The PEPPOL Business Interoperablity Specification, “BIS” from here on after, has been developed by the OpenPEPPOL AISBL Pre Award Coordinating Community and is published as part of the PEPPOL specifications.
1. Principles and prerequisites
This chapter describes the principles and assumptions that underlie the use of PEPPOL Pre-award Catalogue request. It is based on P002 - Procurement Document Access.
This BIS will identify, explain and justify the business requirements for the Pre-award Catalogue request. It provides syntax bindings to OASIS UBL 2.1. It also includes a syntax implementation guide.
1.1. Scope
The intended scope for this {peppol} BIS includes business-to-government (B2G) relationships. Although the BIS is a basis for an EDI agreement between two parties, it does not address all business level details of such an agreement/contract.
The Pre-award Catalogue request is intended to be used in different tendering processes in the context of P002 - Procurement Document Access.
1.2. Parties and roles

1.2.1. Parties
- Customer
-
The customer is the legal person or organization who is in demand of a product, service or works. Examples of customer roles are buyer, consignee, debtor and contracting body.
- Supplier
-
The supplier is the legal person or organization who provides a product, service or works. Examples of supplier roles are seller, consignor, creditor and economic operator.
1.3. Benefits
PEPPOL BIS pre-award catalogue request will stimulate the service provider marked to develop services that cover tendering processes both for contracting authorities and economic operators. The Pre-award catalogue request will:
-
make it possible for the CA to specify their procurement needs in form of a structured catalogue
-
save time for the CA to have a standardized list of products and services
-
make it possible for the CA to use the pre-award catalogue request in mini-competitions and re-opening of competitions
-
make it possible for economic operators to use the PEPPOL BIS pre-award catalogue xml when up-loading the tender in a 3-corner model on condition that tendering systems are compatible.
2. Pre-award Catalogue request transaction business requirements
Requirement id | Description |
---|---|
General |
|
tir-001 |
A pre-award catalogue request shall be uniquely identifiable. |
tir-002 |
A reference to the corresponding call for tender by its identifying property document this pre-award catalogue request is a part of shall be always specified. |
tir-003 |
It shall be possible to check that the pre-award catalogue request is authentic. |
tir-004 |
It shall be possible to audit the integrity and authentication of the information content. |
tir-005 |
It shall be possible to check the integrity and authentication of the information content. |
tir-006 |
The transaction shall contain all information necessary for its application. |
tir-007 |
It shall be possible to specify information requirements on the pre-award catalogue. |
tir-008 |
A pre award catalogue request shall contain the issue date. |
tir-009 |
The contracting body shall be identified with a name, in addition the postal address, the country of registration, an endpoint and an identifier might be used. |
tir-010 |
It shall be possible to state the issue time. |
tir-011 |
A pre award catalogue request shall contain information on the contracting authority. |
tir-012 |
A pre award catalogue request shall contain information on the receiver, often an economic operator. |
tir-013 |
The receiver shall be identified with a name, in addition the postal address, the country of registration, an endpoint and an identifier might be used. |
tir-014 |
The pre award catalogue request may include information about contacts to obtain additional information. |
Item |
|
tir-020 |
An item in a pre-award catalogue request shall be uniquely identifiable by a name and an identifier. |
tir-021 |
An item may have a description. |
tir-022 |
It shall be possible to refer an item to the corresponding classes from one or more classification systems. |
tir-023 |
It shall be possible to specify information requirement on the items. |
tir-024 |
It shall be possible to specify the required physical location for an requested item.
