What Is the Tender Process?
The tender process (also called the tendering process) is the formal procedure through which organisations — particularly in the public sector — invite suppliers to compete for contracts by submitting proposals. It's designed to ensure fairness, transparency, and value for money in procurement.
In the UK, public sector tendering is governed by the Procurement Act 2023 (which replaced the EU-derived regulations) and guided by the Cabinet Office's procurement policies. The process ensures that taxpayer money is spent wisely and that all suppliers get a fair opportunity to compete.
The Stages of the Tender Process
Stage 1: Opportunity Identification
Before you can respond to a tender, you need to find relevant opportunities. In the UK, public sector tenders are published on:
- Contracts Finder — All UK public sector contracts above £12,000 (central government) or £30,000 (sub-central authorities)
- Find a Tender — Higher-value contracts that previously would have appeared in the EU's OJEU
- Framework-specific portals — Crown Commercial Service agreements, NHS Supply Chain, and sector-specific frameworks
- Buyer portals — Individual organisations' own procurement portals (e.g., local authority systems)
Tip: Use tender software to aggregate opportunities from multiple sources and set up automated alerts matching your capabilities.
Stage 2: Pre-Qualification (Selection Stage)
For larger or more complex contracts, buyers often use a two-stage process. The first stage filters suppliers based on basic suitability:
Selection Questionnaire (SQ) — formerly PQQ:
- Company information and financial standing
- Technical capability and experience
- Health & safety policies
- Insurance levels
- Equality and diversity policies
- Environmental management
- Modern slavery statement (required under the Modern Slavery Act 2015)
The standard Selection Questionnaire published by Cabinet Office standardises this stage for public sector procurements.
Under the Procurement Act 2023, the selection stage focuses on "conditions of participation" covering:
- Legal status
- Financial and economic standing
- Technical and professional ability
Stage 3: Invitation to Tender (ITT)
Suppliers who pass selection receive the full tender documents:
Typical ITT contents:
- Specification — Detailed description of what's required
- Evaluation criteria — How responses will be scored, with weightings
- Terms and conditions — The proposed contract terms
- Pricing schedule — How to present your costs
- Response format — Structure, word counts, and submission requirements
- Timeline — Key dates including clarification deadline and submission deadline
Minimum timescales under the Procurement Act 2023:
- Open procedure: 35 days (can be reduced to 15 days with prior information notice)
- Competitive flexible procedure: No statutory minimum, but must be "proportionate"
Stage 4: Clarification Period
During the tender period, suppliers can ask questions:
- Questions are submitted in writing (usually via a portal)
- Answers are shared with all bidders to maintain fairness (anonymised)
- There's typically a clarification deadline (e.g., 5-7 days before submission)
- Site visits or supplier briefings may be offered for complex requirements
Per Regulation 53 of the Public Contracts Regulations (and equivalent provisions in the Procurement Act), information must be provided simultaneously to all candidates.
Stage 5: Writing Your Response
This is where the work happens. A winning tender response:
- Answers the question asked — Not what you want to say, but what they want to know
- Addresses the evaluation criteria — Structure your answer to score against each criterion
- Provides evidence — Case studies, data, testimonials, certifications
- Is compliant — Meets all mandatory requirements, word counts, and formatting rules
- Is compelling — Goes beyond the minimum to demonstrate genuine understanding and added value
For detailed guidance, see our guide on how to write a tender.
Stage 6: Submission
Submit your response according to the buyer's instructions:
- Format — Usually via an e-procurement portal, sometimes email or hard copy
- Deadline — Late submissions are almost always rejected, regardless of reason
- Completeness — Missing mandatory documents can result in disqualification
- Declarations — Ensure all required statements are signed and dated
Critical: Always submit well before the deadline. Portal crashes and technical issues are not typically accepted as excuses. Use bid management software to track deadlines and completeness.
Stage 7: Evaluation
After the submission deadline, the buyer evaluates all responses:
Typical evaluation process:
- Compliance check — Are all mandatory requirements met?
- Individual scoring — Evaluators score each response independently
- Moderation — Panel agrees consensus scores with justification
- Price evaluation — Costs scored against the published methodology
- Combined scoring — Quality and price scores combined per published weightings
- Clarification — Buyer may seek clarification on specific points (without allowing improvement)
- Presentation/interview — Sometimes required as a final stage
Under the Procurement Act 2023, evaluation must use the "most advantageous tender" (MAT) basis, considering quality, price, and (for central government) social value.
