Public sector glossary

APMP is the global professional association for bid, proposal and capture practitioners, and in the UK the APMP UK chapter provides certification, best practice guidance and networking for those working on contracts for contracting authorities.

To “bid for contract” means a supplier submits an offer in response to a tender notice, outlining how it would fulfil the requirement and at what cost, aiming to win the contract from the contracting authority.

Learn the bid management process step by step. See how to find the right opportunities, qualify quickly, and build bids that win more public sector contracts.

The technology suppliers use to automate and streamline the process of creating, tracking, and submitting bids for public or private contracts. These tools help suppliers produce accurate, compliant proposals using templates, manage communication with contracting authorities, and coordinate internal reviews. In public procurement, bid management software supports responses to requests such as ITTs, RFPs or RFQs and integrates with wider sales or proposal systems.

The person in a bidding team who leads and coordinates the bid process from opportunity identification to contract award for tenders from a contracting authority or private business. They set strategy, manage risks, organise the team and ensure alignment with requirements.

The internal decision process a private supplier uses to decide whether to pursue or decline a contract opportunity in either the public or private sector. The process weighs strategic fit, capability, competition, cost to bid, and likelihood of winning before committing resources.

The planning of key milestones a supplier follows to meet a contracting authority’s deadlines, from opportunity spotting and capture through writing, review, and submission. Effective bid timing keeps teams organised, prevents last-minute errors, and allows time for approvals. Private businesses use similar scheduling to manage competitive sales proposals.

The professional who prepares the written response to a tender issued by a contracting authority or private business. They research the buyer’s needs, tailor content, ensure compliance and craft persuasive answers.

Buying and procurement refers to the activities by which an organisation acquires goods, services or works from external suppliers, in the public-sector UK context it means how a public authority sources, contracts and manages third-party suppliers under procurement rules.

Numerical codes used by contracting authorities across the UK and EU to describe the goods, services or works in a contract. Suppliers use them to filter and track opportunities that match what they sell.

The strategic process a contracting authority uses, or a supplier uses in a commercial setting, to identify, engage and position for a contract opportunity before the formal procurement begins. It involves market insight, stakeholder mapping, competitor analysis and planning win themes.

The Central Digital Platform Act is the legislation that crated the online system a contracting authority uses under the Procurement Act 2023 to publish procurement notices and supplier information in one place, enabling transparency and easier access for suppliers.

Common Procurement Vocabulary (CPV) is the EU-developed classification system adopted by the UK for identifying and describing the subject of public contracts in a consistent way.

The Competitive Flexible Procedure (CFP) is a UK procurement route created by the Procurement Act 2023. It allows contracting authorities to design a tailored competition that fits the contract’s complexity, market and value, offering more freedom than previous procedures while maintaining transparency and fairness.

A contract award is the decision by a contracting authority in the UK to select a supplier (or suppliers) and proceed to conclude a contract after evaluating submitted offers. It is often preceded by a public notice and followed by a standstill period under the Procurement Act 2023.

A contract award notice is a formal public-sector publication in the UK that states a contracting authority’s intention to enter into a contract with a selected supplier, initiating any required standstill period under Procurement Act 2023 before the contract is concluded.

A free UK government portal that allows suppliers to search for contract opportunities with government departments and agencies in England (and some devolved-bodies) for contracts over a lower monetary threshold.

The Crown Commercial Service (CCS) is an executive agency and trading fund of the UK Government (under the Cabinet Office) that supports public sector organisations to buy goods and services more efficiently and in compliance with procurement

A Dynamic Purchasing System (DPS) is an electronic, open list of suppliers set up by a UK contracting authority for commonly-used goods, services or works; new suppliers can join at any time and the authority runs mini-competitions among them when awarding contracts.

A document a contracting authority or private business uses to invite potential suppliers to signal their interest in a future opportunity before the tender process begins. EOIs help buyers test market appetite, understand supplier capability, and decide whether to proceed.

