Tilbudsfasen

Tilbudsfasen (the offer or tender phase) is the phase in a procurement process during which suppliers submit bids in response to a call for tenders. It begins after the contracting authority has prepared the tender documents and issued an invitation to tender or an equivalent procurement notice. The phase ends when all bids are received, after which bids are opened and prepared for evaluation.

Participants and documents: Bidders prepare an offer that addresses the procurement requirements, including compliance, price, and delivery terms. The contracting authority may allow clarification questions and issue addenda to clarify or modify requirements. Bids are submitted through an approved channel, often an electronic procurement portal.

Activities in tilbudsfasen: submission of complete and compliant offers by the deadline; handling of confidentiality and any bid security if required; collection and registration of bids; management of clarifications and addenda; ensuring equal treatment and non-discrimination.

Evaluation and award: After the submission period closes, bids are evaluated against predefined award criteria, typically including price, technical quality, and overall value. Depending on the procedure, a negotiation phase may follow the initial evaluation. The contracting authority selects the bid that offers the best value and proceeds to contract award.

Legal context and protections: The process is governed by procurement laws and directives that require transparency, equal treatment, and non-discrimination, as well as procedures for handling complaints and standstill periods before contract signature. Confidentiality of bids and integrity of the process are maintained.

Outcomes: The tilbudsfasen culminates in an award decision, potential contract negotiations, or, if no suitable bid is received, cancellation or re-tendering.