Public Procurement Checklist 2026

Definition: A procurement-law checklist is a structured aid that summarises the essential procedural steps, obligations and review points of a public procurement procedure and serves as a working and oversight tool for contracting authorities and bidders.

Last updated: January 2026 · Legal basis: Directive 2014/24/EU, BVergG 2018, GWB/VgV/UVgO/VOB/A

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Checklist for contracting authorities

A carefully maintained procurement checklist is the most important instrument for avoiding procedural errors and ensuring complete procurement documentation.

Phase 1: Preparation

• Needs assessment and internal demand request completed
• Market exploration conducted and documented (if applicable)
• Estimation of the contract value carried out (incl. options and extensions)
• Check: below or above the EU thresholds?
• Check: single market relevance (for sub-threshold contracts)?
• Check: in-house award or inter-municipal cooperation possible?
• Choice of procedure type justified and documented
• Division into lots reviewed (Section 97(4) GWB / Section 20 BVergG 2018)
• Specifications drafted in a product-neutral manner
• Suitability criteria proportionate and contract-related
• Award criteria and weighting defined and documented
• Sustainability criteria considered and, where appropriate, incorporated

Phase 2: Notice and tender documents

• Notice form completed correctly (eForms from October 2023)
• Publication: TED (above threshold) or national platform (below threshold)
• Tender/participation deadlines set in accordance with the law
• Tender documents complete and free from contradictions
• Bidder question round set up
• Answers to bidder questions communicated to all participants simultaneously

Phase 3: Tender examination and evaluation

• Tenders received on time and in full
• Formal examination (completeness, signature, price sheets)
• Exclusion-grounds check for all bidders
• Suitability check completed
• Tender evaluation against defined criteria documented
• Abnormally low tenders queried and evaluated (Section 60 VgV)
• Award decision taken and reasoned

Phase 4: Award and conclusion of contract

• Bidder information sent in accordance with Section 134 GWB / Section 131 BVergG 2018
• Standstill period observed (15 days; 10 days for electronic notification)
• Contract award notice published (TED / national platform)
• Contract concluded
• Procurement file complete and archived

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Checklist for bidders

Bidders are also well advised to use a systematic checklist in order to avoid grounds for exclusion and maximise their chances of winning the contract.

Before submitting a tender

• Suitability carefully checked (authorisation, financial/technical capacity)
• Grounds for exclusion under Sections 123, 124 GWB / Section 68 BVergG 2018 reviewed
• Tender documents read in full and understood
• Open questions raised with the contracting authority in good time (before the deadline)
• Subcontracting and reliance on third-party capacity planned

Submitting the tender

• All requested documents fully enclosed
• Price sheets completed in full (no gaps)
• Tender submitted on time and via the prescribed channel
• Confidentiality of the calculation preserved
• For consortia: power of attorney and joint-and-several liability declaration enclosed

After notification of the result

• Bidder information received and deadline for review application noted
• In the event of rejection: request for reasons
• Decision on whether to file a review application taken within the deadline

FAQ

Are there official procurement checklists from public authorities? Yes. In Germany, the Competence Centre for Sustainable Procurement (KNB) and the Federal Procurement Office of the Federal Ministry of the Interior provide model checklists. In Austria, the Federal Procurement Agency (BBG) offers corresponding tools.

Is a checklist legally binding? No. Checklists are internal working aids without legal force. The binding requirements derive exclusively from the relevant procurement laws and regulations.

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