eTenders has changed - updates for contracting authorities

eTenders, the national tendering service, will be changing on 15 May 2023. You will be able to access the platform through the current address (etenders.gov.ie).

Users can log on and confirm their details to access the platform from 15 May onwards, and new competitions will be published on the platform from 22 May onwards. This will allow time for suppliers to make sure that their information is up-to-date, and that they are registered for relevant alerts. It is important to note these details to inform your own procurement planning.

If you are registered on the existing eTenders platform, your registration details will be transferred to the new platform. However, you will need to re-input some information, as well as some additional data, on first login.

Please note: If you already had an account on the previous system, you do not need to register again on the new system. You can simply log in and follow the steps outlined in the first login guide, attached below. (The ‘login’ button is available on etenders.gov.ie at the top right-hand corner of the screen.)

Once you have updated all of your details, you will be able to fully access the new platform. Given that this is a new system, the user experience will be different, and we advise that you allow time to become familiar with the new site.

A step-by-step guide to logging onto the platform for the first time is below. There is a guide available for general users, and a guide available for administrators.

The OGP is requesting that contracting authorities hold off on publishing new competitions until 22 May 2023. This is to give users a chance to update their details, which is required for suppliers to receive alerts for relevant competitions.

Waiting until 22 May onwards to publish will also ensure a greater response rate to, and level of competitiveness for, any published competitions. The OGP appreciates your co-operation on this.

General

What is the new eTenders webpage called?

It remains www.etenders.gov.ie

Where is the URL link to the old eTenders platform?

It is available on the landing page of the new platform under 'Relevant Links’. Alternatively, you can access the old system here.

I have a technical issue with the new platform, whom do I contact?

Please email your issue to irish-eproc-helpdesk@eurodyn.com or go to 'Contact Us' from the new landing page

Is there is a simplified guide on how to get started? Are there user manuals?

There are First Login guides, as well as CA user manuals and the presentation slides for the online training tutorial are available from the Help section of www.etenders.gov.ie once logged in as a CA user.

Is there a suite of short videos covering different aspects of the new platform?

Yes, they are available after CA login, in the ‘Interactive Walkthroughs’ section on www.etenders.gov.ie. Here, you will also find a recording of the 1-day online training tutorial.

Is there any direct assistance to help Contracting Authorities set up their profiles etc.?

If a CA user has technical issues with the new platform, there is a dedicated email and phone number as well as an online form available. Visit the ‘Contact Us’ section on the new eTenders landing page www.etenders.gov.ie for details. The helpdesk email address is irish-eproc-helpdesk@eurodyn.com.

Due to the level of queries, we would ask you to use the training supports that are available such as short functionality videos, recordings of online training as well as the user guides and the information on the eTenders webpage in the first instance.

Registration

My username was not recognised when trying to activate my account

Follow the instructions in the First Login in guide - ensure the username is identical in all respects to your old eTenders username e.g. capitalisation, spacing, special characters etc.

If you only have registered since 14 March 2023, your account will not have migrated to the new platform. If your organisation has been migrated to the new platform, you should not register as a new organisation; instead ask your CA Admin/CAPC to create a new user account for you in the migrated organisation.

I have forgotten my old username - what should I do?

You will need to visit the old eTenders platform: https://irl.eu-supply.com/login.asp and go to ‘Reset/Forgotten Password’. You will need to have the email address that you used in your registration of your old eTenders account available.

When the administrator activates their account on the new platform, will they be able to see a list of all their users in the company?

They will be able to view all their users but in inactive status if prior to their first login

Is it possible to remove a user i.e. if they have left the CA?

You can deactivate a user; users cannot be deleted to protect the integrity of the audit trail.

Is a deactivated user is notified?

The user is notified about the deactivation stage and then System Admin (OGP) must be contacted in order to reactivate this account

Migration

We currently have live Contract Notices on eTenders with response deadlines after 15 May. Please can you confirm that these tender competitions will continue on the existing platform and we will be able to conclude the competitions i.e. publish Contract Award Notices on the existing platform?

That is correct; however, the new eForms implementation that takes place on 25 October 2023 will not be implemented on the old platform, so any contract awards from that date must be done on the new platform.

Further information on eForms can be found here.

Will live frameworks (DPS/Qualification Systems) on the current eTenders platform remain open and mini competitions (DPS/QS tenders) can be issued on the current platform beyond 22 May?

No, live Frameworks (DPS/Qualification Systems) will migrate to the new platform and any new mini competitions (DPS/QS tenders) to be run under this arrangement should now be done on the new platform

Will eESPDs, tender submission and clarifications/correspondence in relation to previous tender submissions be still available post release of the new platform?

Yes, they will still be available via the old platform but are not migrated to the new platform. There will be full access to the old platform will be available until May 2024

Does any existing information go across to the new platform?

Only priority information such as registration information and framework/DPS arrangements, no documentation has been migrated

What happens to my old data?

The old platform will be available until May 2024; CAs will be able to archive their closed tender competitions (details to follow) and suppliers have been advised to start downloading any of their data well in advance of the May 2024 deadline.

Will suppliers still have to log into the old system to submit responses to tender competitions published before 15 May?

Yes.

Currently we operate three separate accounts on the old platform, but we wish to merge these into one account on the new platform– is this possible?

The advice is to start creating competitions related the other two CAs/entities under the preferred CA/entity account once in the new platform and deactivate the other two accounts once any frameworks, DPS, or Qualification systems have closed.

What is happening to users and their permissions?

Users will start out with their following roles: CA Admin (old platform) will be CAPC (new platform) and CA user (old platform) will be CAPO (new platform). You will be able to change the roles to CAPCA if required.

All CA users will be migrated but only supplier users who have logged in the past 8 years and submitted a tender will be migrated over.

Tendering process

Can suppliers view tender documents before expressing an interest?

Yes, if the Contracting Authority has published them as part of the tender competition

Will the new platform accept ZIP files?

Yes, all files types are supported

Regarding Circular 05-2023 - Initiatives to assist SMEs in Public Procurement and the creation of contract award notices for below €50,000 (excl VAT) for procurements that were procured for outside of eTenders. How this will be done on the new platform?

This is a requirement of Government Circular 05/23 for procurements above €25,000 (excl VAT)

Guidance will be issued shortly

Testing site

Is there a test/training site?

Yes, it is available here. This will be available as a sandbox indefinitely. Users need to create their own dummy CA organisation and users; there are no set logins for this. One user can be the admin user CAPC of the dummy account for CA and can add additional users, as would be the case in the live environment.

I registered a dummy CA account and received an email advising approval from the System administrator is pending.

The System Admin in the OGP will approve these on a regular basis