GUIDELINE FOR REGISTRATION TO ELECTRONIC PUBLIC PROCUREMENT PLATFORM (EKAP) FOR NATURAL OR LEGAL ENTITIES
- Category: Announcements
- Release Date: 21.8.2024
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This guideline provides an overview of the registration process in the Electronic Public Procurement Platform (EKAP) for natural and legal entities.
Points to be taken into consideration when registering to the Electronic Public Procurement Platform (hereinafter referred to as the Platform) are listed below:
1-) Ensure that you record the protocol number assigned automatically to your protocol by EKAP and keep it safe. Furthermore, please note that all communications regarding the protocol approval process will be sent via e-mail to the platform officers designated during the protocol preparation stage and ensure that the e-mail addresses provided for these platform officers are accurate to avoid any disruptions or delays in receiving information.
2-) The process of registration and protocol preparation for natural and legal entities consists of four steps:
- Selecting appropriate choices from natural and legal entities and entering identity details
- Entering contact and address details
- Entering the details of the platform officer/officers and authorized signatory (signatories)
- Preparing protocol
3-) Continue using the forward buttons on the natural or legal entity registration screens until you reach the protocol generation screen. Your protocol will be generated in the final step. Submit the completed protocol to our institution after entering and saving all required information. Please note that screen printouts showing the entered information are not acceptable substitutes for the actual protocol.
4-) At the end of the registration process, two copies of the protocol will be printed. One copy should be retained by your company. The other copy must be signed and stamped by the company official(s) and delivered to the Public Procurement Authority either in person or by mail.
5-) Documents to be submitted as annexes to the protocol:
- In cases where the firm is a natural entity:
a-) The original or notarized copy of the document obtained from the Chamber of Commerce and/or Industry, the Chamber of Tradesmen and Craftsmen, or the relevant professional chamber in which the company is registered, indicating that the company is registered with the chamber in the year the protocol registration is made.
b-) Notarized statement of signature
c-) A notarized power of attorney issued in the name of the attorney and a notarized signature statement of the attorney if the protocol is signed by the attorney,
- In cases where the firm is a legal entity:
a-) The original or notarized copy of the document showing that the legal entity is registered with the chamber, obtained from the chamber of commerce and/or industry in which it is registered in accordance with the relevant legislation, in the year the Protocol registration is made,
b-) Trade Registry Certification or Turkish Trade Registry Gazette indicating authorization to represent the legal entity and a notarized signature statement of the representative who has signed the protocol,
c-) A notarized power of attorney issued in the name of the attorney and a notarized signature statement of the attorney if the protocol is signed by the attorney
6-) The signature section must be signed by your company’s authorized signatory, either using a name stamp or by writing their full name, and the date must be included. Depending on the type of your company and the distribution of authority, either one person or multiple authorized signatories may sign this section. Your company will determine the number of signatures required. If multiple signatures are necessary, you may utilize the available spaces on the page.
7-) If the person(s) signing the protocol on behalf of your company has been granted authority through a Trade Registry Certification or a designation in the Turkish Trade Registry Gazette for a certain period of time, please ensure that the authority has not expired and is still valid for the duration of the protocol.
8-) Regarding the powers entrusted by person / persons signing the protocol as per the Trade Registry Certification or Turkish Trade Registry Gazette, care shall be taken to ensure whether:
- The person / persons signing this protocol for and on behalf of the your firm is authorized to sign the protocol if there is a limitation of powers,
- Required number of person / persons has signed the protocol if there is a limitation regarding the number.
9-) Once your protocol is received by the Public Procurement Authority, the approval process will commence. Please ensure that the e-mail address(es) provided for the platform officer(s) are accurate and active, as all notifications during this process will be sent to these addresses.
- Upon approval of your protocol, information regarding the protocol's approval and an activation link for user account activation will be sent to the e-mail address(es) of the platform officer(s) specified in the protocol. The platform officer(s) must follow the activation steps provided in the email to set their passwords and activate their user accounts.
- If your protocol is not approved, an e-mail containing error and warning messages will be sent to the e-mail address(es) of the platform officer(s) specified in the protocol.
10-) As long as your protocol has not been submitted to the Public Procurement Authority, you may re-register your company and prepare a new protocol. Once you have ensured that the new protocol is correctly prepared, you may deliver it to the Public Procurement Authority either in person or by mail.
11-) If your company has a stamp (mandatory for legal entities), it must be used on the protocol. However, please ensure that the company/firm stamp does not obscure the signature and remains legible.
12-) In cases where the Trade Registry Certification, Turkish Trade Registry Gazette, and/or powers of attorney do not explicitly grant general authority among the authorization documents submitted with the protocol, it must be clearly stated that the authorized persons are “authorized individually and without any limitation (subject to or authority limit) for all works and transactions to be conducted through the Electronic Public Procurement Platform.” Additionally, if this authorization is limited in duration, the start and end dates of the authorization period must be explicitly indicated.
13-) If there are deficiencies in the issues aforementioned, your protocol will not be approved. To avoid any grievances for your company, ensure that the required documents are sent as attachments to the protocol. The documents provided as attachments must be either originals or notarized copies. Color or black-and-white photocopies will not be accepted under any circumstances.
