The A–Z of UK Bid and Procurement Terminology

A practical glossary for businesses bidding for UK public and private sector contracts

Bid terminology should make opportunities easier to understand—not create another barrier to winning work.

Tender documents can contain a confusing mixture of procurement terminology, legal language, commercial expressions, construction-specific terms and bid-management shorthand. The position has become more complicated since the introduction of the Procurement Act 2023, because new terminology now operates alongside expressions inherited from older procurement regulations.

This glossary explains the terms, acronyms and phrases most commonly encountered when bidding for contracts in the United Kingdom. It covers public procurement, commercial bidding, bid management, evaluation, frameworks, construction tenders and contract award.

A note on the UK procurement market

The Procurement Act 2023 came into force on 24 February 2025. It applies principally to contracting authorities in England, Wales and Northern Ireland, as well as authorities exercising reserved functions in Scotland. Devolved Scottish authorities continue to operate under separate Scottish procurement legislation.

Procurements commenced before 24 February 2025 generally remain subject to the previous legislation. Suppliers may therefore continue to encounter legacy terms such as PQQ, MEAT, restricted procedure, competitive dialogue, DPS, PIN, contract notice and further competition for several years.

The bid-management terms used below reflect established UK industry practice and recognised proposal-development methods, including opportunity qualification, compliance planning and staged reviews.

It is an ever-evolving list....

A

Abnormally Low Tender
A tender containing a price or cost that appears unusually low in relation to the requirement. A contracting authority may investigate whether the price is sustainable, accurate and compliant before deciding whether the tender should be disregarded.

Acceptance
The buyer’s formal agreement to an offer. In contractual terms, acceptance may create a binding agreement where the other required elements of contract formation are present.

Addendum
A formal amendment or addition to the tender documents issued by the buyer. An addendum may change the specification, submission requirements, timetable, pricing documents or contractual terms.

Alternative Bid
See Variant Bid.

Approved Supplier List
A list of suppliers that a buyer has assessed and approved for particular categories of work. Being included does not always guarantee opportunities or contract awards.

Assessment Methodology
The rules explaining how the buyer will assess tenders. It may include scoring scales, weightings, pass/fail requirements, moderation arrangements and the treatment of price and quality. Under the Procurement Act 2023, the methodology must be set out in the tender documentation and applied consistently.

Assessment Summary
The information provided to a supplier explaining the assessment of its tender and, where relevant, the successful tender. Assessment summaries perform a similar function to the standstill or award decision letters used under previous legislation, although the statutory content and process are different.

Assessed Tender
A tender that has progressed to assessment against the published award criteria. The term is relevant to the requirement to issue assessment summaries under the Procurement Act 2023.

Authority
A commonly used abbreviation for the organisation procuring the contract. In public procurement, the statutory expression is usually contracting authority.

Authorised Signatory
A person with authority to sign a tender declaration, form of tender, contract or other legally significant document on behalf of the bidding organisation.

Award Criteria
The criteria used to identify the most advantageous tender. Criteria must relate to the subject matter of the contract, be sufficiently clear and measurable, and be accompanied by an assessment methodology.

Award Decision
The buyer’s decision identifying the supplier or suppliers it intends to appoint, subject to any remaining approvals, notifications and standstill requirements.

Award with Competition
A competitive process used to award a contract under a framework. It is the Procurement Act 2023 expression broadly replacing the legacy term further competition.

Award without Competition
The award of a contract without seeking competing tenders. This may be permitted under a framework or where a lawful direct award justification applies.

B

BAFO – Best and Final Offer
A final revised offer requested after clarification, dialogue or negotiation. Suppliers may be asked to improve their technical solution, commercial offer or contractual position.

Benchmarking
Comparing prices, performance, service levels, resources or proposed outcomes against previous contracts, market data, competitors or recognised standards.

Benefit
The positive result the buyer, service user or wider community will receive from a feature of the proposed solution. Strong tender responses explain the benefit rather than merely describing what the supplier will do.

Bid
A supplier’s formal offer to deliver specified goods, works or services. The term may refer to the complete submission or to the process of pursuing an opportunity.

Bid Bond
A financial guarantee protecting the buyer if a bidder withdraws, refuses to enter into the contract or fails to provide required security. Bid bonds are more common in major construction, infrastructure and international procurements.

Bid Budget
The internal budget allocated to pursuing an opportunity, including staff time, consultancy, design, legal review, estimating, travel and production costs.

Bid Compliance
The extent to which a submission meets all instructions, conditions, requirements and deadlines.

Bid Director
The senior person providing strategic oversight, executive support and internal authority for a major bid.

Bid Library
A controlled collection of approved company information, evidence, policies, case studies, CVs, accreditations, statistics and reusable tender content.

Bid Manager
The person responsible for coordinating the bid process, programme, contributors, compliance, reviews, approvals and submission.

Bid/No-Bid Decision
A structured decision on whether an opportunity should be pursued. Typical considerations include strategic fit, eligibility, customer knowledge, competition, capacity, profitability, risk, evidence and probability of winning.

Bid Plan
The document or schedule showing how the bid will be developed, reviewed, approved and submitted.

Bid Strategy
The overarching approach to winning an opportunity, including positioning, differentiators, solution priorities, commercial approach, risks and key messages.

Bid Team
The people contributing to the submission. This may include a bid manager, writer, estimator, commercial lead, operational lead, technical specialists, designers, legal advisers and senior reviewers.

Bid Validity Period
The period during which the supplier must keep its offer open and cannot normally change or withdraw its price without the buyer’s agreement.

Bidder
An organisation participating in a competitive procurement. Procurement Act documentation may instead use the broader term supplier.

Bill of Quantities – BoQ or BQ
A structured list of work items, descriptions, units and quantities used to obtain comparable construction prices.

Blue Team Review
An early-stage review of the opportunity, customer, strategy and proposed solution. Terminology varies between organisations, but a Blue Team usually takes place before substantial drafting.

C

Call-Off Contract
A contract awarded under a framework. The call-off creates the legally binding requirement for the specific goods, services or works being purchased.

Call-Off Schedule
A contractual schedule setting out terms applying to contracts awarded under a framework.

Capture Management
The structured process of positioning an organisation to win an opportunity before the formal tender is released.

Capture Plan
A live document covering the customer, requirement, stakeholders, competitors, partners, solution, evidence, risks, commercial position and actions needed to improve the probability of winning.

Carbon Reduction Plan – CRP
A document setting out an organisation’s greenhouse-gas emissions and commitments or measures for achieving carbon reduction. Some government procurements require suppliers to provide a compliant CRP.

Central Digital Platform
The government’s digital procurement infrastructure under the Procurement Act 2023. It incorporates an enhanced Find a Tender service for notices and the Supplier Information Service for reusable supplier information.

Challenge
A formal legal challenge or less formal complaint concerning the conduct or outcome of a procurement.

Clarification
A formal question raised by a supplier or buyer to clarify the tender documents or a submitted response. Clarifications should not normally be used to make an impermissible material change to a tender.

Clarification Deadline
The final date by which bidders may submit questions through the procurement portal.

Clarification Log
A record of questions submitted, responses received, changes issued and resulting actions for the bid team.

Closed Framework
A framework under the Procurement Act 2023 that does not admit new suppliers after it has been established. It is the more traditional form of framework arrangement.

Common Assessment Standard – CAS
A construction-industry prequalification standard developed by Build UK. It creates a more consistent assessment of areas such as identity, financial standing, health and safety, environmental management, quality, information security, building safety and corporate responsibility.

Commercial Agreement
A collective expression that may refer to a framework, open framework, closed framework or dynamic market. Its exact meaning should be checked in the relevant procurement documents.

Commercially Sensitive Information
Information whose disclosure could damage a supplier’s legitimate commercial interests, such as pricing methodology, intellectual property or confidential operating processes. Marking information as sensitive does not automatically prevent disclosure under information-access legislation.

Compliance Matrix
A structured register identifying every tender instruction, question, requirement, attachment, declaration, deadline and submission condition. It helps the bid team demonstrate that nothing has been omitted.

Competitive Dialogue – Legacy Term
A procedure under the Public Contracts Regulations 2015 that allowed buyers to discuss potential solutions with shortlisted bidders before calling for final tenders. It is not a separate procedure under the Procurement Act 2023, although similar dialogue may be incorporated into a competitive flexible procedure.

Competitive Flexible Procedure – CFP
A competitive procedure designed by the contracting authority to suit the requirement. It may include shortlisting, negotiation, dialogue, demonstrations, site visits, presentations or successive tender stages, provided the process complies with the Act and the published tender notice and documents.

Competitive Procedure with Negotiation – Legacy Term
A procedure under the previous regulations involving shortlisting and negotiation. It is not retained as a separately named procedure under the Procurement Act 2023.

Competitive Tendering Procedure
Under the Procurement Act 2023, either an open procedure or a competitive flexible procedure. Both commence through the publication of a tender notice.

Conditions of Participation
Proportionate requirements concerning a supplier’s legal and financial capacity or technical ability to perform the contract. They determine whether a supplier is capable of participating or being awarded the contract; they are distinct from the criteria used to assess the quality of the tendered solution.

Conflict Assessment
The contracting authority’s assessment of actual, potential and perceived conflicts of interest affecting a procurement.

Conflict of Interest
A situation in which a person’s financial, professional, personal or other interests could improperly influence—or appear to influence—the procurement. Contracting authorities must take reasonable steps to prevent conflicts from creating an unfair advantage or disadvantage.

Consortium
Two or more organisations bidding together without necessarily forming a separate incorporated entity.

Contract Award Notice
A notice published before the contracting authority enters into a public contract, identifying the intended award and other prescribed information. Where a standstill period is required, the notice forms part of the pre-contract award process.

Contract Change Notice
A notice published in connection with certain modifications to an existing public contract. Publication requirements and exemptions depend on the nature and value of the modification.

Contract Details Notice
A post-award notice confirming that the contracting authority has entered into the contract. Depending on the contract, it may also be accompanied by publication of the contract and specified KPIs.

Contract Documents
The complete set of documents forming the legal agreement. These may include the conditions of contract, specification, pricing schedule, supplier proposal, schedules, amendments and order form.

Contract Performance Notice
A notice used to report specified information about supplier performance, including relevant KPI assessments and certain serious breaches or failures to improve performance.

