Parties

"Parties" refers to the different stakeholders of the public procurement process. They play different roles (or subroles) during the procedure. Roles and subroles have been listed in the eForms implementation handbook.

Should always be used when applicable:

  • Buyer,

  • Winner,

  • Review body,

  • Buyer acquiring supplies/services intended for other buyers

  • Buyer awarding public contracts or concluding FAs for works, supplies or services intended for others,

  • eSenders.

Information provision about other roles shall follow national specific requirements and implementations.

More specific rules on organizations to identify, based on their role/subrole and the type of notice, are given in Table 10 below.

The Organizations information is centralized and only some function related properties have been kept in their respective context.

The structure for Organizations information is designed to support the different classes that may be encountered. In the following sub sections, information is provided on:

  • the different organizations,

  • the way they are referred to, and

  • the function-related properties that could not be centralized.

Organizations Information design

image
Figure 1. Organizations structure

We may distinguish two classes of parties involved in a public procurement procedure:

  • Organizations as such, and

  • Ultimate Business Owners.

In the XML, they are all under the same element "efac:Organizations" in the extensions. Their content is somewhat different as an Organization is most of the time a juridical person while the Ultimate Beneficial Owner is always a natural one.

Organization

The required information for an Organization is dependent on its type and may vary with its function (role within a context).

As the contact details for a given function may differ from the Organization ones, the concept of TouchPoint has been introduced. The link between a TouchPoint and an Organization is ensured by the parent element "efac:Organization". An Organization may have zero or more TouchPoints associated to it, depending on the performed functions and the existence or not of various communication channels.

image
Figure 2. Information structure for an organization

The "efac:Company" element contains the information of the legal entity while the "efac:TouchPoint" element encompasses the information associated to one or more functions and needed to interact with it (when it differs from the ones of the Organization itself).

We should differentiate 3 different types of company:

  • The buyers,

  • The non-buying non-tendering organizations (e.g. Economic operators, non-buying administrations or other organizations with which tenderers may have to interact),

  • The Tenderers and review requesters (e.g. Winners, Subcontractors …​)

The table below specifies the requirements regarding Company/TouchPoint information, which will be discussed in more details in the following sections.

Table 1. Organization details requirements
Extra Properties Company / Touchpoint

Buyer

Ec. Op.

Buyer/ Eco. Op.

Address

Contact

Buyer Group Lead

Acquiring CPB

Awarding CPB

On Regulated Market

Natural Person

Beneficial Owner

Website URI

Endpoint ID

Company Size

Technical ID

Official ID

Name

Party Name

Street

City

Postcode

Country Subdivision

Country Code

Contact Name

eMail Address

Phone Number

Fax Number

_Buyer _

EM

EM

EM

EM

O

M

M

M

O

EM

M

CM

CM

M

CM

M

M

O

Touchpoint (Buyer)

EM

O

M

M

O

EM

M

CM

CM

M

CM

CM

CM

O

Service Provider/non-buyer

EM

EM

CM

M

M

M

O

EM

M

CM

CM

M

CM

M

M

O

Touchpoint (Service Provider)

EM

O

M

M

CM

EM

M

CM

CM

M

CM

CM

CM

O

Winner / Tenderer

CM

EM

CM

EM

CM

CM

M

M

M

O

EM

M

CM

CM

M

CM

M

M

O

UBO

M

M

M

EM

M

CM

CM

M

O

O

O

O

To point from any place within the instance to the appropriate set of information (Company or TouchPoint related), a technical identifier is defined following the rules summarized in Table 2 and marked-up using "cac:PartyIdentification/cbc:ID".

Table 2. Technical identifiers schemes

Company type

schemeName

ID scheme

Buyer

organization

ORG-XXXX

Touchpoint (Buyer)

touchpoint

TPO-XXXX

Non-buyer, Non-Tenderer

organization

ORG-XXXX

Touchpoint (NB, NT)

touchpoint

TPO-XXXX

Tenderer

organization

ORG-XXXX

UBO

ubo

UBO-XXXX

Buyer

For a buyer, there may be a need to identify whether it is:

  • a group leader,

  • an awarding CPB,

  • an acquiring CPB.

For Group Leader, the element "efbc:GroupLeadIndicator" is not allowed if there is only one Buyer. If there is more than one Buyer, then "efbc:GroupLeadIndicator" is mandatory for all Buyers, and one Buyer shall have the value "true".

For Awarding CPB, the element "efbc:AwardingCPBIndicator" must either be omitted for all Buyers, or included for all Buyers, at least one of which should have the value "true".

For Acquiring CPB, the element "efbc:AcquiringCPBIndicator" must either be omitted for all Buyers, or included for all Buyers, at least one of which should have the value "true".

In addition to the usual Organization information, a unique technical identifier shall be associated to the legal Organization. The value of this identifier shall follow the rules reported in Table 2.

For a function assumed by a given Buyer, when the associated contact details differ from the ones of the Buyer and from the other ones already defined as TouchPoint for that organization, a new TouchPoint shall be defined. This TouchPoint also has a technical identifier associated to it which should follow the scheme as reported in Table 2.

image
Figure 3. Components for a Buyer

An example of mark-up for a buyer is provided below.

<efac:Organization>
    <efbc:GroupLeadIndicator>false</efbc:GroupLeadIndicator>
    <efbc:AcquiringCPBIndicator>false</efbc:AcquiringCPBIndicator>
    <efbc:AwardingCPBIndicator>false</efbc:AwardingCPBIndicator>
    <efac:Company>
        <cbc:WebsiteURI>http://xyz.europa.eu/</cbc:WebsiteURI>
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
        </cac:PartyIdentification>
        <cac:PartyName>
            <cbc:Name languageID="ENG">Administration XYZ</cbc:Name>
        </cac:PartyName>
        <cac:PartyName>
            <cbc:Name languageID="DEU">XYZ Verwaltung</cbc:Name>
        </cac:PartyName>
        <cac:PostalAddress>
            <cbc:StreetName>2, rue de l'Europe</cbc:StreetName>
            <cbc:CityName>SmallCity</cbc:CityName>
            <cbc:PostalZone>2345</cbc:PostalZone>
            <cbc:CountrySubentityCode listName="nuts">XY374</cbc:CountrySubentityCode>
            <cac:Country>
                <cbc:IdentificationCode listName="country">XYZ</cbc:IdentificationCode>
            </cac:Country>
        </cac:PostalAddress>
        <cac:PartyLegalEntity>
            <cbc:CompanyID>XYZ</cbc:CompanyID>
        </cac:PartyLegalEntity>
        <cac:Contact>
            <cbc:Name>Press Department</cbc:Name>
            <cbc:Telephone>+123 45678</cbc:Telephone>
            <cbc:ElectronicMail>press@xyz.europa.eu</cbc:ElectronicMail>
        </cac:Contact>
    </efac:Company>
    <efac:TouchPoint>
        <cbc:WebsiteURI>http://abc.europa.eu/</cbc:WebsiteURI>
        <cac:PartyIdentification>
            <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
        </cac:PartyIdentification>
        <cac:PartyName>
            <cbc:Name languageID="ENG">Department ABC</cbc:Name>
        </cac:PartyName>
        <cac:PostalAddress>
            <cbc:StreetName>2, rue de l'Europe</cbc:StreetName>
            <cbc:CityName>SmallCity</cbc:CityName>
            <cbc:PostalZone>2345</cbc:PostalZone>
            <cbc:CountrySubentityCode listName="nuts">XY374</cbc:CountrySubentityCode>
            <cac:Country>
                <cbc:IdentificationCode listName="country">XYZ</cbc:IdentificationCode>
            </cac:Country>
        </cac:PostalAddress>
        <cac:Contact>
            <cbc:Name>Head of ABC Department</cbc:Name>
            <cbc:Telephone>+123 45678</cbc:Telephone>
            <cbc:ElectronicMail>abc@xyz.europa.eu</cbc:ElectronicMail>
        </cac:Contact>
    </efac:TouchPoint>
</efac:Organization>

Non-Tenderer, Non-Buyer

This section refers to organizations active during the Public Procurement Procedure neither being a buyer nor a tenderer.

