The PEPPOL Business Interoperability Specification, “BIS” from here on after, has been developed by the OpenPEPPOL AISBL Pre Award Coordinating Community and is published as part of the PEPPOL specifications.
1. Principle and prerequisites
1.1. Scope
This guide aims to provide insight into transaction details for the transaction model T004 - Call for Tenders 1.2. The transaction description is meant to be a standalone description to be used as a part of one or more procurement profiles. It describes syntax mappings, requirements, rules and example.
The transactions, specified in this document are intended to be exchanged between the tendering systems of economic operators and contracting bodies. This means that it is expected that the parties have connected their systems to the internet, and that they have middleware in place to enable them to send and receive the transactions in a secure way, using an agreed syntax.
The content model of the transactions can also be used in procurement platforms or notification platforms, so that these platforms as well as procurement systems of economic operators and contracting bodies are based on the same information and process models, which makes them more interoperable. Even if platforms are not technically interoperable, the content model facilitates understanding the tendering documents and to participate in the tendering process.
1.2. Parties and roles
The following parties participate as business partners in this transaction, acting in the roles as defined below
Party | Description | Example of roles |
---|---|---|
Customer |
The customer is the legal person or organization who is in demand of a product, service or works. |
Buyer, consignee, debtor, contracting body |
Supplier |
The supplier is the legal person or organization who provides a product, service or works. |
Seller, consignor, creditor, economic operator |
Role | Description |
---|---|
Contracting body |
The contracting authority or contracting entity who is buying supplies, services or tendering works. |
Economic operator |
Party participating with a bid in a procurement process to sell goods, services or works. |
2. Transaction business and information requirements
The following tables describe the transaction business and information requirements of "T004 - Call for Tenders 1.2", it inherits from CEN WS/BII 3 "Trdm083 Call for Tenders"(CWA 17027-212).
ID | Requirement |
---|---|
tbr83-001 |
The call for tenders shall contain a unique ID, the issue date and the reference number of the procurement project. A unique ID is needed to establish the relation between all the documents in the process, and the tendering procedure by all the parties involved. |
tbr83-002 |
The call for tenders may contain the issue time. |
tbr83-003 |
If the call for tenders is an update of a previously issued call for tenders, this shall be indicated. |
tbr83-004 |
The contracting body shall be identified with a name, the country of registration, an endpoint and an identifier. |
tbr83-005 |
The call for tenders may include information about contacts to obtain additional information. Email or internet address at which the procurement documents shall be available for unrestricted and full direct access, free of charge. |
tbr83-007 |
The Call for tenders shall contain the following information about the procurement process:
|
tbr83-008 |
"The address to which tenders or requests to participation shall be submitted must be included in the call for tenders, including encryption parameters and time-stamping: Art 22 and 53 of Directive 2014/24/EC." |
tbr83-009 |
The call for tenders may include references to specific legislation applying to the procedure. |
tbr83-012 |
The call for tenders shall contain a title and a description of the object of the contract. The description of the object of the contract is basic information for both tenderer and contracting body. |
