Qualification documents and bid templates
A company library of register extracts, declarations of honour, references, certificates and personal documents for tender bids, plus an overview of bid document templates.
Tenders keep asking for the same paperwork: extracts from registers, declarations of honour, certificates of completion, certifications, insurance policies, CVs and authorisations of the people in the team. The Doklady kvalifikace (Qualification documents) library keeps them in one place. You upload a document once and in a tender you simply attach it to a qualification requirement. You will find it in the menu under Lists → Doklady kvalifikace, and next to it Lists → Vzory nabídky (Bid templates).
Access comes with Tenders: whoever sees tenders also sees the library. Documents can be added, generated and deleted by those who may edit tenders.
Document library
The table shows Název (Name; with the attached files), Druh (Type), Osoba / vydal (Person / issued by), Platnost do (Valid until), Podepsáno (Signed; for certificates, whether the client has confirmed them) and Použito (Used; how many tender qualifications the document is attached to). The switch at the top filters Vše (All), Firemní (Company) or Osobní (Personal) documents.
Platnost do is watched by a coloured label. An extract older than three months is a common reason for a bid to be excluded, so it is worth keeping an eye on expiry.
Document types
- company: extract from the Commercial Register, extract from the Trade Licence Register, declaration of honour, certificate / reference of completion, ISO certificate / management system, insurance policy / certificate, confirmation from an authority (tax office, ČSSZ…), other document,
- personal (belonging to a specific person): CV, certificate of authorisation (ČKAIT), ID card / personal certificate.
Register extracts are not created manually; they are downloaded with the Stáhnout výpis (Download extract) button (see below).
Adding a document
- Click Přidat doklad (Add document).
- Fill in Název dokladu (Document name) and Druh dokladu (Document type). For a personal document, select the Osoba (Person) (a document with a selected person is listed among personal documents in the library).
- Add Vydal (Issued by), Vydáno (Issued on), Platnost do and Poznámka (Note).
- For a reference (certificate of completion), also fill in Popis a rozsah provedených prací (Description and scope of the work performed), Místo plnění (Place of performance), Doba plnění od/do (Performance period from/to) and Kontaktní osoba objednatele (Client's contact person) with phone and e-mail.
- Upload the Soubor (File) (a PDF or a JPG, PNG or WebP image up to 20 MB) and save.
A document can also be created directly from a tender: when attaching a document to a qualification requirement, you upload a new file, and it is saved to the library and attached right away.
Register extracts
The Stáhnout výpis button offers Výpis z obchodního rejstříku (Extract from the Commercial Register) and Výpis ze živnostenského rejstříku (Extract from the Trade Licence Register). The extract is downloaded as an official document from or.justice.cz or rzp.gov.cz respectively and saved to the library. For this, the company must have its company ID (IČO) filled in under Company settings.
When an extract is about to expire (less than 14 days left), it is downloaded again automatically as soon as someone with edit rights opens the library.
General declaration of honour
The general declaration of honour is created in the library automatically the first time someone with edit rights opens it, provided the company has its company ID filled in. In a tender, the Doložit vše čestným prohlášením (Cover everything with a declaration of honour) button attaches it to all qualification requirements that are not yet ticked off and ticks them.
References from the Register of Contracts
The Reference z registru smluv (References from the Register of Contracts) button searches the Register of Contracts for contracts in which your company is the supplier and creates the selected ones as references. The register publishes only the subject and price, so after creating them the app offers Dohledat soutěže (Find tenders): it goes through the contracting authorities' profiles and, for each reference, offers the original tender it found for confirmation, so that the description and scope of work can be filled in. Such a reference has the Open the contract in the contract register icon.
When the app does not find the contracting authority, it offers to enter the address of its profile manually. The address must be a public web page. The app remembers addresses on known portals (NEN, E-ZAK on ezak.cz, Portál pro vhodné uveřejnění, Tenderarena, EVEZA) for all companies, and other addresses (for example E-ZAK on the contracting authority's own domain) only for your reference.
Client's certificate
The contracting authority usually wants a certificate signed by the client for each reference. The app can prepare it and have it signed:
- For a reference, click the Build the client's certificate from the contract data icon. A PDF certificate is created. The icon is shown only for documents of the Osvědčení / reference o realizaci (Certificate / reference of completion) type and for references from the Register of Contracts; it is not shown for an ISO certificate or an extract from a register, as there is no client there.
- The app reminds you what needs to be added (typically the period and place of performance). You fill in the details in the reference detail and build the certificate again with the Regenerate the client's certificate from the current data icon.
- With the Send the certificate to the client for confirmation icon, enter the E-mail objednatele (Client's e-mail), optionally the Oslovení (Salutation) and Vlastní text e-mailu (Custom e-mail text).
- The client opens the link from the e-mail, fills in Jméno a funkce podepisujícího (Signatory's name and position) on the Osvědčení o realizaci k potvrzení (Certificate of completion for confirmation) page and signs. The link is valid for 30 days from sending, and once the certificate is signed it cannot be signed again; if the link expires, send the certificate again, which renews its validity.
- The confirmation appears in the Podepsáno column.
The contracting authority usually does not accept an unsigned certificate. The Podepsáno column shows which references are still missing the confirmation.
Bid templates
The Vzory nabídky page shows what a tender bid consists of and where each document comes from. It is read-only; the documents themselves are created in the tender (Dokumenty → Skladba nabídky, Documents → Bid composition).
| Document | Where it comes from |
|---|---|
| Krycí list nabídky (Bid cover sheet; mandatory) | created by the system |
| Čestné prohlášení o kvalifikaci (Declaration of honour on qualification; mandatory, § 86(2) ZZVZ) | created by the system |
| Seznam poddodavatelů (List of subcontractors; mandatory, § 105 ZZVZ) | created by the system |
| Návrh smlouvy o dílo (Draft contract for work; mandatory) | uploaded ready-made |
| Harmonogram prací (Work schedule) | uploaded ready-made |
| Oceněný výkaz výměr (Priced bill of quantities; mandatory) | uploaded ready-made |
| Seznam referenčních staveb (List of reference projects) | from the document library |
| Výpis z obchodního rejstříku and Výpis ze živnostenského rejstříku | from the document library |
| Doklady kvalifikace (ISO, insurance policies, authorisations, CVs) | uploaded ready-made |
For documents created by the system, Náhled (Preview) shows a sample with your company's logo and details. In the tender, the real document is automatically filled with the tender name, contracting authority, deadline, bid price, and the company's ID (IČO), VAT number (DIČ) and address.