An indicator may be used to specify whether the legal person is a natural person or not (BT-633).

The Winner Listed (BT-746) "efbc:ListedOnRegulatedMarketIndicator" element is not allowed for Non-Tenderer, Non-Buyer organizations.

The "efac:Company" element groups all the elements related to the legal organization and the "efac:TouchPoint" element groups the contact details for a given function assumed by the organization when these differ from the ones of the legal organization.

A Mark-Up example is provided hereafter for an economic operator providing Procurement Services to the buyer in the previous section[1].

image
Figure 4. Non-tenderer, Non-buyer components
<efac:Organization>
    <efbc:NaturalPersonIndicator>false</efbc:NaturalPersonIndicator>
    <efac:Company>
        <cbc:WebsiteURI>http://www.psp.com</cbc:WebsiteURI>
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0003</cbc:ID>
        </cac:PartyIdentification>
        <cac:PartyName>
            <cbc:Name>Procurement Services Sàrl</cbc:Name>
        </cac:PartyName>
        <cac:PostalAddress>
            <cbc:StreetName>55 rue de la liberté</cbc:StreetName>
                <cbc:CityName>Laville</cbc:CityName>
                <cbc:PostalZone>87267</cbc:PostalZone>
                <cbc:CountrySubentityCode listName="nuts">AB123</cbc:CountrySubentityCode>
                <cac:Country>
                    <cbc:IdentificationCode listName="country">ABC</cbc:IdentificationCode>
                </cac:Country>
            </cac:PostalAddress>
            <cac:PartyLegalEntity>
                <cbc:CompanyID>AB12345</cbc:CompanyID>
            </cac:PartyLegalEntity>
            <cac:Contact>
                <cbc:Telephone>(+234) 98765</cbc:Telephone>
                <cbc:ElectronicMail>info@psp.com</cbc:ElectronicMail>
            </cac:Contact>
        </efac:Company>
        <efac:TouchPoint>
            <cbc:WebsiteURI>http://abc.europa.eu/</cbc:WebsiteURI>
            <cac:PartyIdentification>
                <cbc:ID schemeName="touchpoint">TPO-0002</cbc:ID>
            </cac:PartyIdentification>
            <cac:PartyName>
                <cbc:Name languageID="ENG">Department XYZ</cbc:Name>
            </cac:PartyName>
            <cac:PostalAddress>
                <cbc:StreetName>2, rue de l'Europe</cbc:StreetName>
                <cbc:CityName>SmallCity</cbc:CityName>
                <cbc:PostalZone>2345</cbc:PostalZone>
                <cbc:CountrySubentityCode listName="nuts">XY374</cbc:CountrySubentityCode>
                <cac:Country>
                    <cbc:IdentificationCode listName="country">XYZ</cbc:IdentificationCode>
                </cac:Country>
            </cac:PostalAddress>
            <cac:Contact>
                <cbc:Name>Public Procurement Department</cbc:Name>
                <cbc:Telephone>+123 45678</cbc:Telephone>
                <cbc:ElectronicMail>info@xyz.europa.eu</cbc:ElectronicMail>
            </cac:Contact>
        </efac:TouchPoint>
    </efac:Organization>

Winner/tenderer

This section refers to economic operators that submitted a tender.

An indicator may be used to specify whether the legal person is a natural person or not (BT-633). The value "true" specifies that the organization is a Natural Person and the value "false" specifies that the organization is a juridical person.

The element "efbc:NaturalPersonIndicator" must either be omitted for all Tenderers and subcontractors, or included for all Tenderers and subcontractors. It is not allowed with the value "true" for an organization that has the BT-746 Winner Listed "efbc:ListedOnRegulatedMarketIndicator" element with value "true".

Another indicator may be used to specify whether this organization is listed on a regulated market. When not listed, then links to the Ultimate Business Owners shall be specified.

The element "efbc:ListedOnRegulatedMarketIndicator" must either be omitted for all Tenderers and subcontractors, or included for all Tenderers and subcontractors. It is not allowed with the value "true" for an organization that has the BT-633 Organisation Natural Person "efbc:NaturalPersonIndicator" element with value "true".

image
Figure 5. Winner/tenderer components
<efac:Organization>
    <!-- Winner Listed (BT-746) -->
    <efbc:ListedOnRegulatedMarketIndicator>false</efbc:ListedOnRegulatedMarketIndicator>
    <!-- When not listed, and not a natural-person, then may be linked to at least one Beneficial Owner -->
    <efac:UltimateBeneficialOwner>
        <cbc:ID schemeName="ubo">UBO-0001</cbc:ID>
    </efac:UltimateBeneficialOwner>
    <efac:UltimateBeneficialOwner>
        <cbc:ID schemeName="ubo">UBO-0002</cbc:ID>
    </efac:UltimateBeneficialOwner>
    <efac:Company>
        <cbc:WebsiteURI>http://www.kulk-comp.com</cbc:WebsiteURI>
        <efbc:CompanySizeCode listName="economic-operator-size">sme</efbc:CompanySizeCode>
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0003</cbc:ID>
        </cac:PartyIdentification>
        <cac:PartyName>
            <cbc:Name>Hulk Sàrl</cbc:Name>
        </cac:PartyName>
        <cac:PostalAddress>
            <cbc:StreetName>55 rue de la liberté</cbc:StreetName>
                <cbc:CityName>Laville</cbc:CityName>
                <cbc:PostalZone>87267</cbc:PostalZone>
                <cbc:CountrySubentityCode listName="nuts">AB123</cbc:CountrySubentityCode>
                <cac:Country>
                    <cbc:IdentificationCode listName="country">ABC</cbc:IdentificationCode>
                </cac:Country>
            </cac:PostalAddress>
            <cac:PartyLegalEntity>
                <cbc:CompanyID>AB12345</cbc:CompanyID>
            </cac:PartyLegalEntity>
            <cac:Contact>
                <cbc:Telephone>(+234) 98765</cbc:Telephone>
                <cbc:ElectronicMail>contact@hulk-comp.com</cbc:ElectronicMail>
            </cac:Contact>
        </efac:Company>
    </efac:Organization>

Ultimate Beneficial Owner

As reporting information about a UBO is left at National Authority discretion, only the Technical Identifer and the nationality are mandatory. When the National authority enforces the report of further information or when a Buyer wishes to do so, then the information reported should satisfy the requirements as expressed in Table 1.

The Winner Owner Nationality (BT-706) is expressed using the "cbc:NationalityID" element. Values must come from the country codelist.

<efac:UltimateBeneficialOwner>
    <cbc:ID schemeName="ubo">UBO-0001</cbc:ID>
    <cbc:FirstName>Mickey</cbc:FirstName>
    <cbc:FamilyName>Mouse</cbc:FamilyName>
    <cac:Contact>
        <cbc:Telephone>+123 4567890</cbc:Telephone>
        <cbc:Telefax>+123 4567891</cbc:Telefax>
        <cbc:ElectronicMail>mickey.mouse@cheese-universe.com</cbc:ElectronicMail>
    </cac:Contact>
    <cac:ResidenceAddress>
        <cbc:StreetName>2 CheeseStreet</cbc:StreetName>
        <cbc:AdditionalStreetName>Nelson Building</cbc:AdditionalStreetName>
        <cbc:CityName>MouseTown</cbc:CityName>
        <cbc:PostalZone>C6HA782</cbc:PostalZone>
        <cbc:CountrySubentityCode listName="nuts">GBK62</cbc:CountrySubentityCode>
        <cac:AddressLine>
            <cbc:Line>2nd floor</cbc:Line>
        </cac:AddressLine>
        <cac:Country>
            <cbc:IdentificationCode listName="country">GBR</cbc:IdentificationCode>
        </cac:Country>
    </cac:ResidenceAddress>
    <!-- Winner Owner Nationality (BT-706) -->
    <efac:Nationality>
        <cbc:NationalityID>FIN</cbc:NationalityID>
    </efac:Nationality>
    <efac:Nationality>
        <cbc:NationalityID>DEU</cbc:NationalityID>
    </efac:Nationality>
</efac:UltimateBeneficialOwner>

<efac:UltimateBeneficialOwner>
    <cbc:ID schemeName="ubo">UBO-0002</cbc:ID>
    <!-- Interrupted MarkUp -->
    <efac:Nationality>
        <cbc:NationalityID>FRA</cbc:NationalityID>
    </efac:Nationality>
</efac:UltimateBeneficialOwner>

All Organizations are grouped under the same element "efac:Organizations". They are organized as shown on Figure 6.

image
Figure 6. Structure of the Organizations information

There are several pieces of information required for an organization. The mapping with schema components is reported in Table 3.

