DOFFIN Database for public procurement. User guide for suppliers. March 2014

Transcription

1 DOFFIN Database for public procurement User guide for suppliers March 2014

2 Contests 1 Information about Doffin Compatibility View Log in Why log in as a supplier? How to log in Forgotten your password? Register your Supplier Company Become a user on an already registered supplier company Find your way inside your account For administrators Create additional users Change your company information Search for publications Choose the sort order Filter your search Use the free text field search Save your search profile Register interest to receive updates View or download documents Doffin support... 20

3 1 Information about Doffin The national publication service is the database where Contracting Authorities announces their purchases. All Notices above the Norwegian threshold of NOK must be published on Doffin. For purchases below NOK publication on Doffin is optional. The objective with Doffin is: Secure market knowledge about public procurement. Secure transparence and competition. Secure that tenders above EU thresholds ( are published on TED (Tenders Electronic Daily) which is the online version of the 'Supplement to the Official Journal of the European Union', dedicated to European public procurement. Secure that the requirements of the publications follows the law. Gathering statistic about the public sector (as per tender documents) The Doffin operator is Eu-Supply Holding Ltd (Eu-Supply). Direktoratet for forvaltning og IKT (Difi) manages Doffin on behalf of Nærings- og fiskeridepartementet (NFD).

4 2 Compatibility View In Compatibility View, websites will be displayed as if you were viewing them in a previous version of Internet Explorer, which will often correct display problems, but it can also cause problems if the browser you are using is too old. If you have clicked the Compatibility View button for Doffin earlier, the Compatibility View button will be displayed in blue color in the top right corner. If you want to stop using Compatibility View just click the Compatibility View button again and it will turn grey. We recommend you to turn Compatibility mode OFF for Doffin!

5 3 Log in 3.1 Why log in as a supplier? When you are logged in you can express interest to published notices on Doffin and access documents that authorities has made available for logged in users only. You will also have the opportunity to create your own personalized search profile. 3.2 How to log in Go to Type your user name and password into the login fields to the right hand and click the Login button 3.3 Forgotten your password? Select the link for forgotten your password. It can be found both under the login field to the right and on the Supplier page

6 Type your address and push the send button Your username and a temporary password will be sent to your address from norepy@doffin.no. Close all open Internet browsers Select the link included in the with your login information Type your login information. Please note that the password is case sensitive and if you copy and paste you need to make sure no extra space is included in the beginning or the end. The system will consider this as additional signs and you won t be able to login. If you return to the page where you first entered your address to retrieve new login information, it means that you have entered the wrong user name or password. Do not type your address again. Instead close the page, and start over by clicking on the link included in the again and enter your login information one more time.

7 4 Register your Supplier Company Register your company will allow you to login and express interest to Notices. If you express interest the Authority has the opportunity to alert you by when amendments are made or new documents are uploaded. They can also inform you if the tender is cancelled. To register, go to Select Suppliers at the top of the page Select Supplier company registration and complete the form. All mandatory fields are marked with a star (*). Don t forget to save at the bottom of the page. Company registration is free of charge at Doffin. The first user who registers the supplier company will automatically become the Company administrator for your supplier company. The first user (company administrator) will be able to create additional users for your supplier company so that they can log in to Doffin as well. The company administrator also will be able to change administrator or create more company administrators. There is no limitation for how many users or administrators a supplier company can have in Doffin but make sure that all added users belong to the same organization number. In case the user belongs to a different organization number a new company registration should be created for this number. Should your company already be registered with same organization number, you will be notified with a warning message - please contact Doffin Support by , who will inform you about the company administrators. You can then contact them if desired to get your own user account. Further registration with identical registration numbers is permitted, but will manifest itself as multiple registrations on Doffin. It will not be possible to merge these registrations afterwards.

8 5 Become a user on an already registered supplier company Contact your company administrator or one of them if there are several administrators and ask them to create a user account for you. If you are uncertain on who your company administrator is, please contact Doffin support, who can find out this information for you. You need to send this request by at support@doffin.no since the support cannot answer this question over the phone. You must also send the from your company address. The support will only inform you about administrators in companies registered with the same domain as your own.

9 6 Find your way inside your account After logged in you will see a menu at the top of the page: 1. Select to go back to your start page 2. Select to read any system messages sent regarding the notices you have expressed interest to 3. Select to see a list of links to relative pages which can give you useful help or information 4. Selecting Adminstration will open a drop down menu with User profiles and if you are the administrator also Company administration. From here you can manage your company information or the user accounts connected to your company registration. Company users will only see User profiles and can only view the information about available users- and administrators but cannot edit any of this information. 5. By clicking on your name you can view and edit your personal user account, e.g. change your password, address or user name. Below the menu, to the left, you find your available services. If you select Search publications you will be redirected to the publication search page. You are still logged in and can go back to the previous page by clicking on the back button (the arrow) at the top left corner of your browser. If you have already registered interest in notices you will find the information under My registered interests. Click the Ongoing link to find any notices that you have registered interest to that are still active. If you click the Total link you will see all old notices which you have registered interest to earlier. From the Ongoing list you will see the notice id, the Name and the authority s internal reference under Publication, which is the one you select to open the notice information, i.e. attached documents, published amendments etc. You will also find a short cut link to the notice, the publication and expire dates.

