DOFFIN

Database for public procurement

User guide for suppliers

March 2014

ContestsContestsContestsContests 1 Information about Doffin ................................................................................................................ 3

2 Compatibility View .......................................................................................................................... 4

3 Log in ............................................................................................................................................... 5

3.1 Why log in as a supplier? ......................................................................................................... 5

3.2 How to log in ........................................................................................................................... 5

3.3 Forgotten your password? ...................................................................................................... 5

4 Register your Supplier Company ..................................................................................................... 7

5 Become a user on an already registered supplier company ........................................................... 8

6 Find your way inside your account .................................................................................................. 9

7 For administrators ......................................................................................................................... 11

7.1 Create additional users.......................................................................................................... 11

7.2 Change your company information ....................................................................................... 11

8 Search for publications .................................................................................................................. 13

8.1 Choose the sort order ........................................................................................................... 13

8.2 Filter your search ................................................................................................................... 13

8.3 Use the free text field search ................................................................................................ 16

8.4 Save your search profile ........................................................................................................ 17

9 Register interest to receive updates ............................................................................................. 18

10 View or download documents .................................................................................................. 19

11 Doffin support ........................................................................................................................... 20

1111 Information about DoffinInformation about DoffinInformation about DoffinInformation about Doffin

The national publication service www.doffin.no is the database where Contracting Authorities

announces their purchases.

All Notices above the Norwegian threshold of 500.000 NOK must be published on Doffin. For

purchases below 500.000 NOK publication on Doffin is optional.

The objective with Doffin is:

• Secure market knowledge about public procurement.

• Secure transparence and competition.

• Secure that tenders above EU thresholds (www.ojec.com/Threshholds.aspx) are published

on TED (Tenders Electronic Daily) which is the online version of the 'Supplement to the

Official Journal of the European Union', dedicated to European public procurement.

• Secure that the requirements of the publications follows the law.

• Gathering statistic about the public sector (as per tender documents)

The Doffin operator is Eu-Supply Holding Ltd (Eu-Supply). Direktoratet for forvaltning og IKT (Difi)

manages Doffin on behalf of Nærings- og fiskeridepartementet (NFD).

2222 Compatibility ViewCompatibility ViewCompatibility ViewCompatibility View

In Compatibility View, websites will be displayed as if you were viewing them in a previous version of

Internet Explorer, which will often correct display problems, but it can also cause problems if the

browser you are using is too old.

If you have clicked the Compatibility View button for Doffin earlier, the Compatibility View button

will be displayed in blue color in the top right corner.

If you want to stop using Compatibility View just click the Compatibility View button again and it will

turn grey.

We recommend you to turn Compatibility mode OFF for Doffin!

3333 Log in Log in Log in Log in

3.1 Why log in as a supplier? When you are logged in you can express interest to published notices on Doffin and access

documents that authorities has made available for logged in users only. You will also have the

opportunity to create your own personalized search profile.

3.2 How to log in • Go to www.doffin.no

• Type your user name and password into the login fields to the right hand and click the Login

button

3.3 Forgotten your password? • Select the link for forgotten your password. It can be found both under the login field to the

right and on the Supplier page

• Type your email address and push the send button

• Your username and a temporary password will be sent to your email address from

norepy@doffin.no.

• Close all open Internet browsers

• Select the link included in the email with your login information

• Type your login information. Please note that the password is case sensitive and if you copy

and paste you need to make sure no extra space is included in the beginning or the end. The

system will consider this as additional signs and you won’t be able to login.

• If you return to the page where you first entered your email address to retrieve new login

information, it means that you have entered the wrong user name or password. Do not type

your email address again. Instead close the page, and start over by clicking on the link

included in the email again and enter your login information one more time.

4444 Register your SRegister your SRegister your SRegister your Supplier upplier upplier upplier CompanyCompanyCompanyCompany

Register your company will allow you to login and express interest to Notices. If you express interest

the Authority has the opportunity to alert you by email when amendments are made or new

documents are uploaded. They can also inform you if the tender is cancelled.

• To register, go to www.doffin.no

• Select Suppliers at the top of the page

Select ‘Supplier company registration’ and complete the form. All mandatory fields are marked with

a star (*). Don’t forget to save at the bottom of the page.

Company registration is free of charge at Doffin.

