PQQ basics

A PQQ is something you’ll hear most often in the tendering and procurement world.

The term can take many forms including SQ (Selection Questionnaire). Stage 1 Tender and the recently established ESPD (European Single Procurement Document).

PQQ stands for Pre-qualification questionnaire and it does exactly what it says on the tin. It’s a questionnaire that pre-qualifies you when tendering!

This is typically the first stage of a tender process and helps the buyer filter through organisations that are more suited to deliver upon their requirements and needs. It  allows a select few to be invited to tender (ITT) and makes it easier to narrow down competent suppliers. It also ensures any previous convictions or misconduct is declared as per procurement regulations.

A lot of people assume that this is the easy part of the tender process. If you have all of your business affairs in order, then you’d be right! Think of it as an application form. It doesn’t necessarily win you the contract, but it’ll get you to the next stage!

The image below represents a typical PQQ. This means you, as the supplier, would complete all relevant fields, including basic company information and registrations etc.

We have provided an example of the most up-to-date version of an SQ/PQQ as per the UK government’s website. This is aimed at buyers and provides an overview of what needs to be completed. CLICK HERE – this is quite descriptive – if you’re having trouble understanding, just get in touch on LinkedIn. 

The PQQ is predominantly a ‘tick-box’ exercise. You and your organisation state compliance with key legislative requirements in order to do business.

This includes compliance with the likes of:

• Legal Compliance
• Financial Standing
• Insurance Cover
• Modern Slavery
• Equality & Diversity
• Health & Safety Regulations
• and Environmental Standards etc.

If you have been convicted previously, you can CLICK HERE to watch a video to look at ways in which you can ‘self-clean’ your organisation. This ensures you’re given a fair chance at this stage!

One of the most important aspects of a PQQ is your response regarding technical and professional capabilities. This is where you must list [usually 3] references/contract examples. This is to show the buyer of your capabilities to undergo the required works based on your past experience (extract below).

Most questions throughout a PQQ are quite clearly ‘pass and fail’. If you don’t commit to providing the correct insurance cover (for example) – you fail and that’s that!

However, the technical and professional capability is one of the few questions that is scored based on the quality of what is provided.

See our Case Studies video, to make sure you are ahead of yourself when it comes to contract examples and case studies. This MUST be adapted every time you bid for new work to ensure the scope, scale and size of previous work, matches with the requirements of the new piece of work.

How to approach a PQQ…

You’ll find PQQ information is quite repetitive and as long as you aren’t breaking the law in any way or have been found guilty of any misconduct, you’ll find you are answering the same information over and over. The more PQQs you complete, the easier they are to submit.

In 2017, the Crown Commercial Service wanted all procurement bodies/suppliers to stop using the typical PQQ and now use an SQ (Selection Questionnaire). This is nothing to worry be concerned about. The bulk of the PQQ questions still remain, with just a few amendments, such as the inclusion of Modern Slavery compliance.

Also, due to the European Public Procurement Reform which kicked off in April 2016, one of the key elements to this was the introduction of the ESPD (European Single Procurement Document).  This is an online electronic form that any supplier can complete, download and submit as part of their bid for a growing number of public procurement agencies, both nationally and internationally.

You can find more information by CLICKING HERE.

In a nutshell, a PQQ is a document you complete to show you are both capable of delivery and compliant with specific regulations.

Once you’ve passed this point. You’ll then move onto the core part of a tender – the ITT.

See our ITT basics video for more information!

As always – feel free to join the discussion at our LINKEDIN forum, where you can get involved and ask any questions you have when it comes to tendering.

Need further support with your bids? Get in touch now with our Tender Consultants!

Start by receiving those all-important opportunities today by receiving a free demo from one of our 10-industry-specific portals that are dedicated to helping you DISCOVER the right tender opportunities to bid for! CLICK HERE for further information!