Stage 8: Contract Award
Once evaluation is complete:
- Award decision — The buyer selects the winning bidder(s)
- Standstill period — For above-threshold contracts, a mandatory 10-day standstill period (Regulation 87) allows unsuccessful bidders to challenge the decision
- Award notice — Published on Contracts Finder and/or Find a Tender
- Debrief — Unsuccessful bidders are entitled to feedback on their scores and the winning submission's relative performance
Stage 9: Contract Mobilisation
After award, work begins on implementing the contract:
- Contract finalisation and signing
- Mobilisation plan execution
- TUPE transfers (if applicable, per TUPE Regulations 2006)
- Service commencement
Types of Tender Procedures
Open Procedure
All interested suppliers can submit a tender. No pre-qualification stage. Suitable for straightforward requirements where the market is well-established.
Competitive Flexible Procedure (New under Procurement Act 2023)
A new, flexible procedure that allows buyers to design a multi-stage process tailored to their needs. Can include:
- Assessment of preliminary interest
- Multiple rounds of evaluation
- Negotiation phases
- Best and final offer requests
Restricted Procedure
Two-stage process: selection stage followed by invitation to tender for shortlisted suppliers. Suitable when you want to limit the number of detailed submissions.
Competitive Dialogue
Used for complex requirements where the buyer needs to develop the solution with the market. Multiple rounds of dialogue before final tenders.
Innovation Partnership
For procuring solutions that don't yet exist. Combines R&D and procurement into a single process.
Tender Thresholds (2024/25)
The Procurement Act 2023 thresholds determine which rules apply:
| Category | Threshold | |----------|-----------| | Works contracts | £5,372,609 | | Supply/service contracts (central govt) | £139,688 | | Supply/service contracts (sub-central) | £214,904 | | Light-touch regime (social/health) | £663,540 | | Concession contracts | £5,372,609 |
Below these thresholds, buyers have more flexibility but must still advertise on Contracts Finder (above £12,000/£30,000).
Common Tender Process Mistakes
For Suppliers:
- Missing the deadline — No exceptions, no extensions
- Not answering the question — Talking about your company instead of addressing the requirement
- Ignoring evaluation criteria — Your response should mirror the scoring framework
- Poor compliance — Missing documents, exceeded word counts, wrong format
- Weak evidence — Unsupported claims without case studies or data
- Not asking clarifications — If something is ambiguous, ask during the clarification period
For Buyers:
- Unclear specifications — Leading to non-comparable responses
- Unrealistic timescales — Not allowing adequate response time
- Biased evaluation — Criteria that favour a specific supplier
- Poor communication — Not sharing clarifications with all bidders
- Scope creep — Changing requirements after publication
Tender Opportunities by Sector
Construction
The Construction Playbook sets out how public construction procurement should work. Key frameworks include Crown Commercial Service construction agreements and regional frameworks.
IT & Digital
The Technology Code of Practice guides technology procurement. Opportunities appear on the Digital Marketplace (G-Cloud, Digital Outcomes and Specialists).
Healthcare
NHS procurement follows NHS Commercial Standards with opportunities on NHS-specific portals.
Facilities Management
A major category of public sector spend, with frameworks managed by Crown Commercial Service.
How to Improve Your Tender Win Rate
- Be selective — Only bid for opportunities you can genuinely win. Use a bid/no-bid decision matrix.
- Start early — Don't wait for the ITT. Research the buyer, understand their challenges, and build relationships during market engagement.
- Invest in quality — Rushed responses lose. Allocate proper time and resource to each bid.
- Learn from feedback — Request debriefs on unsuccessful bids and track your scores over time.
- Use technology — Tender software automates routine tasks so you can focus on writing compelling responses.
For more detailed guidance, read our guides on how to write a tender and how to win a tender.
Frequently Asked Questions
How long does the tender process take? From publication to contract award typically takes 8-16 weeks for standard procurements. Complex or high-value contracts can take 6-12 months.
Can I bid for tenders as a sole trader? Yes. There's no minimum company size requirement for most public sector tenders. The Procurement Act 2023 actively encourages SME participation.
What's the difference between a tender and an RFP? The terms are often used interchangeably in the UK. Technically, a "tender" is more formal and typically used in public sector procurement, while "RFP" (Request for Proposal) is more common in private sector. Learn more about RFP vs tender terminology.
Do I need to be on a framework to bid for tenders? No. Many opportunities are advertised openly. Frameworks are a separate route to market — being on one gives you access to call-off competitions but isn't required for open tenders.
What happens if I make a mistake in my tender submission? It depends on the nature of the error. Minor formatting issues may be overlooked, but material non-compliance (missing mandatory documents, exceeding word counts) typically results in exclusion. This is why tender software with compliance checking is so valuable.
Is the tender process the same in Scotland, Wales, and Northern Ireland? The principles are similar, but there are jurisdictional differences. Scotland has its own procurement regulations and uses Public Contracts Scotland. Wales uses Sell2Wales. Northern Ireland uses eTenders NI.
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