Procurement Glossary
Open procedure: Transparent tendering in public procurement
November 19, 2025
The open procedure is a central award procedure in public procurement in which all interested companies can submit a bid without pre-selection. This transparent procedure ensures maximum competition and equal opportunities for all bidders. Find out below what characterizes the open procedure, how the process is structured and which strategic aspects are relevant for buyers.
Key Facts
- All qualified companies can participate without pre-selection
- Single-stage procedure with direct submission of tenders after announcement
- Application for contracts above EU thresholds and national awards
- Maximum transparency through public announcement of all tender documents
- Awarded on the basis of the most economical offer according to defined criteria
Contents
What is an open procedure? Definition and procedure at a glance
The open procedure is the basic form of public tendering and allows unrestricted participation of all interested bidders.
Key features of the open procedure
The open procedure is characterized by its unrestricted accessibility. Any company can submit a tender directly after the public announcement, without a prior qualification check or expression of interest.
- Uniform tendering procedures for all participants
- Simultaneous assessment of suitability and offer
- Binding deadline for submitted offers
Differentiation from other award procedures
In contrast to the restricted procedure, there is no pre-selection of bidders. While the negotiated procedure allows for renegotiations, the bids submitted in the open procedure are final and binding.
Importance in strategic Procurement
The open procedure ensures maximum market coverage and competitive intensity. It is particularly suitable for standardized services with clear specifications and supports the objective of optimal price-performance ratios through broad market participation.
Procedure: How an open procedure works
The systematic implementation of the open procedure follows a structured process from the needs analysis to the awarding of the contract.
Preparation and tender documents
The basis is a precise service description with clear technical and commercial requirements. A structured catalog of requirements defines all relevant criteria.
- Preparation of the tender documents with award criteria
- Determination of suitability criteria for bidders
- Definition of deadlines and modalities
Implementation and bid evaluation
Following the public announcement, tenders are opened on a fixed date. The tender review includes both formal and substantive evaluation of all submitted tenders.
Award of contract and documentation
The award decision is based on a systematic evaluation using a scoring matrix. All procedural steps are documented in the award file and concluded with an award note.
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Important KPIs and targets
The success of open procedures is measured using specific key figures that evaluate the efficiency, quality and cost-effectiveness of the award process.
Process efficiency and throughput times
The duration of the process from the start of the invitation to tender to the award of the contract is a key indicator. Typical target values are 60-90 days for standardized services, depending on complexity and binding period.
- Average duration of proceedings in calendar days
- Proportion of procedures completed on time
- Time for bid review and evaluation
Market participation and intensity of competition
The number of bids received per procedure shows the market attractiveness and intensity of competition. Optimal values are between 5-12 qualified bids to ensure sufficient competition with manageable evaluation complexity.
Efficiency and savings
The cost reduction achieved compared to estimated values or previous year's prices measures the economic success. In addition, quality indicators such as the degree of fulfillment of the award criteria and supplier satisfaction are recorded to enable a holistic assessment.
Risks, dependencies and countermeasures
The open procedure entails specific risks that can be minimized through systematic risk management and preventive measures.
High number of unsuitable offers
Unrestricted participation can lead to a large number of unqualified or incomplete tenders. Clear suitability criteria and precise specifications reduce this risk considerably.
- Detailed definition of requirements in the tender documents
- Clear formulation of minimum qualifications
- Structured offer review with standardized checklists
Legal risks of avoidance
Procedural errors or inadequate documentation can lead to bidder complaints and review proceedings. A complete procurement file and compliance with all procedural regulations are essential.
Capacity overload during valuation
A high number of incoming tenders can overload evaluation capacities and lead to delays. Efficient tender management with sufficient human resources and digital tools is required to ensure timely decisions.
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Practical example
A city council invites tenders for the procurement of 50 electric vehicles in an open procedure. Following a public announcement, 12 bids are received from various manufacturers and dealers. The bids are assessed using an evaluation matrix with 60% price and 40% technical criteria. Three bids are excluded due to a lack of suitability criteria. The contract is awarded to the bidder with the most economical offer, which is 15% below the estimated value.
- Savings of 180,000 euros compared to the original cost estimate
- Process duration of 75 days from start to award of contract
- Complete documentation prevents later legal disputes
Current developments and effects
Digitalization and new technologies are fundamentally changing the implementation of open procedures and creating new opportunities for efficiency and transparency.
Digitization of procurement processes
Electronic tendering is becoming the standard and enables fully digital processing from the announcement to the award of the contract. Automated workflows reduce processing times and minimize sources of error.
- Electronic submission and management of offers
- Automated deadline monitoring and notifications
- Digital documentation and archiving
AI-supported offer evaluation
Artificial intelligence is increasingly supporting the objective evaluation of offers through automated analysis and scoring. Machine learning algorithms can recognize patterns in bid data and continuously improve the quality of the evaluation criteria.
Sustainability and ESG integration
Environmental, social and governance criteria are becoming increasingly important as award criteria. Open procedures are increasingly integrating sustainability aspects into the service description and evaluation matrix in order to anchor social responsibility in public procurement.
Conclusion
The open procedure is the most transparent and competitive award procedure, ensuring maximum market participation and fair equal opportunities. Systematic preparation, clear award criteria and professional tender management enable optimal results to be achieved. Increasing digitalization and AI support will further increase efficiency and establish the open procedure as the gold standard of public procurement.
FAQ
When should the open procedure be used?
The open procedure is generally possible for public contracts above the EU thresholds and is often used for standardized services. It is particularly suitable when maximum competition is desired and no special pre-qualification of bidders is required.
How does the open procedure differ from the restricted procedure?
In the open procedure, all interested companies can submit a tender directly, whereas in the restricted procedure, a pre-selection is first made by means of a competitive tender. The open procedure has a one-stage structure, while the restricted procedure has two stages.
What deadlines apply in the open procedure?
The minimum deadline for submitting tenders for EU-wide tenders is 35 days from the date on which the contract notice is sent out. Shorter deadlines may apply for national tenders. The binding period for tenders is at least 30 days after expiry of the tender deadline.
Can offers still be changed after submission?
In principle, submitted offers are binding and can no longer be changed. Corrections are only possible in the case of obvious calculation or spelling errors. Renegotiations are not permitted in the open procedure, in contrast to the negotiated procedure.
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