FTS stands for Find a Tender Service, the UK government’s official online portal for publishing public contract notices. From 24 February 2025, it will include both above- and below-threshold notices for new UK procurements (except below-threshold in Scotland). For procurements started earlier, only above-threshold notices are published, usually for contracts over £139,688 including

The UK government’s official portal where contracting authorities publish public contract notices. From 24 February 2025, it will include both above- and below-threshold notices for new UK procurements (except below-threshold in Scotland). For procurements started earlier, it lists only above-threshold notices, usually over £139,688 including VAT.

A contract between a contracting authority and one or more suppliers that sets out terms (e.g., price, quality) under which future individual contracts (called “call-offs”) may be awarded over a defined period.

It’s a contract a contracting authority uses to set out terms (such as price, service levels and quality) with one or more suppliers, under which future individual contracts (“call-offs”) can be awarded.

Going out to a tender is an action by a buyer (public or private) to formally inviting suppliers to submit bids or proposals for a contract. In the UK context it signals that the procurement process is open for submissions and the buyer intends to award work following competitive evaluation.

Refers to a framework run or facilitated by the Crown Commercial Service (formerly the Government Procurement Service), a central public-sector buying body in the UK that sets up frameworks for goods, services and works which other authorities and sometimes private sector organisations can draw from.

A formal solicitation issued by a contracting authority (or private business) when requirements are clearly defined and the award will be primarily based on price.

A formal request from a contracting authority or private business inviting suppliers to submit full tenders against clear requirements, evaluation criteria, and contract terms. ITTs are used when the buyer knows exactly what they need and will award based on best value.

Refers to public procurement opportunities published through eTenders, the Republic of Ireland’s national tendering platform. It lists contract notices from Irish government departments, local authorities and public bodies. UK suppliers can also register to view and bid on these tenders, subject to Irish procurement law.

An evaluation principle used by contracting authorities in the UK public-sector to award contracts based on the best balance of cost and quality rather than lowest price alone.

Refers to the published catalogue or register of framework agreements approved for use by NHS organisations such as trusts, where they can call-off goods, services or works from pre-qualified suppliers. Suppliers use these lists to identify where they may seek appointment.

The process by which NHS organisations purchase goods, services or works, from medical equipment and IT services to estates and maintenance. It covers strategic sourcing, tendering, framework use and supplier management across the public health system in the UK.

A framework agreement set up specifically for use by NHS bodies (hospitals, trusts, integrated care systems) that allows them to buy from a select list of pre-qualified suppliers under agreed terms. It enables faster procurement by reducing the need for full tenders each time.

A centralised procurement route managed by NHS Supply Chain, allowing NHS organisations to purchase goods and services through national framework agreements. It covers clinical and non-clinical products and supports economies of scale across the health system.

The term “New Procurement Regulations” in the UK refers to the Procurement Regulations 2024, which implement and detail how the Procurement Act 2023 must be applied by contracting authorities in their procurement processes (for example transparency, notices, contract award rules).

An open tender is a procurement method where a buyer invites any interested and eligible supplier to submit a bid. In the UK public-sector context it promotes transparency, competition and value for money.

PCR 2015 thresholds refer to the financial values set out under the Public Contracts Regulations 2015 (and related regime) which determine when the full regulatory procedures apply to public contracts. These thresholds change periodically (for example new thresholds have been instituted from 1 January 2024).

PCR regulations means the Public Contracts Regulations 2015 (SI 2015/102) which set out how public contracts should be advertised, how tenders should be assessed and awarded and the legal obligations on contracting authorities in the UK.

A tender run via PCS‑Tender, Scotland’s national e-tendering system that public-sector buyers use to issue notices and collect bids. It is linked with Public Contracts Scotland (PCS) and allows buyers and suppliers to manage the end-to-end tendering process online.

