Lot Description

The lot description is the specification at the heart of every lot. It tells suppliers exactly what the contracting authority needs, what the successful bidder will be required to deliver, and what conditions apply specifically to that lot. Without a clear lot description, the evaluation cannot be conducted fairly, and suppliers cannot price or resource their bids accurately.

What is a lot description?

A lot description is the detailed specification that applies to one specific lot within a multi-lot tender or single lot tender. It encompasses the technical or functional specification, the delivery requirements, the performance standards, the contract duration, the geographic scope, and any other conditions that differentiate this lot from others in the same procedure.

In the EU, contracting authorities must publish lot descriptions with sufficient clarity and precision to allow interested suppliers to assess whether they are capable and whether the lot is commercially attractive. Vague or contradictory lot descriptions create grounds for challenge and undermine competition.

Lot descriptions are typically contained either in the contract notice itself (for simpler procedures) or in the invitation to tender or specification documents (for more complex ones). On the TED (Tenders Electronic Daily) platform, structured lot information is captured in the contract notice fields, with more detailed specifications provided as attachments.

The lot value is closely linked to the lot description: the estimated value should be consistent with the scope described. If the description indicates a large, complex delivery but the published value is very low, this inconsistency is a signal worth querying.

Why lot descriptions matter for bidders

The lot description is the document that determines whether you can win and how to bid. Before committing resources to a tender response, bidders should read the lot description to assess three things.

First, can we meet the specification? The description will identify mandatory technical requirements, certifications, or experience that the specification demands. If the lot requires a supplier with ISO 27001 certification and you do not hold it, the lot is out of scope regardless of how attractive the value is.

Second, can we price this accurately? A detailed lot description with clear deliverables and volumes is essential for commercial pricing. Vague descriptions increase pricing risk and may require contingency allowances that make your bid less competitive.

Third, are there lot-specific conditions that affect our approach? Some lots carry specific conditions around mobilisation timescales, staffing levels, local presence requirements, or subcontracting restrictions. These conditions must be factored into both the technical and commercial elements of the bid.

When comparing lots within a multi-lot tender, the lot descriptions are the primary tool for deciding which lots to prioritise given limited bid resource.

Example

A Polish city authority divides a parks maintenance contract into four lots, each covering a different urban district. The lot description for Lot 2 (central parks) specifies weekly mowing of 45 hectares, daily litter collection from April to October, maintenance of 12 fountains including seasonal installation and removal, and management of three specialist rose gardens requiring qualified horticultural oversight. The lot description for Lot 4 (industrial estate green corridors) specifies monthly maintenance of 8 hectares with no specialist horticultural requirements. A horticulture specialist firm will read these descriptions and identify Lot 2 as the appropriate lot to target based on alignment with its capabilities.

Frequently Asked Questions

Can a lot description be changed after the contract notice is published?

Minor clarifications that do not materially alter the scope or requirements may be issued as procurement clarifications, provided they are communicated to all interested suppliers. Material changes to the lot description after the contract notice is published are not permitted without cancelling and restarting the procedure.

What if the lot description is ambiguous?

Bidders should raise clarification questions through the buyer's designated clarification process before the deadline. Clarifications submitted and answered through this process become part of the procurement record and are binding on the authority. Assuming an interpretation and bidding without clarification is risky, particularly if the ambiguity affects your pricing or compliance.

Do all lots in a procedure need separate lot descriptions?

Yes. Each lot in a lot division structure must have its own description. It is not acceptable to issue a generic specification and expect bidders to understand which parts apply to which lot. Where lots are very similar, the descriptions may be largely parallel in structure, but the specific requirements for each lot must be individually stated.