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Simplify Your Path to Business Opportunities
The qualification system will make it considerably easier for you. You only upload the documents once and then you can just focus on the individual offers.
What is the qualification system?
- A Tender Arena electronic tool for below-threshold construction contracts.
- The supplier uploads their documents only once; the system automatically monitors their validity.
- Groups, categories, and levels may be selected according to specialisation.
- Only the price and technical offer are provided during tenders.
- It means less administration, a faster process, and greater transparency, in full compliance with the Public Procurement Act (PPA).
Qualification system — step by step
We’ll guide you through how to join the Qualification System.
Qualification System Advantages
You upload your documents only once and are able to use them for multiple tenders.
The process is faster and requires less administration.
It accelerates tender procedures – suppliers do not have to prove their qualifications repeatedly.
When submitting your bid, you only specify the price and technical solution.
You know exactly which requirements you have to meet.
A list of qualified suppliers and customer support are featured.
How to qualify?
Register/Log in via the central supplier database of the Tender Arena tool.
From the contracting authority´s profile, enter the qualification system and select the group, category, and level according to the type of contract.
Have prepared and upload your documents to prove professional and technical qualifications according to the requirements of the selected category.
Submit the application, monitor its status – the system will notify you of any errors and, upon approval, you will be included in the tender procedures.
FAQs – Frequently Asked Questions
How often is it necessary to renew the qualification?
Documents must be renewed before their expiration, i.e., as often as to ensure all documents are valid, or when there is a change in legal form, registered office, ownership, and certification. An automatic notification will alert the supplier when the document is about to expire.
How does the awarding of contracts in the qualification system work?
The supplier registers in advance for preferred categories. Alternatively, they may register for a specific tender.
After being included in the system, the supplier only submits a price and technical offer.
What is the qualification system structure?
The system is divided into groups A–D:
A – transport structures
B – building structures
C – industrial structures
D – structures for energy and technology
Categories:
- A
- A.1 Asphalt Concrete Air Roads; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- A.2 Cement Concrete Air Roads; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- A.3 Asphalt Concrete Non-air Roads; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- A.4 Asphalt Concrete Non-air Roads
- A.5 Asphalt Concrete Non-air Road Reconstructions; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- A.6 Asphalt Concrete Non-air Road Reconstructions
- B
- B.1 Construction of Buildings; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.2 Construction of Buildings
- B.3 Reconstruction of Interiors; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.4 Reconstruction of Interiors
- B.5 Repair of Asphalt Shingle Starter Strips; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.6 Repair of Roofing Plastic Sheets; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.7 Repair of Asphalt Shingle Starter Strips
- B.8 Repair of Roofing Plastic Sheets
- B.9 Reconstruction of Facades; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.10 Reconstruction of Facades
- B.11 Reconstruction of Interiors and Facades; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- B.12 Reconstruction of Interiors and Facades
- C
- C.1 Trenchless Sewerage
- C.2 Sewerage and Water Supply with Trenches
- C.3 Technical Building Equipment of Cooling and Central Heating
- C.4 Technical Building Equipment of Ventilation
- D
- D.1 Building Infrastructure Heavy Current Distribution and Low-voltage Installations; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- D.2 Building Infrastructure Heavy Current Distribution and Low-voltage Installations
- D.3 Infrastructure Heavy Current Distribution of Hing- and Low-voltage; Known Suppliers of Airport Public Contracts Authorised to Access the Security Restricted Area
- D.4 Infrastructure Heavy Current Distribution of High- and Low-voltage
- D.5 Installation and Repair of Airport Ground Light System Components
Each category has defined qualification levels according to the status of a known supplier, the scope of the contract, and the required references and certifications (e.g. ISO 9001).
Additional Frequently Asked Questions
What is a Qualification System (QS)?
The Qualification System is an electronic database of pre-qualified suppliers run in the Tender Arena tool. Suppliers are assigned into categories/levels according to the type of contract.
What are the main advantages of the Qualification System?
- Acceleration of the tender procedure – suppliers no longer have to prove their qualifications for each contract.
- Reduction of the administrative burden – documents are submitted only once.
- Transparency – the supplier knows in advance what qualification criteria they must meet.
- Public list of qualified suppliers.
- Automatic document validity check.
- Hotline for questions and support.
How can I qualify?
- Select the appropriate category and level.
- Prepare documents to prove professional and technical qualifications
- Apply to be included in the list of qualified suppliers
- Monitor the status of the application – the system will alert you regarding missing or invalid documents
What are the minimum requirements that a supplier must meet to be included in the Qualification System?
The supplier must only provide the necessary documents for qualification, e.g., valid certifications, CV, reference orders (listed as qualification requirements for each individual group/category/level).
Who approves the supplier's application for inclusion in the qualification system?
The application is approved by the responsible procurement specialist in cooperation with specialised departments (e.g., compliance).
What is the procedure upon detecting a non-compliance during qualification?
The supplier is informed of the non-compliance and is given a period to correct the issue. If it is not resolved, the application for inclusion in the qualification system is rejected. However, the supplier can reapply for inclusion in the system at any time.
Where can I find the history of my applications as a supplier?
In Tender Arena, there is a workflow record at the bottom.
Which systems or tools are used to manage documents in the qualification system?
Document management is performed via Tender Arena.
How does the qualification of a new supplier differ from that of an already included supplier?
A new supplier must undergo the entire process. With an already included supplier, documents are only updated if they expire.
What are the consequences of an unsuccessful application for inclusion in the qualification system for planned contracts?
A re-application for inclusion can be submitted at any time, even repeatedly. However, without fulfilling the qualification, the supplier cannot be included in the tender procedure or have a contract concluded with them.
How long does it take to approve an application for inclusion in the qualification system?
Usually 2-6 weeks, depending on the completeness of the documentation and the speed of communication.
Who is the contact person for resolving questions regarding the application for inclusion in the qualification system?
The strategic procurement specialist who announced the tender. Contact details are usually provided in the tender documentation.
How do I learn the result of the application for inclusion in the qualification system approval procedure?
The result is sent to the applicant by email or published on the Tender Arena portal. In case of failure, a justification is provided.
Am I allowed to request feedback on an unsuccessful qualification process?
Yes, it is recommended to contact the responsible person and ask for an explanation, or the possibility of correction. The reasons for the rejection of the application can also be found in the document which was not approved.
Is it possible to renew or update the qualification before its expiration of validity?
Yes, e.g., when changing certification, registered office, and legal form, it is recommended to inform the contracting authority.
Where can I find detailed qualification requirements?
Directly in the qualification system, on the company website, and in the tender documentation. You can also request that the documentation is sent to you.
Where can I learn more about the qualification system?
- At events such as “Meet the Buyer”
- From recordings of presentations and conferences (e.g., Chamber of Commerce, EBf)
- Podcasts, magazine articles
- PA supplier website
- Tender Systems customer day
What is the qualification renewal process?
The qualification system automatically monitors the validity of the submitted documents. If the document exceeds the specified validity period (e.g., a four-year renewal period), the system will notify the supplier of the need to update it. Renewal is performed by way of uploading a new document, which must meet the current requirements of the given category. This ensures that the qualification is up to date without the need to prove it repeatedly for each contract.