PIN notice stands for Prior Information Notice. It is a public announcement made by a contracting authority to signal its intention to run a procurement in the future. The notice helps suppliers prepare early and can shorten the timescales of the later tender process.

A pipeline notice is a forward-looking publication by a contracting authority that lists major upcoming public contracts (above a set value threshold, e.g., £2 million) which are expected to be tendered in the next 18 months, helping suppliers plan ahead.

A planned procurement notice is an optional advance notice published by a contracting authority under the Procurement Act 2023 to inform the market of an upcoming tender. It can allow for a reduced tendering period if published at least 40 days and no more than 12 months before the tender notice.

A document a contracting authority uses to ask potential suppliers about their suitability (financial, technical, legal) before inviting them to submit detailed bids. The PQQ stage helps shortlist bidders who meet core eligibility and capacity criteria.

A preliminary market engagement notice is published by a contracting authority when it intends to carry out or has carried out engagement with the market ahead of issuing a tender. It helps shape requirements and attract supplier interest while ensuring a level playing field.

A Prior information notice (PIN) is a notice published by a contracting authority signalling its future intention to procure goods, services or works, thereby alerting potential suppliers and the market ahead of the formal tender process.

The procedure of tender is the set of prescribed steps a buyer follows in the UK public procurement framework to invite, evaluate and award bids, starting from needs assessment, issuing notice, receiving offers and ending in contract award.

The Procurement Act refers to the Procurement Act 2023, a UK Act of Parliament that overhauls public procurement law, replacing several earlier sets of regulations with a single unified framework for public-sector procurement.

Procurement Act Guidance refers to the official documents published by UK government bodies that explain how to apply the Procurement Act 2023 and its associated regulations in practice. These materials help contracting authorities and suppliers understand compliance, roles, duties and the new regime.

The procurement business process refers to the set of structured steps a public authority follows when buying goods, services or works, from identifying needs through sourcing, supplier selection, contract award and payment, in order to secure the best value for money in a compliant way.

The procurement cycle is the recurring lifecycle that a public procurement follows, typically planning the need, defining requirements, running the tender or selection process, awarding the contract, then managing and reviewing performance — so organisations continuously improve their procurement outcomes.

It’s a legally compliant agreement that sets out terms and conditions between a contracting authority and approved suppliers for future purchases. Once established, the buyer can make repeat orders or “call-offs” without running a new full tender.

Procurement Law refers to the body of UK legislation (including statutes and regulations such as the Procurement Act 2023 and the Public Contracts Regulations 2015) and case law that governs how public bodies purchase goods, services and works, ensuring fairness, transparency and value for money.

Procurement lifecycle describes the end-to-end journey of a procurement from early planning and market engagement, through sourcing and award, to contract management and review, covering each phase so we optimise outcomes at every step.

A procurement policy notice is another name for a Procurement policy note (PPN) and serves the same role, it provides formal guidance or policy updates to contracting authorities about procurement rules, practice and thresholds.

Procurement reform means the changes made to UK public procurement laws, policies and practices, such as those in the Procurement Act 2023, designed to make public buying faster, simpler and more transparent.

Procurement stages are the sequential steps in a public procurement process, typically planning the need, defining requirements, selecting suppliers, awarding the contract and managing performance.

A procurement step is an individual action within the wider procurement process—such as publishing a tender notice, evaluating bids or awarding a contract, that helps move the procurement forward in a structured and compliant way.

A procurement team is the group of people in a supplier organisation responsible for winning business from public bodies and private companies. They identify opportunities, prepare bids, manage tenders, and build relationships to secure contracts while ensuring proposals meet customer and compliance requirements.

A procurement tender is a formal invitation issued by a buyer (often a public-sector body in the UK) to suppliers to submit competitive offers for goods, services or works under set conditions, deadlines and evaluation criteria.

