Procurement Glossary
Requirements catalog: Definition, methods and strategic importance in Procurement
November 19, 2025
A catalog of requirements is a structured document that systematically records all technical, qualitative and commercial requirements for a procurement. This central procurement tool forms the basis for transparent tenders and objective supplier evaluations. Find out below what makes a professional catalog of requirements, what methods exist for creating it and how you can use it to optimize your procurement processes.
Key Facts
- Structured document for the systematic recording of all procurement requirements
- Basis for transparent tenders and objective supplier evaluation
- Distinction between mandatory and optional criteria for flexible assessment
- Reduces queries and misunderstandings in the award process by up to 40%
- Enables standardized comparability of different offers
Contents
Definition: Requirements catalog
A catalog of requirements defines all relevant specifications for a procurement in a structured form.
Essential components
The catalog of requirements includes technical specifications, quality standards, delivery conditions and commercial framework conditions. There is a clear distinction between mandatory and optional criteria to ensure flexibility in the evaluation.
- Technical requirements and functionalities
- Quality and safety standards
- Delivery times and services
- Commercial conditions
Requirements catalog vs. service description
While the service description primarily defines the "what", the requirements catalog also specifies the "how" and "with what". It supplements the service description with measurable criteria and evaluation standards.
Importance in the purchasing process
As the foundation for tendering procedures, the catalog of requirements ensures transparency and comparability. It minimizes room for interpretation and creates an objective basis for the tender review.
Methods and procedures
The systematic development of a catalog of requirements follows proven methods for the structured recording and prioritization of procurement requirements.
Stakeholder workshop method
Interdisciplinary workshops with all relevant specialist departments form the basis for complete requirements gathering. Technical, commercial and operational aspects are systematically developed and prioritized.
- Moderation by experienced buyers
- Structured collection of requirements
- Building consensus in the event of conflicting objectives
Template-based development
Standardized templates speed up the creation process and ensure completeness. These templates are adapted to specific categories and supplemented with project-specific requirements. A structured catalog of questions supports systematic recording.
Iterative refinement
The catalog of requirements is developed and refined in several cycles. Feedback from bidder discussions and market analyses is continuously incorporated into the optimization process in order to define realistic and market-driven requirements.
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Key figures for controlling
Measurable key figures enable the continuous optimization of requirements catalogs and their impact on procurement success.
Quality indicators
The completeness and precision of requirements catalogs is measured by specific metrics. The number of inquiries per tender and clarification rounds provide information about the quality of the specifications.
- Nachfragequote: < 15% der teilnehmenden Bieter
- Clarification rounds: maximum 2 per tender
- Degree of completeness: > 95% of all relevant criteria covered
Efficiency metrics
The time required to create and revise requirements catalogs and their impact on process duration are continuously monitored. An efficient scoring model significantly reduces the evaluation effort.
Success indicators
Long-term supplier performance and contract compliance demonstrate the effectiveness of the defined requirements. Complaint rates and the need for renegotiation are important indicators of the quality of the original specifications. Integration in evaluation criteria enables continuous improvement.
Risk factors and controls for requirement catalogs
Incomplete or imprecise catalogs of requirements can lead to considerable problems in the procurement process.
Specification risks
Unclear or contradictory requirements lead to different interpretations among bidders and make objective evaluation more difficult. This can lead to legal disputes and project delays.
- Avoid ambiguous formulations
- Define measurable criteria
- Carry out consistency checks
Risk of overspecification
Overly detailed or restrictive requirements can limit competition and exclude innovative solutions. A good balance between precision and flexibility is crucial for successful tendering strategies.
Compliance risks
Incomplete consideration of legal and regulatory requirements can lead to breaches of procurement law. Regular updating of the procurement guidelines and legal review minimize these risks. Documentation of all decisions in the procurement file ensures traceability.
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Practical example
A mechanical engineering company develops a catalog of requirements for the procurement of new ERP software. The catalog comprises 120 individual criteria in five categories: Functionality (40%), integration (25%), usability (15%), support (10%) and costs (10%). Mandatory criteria such as SAP compatibility and GDPR compliance are differentiated from optional criteria such as mobile apps. After the tender, inquiries are reduced by 60% and the evaluation time by 40%.
- Structured categorization according to business priorities
- Clear weighting of the evaluation criteria
- Measurable increase in efficiency in the award process
Current developments and effects
Digitalization and artificial intelligence are fundamentally changing the creation and use of requirements catalogs.
AI-supported requirements analysis
Artificial intelligence automates the analysis of historical procurement data and generates suggestions for requirements catalogs. Machine learning identifies patterns in successful procurements and continuously optimizes criteria weightings.
- Automatic categorization of requirements
- Predictive analytics for market developments
- Intelligent suggestions for evaluation criteria
Digital collaboration platforms
Cloud-based platforms enable the collaborative development of requirements catalogs in real time. Stakeholders from different locations can work on the creation at the same time and changes are automatically documented. Integration into electronic tendering systems optimizes the entire procurement process.
Sustainability integration
ESG criteria are increasingly being integrated into catalogs of requirements as standard. Environmental, social and governance aspects are given their own evaluation categories and have a significant influence on award criteria.
Conclusion
The catalog of requirements forms the foundation of successful procurement processes through the structured recording of all relevant criteria. Professionally developed catalogs reduce risks, increase transparency and enable objective supplier evaluations. The integration of digital tools and AI-supported analyses continuously optimizes quality and efficiency. Companies that invest in systematic requirements definition achieve demonstrably better procurement results and stronger supplier relationships.
FAQ
What is the difference between a requirements catalog and a specification sheet?
The catalog of requirements defines all procurement requirements in a structured manner for supplier selection, while the specification sheet primarily describes technical specifications for product development. The catalog of requirements is more comprehensive and also includes commercial and contractual aspects.
How detailed should a catalog of requirements be?
The level of detail depends on the complexity and risk of the procurement. Critical components require precise specifications, while standard products can get by with basic requirements. It is important to strike a balance between completeness and practicability for bidders.
Who should be involved in the creation?
All relevant stakeholders must be involved: Specialist departments as requirement owners, Procurement as process owner, quality assurance, IT department and, if necessary, external consultants. Interdisciplinary teams ensure complete and realistic requirements.
How often should requirements catalogs be updated?
Regular reviews are carried out after each procurement and in the event of significant changes in business requirements or market conditions. Updating at least once a year ensures that the defined criteria are up to date and in line with the market.
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