Glossary

We understand that procurement can be confusing. Organisations often use different terms to describe the same thing. With that in mind, we designed this glossary to make buying with us and navigating our website easier. It is not designed to be an extensive list of all procurement terms.

A

Aggregation

Also known as ‘collective buying’. We bring together organisations with similar needs and and run a single procurement to get a better price from suppliers.

It is most commonly used for services like water, gas and electricity or technology products but we can consider all opportunities.

For more information read our aggregation page or take a look at our current aggregations.

Award criteria

The criteria the buyer uses to assess suppliers during a competitive tendering procedure. The buyer will identify the supplier that meets the most criteria.

Awarded

When an agreement is awarded it means we have evaluated all supplier bids and have decided who has been successful. We will onboard successful suppliers and update customers ready for the agreement’s ‘Go Live’ date.

Once an agreement is awarded, suppliers can not bid to join the agreement unless it is a Dynamic Purchasing System (DPS).

Take a look at our recently awarded agreements.

Awarded supplier

An awarded supplier can mean either: a supplier is awarded a place on a CCS commercial agreement or a buyer has awarded a supplier a contract.

Suppliers who are awarded a place on a CCS agreement have passed the relevant checks needed to ensure they are capable of providing the necessary products and services. Being awarded a place on an agreement does not guarantee the supplier work.

Award notification

The announcement of a public procurement outcome.

When a procurement ends the buyer must tell bidders that the evaluation has ended and the successful supplier has been selected.

Buyers can send the alert by email or through an eSourcing tool.

Award without competition

When you place an order directly with a supplier without entering into a competition it is called an award without competition.
The option to award without competition is not available on all frameworks or to all organisations.

You should check the framework Buyer Guide and your organisation’s policy to see if award without competition is a compliant route and, if so, how to proceed.

This route to market is not available through a dynamic market.

Award without competition was referred to as direct award under PCR 2015.

Award with competition

Once you have selected the CCS framework that works for you, you can ask the listed suppliers to bid. This competitive selection process is called ‘award with competition’. Generally in public procurement award with competition offers a flexible and fair way to procure goods and services.

Under the Procurement Act 2023, you can design your competition in several ways, from a one-stage process to a multi-stage process with several supplementary processes. Read the specific agreement’s buyer guide for more information.

Award with competition was referred to as further competition under PCR 2015.

B

Below threshold

Procurements that are below the public procurement thresholds set out in the Public Contracts Regulations 2015 and Procurement Act 2023.

For more information, read the below threshold contracts guidance.

Bid

An offer made by the supplier to compete for a contract where they will supply a product or service.

A bid can also refer to suppliers submitting tenders to join a CCS agreement.

Bid pack

A set of documents sent from buyers to suppliers to outline their procurement needs. Suppliers fill in the bid pack documents and the responses are then evaluated by the buyer to decide who can provide the best goods and/or services.

A bid pack may include the following:
• background information about the procurement
• procurement specification
• supplier instructions
• deliverables/requirements
• standards and processes, for instance regulatory/compliance
• key performance indicators
• order forms/call-off schedule
• pricing matrix to complete

Bidder

A supplier who makes an offer or ‘bid’ to compete for a contract where they will supply a product or service.

Can also be referred to as Tenderer.

Bid evaluation

The process of checking a supplier’s responses to pre-defined criteria. Buyer’s evaluate supplier bids to identify a preferred supplier to carry out their needs.

Bid evaluation takes place after the deadline passes for tender submissions.

To find out more read how to evaluate bids.

Buyer

Another term used for customer or contracting authority. It refers to the organisation who is buying a product or service.

Buyer guide

A guide that provides step-by-step instructions on how to buy from CCS frameworks, Dynamic Purchasing Systems and Dynamic Markets.

You can download it from the ‘documents’ section in the agreement’s webpage.

C

Catalogue

A document that provides information on products and services offered by a supplier.

Could also refer to our online buying platforms or ‘catalogues’ which are designed to make it easy for you to make smaller or one-off purchases online. For example, this could include buying office equipment or IT supplies.

Take a look at our online catalogues.

Call-off award procedure

The procedures stated within the commercial agreement that buyers can use to award a call-off contract.

Call-off contract

A contract between a buyer and a supplier for the provision of goods or services.