Contract Termination Notice
A notice reporting the termination or conclusion of a public contract and prescribed information about its outcome.

Contracting Authority
A public authority or, for certain utilities contracts, a public authority, public undertaking or private utility, subject to the definitions and exclusions in the Procurement Act 2023.

Contractor’s Proposals – CPs
In a design-and-build procurement, the contractor’s response to the Employer’s Requirements, explaining how the design and construction obligations will be fulfilled.

Contracts Finder
The UK Government service used to advertise and search for public-sector opportunities and awards in England and for certain non-devolved bodies. Different publication thresholds and requirements apply to different authorities.

Convertible Contract
A contract that was initially below the public-contract threshold but becomes a public contract because a modification increases its value.

Core Bid Team
The smaller group with day-to-day responsibility for developing the bid, as distinct from wider contributors and reviewers.

CPV Code – Common Procurement Vocabulary Code
A numerical classification used to identify the subject matter of public contracts and help suppliers locate relevant notices.

Covered Procurement
The award, entry into and management of a public contract under the Procurement Act 2023. A public contract is generally an above-threshold contract that is not exempted.

Critical Friend Review
A constructive independent review intended to identify weaknesses, challenge assumptions and improve the submission before final approval.

D

Data Room
A controlled online location containing tender information, surveys, drawings, contracts, asset data or other documents that may not be included in the main procurement pack.

Debarment
The process through which a supplier may be placed on the central debarment list following investigation and a ministerial decision.

Debarment List
The published list of suppliers that are excluded or potentially excludable from covered procurements on specified grounds.

Deliverable
A defined output that the supplier must produce, such as a report, design, completed work package, system, service outcome or mobilisation plan.

Design and Build – D&B
A contracting arrangement under which one organisation accepts responsibility for both design and construction, subject to the contract terms.

Dialogue
Structured discussion between a buyer and bidders during a procurement. Under the Procurement Act 2023, dialogue may form part of a competitive flexible procedure where the published process permits it.

Direct Award
The award of a public contract without first conducting a competitive tendering procedure. A direct award under the Procurement Act 2023 must be supported by an applicable statutory justification or other relevant provision, and a transparency notice will normally be required.

Discretionary Exclusion Ground
A ground on which the contracting authority may treat a supplier as excludable. The authority must consider whether the relevant circumstances are continuing or likely to recur.

Down-Select
The process of reducing the number of bidders progressing to the next stage of a procurement.

Due Diligence
Checks undertaken to verify a bidder’s information, financial standing, ownership, capacity, compliance, references, pricing or proposed delivery arrangements.

Dynamic Market
A list of suppliers that meet stated membership conditions and may compete for future contracts. Unlike a closed framework, a dynamic market generally remains open to new qualifying suppliers. It replaces the Dynamic Purchasing System for new procurements under the Procurement Act 2023.

Dynamic Market Notice
A notice used when a dynamic market is established, changed or terminated, or when information about the market must otherwise be published.

DPS – Dynamic Purchasing System – Legacy Term
An electronic purchasing arrangement that remained open to new qualifying suppliers throughout its duration. New Procurement Act arrangements use dynamic markets, but DPSs established under the previous regulations may remain operational during the transition period.

E

Early Contractor Involvement – ECI
The appointment or involvement of a contractor during the design or planning stage so that buildability, risk, cost, logistics and programme advice can inform the final solution.

Early Market Engagement – EME
The commonly used expression for engagement with potential suppliers before a formal competition. The Procurement Act 2023 uses the term preliminary market engagement.

Employer’s Requirements – ERs
The buyer’s requirements in a design-and-build construction procurement. They may define performance, design, quality, technical and operational expectations.

eSourcing Portal
An online system through which buyers issue tender documents, receive clarifications, manage communications and accept submissions. Examples include Jaggaer, ProContract, Atamis, In-Tend and Delta, although portal use varies by buyer.

eTendering
The electronic management and submission of tender opportunities through an online platform.

eTendersNI
The portal used by Northern Ireland public-sector bodies to advertise and manage tender opportunities.

EOI – Expression of Interest
A supplier’s indication that it wishes to be considered for an opportunity. An EOI may be a simple registration or may require preliminary capability information.

Evaluation
The buyer’s assessment of submitted information against the published requirements, criteria and methodology.

Evaluation Criteria
The factors used to assess a tender. These may cover quality, technical merit, service delivery, social value, sustainability, risk, price and whole-life cost.

Evaluation Methodology
The published approach explaining how scores will be awarded and combined. It may include weightings, formulas, score descriptors, pass marks and moderation arrangements.

Evaluator
A person appointed by the buyer to assess some or all of the tender submission.

Evidence
Information supporting a claim, such as contract data, performance results, certificates, customer references, audits, case studies or completed project examples.

Excludable Supplier
A supplier to which a discretionary exclusion ground applies and where the relevant circumstances are continuing or likely to occur again.

Excluded Supplier
A supplier to which a mandatory exclusion ground applies and where the relevant circumstances are continuing or likely to occur again.

Exclusion Ground
A statutory ground relating to conduct or circumstances that may require or permit exclusion from a procurement. Grounds can relate to matters such as criminal offences, misconduct, competition infringements, tax, insolvency or serious contract performance failures.

