Invitation to Tender

An invitation to tender (ITT) is the document package that formally triggers the tender submission stage of a procurement. In a restricted procedure or competitive procedure with negotiation, it is sent only to suppliers who have successfully passed the Stage 1 selection assessment. In an open procedure, the ITT is effectively published alongside the contract notice, because all suppliers may access it simultaneously.

What is an Invitation to Tender?

The ITT is the central procurement document from which suppliers prepare their tender responses. Under EU procurement law, the ITT must contain (or incorporate by reference) sufficient information for an economic operator to prepare a compliant and competitive tender. The minimum contents of an ITT are largely defined by the applicable directive and the type of contract, but typically include the following.

Contract specification. The full technical, functional, or performance requirements that the contract must satisfy. This is what the supplier is being asked to deliver.

Contract terms and conditions. The draft contract, including payment terms, liability provisions, intellectual property ownership, step-in rights, and termination conditions.

Evaluation methodology. A detailed description of how tenders will be assessed, including the award criteria, sub-criteria, and their respective weightings. This elaborates on the criteria stated in the contract notice.

Submission requirements. Instructions on format, length, structure, and the deadline for tender submission. Most European procurement systems now require electronic submission via a designated e-procurement portal.

Questions and clarification process. The mechanism by which suppliers can submit clarification questions and receive answers (usually circulated anonymously to all invited suppliers).

For multi-stage procedures such as competitive dialogue, an equivalent document (sometimes called an "invitation to submit final tenders") is issued after the dialogue phase concludes.

Why it matters for bidders

Receipt of an ITT marks the start of the most resource-intensive phase of the bid process. The ITT tells you exactly what the buyer wants, on what terms, and how they will score your response. Reading the ITT thoroughly and immediately, identifying ambiguities, and submitting clarification questions before the deadline is the first critical task.

Many bidders receive an ITT and begin writing immediately. A better practice is to analyse the ITT systematically first: what are the highest-weighted award criteria? What evidence is specifically required? Which parts of your organisation need to contribute to the response? Where are the gaps between your current capability and the stated requirements?

Example

A Danish municipality shortlists five suppliers in a restricted procedure for ICT support services. It issues an ITT to all five by secure e-procurement portal, containing a 60-page technical specification, a draft service level agreement, detailed award criteria (technical quality 40%, service methodology 30%, price 30%), submission requirements (electronic, via the portal, by a specified date), and a Q&A period of 15 days. Suppliers have 25 days from despatch to submit a complete tender.

Frequently Asked Questions

Is the ITT the same as the tender documents?

The ITT and the tender documents are often used interchangeably. Strictly, the ITT is the cover letter or formal invitation, while the "tender documents" or "procurement documents" are the full package. In practice, the terms refer to the same bundle of information.

Can a contracting authority change the ITT after it has been issued?

Minor clarifications and corrections are permitted, provided they do not amount to a material change in the procurement. Any changes must be communicated equally to all invited suppliers, and the submission deadline must be extended if the change is substantive enough to require additional preparation time.

What happens if I cannot submit before the ITT deadline?

Late tenders are invariably rejected. In electronic submission systems, the portal typically locks after the deadline. If you know you will miss the deadline for a legitimate reason (a technical failure in the portal, for example), contact the contracting authority immediately and document the issue.

Is the ITT the same as a request for proposal?

"Request for proposal" (RFP) is a commercial term common in private sector procurement and in some jurisdictions (particularly the US). In EU public procurement, the ITT is the equivalent document. The term RFP is sometimes used informally by public buyers but has no distinct legal meaning in EU procurement law.