10 If you select the publication link, i.e. the Authority s internal reference you will find all available information about the notice.

11 7 For administrators 7.1 Create additional users Select Administration at the top and select User profiles You will now see a list of active users on your company registration. 1. The user you are logged in with is shown as bold. Select your name to view and edit any personal information, e.g. user name, password, address. 2. Additional users are seen from here as well. Select the user s name to be able to edit this user s personal information, e.g. user name, password, address. 3. The user s role is presented. Company administrators have full access to everything in the account. Company users have access to only their personal information and those notices they have been given access to. 4. Last logged in by the user is presented. 5. Click Create user to add additional users to your company account. 6. Tick the box next to the user s name and then click Delete if you would like to remove a user from your company account. 7. Create different user groups and add users into these groups. You can then give access to a notice to a whole group of users at once instead of adding the users one by one. 8. Click Done when you wish to leave this page. 7.2 Change your company information Select Administration at the top and select Company administration

12 Click Edit at the bottom of the page to change the company contact information. You cannot change the organization number. This has to be changed by Doffin support team who will compare the details with The Brønnøysund Register Centre before changing. The support needs an from your company address to change this information. You can also register a new suppler account with the new organization number if you prefer. Click Edit at Company profile to update detailed information of the company.

13 8 Search for publications Go to to search for publications made in Doffin. You can use the filter to the right or type a keyword or phrase into the keyword field or combine them both. The two search buttons; one next to the keyword field and one below the filter (bottom right) can be used for both keyword search and filter search. 8.1 Choose the sort order You can choose how to sort the result or your search. Choose how by selecting sorting order in the drop down to the right. 8.2 Filter your search There are several search filters available. It is possible to use just the one or all at the same time. After all filter are set you click the search button next to the free text search box with or without any keywords.

14 Counties and municipalities Select the county or the municipality from the drop down. If you type the first letter and click enter you can fast jump down the list. Notice type Select the type of Notice you are interested in from the drop down. Publication type Select the type of Notice you are interested in from the drop down Include expired notices If you select the Include expired notices check box, this will allow you to carry out searches where the expiry date has passed. Categories For the filter Categories, Doffin uses the CPV (common procurement vocabulary) code system to categorize business sectors. The CPV code system uses a groups and subgroups system. The CPV establishes a single classification system for public procurement aimed at standardizing the

15 references used by contracting authorities and entities to describe the subject of procurement contracts. Click in the Category field and a pop up window will appear. Type a keyword (1) and click Apply to search for categories or choose find your category in the list. Select the check box next to the code. You can find sub codes if you select on the arrow next to the code. Select the check boxes next to the desired codes (3) and click Select at the bottom of the page (4). Your search will include all notices with any of the codes included in the same tree of codes as you have selected. Doffin reference Type the exact reference to search for a notice. Doffin reference has the format yyyy You can only use this field to search for original publications, not amendments. However, you will find any amendment made when you open the original notice. Expire date You can filter your search by the expiry date. Your search will then only include notices within this timespan: Click in the Expire date from field and select the required expire date from the calendar. You can also enter a date directly in the from field in the format mm/dd/yyyy Click in the Expire date to field and select the required expire date from the calendar. You can also enter a date directly in the to field in the format mm/dd/yyyy

16 Publication date You can filter your search for a notice based on the publication date- Your search will then only include notices within this timespan: Click in the Publication from field and select the required publication date from the calendar. You can also enter a date directly in the from field in the format mm/dd/yyyy. Click in the Publication to field and select the required publication date from the calendar. You can also enter a date directly in the to field in the format mm/dd/yyyy. 8.3 Use the free text field search You can search for any keywords used by the contracting authority in their notices. You can also search for phrases using double quotation marks ( ) To exclude words from your search, use a minus sign (-) before the words that should be excluded. To avoid too many results in Doffin ignores common words like and, or,, http etc. If you want to make sure to only search for notices including a word that you suspect might be a stop word, please the plus (+) sign before the word.

17 8.4 Save your search profile Select all desired filters and/or keywords and click Search. Save your search as a Bookmark. The quick way is to click Ctrl+D in your web browser. Or follow the instructions below suitable for your browser. Internet Explorer Select the star at the top left corner The bookmark is automatically added next to the star. Google Chrome Select the star in the top right corner The start goes yellow. Click Done Mozilla Firefox Select the star to the right The start goes yellow. Click Done

18 9 Register interest to receive updates From the Notice search page select the title of the desired notice to view more information. Click Register interest button. You need to be logged in before you can register interest though. This button will redirect you to one of the following pages from where you then can register interest: 1. The Register interest page at Doffin if the notice is created in Doffin 2. The login page if the notice is created in Doffin and if you didn t log in before you searched 3. An external tendering system if the tender is managed in an electronic system outside of Doffin and sent from this system electronically) You will now receive alerts when the authority sends new information. You can withdraw your interest if you login, open the notice and then click Withdraw interest.

19 10 View or download documents If the authority has made the documents publically available you can download these documents by clicking on the document folder icon on the right hand. You will see the documents listed and can view or download them by clicking at the document name. If it isn t possible to select the documents you need to register interest before you can open or download them. The status eye will then be grey to show that the authority has restricted the documents from public view.

20 11 Doffin support For further guidance or technical support, please contact Doffin support at: Phone: