Procurement Glossary
Tender opening: Transparent process in the award procedure
November 19, 2025
The opening of tenders is a central step in the award procedure, in which submitted tenders are formally opened and documented. This transparent process ensures fairness and traceability when selecting suppliers. Find out below what bid opening involves, which methods are used and how it is used strategically in Procurement .
Key Facts
- Formal act for opening bids received in the award procedure
- Documentation of all key offer features and participants
- Ensuring transparency and equal treatment of all bidders
- Basis for the subsequent bid review and evaluation
- Legally relevant process with strict documentation requirements
Contents
Definition: Offer opening
The bid opening marks the transition from bid submission to bid evaluation in the award process.
Key features of the bid opening
During the tender opening process, all tenders received on time are systematically opened and their basic data recorded. Bidders, tender prices and key technical features are documented.
- Date after expiry of the binding period
- Presence of bidders or their representatives possible
- Complete documentation of all offer data
- Check for formal completeness
Offer opening vs. offer review
While the bid opening merely comprises the formal recording of the bids, the content of the bids is evaluated during the bid review. The opening serves as a neutral inventory without evaluation.
Importance of opening bids in Procurement
The proper opening of tenders creates trust with suppliers and minimizes legal risks. It forms the basis for transparent tender management and enables a fair evaluation of all bids.
Methods and procedures
The bid opening follows standardized procedures, which can vary depending on the type of award and complexity.
Preparation of the bid opening
Careful preparation ensures that everything runs smoothly. This includes providing the necessary documents and determining the participants.
- Checking the completeness of all tenders received
- Preparation of the documentation templates
- Invitation of bidder representatives to public meetings
- Provision of neutral premises
Implementation of the opening date
The actual opening process is systematic and transparent. All offers are processed in the order in which they are received and the key data is read out.
- Chronological opening of all offers
- Reading of the bidders and bid prices
- Documentation in an award note
- Identification of tenders received late
Digital offer opening
Modern electronic tendering systems automate the opening process and increase transparency. Digital time stamps and encrypted transmission guarantee the integrity of the offers.
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Key figures for controlling the opening of offers
Measurable key figures help to optimize the opening process and quality assurance.
Process efficiency key figures
The time between the opening date and completion of the documentation shows the efficiency of the process. Target values are typically a maximum of 24 hours after opening.
- Average opening time per offer
- Time to complete documentation
- Number of requests for opening
Quality indicators
Error rates in data collection and completeness of documentation measure the quality of the opening process. An error rate of less than 2% is considered a benchmark.
Compliance indicators
Compliance with deadlines and procedural requirements is monitored using appropriate key figures. Regular audits of the award schedule ensure compliance. Deviations from standard procedures must be documented and justified.
Risk factors and controls for bid openings
Errors in the opening of tenders can lead to legal problems and procedural errors that jeopardize the entire award procedure.
Procedural errors and legal uncertainty
Incomplete documentation or breaches of opening deadlines can lead to bidder complaints. Careful compliance with the procurement guidelines is therefore essential.
- Delayed or premature opening of offers
- Incomplete documentation of the opening
- Breach of confidentiality for non-public appointments
Technical risks with digital opening
System failures or security gaps can jeopardize the integrity of the opening process. Redundant systems and regular security checks are necessary protective measures.
Manipulation risks
Unauthorized access to bids before the official opening can lead to distortions of competition. Strict access controls and the dual control principle minimize these risks. The tender file must document all security measures.
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Practical example
A car manufacturer issues a call for tenders for logistics services. On the opening date, five tenders are received, which are systematically opened. It is determined that one tender was received late and must therefore be excluded. The remaining four tenders are fully documented, with prices varying between 2.1 and 2.8 million euros. One bidder has submitted a secondary bid, which is noted separately.
- Complete documentation of all offer data
- Exclusion of late tenders according to procedural rules
- Transparent communication of the results to all bidders
Current developments and effects
Digitization is fundamentally changing the opening of the supply chain and creating new opportunities for transparency and efficiency.
Automated opening processes
AI-supported systems can automatically extract and structure quotation data. This reduces manual errors and speeds up the process considerably.
- Automatic data extraction from PDF documents
- Intelligent plausibility checks
- Real-time notifications to all parties involved
Blockchain-based transparency
Blockchain technology enables unalterable documentation of the opening process. Every step is cryptographically secured and stored in a traceable manner.
Virtual opening dates
Online platforms enable bidders to participate in opening dates without being physically present. This increases the participation rate and reduces costs for everyone involved. Live streaming and digital signatures ensure the necessary transparency.
Conclusion
The opening of tenders is a critical component in the award procedure that ensures transparency and fairness. Systematic documentation and compliance with the procedural rules create a solid basis for the subsequent tender evaluation. Digitalization offers new opportunities to increase efficiency, but at the same time requires increased attention to data security and compliance.
FAQ
What exactly happens when the offer is opened?
When tenders are opened, all tenders received on time are systematically opened and their basic data such as bidders, prices and key technical characteristics are documented. This process is transparent and can take place in public tenders with the participation of the bidders.
Who may be present at the bid opening?
Depending on the award procedure, bidders or their authorized representatives may be present at the opening. In the case of non-public procedures, participation is usually restricted to the contracting authority and internal employees. The regulations are set out in the respective tender documents.
How is the bid opening documented?
The documentation takes place in an opening log that records all key data: Participants, time, bids opened, prices and special occurrences. This documentation becomes part of the award file and must be able to be presented in the event of queries or legal disputes.
What happens to offers received late?
Tenders received late will generally be excluded from the procedure and returned unopened. The time of receipt will be documented in order to prove the delay. Exceptions are only possible in justified individual cases and if it can be proven that the delay was not caused by the bidder.
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