Exempted Contract
A category of contract listed in Schedule 2 of the Procurement Act 2023 to which the principal covered-procurement rules generally do not apply.

Executive Summary
The opening section of a proposal that presents the customer’s priorities, the bidder’s solution, principal benefits, differentiators and reasons for confidence.

F

Final Tender
The definitive tender submitted after any permitted dialogue, negotiation or interim tender stages.

Find a Tender Service – FTS
The UK service used to publish and search statutory procurement notices, including higher-value opportunities. Under the Procurement Act regime, the enhanced FTS forms part of the central digital platform.

FOI – Freedom of Information
Legislation allowing access to recorded information held by public authorities, subject to exemptions. Tender information may therefore be disclosed unless an applicable exemption supports withholding it.

Form of Tender
A formal document signed by the bidder confirming its offer, price, acceptance of the tender conditions and authority to enter into the contract.

Framework
An arrangement setting out terms under which future contracts may be awarded to one or more suppliers. Under the Procurement Act 2023, frameworks may be open or closed.

Framework Agreement – Legacy and General Term
The established expression for an agreement under which buyers award call-off contracts. The term remains widely used commercially, including for frameworks established under the previous regulations.

Framework Operator
The organisation responsible for establishing and administering a framework.

Further Competition – Legacy Term
A competition between suppliers appointed to a framework under the previous regulations. Under the Procurement Act 2023, the corresponding expression is generally award with competition.

G

Gateway Review
A formal decision point at which senior stakeholders decide whether a bid or project is ready to proceed to the next stage.

Go/No-Go Decision
See Bid/No-Bid Decision.

Golden Thread
The consistent line connecting the buyer’s needs, the proposed solution, supporting evidence, benefits, differentiators and key messages throughout the submission.

Government Authority
A category of contracting authority defined by the Procurement Act 2023 and associated regulations. Different thresholds or obligations may apply to central government authorities and other contracting authorities.

GPA – Government Procurement Agreement
The World Trade Organization agreement under which participating countries provide agreed access and non-discriminatory treatment for certain public-procurement markets.

Guarantee
A legally binding assurance, often provided by a parent company or financial institution, supporting the supplier’s obligations.

H

Health Care Services Provider Selection Regime – PSR
The separate regime applying to the arrangement of certain healthcare services by relevant authorities in England. These procurements are outside the Procurement Act 2023 where the Provider Selection Regime applies.

Hold Point
A defined stage at which work or progression must stop until inspection, evidence, approval or authorisation has been obtained.

Hybrid Bid
A submission combining different commercial, technical or delivery models, where permitted by the tender documents.

I

Incumbent
The organisation currently delivering the contract or service being reprocured.

Information Security Requirements
Requirements governing the confidentiality, availability, storage, processing and protection of information, including cyber-security controls.

Innovation Partnership – Legacy Term
A specialist procedure under the previous regulations for developing and subsequently purchasing an innovative solution not already available on the market.

Invitation to Negotiate – ITN
A request for selected bidders to submit proposals as part of a negotiated or dialogue-based procurement process.

Invitation to Participate
An invitation to suppliers to take part in a stage of a competitive flexible procedure or another procurement process.

Invitation to Tender – ITT
The formal invitation requesting suppliers to submit a tender. The ITT normally includes instructions, evaluation criteria, specification, contractual terms and submission requirements.

IP – Intellectual Property
Legally protected creations such as designs, software, methodologies, documents, trademarks, inventions and copyright material.

Issue Log
A record of problems, uncertainties or decisions requiring resolution during the bid.

J

JCT – Joint Contracts Tribunal
An organisation producing widely used standard forms of construction contract, including design-and-build, traditional and minor-works forms.

Joint Bid
A bid submitted by two or more organisations working together.

Joint Venture – JV
A business arrangement in which two or more organisations combine resources for a particular opportunity or enterprise. A JV may be incorporated or contractual.

Joint and Several Liability
A contractual arrangement under which each consortium or joint-venture member may be liable for the whole obligation as well as its own part.

K

Key Personnel
The individuals proposed for roles that are material to contract delivery. The buyer may evaluate their qualifications, experience, availability and employment status.

Key Performance Indicator – KPI
A factor or measure used to assess a supplier’s performance during the contract. The Procurement Act 2023 contains specific KPI publication and performance-reporting requirements for certain public contracts.

Knowledge Library
A structured repository of approved corporate information and reusable evidence. See also Bid Library.

L

Lead Bidder
The organisation taking primary responsibility for a consortium or joint submission.

Lessons Learned Review
A post-submission or post-award review examining what worked, what did not and what should be improved in future pursuits.

Light-Touch Contract
A public contract for specified services that is subject to a more flexible procurement regime. These commonly include certain health, social, education, cultural and community services, although the applicable service classifications must be checked.

Lot
A division of a procurement by geography, service, specialism, value, customer type or another logical category. Suppliers may be allowed to bid for one, several or all lots.

Lotting Strategy
The buyer’s decision about whether and how to divide a requirement into lots.

Longlisting
An early selection stage used to identify suppliers that meet broad suitability requirements before a shorter list is created.

M

Mandatory Exclusion Ground
A statutory ground that requires the supplier to be treated as excluded where the relevant legal tests are met.

