Procurement Glossary
Price form: Standardized price recording in tendering procedures
November 19, 2025
The price form is a standardized document for the structured recording of price information in tendering procedures. It enables a transparent and comparable presentation of the cost structures of different bidders and forms the basis for objective bid evaluations. Find out below what a price form is, which methods are used, and how you can successfully use price forms in your procurement processes.
Key Facts
- Standardized form for uniform price recording in procurement procedures
- Enables objective comparability between different bids
- Part of the tender documents and legally binding for contractors
- Supports transparent evaluation according to defined award criteria
- Reduces scope for interpretation and increases legal certainty in the procurement process
Contents
Definition: Price form
A price form defines the binding structure for price quotations in tenders and creates uniform standards for all participants.
Essential components and structure
The price form is divided into different cost categories and items, which allow for a detailed breakdown of the total costs. Typical elements include:
- Individual prices for defined service items
- Quantities and unit prices
- Additional costs and surcharges
- Totals and subtotals
Price form vs. price sheet
While the price sheet provides a general overview of prices, the price form is a predefined, structured document with fixed input fields. It ensures consistent data entry and facilitates subsequent offer review.
Importance in Procurement
Price forms are indispensable tools for professional tendering procedures. They create transparency, reduce evaluation effort, and minimize legal risks through standardized documentation.
Methods and procedures
The successful implementation of price sheets requires systematic planning and structured implementation in all phases of the procurement process.
Development and design
The process begins with an analysis of the service to be procured and the definition of relevant cost items. All price-relevant factors are identified and organized into a logical structure. A clear service description forms the basis for precise price sheets.
Inclusion in tender documents
The price form is provided as a binding part of the tender documents and must be completed in full by all bidders. Its integration is coordinated with other documents such as the requirements catalog and the eligibility criteria.
Digital implementation
Modern electronic tendering systems enable price forms to be provided and processed electronically. This reduces transmission errors and significantly speeds up the evaluation process.
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Key figures for controlling the price form sheet
Relevant key figures enable the effectiveness and quality of price forms in procurement procedures to be evaluated.
completeness rate
The completeness rate measures the proportion of correctly and completely filled-out price forms in relation to the total number of bids submitted. A high rate of over 90% indicates clear structuring and understandable instructions for filling out the forms.
Processing time and efficiency
The average time required to evaluate price forms demonstrates the efficiency of the evaluation process. Standardized formats reduce processing time by up to 60% compared to individual price quotations. This significantly speeds up the entire award decision process.
Error rate and demand rate
The number of necessary queries and corrections per price form indicates the quality of the documentation. A low error rate of less than 5% confirms the effectiveness of the chosen structure and wording.
Risks, dependencies and countermeasures
The use of price forms involves various risks, which can be minimized by taking appropriate measures.
Incomplete or incorrect information
Bidders may fill out price forms incompletely or make mistakes when entering data. This leads to delays and complicates the evaluation process. Preventive measures include clear instructions for filling out the forms, plausibility checks, and the option to request additional documentation.
Legal risks of avoidance
Incorrect or unclear price forms can lead to complaints from bidders and legal disputes. Careful preparation, clear wording, and documentation in the tender file significantly reduce these risks.
Technical dependencies
Electronic price forms are dependent on IT systems and their availability. System failures or compatibility issues can disrupt the award process. Backup solutions and alternative transmission methods ensure the continuity of the process.
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Practical example
An industrial company is putting out to tender maintenance services for production facilities. The price form developed is divided into basic services, optional services, and spare parts costs. Bidders must show hourly rates for different qualification levels, travel costs, and on-call services separately. The structured recording enables objective evaluation according to defined criteria and creates transparency for all parties involved.
- 40% reduction in evaluation time thanks to standardized structure
- Improving the quality of offers through clear specifications
- Minimization of legal risks through standardized documentation
Trends and developments relating to the price form
Digitization and new technologies are fundamentally changing the design and use of price forms and opening up innovative possibilities.
Automation and AI integration
Artificial intelligence is increasingly assisting in the automatic creation of price sheets based on service descriptions. AI systems can suggest cost items and perform plausibility checks. This reduces manual effort and increases the quality of price recording.
Dynamic pricing models
Flexible price forms enable the mapping of complex price structures with variable components and scaling effects. E-auctions use dynamic price forms for real-time adjustments during the bidding process.
Integrated sustainability assessment
Modern price forms increasingly integrate sustainability criteria and total cost of ownership approaches. This enables a holistic assessment across the entire life cycle and supports sustainable procurement decisions.
Conclusion
Price forms are indispensable tools for professional tendering procedures and form the basis for objective, transparent bid evaluations. They standardize price recording, reduce evaluation effort, and minimize legal risks. Advancing digitalization opens up new opportunities for automated creation and intelligent evaluation. Successful implementation requires careful planning, clear structuring, and continuous optimization based on experience.
FAQ
What is the difference between a price form and free price quotation?
The price form provides a fixed structure with predefined input fields, while free price specifications can be customized. Price forms ensure consistent comparability and significantly reduce the evaluation effort.
How detailed should a price form be?
The level of detail depends on the complexity of the procurement and the evaluation requirements. Forms that are too detailed can overwhelm bidders, while information that is too superficial does not allow for a meaningful evaluation. A balance is crucial.
Can price forms be changed retrospectively?
Changes after publication of the tender are only possible in exceptional cases and in compliance with public procurement law provisions. All bidders must be informed of any changes to ensure equal treatment.
What legal requirements apply to price forms?
Price forms must comply with the principles of transparency, equal treatment, and proportionality. They are a binding part of the tender documents and must be clearly worded and fully fillable.
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