The business term Organization Notice Section Identifier (BT-13720) does not have any equivalent in the XML since the elements used to mark the organizations are referenced from the appropriate sections.

Each legal organization (i.e. in "efac:Company") is in a dedicated "efac:Organization" element and its associated alternate contact "efac:TouchPoint" (associated to one or more specific function) is sibling of "efac:Company", therefore information of the legal organization not part of the touchpoint information may be retrieved from the legal organization to which the touchpoint is associated.

Table 3. Mapping: Organization BTs — Schema components

Business Term

Organization / Company / Touchpoint

Equivalent element

Comment

Organization Name (BT-500)

C

efac:Company​/cac:PartyName​/cbc:Name

Organization name, possible expression in different linguistic versions[2]

T

efac:TouchPoint​/cac:PartyName​/cbc:Name

Trade name or organizational name (e.g. team, group …​), possible expression in different linguistic versions.

Organization Technical Identifier

(Company OPT-200, Touchpoint OPT-201)

C

efac:Company​/cac:PartyIdentification​/cbc:ID

Unique technical identifier ORG-XXXX

T

efac:TouchPoint​/cac:PartyIdentification​/cbc:ID

Unique technical identifier TPO-YYYY

Organization Identifier (BT-501)

C

efac:Company​/cac:PartyLegalEntity​/cbc:CompanyID

Organization Legal ID. For a given organization, one or more identifiers issued by a legal authority may be used, in such a case the parent PartyLegalEntity shall be repeated.

T

N/A

Organization Part Name (BT-16)

C

efac:Company​/cac:PostalAddress​/cbc:Department

Name of the department or subdivision.

T

efac:TouchPoint​/cac:PostalAddress​/cbc:Department

Name of the department, division, subgroup

Organization Street (BT-510)

C

efac:Company​/cac:PostalAddress​/cbc:StreetName,
efac:Company​/cac:PostalAddress​/cbc.AdditionalStreetName, and
efac:Company​/cac:PostalAddress​/cac:AddressLine​/cbc:Line

StreetName for first address line; Additional StreetName for the 2nd and a single AddressLine for 3rd and subsequent lines

T

efac:TouchPoint​/cac:PostalAddress​/cbc:StreetName,
efac:TouchPoint​/cac:PostalAddress​/cbc.AdditionalStreetName, and
efac:TouchPoint​/cac:PostalAddress​/cac:AddressLine/cbc:Line

To be used when regular mails may be used for information exchange or submission

Organization City (BT-513)

C

efac:Company​/cac:PostalAddress​/cbc:CityName

Host town of the legal organization

T

efac:TouchPoint​/cac:PostalAddress​/cbc:CityName

Town where the mails have to be sent

Organization Post Code (BT-512)

C

efac:Company​/cac:PostalAddress​/cbc:PostalZone

Post code of the legal organization

T

efac:TouchPoint​/cac:PostalAddress​/cbc:PostalZone

Post code for the address where mails have to be sent

Organization Country Subdivision (BT-507)

C

efac:Company​/cac:PostalAddress​/cbc:CountrySubentityCode

Use of NUTS 3 codes

For areas larger than a country, use the Region and associated code list.

Legal organization location

T

efac:TouchPoint​/cac:PostalAddress​/cbc:CountrySubentityCode

NUTS 3 for TouchPoint

Organization Country Code (BT-514)

C

efac:Company​/cac:PostalAddress​/cac:Country​/cbc:IdentificationCode

Country host of legal organization

Values must come from the country codelist

T

efac:TouchPoint​/cac:PostalAddress​/cac:Country​/cbc:IdentificationCode

Country where mails shall be sent

Values must come from the country codelist

Organization Contact Point (BT-502)

C

efac:Company​/cac:Contact​/cbc:Name

Use preferably function in the department/subdivision rather than individual names

Legal organization contact

T

efac:TouchPoint​/cac:Contact​/cbc:Name

TouchPoint contact name (use function or department …​)

Organization Contact Email Address (BT-506)

C

efac:Company​/cac:Contact​/cbc:ElectronicMail

Legal organization contact email address (prevent personal address)

T

efac:TouchPoint​/cac:Contact​/cbc:ElectronicMail

TouchPoint email address for information exchange

Organization Contact Telephone Number (BT-503)

C

efac:Company​/cac:Contact​/cbc:Telephone

Legal Organization phone number

T

efac:TouchPoint​/cac:Contact​/cbc:Telephone

TouchPoint phone number

Organization Contact Fax (BT-739)

C

efac:Company​/cac:Contact​/cbc:Telefax

Legal Organization fax number

T

efac:TouchPoint​/cac:Contact​/cbc:Telefax

TouchPoint fax number

Organization Internet Address (BT-505)

C

efac:Company​/cbc:WebsiteURI

Legal Organization website

T

efac:TouchPoint​/cbc:WebsiteURI

TouchPoint webpage/site

Organization eDelivery Gateway (BT-509)

C

efac:Company​/cbc:EndpointID

Edelivery gateway legal organization

T

efac:TouchPoint​/cbc:EndpointID

Edelivery gateway touchpoint

Winner Size (BT-165)

O

efac:Company/efbc:CompanySizeCode

Only for tenderers, winners and subcontractors; Code from the economic-operator-size codelist

Organization Natural Person (BT-633)

O

efbc:NaturalPersonIndicator

Only for economic operators (tenderer, winner, service provider …​)

Winner Listed (BT-746)

O

efbc:ListedOnRegulatedMarketIndicator

Only for tenderer and winner. Only two values are possible "true" and "false".

Beneficial Owner Reference (OPT-302)

O

efac:UltimateBeneficialOwner​/cbc:ID

Only for tenderer and winner when not natural person and not listed on a regulated market

Organization Role (BT-08)

C

N/A

Roles and subroles are conveyed by their dedicated element in a specific context from where a reference to the Company or TouchPoint exist, linking role/subrole to the appropriate contact information of the organization

T

N/A

Organization Subrole (BT-770)

C

N/A

T

N/A

Not all information is required for every role/subrole and the presence requirement per role is summarized in the following table; as a consequence the Touchpoint or Company the role/subrole points to shall have the appropriate information.

In the following tables, for contexts and procedures where the roles/subroles followed by the (#) are allowed, the corresponding roles/subroles have to be included and their associated organisations identified.