The first user who registers the supplier company will automatically become the “Company

administrator” for your supplier company. The first user (company administrator) will be able to

create additional users for your supplier company so that they can log in to Doffin as well. The

company administrator also will be able to change administrator or create more company

administrators.

There is no limitation for how many users or administrators a supplier company can have in Doffin

but make sure that all added users belong to the same organization number. In case the user belongs

to a different organization number a new company registration should be created for this number.

Should your company already be registered with same organization number, you will be notified with

a warning message - please contact Doffin Support by email, who will inform you about the company

administrators. You can then contact them if desired to get your own user account. Further

registration with identical registration numbers is permitted, but will manifest itself as multiple

registrations on Doffin.

It will not be possible to merge these registrations afterwards.

5555 Become a user on Become a user on Become a user on Become a user on an already registered supplier can already registered supplier can already registered supplier can already registered supplier companyompanyompanyompany

Contact your company administrator or one of them if there are several administrators and ask them

to create a user account for you.

If you are uncertain on who your company administrator is, please contact Doffin support, who can

find out this information for you. You need to send this request by email at support@doffin.no since

the support cannot answer this question over the phone. You must also send the email from your

company email address. The support will only inform you about administrators in companies

registered with the same email domain as your own.

6666 Find your way inside your accountFind your way inside your accountFind your way inside your accountFind your way inside your account

After logged in you will see a menu at the top of the page:

1. Select to go back to your start page

2. Select to read any system messages sent regarding the notices you have expressed

interest to

3. Select to see a list of links to relative pages which can give you useful help or

information

4. Selecting Adminstration will open a drop down menu with ‘User profiles’ and if you are the

administrator also ‘Company administration’. From here you can manage your company

information or the user accounts connected to your company registration. Company users

will only see ‘User profiles’ and can only view the information about available users- and

administrators but cannot edit any of this information.

5. By clicking on your name you can view and edit your personal user account, e.g. change your

password, email address or user name.

Below the menu, to the left, you find your available services. If you select Search publications you will

be redirected to the publication search page. You are still logged in and can go back to the previous

page by clicking on the back button (the arrow) at the top left corner of your browser.

If you have already registered interest in notices you will find the information under ‘My registered

interests’. Click the Ongoing link to find any notices that you have registered interest to that are still

active. If you click the Total link you will see all old notices which you have registered interest to

earlier.

From the Ongoing list you will see the notice id, the Name and the authority’s internal reference

under Publication, which is the one you select to open the notice information, i.e. attached

documents, published amendments etc. You will also find a short cut link to the notice, the

publication and expire dates.

If you select the publication link, i.e. the Authority’s internal reference you will find all available

information about the notice.

7777 For administratorsFor administratorsFor administratorsFor administrators

7.1 Create additional users Select Administration at the top and select User profiles

You will now see a list of active users on your company registration.

1. The user you are logged in with is shown as bold. Select your name to view and edit any

personal information, e.g. user name, password, email address.

2. Additional users are seen from here as well. Select the user’s name to be able to edit this

user’s personal information, e.g. user name, password, email address.

3. The user’s role is presented. Company administrators have full access to everything in the

account. Company users have access to only their personal information and those notices

they have been given access to.

4. Last logged in by the user is presented.

5. Click Create user to add additional users to your company account.

6. Tick the box next to the user’s name and then click Delete if you would like to remove a user

from your company account.

7. Create different user groups and add users into these groups. You can then give access to a

notice to a whole group of users at once instead of adding the users one by one.

8. Click Done when you wish to leave this page.

7.2 Change your company information Select Administration at the top and select Company administration

Click Edit at the bottom of the page to change the company contact information.

You cannot change the organization number. This has to be changed by Doffin support team who will

compare the details with The Brønnøysund Register Centre before changing. The support needs an

email from your company email address to change this information. You can also register a new

suppler account with the new organization number if you prefer.

Click Edit at Company profile to update detailed information of the company.

8888 Search for publicationsSearch for publicationsSearch for publicationsSearch for publications

Go to www.doffin.no/notice to search for publications made in Doffin. You can use the filter to the

right or type a keyword or phrase into the keyword field or combine them both. The two search

buttons; one next to the keyword field and one below the filter (bottom right) can be used for both

keyword search and filter search.

8.1 Choose the sort order You can choose how to sort the result or your search. Choose how by selecting sorting order in the

drop down to the right.

