Dematerialisation of the solicitation procedure

Article 56 of the public contracts code allows for the electronic exchange of any information arising under this code. The two portals (ixarm.com and achats.defense.gouv.fr) make it possible to carry out solicitations without resorting to the use of hard copy documents (a “dematerialised” procedure); BOAMP and JOCE publication notices and industry solicitation documents are both published on line, and candidature applications and bids can be submitted electronically.

The purchasing departments will make maximum possible use of electronic transmission of solicitation documents: the solicitation letter and the industry bidding document.

When this mode of transmission is to be allowed, this is specifically mentioned in the BOAMP or JOCE publication notice under the “other information” heading. A candidate who wishes to receive hard copy versions of the solicitation documents must specifically request this when submitting their candidature. The AAPC (Public Notification of Call for Competitive Tenders) will make this clear. The hard copy version will be identical to the electronic version. Classified solicitation documents will be transmitted separately on hard copy. Candidates’ attention is drawn to the fact that no classified information is to be included on any document transmitted using the Internet.

The publication notice, or the solicitation letter in the case of a negotiated procedure without publication, will include the address of the Ministry of Defence site where candidates can find details of how they should register and thereby obtain an identifier and password to enable them to download the solicitation documents (solicitation advertise, solicitation letter, specifications, supplementary documents and information). This address is as follows: www.achats.defense.gouv.fr à “Registration” à “I wish to register”.

When the candidate has registered with the site, the identifier and password will become active after three (3) days. The candidate will then be able (with his identifier and password) to download the solicitation documents from www.achats.defense.gouv.fr or www.ixarm.com by clicking on the link “French MOD market place”. With an open procedure, or open design contest, registration is not required and candidates can download the solicitation documents provided they give their full name, email address and company name.

If solicitation documents are amended, candidates who have already downloaded them will be automatically advised by email to the address given on registration, or that given before downloading if they have not registered.

In the case of a restricted, simplified or negotiated procedure, the solicitation document will be sent to selected candidates at the email address they gave when submitting their candidature, or by post if they have indicated their desire to receive hard copy solicitation documents.

Sending a file (candidature and/or bid) via the Internet requires the purchase of a digital certificate recognised by the Ministry of Defence so that the file can be signed electronically.

As a temporary arrangement, the Ministry of Defence will supply this certificate free of charge to those candidates who wish to submit a file.

The procedure for obtaining this certificate is described under the heading “obtaining a certificate” that can be found in the solicitation room (accessible after identification on www.achats.defense.gouv.fr à section “contracts and opportunities” à “access to the market place” à “solicitation room”. The certificate will be issued after 2 or 3 weeks.

The fact that the administration authorises the electronic submission of files does not mean that a candidate who so wishes cannot submit files by post (or by hand).

Each publication notice, or solicitation letter in the case of a negotiated procedure without publication, will indicate which formats are authorised for electronic transmission (this will depend on the software available within each purchasing agency). Note that any document transmitted by a candidate that contains a virus will be eliminated and it will be treated as never having been received. Candidates are therefore requested to run an up-dated anti-virus check on their file before dispatch. If a virus is detected, the candidate will be notified once transmission of his file is complete; if the solicitation deadline permits, he may re-submit a new file either electronically or by post (or by hand).

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