Table 4. Information requirement per role

Required information

based on stakeholders role / sub-role

Company

Address

Contact

Name

Identifier

Part Name

Street

City

Post Code

Country Subdivision

Country Code

Point

Email Address

Phone Number

Fax

Internet Address

eDelivery Gateway

Natural Person

ROLES

Buyer (#)

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

M

Winner (#)

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

0

CM

Subcontractor

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

0

CM

Mediation organization

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

0

CM

Review organization (#)

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

0

CM

Tax legislation information provider

O

O

O

O

O

O

O

O

O

O

O

O

M

O

O

Environment legislation information provider

O

O

O

O

O

O

O

O

O

O

O

O

M

O

O

Employment legislation information provider

O

O

O

O

O

O

O

O

O

O

O

O

M

O

O

Beneficial owner

M

M

O

EM

M

CM

CM

M

O

O

O

O

O

O

O

Acquiring CPB (#)

M

M

O

EM

M

CM

CM

M

O

M

M

EM

EM

O

O

Awarding CPB (#)

M

M

O

EM

M

CM

CM

M

O

M

M

*EM *

EM

O

O

Procurement service provider

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

O

CM

CM

CM

Tenderer

M

M

O

EM

M

CM

CM

M

O

M

M

O

EM

CM

0

Review Requester

M

M

O

EM

M

CM

CM

M

O

M

M

O

EM

CM

0

Not-Tenderer Review Requester

M

M

O

EM

M

CM

CM

M

O

O

O

O

O

O

O

Non-contractant review requester

M

M

O

O

O

O

O

O

O

O

O

O

O

O

O

eSender (#)

M

M

O

EM

M

CM

CM

M

O

O

O

O

O

O

O

SUBROLES

Group leader

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Additional Information Providing Organization

M

EM

O

EM

M

EM

EM

M

O

M

M

EM

M

O

O

Documents provider organization

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Review Information Providing Organization

M

O

O

EM

M

EM

EM

M

O

M

M

EM

O

O

O

Organization receiving requests to participate

M

O

O

EM

M

EM

EM

M

CM

CM

O

O

O

CM

O

Organization processing requests to participate

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Tender Recipient Organization

M

O

O

EM

M

EM

EM

M

CM

CM

O

O

O

CM

O

Tender Evaluation Organization

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Contract Signatory

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Financing Organization

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Paying Organization

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

(#) roles/subroles followed by (#) must be included and their associated organisations identified everywhere the Procedure and Context allow it.

The table shall be read per row. For a given row (i.e. a given role or subrole), in each column, the requirement about the existence of the information item in the column header, is expressed using the codes detailed in the legend below:

M:

mandatory

EM:

existing mandatory

O:

optional

CM:

conditionally mandatory

 — :

not applicable

Overview of roles, sub-roles and functions

Organizations assume specific functions (role/subrole) in different contexts.

There are multiple roles and subroles defined, and subroles are only accessible to organizations which already have a given role assigned; the applicable restrictions are summarized in Table 5.

Table 5. Roles vs subroles

Subrole

Group Leader

Additional Information Providing Organization

Documents provider organization

Review Information Providing Organization

Requests to participate Recipient Organization

Tender Recipient Organization

Tender Evaluation Organization

signatory

Financing Organization

Paying Organization

authority Role

Buyer (#)

X

X

X

X

X

X

X

X

X

X

Winner (#)

X

Subcontractor

Mediation organization

-

Review organization (#)

X

Tax legislation information provider

Environment legislation information provider

Employment legislation information provider

Beneficial owner

Acquiring CPB (#)

X

X

X

X

X

X

X

X

X

X

Awarding CPB (#)

X

X

X

X

X

X

X

X

X

X

Procurement service provider

X

X

X

X

X

X

X

X

X

X

Tenderer

X

Review Requester

eSender (#)

(#) roles/subroles followed by (#) must be included and their associated organisations identified everywhere the Procedure and Context allow it.

In eForms some roles and subroles have been identified and described [R1]. The following sections help mapping these with the appropriate schema components.

For an appropriate understanding on how the different roles subroles should be marked, there is a need for some initial clarifications.

Roles

Table 6 groups roles, descriptions and the associated XSD component.

Table 6. Roles marked using XML elements

Role

Description

XSD element

Buyer (#)

Organization that manages the budget allocated for the procedure and pays for the items being procured[3].

/*/cac:ContractingParty

Winner (#)

The tendering Party to whom the contract is awarded[4]. NB: A winner may be a single organization or a grouping of organizations

Only provided as an example (*):

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:TenderingParty[cbc:ID​/text()=..​/efac:LotTender[cbc:ID​/text()=../efac:LotResult[efac:TenderLot​/cbc:ID​/text()='LOT-0001']​/efac:LotTender​/cbc:ID​/text()]​[not(cbc:TenderRank/text()='0')]​/efac:TenderingParty​/cbc:ID​/text()]

Tendering Party[5]

Party, or Parties, who has / have submitted his / their tender

NB: The Tendering Party may be composed of a single organization or a grouping of organizations

Only provided as an example (**):

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:TenderingParty[cbc:ID​/text()
=
../efac:LotTender[cbc:ID​/text()=../efac:LotResult[efac:TenderLot​/cbc:ID​/text()='LOT-0001']​/efac:LotTender​/cbc:ID​/text()]​/efac:TenderingParty​/cbc:ID​/text()]

Tenderer

Any economic operator at the forefront of work in a Tendering Party

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:TenderingParty​/efac:Tenderer

Review Requester

Organization requesting for review

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:AppealsInformation​/efac:AppealStatus​/efac:AppealingParty

Subcontractor

Organization that performs parts of the work of a main contractor.

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:TenderingParty​/efac:SubContractor

Mediation organization

Third party helping with Alternative Dispute Resolution

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:AppealTerms​/cac:MediationParty

Review organization (#)

Organization dealing with review requests.

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:AppealTerms​/cac:AppealReceiverParty

Tax legislation information provider

Organization providing information concerning the general regulatory framework for taxes applicable in the place where the contract is to be performed.

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:FiscalLegislationDocumentReference​/cac:Attachment​/cac:ExternalReference​/cbc:URI

And

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:FiscalLegislationDocumentReference​/cac:IssuerParty

Environment legislation information provider

Organization providing information concerning the general regulatory framework for environmental protection applicable in the place where the contract is to be performed.

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:EnvironmentalLegislationDocumentReference​/cac:Attachment​/cac:ExternalReference​/cbc:URI

And

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:EnvironmentalLegislationDocumentReference​/cac:IssuerParty

Employment legislation information provider

Organization providing information concerning the general regulatory framework for employment protection and working conditions applicable in the place where the contract is to be performed.

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:EmploymentLegislationDocumentReference​/cac:Attachment​/cac:ExternalReference​/cbc:URI

And

/*/cac:ProcurementProjectLot​/cac:TenderingTerms​/cac:EmploymentLegislationDocumentReference​/cac:IssuerParty

Review Requester

Organization that requested a review request.

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:AppealsInformation​/efac:AppealStatus​/efac:AppealingParty

Beneficial owner

Beneficial Owner of the winning organization

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:Organizations​/efac:UltimateBeneficialOwner

(*) For a given lot result, we look for the contracts listed; from these contracts we identify the tenders associated and from there we get the tendering party(-ies). Example provided for Lot 1.

(**) For a given lot result, we look for tenders listed; from these tenders we identify the tendering Party. Example provided for Lot 1.

(#) roles/subroles followed by (#) must be included and their associated organisations identified everywhere the Procedure and Context allow it.

Table 7 lists the roles that are distinguished using codes or indicators

Table 7. Roles marked using Codes/indicators
Role Description XSD element (with code)

Acquiring CPB (#)

Central purchasing body acquiring supplies and/or services intended for other buyers

/*/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:Organizations​/efac:Organization​/efbc:AcquiringCPBIndicator​/text()="true"

Awarding CPB (#)

Central purchasing body awarding public contracts or concluding framework agreements for works supplies or services intended for other buyers

/*/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:Organizations​/efac:Organization​/efbc:AwardingCPBIndicator​/text()="true"

Procurement service provider

Economic operator providing procurement services to contracting authorities

/*/cac:ContractingParty​/cac:ServiceProviderParty​/cbc:ServiceTypeCode

set to "serv-prov"

TED eSender (#)

Economic operator providing data transfer services to contracting authorities

/*/cac:ContractingParty​/cac:ServiceProviderParty​/cbc:ServiceTypeCode

set to "ted-esen"

(#) roles/subroles followed by (#) must be included and their associated organisations identified everywhere the Procedure and Context allow it.

