Procurement Reference Number 2026 – Unique Identifier for Procurement Procedures

Definition: The procurement reference number (also: procedure number or contracting authority's file reference) is a unique alphanumeric identifier assigned by a public contracting authority to a procurement procedure, enabling unambiguous identification and allocation of all procedural documents and communications.

Last updated: January 2026 · Legal basis: § 10 VgV (publication duties), Implementing Regulation (EU) 2019/1780 (eForms)

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What is a Procurement Reference Number?

The procurement reference number is an internal and external identifier that makes a procurement procedure uniquely identifiable from the outset. It is assigned by the contracting authority at the beginning of the procedure and is used consistently in all procurement documents, in the contract notice, in communications with bidders and in the procurement record. It enables:

• Internal administration and file-keeping (allocation to budget item, cost centre, project)
• Unique identification of the procedure vis-à-vis bidders and in the notice
• Tracking of the procedure status in electronic procurement systems
• Allocation of review applications to the correct procurement file

Structure of the Reference Number

There is no nationally uniform format for procurement reference numbers; each contracting authority sets the format internally. Typical components of a reference number are:

• An abbreviation for the contracting authority or department
• The budget or calendar year
• A sequential procedure number
• Optionally, a code for the type of contract (S = supply, Se = services, W = works)

Example: VST-2026-042-S (contracting authority, year, sequential number, supply contract)

EU Notice Number

In addition to the internal procurement reference number, EU-wide procurements receive a separate notice number from the Publications Office of the EU (TED). This number – typically in the format 2026/S 123-456789 – identifies the procedure in the Supplement to the Official Journal of the European Union and enables EU-wide research. It must be distinguished from the contracting authority's internal procurement reference number.

Importance for Bidders

For bidders, the procurement reference number is an important reference. When submitting tenders, requests to participate or bidder questions, bidders must always state the procurement reference number to ensure that their documents are correctly allocated. If the reference number is missing in correspondence with the contracting authority, mix-ups or procedural delays may result.

FAQ

Must the procurement reference number be stated in the notice? Yes, the procurement reference number (as the contracting authority's file reference) is a mandatory field in the standardised EU notice templates (eForms) and is also regularly requested in national notice templates.

What is the difference between the procurement reference number and the notice number? The procurement reference number is the contracting authority's internal identifier; the notice number (e.g. TED number) is the external identifier issued by the publication platform.

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