In our previous article, we talked in detail about how public procurement in the Russian Federation is carried out and how foreign companies and entrepreneurs can take part in them. Today we will talk about how to properly prepare the documents for filing an application.
To participate in public procurement of the Russian Federation, the supplier needs to prepare a package of documents: certificates, letters and declarations. The set of documents depends on the type of procedure and the customer's requirements. Below we will consider what will be useful to you first of all.
Copies of constituent documents
- Extract from the unified state register of legal entities or individual entrepreneurs.
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Constituent documents (charter, order on the appointment of the general director, order on the creation of the company).
Tender application
The customer independently sets the application form for his purchase. Most often it is a questionnaire for filling out.
Declaration of Conformity
Declaration is a document that confirms that:
- the company is not liquidated,
- the company has not suspended its activities,
- there are no debts in taxes, fees, to the budget of the Russian Federation, etc.
When preparing the declaration, we recommend you to attach supporting documents, this will be an additional plus for you.
The participant must comply with what he declares. If inconsistencies are found, and the contract has already been concluded, then the customer will have to terminate it.
Documents confirming the qualification of the participant
In most cases, experience of a comparable nature and scope is set as the main criterion for selecting a supplier. The same applies to the availability of appropriate personnel.
Information about experience and personnel should be documented employment by labor contracts, copies of employee education documents, previous contracts for the provision of services / supply of goods, acts, etc. Unconfirmed data will not be taken into account when considering an application.
Important: all documentation is provided in Russian. Therefore, all contracts, acts, employee diplomas, etc. must have a notarized translation.
Affiliation with SMEs
Many purchases are carried out only among small and medium-sized enterprises (SMEs), as well as socially-oriented non-profit organizations. In this case, the participant must submit a declaration that he belongs to this category of business.
The criteria for organizations and individual entrepreneurs are as follows:
Average number of employees for the previous year
- Medium enterprises: 101-250 people.
- Small businesses: up to 100 people.
Proceeds from the sale of goods (works, services) excluding VAT
- Not more than 800 million rubles for a small business.
- 120 million rubles for a micro-enterprise.
Share of third-party organizations in the authorized capital
This requirement applies only to legal entities, the maximum share of third-party organizations is 49%.
It is necessary to confirm the information specified in the declaration with the following documents:
- form No. 2 of the balance sheet,
- information on the average number of employees.
We have already said that the principle of participation of foreign companies and individuals in Russian procurement is no different from the general procedure. Except that some documents require translation and legalization.
Nevertheless, the preparation of documents can be a real challenge even for a Russian entrepreneur, and for a foreigner who does not know Russian standards, requirements and have a language barrier, the task will seem completely impossible. In addition, different sites for submitting tenders have their own specifics, and procurement requirements are constantly changing.
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