Stages of the tender process

Advertising the Tender Opportunity

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

Selection Stage / Pre-Qualification Questionnaire (PQQ)

The selection stage may be carried out separately as the first part of the restricted tender process and is then referred to as a Pre-Qualification (PQQ). Or, it can also be done in a single stage together with gathering tender information as part of the open tender process.

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).

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

Invitation to Tender (ITT)

Depending on the procedure followed, the ITT may be open to all suppliers (open 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 buyer 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.

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

  • The e-tendering portal,
  • SE Shared Services Portal
    OJEU (Official Journal of the European Union), if applicable
  • Other websites (e.g. East Sussex Social Value Marketplace)
  • Twitter
  • Selection Stage / Pre-Qualification Questionnaire (PQQ)

    The selection stage may be carried out separately as the first part of the restricted tender process and is then referred to as a Pre-Qualification (PQQ). Or, it can also be done in a single stage together with gathering tender information as part of the open tender process.

    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).

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

    Invitation to Tender (ITT)
    Depending on the procedure followed, the ITT may be open to all suppliers (open 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 buyer 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.