Subject to the call-off award procedure, buyers can award a call-off contract to a supplier directly (without re-opening competition) or after completing a:

• further competition if using PCR15
• award with competition if using Procurement Act 2023

Call-off schedule

A schedule that forms part of the Call-off contract. To see which Call-off schedules you need to complete, check the document section of the commercial agreement you are buying through.

See our list of commercial agreements.

Other documents forming the procurement contract include:
• Joint schedules
* Framework schedules

Capability assessment

This is when a supplier self certifies their ability to provide certain requirements in a procurement. For example, they may certify if they can provide goods and services within 3 weeks. This allows buyers to shortlist bidders who are capable of performing the contract.

Carbon Net Zero

Carbon net zero (CNZ) means we are not adding more carbon emissions to the atmosphere. Any carbon emissions we do create are balanced out by taking the same amount of carbon from the atmosphere.

See how we can help you reach your carbon net zero goals.

Carbon Reduction Plan (CRP)

A Carbon Reduction Plan helps customers understand the impact of a supplier’s operations on the environment. A CRP details an organisation’s emissions across a single year against a range of emission sources and greenhouse gases. The CRP is also required to show what actions will be taken to achieve net zero and annual progress against these.

If a supplier is required to publish a CRP, you can find it on their individual supplier details page.

For reference, PPN 006: Taking account of Carbon Reduction Plans in the procurement of major government contracts.

Closed framework

A type of framework introduced under the Procurement Act 2023 where suppliers can only join at the start. After the initial competition:

• no new suppliers can join
• the agreement lasts for a maximum of 4 years
• for defence and utilities, they can last up to 8 years
  (longer periods may be allowed in certain markets if properly justified)

Once set up, the list of suppliers stays fixed for the entire duration of the framework.

Clarification period

The formal exchange of required information between buyers, suppliers and CCS throughout the procurement process. The exchange of information is used to create a comprehensive audit trail. Required information can include:

• bid pack documents

• capability questions

• bid evaluations

Commercial Agreement Manager

A Commercial Agreement Manager (CAM) is the person who manages the commercial agreement.

Commercial agreement

Under the PCR 2015 regulations a commercial agreement refers to both a framework agreement and a Dynamic Purchasing System (DPS).

Under the Procurement Act 2023, a commercial agreement can refer to a closed framework, an open framework or a Dynamic Market.

Competitive dialogue

A procurement procedure which allows departments to hold dialogue with suppliers on various aspects of the procurement.

This procurement procedure does not exist under the Procurement Act 2023.

Competitive flexible procedure

A multi-stage competitive tendering procedure introduced under the Procurement Act 2023.

The option to run a competitive flexible procedure is not available under all CCS agreements, however you can use a competitive flexible procedure to buy from a Dynamic Market.

Some frameworks allow buyers to structure the award with competition process in multiple stages.

You should check the framework’s Buyer Guide for more information about how to structure your competition.

Competitive procedure with negotiation

A procurement procedure which allows departments to hold dialogue with suppliers on various aspects of the procurement.

This procurement procedure does not exist under the Procurement Act 2023.

Competition

A competitive bidding process where the buyer receives and evaluates bids from suppliers before identifying them to be a supplier.

For procurements under the Procurement Act 2023: see also award with competition.

For procurements under the PCR 2015: see further competition.

Conflicts assessment

An assessment of the conflicts and perceived, potential or actual conflicts of interest in relation to a public procurement.

Convertible contract

A contract that was not a public contract initially because it fell below the financial thresholds for public contracts. But, because of a modification that raised the contract’s value, it has become a public contract.

Concession

A type of negotiated contract that gives the supplier the right to do business in a specific way. For instance a concession might allow a company outside of the UK to do business with the UK public sector.

Contract

A legally enforceable agreement between 2 or more competent parties (usually supplier and buyer). The contract will define the goods and services that the supplier will provide and for how long.

Contract award

The point where the successful potential supplier is officially awarded the contract to supply goods and/or services to the buyer.

Contracts Finder

Contracts Finder lets you search for information about contracts worth over £12,000 (including VAT) with the government and its agencies.

Public bodies are required to publish details relating to the contacts they award in line with transparency requirements.

