How to Prepare a Bid for a Czech Public Tender: A Complete Step-by-Step Guide

Every year, public tenders give access to billions of Czech korunas from state, regional and municipal budgets. Even so, many capable companies never submit a first bid. Others submit incomplete documents and are excluded before evaluation even starts. This guide covers the whole process, from finding an opportunity to delivering an electronic bid. It follows the rules of Act No. 134/2016 Coll., on Public Procurement (in Czech zákon o zadávání veřejných zakázek, abbreviated ZZVZ). This is the main Czech public procurement law, which transposes the EU procurement directives. Section references below (e.g. § 74 ZZVZ) point to this Act.

1. Choosing the Right Tender

Before you prepare a single document, find a tender that fits your line of business, your capacity and your experience. Spending time on the wrong opportunity is the most expensive mistake in the whole process.

Where to Find Tenders

The Public Procurement Bulletin (Věstník veřejných zakázek, VVZ) at vvz.nipez.cz is the primary source of mandatory notices. By law, contracting authorities must publish the launch of both below-threshold and above-threshold procurement procedures here. Above-threshold tenders are also published in the Official Journal of the EU (TED).

Alongside the VVZ, contracting authorities use their own electronic tools:

CPV Codes as a Navigation Tool

Every tender carries one or more CPV codes (Common Procurement Vocabulary). These are eight-digit numbers that identify the subject of the contract. For example:

• 71000000-8 – Architectural, construction, engineering and inspection services
• 45000000-7 – Construction work
• 72000000-5 – IT services

You can set up monitoring for specific CPV codes in the VVZ. Alternatively, use the Tender Watch on mrickwood.cz, which monitors new notices automatically and sends you e-mail alerts. Filtering by CPV codes, NUTS regions (e.g. CZ010 for Prague, CZ072 for the Zlín Region) and threshold values greatly reduces irrelevant results.

Threshold Values 2025/2026

The type of contract and the procedure the contracting authority must follow depend on the contract value. Current thresholds for below-threshold contracts (valid from 1 January 2024):

Small-scale contracts (veřejné zakázky malého rozsahu, VZMR) are those below CZK 2,000,000 (supplies/services) or below CZK 6,000,000 (construction work). They do not have to be awarded under the ZZVZ, but contracting authorities must still respect the principles of transparency and proportionality.

2. Analysing the Tender Documentation

Once you have found a tender, your first job is to download and carefully study the tender documentation (zadávací dokumentace, ZD). This key document defines everything the contracting authority requires. Underestimating the tender documentation is the most common reason for exclusion from a procedure.

What to Look for in the Tender Documentation

Qualification requirements decide whether you may bid at all. Read them first and decide whether you meet them, or can meet them by the submission deadline.

Evaluation criteria (§ 114 ZZVZ) show how the contracting authority will pick the winner. Most often the criterion is the lowest bid price or the economically most advantageous tender (a combination of price, quality, warranty terms, etc.). If the criteria are vague, you have the right to request a clarification of the tender documentation.

Contractual terms, especially the draft contract, are usually annexed to the tender documentation. Check contractual penalties, payment terms, warranties and options for unilateral termination.

Deadlines: note down:

• the deadline for submitting bids (at least 30 days for an open procedure under § 57 ZZVZ),
• the deadline for requesting clarification of the tender documentation (typically at least 3 working days before the submission deadline),
• the period during which you are bound by your bid.

Common Mistakes When Reading the Tender Documentation

• Missing a requirement for a specific bid format or structure.
• Ignoring contract annexes, which often contain the technical specifications.
• Confusing "meeting the requirements" with "proving that you meet the requirements". Meeting a condition is not enough; you must prove it with the correct document.

3. Qualification Requirements

The ZZVZ distinguishes four groups of qualification. Each needs different documents with different validity periods.

Basic Eligibility (§ 74 ZZVZ)

This shows that the supplier is not insolvent, has no tax arrears, has not been convicted of listed criminal offences and meets its social security obligations. It is proven by:

• an extract from the Criminal Records Register (no older than 3 months),
• a certificate from the competent tax office (no tax arrears),
• a certificate from the District Social Security Administration (OSSZ),
• a solemn declaration covering the remaining conditions.

Professional Eligibility (§ 77 ZZVZ)

This requires an extract from the Commercial Register (if the company is registered) and proof of authorisation to do business in the relevant field, typically a trade licence or concession deed.

Economic Qualification (§ 78 ZZVZ)

The contracting authority may require a minimum annual turnover. This can be at most twice the estimated value of the contract for 1 year, or three times the value over 3 years. It is usually proven with a balance sheet or profit and loss statement for the last 1 to 3 accounting periods.

Technical Qualification (§ 79 ZZVZ)

Most often this is a list of reference contracts from the last 5 years (construction work) or 3 years (supplies and services). The contracting authority may also ask for proof of the education and professional qualifications of key staff, ISO certificates, and a list of tools and equipment.

Documents and Validity at a Glance

If you do not meet the technical qualification yourself, the ZZVZ lets you prove it through a subcontractor (§ 83 ZZVZ) or by forming a consortium of suppliers.

4. Building Your Bid Price

Price is the most sensitive part of a bid. A price that is too high loses in evaluation. A price that is too low can lead to exclusion for an abnormally low tender (mimořádně nízká nabídková cena, MNNC) under § 113 ZZVZ.

