Electronic Catalogue in Public Procurement

Definition: An electronic catalogue is a format for the submission and presentation of bids, drawn up on the basis of the technical requirements and the format specified by the contracting authority, which contains a structured, machine-readable description of the offered performances and prices.

Last updated: January 2026 · Legal basis: Art. 36 Directive 2014/24/EU, § 24 VgV, BVergG 2018

---

What is an electronic catalogue?

The electronic catalogue is a standardised, structured format in which bidders submit their bids electronically and contracting authorities can systematically compare performances and prices. It represents an alternative to traditional text-form bid submission and enables largely automated processing of bid information. The electronic catalogue is particularly advantageous for contracts with a large number of products or work items, as it considerably simplifies manual comparison.

An electronic catalogue typically contains:

• Product descriptions with standardised classification features (e.g. CPV codes)
• Price information per unit or work item
• Technical specifications and product images
• Delivery conditions and availability information
• Machine-readable metadata for automated further processing

Standard formats

Electronic catalogues are created in uniform, interoperable formats to enable data exchange between different systems. Widespread standards are:

• BMEcat – Widely used XML format for product catalogues in the B2B area
• UBL (Universal Business Language) – ISO/IEC standard for business documents
• PEPPOL – European network for electronic business data exchange, also used in public procurement

Significance and function

The electronic catalogue significantly reduces the administrative burden for contracting authorities and bidders by replacing manual data entry and review with automated processing.

Use in framework agreements

The electronic catalogue is used primarily in framework agreements where standardised performances are called off repeatedly during the term. Where a framework agreement has been concluded with multiple companies, the parties may be required to carry out individual call-offs on the basis of updated electronic catalogues. This eliminates the laborious manual collection of bids for each individual call-off.

Contracting authorities may stipulate in the notice or the procurement documents that bids must be submitted in the format of an electronic catalogue (Art. 36(1) Directive 2014/24/EU). If this is not mandatory, bidders can choose whether to submit a catalogue or a traditional bid.

Advantages at a glance

• Time savings in bid preparation and evaluation
• Error reduction through automated data transfer
• Updatability – catalogues can be continuously updated in framework agreements
• Comparability – standardised formats facilitate direct price comparison
• Integration into existing ERP and procurement systems

Legal basis

The electronic catalogue is anchored in EU law in Directive 2014/24/EU and transposed into national law.

• Art. 36 Directive 2014/24/EU – Electronic catalogues
• Recital 68 Directive 2014/24/EU – Explanation of the objective

Austria

In Austria, the provisions on the electronic catalogue are anchored in the BVergG 2018, which transposes Directive 2014/24/EU. Bundesbeschaffung GmbH (BBG) already makes extensive use of electronic catalogues for framework contracts for federal authorities via its procurement platform. Contracting authorities are free to require electronic catalogues for their procurement procedures, provided that non-discriminatory and interoperable standards are used.

Germany

In Germany, § 24 VgV governs the use of electronic catalogues. § 24(1) VgV makes it clear that contracting authorities may require or permit the submission of bids in the form of an electronic catalogue. In framework agreements concluded using electronic catalogues, call-offs are to be handled according to a procedure described in the notice (§ 24(4) VgV).

Related terms

• Electronic auction
• Digital bid submission
• Electronic procurement
• Procurement procedure
• Bid
• Bill of quantities
• eForms
• Tender
• Open procedure

FAQ

Can bidders adjust their prices in the electronic catalogue during the term of a framework agreement? Yes, provided the contracting authority has provided for this in the procurement documents. With dynamic purchasing systems and framework agreements with a catalogue requirement, updates to catalogue prices are possible within the agreed parameters.

What technical requirements must a procurement platform meet for electronic catalogues? The platform must fully support the standard formats used (BMEcat, UBL, etc.), ensure secure data transmission, and offer non-discriminatory access for all bidders. The exact requirements are determined by the contracting authority in the notice.

May a contracting authority require bids to be submitted exclusively via electronic catalogue? Yes, provided this does not breach the non-discrimination principle and the principles of proportionality. The contracting authority must ensure that all interested bidders are actually able to submit bids in the required catalogue format.

---

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