For more information, read Guidance on the Transparency Requirements for Publishing on Contracts Finder

Contracting process

Refers to the full process (from start to finish) of completing a tender, a direct contract award or awarding a concession. Includes all stages such as the:
• planning
• tendering information
• awards
• contracts and contract management
• contract implementation information

Contract notice

A notification to let the market know about a new procurement opportunity. See also Contracts Finder.

Under the Procurement Act 2023, a contract notice is referred to as a tender notice.

Contract termination notice

The announcement of the termination of a public procurement contract.

Under the Procurement Act 2023, all buyers must publish a contract termination notice following the termination of any public contract.

For further guidance, refer to Guidance: Contract termination notice.

Contract details notice

Under PCR2015 this is the transparency notice which states the outcome of the procurement. It includes a copy of the contract.

Under the Procurement Act 2023, all buyers must publish a contract details notice setting out that they have entered into a public contract within 30 days of having entered a contract. When a contract is above £5 million, buyers are also required to publish a copy of the contract, including 3 Key Performance Indicators (KPIs).

For further guidance, refer to Guidance: Contract Details Notice.

Contract change notice

The announcement of a modification to a public procurement contract.

Under the Procurement Act 2023 all buyers must publish a contract change notice before modifying a contract, unless an exemption applies. For contracts valued at over £5 million, including the value of the modification, a copy of the modified contract must also be published within 90 days of the modification.

For further guidance, refer to Guidance: Contract Change Notice.

Contract award notice

The announcement of a public procurement outcome.

Under the Procurement Act 2023, all buyers must publish a contract award notice to say they intend to award a contract to a specific supplier or suppliers before the optional standstill period. This applies to all above-threshold competitive procurements and awards without competition.

For further guidance, refer to Guidance: Contract Award Notice.

Contract award notice has replaced the award notice used under PCR 2015.

D

Debarment list

A published list of suppliers who are excluded from public procurements because of past behaviour or circumstances.

Direct call-off

Placing an order directly with a single supplier under an agreement without running a further competition.

Also referred to as direct award.

Down select supplier list

A process that is available on some of our commercial agreements. It creates a shortlist of suppliers that are capable of meeting the buyers individual needs. Buyers can then use this supplier shortlist in the next steps of the buying journey.

Note: This is not a standard feature of all commercial agreements.

Direct award under PCR2015

Under Public Contracts Regulations 2015, a Direct Award is where you place an order directly with a supplier without running a further competition.

The option to direct award is not available on all commercial agreements or to all organisations.

You should check the agreements buyer guide and your organisation’s policy to see if direct award is a compliant route and, if so, how to proceed.

Find out more about direct award.

This is replaced by Award without Competition under the Procurement Act 2023.

Direct award under PA2023

Under Procurement Act 2023, Direct Award is the term used for when a public contract is awarded without a competitive tendering procedure and the public contract is placed directly with the supplier of the contracting authority’s choosing. A contracting authority may only directly award a public contract when section 41 (and one or more of the justifications in Schedule 5), section 42 or section 43 apply, and a transparency notice must be published before a contract is directly awarded.

Dynamic Purchasing System (DPS)

Dynamic Purchasing System (DPS) is an electronic tool that is used to buy common goods and services. They are similar to framework agreements, but suppliers can join at any time during the agreement’s life and is 100% electronic.

Find out how to become a supplier on a DPS.

Find out how to buy through a DPS.

Under the procurement act 2023 this is replaced by Dynamic Markets.

Dynamic markets

Dynamic Markets are not contracts themselves but they give you a list of approved suppliers to choose from when you need to buy something. Key points:

*they can be used for any purchases above the set value limits, not just everyday items
*the whole process of a dynamic market takes place online through an electronic tool
*new suppliers can apply to join a dynamic market at any time and, if approved, they must be added to the system within a reasonable timeframe

This commercial tool replaces Dynamic Purchasing Systems (DPS) used under PCR 2015.

Dynamic market notice

A notice that buyers publish when a dynamic market:

• is to be established
• has been established
• is changed or updated
• ends

E

Early market engagement

Early market engagement (EME), also known as soft market testing, is the process of engaging with suppliers before you begin buying goods or services for your organisation. It gives suppliers the opportunity to both inform the specification and to get ready to meet the demand.

