If you’ve ever tried selling to the public sector, you’ve probably noticed that not all tenders work the same way. Some ask for a simple quote. Others require multi-stage proposals, partner discussions, or even co-development of entirely new solutions. That’s because public procurement doesn’t follow one single model, but uses different procedures for different goals.
Understanding how these procedures work is essential if you want to compete effectively. It’s not just about what the buyer wants; it’s about how they plan to buy it. And if you don’t know the process, you’re already at a disadvantage before the tender is even published.
In this guide, we’ll break down the most common types of tender processes used in public procurement across Europe. From simple open calls to complex innovation partnerships, you’ll learn what each process involves, when it’s used, and what it means for your bidding strategy.
If you want to stop reacting to tenders and start preparing with purpose, this is where that starts.
Let’s begin with the most widely used method in EU procurement: the open procedure.
Open procedure
What is open procedure? The open procedure is the most widely used tender process in public procurement, especially across the EU. It’s designed to ensure fairness, competition, and transparency, which is why it’s the default method for many public buyers, particularly when the contract value exceeds EU thresholds.
In an open procedure, any supplier who meets the basic eligibility criteria can submit a bid.
There’s no pre-qualification stage, no shortlist, and no negotiation phase. Everyone submits their offer at the same time, and the evaluation is based on the criteria set out in the original documents.
For suppliers, this process is both an opportunity and a challenge. It offers open access to high-value contracts, even for smaller or newer businesses. But it also means you’re often competing against a large number of bidders, many of whom may be offering similar services at similar prices.
Success in open procedures depends on understanding the evaluation method, being fully compliant with all submission requirements, and clearly standing out in both value and presentation. This is not a place for generic proposals, especially when buyers have dozens to review.
Next, we’ll explore a more selective process: the restricted procedure.
Restricted procedure
The restricted procedure is used when public buyers want to limit who can submit a full bid, without sacrificing fairness or transparency. It’s a two-stage process. First, suppliers express interest and submit initial information. Then, only a shortlist of qualified candidates is invited to submit full proposals.
This approach is common in complex or high-value procurements where buyers want to ensure that only serious, capable suppliers take part. It helps reduce administrative workload on both sides and improves the quality of bids received.
For suppliers, the first stage usually focuses on demonstrating capacity, relevant experience, technical ability, and financial standing. There’s no pricing or solution detail at this point, just a qualification check. If you’re shortlisted, only then are you invited to compete in the second round, where you’ll submit a full proposal with pricing and detailed plans.
What does this mean in practice? If you’re not prepared, you’ll miss the shortlist entirely, no matter how strong your offer might have been. But if you are ready, the restricted procedure gives you a clearer playing field, with fewer competitors and a more focused bidding process.
Let’s now move into more flexible territory: the negotiated procedure.
Negotiated procedure
The negotiated procedure is used when public buyers need more flexibility than a standard tender allows. Unlike open or restricted procedures, this one gives the buyer room to engage directly with suppliers, to clarify, adjust, and refine the terms before awarding a contract.
There are two versions: one with prior publication, where suppliers apply and are shortlisted; and one without, used in special cases like extreme urgency, technical exclusivity, or when previous procedures failed. Both allow the buyer to enter discussions with one or more suppliers before final decisions are made.
From a supplier’s point of view, this process is less about ticking boxes and more about alignment and dialogue. Buyers often use it when requirements are not fully defined, or when they expect market input to shape the outcome.
The key here is preparation and flexibility. Your team needs to be ready to respond quickly, adjust your offer during discussions, and demonstrate clear value beyond price, especially in situations where innovation, delivery risk, or integration matter.
While this process isn’t used as frequently, when it is, it’s usually for important, high-stakes projects. And for the right supplier, it’s an opportunity to influence outcomes in a way that more rigid processes simply don’t allow.
Next, we’ll look at a process built entirely around collaboration: the competitive dialogue.
Competitive dialogue
The competitive dialogue procedure is designed for situations where the public buyer knows what they need to achieve, but not how to get there. It’s commonly used in large-scale, complex projects where the final solution may depend heavily on supplier input, such as smart infrastructure, new digital platforms, or urban regeneration programs.
Unlike open or restricted procedures, competitive dialogue includes a formal discussion phase. After selecting qualified participants, the buyer enters into structured conversations with each one. These discussions help refine the requirements, clarify expectations, and explore possible solutions before final bids are submitted.
For suppliers, this creates a rare opportunity: you’re not just responding to fixed requirements, you’re helping to shape them. That makes preparation critical. You’ll need to bring insight, creativity, and the ability to communicate your approach clearly and confidently.
Competitive dialogue takes more time and effort, both for buyers and suppliers. But it often results in more effective contracts, especially when innovation, integration, or long-term delivery are involved.
If you’re confident in your solution and open to collaboration, this process gives you real influence, long before the final bid is even written.
Next, we’ll explore a newer process built specifically for innovation-driven projects: the innovation partnership.
