Let’s face it: the world of public sector procurement can feel like a maze. You’ve heard there are big opportunities in there somewhere — stable clients, long-term contracts, decent money — but the path to winning a tender? That’s where a lot of tech suppliers get lost.
Good news: it’s not actually as confusing as it seems. You just need to understand the route. Here’s your step-by-step guide through the tender process.
Step 1: Spot the opportunity
Every good maze run starts with knowing where to enter. In this case, it’s spotting a tender you want to go for.
Public sector tenders are usually published on platforms like Find a Tender, Contracts Finder, or through framework portals. You’ll also see Prior Information Notices (PINs) popping up — these are early signs a buyer is planning to go to market soon. Worth keeping an eye on.
Some opportunities are one-off contracts. Others sit within frameworks or Dynamic Purchasing Systems (DPS), where you need to be approved first before you can access ongoing work.
Step 2: Express interest (if needed)
Some tenders might ask for an Expression of Interest (EOI) as an initial gate. Think of it as raising your hand to say “we’re interested!” before you get the full brief.
This bit is usually quick and simple, but don’t skip it if it’s required. Miss the EOI, and you’re locked out of that part of the maze entirely.
Step 3: Get your documents
Now you’re in. Time to download the map.
You will be provided with a pack of documents, often called an ITT (Invitation to Tender), which includes all the info you’ll need:
- What the buyer wants
- How they’ll score responses
- Deadlines
- Submission instructions
Read everything. Then read it again. It’s all there — but it’s up to you to follow the trail.
Step 4: Prepare your bid
This is the meaty bit. You’ll be asked to respond to specific questions, covering things like:
- How your tech meets the specification
- Your delivery approach
- Security, accessibility, sustainability
- Case studies or references
- Commercials and pricing
Stick to the structure. Answer what’s asked. Don’t wander off into sales fluff or generic waffle — it won’t score you points. You might need input from different team members — delivery, tech, finance — so plan early and give yourself plenty of time.
Step 5: Submit (before the doors close)
Once your bid is polished, double-checked and signed off internally, it’s time to submit via the procurement portal.
There’s no flex on public sector deadlines. Miss it by one minute, and that’s game over. So don’t leave it to the last minute to upload.
Step 6: Evaluation and clarifications
Behind the scenes, evaluators are scoring your submission — usually against a weighted criteria (e.g. 60% quality, 40% price).
You might get clarification questions at this stage. That’s normal — it’s the buyer making sure they’ve interpreted your response correctly. Be clear and concise in your replies.
Step 7: Award and feedback
If you’ve navigated the maze successfully, congrats, you’ve won the work!
If not, make the most of the feedback provided. It’ll highlight areas for improvement and give you a better shot next time.
And in public sector procurement, there’s always a next time.
Final thoughts: It’s a maze worth mastering
The tender process isn’t always straightforward. But once you understand the key stages — and what buyers are really looking for — it becomes a lot easier to navigate.
For tech suppliers, it’s well worth the effort. Public sector clients can bring long-term, high-value work, and frameworks in particular can open doors to multiple opportunities once you’re on them.
And if you ever feel stuck? Ask for directions. Whether it’s internal bid support, external consultants, or guidance on specific frameworks, getting the right help can stop you going around in circles. Advice Cloud provides this support to suppliers – you can find out more on our site here!