tbr83-013 |
The call for tenders shall contain information about the type of procurement project (goods, works, services) and corresponding subtype. Type of contracts is defined in article 2 of the Directive 2014/24/EU and article 2 of the Directive 2014/25/EU. Depending on the contract type different articles, thresholds, information, etc. are required. |
tbr83-014 |
The call for tenders may contain extra characteristics about the type of contract (public contract, framework agreement, qualification system, concession, design contest or DPS). Types of contracts are defined in article 2 of the Directive 2014/24/EU. Depending on the contract type different articles, thresholds, information, etc. apply. |
tbr83-015 |
The call for tenders shall contain information about the classification of the object of the contract (CPV code). CPV is defined in article 23 of the Directive 2014/24/EU. This code is a basic information element for common understanding of the object of the contract in cross-border procurement. |
tbr83-016 |
The call for tenders shall contain information about the place where the works, services or goods will be delivered (NUTS code). The location is basic information for the tenderer to elaborate the tender. |
tbr83-018 |
The Call for tenders may contain information about lots. If lots are specified, each lot shall be identified. |
tbr83-019 |
"The call for tenders may indicate if variants are accepted or required. Article 45 of the Directive |
tbr83-020 |
The call for tenders may indicate the maximum number of variants accepted or required, if there were a limit. |
tbr83-022 |
For each document a name shall be provided. |
tbr83-023 |
For each document a version number, an indication of the technical type an issue date and the language may be provided. |
tbr83-024 |
If a document belongs to a lot, the lot shall be identified. |
tbr83-025 |
For each document a URL may be provided where the software can be obtained to read the document. |
tbr83-026 |
For each document the file size may be specified. |
tbr83-027 |
For each document it shall be indicated whether the document is to be returned and if so, whether it must be signed and with what signature level. |
tbr83-028 |
The Call for tenders may specify what documents are required in tenders, with their name, a description and a reference ID. |
tbr83-029 |
For each required document the level of the signature may be specified. |
tbr83-030 |
In the Call for tenders it may be specified that electronic submission of tenders or requests to participate will be required/accepted. If paper submission is allowed, the number of copies of the tender to be provided may be specified. |
tbr83-031 |
If paper submission is allowed, it may be indicated that paper submission serves as back-up of an electronic submission. |
tbr83-032 |
When electronic signatures are required, the signature level shall be provided. |
tbr83-033 |
When encryption is required, the encryption parameters shall be provided. |
3. Data model: Syntax mapping and XML example
3.1. Data model and syntax mapping
The data model and syntax mapping for Call for Tenders can be found at Syntax mapping for T004 - Call for Tenders 1.2. The data model and syntax mapping explains how to use the UBL (or an underlying syntax) to support the Call for Tenders information transaction requirements. It provides the syntax mappings from each UBL (or syntax) element to the Call for Tenders information elements of this transaction.
3.2. XML example
The following XML example illustrates the structure of an instance of T004 - Call for Tenders 1.2.
<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<CallForTenders
xmlns="urn:oasis:names:specification:ubl:schema:xsd:CallForTenders-2"