Mandatory Requirement
A condition that must be satisfied. Failure may result in rejection regardless of the quality of the remainder of the tender.

MAT – Most Advantageous Tender
The basis on which competitive tenders are assessed and the contract awarded under the Procurement Act 2023. MAT allows the authority to consider price, quality and other relevant criteria and does not require award to the lowest-priced tender.

MEAT – Most Economically Advantageous Tender – Legacy Term
The award concept used under the Public Contracts Regulations 2015. It has been replaced by most advantageous tender for procurements under the Procurement Act 2023.

Method Statement
A structured explanation of how the bidder will deliver a particular part of the requirement. It should address responsibilities, processes, controls, resources, timescales, evidence and outcomes.

Milestone
A significant point in the programme, such as mobilisation completion, design approval, service commencement, practical completion or handover.

Mini-Competition
A commonly used alternative expression for a further competition or award with competition under a framework.

Mobilisation
The transition period between contract award and full service or works commencement. It may include recruitment, TUPE, surveys, systems implementation, supply-chain appointment, training and readiness checks.

Moderation
The process through which evaluators review individual scores and agree a final consensus score.

Modern Slavery
Practices including forced labour, servitude, slavery and human trafficking. Tender requirements may ask suppliers to explain how they identify and manage modern-slavery risks within their operations and supply chains.

Most Advantageous Tender
See MAT.

Multi-Stage Procurement
A procurement involving more than one selection, tender, negotiation or evaluation stage.

N

National Procurement Policy Statement – NPPS
A statement setting out national strategic priorities for public procurement. Contracting authorities within scope must have regard to the applicable statement when carrying out relevant procurement activity.

NDA – Non-Disclosure Agreement
A contract requiring specified information to be kept confidential and used only for an agreed purpose.

NEC
A family of standard contracts commonly used for UK construction, engineering, infrastructure and professional services. NEC contracts emphasise active management, early warning, defined processes and collaboration.

Negotiated Procedure – Legacy Term
A procedure under previous procurement legislation allowing negotiation in specified circumstances.

Negotiation
Structured discussion intended to improve or agree aspects of a solution, price or contract. Negotiation is only permissible where the procurement process and applicable rules allow it.

Non-Compliant Bid
A submission that fails to meet one or more tender requirements. The consequence depends on the nature of the failure, the procurement rules and the wording of the tender documents.

Non-Price Criterion
An evaluation criterion relating to matters other than price, such as quality, technical merit, service delivery, social value or environmental performance.

Notice
A prescribed public announcement about a procurement or contract. The Procurement Act 2023 introduced notices across the commercial lifecycle, from pipeline and planning through award, performance, modification and termination.

O

OJEU – Official Journal of the European Union – Legacy Term
The publication system historically used for higher-value UK public procurement notices while EU procurement rules applied. UK notices are now published through Find a Tender, although “OJEU tender” remains common informal language.

Open Framework
A framework structure introduced by the Procurement Act 2023 that allows suppliers to join when the framework is reopened at specified points during its life. Technically, it consists of successive frameworks awarded on substantially the same terms.

Open Procedure
A single-stage competitive tendering procedure in which any interested supplier may submit a tender. It is one of the two competitive tendering procedures under the Procurement Act 2023.

Opportunity Pipeline
A record of prospective contracts being monitored or pursued, usually including value, buyer, stage, deadline, probability, owner and next action.

Outcome
The result the buyer intends the contract to achieve, as distinct from the activities or inputs used to deliver it.

Output Specification
A specification describing the required results or performance rather than prescribing exactly how the supplier must deliver them.

P

PAS 91 – Legacy Construction Term
A standardised construction prequalification questionnaire formerly used widely across the UK. It has largely been superseded by the Common Assessment Standard, although PAS 91 terminology may remain in older documents and processes.

Payment Compliance Notice
A notice reporting specified information about a contracting authority’s payment performance under public contracts. The relevant Procurement Act reporting provisions have been introduced as part of the wider transparency regime.

PCSA – Pre-Construction Services Agreement
An agreement appointing a contractor before the main construction contract to provide services such as design development, buildability advice, planning, risk management, procurement and cost development.

Performance Bond
A financial guarantee protecting the buyer against specified losses if the appointed supplier fails to perform its contractual obligations.

PIN – Prior Information Notice – Legacy Term
A notice used under the previous procurement regulations to alert the market to a future opportunity. Under the Procurement Act 2023, the closest equivalent is generally the planned procurement notice.

Pink Team Review
A review of an early or partial draft, normally focused on structure, compliance, responsiveness, strategy and content gaps.

Pipeline Notice
A notice identifying specified procurements that a contracting authority expects to commence within the relevant future period. Publication obligations apply to authorities meeting the statutory spending and procurement-value conditions.

Planned Procurement Notice
An advance notice stating that the authority intends to publish a tender notice. A qualifying planned procurement notice can affect the minimum tendering period available for the subsequent procurement.

Portal
The electronic system used to advertise, communicate and receive tenders. Suppliers should not assume that registration on Find a Tender automatically creates an account on every buyer’s eSourcing portal.

PPN – Procurement Policy Note
A policy instruction or guidance note issued to specified public bodies. UK Government PPNs, Welsh WPPNs, Northern Ireland procurement policy publications and Scottish SPPNs have different scopes.

