Regulations on the file format of attachments in online bidding in Vietnam from January 1, 2025

Regulations on the file format of attachments in online bidding in Vietnam from January 1, 2025​ (Image from the internet)

Regulations on the file format of attachments in online bidding in Vietnam from January 1, 2025

On November 17, 2024, the Minister of Planning and Investment of VIetnam issued Circular 22/2024/TT-BKHDT guiding the provision and uploading of information on contractor selection and bidding documents templates on the National Online Bidding System.

According to Article 5 of Circular 22/2024/TT-BKHDT, the format requirements for attached files in online bidding from January 1, 2025, are as follows:

(1) Files uploaded to the System must ensure:

(1.1) Files are open and readable using common software such as: MS Office or Open Office for documents; software for reading PDF files; common design software like AutoCad, Photoshop; and image viewing software integrated in Windows OS. Files must use fonts from the Unicode character set;

(1.2) Compressed files can be opened using common decompression software such as the built-in ZIP decompression software in Windows OS or Rar or 7Zip. If using compressed files, they must adhere to the format requirements in (1.1) after decompression;

(1.3) Files must not be virus-infected, corrupted, or password-protected.

(2) If the attached files in the invitation for expressions of interest, E-HSMQT, prequalification documents, E-HSMST, bidding documents, E-HSMT, terms of reference, online quotations, and online procurement do not meet the requirements in (1) or cannot be opened or read for any other reason, the inviting party must upload and re-issue all of the aforementioned documents.

(3) If the attached files in E-HSDT, E-HSQT, E-HSDST, or academic profile documents do not meet the requirements in (1) leading to the files not being openable or readable, these files will not be considered or evaluated.

Regulations on account management and use of digital certificates in Vietnam

(1) Creating professional accounts:

Participation account on the System creates and delegates rights to corresponding professional accounts with the roles of Organizations participating in the System as stipulated in Clause 8, Article 3 of Circular 22/2024/TT-BKHDT; locks, unlocks; resets passwords, authentication methods, authentication devices for professional accounts.

(2) Use of digital certificates on the System:

- Organizations and individuals issued with digital certificates when participating in the System must register for the use of digital certificates as guided in the Usage Guide. The digital certificate used on the System is the certificate issued to the organizations and individuals specified in Clause 8, Article 3 of Circular 22/2024/TT-BKHDT;

- Digital certificates are used to create digital signatures and authenticate organizations and individuals;

- Registration for use, change, and cancellation of digital certificate information for organizations and individuals participating in the System is conducted on the System according to the Usage Guide;

- Organizations and individuals participating in the System are responsible for ensuring the accuracy of the digital certificates used on the System.

(Article 7 of Circular 22/2024/TT-BKHDT)

Regulations on sending and receiving electronic documents on the System in Vietnam

- Electronic documents as stipulated in Clause 4, Article 3 of Circular 22/2024/TT-BKHDT carry legal value, serving as a basis for reference, comparison, and authentication of information for evaluation, verification, inspection, auditing, and disbursement as per legal provisions.

- The timing for sending and receiving electronic documents is determined based on real-time records on the System. Successfully sent electronic documents are stored on the System.

- When users send electronic documents on the System, the System must respond to the user regarding the success or failure of the submission.

- Organizations registered successfully on the System have the right to access the status of their electronic documents and other information on the System. Transaction history information is used to resolve disputes (if any) concerning the sending and receiving of electronic documents on the System.

- Organizations and individuals conducting inspections, audits, and disbursements may not require paper documents when equivalent electronic document retrieval can be performed on the System, except in cases requiring verification with original documents.

(Article 8 of Circular 22/2024/TT-BKHDT)

>> CLICK HERE TO READ THIS ARTICLE IN VIETNAMESE