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Information renewed: 12.03.2021.
Procurement within the meaning of this description is a purchase and sale transaction between a commissioning party (State, local government authorities, capital companies) and a supplier (merchant). It is important to remember that the procurement of public and local authorities and their capital companies is governed byPublic Procurement Law. In today's digital era, the advertising of procurement and the submission of tenders are more convenient and transparent, since procurement-related information is available electronically to customers and tenderers (suppliers), as well as transparent procurement processes.
All procurements announced by public and local authorities have been publishedIn the electronic procurement systemwithin which each procurement process takes place.
The participating authorities shall:Procurement Monitoring Office (IUB);State Regional Development Agency (SRDA);Information Centre of the Ministry of Interior (IeM IC);Latvian State Radio and Television Centre (LVRTC);Register of companies (UR);State Revenue Service (SRS);Ministry of Finance (FM).
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If you have decided to offer your company's goods and services to the public and local authorities, please refer to the most important types of public procurement procedures that describe the procurement process.
Article 8 of the Law on Public Procurementa number of procurement procedures shall be defined:
For the purchase of services and goods between EUR 10 000 and EUR 42 000 and for the procurement of works between EUR 20 000 and EUR 170 000, simplified procurement arrangements shall apply toPublic Procurement LawArticle 9.
Main roles of purchasing participants:
Commissioning party - a public person or an institution thereof, an association, a foundation which has been established or operates in order to meet the needs of a society which does not have a commercial or industrial character.
Supplier: a natural or legal person, an association of such persons, in any combination thereof, which offers to carry out works on the market, to supply goods or to provide services.
Candidate: a supplier participating in a closed tender, a competitive procedure with negotiation, a negotiated procedure, a competitive dialogue or an innovation partnership procedure until the submission of a tender.
The applicant shall be the supplier who has submitted the tender in the procurement.
Before commencing a procurement, the commissioning party has the right to organise a consultation with potential suppliers in order to prepare the procurement documentation and inform them of the procurement plan and requirements. If the commissioning party decides to organise the consultation, he or she shall notify it on his website. The consultation should be open and invite all interested parties to participate in order to ensure free competition between suppliers and equal and fair treatment.
From 2019 onwardsPublic Procurement Lawthe procurement of public administrations of EUR 10 000 for goods and services, as well as of EUR 20 000 for works, shall be limited to the submission of applications and tenders in electronic form. This provision applies to municipalities and municipal authorities as from 1 October 2019, but from 1 July 2020 the provision will also apply to capital companies.
Customers must place all purchasing informationElectronic Procurement System (EIS). Information on advertised procurement is available free of charge and without registration on the website of the Procurement Monitoring Bureau. More information about this service is available at:on the portal Latvija.lv.
The search for notices shall be carried out on the website of the Procurement Monitoring Bureau:
In the procurement notice, you can familiarise yourself with the available procurement documentation and find out how to submit an application or tender.
If you are a merchant who has not yet started using EIS for submitting electronic tenders, please refer toEIS Video Self-Learning Material Setand sign up for EIS so you can submit tenders electronically in the future.
Important! Tenders made in paper format will not be accepted in procurement providing for the submission of tenders electronically.
Purchase DetailsElectronic Procurement Systems (EIS)sectione-contestsyou can also view as an unregistered user. In order to allow your company to participate in procurement and procurement procedures when submitting tenders to EIS, you must register the company with EIS. On the other hand, if you are expected to submit tenders/applications outside the EIS for purchase, refer to the procurement documentation, which is also available to unregistered users, or contact the customer for additional information. The authority responsible for the EIS shall be:State Regional Development Agency (SRDA).
To register for EIS:
Fill out the forms:
Submit the completed forms to the National Regional Development Agency (VRAA). Withsecure electronic signatureyou can send signed documents to email@example.com on the institutione-addressor by sending paper in Albert Street 10, Riga, LV-1010.
After receiving registration documents, THE SPAA will register your company as a member of the EIS system within 3 working days and create a user with the role “Supplier Administrator”. In your e-mail, you will receive access data for the system, the user name, password, and code card.
EISe-competitionthe subsystem shall have 3 user roles that can be assigned by the supplier administrator to the registered users:
To prepare for work with EISe-competitionsubsystem, supplier users must be assigned the relevantuser Roles. If a new user is created or an existing user changes access data (password, code card), an email with access data is sent to the user.
