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Public Contracting
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1 Public Contract Code (Código dos Contratos Públicos, Decree Law 18/2008)
2 Introduction to Vortal electronic public contracting platforms
3 Universal Access
4 Encryption
5 Integration
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1 Public Contract Code (Código dos Contratos Públicos, Decree Law 18/2008)
1.1 What changes have been introduced by the Public Contract Code (CCP)?
The CCP has introduced substantial changes to public contracting. The goal is to make it more efficient and more transparent, decreasing the length of procedures. To this end, the CCP brings together all previously dispersed legislation, revokes/replaces laws and rules currently in force, and incorporates Community directives on public contracting, including the new competitive dialogue procedure targeted exclusively at complex contracts.
In addition to this new procedure, former contract procedures have also been condensed and reclassified into four types: public tenders, restricted tenders with pre-qualification, negotiation procedures (with prior publication of notice) and direct contracting (with non-mandatory consultation of one or more interested parties).
1.2 To whom do the public contracting rules in the CCP apply?
The public contracting rules in the CCP apply to the entire traditional government sector, including the State, the Autonomous Regions of the Azores and Madeira, local municipalities, and public institutes, foundations and associations. All contracts to be signed by any entity in this sector are subject to the rules of the CCP, regardless of their value.
The public contracting rules in the CCP also apply to the enterprise sector of the State, the Autonomous Regions of the Azores and Madeira and local municipalities, when companies operate outside of the market system and free competition (due to their special relationship with these government entities). However, these business entities are only subject to the public contracting rules in the CCP at the time of creating the following types of contracts: public works contracts, concession contracts (for works and services), contracts for the purchase and lease of goods, and service acquisition contracts.
The public contracting rules in the CCP also apply to private entities operating in the special sectors of water, energy, transport and postal services, when these entities enjoy special or exclusive rights. The entities subject to the public contracting rules in the CCP are called “awarding entities”.
1.3 What types of contracts are subject to the public contracting rules in the CCP?
By and large, the public contracting rules in the CCP apply to any and all contracts to be entered into by awarding entities for the purpose of purchasing, regardless of their name or nature.
1.4 What is the main change of the new code?
The new legislation makes the use of electronic contracting platforms mandatory for all entities now subject to the public contracting system. This new law transposes the rules of European Community Directives 17/2004 and 18/2004.
1.5 Will the new law create more rigour in public contracts?
The new law will clearly increase transparency in public contracting. A city council or public company making a direct contract award must publish this information at the public contract portal (http://www.base.gov.pt/Paginas/Default.aspx), describing aspects such as the type of work, participants involved and costs.
The new code will impose greater rigour in the management of public contracts through increased responsibility of those involved in contractual relations.
1.6 Will the responsibilities of awardees be better defined under the new code?
From the outset, the code has required a list of errors and omissions before the proposal submission phase, eliminating a certain dissolution of responsibilities. In many cases, the law quantifies the responsibilities of project designers, project owners and contractors.
1.7 What are the new law's main benefits for companies?
In addition to benefits in terms of computerising processes, the main benefit will be the reduced length of time periods involved in tenders. Some tenders may be completed within 24 hours. Tenders for the supply of goods and services, whose only variable is the price factor, may be done in the form of an Urgent Public Tender lasting only one day.
Since the platform is a virtual space where information on the formation and performance of public contracts is published, it allows follow-up and monitoring by interested parties.
1.8 Will documentary proof of a guarantee still need to be submitted after the introduction of the new law?
In a tender with many applicants, to date, each bidder had to initially submit an enormous amount of documentary proof of a guarantee. This is no longer the case. Bidders will only be required to sign a statement guaranteeing their fulfilment of the tender rules.
Under the new law, only the winning bidder will be required to prove its qualifications, with heavy penalties if these are lacking.
1.9 What types of public contracting procedures can be completed electronically?
All procedures launched under Decree Law no. 18/2008 of 29 January.
1.10 How does the CCP define “direct contracting”?
Direct contracting is a pre-contract procedure where the awarding entity directly invites one or more entities of its choice to submit a proposal.
The CCP allows awarding entities to invite only one entity, with no ceiling on the number of entities that can be invited.