Find out how to carry out early market engagements successfully

Under the procurement act 2023 this is replaced by preliminary market engagement.

Evaluation

it is the evaluation of a potential supplier’s pricing and technical submission to identify the one that has made the best value offer.

Evaluation criteria

The criteria used to evaluate a supplier’s pricing and responses to quality questions and provide a score. The overall score given will then determine which supplier provides better value and should be awarded the contract.

Expression of Interest (EOI)

An Expression of Interest (EOI) is a set of high level requirements outlined by the buyer and sent to potential suppliers. They can be used for pre-market engagement only, but buyer’s can also use them to create a supplier shortlist for their further competition.

EOIs can help a buyer find out if suppliers are interested in bidding for their project, and can offer the products or services needed. If a supplier does not respond to an EOI, the buyer does not need to invite them to tender. You should check the framework rules first, not all frameworks allow you to carry out an EOI.

Expression of interest: supplier shortlisting

Allows buyers to reduce the number of suppliers they send their EOI to, suppliers should only be excluded if they cannot meet the buyer’s needs in terms of location and service type.

Expression of interest: Offline Documents

Documents that buyers can upload as part of their EOI which state their basic requirements and any additional information that would allow suppliers to accurately decide if this is a procurement they are interested in sourcing.

eSourcing

An online tool that enables the procurement of products and services using internet-enabled applications and decision support tools. These tools help buyers and suppliers interact on a procurement through the use of online negotiations such as running further competitions and evaluations, online auctions, reverse auctions and so on.

Below are links to our own eSourcing tool. You can use our eSourcing tool to run your procurements for free or, if you prefer, you can use your own eSourcing tools.

Register to use eSourcing tool.

Register for eSourcing training.

F

Find a Tender Service (FTS)

Use the Find a Tender service (FTS) to search and apply for high value contracts in the UK’s public and utilities sectors. High value contracts are usually above £139,688, including VAT.

Frameworks

Provides a compliant way to buy products or services from pre-approved suppliers. We complete checks to ensure suppliers can provide the products and services listed before they join the framework.

Each framework has its own set of terms and conditions, schedules and order forms. It may also contain further information where an agreement offers more complex goods and services.

Under the PCR 2015 regulations this is known as a framework agreement.

Take a look at our current frameworks.

Become a supplier on a framework.

Under the procurement act 2023 a framework refers to open frameworks and closed frameworks.

Framework agreement

Frameworks help public and third sector buyers to buy goods and services from a list of pre-approved suppliers, with agreed terms and conditions and legal protections.

Under the PCR 2015 regulations a framework agreement may contain lots that further split the framework into specific parts for buyers to choose from. There are different ways to buy from a commercial agreement (see direct award and further competition).

Under the Procurement Act 2023 a framework refers to both closed frameworks and open frameworks.

Further competition

Once you have selected the CCS commercial agreement that meets your requirements you can ask the suppliers listed to bid. This process is called a ‘further competition’. Generally in public procurement further competition is the preferred route to market because it offers a fair and open competition.

Not all commercial agreements will support further competition as a route to market. You should check the agreements buyer guide to see if this process is available.

Find out more about further competition.

This is replaced by Award with competition under the Procurement Act 2023.

Framework schedules

Framework schedules are a set of contractual documents, which a supplier agrees to, before they are added to an agreement to supply products and services.

Other documents forming the procurement contract include:
• Joint schedules
* Call-off schedules

G

Government Commercial Function

The Government Commercial Function (GCF) is a cross-government network procuring or supporting the procurement of goods and services for the government.

Government Commercial Organisation

The Government Commercial Organisation (GCO) is the employer of senior commercial professionals, at Grade 7 and above, within the Government Commercial Function (GCF).

I

Invitation to tender (ITT)

An invitation to tender is a formal request sent out by an organisation seeking bids from suppliers to provide goods or services.

Issue contract

The point where the successful supplier is officially awarded or ‘issued’ the contract to supply goods and/or services to the buyer.

J

Joint schedules

Joint Schedules are documents which form part of a procurement contract. They focus on the relationship between Crown Commercial Service or the buyer and the supplier and provide additional assurance that the supplier will meet their contractual obligations.

They include a range of topics including definitions, variation procedures, insurance requirements and more.