It is the full set of papers a buyer issues during a UK public or private-sector procurement that tell suppliers what’s required, how to respond and how the bids will be evaluated. It covers specification, submission rules, contract terms and evaluation criteria. Informational only — consult counsel for legal advice.

Procurement thresholds 2024 set the contract values at which full UK procurement rules apply under regulations such as the Public Contracts Regulations 2015. From 1 January 2024, for example, central government bodies must run a regulated process for supplies and services contracts worth £139,688 or more.

The structured process a contracting authority or private business uses to plan, develop, review and submit proposals in response to tenders or solicitations. The goal is to deliver a compliant, persuasive and timely submission.

Refers to public sector opportunities in England published on the UK’s Find a Tender Service for high-value notices. Lower-value English contracts are listed on Contracts Finder.

The Public Contracts Regulations Act of 2015 (SI 2015/102) set out the rules that UK public sector bodies must follow when awarding contracts for goods, services or works above certain financial thresholds.

Scotland’s national e-advertising portal where Scottish public-sector buying organisations publish procurement notices, from regulated procurements to sub-threshold opportunities, allowing suppliers to locate and bid for work across Scotland.

A public sector contract is an agreement under UK law between a public authority and a supplier for the purchase of goods, services or works that is subject to procurement rules. It ensures compliance with transparency, competition and value-for-money requirements.

Public sector contracts awarded by authorities in England for goods, services or works that must comply with UK public procurement law and be advertised on portals appropriate for England-based contracting.

Public sector procurement frameworks are structured agreements set up by UK public authorities to pre-select suppliers and terms. They streamline repeat purchases of goods, services or works under consistent conditions, saving time and ensuring compliance with procurement law.

In procurement and contract negotiation, it is the process of marking up a draft contract (commonly called a “red-lined” document) to show proposed changes, amendments and edits before final signature, used by contracting authorities and in commercial/private sector negotiations alike.

A tool used by a contracting authority or private business to learn from the market before launching a tender. RFIs gather information about suppliers, products, or trends to shape future procurement and test market capability.

A formal document a contracting authority or private business uses to ask suppliers how they would deliver a solution, including price, method, and timing, when the requirement isn’t fully defined. RFPs invite creative or technical proposals and help buyers compare different approaches for complex or innovative work.

A short procurement document used when the requirement is clear and the main decision factor is price. A contracting authority or private business asks suppliers to quote for specific goods or services, usually standard or low-value items.

It’s a document a contracting authority uses to collect supplier information and assess suitability (exclusion grounds, financial standing, technical ability) at the selection stage of a procurement. It often replaces the PQQ in UK public procurement.

The Welsh Government-run online portal where Welsh public-sector organisations advertise contract opportunities. Suppliers from anywhere can register to search for tenders and receive alerts.

A structured approach created by Shipley Associates (via their UK operation) to develop winning proposals. It guides you through strategy, story-boarding, content plan, reviews and submission to improve bid quality and win rate.

Social value means the wider benefits that procurements generate for people, communities and the environment in the UK, beyond just the goods, services or works delivered; it includes social, economic and environmental improvements linked to the contract. Informational only — consult counsel for legal advice.

The mandatory template version of the Selection Questionnaire that a contracting authority must use under UK public procurement rules for above-threshold procurements. It standardises how supplier suitability is assessed.

A document used by a contracting authority (or private business) to describe in detail what work will be done: deliverables, timeline, responsibilities, and performance criteria.

A tender application is the submission made by a supplier in response to a buyer’s published invitation, where the supplier provides evidence, pricing and compliance details to seek award of the contract for goods, services or works under the procurement process.

A tender bid is the formal proposal submitted by a supplier in response to a tender notice or tender document. It outlines how the supplier will meet the requirements, sets out price, quality and delivery details, and competes for the award of the contract.

An advisor who a contracting authority or private business uses to support strategic aspects of procurement and tendering, such as opportunity assessment, bid-no-bid decisions, process improvement and training. Private firms engage tender consultants when seeking to win major contracts or optimise internal tendering capability.