1.11 What types of contracts can be done by direct contracting?
Direct contracting can be used for the following types of contracts:
a) Public works contracts of less than 150.000 euros;
b) Purchases of goods and services of less than 75.000 euros;
c) Other contracts of less than 100.000 euros.
Awarding entities from the enterprise sector of the State, the Autonomous Regions of the Azores and Madeira and local municipalities, together with the Bank of Portugal, may use direct contracting for public works contracts of less than 1.000.000 euros and contracts for the purchase of goods and services of less than 206.000 euros.
Direct contracting can also be used for contracts of any amount on specific material grounds expressly stated in the CCP, including cases of urgent need, when only a single supplier or provider exists, or when a prior tender has been abandoned. Direct contracting can only be used for concession contracts and articles of association under exceptional circumstances.
On 30 December 2008, the Cabinet passed the Decree Law establishing exceptional public contracting measures, effective in 2009 and 2010, for the quick completion of high-priority public investment projects.
This law establishes exceptional public contracting measures to streamline and accelerate procedures involving public works contracts, contracts for the purchase and lease of movable goods, and service acquisition contracts for high-priority public investment projects to revive the Portuguese economy, in line with the European economic recovery plan adopted by the European Council on 11 and 12 December 2008.
In particular, due to their urgency, the law covers priority measures of the "Initiative for Investment and Employment" adopted by the Cabinet on 13 December 2008 (modernisation of schools; sustainable energy; modernisation of technology infrastructure/next-generation broadband networks; special support for economic activities, exports and small and medium-sized enterprises; support for employment).
The recently approved exceptional regime will be effective in 2009 and 2010, and will essentially involve:
(i) The ability to choose the direct contracting procedure for public works contracts of up to 5.150.000 euros and contracts for the purchase and lease of movable goods/service acquisition contracts of up to 206.000 euros;
(ii) Overall reduction of the length of procedures involved in restricted tenders with pre-qualification and negotiation procedures from 103 to 41 days, or from 96 to 36 days when the notice is prepared and sent electronically.
1.12 What is new in the area of direct contracting?
The two main changes in the area of direct contracting are as follows:
a) Companies may not be invited to submit proposals if they have already signed, with a given awarding entity in the same financial year or in the preceding two financial years, contracts with the same purpose or including deliverables of the same type, and whose cumulative contract amount is equal to or exceeds direct contracting limits (150,000 or 1,000,000 euros for public works contracts, according to the awarding entity/75,000 or 206,000 euros for the purchase of goods and services, according to the awarding entity);
b) The signing of any contract following direct contracting must be published by the awarding entity at this portal. The effectiveness of the aforementioned contracts is dependent on this publication, without which the contract may not commence, and no associated payments may be made.
1.13 What is simplified direct contracting?
The CCP allows for an ultra-simplified direct contracting procedure for the purchase and lease of movable goods or the purchase of services whose contract amount does not exceed 5,000 euros. In this procedure, which is exempt from any formalities, the awarding entity merely furnishes an invoice providing proof of the purchase.
1.14 How and when can direct contracting be published at the Public Contract Portal?
All direct contracting can be published at this portal beginning on 30 July 2008. To do so, simply go to http://www.base.gov.pt/Paginas/Default.aspx select the option "Relatórios/Ajustes Directos (Reports/Direct Contracting)" on the left side of the page, click on the button "Registo (Registry)" and then on the word "Template" to download the form for completion.
Once you have completed the form, it should be sent to the e-mail shown next to the word "Template".
Soon you will be able to complete the form online using your login authentication for entering notices at the Imprensa Nacional Casa da Moeda website. This feature is currently being developed.
In addition, if you are a user of Vortal’s electronic platforms, you can perform this task automatically using the "Criação de Anexos (Create Attachments)" function.
1.15 What is the minimum amount at which direct contracting must be published? Where should it be published?
The publication of direct contracting is mandatory for contracts of any amount (Article 127 of the Public Contract Code) and must be done at this portal. Under the terms of Article 128 (3), cases involving the simplified system, as described in this article, are exempt from publication.
1.16 How can I find out about contracts signed through direct contracting?
The direct contracting procedure does not entail the publication of any prior notice.
Nonetheless, under the CCP, all contracts signed following a direct contracting procedure must be published at the Public Contract Portal by filling out a form with relevant information on each contract.
