A public procurement is a sequence of connected decisions, from defining the need to managing the awarded contract. The steps and deadlines depend on the chosen legal regime and procedure. A reliable process assigns responsibility and preserves a clear decision record.
Preparation and publication
Establish authority status, estimated value, applicable rules, procurement method and lot structure. Prepare a consistent document set, evaluation framework and timetable. Market consultation may inform the need, but it must not distort subsequent competition or give one participant an unjustified information advantage.
Participation and tenders
Apply the announced selection requirements and communication rules. Manage questions and document amendments transparently. Bidders should monitor the platform, use the current forms and leave time for submission. The procedure determines whether and how negotiation is possible; an open procedure is not a licence to bargain over final offers.
Examination and award
Check the applicable sequence of examination and selection under the current rules, then evaluate tenders against disclosed criteria. Requests for missing material must stay within legal limits. Record substantive reasons, obtain approvals and provide required information before signature. Standstill and review consequences must be assessed separately.
Performance and changes
After award, monitor promised quality, milestones and contract controls. Review options and proposed amendments against the original contract and section 132 GWB where applicable. A successful competition does not authorise unlimited later expansion. Retain records needed for audit, grant compliance and any dispute.
Four practical examples
The following scenarios are illustrative, not reports of actual client matters. The outcome depends on the documents and circumstances of the individual procurement.
Example 1: Market consultation
A buyer seeks technical input from suppliers. It prevents a participant’s early involvement from creating an unfair information advantage.
Example 2: Clarification phase
A question reveals an ambiguous deliverable. The response is shared appropriately and the need for extra tender time is considered.
Example 3: Missing certificate
An otherwise promising tender lacks evidence. The authority checks the relevant request rules before deciding whether supplementation is permitted.
Example 4: Additional sites
After signature, the buyer wants more locations served. It checks the original scope and lawful amendment grounds before ordering.
Related topics
Choosing a public procurement procedure · Award criteria and tender evaluation · Contract modifications and additional public works · Contracting authority checklist
Discuss your procurement
For a review, please identify the authority, contract or lot, current procedural stage and any deadline. We can then clarify the scope of the requested work. Contact our team. An enquiry does not itself create a retainer or preserve a legal deadline.
Legal sources
Official legislation and materials, some in German: § 119 GWB · § 14 VgV · § 8 VgV
Updated 13 November 2026. Illustrative guidance on German and EU procurement law.