Sub-roles

Table 8 groups subroles, description and XSD components used to mark these subroles.

Table 8. Sub-roles marked using XML elements

Sub-role

Description

XSD element

Group leader (Buyer)

To be used when:

  • there are multiple buyers and one acts as a group leader

For joint procurement:

/*/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:Organizations​/efac:Organization​/efac:Company[../efbc:GroupLeadIndicator​/text()="true"]

Group leader (Tenderer)

To be used when:

  • the winner is a consortium (or similar grouping) and the leader should then be identified individually within this consortium

For winning consortium

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:TenderingParty​/efac:Tenderer[efbc:GroupLeadIndicator​/text()="true"]

Additional Information Providing Organization

Organization providing additional information about the procurement procedure

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:AdditionalInformationParty

Documents provider organization

Organization providing offline access to the procurement documents

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:DocumentProviderParty

Review Information Providing Organization

Organization providing more information on the time limits for review procedures

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:AppealTerms​/cac:AppealInformationParty

Requests to participate Recipient Organization

Organization receiving requests to participate (*)

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:TenderRecipientParty

Requests to participate processing Organization

Organization processing requests to participate (*)

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:TenderEvaluationParty

Tender Recipient Organization

Organization receiving tenders (*)

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:TenderRecipientParty

Tender Evaluation Organization

Organization processing tenders (*)

/*/cac:ProcurementProjectLot/cac:TenderingTerms​/cac:TenderEvaluationParty

Contract Signatory

Organization signing the contract

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:SettledContract​/cac:SignatoryParty

Financing Organization

Organization whose budget is used to pay for the contract

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:LotResult​/cac:FinancingParty

Paying Organization

Organization executing the payment

/ContractAwardNotice​/ext:UBLExtensions​/ext:UBLExtension​/ext:ExtensionContent​/efext:EformsExtension​/efac:NoticeResult​/efac:LotResult​/cac:PayerParty

(*) The procurement context allows identification of whether this applies to "requests to participate" or to "tender".

Mark-up of roles/subroles

When, for a given notice, a role/subrole exists and has to be reported, then this should be performed at the appropriate level within the XML.

Table 9. Role/Subrole context

Form Type

Planning

Comp.

DAP / Result

Result (subseq proc)

Modification

Completion

Notice Type

PIN profile

PIN Only

PIN RTL

PIN CFC / CN / Subco / QS / Design

VEAT

CAN general / social

Design

CAN
(within FA / DPS)

Contract Modification

Contract Completion

Location in Notice

Root

Root

Part

Root

Lot

Root

Lot

Root

Result

Lot

Root

Result

Lot

Root

Result

Lot

Root

Result

Lot

Root

Result

Lot

Root

Result

Lot

Review info

Acquiring CPB

P

[+]

[+]

[+]

[+]

[+]

[+]

[+]

[+]

+

[+]

[+]

Awarding CPB

P

[+]

[+]

[+]

[+]

[+]

[+]

[+]

[+]

+

[+]

[+]

Buyer

R

+

+

+

+

+

+

+

+

+

+

+

Procurement service provider

R

+

+

+

+

+

+

+

+

+

+

+

eSender

R

1

1

1

1

1

1

1

1

1

1

Mediation organisation

R

1

1

1

1

1

1

1

1

Review organisation

R

1

1

1

1

1

1

1

1

Tax legislation information provider

R

1

1

1

1

1

1

1

1

Environment legislation information provider

R

1

1

1

1

1

1

1

1

Employment legislation information provider

R

1

1

1

1

1

1

1

1

Additional Information Providing Organisation

S

1

1

1

1

1

1

1

1

Documents provider organisation

S

1

1

1

1

1

1

1

1

Review Information Providing Organisation

S

1

1

1

1

1

1

1

1

Organisation receiving requests to participate

S

1

1

1

Organisation processing requests to participate

S

1

1

1

Tender Recipient Organisation

S

1

1

1

Tender Evaluation Organisation

S

1

1

1

Financing Organisation

S

{+}

{+}

{+}

{+}

{+}

Paying Organisation

S

{+}

{+}

{+}

{+}

{+}

Winner

P

{+}

{+}

{+}

{+}

{+}

{+}

Beneficial owner

R

[+]

[+]

[+]

[+]

[+]

[+]

Contract Signatory

S

/+/

/+/

/+/

/+/

/+/

/+/

Subcontractor

R

<+>

<+>

<+>

<+>

<+>

<+>

Tenderer

R

{+}

{+}

{+}

{+}

{+}

{+}

Group leader (Tenderer)

P

<1>

<1>

<1>

<1>

<1>

<1>

Review requestor

S

+

P: property
R: role;
S: subrole;

1: exactly one;
+: at least one;

(1): exactly one at ??? level
{1}: exactly one at Lot Result level
[1]: exactly one at Organizations level
/1/: exactly one at Contract level
<1>: exactly one at Tendering Party level

(+): at least one at ??? level
{+}: at least one at Lot Result level
[+]: at least one at Organizations level
/+/: at least one at Contract level
<+>: at least one at Tendering Party level

Tendering Party versus Tenderer

Organizations may tender separately or jointly; when they tender jointly, this may take different forms:

  • Creation of a unique legal organization (e.g. joint venture), in this case this new organization will be described (i.e. all its information provided) at the Organizations level and referred to in the Tendering Party section; or

  • There is no legal entity created and the different organizations are participating directly (e.g. consortium)

In this last case, when a reference to a tenderer or to a winner should be made, it wouldn’t be appropriate to refer to the organisations individually but rather to the whole set of organizations acting together, especially if an organization would be involved in different "partnerships".

A tender is submitted either by an Organization of by a set of organizations; it is more convenient to refer to this group without having to refer to each organization individually. Also for the winner, it is clearer to identify the group than identifying each member of the group as winner, therefore an extra "function" needed to be defined (i.e. the Tendering Party) composed of Tenderers. This also provides the opportunity to identify at the same time the subcontractors and link them to the main contractor they are working for. Let’s first define the two concepts of Tendering Party and Tenderer.

*"Tendering Party"*means a party or parties as a group who has / have participated in the tender process and submitted his / their tender in response to an invitation to participate in the tender or a party / parties who is / are prospective tenders qualified to participate in a tender based on notice issued by the Company inviting tender.

"Tenderer" means Bidder/ the Individual or Firm submitting Bids / Quotation / Tender.

Further details on Tendering Party (components, use and sample) may be found in Tendering Party.

The winner

The results are provided per Lot.

For a given Lot, winners are members of a Tendering Party which submitted a Tender that:

  • Was submitted for that Lot, and

  • Has been selected as part of the winning Tenders (Tenders associated to a Contract, i.e. Tender for which the value of its OPT-321-Tender field equals the value of a BT-3202-Contract field of an existing Contract. .).

Therefore to identify winners for a given Lot, there is a need to successively:

  1. Identify the Tenders submitted for that Lot or a Group of Lots containing that Lot,

  2. Extract, from these Tenders, the ones referenced in any Contracts,

  3. Identify the associated Tendering Parties, and

  4. Identify each Tenderer belonging to at least one of those Tendering Parties.

Central Purchasing Bodies

CPBs are buyers and to reduce duplication of information it is enough to distinguish with indicators whether a buyer is a CPB or not. Since there are two different CPB possible, two different indicators have been defined.

Group leader

A single subrole has been defined to cover two different concepts:

  • Buyer group leader (in case of joint procurement), and

  • Tenderer group leader (in the case of consortium or equivalent association of tenderers)

For a buyer, the indication that the buyer is a group leader is attached to the organization itself.