xmlns:cbc="urn:oasis:names:specification:ubl:schema:xsd:CommonBasicComponents-2"
xmlns:cac="urn:oasis:names:specification:ubl:schema:xsd:CommonAggregateComponents-2">
<cbc:UBLVersionID>2.2</cbc:UBLVersionID>
<cbc:CustomizationID>urn:fdc:peppol.eu:prac:trns:t004:1.2</cbc:CustomizationID>
<cbc:ProfileID>urn:fdc:peppol.eu:prac:bis:p002:1.2</cbc:ProfileID>
<cbc:ID schemeURI="urn:uuid">be8943ce-9d65-4eed-93c5-fa4748148c8f</cbc:ID>
<cbc:ContractFolderID>3dab5e45-2bb3-4dbf-bc1f-0b812d8b9a58</cbc:ContractFolderID>
<cbc:IssueDate>2016-10-20</cbc:IssueDate>
<cbc:IssueTime>13:32:12+02:00</cbc:IssueTime>
<cbc:VersionID>1</cbc:VersionID>
<cac:AdditionalDocumentReference>
<cbc:ID>tenderenckey.cer</cbc:ID>
<cbc:IssueDate>2016-06-27+02:00</cbc:IssueDate>
<cbc:DocumentTypeCode listID="urn:eu:esens:cenbii:documentType">PRO</cbc:DocumentTypeCode>
<cbc:DocumentStatusCode listID="urn:eu:esens:cenbii:documentStatusType">NR</cbc:DocumentStatusCode>
<cac:Attachment>
<cac:ExternalReference>
<cbc:URI>cid:tenderenckey.cer</cbc:URI>
</cac:ExternalReference>
</cac:Attachment>
</cac:AdditionalDocumentReference>
<cac:AdditionalDocumentReference>
<cbc:ID>Bekanntmachung</cbc:ID>
<cbc:IssueDate>2016-10-20+02:00</cbc:IssueDate>
<cbc:DocumentTypeCode listID="urn:eu:esens:cenbii:documentType">PRO</cbc:DocumentTypeCode>
<cbc:DocumentStatusCode listID="urn:eu:esens:cenbii:documentStatusType">NR</cbc:DocumentStatusCode>
<cac:Attachment>
<cac:ExternalReference>
<cbc:FileName>bekanntmachung.html</cbc:FileName>
</cac:ExternalReference>
</cac:Attachment>
</cac:AdditionalDocumentReference>
<cac:ContractingParty>
<cac:Party>
<cbc:EndpointID schemeID="9930">DE122268496</cbc:EndpointID>
<cac:PartyIdentification>
<cbc:ID schemeID="0204">991-1234512345-06</cbc:ID>
</cac:PartyIdentification>
<cac:PartyName>
<cbc:Name>Beschaffungsamt des Bundesministerium des Innern (BeschA)</cbc:Name>
</cac:PartyName>
<cac:PartyLegalEntity>
<cac:RegistrationAddress>
<cac:Country>
<cbc:IdentificationCode listID="ISO3166-1:Alpha2">DE</cbc:IdentificationCode>
</cac:Country>
</cac:RegistrationAddress>
</cac:PartyLegalEntity>
</cac:Party>
</cac:ContractingParty>
<cac:TenderingTerms>
<cbc:VariantConstraintIndicator>false</cbc:VariantConstraintIndicator>
<cbc:AdditionalConditions>WOS</cbc:AdditionalConditions>
<cac:TenderRecipientParty>
<cbc:EndpointID schemeID="9946">500820007</cbc:EndpointID>
</cac:TenderRecipientParty>
</cac:TenderingTerms>
<cac:TenderingProcess>
<cbc:ProcedureCode listID="PR_PROC">open</cbc:ProcedureCode>
<cbc:SubmissionMethodCode listID="BII_SUBMISSION">ELECTRONIC</cbc:SubmissionMethodCode>
<cac:TenderSubmissionDeadlinePeriod>
<cbc:EndDate>2016-10-20+02:00</cbc:EndDate>
<cbc:EndTime>13:32:11.891+02:00</cbc:EndTime>
</cac:TenderSubmissionDeadlinePeriod>
</cac:TenderingProcess>
<cac:ProcurementProject>
<cbc:Name>Laptops</cbc:Name>
<cbc:Description>Laptops</cbc:Description>
<cbc:ProcurementTypeCode listID="PROJECT_TYPE">2</cbc:ProcurementTypeCode>
<cac:MainCommodityClassification>
<cbc:ItemClassificationCode listID="CPV">98300000-6</cbc:ItemClassificationCode>
</cac:MainCommodityClassification>
<cac:RealizedLocation>
<cbc:ID schemeID="NUTS">DE01</cbc:ID>
</cac:RealizedLocation>
</cac:ProcurementProject>
</CallForTenders>
4. Code lists
Any element with the semantic data type = code, can mandate the use of a specific code list (or a fixed value). The applicable code lists can be found in the Code list section. In this section, you can find the valid codes, their names and description, and also links to where the same code list is used elsewhere in the transaction, or in other PEPPOL BIS transactions.
Information elements that are ruled by codelists in this transaction are also described in the Syntax mapping for Call for Tenders: Syntax mapping for T004 - Call for Tenders 1.2 |
The following code lists for coded elements and identifier schemes are used by the transaction.
