What is a Uniform European Tender Document (UEA)?

The Uniform European Procurement Document (UEA), also known as the European Single Procurement Document (ESPD), is a standard document used in public procurement within the European Union. The UEA is designed to simplify the procurement process by introducing a standardized, digital form that allows companies to certify that they meet the selection criteria of a tender. Instead of submitting extensive supporting documents during the tender process, companies can use the UEA to confirm their eligibility to participate in the procurement process.

The UEA is an important step toward greater transparency, simplicity and access to the European procurement market. The document makes it easier for companies to participate in tenders in multiple member states without a complicated administrative burden. In this article, we discuss exactly what the UEA entails, how it works, and the benefits it offers to both contracting authorities and bidders.

What is the Uniform European Tender Document (UEA)?

The Uniform European Tender Document (UEA) is a standardized form used in public procurement within the European Union. It is designed to allow companies to provide a self-declaration indicating their compliance with the contracting authority's required selection criteria. By using the UEA, companies do not have to submit extensive supporting documents, such as financial reports or certificates, immediately with the tender. These supporting documents need not be submitted until the company is actually awarded the contract or is in the final stages of the tender.

The UEA is mandatory for tenders above the European threshold values. For smaller, national tenders, the UEA can be used optionally.

Why is the UEA important?

The UEA plays a crucial role in simplifying the procurement process, especially for cross-border procurement within the European Union. Before the introduction of the UEA, companies had to submit extensive and often complex administrative documents in each country where they participated in a procurement. This could be time-consuming and costly, especially for small and medium-sized companies that wanted to participate in foreign tenders.

The UEA allows companies to uniformly declare compliance with requirements, making it easier for them to participate in tenders in multiple EU member states. This document has the following advantages:

• Reduction of administrative burden: Companies no longer need to provide extensive evidence for each tender, saving time and resources.
• Access to international markets: Companies can more easily participate in tenders in other EU countries, which is especially useful for SMEs (small and medium-sized enterprises).
• Transparency and simplification: Using a standardized document provides greater transparency and a simpler process for both bidders and contracting authorities.

The structure of the UEA

The UEA consists of four parts, each with a specific function within the procurement process. These parts help the contracting authority to verify that the tenderer meets the specified requirements without directly requesting documentary evidence.

3.1. Part I: Information on the procurement procedure and the contracting authority.

This section provides basic information about the procurement procedure and the contracting authority. It describes the name of the procuring entity, the procurement reference number, and the nature of the contract.

3.2. Part II: Bidder information.

This section contains all relevant information about the company participating in the tender, such as:

• Company name and legal form.
• The address and contact information of the company.
• The company's representatives and their powers to act in the procurement.

3.3. Part III: Grounds for exclusion.

Here the company indicates whether it falls under certain grounds for exclusion, such as:

• Convictions for criminal offenses (e.g., fraud or corruption).
• Non-compliance with fiscal and social obligations.
• Insolvency or bankruptcy.

Companies falling under these grounds for exclusion may be excluded from participating in the tender.

3.4. Part IV: Selection criteria.

This section focuses on the selection criteria the company must meet to be considered for the contract. This may include:

• Financial and economic standing.
• Technical and professional competence.
• Specific experience or references.

The UEA allows companies to declare that they meet these selection criteria without having to directly provide extensive supporting documents.

How do you use the UEA?

Completing the UEA is a mandatory part of the bidding process for many European tenders. Fortunately, completing the document is a standardized process that has been simplified by the European Commission through an online platform.

4.1. UEA Online Tool.

The European Commission has developed an online UEA tool that helps registrants fill out the document. The tool guides companies step by step through the various sections of the UEA, making it easier to fill it out correctly. Once completed, the document can be downloaded and submitted as part of the tender.

4.2. The UEA in practice

In practice, the UEA is often supplied as part of the first phase of a tender. By doing so, companies indicate that they meet the requirements of the tender, but do not initially have to attach supporting documents. Only at a later stage of the tender are the final supporting documents requested from the companies that have a chance of winning the contract.

Benefits of the UEA for companies

The use of the UEA offers several advantages for companies participating in tenders within the EU:

• Less administrative burden: Companies do not have to resubmit all documents for every tender, saving time and resources.
• Easier cross-border tendering: The uniform nature of the UEA makes it easier for companies to participate in tenders in other EU countries.
• Better access for SMEs: SMEs often struggle to keep track of all required documentation. The UEA lowers the threshold for participation in tenders, allowing more SMEs to compete for contracts.

Common mistakes and tips for completing the UEA

Although the UEA is a standardized document, mistakes can still be made when completing it. Below are some tips to avoid common mistakes:

• Ensure complete and accurate information: It is essential that all sections of the UEA be completed completely and accurately. Incomplete information may result in exclusion from the tender.
• Be aware of the grounds for exclusion: Check carefully if your company falls under any of the grounds for exclusion and fill out this section accurately.
• Use the online tool: Use the online tool developed by the European Commission to complete the UEA. This helps avoid errors and ensures that the document is formatted correctly.

Conclusion

The Uniform European Tender Document (UEA) is a powerful tool for companies wishing to participate in public tenders within the European Union. Using the UEA makes the bidding process simpler, more transparent and accessible to companies of all sizes. It reduces the administrative burden and enables uniform participation in tenders in different EU member states.

Completing the UEA correctly is an important first step in the procurement process. By paying attention to the exclusion grounds and selection criteria, and by using the available online tools, companies can increase their chances of success.