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Bid folder structure and version control
A repeatable file layout so nothing is missed or submitted in the wrong version.
What wins points
A clear, version‑controlled folder structure demonstrates compliance with Article 53 and provides transparent evidence for selection criteria under Article 58, helping evaluators verify capacity quickly.
What gets bids disqualified
Missing required files or using outdated versions leads to non‑compliance with Article 53 electronic availability and can cause exclusion under Article 58 selection criteria.
Evaluator's view
Check the top‑level index and ensure every document has the latest version number; missing or older versions are flagged immediately.
Bid folder structure and version control
What this is
A simple, repeatable file layout that ensures every tender document, communication and evidence of compliance is stored in a single place, with clear naming conventions and version numbers. It prevents missing files or mixing versions, which are common reasons for disqualification.
When you need it
Use the folder structure from the start of the procurement – during the preparation phase, when gathering market information, drafting the tender, and throughout submission. It is mandatory for complex bids that involve many documents (technical specifications, financial offers, certificates) and optional but highly recommended for any SME bid.
How to fill it in
- Create a top‑level folder named exactly as the procurement reference (e.g.,
2026-XYZ-123). - Inside create subfolders:
01_Administrative– forms, declarations, ESPD, legal documents.02_Technical– specifications, drawings, method statements.03_Financial– cost breakdown, pricing tables, VAT certificates.04_Evidence– certificates of capacity, past‑performance references, audit reports.05_Communications– emails, meeting minutes, oral‑communication records (saved as PDFs or audio transcripts).- Name each file with a version suffix
_v01,_v02… and the dateYYYYMMDD. Example:Technical_Specifications_v02_20260715.pdf. - Keep a simple index spreadsheet (
index.xlsx) at the top level listing every file, its version, last‑updated date and a short description. - When updating any document, increment the version number and record the change in the index sheet.
Template
Bid Folder Structure – {{PROCUREMENT_REF}}
Date: {{DATE}}
Top‑level folder: {{PROCUREMENT_REF}}
01_Administrative/
- ESPD_v{{VERSION}}_{{DATE}}.pdf
- Declaration_of_conformity_v{{VERSION}}_{{DATE}}.pdf
- Power_of_Attorney_v{{VERSION}}_{{DATE}}.pdf
02_Technical/
- Technical_Specifications_v{{VERSION}}_{{DATE}}.pdf
- Drawings_v{{VERSION}}_{{DATE}}.pdf
- Method_Statement_v{{VERSION}}_{{DATE}}.pdf
03_Financial/
- Cost_Breakdown_v{{VERSION}}_{{DATE}}.xlsx
- Pricing_Tables_v{{VERSION}}_{{DATE}}.xlsx
- VAT_Certificate_v{{VERSION}}_{{DATE}}.pdf
04_Evidence/
- Capacity_Certificates_v{{VERSION}}_{{DATE}}.pdf
- Past_Performance_References_v{{ VERSION }}_{{ DATE }}.pdf
05_Communications/
- Meeting_Minutes_2026MMDD_v{{VERSION}}.pdf
- Email_Summary_2026MMDD_v{{VERSION}}.txt
Top‑level index.xlsx – columns: File Path | Version | Last Updated | DescriptionPaste your draft response — free teaser, €9 full report
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