4.1. Code lists for coded elements
4.1.1. Country code
Qualifier |
|
---|---|
Document location |
|
Source codelist |
Use Alpha-2 codes from ISO3166 |
4.1.2. Procedure type
Qualifier |
|
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.1.3. Procurement project type
Qualifier |
|
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.1.4. Document Type Code
Qualifier |
|
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.1.5. Provided document to be returned indicator
Qualifier |
|
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.1.7. Document language
Qualifier |
|
---|---|
Document location |
|
Source codelist |
4.1.8. Type of Contract to Establish
Qualifier |
CONTRACT_TYPE (listID) |
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.1.9. Backup for electronic submission indicator /Electronic submission required indicator
Qualifier |
BII_SUBMISSION (listID) |
---|---|
Document location |
|
Source codelist |
See codelist section on Main documentation site |
4.2. Code list for identifier schemes
Business Term | Allowed Scheme | Applicable Xpath |
---|---|---|
Economic operator electronic address identifier |
schemeID attribute is mandatory and must use values from EAS codes |
cac:TendererParty/cbc:EndpointID/@schemeID |
Contracting body electronic address identifier |
schemeID attribute is mandatory and must use values from EAS codes |
cac:ContractingParty/cac:Party/cbc:EndpointID/@schemeID |
Economic operator identifier |
schemeID attribute is mandatory and must use values from ICD codes |
cac:TendererParty/cac:PartyIdentification/cbc:ID/@schemeID |
Contracting body identifier |
schemeID attribute is mandatory and must use values from ICD codes |
cac:ContractingParty/cac:Party/cac:PartyIdentification/cbc:ID/@schemeID |
5. PEPPOL Identifiers
PEPPOL has defined a Policy for use of Identifiers that specifies how to use identifiers in both its transport infrastructure and within the documents exchanged across that infrastructure. It also introduces principles for any identifiers used in the PEPPOL environment. The e-Tendering pilot adopts and extends the PEPPOL Policy in the following ways:
5.1. Party Identifiers used in business (UBL) documents
All party identifiers (cac:PartyIdentification/cbc:ID) have an optional scheme identifier attribute '@schemeID'. If used, the value shall be chosen from the code list ICD codes.
<cac:PartyIdentification>
<cbc:ID schemeID="0088">5790000435968</cbc:ID> (1)
</cac:PartyIdentification>
1 | schemeID attribute is optional, but when used, the codes must be from ICD codes |
5.2. Electronic address identifier used in business (UBL) documents
All electronic address identifiers (cbc:EndpointID/@schemeID) use the Electronic Address Scheme code list (EAS), maintained by CEF (CEF Code lists).
Valid values are found here: EAS codes.
<cbc:EndpointID schemeID="0184">DK87654321</cbc:EndpointID> (1)
1 | schemeID attribute is mandatory and must use values from EAS codes |
5.3. Document Identifiers used in business (UBL) documents
5.3.1. UBL Version ID
This transaction model is using the UBL 2.2 syntax. The namespace of the XML-message does only communicate the major version number. Since it is important for the receiver to also know what minor version of the syntax that is used, the element UBLVersionID must be stated with the value 2.2:
<cbc:UBLVersionID>2.2</cbc:UBLVersionID>
5.3.2. Profile ID
ProfileID identifies what business process a given message is part of, and are connected to one business process, and may contain multiple document types.
Valid profile identifiers are described in the Syntax mapping for Call for Tenders - Syntax mapping for T004 - Call for Tenders 1.2 - and the corresponding BIS document, see Main documentation site.
5.3.3. Customization ID
The PEPPOL Customization ID identifies the specification of content and rules that apply to the transaction. Profiles are connected to one business process (ProfileID), and may contain multiple transactions. Valid document instances shall contain corresponding ProfileID and CustomizationID.
CustomizationID is a string without spaces. Which customization identification should be used, is based on which transaction is sent. |
For implementers, please note that the process identifiers in the document instance MUST correspond to the SMP process identifier. |
TransactionID | Transaction name | Short Description | cbc:CustomizationID |
---|---|---|---|
T004 |
CallForTenders |
CA sends all procurement project documents to EO |
urn:fdc:peppol.eu:prac:trns:t004:1.2 |
6. Description of selected parts of the transaction
In this chapter you will find descriptions and examples of parts of the documents, in addition to the description and examples given in the related CEN BII and ESPD Documentation.
6.1. Definition of the procurement project
The call for tenders in this profile is intended to provide unstructured information of the procurement project. The economic operators are expected to read the provided documents and prepare their tenders following the requirements established as unstructured information.
6.1.1. Call for tenders without lots
A Call for tenders without lots has a single cac:ProcurementProject
class. The procurement project and all the details of the project are described using the documents attached or referred using the cac:AdditionalDocumentReference
class.
In this case, the document instance must not contain any cac:ProcurementProjectLot
class.
