S.L. 601.07 · Part II · Rules on Contracts
Regulation 37. Rules applying to communication
Section 4 Communication
(1) All communication and information exchange referred to in this Title may be made by post, fax, electronic means in accordance with sub-regulations (4) and (5), telephone in the cases and circumstances referred to in sub-regulation (6), or a combination of those means, according to the choice of the contracting authority or entity.
(2) The means of communication chosen must be generally available and thus not restrict the access of economic operators to the tendering procedure.
(3) Communication and the exchange and storage of information shall be carried out in such a way as to ensure that the integrity of data and the confidentiality of requests to participate and tenders are preserved, and that the contracting authorities or entities examine the content of requests to participate and tenders only after the time-limit set for submitting them has expired.
(4) The tools to be used for communicating by electronic means, as well as their technical characteristics, must be non-discriminatory, generally available and compatible with information and communication technology products in general use.
(5) The following rules shall apply to devices for the electronic transmission and receipt of tenders and devices for the electronic receipt of requests to participate:
(a) information regarding the specifications necessary for the electronic submission of tenders and requests to participate, including encryption, shall be available to interested parties. Moreover, devices for the electronic receipt of tenders and requests to participate shall conform to the requirements of Schedule VII;
(b) contracting authorities or entities may, in compliance with Article 5 of Directive 1999/93/EC, require electronic tenders to be accompanied by an advanced electronic signature, in conformity with paragraph 1 thereof;
(c) contracting authorities or entities may introduce or maintain voluntary arrangements for accreditation intended to improve the level of the certification service provided for such devices;
(d) tenderers or candidates shall undertake to submit, before expiry of the time-limit laid down for submission of tenders or requests to participate, the documents, certificates and declarations referred to in regulations 40 to 45 and regulation 47, if they do not exist in electronic format.
(6) The following rules shall apply to the transmission of requests to participate:
(a) requests to participate in procedures for the award of contracts may be made in writing or by telephone;
(b) where requests to participate are made by telephone, a written confirmation must be sent before expiry of the time-limit set for their receipt;
(c) contracting authorities or entities may require that requests for participation made by fax must be confirmed by post or electronic means where this is necessary for the purposes of legal proof. Any such requirement, together with the time-limit by which it must be met, must be stated by the contracting authority or entity in the contract notice.
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