Navigating the procurement process in the public sector can feel overwhelming, especially when balancing tight budgets, strict regulations and increasing scrutiny. Historically, the complexity of public sector procurement has been a barrier for many organisations - especially SMEs, which might not have the resource to manage detailed documentation and compliance checks.
But things are changing. The Procurement Act 2023 has introduced significant reforms designed to simplify things and create strong procurement competition. With a greater focus on flexibility, transparency and digital systems, the aim is to make tendering clearer and more accessible for all.
In this blog, we’ll take you through the tendering process in procurement from the perspective of a buyer. Whether you're procuring for a local authority, NHS trust, or housing provider, this guide will help you plan, publish, and manage a compliant and effective procurement process.
Jump to:
- Step 1 - Understanding the tendering process in procurement
- Step 2 - The contract notice and invitation to tender
- Step 3 - Creating and issuing the tender pack
- Step 4 - Evaluating tenders: What to look for
- Step 5 - What happens after the tendering process
- Why frameworks can help simplify things
Step 1 – Understanding the tendering process in procurement
Before anything is advertised, it’s vital to clearly define what you need by scoping out the contract requirements. Consider what outcomes you’re trying to achieve, and what standards and policies must be met. Taking the time to define the specification, terms and conditions, service level agreements (SLAs), and expected deliverables up front makes the rest of the process smoother.
At this stage, it’s often helpful to carry out pre-market engagement by speaking to potential suppliers. This’ll help shape your understanding of what’s out there, any . innovations in the market, and how realistic your expectations are. This soft market testing also ensures your procurement is informed, realistic, and competitive.
Under the Procurement Act 2023, you’ll also choose your route to market:
Open procedure – Any supplier can bid.
Restricted procedure – You shortlist interested suppliers based on a Selection Questionnaire (SQ), and invite the most suitable to tender.
Existing DPS - If using an existing DPS, any pre-qualified supplier can bid.
Step 2 - The contract notice and invitation to tender
Once you’re ready, you’ll need to publish a contract notice. This acts as a public announcement, giving suppliers high-level information about the opportunity and how to register interest.
If your contract is worth at least £12,000 for central government, or £30,000 (for contracting authorities), it must be advertised on:
Find a Tender Service (FTS) – For UK-wide or high-value contracts
Contracts Finder – For England-only or lower-value opportunities
From there, the next steps depend on your chosen procedure. In an open tender, all suppliers expressing interest can submit a full tender. However, for contracts using a restricted procedure, you can take a more selective approach. You’ll need to ask suppliers to complete a Selection Questionnaire (SQ) first, which is designed to assess a supplier’s capability, capacity, and relevant experience. Based on the responses, you’ll then be able to shortlist suitable candidates and formally invite them to submit a full tender.
Step 3 - Creating and issuing the tender pack
In the next phase, we will supply the tender pack to prospective contractors - which contains everything they’ll need to know about the contract.
Typical documents include:
- Specification – Outlines what’s required and any delivery standards
- Instructions to Tenderers – Submission rules, portal guidance, and deadlines
- Selection and Award Criteria – How suppliers will be scored
Make sure everything is clear, consistent, and accessible, as missing information or unclear criteria can lead to poor submissions.
To make the process smoother, consider being explicit with your evaluation measures, as well as welcoming any clarification questions from suppliers to avoid confusion.
Step 4 – Evaluating tenders: What to look for
Once submissions are in, it’s time to evaluate.
There are two main stages:
1. Selection – Does the supplier meet your baseline standards (e.g. financial health, policies, experience)?
2. Award – How well does the tender meet your quality and price criteria?
Stick closely to your published scoring method. That ensures fairness and transparency, and protects your process from challenges. It’s also worth having a panel approach to evaluation - this brings multiple perspectives and avoids unconscious bias.
Importantly, don’t confuse lowest price with best value. Public sector buyers are expected to focus on value for money, which means weighing cost against quality, social value, and long-term benefits.
Step 5 – What happens after the tendering process?
If you've found the right supplier, great! You’ll notify them through your procurement portal and begin a 10-day standstill period. This allows unsuccessful suppliers time to ask for feedback or raise concerns before the contract is formally awarded.
It’s essential to provide constructive feedback to those who didn’t win; and remember, the Procurement Act requires transparency at every stage so giving clear reasons will help suppliers improve and strengthens the supply base as a whole.
Once the standstill period is complete and no issues arise, you can move forward with awarding the contract.
Why frameworks can help simplify things
Frameworks can be a powerful tool for public sector buyers.
They allow you to procure goods and services from pre-approved suppliers, saving time and reducing risk - with no need to run a full open competition each time.
Here’s how frameworks help:
- Speed – Faster access to qualified suppliers
- Assurance – Suppliers already meet key standards
- Flexibility – Call-offs, mini-competitions, or direct awards based on your needs
- Fully managed service - saving you time and money.
At Procurement Hub, our solutions help suppliers access opportunities across all sectors, including blue light, housing, healthcare, infrastructure and more; and will guide your organisation into finding quality suppliers and getting better outcomes from public spend. Get in touch today to find out more.