|
tir-025 |
It shall be possible to state requirements on how the item can be ordered. |
tir-026 |
It shall be possible to state requirements on how the item should be delivered. |
tir-027 |
It shall be possible to specify the quantity of an requested item intended to be tendered by the contracting authority. The quantity might be a range of quantities with a minimum and maximum value. |
tir-028 |
The CPV code for an item may be specified. |
tir-029 |
It shall be possible to specify the "non-functional" requirements on requested items referring to environmental, social or other "non-functional" characteristics of the item requirements that might be proven by a means of proof according to 2014/24/EU, Art. 43. |
tir-030 |
It shall be possible to provide additional specification for an requested item as an additional document, e.g., technical specifications or blueprints. |
tir-031 |
It shall be possible to specify an upper price limit on a requested item. |
Item property |
|
tir-050 |
An item property has to be uniquely identifiable. |
tir-051 |
It shall be possible to define an item property in free text. |
tir-052 |
It shall be possible to specify the maximum and/or minimum values of an item property. |
tir-053 |
It shall be possible to specify a range of allowed values for an item property. |
tir-054 |
It shall be possible to refer from an item property to any product groups that are specific, using standardized and predefined properties from accepted standards. |
tir-055 |
It shall be possible to refer from an item property to any property from a product/service classification system, using standardized and predefined properties from accepted standards. |
tir-056 |
It shall be possible to state that an item property in the catalogue is mandatory, optional, not allowed or for information. |
4. Code lists
4.1. Code lists for coded elements
4.1.1. Attachment description code
Qualifier |
|
---|---|
Document location |
|
Source codelist |
4.1.2. Mime code of attached document
Qualifier |
None |
---|---|
Document location |
|
Source codelist |
Subset of IANA and AutoCAD file type. |
Structured content |
application/xml |
---|---|
Documents |
application/pdf |
Images |
image/png |
image/jpeg |
|
image/tiff |
|
Video |
video/mp4 |
Drawings |
application/acad |
application/autocad_dwg |
|
application/dwg |
|
drawing/dwg |
4.1.3. Country code
Qualifier |
|
---|---|
Document location |
|
Source codelist |
4.1.4. Contract type (procurement project identifier)
Qualifier |
|
---|---|
Document location |
|
Source codelist |
Subset of UN/CEFACT code list 1001, D.17A |
Code | Description |
---|---|
311 |
Request for quote |
4.1.5. Item price type
Qualifier |
|
---|---|
Document location |
|
Source codelist |
4.1.8. Item VAT category code
Qualifier |
UNCL5305 (schemeID) |
---|---|
Document location |
|
Source codelist |
Subset of UN/CEFACT code list 5305 |
Code | Description |
---|---|
AE |
Vat Reverse Charge |
E |
Exempt from Tax |
S |
Standard rate |
Z |
Zero rated goods |
H |
Higher rate |
AA |
Lower rate |
4.2. Code lists for identifier schemes
Business Term | Applicable XPath | Code list (link or subset values) |
---|---|---|
Electronic address identifier (Endpoint) |
cbc:EndpointID[@schemeID] |
{policy8} |
Party identifier |
cac:PartyIdentification/cbc:ID[@schemeID] |
{policy8} |
5. Descriptions of selected parts of the transaction
5.1. Parties
In the pre-award catalogue request you can provide information on the following parties:
- Catalogue request provider
-
The party that sends the catalogue request. Information on catalogue request provider is mandatory
- Catalogue request receiver
-
The party that receives the catalogue request. Information on catalogue request receiver is mandatory
<cac:ProviderParty>
<cbc:EndpointID schemeID="9958">993-12332123-06</cbc:EndpointID>
<cac:PartyIdentification>
<cbc:ID schemeID="9958">993-12332123-06</cbc:ID>
</cac:PartyIdentification>
<cac:PartyName>
<cbc:Name>UKL Contracting Authority</cbc:Name>
</cac:PartyName>
<cac:PostalAddress>
<cbc:StreetName>Universitätsstraße 1</cbc:StreetName>
<cbc:CityName>Koblenz</cbc:CityName>
<cbc:PostalZone>56070</cbc:PostalZone>
<cbc:CountrySubentity>Rheinland-Pfalz</cbc:CountrySubentity>
<cac:Country>
<cbc:IdentificationCode>DE</cbc:IdentificationCode>
</cac:Country>
</cac:PostalAddress>
<cac:Contact>
<cbc:Name>John Doe</cbc:Name>
<cbc:Telephone>+4915233322111</cbc:Telephone>
<cbc:ElectronicMail>jdoe@uni-koblenz.de</cbc:ElectronicMail>
</cac:Contact>
</cac:ProviderParty>
5.2. Attachments
Attachments can be sent on line level in the Catalogue Request. This can be images or additional descriptions of a product. It is strongly recommended to use external references in the form of URI’s for attachments.
If binary objects are attached to the Pre-Award Catalogue Request, the valid values for mimetype can be found in section Mime code of attached document
<cac:Item>
...