Also under the CCP, contracts signed under these terms are only effective after their respective publication.
1.17 What is new in terms of participating in pre-contract procedures?
Only the winning bidder has the obligation to submit qualification documents (e.g. contractor permit, certificates of good standing from tax authorities and social security, etc.), and may limit their online consultation to the awarding entity.
In other words, bidders/applicants are only required to submit their respective proposals/applications.
1.18 What is new in the area of public tenders?
The public act no longer exists. One reason for this is the computerisation of procedures. Another is the fact that only the winning bidder has the obligation to submit qualification documents.
In the case of contracts for the purchase and lease of movable goods and service acquisition contracts, the awarding entity may, if it wishes to do so, use an electronic auction allowing bidders to progressively improve their proposals. In concession contracts for public works and services, the awarding entity may employ a negotiation phase.
1.19 What is an urgent public tender?
The CCP allows the possibility of an ultra-quick tender for urgent contracts for the purchase and lease of movable goods or the acquisition of current services, provided the contract amount does not exceed Community thresholds (133,000 euros when the awarding entity is the State, and 206,000 euros for all other awarding entities).
The minimum proposal submission deadline for urgent public tenders is 24 hours (business days only). In this type of procedure, the contact must be awarded to the lowest price.
1.20 What is the maximum value of contracts following a tender (public or restricted with pre-qualification)?
If the tender notice is only published in Portugal, only contracts valued below Community thresholds may be signed (5,150,000 euros for public works; 133,000 euros for the purchase of goods and services, when the awarding entity is the State; 206,000 euros for the purchase of goods and services, for all other awarding entities).
If the tender notice is also published in the Official Journal of the European Union, the contracts may be for any amount.
1.21 When can the negotiation procedure be used?
The CCP only allows use of the negotiation procedure in the limited cases permitted by Community directives. These situations are described in Article 29 of the CCP.
1.22 When can competitive dialogue be used?
This new procedure, introduced by Community law, can only be used to create particularly complex contracts, where the awarding entity needs to open a dialogue with potential interested parties to prepare the respective specification document.
The CCP defines “particularly complex contracts” as those for which it is objectively impossible to:
a) define the proper technical solution;
b) define the suitable technical means to achieve the solution;
c) define the contract’s inherent legal or financial structure.
1.23 What is a design tender?
Design tenders are a special procedural tool allowing the awarding entity to select one or more design projects (conceptual design or similar), particularly in the areas of art, land use planning, urban planning, architecture, civil engineering and data processing.
As a rule, design tenders take the form of a public tender, although they may take the form of a restricted tender with pre-qualification when applicants’ technical capacities must be assessed.
Following a design tender, the awarding entity may, with the express statement of this intention, subsequently purchase via direct contracting [under Article 27 (1) (g) of the CCP] any plans, projects or other conceptual creations from the development or completion of the project(s) selected under the design tender.
1.24 What is the purpose of the Public Contract Portal?
The function of the Public Contract Portal (http://www.base.gov.pt/Paginas/Default.aspx) ) is to centralise key information on all pre-contract procedures, which must be computerised in accordance with the CCP.
The Public Contract Portal represents a virtual space where information on the formation and performance of public contracts is published, thus allowing their follow-up and monitoring.
1.25 Where will notices of pre-contract procedures be published?
All notices of pre-contract procedures will be published in the electronic Government Gazette (Diário da República) and, simultaneously, at the Public Contract Portal (except in the case of direct contracting, which requires no prior notice).
1.26 Will all public pre-contract procedures be published at the Public Contract Portal?
Yes. One of this portal’s main functions is to centralise the publication of notices for all public pre-contract procedures (except for direct contracting), even though these same notices must also be published in the electronic Government Gazette (Diário da República).
1.27 How will the publication of notices be processed?
On the electronic Government Gazette (Diário da República) website, the awarding entity will fill out an online notice form that will be published within 24 hours (or in real time, in the case of an urgent public tender).
Notices will also be available for viewing by interested parties at the Public Contract Portal. The regulatory orders of the CCP allow for agreements to be concluded between electronic platforms and INCM, S.A., the entity responsible for publishing the Government Gazette (Diário da República), to develop the necessary tools to complete notices directly on platforms.
