Stages of the tender process

Advertising the requirement

The opportunity may be advertised in a range of ways, but will, at least include the following:

  • E-tendering  portal
  • OJEU (Official Journal of the European Union) notice if required
  • Other websites (e.g. Supply to Surrey)
  • Trade publications
  • Other social media forums e.g. Twitter

Selection Stage  / Pre Qualification Questionnaire (PQQ)

The selection stage may be carried out separately to the full tender process and is then referred to as a Pre-Qualification (PQQ).  It can also be done in a single stage together with gathering tender information. 

At selection stage bidders are requested to provide information online within a set timescale. This gathers information about your business to ensure you meet minimum requirements to allow the buyer to ensure that your organisation is able to provide its requirements and to either progress your tender submission for full evaluation or to shortlist for the Invitation to tender stage (ITT).

It assesses:

  • Capacity
  • Capability                               
  • Experience     

Supporting information on company finances and relevant experience / references and insurance information may all be sought at this stage.

Evaluation of selection Stage / PQQ

  • Evaluates submissions to ensure suppliers progressing for the evaluation of their full tender submission (in the case of a single stage or open tender) or to shortlist and selects those suppliers most able to meet the requirements to be invited to the ITT (Invitation To Tender) stage in the case of a two-stage or restricted tender process.
  • Decision communicated to suppliers.

Invitation to Tender (ITT)

Depending on the procedure followed the ITT may be open to all suppliers (open or single-stage process) where selection and tender information are combined or only those who have successfully passed the selection / PQQ stage.

The ITT assesses the offer and the requirements as set out in the specification.

Bidding suppliers will be asked to complete online questionnaires and provide supporting documentation. All tenders documents are available for download on the portal and will contain all or some of the following:

  • Instructions to tenderers
  • Specification
  • Pricing schedule
  • Contract conditions – defining the relationship between the public body and the supplier/contractor
  • Tender evaluation model – how we intend to evaluate the submission
  • Supporting documentation – depending on the contract requirements

Evaluation of the tender submissions

This is completed by an evaluation panel.

Award of contract

  • All suppliers that submitted a tender will be informed of the decision to award the contract via the portal.  Decision letters should give details of the successful supplier/s and score achieved in the evaluation of tender submissions.
  • If the tender is has been published in the Official Journal of the European Union (OJEU) a Contract Award Notice will be published.