Public sector procurement is a field that can be complex and challenging to manage, especially during a time of transformation from traditional practices to a more digital approach. The days of thick stacks of physical paperwork for every procurement project are thankfully coming to an end, but every stage of the process still needs to be accurately documented, with many elements considered, to ensure robust procurement and accountability that delivers the best possible results for public bodies and the communities they serve.
In this guide, we look at the various considerations when it comes to procurement documentation and the potential impact of the Procurement Act 2023 on this, as well as sharing some top tips for effective procurement process management on public sector projects.
Jump to:
● What procurement documentation is needed for public sector projects?
● What changes could the Procurement Act 2023 make to documentation requirements?
● How Procurement Hub can help simplify procurement process project management?
What procurement documentation is needed for public sector projects?
There are various requirements for specific procurement documentation across UK public sector projects, which can sometimes depend on the size and budget, as well as the type of project. There will be documentation required before the process begins, during tendering and when the contract(s) have been awarded.The kind of documents needed for a traditional procurement process may include:
The procurement strategy documentThe most important element to get right before the formal procurement process begins, the procurement strategy outlines the project objectives, needs and approach, taking into account areas such as value for money, risk management and sustainability.
Contract NoticeFor qualifying projects (based on a cost threshold), the contract’s basic details need to be published on a procurement portal using a document called a Contact Notice. Under the Procurement Act 2023, this will be known as the Tender Notice.
Supplier’s Questionnaire (SQ)This is a document used as part of the early procurement process to gather information from potential suppliers that will help the public body evaluate them for suitability. Under the Procurement Act 2023, this is likely to become known as the Request to Participate document (RTP).
Invitation to Tender (ITT)This document provides detailed information about the project and requirements, including specifications, terms and the evaluation criteria for suppliers, to enable them to respond and show their suitability.
Specification DocumentA document detailing the specific requirements of the goods, services or works that are being procured so that potential suppliers understand what is being asked of them.
Terms & Conditions and Non-disclosure Agreements (NDAs)This covers the legal requirements of the contract, including requirements regarding various relevant laws, guidance and standards, to ensure that any supplier tendering is compliant and any data or information will remain confidential.
This document records the assessment of bids from suppliers and includes scoring of each, which is based on predetermined criteria.
Clarification DocumentA document that includes any questions from potential suppliers and the answers provided, throughout the tendering phase.
Contract Award NoticeA document that is published once the contract or contracts have been awarded, notifying those involved of the outcome of the tendering process. Under the Procurement Act 2023, this notice will be known as the Contract Details Notice. N.B. Confusingly, there will also be a notice called the Contract Award Notice under the Procurement Act 2023, but this is issued prior to an award being made (it’s a statement of intended award), and then a standstill period is observed before the Contract Details Notice is published.
Award decision and feedback notesThis document explains why a successful supplier was chosen, including a full justification of the decision in relation to the evaluated criteria. If requested, this document can also include debriefing notes or feedback for the unsuccessful bidders, on why they weren’t chosen on this occasion.
Compliance and legal documentationIt’s also essential that public bodies going through a procurement process have all of the necessary documentation to ensure compliance with the relevant regulations. This might include:
● Risk assessments for all stages of the procurement process and how any risks are being mitigated
● Details of how the procurement process is compliant with Public Contracts Regulations 2015
● Any Conflict of Interest Declarations from the procurement process, to ensure transparency.
What changes could the Procurement Act 2023 make to documentation requirements?
The Procurement Act 2023 is expected to come into force in February 2025, replacing the previous public procurement regulations. The aim of the new law is to create a more transparent and inclusive procurement process, focusing on areas such as:
● Value for money (rather than simply the lowest cost possible)
● Public good
● Efficiency
● Social factors
● The environment
● Economic benefits
● Fair treatment of suppliers
● Non-discrimination.
You can find the full official guidance to the Procurement Act 2023 here.
● Publication of transparency notices before directly awarding a contract
● Publishing notices when a contract is variated or terminated
● Comprehensive handover documentation after the procurement process has been completed.
● Publishing redacted versions of full contracts, and contract performance details such as KPIs.
How Procurement Hub can help simplify procurement process project management?
If the amount of procurement documentation required seems daunting, and the changes coming in feel a little overwhelming, the good news is that you are not alone on your procurement journey.
Our CIPS-qualified procurement team create robust, yet flexible solutions that can be utilised with public sector projects, to streamline the process across all stages and ensure that the necessary documentation is rolled into the framework or DPS that you utilise, significantly cutting the admin and time requirements.
Procurement Hub is part of Places for People, the largest social enterprise in the UK. We know the importance of effective procurement and the difference it can make to the success of your project, as well as the impact on the community and to the local and wider economy.
Our specialist procurement consultancy services are designed to help ensure that your organisation has the right strategy and process in place for your needs, with access to a pool of quality suppliers that have already been assessed for compliance with the necessary regulations.
We can help make sure that your procurement strategy and documentation are streamlined, efficient and ideally positioned to deliver successful projects that have the intended impact.
Find out more about how Procurement Hub can help.