Vortal is in the process of completing an agreement with INCM, S.A. to generate notices automatically on the electronic Government Gazette (Diário da República) website from the electronic platform.
1.28 Are there other notices in addition to those published at the Public Contract Portal?
All notices will be published at the Public Contract Portal. However, there are also notices in the Official Journal of the European Union, which must be published by awarding entities intending to sign public works contracts, contracts for the purchase and lease of movable goods, or service acquisition contracts equal to or exceeding Community thresholds:
a) 5,150,000 euros for public works; 133,000 euros for the purchase of goods or services by the State;
b) 206,000 euros for the purchase of goods and services by any other awarding entity. In the case of concession contracts for public works, the notice (of the public tender, restricted tender or negotiation procedure) must always be published in the Official Journal of the European Union.
1.29 Is some sort of publication necessary for direct contracting?
Yes. In order to execute a contract resulting from direct contracting, a form with relevant information on the contract must be published on this Portal. The effectiveness of the contract is dependent on this publication.
1.30 When do they enter into force?
Decree Law 18/2008 (Public Contract Code) entered into force on 30 July 2008, together with Decree Law 143-A/2008. Decree Orders 701-A/2008, 701-B/2008, 701-C/2008, 701-D/2008, 701-E/2008, 701-F/2008, 701-G/2008 and 701-H/2008 entered into force on 1 January 2009.
1.31 Where can I find procedure parts?
Procedure parts (procedure programme and specification document) will be available for download at the electronic platform used by the awarding entity.
During the one-year transitional period from the entry into force of the CCP (i.e. until 31 October 2009), awarding entities may opt to publish procedure parts on an Internet website used by the entity in question.
1.32 Are any costs involved to access procedure parts?
Access to procedure parts may require payment of an associated fee, which will be refunded to bidders upon request, so long as their proposals are not excluded or withdrawn.
1.33 What is the procedure for asking and receiving clarifications on procedure parts?
Via the platform used by the awarding entity, via e-mail or via other means of written electronic data transmission. Clarifications provided will be published on the electronic platform used by the awarding entity.
1.34 Where can I submit proposals and applications?
Bidders and applicants can submit proposals and applications via the electronic platform used by the awarding entity, in accordance with the requirements of Decree Order 701-G/2008.
During the one-year transitional period from the entry into force of the CCP (i.e. until 30 July 2009), awarding entities may require the submission of proposals and applications via hardcopy.
1.35 How will proposals and applications be submitted?
The computer files containing proposals and applications will be submitted by uploading them to the electronic platform used by the awarding entity. The characteristics of proposal document files (e.g. encryption, chronological validation, type of electronic signature, etc.) are established in Decree Law no. 143-A/2008 of 25 July and Decree Order 701-G/2008.
1.36 How can I access bidder and applicant lists and consult their proposals and applications?
Bidder and applicant lists will be published - and their proposals and applications submitted may be consulted – on the electronic platform used by the awarding entity, with advance authorisation.
1.37 What is the purpose of the Main Form?
The practical explanation of questions that exist by default in the Main Form is that they are mandatory according to Decree Order 701-G/2008 (under the terms of Decree Law no. 143 -A/2008 of 25 July, Article 13, a proposal will only be submitted after the main form has been completely filled in, as an integral part of the proposal, and whose questions must be answered). In any case, Vortal notifies bidders failing to answer these questions via an alert.
Awarding entities wishing to do so may add more questions and customise them. The awarding entity will be responsible for providing clarifications to potential bidders’ questions.
1.38 How will the public act of pre-contract procedures be processed?
The public act will no longer exist. Only the list of bidders will be published, allowing them to electronically consult proposals submitted by other bidders.
1.39 How will the preliminary hearing be conducted?
The issue of a preliminary report by the awarding entity to bidders or applicants, together with the submission of their opinions in the form of a preliminary hearing, will be done via the electronic platform, via e-mail or via other means of written electronic data transmission.
In any case, the electronic platforms used by awarding entities will be equipped to carry out the preliminary hearing phase directly on the platform.
1.40 How will all communications/notifications be made between awarding entities and bidders or applicants?
Under the CCP, communications and notifications between awarding entities and bidders or applicants must be done via e-mail or other means of written electronic data transmission. In any case, the electronic platforms used by awarding entities will be equipped to conduct communications and notifications via these platforms.
