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Submission-day checklist
Format, signatures, e-submission, deadline — where most SMEs lose on technicalities.
Submission-day checklist
What this is
A concise, step‑by‑step list of items you must verify on the day you submit your tender. It helps you avoid common disqualification pitfalls such as missing signatures, wrong file formats, or late electronic submission.
When you need it
Use this checklist right before clicking ‘Submit’ in the e‑procurement portal. It applies to all public procurement procedures that require electronic submission (Article 22 of Directive 2014/24/EU). If the contracting authority allows non‑electronic means for specific reasons (see Article 8), adapt the list accordingly.
How to fill it in
- Check tender pack deadline – copy the exact date and time from the notice into the ‘Submission deadline’ field.
- Confirm electronic submission requirement – verify that the procedure mandates electronic submission (Article 22). If an exemption applies under Article 8, note the reason.
- Prepare files – ensure all required documents are in the format specified (e.g., PDF/A). Name each file exactly as requested.
- Validate signatures – confirm that every required signature is present and signed electronically if allowed, otherwise printed and scanned.
- Upload documents – use the portal’s upload function; note any size limits (max X MB) from the notice.
- Check completeness – run the portal’s ‘check’ tool (if available) to ensure all mandatory fields are filled.
- Record submission receipt – after successful upload, save the timestamped confirmation PDF/HTML as
submission‑receipt.pdf. - Backup – copy all uploaded files and the receipt to a local archive folder for future audits.
What wins points
Providing a complete, timely electronic submission demonstrates reliability and professionalism, which scoring authorities often view favourably under the administrative suitability gate (Article 22).
How this gets you disqualified
- Late receipt – if the portal records a timestamp after the deadline, the tender is rejected.
- Missing mandatory file – any required document not uploaded results in automatic exclusion (Article 22).
- Wrong format – non‑PDF/A files or unsupported extensions are rejected by the system.
- Unauthorised electronic means – submitting via a method excluded under Article 8 (e.g., proprietary platform) leads to disqualification.
- Broken signatures – unsigned or improperly signed documents fail the eligibility check.
Template
Submission‑day checklist for [PROJECT NAME] ------------------------------------------------ Deadline: ______________________ (date & time from notice) Electronic submission required? Yes / No (Article 22) Exception under Article 8? _____________________________________________ [ ] All required files prepared in correct format (list them) [ ] All signatures present and valid [ ] Files uploaded to portal (record filenames) [ ] Portal ‘check’ passed (screenshot optional) [ ] Submission receipt saved as submission‑receipt.pdf [ ] Backup copy stored at /path/to/archive/
What wins points
A complete, on‑time electronic submission demonstrates reliability and can boost the evaluator’s view of administrative suitability under Article 22.
How this gets you disqualified
Missing a mandatory file, wrong format, late timestamp or an unauthorised submission method (Article 8) leads to automatic disqualification.
What an evaluator actually looks for
Check the portal’s confirmation receipt and ensure the deadline timestamp is before the notice time; verify electronic‑submission requirement under Article 22.
Sources
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