Other documents forming the procurement contract include:

• framework schedules
• call-off schedules

L

Lot

Lots are a way to split a larger single framework agreement into smaller ‘chunks’ which are then procured under separate contracts with different suppliers.

For example, if you’re looking to buy a service from a vehicle services agreement there might be a lot which provides MOT services and another lot which may provide leasing services for commercial vehicles.

Low value purchase system

The Low Value Purchase System is a commercial agreement which enables buyers to buy low cost, low value goods and services from suppliers including Small and Medium-sized Enterprises (SME) and Voluntary, Community and Social Enterprise (VCSE) suppliers.

M

Modern slavery

Modern slavery is a serious crime, which might take the form of:

• forced labour

• debt bondage

• forced marriage

• slavery and slavery-like practices

• human trafficking

Anyone can be a target for modern slavery. Preventing modern slavery in supply chains is one of our top priorities. We are an active partner in the modern slavery prevention work led by the Home Office.

Find out more about modern slavery.

Read our modern slavery statement.

Read the Modern Slavery Act (2015).

Most advantageous tender (MAT)

The Most Advantageous Tender (MAT) is a method of assessment that buyers can use to evaluate and award public contracts. The method reinforces that tenders do not have to be awarded on the basis of lowest price, or that price must always take precedence over non price factors.

Under the Procurement Act 2023, MAT replaces the Most Economically Advantageous Tender (MEAT) method that was used under PCR 2015.

Most Economically Advantageous Tender

The Most Economically Advantageous Tender (MEAT) is a method of assessment that buyers can use during the evaluation process to award the contract based on other aspects (such as the best quality) rather than just the best price.

Under the Procurement Act 2023, this method has been replaced by Most Advantageous Tender (MAT).

O

Open framework

A type of framework introduced under the Procurement Act 2023 that allow new suppliers to join at different times throughout the agreement’s life.

They can last up to 8 years (or 4 years if only one supplier is on the agreement). The framework must be reopened for new suppliers to join:

• at least once during the first 3 years
• at least once during the following 5 years before the agreement ends

This keeps the agreements competitive and up-to-date while providing long-term stability.

P

Payment compliance notice

The publication of proof of prompt payment compliance.

Under the Procurement Act 2023, all buyers must publish a payments compliance notice every quarter if one or more payments of £30,000 or more are made under a public contract.

For further guidance, refer to Guidance: Payments Compliance Notice.

Pipeline notice

The publication of planned procurements.

Under the Procurement Act 2023, all buyers with an annual spend of over £100 million pounds, must publish pipeline notices listing procurements planned for the next 12 months which are estimated to cost over £2 million pounds.

For further guidance, refer to Guidance: Pipeline Notice.

Planned procurement notice

A notice buyers can publish when it intends to publish a tender notice to start a procurement.

Under PCR15 regulations this was known as Prior Information Notice.

Preferred supplier stage

An optional phase in the competitive flexible procedure where only the supplier with the most advantageous tender is involved. This stage takes place before the contract is awarded and may include clarifying or confirming commitments made in the tender, or limited post-tender negotiation.

Pre-market engagement

Engagement activities undertaken by buyers with suppliers before tender notices are published. Also known as early market engagement.

This is replaced by Preliminary Market Engagement under the Procurement Act 2023.

Preliminary Market Engagement

Engagement activities undertaken by contracting authorities (buyers) with suppliers before tender notices are published.

Under PCR15 regulations this was known as Pre-market engagement or early market engagement.

Prior information notice

A public notice that alerts the market about potential procurement opportunities, allowing suppliers to prepare and research before a formal tender is issued.

This is replaced by Planned Procurement Notice under the Procurement Act 2023.

Procurement Act 2023 (PA2023)

The Procurement Act 2023 replaces Public Contracts Regulations 2015 (PCR 2015) and sets out the rules governing public sector procurement.

From March 2025, new CCS commercial agreements will be implemented under this Act. Some commercial agreements will have started the procurement process before March 2025 and will be awarded under PCR2015. You should check the agreement webpage to see which procurement regulation it is following.

For further guidance, refer to Procurement Act 2023.

