KnowledgeBasics
Filling in the ESPD: what goes in and what to watch
In a European public tender you declare in the ESPD that you may take part and meet the requirements. In the Netherlands it is called the UEA. It is a self-declaration: you do not have to prove anything yet, but what you fill in must be true. A mistake in it can cost you the whole bid.
Written by the Atvalio editorial team: people who spent years bidding on tenders themselves. About us
What is the ESPD?
The European Single Procurement Document is a standard form from the EU rules. In it you declare that no exclusion grounds apply to you and that you meet the selection criteria. In the Netherlands the buyer creates it in TenderNed and attaches it to the tender. So you do not make your own version.
It is a self-declaration. The evidence, such as a certificate of conduct or your annual accounts, is usually only requested from the winner in an open procedure. Do read the tender documents carefully: sometimes references or certificates are asked for earlier. How that works for smaller companies, read in can a small business win a European tender.
The ESPD is a declaration on your word of honour. What you fill in, you must be able to prove later.
Which parts do you fill in?
| Part | What you fill in |
|---|---|
| I | Nothing. The buyer fills this in. |
| II A | Your company details, preferably with your Chamber of Commerce number, and whether you are a micro, small or medium-sized company. |
| II B | Only if someone other than the authorised representative in the company register signs. |
| II C | Whether you rely on another company to meet the requirements. |
| II D | Your subcontractors, only when the documents explicitly ask. |
| III | The exclusion grounds. You only see the questions that apply to this tender. |
| IV | Whether you meet the selection criteria. |
| V | Only in procedures with a shortlisting stage. |
| VI | Final statement and signature. |
Source: PIANOo, companies and the ESPD (Dutch practice).
Who fills in their own ESPD?
- ConsortiumEvery partnerIf you bid together, each participant submits its own ESPD.
- Relying on othersThe company you rely on tooIf you use another company’s references or standing, that company submits its own signed ESPD.
- SubcontractorUsually notA subcontractor you do not rely on for the requirements does not fill in its own ESPD. You give the requested details about it in your own.
What to watch
- Check the “I comply” buttonIn the Dutch TenderNed module it ticks all exclusion grounds at once. Handy, but you remain responsible for what it says. Go through every tick.
- Complete every explanationIf you answer “no” somewhere, or a ground does apply, the ESPD asks for an explanation. Do not leave it empty.
- Do not forget your partnersA consortium partner or a company you rely on without its own ESPD makes your bid incomplete.
- Sign itUnless the buyer says otherwise, you sign part VI. In TenderNed that can be with a scan or with a certificate ID. How to sign and submit the rest of your bid, read in the final week.
HOW ATVALIO HELPS
Atvalio reads from the tender documents which exclusion grounds and selection criteria apply, holds them against your company profile and shows where you comply and where you need an explanation. It warns you when a consortium partner or a company you rely on still has to fill in its own ESPD. You fill it in and sign it yourself.
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Sources
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