This guide is the checklist behind a Czech bid: the signature, the registrations, the declarations and the certificates a tender can ask for, in the order they come, and who is allowed to handle each one. For how Czech procurement works overall (thresholds, procedures, evaluation, payment and challenges), see How to bid for public tenders in Czechia.
Before you bid
1. A recognised electronic signature (uznávaný elektronický podpis). You need it to sign the NEN registration and authorisations, powers of attorney, and anything filed outside an e-tool, such as a petition to ÚOHS unless you send it from a data box. The bid itself, sent through a certified e-tool, is deemed signed.
- Who issues it: qualified trust service providers; in Czechia, for example, PostSignum, I.CA and eIdentity, or any qualified provider in the EU.
- Who does it: the certificate is personal to each signatory. Get it for each person who signs for your company, and keep control of it; an adviser signs with their own.
2. Register in NEN. NEN (nen.nipez.cz) is the national e-tool, and many central buyers must use it. You register twice through the NIPEZ portal: first the person, then the entity. It is free, because e-tools must cost suppliers nothing (ZZVZ §213), and it doesn’t expire.
- How: the person and entity forms are completed, and the statutory signatory signs the entity registration form with a recognised electronic signature (a qualified certificate or a qualified e-signature); anyone else signing the form signs it the same way. The contact person you name becomes the entity’s administrator.
- How long: NEN aims to verify a Czech registration within 4 hours and a foreign one within 8, longer if foreign data has to be checked.
- Who does it: the forms can be filled in for you; only your statutory signatory signs.
3. The e-tool the tender names, if it isn’t NEN. Many buyers run their profile on a commercial certified tool such as E-ZAK, Tender arena or JOSEPHINE, and you can submit only there. Registration is also free for suppliers and usually done the same day. Each tool has its own rules: some want a qualified certificate to log in or to sign, and some want the statutory representative to approve the registration. Everyone working on the bid uses their own named account.
4. A clean beneficial-ownership entry. Before the contract, the buyer checks a Czech supplier’s beneficial owners in the evidence skutečných majitelů, and a supplier whose owners can’t be identified is excluded. Check the entry now: if it is correct the buyer’s check is same-day; if not, your company files the correction, often through a notary or advokát, and signs it.
5. Optional: the list of qualified suppliers (seznam kvalifikovaných dodavatelů). This register, run by the Ministry for Regional Development, lets frequent bidders prove basic and professional qualification once. An extract no older than 3 months replaces those documents in a bid. You apply with originals or certified copies of the qualification documents, themselves no older than 3 months; your representative signs the application, and any change must be reported within 15 working days.
With your bid
6. The JEO or a čestné prohlášení on qualification. At the bid stage a self-declaration stands in for the qualification documents. You may always use the JEO (jednotné evropské osvědčení, the ESPD, with the form in e-Certis); in the simplified below-threshold procedure a sworn statement is the default. It is free, takes about a day and covers one procedure.
- Who does it: it can be completed from your company data and sent through the e-tool by an authorised user, where it counts as signed. If the buyer wants a separately signed document, your statutory signatory signs it. You confirm the declarations are true.
7. The sanctions declaration. Under art. 5k of EU Regulation 833/2014 you declare that neither your company nor any subcontractor or supplier above 10% is linked to Russia in the way the regulation forbids. The buyer supplies the template, in above-threshold tenders and many below-threshold ones. It is free and same-day; you confirm the ownership facts.
8. Your references. Most tenders with technical qualification ask for a list of significant contracts (seznam významných zakázek, or of stavební práce for works): works from the last 5 years, with a client certificate (osvědčení objednatele) for the most significant, or supplies and services from the last 3 years, with value, dates and clients. The list can be compiled for you; you ask your clients for the certificates, which can take days or weeks.
9. Staff, equipment and certificates, where the tender asks.
- Technical qualification can include lists of staff and their qualifications, equipment, supply-chain and environmental measures, or ISO certificates. The lists are compiled for your sign-off; ISO certificates come from a body accredited by the ČIA or another EA member, after it audits you.
- Construction and design: design and site-management roles (stavbyvedoucí, projektant) need an authorised engineer or architect registered with ČKAIT or ČKA (ZZVZ §77(2)). The named person provides their certificate, and you sign the staffing commitment.
- Trade and professional authorisation: where Czech law requires it, you prove your živnostenské oprávnění, chamber membership or professional competence for the work. The public trade-register extract can be obtained for you.
10. The jistota (bid security), where the buyer requires it. Up to 2% of the estimated value, or 5% with an e-auction, as a cash deposit, a bank guarantee or guarantee insurance. A bank or insurer issues the guarantee in your name, usually in 1–5 business days for a market fee; the electronic guarantee document goes in with the bid, and it must stay valid for the whole bid period. You apply and pay; the wording can be checked for you.
11. Submit through NEN or the named e-tool. Submission is free and electronic, and must be done before the deadline. Acts done through the e-tool count as signed, so no separate signature is needed unless a document requires one.
- Who does it: an authorised user of your company can upload and submit; you approve the final bid and price.