It is a specific document or set of documents issued by a buyer in the UK that states what goods, services or works are needed, how suppliers should bid, the contract’s terms and how evaluations will happen. It gives suppliers the information they need to prepare a compliant offer. Informational only — consult counsel for legal advice.

A tender document format is the way a buyer asks you to structure responses, from set forms like the Selection Questionnaire to free-format quality answers and pricing. UK public buyers specify formats to keep competition fair and transparent. Private buyers may set lighter rules, but you still follow their instructions.

It’s the process a supplier uses to plan, prepare, and submit tenders for public or private sector opportunities. It includes identifying opportunities, managing documentation, writing responses, coordinating pricing and approvals, and ensuring compliance with tender instructions. Private businesses use tender management to win work from contracting authorities and other large organisations.

A tender manager is responsible for coordinating and overseeing the entire bid process, ensuring the proposal is compliant, competitive and submitted on time.

A tender notice is a public notification issued by a public sector buyer to alert the market about a new procurement opportunity, effectively inviting suppliers to bid.

The tender process is the structured series of steps a buyer follows to invite, receive, evaluate and award contracts for goods, services or works. In the UK public-sector context it ensures fairness, transparency and value for money.

Tender procurement refers to the process by which a UK public authority uses a formal competitive tender to procure goods, services or works. This means inviting suppliers, receiving bids and selecting a supplier under defined procurement rules.

A tender service is an official digital platform where public contracting authorities publish contract opportunities (tender notices) and suppliers can view or submit bids. For high-value contracts, this includes the Find a Tender Service.

Tender work refers to the tasks and activities carried out by a supplier or bidder to prepare and submit a compliant offer in response to a tender invitation—from analysing the requirement, writing the bid, compiling evidence and setting the price.

Tender writing is the skill and craft of preparing a clear, persuasive, and compliant bid response (tender) in answer to a buyer’s invitation. In the UK public-sector context it means you present your capabilities, price and value in a way that meets the procurement rules and boosts your chances of winning.

A tenderer (or bidder) is the organisation or individual who submits a formal offer in response to a buyer’s invitation to provide goods, services or works. In the UK procurement process the terms are often used interchangeably to refer to a supplier participating in the competition.

Tendering is the formal procurement process where a buyer invites suppliers to submit competitive offers (tenders) for goods, services or works, then evaluates those offers and awards a contract. In the UK it is part of regulated public buying.

Tendering is the process where a buyer invites, receives and evaluates bids. Contracting is the subsequent stage where the winning bidder enters into a formal agreement with the buyer. In the UK public-sector procurement framework the two stages work together to deliver a contract that meets the requirement, value for money and regulatory standards.

The tendering process is the structured set of stages a buyer follows to invite, evaluate and award a contract for goods, services or works. In the UK public-sector context it supports transparency, competition and value for money.

It’s an informal term used to refer to public-sector contract opportunities published in Northern Ireland, typically via the eTendersNI portal managed by the Department of Finance. Suppliers register to see notices for goods, services and works from Northern Ireland public bodies.

Transforming public procurement is the UK government’s reform programme led by the Cabinet Office which underpins the Procurement Act 2023 and associated regulations, aiming to open up public procurement, support innovation, simplify processes and improve value for money.

The UK procurement act is another way to refer to the Procurement Act 2023, the key piece of UK legislation setting out new rules for public procurement in England, Wales and Northern Ireland from 24 February 2025. Informational only — consult counsel for legal advice.

VEAT stands for Voluntary Ex-Ante Transparency. It refers to the notice itself or the process by which a contracting authority publishes its intent to award a non-competitive contract under justified conditions in the UK.

A VEAT (Voluntary Ex-Ante Transparency notice) is published by a UK contracting authority when it intends to award a contract without a full open tender process and wishes to allow the market a chance to challenge the decision.