Which security decisions should be settled before requesting quotations?

Before requesting quotations, clients should know which result they need and who is responsible for delivering it. This article shows how market research and talks with suppliers help with this, and which basis for decisions should be recorded before the request.

Examining alternative solutions before committing

Market research can help clients learn about technical options, operating models and cost structures. For public contracting authorities, section 28 VgV allows such research before a procurement procedure is initiated. Conducting a procurement procedure solely for market research or price finding, however, is not permitted [1].

Talks with suppliers provide valuable product knowledge. Clients should be able to tell which requirements stem from their own needs and which suggestions are based on a particular solution. Within the scope of the VgV, possible distortion of competition by previously involved companies must be avoided through appropriate measures [2].

Recording the basis for the request

Before quotations are requested, the protective task, operating conditions, responsibilities and existing infrastructure should be described. In addition, open points and the evidence needed for the later assessment should be noted.

Within the scope of the VgV, sufficiently precise performance or functional requirements can form the basis for comparable offers [3]. The practical benefit starts earlier, though: the parties involved agree on which result they need and who is responsible for delivering it. This gives the procurement a technically sound direction.

Read more: Turning protection goals into security requirements on verifiable requirements, Commissioning safety planning: which competences are needed for which tasks on planning competence, Procuring security technology: function first, then devices on describing services by function, and From security concept to working event operations.

Context: research as of 2 November 2026. The recommendations on clarifying needs are editorial conclusions. The VgV does not apply to every procurement; other procurement regimes and the specific scope of application must be checked separately. Advice from suppliers is not judged as unsuitable or impermissible across the board. General orientation, not legal advice.