Source: http://www.base.gov.pt/Paginas/Default.aspx
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2 Introduction to Vortal electronic public contracting platforms
2.1 To whom are Vortal’s electronic public contracting platforms directed?
Vortal’s platforms are directed at all entities that, by virtue of applicable legislation, are required to respect public contracting norms, namely those described in Decree Law no. 18/2008 (and subsequent decrees and regulatory orders), which establishes the legal system for public works and the purchase of goods and services, and at all suppliers intending to submit proposals to these entities.
2.2 Which electronic public contracting platforms does Vortal manage?
Vortal currently manages six electronic platforms in various sectors. The following three platforms focus primarily on electronic public contracting:
• vortalGOV – Platform directed at the entire public sector in a general sense;
• vortalHEALTH – Platform directed at the health care sector;
• vortalENERGY&UTILITIES – Platform directed at the energy and utilities sector. The other three platforms, although primarily directed at the private contracting market, also provide access to electronic public contracting in relation to these business sectors:
• econstroi – Platform directed at the construction sector;
• vortalNDUSTRY – Platform directed at the industrial sector;
• vortalOFFICE&SUPPLIES – Platform directed at office supplies and support services.
2.3 How are Vortal’s electronic public contracting platforms useful?
Public contracting norms require public entities to adopt strict procedures, from Direct Contracting to International Public Tenders. A number of formalities must be observed in such procedures, such as publishing procedure parts (procedure programmes and specification documents), requesting and providing clarifications as required to understand these documents, delivering proposals and applications, issuing notifications on the acceptance or exclusion of given bidders and, finally, the contract award itself.
In light of the above, the platforms’ main purpose is to allow all of these phases (and others required by law) to be done via the platform, thus providing centralised management of public tenders and simultaneously facilitating all required interactions between public entities and suppliers.
2.4 What is needed to use Vortal’s electronic public contracting platforms?
To use the platform, users simply need a computer with Internet access (browser). No additional software purchase is required.
2.5 What resources are available for awarding entities and economic operators to convey the appropriate training to use Vortal’s electronic public contracting platforms?
The platform was designed for simple, intuitive use by public entities and suppliers. Nonetheless, Vortal professionals offer training and supervision for public entities and suppliers using the platform. Training instruments, such as online user manuals, are also available on the platform. Vortal holds regular training sessions at major district capitals for suppliers who use the platform. If you are a supplier and want to participate in a training session, sign up here.
2.6 Which phases of the public contracting procedure does the platform support?
The platform supports every phase of the pre-contract process of the purchasing procedure, from the time of deciding to contract until the formal contract award and issue of the draft contract, including description of the procedure, definition of the selection board (when applicable), communication with the electronic Government Gazette (Diário da República) to publish the tender notice (when applicable), publication of procedure parts for interested parties (with or without associated fees), receipt of applications, solutions and proposals (according to the type of procedure), opening, qualification and analysis of these applications, solutions and proposals by the selection board, exchange of messages between the awarding entity and various economic operators, issue of technical data blocks and invitation forms, opening of applications, solutions and proposals, together with awardee data in the Public Contract Portal.
2.7 What guarantees do I have that Vortal’s electronic public contracting platforms are reliable?
Vortal’s electronic public contracting platforms currently comply with all legal requirements imposed by applicable legislation, namely Decree Law 18/2008, Decree Law 143-A/2008 and Decree Order 701-G/2008. The compliance report drawn up by the auditor certified by the National Security Office, pursuant to this Decree Order, was submitted to the supervisory body (CEGER/Management Centre for the Electronic Government Network) on the date of its appointment, 26 December 2008, in accordance with Order no. 32639-A/2008. In addition, Vortal has adopted high levels of protection for its systems through policies and procedures following the strict requirements of ISO 27001, the internationally acknowledged standard for information security. Vortal obtained ISO 27001 certification from BSI on 12 October 2007. This certification is reviewed annually, and was once again confirmed by BSI in 2008 through another external audit, where the efficiency and maturity of its Information Security Management System was highly acclaimed. Vortal is currently the only managing entity of electronic contracting platforms with Information Security certification under the international ISO 27001 standard.