The example below demonstrates the use of the cac:ProcurementProject
class for a tendering process without lots. The structured information does not convey economic information. It is used to describe the project, to provide classification codes using the Common Procurement Vocabulary and the location where the project will be executed using the NUTS code.
The procurement project in does not describe the tender deliverables.
<cac:ProcurementProject>
<cbc:Name>Laptops</cbc:Name>
<cbc:Description>Laptops</cbc:Description>
<cbc:ProcurementTypeCode listID="PROJECT_TYPE">2</cbc:ProcurementTypeCode>
<cac:MainCommodityClassification>
<cbc:ItemClassificationCode listID="CPV">98300000-6</cbc:ItemClassificationCode>
</cac:MainCommodityClassification>
<cac:RealizedLocation>
<cbc:ID schemeID="NUTS">DE01</cbc:ID>
</cac:RealizedLocation>
</cac:ProcurementProject>
6.1.2. Call for tenders with lots
When the Call for tenders has to be split into lots, the cac:ProcurementProject
class must define the overall summary of the project and there must be a cac:ProcurementProjectLot
class per each lot.
The cac:ProcurementProjectLot
class only requires to define the lot identifier and the name of the Lot. All the details on the lot are described as unstructured documents referred from the cac:AdditionalDocumentReference
class.
The details of each lot are described using unstructured documents referred into the call for tenders
<cac:ProcurementProjectLot>
<cbc:ID>1</cbc:ID>
<cac:ProcurementProject>
<cbc:Name>First part of the works project</cbc:Name>
</cac:ProcurementProject>
</cac:ProcurementProjectLot>
<cac:ProcurementProjectLot>
<cbc:ID>2</cbc:ID>
<cac:ProcurementProject>
<cbc:Name>Second part of the works project</cbc:Name>
</cac:ProcurementProject>
</cac:ProcurementProjectLot>
6.2. Description of the tendering process
The call for tenders describes some information of the tendering process.
The cac:TenderingProcess
class contains the deadlines of the process and the codes describing the type of procedure, the type of presentation and the type of submission.
The example below describes an open procedure and the deadlines of the process. The cbc:ProcedureCode
and the tender submission end date are required data elements.
<cac:TenderingProcess>
<cbc:ProcedureCode listID="PR_PROC">1</cbc:ProcedureCode>
<cbc:SubmissionMethodCode listID="BII_SUBMISSION">ELECTRONIC</cbc:SubmissionMethodCode>
<cac:TenderSubmissionDeadlinePeriod>
<cbc:EndDate>2017-10-20+02:00</cbc:EndDate>
<cbc:EndTime>13:32:11.891+02:00</cbc:EndTime>
</cac:TenderSubmissionDeadlinePeriod>
</cac:TenderingProcess>
6.3. Description of the attachment of documents
Using this transaction, the information of the tendering process and the details of the procurement project are described in unstructured files. The call for tenders reference the unstructured files so it is possible to access them through their URI.
The cac:AdditionalDocumentReference
class contains references to all the files for the tenderers to prepare their bids. The mandatory cbc:ID
element contains an identifier of the file, and the cac:DocumentStatusCode
is used to inform the tenderer about the action that has to be done with the current document.
Find below an example on how to define a provided document reference based on the e-SENS pilot project.
In this example, the contents of the coded elements DocumentTypeCode and DocumentStatusCode have been defined following the e-SENS project coded values.
<cac:AdditionalDocumentReference>
<cbc:ID>Bekanntmachung</cbc:ID>
<cbc:IssueDate>2016-10-20+02:00</cbc:IssueDate>
<cbc:DocumentTypeCode listID="urn:eu:esens:cenbii:documentType">PRO</cbc:DocumentTypeCode>
<cbc:DocumentStatusCode listID="urn:eu:esens:cenbii:documentStatusType">NR</cbc:DocumentStatusCode>
<cac:Attachment>
<cac:ExternalReference>
<cbc:FileName>bekanntmachung.html</cbc:FileName>
</cac:ExternalReference>
</cac:Attachment>
</cac:AdditionalDocumentReference>
6.4. European Single Procurement Document (ESPD)
Article 59 of the new Public Procurement Directive 2014/24/EC introduced a new concept, the European Single Procurement Document (ESPD) which is a self-declaration document intended for preliminary evidence in a public procurement procedure. The main objective of the ESPD is to reduce the administrative burden and lead to considerable simplification of participation in public procurement procedures for buyers and suppliers. ESPD will reduce the burden by removing the need to produce a substantial number of certificates and documentation related to exclusion and selection criteria.
