eTenders is changing (July 2022 - March 2023 updates)

We are pleased to announce that the Go-Live date for the new eTenders platform has been agreed as 15 May, 2023.

Competitions which have been published before 15 May 2023 can be completed on the existing platform, while all new competitions must be published on the new platform from Go-Live.

As the Go-Live date approaches, users will be provided with a clear overview of any steps they may need to take upon first login to the new platform. Once again, we would like to assure all users that they will be supported in the transition to the new platform.

We will issue further communications regarding details of training and platform functionality in the coming weeks. Please visit this webpage regularly for updates.

While the eTenders project is progressing well and is still on track for Go-Live in Q2, we are pleased to confirm that we are in the process of finalising an additional 12-month contract with the current eTenders provider. This will enable ongoing competitions to be completed on the current platform, while new competitions are to be published on the new platform from Go-Live.

A key priority for the eTenders project team in progressing the new eTenders platform was to alleviate any pressure caused by the transition. This additional contract ensures:

• uninterrupted, ongoing access to historic competition data for both buyers and suppliers while data is being prioritised for migration to the new platform to enable a smooth transition;
• business continuity for suppliers;
• effective procurement planning - as there will be a longer overlap of platforms, buyers can continue and conclude (fully award and close) competitions already commenced on the current platform;
• an appropriate level of contingency in the project plan in the event of any unexpected delays.

We would like to assure both suppliers and buyers that they will be supported in the transition to the new platform. A targeted training programme will be rolled out for suppliers featuring self-guided learning tools such as videos, interactive walkthroughs and training manuals as well as webinars.

Regular updates will be communicated on this webpage (gov.ie/ogp) and we will keep you up to date with what you need to do as the project progresses.

The target go-live timeframe for the new eTenders platform is May 2023. The Office of Government Procurement (OGP) has a robust project plan in place to enable a smooth transition. The plan includes analysis and design, training and User Acceptance Testing (UAT) and we will keep you up to date with what you need to do at each stage.

Training

The new platform will be similar to the current platform in many ways, but will also include new and improved functionality. A targeted training programme will be rolled out for contracting authorities based on their roles, from basic to administrator to super user. The training will include webinars, videos, training manuals and online/ classroom based learning. It will also encourage users to make more use of online functionality.

Support for contracting authorities from Sector Implementation Leads (SILs)

A group of Sector Implementation Leads (SILs) was established to represent the Education, Local Government, Health and Commercial Semi States sectors during the rollout of the new eTenders platform. This group will inform users on all aspects of the project, including training and User Acceptance Testing (UAT). They will act as a conduit between the project team and their sector for the latest updates on the project and any questions arising.

Support for suppliers

The OGP will regularly update the Small and Medium Size Enterprise (SME) Advisory Group, chaired by the Minister of State with responsibility for Public Procurement. A communications sub-committee to the SME Advisory Group will also be updated on the eTenders roll out.

The Office of Government Procurement (OGP) is pleased to announce that it has selected a new supplier to provide the national tendering service, eTenders.

Following extensive stakeholder consultation and a comprehensive tendering process, European Dynamics will provide the platform from mid-2023.

The implementation phase has just begun. Both buyers and suppliers should be aware that there will be no changes to the current platform during this phase, and procurement competitions can continue to be conducted as normal.

You do not need to do anything at this stage and the OGP will communicate any updates as part of the transition in due course on this webpage.

Chief Procurement Officer for the State, and OGP CEO Paul Quinn welcomed the news, stating:

See below for a list of FAQs.

Is the platform changing?

Yes, there will be a new platform provided by European Dynamics which is fully compliant with EU directives. Extensive stakeholder consultation was undertaken informing our specification of requirements and comprehensive training will be offered closer to go live.

Will the new platform look and feel the same? Will it be easier to use?

Given that this is a new platform, the user experience will be different but users will need to allow time to become familiar with the new site. Comprehensive training will be offered closer to go-live, and additional support will be offered following go-live.

Where can I get more information regarding training?

• Suppliers should check the webpage regularly for updates on webinars scheduled, and digital tool availability.
• Contracting Authorities should check the webpage regularly for updates regarding the training schedule, which is due to commence in mid-April 2023 (subject to change).

We would like to know if all procurement processes done in the current eTenders platform will be available on the new platform as well? Or should we now be downloading those records and documents for our own in-house archiving?

All users will continue to have access to the current platform until contract expiry in May 2024. The OGP is currently in the process of acquiring all the data from the current service provider, and evaluating all the options for providing this on the new platform. Any implications for the users of decisions taken in relation to the data migration will be relayed well in advance to allow you to take any appropriate action needed.

Will I have to re-register?

Both Contracting Authorities and supplier registration details will be transferred to the new platform. You will need to re-input some details, as well as adding additional details when activating your account on the new platform. We will issue more detailed guidance on this in the coming weeks.

Some users assigned to ongoing tender competitions have left the organisation – what do I need to do?

Contracting Authorities can ensure that their user base is kept up-to-date by deactivating or deleting inactive user accounts. All active accounts will be migrated to the new system. You should ensure that any ongoing tender competitions are reassigned to alternative users before deactivating or deleting accounts.

Is it possible to get the date of Go Live for the new system with European Dynamics, and the date that our access will be stopped to the current system with EU Supply?

The Go Live date of the new eTenders platform is 15 May 2023, and the end of the contract with EU Supply will be May 2024.

Is there a cut-off point where new competitions should not be started on the current platform?

Once the new eTenders platform goes live on 15 May 2023, all new competitions must be published on the new platform. If you are operating framework agreements, DPS and UQS, their details will be migrated to the new platform so that new mini competitions can be run on the new platform from Go Live.

How can I find out more about this?

We will have regular updates in relation all aspects of the implementation and transition on this page, including our FAQ section.