What does digital bid submission mean?
Digital bid submission (digitale Angebotsabgabe) is the electronic submission of bids and requests to participate via tender portals. Since October 18, 2018, electronic bid submission has been mandatory for all public contracting authorities in EU-wide procurement procedures. Below the EU thresholds, digital submission has also become largely standard. Paper-based bids are now allowed only in narrowly limited exceptional cases.
The technical processing takes place via so-called procurement platforms or e-procurement systems, which ensure secure and confidential transmission of the bid data. The bidder uploads its bid documents to the platform in a defined electronic format. The system records the exact time of receipt and ensures that the bids remain encrypted and cannot be viewed by the contracting authority until the opening period expires. The bids are decrypted and opened only after the bid deadline has expired.
Depending on the procurement platform and the contracting authority's requirements, different security levels may apply. In some cases simple text form is enough, in others a qualified electronic signature is required. Most tender portals offer their own bidder software or bidder module through which the bid is submitted. Well-known platforms in Germany include the federal government's eVergabe, the Deutsches Vergabeportal (DTVP), subreport and various state-specific systems.
Relevance for bidders
The switch to digital bid submission requires bidders to have suitable technical equipment and to prepare organizationally. Companies must register on the relevant tender portals, install the required software and train their staff in using the systems. It is advisable to test bid submission in advance to avoid technical problems on the day of submission.
Bidders should plan enough buffer time for digital submission. Upload times for large files, server overloads shortly before the deadline or technical compatibility problems can cause delays. Late receipt usually leads to exclusion of the bid even in the case of technical problems, unless the delay is attributable solely to the contracting authority's sphere.
Legal framework
The obligation to submit bids electronically follows from Section 53 VgV (Public Procurement Ordinance) above the thresholds. Section 38 UVgO (Sub-Threshold Procurement Rules) governs electronic communication below the thresholds. The technical requirements for the confidentiality and integrity of the transmitted data are defined by EU Procurement Directive 2014/24/EU and, for electronic signatures, by the eIDAS Regulation (EU) No 910/2014.