<cac:ItemSpecificationDocumentReference>
<cbc:ID>LK8788</cbc:ID>
<cbc:DocumentDescription>Product image</cbc:DocumentDescription>
<cac:Attachment>
<cac:ExternalReference>
<cbc:URI>http://img.trioving.net/Låskasser/LK8788_PRD_FPM_000.JPG</cbc:URI>
</cac:ExternalReference>
</cac:Attachment>
</cac:ItemSpecificationDocumentReference>
...
</cac:Item>
Unresolved directive in descriptions/attachments.adoc - include::../../../../structure/snippets/Snippet_68.xml[tags=attachment]
5.3. Prices
All prices in the format are related to the article or service within this Pre-Award Catalogue. The following prices can be stated:
-
Item price is net price including all discounts and charges but excluded Vat
-
Item comparison unit price defining price for a certain quantity. Used for comparing prices for different articles with various quantities
-
Conditional price related to a specific location or a certain quantity
-
Campaign price
Be aware that no Gross prices can be sent in the format (price before discount and charges). All prices shall have Currency as an attribute. Currency shall be according to Code list.
Example of Prices in a Pre-Award Catalogue Request:
<cac:RequiredItemLocationQuantity>
<cac:Price>
<cbc:PriceAmount currencyID="NOK">100.00</cbc:PriceAmount>
<cac:ValidityPeriod>
<cbc:StartDate>2012-04-26</cbc:StartDate>
<cbc:EndDate>2012-05-26</cbc:EndDate>
</cac:ValidityPeriod>
</cac:Price>
<cac:RequiredItemLocationQuantity>
<cac:ItemComparision>
<cbc:PriceAmount currencyID="NOK">100.00</cbc:PriceAmount>
<cbc:Quantity unitCode="EA" unitCodeListID="UNECERec20">1</cbc:Quantity>
</cac:ItemComparision>
<cac:RequiredItemLocationQuantity>
<cac:Price>
<cbc:PriceAmount currencyID="NOK">75.00</cbc:PriceAmount>
<cbc:BaseQuantity unitCode="EA" unitCodeListID="UNECERec20">100</cbc:BaseQuantity>
<cac:ValidityPeriod>
<cbc:StartDate>2012-04-26</cbc:StartDate>
<cbc:EndDate>2012-05-26</cbc:EndDate>
</cac:ValidityPeriod>
</cac:Price>
<cac:RequiredItemLocationQuantity>
5.4. Labels and Requirements
Public actors will have requirements related to the environment, fair trade and other factors; they may also demand that basic human rights are respected in the product production and trade. To be able to highlight products that meet some of these criteria, the Pre-Award Catalogue Request contains elements to document Environmental labelling and Social certificates. The labels are connected to the relevant product or service on line level enabling the buyer to evaluate them in the tendering tool. Detailed information about the different labels can be found on the issuing party’s web-site which is referred to via an URI.
In post-awards process, when the buyer use the search engines in their eProcurement system to purchase the products and services, the labels will be visible and the buyer has the possibility to choose products that is marked with a label. The post-award catalogue has the same structure so it´s important to reuse the information used in pre-award catalogue. Several labels can be connected to each product. As part of the identification the code list is provided so the service provider can define and implement the information in the system.
The following can be used: https://vefa.difi.no/ehf/codelist/eco/
Introducing these classification codes in pre-award catalogue will support the aim for sustainable procurement, and make it possible to measure the purchasing behaviour and monitor that the requirements from the tendering process are fulfilled.
Logo | Information |
---|---|
Svanemerket |
|
Fairtrade |
|
EU organic products label |
<cac:Certificate>
<cbc:ID>NEO</cbc:ID>
<cbc:CertificateTypeCode>EcoLabel</cbc:CertificateTypeCode>
<cbc:CertificateType>EcoLabel</cbc:CertificateType>
<cac:IssuerParty>
<cac:PartyName>
<cbc:Name>Svanemerket</cbc:Name>
</cac:PartyName>
</cac:IssuerParty>
<cac:DocumentReference>
<cbc:ID>http://www.svanemerket.no/</cbc:ID>
</cac:DocumentReference>
</cac:Certificate>
Furthermore, public actors may also have requirements regarding register enrollment, quality assurance standards or other relevant factors. These requirements may be met by the economic operator through certificates, self-declarations or other means of proof.
For this matter, eCertis may be used to specify both requirements and their means of proof. A guide to eCertis can be found here: https://ec.europa.eu/tools/ecertis/assets/eCertisQuickGuidePublic_en.pdf
Unresolved directive in descriptions/label.adoc - include::../../../../structure/snippets/request_example_germany.xml[tags=certificate]
5.5. Additional Item Properties
Additional properties are meant for product properties that cannot be sent in any of the defined elements in PreAward Catalogue. Additional properties consist of the Name of the property and the actual Value.
