EU Tender Process

This process applies to goods or services which, over the life of the contract have a value of over €221K (ex VAT).
EU Tender Process Step 1 Tender Initiation User Requirements Advertise Evaluate & Reward Implement & Manage

Process Information

The Procurement and Contracts Office are available to advise and assist at all stages of the process.

There are eight stages to a tender process, with an indicative timeline as follows:

  • Stage 1: Tender Initiation: 2-3 weeks
  • Stage 2: User Requirements: 2-4 weeks
  • Stage 3: Advertisement: 7 weeks minimum
  • Stage 4: Evaluation & Clarification: 3-20 weeks (depending on local resourcing)
  • Stage 5: Tender Award: 1-2 weeks
  • Stage 6: Contract Implementation: 2-10 weeks
  • Stage 7: Closing of contract: 2-4 weeks
  • Stage 8: Contract Management: Life of contract

 The first stage is to Initiate the Tender.

tender checklist is available to guide you through the complete process

Please note the procedure outlined on this website is for an Open Procedure which is commonly used. However, depending on the value and nature of the purchase, other tendering procedures may be an option. The most appropriate procedure will be identified at the Tender Initiation Meeting.

Document Retention:

While the Procurement & Contracts Office maintain a contract file throughout the process, it is important that Budget Holders also keep local records of all tendering activity. Tender records should include:

  • Pre-tender research
  • Final Invitation to Tender document
  • Tender submissions received
  • Final Tender Evaluation Report (Signed)
  • Notification to successful/unsuccessful suppliers
  • eTenders/OJEU Contract Notice/Award Notice
  • Copy of purchase order/Invoice(s)
  • Contract Management meetings (if applicable)