% of the total transaction amount is required. If the electronic account of the company does not contain the specified funds for participation in the tender, the application will be rejected automatically.

Application in an envelope

A printed application is submitted with a package of documents in a specially designed envelope. Before you form an application, you should familiarize yourself with the official conditions of the customer:

• list of documents attached to the application;
• sample application.

You can clarify the conditions on the official website of the organizer or by contacting the tender commission.

With regard to the list of documents, the list may have different variations. However, among the constituent documents there must be:

• an extract from the Unified Register (drawn up no later than two weeks before the application is submitted);
• certificates from the tax office on registration, as well as on the absence of arrears;
• a copy of the organization's charter and orders for the appointment of responsible persons.

If the interests of the company are represented by an intermediary at the tender, a power of attorney certified by a notary is required. Financial security can be provided by documents for collateral or a bank guarantee.

Documents are numbered and submitted with an inventory. Multiple copies may be required for the originals. This is done so that it is convenient for the members of the commission to consider the document simultaneously.

The collected documents are packed in an envelope, on which, in addition to the details of the sender and the recipient, indicate information about the purpose of the envelope, lot number and date of opening the package.

The fact of filing an application is displayed in the register of the tender commission.

A professional specialist who assists in the tender will be able to prepare a company for participation in a range of services: from the analysis of documents for filing an application to monitoring the fulfillment of obligations under the contract.

Sample application for participation in the tender

The application for participation must be drawn up on the letterhead of the organization participating in the tender. A typical sample assumes the introduction of the following data:

• name of the tender;
• the site on which information about the tender is posted;
• the date the notice was posted;
• name of company;
• name and description of the Product, its technical, quantitative and qualitative characteristics;
• necessarily - the price of the Goods, as well as what it includes (shipping, taxes, duties, etc.).

Tender support

Tender support is a service aimed at ensuring the process of participation of an enterprise in a tender. The main goal of the tender support is to create all the conditions (at the legal level) for the client-participant to win the competition.

Tender support is especially important if you:

• do not have much experience or have not taken part in state competitions at all;
• do not want to take risks and act at random;
• do not want to misfire in a responsible tender.

Did you know that 90% of tenderers are not allowed to bid due to deficiencies in the documentation or an incorrectly executed application? If you are not a professional, making mistakes in documents is as easy as shelling pears. In this case, only tender support will help.

Accompanying tenders by qualified lawyers will save you from disastrous shortcomings that may negatively affect the results of the competition.

In this section of our website, we have prepared for you ready-made forms and samples of tender documents drawn up in accordance with all legal requirements.

Each sample of tender documents has been prepared in a convenient .doc format and is ready for editing.

In order to download the required sample of the tender document, simply click on its name and download the file on the page that opens.

Prepared documents are suitable for participation in most ongoing purchases, but sometimes customers indicate any additional requirements for applications. In this regard, be careful when filling out applications. To ensure the best chances of winning the tender, we recommend using the help of a specialist.

If you have any questions about the tender documentation, you can use the FREE ON-LINE CONSULTATION of our specialist using the chat in the lower right corner of the site.

Document templates for the Customer under 44-FZ

Manuals and documentation for the Customer under 44-FZ

Drawing up a technical assignment (TOR) is an important stage in preparing for a purchase. We will understand the requirements of 44-FZ and give an example of the terms of reference for the tender.

The concept of technical specifications

TK is a document that contains requirements for the procurement object and determines the conditions and procedure for its implementation.

Samples of tender documents

For example, a detailed description and characteristics of the goods (works or services), as well as the terms of delivery, performance of work or the provision of services are indicated.

The goal is to fix the tasks for the implementation of a specific order and the achievement of the results expected by the customer. This is the original document that takes into account the main purpose.

The TOR is an internal document, but it is published along with all tender documentation.

How to write terms of reference for a tender

In drawing up the assignment, in addition to the employee of the contract service (contract manager), it is recommended to involve qualified experts with experience in a particular industry, as well as lawyers with the practice of applying the law on contract service, civil law, and knowledge of the rules of the antimonopoly services. With this approach, the customer's needs will be fully reflected and the cases of making mistakes in the description are minimal.

The customer's manager or other authorized person approves this document.

Law No. 44-FZ does not regulate the content of TK, however, it must be detailed, detailed and give a clear idea of \u200b\u200bthe needs and requirements of the customer. In this regard, it is recommended to adhere to the following algorithm:

1. Indicate the full name of the object with the establishment of the volume of purchased items, services.
2. Specify the description of the goods, specifying in detail and clearly the functional, quality and performance characteristics.
3. Designate the end date or time period by which the delivered procurement result is expected to be achieved or a timetable for the provision of services.
4. Establish requirements for warranty, warranty service and the scope of quality assurance.
5. Fix other essential conditions of the order: place of delivery, terms of delivery, installation, commissioning, training.

Sources for describing the object may be state standards, executed contracts, advertising, catalogs, public offers, official sources of information from authorized bodies, etc. Any commercial information, the reliability of which is beyond doubt, may be used, including by sending requests to potential bidders.

Sample terms of reference for the tender

An example of a technical proposal for a tender

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, it is necessary to 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 the 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!

Application for participation in the tender

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 the existing standard package of documents, which is required in almost all cases.

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

• list of 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 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 the 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 similar to a business response letter.

Sample letter of refusal to participate in the tender

We figure out what documents are needed for the tender for both the customer and the supplier in the field of public procurement.

