restricted procedure

A restricted procedure is a two-stage procurement method where contracting authorities limit the number of suppliers who may submit tenders. Unlike an open procedure, where any interested party can bid directly, a restricted procedure begins with a prequalification phase. Only suppliers invited by the contracting authority may submit a full tender. The procedure is one of two default methods under EU Directive 2014/24/EU, alongside the open procedure.

How does a restricted procedure work?

The process unfolds in two phases. First, the contracting authority publishes a contract notice, and all interested suppliers submit a request to participate. The authority assesses whether suppliers meet the qualification requirements — including reviewing the ESPD self-declaration.

In the second phase, qualified suppliers are invited to submit tenders based on the tender documents. If more suppliers qualify than desired, the authority selects candidates using objective and non-discriminatory criteria. The minimum number of candidates that must be invited is five, as set out in Article 65 of Directive 2014/24/EU.

When is a restricted procedure appropriate?

• Complex procurements: When preparing and evaluating tenders is resource-intensive, limiting bidders reduces the workload for both suppliers and the contracting authority.
• High supplier interest: If a procurement attracts many potential bidders — such as consulting services — restricting participation is more efficient.
• No negotiation: As with the open procedure, negotiation on tenders is not permitted. Tenders are in principle final.
• Longer timelines: The two-phase structure means overall timelines are longer than for open procedures, with separate deadlines for requests to participate and tender submission.

Tools like Cobrief help suppliers discover restricted procedures early, giving them ample time to prepare their requests to participate.

A restricted procedure balances broad market access with focused competition. By prequalifying suppliers first, contracting authorities ensure only capable firms invest resources in full tenders — resulting in higher-quality submissions and a more efficient evaluation.