As a supplier, you have the right to challenge the requirements of the procurement procedure and its results if:
Upon acceptance of the procurement results, the commissioning party will inform all candidates and tenderers of the time limit within whichProcurement Monitoring Office (IUB)may submit an application for violations of the procurement procedure (information regarding this service is available on the portalLatvija.lvand IUB websitesin the FAQs section).
To initiate a challenge to the procurement procedure, prepare an application addressed to IUB for infringements of the procurement procedure, indicating the following information:
1) the name and address of the submitter of the application;
2) the name and address of the commissioning party for which the application has been submitted;
3) the name of the procurement procedure and the procurement identification number;
4) the facts regarding which an application has been submitted, indicating the violation;
5) the legal justification of the application;
6) the request of the submitter of the application.
You may submit an application to IUB:
A deposit shall be lodged for challenging the results of the procurement procedure, which shallin certain casesthe deposit payer shall be reimbursed. The amount of the deposit to be paid, as well as the exceptions when the deposit is not payable, are specified in the Public Procurement Law.Article 70, Public Service Procurement LawArticle 74and the Public-Private Partnership Act29. In Article 2. The procedures for payment or submission and repayment or return of a deposit shall be regulatedCabinet regulationsand an explanation of the deposit payment is available at:On the website of IUB.
The application will be examined at the meeting without the presence of the members. The participants shall be informed of the meeting of the application, shall publish a statementOn the website of IUBat least 3 working days in advance. Parties shall have the right to submit an additional opinion in writing by sending it electronically to the IUB not later than one working day before the date of the hearing of the notified application. If necessary, the Application Review Commission may decide to refer the matter after hearing the participants. It will be published within 3 working days following the decision.On the website of IUB.
Electronic Procurement Systems (EIS) under the heading “E-contests”, in a splitProcurementyou can view the list of available purchases in the system.
Using the “Advanced Purchasing” option, you can select the Purchases that you're interested in by the criteria.
In order to create an offer for a purchase, you must first familiarise yourself with the documents to be submitted. You can also view them as an unidentified user (as a guest) by selecting the appropriate purchasing and expandable block from the list.Documents (current)”.
If you want to get up-to-date shopping information, for example, in your e-mail for purchase amendments, you needregister as a vendor interested in the procurement.
There may be cases where the contracting party has parted the procurement, indicating in the conditions for the preparation of the tender that the tender must be submitted in all specified parts or, as far as possible, in separate parts. If the procurement is divided into parts, you must choose the specific ones in the system,to which you will submit an offer, taking into account the conditions for the preparation of the tender. For example, parts may include a division of procurement for equipment, with each part being devoted to another installation and applying its own separate requirements.
In order to submit a tender, provide the data concerning the person responsible,underwriting of the offer,submitter,sub-contractors(if attached to the execution of a procurement contract) and attach the completed documents specified in the procurement by-law. Finally, sign an offer (with a system signatureor withsecure electronic signature) and submit.
If you want to ask questions to the customer, you canto submit an EIS e-competition to the subsystem. The answers of the customer will be shown in the “Documents” block of the “Commission answers and explanations”.
The commissioning party shall define specific requirements for procurement applicants. The submission of tenders (submission to EIS or outside the system) depends on the type of procurement. If the submission of tenders is intended for EIS, you shall, as an applicant, have EIS in place during the preparation of the tender.the appropriate information must be enteredby filling in data entry forms and adding files prepared according to the forms prepared by the commissioning party downloaded.
Before submitting an offer, make sure that you have completed all the required data forms and added the required documents. If the purchase is divided into parts, you can change the choice of which purchase parts you will submit a tender.
After data entry, you must perform certain sequential steps:check your offer, signing (with a system signatureor withsecure electronic signature) andsubmission.
If selected for signingsecure electronic signature, after preparing and verifying the offer, make sure that the total size of the bid volume file does not exceed 25 MB in the system configuration.
The tender is considered to have been submitted when, as a result of successive actions, the status of the tender and its parts is changed to “Submitted”.
The tender preparation and submission scheme is available at:here.
To edit the details of the submitted quote, firstundo Quote and Signature. You can withdraw the offer by the end of the deadline for submitting the offer. Once you have withdrawn your offer, you will be able to sign and submit a modified offer.
Upon opening of tenders, members of the commissioning party procurement commission will createminutes of the opening meeting and a summary of the financial offer. You can view these documents prepared by the customer both as an authorized user and as an unregistered user.