How to apply for participation in the competition: stages of preparation

When conducting a tender, following planning, the customer must publish in the Unified Information System (hereinafter - EIS) documents to determine the supplier, which reflects his need and conditions for the procurement. The supplier, in order to participate in the procedure, must provide information that confirms that he is able to fulfill the order.

Tender documents prepared by the customer

The customer prepares a notice, which must be drawn up in accordance with the requirements of Art. 42 44-FZ, as well as documentation in accordance with the requirements of Art. 50, 64, 87 44-FZ. At the same time, he has the right to make changes to the documentation, but is obliged to publish a notice of the changes being made. An integral part of the documentation is:

1. Draft contract (according to the requirements of Art. 34 44-FZ). It should be remembered that standard forms have been developed for certain works and services, all of them are placed in the EIS.
2. Technical task. It is drawn up in accordance with the rules for describing the procurement object, which are specified in Art. 33 44-FZ.
3. Justification of the initial (maximum) contract price, determined by the methods specified in Art. 22 44-FZ.
4. Design and estimate documentation (when performing contract work).

In the process of determining the supplier, the customer also publishes the protocols on the compliance of the applications with the requirements.

There is also a protocol for refusing to conclude a contract on the part of the customer, which is necessary in case the latter is faced with the need to do this already at the signing stage.

Below we have collected samples of documents that the customer will need in preparation for the tender.

Auction notice

Electronic Auction Documentation

Supplier tender documents

The list includes a basic package of documents similar to what is required for a supplier for accreditation on any electronic platform (we wrote more about this, for example, in the article "How to get accredited for an RTS tender"). And also the following information:

• compliance of the participant with the requirements specified in clause 1 of part 1 of article 31 (SRO certificate, licenses, accreditation certificates, etc.), in part 2, article 31, in the decree of February 4, 2015 No. 99 (copies contracts, acts confirming the experience of performing work, etc.), as well as a declaration of conformity with clauses 3-9, h. 1, Art. 31;
• compliance of the participant or product with the conditions, prohibitions and restrictions of Art. 14 (certificates ST-1, act of the Chamber of Commerce and Industry, etc.);
• compliance of goods, work or services with the requirements established in accordance with the legislation of the Russian Federation (registration certificates);
• obtaining benefits in accordance with Art. 28-29 (displayed in the charter and extract from the state register);
• conscientiousness of the participant (art. 37);
• application for participation in the tender (entry of the application security, qualification, proposal in relation to the procurement object, the price of a unit of goods (for participation in the tender);
• TIN not only of the participant, but also (if any) of the founders, directors.
• declaration of affiliation to small business entities (SME) or socially oriented non-profit organizations (SONO);
• consent to the supply of goods or performance of work and (or) specific indicators of the goods with the name of the country of origin.

The supplier will need tender documents, samples of which can be downloaded below.

Declaration of Conformity

Consent to supply goods or perform work

Declaration of belonging to the NSR

All forms and forms on filling-form.ru

Registration of applications and orders to suppliers

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The procurement process includes a number of defined, logically interrelated types of work. The following stages of the process of purchasing goods are distinguished: drawing up orders, analyzing orders, selecting suppliers, placing orders, analyzing orders, fulfilling orders.

Drawing up applications.Requests for the purchase of goods are prepared by the relevant employees of the functional divisions of the enterprise. They contain information about what types and how many goods the company needs, when they should be received and who made the application.

They are compiled in such a way that the expected quantities of goods to be received outstrip the actual needs for them.

The time between placing orders and receiving goods for them is called the lead time. It plays an important role in the procurement and inventory management process. Advance bids mitigate the negative impacts of unexpected delivery delays.

At the same time, an excessive increase in lead time leads to an increase in inventory. Employees responsible for drafting applications should set the delivery time of goods as soon as possible, taking into account the capabilities of the supplier and the needs of the consumer of the goods.

The purchase of goods is carried out by different methods depending on the type of goods and components. The main procurement methods are:

· Purchase of goods in one large batch at a time;

· Regular purchases of goods and products in small batches, when the buyer orders the required amount of goods that are supplied to him in batches during a certain period;

· Daily (monthly) purchases. The method is used where cheap and quickly used goods are purchased;

· Receipt of goods as required;

· Purchase of goods with immediate impact.

How to correctly prepare an application for participation in a tender

In exceptional cases, when it is impossible to get them as needed.

The documentary registration of the order is implemented on the basis of the conclusion of the contract, as the basis for procurement, delivery of goods and their purchases. The contract is drawn up between the supplier and the consumer of the product.

Order the supplier is formed only according to the schedule of orders. The order schedule must indicate the days of the week when the supplier accepts the order and the days of the week when the goods are shipped.

The order of goods can be made by the head of the section of the shopping facility, the deputy head of the section or the category manager. An order can only be made on the basis of a contract.

To transfer an order to a supplier, it must be placed in the trading system.

In the order, the supplier must indicate:

• order number;
• the name of the supplier to whom the order is made;
• place of delivery (commercial facility for which delivery by order is intended);
• date of application (when the application was made);
• delivery date (when the goods will be delivered to the trading facility);
• specification of the order (article and name of the goods ordered to the supplier);
• purchase price;
• the quantity of the ordered goods in pieces (kilograms);
• external barcodes of the ordered goods and the quantity in transport packages.

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