Procurement specification

A specification can be defined as a ‘statement of needs or requirements’. It is a document that presents potential suppliers with a clear, accurate and full description of the buying organisation’s needs. Suppliers can use this document to make informed decisions on whether to propose a solution to meet those needs and bid for the contract.

The specification is usually part of a bid pack.

For more information read ‘how to write a specification’.

Product

A product is an item you can buy, such as a laptop. It’s a one-off purchase and involves no ongoing contract.

Product and a service

Buy a product and a service. Some contracts may involve hiring a product as part of that service. For example you may want to pay for a linen washing service as well as buying or hiring linen items.

Post award

Provides customers the ability to access their previously awarded contracts extensions and terminations.

Post award would also include customers publishing the awarded contract to contract finder.

Public Procurement Gateway

The Public Procurement Gateway (PPG) is a new digital service that makes buying and supplying easier for everyone. It provides a single point of entry to our self service dashboard, allowing you to access multiple services in one location. You can also manage all your information in a simple and secure way.

Find out more about PPG.

Create a PPG account.

Purchasing Platform

An online catalogue or ‘buying platform’ where you can buy technology products such as laptops, tablets and software.

Find out more about the Purchasing Platform.

Public Contracts Regulations 2015 (PCR 2015)

The Public Contracts Regulations 2015 (PCR 2015) sets out the rules governing public sector procurement. PCR 2015 allow public sector bodies to tender (seek bids) from suppliers when they want to buy goods and services above a certain value. Buying through CCS complies with procurement regulations but simplifies the process for buyers.

From March 2025, new CCS frameworks will be implemented under the Procurement Act 2023. Some commercial agreements will have started the procurement process before March 2025 and will be awarded under PCR2015. You should check the agreement webpage to see which procurement regulation it is following.

R

Record award decision

Provide documents showing the result of the procurement activity. It should include any resulting buying outcome.

Request for Information

A request for information involves getting input from the marketplace in the form of a written report. It will include general information such as expertise, production schedule and shipping capacity. Buyers use this input from the market to help them develop their user requirements. A buyer may complete a RFI if:

• the specific lot or agreement is very detailed and the specification is very high level

• they are unsure what the appropriate delivery method should be and seek input from the marketplace

This is also known as pre-market engagement.

Restricted procedure

This is where suppliers are shortlisted and only the shortlisted suppliers are invited to tender or bid for the work. The restricted procedure is a 2 stage process:

Stage 1 is selection: suppliers are alerted to express an interest in a contract opportunity by obtaining and submitting a selection questionnaire. This will be used to establish their capability, experience and suitability. The purpose of the questionnaire is to select a shortlist of 5 (or more) suppliers who are likely to meet the tender requirements.

Stage 2 is award: the 5 or more shortlisted suppliers who meet the selection criteria are then invited to tender. All tenders are evaluated in line with the methodology and award criteria set out in the tender documents.

This procurement procedure does not exist under the Procurement Act 2023.

Reverse auction

In a reverse auction, the buyer puts up a request for a required good or service. Suppliers then place bids for the amount they are willing to be paid for the goods or service, with the winner being the supplier prepared to accept the lowest amount.

RFx (or request for)

A generic or ‘catch all’ term for an event that is put out to the market by the buyer. There are several types of events:

• Expression of interest (EOI)

• Request for information (RFI)

• Request for proposal (RFP)

A buyer does not need to run all 3 events. They can choose to run any number of RFx events within a procurement case to get the information and cost surrounding a bid. These events must, however, be done compliantly. This means a buyer can not keep running events until their preferred supplier is the only one remaining.

Request for proposal (RFP)

Buyers can invite potential suppliers to submit a business proposal through a bidding process. The business proposal could be for the supply of a commodity, service or asset. This is sometimes known as either Invitation to Tender (ITT), a Request for Quotation (RFQ) or a Request for Tender (RFT).

RFP supplier shortlisting

Allows buyers to reduce the number of potential suppliers who can submit a business proposal. The business proposal will be submitted through a bidding process and should be for the supply of a commodity, service or asset.

Suppliers should only be excluded from submitting a business proposal if they cannot meet the buyer’s needs in terms of location or service type.

RFP direct award

Where there is only one supplier on the framework, or if there is an option for the direct award in the commercial agreement guidance notes, you can place an order directly with the supplier. RFP direct award allows buyers to select a single supplier in which they would like to engage with to receive their proposal before progressing to the contract award.