- A plná moc, if someone else acts for you: a power of attorney signed by your statutory body with a recognised electronic signature lets an advokát or another person act for your company in NEN.
If you’re selected
The buyer asks the selected supplier (vybraný dodavatel) for the qualification documents not yet submitted.
| Document | Issued by | Who can get it for you | Valid if | What only you do |
|---|---|---|---|---|
| Criminal-record extract (výpis z evidence Rejstříku trestů), for the company and each statutory-body member, and any branch manager | Rejstřík trestů (Ministry of Justice), at CzechPOINT, by data box or online | Each person requests their own, or authorises someone by an officially verified power of attorney | It covers a date no earlier than 3 months before the procedure started | Each statutory-body member requests or authorises their own |
| Tax-office confirmation (potvrzení finančního úřadu) of no tax arrears, plus a declaration on excise-duty arrears | Finanční úřad (Finanční správa) | A tax adviser holding your power of attorney with the tax office, or you by data box | As above | Grant the authorisation; sign the excise-duty declaration |
| Social-security confirmation from the ČSSZ/OSSZ (no social-security or employment-policy arrears), plus a declaration on health insurance | Česká správa sociálního zabezpečení / OSSZ | An accountant with your authorisation, or you by data box | As above | Sign the health-insurance declaration |
| Commercial register extract (výpis z obchodního rejstříku) | Rejstříkové soudy (or.justice.cz) | Anyone: it is public, and you can give the buyer the web address (ZZVZ §45(4)) | As above | — |
What the extracts prove. The criminal record must show no listed convictions in the last 5 years. The register extract proves professional qualification and that you are not in liquidation or insolvency. It is free online and available the same day; criminal-record extracts are issued the same day at CzechPOINT.
Also asked where the tender sets a condition:
- Turnover or financial statements, usually for the last 3 financial years. An accountant prepares them, your statutory body approves, and only a registered auditor may audit.
- Liability insurance, professional or third-party, common in works, design and IT services. An insurer or broker issues the policy, which you sign.
- Originals or certified copies. Simple copies are normally enough, but the buyer may ask for originals or certified copies (ZZVZ §45(1)); a notary or advokát certifies them.
Before the contract
- Beneficial ownership: the buyer checks the register entry for Czech suppliers; foreign suppliers hand in their own documents (see below).
- Accounting publication: the buyer may also check that you have met your duty to publish accounts (ZZVZ §104).
- Performance and warranty guarantees: the law sets no cap; the contract terms do. A bank or insurer issues them in your name, and you sign the guarantee contract.
- Signing: after the standstill, by your statutory body or a holder of your power of attorney.
- The register of contracts (registr smluv): a contract with a covered public body above CZK 50,000 excluding VAT takes effect only once published, and is void if not published within 3 months. The buyer usually publishes it; you point out any trade secrets to be blacked out.
Who does what
| Step | Who can do it | What only you do |
|---|---|---|
| Recognised electronic signature | A qualified trust service provider issues it to each person | Each signatory gets and keeps control of their own |
| NEN or other e-tool registration | The forms are completed for you | Your statutory signatory signs the registration |
| JEO and sanctions declaration | Completed from your data; sent through the e-tool | Confirm they are true; sign where a separate signature is asked |
| Reference list and staff lists | Compiled for you | Ask clients for certificates; approve the lists |
| Jistota and guarantees | A bank or insurer | Apply and pay; sign the guarantee contract |
| Submission | An authorised user of your company | Approve the final bid and price |
| Criminal-record extracts | A person holding an officially verified power of attorney | Each statutory-body member requests or authorises their own |
| Tax and ČSSZ confirmations | A tax adviser or accountant with your authorisation | Grant the authorisation; sign the excise and health declarations |
| Register extract | Anyone (public register) | — |
| Certified copies | A notary or advokát | Present the originals |
| Official translations | A registered court translator | — |
| Contract | — | Your statutory body or attorney signs |
The professionals involved
| Professional | Licensed or regulated by | What they do for a bidder |
|---|---|---|
| Advokát | Česká advokátní komora (ČAK) | Act for you in NEN as an authorised person under a plná moc; draft and file objections (námitky) and ÚOHS petitions; authenticate signatures and convert documents; review contracts, consortium and subcontracting agreements |
| Notář | Notářská komora České republiky; Ministry of Justice | Certify copies (vidimace) and signatures (legalizace) when the buyer asks for them; convert paper documents into electronic form; take sworn statements for foreign suppliers whose country issues no equivalent document |
| Soudní překladatel (court translator) | Ministerstvo spravedlnosti ČR | Make official (úřední) translations into Czech when the buyer or NEN support asks for them |
| Daňový poradce, auditor or accountant | Komora daňových poradců ČR; Komora auditorů ČR and Rada pro veřejný dohled nad auditem | Obtain tax-office and ČSSZ confirmations under your authorisation; prepare turnover and financial data; audit statements (auditors only) |
| Autorizovaný inženýr, technik or architekt | ČKAIT; Česká komora architektů (ČKA) | Provide the authorisation that design and construction tenders require; be named as key staff (stavbyvedoucí, projektant) |
| Bank or insurer | Česká národní banka | Issue the jistota as a bank guarantee or guarantee insurance, performance and warranty guarantees, and bank references |
| Certification body | Český institut pro akreditaci (ČIA) | ISO 9001, 14001, 45001 and 27001 certificates used as qualification or evaluation evidence |
| Procurement consultant (administrátor veřejných zakázek) | No statutory licence on the supplier side | Prepare the JEO, čestná prohlášení, price and evaluation documents; work in your NEN or E-ZAK account as a named, authorised user |
Objections to the buyer and petitions to ÚOHS are for an advokát, acting under your power of attorney; you pay any deposit.
