Electronic Catalog

The fundamental principle of this feature is the administration of an electronic catalog at the level of individual items. An economic operator maintains unit prices and stock availability for each item in the NEN system. Updates can be made at any time or upon receiving an catalog update notice. The electronic catalog can be only utilised when awarding public contracts in the dynamic purchasing system or based on a framework agreement.

This section describes catalog management solely via the user interface of the NEN system. catalog management can be realized via an interface between the economic operator’s system and the NEN system, and tender prices can subsequently be updated automatically via this interface.

At the moment of selecting values from the electronic catalog, the NEN system will automatically retrieve tender prices and stock quantities from the electronic catalogs of all economic operators. There is no traditional tender submission process. The economic operator does not perform any active action.

1. Tile "Electronic Catalog"

If you use the "Electronic Catalog" tile, the form is divided into two folders:

the "To Update the Price" folder contains a list of items currently requested by the contracting authority and designated for purchase. If there is no active deadline for updating the e-catalog to select items for the award of public contracts in the DPS or based on a framework agreement, the list will be empty. Editing information about individual items is possible only after the catalog is made accessible by the contracting authority,
the "All Items" folder.

Each item should be unique. The catalog may be expanded by the contracting authority over time. Currently, it includes a list of all items from all contracting authorities and all DPSs and FAs. Use filtering through the "Contracting authority" or "FA/DPS" columns.

If an economic operator does not want specific items from the electronic catalog to be used for the award of a public contract (see Section 215 (4)(b) of the ZZVZ), it is necessary to select "cross" in the "Submission allowed" column for these items. This operation can be performed in bulk using the export/import function of the electronic catalog. After the deadline for updating the e-catalog expires, the electronic catalog can be reset.

As soon as the deadline for updating the e-catalog expires (information about the deadline can be found in the update catalog notice received), the specific items will no longer be displayed in the "To Update the Price" folder.

2. Electronic catalog - the electronic catalog update based on an invitation

After receiving the invitation called "E-catalog update notice", you can view the details of the invitation through the "i" icon (the invitation can be found in the "Activities in My Procedures" tab, under the "Invitations" folder, located on the main screen on the right side).

In the top toolbar, click on the "Electronic catalog" button, the NEN system will automatically redirect you to the form where you can enter tender prices. Once the deadline for updating has passed, the "Electronic catalog" button will no longer appear in the top toolbar.

If an economic operator does not want specific items from the electronic catalog to be used for the award of a public contract (see Section 215 (4)(b) of the ZZVZ), it is necessary to select "cross" in the "Submission allowed" column for these items. This operation can be performed in bulk using the export/import function of the electronic catalog. After the deadline for updating the e-catalog expires, the electronic catalog can be reset.

To set a price for a customer number, if assigned, and add a price option for a specific record is possible by clicking on the "three dots" icon. The NEN system will create a new record for editing. The number of price options is limited in the NEN system by the contracting authority.

Other information

Explanation of selected columns in the item list

The structure of the electronic catalog may vary, for example, the contracting authority may not define the "Item code", "Item code type",
item code and item code type - defined by the contracting authority, may have different values or an industry-specific code,
submission allowed - automatically set to a "tick" by the NEN system. This parameter can be changed to a "cross" to exclude the item from consideration for awarding a public contract by the contracting authority (the item will not be offered),
originator’s price - specific field for the pharmaceutical purchasing area,
quantity in stock - please specify the current stock quantities, the NEN system will provide this information to the contracting authority. The contracting authority can take part of the required quantity from multiple economic operators based on their stock quantities,
price variant number - used, for example, to differentiate prices for different batches, i.e., if a specific item is offered at different prices. The contracting authority determines the "Maximum number of price options" that can be established,
customer number - identifies the contracting authority's internal component, allowing for different prices to be set for internal components,
equivalent code - allows to assign an economic operator’s equivalent product to the contracting authority’s requested item,
category - may be empty or contain information for auxiliary sorting. Categories are always different for different DPSs and FAs,
description of item - used to complement the item specification,
the contracting authority will make a purchase from e-catalogs of multiple economic operators - defined by the contracting authority, with an active choice indicating that items with the lowest price from all economic operators will be selected during evaluation. Otherwise, items will only be selected from one economic operator who can most advantageously supply all required items at once.

Export and Import of the Electronic Catalog