tender documents

Tender documents describe what a contracting authority wants to purchase and how the tender procedure will be conducted. This is one of the most important documents in a procurement process, as it tells suppliers exactly what they need to do to participate in the competition.

What must the tender documents contain?

• A detailed description of what is being purchased (requirements specification)
• The requirements set for suppliers (qualification requirements)
• How tenders will be evaluated (award criteria)
• Practical information about deadlines and how to submit tenders
• Contract terms that will apply to the procurement

For example: If a municipality is purchasing new furniture for the town hall, the tender documents would describe exactly what types of furniture are needed, requirements for materials and design, delivery times, environmental requirements, and how they will weigh price against quality when selecting a supplier.

Key considerations when drafting

• Be clear enough that all suppliers understand what is being requested
• Do not set stricter requirements than necessary
• Ensure that requirements are measurable and can be evaluated objectively
• Give suppliers sufficient time to prepare their tenders

For larger procurements above certain threshold values, the tender documents must be published on Doffin, the national notice database for public procurement. Tools like Cobrief can help suppliers find relevant tender documents and efficiently assess whether they should participate in the competition.

Well-drafted tender documents are crucial for a successful procurement. They ensure that the contracting authority receives tenders that meet their needs and that suppliers compete on equal terms. For suppliers, it is important to read the tender documents carefully to assess whether they can and should participate in the competition.