Procurement procedure · Free
Competitive dialogue
Dialogue to develop the solution before final tenders.
Competitive dialogue
What this is
A procurement method used for complex contracts where the buying authority wants to discuss solutions with selected candidates before finalizing specifications. It combines elements of a competitive procedure with negotiation.
When you need it
Use when the contract requires significant design, innovation or adaptation that cannot be fully defined in advance. Typically applied at the selection stage for high‑value services, works or supplies where market solutions are not readily available.
How to fill it in
- Submit a request to participate – provide the information set out in Annex V parts B and C of the ESPD (Article 59). Use the template to list your economic‑operator details, financial capacity and technical qualifications.
- Prepare a dialogue plan – outline the topics you will discuss, the timelines and the resources you can allocate. Reference the authority’s call for competition (Article 30 (4)).
- Document each dialogue session – record questions asked, answers received and any agreed modifications to the specifications.
- Update the tender file – after the dialogue phase, incorporate the refined specifications into the final procurement documents.
- Confirm compliance – ensure all required ESPD fields are completed (Article 59) and that you have met the minimum number of candidates (at least three) as stipulated in Article 30 (1).
What wins points
Evaluators award points for demonstrable innovation, added value and a clear alignment between your proposed solution and the clarified needs from the dialogue. Highlight measurable benefits (e.g., cost savings of X % or reduced delivery time of Y months) that result directly from the negotiated specifications.
How this gets you disqualified
- Not submitting a valid request to participate before the deadline (Article 30 (4)).
- Missing mandatory ESPD fields such as financial capacity certificates or technical qualifications.
- Failing to attend scheduled dialogue meetings or not providing requested information, leading to exclusion under Article 57.
- Submitting an incomplete or unverified cost breakdown after the dialogue – evaluators may deem the offer non‑compliant.
Template
[Company Name] [Address] [Contact Person] – [Phone] – [Email] --- Request to Participate (ESPD) --- - Economic operator identifier: ______________________ - Financial capacity (provide certificates): _______________ - Technical qualifications (list relevant projects): _____________ - Availability for dialogue meetings (dates): _________________ --- Dialogue Plan --- 1. Topics to discuss: - _________________________________________________ 2. Proposed timeline: - Start: ________ End: ________ 3. Resources allocated: - Team members: _______________________________ - Budget for preparatory work: _______________ --- Session Records --- Date | Discussion Points | Agreements / Actions | -----|------------------|----------------------| [DD/MM] | __________________________________ | ______________________ | --- Final Specification Adjustments --- - Revised technical description: _____________________________________________ - Updated cost estimate: _____________________________________________
What wins points
Demonstrating clear, measurable innovations and cost‑savings that directly result from the dialogue phase scores high with evaluators.
How this gets you disqualified
Missing the request to participate, incomplete ESPD fields or failure to attend scheduled dialogues leads to disqualification under Article 30(4) and Article 57.
What an evaluator actually looks for
Check you have submitted a valid ESPD request before the deadline and documented each dialogue session thoroughly.
Sources
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