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The Bidding Process

A step-by-step overview of how UK public sector procurement works — from opportunity to award.

4 min read

Overview

UK public sector procurement follows a structured process governed primarily by the Public Contracts Regulations 2015 (PCR 2015). While procedures vary by value and complexity, the core stages follow a consistent pattern from opportunity identification through to contract award.

The Key Stages

1. Find Opportunities

Contract notices are published on Find a Tender (above threshold) and Contracts Finder (sub-threshold). Monitoring these platforms — or using alerts — is the first step.

2. Selection Questionnaire (SQ)

For restricted and competitive procedures, buyers issue a Selection Questionnaire (formerly the Pre-Qualification Questionnaire / PQQ). This assesses whether your organisation meets minimum requirements — financial standing, relevant experience, and technical capability.

3. Invitation to Tender (ITT)

Shortlisted suppliers (or all suppliers in open procedures) receive the ITT. This includes the full specification, terms, evaluation criteria, and submission deadline. Your response is your formal bid.

4. Evaluation

Bids are evaluated against published criteria — typically a combination of quality and price (Most Economically Advantageous Tender, or MEAT). Evaluation must be fair, transparent, and follow the criteria stated in the tender documents.

5. Award and Standstill

The buyer notifies all bidders of the outcome. For above-threshold contracts, a mandatory 10-day standstill period allows unsuccessful bidders to challenge the decision before the contract is signed.

Key Fact

Under PCR 2015, buyers cannot use the SQ stage for sub-threshold contracts. Open procedures are more common for lower-value contracts, meaning any eligible supplier can submit a bid directly.

Common Procurement Procedures

  • Open Procedure — any supplier can submit a tender; most common for straightforward procurements
  • Restricted Procedure — two-stage process with SQ shortlisting before ITT
  • Competitive Dialogue — used for complex contracts where the buyer needs to discuss solutions with bidders
  • Competitive Procedure with Negotiation — allows buyers to negotiate with shortlisted bidders
Find Open Tenders

Sources

  1. Legislation.gov.uk — The Public Contracts Regulations 2015
  2. Crown Commercial Service — Public procurement guidance
  3. GOV.UK — Sell to the public sector

Related Guides

Winning Government Contracts

Practical tips for writing competitive bids.

Procurement Thresholds

Values that determine which rules apply.

Find a Tender Service

Where above-threshold opportunities are published.

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