Prequalification and CPV Codes

Anyone who regularly participates in public tenders knows the problem: Submitting the same documents with every application. Commercial register extract, clearance certificates, references – again and again. Prequalification provides relief. And along the way, we explain CPV codes and the key contractor types.

Prequalification: Prove Once, Use Everywhere

The Principle

With prequalification, you prove your eligibility once. These proofs are stored centrally. For future tenders, you simply provide your PQ number – instead of submitting all documents again.

The Benefit for You

Time savings: No repeated compilation of documents. No hunting for current certificates with every tender.

Professional appearance: The PQ number immediately shows the contracting authority: This company has done its homework.

Fewer error sources: Missing or outdated documents are a common reason for exclusion. PQ reduces this risk.

How Does It Work?

Registration with a prequalification body
Submission of all required documents (commercial register, business registration, clearance certificates, references)
Review by the body
Entry in the register and assignment of PQ number
Annual update of documents

Where Does Prequalification Apply?

The most important system is the Official Register of Prequalified Companies (AVPQ) for supplies and services.

In construction, there's PQ VOB – specifically tailored to construction procurement requirements.

Important: Prequalification doesn't replace all documents. Contract-specific requirements (such as project-specific references) must still be proven separately.

Is It Worth It for My Company?

PQ is worthwhile if you:

Regularly participate in public tenders
Are active in construction or supplies/services
Want to save time on bid preparation

Costs are typically a few hundred euros per year – plus the effort for updates.

The Self-Declaration: The Quick Alternative

You don't always need complete prequalification. For many tenders, a self-declaration – a self-disclosure – is initially sufficient.

The European Single Procurement Document (ESPD)

For EU-wide tenders, there's a standardized form: the ESPD (German: EEE – Einheitliche Europäische Eigenerklärung).

With the ESPD, you declare:

That no exclusion grounds exist
That you meet the eligibility criteria
That you can provide the documents upon request

Advantage: You don't have to obtain all documents immediately. Only the bidder who should receive the contract must then actually provide the proofs.

Reliance on Third-Party Resources: Using Others' Strengths

What if your company lacks a specific qualification or capacity? Reliance on third-party resources allows you to draw on resources from other companies.

Example: For a major contract, you lack the required staffing levels. You can "borrow" the capacities of a partner company and include them in your bid.

Important: The lending partner must provide the corresponding proofs and shares liability.

CPV Codes: The Language of Tenders

What Are CPV Codes?

The Common Procurement Vocabulary is an EU-wide classification system. Every service has a numerical code. This code is stated in tenders and enables systematic searching.

Examples:

45000000: Construction work
72000000: IT services
79340000: Advertising and marketing services
85000000: Health and social services

Why Are CPV Codes Important for You?

For searching: If you know your relevant CPV codes, you'll find suitable tenders faster. Most platforms allow filtering by CPV.

For strategy: Analyze which CPV codes are frequently tendered in your industry. This shows where demand lies.

For international contracts: CPV codes are uniform across the EU. They work the same in Germany as in France or Poland.

Where Do I Find the Right Code?

The complete CPV code list is available online. Use the search function with keywords for your service. When in doubt: Look at similar tenders to see which codes are used there.

NUTS Codes: The Geographic Dimension

Besides the CPV code, every tender also contains a NUTS code. This designates the region where the service will be performed.

NUTS stands for "Nomenclature of Territorial Units for Statistics" – the European system for geographic classification.

Relevant for you: NUTS codes help with regional filtering. If you only want to work in northern Germany, filter by the corresponding NUTS-2 regions.

Contractor Types: Who Does What?

On larger projects, multiple companies often work together. Understanding the different roles is important – both for your own positioning and for collaboration.

General Contractor (GU)

The general contractor takes overall responsibility for a project. They perform part of the services themselves and subcontract others.

Typical in construction: The GC builds the building and coordinates all trades. Electrical, plumbing, heating – they ensure everything fits together.

Main Contractor (GÜ)

The main contractor is similar, but with an important difference: They perform no services themselves. They only coordinate and subcontract everything.

The difference from GC: The main contractor is purely a coordinator. The GC brings their own capacities.

Design-Build Contractor

The design-build contractor goes one step further: They take on not only execution but also planning. With them, you get everything from one source.

Subcontractor

Subcontractors perform partial services on behalf of the main contractor. They have no direct contract with the public contracting authority, but with the general contractor.

Important for you as a subcontractor:

You can use your references for your own applications
The main contractor is liable to the contracting authority
For larger contracts, the main contractor often must name their subcontractors in advance

Joint Venture

Sometimes a contract is too large for a single company. Then multiple companies can join together in a joint venture.

Important: The joint venture acts as a unit and has joint and several liability. This means: The contracting authority can approach any partner if problems arise.

The Reference Certificate: Your Performance Proof

For many tenders, you must provide references – similar projects you've successfully completed.

The reference certificate is the official proof. It's issued by the former contracting authority and confirms:

What you delivered
In what period
With what result

Tip: Collect reference certificates proactively. Ask for confirmation after every successful project. When you need it for a tender, it's often too late to obtain it.

The Original Calculation: Why Contracting Authorities Request It

The original calculation is your original price calculation for the bid. Some contracting authorities require you to deposit this – sealed and unopened.

The purpose: For later add-ons or disputes, the original calculation can be used to trace price formation.

Important: The original calculation is only opened in case of dispute. You don't need to worry about your calculation becoming public.

Conclusion: Well Prepared Is Half Won

Participating in public tenders requires preparation:

Prequalification saves time and reduces error sources
CPV codes help with targeted searching
References must be collected before you need them
Contractor models determine your role in the project

Invest in these foundations. They pay off with every tender.

This article series has taught you the basics of German procurement law. From the laws to platforms and thresholds to procedures and preparation – you now have the knowledge to successfully participate in public tenders.