Request to Participate

A request to participate (RTP) is the Stage 1 submission in any two-stage or multi-stage procurement procedure. It is not a tender: it does not contain a priced offer or a detailed technical proposal. It is a structured application demonstrating that the supplier is capable of performing the contract, based on the selection criteria published in the contract notice.

What is a Request to Participate?

In the restricted procedure, competitive dialogue, competitive procedure with negotiation, and innovation partnership under Directive 2014/24/EU, interested suppliers must submit a request to participate within the minimum period specified in the contract notice (30 calendar days from publication in standard cases, 15 days in accelerated cases).

An RTP typically contains the following elements, as specified by the contracting authority in the contract notice or accompanying pre-qualification questionnaire.

Legal and regulatory standing. Evidence that the supplier is not subject to mandatory or discretionary exclusion grounds. This may include certificates of good standing, declarations of non-conviction, and confirmation of regulatory compliance.

Financial standing. Evidence that the supplier meets the financial capacity threshold set by the buyer. Commonly required evidence includes annual accounts or audited financial statements, and often a minimum annual turnover figure specific to the contract value.

Technical and professional ability. Evidence that the supplier has the relevant experience, skills, and resources. This typically includes project references of a defined value and nature, professional qualifications held by key personnel, and quality management certifications.

The contracting authority evaluates all RTPs received, checks compliance with selection criteria, and selects the shortlist from among compliant candidates. The minimum shortlist size is five for the restricted procedure and competitive procedure with negotiation, and three for competitive dialogue and the innovation partnership.

Why it matters for bidders

The RTP is your entry ticket to the substantive tender stage. A weak or incomplete RTP means exclusion before you see the invitation to tender documents. Treating the RTP as a less important precursor to the "real" bid is a common and costly mistake.

Equally important is timeliness. The RTP submission deadline is absolute in most European jurisdictions. Late submissions are rejected without exception.

Example

A Finnish defence ministry announces a restricted procedure for base logistics services and sets a 30-day period for receipt of RTPs. An international logistics firm prepares an RTP including three-years of audited accounts (showing turnover of EUR 80 million against a stated minimum of EUR 40 million), three comparable project references involving large-scale military logistics, and ISO 9001 and ISO 45001 certification. The ministry receives eighteen RTPs, evaluates them against the selection criteria, and shortlists the seven highest-scoring compliant candidates to receive the invitation to tender.

Frequently Asked Questions

Is a request to participate the same as a pre-qualification questionnaire?

They are closely related. A pre-qualification questionnaire (PQQ) is the document the buyer issues to help suppliers structure their RTP submission. The RTP is the supplier's completed response. In practice, the two terms are often used interchangeably to describe both the document and the submission.

Can I submit an RTP if I am not yet certain I want to bid?

Yes. Submitting an RTP does not obligate you to submit a tender if shortlisted. However, withdrawing after shortlisting (at the tender stage) wastes the buyer's evaluation effort and may affect your relationship with that authority in future procurements.

What happens if I miss the RTP deadline?

Late RTPs are generally excluded without exception in EU member states. Some national systems allow a very short grace period for minor technical issues, but you cannot rely on this. Systems that accept late submissions also typically apply penalties.

Can I improve my RTP after submission?

Generally no. Contracting authorities may ask clarifying questions about submitted RTPs, and suppliers can clarify (but not materially supplement or correct) their submissions in response. Fundamental corrections to missing mandatory documents are rarely permitted after the deadline.