KnowledgeEuropean public tender
References: which ones to choose, and how to use them
References come up twice in a public tender. As a requirement, to show you have done the work before. And as proof in your text, to back up a promise. Both times, it matters which ones you choose, and whether the referee knows they will be named.
Written by the Atvalio editorial team: people who spent years bidding on tenders themselves. About us
What a buyer may ask
References are one of the selection criteria: they show you have the experience. The EU directive sets limits, and in the Netherlands the Aanbestedingswet (the Public Procurement Act) and the Gids Proportionaliteit (the Proportionality Guide) work them out.
- PeriodThree or five yearsFor services and supplies, contracts from the last three years count; for works, five years. Longer is only allowed when there would otherwise be too little competition.
- KindComparable, not identicalThe buyer may ask for comparable contracts, not for exactly the same.
- NumberOne per core competenceThe Dutch guide assumes at most one reference per core competence the buyer names.
- SizeAt most 60% of the contractUnder the Dutch guide, a reference contract need not be worth more than 60% of the estimated value. A buyer asking for more has to explain why.
In practice, buyers regularly ask for references with a turnover out of proportion to the contract. If you see that, ask about it in the clarification round and point to the guide.
Which to choose when you have more
If several contracts meet the requirement, choose deliberately. Three reasons to pick a reference.
- A comparable buyerA municipality for a municipality, a care organisation for a care organisation. The panel recognises its own situation, and that makes your experience credible.
- A name that impressesA well-known organisation says in one word that you can handle it. Use that, as long as the contract is genuinely comparable.
- A client who wants to say something about youA referee who will also give a short quote for your proposal is worth a lot. A satisfied client convinces more than you can yourself.
Always agree it in advance
The mistake made most often: naming a referee without asking them. Maybe they are not allowed to give references on behalf of their organisation. Maybe they have left. Or they get a call and no longer remember the details. Each of these costs you points, or worse.
So call first. Ask whether you may name them, tell them which contract it is about and what the buyer is likely to ask, and agree who the contact person is. That way your referee knows what to expect.
A referee who does not know they will be called is not a reference, but a risk.
References as proof in your text
References are not just a requirement. They are also your strongest proof in a quality answer. A promise like “we always deliver on time” tells a panel nothing. The same promise with a figure and a client who can confirm it earns points. More in writing for points.
- What was the contract?Size, term, what you did. Short and concrete.
- What did it deliver?A result in numbers: delivered on time, complaints down, costs saved.
- Why is it comparable?Build the bridge to this contract. The panel should not have to make the connection itself.
HOW ATVALIO HELPS
In Atvalio you record your references once in your company profile: client, size, period, result and contact person. For each tender, Atvalio shows which references meet the requirement and which fit this buyer best, with the page in the tender documents. It reminds you to call the referee first. You choose.
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