Documentation and services related to ESPD are provided by the European Commission. This is an overview of the currently available resources:
Implementers of this profile attach ESPD Request/Response by adding a DocumentReference. The transaction T004 does not prescribe the use of a specific ESPD version. The use of specific ESPD versions by the Contracting Authority may result into incompatibilities with the systems available to the Economic Operator. Thus, it should be described by the Contracting Authority in the Tendering Documents which ESPD version is used and how it can be returned by Economic Operators. Values to indicate that an ESPD is used as part of the Call for Tenders documents are:
cac:DocumentReference/cbc:DocumentTypeCode
916 (Related document)
cbc:DocumentDescription
ESPD Request/Response
Please also see PEPPOL BIS ESPD (European Single Procurement document) for further details.
6.5. Transport of encryption certificate via the Call For Tenders
6.5.1. Introduction
The Call For Tenders (CfT) business document is used by the contracting authority to provide an economic operator with the latest updated procurement documents. Besides transporting procurement documents it MUST be used to transport the encryption certificate needed by the economic operator to encrypt his tender for submission.
6.5.2. Encryption certificate
The encryption certificate MUST be transported as an attachment within the Call For Tenders ASIC. The Call For Tenders business document contains metadata regarding all attachments thus also for the tender encryption certificate.
This metadata is resembled by the UBL container cac:AdditionalDocumentReference. In the case of the encryption certificate this container MUST contain the elements and values mentioned in the table below.
To identify the encryption certificate, the UBL MUST contain exactly one AdditionalDocumentReference-container as described below. Any other container MUST NOT make use of this value combination.
Business term | Card. | XPath within cac:AdditionalDocumentReference |
Value / Description |
---|---|---|---|
Required document reference identifier |
1..1 |
cbc:ID |
Reference identifier of a document that is provided as part of a tender or call for tenders. Value supplied by tendering system of the CA. Is not necessarily populated with the filename but rather an internal identifier. |
Document issue date |
0..1 |
cbc:IssueDate |
The date on which the tender encryption key has been issued. |
Document type code |
1..1 |
cbc:DocumentTypeCode |
Fixed value of “PROVIDED” |
cbc:DocumentTypeCode/@listID |
Fixed value of "urn:eu:esens:cenbii:documentType" |
||
Provided document version |
0..1 |
cbc:VersionID |
Version of a document that is provided as part of a tender or call for tenders. |
Provided document to be returned indicator |
1..1 |
cbc:DocumentStatusCode |
Fixed value of “NO RETURN” |
cbc:DocumentStatusCode/@listID |
Fiexd value of "urn:eu:esens:cenbii:documentStatusType" |
||
Document mime type code |
1..1 |
cac:Attachment/cac:ExternalReference/cbc:MimeCode |
Fixed value of "application/pkix-cert". |
Provided document name |
1..1 |
cac:Attachment/cac:ExternalReference/cbc:FileName |
Name of a document that is provided as part of a tender or call for tenders. The extension of the file MUST be “cer”. |
<cac:AdditionalDocumentReference>
<cbc:ID>tenderenckey.cer</cbc:ID>
<cbc:IssueDate>2016-06-27+02:00</cbc:IssueDate>
<cbc:DocumentTypeCode listID="urn:eu:esens:cenbii:documentType">PRO</cbc:DocumentTypeCode>
<cbc:DocumentStatusCode listID="urn:eu:esens:cenbii:documentStatusType">NR</cbc:DocumentStatusCode>
<cac:Attachment>
<cac:ExternalReference>
<cbc:MimeCode>application/pkix-cert</cbc:MimeCode>
<cbc:FileName>tenderenckey.cer</cbc:FileName>
</cac:ExternalReference>
</cac:Attachment>
</cac:AdditionalDocumentReference>