Pricing Construction Contracts

The contracting authority usually attaches a bill of quantities to the tender documentation, listing the construction work, supplies and services. Your task is to price every item. When pricing:

1. Use current price lists (RTS, ÚRS or your own database).
2. Include ancillary costs: site setup, transport, health and safety coordination.
3. Add a reasonable contingency for risks, but do not overdo it.
4. Get subcontractor prices confirmed in writing before you submit.

To get a sense of market prices for construction work, use the construction price items on mrickwood.cz, which aggregate data from completed public contracts.

Abnormally Low Tenders

If your price is far below the other bids or the estimated contract value, the contracting authority will ask you for a written justification under § 113 ZZVZ. You must show that the price is realistic, for example because of lower labour costs, your own technology or subsidies. Failing to prepare this justification leads to exclusion.

5. Preparing Documents and Formal Requirements

The content of your bid is set by the tender documentation, but some formal rules apply across the board.

Bid Structure

A typical bid includes:

• Cover sheet with the supplier's identification details and the bid price.
• Qualification documents (see section 3), or solemn declarations where allowed.
• Bid price in the required structure (bill of quantities, priced schedule of works or a separate document).
• Draft contract signed by an authorised person or a person holding a power of attorney.
• Any annexes, such as technical data sheets, certificates and references.

Electronic Signature

Since 18 October 2018, public tenders in the Czech Republic have been conducted exclusively electronically. You must sign the draft contract and specified documents with a qualified electronic signature (QES) under the eIDAS Regulation. Certificates are issued by accredited certification authorities in the Czech Republic (PostSignum, I.CA). Check that your certificate is valid before you submit, because renewal can take several days.

Accepted File Formats

Always check the specific requirements in the tender documentation or in the tool's user documentation. Save scanned documents as searchable PDFs, not as images.

6. Submitting Your Bid Electronically

Submitting via NEN (National Electronic Tool)

1. Register at nen.nipez.cz and create a supplier account (you need a data box or an electronic signature for verification).
2. Find the tender by its contract number or the contracting authority's name.
3. Click "Submit bid" (Podat nabídku) and follow the wizard.
4. Upload individual files into the relevant folders (qualification, bid price, contract).
5. Sign the bid with your QES directly in the NEN interface, or upload files you have already signed.
6. Confirm the submission and download the time-stamped delivery confirmation.

Submitting via E-ZAK

1. Log in to the contracting authority's own E-ZAK instance (each authority has its own URL, e.g. ezak.kraj-jihocesky.cz).
2. Find the tender and request access to the tender documentation (you need this to get your submission login details).
3. In the "Bids" (Nabídky) section, click "New bid" (Nová nabídka) and upload your documents.
4. Sign and submit. The system generates a confirmation.

Most Common Technical Mistakes

• Submitting after the deadline (the system rejects the bid automatically; NEN and E-ZAK close to the exact minute).
• An invalid or expired electronic signature certificate.
• Files in an unsupported format or over the size limit.
• Uploading an unsigned draft contract.
• A missing cover sheet or a wrong company ID number (IČO).

Submit your bid at least 24 hours before the deadline so you have time to fix technical problems. NEN and E-ZAK have helpdesks, but they do not guarantee a reply within an hour.

7. After Submission: From Bid Opening to Objections

Opening of Bids

When the submission deadline passes, the contracting authority opens the envelopes (electronically). In above-threshold procedures, the opening is public or attended by supplier representatives. In below-threshold procedures, this is up to the contracting authority. Minutes are taken, and you have the right to inspect them.

Evaluation and Selection of the Supplier

The evaluation committee assesses bids against the criteria set in advance. If the contracting authority finds that you do not meet the qualification or have made formal errors, it may exclude you by written notice with a statement of reasons. After evaluation, it issues a Bid Evaluation Report and a Notice of Supplier Selection, which it sends to all participants.

Deadline for Objections

If you disagree with a decision of the contracting authority (for example your exclusion or the selection of another supplier), you have the right to file objections (námitky) under § 241 ZZVZ. The deadline is 15 days from delivery of the notice you are objecting to. The contracting authority must decide on the objections within 15 days of receiving them.

If the contracting authority rejects your objections, you can file a petition for review with the Office for the Protection of Competition (ÚOHS). The petition must be filed within 10 working days of delivery of the decision on the objections. You must also pay a deposit of 1% of the bid price (minimum CZK 50,000, maximum CZK 10,000,000).

Contract Signing and the Register of Contracts

When the objection period ends (or after the ÚOHS decision), the contracting authority signs the contract with the selected supplier. The contracting authority must publish contracts worth more than CZK 50,000 excluding VAT in the Register of Contracts under Act No. 340/2015 Coll. The contract takes effect no earlier than the day it is published.

8. Pre-Submission Checklist

Print or save this list and go through it point by point before every submission.

Tender selection and analysis

• CPV codes match your line of business
• Threshold value and type of procedure are clear
• The submission deadline is realistically achievable
• The full tender documentation, including annexes, has been downloaded and studied

Qualification

• Criminal Records Register extract (no older than 3 months)
• Tax office certificate of no arrears
• OSSZ certificate
• Commercial Register extract
• Proof of authorisation to do business
• References in the required scope and format

Bid price

• Priced bill of quantities or price calculation
• Subcontractor prices confirmed in writing
• Price is not abnormally low without a justification

Documents

• Cover sheet completed and signed
• Draft contract signed with QES
• All files in a format accepted by the tool
• QES certificate validity checked

Submission

• NEN or E-ZAK account active and working
• Test upload of files done well in advance
• Delivery confirmation downloaded and saved

You can automate tracking of new opportunities that match your profile with Tender Watch and Tender Management on mrickwood.cz, saving dozens of hours of manual VVZ searching every month.