If there are questions to the Procurement Commission about your offer, they will be sent to you via the Electronic Procurement System (EIS).You will find questions“Documents” — “Questions/notices to tenderers”. You will also receive notices in your e-mail about the questions submitted by the customer. To send questions to the Procurement Commission, use the EIS section “Explanations of tenderers”.
After evaluating the tenders, the procurement commission shall notify the tenderers of the decision. You can also consult the final report or the results decision on the EIS as an unregistered user,by clicking on the procurement name link, in the “Documents (Current)” section. For registered users, the final message EIS foresees a littleother steps.
The commissioning party has the right to request proof that your company is registered, licensed or certified.
According to theArticle 42 of the Law on Public Procurementthe applicant may not have tax debts exceeding EUR 150, insolvency or other conditions for exclusion under the regulatory framework.
The commissioning party shall obtain information regarding the conformity of the applicant with the conditions for exclusion of the procurement or procurement procedure by using the Electronic Procurement Systems (EIS)E-communication subsystem. You can also use this system as a supplier that has registered with EIS. Thus, you have the possibility to obtain information about yourself electronically, from the Enterprise Register, from the State Revenue Service and from local governments, and to make sure that you meet the procurement conditions (for requesting an e-statement from EIS, read also in the description of the life situation.Conduct of business).
If you want to get some specific information about your business, you can use other e-services. For example, for information about your registered company in the Enterprise Register, use the e-service “Issuance of information from the Enterprise Register Information website“.
As the initial proof of compliance with the selection requirements, the supplier is entitled to submit in the tender a European Single Procurement Procedure Document (EVIPD), a self-declaration regarding the financial position, capacity and suitability of the undertaking for the public procurement procedure. Declaration available atESPD.EIS.GOV.LV. The online form can be filled in, printed and sent to the customer. If the procedure is carried out electronically, EVIPD may be exported, stored and submitted electronically.
On the Latvija.lv portal via e-serviceRequest a certificate applied for legal persons of coercive means and administrative penaltiesyou can check that your company is not penalised, and you can obtain this information in the form of a statement that you can submit to the customer through the EIS if necessary. When executing an e-service for requesting a statement, you must pay for it.
To obtain a pretext on whether the company has tax debts, it is possible to use the public database of the State Revenue Service (SRS)“Tax debtors”. On the other hand, a statement regarding the existence or absence of a tax debt may be made by your company independently:SRS Electronic Declaration System (EDS)in the “Statements” section, select “Statement of tax debt”.
The commissioning party may also determine the requirements regarding the economic and financial capacity of your company, which are necessary for the performance of the procurement contract. The following requirements may apply to your company:
You can certify the compliance of the economic and financial situation of your company with the requirements by submitting the following documents (electronically) to the EIS if necessary:
The contracting party shall enter into a procurement contract with the applicant who conforms to the qualification has submitted the most appropriate tender and shall not be covered byPublic Procurement Lawthe conditions for exclusion laid down on the basis of the criteria for evaluating the tender and the decision taken. A procurement contract shall be entered into if there is no competition, and the contract shall be entered into for a period not exceeding five years, if the commissioning party, taking into account technical or economic conditions or the regulatory framework of other regulatory enactments, has not provided for a longer term.
After entering into a procurement contract, the commissioning party will submit for publication within 10 working daysIUB in the publishing management systemthe notice on the award of the contract and the EIS on the relevant procurement will publish the contract concluded under the heading “Documents (current)”. Consequently, the status “contract concluded” appears in the Electronic Procurement System (EIS) and is available at:Procurement Monitoring Office (IUB).
Procurement contracts and general agreements (including amendments thereto) concluded after 13 March 2019 shall be published by the commissioning party on the buyer's profile, i.e. EIS.
Accounting Lawthere is a general framework and it lays down the accounting requirements and the obligation for companies to keep accounts, ensuring the preparation of annual accounts or other accounts, as well as other accounting information on economic transactions necessary for the performance of accounting tasks.
In conformity with the Cabinet Regulation of 9 April 2019N ° 154 “Applicable standard for electronic invoicing and specification for the use of its basic elements and procedures for circulation”regulatory, contracting authorities shall be obliged to accept and process only electronic invoices which comply with the European Union standard EN 16931-1:20 17 and the related technical specification CEN/TS 16931-2:20 17.
Cabinet Regulations of 9 April 2019N ° 154 “Applicable standard for electronic invoicing and specification for the use of its basic elements and procedures for circulation”three electronic invoice delivery channels have been identified. Suppliers shall be entitled to send electronic invoices to:
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