Competitive Tendering Procedures

What is a Competitive Tendering Procedure?

The Cabinet Office guidance on Competitive Tendering Procedures explains how public bodies must run a competition when they buy goods or services under the new Procurement Act 2023. It sets out two routes: the open procedure, a single stage approach where any supplier can submit a full bid, and the competitive flexible procedure, a multistage approach that an authority can design to suit its needs, for example by shortlisting firms first or holding demonstrations before final bids. The document walks through every step, from publishing the tender notice on the central digital platform to issuing award notices and observing the standstill period that allows suppliers to raise any final questions before the contract is signed.

Deciding between competitive procedures

For a planning team looking to buy new software, the choice between the two procedures affects the workload, market interest and timetable. An open procedure keeps things simple and can draw a wide field of bidders, which is useful when the requirement is clear, perhaps an off-the-shelf case management system. A competitive flexible procedure gives room for dialogue, site visits or pilots and is therefore helpful when you want suppliers to show how their digital tools integrate with your Local Plan evidence base or your back-office systems. The guidance also highlights that the process must be proportionate, transparent and realistic on timescales; this supports SME participation, something that often brings innovation into digital planning services.

Running a competition

Planning officers will shape the specification and evaluation criteria, while the commercial team will run the legal process, post the notices and manage exclusions or conditions of participation. Early conversations with procurement colleagues will confirm which procedure fits the project, how long suppliers will have to respond and what information must appear in the tender notice and supporting documents. Once the most advantageous tender is identified, the commercial team will issue assessment summaries, start the eight-working-day standstill and then publish the contract award notice and contract details notice. Following the structure in this guidance keeps the purchase compliant with the Act and gives a clear audit trail that stands up to scrutiny.