PQQ – Pre-Qualification Questionnaire – Legacy and Informal Term
A questionnaire used to assess a supplier’s eligibility, financial standing, technical capacity and experience before inviting it to tender. Under the Procurement Act 2023, supplier information, exclusions and conditions of participation are addressed through the central digital platform and procurement-specific information rather than the former standard PQQ model.

Preferred Bidder
The bidder selected as the intended supplier before all final contractual or governance steps have been completed. The expression does not always constitute a formal contract award.

Preliminary Market Engagement – PME
Engagement with suppliers or other stakeholders before publication of the tender notice. It may help the buyer understand market capacity, develop the requirement, test commercial assumptions and design an accessible competition.

Preliminary Market Engagement Notice
A notice informing the market about planned preliminary market engagement and how suppliers may participate.

Preliminaries
Construction project costs and obligations that are not normally measured as part of the permanent works, such as management, supervision, welfare, temporary services, security, scaffolding, permits and site establishment.

Presentation Stage
An evaluated stage in which shortlisted bidders present their solution, answer questions or demonstrate aspects of their proposal.

Price-Quality Ratio
The weighting allocated to price and quality in the evaluation. A 40:60 ratio, for example, means 40% of the available score relates to price and 60% to quality.

Pricing Schedule
The buyer’s prescribed document for submitting rates, lump sums, charges, assumptions and pricing breakdowns.

Prime Contractor
The organisation holding the main contract and accepting overall responsibility for delivery, including management of subcontractors.

Procurement
The process of awarding, entering into and managing a contract. It is broader than tendering and includes planning, market engagement, sourcing, award, mobilisation and contract management.

Procurement Act 2023 – PA23 or PA2023
The principal legislation governing most public procurement commenced on or after 24 February 2025 by contracting authorities in England, Wales and Northern Ireland and for reserved procurement activity in Scotland.

Procurement Objectives
When carrying out a covered procurement, contracting authorities must have regard to delivering value for money, maximising public benefit, sharing information to allow suppliers and others to understand procurement policies and decisions, and acting—and being seen to act—with integrity.

Procurement Regulations 2024
The regulations supporting and supplementing the Procurement Act 2023, including detailed requirements concerning notices, information and procedural matters.

Procurement Specific Questionnaire – PSQ
A questionnaire used under the Procurement Act regime to collect procurement-specific information, including information relating to conditions of participation, exclusions and debarment. It performs a role broadly comparable to parts of the previous Selection Questionnaire.

Procurement Termination Notice
A notice stating that a contracting authority has decided not to proceed with a procurement after it has been formally commenced. It should not be confused with a contract termination notice, which concerns an existing contract.

Programme
The planned sequence and timing of activities, dependencies, milestones, approvals and completion dates.

Proposal
A supplier’s explanation of its recommended solution and commercial offer. In UK usage, “proposal”, “bid” and “tender” are sometimes used interchangeably, although the precise meaning depends on the buyer and context.

Provisional Sum
An allowance within a construction price for work that cannot be fully defined or valued when the tender is submitted.

Public Benefit
The wider benefit that may be achieved through procurement beyond the immediate contractual requirement, including social, economic or environmental outcomes. Maximising public benefit is one of the Procurement Act’s covered-procurement objectives.

Public Contract
Generally, an above-threshold contract for goods, services or works that is not an exempted contract. The exact statutory definition and applicable threshold must be checked for the relevant procurement.

Public Contracts Regulations 2015 – PCR 2015 – Legacy Regime
The principal previous procurement regulations for many English, Welsh and Northern Irish public-sector contracts. They continue to govern procurements and contracts preserved by the transitional arrangements.

Public Contracts Scotland – PCS
Scotland’s national advertising portal for public-sector contract opportunities. PCS-Tender is the associated national eTendering system.

Q

Qualification System – Legacy Utilities Term
A system used by utilities to prequalify suppliers for future contracts. Similar functions may now be performed through dynamic markets under the Procurement Act regime.

Qualitative Criteria
Criteria assessed through judgement against defined score descriptors, such as methodology, service quality, risk management or added value.

Quality Assurance – QA
The planned processes used to ensure that a bid or deliverable meets defined requirements. Bid QA may include evidence verification, peer review, proofreading and final compliance checking.

Quality Response
The written or presented element of a tender assessed against non-price criteria.

Quantitative Criteria
Criteria assessed using numerical data or formulas, such as cost, response time, staffing levels, carbon reduction or KPI results.

R

RAG Rating
A red, amber and green status used to indicate risk, progress, compliance or performance.

Red Team Review
A detailed review of a substantially complete tender from the evaluator’s perspective. It tests compliance, scoring potential, evidence, persuasiveness, consistency and competitive strength.

Remedy
A legal response available where procurement duties have been breached. Remedies can include orders affecting the procurement process, contract-related remedies and damages, depending on the circumstances and timing of the challenge.

Request for Information – RFI
A request used to obtain market, technical, capability or pricing information. An RFI does not usually constitute a formal invitation to tender.

Request for Proposal – RFP
A request for suppliers to submit a detailed proposed solution and commercial offer. The expression is common in private-sector and international bidding.

