Company and Supplier Register in Public Procurement 2026

Definition: A company and supplier register is a database maintained by contracting authorities or independent bodies in which undertakings can demonstrate their suitability (technical and professional ability, economic and financial standing, reliability) in advance and make it available for use across several procurement procedures.

Last updated: January 2026 · Legal status: § 48 VgV, § 122 GWB, Art. 64 Directive 2014/24/EU

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What is a company and supplier register?

A company and supplier register serves the simplified and reusable suitability assessment in public procurement. Instead of submitting extensive suitability evidence afresh in each procurement procedure, undertakings can deposit their suitability data in such a register on a one-off basis. Contracting authorities that use the register can retrieve the information stored there directly and, as a rule, do not need to request it again.

The concept is closely related to prequalification: prequalification systems are institutionalised forms of such registers, in which an independent body regularly checks and certifies the suitability of the listed undertakings.

Legal foundations

At European level, Art. 64 of Directive 2014/24/EU governs the possibility of introducing official lists of approved economic operators and certification systems. In Germany this is implemented in § 48 VgV (Procurement Ordinance): contracting authorities may require candidates or tenderers to prove that they are listed in an official register. Listed undertakings are deemed suitable to the extent that the register covers the relevant suitability requirements.

Types of registers

A number of types of company and supplier registers exist in practice:

• DUNS registers and commercial registers: general company information, not procurement-specific
• Prequalification registers: procurement-specific systems, e.g. PQ-VOB (construction prequalification system), AVPQ (procurement advice centres)
• Contracting authority's own supplier registers: internal databases maintained by individual authorities
• Sectoral systems: industry-specific registers, e.g. for IT service providers or cleaning companies

Relevance for tenderers

For tenderers, registration in a recognised register offers considerable advantages: the administrative burden when submitting tenders is significantly reduced, since suitability evidence does not have to be compiled afresh for each procedure. Registration in a recognised system also signals reliability and quality to potential contracting authorities.

FAQ

Is registration in a supplier register mandatory? No, registration is voluntary. Contracting authorities may, however, accept registration as evidence of suitability if they recognise the relevant register.

Which is the best-known prequalification system in Germany? In construction, the PQ-VOB system (prequalification system of the German construction industry) is the most widely used. For other services, there are regional prequalification systems operated by the procurement advice centres.

How long is a registration valid? The period of validity varies between systems but is generally 12 months, with the possibility of renewal subject to a fresh check.

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Last updated: January 2026 All information provided without warranty. For legally binding advice, consult a law firm specialising in public procurement law.