-
Color
-
Nutrition
Stated with amount per 100 g/ml. -
Genetically modified
Legal values: True, False
<cac:AdditionalItemProperty>
<cbc:Name languageID="en">Color</cbc:Name>
<cbc:Value languageID="en">Red</cbc:Value>
<cbc:ValueQualifier>Color</cbc:ValueQualifier>
</cac:AdditionalItemProperty>
<cac:AdditionalItemProperty>
<cbc:Name>NutritionProtein</cbc:Name>
<cbc:ValueQuantity unitCode="GRM" unitCodeListID="UNECERec20">2.5</cbc:ValueQuantity>
<cbc:ValueQualifier>Nutrition</cbc:ValueQualifier>
</cac:AdditionalItemProperty>
<cac:AdditionalItemProperty>
<cbc:Name>GeneticallyModified</cbc:Name>
<cbc:Value>True</cbc:Value>
</cac:AdditionalItemProperty>
5.6. Best before date and expiry date
In the Pre-Award Catalogue Request, the contracting authority (CA) may ask for a certain vaccine to be offered. Because this vaccine is defined as perishable goods, the CA asks the economic operator (EO) to specify the best before date and expiry date in the tender. The fields will guide the CA in planning the vaccine program and logistics in regard to the country that it will be used in and when to order the vaccine. This information will also be used in the electronic catalogue if the EO must update information.
Unresolved directive in descriptions/item-dates.adoc - include::../../../../structure/snippets/Snippet_date.xml[tags=expiry]
5.7. VAT
VAT-information is optional in the Pre-Award Catalogue Request. Catalogue receivers may require VAT-information in the Pre-Award Catalogue.
Valid VAT category codes can be found in the section Item VAT category code
Unresolved directive in descriptions/vat.adoc - include::../../../../structure/snippets/Snippet_68.xml[tags=vat]
5.8. Order Interval
The order interval is optional in the Pre-Award Catalogue Request. The catalogue request provider may use the order interval to indicate a fixed, continuous or reoccurring time period in which a product or service shall be procured.
Unresolved directive in descriptions/order-interval.adoc - include::../../../../structure/snippets/request_example_germany.xml[tags=order-interval]
6. Peppol Identifiers
PEPPOL has defined a {policy8} that specifies how to use identifiers in both its transport infrastructure and within the documents exchanged across that infrastructure. It also introduces principles for any identifiers used in the PEPPOL environment. The policies that apply to this BIS are the following:
6.1. Party Identifiers
The “schemeID” attribute shall be populated in all instances of the “ID” element when used within a “PartyIdentification”-container and in all instances of the “EndpointID” element when used within a “Party”- container.
<cac:PartyIdentification>
<cbc:ID schemeID="GLN">5790000435968</cbc:ID>
</cac:PartyIdentification>
The following examples denote that the Issuing Agency is DK:CVR in the PEPPOL set of Issuing Agency Codes. This means that the party has the Danish CVR identifier DK87654321.
<cbc:EndpointID schemeID="DK:CVR">DK87654321</cbc:EndpointID>
<cac:PartyIdentification>
<cbc:ID schemeID="DK:CVR">DK87654321</cbc:ID>
</cac:PartyIdentification>
6.2. Profiles and messages
All messages contains ProfileID and CustomizationID. ProfileID identifies what business process a given message is part of, and CustomizationID identifies the kind of message and the rules applied.
Profiles are connected to one business process, and may contain multiple document types. Valid document instances must contain corresponding ProfileID and CustomizationID.
The listing below are related document types connected to the role of receiver in the conversation. Registration in ELMA describes the receivers capabilities.
CustomizationID is a string without spaces. The list below contains spaces in CustomizationID to make them easier to read. Make sure to remove any spaces before use. |
7. Data model: Syntax mapping and XML example
7.1. Data model and syntax mapping
The data model and syntax mapping for {name-trans-short} can be found at {link-mapping}. The data model and syntax mapping explains how to use the UBL (or an underlying syntax) to support the {name-trans-short} information transaction requirements. It provides the syntax mappings from each UBL (or syntax) element to the {name-trans-short} information elements of this transaction.