A tenderer may be involved in multiple Tendering Parties (i.e. contribute collaboratively to different tenders) while he may have different positions in each of them, therefore the specification whether a given Tenderer is a group leader or not is indicated at the level of the Tendering Party.

Subcontractor

The role of subcontractor, and the main contractor it is providing services to, are dependent from the Tendering Party the subcontractor is involved in, therefore this information will be found inside the cac:TenderingParty element.

Roles & notices

Not all identified roles may exist in a notice (e.g. a winner may only occur in a Contract Award Notice). The following table identifies the requirement regarding the presence of the information for a given role/subrole according to the type of notice.

The following convention has been used to report this information:

M:

mandatory

EM:

existing mandatory

O:

optional

CM:

conditionally mandatory

 — :

not applicable

Table 10. Role/subrole presence per notice

PIN profile

PIN only

PIN time limit

PIN CFC general

PIN CFC social

QS

CN general

CN social

CN subco

CN design

CAN VEAT

CAN general

CAN social

CAN design

Contract modifi-cation

D24

D25

D81

D24

D25

D81

D24

D25

D81

D24

D25

D24

D25

D23

D25

D24

D25

D81

D23

D24

D25

D81

D24

D25

D24

D25

D81

D23

D24

D25

D81

D23

D24

D25

D23

D24

D25

D24

D25

D23

Notice Subtype

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

ROLES

Buyer (#)

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

Winner (#)

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

Subcontractor

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

Mediation organization

 — 

 — 

 — 

EM

EM

O

EM

O

O

EM

O

EM

O

EM

O

EM

EM

O

O

O

O

O

EM

O

EM

O

O

EM

EM

EM

O

EM

O

EM

EM

EM

EM

EM

EM

EM

Review organization (#)

M

M

O

M

O

O

M

O

M

O

M

O

M

M

O

M

O

O

O

M

O

M

O

O

M

M

M

O

M

O

M

M

M

M

M

M

M

Tax legislation information provider

 — 

 — 

 — 

O

O

M

O

O

M

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Environment legislation information provider

 — 

 — 

 — 

O

O

M

O

O

M

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Employment legislation information provider

 — 

 — 

 — 

O

O

M

O

O

M

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Beneficial owner

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

 — 

 — 

 — 

Acquiring CPB (#)

EM

EM

O

EM

EM

O

EM

O

O

EM

O

EM

EM

O

O

EM

O

EM

EM

EM

EM

O

EM

EM

O

O

EM

O

EM

O

O

Awarding CPB (#)

EM

EM

O

EM

EM

O

EM

O

O

EM

O

EM

EM

O

O

EM

O

EM

EM

EM

EM

O

EM

EM

O

O

EM

O

EM

O

O

Procurement service provider

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Tenderer

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

Not-Tenderer Review Requester

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Non-contractant review requester

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

eSender (#)

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

M

SUBROLES

Group leader (Buyer)

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

EM

Group leader (Tenderer)

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

CM

Additional Information Providing Organization

 — 

 — 

 — 

M

M

O

M

O

O

M

M

O

O

M

M

O

M

O

M

O

M

O

O

M

O

M

O

M

O

M

O

M

O

M

M

O

O

O

M

M

Documents provider organization

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Review Information Providing Organization

 — 

 — 

 — 

CM

CM

O

CM

O

O

CM

O

O

O

CM

O

CM

CM

O

CM

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Organization receiving requests to participate

 — 

 — 

 — 

EM

EM

O

EM

O

O

EM

O

O

O

CM

O

CM

O

O

CM

O

O

O

O

O

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

Organization processing requests to participate

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

0

O

O

O

O

O

O

O

O

O

O

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

Tender Recipient Organization

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

CM

O

CM

O

O

CM

O

O

O

EM

O

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

Tender Evaluation Organization

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

Contract Signatory

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Financing Organization

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

Paying Organization

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

 — 

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

O

(#) roles/subroles followed by (#) must be included and their associated organisations identified everywhere the Procedure and Context allow it.

Linking roles/subroles to organizations

For the eForms technical implementation, it has been decided to keep the normalized approach for organisations to prevent unnecessary repetitions and their associated inconsistency risks. The denormalized approach of the UBL Standard has been kept and reduced to its minimum (i.e. use of references to the organisation or touchpoint involved) as it is associated to a context which helps differentiate various roles/subroles. The references to the organisation or its touchpoint is performed using OPT-300-xxx or OPT-301-xxxx fields. As a rule of thumb, OPT-300-xxxx is associated to an organisation (i.e. identifier of the form ORG-XXXX) while OPT-301-xxxx is associated to an organisation or a touchoint (i.e. identifier of the form ORG-XXXX and TPO-XXXX respectively). Please note that exceptions may occur with business rules clarifications while the field has already been defined.

Buyer

Buyer information

The Organization information associated to a Buyer may be found in the extensions at the root of the notice in the "efac:Organization" element (cf. Buyer). Further Buyer related information (cf. Table 11) is present in the "cac:ContractingParty" element.

Table 11. Buyer specific information
eForms BT XSD component Comment

Buyer Profile URL (BT-508)

cbc:BuyerProfileURI

Buyer Legal Type (BT-11)

cac:ContractingPartyType​/cbc:PartyTypeCode

Code from buyer-legal-type

Buyer Contracting Entity (BT-740)

cac:ContractingPartyType​/cbc:PartyTypeCode

Code from buyer-contracting-type technical codelist

Activity Authority (BT-10)

cac:ContractingActivity​/cbc:ActivityTypeCode

Code from authority-activity, subset of main-activity

Activity Entity (BT-610)

cac:ContractingActivity​/cbc:ActivityTypeCode

Code from entity-activity, subset of main-activity

Buyer and service providers

Different stakeholders associated to the buyer share the same "cac:ContractingParty" ancestor; this is the case for:

  • the procurement service provider,

  • the eSender.

Any Contracting Party must contain one and only one reference to an organisation acting as Buyer (OPT-300-Procedure-Buyer). When multiple buyers must explicitly be identified, then multiple "cac:ContractingParty" elements must be used.

A mark-up sample with:

  • a procurement service provider, and

  • an eSender,

is provided here:

<cac:ContractingParty>
    <cbc:BuyerProfileURI>https://admin-abc.com/public-procurements/</cbc:BuyerProfileURI>
    <cac:ContractingPartyType>
        <cbc:PartyTypeCode listName="buyer-legal-type">body-pl</cbc:PartyTypeCode>
    </cac:ContractingPartyType>
    <cac:ContractingPartyType>
        <cbc:PartyTypeCode listName="buyer-contracting-type">cont-aut</cbc:PartyTypeCode>
    </cac:ContractingPartyType>
    <cac:ContractingActivity>
        <cbc:ActivityTypeCode listName="authority-activity">hc-am</cbc:ActivityTypeCode>
    </cac:ContractingActivity>
    <cac:Party>
        <cac:PartyIdentification>
            <!-- OPT-300-Procedure-Buyer: Reference (Technical ID) to the legal organization acting as a Buyer. -->
            <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
        </cac:PartyIdentification>
        <cac:ServiceProviderParty>
            <!-- The service provider is a Procurement Service Provider -->
            <cbc:ServiceTypeCode listName="organisation-role">serv-prov</cbc:ServiceTypeCode>
            <cac:Party>
                <cac:PartyIdentification>
                    <!-- OPT-300-Procedure-SProvider: Reference (Technical ID) to the legal organization acting as a PSP. -->
                    <cbc:ID schemeName="organization">ORG-0005</cbc:ID>
                </cac:PartyIdentification>
            </cac:Party>
        </cac:ServiceProviderParty>
        <cac:ServiceProviderParty>
            <!-- The service provider is an eSender -->
            <cbc:ServiceTypeCode listName="organisation-role">ted-esen</cbc:ServiceTypeCode>
            <cac:Party>
                <cac:PartyIdentification>
                    <!-- Reference (Tech. ID) to the legal organization acting as an eSender. -->
                    <cbc:ID schemeName="organization">ORG-0006</cbc:ID>
                </cac:PartyIdentification>
            </cac:Party>
        </cac:ServiceProviderParty>
    </cac:Party>
</cac:ContractingParty>

Other Buyer associated roles (i.e. CPBs, Group leader) are to be found as indicators in the "efac:Organization" element of the Buyer.