If your company is from abroad
You don’t need a Czech company, branch or ID number to bid; who may bid from abroad is set out in How to bid for public tenders in Czechia. For the paperwork:
- NEN registration: a separate foreign-entity form with your home register documents. NEN support may ask for translations into Czech or English (plain, official or court-certified) and for apostilled or super-legalised documents; reply to its queries within 10 working days.
- Signature: EU qualified signatures are accepted under eIDAS; non-EU entities may sign the NEN registration with any electronic signature linked to their name.
- Register extract: your home register extract or its equivalent.
- Criminal records: home-country equivalents for the company and each director; a sworn statement where none is issued.
- Tax and social security: your home tax and social-security certificates. A Czech tax confirmation is needed only if you are registered for tax in Czechia.
- Beneficial ownership: an extract from your home register, or a list of owners with your shareholder list or articles.
- Trade authorisation: not needed if your country doesn’t require one for the work; EU firms providing temporary services may need to notify the trade office.
- Engineers and architects: EU professionals register with ČKAIT or ČKA for temporary services.
- Qualified-supplier status: equivalent lists and certificates from other EU member states are accepted.
- Financial statements and references: your home documents, translated.
- Certificates, guarantees and insurance: equivalent foreign ISO certificates are accepted; foreign bank guarantees can be used if they meet the conditions; a foreign policy covering Czechia is usually acceptable.
- Translations: Czech and Slovak documents need none; the rest are translated into the tender language, and if the buyer requires an official translation, only a registered court translator can make it.
- Apostille: you obtain it in your home country; EU public documents covered by Regulation 2016/1191 are exempt.
Pitfalls
- Count the 3 months back from the start of the procedure, not from your submission. Evidence must cover a date no earlier than 3 months before the procedure started, so a certificate you already hold may still count, while one dated earlier than that window does not.
- One extract per statutory-body member. The criminal-record check covers the company and every member, not just the director who signs.
- Read the documents for a third-country clause first. If your company is from a country without an EU procurement agreement, a buyer may exclude it only where the documents say so, so check before you prepare anything.
- Every person acting for you must be authorised. In NEN each person is authorised by your company and works under their own login.
- The register of contracts has teeth. A contract above CZK 50,000 that isn’t published within 3 months is void, so flag your trade secrets before publication.
Doing it with askTender
In Czechia, your askTender Partner is added as a named user on your company’s account on NEN and works under their own login. You keep your own login, and sign what only you can sign: the NEN registration, powers of attorney, your own criminal-record requests and any declaration the buyer wants signed separately, and you approve the final bid and price. The askTender Desk prepares the JEO, declarations and reference lists, assembles the bid and coordinates the certificates; askTender Partners, such as an advokát, a daňový poradce or a court translator, do the steps their licence covers.
Questions
Which documents go in with a Czech bid?
The JEO (the Czech ESPD) or a čestné prohlášení on qualification, the sanctions declaration, your price and evaluation documents, a subcontractor list if asked, the reference list where technical qualification is set, and proof of the jistota where the buyer requires one. Certificates come later, from the selected supplier only.
How recent must the criminal-record, tax and social-security documents be?
They must cover a date no earlier than 3 months before the procedure started. The clock runs from the start of the procedure, not from the day you hand the documents in, so check the dates against the notice.
Whose criminal record does the buyer need?
The company’s own extract plus one for each member of its statutory body, and any branch manager. Each person requests their own extract, or authorises someone else with an officially verified power of attorney.
Who has to sign the NEN registration?
Your statutory signatory, with a recognised electronic signature: a qualified certificate or a qualified e-signature. Everyone who signs the entity form signs it this way. Non-EU entities may use any electronic signature linked to their name. The forms themselves can be completed for you.
Can a lawyer act for my company in NEN?
Yes. An advokát can act for you in NEN as an authorised person under a plná moc signed by your statutory body, and can also draft and file objections and ÚOHS petitions for you. The plná moc is signed with a recognised electronic signature.
Sources
- Act No. 134/2016 Coll. on Public Procurement (ZZVZ), consolidated
- Act No. 340/2015 Coll. on the register of contracts
- NEN operating documentation: registration and access
- NEN: registering a foreign supplier
- ÚOHS: access of third-country suppliers after the Kolin judgment
This guide explains the rules in plain English; it isn’t legal advice. Procurement rules change, and each tender document sets its own conditions — it always prevails.