Compliance with the ISO 27001 standard guarantees security throughout the entire business cycle, from planning new system features to compliance with laws and regulations, ongoing identification of risks, technological and physical controls, business continuity, disaster recovery, ongoing education for individuals on security issues and many other aspects.
Moreover, Vortal has been managing electronic platforms since 2001, having embarked on electronic public contracting in 2004, with the first electronic public tender in Portugal. Since this time, more than 2,750 public procurement procedures have been carried out through Vortal’s electronic platforms, resulting in contact awards totalling hundreds of millions of euros (data from December 2008).
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3 Universal Access
3.1 What is Universal Access?
Universal Access is a service available through Vortal’s electronic public contracting platforms, which allows suppliers of public entities to respond to procedures published in the Government Gazette (Diário da República) and to direct contracting for which they are directly invited by awarding entities.
This service was launched to address the specific provisions of the Public Contract Code, under which all purchasing by public entities must be done exclusively by electronic means on electronic contracting platforms.
Universal Access does not provide access to Vortal’s private markets, specifically access to purchase and estimate consultations.
3.2 How much does Universal Access cost?
Access to the platform through the Universal Access service is free.
3.3 Does this mean that a Universal Access customer can use Vortal’s electronic platforms at no cost?
O Acesso Universal é a forma que a Vortal encontrou de responder aos requisitos legais impostos pelo n.º 4 do artigo 5º do DL 143-A/2008:
Decree Law 143-A/2008
Article 5: Principle of non-discrimination and free access
4. The managing entity of the electronic platform may not charge any fees to interested parties, applicants or bidders to access the electronic contracting system provided on the electronic platform, or to use the features specifically required to create a complete and total public contract.
5. Applicants and bidders may be charged for services provided beyond the scope of the features referred to in (4) above. |
This means that there are, and will be, no fees charged to Universal Access subscribers for any kind of services provided directly through Vortal’s electronic platforms to create a public contract.
However, current legislation imposes several legal requirements falling outside the scope of electronic platforms’ direct responsibility, which may result in fees for electronic platform users (e.g. to obtain qualified digital certificates or timestamps from accredited certification entities).
3.4 Who can subscribe to Universal Access?
Any company or entity wishing to access information on the platform’s procedures in progress published by subscribing awarding entities can subscribe to Universal Access. Suppliers who are already customers of Vortal's platforms do not need to subscribe to Universal Access, since the supplier services of Vortal’s private contracting platforms include all of the features of this service.
3.5 Can sole proprietors subscribe to Universal Access?
Yes. Simply select this option in the field "forma jurídica da entidade (legal status of entity)" on the sign-up form.
3.6 How can I register for Universal Access?
To register for Universal Access, go to www.vortalgov.pt or www.vortalhealth.pt, and select the option "Fornecedores do Estado: Acesso Universal (Government Suppliers: Universal Access)". A page describing the service will then open, where you can choose the option "Aderir Já (Sign up now)" to access the sign-up form.
To complete the registration, follow the steps on the form, then send the required documentation according to the instructions on the form.
3.7 Who is the "Entity’s Individual in Charge on the Platform", and what are this individual’s responsibilities?
The entity making the registration, i.e. its legal representatives, should appoint an individual to represent the entity at the Vortal platform.
At Vortal, this individual will be in charge of handling all administrative, technical and financial issues in relation to the use of the platform, managing users and authorising the issue of digital certificates authenticating these users.
3.8 What documentation must be sent to Vortal to complete the registration?
To complete the registration process, it is necessary to send the sign-up form (printed from the form itself), as stamped and signed on the last page by the company’s legal representatives and initialled on the remaining pages.
The form may be sent to Vortal by post or delivered to its head office at Rua Julieta Ferrão n.º 12 – 12º Piso (12th floor) 1600-131 Lisbon. It can also be sent by fax to 210 325 010, or by e-mail to acreditacao@vortal.pt.
NOTE:The sign-up process has 6 steps. Although the form is printed out after step 4, the rest of the sign-up form must be completed until the registration number appears in step 6. Otherwise, the process cannot not be completed successfully and must be restarted.
3.9 What should I do if the form does not print out properly?
The form has been designed to print in A4 paper format. Please check the print format in your printer configuration.
3.10 Can the registration form be reprinted?
Yes, but only through Vortal’s backoffice at this time. If you need to reprint your registration form, please contact our Customer Management team at 707 202 712 with your registration code.
