What does document request period mean?
The document request period (Anforderungsfrist) is the period within which interested companies can request or download the procurement documents from the contracting authority. In modern e-procurement practice, where procurement documents are usually provided electronically on tender portals, the classic document request period has lost practical importance, because the documents are often available for direct download. Still, the concept remains relevant, especially in procedures where the documents are not immediately freely accessible.
In certain procedure types, such as restricted tenders or negotiated procedures, the procurement documents are sent to the selected candidates only after the participation contest has closed. In these cases there is no separate document request period, because the documents are sent automatically after selection. In open procedures, by contrast, the documents must be accessible electronically, free of charge and without restriction, no later than the day the notice is published.
The procurement documents must usually remain available at least until the bid deadline expires. If a company has technical problems accessing the documents, it should contact the contracting authority right away, because technical barriers to access may justify an extension of the deadline.
Relevance for bidders
For bidders, it is essential to get access to the procurement documents early, so you have enough time to prepare the bid. Even if the documents are available until the bid deadline ends, you should not wait until the last moment. Early access lets you assess the scope of the tender, identify any unclear points and ask bidder questions in good time.
Bidders should also make sure they have registered on the relevant tender portals, so they receive automatic notifications about new tenders and changes to the procurement documents. Registration also lets the contracting authority inform all bidders about corrections, additions or answers to bidder questions.
Legal framework
Electronic provision of the procurement documents is governed by Section 41 VgV (Public Procurement Ordinance), which requires free, unrestricted and complete electronic access. Below the EU thresholds, Section 29 UVgO (Sub-Threshold Procurement Rules) governs the provision of the procurement documents. Exceptions to electronic provision are allowed only under narrow conditions, for example for special security requirements or special technical formats.