Continuous entry system: how does it work?

Introduction

With most tenders, you work towards one fixed closing date: your bid must be submitted before that moment, otherwise it can no longer be accepted. A continuous entry system works differently. Companies can register or bid throughout the entire duration of the system — sometimes for 1 year, sometimes for 4 years.

In TenderView.ai, you can recognize these tenders by the label "Continuous entry system". This article explains what it entails, which forms you will encounter, and what it means for your bidding strategy.

Which forms will you encounter?

There are three main variants that all fall under the heading "continuous entry system", each with its own characteristics:

1. Dynamic Purchasing System (DPS)

A DPS is a fully electronic system for the procurement of standard products or services. The contracting authority selects admitted parties based on objective criteria (Public Procurement Act 2012, art. 2.45-2.50). Once admitted, all participants participate in every individual contract — the so-called further call for tenders — within the system.

Characteristics:

• Exclusively digital
• Unlimited number of participants (no ceiling)
• Admission applies to the entire duration (usually 4 years in the classical sectors)
• Each individual contract is tendered separately among the admitted parties

2. Recognition scheme (qualification system)

A recognition scheme — often also called a qualification system — is primarily used by companies in the special sectors (water, energy, transport, post) based on the Public Procurement Act 2012, art. 3.8 et seq. Participants are pre-qualified; for each contract, procurement is conducted selectively from the recognized list.

Characteristics:

• Primarily in the special sectors
• Registration can occur at any time; assessment takes place continuously
• Often linked to technical or industry-specific requirements (e.g., safety certifications)
• Duration can be unlimited, provided it is confirmed annually in the Official Journal of the EU

3. Framework agreement with continuous entry

Some framework agreements are structured so that new parties can join later. This is less common than a DPS or recognition scheme, but occurs with specific municipal or provincial framework contracts.

Difference from a regular tender

What does this mean for you as a bidder?

Advantages:

• You can join at a quiet moment, without the time pressure of a fixed deadline
• Once admitted, you are visible for contracts within the system for the entire duration
• Good starting point for market entry — no knowledge gap compared to competitors who have been in it longer

Points of attention:

• The admission requirements (for example, certifications, core competencies, financial stability) are often strict — this is the real hurdle, not the deadline
• For each individual contract within the system, you make a new offer; admission is not a guarantee of work
• Some systems have additional assessment moments or annual renewal of the recognition — keep an eye on those

How do you apply?

1. Read requirements: view the procurement documents in TenderView.ai — the admission criteria are listed there
2. Collect documents: certifications, Chamber of Commerce extract, annual accounts, references — depending on the requirements
3. Submit application: usually via TenderNed or a dedicated platform of the contracting authority
4. Await assessment: this can take several weeks to months
5. Admission + further contracts: after admission, you will receive individual contract requests within the system

Duration and end

• DPS: in the classical sectors effectively continuous, in the special sectors maximum the duration as stated in the announcement
• Recognition scheme: confirmed annually in the Official Journal; can in principle continue indefinitely
• Framework agreement: usually 4 years; followed by a re-tender

At the end of the duration, a new tender round almost always takes place. Often, it becomes clear months in advance that a new round is coming — in TenderView.ai, you can see this in the National Tender Calendar.

Common misunderstandings

"No deadline = no rush" — incorrect. Many contracts within the system are launched quickly, sometimes with short response times. Once admitted, the time pressure lies within the individual contracts.

"Admission = work" — incorrect. Admission only provides access to requests for quotations. Obtaining work still requires a winning bid per contract.

"Once rejected, always rejected" — incorrect. In continuous systems, you can often re-apply as soon as you no longer meet the grounds for rejection, or as soon as you have new certifications.

In TenderView.ai

Tenders that fall under a continuous entry system can be recognized by the label "Continuous entry system" on the tender list and the detail page. You can filter the tender list to see only this type — useful if you want to work specifically on market entry without competing against a fixed deadline.

On the detail page, you will find the admission requirements in the procurement documents and, where available, the duration and the expected volume of further contracts.