8.2 Filter your search There are several search filters available. It is possible to use just the one or all at the same time.

After all filter are set you click the search button next to the free text search box with or without any

keywords.

Counties and municipalities

Select the county or the municipality from the drop down. If you type the first letter and click enter

you can fast jump down the list.

Notice type

Select the type of Notice you are interested in from the drop down.

Publication type

Select the type of Notice you are interested in from the drop down

Include expired notices

If you select the ‘Include expired notices’ check box, this will allow you to carry out searches where

the expiry date has passed.

Categories

For the filter Categories, Doffin uses the CPV (common procurement vocabulary) code system to

categorize business sectors. The CPV code system uses a groups and subgroups system. The CPV

establishes a single classification system for public procurement aimed at standardizing the

references used by contracting authorities and entities to describe the subject of procurement

contracts.

Click in the Category field and a pop up window will appear.

Type a keyword (1) and click ‘Apply’ to search for categories or choose find your category in the list.

Select the check box next to the code. You can find sub codes if you select on the arrow next to the

code. Select the check boxes next to the desired codes (3) and click ‘Select’ at the bottom of the

page (4).

Your search will include all notices with any of the codes included in the same tree of codes as you

have selected.

Doffin reference

Type the exact reference to search for a notice. Doffin reference has the format yyyy-111111. You

can only use this field to search for original publications, not amendments. However, you will find

any amendment made when you open the original notice.

Expire date

You can filter your search by the expiry date. Your search will then only include notices within this

timespan:

• Click in the Expire date from field and select the required expire date from the calendar. You

can also enter a date directly in the from field in the format mm/dd/yyyy

• Click in the Expire date to field and select the required expire date from the calendar. You

can also enter a date directly in the to field in the format mm/dd/yyyy

Publication date

You can filter your search for a notice based on the publication date- Your search will then only

include notices within this timespan:

• Click in the Publication from field and select the required publication date from the calendar.

You can also enter a date directly in the from field in the format mm/dd/yyyy.

• Click in the Publication to field and select the required publication date from the calendar.

You can also enter a date directly in the to field in the format mm/dd/yyyy.

8.3 Use the free text field search • You can search for any keywords used by the contracting authority in their notices. You can

also search for phrases using double quotation marks (“…”)

• To exclude words from your search, use a minus sign (-) before the words that should be

excluded.

• To avoid too many results in Doffin ignores common words like “and”, “or, “, “http” etc. If

you want to make sure to only search for notices including a word that you suspect might be

a “stop” word, please the plus (+) sign before the word.

8.4 Save your search profile Select all desired filters and/or keywords and click Search. Save your search as a Bookmark. The quick

way is to click Ctrl+D in your web browser. Or follow the instructions below suitable for your

browser.

Internet Explorer

• Select the star at the top left corner

• The bookmark is automatically added next to the star.

Google Chrome

• Select the star in the top right corner

• The start goes yellow. Click Done

Mozilla Firefox

• Select the star to the right

• The start goes yellow. Click Done

9999 Register interestRegister interestRegister interestRegister interest to receive updatesto receive updatesto receive updatesto receive updates

From the Notice search page http://doffin.no/notice, select the title of the desired notice to view

more information.

Click Register interest button.

You need to be logged in before you can register interest though. This button will redirect you to one

of the following pages from where you then can register interest:

1. The Register interest page at Doffin – if the notice is created in Doffin

2. The login page – if the notice is created in Doffin and if you didn’t log in before you searched

3. An external tendering system – if the tender is managed in an electronic system outside of

Doffin and sent from this system electronically)

You will now receive email alerts when the authority sends new information.

You can withdraw your interest if you login, open the notice and then click Withdraw interest.

10101010 View or download View or download View or download View or download documentsdocumentsdocumentsdocuments

If the authority has made the documents publically available you can download these documents by

clicking on the document folder icon on the right hand.

You will see the documents listed and can view or download them by clicking at the document name.

If it isn’t possible to select the documents you need to register interest before you can open or

download them. The status eye will then be grey to show that the authority has restricted the

documents from public view.

11111111 Doffin supportDoffin supportDoffin supportDoffin support

For further guidance or technical support, please contact Doffin support at:

Phone: 23 96 00 10

Email: support@doffin.no