3.11 Why is there a registration number on the sign-up form?
The registration number allows Vortal to identify your customer file. It should be included in all communications with Vortal during your company’s registration and accreditation process. It is also used when requesting reprinting of the form.
This number is very important, and should be kept safe until you have Universal Access.
3.12 After registering, when will I have Universal Access?
After Vortal receives the necessary documents, accreditation and Universal Access will be provided within a maximum of 5 a 10 business days.
You will receive, via e-mail, a service activation confirmation and instructions to complete the Universal Access activation process.
3.13 How does Universal Access work?
The functioning of Universal Access is described in the “Universal Access User Guide”. To consult this guide, go to the "Parametrização (Configuration)" menu in your work area (on the left sidebar) and choose the option "Manuais (Manuals)". Then select “Guia de utilização do Acesso Universal (Universal Access User Guide)”. This option is only available after you have been duly authenticated at the platform.
3.14 On how many computers can I use my Vortal Digital Authentication Certificate?
There is no limitation in this regard. For technical reasons, the Vortal digital authentication certificate must be initially installed on the same computer from which it was requested. However, once installed, it can be exported and used on any other computer where you access Vortal’s platforms by simply installing it later on these other computers.
3.15 How do I export my Vortal digital authentication certificate to use it on another computer?
The certificate can be exported using your Internet browser’s certificate management window. In Internet Explorer, go to "Tools - Internet Options". Next, select the tab “Content”, followed by the “Certificates” option under this tab. A window will open a listing all of the digital certificates installed on your computer. Select the certificate you wish to export by clicking on the corresponding line. Next, choose the option “Export” and follow the instructions of the “Certificate Export Wizard”. If you have any questions, please see the Digital Certificate User Guide under the User Manuals Area.
Suggestion: If you have purchased a qualified digital authentication certificate from DigitalSign, this is installed in a Smart Card (except in the USB Token option) with the capacity to support up to 16 digital certificates. Vortal suggests that you export the Vortal digital authentication certificate to this Smart Card to ensure that you always have the digital certificates needed to authenticate yourself and perform actions at Vortal’s platforms. |
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4 Encryption
4.1 What data is encrypted on the platform?
In accordance with Article 29 of Decree Order 701-G/2008, applications, solutions and proposals are encrypted.
4.2 What digital certificates are used to encrypt my data?
A Vortal digital certificate is generated for each procedure, which is used to encrypt all the information relating to this procedure. This procedure’s private key remains under Vortal’s custody, and is stored using appropriate internal security procedures, duly certified by the external auditor. This key is only provided to the selection board, to decrypt the information, at the time of opening the procedure and proposals, and as provided for by law. 5 Integration
5.1 Can the information from Vortal’s electronic contracting platforms be integrated with my management applications, such as ERP?
Yes. To do so, Vortal offers the VORTALconnect solution to integrate ERP applications with the platform, namely in terms of data from procedures and contact awards. For more information on this service, click here.
5.2 How is the information from my procedures sent to the electronic Government Gazette (Diário da República)?
Vortal’s electronic public contracting platforms include a "Notices and Attachments" module that automatically sends all notices required by law to the electronic Government Gazette (Diário da República), pursuant to Decree Order 701-A/2008. After the procedure has been created and internally approved, before making it available to economic operators on the platform, the public entity user can select the “create attachment” option, specify the type of attachment to be created, review the information to be sent to the electronic Government Gazette (Diário da República), change information as needed and then submit it.
Subsequent notices amending the original notice can also be sent using the platform.
Note: The activation of this feature is awaiting the provision of interconnection mechanisms from INCM.
5.3 How is the information from my procedures sent to the Public Contract Portal?
Vortal’s electronic public contracting platforms include a "Notices and Attachments" module that automatically sends all forms required by law to the Public Contract Portal (http://www.base.gov.pt/Paginas/Default.aspx) pursuant to Decree Order 701-E/2008. Over the course of the procedure, users can select the "create attachment" option, specify the type of attachment to be created, review the information to be sent, change information as needed and then submit it.
When applicable, new versions of the original documents can also be sent using the platform.
Note: The activation of this feature is awaiting the provision of interconnection mechanisms from the Public Contract Portal managing entity.
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