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QualificationIntermediate12 min read

Proving Eligibility Criteria

What eligibility evidence contracting authorities require and how to compile it correctly.

Steps Overview

  1. 1

    Identify Requirements

    Read the notice and identify all required criteria across professional capacity, economic standing, and technical capability.

  2. 2

    Gather Evidence

    Compile all required documents: trade register extract, revenue statements, references, certificates.

  3. 3

    Prepare Self-Declarations

    Complete the prescribed self-declarations regarding exclusion grounds (§ 123/124 GWB) in full.

  4. 4

    Prepare References

    Compile references in the required format. Ensure comparable services and the required time period.

  5. 5

    Check Currency

    Ensure all evidence is current. Many certificates must not be older than six months.

  6. 6

    Consider Resubmission Options

    Distinguish between evidence that can be requested later and documents that must be submitted with the bid.

Proving Eligibility Criteria

The eligibility check is the first step in bid evaluation. Only bidders meeting all criteria proceed to content evaluation. This guide shows you how to prove your eligibility professionally.

Three Pillars of Eligibility

Procurement law distinguishes three categories:

1. Professional capacity: Trade register extract, professional registrations, industry-specific licenses 2. Economic and financial standing: Revenue from last three years, insurance coverage, bank references 3. Technical and professional ability: References, staff qualifications, equipment, quality management (ISO 9001)

Self-Declarations vs. Third-Party Evidence

  • Self-declarations: Bidder confirms requirements are met (no insolvency, no misconduct). Submit with bid.
  • Third-party certificates: Evidence from authorities (tax office, trade association). Often requested only from the preferred bidder.

Resubmission of Documents

Since the 2016 procurement reform, missing documents can be requested after submission (§ 56 VgV). However, this is at the authority's discretion and typically has a short deadline. Better to submit everything complete from the start.

Prequalification

Prequalification (PQ) lets you centrally register common evidence. This saves you from resubmitting standard documents for every tender.

Practical Tips

  • Maintain an eligibility folder with standard documents, updated quarterly
  • Prepare reference sheets in a standardized format
  • Check certificate validity periods (usually 6 months)
  • Use Patterno HIT to find matching tenders early and prepare in time

Related Guides

Qualification

Applying for Prequalification

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Preparing Professional References

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Eligibility Check Checklist

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