Innovation partnership
The innovation partnership is one of the newest additions to the EU procurement toolbox. It’s built for a specific type of challenge: when the solution the buyer needs doesn’t yet exist on the market.
In this process, public buyers are not just looking for a supplier, they’re looking for a partner to develop and deliver something entirely new. That could be a novel technology, a sustainable product, or a digital tool designed to solve a very specific problem.
What makes this procedure unique is its structure. It begins like a regular procurement (with clear eligibility and evaluation) but leads into a multi-phase project. The first phase is about co-developing the solution. Later phases focus on production and implementation.
For suppliers, this means two things. First, it’s a rare chance to get paid for research and development. Second, it demands a high level of commitment, transparency, and collaboration, not just in bidding, but throughout the partnership.
Innovation partnerships aren’t common, but when they appear, they tend to attract serious, capable bidders with a strong track record in R&D and delivery.
Let’s now shift to a more operational model used for ongoing, flexible procurement: the dynamic purchasing system.
Dynamic purchasing system (DPS)
The dynamic purchasing system, or DPS, is a flexible and fully electronic procurement model used for buying commonly available goods or services over time. It’s often compared to a “live” supplier list that public buyers can access whenever they need to make a purchase.
Unlike a traditional framework agreement, a DPS remains open, meaning new suppliers can join at any time, as long as they meet the qualification criteria. Once admitted, suppliers receive invitations to bid in specific, smaller competitions (often referred to as mini-competitions or call-offs).
Public buyers typically use DPS for categories like cleaning services, translation, office supplies, IT support, or maintenance. These needs arise regularly, but each request may vary slightly in volume, timing, or scope.
For suppliers, the main benefit of a DPS is long-term visibility and ongoing access to relevant opportunities, without having to re-qualify each time. The trade-off is that you must remain responsive and competitive, as pricing and timelines are often central to each mini-competition.
DPS systems are particularly friendly to SMEs, and many public bodies across Europe now use them to simplify repeat purchasing.
Next, let’s look at another long-term procurement tool: the framework agreement.
Framework agreements
A framework agreement is a long-term arrangement between a public buyer and one or more suppliers, designed to streamline repeat purchasing. Instead of launching a full tender every time something is needed, the buyer sets predefined terms — and calls off specific purchases as needed.
These agreements usually last up to four years and can cover goods, services, or works. They don’t guarantee business to participating suppliers, but they give access to opportunities under agreed conditions, like pricing, delivery timelines, and service levels.
There are two main types:
- Single-supplier frameworks, where the buyer calls off directly from one provider.
- Multi-supplier frameworks, where several pre-approved suppliers may be invited to compete again in mini-tenders for each purchase.
For suppliers, framework agreements are strategic footholds. Winning a place on a framework can lead to consistent revenue, reduced bidding costs, and stronger relationships with public buyers. But getting in is competitive, and requirements are often high, particularly around capacity, compliance, and documentation.
Frameworks are commonly used for IT services, facilities management, consulting, training, or large-scale supply categories.
Now that we’ve covered the core procedures, let’s quickly touch on a few other procurement methods you might encounter.
Other procurement methods you might encounter
While the procedures we’ve covered are the most common and structured under EU rules, public buyers occasionally use other methods, depending on contract size, urgency, or national procurement laws.
Here are a few you might come across:
Direct awards (or single source procurement)
Used for low-value contracts below national or EU thresholds. The buyer can award a contract directly to a supplier without a competitive process. Often used for urgent needs, one-off purchases, or highly specialized work.
Mini-competitions
These occur within existing frameworks or DPS arrangements. Only pre-qualified suppliers are invited to submit simplified bids for a specific project or need. The buyer evaluates based on speed, price, or added value.
Market consultations or prior information notices (PINs)
These aren’t tender processes, but early-stage signals. Buyers may ask for supplier input before launching a formal tender. Responding can help you shape the upcoming opportunity, and get noticed early.
These processes may be less formal, but they’re still important. In some cases, they’re how suppliers get their foot in the door, or position themselves for larger, future opportunities.
Let’s now wrap up with a quick summary, and how understanding these processes helps you work smarter, not harder.
Know the process, win the opportunity
Understanding how public buyers run their tender processes isn’t just about following rules, it’s about being prepared, focused, and competitive from the start. Each procedure we’ve covered (from open calls to innovation partnerships) reflects a different way of buying, and a different way you need to sell.
When you know the process, you can plan your response accordingly. You avoid wasting time on tenders that don’t fit. You prepare smarter. And you increase your chances of winning.
At Tendify, we help companies across Europe discover public procurement opportunities that match their goals and capabilities, no matter the procedure behind them. Whether it’s a quick RFQ or a multi-stage framework, our platform simplifies the way you find, track, and prioritize tenders that actually make sense for your business.
Because in the end, public procurement isn’t just about what you offer, it’s about how well you understand the process you’re stepping into.