If there are multiple suppliers who can meet the buyer’s needs, direct award can only be awarded if cost is the only factor.

RFP further competition

It provides buyers the capability to invite potential suppliers to submit a business proposal, through a bidding process, for the supply of a commodity, service, or asset. RFP Further competition is where customers want to engage with multiple suppliers so they can see each supplier’s proposal and pricing before making a decision on who to award the contract too.

RFP offline documents

Allows buyers to upload offline documents that state their detailed requirement or additional information. These documents would then allow and help suppliers to create and publish their business proposal for the buyer’s review.

Route to market

The route you take to buy goods or services from a supplier. All commercial agreements and lots must define their route to market. This can be further competition, direct award, eAuctions or catalogue (such as the purchasing platform).

For more information read ‘choosing the right route to market’.

S

Schedule of rates

An itemised list of component parts within a lump-sum contract, or a list of individual products, giving a price for each unit.

Selection questionnaire

The standard selection questionnaire (SQ) asks potential suppliers to initially just self-declare their status against the exclusion grounds and selection questions. Usually you will only check the status of the winning supplier. The standard SQ is structured in 3 separate parts:

1. covers the basic information about the supplier, such as the contact details, trade memberships, details of parent companies, group bidding and so on

2. covers a self-declaration regarding whether or not any of the exclusion grounds apply

3. covers a self-declaration regarding whether or not any of the exclusion grounds apply

The standard SQ has been developed to simplify the supplier selection process for businesses, in particular smaller firms, across the public sector.

Read the standard selection questionnaire.

Service

A service is a contract for something to happen, either once or on a regular basis. For example, a contract for specified linens to be collected, washed and returned twice a month for 3 years.

Sign contract

When buyers and suppliers sign the contract. Signing the contract shows approval of the finalised contractual agreement.

Also known as ‘contract signature’

Small and medium-sized enterprises

Small and medium-sized enterprises (SMEs) (business with less than 250 employees).

Social value

Social Value refers to the positive value businesses create for the economy, communities, and the environment. It is not the value that a supplier provides as part of their day to day activities, but the additional relevant value that they can provide alongside providing a public contract.

This includes the wellbeing of individuals and communities such as additional actions to:
• develop new jobs and skills
• address Modern Slavery
• achieve Carbon Net Zero and sustainability

For more information, read our social value webpage.

Supplier

Organisation that supplies the goods and/or services that a buyer wants.

Suppliers can be large organisations or small and medium-sized enterprises (SMEs) or Voluntary, Community and Social Enterprises (VCSEs).

Note: can be referred to as a bidder or tenderer. Supplier is the only term that should be used.

Supplier due diligence

The process of researching a prospective supplier before agreeing a transaction or contract.

Supplier ranking

A priority order of suppliers that can be used for sourcing.

T

Tender notice

A notification to let the market know about a new procurement opportunity. When buying through CCS, tender notices are only mandatory for purchases made through Dynamic Markets.

Under the PCR 2015, tender notices were referred to as a contract notices.

Tender submissions

A tender submission is the proposal submitted by a supplier as part of a tender process.

Transforming Public Procurement

The Transforming Public Procurement (TPP) programme aims to improve the way public procurement is regulated in order to: create a simpler and more flexible, commercial system that better meets the country’s needs while remaining compliant with our international obligations.

For more information, read transforming public procurement.

Transparency notice

The announcement of an award without competition.

Under the Procurement Act 2023, all buyers are required to publish a transparency notice when making an award without competition, regardless of the contract value. This notice should explain the reasons for the award without competition and must be published before the contract award notice when one is required.

U

Upcoming agreements

Upcoming agreements are agreements that are being developed and are not yet live. Suppliers can bid to join upcoming agreements.

Take a look at our upcoming agreements.

Find out how to become a Crown Commercial Service supplier.

V

Voluntary, Community and Social Enterprise

Voluntary, Community and Social Enterprise (VCSE).

These are organisations, whose purpose is built around the creation of social value, or whose profits are used to provide benefits to local communities.

W

Wider Public Sector

Wider public sector (WPS), including local government, health and education, and third sector (charities).