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Tendering is just a posh word for "competing for work on paperwork". Once you know the stages, it stops feeling mysterious and starts feeling like a process you can prep for.
1. The basic stages in most tenders
Most public-sector and bigger private jobs follow the same rough flow:
- Opportunity published -- on a portal or framework.
- Selection stage -- PQQ/SQ style questions to check you're a serious, compliant supplier.
- Invitation to Tender (ITT) -- detailed bid: how you'll do the work and for how much.
- Evaluation and clarifications -- they score, ask questions, maybe interview.
- Award -- contract or call-off issued, standstill period for public jobs.
For frameworks, you'll see this twice: once to get on the framework, then again in mini-competitions for each call-off.
2. What a PQQ / SQ actually is
PQQ (Pre-Qualification Questionnaire) or SQ (Selection Questionnaire) = "are you big and sensible enough for this?"
It focuses on capability and compliance, not your detailed method.
Typical sections:
- Company details and structure.
- Financial standing (turnover, accounts, insurances, CCJs).
- Health & safety compliance and accreditations (CHAS, Constructionline, SSIP).
- Quality and environmental policies.
- Basic experience and references.
If you fail the PQQ, you never see the ITT. Your job is to look low-risk and organised on paper.
3. What an ITT is
ITT (Invitation to Tender) = "show us exactly how you'll deliver and at what price".
An ITT usually includes:
- Scope of works and technical spec.
- Contract terms and conditions.
- Pricing schedule or BoQ.
- Quality questions: methodology, programme, team, risk management, social value.
- Evaluation criteria and weightings (e.g. 60% quality, 40% price).
Your response must:
- Give a clear programme and resourcing plan.
- Answer each question directly, in the order they ask.
- Price the work correctly on their forms -- no extras.
PQQ checks "can you do this at all?". ITT checks "how will you do this specific job and is your offer the best value?"
4. How frameworks fit into this
Frameworks (from 8.8) sit on top of the normal process:
- To get onto a framework, you go through a PQQ/SQ and ITT-style process once.
- Once you're on, you get:
- Mini-competitions -- short ITTs for specific jobs, but you're only competing with other framework suppliers.
- Sometimes direct awards if the framework allows it (usually for small/simple jobs).
The trick: treat the framework bid as "mega PQQ + generic ITT" that opens the door to several years of smaller, faster tenders.
5. What buyers are really checking at PQQ stage
From your side of the fence, a PQQ/SQ is just a compliance hurdle.
They're mainly asking:
- Do you look financially stable enough for the contract value?
- Do you take H&S seriously and follow the law?
- Have you done similar work before, successfully?
- Do you have basic policies and systems (quality, environment, equality, GDPR)?
If you keep a "bid pack" with those answers and documents kept up to date, most PQQs become form-filling, not a fresh essay each time.
6. What they look for at ITT stage
At ITT, they're comparing you side-by-side on:
- Price -- usually through a pricing schedule; can be lowest price or "most economically advantageous" (MEAT).
- Quality / method -- method statement, risk management, resourcing, programme, social value.
- Fit -- how well you've understood the brief and tailored your answer.
Good ITT answers are:
- Specific (names, numbers, examples), not generic marketing fluff.
- Structured exactly like the question (so they can mark them easily).
- Backed with evidence -- case studies, KPIs, photos, client feedback.
7. Mini-competitions under frameworks
Mini-competitions are a cut-down ITT just for framework suppliers:
- The buyer sends an ITT or ITQ (invitation to quote) to all suppliers on the relevant lot.
- They can't change the core framework terms, but can tweak project-specific things like:
- Exact spec and drawings.
- Programme.
- Payment profile.
- Weightings for price vs quality.
Because your capability is already checked at framework stage, mini-comps focus on price and job-specific quality answers, and they run much quicker.
8. A simple tender prep checklist for your business
To stop each bid being a mad scramble, build a tender folder with:
- Company info: registration, structure, insurances, key contacts.
- 2-3 years' accounts or management accounts.
- Policies: H&S, quality, environment, equality, GDPR.
- H&S evidence: risk assessments, method statements, training records, SSIP certificates.
- Case studies: 4-6 projects with photos, values, dates, challenges and outcomes.
- CVs and basic profiles for key staff.
Each time a tender lands, you then just:
- Plug in the right case studies.
- Tailor method statements to that job.
- Complete their pricing sheets.
9. Common mistakes
- Not answering the question -- waffling about your history instead of what they asked.
- Generic responses -- same wording for every tender, no mention of that client, that site or that community.
- Ignoring the word limits and scoring criteria -- if they say "3 pages, 40% weight", use the space well.
- Leaving pricing to the last minute and then making errors in the schedule.
- Missing deadlines -- portals slam the door at the exact time; there are no extensions for "upload issues".
Most of this is fixable by starting early and doing one extra internal review before you hit "submit".
10. Who to contact
- Contracts Finder -- search for live public sector opportunities: gov.uk/contracts-finder (free)
- Find a Tender -- UK e-notification service for above-threshold opportunities: find-tender.service.gov.uk (free)
- Constructionline -- pre-qualification database used by many public buyers: constructionline.co.uk
- CHAS -- SSIP health and safety accreditation: chas.co.uk
- British Business Bank -- guides on tendering for public sector work: british-business-bank.co.uk (free)
- Supply Chain Sustainability School -- free training on tender writing and social value: supplychainschool.co.uk (free)
- Your local Growth Hub -- free business support including tender writing help. Search "growth hub [your area]" (free)
11. Sources and legislation
- Public Contracts Regulations 2015 -- framework for public procurement including PQQ restrictions (Regulation 111), framework agreements (Regulation 33), and evaluation criteria. legislation.gov.uk/uksi/2015/102
- Procurement Act 2023 -- new procurement regime replacing PCR 2015 (phased implementation, check current status). legislation.gov.uk/ukpga/2023/54
- PPN 08/16 -- Crown Commercial Service guidance on standard Selection Questionnaire for public procurement.
- Cabinet Office Social Value Model -- framework for evaluating social value in public procurement: gov.uk/government/publications/social-value-act-information-and-resources
12. Related guides on this site
- 8.8 Winning public sector work -- how frameworks work
- 8.7 Terms and conditions template -- commercial subcontracting
- 8.10 Taking on your first employee -- legal checklist
- 8.11 Health and safety policy -- when you need a written one
- 6.1 Public liability insurance
- 6.2 Employers' liability insurance
- 6.3 Professional indemnity insurance
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