What is the
procurement process
Also known as: procurement lifecycle, procurement cycle
The procurement process is the sequence of stages a contracting authority follows when purchasing goods, services, or works. Governed by EU Directive 2014/24/EU, the process ensures fair competition, transparency, and responsible use of public funds. While procurement refers to the act of public purchasing, the procurement process describes how each purchase is carried out.
How does the procurement process work?
The procurement process is typically divided into three main phases:
1. Planning The contracting authority identifies what is needed, researches the market, and develops a strategy for the competition. Effective planning is the most critical success factor — the opportunity to influence outcomes is greatest early in the process.
2. Competition The formal procedure begins with a contract notice published on TED (Tenders Electronic Daily) for above-threshold procurements. Suppliers submit their tenders by the deadline, and the contracting authority evaluates them against pre-defined award criteria. After selecting the winning tenderer, a standstill period applies before the contract can be signed.
3. Contract management Once the contract is signed, the focus shifts to contract monitoring. The contracting authority ensures the supplier delivers as agreed, manages any necessary modifications, and evaluates results at contract end.
Key principles throughout the process
Every phase of the procurement process must comply with the fundamental principles of EU procurement law:
- Non-discrimination — all economic operators must be treated equally regardless of nationality
- Transparency — rules, criteria, and decisions must be communicated openly
- Proportionality — requirements must be appropriate relative to the contract value and complexity
- Equal treatment — identical situations must be handled identically throughout the procedure
Tools like Cobrief help suppliers stay on top of public procurement opportunities by aggregating notices and simplifying the bid preparation process.
A well-executed procurement process goes beyond regulatory compliance. The best outcomes are achieved when contracting authorities invest in thorough planning, run the competition professionally, and actively manage the contract through its entire duration.