Win the tender
Your Romania Tender Office: a bid team in Romania, on retainer
Building a Romanian bid team takes months and skills that are hard to hire abroad. We operate as your outsourced Romania Tender Office, with a designated bid manager, a permanent core team of four experts, vetted specialists on call, and an agreed monthly capacity of complete files ("slots").
30-min consultation · €100 (VAT included)
- Delivery label
- In-house Delivered by our core team
- Who is accountable to you
- We are
01
Who it is for
- Foreign contractors with a pipeline (design & build, infrastructure, hospitals, energy, water)
- equipment and system suppliers facing recurring tenders and framework agreements
- groups with about two or more bids a month and no Romanian-speaking bid team
02
What is included
Every month
- pipeline (SEAP, utilities and TED monitoring against your CPV codes and regions, a weekly English shortlist with an eligibility flag per tender, a monthly pipeline report)
- decisions (Go/No-Go memos with compliance matrix and risk register)
- production (complete files for the slots in your tier)
- award and contracting support
- a remedy line (we flag every adverse result and restrictive requirement)
- enablers coordinated by us (guarantees, translations, external engineers)
- governance (one bid manager, weekly status calls in months with active bids, an approval log for every commercial value, a monthly report by the 5th working day).
03
How we work and timing
- Reply to an enquiry or a quote request
The same or the next working day (Bucharest time)
- Free Go/No-Go snapshot
Within 2 working days
- Go/No-Go memo
3 working days (48 hours on express request)
- Firm written quote
Within 1 working day of reviewing the tender documents
- Internal quality control of a complete file
Finished at least 3 working days before the deadline
- Upload in SEAP
At least 24 hours before the submission deadline
- Monthly retainer report
By the 5th working day of each month
04
What we need from you
- One contact with approval authority
- your documents within the agreed deadlines
- signatories available, each with a valid qualified e-signature
- approval of prices and other commercial values before the internal quality-control date.
05
Where our responsibility ends
We do not guarantee award: that decision belongs to the contracting authority. Guarantees are issued by banks and insurers; mandatory legal representation is provided by licensed attorneys we coordinate; tax and corporate conclusions come from licensed advisers.
Compliant File Guarantee: if your bid is declared inadmissible or non-compliant because of a formal error attributable to us in a document we prepared, you choose a 100% refund of the documentation fee in cash within 15 days or a 150% credit for 12 months; where it has reasonable prospects, we also draft the CNSC complaint free of charge. Exclusions are set out in our terms of engagement.
06
Fees
Tender Watch Pro
€1,900 / month
Tender Watch Pro (€1,900 a month) gives you an English weekly shortlist with eligibility flags, two Go/No-Go memos a month and 15% off documentation fees. Tender Office Core and Pro reserve 2 or 4 complete bids a month with a lower success fee; for tenders above €20M, the Major Projects Office counts each tender up to €50M as one major slot and never charges more success fee than a single-tender client pays. An extra slot always costs 25% more than an included one, so the tier that matches your volume is always the best value.
| Tier | € a month | Capacity | Included every month | Success fee |
|---|---|---|---|---|
| Tender Watch Pro | €1,900 | Monitoring only | Weekly English shortlist with eligibility flag; monthly pipeline; 2 Go/No-Go memos; 15% off per-procedure documentation fees | Per procedure (list) |
| Tender Office Core | €7,900 | 2 slots | 4 Go/No-Go memos; compliance pack; document vault; SEAP and e-signature administration; clarifications, submission, award and contracting support | Tender Office schedule (min €2,000, cap €200,000) |
| Tender Office Pro | €13,900 | 4 slots | As Core, with 8 memos, a dedicated bid manager, a quarterly strategy review and TED watch of one extra CEE country | Tender Office schedule |
| Major Projects Office | €22,000 | 2 major slots | 6 Go/No-Go or due-diligence reports; consortium structuring and partner search; coordination of external engineers and cost estimators (at cost + 10%); weekly steering call; FSR and IPI screening; post-award onboarding | List schedule (min €2,500, cap €250,000), never above a single-tender client |
Indicative fees; we confirm a fixed-fee written proposal after reviewing the tender documents. Preferential terms apply to retainers, multi-lot procedures and returning clients.
