How to read the tender specifications (SWZ) step by step

The tender specifications (SWZ) are the key document in every tender procedure. They set out the requirements and rules that a supplier must follow to submit a valid bid.

Step 1: Understand the structure of the SWZ

The tender specifications (SWZ) consist of many sections and appendices. Its scope is defined by:

• Article 134 of the PZP: “EU” tenders
• Article 281 of the PZP: “domestic” tenders.

You will find there, among other things: the description of the subject of the order (often as a separate appendix), participation conditions, criteria for evaluating offers, deadlines, method of submitting offers, draft contract. The appendices contain forms, templates of declarations, OPZ, technical documentation, etc.

Step 2: Read each section carefully

Pay attention to:

• the description of the order and the technical documentation: get to know the quality and technical requirements
• participation conditions: if you do not meet them yourself, consider a consortium or a third party
• method of preparing the offer: check the required documents and the form of their submission
• bid security and performance security: determine the form and deadline for their submission
• evaluation criteria and deadlines: adapt the offer to the buyer's expectations

Step 3: Ask questions if anything is unclear

The supplier may ask questions until the deadline for submitting offers. However, only questions asked within the legally specified time bind the buyer to an answer:

• EU tenders:
  The buyer must respond no later than:
  • 6 days before the deadline for submitting offers, if the question was received no later than 14 days before the deadline
  • 4 days before the deadline (when the submission deadline was shortened to 15 days), if the question was received no later than 7 days before the deadline.
• National tenders:
  The buyer must respond no later than 2 days before the submission deadline, if the question was received no later than 4 days before this deadline.

No response within the deadline = obligation to extend the submission deadline.

Step 4: Prepare the offer according to the tender specifications (SWZ)

Attach all required documents, pay attention to deadlines, ensure the bid security is submitted, and ensure the offer's transparency according to the evaluation criteria.

Summary

The tender specifications (SWZ) are the basis. Thorough familiarisation with its content and actively clarifying doubts increase the chance of submitting a correct and competitive offer.