Winning organization, Tenderer, Group Leader and Tendering Party

Let’s illustrate how a winning organization will be marked.

Let’s start by specifying the economic operator information, this is done in the "Organizations" section.

<efac:Organization>
    <efbc:ListedOnRegulatedMarketIndicator>false</efbc:ListedOnRegulatedMarketIndicator>
    <efbc:NaturalPersonIndicator>false</efbc:NaturalPersonIndicator>
    <efac:UltimateBeneficialOwner>
        <!-- OPT-302-Organization: Reference (Technical ID) to the Utimate Beneficial Owner. -->
        <cbc:ID schemeName="ubo">UBO-0001</cbc:ID>
    </efac:UltimateBeneficialOwner>
    <efac:UltimateBeneficialOwner>
        <!-- OPT-302-Organization: Reference (Technical ID) to the Utimate Beneficial Owner. -->
        <cbc:ID schemeName="ubo">UBO-0002</cbc:ID>
    </efac:UltimateBeneficialOwner>
    <efac:Company>
        <cbc:WebsiteURI>http://www.xpertpro.eu</cbc:WebsiteURI>
        <cbc:EndpointID>https://drive.xpertpro.eu/</cbc:EndpointID>
        <efbc:CompanySizeCode listName="economic-operator-size">small</efbc:CompanySizeCode>
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0002</cbc:ID>
        </cac:PartyIdentification>
        <cac:PartyName>
            <cbc:Name>XpertPro Sàrl</cbc:Name>
        </cac:PartyName>
        <cac:PostalAddress>
            <cbc:StreetName>3, place de la République</cbc:StreetName>
            <cbc:CityName>Le marais</cbc:CityName>
            <cbc:PostalZone>41250</cbc:PostalZone>
            <cbc:CountrySubentityCode listName="nuts">FRB05</cbc:CountrySubentityCode>
            <cac:Country>
                <cbc:IdentificationCode listName="country">FRA</cbc:IdentificationCode>
            </cac:Country>
        </cac:PostalAddress>
        <cac:PartyLegalEntity>
            <cbc:CompanyID>123 456 789</cbc:CompanyID>
        </cac:PartyLegalEntity>
        <cac:Contact>
            <cbc:Name>Sales department</cbc:Name>
            <cbc:Telephone>(+33) 2 34 56 78 90</cbc:Telephone>
            <cbc:Telefax>(+33) 2 34 56 78 91</cbc:Telefax>
            <cbc:ElectronicMail>marketing@xpertpro.eu</cbc:ElectronicMail>
        </cac:Contact>
    </efac:Organization>
</efac:Organization>

The Ultimate Beneficial Owners of the organization are:

<efac:UltimateBeneficialOwner>
    <cbc:ID schemeName="ubo">UBO-0001</cbc:ID>
    <cbc:FirstName>Mickey</cbc:FirstName>
    <cbc:FamilyName>Mouse</cbc:FamilyName>
    <cac:Contact>
        <cbc:Telephone>+123 4567890</cbc:Telephone>
        <cbc:Telefax>+123 4567891</cbc:Telefax>
        <cbc:ElectronicMail>mickey.mouse@cheese-universe.com</cbc:ElectronicMail>
    </cac:Contact>
    <cac:ResidenceAddress>
        <cbc:StreetName>2 CheeseStreet</cbc:StreetName>
        <cbc:AdditionalStreetName>Nelson Building</cbc:AdditionalStreetName>
        <cbc:CityName>MouseTown</cbc:CityName>
        <cbc:PostalZone>C6HA782</cbc:PostalZone>
        <cbc:CountrySubentityCode listName="nuts">GBK62</cbc:CountrySubentityCode>
        <cac:AddressLine>
            <cbc:Line>2nd floor</cbc:Line>
        </cac:AddressLine>
        <cac:Country>
            <cbc:IdentificationCode listName="country">GBR</cbc:IdentificationCode>
        </cac:Country>
    </cac:ResidenceAddress>
    <!-- Winner Owner Nationality (BT-706) -->
    <efac:Nationality>
        <cbc:NationalityID>FIN</cbc:NationalityID>
    </efac:Nationality>
    <efac:Nationality>
        <cbc:NationalityID>DEU</cbc:NationalityID>
    </efac:Nationality>
</efac:UltimateBeneficialOwner>

<efac:UltimateBeneficialOwner>
    <cbc:ID schemeName="ubo">UBO-0002</cbc:ID>
    <!-- Interrupted MarkUp -->
    <efac:Nationality>
        <cbc:NationalityID>FRA</cbc:NationalityID>
    </efac:Nationality>
</efac:UltimateBeneficialOwner>

Let’s consider that the organization tendered alone and has an associated subcontractor (ORG-0005):

<efac:TenderingParty>
    <cbc:ID schemeName="tendering-party">TPA-0001</cbc:ID>
    <efac:Tenderer>
        <!-- OPT-300-Tenderer -->
        <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
    </efac:Tenderer>
    <efac:SubContractor>
        <!-- OPT-301-Tenderer-SubCont -->
        <cbc:ID schemeName="organization">ORG-0005</cbc:ID>
        <efac:MainContractor>
            <!-- OPT-301-Tenderer-MainCont -->
            <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
        </efac:MainContractor>
    </efac:SubContractor>
</efac:TenderingParty>

Any organization having a forefront role in a Tendering Party is a Tenderer and the previously provided sample may be used as a paradigm for its mark-up.

When a Tendering Party involves more than one tenderer:

  • the indicator "efbc:GroupLeadIndicator" shall be used to specify for any given tenderer whether it is a Group Leader or not;

  • there shall exist one and only one Group Leader (indicator set to "true").

The associated Tender is reported hereafter:

<efac:LotTender>
    <cbc:ID schemeName="tender">TEN-0001</cbc:ID>
    <cbc:RankCode>1</cbc:RankCode>
    <!-- Interrupted Mark-Up -->
    <efac:TenderingParty>
        <!-- OPT-310-Tender: Reference to the tendering Party -->
        <cbc:ID schemeName="tendering-party">TPA-0001</cbc:ID>
    </efac:TenderingParty>
    <efac:TenderLot>
        <cbc:ID schemeName="LotsGroup">GLO-0005</cbc:ID>
    </efac:TenderLot>
</efac:LotTender>

As a winning tender, it will lead to the signature of a contract:

<efac:SettledContract>
    <!-- Interrupted Mark-Up -->
    <cbc:ID schemeName="contract">CON-0001</cbc:ID>
    <!-- Interrupted Mark-Up -->
    <efac:LotTender>
        <!-- Reference to the Tender -->
        <cbc:ID schemeName="tender">TEN-0001</cbc:ID>
    </efac:LotTender>
    <!-- Interrupted Mark-Up -->
</efac:SettledContract>

The existence of contracts for the considered lot is specified by using in the LotResult references to the contracts:

<efac:LotResult>
    <!-- Interrupted Mark-Up -->
    <efac:SettledContract>
        <!-- Reference to a settled contract covering this lot -->
        <cbc:ID schemeName="contract">CON-0001</cbc:ID>
    </efac:SettledContract>
    <!-- Interrupted Mark-Up -->
    <efac:LotTender>
        <!-- Reference to the Tender -->
        <cbc:ID schemeName="tender">TEN-0001</cbc:ID>
    </efac:LotTender>
    <!-- Interrupted Mark-Up -->
    <efac:TenderLot>
        <!-- Reference to the Lot -->
        <cbc:ID schemeName="Lot">LOT-0001</cbc:ID>
    </efac:TenderLot>
</efac:LotResult>

For a LotResult:

  • there may exist multiple Tenders, not all Tenders are winning Tenders and multiple Tenders could be submitted by the same Tendering Party,

  • There may also be multiple winning Tenders (e.g. Framework Agreement),

Therefore, when identifying a specific winner of a Lot, it is important to identify the Tender and check that it is a winning one.