Request for Quotation – RFQ
A request focused primarily on obtaining a price for a clearly defined requirement, although supporting quality information may also be required.

Reservation or Reserved Contract
A procurement restricted to specified categories of supplier where the relevant statutory conditions are satisfied, such as certain supported employment providers or public service mutuals.

Residual Risk
The risk remaining after planned controls or mitigations have been applied.

Response Plan
A structured plan for an individual tender question, identifying the evaluator’s requirements, key messages, evidence, structure, contributors and word allocation.

Restricted Procedure – Legacy Term
A two-stage procedure under the previous regulations. Suppliers first completed a selection stage, after which shortlisted organisations were invited to tender. It is not a separately named procedure under the Procurement Act 2023.

Risk Register
A controlled record of risks, causes, consequences, probability, impact, controls, owners and further actions.

Risk Transfer
The allocation of responsibility for a risk from one contractual party to another. Suppliers should assess whether transferred risks are controllable, insurable and properly priced.

S

Schedule of Rates – SoR
A list of agreed rates for defined work items, labour, materials, plant or services. Actual payment may depend on the quantity of work instructed or completed.

Scoring Matrix
A table showing the relationship between evaluator judgements and numerical scores.

Selection Criteria – Primarily a Legacy Expression
Requirements used to assess the bidder’s organisational suitability, such as financial standing, experience and technical capacity. Under the Procurement Act 2023, the comparable statutory concept is generally addressed through conditions of participation.

Selection Questionnaire – SQ – Legacy Regime
The standard questionnaire used under the PCR 2015 regime to gather supplier information and self-declarations about exclusion grounds, financial standing and technical capability. For above-threshold Procurement Act procurements, reusable supplier information is instead provided through the central digital platform, supplemented by procurement-specific questions.

Self-Cleaning
Evidence and corrective action demonstrating that circumstances giving rise to an exclusion ground are no longer continuing or are unlikely to recur. Measures may include organisational change, compensation, investigation, cooperation and improved compliance controls.

Sell2Wales
The Welsh Government’s procurement portal and information service for public-sector opportunities in Wales.

Service Level Agreement – SLA
An agreement defining expected service standards, response times, availability, responsibilities and performance measures.

Single Procurement Document – SPD
A standard supplier self-declaration used in Scottish public procurement and in some legacy procurement contexts.

SME – Small and Medium-Sized Enterprise
A business meeting the applicable size criteria. Public buyers are expected to consider barriers that may unnecessarily prevent SMEs from participating.

Social Value
The additional economic, social and environmental benefits created through a contract, such as employment, apprenticeships, community investment, supply-chain opportunities or carbon reduction.

Soft Market Testing
An informal expression for preliminary market engagement.

Specification
The buyer’s description of the goods, works, services, outputs, performance or outcomes required.

Standstill Letter – Legacy Term
The notice traditionally issued to bidders under the previous regulations explaining the award decision and triggering the standstill period. Under the Procurement Act 2023, assessment summaries and the contract award notice fulfil the relevant statutory functions.

Standstill Period
The statutory pause between publication of the contract award notice and entering into the contract where standstill requirements apply. It provides suppliers with an opportunity to understand and, where appropriate, challenge the award decision.

Statement of Requirements – SoR
A document explaining what the buyer needs. Depending on the procurement, it may be outcome-based, output-based or highly prescriptive.

Subcontractor
An organisation appointed by the main supplier to deliver part of the contract.

Subject Matter Expert – SME
In bid management, SME can also mean a technical or operational specialist contributing expert information to the submission. The intended meaning should be identified from the context.

Supplier
A person or organisation that supplies—or may supply—goods, services or works. Under the Procurement Act 2023, the term is used broadly across potential and participating suppliers.

Supplier Information Service – SIS
The central digital service through which suppliers provide and maintain reusable core information for public procurement. It forms part of the Procurement Act central digital platform.

Supported Employment Provider
An organisation providing employment or employment-related support for disabled or disadvantaged people and which may qualify for participation in certain reserved procurements.

Sustainable Procurement
Procurement that considers relevant environmental, social and economic effects throughout the lifecycle of the contract.

SWOT Analysis
An assessment of strengths, weaknesses, opportunities and threats used to inform capture and bid strategy.

T

Technical Specification
The technical requirements for the goods, services or works. Specifications should describe what is required without creating unjustified barriers to competition.

Tender
A formal offer submitted in response to a buyer’s invitation or tender notice.

Tender Documents
The complete information issued to bidders, including instructions, conditions, specification, questions, pricing documents, evaluation methodology and proposed contract.

Tender Notice
The notice commencing an open procedure or competitive flexible procedure under the Procurement Act 2023. It broadly replaces the legacy expression contract notice.

Tender Period
The time allowed for suppliers to prepare and submit their tenders.

Tender Return
The documents and information submitted by the bidder before the deadline.

Tender Validity
See Bid Validity Period.

Threshold
A statutory financial value determining whether specified procurement obligations apply. Thresholds vary by contract and authority type and are periodically revised. Values are generally assessed including VAT under the Procurement Act regime.

Total Cost of Ownership – TCO
The complete cost of acquiring, operating, maintaining and disposing of an asset or service over its useful life.

