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eCertis

State of play: 11 February 2019

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About

eCertis is an online database listing the eligibility criteria and documentary evidence needed in each European Economic Area (EEA) country for companies to take part in public procurement.

Public procurement – the purchase of works, goods or services by public bodies – is regulated in these countries to ensure compliance with the principles of transparency, equal treatment and non-discrimination.

To be able to bid for a public contract, firms need to know what rules apply and what criteria they have to meet. The EU has set out these criteria in 2 legal acts:

To prove they meet the eligibility criteria (a term used for both the exclusion criteria and what the Directives call the selection criteria), companies must provide evidence documenting:

eCertis is managed by the Commission and participating countries are obliged to make sure the information in it is accurate and up to date.

Participants:

All 28 EU countries, plus Iceland, Liechtenstein and Norway. The database may later expand to include any countries that join the the EU.

Countries interested in connecting their e-procurement systems to eCertis can apply for Connecting Europe Facility (CEF) grants

Advantages:

eCertis helps:

Please note:

eCertis is to be used for reference purposes only. It shows the type of information required as evidence in each country. eCertis may suggest that a document from country A is comparable to another document from country B, but this information is not legally binding.

Performance

1. by indicator

For eCertis to be reliable, the participating countries must upload all the necessary information.

There are 2 indicators to show the extent to which each country is doing this:

Categories of criteria

Data are collected in 3 categories of “grounds for exclusion”:

and 4 categories of “selection criteria”:

2. Overall
(the 2 indicators combined)

Method:

Combining indicator 1 and indicator 2 gives the overall classification.

It follows the rule:

Red if both indicators are red
Yellow if all indicators are yellow, or if some indicators are yellow and the others are red, or when 1 indicator is green and the others are yellow
Green if all indicators are green, or if 2 indicators are green and 2 indicators are yellow, or if 3 indicators are greens and 1 indicator is yellow

Indicator [1] – Criteria Completeness

For exclusion grounds:
For selection criteria:
Calculation Method:

The graph shows the percentage of the criteria set at EU level that have been recorded in eCertis for each country.

Colours are assigned as follows:

Red ≤ 0 %
Yellow > 0% ≤50 %
Green > 50 %
Comments:

Indicator [2] – Evidence recorded

For exclusion grounds:
For selection criteria:
Calculation Method:

This indicator categorises the relevant countries based on the number of items of evidence recorded in the system for each type of criterion. If the country has not entered any evidence data, the indicator is red; if it has entered more than one item of evidence, the indicator is green.

The final classification is calculated as follows:

Red all criteria are red
Yellow a mixture of red and green values
Green all criteria are green
Comments:

If the indicator is zero, it means the country has not entered any data in the system. For exclusion grounds, all countries have entered at least some data, while for selection criteria, Belgium, Spain, Croatia, Lithuania, and the UK have not entered any data.

The following countries have data available for all categories of exclusion grounds and selection criteria: Bulgaria, Cyprus, Czechia, Germany, Denmark, Greece, Finland, France, Hungary, Italy, Latvia, Malta, Poland, Portugal, Slovenia and Slovakia.

Facts and Figures

Types of evidence

Calculation method

This graph shows the number of items of evidence that may be used and potentially required in a public procurement contract in participating countries. They have been broken down into 3 types: certificates, declaration on oath and self-declaration. The graph shows the differences in the regulatory systems used in each country.

Comments

The total number of items of evidence entered as certificates, declaration on oath or self-declaration varies significantly, from 2 in Norway and Belgium to 45 in Germany.

Self-declarations are prevalent in some countries, such as Bulgaria, Denmark, Greece, France, Latvia, Portugal and the UK. In others, certificates are the only items of evidence to be provided. This is the case for Austria, Iceland, Italy and Luxembourg.

Percentage of items of evidence available online, by country

Calculation method

This graph shows online evidence as a percentage of all items of evidence recorded in the database per country. The link enables eCertis users to access the database and obtain - in some cases - the evidence online.

Broadly speaking, the graph gives an indication of how much information is available online in the databases. However, a 0 % result could be due to other reasons. For instance, the relevant links may not have been added in eCertis, or the information may not be publicly accessible online. (For instance, if there is no database and suppliers use self-declaration to confirm compliance with a given requirement.)

Comments

In Estonia and Norway, over half the total number of items of evidence are accessible online to buyers or bidders. Hungary and Iceland also have a high score.

Items of evidence with samples

Calculation method

This graph shows the percentage of items of evidence entered in eCertis for which a PDF sample is available, for each country. There may be no samples available for certain types of evidence: some countries, for instance, do not have a specific form for self-declaration.

Comments

Countries with higher percentages have attached a large number of samples in relation to the items of evidence recorded in eCertis. This is the case with Spain, Ireland, Luxembourg, Malta, and Romania.

Croatia, Liechtenstein, Portugal and the UK have no samples available in eCertis.

Priced evidence

Calculation method

This graph shows the number of items of priced evidence (items for which a fee is charged to access them) recorded in the system for each country.

Comments

Most countries charge a fee to access evidence on a national level. Germany, Bulgaria, Portugal and Italy have particularly high numbers of items of evidence for which a fee is charged.

In contrast, all evidence from Spain, France, Hungary, Ireland, Latvia, Norway, and the UK is accessible free of charge. Free access to evidences increases participation in public procurement procedures.

Additional figures

Achievements

A new version was launched in November, with new features and bug fixes, to:

Priorities