submission deadline

A submission deadline is the final date and time by which suppliers must submit their bids in a public procurement process. The deadline is set by the contracting authority in the tender documents and is strictly enforced — tenders received after the deadline must be rejected.

How does the submission deadline work?

The contracting authority sets the submission deadline when the competition is published through a contract notice. The deadline is calculated in calendar days from the date of dispatch of the notice, including weekends and public holidays. The minimum time allowed depends on the procurement procedure and whether the contract value exceeds the EU threshold values.

Under an open procedure, the minimum deadline is 35 days from the date the notice is dispatched, reducible to 30 days if electronic submission is accepted. If a prior information notice was published, the deadline can be shortened to 15 days. For restricted procedures, the minimum time for receipt of tenders is 30 days from the invitation, or 10 days in cases of urgency.

Extensions and modifications

The contracting authority must extend the submission deadline proportionally when significant changes are made to the tender documents or when additional information is provided less than six days before the deadline, as required by Directive 2014/24/EU. Suppliers may modify or withdraw their bids at any time before the deadline expires.

Tools like Cobrief help suppliers track submission deadlines and changes in ongoing competitions, ensuring no deadline is missed.

Key rules to know

• Minimum deadlines must be increased if the procurement is complex or requires a site visit
• The deadline can be reduced by five days when full electronic access to tender documents is provided
• Late tenders must be rejected — the principle of equal treatment leaves no room for exceptions
• Contracting authorities may use accelerated procedures with shorter deadlines in duly substantiated urgent cases

The submission deadline is one of the most fundamental deadlines in public procurement. It ensures equal treatment of all tenderers and provides a clear, predictable timeline for the competition.