Besides the classic procurement procedures, the legislation offers two specific electronic instruments: the electronic auction and the dynamic purchasing system. Both are designed to make the purchasing process more efficient for certain types of contracts, but they differ fundamentally in design and application.
Electronic auction
What is it?
An electronic auction is not a standalone procedure, but an additional phase added at the end of an existing procedure (open, restricted, or negotiated). After the initial assessment of tenders, tenderers are given the opportunity to adjust their prices — or other quantifiable elements — in successive bidding rounds via an electronic platform.
The authority announces the use of an electronic auction in the procurement documents. The auction only takes place after all tenders have been evaluated on non-quantifiable criteria.
When is it permitted?
An electronic auction is only permitted when the technical specifications of the contract can be established with sufficient precision. It is suitable for:
- Standard supplies (office materials, vehicles, fuel).
- Services with clearly defined deliverables.
- Standard works with precise bills of quantities.
It is not suitable for contracts where intellectual performance dominates (consultancy, architecture, software development) or where technical specifications are complex and difficult to quantify.
Process
- Initial evaluation. The authority assesses all tenders on qualitative criteria and establishes a provisional ranking.
- Invitation. All tenderers who submitted a compliant tender are invited to the auction. The invitation states the start date, number of rounds and mathematical formula.
- Bidding round(s). Tenderers can lower their price (or other quantifiable elements). They see their own position in the ranking but not the identity or exact bids of competitors.
- Closure. The auction ends at the predetermined time or when no new bids are received.
- Award. The authority awards based on the final ranking after the auction.
Bidding strategy
- Know your floor price. Determine in advance the minimum price at which you can still perform profitably. Do not get carried away by the auction mechanism.
- Mind the formula. The mathematical formula determines how price and quality are combined. With MEAT award, the cheapest price is not necessarily the winner.
- Bid strategically. Save a bidding margin for the final round. Bidding aggressively early gives your competitors information about your price willingness.
Dynamic purchasing system (DPS)
What is it?
A dynamic purchasing system is a fully electronic, open system for the purchase of commonly used supplies, services or works. Unlike a framework agreement (which is closed after selection), the DPS remains permanently open: new companies can register at any time.
The DPS combines the advantages of a framework agreement (efficient repeat purchases) with openness (no limitation on the number of participants).
When is it permitted?
The DPS is intended for contracts that:
- Relate to commonly used products or services generally available on the market.
- Occur repeatedly during the lifetime of the system.
- Can be well defined in technical specifications.
Typical applications: office supplies, ICT hardware, temporary staffing, cleaning services, standard building materials.
Setup and operation
Phase 1: Establishment of the DPS.
- The authority publishes a notice with the technical specifications, selection criteria and duration of the DPS.
- Companies submit a request to participate (with ESPD and any supporting documents).
- The authority assesses requests and admits compliant companies to the system.
- New companies can register at any time — the authority assesses requests within 10 working days.
Phase 2: Specific contracts.
- For each specific purchase, the authority publishes a simplified notice.
- All companies admitted to the DPS are invited to submit a tender.
- The authority evaluates the tenders and awards the contract.
Advantages for the tenderer
- Low threshold. You can register at any time — no need to wait for a new procurement.
- Repeated opportunities. Once admitted, you are invited for every specific contract.
- Transparent. Each specific contract is published and awarded separately.
Difference from framework agreement
| Aspecto | Framework agreement | DPS |
|---|---|---|
| Access | Closed after selection | Permanently open |
| New participants | Not possible after closure | At any time |
| Maximum duration | 4 years (8 years utilities) | No statutory maximum |
| Mini-competition | Yes, with multiple participants | Each contract = separate procedure |
| Publication per contract | Only for mini-competition | Always simplified notice |
Strategic considerations
Register early. The sooner you are admitted, the more contracts you can participate in.
Monitor actively. The DPS generates many small contracts. Set up alerts on the e-Procurement platform to avoid missing opportunities.
Keep your qualification dossier current. If your certificates expire or your company details change, update your profile in the system.