bid

A bid in public procurement is the formal response a supplier submits to a contracting authority in answer to a published competition. The bid contains the supplier's proposed solution, pricing, and documentation demonstrating compliance with the tender documents. While a tender describes the overall competition process, the bid is specifically what the supplier delivers.

How does a bid work?

When a contracting authority publishes a procurement, the tender documents describe what is being purchased, which qualification requirements apply, and which award criteria will be used to evaluate submissions. The supplier must study these carefully and prepare a bid that responds point by point to what is requested.

Under EU Directive 2014/24/EU, bids must be submitted electronically before the deadline. In open procedures, the minimum time limit for submission is 35 days from the publication of the contract notice. The supplier bears the risk of ensuring the bid is complete and compliant. Once submitted, the bid is legally binding for the duration of the validity period set by the contracting authority.

What should a good bid include?

• Solution description: A clear explanation of what you offer and how it meets the requirements specification
• Pricing: A detailed price proposal that follows the pricing model in the tender documents
• Qualification documentation: Evidence that your company meets the qualification requirements, such as the ESPD form, tax certificates, and references
• Understanding of needs: Demonstrate that you understand the contracting authority's challenges and objectives

Any deviation from absolute requirements or minimum specifications will typically lead to the bid being rejected, regardless of how minor the deviation may seem. Starting the bid-writing process early is therefore essential. Tools like Cobrief can help suppliers discover relevant procurement opportunities early, allowing more time to prepare a well-crafted bid.

A winning bid is not just about the lowest price. Contracting authorities select the "most economically advantageous tender" (MEAT), where quality, delivery capability, and other criteria often carry significant weight.