07
Capacity, defined clearly
- Slot size
(on the lots you bid; a consortium member on its share). Core and Pro: up to €2M = 1 slot; €2M–€5.404M = 2; €5.404M–€20M, or design & build, or a JV of three or more, or four or more lots = 3. Above €20M the bid goes to the Major Projects Office, where any bid up to €50M is one major slot; above €50M (up to €150M), design & build with design, or a JV of three or more = 2; above €150M bespoke. Three Light offers use one slot.
- What uses a slot
one complete-file mandate started in a calendar month. A deadline extension or suspension does not use another slot; clarifications after submission never do.
- Rollover and credit
unused slots roll into the next month once (Core 1, Pro 2, Major Projects Office 1). A slot that lapses after rollover becomes a credit of 25% of the per-slot price (€988 Core, €869 Pro, €2,750 Major Projects Office), usable within the term plus six months against success fees (at most 50% of one fee) or remedies and post-award services.
- Extra slots
Core €4,950, Pro €4,350, Major Projects Office €13,750 each, agreed in writing with 5 working days' notice. A smaller tier plus extra slots never costs less than the next tier.
- Success fee
Tender Office Core and Pro pay the Tender Office schedule — 1.20% on the first €500,000 of your share, then 0.72% / 0.48% / 0.16% / 0.06% (minimum €2,000, cap €200,000), at least 20% below the list. The Major Projects Office pays the list schedule. Due when you are called to sign; one invoice, payable within 10 working days; refunded in full if the contract is then not signed for reasons not attributable to you.
- Term
12 months, fees fixed in EUR for 12 months, then indexed (EU HICP, cap 6%). Pilot: the first 3 months at the monthly fee +15%, with an exit at month 3 on 30 days' notice; the 15% is credited on months 4–6 if you continue. Break from month 7 on 60 days' notice. Invoices monthly in advance, due in 30 days. We work for no competitor on any procedure or lot where we work for you.
08
Questions
Can you operate the platform for us?
Yes, under a power of attorney that you control and can revoke. Binding documents are still signed by your authorised signatory, and you approve every commercial value. We never sign as the bidder.
In what language must the bid be submitted?
Romanian: the bid, the ESPD, the forms, the clarifications and the contract. Some authorities accept technical data sheets in English, but only if the data sheet says so. We write the proposals directly in Romanian and give you English working copies to approve.
How do you protect our documents and data?
An NDA before any document is exchanged, a restricted document space, processing under the GDPR with data kept in the EU, and a data processing agreement. Your documents are used only for your mandates.
How quickly can you start on a live tender?
Immediately after the conflict check and the NDA, usually within one working day. When a deadline is already running, the Go/No-Go and the document vault run in parallel from day one. With fewer than 7 working days left, an urgency surcharge applies.
10
How we work
- One accountable bid manager, working in English
Romanian procedures are conducted in Romanian. We write the Romanian file and give you an English working version of everything you are asked to approve.
- You approve every commercial value
We are accountable for compliance, for coherence between the qualification, technical and financial parts, and for on-time delivery into the platform.
- No promises we cannot keep
We do not guarantee award; that decision belongs to the contracting authority. We never claim or imply any influence over an authority or its evaluators.
- Conflict-of-interest screening before every mandate
We never advise a bidder on a procedure in which we have worked for the authority, and never work for two competing bidders on the same procedure or lot.
- Confidentiality first
We sign an NDA before any documentation is exchanged. Your documents are kept in an access-controlled space and used only for your mandate.
- Licensed professionals where the law requires them
Licensed attorneys provide legal representation, coordinated by us. Authorised professionals provide sworn translations, notarisations and apostilles. Banks and insurers issue guarantees.
- Third-party disbursements
Bank, insurer, official, notary and courier fees are re-invoiced at cost, without mark-up. External specialists we contract for you carry a 10% coordination fee (at cost if you contract them directly); sworn translations are charged at our published per-page rates. Any item above €500, or more than €2,000 in a month, is incurred only after your written approval.
- Romanian time
Platform deadlines run on Bucharest time. We plan signature windows around your time zone and upload at least 24 hours before the deadline.
- Fees
Indicative fees; we confirm a fixed-fee written proposal after reviewing the tender documents. Preferential terms apply to retainers, multi-lot procedures and returning clients.
Map your next 12 months of Romanian tenders.
In a scoping call we review your sectors, capacity and target regions; within a week you receive a sample pipeline report.
30-min consultation · €100 (VAT included)