Contract Signatory

The Contract Signatory(-ies) may be found in the "efac:SettledContract" element and shall refer to the legal person that signs the contract from the Buyer side.

<efac:SettledContract>
    <!-- Interrupted Mark-Up -->
    <cbc:ID schemeName="contract">CON-0001</cbc:ID>
    <!-- Interrupted Mark-Up -->
    <cac:SignatoryParty>
        <!-- OPT-300-Contract-Signatory: Reference to the Organization signing the contract -->
        <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
    </cac:SignatoryParty>
    <!-- Interrupted Mark-Up -->
</efac:SettledContract>

"cac:SignatoryParty" is repeatable to report as many signatories as needed.

Financing & Paying Organizations

The Financing and Paying Parties may be found in the "efac:LotResult" element. References shall be made to the legal person assuming the role:

<efac:LotResult>
    <!-- Interrupted Mark-Up -->
    <cac:FinancingParty>
        <!-- OPT-301-LotResult-Financing: Reference to the organization financing the project -->
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
        </cac:PartyIdentification>
    </cac:FinancingParty>
    <cac:PayerParty>
        <!-- OPT-301-LotResult-Paying: Reference to the organization performing payments -->
        <cac:PartyIdentification>
            <cbc:ID schemeName="organization">ORG-0001</cbc:ID>
        </cac:PartyIdentification>
    </cac:PayerParty>
    <!-- Interrupted Mark-Up -->
    <efac:TenderLot>
        <!-- Reference to the Lot -->
        <cbc:ID schemeName="Lot">LOT-0001</cbc:ID>
    </efac:TenderLot>
</efac:LotResult>

"cac:FinancingParty" and "cac:PayerParty" are repeatable to allow for reporting of as many parties as needed.

Legislation Information Provider

There are 3 types of such organizations, one for each of the followings:

  • Employment,

  • Environment,

  • Tax.

These roles are to be found at the Lot level:

<cac:ProcurementProjectLot>
    <cbc:ID schemeName="Lot">LOT-0002</cbc:ID>
    <cac:TenderingTerms>
        <!-- Interrupted Mark-Up -->
        <cac:FiscalLegislationDocumentReference>
            <!-- ID mandated by schema, but unused in eForms -->
            <cbc:ID>Fiscal1</cbc:ID>
            <cac:Attachment>
                <cac:ExternalReference>
                    <!-- URL to the legislation -->
                    <cbc:URI>https://fiscal-legislation.gov.stat</cbc:URI>
                </cac:ExternalReference>
            </cac:Attachment>
            <cac:IssuerParty>
                <!-- OPT-301-Lot-FiscalLegis: Reference to the legal person -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="organization">ORG-0007</cbc:ID>
                </cac:PartyIdentification>
            </cac:IssuerParty>
        </cac:FiscalLegislationDocumentReference>
        <cac:EnvironmentalLegislationDocumentReference>
            <!-- ID mandated by schema, but unused in eForms -->
            <cbc:ID>Env1</cbc:ID>
            <cac:Attachment>
                <cac:ExternalReference>
                    <!-- URL to the legislation -->
                    <cbc:URI>http://environmental-legislation.gov.stat</cbc:URI>
                </cac:ExternalReference>
            </cac:Attachment>
            <cac:IssuerParty>
                <!-- OPT-301-Lot-EnvironLegis: Reference to the legal person -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="organization">ORG-0007</cbc:ID>
                </cac:PartyIdentification>
            </cac:IssuerParty>
        </cac:EnvironmentalLegislationDocumentReference>
        <cac:EmploymentLegislationDocumentReference>
            <!-- ID mandated by schema, but unused in eForms -->
            <cbc:ID>Empl1</cbc:ID>
            <cac:Attachment>
                <cac:ExternalReference>
                    <!-- URL to the legislation -->
                    <cbc:URI>http://employment-legislation.gov.stat</cbc:URI>
                </cac:ExternalReference>
            </cac:Attachment>
            <cac:IssuerParty>
                <!-- OPT-301-Lot-EmployLegis: Reference to the legal person -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="organization">ORG-0007</cbc:ID>
                </cac:PartyIdentification>
            </cac:IssuerParty>
        </cac:EmploymentLegislationDocumentReference>
        <!-- Interrupted Mark-Up -->
    </cac:TenderingTerms>
    <!-- Interrupted Mark-Up -->
</cac:ProcurementProjectLot>

Other roles/subroles

These may be found at the lot level and refer to the appropriate Organization or TouchPoint. A sample is provided hereafter for illustration purpose:

<cac:ProcurementProjectLot>
    <cbc:ID schemeName="Lot">LOT-0001</cbc:ID>
    <cac:TenderingTerms>
        <!-- Interrupted Mark-Up -->
        <cac:AdditionalInformationParty>
            <!-- OPT-301-Lot-AddInfo: "Organization providing additional information on procurement procedure" -->
            <cac:PartyIdentification>
                <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
            </cac:PartyIdentification>
        </cac:AdditionalInformationParty>
        <cac:DocumentProviderParty>
            <!-- OPT-301-Lot-DocProvider: "Organization providing offline access to procurement documents" -->
            <cac:PartyIdentification>
                <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
            </cac:PartyIdentification>
        </cac:DocumentProviderParty>
        <cac:TenderRecipientParty>
            <!-- OPT-301-Lot-TenderReceipt: "Organization Receiving Requests to participate" or "Organization Receiving Tenders" -->
            <cac:PartyIdentification>
                <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
            </cac:PartyIdentification>
        </cac:TenderRecipientParty>
        <cac:TenderEvaluationParty>
            <!-- OPT-301-Lot-TenderEval: "Organization evaluating Requests to participate" or "Organization evaluating Tenders" -->
            <cac:PartyIdentification>
                <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
            </cac:PartyIdentification>
        </cac:TenderEvaluationParty>
        <!-- Interrupted Mark-Up -->
        <cac:AppealTerms>
            <!-- Interrupted Mark-Up -->
            <cac:AppealInformationParty>
                <!-- OPT-301-Lot-ReviewInfo: Reference to the Organization or TouchPoint for further info on review -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="touchpoint">TPO-0001</cbc:ID>
                </cac:PartyIdentification>
            </cac:AppealInformationParty>
            <cac:AppealReceiverParty>
                <!-- OPT-301-Lot-ReviewOrg: Reference to the Organization or TouchPoint for reviews -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="touchpoint">TPO-0003</cbc:ID>
                </cac:PartyIdentification>
            </cac:AppealReceiverParty>
            <cac:MediationParty>
                <!-- OPT-301-Lot-Mediator: Reference to the Organization or TouchPoint for mediation -->
                <cac:PartyIdentification>
                    <cbc:ID schemeName="touchpoint">TPO-0005</cbc:ID>
                </cac:PartyIdentification>
            </cac:MediationParty>
        </cac:AppealTerms>
    </cac:TenderingTerms>
    <cac:TenderingProcess>
        <!-- Interrupted Mark-up -->
    </cac:TenderingProcess>
    <cac:ProcurementProject>
        <!-- Interrupted Mark-up -->
    </cac:ProcurementProject>
</cac:ProcurementProjectLot>

References


1. The link between the Procurement service provider and the Buyer is made at another place in the instance.
2. Use of multilingual versions of a Business (i.e. legal) name shall be restricted to international organizations and shouldn’t be confused with the trade name.
5. This role, not referenced in eForms, is needed to understand and deal with situations where economic operators tender together (e.g. consortium)