Transparency Notice
A notice published before a contracting authority makes a direct award under the Procurement Act 2023, setting out prescribed information about the intended award and justification.

Transitional Arrangements
The rules determining whether a procurement or contract remains governed by previous legislation or falls under the Procurement Act 2023. Procurements commenced before 24 February 2025 generally continue under the old regime.

Treaty State Supplier
A supplier entitled to specified protections because it is established in—or supplies from—a state covered by an applicable international procurement agreement.

TUPE – Transfer of Undertakings (Protection of Employment) Regulations
Employment regulations that may protect employees when a service or business transfers from one employer to another. Tender packs may include anonymised employee information to support workforce and pricing assumptions.

U

Ultimate Beneficial Owner – UBO
The individual who ultimately owns or controls an organisation. Ownership and connected-person information may be relevant to supplier-information and exclusion checks.

Unique Identifier
A reference used on the central digital platform to identify suppliers, buyers, procurements and contracts consistently.

Utilities Contract
A contract relating to specified utility activities, such as water, energy or transport. The Procurement Act includes sector-specific provisions for utilities.

User Choice Contract
A light-touch contract for certain services where the individual receiving the service—or their carer—has a legally relevant choice of provider and the statutory direct-award conditions are satisfied.

V

Value for Money – VfM
The best overall balance of economy, efficiency and effectiveness over the life of the contract. It is not necessarily the lowest initial price and is one of the Procurement Act’s central objectives.

Value Proposition
A concise explanation of why the buyer should select the bidder, connecting the customer’s priorities with the solution, benefits, evidence and differentiators.

Variant Bid
An alternative solution differing from the buyer’s stated baseline requirement. A variant should only be submitted where the tender documents permit it and should comply with any specified conditions.

VEAT Notice – Voluntary Ex Ante Transparency Notice – Legacy Term
A notice used under previous procurement legislation in connection with certain proposed direct awards. Under the Procurement Act 2023, the relevant notice is generally the transparency notice.

VCSE – Voluntary, Community and Social Enterprise
A collective term for charities, voluntary organisations, community groups, social enterprises and similar mission-led organisations. Sometimes called a VCE, or VSE.

W

Wales Procurement Policy Statement – WPPS
The statement setting out the Welsh Government’s strategic vision for public procurement. Devolved Welsh authorities have regard to the WPPS rather than the UK National Procurement Policy Statement where the relevant statutory provisions apply.

Welsh Procurement Policy Note – WPPN
A procurement policy note issued by the Welsh Government for devolved Welsh authorities. WPPNs support the Procurement Act 2023, the Wales Procurement Policy Statement and relevant Welsh legislation and policy.

White Glove Review
The final detailed review before submission, focusing on completeness, formatting, page and word limits, attachments, signatures, filenames, portal requirements and overall presentation.

Whole-Life Cost
The total cost over the life of an asset, service or contract, including acquisition, operation, maintenance, replacement and disposal where relevant.

Win Probability
An estimate of the likelihood of securing the opportunity, based on evidence rather than optimism alone.

Win Strategy
The coordinated approach for improving the probability of winning, including customer positioning, solution design, commercial choices, evidence and differentiation.

Win Theme
A concise, customer-focused message explaining a priority benefit, the supporting feature or approach, and the evidence that makes the claim credible.

Works Contract
A contract whose main purpose is the execution—or design and execution—of construction or civil-engineering works.

X

X-Factor
An informal bid term for the memorable or distinctive element that separates a proposal from otherwise similar competitors. It should be relevant and evidenced rather than merely novel.

Y

Year-One Plan
A detailed plan showing how the supplier will mobilise, stabilise and improve delivery during the first 12 months of the contract.

Year-on-Year Improvement
A measurable commitment to improve performance, productivity, cost, quality or outcomes over successive contract years.

Z

Zero-Based Costing
A pricing approach that builds the tender price from the resources, quantities, rates, overheads, risk and margin required for the new contract rather than relying primarily on historic budgets.

Zero-Defect Handover
A construction or mobilisation objective under which all identified defects, actions and documentation are completed before handover or service commencement.

Understanding old and new terminology

For the foreseeable future, UK bidders will need to understand both Procurement Act terminology and the language used under the previous regulations.

The applicable terminology should always be determined by checking:

• when the procurement was commenced;
• which UK jurisdiction and contracting authority are involved;
• whether the requirement is above or below the relevant threshold;
• whether the contract is covered, exempted, light-touch, utilities, defence or concession-related;
• whether the opportunity is being procured through a legacy framework or DPS; and
• the specific instructions, definitions and conditions contained in the tender documents.

Legal disclaimer

This glossary is provided for general information and educational purposes only. It is not legal, financial, employment, tax or procurement advice and should not be relied upon as a substitute for advice relating to a specific procurement, contract or dispute.

Public-procurement requirements vary according to the contracting authority, jurisdiction, contract type, value, sector, commencement date and applicable transitional arrangements. Procurement legislation, regulations, policy notes, thresholds and guidance may also be amended or updated.

Suppliers should review the complete tender documents, applicable legislation and current official guidance and obtain suitably qualified legal, commercial, employment, tax or procurement advice where necessary. No responsibility is accepted for decisions, submissions, losses or liabilities arising from reliance on this glossary.